Portland State University Welcome to HRascals Plus! April 6, 2007

1. Portland State University Welcome to HRascals Plus! April 6, 2007

2. Agenda – 04/06/07 • Welcome! – Cathy LaTourette • Training & Development Update • Jenny Sherman • Employee Leaves – FMLA/OFLA • Joanne Clancy • Employee Job Rosters and Confirmation of Notices of Intent to Not Reappoint • Maria Eldred • Summer Session Preparations

3. Welcome HRascals! • Cathy LaTourette, Associate Vice President for Human Resources • HRascals Desk Reference Manual • Hats off! • If you are interested in helping with the event please email LaToya Seawood at lspoffo@pdx.edu.

4. Training & Development Update • Jenny Sherman, Sr Manager, Employee Relations and Training and Development • WVHEHRC - Management Development Series • Fragrance Free Policy

5. Employee Leaves • Joanne Clancy – Benefits Manager • FMLA – Family Medical Leave Act • OFLA – Oregon Family Leave Act

6. Goals for Today • Know the basics of leaves at PSU • Focus on Family Medical Leave (FMLA) and Oregon Family Leave (OFLA) • Learn some of the complexities • Learn who to call and when • Review handouts • Medical Certification Requirements • Leave Laws and Overlapping Issues • PSU Leave of Absence Cheat Sheet

7. PSU’s Overlapping Obligations • Laws– Workers’ Comp., FMLA/OFLA, ADA • Policies - Sick and vacation leave, SEIU hardship, Sick leave advance (unclassified) • Sick leave runs concurrently with FMLA/OFLA • Benefits – Optional disability insurance • Short-term disability runs concurrently with sick pay ($25 a week maximum if being paid sick)

8. Focus on FMLA/OFLA • FMLA (protects job and benefits) • worked for a total of least 12 months, and • worked 1,250 hours in the 12 months immediately preceding the leave • OFLA (protects job/not benefits) • worked past 180 days (25 hours a week average) • Both FMLA/OFLA may cover Adjuncts/Temps/Student Employees

9. Some Eligibility Exceptions • OFLA average weekly hours don’t apply if reason is pregnancy or parental leave • Summer hours for 9-month academic employees count as time worked • May have to count time worked at another company if “joint employment” applies

10. Length of Leave • Can be intermittent or continuous • Bonding does not HAVE to be intermittent • FMLA: 12 weeks maximum per year • OFLA: 12 weeks maximum PLUS • 12 weeks more for any OFLA qualifying purpose such as parental bonding • up to 12 weeks for sick child leave

11. FMLA Reasons • Employee’s own serious health conditions including pregnancy related conditions • Serious health condition of employee family member: spouse, parent, biological, adopted or foster child under age 18 • Newborn, newly adopted or newly placed foster child • See handout for details

12. Additional OFLA Reasons • Same as FMLA except more inclusive • Serious health condition of employee family member includes parent-in-law and same-sex domestic partner • Non-serious health condition of a child requiring home care

13. See LOA Cheat Sheet • Notify us if faculty or staff: • Take sick leave for 3+ days • Need intermittent time off • We will determine if it is an FMLA/OFLA qualifying reason • Have a Workers’ Comp injury or illness • Want other unpaid, personal time off

14. FMLA/OFLA Paperwork Deadlines apply • FMLA/OFLA Employee Leave Request Form and Information (supervisor signs) • FMLA/OFLA Physician Certification • Except for 12 week bonding • Leave Tracking Form (supervisor signs) • Time Sheets/Leave Rosters • To prevent overpayment • Doctor’s release for work, if applicable

15. www.hrc.pdx.edu Click on “Leave and Time Off” Scroll down for forms Forms and Information Online

16. Remember…You don’t need to know it all.Make an appointment to consult. Joanne ClancyBenefits Managerjclancy@pdx.edu503-725-3749

17. Notices & Employee Reports • Maria Eldred, Academic Employment Manager • Notice of Intent Not to Reappoint • Must have been given to AAUP represented employees by December 31, 2006 to take effect at the end of this 0607 year. • Employee Job Detail Report • Assists Departments and Dean’s Offices in knowing who will need a new contract to continue being paid next year or who needs documentation to end their contract if it is ending.

