OFFICE OF HUMAN RESOURCES HR FORUM August 5, 2015

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OFFICE OF HUMAN RESOURCES
HR FORUM
August 5, 2015
Agenda
•
•
•
•
•
•
Introduction
Dr. Calvin Jamison – Office of Administration
Bill Howard – Career Center
Leaves of Absence
Transitions from LOA to ADA
Department Updates
Office of Human Resources
• HR Forum will be held on the first Wednesday
of the month 10am – 11:30am. JSOM 2.115.
August 5, 2015 – JSOM 2.115
October 7, 2015 – TI Auditorium
December 2, 2015 – TI Auditorium
January 7, 2016 – TI Auditorium
February 3, 2016 – TI Auditorium
March 2, 2016 – TI Auditorium
April 6, 2016 – TI Auditorium
May 4, 2016 – TI Auditorium
June 1, 2016 – TI Auditorium
July 6, 2016 (Tentative) – TI Auditorium
August 3, 2016 – TI Auditorium
Campus Update
Presented by Calvin D. Jamison, Ed. D.
Vice President for Administration
Aug. 5, 2015
Fall Welcome Back
Welcome Back Station Locations
•
Aug. 24 & 25 – can volunteer
for one or both days
•
To volunteer, contact
Administration at x2213 or
administration@utdallas.edu
•
Interact with students
•
Pass out giveaway items
•
Share knowledge of campus
•
Connect with colleagues
Corporate Challenge 2015
• Opening Ceremony,
Great Walk set for
Friday, Aug. 14 at
Galatyn Plaza
• 10 weeks of
Olympic-style
competition
• Benefits Special
Olympics of Texas
www.utdallas.edu/wellness
SPN Wellness Center
Student Union Food Venue Update
• Student Union Dining
Hall renovating to
expanded food court
• Will feature Panda
Express, Moe’s
Southwest Grill,
2Mato, and a larger
Chick-fil-A
• Ben and Jerry’s to
replace Comet Café
Chick-fil-A location
Dining Options Expand
Dining Options Expand
Loop Road Construction
• In partnership with
City of Richardson
• Road segment to
extend through Lots A, B,
C and D, and through to
Waterview Parkway
Loop Road Construction
•
•
New Waterview
entrance open for the
start of semester
Use this entrance or
Rutford Ave. to access
PS3; avoid Facilities
Way
Lots A, B, C & D Refreshed
www.utdallas.edu/parking
Parking Structure IV
North Mall Enhancement Project
ROC West
• Research lab space
• Fall 2015 opening
Physics Annex
• Lab and office space
• Fall 2015 opening
Bioengineering & Sciences Building
•
•
•
•
222,651 sq. ft.
Lab and office space
Attaches to NSERL
Late Fall 2015
opening
Callier Center Addition Construction
Northside at UT Dallas Construction
Northside at UT Dallas Construction
On the Horizon
•
•
•
•
Brain Performance Institute – October 14 groundbreaking
Davidson-Gundy Alumni Center – Before Board of Regents
Parking Structure IV – September 3 groundbreaking
Programming being completed for new engineering building
*As of 9/11/2014
Thank you
Questions?
administration@utdallas.edu
Career Center
Hourly Student Employment
• Hiring Proposal and Criminal Background Check
• Paperwork Completion Process
• Work-Study Information
• Fiscal Year 2016 Update
• Common Issues
• Frequently Asked Questions
7/12/2016
Career Center | SSB 3.300 | studentemployment@utdallas.edu
26
Career Center
Hiring Proposal and Criminal Background Check
Process
Description
A. Department
posts position in
CometCareers
All hourly student worker positions must have the following fields
filled out:
B. Department
submits HPF &
CBC
C. HPF
and CBC
reviewed
D. CBC to PD
A. Departments post
position in
CometCareers
•
•
•
•
•
B. Department
submits HPF & CBC
Each department is required to submit the HPF & CBC to
studentemployment@utdallas.edu.
C. HPF and CBC
reviewed
Career Center reviews HPF and determines if CBC needs to be
run.
Career
Center
Career Center submits CBC to PD. CBCs are required for all
employees. Students cannot begin working until a cleared CBC is
received AND their hiring paperwork has been completed.
