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Topics of Discussion

Topics of Discussion. Parking and Transit Info Employee Assistance Fall Hires and Renewals, Important Dates and Deadlines Benefits / Deadlines, Dependent SSNs and Open Enrollment. Parking and Transit Info: Patrice Bettison-Clark pbclark@asu.edu 480-727-9658. Zipcar, what is it?.

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Topics of Discussion

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  1. Topics of Discussion • Parking and Transit Info • Employee Assistance • Fall Hires and Renewals, Important Dates and Deadlines • Benefits / Deadlines, Dependent SSNs and Open Enrollment

  2. Parking and Transit Info: Patrice Bettison-Clarkpbclark@asu.edu480-727-9658

  3. Zipcar, what is it? Zipcar is car sharing that lives on ASU campuses. • 17 Vehicles – including a Mini Cooper, Honda Hybrid and Toyota Matrix. • Members can reserve vehicles by the hour or day, 24/7. • Gas and insurance are included FREE with every reservation. Plus you never have to worry about maintenance or where to park the car on campus. • ASU departmental account memberships are FREE. • Personal memberships for students, faculty and staff are only $35 and you get $35 back in driving credit.

  4. How Do I Sign My Department Up? • Go to Zipcar.com/asu • Look to the right of the page • Click on the 4th hyperlink (I'd like to open a new account for my department.) • Select Phoenix (My University is Near) • Fill out the Application • Click Submit • A Zipcar representative will contact you within 5 days

  5. Parking and Transit Announcements FALL SEMESTER-ONLY PERMITS • Valid from Aug 16 – Dec 31, 2009. • Intended for students who will be graduating in the fall and other students/employees who are certain they will no longer need a permit as of January 2010. Note: Customers should be aware that purchasing a fall semester-only permit and then purchasing an annual permit at the prorated cost in the spring semester is more expensive than purchasing an annual permit at the start of the academic year.  NEW EVENING PERMITS • Poly Green Lot Evening $135 Valid in any green lot or on-street space marked green after 4pm.    • WestLot 10 – Evening, $135 Valid only in Lot 10, only after 4pm ONE DAY PASSES • intended for employees/students who typically use alternate modes of transportation, but on occasion need to drive to campus

  6. Parking and Transit Announcements • 2009 – 2010 U-Pass Changes Students: Cost $40.00 per semester and are valid July1,2009- May 15, 2010 (Beginning June 2010) Summer Passes $25.00 for both Summer sessions Employees: Valid July 1, 2009- June 30, 2010 (Annual cost: $390.00 local pass and $520.00 for express pass.

  7. University Services Announcements • U- Club Membership Campaign: First new 100 University Club members - • Initial fee waived for university faculty and staff if they sign up for payroll deduction for their dues ($7.50 per paycheck). • Camp Tontozona: • 20% discount to individuals who make a 2-night minimum reservation. For more Information contact: Amy Scott480.965.6851 | Amy.Sherbut@asu.edu | • Suncard – Rebrand

  8. Employee Assistance OfficeJillian McManusDirector, Employee Assistance

  9. Employee Assistance Office • On-campus employee Behavioral Health and Organizational Consultation service for Arizona State University. Behavioral Health services are confidential,voluntary and provided at no cost to eligible participants, regardless of whether the problem arises in one’s personal life or in the workplace.

  10. Services Offered • Information and resources • Consultation and assessment • Individuals; departments & units • Spouse, family & committed partners • Intervention and referral • Brief counseling • Organization development • Crisis management • Seminars, workshops, training

  11. Who Is Eligible For EAO? • All 50% FTE’s and retirees, including their spouses, dependents and committed partners

  12. Confidentiality • All interactions with the EAO are kept strictly confidential in accordance with local, state and federal regulations. No information is disclosed without written permission of the individual with the following exceptions: • Clear threat of injury • Physical abuse • Court action

  13. Contact Information To schedule an appointment at any campus location please call: (480) 965-2271 8:00 AM - 5:00 PM Monday thru Friday www.asu.edu/hr/employee_assistance

  14. Fall Hires and RenewalsImportant Dates and DeadlinesCynthia Webler

  15. Important Dates • 7/12/2009 Summer Online Renewals ends • 8/16/09 – 5/15/10 Academic Schedule (standard schedule) • 8/10/09 – 5/16/10 Pay Period Aligned to Academic Schedule (ASU20) • 8/10/09 – 12/27/09 (ASU10) Fall Semester • 12/28/09 – 5/16/10 (ASU10) Spring Semester • 8/1/09 – PeopleSoft Bundles and Fixes • 8/3/09 – Online Renewal Available • Ability to “backdate” start/effective dates • Available through October 4th • 8/10 and 8/11 System Lock-out • 8/10 – 8/31 Open Enrollment

