HR PARTNERS MEETING

July 30, 2015

Welcome

Joseph Smith Executive Director

Human Resource Services

Today’s Agenda Welcome Joseph Smith

Executive Director, Human Resource Services

Compensation Emily Runser

Compensation Manager

Benefits Update Patricia Hoffmann Director, Compensation and Benefits

Electronic Time Sheets Kevin Curley Executive Director Financial Systems

Group Announcements

Q & A

Compensation

Emily Runser, Manager,

Compensation

Is the action a reclass or does it require posting?

When is it a reclassification? • Employee has been performing significant and substantial duties on a

permanent basis for consideration to a new position

– Comparison of old position to new position

– New duties from new position have already been assumed (significant change)

– Does not include redistribution of old job duties

– Does not include increased volume of current duties

• This is the only employee within department that meets the minimum qualifications for the new duties and is actually performing the duties

• Meets minimum qualifications

– F and above require a Bachelor’s degree

– Management positions require prior work coordination or management of others (Lead does not require management qualifications)

• Make sure the employee meets the minimum qualifications required to perform the higher level job.

When must it be a competitive recruitment?

• At least one other employee in the department meet the minimum qualifications of the job

• Employee has not yet assumed the new duties

• Positions in pay level G and above – As employees climb higher within the University, the fewer

opportunities are available

– Pay Level G and above contain a majority of UMB management or lead positions

– Exceptions maybe granted for positions by AVPHR or President upon review of written request from department

School/Department Specific Posting

• Must have at least one other employee that is eligible to compete for the job

– Meets minimum qualifications

– Has the knowledge, skills, and abilities to learn the position

– The job is pay level F or below

Posting for All Positions

• Benefits of competitive recruitment:

– Non-discrimination

– Pre-selection avoidance

– Provides opportunities for others on campus

Dual Employment

Identification and Considerations

Identify Dual Employment

• Ask your employees if they work for another employer

• Determine if the employer is a MD State Agency

• Reference list of MD State Agencies can be found at http://www.maryland.gov/pages/agency_directory.aspx

• Contractual employees must complete Dual Employment section on Contract – No Dual Employment

– Dual Employment and listing the agency

– Required by USM and DBM

Considerations for Dual Employment

• Concurrent Employment within State of Maryland Agencies

• Must be SAME FLSA (exempt/nonexempt) for all positions

• Nonexempt - Not recommended to hire applicants into nonexempt positions if they will have concurrent employment at another state agency

• Adjuncts – cumulative credits taught throughout USM schools determine eligibility for benefits

Dual Employment of Non-Exempt

• Nonexempt state employees must be paid overtime for all hours worked over 40 in a week

– Example: FT @ UMBC and PT 16 hours @ UMB – all hours at UMB must be paid at overtime • Must obtain UMBC timesheets and hourly rates for each pay

period • Must work with UMB Payroll to ensure payments are

accurate

– Failure to pay overtime for all hours worked could: • Result in major penalties and fines from DOL • Trigger full review of UMB pay practices by DOL

ePAF

Update

ePAF Days from Initiator to System

505

169 117 104 133

199

358 383 406

322

1718

881

567

231 175

110 54

20 8 9 5 0

200

400

600

800

1000

1200

1400

1600

1800

2000

1 2 3 4 5 6 7 8 9 10 15 20 25 30 40 50 60 70 80 90 More

# e

PA

Fs

Days

As of 7/27/15

ePAFs by Employee Class

4 3 109 96 53 6 1

190

59 123

71 27 6

232 209

17 33 129

311

92

878

328

13 4 18

33

45

149 158

66 17

503

340

39

136

421 21

7

205

139

46

15 0

152

137

161

98

12 53

174

244

24

34

33

0

200

400

600

800

1000

1200

1400

01 02 03 04 14 14W 15 16 16W 19 20 22 31I 31T 33 34 35 36

Employee Class

Hire Job Change Terms

As of 7/27/15

Compensation & ePAF

• Approximately 52% of all ePAFs are reviewed by Compensation (3400 in 7 months)

• Average Compensation Review per ePAF = 5 minutes • About 1200 of ePAFs reviewed by Compensation were

recycled (3 out of 10) • Reason for Recycle:

