HR Forum Notes October 7 th.2013

Transcription

1 HR Forum Notes October 7 th.2013 John McBride calls for questions. No questions. Brand New Employee Discount Program New Employee Discount Program -BenePlace o On the site, under special offers there will be any special discounts of the month, as it is football season they are discounts for football tickets as well every other month they will be different types of promotions. o Under site search the index alphabetize of all vendors or providers o Campus discounts being the local discounts which we merge with the staff council perks is where you will find the discounts around the area. o This is still a works in progress as our representatives are still contacting those local vendors to join in the discount program through BenePlace to participate. o Under recently added there will be any new vendors. If there is a particular restaurant or store that you have visited and they will want to offer a discount, and they are not listed as a vendor you may fill up a nomination form and will go directly to BenePlace, then they will approach the company and go through the paper work process to have them. o BenePlace has partnership with vendors who preserve the environment, recycle, etc. through the Green Partners Program Question o How did we get this program? They were different discounts programs through staff council, bobcat balance, and our insurance. Rather than confuse employees we decided to merge all discount programs together. BenePlace makes the vendors sign an agreement so that the discount is always there. Past discounts we will receive are no longer in existence through BenePlace they are always there. Application agreement between BenePlace and the vendor if anything goes wrong with a sell Texas State is not involve with it. October National Work and Family Month Promote Healthier Life Style o Contributing too many healthy events we are promoting healthy life styles. Such as the Employee Wellness Fair we had 361 attendees and 344 flu shots. Numbers of attendance keeps increasing year after year. o Another event we will be hosting this month, Ways to improve cholesterol through healthy eating and exercise which will take place on Wednesday October 9 th, 2013 in JCK room 1100 from 9:00 am to 11:30 am. We will be having a physician from the Life of Health partners to talk about ways to improve your cholesterol, as well a dietitian from Central

2 Texas Medical Center talk about ways to eat healthier and help reduce your cholesterol; last 30 minutes we will offer free blood pressure checks. Process Improvements Parking permit payroll deductions o We were able to work with the parking office to implement the twelve month deduction for twelve month employees. After doing the nine months for many years now we are splitting the annual fee for flocks who signed up for the payroll deduction action as well for faculty that is on salary spread being implemented in September. o We are now offering payroll deduction for the new employees helping them ease there paying when they come on board. Parking services will be sending a list every month of new employees that sign up for payroll deduction, by taking their annual of $335 for a red permit and dividing by the number of months remaining in the fiscal year. Security access to SAP Employee Self Service o We have been discussing with IT on the SAP access for people who terminate. We have been leaving the Employee Self Service function available open for up to 90 days where people can still access their earning statement, change an address if they move. o Coming in the next few weeks there will be a change in which that access will be turned off upon termination. o If an former employee needs to access their earning statement, they can go through the payroll office. E-PCR Team-Enhancements program o Council of chairs has made some recommendations. If a PCR comes in and the support documents are not completed, especially the I-9, or if the wrong type of form issues maybe if the employer got a promotion which is a change of position, that the PCR initiate there is no changed of pay we have to recheck in order to process with what receive specially the I-9 as it is a government form. If the PCR is rejected and the PCR comes back to the individual there will still be the notification for the approvals, now you can just go in and make the correction and we will summit the PCR. It is very important that your account manager or from the next level approval do know there are some problems because that may impact your performance. If someone continues to have an issue we will need additional training. The levels of approval will still be notified to the account manager that the correction was made. The PCR initiator is the only one who could attach documents, now any type of approval or account manager can attached the documents that had not been attached. Affordable Care Act Overview Affordable Care Act o Last week there was a memo about the health care sent out to faculty, staff, student employees, graduate students including employees and no employees. It impacts all individuals in the United States as all individuals have to have health coverage that meets minimum essential coverage and is affordable. It is a share responsibility between the individuals and the