  16. Fall Hires and Renewals • eHire currently available for Fall/Spring Hires • Hires • Rehires • Transfers • Promotions/demotions • Renewal (only if unable to use online renewal) • Online Renewal • Open 8/3/09 • Use for Academic positions that are currently in Short Work Break (SWB) • MSS • Ad Hoc Salary Change to renew grads who are currently active

  17. Deadlines • E-Hire (Hires/Rehires/Transfers/Promotions) • One Week Prior to Employee Start/Effective Date – • Standard deadline for eHire transactions (including approvals) • Example: 7/20/09 Start • 7/13/09 - eHire, Approvals, I-9 and Payroll Packet due to OHR • 5 Business Days – # of days to process transactions (excluding lock dates • Online Renewal – processes nightly except during Payroll Processing (every other Thurs – Tues)

  18. Deadlines Cont. • MSS Transactions- 3 Day processing from dept approval • Promotions • Ad Hoc Salary Changes Reminder: You can use Ad hoc to renew grads who are currently active • Terminations • Lockout is every other Thurs at 5:00, Fri, Mon and Tues prior to pay date • Next pay date is 7/31/09 • Lock out 7/23 – 7/28 • Position Changes- 3 Day processing from dept approval • No Changes to position prior to Renewal date • FTE • Job code • Reports to (ok to process while in short work break) • Department code (ok to process while in short work break)

  19. Deadlines Cont. • DMX (Data Management Exception) Form- 5 Days • Examples of when to use DMX • Term after payroll lockout • Ad Hocs > 50% • Place on SWB earlier than originally submitted • Switching to new position

  20. eHire

  21. Approval s • No approval needed to return academic positions from short-work-break • Hiring freeze only applies to new hires • Must already have an active ACD position • No approval to hire faculty associates (FA’s) • One semester appointment • Less than .5 FTE (non-benefits-eligible). • All other transactions – Approvals apply • Promotions • Ad Hoc Salary Changes • FTE Increases

  22. eFax or e-Mail • Submit Approvals to eFax or e-Mail • Tempe and Poly Campus • 480.993.0005 or DataManagement@asu.edu • West and Downtown • 480.603.3775 or Datamanagementwest@asu.edu • eFax - • Student Hiring Forms • DMX forms • New Hire paperwork (I-9) • Approvals/Authorization Form

  23. Resources to Assist with Transactions • Please refer to BPGs (Business Process Guides) on the WEB to assist you in completed your forms and on-line processes accurately and completely • Check within department to ensure all documentation submitted (including approvals or authorization form) • Allow 5 business days from date of all documents submitted to OHR prior to contacting DM • Reminder: Lock out dates also affect when Data gets into the system (every other Mon and Tues prior to pay date) • 7/27 and 7/28 • 8/10 and 8/11 • 8/24 and 8/25

  24. Benefits Design & Management IMPORTANT TIME SENSITIVENOTICESSheree BarronAssistant Director

  25. Benefits & Retirement Deadlines We Need Your Assistance HR Advisor – Sample Letters & Checklists www.asu.edu/hr/partners/advisor/sampleletters.html • Revised Offer Letters • Revised Reclassification Letter New Employee www.asu.edu/hr/new_employee.html • The Benefits Deadlines New Hire & Newly Benefits Eligible Report

  26. Upcoming Benefits Events • JULY & AUGUST Dependent/Beneficiary SSN Data Collection • Required to continue health coverage • Federal Mandate under Medicare/Medicaid • AUGUST 10 – 31 Positive Open Enrollment Faculty/staff must re-enroll to continue health, supplemental and dependent life, and short-term disability coverage

  27. ADOA Open Enrollment Highlights • New Medical Networks with 4-Tier Premium • Cigna, Aetna, & Ameriben • Emp / Emp+Adult / Emp+Child / Family • New Aetna HSA Medical Option • High Deductible Plan with Health Savings Account • Higher Medical Co-Pays and Deductibles • Medical & Dental Premium Increases • New Life & STD Vendor (Standard to Hartford) Check Open Enrollment (button) at www. asu.edu/hr/benefits/index.html regularly

  28. BOM Open Enrollment Meetings MARK YOUR CALENDARS July 29 - Tempe (and Polytechnic)  1:30pm-3:30pm, Tempe BAC 116 July 30 - West (and Downtown)       10:00am-12:00pm, West CLCC 299 • Plan Design Changes & New Premiums • Benefits Expo and Informational Meetings • Answers to your Questions, etc.

  29. Q & A Session Are you unsure about something (hearing rumors, have questions or even suggestions)? Ask us (HR)! Thank You!

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