Career
Center
E. CBC cleared
If the CBC comes back with issues, the hiring department will be
contacted to discuss the findings to see if the department would like
to move forward.
Career
Center
F. Offer Extended
Career Center extends offer to the hourly student worker. The
contact and supervisor listed on the HPF are copied.
Career
Center
D. CBC to PD
E. CBC
cleared
YES
YES
F. Offer
Extended
NO
Department
contacted
Number of openings
Work schedule
Hours per week
Wage rate or range
Employment start/end Date
•
•
•
•
TOOLS
Supervisor
Job description
Qualifications
Application instructions
Hiring
Department
Hiring
Department
TIPS
• Hiring Proposal Form – Excluding ECS, ATEC, JSOM
• Criminal Background Check
• Hourly Student Employment Process
7/12/2016
Role
• We recommend that departments submit the HPF and CBC 710 business days prior to the preferred start date.
• Departments will be contacted if the CBC comes back after
the preferred start date.
Career Center | SSB 3.300 | studentemployment@utdallas.edu
27
Career Center
Paperwork Completion Process
Process
A. Student visits
Career Center to
complete paperwork
A. Student visits Career
Center to complete
paperwork
B. Completion Email
Sent
C. Paperwork routed
to Payroll
Description
Role
Hourly student workers must come to the Career Center ON or
BEFORE their first day of work. Students CANNOT begin
working before they complete their paperwork.
Drop-by Hours – the Career Center is available to process
hiring paperwork Monday-Thursday, 1:00 PM – 4:00 PM,
Friday by appointment only.
Career
Center
B. Completion email sent
Career Center sends an email to the hourly student worker, the
contact, and the supervisor listed on the HPF, confirming the
completing of paperwork.
Career
Center
C. Paperwork routed to
Payroll
Career Center routes the hiring paperwork to the Payroll Office.
Career
Center
Once Payroll receives the hiring paperwork, they will initiate the
ePAR based on the HPF.
D. ePAR initiated
D. ePAR initiated
For departments not on ePAR, department will submit a PAF
once the completion email has been sent. Non-work-study
PAFs DO NOT need to be routed through the Career Center.
Only work-study PAFs need to be routed through the Career
Center
TOOLS
• Personnel Action Form
7/12/2016
Payroll or
Hiring
Department
TIPS
• Students are eligible to start working once they have
presented documents that verify their work authorization
and complete the I-9.
Career Center | SSB 3.300 | studentemployment@utdallas.edu
28
Career Center
Work-Study Information
What is the difference between a regular hourly student employee
and work-study?
•
Cost Center and Distribution % – Each work study position is funded 75% by the federal
work-study funds and 25% by the department. The work-study cost center is 61055028
distributed at 75%.
•
Job Code – The work-study job code is S09996 as opposed to the hourly student employee
job code of S09997.
•
PAFs/ePARs – All work-study PAFs MUST be routed through the Career Center. All ePARs
for hourly student employees will be routed through the Career Center.
•
Dates – (end dates for students graduating is in conjunction with the last day of finals)
Start date: September 1st
End date for Fall graduates: December 17th
End date for Spring graduates: May 9th
End date: May 15th
7/12/2016
Career Center | SSB 3.300 | studentemployment@utdallas.edu
29
Career Center
Fiscal Year 2016 Update
PAF/ePAR Update
•
For all NEW student employees, paper PAFs will need to be submitted with FY15 in Job
Information 1 and FY16 in Job Information 2.
•
For all REHIRE (has a break in employment) student employees, paper PAFs will need to be
submitted with FY15 in Job Information 1 and FY16 in Job Information 2.
•
For all newly hire and rehired (break in service) students, a new HPF and CBC must be
completed and sent to studentemployment@utdallas.edu.
•
For currently employed students, Payroll will send a spreadsheet that will allow departments
to roll them forward to FY16.
•
All work-study PAFs MUST be routed through the Career Center for approval.
7/12/2016
Career Center | SSB 3.300 | studentemployment@utdallas.edu
30
Career Center
Common Issues
Pain Points
•
Criminal Background Checks – In order to make sure students are not working before a
CBC has been processed, we are requesting that all HPFs and CBCs be submitted at least 2
WEEKS prior to the student’s start date
•
Students working before completing paperwork – On the student’s first day of work,
supervisors should ask their student workers if they have been to the Career Center to
complete their paperwork.
