Florida International University HR Liaison Hands-on Workshop June 30 & July 1, 2008

1. Florida International UniversityHR Liaison Hands-on Workshop June 30 & July 1, 2008

2. Morning Agenda

3. Intro for HR Liaisons • Division of Human Resources Overview • Payroll Implementation Overview • Enterprise Version 4 (EV4) Application Training • Hands-on Workshop • Forms Update

4. Division of Human Resources Overview • Compensation • Workforce Recruitment • Equal Opportunity Programs • Organization Development & Learning • Employee Records / Payroll • Benefits Administration • Employee & Labor Relations • Human Resources Service Center

5. Payroll Implementation Overview • Understanding: • Paygroups • Departments (Org. Code) • Position Numbers and Job Codes • Pay Plans • Benefit Programs • Compensation Frequency • Cost Centers ( Dept_ID and Project_ID) • ID’s ( ADP Emplid, Panther ID, PeopleFirst ID)

6. Enterprise Version 4 (EV4) • Application Navigation • Human Resources Module • Payroll Module • Automatic Labor Allocations (ALA) • Contract Module

7. Hands-on Workshop • Distribute, Login and Validate EV4 User ID • Will use individual ID’s to navigate the application • Activities throughout sessions to reinforce material • Will configure Favorites

8. Florida International University Division of Human Resources Overview

9. What does the Division of Human Resources do?

10. Let’s find out what is in the box…

11. Workforce Recruitment / Equal Opportunity Programs Organization Development & Learning Compensation Human Resources Service Center Employee Records / Payroll Employee & Labor Relations Benefits Division of Human Resources 1 2 3 4 5

12. Workforce Recruitment / Equal Opportunity Programs Organization Development & Learning Compensation Human Resources Service Center Employee Records / Payroll Employee & Labor Relations Benefits Division of Human Resources 1 2 3 4 5

13. Florida International UniversityCompensation Info Session

14. Meet the Compensation Team • Maria Mazorra, Director of Compensation • Maria Elena Rodriguez, Compensation Analyst • Reina Beades, HR Representative • Ana Pineda, HR Representative

15. Compensation Intro for HR Liaisons • Procedure to Establish a New Position • Position Updates • Unfilled • Filled • Reclassifications • Unfilled • Filled • Approvals Process • Other Services Provided

17. Procedure for Establishing New Positions • Send New Position Request Form (NPR) via Interoffice Mail with required signatures • Compensation will establish the position and create a new position number • Requesting Administrator will receive position number via interoffice mail • After receiving new position number, requesting administrator will create the position description in the “Online Position” module (i.e. PeopleAdmin) • Compensation will ensure position description is aligned with the job specifications and approve position description • Once the position description is approved in PeopleAdmin, a staffing email will generate advising Requesting Administrator that the position has been approved and may contact Workforce Recruitment for the posting instructions of the position • Requesting Administrator will receive via interoffice mail a Classification Action Memo stating the establishment of the new position

18. Change in Titles (i.e. promotions, Demotions, reassignments) Additional Duties or change In Dept, FTE

19. Unfilled Position Update & Reclassifications • Log on to PeopleAdmin and update/reclassify position description • Compensation will ensure Position Description is aligned with job specifications and establish an effective date • Once the updated position description is approved in PeopleAdmin, a system generated email will be sent from “Staffing E-mail” advising the Requesting Administrator that the position has been approved

20. Filled Position Update & Reclassifications • Log on to PeopleAdmin and update/reclassify position description • Complete and submit Administrative/Staff Change Form to PC 226 Compensation & Classification • Compensation Analyst will ensure Position Description is aligned with job specifications, review Administrative/Staff Change Form and establish an effective date • Once the updated position description is approved in PeopleAdmin, a system generated email will be sent from “Staffing E-mail” advising the Requesting Administrator that the position has been approved

21. Required Approvals Units should refer to respective unit/VP policy Academic Affairs Administrative • Administrative/Staff/Temporary • New positions/reclassifications • Increases ≥ 10% • Lump sums • Administrative/Staff/Temporary • Updates/Reclassifications ≥ 10%

22. Approval Process • After all signatures acquired • The effective date must be at the beginning of the pay period • People Admin approved with same date • Information entered with same date in HR System

23. Other Actions

24. Compensation Q & A http://fiu.edu/hr/Compensation/Home.html

25. Workforce Recruitment / Equal Opportunity Programs Organization Development & Learning Compensation Human Resources Service Center Employee Records / Payroll Employee & Labor Relations Benefits Division of Human Resources 1 2 3 4 5

26. Florida International University Equal Opportunity Programsand Workforce Recruitment Info Session

27. Meet the EOP Team • Bennie Osborne, Director • Nelson Perez, Assistant Director • Chloe Nixon, Office Manager • Marjorie Kelly, Program Assistant

28. EOP Intro for HR Liaisons • Role in Recruitment & Search and Screen Process • Underutilization • Applicant Pool Certification • On-line Approval & Report • ADA Accommodations (New Hires) • Approval of Waiver Requests • Degree Waivers • Posting Waivers (Search & Screen Guidelines)

