HR User Group Meeting Agenda South Meeting Room, Newcomb Hall Tuesday, September 4, 2012 at 10:00 am

Transcription

1 HR User Group Meeting Agenda South Meeting Room, Newcomb Hall Tuesday, September 4, 2012 at 10:00 am I. Welcome Darrell Kozuch A. Recognition of New Users B. UHR Staffing Changes: Alison Miller will be joining the HR Consulting Services team as our new Compensation Manager on September 17. Erica Wheat has taken on the new role as HR Operations Manager in HR Consulting Services for the next few months while Elizabeth Allan is away on leave. Greg Freshour will assume a lead role in the HR Service Center while Erica Wheat temporarily assumes her new duties in HR Operations. Toni Cox of the Benefits Office will also lend her expertise to the HR Service Center during the temporary reassignment of Erica Wheat to HR Operations. Ashley Martin, temporary employee with the Executive Search Group, will also assist in the Benefits Office. Heather Hodges, new temporary employee, joined the staff of HR Operations August 24. Ashleigh Taylor, temporary employee in HR Operations, left on August 17 to attend school. Jdavyd Williams of Payroll accepted the position of HR/Payroll Functional Analyst with the Enterprise Applications team in ITS, working with the Integrated System on August 13. Kristi Coleman, new temporary employee, joined the Payroll Staff as a Payroll Specialist August 15. Tonya Fredericks of the HR Service Center accepted a new position with the School of Medicine Human Resources on August 27. Meredith Manson Lane of the Executive Search Group left on August 24 to pursue a new career. Please join us in wishing these employees well! 1

2 C. UHR Postings: UHR is currently seeking applicants for the following postings in Interested parties should submit an application via Jobs at UVa. Director of Human Resources Consulting Services Employee Relations Manager Meeting and Event Coordinator Recruitment Manager II. Payroll Darrell Kozuch A. Payroll Processing Schedule and Key Dates: The 2012 schedule can be found at Sunday, September 9: HRMS Specialist and Salary Approver updates for 08/27 09/09 Bi-weekly (wage and salaried) must be completed in HRMS by 5 pm. Monday, September 10: Time worked (wage and salaried) and leave used (salaried only) entered and approved in SSTL and the Timekeeper Entry form for Bi-weekly 08/27 09/09 and LD Specialists updates must be entered in HRMS by 5 pm. Saturday, September 22: HRMS Specialist and Salary Approver updates for 09/10 09/23 Bi-weekly (wage and salaried) must be completed in HRMS by 5 pm. Saturday, September 22: HRMS Specialist updates for 08/25 09/24 Monthly must be completed in HRMS by 5 pm. Sunday, September 23: Salary Approver and LD Specialists updates for 08/25 09/24 Monthly must be completed in HRMS by 5 pm. Monday, September 24: Time worked (wage and salaried) and leave used (salaried only) entered and approved in SSTL and the Timekeeper Entry form for Bi-weekly 09/10 09/23 and LD Specialists updates must be entered in HRMS by 5 pm. B. University Staff Rolling Open Enrollment: 26 Classified employees opted to switch to University Staff during the first period of the rolling open enrollment that began August 13. The enrollment calendar can be found on the UHR web site at C. Benefits Open Enrollment: Open enrollment for benefit changes will begin on Monday, October 29 and end on Friday, November 16. More information will be available at the October HR User Group Meeting. D. Benefits Day: UHR will sponsor a Benefits Day on Wednesday, November 7, from 9 am to 1 pm at Newcomb Hall. More information will be available at the October HR User Group Meeting. E Hour Report: The issue with the Discoverer report named HR_Wage Limit Hour Balances also known as the 1500 hour report which was returning no data for fiscal year 2013 has been fixed. To retrieve data for the fiscal year 2013, please enter that in the parameter. 2