*Reminder: You will get an email from the Career Center when the paperwork is complete*
7/12/2016
Career Center | SSB 3.300 | studentemployment@utdallas.edu
31
Career Center
Frequently Asked Questions
Q 1: Who determines if a Criminal Background Check needs to be run?
A 1: The Career Center
Q 2: What happens if the CBC comes back on or after the start date on the HPF?
A 2: The Career Center contacts the hiring department to determine the start date.
Q 3: For FY16 work-study students, when does the department complete and submit the PAF?
A 3: The hiring department will submit a paper PAF to Career Center once the completion email has been sent.
Q 4: What is the work-study job code and cost center?
A 4: The work-study job code is S09996 and the cost center for FY16 is 61055028. This should be distributed at 75% and the hiring
department’s cost center should be distributed at 25%. Must be shown on the PAF.
Q 5: When does the department complete the PAF to transfer students to work-study who were working as regular hourly student
workers during the summer?
A 5: The hiring department needs to submit the PAF as soon as possible. If the student worked during the summer under the S09997 code, and
the department is switching to S09996, then no HPF or CBC needs to be submitted
Q 6: What is the start and end date for work-study?
A 6: The start date will always be 9/1, and the end date for students who are not graduating will be 5/15. If a student is graduating in the Fall,
their last day of work can be no later than the last day of finals – 12/17 in FY16. If a student is graduating in the Spring, their last day of work
can be no later than the last day of finals – 5/9 in FY16
Q 7: How many hours a week can my work-study student work?
A 7: Quantity of Work Rule: A combination of a student’s class hours and work hours can never exceed 40. Quantity of Work Rule
Q 8: What happens if my work-study student earns over the amount they were award?
A 8: Any amount that is earned over the student’s original award will be charged to the department cost center. Once a student reaches their
award limit, they must be transferred to the department cost center at 100% distribution
7/12/2016
Career Center | SSB 3.300 | studentemployment@utdallas.edu
32
Division Update
BENEFITS
Benefits Update
• Benefits Express for new hires July thru
September
 Today, August 5 @ 1:30-3:30 p.m.
 Thursday, August 20 @ 9:00-12:00 p.m.
• Annual enrollment is closed as of 7/31/15
• Premium Sharing for 30-39 hours per week (.75 .99 FTE%) will be at 100% similar to a full-time 40
hours/1.00 FTE% - effective 9/1/15
• Reminder regarding carry over of vacation and
conversion of excess into sick leave
FTE Calculation Table-Fall & Spring
FTE calculation tables applies to all Instructional Faculty positions, including all levels of
lecturers, senior lecturers and clinical professors.
Table 1
SCH
UT Dallas - Approved FTE Calculation - Fall and Spring semesters
TEACHING
PREP/GRADING
MEETING
OFFICE
OTHER
1
1.00
1.00
1.00
2
2.00
2.00
1.00
3
3.00
3.00
4
4.00
5
TOTAL WEEKLY HOURS
1.00
-
4.00
0.100
1.00
0.67
6.67
0.167
1.00
1.00
2.00
10.00
0.250
4.00
1.00
1.00
3.33
13.33
0.333
5.00
5.00
1.00
1.00
4.67
16.67
0.417
6
6.00
6.00
1.00
2.00
5.00
20.00
0.500
7
7.00
7.00
1.00
2.00
6.33
23.33
0.583
8
8.00
8.00
1.00
2.00
7.67
26.67
0.667
9
9.00
9.00
1.00
2.00
9.00
30.00
0.750
10
10.00
10.00
1.00
2.00
10.33
33.33
0.833
11
11.00
11.00
1.00
2.00
11.67
36.67
0.917
12
12.00
12.00
1.00
2.00
13.00
40.00
1.000
A Dean may substitute teaching hours for equivalent or additional duties outside the classroom. Example: The Dean may appropriately increase the hours of a lecturer with additional duty for course development.
