Office of Human Resources BOM Meeting Wednesday, October 20, 2010 MU 220 Turquoise 10:00am – 11:30am Watch webcast at h

1. Office of Human Resources BOM Meeting Wednesday, October 20, 2010 MU 220 Turquoise 10:00am – 11:30am Watch webcast at http://live.asu.edu/

2. Agenda • New Senior Director, Office of Equity & Inclusion • Payroll Services • Tutorials: Entering Performance Ratings • Nursing Mothers Policy • Offer Letters and SPP 201-01 • Benefits: Leaves Management, Open Enrollment, Dashboards

3. Welcome Kamala Green! Senior Director, Office of Equity and Inclusion

4. Payroll Services Edalia Kousari Director, Financial Services ekousari@asu.edu

5. Payroll Action Requests

6. OFF-CYCLE CHECKS PRODUCED

7. Payroll Overpayments • The majority of overpayments are made to Faculty and Graduate Research/Teaching Assistants • For FY 11 the average overpay amount is $1,500, Range $15,000 - $10 • 142 overpayments have been identified since July 1, 2010.

8. Causes of Overpayments

9. Payroll Overpayments • Financial Services will begin to distribute overpayment information to the Dean’s Office and VP Office Financial Administrators on a monthly basis beginning this month.

10. Payroll Reconciliations • FIN 203 ORG/MANAGER RESPONSIBITIES • Review the monthly Advantage financial accounting system detail expense transaction reports to determine that all charges and credits for the month are appropriate. The monthly expense review should also include the use of the BPC dashboard, MyReports queries, or other resources as necessary to verify salary and/or wage expenses for each employee.

11. Payroll Reconciliations • Payroll Reconciliation Dashboards • http://www.asu.edu/dashboard/ • Payroll Reconciliation Training • LMS Website https://lms.asu.edu/stc/employee/ • Course Name: Payroll Reconciliation Training • Course Number: ASUOPS2190 • Financial Services accountants continue to perform monthly review of departmental payroll reconciliations.

12. PAYROLL REGISTER- COMING SOON

13. Taxable Tuition Waiver for Employees • The Tuition Waiver for the graduate level classes for employees are taxed for any amounts over $5,250 per calendar year. • Tuition Waivers for graduate level classes for spouse and/or dependents are taxed on the entire amount for the tuition waiver. • There was a miscalculation of the taxable waivers which were run through on the 10/8/10 payday

14. Taxable Tuition Waiver for Employees • The taxable portion was incorrect for 61 employees. • Adjustments are being made to correct on the 10/22/10 pay day.

15. Tutorials: Entering Performance Ratings Shimara Mizell HR Generalist Senior, HR Partners

17. Nursing Mothers Policy Update Shimara Mizell HR Generalist Senior, HR Partners

18. SPP306 – Work Schedules Nursing Mothers Nursing mothers will be provided with reasonable break periods as needed and a place other than a restroom for the purpose of expressing milk for their nursing child for one (1) year after the child’s birth.

19. Locations Provided by Family Resources Tempe: MU – 2nd Floor, North End Downtown: Mercado C Building – 2nd Floor Contact:Maureen.Duane@asu.edu Policy Interpretation/Help With Specific Issues Contact your HR Partner or Internal HR Person Need to create a space? More info to come…. Resources

20. Offer Letter and SPP 201-01 Dan Klug Assistant Director, Recruitment & Staffing

21. http://cfo.asu.edu/hr-sampleletters Offer Letters Updated

22. SPP201-01 – Hiring Minors Minors No person under the age of 16 will be employed at Arizona State University unless the individual is enrolled as a student at Arizona State University or in a program associated with an educational program of Arizona State University. The Office of Human Resources must be consulted before any offer of employment is extended to a person under the age of 16 as there are many restrictions on the hours that may be worked and the duties that may be performed. In addition, employees between the ages of 16–18 years, will incur certain restrictions. (See the Environmental Health & Safety Policies and Procedures Manual:EHS 116, “Minors in Laboratories.”)

