Portland State University Welcome to HRascals Plus August, 6 2010

1. Portland State University Welcome to HRascals Plus August, 6 2010

2. Welcome HRascals Cathy LaTourette Associate Vice President for Human Resources

3. Agenda – 8/06/10 Employee Self-Serve W4s Unclassified Hiring Processes Required Federal & State Postings Student Employment Steering Committee Department Chair Changes Benefits Updates Holiday Closure New Human Resources Staff

4. Employee Self-Serve W4s Daniel Hernandez Deductions Coordinator Jennifer McLean Payroll Operations Supervisor

5. Employee Self-Serve W4s Log in at www.banweb.pdx.edu Employee Tab Payroll Tax Forms Form W-4, Employee's Withholding Allowance Certificate Read all instructions carefully. Change Federal or State Deductions. Federal will automatically take you to your State Deductions. Email will be sent confirming changes.

6. Unclassified Hiring Processes Christina Kraus Academic Employment Coordinator

7. Three Unclassified Hiring Processes Permission to Recruit / Proposal to Appoint .50+ academically ranked searches Fast Track Recruit & Hiring Form .50+ unranked unclassified searches Direct Appoint Form .50+ unclassified direct appointments In lieu of a search

8. Permission to Recruit &Proposal to Appoint Forms.50+ Academically Ranked Position Searches This procedure has not changed. Permission to Recruit applies to recruitment stage. Proposal to Appoint applies to appointment stage. Academically ranked positions include: Professor Senior Research Associate Associate Professor Research Associate Assistant Professor Senior Research Assistant Senior Instructor Research Assistant Instructor

9. Fast Track – Recruit & Hiring Form.50+ Unranked Unclassified This is the same process previously used only for: Unclassified Unrepresented & Academic Professionals. Now open to all Unranked Unclassified positions (Un/Un, Un/Ex, & Academic Professionals). Eliminates the need for additional hiring approval, except when changes have been made to the position or the salary range. Instructions on page 1, form is page 2.

11. Direct Appoint FormAll .50+ Unclassified Direct Appointments For promotions and new appointments in lieu of a search. Requires an Affirmative Action Search Waiver submit this request in a memo format guidelines are available at: www.afm.pdx.edu/images/Search_initial_page.htm Routes the same as other hiring processes. Please remember to always download current forms and letters from the HR website because times are a-changin’.

13. Required Federaland State Postings Leila Wrathall Sr. Employee Relations Specialist

14. Required Federal & State Postings HR will email a complete list of the Required Federal and State Postings to Hrascals. Ex: FMLA and Minimum Wage Postings should be in conspicuous places. Ex: break/lunch rooms Post copies from websites linked on the following slides or buy all-in-one posters. Ensure the most current version is posted (look for revision dates). More detailed information at October HRascals. Watch for contest information regarding required postings.

15. Required State Postings Oregon Minimum Wage poster – check for update annually, Jan 1st www.oregon.gov/BOLI/TA/docs/OregonMinimumWage_Eng_2010.pdf Oregon Family Leave Act (OFLA) www.oregon.gov/BOLI/TA/docs/OFLA_English_Poster_Mar2010.pdf Workplace Safety www.cbs.state.or.us/external/osha/pdf/pubs/1507.pdf Workers’ Compensation Notice of Compliance This is required, copies should have been sent to your work location. Employment Insurance Notice This is required, copies should have been sent to your work location. No Smoking poster secure.phcnw.com/catalog/pdf/sfwp-decal1-rev1.pdf

16. Required Federal Postings Family Medical Leave Act (FMLA) www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf Federal Minimum Wage poster (even though Fed minimum wage is lower than the state, this is a required poster) www.dol.gov/whd/regs/compliance/posters/wh1385State.pdf Equal EmploymentOpportunityis THE LAW poster www.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf The Uniformed Services Employment and Reemployment Rights Act (USERRA) www.dol.gov/vets/programs/userra/USERRA_Federal.pdf