FTE
FTE Calculation Table - Summer
Table 2
SCH
UT Dallas - Approved FTE Calculation - Summer
TEACHING
PREP/GRADING
MEETING
OFFICE
OTHER
TOTAL WEEKLY HOURS
FTE
1
1.50
1.00
1.00
1.00
-
4.50
0.113
2
3.00
2.00
1.00
1.00
-
7.00
0.175
3
4.50
3.00
1.00
1.00
0.50
10.00
0.250
4
6.00
4.00
1.00
1.00
1.33
13.33
0.333
5
7.50
5.00
1.00
1.00
2.17
16.67
0.417
6
9.00
6.00
1.00
2.00
2.00
20.00
0.500
7
10.50
7.00
1.00
2.00
2.83
23.33
0.583
8
12.00
8.00
1.00
2.00
3.67
26.67
0.667
9
13.50
9.00
1.00
2.00
4.50
30.00
0.750
10
15.00
10.00
1.00
2.00
5.33
33.33
0.833
11
16.50
11.00
1.00
2.00
6.17
36.67
0.917
12
18.00
12.00
1.00
2.00
7.00
40.00
1.000
A Dean may substitute teaching hours for equivalent or additional duties outside the classroom. Example: The Dean may appropriately increase the hours of a lecturer with additional duty for
course development.
FTE Calculation Changes – ACA Compliance
• Changes that drop an employee below a .50 FTE, if not
yet submitted via the annual budget, must be submitted
via PAF by 8/25/15
• Changes that increase FTE to .50 or more must be
submitted via PAF to Budget.
• Send list of FTE changes to benefits@utdallas.edu
related to ACA Compliance
• Inform benefits eligible (.50% FTE) to contact the
Benefits Office and enroll within 31 days of eligibility
• Audit of FTE will be on-going to ensure compliance
Family and Medical Leave Act
Introduction to the
Family and Medical Leave Act
Agenda:












What is FMLA
Eligibility Requirements
Amount of Leave and Qualifying Reasons
Triggering Events
FMLA and the use of Paid Leave
How to report FMLA time Taken
Employer Responsibilities
Employee Responsibilities
State Parental Leave
Sick Leave Pool
Return to Work Process
Questions?
What is the Family and Medical Leave Act (FMLA)?
The Family and Medical Leave Act (FMLA) is a federal
law which allows eligible employees to take up to 12
work weeks of unpaid leave for an FMLA qualifying
event, without fear of being terminated from their jobs
or being forced into a lower job upon their return.
FMLA also requires employers to maintain the health
benefits for eligible workers just as if they were
working.
Eligibility Requirements for FMLA
Eligibility Requirements
 Worked at least 12 months (includes prior state service)
 Have at least 1, 250 hours of service during the 12 months
before leave begins
 12 weeks of FMLA leave – employees are required to use
sick, vacation, and comp time if available
 12 weeks may be continuous or intermittent
 Employees who do not qualify for family and medical leave
may be entitled to parental leave.
Amount of leave and Qualifying Reasons
Amount of leave
 The FMLA entitles all employees to a total of 12 work weeks of job-protected leave
during a 12-month period for a qualifying event.
Qualifying Events
Birth of son/daughter and care for such birth (recovery and bonding period)
 Placement of son/daughter for adoption of foster care
 To care for a spouse, son, daughter, or parent with a serious health condition
 Serious health condition of employee
 Military Leave
 Because of a qualifying event arising out of the covered active duty status of the military member
who is the employee’s spouse, son, daughter, or parent (qualifying exigency leave)
 To care for a servicemember with a serious injury or illness when the employee is the spouse, son,
daughter, parent, or next of kin of the covered servicemember (military caregiver leave)
Serious Health Condition Definition:
 illness, injury, impairment or physical or mental condition involving a) Inpatient Care, or b) Continuing
Treatment by a Health Care Provider
FMLA Triggering Events
 FMLA triggering events prompting employees and department
to contact Human Resources:
 Employee is absent from work for more than 3 consecutive days due to
illness or injury
 Employee is absent from work for more than 3 consecutive days due to
illness or injury of a family member
 Employee pregnancy
FMLA and the use of Paid Leave
Employee’s are required to use their paid leave concurrently with FMLA.
