HR User Group Meeting AgendaSouth Meeting Room, Newcomb Hall
Thursday, May 5, 2011 at 10:00 am
I. Welcome – Darrell Kozuch
A.Recognition of New Users
B.UHR Staffing Changes: Leslie Hubbard was hired April 1 as the UVA Temporary Services Recruitment Coordinator. Leslie was previously employed by Temp Services in a wage capacity.Catherine Brand has accepted the position of Director of the Executive Management Search Group (EMSG) and UVA Temp Services as of April 25. Catherine has held the position on an interim basis for one year.Anne Mercer joined UHR April 25 as a Consultant for HR Consulting Services (HRCS). Since 1993 she has held a variety of human resources generalist positions that included recruitment, employee relations, and compensation. Most recently she was involved in creating a systematic employee relations case tracking system and decision making tool.JoEllen Wilkins is joining the UHR Employee Learning & Development team May 25th as Learning and Development Specialist. Her focus will be on supervisory and managerial education.Janet Turner-Giles has been selected as the Manager of UVa Temporary Services. Janet is currently the Executive Assistant to the VP for Human Resources. She will start her new role May 25.Rachel Spraker, formerly of UHR Information Technology, has joined the staff of the Office of Equal Opportunity Programs as of April 25.Please join us in congratulating these employees!
C.UHR Postings: UHR is currently seeking applicants for the following posting in Jobs@UVa. Interested parties should submit an application via Jobs at UVa.Computer Systems EngineerRecruiter, Executive and Management Search Group
II. Payroll – Darrell Kozuch
- Payroll Processing Schedule and Key Dates: The 2011 schedule can be found at
- Sunday, May 8: HRMS Specialist and Salary Approver updates for 04/25– 05/08 Bi-weekly (wage and salaried) must be completed in HRMS by 5 pm.
- Monday, May 9: Time worked (wage and salaried) and leave used (salaried only) for Bi-weekly 04/25 – 05/08 and LD Specialists updates entered in HRMS by 5 pm.
- Sunday, May 22: HRMS Specialist and Salary Approver updates for 05/09 – 05/22Bi-weekly (wage and salaried) must be completed in HRMS by 5 pm.
- Sunday, May 22: HRMS Specialist and Salary Approver updates for 04/25 – 05/24 Monthlymust be completed in HRMS by 5 pm.
Please note that actions processed during this period for Monthly employees will be the last actions included in this fiscal year’s processing. - Tuesday, May 24: LD Specialist updates for Monthly 04/25 – 05/24 must be completed in HRMS by 5 pm.
- Sunday, June 5: HRMS Specialist and Salary Approver updates for 05/23 – 06/05 Bi-weekly (wage and salaried) must be completed in HRMS by 5 pm.
- Monday, June 6: Time worked (wage and salaried) and leave used (salaried only) for Bi-weekly 05/23 – 06/05 and LD Specialists updates entered in HRMS by 5 pm.
B.Labor Distribution Adjustments: The last day for LD Adjustments will be Monday, June 27, 2011, at 5 pm. All LD responsibilities will be disabled at that time.
C.R12 Upgrade: Congratulations to ISDS for their successful implementation of the upgrade of Oracle to version R12!
D.FICAProcessing for Summer: Students are FICA exempt for the spring semester through the May 22nd biweekly payroll (#11) end. Once processing for BW Payroll #11 has been completed on May 24th, Payroll will run the process that verifies student course enrollment to determine eligibility for the student FICA exemption after May 22nd for the summer session that begins May 16th.
E.UVa’s Federal Work-Study Program: The last day to work for the 2010-2011 academic year is May 13, 2011. However, supervisors may choose to select an earlier end date. Work-Study is not available during the summer. The first day to work for the 2011-2012 academic year is August 23, 2011.