3 employers, most people has coverage through their employer, but there is a large population that does not have the opportunity or they are uninsured population. About 20% do not have coverage. The way this is going to work is that they are looking at people who do not have coverage through their employer or they are not on medicate, Medicare, CHIP, or any type of insurance program. The responsibility of all employers who have 50 or more employees are required to offer coverage to their employees or if they choose not to they will have to pay a tax penalty in The coverage that the employers provide must meet minimum essential standards; have to be affordable defined by the government on which is affordable. The plan has to include prescriptions, maternity care, and mental health benefits. Preventive care must be provided in all the health plans which are at no charge such as flu shots, monograms, or women s wellness. The employee only premium has to be less than 9% of household income. Texas State University Employee Health Plan o For our full time employees the University is paying the premium in full, there is no out of pocket cost, it meets the affordability standard and the plan meets minimum coverage standard ERS has recently changed the definition of full time employee for purposes of health insurance to be 75% Full time employee and above effective September 1 st, Our part time employees have the coverage offer to them but have to pay for employee only they have to pay about $250 a month, crunching up the numbers to see if that is affordable it will be about $3000 a year so for people who make less than a year $ a year that might be over the limit, that may not be affordable to them they can still enroll they will qualify for tax credits. If we do not offer an affordable plan we might have to pay a tax penalty for these employees. The employer s tax penalty will go into effect in 2015 for 1) not offering coverage and 2) not offering affordable coverage. As an employer we are going to have to start sending in details, this is primarily the reason they delay this a year, early July they announced that the employee mandate as far as reporting is delayed till January 2015 because we will have to report on a monthly bases whose covered, whose not, what their premiums are and so that IRS determined who qualify that month, if you do not have affordable coverage for at least nine months out of the year this penalty may apply. That whole part is still in question on how they will implement it. A required notice was send to all employees to let them know that this is coming in January and that this market place is available for people who shop for insurance or they do not have employer offer insurance, and also to let you know how our plan sizes up against the standards, our plan does meet the minimum coverage and is considered affordable for full time employees. Individuals Health insurance o The other share responsibility falls on the individual so all individuals must have health coverage as of January 2014 or pay a tax penalty. Either take it through your employer, buy an individual policy, might be on

4 medicate or Medicare any of those count as long as they have the minimum coverage. The tax penalty for the first year is $95 per person and $ per child or 1% of your income whichever is higher. By 2016 there will be a $695 per person penalty or 2% of income. The links for Healthcare.org as well as other links regarding Affordable Care Act are available in the Human Resources. Some of the pedometers that they cannot charge more pre-existing conditions, if you re a female or male but they can charge more for tobacco users. The plan enrolment period started October 1 st and goes through March 31 st, first window of opportunity to enroll in a plan through this exchanged this being the market place. Some states have put together their own market place, Texas choose not to do that we are using the federal exchanged. If listed by December 15 th the coverage may start January 1 st and if enrolled after December 15 th it s the first of the month after you applied. After March 31 st this enrollment window will close and there will be an annual enrollment period. They are different levels of plans called the metal plans as they are called Bronze, Silver, Gold, and Platinum. Bronze being the lowest at $40 that pays 60%, Silver plan pays 70%, Gold plan pays 80%, and the Platinum plan pays 90%, not all states are offering the Platinum plan, also in the website you will notice the premiums the better the coverage the higher premiums. o Custodian making 20,000 per year as a fulltime employee they are covered as part of their university benefits,but then in order to cover their spouse is about $280, if the spouse doesn t work. Where is this person going based on this affordable exchanged? Don t know. No is not a qualified life event to make a changed. Compliance Program Ethics and Compliance Presentation (See Attachment at the End) o Where is the Ethics class located? It is located online in the SAP portal under training and development. o I completed my test, how do I receive credit? Once you have taken the training go to Confirm Participation. o I m using a MAC- How do I log in to take the test? Use Fire Fox or send problem to ITAC. o An employee terminated 2 weeks ago, why are we still receiving the Compliance ? The is an SAP system the PCR has not being process or updated. As soon as the system is updated you will no longer receive an . o Why did I receive an with one of my employee s names on it? As a supervisor you will receive an . o I have a new employee, when are they required to take the test? The first of the month after they are hired they will get receive to complete the training.

