Florida International University
HR Liaison Hands-on Workshop
June 30 & July 1, 2008
1
Morning Agenda
09:00am - 09:15am
09:15am - 09:30am
09:30am - 10:10am
10:10am - 10:40am
10:40am - 10:55am
10:55am - 11:15am
11:35am - 11:55am
11:55am -12:05pm
Carlos Flores, Director of Operations
Maria Elena Rodriguez, Compensation Coordinator
Carolyn Jackson, Director of Recruitment
Idorys Calvo, Assistant Director Payroll
Shanequa Fleming, Director of ODL
Evelyn Rodriguez, Director of Benefits Administration
Cintia O'Reilly, Coordinator of E&LR
Edward Leao, Service Center Coordinator
2
Intro for HR Liaisons
• Division of Human Resources Overview
• Payroll Implementation Overview
• Enterprise Version 4 (EV4) Application Training
• Hands-on Workshop
• Forms Update
3
Division of Human Resources Overview
• Compensation
• Workforce Recruitment
• Equal Opportunity Programs
• Organization Development & Learning
• Employee Records / Payroll
• Benefits Administration
• Employee & Labor Relations
• Human Resources Service Center
4
Payroll Implementation Overview
• Understanding:
– Paygroups
– Departments (Org. Code)
– Position Numbers and Job Codes
– Pay Plans
– Benefit Programs
– Compensation Frequency
– Cost Centers ( Dept_ID and Project_ID)
– ID’s ( ADP Emplid, Panther ID, PeopleFirst ID)
5
Enterprise Version 4 (EV4)
• Application Navigation
• Human Resources Module
• Payroll Module
• Automatic Labor Allocations (ALA)
• Contract Module
6
Hands-on Workshop
• Distribute, Login and Validate EV4 User ID
• Will use individual ID’s to navigate the application
• Activities throughout sessions to reinforce
material
• Will configure Favorites
7
Florida International University
Division of Human Resources
Overview
8
What does the Division of Human Resources do?
9
Let’s find out what is in the box…
10
Division of Human Resources
Workforce Recruitment /
Equal Opportunity Programs
1
2
Employee Records /
Payroll
Compensation
3
Human Resources
Service Center
Employee & Labor Relations
Organization Development & Learning
4
5
Benefits
11
Division of Human Resources
Workforce Recruitment /
Equal Opportunity Programs
1
2
Employee Records /
Payroll
Compensation
3
Human Resources
Service Center
Employee & Labor Relations
Organization Development & Learning
4
5
Benefits
12
Florida International University
Compensation Info Session
13
Meet the Compensation Team
Maria Mazorra, Director of Compensation
Maria Elena Rodriguez, Compensation Analyst
Reina Beades, HR Representative
Ana Pineda, HR Representative
14
Compensation Intro for HR Liaisons
• Procedure to Establish a New Position
• Position Updates
– Unfilled
– Filled
• Reclassifications
– Unfilled
– Filled
• Approvals Process
• Other Services Provided
15
16
Procedure for Establishing New Positions
•
•
•
•
•
•
•
Send New Position Request Form (NPR) via Interoffice Mail with required
signatures
Compensation will establish the position and create a new position number
Requesting Administrator will receive position number via interoffice mail
After receiving new position number, requesting administrator will create the
position description in the “Online Position” module (i.e. PeopleAdmin)
Compensation will ensure position description is aligned with the job
specifications and approve position description
Once the position description is approved in PeopleAdmin, a staffing email
will generate advising Requesting Administrator that the position has been
approved and may contact Workforce Recruitment for the posting
instructions of the position
Requesting Administrator will receive via interoffice mail a Classification
Action Memo stating the establishment of the new position
17
Change in Titles (i.e. promotions,
Demotions, reassignments)
Additional Duties or change
In Dept, FTE
18
Unfilled Position Update & Reclassifications
• Log on to PeopleAdmin and update/reclassify position
description
• Compensation will ensure Position Description is aligned
with job specifications and establish an effective date
• Once the updated position description is approved in
