Florida International University
HR Liaisons Meeting
November 19, 2009
FIU- United Way Campaign
2009
FIU – UNITED WAY CAMPAIGN
FIU – UNITED WAY CAMPAIGN
• 2009 Campaign Goal - $300,000
• FIU-United Way Website – unitedway.fiu.edu
• FIU-United Way Auction
• December 4, 2009
• 4 p.m. silent auction / 5:30pm live auction
• Graham Center Ballrooms
• Admission: $5
• How can you help us meet our goal?
• Communicate
• Donate
• Participate
AGENDA
• Introduction
• Exit Interviews
• EEO Compliance
• Year-End Payroll Announcements
• Other Updates
• Admin/Staff Form Changes
• Important Dates
• Wrap Up
Exit Interviews
SEPARATIONS OF EMPLOYMENT
Two types of separations of employment:
Voluntary
• Resignation (minimum of 2 weeks notice)
Involuntary
• For cause
• For non-cause (at will)
• Layoff
EXIT REVIEW PROCESS – RESIGNATIONS
1. Employee should submit resignation, in writing, to
supervisor
2. Supervisor always accepts resignation in writing
3. Supervisor forwards both resignation and acceptance to
ELR immediately - PC 236
4. ELR will contact and forward to employee the exit
interview process information and schedule exit interview
5. Supervisor and employee complete the Separation of
Clearance form to collect all items given to employee
during tenure at University (i.e. laptops, Purchasing card,
keys, ID card)
SEPARATION CLEARANCE FORM
EXIT REVIEW PROCESS –
NON-RESIGNATION SEPARATIONS
 Contact ELR if department is contemplating
termination or layoff
 In conjunction with ELR, determine appropriate
separation
 Complete the Separation of Clearance Form to
collect all items given to employee during tenure at
University (i.e. laptops, Purchasing card, keys, ID
card)
http://hr.fiu.edu/uploads/file/forms/elr/separation.pdf
Exit Review Process
– Non resignation
EXIT REVIEW
PROCESS separations
For readily available and detailed information about
the exit review process, please visit our website:
http://hr.fiu.edu/index.php?name=exit_review_procedures
EEO Compliance
EEO COMPLIANCE
What you
don’t know
can hurt us
WHAT WE WILL COVER
•
•
•
•
•
What is EEO?
Why train?
What are the laws?
What are the different types of discrimination?
What are my responsibilities?
DEFINITIONS
• Equal employment opportunity (EEO): our
right to work in an environment free from
discrimination
• EEO Compliance: adherence to the laws and
policies that prohibit discrimination in the
workplace (reactive)
• Diversity: respect and validation for that which
makes us different (proactive)
EEO IS THE LAW
•
•
•
•
Title VII of the Civil Rights Act of 1964
Civil Rights Act of 1991
Americans With Disabilities Act of 1990
Age Discrimination in Employment Act of
1967
• Equal Pay Act of 1963
• Chapter 760, Florida Statute
• Florida International University Policy
PROTECTED CATEGORIES
•
•
•
•
•
•
•
Gender
Race
Color
Religion
Ethic/National Origin
Political Beliefs
Marital Status
• Age
• Sexual Orientation
• Social and Family
Background
• Linguistic
Preference
• Pregnancy
• Disability
EXAMPLES OF HARRASSING BEHAVIORS
• Verbal
– Unwelcome comments
– Racial/sexual epithets
– Offensive jokes/stories
• Visual
– Offensive pictures/photos/cartoons
– Offensive posters/calendars/magazines/objects
– Offensive screen savers/videos
• Physical
– Unwelcome touching/hugging/kissing/patting/stroking
– Standing too close/ogling/suggestive gestures
• Written
– Unwelcome personal letters/e-mails
RESPONSIBILITIES
• Outreach: cast the net wide
• Review process for equity and consistency
• Search and Screen Process
–
–
–
–
–
PAR
Diverse committee members
Work with compensation
Posting position
Waivers
• Think Access, Equity and Diversity
EEO & DIVERSITY CONTACTS
Shirlyon J. McWhorter, Esq.
