HR Liaison Meeting October 7, 2011
Minutes 10:00 am
HOLT 170
2011 Benefits Open Enrollment – Rebecca Cagle
Open Enrollment begins Oct. 10th and runs through Nov. 4th. The Benefits documents including the compare chart and new rates should be posted to our website by Monday.
Signature Reauthorization – Rebecca Cagle
The forms for the new Signature Reauthorization project have been sent out. HR has to do an annual reauthorization for the State Controller’s Office for attendance clerks, warrant pick up persons, student time approvers, and certifiers of attendance. The deadline to return these forms to HR is Oct. 17th. Questions should be forwarded to Susan Long in HRIS. The new form is by SCO unit instead of by person so it’s easier to track as units are established or inactivated. It may be different next year.
There was a question regarding extra alternates that need to be on the form and Rebecca said that we have a process that if both your primary and alternate persons are out, you can have a temporary person step in. If that situation comes up, you can discuss it with Rebecca.
CMS Security Reauthorization – Yvonne Bealer
For the first time, we are using an electronic work flow process for the annual CMS security reauthorization process. It is based on the “Reports To” field that indicates who you report to. Your supervisor will receive an email with a link to Insight that will show all the HR or Student Administration roles for their employees. After they approve your CMS roles, you will receive an email to verify that you still need those roles. An MPP will do the final approval for reauthorization. This process will be done via email the week of October 17th beginning with the supervisor level. Financials access will not be included in this reauthorization process.
Absence Management Self Service Update – Yvonne Bealer
This project is the new process to submit absences electronically through your Self Service account. It will go-live in July 2012. Instead of using the current paper process, you will enter your absences through your Portal account and it will then be approved by your supervisor. Anyone who has the ability to run the Absence Activity report for your department will be able to see more current and easier-to-view information through the Timekeeper role. We will be working to get access to users throughout this next year.
In addition, the system requires that your accurate schedule will need to be put into PeopleSoft for the process to work correctly. We will be requesting schedule information from the departments. There is additional information about Absence Management Self Service on the HRIS website. A pilot group in Information Resources has been helping us work through issues and problems with the process so there will be a smooth transition when we go-live next July.
PeopleAdmin Project – Yvonne Bealer
There is also information about the PeopleAdmin project on the HR website. HRIS and Employment are working together to implement this project which will offer a web-based on-line application process. It will also allow for committees to have access to review information in a less paper-intensive format. We hope to implement a pilot group in January 2012.
Payroll Reminders – Alison Christensen
· Absence Reports – Payroll has been getting a lot of absence reports that are blank. If people do not use time during the month, they need to write “No Time Taken” on it.
· Bridge Students – They should all be separated in CMS by next Wednesday so they can start requesting a refund of the retirement that was deducted from their paychecks over the summer. There is information is available at the HRSC window in Kendall Hall Room 220.
· Attendance Certification Report – These reports are due on Payday. You can run them as close to the end of the month as possible so it captures any changes that have occurred in your area during the month. This will help with Payroll’s reconciliation process. Be sure the units listed in the top section of the report match the reports that you are submitting.
· Attendance Certification Report for Hourly Employees – Please do not include the hourly reports with the main payroll to make it easier for Payroll to locate and process them faster. It would also help if the timesheets for the ISA’s, NRA’s, and hourly employees are in the same order as they are listed on the report.
· There was a question asked about the signature date on the Absence Reports. Alison said they should be dated on or after the last day time was taken. The time taken should also match the pay period dates on the Campus Calendar, not the regular calendar dates.
Student Employment Information – Steve Irving
Steve reviewed the Student Timesheet and showed some examples of some of the frequent issues he sees with time being reported and how to avoid being on his email list J. The certification section at the bottom of the page is something the auditors check. It states that you are certifying that the information submitted is true and correct.
· Steve audits for 20 hours worked per week (Sunday through Saturday); including those weeks that cover two different pay periods. These 20 hours also covers all their student jobs, not just one department.
· A student employee is required to take a 30 minute break period (unpaid) if they work over 6 hours in a day or shift. If they do, they need to take that break period after 5 consecutive hours of work. If they work 6 hours in a day or shift (even if it covers two separate days) without a break period, they are done working for the day or they will violate our rest period policy. They can no longer work any more hours that day. This requirement applies to all students, including ISA, TA, and GA students.
· Don’t combine military time and regular time on the same day, it’s confusing. Use military time if working in two departments or if the hours cover evening or early morning hours.
· If a shift covers 2 days, be sure to report the time on the correct day, i.e., 10:00 pm to 2:00 am. Anything after midnight should be reported on the next day.
· If the student worked during the Bridge period, they need to be appointed as a Bridge student even if only for a day or two. It creates a lot of problems if they aren’t appointed in the correct positions when other issues come up, such as over 20 hours in a week or overlapping hours in another department.
· Auditors also zoned in on students who worked over 20 hours a week without prior approval. We have a policy for students who want to work over 20 hours a week. They cannot work over 30 hours a week. Send these requests to the Student Employment office, then Steve will review if working over 20 hours a week will impact their academic status and if it appears that it won’t, he will say yes. They keep a log of every student who was approved to work more than 20 hours a week. Auditors want to make sure each campus is following the policies they have set up. The 20 hours a week rule also applies to Finals week. The 20 hour approval lasts for the whole semester. There was a concern that sometimes the Attendance Clerk is not the student’s supervisor and isn’t aware of the hours they’re working ahead of time. Steve said it’s OK if it’s a onetime occurrence but the supervisor should be made aware of the rules. Rebecca said CSU ID Search in PeopleSoft can be used to see all student jobs on campus so you can see if your student is working in another area. She also reminded everyone to run the Job Roster report regularly to see if anyone needs to be inactivated if they’re no longer working. Steve said students are responsible for keeping track of all hours they work during the week. Student Employment does not monitor if the student is working at AS or Foundation.
· R11 Students - ISA’s and GA’s also cannot exceed over 20 hours a week but TA’s can in some circumstances. Steve does not monitor the payroll for these students. The timesheets go right to Payroll. He does get the exceptions to the over 20 hours a week rule.
· There was a question about students working on holidays. Steve said that some students are required to work on holidays, such as the Farm or when the campus is closed. Just let him know that they will be working on the holiday, etc. so questions won’t come up later.
· Alison said she runs the report to monitor over 40 hours a week (from Sunday through Saturday). Students are not eligible for overtime. We still have to pay them but Rebecca has to get approval from the Chancellor’s Office in order to do that.
Steve will email the sample timesheets to this group and also have Susan include them with the minutes (see below).
Next Meeting Date is December 2nd. Let Rebecca or Susan know if you have anything you would like discussed.
Explanation of Timesheet Violations
Week #1
Illustrates Excess Hours in a week when one pay period ends and another begins. The 20 hour per week policy takes into account the entire week, (Sunday – Saturday) pay period not withstanding.
Week #2
Illustrates various rest period/break violations. (Explain the rest period policy)
Week #3
Illustrates proper use of 24-hour time (military time) when recording split shifts.
Week #4
Illustrates work shift that covers two days. Place the hours on the correct days. Hours worked after midnight is to be reported on the following day accordingly.