PeopleAdmin, a system generated email will be sent
from “Staffing E-mail” advising the Requesting
Administrator that the position has been approved
19
Filled Position Update & Reclassifications
• Log on to PeopleAdmin and update/reclassify position
description
• Complete and submit Administrative/Staff Change Form
to PC 226 Compensation & Classification
• Compensation Analyst will ensure Position Description is
aligned with job specifications, review
Administrative/Staff Change Form and establish an
effective date
• Once the updated position description is approved in
PeopleAdmin, a system generated email will be sent
from “Staffing E-mail” advising the Requesting
Administrator that the position has been approved
20
Required Approvals
Units should refer to respective unit/VP policy
Administrative
Academic Affairs
Administrative/Staff/Temporary
Administrative/Staff/Temporary
• Updates/Reclassifications ≥ 10%
• New positions/reclassifications
• Increases ≥ 10%
• Lump sums
21
Approval Process
After all signatures acquired
– The effective date must be at the beginning of
the pay period
– People Admin approved with same date
– Information entered with same date in HR
System
22
Other Actions
• Administrative Increments
• Shift Differential Pay
• Educational Incentive Awards
• Bonus
• Lump sum
• Operational Excellence Awards
• Change in Cost Center
• Spot Awards
• Extra State Compensation
(Overloads)
• Project Base Pay
• Variable Compensation Plans
• Living Wage Salaries
• Special Duty Pay
• On Call Pay
• Call Back Pay
23
Compensation Q & A
http://fiu.edu/hr/Compensation/Home.html
26
Division of Human Resources
Workforce Recruitment /
Equal Opportunity Programs
1
2
Employee Records /
Payroll
Compensation
3
Human Resources
Service Center
Employee & Labor Relations
Organization Development & Learning
4
5
Benefits
27
Florida International University
Equal Opportunity Programs and
Workforce Recruitment
Info Session
28
Meet the EOP Team
Bennie Osborne, Director
Nelson Perez, Assistant Director
Chloe Nixon, Office Manager
Marjorie Kelly, Program Assistant
29
EOP Intro for HR Liaisons
•Role in Recruitment & Search and Screen Process
– Underutilization
– Applicant Pool Certification
• On-line Approval & Report
– ADA Accommodations (New Hires)
•Approval of Waiver Requests
– Degree Waivers
– Posting Waivers (Search & Screen Guidelines)
30
Meet the Workforce Recruitment Team
Carolyn Jackson, Interim Director
Ana Jimenez, HR Coordinator
Daniel Tapia, HR Coordinator
Kathie Alexander, HR Coordinator-BBC
Thamara Baquero, Sr. Recruiter
A.J. Artiles, Program Assistant
31
Post a Job
Announcement
(Admin/Staff)
NA
NA
www.fiujobs.org/hr
Workforce Recruitment Forms Matrix
Post a Job
Announcement
(Temporary)
Request to Hire
Temporary Appointment Form
Temporary Appointment
Guidelines
www.fiu.edu/hr
www.fiujobs.org/hr
New Hire
(Administrative & Staff)
Admin/Staff New Hire Form
Completed FIU Application
Resume
Proof of Education
Reference Checks
Salary Appointment Guidelines
Compensation Handbook
http://www.fiu.edu/hr/publications/pub_handbook.html
New Hire (Interim)
Admin/Staff New Hire Form
Completed FIU Application
Resume
Proof of Education
Reference Checks
(Transcript, if applicable)
Salary Appointment Guidelines
Compensation Handbook
http://www.fiu.edu/hr/publications/pub_handbook.html
Temporary Appointment
Guidelines
www.fiu.edu/hr
New Hire
(Temporary
Appointment)
Temporary Appointment Form
Completed FIU Application
Promotion
Admin/Staff Change Form
Interdepartmental Hiring
Guidelines www.fiu.edu
Reassignment
Admin/Staff Change Form
Interdepartmental Hiring
Guidelines www.fiu.edu
Demotion
Admin/Staff Change Form
Interdepartmental Hiring
Guidelines www.fiu.edu
Request a waiver of
degree
Degree Waiver
Memo of Justiciation for request
Completed FIU Application
Resume
Admin/Staff New Hire Form
NA
EOP Website
http://www.fiu.edu/hr/eop/forms.html
Request a Posting
Waiver
Memo of Justiciation
Candidate resume
Search & Screen Handbook
EOP Website
http://www.fiu.edu/hr/eop/Publications.html
