Portland State University Welcome to HRascals Plus! June 6, 2008

1. Portland State University Welcome to HRascals Plus! June 6, 2008

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

3. Agenda – 06/06/08 • Welcome – Cathy LaTourette • Summer Term • Student Employment • Joslyn Webster & Cristina McGimsey • Graduate Assistantships – Julia Valpiani • Unclassified & Summer Overload • – Maria Eldred • Fiscal Year End Preparations – Pam Hutchins • PeopleAdmin – Karen Abbott Yelle • Announcements – Cathy LaTourette

4. Student EmploymentJoslyn Webster & Cristina McGimsey • Work-Study Students • Overcap Approvals • Fiscal Year End Processing

5. Summer Term Graduate AssistantsJulia Valpiani • Hiring Options • Hiring Restrictions • Other GA Resources

6. Summer Term Graduate Assistants Hiring Options • Graduate Assistantships • Student Hourly (EPAF) • Due to FLSA regulations, Graduate Academic Wage Agreements will no longer accepted. Additional hours for a current Graduate Assistant can be paid on an hourly basis through the EPAF system (student hourly position).

7. Summer Term Graduate Assistants • Must be on a vacation term between a Spring term and a Fall term Graduate Assistantship • OR • Be eligible for an assistantship due to admission and registration to a graduate degree program. • In Summer Term, GAs may exceed .49 FTE.

8. Summer Term Graduate AssistantsHiring Restrictions • Keep student employees hired as a student employees. There are tax and retirement contribution conflicts when employees switch employment categories. • GA  Unclassified Wages  GA = increased errors  • A continuing graduate student cannot be hired on a wage agreement over the summer. • Any student who has graduated may not be hired as a student employee (GA or hourly) unless entering another PSU program in the fall.

9. Other Graduate Assistant Resources • Details about graduate assistant workload assignments as well as the GSR terms of appointment are available on the Graduate Studies website: • www.gsr.pdx.edu/ogs_gradassists.php • 08/09 Graduate Assistant Stipend Rates • www.pdx.edu/media/b/u/BUD_Grad_Asst_FY09.pdf

10. Summer Term Unclassified EmployeesMaria Eldred • Hiring Options • 12-month employees • 9-month employees • Information is attached OAA/HR memo • and is accessible on the Summer Term Resources website.

11. 12-Month Unclassified Employees • Fiscal Year Employees • Letters of offer in summer term are the same as during the academic year. • Buy-Out –submitted via Labor Distribution Form • Overload – submitted via Standard Supplemental/Overload Worksheet and Letter of Offer • FTE Changes • Revised Letter of Offer • Labor Distribution Form for variable appointments • Templates located on the main Letters of Offer webpage • www.hrc.pdx.edu/recruiting/unclassified/unclass_letters.htm

12. For 9-month employees only For 12-month employees

13. Summer Term Unclassified9-month Employees • Summer Term Resource Website • www.hrc.pdx.edu/Summer.htm • Summer Term Memo from OAA/HR • Summer Pay Schedule • Letter Templates • Information Links

15. 9-Month Unclassified Employees • 9-month employees • Maximum earnings from all PSU sources may not exceed 33.33% of an employees final prior year annual salary rate. • ≦ 1/3 of final prior year annual salary rate • ≦ 1.0 FTE for 3 months

16. Summer Term Overload • Overload is intended for rare emergency circumstances only. • The previous range of acceptable overload 30-33% is now considered acceptable inload. • New Summer Term Worksheet & Letter • Calculates the percentages of inload, overload, and total summer pay. • Must be approved through the Provost’s office before being presented to the employee.

17. Summer Term Pay Schedule • Research Accounting and HR request that a single letter be submitted for an employee over summer term even if that appointment crosses multiple months and has grant funding. • This is a change from prior years, in which grant letters were sometimes split for grant/PAR reporting needs.

18. Fiscal Year End Preparations • Pam Hutchins, • Associate Director of Human Resources, Payroll Manager

19. Employees Job Detail Reports • Two reports are being distributed to each Dean’s Office Representative. • Unclassified .50+ employees with an end date on their job in Banner. • Must have new letters of offer to continue receiving pay. • Unclassified .50+ employees with NO end date on their job in Banner • Will continue to receive pay until HR is notified.

20. Employees Job Detail Reports • This report can be run in Banner through the “ZPHRERR” process. You can either send it to your email by selecting “web” as your printer or select your printer for a hard copy version. • For employee’s jobs with end dates: • Values to enter: date, organization code, O, B • The resulting list will include .50+ unclassified employees with end dates in Banner AFTER the date you entered. • For employee’s jobs without end dates: • Values to enter: organization code, O, B • Leave the date field blank • The resulting list will include .50 unclassified employees WITHOUT end dates in Banner.

22. PeopleAdmin • Karen Abbot Yelle, • Classified Employment Manager

23. PeopleAdmin • Approximately 500 classified position descriptions • Of those, 433 have been input to PeopleAdmin by YOU • Human Resources would like to offer our services to input the remaining classified position descriptions • E-mail requests to: yellek@pdx.edu • If you have the PD in Word, please attach to your e-mail • If you do not, let Karen know – I will use the latest hard-copy PD that is on file in HR • Having the PD in PeopleAdmin will make your job easier when you need to modify the PD, refill the position, reclassify, and/or change the FTE

24. Announcements • Human Resources will be relocating to the Cingular Building June 26th & 27th. • Next HRascals meeting is scheduled for August 1, 2008 in Smith 229/MCC from 11:30 – 1:00.

25. Thank you !