THE FLORIDA STATE UNIVERSITY Office of Human Resources

THE FLORIDA STATE UNIVERSITY Office of Human Resources

THE FLORIDA STATE UNIVERSITY Office of Human Resources Human Resources Department Representative Meeting September 19, 2012 1 THE FLORIDA STATE UNIVERSITY Office of Human Resources Welcome / Introduction Assistant Vice President, Chief Human Resources &

Diversity Officer Joyce Ingram HR Department Representative Meeting 2 THE FLORIDA STATE UNIVERSITY Office of Human Resources New F&A Team Member Eric Algoe, Associate Vice President for Administration

New HR Employees Megan Darris, Training Specialist Michael(Seth) Kerr, Application Developer/Designer Tiffany Gray, HR Specialist Michael Nelson, HR Representative Julie Ritter, HR Specialist Abigail Lejeune, HR Representative Jomar Fraser, Employment and Recruitment Assistant Genene Leslie, Executive Support Assistant HR Department Representative Meeting 3

THE FLORIDA STATE UNIVERSITY Office of Human Resources Employment & Compensation/Classification Drew Meehan HR Department Representative Meeting 4 THE FLORIDA STATE UNIVERSITY Office of Human Resources Compensation Policies for

Advertised Positions HR Department Representative Meeting 5 THE FLORIDA STATE UNIVERSITY Office of Human Resources HR Department Representative Meeting 6 Analysis RequestUNIVERSITY

THE FLORIDASalarySTATE Office of Human Resources HR Department Representative Meeting 7 THE FLORIDA STATE UNIVERSITY Office of Human Resources Salary Analysis Results

HR Department Representative Meeting 8 THE FLORIDA STATE UNIVERSITY Office of Human Resources Employment Reminders HR Department Representative Meeting 9 THE FLORIDA STATE UNIVERSITY Office of Human Resources

FSUs Diversity and Inclusion Update Susannah Miller Director, HR Diversity and Inclusion Faculty Relations Employee Ombuds Program HR Department Representative Meeting 10 THE FLORIDA STATE UNIVERSITY Office of Human Resources

Whats happening now February 2012, Diversity & Inclusion (D & I) Kickoff meeting facilitated by the President and the Chief Diversity Officer Members of the FSU Executive Council serve as Champions/Co-Champions for each Key Focus Area 38 Members serve on the Universitys Diversity & Inclusion Council (Faculty, Staff and Students) Finalize the Universitys Diversity & Inclusion Initiative 2012/2013 Operating Plan University-wide D & I training offered through the Training Center at Stadium Place D & I Training is available to departments upon request HR Department Representative Meeting 11

THE FLORIDA STATE UNIVERSITY Office of Human Resources D & I Next Steps D & I Contacts: Susannah Miller, [email protected] 850.645.1746 and Sandi Smith Anderson, [email protected] 850.645.1326 HR Department Representative Meeting 12 THE FLORIDA STATE UNIVERSITY Office of Human Resources

Benefits Linda Lieblong HR Department Representative Meeting 13 THE FLORIDA STATE UNIVERSITY Office of Human Resources Benefits Seminole Savings Employee Discount Program designed for faculty and staff to offer FSU employees discounts on local and

regional products and services All discounts are 10% or higher Offers are organized into categories. Visit our website, http://hr.fsu.edu/, for a list of participating vendors Most Vendors will need to see your FSU Card, a coupon or a discount code entered online Discount will be applied at the point of purchase Contact David DeSue at [email protected] for additional information HR Department Representative Meeting 14 THE FLORIDA STATE UNIVERSITY

Office of Human Resources Benefits New Hire sessions are offered bi-weekly in the HR Office. Next session is 9/25 @ 9 AM. If you would like to set up a Benefit session, you can contact us at [email protected]

If your department has employees who are unable to attend new hire sessions, please contact our office to arrange a session or an appointment. HR Department Representative Meeting 15 THE FLORIDA STATE UNIVERSITY Office of Human Resources Benefits