Director, Equal Opportunity & Diversity
Modesto Maidique Campus, PC 215
305 348-2785
Jonaura Wisdom
Assistant Director, Equal Opportunity & Diversity
Modesto Maidique Campus, PC 215
305 348-2356
Year-End Payroll Announcements
YEAR-END PAYROLL ANNOUNCEMENTS
• Employees should log into Employee Self Service prior to
December 31 to ensure home addresses are accurate in
preparation for W2 Forms mail out
• W2 Forms will be mailed to homes by January 31, 2010
• Electronic Form W-2 will be available on Employee Self
Service (ESS) after January 31, 2010
• Temporary employees who were enrolled in the FICA
Alternative Plan may receive more than one W2 for the 2009
calendar year
YEAR-END PAYROLL ANNOUNCEMENTS
• Employees who claimed “exempt from federal withholding”
in 2009 must submit a new W-4 by February 15 to continue
under this status, otherwise filing status will be automatically
changed to single with zero allowances
• The 2010 social security tax wage base will remain at
$106,800
• Physical checks for the pay date of December 30, 2009 will
be mailed to employee’s home address on file
EXTENDED WINTER BREAK
• The Executive Committee approved three additional Winter Break
days for benefit-eligible employees on December 28, 29 and 30
Employees Not Required to Work
• Holiday pay code will be automatically populated in TimeSaver for
those days
Employees Required to Work
• Vice Presidents for each area will provide a list of exempt and nonexempt employees required to work. Payroll will remove the Holiday
pay code for employees on the lists provided to DHR.
• Non- exempt employees must report hours worked during the winter
break
• Exempt employees will have work hours automatically populated
EXTENDED WINTER BREAK
• Employees will be entitled to receive time-off with pay on a one to
one and a half (1.5) basis per day worked to be used before
August 31, 2010
• Departments will be responsible for monitoring the usage of the
time-off allotted
• During the pay period in which an employee elects to use the
allotted time, departments must notify Payroll in writing to record
the appropriate pay code in TimeSaver
HR HOLIDAY DEADLINES
Thanksgiving Holiday: Pay Period 11/13/09 to 11/26/09
• Tuesday, November 17, 2009 - All payroll actions must be received in Human Resources.
• Tuesday, November 24, 2009- Employees must report their time/leave by 5:00 p.m. in
TimeSaver.
• Wednesday, November 25, 2009- Time Approvers must approve by 2:00 p.m. in
TimeSaver.
Christmas and New Year’s Holidays:
Pay Period: 12/11/2009 to 12/24/2009
• Friday, December 11, 2009 - All payroll actions must be received in Human Resources.
• Thursday, December 17, 2009 - Employees must report their time/leave for the complete
pay period by 5:00 p.m. in TimeSaver.
• Friday, December 18, 2009 - Time Approvers must approve by 2:00 p.m. in TimeSaver.
• Friday, December 31, 2009 – Pay Day - Employees who are not enrolled in direct deposit
will have their paychecks mailed to the home address on file.
Pay Period: 12/25/2009 to 01/07/2010
• Monday, December 21, 2009 - All payroll actions must be received in Human Resources.
OTHER UPDATES
Temporary and Student Employment Services Update
• Job application required for all temp or student positions
• All temporary and some student employees must undergo
background checks
• Hiring Minors
• New Hire Start Dates
• Training “On the Road”
Panther ID Issuance Notification
• When an employee is hired into an org code (first six digits) you
represent, you will receive an e-mail as soon as his/her Panther ID
is issued to facilitate forms completion for keys, PantherSoft Access,
etc.
ADMIN/STAFF FORM CHANGES
New
Existing
One Time Award - Project Based Bonus
One Time Award - Variable Comp Bonus
One Time Payment - Moving Allowance
One Time Payment - Moving Reimbursement
Promotion
Demotion
Transfer Reassignment
Reclassification - Promotion
Reclassification - Demotion
Reclassification - Lateral
One Time Award - Educational Incentive Award
One Time Award - Spot Award
Pay Change - Added Duties
Pay Change - Administrative Incr. (Temporary)
Pay Change - FTE Increase
Pay Change - FTE Reduction
Pay Change - Counter Offer
Pay Change - Market Adjustment
Pay Change - Performance Based
Pay Change - Retention
Pay Change - Equity Adjustment
ADMIN/STAFF FORM CHANGES
Promotion/Demotion Matrix
Action
Promotion
Demotion
Transfer
Position Chg/
Pay Rate Chg
Position Chg/
Pay Rate Chg
Position Chg/
Pay Rate Chg
Yes
Yes
Yes
Yes
Salary Range
Max/Position
Level
Higher
Lower
Yes
Maybe
No
Position # Jobcode
Action Reason
Changes Changes
Promotion
Demotion
Transfer
Reassignment
Reclassification Promotion
Reclassification Demotion
Reclassification Lateral
Salary Responsible
Increase Department
Maybe
No
Recruitment
Recruitment
Same
Maybe
Recruitment
Yes
Higher
Maybe
Compensation
No
Yes
Lower
No
Compensation
No
Yes
Same
Maybe
Compensation
IMPORTANT DATES
Event
Women’s Basketball Game
EV4 Training
United Way Auction and Donor Recognition
President’s Holiday Celebration
FIU’s Got Talent
Date
Friday, November 27
Thursday, December 17
Friday, December 4
Wednesday, December 9
Thursday, December 10
WRAP UP
Questions or Comments?