Request Faculty Posting
AA Approved PAR
Advertisement
AA Faculty Recruitment Process
EOP Website
http://www.fiu.edu/hr/eop/forms.html
Academic Affairs Website
32
http://academic.fiu.edu/academicbudget/www/forms.html
Recruitment Intro for HR Liaisons
• Recruitment of Administrative, Staff and Temporary
Positions
• Recruitment and processing of all Promotions,
Reassignments
and Demotions
• Coordination and processing of Background & Fingerprint
Checks
• Placement of all Advertisements for position vacancies
• Coordination of all formal offers of employment
• Approval of Moving & Relocation Expense Requests
33
JOBSLink - (PeopleAdmin Applicant Tracking System)
• Create and submit Job Announcement for approval using
the
PeopleAdmin On-line system (JOBSLink)
• Target Salary Range is established and discussed with
hiring
department (Based on market & internal salary data)
• Job Announcement is approved and posted on JOBSLink
• Advertisement of position is coordinated with Ana
Jimenez (if
applicable)
*ALL CHANGES TO POSITION DESCRIPTIONS SHOULD BE MADE
PRIOR TO SUBMISSION OF JOB ANNOUNCEMENT FOR
34
JOBSLink - (PeopleAdmin Applicant Tracking System)
Recommended Posting Periods ( 1 week minimum
required)
Clerical & Secretarial
2 weeks
Service/Maintenance
2 weeks
Skilled Craft
2-3 weeks
Technical & Paraprofessional
2-3 weeks
IT-Related
2-4 weeks
Administrative & Managerial
4-6 weeks
Executive (Search & Screen)
Open until Filled
Specialized/Difficult to Fill
Open until Filled
* Positions can be re-opened upon request
35
Procedure for Establishing New Positions Establishing Target Salary Range
Interdepartmental Hiring Guideline and how it impacts
the ranges set within.
This to consider when establishing range…
– Internal Salary Comparison: What are other employees
that are within this classification making within the
University? Within my College/School/Department?
– Market Salary Data: Gives us an idea of what competitors
may be paying for the same functions
– “First Focus” should be on the function itself and It’s worth
– Different/Unique org structure or job responsibilities
36
Recruitment Actions
New Hires
–
–
–
–
Notify Responsible Recruiter
Conduct necessary Background/Referencing
Discuss Salary Administration
Select appropriate effective date
Reassignments (Intradepartmental)
– Notify Responsible Recruiter
– Discuss Salary Administration
– Select appropriate effective date
37
Recruitment Actions
Promotions (Intradepartmental)
– Notify Responsible Recruiter
– Discuss Salary Administration
– Select appropriate effective date
Demotions
–
–
–
–
Notify Director or Responsible Recruiter
Discuss salary administration
Prepare demotion statement
Select appropriate effective date
38
Definitions (Appointments)
Regular - Employees appointed to fill a position on a full-time or part-time
basis
Interim - Employees appointed to fill a position on a full-time or part-time
basis
which is not expected to be available for more than a limited period of time.
An
Interim Appointment should not be provided for more than two consecutive
years,
Unless approved by the Division of Human Resources
Grant-Funded (Time-Limited) - Employees appointed to a position
identified in,
and funded by a contract or grant for a specified period, but not funded from
indirect
39
Definitions (Appointments)
Student Workers – Individuals enrolled in an accredited secondary or postsecondary program at 9 credits or more. Included in this category are:
– High School Students
– College Work Study Program
– Undergraduate Students
– Graduate Teaching Assistants
– Graduate Students
– Graduate Research Assistants
– Doctoral Students
Temporary - Employees hired for the purpose of providing support during peak load
periods and/or accomplishing tasks and projects that are short-term and/or sporadic
in nature with an assignment ending date
40
Recruitment Policies & Guidelines
•Advertising- All employment advertisement shall be centrally
coordinated through the Division of Human Resources (DHR).