5 A list will be provided to Mr. Nance of the people who are in compliance as well of those who are not in compliance with EEO testing. o Is there a way the department head, Department Directors are being notified about non-compliance? Just the supervisors, the report can show you who is in complicate and who is not. o Once employee completes compliance can the supervisor get completion? We are looking into it. The employee does not get a copy of certificate but do receive an saying compliance certificate. Supervisors can look at their employees in SAP on PA20 there is a tab. System-wide contract for Inside Higher Ed recruitment advertisement August Implemented Advertisement o In August the system implemented a contract for reattribute advertising that now all departments can advertise until August 2014 through Inside Higher Ed. Once posted it will send requisition. Other Professional Development o Moved to us on September 1 st, 2013 Support Staff Resources fair o Is on October 16 th,2013 in the afternoon from 1pm-4pm and October 17 th,2013 in the morning 9am-12pm held in room FFS- Customer Satisfactory is out o What we are supposed to do is indicate things that are important, especially if we are not that after each section click in whatever offices in FSS you used they are asking your opinion about their service be specific in the box if there are some issues that is how we learn. Research Administrative Support Course o Started September 25 th specialize course goes along with a lot of the emphasize training that is going to be going on we are certainly going to push for that and support that. Seven sessions every other week for four hours on Wednesdays this group is a select group of people who are there to try and make the research function work better administratively. Managing at Texas State o How we do HR business at Texas State? October 17 th and 24 th Staff Hand book o The deadline has passed and we have make the updates on the Staff Handbook, the Staff Handbook is online so we can make them at any time, we usually make ours during the year but they are many other offices besides HR that contribute to the Staff Handbook and those changes can be made online at any time during the year. Sibson Company

6 o Sibson Company the ones that evaluating us on performance evaluation system, made their pulmonary report to PC on September 25 th, we are waiting for the final report. Selection Committee for the New Chief Diversity Officer o Job closes the 21 st of October and the screening starts October 31 st to start evaluating the candidates. Replacement for Dr. Horn. Maybe in January we will like to have someone on board. HR Forum Notes October 7 th.2013 John McBride calls for questions. No questions. Brand New Employee Discount Program New Employee Discount Program -BenePlace o On the site, under special offers there will be any special discounts of the month, as it is football season they are discounts for football tickets as well every other month they will be different types of promotions. o Under site search the index alphabetize of all vendors or providers o Campus discounts being the local discounts which we merge with the staff council perks is where you will find the discounts around the area. o This is still a works in progress as our representatives are still contacting those local vendors to join in the discount program through BenePlace to participate. o Under recently added there will be any new vendors. If there is a particular restaurant or store that you have visited and they will want to offer a discount, and they are not listed as a vendor you may fill up a nomination form and will go directly to BenePlace, then they will approach the company and go through the paper work process to have them. o BenePlace has partnership with vendors who preserve the environment, recycle, etc. through the Green Partners Program Question o How did we get this program? They were different discounts programs through staff council, bobcat balance, and our insurance. Rather than confuse employees we decided to merge all discount programs together. BenePlace makes the vendors sign an agreement so that the discount is always there. Past discounts we will receive are no longer in existence through BenePlace they are always there. Application agreement between BenePlace and the vendor if anything goes wrong with a sell Texas State is not involve with it. October National Work and Family Month Promote Healthier Life Style

