HR Forum February 4 2014 Agenda Introduction Career Center and Student Employment Affordable Care Act Department Updates Office of Human Resources HR Forum will be held on the first Wednesday of the month 10am 1130am JSOM 2115 ID: 732168
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Slide1
Office of Human ResourcesHR Forum
February 4, 2014Slide2
AgendaIntroductionCareer Center and Student EmploymentAffordable Care Act
Department UpdatesSlide3
Office of Human ResourcesHR Forum will be held on the first Wednesday of the month 10am – 11:30am. JSOM 2.115.
March 4, 2015
April 1, 2015
May 6, 2015
June 3, 2015
July 1, 2015
August 5, 2015Slide4
Introducing…
ONE UTD –
O
ne
N
etwork of
E
mployees,
U
nited Through Diversity – is an effort to promote unity, collaboration, respect and partnership within the employee community. The goal of the ONE UTD initiative is to help bring awareness of the need to:work together as a team to benefit UTD as a whole; promote understanding and respect for diversity and inclusion of not just age, race, gender, etc., but diversity of thought, ideas, and initiatives; and show our commitment and concern for diversity to external job seekers.
One UTDSlide5
The University
of Texas at Dallas
utdallas.edu/career
Career Center
Hiring a Student EmployeeSlide6
The University
of Texas at Dallas
utdallas.edu/career
Career Center
Complete these fields in CometCareers:
Number of openings
Work schedule
Hours per week
Wage/Salary
Employment Start/End Date
Supervisor
Job Description
Qualifications
Application Instructions
Jobs will be reviewed and activated within 1-2 business days.
Post a position in Slide7
The University
of Texas at Dallas
utdallas.edu/career
Career Center
Review and Interview Applicants
All jobs must be posted for at least five (5) business days or until 50 applicants have applied, whichever comes first.
Students can apply via CometCareers or be directed to follow an alternative process.
Departments are responsible for scheduling and conducting interviews with applicants.
CometCareers can be used to schedule on-campus interviews with applicants. Contact the SEC for more information.
It is recommended that each interviewee fill out a Criminal Background form (CBC) at the time of interview.Slide8
The University
of Texas at Dallas
utdallas.edu/career
Career Center
Select Candidates
Once the department selects their candidate, follow the steps below:
Have
the student complete the top portion of the CBC form if this was not done during the interview – the bottom section will be completed by the Career
Center.
Complete the Hiring Proposal
Form
Both forms can be emailed to the SEC, mailed via campus mail - SSB 31, or delivered in person to our office – SSB
3.300.
The Hiring Proposal Form will be used as an offer letter for international students who are in need of a Social Security Card.Slide9
The University
of Texas at Dallas
utdallas.edu/career
Career Center
Offer Position
Once the Career Center has received the CBC and the Hiring Proposal Form, the following procedures will take place:
Career Center will submit the CBC to the Police Department. Please allow one (1) week to process CBC forms.
After receiving a cleared CBC, Career Center will extend offer via email to the student.
Students MUST come to the Career Center to complete the following forms ON or BEFORE their first day of work:
I-9/W-4/Direct Deposit
Conditions & Regulations
Selective Service Verification
Personal Data Form
Departments complete the PAF and any department
specific forms. Work-study PAFs must be sent to the
Career Center for approval.Slide10
The University
of Texas at Dallas
utdallas.edu/career
Career Center
Stop by the Career Center!
Student Services Building 3.300
972-883-2943
studentemployment@utdallas.edu
Slide11
BenefitsDivision UpdateSlide12
UT Dallas is required to be in compliance with all legislative requirements under the Affordable Care Act (ACA). One of the major compliance requirements under ACA compliance is the offering of health care coverage to all employees working an average of 30 or more hours per week or 130 hours per month.
The
UT System Office of Employee Benefits mandated that this offering become effective January 1, 2015 for the UT System Health Insurance Plan.
