Arts & Architecture

Joint Finance Office/Human Resources Meeting Minutes

November 8, 2012

10:00am – 11:30am

In attendance: Janet Bergamaschi, Chris Butts, Mary Cavanaugh, Dyann Confer, Mary Corman, Barbara Cutler, Dawn Datt, Cory Donaghy, Annie Doncsecz, Jen Feehan, Dan Heckman, Dee Heichel, Diane Kerstetter, Judy King, Scott Lindsay, Shelly Marquardt, Karen McNeal, Wanda Scaife, Lynda Schreffler, Tracey Spicer, Michelle Stine, Kathy Walker, Betsy Warner, Linda Wheeland

Speaker: Scott Lindsay – Discuss Identity Finder

Human Resources:

·  Open Enrollment – Is November 1-16, 2012, log onto ESSIC to update your benefits.

·  Dependent Verification – All faculty, staff and retires who have dependents will receive the Dependent Verification Program (DVP) Announcement Letter in the mail notifying them that the University will be verifying dependent eligibility utilizing a 3rd party vendor beginning January 2013. Required documents will need to be submitted January 1-March 31, 2013. If the documents requested are not received by April 1, 2013, dependents will be taken off of their health insurance and beginning summer semester, the tuition discount program will no longer apply.

·  Policy HR45 Post-Retirement Appointments (see Retirees Performing Services for the University handout located on our website with the November 8, 2012 Meeting Minutes)

·  ESSICS (Attendance Records) – When marking November 23, 2012 on your time card, please mark your time off: 8 hours of Official Campus Closure Compensatory Time. When you submit your monthly time record, please make sure you add 8 hours on the Campus Closure Compensatory Hours Earned. When marking your time for a weather related closure, mark your time as: Office Campus Closure due to a Weather Day.

·  SRDP – OHR is having a 3rd party look at the SRDP process. Beginning January 2015, the new Performance Management Process will go into effect.

Finance Office:

·  Domestic Fieldtrips – It is recommended that you identify 3-5 alternative students to attend fieldtrips. In the event of a student being unable to attend the trip on the day of the trip, you have already received the appropriate documentation form the alternate students, and would have supplied that information to the Finance Office with the fieldtrip paperwork that is required prior to the trip.

·  Signatures on Agreements/Contracts – Please make sure faculty and staff are aware of Policy FN11 Contracts and Leases when they are making purchases using the p-card, or arrangements for group travel. All contractual documents, must be signed by one of the following University officials as authorized by the Board of Trustees to contractually bind the University: President, Vice President, Secretary, Treasurer, Assistant Treasurer (Board Officers), and Senior Vice President for Finance and Business, and the Corporate Controller (University Officers).

·  E-buy Plus – will automatically generate a PO in the following two conditions:

o  Preapproved limit on account is exceeded

o  User not authorized to charge to a specific account

o  General Stores and the Computer Store transactions that meet either of the two criteria cannot be processed through e-Buy. The transactions will be automatically rejected by Purchasing. To process transactions through e-Buy, you will need to split the transaction into multiple carts on a preapproved budget, so that a purchase order is not generated.

Next scheduled meeting: Monday, December 17, 2012 at 2:00pm - 3:30pm in 121 Borland Bldg. Conference Room