– Wrong Action /Reason Code – Required Documentation not attached – Documents & ePAF fields do not match – Dual Employment Section on Contracts are incomplete – Math errors

Training will be Provided

• Definition of Action/ Reason Codes

• Explanation of Code Usage

• Required Documentation

–What to attach

• Common Errors

Training Dates

• Tuesday, October 13th – 10:00 – 11:00 in Room 03-143

• Wednesday, October 14th – 12:00 – 1:00 (Lunch and Learn) in Room 03-143

• Tuesday, October 20th – 10:00 – 11:00 in Room 03-111

• Thursday, October 22nd – 12:00 – 1:00 (Lunch and Learn) in Room 02-110

C1 and C2 Contracts

Update

COMPLIANCE

• Compensation has been reviewing and reporting C1 and C2 compliance for 2 years – UMB needs contracts to be active at ALL times

• It is finally here…. mandatory compliance for C1

and C2 contracts • No active contract = No Employment

– 26% (140) C1s are not currently under contract – 74% contract under compliance

C1 Contract Date Query

• Departments can run query

UMB_HR_C1_CONTRACT_END_DATES • Create tickler file using one month prior to

contract end date

• Each month create contracts and gain signatures and submit

22

Adjunct

Not teaching for Semester must have: • Letter on file that re/appoints for a year

– 1/1/15-12/30/15 – 7/1/15-6/30/16

• ePAF submitted - POS/CNT – – annual appointment letter – re/appointment dates

• 41% (279) Adjuncts with no date in system or contract date ended prior to 1/1/2015

Effective August 1, 2015

Due to compliance issues, you must:

• Ensure all of your department’s C1 and C2 contracts are active as of August 1, 2015

• Non-active C1 or C2 contracts will be terminated by HRS on August 23, 2015

• Effective 9/1/2015 HRSC will terminate non-contracted employees monthly

NEW Compensation Staff Form

Effective August 1, 2015

• All-in-One Staff Form that includes:

–Acting Capacity

–Re-Classification

–Reassignment

• All actions will require the same documentation.

• Action will not be started until all documentation is submitted.

Fair Labor Standards Act (FLSA)

Update

$50,440 Proposed FLSA Threshold

Benefits Update

Patricia Hoffmann, Director,

Benefits, Compensation and Wellness

DBM Postponing State Personnel System (SPS) Implementation

• Too many issues to resolve before planned go-live date

• Eligibility for Health Benefits remains the same as today

• IVR will be used during Open Enrollment

– No major plan design changes

Still need to Prepare for the SPS Implementation

• The plan is for UMB to send DBM a biweekly eligibility file with data fields requested by DBM

• DBM will determine who is benefit eligible from the data

• All UMB data needs to be correct:

– Employee contact info such as home address, email address, phone numbers

– Contracts must be up to date or coverage could end when contract ends

Data Cleanup for SPS, Federal Reporting, and Internal Use

• HRS will launch a ‘campaign’ to remind employees to keep their information current, including:

– All personal contact information including work and personal email accounts, cell, office and home phone numbers, and mailing addresses

– Veteran status

– Disability status

– Highest level education attained

Getting ready…

• When DBM implements SPS, UMB will be the system of record for employee contact information, including email, phone and home addresses.

• Email will be the primary way DBM will communicate with those participating in benefits

• Communications will be sent from HRS soon • Offboarding will be considered to ensure

transfers in and out do not have disruption of coverage

Affordable Care Act

• All employees who scheduled to work at least 30 hours per week in a 90 day period are eligible for healthcare coverage

• Let Compensation know if your employee has multiple jobs within the USM or State – we will need to determine their eligibility based on all state/USM hours worked

• Imperative to have C1s and C2s fully complete their contracts (including dual employment section)

• Contract begin and end dates must be accurate not only for the purpose of determining eligibility, but also for DBM to use to begin/end coverage.

More to come!

• We will keep you up to date with the SPS implementation status

• C1 and C2 contracts must be in compliance with policy; Compensation will address

• We will be looking at limiting retroactive adjustments to a shorter period of time

Group Announcements

Future HR Partners Meetings

Thursday, July 30, 2015 (Dental School)

Feedback/Questions