F.Governor-Awarded Comp Leave: 2 hours of comp special leave granted by the Governor on April 22 was added to employee leave balances. This leave was pro-rated for part-time salaried qualifying employees. The only corrected timesheets needed are for those employees who left early and did not charge any leave for the early departure on their timecard. The Leave Center is not processing corrected timesheets that involve the swapping of one leave type to another. More information can be found on the UHR web site at
G.5%Salary Increase for VRS Participants Hired Prior to July 1, 2010: The General Assembly and Governor have approved a budget that includes a 5% pre-tax contribution to VRS retirement funds, offset by a 5% salary increase to base pay, for those enrolled in VRS before July 1, 2010. UVa will implement both the raise and the contribution for those paid biweekly effective June 20, 2011 with the raise and the contribution appearing in the biweekly pay check dated July, 8, 2011. The raise and contribution will take effect on June 25, 2011 for those paid monthly, and appear in the monthly check dated August 1, 2011. More information can be found on the UHR web site at
H.UVA Minimum Hiring Wage: President Sullivan announced that the UVA minimum hiring rate will increase from $10.14 to $10.65 effective July 4, 2011, a 5% increase. More information can be found on the President’s Office web site at
I.Supplemental Benefit Credit: UHR is revising the current subsidy for fulltime benefit eligible employees earning less than $40,000 to include employees earning less than $42,000 (to reflect the 5% increase) and will increase the current benefit of $300 per year to $450 per year. This change will take effect with the bi-weekly pay period beginning June 20, 2011. Information on the Supplemental Benefit Credit can be found at
J.Payroll Deduction for Tickets: UHR announced on April 13 that a new payroll deduction program for Virginia football season tickets is being offered in collaboration with the Athletics Department. More information can be found on the UHR web site at
K.Charge for Criminal Background Checks: Beginning July 1, 2011, UHR will be reinstating the fee associated with background checks on all staff and wage employees who are recommended for hire. The fee will be $52.
In addition to these background checks, UHR will also begin running electronic background checks for all UVa employees (except students) against four federal government databases. The need to conduct these checks on both new and existing employees is a requirement of certain federally-funded research projects. There will be no cost to departments for conducting these electronic background checks, and UHR will contact departments for further action should such checks result in positive hits. These databases include:
U.S. Department of Health and Human Services, Office of Inspector General’s (OIG) List of Excluded Individuals/Entities (LEIE)
General Services Administration’s (GSA) Excluded Parties List System (EPLS)
U.S. Department of the Treasury, Office of Foreign Asset Control’s (OFAC) Specially Designated Nationals List (SDN)
U.S. Food and Drug Administration’s Disqualified / Totally Restricted List for Clinical Investigators
L.Paycards: As of June 10, 2011, Paycards will be implemented for those employees still receiving paper payroll checks. We will attach the Paycard announcement to every paycheck on both May 13 and May 27. Included in the letter will be the website link for Paycard FAQs. If employees do not enroll in direct deposit by June 1, they will be enrolled with a Paycard to be effective for the June 10 payday. It is mandatory for all employees to have direct deposit, so employees can either enroll with their personal bank account (using Employee Self-Service), or they will start to receive the Paycard. FAQs and additional information will be posted under the Payroll section of the UHR website by May 9.
M.Memorial Day Holiday: Monday, May 30, is the Memorial Day Holiday. Your supervisor or department administrators can answer questions about required coverage during the holiday. The 2011 Holiday Memorandum can be found on the UHR web site at
N.Review “Use/Lose” Leave: We are now nearing the mid-point of the Leave Year. Timekeepers are encouraged to remind their employees to view their “use/lose” leave information that can be found on the SSTL timecard in the Leave Information section by clicking in the drop down area. Timekeepers may also run the Discoverer Plus report PAY_Leave Balance for the tab named “Leave Management” for employees/managers. This report displays the same information as the Leave Information section on the SSTL timecard. The “Leave Management” report is no longer a required report for distribution to employees but Timekeepers should accommodate requests for the report. However, the report should still be run quarterly and distributed to managers.
O.Expired Appointments: Since our last meeting, some progress has been made in the maintenance of expired appointments. HRMS Specialists are encouraged to run the Discoverer report HR_Appointment Expiration for their Organization(s) and use it to obtain the necessary information to update the appointment date information for their employees’ assignments. As of April 26, the statistics for expired appointments for Primary assignments were:
3Salaried Classified Staff (was 3)
70Salaried Faculty (was 72)
154Non-Paid Faculty (was 168)
27Salaried HSF Faculty (was 31)
22Non-Paid HSF Faculty (was 25)
3Salaried Visiting Faculty (was 2)
566Non-Paid Visiting Faculty (was 598)
7Salaried Research Assistants (was 6)
24Salaried Research Associates (was 26)
1Salaried University Executive Staff (was 1)
8Salaried University Managerial & Professional Staff (was 9)
2Salaried University Operational & Administrative Staff (was 2)
887Total (was 943)
Expired appointments for Secondary assignments were:
224Non-Paid Faculty (was 224)
14Non-Paid HSF Faculty (was 13)
38Non-Paid Visiting Faculty (was 40)
276Total (was 277)
P.Reminder - Parking Permit Rates Changing June 1, 2011: New parking permit rates effective June 1, 2011 have been announced by the Department of Parking and Transportation and can be found on their web site at Most permits are increasing by $1 per month.