23. Benefits Leaves Management Sheree Barron Assistant Director, HR Benefits & Design Team

24. Business & Finance HR Support Services HR Business Center Leaves Management • Determine FMLA eligibility • Select appropriate guide Department End-User Overviews FMLAand ASU (Non-FMLA) Guides Birth/Adoption/Foster Care/Bonding Employee Health Family Member Health AdditionalFMLAGuides Military Family Member Health Military Family Business AdditionalASU Guides Personal Employee Military

25. Guides Include: Quick Reference Process Checklist Links to forms and policies Interactive TOC that links to step-by-step instructions

26.  Business & Finance HR BenefitsLeaves Management Employee selects link according to the reason for the leave: Employee Web Pages Birth/Adoption/Foster Care/Bonding Employee Health Family Member Health Military family health Military family business Employee Personal Employee Military

27. Forms, either FMLA or ASU leave, that employee needs to complete Sample Employee Web Page Step-by-step instructions Related ACD and SPP policies

28.  Business & Finance HR Forms Leaves Mgt Leave Formscan also be accessed at: For employee Several forms are listed separately - most links are to the employee web pages For department Several forms are listed separately - most links are directly to the appropriate guide (no more packets!)

29. The employee can fill out his/her section of the form online - Sample Interactive Form  And email it to the department leaves representative -  Who can then complete the employer section of the form online

30. Leaves Management Partner To find the Leaves Management Partner assigned to your department:  go to http://cfo.asu.edu/hr-areasofresponsibility  call internal extension 2-1748  email HRLeavesandDisability@asu.edu

31. Training For department leaves representatives: Wednesday, November 3 Wednesday, November 17 9 am - Noon USB 1302 Have your representative register: HR Training & Development Website http://cfo.asu.edu/cfo-training-development

32. Rave Review I first became aware of the new website architecture when a staff member asked for information on parental leave.  I was planning to prepare a detailed memo, print copies of the relevant forms and policies and give the documents to the staff member.  When I (easily) navigated to the parental leave site, specific information and timelines were provided on the page along with links to all of the related forms and policies.  Brilliant!  I was able to provide the staff member with the parental leave link (no trees were killed in the process) and answer any questions personally. The thoughtful planning, comprehensive organization and creative layout of websites are greatly appreciated.

33. Benefits Open Enrollment 2011 Sheree Barron Assistant Director, HR Benefits & Design Team

34. For Plan Year January 1 - December 31, 2011 Online enrollment My ASU  My Employment section Benefits Open Enrollment November 1 - 19, 2010 Not mandatory, except for: • Flexible Spending Account elections for 2011 • Employee covering opposite-sex domestic partner Benefit Expo Wednesday, November 3 Fiesta Hotel 1-5 PM

35. Website  Business & Finance HR Benefits Open Enrollment View the ASU Benefits Guide for university-specific information on:  Plan summaries  Comparisons  Rates

36. Changes due to Health Care Reform  MEDICAL PLANS • Coverage for children to age 26 No marital, residence, student, or disability restrictions • No out-of-network lifetime maximum $ benefit • No annual $ limit for: • Routine physical • Hearing aids • Smoking cessation • HEALTHCARE FLEXIBLE SPENDING ACCOUNT and • HEALTHFUND HEALTH SAVINGS ACCOUNT • OTC drugs available only with a prescription

37. Domestic Partner Coverage  Faculty & Staff with same-sex partner and dependents: - Will continue to be covered on state-sponsored plans  Faculty & Staff with opposite-sex partner and dependents: • Will have a retention subsidy or be covered under • ASU-sponsored plans: UnitedHealthcare DP HMO Delta Dental DP PPO & Total Dental Admin DP Pre-Paid Avesis Vision DP Aetna Life Insurance (coverage for partner and children)

38. Benefits Management Dashboards Sheree Barron Assistant Director, HR Benefits & Design Team

39. Management Dashboards  My ASU  Dashboards  Benefit Reporting

40. Benefits Enrollment Lists newly-eligible employees not enrolled in benefit or retirement plan Categorized by number of days remaining in the enrollment period Click on Total to see employee detail

41. Vacation Planning Identifies employees who will loose vacation benefits 12-31 if time is not taken

42. Questions/Comments? For further questions, please email Patty Rosciano