Open Enrollment 2013 October 8th November 2nd Benefits & Wellness Fair: October 9th Packets will be mailed out 9/24/2012 Changes: Dental rate changes (minimal) MRA annual contribution limit has been reduced to $2,500 Medco has been purchased by Express Please encourage employees to log into People First now rather

Scripts than later. Employees can contact People First or our office for assistance. HR Department Representative Meeting 16 THE FLORIDA STATE UNIVERSITY Office of Human Resources Benefits Open Enrollment 2013 Address Verification

2424 Prancing Pony Lane Tallahassee HR Department Representative Meeting FL 32303-1234 17 THE FLORIDA STATE UNIVERSITY Office of Human Resources

Benefits Open Enrollment 2013 Dependent Verification Sam Gamgee Child 11/7/1999 Male 123-45-6789 Verify Name, Date of Birth and Social Security Numbers

for all Dependents HR Department Representative Meeting 18 THE FLORIDA STATE UNIVERSITY Office of Human Resources Benefits Foreign Dependents/SSNs Foreign national employees who need to add dependents that do not have a Social Security Number onto their insurance coverage need to provide the following required documentation:

Visas Birth Certificate(s)/Marriage License Translations Please refer these employees to our office for assistance. HR Department Representative Meeting 19 THE FLORIDA STATE UNIVERSITY Office of Human Resources Time & Labor Christine Conley Abigail Lejeune

Lisa Rosenthal HR Department Representative Meeting 20 THE FLORIDA STATE UNIVERSITY Office of Human Resources Employee Separation Reminders What you should know HR Department Representative Meeting

21 THE FLORIDA STATE UNIVERSITY Office of Human Resources Required Documents Separation Checklist Personnel Action Paper timesheets beginning 12/17/2004 HR does not need to see timesheets for nonfaculty Only required for Faculty receiving a separation payout HR does not need to see timesheets prior to 12/17/2004

HR Department Representative Meeting 22 THE FLORIDA STATE UNIVERSITY Office of Human Resources Separation Checklist Updated Summer 2012 Begin completing upon notification of separation. Page 1-2 Department Rep Responsibilities Page 3-4 Employee Responsibilities (Benefits/Tax Sheltering, Leave

Transfers, Property, Exit Interviews, Forwarding Contact Info., etc.) http://www.hr.fsu.edu/PDF/Forms/SeparationChecklist_print.pdf HR Department Representative Meeting 23 THE FLORIDA STATE UNIVERSITY Office of Human Resources Separation Checklist Department Rep. Responsibilities Includes both OMNI Financials & OMNI HR Queries Only initial and date after the item has

been completed #5 Leave Records Requires a leave audit to be conducted http://hr.fsu.edu/pdf/AuditGuidelines.pdf HR Department Representative Meeting 24 THE FLORIDA STATE UNIVERSITY Office of Human Resources Personnel Actions Salaried Terminations The termination effective date is always

the day following the last day in pay status Terminal Leave Policy Employees may not retain annual leave for the purpose of using it as terminal leave prior to retirement or separation from the University. HR Department Representative Meeting 25 THE FLORIDA STATE UNIVERSITY Office of Human Resources Leave Payouts - Reminders Faculty hired after 5/07/11 are not

eligible for sick leave payouts. Pending receipt of all the completed required documents, leave payouts will be issued 2-3 pay periods following the termination date. HR Department Representative Meeting 26 THE FLORIDA STATE UNIVERSITY Office of Human Resources Transfers v. Terminations Transfers:

If a salaried employee is moving to another salaried position at FSU, no termination ePAF/pPAF is required Refer to the Transfer Checklist on the HR website No Separation Checklist required HR Department Representative Meeting Terminations: If a salaried employee is moving

to an OPS position at FSU or is leaving the University, a termination ePAF/pPAF is required. Separation checklists are required 27 THE FLORIDA STATE UNIVERSITY Office of Human Resources Altered Payroll Schedules