•Employment Offers- All offers of employment will be centrally
administered by the Division of Human Resources for all NonFaculty.
•Salary Appointment Guidelines (New Hires)
41
Recruitment Policies & Guidelines
•Interdepartmental Hiring Guidelines
•Moving & Relocation Policy & Procedure
•Temporary Employment Guidelines
42
Workforce Recruitment for Faculty
43
Workforce Recruitment for Faculty
44
Summary of Differences between Departments
Compensation Paperwork
Recruitment Paperwork
•Establish New Position/ Job
Description
•Posting and Recruitment of
Position(s)
•Reclassification within current
Job/Pay Grade
•Reclassification that results in
changes to the Job/Pay Grade
45
Workforce Recruitment and
Equal Opportunity Programs
Q&A
http://fiu.edu/hr/Workforce%20Recruitment/Home.html
46
Division of Human Resources
Workforce Recruitment /
Equal Opportunity Programs
1
2
Employee Records /
Payroll
Compensation
3
Human Resources
Service Center
Employee & Labor Relations
Organization Development & Learning
4
5
Benefits
47
Florida International University
Payroll Info Session
48
Meet the Payroll & Employee Records Team
Idorys Calvo – Assistant Director
Aileen Perez – Coordinator
Clara Martinez – Coordinator
Anabel Mesa – Sr. Associate
Marilu Martinez – HR Representative
Mairelys Perez – HR Representative
Blanca Bravo – HR Representative
Sofia Baralt – HR Representative
Carmen Paez – HR Representative
Cinthya Gutierrez – HR Representative
49
Payroll Intro for HR Liaisons
• Payroll Processing Overview
• Employee Classifications in TimeSaver
• Sign-on Package
• New / Rehire Process & Paperwork
• Lump Sum Payments
• Terminations
• TimeSaver Manager Sign-Off
• Payroll Transfers
• Direct Deposit
50
Payroll Processing Overview
Sun
Mon
Tue
Wed
Thu
Fri
Sat
* 1st Day of Pay
Period
Confirm
Payroll
Process
Outbound
Interfaces
Paperwork
Due by
12noon to
Compensation
Confirm
Payroll
Process
Outbound
Interfaces
Update
Financials
ESS
available
Paperwork
Due by
5:00pm to
Academic
Affairs
Pay Day
Paperwork Due by
12noon to
Recruitment
Paperwork
Due by
12noon to
Payroll
Employee’s
Time by
5:00 pm.
TimeApprover
By 2:00pm
TimeSaver file to
ADP by 5:00pm
* Direct Deposit
Changes by 3:00pm
Update
Financials
ESS
available
Pay Day
51
Classification in Timesaver
Category
FLSA Status
Employee
Type
Budgeted
Wks
Hours Populated
Automatically
Leave
Reported
Special Notes
Staff
Exempt
Salaried
52.2
Yes
Yes
Report both Vacation
and Sick.
Staff
Non-Exempt
Hourly
52.2
No
Yes
Record start and stop
time. 30 min. breaks
included. Report Comp
Vacation and Sick.
Administrative
Exempt
Salaried
52.2
Yes
Yes
Report both Vacation
and Sick.
Faculty
Exempt
Salaried
52.2
Yes
Yes
Report both Vacation
and Sick.
Faculty
Exempt
Salaried
39
Yes
Yes
Report Sick Only.
Faculty
Exempt
Salaried
6.6
Yes
Yes
Report Sick Only.
Temporary Hourly
Non-Exempt
Hourly
std. hours
No
No
Must report hours. Start
and stop.
