Human Resources Forum

News & Updates

Susan Carullo, HR Director

February 11, 2015

Agenda • Intro/Welcome • Training Update and Leave Reminder • Jason Simmons – Automated Leave Request • HR Initiatives and Updates • Payroll Update • Benefits & Records Management • HRIS • Training Information • Q & A

Courtney Cullum, HR Specialist

Kelley Harrison, HR Specialist

Nicole Hill, Compensation Analyst

Jared Harrison, Compensation Analyst

Please welcome our newest HR employees

The Jeanne Clery Act

It is part of the Amendments to the Violence Against Women Act (VAWA) of 2013 and is known as the Clery Act. It is enforced by the US Department of Education.

In its simplest terms Clery has two major goals:

1) to ensure students, prospective students, employees, and faculty have access to accurate information about crimes committed on campus, and

2) to ensure that Universities have a commitment to providing a campus environment free from all forms of interpersonal violence

In essence, it is a Crime Reporting and Campus Safety Act.

• MUSC will provide training to faculty, staff, students and volunteers;

• Appointment of Clery Coordinator

• Resources made available

• Internal • External

HRM Policy Update: Recording Leave • Policy 18, Annual Leave

• Policy 19, Sick Leave

• Official Request for Leave form should be used, or an electronic version of the form; modified versions require HR endorsement

• All forms must note the type of leave (sick, annual, leave without pay and supplemental leave) and Family and Medical Leave Act, when applicable

• Colleges should have a consistent method of reporting leave

• Pilot of Electronic Leave Slip is in progress

KRONOS University Time-Off Request Pilot Pilot Project Update February 11, 2015

Kronos Electronic Time-off Requests Pilot Phase

• Pilot Groups • COM Human Resources (Frances Glanville) • Internal Affairs (Susan Barnhart) • Human Resources (Dee Crawford) • OCIO (Greg Fisher) • Payroll (Angela Alford)

• Purpose

• Move the University process from Paper to Electronic Requests • Improve Time-Off Request Utilization

• Pilot Time Period

• Continues through the month of February and March • Pilot group will reconvene and review system configuration viability • Discuss future steps to utilize and implement throughout the University

Kronos Electronic Time-off Requests New Features

• Enhancements • Utilize KRONOS Navigator User Interface (All Employees) • Hourly Employees can view their individual timecard • All employees can view their Annual and Sick Leave accrual totals

at the time of making a request • Manager’s will receive Outlook emails with requests from

employees • Employee’s receive Outlook emails with approval or refusal of

the request made. • Access to KRONOS from outside the network using

Webapps.musc.edu

Higher Education Efficiency Act

Statewide HEEAPA initiative (Higher Ed Reform) has resulted in the following:

• 31 new unclassified titles

• 25 new classified titles

• 44 new IT related classes under development Other policy changes and complete delegation Increased audit requirements

• These metrics are a part of every HR staff members

Evaluation

• 220 customers responded to the last survey

• HR Year to Date scores: o Responded in a timely, efficient manner. 93.7% o Displayed a good spirit of service, cooperation,

and professionalism. 96.0% o Delivered a quality product/service. 94.2%

Customer Satisfaction scores are routinely collected

Diversity and Inclusion Initiative • Communication, Community relations and outreach Identify mechanisms for communication of efforts and achievements to both internal and external constituencies

• Education and training Identify key awareness content for the MUSC community

• Engagement and inclusion Identify key opportunities for building a strong climate of inclusion

• Performance and outcome metrics Identify, gather, and analyze relevant existing data

• Recruitment and pipeline development Identify types of positions that present the most challenge in terms of a diverse applicant pool

HR’s Active Role

– Susan Carullo, Co-Chair: • Recruitment and Pipeline Development

– VeLonda Dantzler, Co-Chair:

• Education and Training

– Dana Tumbleston • Engagement and Inclusion

Compensation Update Our goal is to make market based decisions with reliable data sources a focus • A survey tool, Kenexa, has been purchased to aide in

this effort

• Timelines will be established to manage volume of incoming requests

• New policy and communication tools under development

REMINDER Retroactive Pay Requests… Effective Dates: the effective date for a

salary adjustment may not be granted

retroactively, and will not take effect until

HRM has received all required documents

and officially approved the request.

Applicant Tracking System change coming soon…

Payroll Update • Out of State Employees

– Currently MUSC has employees in 12 states in

addition to South Carolina

– Communicate this out of state employment with HR and Payroll

University Disbursement Services (Payroll & Accounts Payable)

Departmental Concerns • Timeliness of Paperwork

– Late terminations, salary decreases, and LOA

– Overpayments • 2014- Over 90 employees totaling over $230,000 • 2013- Over 80 employees totaling over $250,000 • 2012- Over 90 employees totaling over $250,000 • 2011- Over 80 employees totaling over $170,000 • 2010- Over 70 employees totaling over $100,000

University Disbursement Services (Payroll & Accounts Payable)

