MINUTES
HumanResourcesLiaisonMeeting
Thursday,August20,2015
3:30pm–5:00pm,FridayAnnexrm136
 OnboardingCenter
MelissaCoxandKimberlyHolbrook
TheOnboardingCenter(OBC)officiallyopenedonAugust1,2015.MelissaCoxandKimberlyHolbrookarethe
twoOnboardingSpecialiststhatwillworkwithnewhiresthroughtheirfirstyearofemployment.Currentlythe
OBCisonboardingnewSPAandEPAemployeesaswellasofferingI‐9supporttoFacultyhires.TheOBCandLiz
Grimeswillscheduleappointmentsthisfallwithdepartmentsanddivisionstocommunicatethepurposeofthe
OBCaswellashowtheOBCcanhelpdepartmentswiththeirnewhires.PleasecontactMelissa
(coxml@uncw.edu),Kimberly(holbrookk@uncw.edu),orLiz(grimese@uncw.edu)withanyfeedback.
 LearningandTalentDevelopmentUpdates
MollyNece
MollyNeceisexcitedtoannouncethattheLearningandTalentDevelopmentprogramhasoffered35retreatsto
campusdepartmentsthissummer.ThisfallwillmarkthefirstAdministrativeProfessionalsSummitonOctober
13,2015.Invitesweresenttoemployeescurrentlyintheadministrativebandcategories.Planningiswell
underwayfornextsummer’sUNCWConferenceforWomen.ThenewTalentDevelopmentPlanwillpilotthisfall
fornewemployees.Ifyouhaveanyideas,pleasecontactMollyNece(necem@uncw.edu)orOliviaCunningham
(cunninghamo@uncw.edu).
 PeopleAdminEPA&FacultyTraining JenniferCoombs
PositionManagementandApplicantTrackingworkflowsforEPANon‐facultyandFacultypositionsarenowlive
inPeopleAdmin.TheBusinessOfficerswillbetrainedfirstfollowedbyjustintimetrainingforallotherusers.
SearchCommitteeswillreceivetrainingonthenewsystemduringtheirregularsearchcommitteemeetingwith
HR.PleasecontactJenniferCoombs(coombsj@uncw.edu)orNicoleKenney(kenneyn@uncw.edu)formore
information.
 SalaryRequestsApprovalProcess
RosalynnMartin
InreferencetothememofromDr.MartinonAugust11,1025toallHRLiaisons,BusinessOfficersandtheBudget
Office,allsalaryincreaserequestsforcurrentemployees,includingtemporary/interimassignments,mustbe
approvedbytheChancellorpriortoimplementation.Justificationforincreasesshouldbewelldocumentedin
PeopleAdmin.Employeeinformationtobereviewedincluderesumes,educationalqualifications,andexperience
oftheincumbent.Increasesoverthe10%thresholdwillstillrequireGAapproval.
 AnnualEnrollmentandAonHewitt
PattiHale
ThecontractholdingAonHewittasthethirdpartyvendorselectedbythestatetomanageallbenefitenrollment
hasbeenterminatedduetomajorproblemsthatoccurredinJuneandJuly.ThestatehascontractedwithBenefit
Focusagain.Thechangeshouldtakeplaceinthenextthreeweeks.Becauseofthechangeinvendorandthe
amountoftimeneededtosetupforopenenrollment,the2016OpenEnrollmentwillbedelayedtoanOctober
15,2015startdate.NewhireswillcontinuetoreceivetheirbenefitinformationthroughNewEmployee
Orientation.HRandPayrollareworkingcloselytogethertoensureaccuratebillingandenrollment.Please
contactPattiHale(halep@uncw.edu)withanyquestionsorconcerns.
 SmartTimeUpdate
PattiHale
Thenewonlineleaveandtimekeepingsystemforswornlawenforcementofficershaslaunched.Thefirst
payrolltoincludetheonlinetimesheetwillbeattheendofAugust.ExemptTime,onlineleavereportingfor
exemptemployees,willlaunchinOctober.Trainingforleavekeepersandemployeeswillbeheldthisfall.
SmartTime,timeandleavereportingforSPAnon‐exemptemployeeswilllaunchinJanuary.
 ACA,TempAssignments,andHROnline DeannaTirrell
TheJanuary1,2015ruleunderAffordableCareAct(ACA)statesthatifanemployerexpectsatemporary
employeetoworkover130hoursamonthfor3ormoreconsecutivemonths,thentheemployeemustbeoffered
ahealthplanuponhire.DepartmentswillneedtocontactDeannaTirrell(tirrelld@uncw.edu)beforethestart
dateofanemployeemeetingthiscondition.Newhiresnotmeetingthisconditionwillbemonitoredfor
eligibilitybyHR.AlltemporaryemployeesarebeingmonitoredforeligibilitybyHRasperthefederal
requirements.
Hourlytemporaryemployeesworkingmultipleassignmentsoncampus(includesstudentemployees)mustnot
exceedafulltimeequivalent(FTE)of1.5forallassignmentsentered.Pleaseestimatehoursfortemporary
employeesascloseaspossibletotheactualhourstheywork.Asanote,undergraduateandgraduatestudent
assignmentsshouldbelimitedto20hoursperweek.Temporaryemployeesoverthe1.5FTEthresholdare
creatingerrorsinreportingtoGeneralAdministration.DeannaTirrellwillbeincontactwithdepartmentsthat
needtofixtotalFTEforemployees.
InordertoeffectivelymonitorwhetherornotatemporaryemployeequalifiesforACAcoverage,HROnline
assignmentsforTEandGR(flatrate)mustbeenteredcorrectly.PleaseusethestandardformulasetbyGAto
determineFTEforthosewithteachingassignments:3hourspereverycredithourassigned.IfaTEorGR(flat
rate)assignmentisnon‐teaching,pleasedeterminetheamountofhoursyouexpectthemtoworkeachmonth
andhaveHROnlinecalculatetheFTEforyou.Hourlyemployeeswillbemonitoredbytheactualhoursthatthey
reportontheirtimesheet.
 Veteran’sSurvey DianaWaser
OnAugust3,2015anemailwassenttoallfacultyandstaffaskingthemtoupdatetheirveteran’sstatusthrough
SeaNet(BannerSelf‐service).Thesurveyisbeingsolicitedthisyearduetochangesinclassificationofveteran
status.InSeptember,veteranstatusreportingisduetothefederalgovernment.PleasecontactDianaWaser
(waserd@uncw.edu)ifyouhaveanyquestions.
 Approvers/ProxiesinWebTimeEntry CharlieDucker
AnychangesneededforWebTimeapproversshouldbesenttoCharlieDucker(duckerc@uncw.edu).Besureto
allowtimeforapproverchanges.Onceatimesheetisopened,thesupervisorinthesystematthattimeispulled
inastheapproverforthattimesheet.
 HRAnnouncements
RosalynnMartin
LoriPriess’slastdayatUNCWisSeptember11,2015.SheisjoiningtheNCStateClassandCompensationteam
thisfall.Recruitmentwillbeganshortly.
TheStateEmployeesCombinedCampaignwillbeginthisfall.LookformoreinformationtocomefromRosalynn
Martin.