3 F. Bonus: Official notification of the 3% bonus for state employees has been released. All eligible University employees will receive a bonus equaling three percent of their annual salary. The bonus applies to salaried (not wage or temp) full-time and part-time Academic Division employees, including University and Classified Staff, Administrative and Professional and Teaching and Research Faculty, and Professional Research Staff. To be eligible, employees must: have been hired before April 1, 2012, and have a performance evaluation of a 2 Inconsistent or better if Classified Staff or University Staff or are A & P faculty who use the Lead@UVa evaluation system, or have a satisfactory evaluation on file in their department if they are Teaching and Research Faculty or Professional Research Staff, or are A & P faculty whose evaluation was not done in the Lead@UVa evaluation system, and have no disciplinary actions on file. Those on the bi-weekly payroll will receive the bonus on November 23rd, and those on the monthly payroll on November 30th. Also, because the bonus will come at the same time as a regular paycheck, the bonus will be taxed according to your personal withholding status. More information will be posted to the UHR home page at in the coming weeks. Questions may also be directed to the HR Service Center at , or via at AskHR@virginia.edu. G. Work Study Students: The Office of Financial Aid has announced the following information regarding Federal Work Study (FWS) Students: August 28 is the first day of class for the Fall 2012 term. This is the first day that a student may be paid as a work-study student. Resources for hiring department are posted on the web at It includes the FWS Employer Handbook for , FWS Voucher for , and FWS Training and Updates PowerPoint from the 08/15/2012 training session. All work-study coordinators must complete a new online training, Introduction to Federal Work- Study. If you are listed as the work-study coordinator on the work-study voucher, you are required to complete this training. Information on how to enroll in the training is detailed in the FWS Employer Handbook. A number of new changes have been made to the work-study program for this year. They are noted with the word New! in the right margin of the handbook. Note that when you are searching for the course in Employee Self- Service>Learning>Learner Home, you must type the name of the course exactly as it is listed here: Introduction to Federal Work-Study. H. Reminder Payroll Calendar: The 2013 Payroll Calendar is now available on our web site at 3

4 I. Reminder - System Availability Calendar: The System Availability Calendar for September December, 2012 has been posted to the UHR web site and can be found at J. Reminder - Student FICA Processing: We changed to parameter (i.e., Fall session of 2012) on August 30 (after BW payroll #18 for 8/13 through 8/26 was processed on August 28) in order that students enrolled and beginning classes on Tuesday, August 28, and employed by the University are exempt from FICA withholding for the BW pay period #19 (8/27 through 9/9; paying on 9/14). K. Reminder - Student Direct Deposit Initiative: Our partners at EA-ITS continue to work on an initiative that will eliminate the manual data entry of student bank account information that is currently done by UHR. The new solution will provide the student with a form in the SIS Student Center that will interact in real-time with the Integrated System s AP system. Students will be able to view their current bank account information, as well as submit updates to that information. Since the integration is real-time, updates made by students will be loaded to the Integrated System immediately. If a student is ALSO an active employee, they will NOT be allowed to update their bank account information through SIS, but instead will be directed to use HR Employee Self-Service to make their banking updates. Banking updates made via HR Employee Self-Service will also sync with their student record based on University ID. This solution is anticipated for a late fall implementation. Stay tuned for future updates. L. Reminder - 20 th Annual United Way Laurence E. Richardson Day of Caring Wednesday, September 19, 2012: Time spent volunteering for this event is considered hours worked and not charged to any type of leave on the timecard. Last year at U.Va, more than 1,000 employees volunteered at nearly 100 projects in schools and nonprofit organizations in Charlottesville, Albemarle, Fluvanna, Greene, Louisa, and Nelson. To volunteer or for information, Academic Division employees should contact Liz Christian of U.Va.'s Community Relations Office at or echristian@virginia.edu or to register a team. M. Reminder - Salary Approval for Students and Faculty Wage: There still continues to be an issue of unapproved bi-weekly salaries for student and faculty wage before payroll processing. For the bi-weekly payroll period August that ran on August 28, there were 20 unapproved salaries for student and faculty wage assignments. UHR will begin to elevate notifications to upper management of salaries not approved by the stated deadlines. N. Reminder - Missing or Unregistered HRMS Specialists are reminded to run the Discoverer report named HR_Missing or Unregistered Address. With so many things now using as the preferred method of communication, it is important that employees and supervisors have a registered UVa account. There are approximately 680 employees with no registered address. Please notify employees in your Organization(s) who appear on this report to register for a UVa account so they will not miss out on important employee and benefit communications sent to UVa employees via . The Integrated System also uses notifications to alert employees of such things as rejected timecards and confirmation of changes made by the employee in Self-Service. Information on how to register for a UVa account can be found on Information Technology Services web site at 4