This
will allow UTD and the UT system a 9-month period of measurements without risk of penalty. This will also allow the data to be tracked to comply with the year-end reporting (similar to W-2) due in March 2016 for the reporting period of January 1, 2015 through December 31, 2015. Penalty of non-compliance will be in effect 9/1/15.
Affordable Care Act (ACA) UpdateSlide13
Affordable Care Act (ACA) UpdateAffordable Care Act (ACA) Tracking Compliance effective 1/1/15New FTE Calculation for Instructional Faculty (see Table 1 & Table 2)
ACA Notice to all New Hires/Rehires within 14 days of hire date
Part-time/temporary/hourly student employees will become eligible if working an average of 30 hours per week during a 12-month measurement period (see measurement periods)
Students under Work Study Program are exempt from ACA tracking
No premium sharing for ACA eligible currently - subject to legislative change as of 9/1/15
Eligible employees must be offered coverage timely – enrollment required within 31 days of eligibility date
Timely submissions of changes (i.e. new hires/rehires & FTE changes)
50% employees (not student positions) should receive benefits
Send all eligible employees to the Benefits Office (FTE .50% or more) Slide14
UT System ACA Measurement PeriodsFirst Measurement – 11/1/2013 –
10/31/14
eligible
1/1/15 through
12/31/15 (12 months stability)
Initial Measurement - 12 months from hire or rehire date
Standard Measurement – 6/4 – 6/3 each year; effective 9/1
Reporting Requirements
Declaration
of coverage offering to IRSIRS required reporting begins March 2016 for 1/1/15 - 12/31/15ACA Eligibility Reporting to UT System OEB Utilization of Equifax ACA Service Management System to track hours for ACA eligibility Affordable Care Act (ACA) UpdateSlide15
Penalty for Non-ComplianceACA definition of full-time is 30 hours/week$3,000 per each full-time employee who enrolls in coverage through the Marketplace and who receives subsidy – if they are eligible and we did not offer them coverage
$2,000 per every full-time if UTD does not offer medical coverage to 70% (2015) and 95% (2016 & beyond) of full-time employees – possible audit trigger if one enrolls & covered in Marketplace and receives subsidy
Affordability – employee coverage not to exceed 9.5% of salary- premium sharing potential
Important Note
: It is critical to have accurate FTE in the system and tracking of hours workedSlide16
FTE calculation tables applies to all Instructional Faculty positions, including all levels of lecturers, senior lecturers and clinical professors.
Table 1
UT Dallas - Approved FTE Calculation - Fall and Spring semesters
SCH
TEACHING
PREP/GRADING
MEETING
OFFICE
OTHER
TOTAL WEEKLY HOURS
FTE
1
1.00
1.00
1.00
1.00
-
4.00
0.100
2
2.00
2.00
1.00
1.00
0.67
6.67
0.167
3
3.00
3.00
1.00
1.00
2.00
10.00
0.250
4
4.00
4.00
1.00
1.00
3.33
13.33
0.333
5
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 Calculation Table-Fall &
SpringSlide17
Table 2
UT Dallas - Approved FTE Calculation - Summer
SCH
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 Table - SummerSlide18
What is the impact of ACA to student employees and TA/RA employees, part-time and temporary employees?TA/RA positions are already eligible for insurance and are not allowed under policy UTDPP1075 to work more than 20 hours per week. Here is a link to the policy
http://policy.utdallas.edu/utdpp1075
Work study student positions are not ACA
eligible.
Other student
positions are generally not
benefits eligible. However
,
under ACA if the student works an average of 30 hours a week during the 12 month measurement period, they will become ACA eligible. Supervisors are advised to monitor work hours closely.Part-time <.50% and temporary employees will become ACA eligible if they work an average of 30 hours/weekACA Compliance FAQsSlide19
What should the schools/departments do to ensure ACA compliance? Follow the FTE calculation tables to determine the appropriate FTE level. Submit, review and approve all PAFs/ePARs with the appropriate FTE to be reflected in the records. Email a list of all FTE changes (increase or decrease in percentage) effective 1/1/15 – 8/31/15 to benefits @utdallas.edu so those newly eligible for benefits can be notified and begin the enrollment process.
