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Welcome HRascals Plus!

Welcome HRascals Plus!. October 6, 2006. The “New” Environment. • Six Audits in progress at PSU. • Current OUS Board focusing on auditing. • Size of OUS Internal Audit has Doubled. • All Audit reports go to the State Board and become public records, accessible by the Oregonian.

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Welcome HRascals Plus!

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  1. WelcomeHRascals Plus! October 6, 2006

  2. The “New” Environment • Six Audits in progress at PSU • Current OUS Board focusing on auditing • Size of OUS Internal Audit has Doubled • AllAudit reports go to the State Board and become public records, accessible by the Oregonian.

  3. Areas of Interest for Auditors • Ethics – ORS 244 - “Oregonian” Test - “Appearance” of Impropriety • Procurement Card Transactions • Personal Reimbursements • Hosting • Travel Reimbursements

  4. Areas of Interest for Auditors • Fiscal Irregularities Policy http://www.fadm.pdx.edu/Policy/FinIrrPol.pdf • Conflict of Interest: http://www.gsr.pdx.edu/policies/conflict.html • Outside Employment: http://www.gsr.pdx.edu/policies/outside.html • Contract Authority

  5. FIDUCIARY RESPONSIBILITY • Institution Funds • Appropriate use • Accountability • Ethics APPROVALS • Program • Budgetary • Compliance

  6. Summary • Know the policies and procedures, $ dollar $ limitations. • Collect your documentation, receipts, packing slips, etc. as required for payment or reimbursement • State the official business purpose-benefit to PSU • Complete the appropriate forms • Obtain the appropriate signatures • Meet the required deadline • Reconcile regularly

  7. Compliance & HRascals Plus Training Office of Human Resources

  8. HR for HRascals Plus • IAD slotted to audit HR functions across University departments in FY 0607 • HR role extends from selection through separation • HRascals play a daily role in numerous important HR activities • Many opportunities for proactive management, leadership and compliance • Bold items indicate audit item

  9. Selection • Clearly define job, excellent and accurate position descriptions • Interview well – Ask in-depth job-related questions • Check references – believe what you hear; external/internal • Background checks – in announcement; for security, minors, cash, systems

  10. Letters of Offer – signed/delivered to HR PRIOR to first day; pay doc and legal requirement (notice, OARs, IP, etc.) We have a monthly training on letters of offer and FTE calculations I-9 Forms – required on first day; legal requirement Hiring

  11. On-Boarding • Guide new faculty and staff through a great start-up at PSU • New Faculty Orientation in Fall • New Employee Briefing in HR – ongoing • Ethics, policies, history • Set up support systems; mentors, campus groups • Training – See HR, BAO, & IT offerings on the web

  12. Time & Leave Recording • Time Sheets - signatures by one level up • Rosters - exception leave reporting • HourlyPay - OT, Comp Time • Salaried Pay - professional work week • Know status of all your employees • Hourly/salaried • 9 mo/12 mo • SEIU, AAUP, AFT, UnUnEx

  13. Performance Management • Ongoing feedback is necessary • Classified: 6-mo trial service (3-mo review) • Classified: review on anniversary date • AAUP/Acad Professionals: May each yr • AAUP/Fixed Term: annually during yrs 1-6, every 3 years after year 6 • AFT/Adjunct: reviewed once every 6 terms worked or by request

  14. Separation • Inform HR – Banner will continue to pay until end of the contract date causing overpayments • BOLI - legal obligations for final pay on time • HRC website “Separating Employee” • Resignation letter • Employee Status Change Form • Adjunct Cancellation Form • Email • Exit Checklist for Supervisors/Dept Chairs • Return of keys, procurement cards, equipment, security access cards; • computer account deletion HRC website

  15. Questions & Answers

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