Temporary Bi-Weekly
(Adjuncts, Graduates, Prof.
Agreements)
Exempt
Salaried
std. hours
Yes
No
No Interaction with
TimeSaver.
52
Sign-on Package
• The sign-on package and I-9 must be completed with
appropriate signatures by the employee and supporting
documentation must be provided
• A copy of a social security card or receipt from social
security office must be included
• A receipt from the social security office is not valid as
supporting documentation for completing an I-9
• International employees must submit additional
documentation based on the type of visa
53
New Hire / Rehire Process
• Employee completes a sign-on package and delivers to
Department
• Department completes and submits salary paperwork with signon
• Payroll Department inputs data into EV4
• Information is transmitted to TimeSaver, PeopleFirst and
PantherSoft systems on a nightly basis
• Payroll department creates user ID / password for TimeSaver
system and calls new employee to provide login information
– Staff, administrative, faculty and temporary hourly
• Employee reports time and/or leave in TimeSaver
• Manager signs off on the employee’s time in TimeSaver
• HR ensures all timecards are approved *
• File is extracted from Timesaver with all the approved hours and
54
sent to ADP for processing at the end of the Pay Period
Hire/Rehire Paperwork
Employee Type
Required Salary Paperwork
Staff and Administrative
Employees
Administrative & Staff Initial
Appointment Form / Offer Letter
Faculty
Initial Appointment Form / Offer
Letter
Adjuncts / Overloads
Adjunct / Overload Appointment
Form
Graduate Assistants
Graduate Appointment Form
Temporary Hourly /
Student Assistant
Temporary Hourly Employee Form
Temporary Biweekly
Temporary Professional
Employment Agreement
College Work Study
Placement Form
55
Additional State Compensation
Administrative and Staff employees must complete a Request
for Additional State Compensation Form for employment in
excess of a one full-time equivalent established position.
The employee must have approval from the primary employer to
perform the additional duties for the secondary employer. These
additional duties must not be performed during the employee’s
regular working hours with the primary employer, must not involve a
conflict of interest with the employee’s regularly assigned duties with
the primary employer, and must not involve the use of any state
space, personnel, equipment or supplies furnished by the primary
employer, unless arrangements are made to adequately
compensate the primary employer for the use of the same.
56
Lump Sum Payments
• Lump sum payments are not processed through the
TimeSaver system
• If an employee is being paid a lump sum, the selected
compensation frequency will be FIU biweekly and the
rate will be zero
• Earnings Code 118
57
Terminations
Staff, Administrative and Faculty
Resignation/ Non-renewal letter and
Separation Clearance Form
Temporary hourly and Student
assistants
Temporary Hourly Employee Form
Adjuncts, Graduates and Temporary
biweekly
Automatically terminated at the end of
appointment. For early termination
departments must submit a memo
providing termination date
College Work Studies
Automatically terminated at the end of
semester or upon depletion of award
58
Terminations
• If an employee is no longer working in your department
please submit the appropriate form in order to remove
them from your TimeSaver roster
• Temporary hourly and student assistant employees will
be inactivated in the Payroll system if they have not been
paid in three months
59
TimeSaver Manager Sign-off
• Time Approvers must sign-off on all of their employee’s
time and/or leave by 2:00 p.m. on the Friday before pay
day unless otherwise specified to accommodate our
holiday schedule
• Time Approvers must sign-off on all employees even if
there is no time or leave reported for the period
• Complete 2008 calendar/deadlines:
http://www.fiu.edu/hr/Payroll/Forms/timecard08.pdf
• Holiday Schedule:
