JHU Temporary and Casual Employee Group Changes March 2014

1. JHU Temporary and Casual Employee Group Changes March 2014

2. Today’s Presenter • Cynthia J Addison • HRSS Manager, University Processing and Benefits

3. Agenda • Define key terms • Review current practices • Discuss key drivers for change • Provide detailed information about planned changes and how they will be implemented

4. Current Definitions This does not impact the hiring of temporary agency personnel through Randstad. Temporary: A position planned to be of six months or less to be worked on a regularly scheduled basis Casual: A position not requiring work on a regularly scheduled basis and not exceeding 1,000 hours per year

5. Current Practice • A casual or temporary employee may fill more than one casual or temporary position in the same or different departments concurrently. • Concurrent assignments could add up to full-time employment.

6. Current Practice • Temporary or casual employees may be paid: • A pre-negotiated flat amount • Through bonus/supplement without submitting hours worked • By submitting time via the CATS (SAP) timesheet

7. Key Driver for Changes • JHU is required to track hours and pay employees hourly. • FLSA – Unless specifically exempted, employees must be paid for all hours worked and receive overtime pay for hours worked in excess of their standard weekly hours. • ERISA – Employees who work a minimum of 988 hours within one year from their anniversary of hire must be credited with this time for retirement benefits. • Affordable Care Act (ACA) – The university is required to offer specified health care to employees who work at least 30 hours per week.

8. Planned Changes By April 15, 2014 • Eliminate temporary employment category for all employees • Terminate employees who are no longer active. • Convert all existing temporary employees/positions to casual. • Vacant temporary positions will be delimited. • Implement a new definition (excluding faculty) for casual employment. Two types: As-needed throughout the year No more than 28 hours per week & not to exceed 987 hours in a 12 month period. Seasonal May exceed 28 hours per week but no more than 120 days or 987 hours in a 12 month period and has an end date.

9. Planned Changes(For Non-Faculty Only) By April 15, 2014 • Eliminate the option to compensate casual employees via lump sum payments or bonus/supplement. • Pay for all casual employees must be based on an established hourly rate and hours worked submitted.

10. ImplementationSAP Changes By April 15, 2014 • Eliminate the ability to select “temporary” as an employee group for all ISRs. • Temporary employees will be moved into the casual employee group or terminated. • New hires will be casual. • Eliminate the ability to pay all non-faculty casual employees via bonus supplements. • Casuals will be paid hourly. They must submit hours worked to be paid. • Option to pay casuals on a salary basis will be eliminated. • Hours worked for casual employees must be entered in CATS (SAP) timesheet.

11. ImplementationSAP Changes By April 15, 2014 • Set up position create/maintain ISRs as hourly. • Eliminate the ability to pay all non-faculty casual employees on a salaried basis. • Create a BW report that displays hours worked during a particular period across all JHU assignments. The report will: • Have open security so departments can run the report • Contain no confidential data (e.g., pay rate, birth date, SS#) • Allow a user to select employee groups and personnel subareas • List other active assignments that an employee might have

12. ImplementationConverting Positions & Employees By April 15, 2014 SAP – HR/Payroll Shared Services will work with departments to implement changes. • Assist departments with running BW report to generate list of temporary and casual employees. • Assist with SAP changes. (Will bypass ISR for departments with more than 25 changes. Less than 25 changes will be handled via ISR – see job aid on our website under Position Changes section. • Will create job aid on how to run and monitor casual employee hours worked going forward.

13. ImplementationJHUjobs By April 15, 2014 Employment Practices Committee (EPC) will work with HRIS to implement the following: • Convert all temporary employee staff requisitions to casual and communicate changes to the affected departments. • Display a summary of changes when an applicant views a casual staff requisition. • For internal applicants of casual requisitions, provide a visual cue for recruiters of the applicant’s current JHU positions. • Automatically forward a job aid on how to monitor casual employee hours and other resources to the hiring department when a casual employee is hired.

14. ImplementationProcedures to Ensure Compliance Department/Recruiter • Runs BW report during the recruitment process to check if a potential casual hire works in another JHU position(s) • Periodically runs BW report to monitor a casual employee YTD total hours worked • Takes action to terminate or convert casual employee to full, part time, or limited time as appropriate Divisional HR/School’s HR Office • Informs the affected departments and casual employees on YTD total hours worked, provides instruction on terminating or converting the casual employee to full, part time, or limited time along with requiring a response from the department • Routinely checks to see that departments follow through with terminating or converting casual employees as appropriate Central Compliance Office • Runs monthly BW report to monitor YTD total hours worked for all casual employees at the university • Provides the Divisional HR Office with a list of casual employees approaching “eligibility rule” for health care and retirement benefits

15. Thank You! Questions can be forwarded to nturner7@jhmi.edu so that we can develop a FAQ. Once the FAQ is developed it will be posted on the HR/Payroll Shared Services website.