Q.Reminder - 2011-12 Fringe Benefit Rates Proposal: The proposal for the 2011-12 Fringe Benefit Rates will be submitted by the first week in May to the Department of Health and Human Services (DHHS) for approval. The table of proposed rates will be provided at the June HR User Group meeting.
R.Reminder - Fiscal Year End: Note that the last payrolls included in the 2011 fiscal year end are:
Monthly04/25-05/24/2011
Bi-weekly06/06-06/19/2011
S.Reminder - 2011 Service Award and Outstanding Contribution Award Programs:
If you are interested in volunteering to help out during a ceremony, please contact our event planner, Cody Grannis, soon at 434-924-1484 or via email at .
Service Awards Day Ceremony
Date: Wednesday, May 18, 2011
Time: 1:30 p.m. – 3:30 p.m.
Location: John Paul Jones Arena
Celebrating: Employees with 10, 15 and 20 years of service
Light refreshments in Sandridge Hall will follow the ceremony
Service Awards Evening Ceremony
Date: Tuesday, June 7, 2011
Time: 5:30 p.m. – 8:30 p.m.
Location: Boar’s Head Inn Pavilion
Celebrating: Employees with 25 through 50+ years of service
Dinner will be served at 6 p.m.
T.Reminder - Terminating Students: HRMS Specialists are encouraged to terminate students who are leaving the University rather than letting their assignments systematically go on the Inactive Payroll since they would remain on the Inactive Payroll for a year. Also, remember to encourage the student to use Employee Self-Service to update their address in the Integrated System. The HRMS Specialist may also obtain a forwarding address and enter it into the Integrated System for them. Remember, foreign addresses must be entered as a secondary address with University Payroll as the primary address.
U.Reminder - Non-12 Month Employee Maintenance: Now is the time for users to begin processing actions for their non-12 month (9, 10, or 11-month) employees. The procedure for special handling of these employees who are terminating May 24, June 24, or July 24 respectively is found at If you have additional questions after reviewing the procedure, contact the UHR Service Center at 982-0123.
V.Reminder - 1500Hour Year Ends June 19, 2011: Departments are reminded that the 1500 hour limit year ends June 19, 2011 for hourly wage employees who are subject to this policy. HRMS Specialists can run the Discoverer Plus report named HR_Wage Limit Hour Balances with fiscal year of 2011 to see this year’s data for their employees. You will need to enter 2012 as the fiscal year in the report parameter after the bi-weekly period ending July 3, 2011, paid on July 8, which is the first bi-weekly pay period of the 2012 fiscal year.
W.Deduction Information: This meeting we are reviewing the deductions for the Tax-Deferred Savings Program (TDSP) and the Flexible Spending Account Program(FSA) at UVa.
PreTax: Income tax rules allow certain payroll deductions to be subtracted from wages or salary before the amount of income tax is calculated. Payroll deductions elected that meet the requirements are called pre-tax deductions. Pre-tax deductions will reduce the amount of wages that are taxable and the amount of income taxes to be paid.
Employer Liabilities: Contributions made by UVa on behalf of the employee.