HR Department Representative Meeting 28 THE FLORIDA STATE UNIVERSITY Office of Human Resources Fall/Winter Holidays Veterans Day = Monday, 11/12/12 Thanksgiving Holidays = Thursday, 11/22/12 & Friday, 11/23/12 Christmas, New Years, and Winter Break = Monday, 12/24/12 Tuesday, 1/1/13

HR Department Representative Meeting 29 THE FLORIDA STATE UNIVERSITY Office of Human Resources Payroll Schedules Pay Period Ending 11/8/12 J (Veterans Day Holiday) Time Entry = Wednesday, 11/7/12 Approvals/CC1 = Thursday,

11/8/12 Final Confirmation = Friday, 11/9/12 Payroll Certification/Final CCR HR Department Representative Meeting 30 THE FLORIDA STATE UNIVERSITY Office of Human Resources Payroll Schedules Pay Period Ending 11/22/12 K (Thanksgiving Holidays)

Time Entry = Tuesday, 11/20/12 Approvals/CC1 = Wednesday, 11/21/12 Final Confirmation = Monday, 11/26/12 Payroll Certification/Final CCR = Tuesday, 11/27/12 HR Department Representative Meeting 31 THE FLORIDA STATE UNIVERSITY Office of Human Resources

Payroll Schedules Pay Period Ending 12/6/12 L (Campus Solutions) Time Entry = Wednesday, 12/5/12 Approvals/CC1 = Thursday, 12/6/12 Final Confirmation = Friday, 12/7/12 HR Department Representative Meeting 32 THE FLORIDA STATE UNIVERSITY Office of Human Resources

Payroll Schedules Pay Period Ending 12/20/12 M (Winter Break & Holidays) Time Entry = Friday, 12/14/12 Approvals/CC1 = Monday, 12/17/12 Final Confirmation = Tuesday, 12/18/12 Payroll Certification/Final CCR = Wednesday, 12/19/12 HR Department Representative Meeting 33

THE FLORIDA STATE UNIVERSITY Office of Human Resources Altered Work Schedules & Holidays Full-time employees (pro-rated for part-time employees) are only eligible for an 8 hours per holiday. Time / Leave may need to be adjusted for the following weeks: November 9November 15, Nov. 16-22, Nov. 23-29 December 21December 27, Dec. 28Jan. 3 HR Department Representative Meeting

34 THE FLORIDA STATE UNIVERSITY Office of Human Resources Altered Work Schedules & Holidays Nov. 915, Nov. 16-22, Nov. 23-29 = 8 Hours of Holiday Dec. 21Dec. 27 = 32 Hours of Holiday Dec. 28Jan. 3 = 24 Hours of Holiday If an employee is scheduled to work LESS, they will need to work extra another day or use leave to make up the difference. If an employee is scheduled to work MORE, they may take time off another day. USPS

employees are eligible to earn compensatory time if the schedule can not be altered. HR Department Representative Meeting 35 THE FLORIDA STATE UNIVERSITY Office of Human Resources BREAK HR Department Representative Meeting 36

THE FLORIDA STATE UNIVERSITY Office of Human Resources Employee Data Management Sue Andres & Jeremy Jones HR Department Representative Meeting 37 THE FLORIDA STATE UNIVERSITY Office of Human Resources OMNI 9.1 Upgrade Go Live Expected Date

November 5, 2012 HR Department Representative Meeting 38 THE FLORIDA STATE UNIVERSITY Office of Human Resources New Department Budget Table look and feel where all rows are on the primary page: HR Department Representative Meeting 39

THE FLORIDA STATE UNIVERSITY Office of Human Resources New menu options: HR Department Representative Meeting 40 THE FLORIDA STATE UNIVERSITY Office of Human Resources New Recruiting search for job openings by category page: HR Department Representative Meeting

41 THE FLORIDA STATE UNIVERSITY Office of Human Resources ePAF and Recruiting will have embedded help in more places: HR Department Representative Meeting 42 THE FLORIDA STATE UNIVERSITY Office of Human Resources

Applications in Progress HR Department Representative Meeting 43 THE FLORIDA STATE UNIVERSITY Office of Human Resources Stay Tuned for More Updates! Information will be sent out via the HRMS list serve. Updates will be posted on the Human Resources website.