ACA eligible employees are not eligible for premium sharing at this time. However, the UT System Office of Employee Benefits will be proposing in the 2015 legislative session that ACA eligible employees receive 100% premium coverage
(same currently full-time).
Therefore, schools should anticipate and plan for this cost in their FY 16 budget in the event it is approved.
Submit ongoing employee changes (i.e. new hires and FTE changes) via PAR/
ePAR
in a timely manner or in advance when possible to ensure offering of benefits coverage to eligible employees within 31 days
.
Notify the Benefits Office of new hire/FTE changes that are late
Notify new employees to attend orientation and/or contact the Benefits Office to enroll for benefits within 31 days of hire date or status changeACA Compliance FAQsSlide20
What happens if the employee becomes ineligible or eligible for benefits as of January 2015?Changes that drop an employee below a .50 FTE as of 9/1/15 should be submitted via the annual budget process when possible. If not, the change must be submitted via PAF/
ePAR
by 8/25/15.
During the new FTE calculation implementation period, those who are currently benefits eligible but would become ineligible based on the new FTE table, will
not
lose benefits eligibility until 9/1/15. This gives the employee notice to make other arrangements and the school time to review course load for appropriate FTE level as of 9/1/15.
Changes that increase FTE to .50 or
more
must be submitted via PAF/
ePAR to Budget. Inform benefits eligible (.50% FTE) to contact the Benefits Office to enroll within 31 days of eligibility dateCollaborate with the Benefits Office if necessary to ensure accurate processing of benefits eligibilityACA Compliance FAQsSlide21
Benefits Eligible Employees – eligible for premium sharingFull-time (100% FTE) faculty and staff working at least 4 ½ monthsPart-time (50% FTE or more) employees working at least 4 ½ monthsRA/TA (50% FTE) working at least 4 ½ months
ACA Eligible Employees
(not currently eligible for premium sharing)
Part-time/variable hours employees who worked an average of 30 hours per week (130/month) during a 12-month measurement period
Seasonal (temporary) employees who worked an average 30 hours per week for the 12-month measurement period
Student employees (not federally or state funded) who worked an average of 30 hours per week during a 12-month measurement period
Non-Benefits Eligible Employees
Part-time (less than 50% FTE) or working less than 20 hours per week or less than 30 on average for the 12-month measurement period*
Employees in a student positions and worked less than 30 hours*
Note: Students under Work Study Program are not ACA eligibleBenefits/ACA Eligibility RulesSlide22
Coverage for faculty & RA/TA generally ends on May 31st (end of school) for those who are not appointed during the
summer period and/or no Fall appointments. Staff coverage ends at end of the month of termination or retirement.