 Sick leave to be used according to policy




Employee illness or injury
To care for a family member who has a documented illness or injury
Adoption or placement of child
Employee’s who are out more than 3 days, must provide a doctor’s note and/or
certification of illness or injury.
 Vacation and Comp-time
 May be used at anytime during your leave, except when you are receiving short term
disability benefits.
 Short Term Disability
 Once an employee is approved for benefits, the department will place the employee on
unpaid leave.
Reporting Time
 Absence Management and FMLA
 FMLA is unpaid; you must use your paid leave concurrently with FMLA
 All time taken must be reported in time and labor as an absence event (sick,
vacation, and comp time)
 Employee and/ or department are responsible for entering employee time into
the system according to the leave tracker
 Intermittent leave hours should be reported to the leave administrator at the
beginning of each month
 Department should report any change in leave patterns to the leave
administrator
 Department will initiate all ePAR’s / PAF’s to place employee on a leave of
absence and/or return employee from unpaid leave
Employer Responsibilities
 Employer Responsibilities
 Maintain Group Health Plan Benefits
 Employee must pay his / her share of insurance premiums
 Restore the employee to same or equivalent job and benefits
 Same of equivalent job (pay, benefits, terms & conditions)
 Maintain Records
 Prohibited Actions
 Interfere with, restrain or deny employees’ FMLA rights
 Discriminate or retaliate against an employee for having exercised FMLA rights
 Discharge or in any other way discriminate against an employee because of involvement
in any proceeding related to FMLA
 Use the taking of FMLA leave as a negative factor in employment actions
Employee Responsibilities
 Notify supervisor / manager of absence
 Apply for Family and Medical Leave if absence is due to serious condition and resulted in
absence for more than 3 days or ongoing / periodic absences due to treatment of such
condition.
 Complete / sign the Request for Family and Medical Leave Form and submit to HR – Leave administrator
with supervisor signature
 Have treating physician complete and sign the Certification of Health Care Provider (CHCP) form and send
the completed form to the Office of Human Resources directly.




Foreseeable leave - 30 day notice (i.e. pregnancy and planned surgery)
Unforeseeable leave – as soon as practical
Provide a release to return to work 5 days prior to returning
If leave needs to be extended, contact Leave Administrator 5 days prior to the expiration
of the leave
 Notify the Leave Administrator of any changes leave status and continue communication
with supervisor
Process and Coordination
Employee requests leave or is
absent for more than 3
consecutive days for medical
reasons.
6. Leave Administrator will
verify leave balances with
department timekeeper.
Within 5 days of
receipt of
notification
7. Send final approval
letter and leave tracker
to Employee and
department
1. Leave Administrator will
determine Employee's
FMLA eligibility.
. 4. Receive the Physician's
Certification From the provider
Employee has
15 days to
return
certification
8. Leave Administrator
will coordinate with
department to Track
FMLA time used.
2. Leave Administrator
will confirm FMLA
entitlement has not
been used up.
3. Provide Notice of
Eligibility and Rights &
Responsibilities.
Within 5 days
of Employee’s
request
9. Get a Return to Work
Certification 5 days before
Employee returns to work.
State Parental Leave
 State Parental Leave
 Applies only if the employee is not eligible for FMLA
 Up to 12 weeks for birth or adoption/ placement of child under 3 yrs. of
age
 Expires 12 months after birth or placement
 Not eligible for premium sharing if the leave is unpaid
 Total amount of leave cannot exceed 12 weeks
 Not applicable for sickness of child
Sick Leave Pool
 Sick Leave Pool Eligibility




Catastrophic illness or injury; employee must be on an approved leave
Must exhaust all available leave and be unpaid for one full day
720 hours maximum per occurrence
Sick leave pool awards cannot be retroactive
 Application process and required documents
 Complete/sign the Sick Leave Pool Application Form; obtain department
signature and send to HR Leave Administrator
 Submit a completed Licensed Practitioner Statement
 Provide Return to Work release 5 days prior to return to work
 Provide updated medical information as needed
Return to Work Process
 Doctor’s release required in order to return to work
 Employee’s returning with work restrictions
 Provide adequate documentation from medical provider which outlines specific
work restrictions (specific dates, lifting requirements, etc.)