http://www.fiu.edu/hr/Payroll/Forms/08HolidaySchedule.pdf
60
Payroll Transfers
Payroll transfer form for E&G and Auxiliary departments:
http://www.fiu.edu/hr/Payroll/Forms/payrolltransfer.pdf
Types of Transfers
•
•
•
Full Transfers: 100% of the charges is transferred from one cost
number to another
Partial Transfers (one to one): a specific percentage of the charges is
transferred from one cost number to another
Partial Transfers (one to many): specific percentages of the charges
are transferred to multiple cost numbers
*Payroll transfers for C&G departments must be processed directly
through OSRA
61
Direct Deposit
• Direct Deposit is mandatory for all University Personnel
• Employees who have not yet signed up for direct deposit
must do so by logging in to their Employee Self Service
account via our website at http://ptp.fiu.edu
• The deadline to change or temporarily cancel a direct
deposit is the Friday before pay day in order to receive a
physical check. All changes after the deadline will not go
into effect until the following pay period
62
Payroll Q & A
http://fiu.edu/hr/Payroll/Home.html
63
Division of Human Resources
Workforce Recruitment /
Equal Opportunity Programs
1
2
Employee Records /
Payroll
Compensation
3
Human Resources
Service Center
Employee & Labor Relations
Organization Development & Learning
4
5
Benefits
64
Florida International University
Organizational Development & Learning
65
Meet the ODL Team
Shanequa Fleming, Director
Karen Williams, Facilitator/Consultant
Emmanuele Archange, Learning Coordinator
Samia Nader, Learning Assistant
66
Organization Development and Learning
We are here to support and encourage excellence through continuous
learning and development opportunities. We do this by:
• Providing strategic alignment, consultation, professional development, and conflict
management
• Leading the charge to cultivate a culture that maintains, enhances, and celebrates
excellent service throughout the University
• Creating learning opportunities and environments that enhance individual and
organizational potential
• Designing and delivering leading-edge learning programs and resources
• Providing a variety of professional development experiences, programs, and events
to enhance leadership development
• Providing a variety of learning experiences, programs, and projects to enhance
University leaders’ capability to develop other leaders
• Developing partnerships that will help provide diverse professional development
opportunities
67
Why Do We Do New Employee Experience (NEE) ?
• To give new employees the necessary tools and resources for your
career journey beyond day two
• To capitalize on their enthusiasm, while emphasizing the attitudes,
knowledge and skill sets essential to your success at FIU
• To provide a clear understanding of what Florida International
University is all about: our institutional vision, values, mission, as
well as the benefits and opportunities associated with employment
at FIU
68
NEE Services & Programs Covered
• Division of Human Resources
- Employee Classification
- Benefits Administration
- Office of Equal Opportunity Programs
• University Compliance
• Environmental Health & Safety
• Office of Employee Assistance
69
Tools and Resources for the Employee
•
Panther Identification Card Authorization Form
•
TimeSaver Quick Reference Guide for Employee
•
Employee Self Service Quick Reference Guide
•
Parking and Transportation
•
University Technology Services
•
Frequently Used Numbers & Websites
•
University Holidays
•
New Employee Checklist
70
The Role of the Manager/Supervisor Before “NEE”
“Welcome” phone call
- Where & when to report
- Parking instructions for Orientation
- Dress code
- “You have made the right choice” reinforcement
71
The Role of the Manager/Supervisor After “NEE”
• Phone extension information and email account
- Supports a smooth transition
• 2 week agenda, position description, org chart
- What is expected of me?
- Who do I work with?