Submit termination/FTE change PAFs/
ePARs
timely
UTD will offer COBRA coverage if employee and dependents lose coverage
COBRA
n
otice mailed to home - contact the Benefits Office for application forms
Conversion to individual coverage may be available for voluntary insurance, if eligible, and apply within 31 days from coverage end date
76
COBRA Notice-Offer CoverageSlide23
Voluntary Retirement Programs
All
Employees are Eligible
Tax
Sheltered Annuity(TSA) – 403(b)
TSA limit-ORP Participants on/after 9/1/96
$18,500.00 Max
+ $6,000 age 50 Catch-up
$12,852.50 Max
+ $6,000 age 50 Catch-upRoth 403(b) – After tax /earnings tax-freeShares limit with TSA noted aboveDeferred Compensation Plan (DCP) 457(b)$18,500
Max; $6,600 age 50 Catch-up
Mandatory
Retirement for Eligible Employees (20 hours or more for 4 ½ months)
Teacher Retirement System of Texas (TRS)
– State Contribution: 6.8% Employee: 6.7%
Compensation Limit - $265,000 (if hired on or after 9/1/96 – otherwise no limit)
Optional Retirement Program (ORP)
Compensation Limit - $265,000 (if hired on or after 9/1/96 – otherwise no limit)
UTD Contribution: $22,525.00 (8.5% of $265,000) if hired on or after 9/1/96
Employee Contribution: $17,622.50 (6.65% of $265,000) if hired on or after 9/1/96
Total Deduction
Limit is $53,000 in 2015 – combining ORP, 403(b) & Roth
$6,000 age 50 catch-up – this is in addition to the $53,000
77
2015 IRS Retirement Plan LimitsSlide24
Absence Management ProcessSlide25
FMLA & Parental LeaveFMLA – Eligibility requires 12 months of state service; 1,250 hours
Job-protected leave; employee must complete forms (online) 30 days in advance or as soon as practicable if unforeseeable for absence of more than 3 days; department should notify employee to complete required forms
Up to 12 work weeks for birth/adoption, serious health condition of employee, spouse, child and parent and military exigency
Up to 26 work weeks (combined total) to care for a covered military
servicemember
with a serious injury or illness (spouse, son, daughter, parent or next of kin)
Unpaid unless employee has leave balance or using disability benefits or qualified for Sick Leave Pool
Consecutive or intermittent leave
Eligible for Premium Sharing even if the leave is unpaid
Parental Leave – applies if employee is not FMLA eligibleUp to 12 weeks for birth or adoption/placement of a childNot eligible for Premium Sharing if the leave is unpaidSlide26
FML & Parental Leave FAQsIs Family Medical Leave paid or unpaid?
During the time that an employee is on leave for a FMLA reason, he/she must exhaust all APPLICABLE sick leave and vacation. Once that is exhausted, the employee will be placed on Leave Without Pay for the remainder of the 12
weeks.
E
mployee
will be responsible for paying
the insurance
that they normally have deducted from their paychecks (i.e., cost of coverage for dependents, long-term disability insurance, etc.).
Premium sharing available.
Can I choose to exhaust my own paid leave prior to beginning FMLA leave? No, you cannot choose to exhaust your own paid leave prior to beginning FMLA leave. The UT Dallas’ Administrative Policies and Procedures (D6-155.0) require you to use your available paid leave when you are missing work due to an FMLA-related reason. Exceptions: FMLA leave due to an on-the-job injury will have option to use available paid leave or being in a leave without pay status; you are not required to FLSA comp time but have option to do so. What other payments are available during FML/Parental leave ?Short Term
Disability and/or Long
Term
Disability , if coverage is elected
Sick Leave Pool – must apply separately and qualify as catastrophic
Link to more FAQs -
(
https://www.utdallas.edu/hrm/benefits/lifeevents/famlvfaq.php5
)Slide27
Other Leave Sick Leave Pool (cannot be retroactive)
catastrophic illness and injury – employee must be on approved leave
Must exhaust all available leave and be unpaid for one full day
720
hours
maximum
Leave
without
Pay
requires department approval and coordination with the Benefits Office for benefits processingMedical or other documentation will be required as applicable.Extended Unpaid Military Leave job protection under USERRA (Uniform Services and Reemployment Rights Act of 1994)Coordination with the Benefits Office for benefits processing
Return
to work release for all
medical related leave – generally 5 days prior to return to work
Link to
Leave Policies:
https://
policy.utdallas.edu/utdbp3054Slide28
Leave Online ResourcesSlide29
Absence Management Process
View Balances
Galaxy
Staff Tools
Absence Balances
“As of” dateSlide30
Absence Management ProcessAbsence Management ModuleIdentifyCalculate
Entitlement(s) - Accruals
Take(s) - Absences
Adjustments
Balance
Finalize
Now viewable in GalaxySlide31
Absence Management ProcessHow does data get to payroll?Slide32
Absence Management ProcessAbsences – Event Table vs TimesheetSlide33
Absence Management ProcessSlide34
Absence Management ProcessSlide35
35
Benefits Team
Marita M. Yancey, Director (x2127)
Insurance, Retirement, Longevity
Benefits Specialists
Nora Pena – x4559
Debra York – x5338
Vacant – x2131
Vacation
& Sick Leave, FMLA, Sick Leave Pool
Christine
Moldenhauer
Leave Administrator
x5151
Thi Nguyen
Reporting Coordinator
x2605
Reporting, Funding and Billing
HRIS & Technical Support
Tina Sharpling
HRIS Manager
x4132
NEWSlide36
Employee Relations/Organizational Development & Institutional Equity
Division UpdateSlide37
Employee Relations – Performance Appraisals
Appraisal Deadlines:
April 7, 2015
– Employees
who were employed during 2014.