TDSP / TDSP Fidelity F / Tax Deferred Savings Plan Fidelity 403(b) Flat AmountDeduction for Salaried Employees / Pre-Tax
Cash Match
* / TDSP Fidlty F ER / Tax Deferred Savings Plan Fidelity 403(b) Cash Match for Salaried Employees / Employer Liabilities
TDSP / TDSP Fidelity P / Tax Deferred Savings Plan Fidelity 403(b) Percentage Deduction for Wage Employees / Pre-Tax
TDSP / TDSP Fidlty P Sal / Tax Deferred Savings Plan Fidelity 403(b) Percentage Deduction for Salaried Employees / Pre-Tax
Cash Match
* / TDSP Fidlty P Sal ER / Tax Deferred Savings Plan Fidelity 403(b) Cash Match for Salaried Employees / Employer Liabilities
TDSP
/ TDSP Sec Benefit F / Tax Deferred Savings Plan Security Benefits 403(b) Flat Amount Deduction (Grandfathered Plan; no new enrollees) / Pre-Tax
TDSP
/ TDSP TIAA RaF / Tax Deferred Savings Plan TIAA CREF403(b) Flat Amount Deduction (Grandfathered Retirement Account; no new enrollees) / Pre-Tax
Cash Match
* / TDSP TIAA RaF ER / Tax Deferred Savings Plan TIAA 403(b) Cash Match for Salaried Employees / Employer Liabilities
TDSP / TDSP TIAA SrF / Tax Deferred Savings Plan TIAA CREF Salary Reduction Agreement 403(b) Flat Amount Deduction for Salaried Employees / Pre-Tax
Cash Match
* / TDSP TIAA SrF ER / Tax Deferred Savings Plan TIAA 403(b) Cash Match for Salaried Employees / Employer Liabilities
TDSP / TDSP TIAA SrP / Tax Deferred Savings Plan TIAA CREF Salary Reduction Agreement 403(b) Percentage Deduction for Wage Employees / Pre-Tax
TDSP / TDSP TIAA SrP Sal / Tax Deferred Savings Plan TIAA 403(b) Percentage Deduction for Salaried Employees / Pre-Tax
Cash Match
* / TDSP TIAA SrP Sal ER / Tax Deferred Savings Plan TIAA 403(b) Cash Match for Salaried Employees / Employer Liabilities
TDSP / TDSP Vanguard F / Tax Deferred Savings Plan Vanguard 403(b) Flat Amount Deduction for Salaried Employees / Pre-Tax
Cash Match
* / TDSP Vngrd Fa ER / Tax Deferred Savings Plan Vanguard 403(b) Cash Match for Salaried Employees / Employer Liabilities
TDSP / TDSP Vangrd P / Tax Deferred Savings Plan Vanguard 403(b) Percentage Deduction for Wage Employees / Pre-Tax
TDSP / TDSP Vangrd P Sal / Tax Deferred Savings Plan Vanguard 403(b) Percentage Deduction for Salaried Employees / Pre-Tax
Cash Match
* / TDSP Vangrd P Sal ER / Tax Deferred Savings Plan Vanguard 403(b) Cash Match for Salaried Employees / Employer Liabilities
TDSP / DefCmp 457 Flt / Commonwealth Deferred Compensation Plan 457(b) Flat Amount Deduction for Salaried Employees / Pre-Tax
Cash Match
* / DefCmp 457 Flt ER / Commonwealth Deferred Compensation Plan 457(b)Cash Match for Salaried Employees / Employer Liabilities
TDSP / DefCmp 457 Pct / Commonwealth Deferred Compensation Plan 457(b) Percentage Deduction for Wage Employees / Pre-Tax
Flex Spending Account / FSA Fee PreTax / FSA Administrative Fee Pre-Tax / Pre-Tax
Flex Spending Account / FSA Dependent / Flexible Spending Account for Dependent Care / Pre-Tax
Flex Spending Account / FSA Health Care / Flexible Spending Account for Health Care / Pre-Tax
*Note: There is also a YTD row on the Payslip for the Employer Contribution
III.State-Mandated Implementation of Federal E-Verify System – Michael Schwartz, Director of the UHR Office of Compliance & Immigration Services (HR-CIS)
A.Implementation Date: On March 21, 2011, Governor McDonnell ordered that all executive branch state agencies (including the University) implement the federal E-Verify system by June 1, 2011, a full 18 months ahead of the deadline of Dec. 1, 2012, mandated by the General Assembly during the 2010 session.
B.What is E-Verify? E-Verify, operated by the Department of Homeland Security in partnership with the Social Security Administration, is an online system that verifies employment eligibility based upon immigration status for all new hires by comparing information from an employee's Form I-9 (Employment Eligibility Verification), to data from U.S Department of Homeland Security and Social Security Administration records. It supplements (rather than replaces) the I-9. E-Verify queries are submitted only after a newly hired employee’s I-9 is completed using the University’s I-9 Online system. However, E-Verify queries can be submitted through I-9 Online when completing and submitting the electronic I-9 form.