• Other necessary resources and tools
• Introduction to co-workers
72
ODL Q & A
http://fiu.edu/hr/odl/Home.html
73
Division of Human Resources
Workforce Recruitment /
Equal Opportunity Programs
1
2
Employee Records /
Payroll
Compensation
3
Human Resources
Service Center
Employee & Labor Relations
Organization Development & Learning
4
5
Benefits
74
Florida International University
Benefits Info Session
75
Meet the Benefits Team
Evelyn Rodriguez, Director Benefits Administration
Berta Villares, Associate Director Benefits
Lourdes Fonnegra, Benefits Coordinator
Alicia Pena, Benefits Coordinator (BBC)
Theresa Wright, Sr. Benefits Representative
Mariela Varona, Sr. Benefits Representative
Martha Montoya, HR Representative
Andrew Hart, HR Representative
76
Benefits Intro for HR Liaisons
• Benefits Business Process Overview
• New Employee Benefits Enrollment Overview
• Qualifying Status Change (QSC)
• Annual Open Enrollment
• Questions and Answers
77
Benefits Program Overview
• Health Insurance
• Life Insurance
• Dental Insurance
• Flexible Spending Accounts – Medical and Dependent Care
• Hospital Income Protection Plans
• Cancer Policies
• Accidental and Disability Coverage
• Supplemental Insurance Options (Post-tax)
–
–
–
Disability
Legal
Vision Care
• Retirement Plan Options
• Tax-Deferred Annuity Plans – 403(b)
• Deferred Compensation Plans - 457
78
Benefits Terminology
HMO
Health Maintenance Organization – In-Network service
PPO
Preferred Provider Organization – In-Network and
Out-of-Network service
Deductible
Total dollar amount you must pay for covered medical care each
year before the PPO plan pays benefits for services.
Co-insurance
A percentage you are required to pay for certain services
Co-payment
Set dollar amount you pay for network doctor office visits and
specified in-network preventive care
Dependent
Specified individuals eligible for enrollment in the benefits plans –
spouse and children (up to age 25 if student)
Vesting
Length of service required which entitles employees to a benefit
79
Benefits Enrollment Overview
80
New Employee Benefits Enrollment Overview
There are 4 ways to enroll in the PeopleFirst System
Website- http://peoplefirst.myflorida.com
PeopleFirst Call Center- (866) 663-4735
Paper Enrollment Forms- Available from the
PeopleFirst website
Meeting with a Benefits Representative
81
Benefit Premiums
Insurance premiums are paid one month in advance. There are
several enrollment deadlines to obtain coverage:
 Enrollment by the 2nd Thursday of the month; benefits
effective on the first of the following month (payroll double
deduction)
 Enrollment by the 3rd Thursday of the month; benefits
effective on the first of the following month (check payment)
Human Resources can accept a check or money order for the first
month’s premium payment (health and life benefits only) if the
deadline for payroll deductions passed
82
Benefits Enrollment Timeline
2nd Thurs.
1st Thurs.
Single Deductions
2
3
4
1
Double Deductions
2
3
4
5
4th Thurs.
3rd Thurs.
Check Payment
1
2
3
4
Check Payment
1
2
3
4
New Employee Experience - ODL
New Employee Benefits Enrollment
Memo from Benefits Staff
60-day window of opportunity
Annual Open Enrollment (Fall)
83
Qualifying Status Change (QSC)
A specific event or change meeting federal guidelines that
allows you to make changes to your benefit elections outside
of the annual Open Enrollment period.
31 days for notice
– Marriage or divorce
– Legal guardianship
– Change in dependent eligibility
– Change in employment status for employee, spouse or
60 days for notice
– Birth or adoption
– Death of dependent/spouse
84
Required Documents for Benefits Enrollment
Proof of dependent eligibility • Marriage Certificate
• Birth Certificate
• Social Security Number
Note: *Documents must be translated to English
85
New Faculty Orientation
Benefits information is provided at the NEE - benefits packages for
the various insurance providers
Fall Enrollment
 Contracts to start in the month of August
Mini Benefits Fair
 Vendors are setup to come in and answer any questions the
employees may have
Benefits Enrollment Labs
 Will be implemented Fall 2008 for the very first time to enroll
Faculty more efficiently
86
Open Enrollment
Each year, Annual Open Enrollment gives employees an
opportunity to take a look at their existing benefit plans to evaluate
any anticipated needs and to make adjustments for the upcoming
plan year.