June 30, 2015 – Employees who were hired between January 1, 2015 & April 15, 2015.
(Probationary Evaluation accepted)
Appraisal not required for:
Employees with an appointment of less than 4.5 months or if they are in a student position.
Employees currently out on leave – Complete when they return from leave. Slide38
Employee Relations & Organizational Development & Training
Training Opportunities
Performance Review for Supervisors
February 5 (10:00 A.M. – 12:00 P.M.)
Performance Review for Employees (“What Does it Mean for Me?)
February 10 (2:00 P.M – 4:00 P.M.)
February 19 (
10:00 A.M. – 12:00 P.M
.)
March 10 (2:00 P.M – 4:00 P.M.)March 19 (10:00 A.M. – 12:00 P.M.)Catch Comet Pride February 11 (2:00 P.M. – 4:30 P.M.)
Managers/Supervisor’s Certificate Series
February 18 (
2:00 P.M – 4:00 P.M.)Slide39
Institutional Equity
New
Regulations Regarding Veterans and Persons with Disabilities
Dear
Faculty and Staff:
The U.S. Office of Federal Contract Compliance Programs (OFCCP)
has announced new regulations to strengthen federal contractors’ affirmative action and nondiscrimination responsibilities as they relate to veterans and persons with disabilities. The new regulations require federal contractors to provide an opportunity for all job applicants, new hires and employees to voluntarily self-identify in these two categories.
As a UT Dallas employee, you have the opportunity to complete the following two voluntary self-identification surveys
by logging in to
Galaxy
and navigating to “
Staff Tools/Voluntary Self Identification”
.
For further information, please review the online PDFs of frequently asked questions regarding the disability and veteran surveys, or contact the Office Institutional Equity at
institutionalequity@utdallas.edu
or (972) 883-2223. If you are a person with a disability who requires a workplace accommodation, you may contact the Office of Human Resources, Employee Relations at (972) 883-2221 or
EmployeeRelations@utdallas.edu
.
Additional resources related to this new regulation include
Section 503 Rehabilitation Act of 1973
and the
Vietnam Era Veterans Readjustment Assistance Act
(VEVRAA).
Thank you,
UT Dallas Office of Human ResourcesSlide40
Employment ServicesDivision UpdateSlide41
General UpdatesDon’t forget...New PRR
Criminal Background Checks
International students
The will
be accepted in lieu of a CBC for international students who have been in the US
no longer than six
(6) months after the issuance of their visa.
General
We can rely on a CBC conducted within the past 12 months, if there is no break in service of more than six (6) months
.Ask YODA is coming soon for HR!Slide42
Compensation StandardsCompensation Standards and Practices were distributed to Deans/VPs in January.
Addresses key concepts and standards that will be used going forward in determining starting pay, pay increases, and job changes.
Key dates to remember:
March 1 and September
1
All changes that impact compensation (reclassifications, promotions, equity adjustments, market reviews, etc.)Slide43
Q & A