17. Required Federal & State Postings Employee Rights under H-2a program English - www.dol.gov/whd/posters/pdf/WHD1491Eng_H2A.pdf Spanish - www.dol.gov/whd/posters/pdf/WHD1491Span_H2A.pdf Employee Polygraph Protection Act posterWho Must Post? All employers engaged in commerce, exempts governmental agencies) www.dol.gov/ofccp/regs/compliance/posters/pdf/eppabw.pdf

18. Additional Postings EAP (Employee Assistance Program) Reliant Behavioral Health www.pdx.edu/hr/employee_assistance_program#eap Go to the Employee Assistance Program summary link on the HR website. Some posters are available in Spanish, and occasionally other languages.

19. Student Employment Steering Committee Lelia Wrathall Sr. Employee Relations Specialist

20. Student Employment Steering Committee Purpose: Provide leadership around issues and policies involving on-campus student employment. Scope: On-campus student employment. Goal: revise/update Student Employment Handbook Previously published in 2001 Planned Format:online document.

21. Student Employment Steering Committee Committee Attendees: Molly Blalock-Koral, Library Greg Flores, Career Center Joelle Kenney, Campus Recreation J.R. Tarabocchia, Student Affairs Scot Turner, Financial Aid Mark Walker, Office of Information Technologies Leila Wrathall, Human Resources Student Member - TBD Timeline: End of 2010, flexible timeline

22. Student Employment Steering Committee Initial activities: Survey supervisors of student employees – done. Survey students – in process. Additional Consultations with supervisors of student employees to: Discuss issues, policy changes, format. More information, thoughts, contact: JR Tarabocchia, Student Affairs - tarabocc@pdx.edu Leila Wrathall, Human Resources – wrathal@pdx.edu

23. Department Chair Changes Amy Wood Academic Employment Coordinator

24. Department Chair Changes All Fall 2010 Department Chair changes, received in HR, have been input into Banner. Department Chair appointments implemented via a letter from the President’s Office supporting the department election. If an upcoming chair change is missing from the attached list, please contact Amy Wood, ext. 4941 or amy.j.wood@pdx.edu

25. Benefits Updates Karen Garrison Senior Benefits Coordinator

26. Benefits Updates MARK YOUR CALENDARS! 3rd Annual Benefits Fair Wednesday, October 13, 2010 10:00am to 2:00pm Smith Memorial Student Union, Ballroom, Rm 355 Invitations have gone out to Pebb vendors, retirement vendors, and PSU representatives who presented in 2009.

27. Benefits Updates OPEN ENROLLMENT October 1 – 30, 2010 Your opportunity to make changes to your Pebb enrollments for 2011. The Pebb website and PSU’s Human Resources will keep you posted on upcoming Pebb updates for 2011. www.oregon.gov/DAS/PEBB/ www.pdx.edu/hr/

28. What we know now Adult Children through age 25 can be added to Pebb plans www.oregon.gov/DAS/PEBB/news/QACoverageAdultChildren.shtml Re-enroll in your Flexible Spending Accounts for 2011 New ‘Opting out’ options Employee Only Basic Life will be reduced to $5,000 beginning 1/1/2011 www.oregon.gov/DAS/PEBB/news/2010EEnewsletter/July10.shtml#Policy_Change_Ends__20_000_Life_Coverage

29. What we know now Co-pay Encourages Informed Decisions Sleep studies and advanced imaging (MRI, CT and PET scans) www.oregon.gov/DAS/PEBB/news/2010EEnewsletter/July10.shtml#Co_pay_Encourages_Informed_Decisions Update your contact information on your Pebb account Make Sure Your Plan Can Contact You. Join the Discussion on Quality www.oregon.gov/DAS/PEBB/news/2010EEnewsletter/July10.shtml#Join_the_Discussion_on_Quality

30. Holiday Closure Cathy LaTourette Associate Vice President for Human Resources

32. New HR Staff Sr. Employee Relations Team Lorretta Lang Leila Wrathall Mary Welle Chris Radzom Employment Team Kelsey Brain Cedar Lautt

33. Thank you!