HR Department Representative Meeting 44 THE FLORIDA STATE UNIVERSITY Office of Human Resources Employee Data Management Whos Who of EDM. Linda Jordan U.S. Citizen, Non-Faculty paper actions (pPAFs) Erica Francis U.S. Citizen, Non-Faculty electronic actions (ePAFs)

Elena Brazell U.S. Citizen, Non-Faculty eRecruits; Temporary Identification Numbers David Amwake Non U.S. Citizen processing; Non-Faculty CRM cases HR Department Representative Meeting 45 THE FLORIDA STATE UNIVERSITY Office of Human Resources Employee Data Management Whos Who of EDM.(cont.)

Andrew Kapec I-9 Administrator; Faculty CRM cases Katie Filomio Faculty actions (all except Salaried Faculty eRecruits); Faculty Additional Pays Selena Holman Employment Verifications; Public Records Request; Subpoenas Janet Reagan Imaging; Non-Faculty Courtesy appointments Jeremy Jones OPS Exempt Position descriptions; Non-Faculty Additional Pays HR Department Representative Meeting

46 THE FLORIDA STATE UNIVERSITY Office of Human Resources Employee Data Management EDM processes. actions that effect an employees job data record Whats new to you. Rehire packet Appointment Paper Matrix www.hr.fsu.edu

(Department Reps > Appointment Paper Matrix) HR Department Representative Meeting 47 THE FLORIDA STATE UNIVERSITY Office of Human Resources Employee Data Management E-Verify Affects all new hires Must complete an electronic I-9 EDM will no longer need paper copies with appointment paperwork

Tentative Non-Confirmations Human Resource walk-in hours LawLogix access Remote Hires CRM cases Payroll processing schedule Off cycle request HR Department Representative Meeting 48 THE FLORIDA STATE UNIVERSITY Office of Human Resources

Employee Data Management General reminders. Paperwork/Back Ups Completed forms Originals Deadlines New forms (www.hr.fsu.edu)

eRecruits EMPLID in comment box Graduate Offer letters HR Department Representative Meeting 49 THE FLORIDA STATE UNIVERSITY Office of Human Resources Employee Data Management Social Security cards Must provide a copy Receipts accepted for U.S. Citizen employees (2 pages)

Additional Pays Used for occasional or sporadic employment only OPS Faculty HR Department Representative Meeting 50 THE FLORIDA STATE UNIVERSITY Office of Human Resources Employee Data Management Dual Compensation

Employment in excess of one (1) FTE Non-Faculty Faculty I-9s Copies of Electronic I-9s Tentative Non-Confirmations (TNC) Restriction stamped Social Security cards HR Department Representative Meeting 51 THE FLORIDA STATE UNIVERSITY Office of Human Resources

Employee Labor Relations Tracey Little & Michael Nelson HR Department Representative Meeting 52 THE FLORIDA STATE UNIVERSITY Office of Human Resources Meet the ELR Team: Renisha Gibbs, Director Tracey Little, Assistant Director Rebecca Peterson, Senior HR

Specialist Julie Ritter, HR Specialist Michael Nelson, HR Representative HR Department Representative Meeting 53 THE FLORIDA STATE UNIVERSITY Office of Human Resources USPS Monthly Performance Review Reminders Beginning with the September notification, ELR implemented a new process for notifying

