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