Payroll Contacts • Payroll Main Line 792-2191

• Employee Alpha A-F

– Missy Pignataro-Boxx 792-4934 • Employee Alpha G-L

– Linda Mitchell 792-4938 • Employee Alpha M-R

– Gerri Thompson 792-8685 • Employee Alpha S-Z

– Suzanne Bean 792-9064

Payroll Management • Angela Alford 792-4937 • Carolyn Colavita 792-0654 • Denise Reddrick 792-4931

University Disbursement Services (Payroll & Accounts Payable)

Benefits Updates • Retirement Contributions Effective 7/1/2015

– Employer: SCRS and ORP 15.90 -> 16.06% PORS 18.41 -> 18.74%

– Employee: SCRS and ORP 8.0 -> 8.16% PORS 8.41%

• First Worksite Screening Free in 2015 – February 18th at Gazes Auditorium/Room 120 – March 13th at CSB, HE628h – Register online at musc.edu/employeewellness

Benefits Updates • Generic Copay Waiver Program

– Employees who have a qualifying diagnosis for either diabetes or heart disease are eligible for free generic prescriptions

– Employees should complete the worksite screening and an online personal health assessment to register for the program

– Program information is available at musc.edu/employeewellness

• Optional Retirement Program (ORP) Open Enrollment – January 1 through March 1 – Participants can change ORP provider or make irrevocable

election to join the traditional pension plan if they have no more than 5 years of participation in the ORP

– Employees should contact their benefits counselor at 2-2607

Affordable Care Act Updates

Guidelines for New Hires

TEMPS & STUDENTS

TEMPS & STUDENTS

EXEMPT (MONTHLY)

NON-EXEMPT (BIWEEKLY)

HOURS/EFFORT SUBMITTED BY DEPARTMENT

HOURS MEASURED FOR ONE YEAR

75% OR MORE EFFORT AVERAGE 30 HOURS OR MORE PER WEEK

ELIGIBLE FIRST OF THE MONTH AFTER HIRE DATE

ELIGIBLE ONE YEAR AFTER HIRE DATE

Affordable Care Act Updates • Employees in Faculty, Classified, Research Grant, Postdoc, and Resident positions

at 50% or more are eligible for health, dental, vision, life, disability, pre-tax feature and flexible spending accounts.

• Employees in Temporary and Student positions at 75% or average 30 hours ore more per week are eligible for health, dental, vision, and pre-tax feature.

• Employees eligible for benefits who have been employed for at least one year, remain eligible for the rest of the calendar year (stability period)

– Joe has been employed for more than a year in a Temporary position (15 day break not applicable in ACA). He qualified for insurance in January after averaging 30 hours per week over the last year. Joe begins to work only 5 hours a week in July. Joe keeps health, dental, and vision through December.

– Mary has been employed for more than a year in a Classified position at 100%. The department decreases her hours to 40% in July. Mary keeps health, dental, and vision through December.

• Employees will be reviewed each October to determine benefits eligibility for the following year.

Records Updates • UMS Reminders

– Faculty rank promotions should be submitted as an Assignment Change through UMS, not as a “salary change-only” transaction through Teamworks, as the title will not be updated in Hermit accordingly.

– If a UMS user updates information on a PEAR for which the status shows “HR e-Submission-Complete”, the PEAR is not routed back to the HR for processing. The user must route the PEAR back to HR as we are not notified of updates.

– Kronos information for biweekly hires must be included in the designated fields or the PEAR will be returned for correction.

– On the Approval/Routing tab, “HRM e-Submission- Complete” means that the transaction has been printed from UMS and distributed for processing.

– Separations should be submitted through Teamworks.

– Please select the appropriate Class Code & Title from the selection box next to the Position field. The PEAR will be rejected to the UMS user if these fields are not completed appropriately.

Records Updates – Always Print Preview a PEAR before routing it to HR to

determine if there are errors.

Success Factors Version 12 Upgrade

and TeamWorks Upgrade

TeamWorks Upgrade • HR has received notification from the OCIO that

TeamWorks is being upgraded

• No change to the end user of UMS – During the downtime, transactions will not be available for

submissions.

• The system will come down on Thursday, February 19 at 5pm and will be operational on Friday, February 20 by 7am.

• All issues after the upgrade should be reported to: Patti Dever, OCIO

843-452-0108 deverp@musc.edu

Success Factors V12 Upgrade • Change to the look of the Home Page only • All other features remain the same • Upgrade will take place on: Monday, February 16, 2015 • For user documentation, Go to:

http://academicdepartments.musc.edu/hr/university/emp_corner/

Current SF Home Page

Success Factors V12 Home Page

Navigation Current version – Navigate through the various SF Sections using Tabs:

V12 – Navigate to various SF Sections/ Options from the Home Menu :

How to Proxy • Current version – access was from the

Proxy Now option

• V12 - tasks will appear on a menu when clicking the under your name.

• The Logout Option also is on this menu.

To Do List (Home Page) Current version displays limited information on home page

To Do List (Home Page)

V12 is more informative

New Learning Management System (CATTs replacement)

CATTs Mandatory Training Reminder

Upcoming Trainings Sessions Embracing Generational Differences 3/10 Selecting Talent/ Employment 101 3/17 Family Medical Leave Act 5/14 For more learning opportunities:

HR Training Flyer

Question & Answer Session

ask HR