Benefits Fair
 Usually occurs in the month of October
 All state vendors are present and answer any questions
employees might have
 Two locations:
 University Park Campus
 Biscayne Bay Campus
87
Benefits Q & A
http://fiu.edu/hr/Benefits/Home.html
88
Division of Human Resources
Workforce Recruitment /
Equal Opportunity Programs
1
2
Employee Records /
Payroll
Compensation
3
Human Resources
Service Center
Employee & Labor Relations
Organization Development & Learning
4
5
Benefits
89
Florida International University
Employee & Labor Relations
90
Meet the Employee & Labor Relations Team
Joann Cuesta-Gomez, Director
Jolima Caballero-Solis, Coordinator
Cintia O'Reilly, Coordinator
Jeanette Lopez, Assistant
91
Employee & Labor Relations Intro for HR Liaison
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Approve and Process Different Types of Leaves
Work Life Balance Programs
Nepotism
Performance Improvement Plan
Mediation
Disciplinary Actions
Grievances
Separation of Employment
92
Employee & Labor Relations: What We Do
Policy Development & Interpretation
http://policies.fiu.edu
Contract Administration and Interpretation
http://www.fiu.edu/hr/bargaining
93
Leave of Absences
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Medical
Parental
Military
Professional Development
Bereavement
Personal Leave of Absence
Political Activity / Participation
94
Work Life Balance
• Alternate Work Site
• Compressed Work Schedule
• Flexible Work Schedule (Flextime)
95
Nepotism
• Request to Employ a Related Individual
• Nepotism Disclosure
– www.fiu.edu/hr/formslibrary
96
Sick Leave Pool
• Need six months of continuous service
• Applies to full-time and part-time employees in established
positions
• Need to have a minimum of 40 hours for Full-Time and 20
hours for Part-Time of combined leave (Vac/Sick) to join
pool
• Full-time employees donate 8 hours
• Part-time employees donate 4 hours
• Renew participation annually
• Maximum of 480 hours for Full-Time and 240 hours for
Part-Time in a 12 month period
97
Catastrophic Pool
• Ability to donate hours directly for a co-worker’s own
illness or for a co-worker caring for a member of his/her
immediate family
• Maximum of 480 hours for Full-Time and 240 hours for
Part-Time in a 12 month period
• Donating employees cannot donate more than 80 hours
in a 36 month period and cannot fall below 80 hours after
donation
98
Separation of Employment / Exit Reviews
• For cause
• No cause
• Exit Review Programs
– (Optional)
• Separation Clearance
– (Mandatory)
www.fiu.edu/hr/formslibrary
99
Employee & Labor Relations Q & A
http://www.fiu.edu/hr/elr
100
Division of Human Resources
Workforce Recruitment /
Equal Opportunity Programs
1
2
Employee Records /
Payroll
Compensation
3
Human Resources
Service Center
Employee & Labor Relations
Organization Development & Learning
4
5
Benefits
101
Florida International University
Human Resources Service Center
102
Meet the Human Resources Service Center Team
Trudy Fernandez, Director Human Resources
Edward Leao, Service Center Coordinator
Elaine Vega, HR Representative
Anielka Baez, HR Representative
Fernando Salas, HR Representative
Emma Alexander, Payroll Representative
Stephanie Sullen, Payroll Representative
Maria Fernandez, Benefits Representative
103
Human Resources Service Center
• Provide service to all
incoming HR inquiries
for all areas in the
Division
• Tuition Waiver review
and approval
104
Process Overview
105
Tuition Waiver Overview
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Full-time employees and their dependents
at the University are eligible to participate
in the Tuition Waiver Program
Employees on leave status are not eligible
for tuition waiver except when the leave is
granted as part of an educational program;
however, employees’ eligible family
members will still be permitted to obtain
the tuition waiver
106
Tuition Waiver Requirements
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Information such as class schedules, proof of
dependent status, proof of registration, and
other items must be attached to Tuition Waiver
form to ensure timely processing
Please refer to the specific policy of each
Collective Bargaining Unit for details on what
documents must be attached to Tuition Waiver
form
For details please visit the Compliance Office
and Policy Library at http://compliance.fiu.edu/
under Policies and Procedures
107
Tuition Waiver Eligibility
Full Time
Employees
and Eligible
Dependents
108
Service Center Q & A
http://fiu.edu/hr/ServiceCenter.html
109
Lunch
110