Department Representatives of probationary and annual performance reviews due in their departments. HR Department Representative Meeting 54 THE FLORIDA STATE UNIVERSITY Office of Human Resources STEPS FOR VIEWING THE STATUS OF YOUR DEPARTMENT(S) Open the attached spreadsheet Click Enable Editing across the top of the screen (if

applicable) Click Enable Content across the top of the screen Click Display Evaluation Status Enter in your first initial and full last name (ex. John Smith = JSMITH; Jane Doe-Smith = JDOE-SMITH) Click OK If you are having trouble viewing your departments, please contact Employee and Labor Relations at 644-6475. HR Department Representative Meeting 55 THE FLORIDA STATE UNIVERSITY Office of Human Resources

General ELR Reminders ELR must be contacted prior to any terminations, including OPS terminations involving misconduct. ELR must be contacted at least 14 days in advance to extend the probationary period. If you did not complete a probationary evaluation for the employee, the employees probationary evaluation will

default to a Meets Performance Standards, and he/she will receive HR Department Representative Meeting regular status in the Universitys system. 56 THE FLORIDA STATE UNIVERSITY Office of Human Resources General ELR Reminders

If a rater/manager intends to give an employee an overall rating of "Below" or "Below Satisfactory", he or she should contact the Employee/Labor Relations Office at 6446475, at least fourteen (14) days prior to reviewing the evaluation with the employee. Prior to conducting a criminal background check on a current employee, managers should

contact the Employee/Labor Relations Office at 644HR Department Representative Meeting 57 THE FLORIDA STATE UNIVERSITY Office of Human Resources If you have any ELR related questions, please contact us at 850-644-6475. Our areas of responsibility include: Performance Evaluations Exit Interviews USPS and A&P Personnel Issues

Layoffs Disciplinary Guidelines Voluntary Demotions Collective Bargaining Reductions in FTE USPS and A&P Employee Complaints/Appeals HR Department Representative Meeting 58 THE FLORIDA STATE UNIVERSITY Office of Human Resources Enterprise Resource Planning

Kyle Gower-Winter HR Department Representative Meeting 59 THE FLORIDA STATE UNIVERSITY Office of Human Resources myFSU portal Presented by the myFSU Portal Team HR Department Representative Meeting

60 THE FLORIDA STATE UNIVERSITY Office of Human Resources Campus Solutions Update HR Department Representative Meeting 61 THE FLORIDA STATE UNIVERSITY Office of Human Resources Campus Solutions Timeline

HR Department Representative Meeting 62 THE FLORIDA STATE UNIVERSITY Office of Human Resources What is myFSU portal? Website that will be located at my.fsu.edu Snapshot of users FSU life in one window Allows for targeted, dynamic, content delivery Highly personalized and customizable Links to other systems without having to

login again Targeted messaging/alerts Surfaces content several menus deep from Campus Solutions, Blackboard, HR Department Representative Meeting Housing, Health Center, etc. 63 myFSU portal communities Links to existing

apps without logging in again targeted messages Configurable by user personalized content HR Department Representative Meeting 64 THE FLORIDA STATE UNIVERSITY

Office of Human Resources Where does myFSU fit in? HR Department Representative Meeting 65 THE FLORIDA STATE UNIVERSITY Office of Human Resources Release 1 Employee Page (Late Fall) View Timesheet/Leave Balances View Paycheck

Course Management Portlet (Select Users) HR Department Representative Meeting 66 THE FLORIDA STATE UNIVERSITY Office of Human Resources Release 1 Example HR Department Representative Meeting 67

THE FLORIDA STATE UNIVERSITY Office of Human Resources Release 2 Student (Spring) Search for Courses View Account Statement View Financial Aid Package View Holds on the Students Account HR Department Representative Meeting 68

THE FLORIDA STATE UNIVERSITY Office of Human Resources Release 2 Example HR Department Representative Meeting 69 THE FLORIDA STATE UNIVERSITY Office of Human Resources Timeline Available in the portal in