7 o Contributing too many healthy events we are promoting healthy life styles. Such as the Employee Wellness Fair we had 361 attendees and 344 flu shots. Numbers of attendance keeps increasing year after year. o Another event we will be hosting this month, Ways to improve cholesterol through healthy eating and exercise which will take place on Wednesday October 9 th, 2013 in JCK room 1100 from 9:00 am to 11:30 am. We will be having a physician from the Life of Health partners to talk about ways to improve your cholesterol, as well a dietitian from Central Texas Medical Center talk about ways to eat healthier and help reduce your cholesterol; last 30 minutes we will offer free blood pressure checks. Process Improvements Parking permit payroll deductions o We were able to work with the parking office to implement the twelve month deduction for twelve month employees. After doing the nine months for many years now we are splitting the annual fee for flocks who signed up for the payroll deduction action as well for faculty that is on salary spread being implemented in September. o We are now offering payroll deduction for the new employees helping them ease there paying when they come on board. Parking services will be sending a list every month of new employees that sign up for payroll deduction, by taking their annual of $335 for a red permit and dividing by the number of months remaining in the fiscal year. Security access to SAP Employee Self Service o We have been discussing with IT on the SAP access for people who terminate. We have been leaving the Employee Self Service function available open for up to 90 days where people can still access their earning statement, change an address if they move. o Coming in the next few weeks there will be a change in which that access will be turned off upon termination. o If an former employee needs to access their earning statement, they can go through the payroll office. E-PCR Team-Enhancements program o Council of chairs has made some recommendations. If a PCR comes in and the support documents are not completed, especially the I-9, or if the wrong type of form issues maybe if the employer got a promotion which is a change of position, that the PCR initiate there is no changed of pay we have to recheck in order to process with what receive specially the I-9 as it is a government form. If the PCR is rejected and the PCR comes back to the individual there will still be the notification for the approvals, now you can just go in and make the correction and we will summit the PCR. It is very important that your account manager or from the next level approval do know there are some problems because that may impact your performance. If someone continues to have an issue we will need additional training. The levels of approval will still be notified to the account manager that the correction was made. The PCR initiator is the

8 only one who could attach documents, now any type of approval or account manager can attached the documents that had not been attached. Affordable Care Act Overview Affordable Care Act o Last week there was a memo about the health care sent out to faculty, staff, student employees, graduate students including employees and no employees. It impacts all individuals in the United States as all individuals have to have health coverage that meets minimum essential coverage and is affordable. It is a share responsibility between the individuals and the employers, most people has coverage through their employer, but there is a large population that does not have the opportunity or they are uninsured population. About 20% do not have coverage. The way this is going to work is that they are looking at people who do not have coverage through their employer or they are not on medicate, Medicare, CHIP, or any type of insurance program. The responsibility of all employers who have 50 or more employees are required to offer coverage to their employees or if they choose not to they will have to pay a tax penalty in The coverage that the employers provide must meet minimum essential standards; have to be affordable defined by the government on which is affordable. The plan has to include prescriptions, maternity care, and mental health benefits. Preventive care must be provided in all the health plans which are at no charge such as flu shots, monograms, or women s wellness. The employee only premium has to be less than 9% of household income. Texas State University Employee Health Plan o For our full time employees the University is paying the premium in full, there is no out of pocket cost, it meets the affordability standard and the plan meets minimum coverage standard ERS has recently changed the definition of full time employee for purposes of health insurance to be 75% Full time employee and above effective September 1 st, Our part time employees have the coverage offer to them but have to pay for employee only they have to pay about $250 a month, crunching up the numbers to see if that is affordable it will be about $3000 a year so for people who make less than a year $ a year that might be over the limit, that may not be affordable to them they can still enroll they will qualify for tax credits. If we do not offer an affordable plan we might have to pay a tax penalty for these employees. The employer s tax penalty will go into effect in 2015 for 1) not offering coverage and 2) not offering affordable coverage. As an employer we are going to have to start sending in details, this is primarily the reason they delay this a year, early July they announced that the employee mandate as far as reporting is delayed till January 2015 because we will have to report on a monthly bases whose covered, whose not, what their premiums are and so that IRS determined who qualify that month, if you do not have affordable coverage for at least nine months out of the year this penalty may apply. That whole part is still in question on how they will implement it. A required notice was send to