29. Meet the Workforce Recruitment Team Carolyn Jackson, Interim Director Ana Jimenez, HR Coordinator Daniel Tapia, HR Coordinator Kathie Alexander, HR Coordinator-BBC Thamara Baquero, Sr. Recruiter A.J. Artiles, Program Assistant 31

30. Workforce Recruitment Forms Matrix 32

31. Recruitment Intro for HR Liaisons Recruitment of Administrative, Staff and Temporary Positions Recruitment and processing of all Promotions, Reassignments and Demotions Coordination and processing of Background & Fingerprint Checks Placement of all Advertisements for position vacancies Coordination of all formal offers of employment Approval of Moving & Relocation Expense Requests 33

32. JOBSLink - (PeopleAdmin Applicant Tracking System) Create and submit Job Announcement for approval using the PeopleAdmin On-line system (JOBSLink) Target Salary Range is established and discussed with hiring department (Based on market & internal salary data) Job Announcement is approved and posted on JOBSLink Advertisement of position is coordinated with Ana Jimenez (if applicable) *ALL CHANGES TO POSITION DESCRIPTIONS SHOULD BE MADE PRIOR TO SUBMISSION OF JOB ANNOUNCEMENT FOR POSTING 34

33. JOBSLink - (PeopleAdmin Applicant Tracking System) Recommended Posting Periods ( 1 week minimum required) * Positions can be re-opened upon request 35

34. Procedure for Establishing New Positions -Establishing Target Salary Range Interdepartmental Hiring Guideline and how it impacts the ranges set within. This to consider when establishing range… Internal Salary Comparison: What are other employees that are within this classification making within the University? Within my College/School/Department? Market Salary Data: Gives us an idea of what competitors may be paying for the same functions “First Focus” should be on the function itself and It’s worth Different/Unique org structure or job responsibilities 36

35. Recruitment Actions New Hires Notify Responsible Recruiter Conduct necessary Background/Referencing Discuss Salary Administration Select appropriate effective date Reassignments (Intradepartmental) Notify Responsible Recruiter Discuss Salary Administration Select appropriate effective date 37

36. Recruitment Actions Promotions (Intradepartmental) Notify Responsible Recruiter Discuss Salary Administration Select appropriate effective date Demotions Notify Director or Responsible Recruiter Discuss salary administration Prepare demotion statement Select appropriate effective date 38

37. Definitions (Appointments) Regular - Employees appointed to fill a position on a full-time or part-time basis Interim - Employees appointed to fill a position on a full-time or part-time basis which is not expected to be available for more than a limited period of time. An Interim Appointment should not be provided for more than two consecutive years, Unless approved by the Division of Human Resources Grant-Funded (Time-Limited) - Employees appointed to a position identified in, and funded by a contract or grant for a specified period, but not funded from indirect costs associated with a contract or grant. Appointments shall be limited to the duration of the grant 39

38. Definitions (Appointments) Student Workers – Individuals enrolled in an accredited secondary or post- secondary program at 9 credits or more. Included in this category are: High School Students College Work Study Program Undergraduate Students Graduate Teaching Assistants Graduate Students Graduate Research Assistants Doctoral Students Temporary - Employees hired for the purpose of providing support during peak load periods and/or accomplishing tasks and projects that are short-term and/or sporadic in nature with an assignment ending date 40

39. Recruitment Policies & Guidelines Advertising- All employment advertisement shall be centrally coordinated through the Division of Human Resources (DHR). Employment Offers- All offers of employment will be centrally administered by the Division of Human Resources for all Non-Faculty. Salary Appointment Guidelines (New Hires) 41

40. Recruitment Policies & Guidelines Interdepartmental Hiring Guidelines Moving & Relocation Policy & Procedure Temporary Employment Guidelines 42

41. Workforce Recruitment for Faculty 43

42. Workforce Recruitment for Faculty 44

43. Summary of Differences between Departments Compensation Paperwork Recruitment Paperwork 45

44. Workforce Recruitment and Equal Opportunity Programs Q & A http://fiu.edu/hr/Workforce%20Recruitment/Home.html

45. Workforce Recruitment / Equal Opportunity Programs Organization Development & Learning Compensation Human Resources Service Center Employee Records / Payroll Employee & Labor Relations Benefits Division of Human Resources 1 2 3 4 5

46. Florida International UniversityPayroll Info Session

47. Meet the Payroll & Employee Records Team • Idorys Calvo – Assistant Director • Aileen Perez – Coordinator • Clara Martinez – Coordinator • Anabel Mesa – Sr. Associate • Marilu Martinez – HR Representative • Mairelys Perez – HR Representative • Blanca Bravo – HR Representative • Sofia Baralt – HR Representative • Carmen Paez – HR Representative • Cinthya Gutierrez – HR Representative

48. Payroll Intro for HR Liaisons • Payroll Processing Overview • Employee Classifications in TimeSaver • Sign-on Package • New / Rehire Process & Paperwork • Lump Sum Payments • Terminations • TimeSaver Manager Sign-Off • Payroll Transfers • Direct Deposit

49. Payroll Processing Overview Sun Mon Tue Wed Thu Fri Sat

50. Classification in Timesaver