Dec. 2012 Also available in the portal Portal integration TBD Portal integration TBD Also available in the portal HR Department Representative Meeting Also available

in the portal 70 THE FLORIDA STATE UNIVERSITY Office of Human Resources Where do you fit in? Be enthusiastic and encourage students and departments to start using myFSU Provide feedback, direction, and ideas Be proactive and contact us if there is anything we can do to make your

experience better HR Department Representative Meeting 71 THE FLORIDA STATE UNIVERSITY Office of Human Resources Questions/Comments? HR Department Representative Meeting 72 THE FLORIDA STATE UNIVERSITY

Office of Human Resources Contact Info Kyle Gower-Winter (portal lead) [email protected] HR Department Representative Meeting 73 THE FLORIDA STATE UNIVERSITY Office of Human Resources International Student & Scholar Update

Kristen Hagen Tiona Cage Tanya Schaad HR Department Representative Meeting 74 THE FLORIDA STATE UNIVERSITY Office of Human Resources F-1 Students Advisors: Tiona Cage (644-0662) & Jason Little (645-6879 ) HR Department Representative Meeting

75 THE FLORIDA STATE UNIVERSITY Office of Human Resources J-1 Students HR Department Representative Meeting 76 THE FLORIDA STATE UNIVERSITY Office of Human Resources

J-1 Scholars HR Department Representative Meeting 77 THE FLORIDA STATE UNIVERSITY Office of Human Resources Social Security HR Department Representative Meeting 78

THE FLORIDA STATE UNIVERSITY Office of Human Resources When to have someone come as a J1 instead of tourist/visitor? If yes, they should come as J-1. If yes, they should come as J-1. They may come as a visitor, but they may think getting the J-1 is easier, depending upon the country. HR Department Representative Meeting

79 THE FLORIDA STATE UNIVERSITY Office of Human Resources Other Visa Classifications HR Department Representative Meeting 80 THE FLORIDA STATE UNIVERSITY Office of Human Resources Payroll

Beverly Miller HR Department Representative Meeting 81 THE FLORIDA STATE UNIVERSITY Office of Human Resources Payroll Services-Tax Team Kathy Stephens Assistant Director Margaret Partain Payroll/NRA Tax Specialist Nicole Ruddock Payroll/NRA Tax Specialist

Alisha Worley Payroll NRA Tax Associate HR Department Representative Meeting 82 THE FLORIDA STATE UNIVERSITY Office of Human Resources Payroll Services-Tax Nonresident alien payments (NRA) processed through the OMNI Payroll System: Employees All immigration/tax documents should be submitted with new hire paperwork to Human Resources.

Human Resources will forward the documents to Payroll Services. Submit paperwork as close to hire date as possible. It is preferred new hire paperwork is submitted BEFORE the employee starts work. If delayed, the individuals taxes could be incorrect. HR Department Representative Meeting Most likely they will pay too much federal tax which is 83 THE FLORIDA STATE UNIVERSITY Office of Human Resources

Payroll Services-Tax Nonresident alien (NRA) payments processed through the OMNI Payroll System. Honorariums, Guest Speakers, Independent Contractors, Artists/Performers, Nonqualified Scholarships Notify Payroll Services-Tax as soon as you are aware payment is going to occur. Payroll Services will send the individual an email to enter immigration/tax information into Glacier Tax Software. Payroll is the collection center for all HR Department Representative Meeting

84 THE FLORIDA STATE UNIVERSITY Office of Human Resources Payroll Services-Tax New group for FSU Service Center Cases: Provider Group Payroll Tax Category Payroll/Paycheck Specialty Type Nonresident Alien Inquiries Detail Artists/Performers

Guest Speakers Honorariums Nonresident Alien Employees Scholarship (nonqualified) Tax on Paycheck is incorrect HR Department Representative Meeting 85 THE FLORIDA STATE UNIVERSITY Office of Human Resources Question & Answers HR Department Representative Meeting

86 THE FLORIDA STATE UNIVERSITY Office of Human Resources Closing Remarks Joyce Ingram HR Department Representative Meeting 87

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