Welcome to HR Presents February 17, 2016 - PowerPoint Presentation

Slide1

Welcome to HR Presents

February 17, 2016

10:30 am – 11:45 amMilton Hall | Room 185Slide2

Welcome & IntroductionsSlide3

I9 – Verification of Eligibility to Work in the United States

Presented by: Kathy Agnew

Director, Employment & Comp ServicesSlide4

I9 – Verification of Eligibility to Work in the United States

I9

Non-ComplianceRisk FactorsHow Do We Become CompliantSlide5

I9 – Verification of Eligibility to Work in the United StatesSlide6

I9 – Verification of Eligibility to Work in the

United States

Document Abuse - Document abuse can be broadly categorized into four types of conduct:Improperly requesting that employees produce more documents than are required by Form I-9 to establish the employee’s identity and employment authorization;

Improperly

requesting employees present a particular document, such as a “green card,” to establish identity and/or employment authorization

;

Improperly

rejecting documents that reasonably appear to be genuine and belong to the employee presenting them; and

,

Improperly

treating groups of applicants differently when completing Form I-9, such as requiring certain groups of employees who look or sound “foreign” to produce particular documents the employer does not require other employees to produce.

Document Fraud -

It is unlawful for any person or entity

knowingly:

T

o forge, counterfeit, alter, or falsely make any document for the purpose of satisfying a requirement of this chapter or to obtain a benefit under this chapter,Slide7

I9 – Verification of Eligibility to Work in the United States

Culture of submitting the hiring action after the start date. This likely resulted from “lag” payroll, which, even when action is submitted after the hire date, allows the employee to be paid “on-time”.

Delays notifications of missing I9s.Slide8

I9 – Verification of Eligibility to Work in the United States

Audit –

NMSU has been cautioned by immigration attorneys that it is not a matter of if we will be audited but when!Audit would consist all NMSU employment types, and depending on date of hire, will go back to as far as 1987!We have a significantly hire percentage of non-compliant completed I9 formsPrimary Risk Factors – Backdating hiring actions – our evaluation indicates that due to the large numbers of hiring actions submitted after the job start date are resulting in non-compliant I9

Allowing employees to continue to work past the 3 day requirement for verification of eligibility to work in the United StatesSlide9

I9 – Verification of Eligibility to Work in the United States

How can we become more compliant –

Change the culture of allowing late hiring actions.Institute a mandatory Form I9 Training for those individual’s assigned to certify.CLPD has implemented an on-line I9 Training courseUSCIS has same/similar training available at https://www.uscis.gov/i-9-central/complete-and-correct-form-i-9.

The instructions to properly complete the I9 are included with the form itself.

Employment and Compensation Services HR Specialist Danielle Cadena can provide you information and assistance by calling her at (575) 646-8000 or emailing

teamhrs@nmsu.edu

.Slide10

I9 – Verification of Eligibility to Work in the United States

What are the most important things to remember about I9 –

The employee must complete Section 1 of the I9 no later than the start date of employment.This date is based on the hiring action you submit and the start date entered into banner and not the first date that the employee actually works.You can ask the employee to complete prior to the start date only if you have made an official offer of employment and that offer has been accepted.The employer must complete Section 2 of the I9 no later than 3 business days of the employee’s first day of employment (start date in banner).

The individual who verifies the documents, must be the person to complete the certification.

You must examine the actual documents in person. You cannot certify copies of documents sent to you.Slide11

Healthcare reform update

Presented by: René Yoder

Director, Benefit ServicesSlide12

Healthcare Reform

Mandatory reporting – health coverage

NMSU is required to provide notice (1095-B/1095-C) to individuals who meet certain criteria to show proof of enrollment on health coverage or offer of health coverage, depending on circumstances.An E-mail was sent to all regular employees on February 12th regarding this notice.Slide13

Healthcare Reform

Cadillac Tax

Postponed to 2020 (originally to be implemented in 2018)Auto EnrollmentPostponed until further noticeSlide14

Fmla

training update

Presented by: René Yoder Director, Benefit ServicesSlide15

FMLA Training

Supervisors

ExistingCompleted for 2015Need to complete refreshers in 2016, 2017 and 2018NewMust be completed within 6 months of job start dateNeed to complete refreshers in 2016, 2017 and 2018Slide16

FMLA Training

Process reminder

DepartmentSend employee name and Aggie ID whenever the supervisor has knowledge of possible FMLA evenMust send for every event, no matter how many occur in the yearContinue to refer employee to HR for assistance, even if leave is not being requested at the timeHR will provide information as to what PAFs are needed; however the supervisor needs to determine when LWOP should begin and submit appropriate PAFSlide17

FMLA Training

Process reminder (continued)

9 month facultySend employee name and Aggie ID whenever the supervisor has knowledge of possible FMLA evenMust send for every event, no matter how many occur in the yearContinue to refer employee to HR for assistance, even if leave is not being requested at the timeHR will provide complete all necessary PAFs but must coordinate dates of leave with supervisor/faculty member to ensure accuracyFaculty care leave hours will be used first, then the faculty member will be placed on leave without pay when necessarySlide18

FMLA Information/Contact

http://benefits.nmsu.edu/leave-holidays/fmla

/fmla@nmsu.eduToni Lavor 575-646-1546Jacalyn Epperson 575-646-3637Slide19

Employee Performance Evaluations

Presented by: Brandon Masters

HR Specialist InterSlide20

CLOSING REMARKS & ADJOURNMENT