18. Notices of Intent Not to Reappoint • We have prepared two lists for each of your Dean’s Offices relating to the distribution of Notices of Intent Not to Reappoint. • 1) A list of all employees who received the Notices from their department. • Compiled from departmental submission of copies of the actual letters given to employees. • 2) A list of all departments for each school or college and if they submitted information to HR. • Determine if any department forgot to send copies of their notification letters to HR.

19. Employee Job Detail Reports • There are two spreadsheets for each organization code for distribution to each Department’s Dean’s Office relating to annual renewal of employees: • 1) employees with an end date on their job in Banner • These employees will need a new offer letter if they are to continue working for PSU. • 2) employees with no end date on their job in Banner • HR will need termination or resignation documentation sent to discontinue their pay.

20. Summer Session • For clarity we will refer to: • 6/15 to 9/15 as Summer Term • Summer Session (SS) is a department through the School of Extended Studies • Please remember that all new hires must go to the Human Resources Office to submit their required documents/hire papers even if Summer Session submits a wage agreement to the department.

21. Summer Session – Who creates the offer letters? • The Summer Session Department is responsible for paying (and producing wage agreements) for: • any instructors paid out of SS accounts • GAs if they teach or assist in SS classes or labs • Departments are responsible for paying (and producing wage agreements) for: • any instructors that teach departmental self-support courses • any grant-related work

22. Summer Session rates … • Calculated as: base salary ÷ 40 X credits taught. • Always uses the prior year 9-mo annual salary rate . Use your departmental roster from Budget and check Banner in NBAJOBS for the most current annual salary rate. • Departments may negotiate a base salary for new hires or visiting professors • Summer Session Department’s adjunct/lecturer minimum salary rate, currently $30,420 • Emeritus faculty wages are often calculated on their last salary rate before retiring but department have the option of negotiating a different rate (lower or higher) • Co-instruction – automatically divided evenly between instructors (2 instructors - 50/50) unless the department dictates a different proportional division (70/30)

23. Summer Session rates … • Any instructor on a 12-month contract at 1.0 FTE is not normally paid by the SS Department for their summer teaching. • The home department must submit a Labor Distribution Form to SS to transfer funds from the SS account/index to the departmental account/index to reimburse the department for the instructor’s efforts (often called course load buyout) • Wages are based on a 9-month equivalent base and are calculated as: • 12-month ASR ÷ 1.22 ÷ 9 = ? • rounded answer X 9 = 9 month ASR

24. Summer Session: 9-month Overload/Supplemental Wages • All summer employees are limited to earning 30% of their prior year annual salary rate. • SS defines this as 12 credits maximum • Any summer wages in excess of 30% must have approval from the department chair, dean office, and VP Carol Mack before the offer letter is presented to the employee. • over 33% will not be approved • Summer Session will not produce a wage agreement for the instructor until the overload approval is received.

25. Summer Session: 12-month Overload/Supplemental Wages • Overload approval for 12-month employees does not differ in Summer Term from the regular academic year. • Any work over 1.0 must be fully approved using the Supplemental Wage Agreement and Worksheet. • Approval from the department chair, dean office, and VP Carol Mack must be received before the offer letter is presented to the employee for acceptance. • Summer Session Wages are based on a 9-month equivalent rate and are calculated as: • 12-month ASR ÷ 1.22 ÷ 9 • round answer X 9 = 9 month ASR

26. Summer 2007 Pay Schedule • For several years we have produced a schedule to help you and your summer employees predict when each contract will be paid. • The 2007 schedule is in today’s handouts. • The schedule will assist you in meeting your departmental, employee, and grant needs and expectations. How you choose to write your letters will effect when your employees will receive their paychecks. • Please feel free to post this in your departments and give copies to your summer term employees. • This schedule works for all summer term appointments. • It is located on the HR website next to the summer term wage agreements.

27. Announcements • Next HRascals Meeting June 1, 2007 • Thank you for your genuine efforts to meet our new deadlines • Extra copies are available at the reception table

28. It’s a Wrap • Thanks you for all your hard work!! • Have a great weekend!