 HR-Employee relations will with work with department and leave administrator if
there is a need for a reasonable accommodation
Questions?
Thank you!
Transition from Medical Leave to
Accommodation
Transition from LOA to ADA
The Leave Administrator will notify
Employee Relations when an employee
may need to transition from a leave of
absence to an accommodation
What is a reasonable accommodation?
A modification or adjustment to the application
process, work environment or learning environment
enabling a qualified individual with a disability to be
eligible for a position, perform the essential functions of
a position, or enjoy the same benefits and privileges of
employment as are enjoyed by similarly situated
employees without disabilities.
Scenarios
• Employee has exhausted FMLA however has not been released
to return to work.
– HR will work with the benefits team and employee’s supervisor to discuss
options.
• Employee has exhausted FMLA and is released to return but
needs to miss a portion of the work day.
– EX: Half-day, physical therapy, follow-up doctor’s appointments.
– Need paperwork from doctor specifying length of time employee will need
accommodation.
• Employee is released to return to work however is restricted
from performing specific tasks.
– EX: Job requires ability to lift 20 lbs. but restricted to 5 lbs.
– Need paperwork from doctor detailing specific duty/duties employee
cannot perform and how long.
What is an Undue Hardship?
In determining whether an accommodation would
impose an undue hardship, factors to be considered
include the nature and cost of the accommodation,
financial consideration and resources, the impact of
the accommodation on the nature and operation of
the department, and how the request would affect
the health and safety of other employees or
students.
Interactive Dialogue
• Specific accommodation
o Elimination/reduction of task, time, etc.
• Essential job duties
o Required to complete assigned task(s)
• Length of accommodation
• Human side/right thing to do
Processing ADA Request
• Processing of a Request:
 Employee Relations contacts employee to discuss accommodation need/
request and determine essential job functions.
 Human Resources begins the interactive process. Including discussions
with the employee to obtain supportive information from health care
provider.
 Engage employee and supervisor to discuss the requested
accommodations.
 Final determination:
 If granted, outline in writing, the specific accommodations and expectations of the
employee.
 If denied, outline reasons for denial.
• Medical diagnosis is not shared with the supervisor.
Contact Human
Resources before
granting any
accommodation
QUESTIONS
Division Update
EMPLOYMENT SERVICES
Employment Express
• Founder’s Atrium, 2nd Floor
– August 12th 1:00pm – 3:00pm
– August 13th 9:00am – 11:00am, 1:00pm – 3:00pm
– August 14th 9:00am – 11:00am
•
•
•
•
Only NEW RA/TAs need to attend.
The list template has been sent.
Volunteers will be needed from each school.
Criminal background checks will be initiated by HR
based on information included in list template.
• RA/TAs will be sent required documents by August 1st.
• Offer letters used by international students to apply for
a SS Card will be available in HR after July 15th.
• If there are any questions, contact Kelly Anderson
x2129.
Payroll Spreadsheet Uploads
• RA/TA and Lecturer spreadsheets due 8/14
• Cell phone spreadsheets due 8/21
• HRN and other supplements spreadsheets due
8/28
Process Changes
• HR will complete the ePAR for all new hires
(staff positions only).
• During the budget roll black out period, HR
will complete the PAF for all new hires and
route back to the departments for approval.
• All PRRs, hiring proposals and ePARs/PAFs will
be routed to the designee specified by the
Provost/President ad interim for approval.
PA7 Rollout
Phase
Date
Activity
Time/Location
August 20, 2015
Go Live/Working Lab
9:30 – 11:30am/McDermott 2.524
August 27, 2015
Open Working Lab
9:30 – 11:30am/McDermott 2.524
If you are already active on PA7, you are welcome to attend the Working Labs on
August 20th and August 27th. These labs provide one-on-one support for any questions
you may have regarding the new system.
PA7 Tips & Tricks
• Where do I enter the budget information for
new hires?
– On the hiring proposal, there is a budget summary
section. Click the “Add Budget Summary” button
to enter budget information. If more than one
cost center will be used to pay an employee, you
can add additional cost centers by clicking the
“Add Budget Summary”.
Q&A
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