9 all employees to let them know that this is coming in January and that this market place is available for people who shop for insurance or they do not have employer offer insurance, and also to let you know how our plan sizes up against the standards, our plan does meet the minimum coverage and is considered affordable for full time employees. Individuals Health insurance o The other share responsibility falls on the individual so all individuals must have health coverage as of January 2014 or pay a tax penalty. Either take it through your employer, buy an individual policy, might be on medicate or Medicare any of those count as long as they have the minimum coverage. The tax penalty for the first year is $95 per person and $ per child or 1% of your income whichever is higher. By 2016 there will be a $695 per person penalty or 2% of income. The links for Healthcare.org as well as other links regarding Affordable Care Act are available in the Human Resources. Some of the pedometers that they cannot charge more pre-existing conditions, if you re a female or male but they can charge more for tobacco users. The plan enrolment period started October 1 st and goes through March 31 st, first window of opportunity to enroll in a plan through this exchanged this being the market place. Some states have put together their own market place, Texas choose not to do that we are using the federal exchanged. If listed by December 15 th the coverage may start January 1 st and if enrolled after December 15 th it s the first of the month after you applied. After March 31 st this enrollment window will close and there will be an annual enrollment period. They are different levels of plans called the metal plans as they are called Bronze, Silver, Gold, and Platinum. Bronze being the lowest at $40 that pays 60%, Silver plan pays 70%, Gold plan pays 80%, and the Platinum plan pays 90%, not all states are offering the Platinum plan, also in the website you will notice the premiums the better the coverage the higher premiums. o Custodian making 20,000 per year as a fulltime employee they are covered as part of their university benefits,but then in order to cover their spouse is about $280, if the spouse doesn t work. Where is this person going based on this affordable exchanged? Don t know. No is not a qualified life event to make a changed. Compliance Program Ethics and Compliance Presentation (See Attachment at the End) o Where is the Ethics class located? It is located online in the SAP portal under training and development. o I completed my test, how do I receive credit? Once you have taken the training go to Confirm Participation. o I m using a MAC- How do I log in to take the test? Use Fire Fox or send problem to ITAC.

10 o An employee terminated 2 weeks ago, why are we still receiving the Compliance ? The is an SAP system the PCR has not being process or updated. As soon as the system is updated you will no longer receive an . o Why did I receive an with one of my employee s names on it? As a supervisor you will receive an . o I have a new employee, when are they required to take the test? The first of the month after they are hired they will get receive to complete the training. A list will be provided to Mr. Nance of the people who are in compliance as well of those who are not in compliance with EEO testing. o Is there a way the department head, Department Directors are being notified about non-compliance? Just the supervisors, the report can show you who is in complicate and who is not. o Once employee completes compliance can the supervisor get completion? We are looking into it. The employee does not get a copy of certificate but do receive an saying compliance certificate. Supervisors can look at their employees in SAP on PA20 there is a tab. System-wide contract for Inside Higher Ed recruitment advertisement August Implemented Advertisement o In August the system implemented a contract for reattribute advertising that now all departments can advertise until August 2014 through Inside Higher Ed. Once posted it will send requisition. Other Professional Development o Moved to us on September 1 st, 2013 Support Staff Resources fair o Is on October 16 th,2013 in the afternoon from 1pm-4pm and October 17 th,2013 in the morning 9am-12pm held in room FFS- Customer Satisfactory is out o What we are supposed to do is indicate things that are important, especially if we are not that after each section click in whatever offices in FSS you used they are asking your opinion about their service be specific in the box if there are some issues that is how we learn. Research Administrative Support Course o Started September 25 th specialize course goes along with a lot of the emphasize training that is going to be going on we are certainly going to push for that and support that. Seven sessions every other week for four hours on Wednesdays this group is a select group of people who are there to try and make the research function work better administratively. Managing at Texas State o How we do HR business at Texas State?

11 October 17 th and 24 th Staff Hand book o The deadline has passed and we have make the updates on the Staff Handbook, the Staff Handbook is online so we can make them at any time, we usually make ours during the year but they are many other offices besides HR that contribute to the Staff Handbook and those changes can be made online at any time during the year. Sibson Company o Sibson Company the ones that evaluating us on performance evaluation system, made their pulmonary report to PC on September 25 th, we are waiting for the final report. Selection Committee for the New Chief Diversity Officer o Job closes the 21 st of October and the screening starts October 31 st to start evaluating the candidates. Replacement for Dr. Horn. Maybe in January we will like to have someone on board.