HR Liaison Meeting Minutes

January 11, 2017

HOLT 170

9:00AM-10:00AM

UAW Contract Updates ~ Karen VonBargen

  • Margie Mitchell is the new ASC in the Faculty Affairs Office. You can contact her with questions.
  • All Teaching Associates, Grad Assistants and Instructional Student Assistants are covered by the R11 Collective Bargaining Agreement.Their pay increases will all be retroactive to July 1, 2016 and will be updated in the State Controller’s System on January 17th.Several new requirements have also been negotiated recently. Additional information is available on the Faculty Affairs’ webpage.
  • ISA’s will be receiving a $0.25 increase to their hourly salary rate. The minimum rate will be increased to $12.50 per hour. All new ISA contracts should reflect at least this minimum pay rate. If not, Margie will change it.
  • ISA Academic Appointment Forms must contain a range of hours, not to exceed 20 hours/week during weeks that classes are in session. A new form called Description of Duties must be attached to all ISA contracts and needs to be signed by both the employee and the supervisor.
  • If you have an ISA that will be doing multiple tasks you need a Description of Duties filled out and attached to the appointment form. After it is reviewed in Faculty Affairs, it will be sent back to you to keep in a file for your office, Payroll doesn’t need them.
  • Exception ~ if they are only doing one thing such as math tutor, you can just write in ‘math tutor’ but still need to indicate the range of hours.
  • TA’s and GA’s will receive a 3% General Salary Increase. Their salary schedule has also been increased by 3% for the minimum and maximum. All new TA’s and GA’s will need to be hired at or above the new salary range minimums. There is some information specific to TA’s below.
  • Effective immediately, TA’s are now salaried non-exempt employees who may be appointed up to the equivalent of full-time (40 hours per week) over the period of the appointment if they are only TA’s. They were previously limited to 20 hours per week.
  • If they are also working as a GA or ISA or regular student employee, the 20 hours rule still applies, across all student positions.
  • The AAF must now include the appointment timebase percentage as well as the number of hours that will be spent in conjunction with the assignment per week.Supervisors are responsible for tracking the number of hours the TA works.An internal timesheet may be used to monitor their hours but do not submit it. Hours should be rounded up when using the WTE conversion table. The AAF can be corrected if needed.
  • If a TA works over 40 hours per week they must be paid overtime at a rate of 1-1/2 times their regular rate of pay. Overtime must be authorized in advance and submitted to Payroll on the Overtime and Holiday Work Time form.
  • It is strongly recommended that TA’s, GA’s and ISA’s only be appointed for semester only appointments because if their work changes after one semester they still have to be paid according to their contract. Those graduating are eligible to work one more term, i.e., summer or intersession.
  • A new classification has been created for Substitute TA’s effective January 1, 2017.
  • TA’s, GA’s and ISA’s are student employees and are exempt from FICA and cannot be hired in any other classifications (can’t be staff or faculty).
  • Your AAS should be your first point of contact for questions. If needed, they can contact Faculty Affairs and share the answer with the whole college.

New Staff in HRSC ~ Alison Christensen

  • There have been some new positions filled recently in HRSC. Lori Adrian is replacing Teresa Palacios in Benefits and either Lori or Lynn Taylor can answer your benefits questions. Mary Wrightson retired at the end of December and one of our recent student graduates, Jessica Plascencia, is taking her place at the HRSC counter.

Updated Student Wage Rates ~ Alison Christensen

  • The 3% salary increase for TA’s and GA’s is an increase to their base salary. The State Controller’s Office will be doing the mass update on January 17thand the changes will be reflected in PeopleSoft by the end of January. All payments will be retroactive to July 1, 2016.
  • ISA’s will receive a 25 cents per hour increase also retroactive to July 1st. ISA’s that are at the current minimum of $12.00 per hour will be getting a 50 cents per hour increase to bring them up to the new minimum of $12.50 per hour.
  • The retroactive payments should start issuing in January after the update. Payroll will be working with Suzy in Cashiering to coordinate the release of those payments.
  • Effective January 1, 2017, the California minimum wage rate is $10.50 per hour. HRIS will run a mass update for student employees on Friday, January 13th to update the rates in PeopleSoft. The Student Data file will be updated on Tuesday, January 17th. Classes I through III and the minimum of Class IV will be updated automatically but if you want any of your students currently making over the new Class IV minimum of $11.50 to get an increase you will need to submit a SEA form for a pay rate change. It needs to be sent to Student Employment first for their signature. Student employees will receive pay at the new rates for their January hours.
  • We’ve been holding some SEA forms for new hires and concurrent hires that are effective January 2017 until after the mass change so their pay rates will be reflected correctly in PeopleSoft.

T&L Changes ~ Alison Christensen

  • REMINDER: In order to streamline our processes and eliminate confusion we will transition all hourly student employees to the Time & Labor process, including your NRA students, ISAs, and during the summer your Bridge students.
  • For student heavy departments this will create an additional workload. Please remember that student employees can be certified as a Timekeeper and help enter time for your students (a staff member is required to approve the hours.)Any new Timekeeper has to take the Time & Labor training to get access. The next training is scheduled for January 25th.
  • This change is effective January 1st so the January hours will be entered through this process. Documentation will be updated next week. You may already see the new job codes in your Timesheet when you plug in your Group ID. The Bridge Student job codes will be included this summer. Dana said that they will also be in your Timesheet Tool but the job code won’t show up so you will need to write it in.
  • Allhourly student timesheets will now go to Student Employment for auditing and they will retain them in their office.

Payroll Reminders ~ Alison Christensen

  • Wireless Device Allowances
  • Payments for employees who receive the Wireless Device Allowance are processed annually in January, typically at the end of January. Those checks will be released with their Main Payroll checks on payday this month.
  • If you have anyone in your area that should no longer have it, work with your department head to get the cancellation form submitted to payroll.
  • HUGE thanks for Susan Long for helping out in Jessica’s absence. Jessica will be returning January 24thand has had a name change from Jessica Rodriguez to Jessica Gutierrez.
  • Class IV SEA forms
  • Employment will no longer process Class IV SEA forms that are not signed by Student Employment to help streamline that process. Any SEA forms for Class IV rates that are not signed by the Student Employment Office will be sent back directly to the department. Employment will no longer be forwarding them to the Student Employment Office so all departments can get in the habit of sending them to Student Employment first. Once approved at Student Employment, the SEA forms will be senton to Payroll for processing in PeopleSoft.