5 O. Reminder - Payroll Deduction for Football Tickets: A payroll deduction program for Virginia football season tickets is being offered in collaboration with the Athletics Department. More information can be found on the Athletics Office web site at yroll. P. Reminder - University Leave Cash-Out: The University Staff leave program has a cash-out provision for employees who have use-or-lose hours at the end of the leave year. These are the hours in excess of the maximum hours allowed for carry forward. Employees will be paid 50 percent of the value of the University Staff leave that they lose, provided they have used a minimum of 10 days (80 hours) during the leave year ending December 30, 2012 (pro-rated for part-time University Staff). This minimum usage requirement is intended to encourage employees to take some time off to relax and rejuvenate. The cash-out payment may be received as taxable income or it may be deposited into a tax-deferred savings plan. After the processing for the final leave period of the year (December 30, 2012) is completed, a process is run for the carry forward of leave which identifies any amount above the carry forward limit for the employee. Any University Staff employee with an amount above the carry forward limit and who met the 80-hour threshold of usage will have a payout automatically created for half of the hours. This payout will be processed in the first pay period of the new leave year which ends January 13, 2013 for check date of January 18, Timekeepers should run the Discoverer report named PAY_Exempt University Staff With Missing Timecards now and continue through the end of the leave year to have these employees submit any missing timecards since they will NOT be considered for the cash-out if there are timecards that are missing. Q. Reminder - Terminating Employees Who Are Supervisors: There were 41 assignments listed with terminated supervisors on our Manager Self-Service report the week of August 27. HRMS Specialists are reminded to take action when the pop-up caution box below is received when terminating an employee. If you answer Yes to this question, you must then go to all active employee assignments supervised by this person and update them effective one day later than the last day of the supervisor that is leaving and give them a new supervisor. Failure to do so will cause any workflow routing of system actions where the supervisor is terminated to fail, including the routing of timecards. To find out who the person supervises, go to Navigator>View>Lists>People by Assignment (see screen shots below). UHR is exploring making this message a fatal error which will require that all assignments supervised by the person to be updated with a new supervisor before the termination can be updated. 5

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8 R. Reminder W-2 s: Get your W-2 sooner! The online W-2 will be available mid-january, 2013, two weeks earlier than the paper version. If you don t elect to get your W-2 online, your paper W-2 will not be mailed until January 31, Employees who have not elected to receive their W-2 online can expect an soon with instructions on how to enroll. S. Reminder Holiday Comparison Table: The Governor s Office has approved the 2013 Holiday Calendar for the Commonwealth of Virginia. Here s how it compares to UVa s 2013 Holiday Calendar: Holiday Comparison Table University of Virginia vs. Commonwealth of Virginia 2013 Day/Date Holiday U.Va. Commonwealth Difference of Va. Status Hours Status Hours Tuesday, January 1, 2013 New Year's Day Closed 8 Closed 8 Friday, January 18, 2013 Lee-Jackson Day Open Closed 8-8 Monday, January 21, 2013 Martin Luther King, Jr. Day Closed 8 Closed 8 Monday, February 18, 2013 George Washington Day Open Closed 8-8 Friday, March 15, 2013 Spring Break Day Closed 8 Open +8 Monday, May 27, 2013 Memorial Day Closed 8 Closed 8 Thursday, July 4, 2013 Independence Day Closed 8 Closed 8 Monday, September 2, 2013 Labor Day Closed 8 Closed 8 Monday, October 14, 2013 Columbus Day Open Closed 8-8 Monday, November 11, 2013 Veterans Day Open Closed 8-8 Wednesday, November 27, 2013* Day Before Thanksgiving Closed 8 Half Day 4 +4 Thursday, November 28, 2013 Thanksgiving Closed 8 Closed 8 Friday, November 29, 2013 Day after Thanksgiving Closed 8 Closed 8 Tuesday, December 24, 2013 Christmas Eve Closed 8 Closed 8 Wednesday, December 25, 2013 Christmas Day Closed 8 Closed 8 Thursday, December 26, 2013 Day after Christmas Closed 8 Open +8 Tuesday, December 31, 2013 New Year's Eve Closed 8 Open +8 TOTAL ** * This is the fourth year the University will observe the day before Thanksgiving as a full day holiday ** Four hours of compensatory time will be awarded on Dec. 31, 2012, the start of the 2013 leave year T Annual Evaluations: The annual evaluation window opened June 4 and runs through September 28, Schools and units establish their own internal deadlines within that time period so check with your HR professional to make sure you know your area's specific due dates. Below is a schedule guideline. Detailed information can be found on the UHR web site at and 8 Between August 30 & September 28 The form resides in step 8 with the supervisor until he/she meets with the employee to conduct the annual

9 evaluation; employee signs form and sends it forward to archive it (step 9) Additionally, during this same timeframe, supervisors and managers should work with employees to draft goals, select competencies, and identify development opportunities for the coming year on the 2013 evaluation form. The 2013 performance form contains an Organizational Goals tab which is used to help inform the creation of individual employee SMART goals. Using the org. goal functionality is not required but can be very useful to help inform each person's individual contributions. Org. goals are not rated U. Reminder - HR_Appointment Expiration Report: HRMS Specialists are encouraged to run the Discoverer report HR_Appointment Expiration for their Organization(s) and use it to obtain the necessary information to update the appointment date information for their employees assignments. As of August 28, 2012 the statistics for expired appointments for Primary assignments are shown below. 192 Salaried Faculty (was 240) 191 Non-Paid Faculty (was 209) 28 Salaried HSF Faculty (was 34) 8 Non-Paid HSF Faculty (was 13) 3 Salaried Visiting Faculty (was 4) 751 Non-Paid Visiting Faculty (was 685) 13 Salaried Research Assistants (was 12) 26 Salaried Research Associates (was 38) Expired appointments for Secondary assignments were: 182 Non-Paid Faculty (was 178) 10 Non-Paid HSF Faculty (was 10) 69 Non-Paid Visiting Faculty (was 69) 9

10 III. HR Operations Erica Wheat, Interim Manager A. Employee Self-Service Reminder, Name Change Procedure, and Obsolete Forms: Employees should use Employee Self-Service to update address information as well as to complete and/or update Veteran Status information and to self-identify a disability in the Integrated System. Please guide your employees to self-service to make these types of changes. The Voluntary Certification of Disability and/or Veteran s Status Form will no longer be included as a handout in New Employee Orientation or included on the UHR web site. The Name and/or Address Changes form has also been removed from the UHR web site. HRMS Specialists are now authorized to update employee name changes in the Integrated System. They must ensure that the new name matches that of the employee s Social Security Card or the confirmation letter a person receives from Social Security before making the name change update in the Integrated System. IV. Foreign National Information System (FNIS) Implementation Joni Louque, Foreign National Tax Consultant, UHR Office of Compliance and Immigration A. FNIS Implementation: This fall, HR-CIS will be implementing a new web-based database where foreign national students, scholars, and researchers can enter and manage their tax-related information (ex. Full immigration information, contact information, name changes, Social Security and Individual Tax Identification Numbers, foreign and local addresses, etc.). The new system, called the Foreign National Information System (FNIS ) saves time, increases accuracy, and allows foreign nationals to keep their tax information up-to-date. V. Systems Training Patty Marbury, Learning and Development Manager, Systems Training, Office of Employee Development A. Systems Training Update: System Toolkits, web pages for each functional area that provide information on access, training, documentation, and contacts have been officially launched. What s coming next for Systems Training? We are working on certifications in Oracle Learning Management (OLM) for Integrated System (IS) and Student Information System (SIS) responsibilities, more online training available for new users, more workshops for existing users, and customized online help for users in the IS, Finance and HR modules. VI. Payroll and Timekeeping - Nancy Knight, University Payroll A. Important Information for Student Hires: HRMS Specialists and Timekeepers are reminded of the following important items for their student hires: Direct deposit is mandatory. Assist them in using Employee Self-Service to do this upon arrival. Use Employee Self-Service to update W-4 tax information and W-2 online preference. VA-4 form must continue to be submitted via the paper form. View their payslip. Employees should also be encouraged to log in to Employee Self- Service to review their personal information such as home address. Ensure hourly-paid students know how to enter their time in SSTL and the bi-weekly entry deadline for your area which may be earlier than the system deadline of employee entry and supervisory approval by 5 pm Monday following the pay period end. 10

11 Assist students in setting up a UVa registered account if they don t already have one. B. Reminder - Recording the September 3 rd Labor Day Holiday: Monday, September 3, was observed as the holiday for Labor Day. Timekeepers have ample time to send notices to nonexempt employees to make sure holiday entries are correct and to remind them to NOT change the pre-populated holiday hours. Non-exempt employees should also be reminded that hours worked on the holiday are compensated with leave and not pay. Timekeepers may also want to distribute the Holiday Entry document found in Timekeeping Tools at Timekeepers should run the Oracle report named UVA Time and Leave Summary Exception Report to catch situations where holiday hours have been removed or changed. The Discoverer report named PAY_Timesheets Reported OTL can also be run to view the entries in SSTL for non-exempt employees. The 2012 Holiday Memorandum can be found on the UHR web site at C. Reminder - Review Use/Lose Leave: We are now past the mid-point of the Leave Year which ends December 30. Timekeepers are encouraged to remind their employees to view their use/lose leave information that can be found on the SSTL timecard in the Leave Information section by clicking in the drop down area. Timekeepers may also run the Discoverer Plus report PAY_Leave Balance for the tab named Leave Management for employees/managers. This report displays the same information as the Leave Information box on the SSTL timecard. The Leave Management report is no longer a required report for distribution to employees but Timekeepers should accommodate requests for the report. However, the report should still be run quarterly and distributed to managers. VII. VIII. IX. Floor Open for Discussion and Questions from the Audience Closing Remarks Darrell Kozuch Future Topics: Please send UHR any topics for future HR User Group Meeting agendas. They can be sent to hrdept@virginia.edu. The next HR User Group meeting is scheduled for Thursday, October 4, 2012, at 10:00 a.m. in the South Meeting Room, Newcomb Hall. Just a reminder that information pertaining to the HR/Payroll User s Group is located at 11