HR Forum. Connecting HR Serving the Duke Community. June2015

Transcription

1 HR Forum Connecting HR Serving the Duke Community June2015

2 Agenda Duke Heart Center: Compression-only CPR training Hurricane Season DukeALERT Test Professional Development Training Network Fiscal Year End 2014 Check Yourself Campaign Retirement Fund Fee Disclosure Retirement Plan Update/Heartland Fund Replacement Parking & Permit Renewal Reminders & Updates 2

3 HR Forum COMPRESSION-ONLY CPR TRAINING 3

4 Duke Heart Center CPR Training Free to Duke employees Friday, June 12 Hour-long sessions (10 a.m., Noon, 1 p.m., and 2 p.m.) Duke Medicine Pavilion (Room 2W96 ) Registration required 4

5 HR Forum SEVERE WEATHER: TORNADO & HURRICANE SEASON 5

6 Hurricane Irene:

7 June 1 Nov. 30 Hurricane Season Topical Storm Ana already damaged beaches along the Carolinas in mid-may Forecasters predicting low-activity Remind staff of policy, severe weather category Review what to do in an emergency 7

8 Durham Tornado:

9 9

10 What to Do in the Event of Tornado Stay inside Seek shelter (lowest level, interior rooms or hallways with interior walls) Avoid glass windows and doors Stay away from entrances, close doors Monitor emergency.duke.edu or call 684-INFO for updates. Wait for all clear by police or university officials. Hurricane Secure any outdoor furniture or other loose items Close all windows and exterior doors Report any flooding or property damage to the appropriate maintenance unit Report any potential safetyrelated issues to Duke Police Monitor emergency.duke.edu or call 684-INFO for updates. 10

11 HR Forum DUKEALERT: SUMMER TEST 11

12 DukeALERT Test Wednesday, July 22 at 10 a.m. Survey posted on emergency.duke.edu 12

13 HR Forum PROFESSIONAL DEVELOPMENT TRAINERS NETWORK (PDTN) 13

14 Professional Development Trainers Network (PDTN) Faculty and staff from various departments and disciplines responsible for developing and/or executing professional development or educational programs. Come together to share best practices in training and design, as well as current trends in learning and professional development. To join mailing list, contact Joy Birmingham at or

15 PDTN Meetings 15

16 HR Forum June, 2015

17 Accounts Payable Vendor Invoices Invoices for goods or services received prior to July 1, 2015 must be received in Corporate Accounts Payable by 12:00pm on Monday, July 6, Corporate Accounts Payable will stop posting invoices for fiscal year 2014/2015 at 3:00pm on Thursday, July 9, Allows a quiet time for departments to review expenses prior to the period 12 close on Friday, July 10.

18 Accounts Payable Check Requests Requests must be submitted and approved by departments in the Universal Work List by 5:00pm on Friday, July 3, 2015 for any services received or performed prior to July 1, Corporate Accounts Payable will stop posting check requests for fiscal year 2014/2015 at 3:00pm on Thursday, July 9, 2015.

19 Accruals - any invoices that need to be accrued after the July 9 cutoff date must be coordinated as follows: Duke University, including the School of Medicine All accruals will be posted by Financial Reporting as topside accruals instead of posting at the cost center or WBS element level. If there is an expense that you need recorded, you will need to coordinate with Financial Reporting. Duke Health System All accruals will be coordinated by DUHS Corporate Finance.

20 Reminders: Process all open workflows and APAY replies that you receive as soon as possible. If you feel that you have received the APAY reply in error, please contact Corporate Accounts Payable to re-route the workflow to the appropriate departmental contact.

21 University Salary Setting Dates June 25, 2015 at 5:00pm Elevate Salary Setting to Level 5 June 26, 2015 at 8:00am Corporate Payroll loads Biweekly and Monthly rates into employee payroll records. June 27, 2015 July 8, 2015 at 5:00pm Departments process overrides to biweekly salaries in iforms. June 27, 2015 July 14, 2015, 5:00pm - Departments process overrides to monthly salaries in iforms.

22 Out of Pocket Expenses Electronic and paper reimbursement forms must be received in ET&R by the end of the day on Tuesday, June 30, Experimental Subject Payment Forms Experimental Subject Payment Forms must be received in ET&R by 5:00pm on Tuesday, June 30, 2015.

23 Corporate Card Transactions All expense reports received in ET&R by the end of the day on Monday, June 15, 2015 will be processed in fiscal year Expense reports for April 1 May 15, 2015 transactions must be received in ET&R by the end of the day on Monday, June 15 to avoid being included in the final untimely posting for fiscal year 2015.

24 Corporate Card Transactions Untimely Postings: Outstanding corporate card transactions with a Settlement Date (Bank of America posting date) prior to May 15, 2015 will be charged to one of the g/l accounts described below depending on the status of the transaction at the time of the posting Unapproved Corporate Card Transactions; Assigned corporate card expenses without complete approval Unassigned Corporate Card Transactions; Unassigned corporate card expenses with no action taken.

25 Corporate Card Transactions Employee Travel & Reimbursement will stop posting transactions for fiscal year 2015 on Tuesday, July 7, A list of Assigned and Unassigned transactions will be sent to Business Managers and Management Centers on Wednesday morning, July 8, This will allow time for departments to review the outstanding corporate card charges and process accruals per their management center guidelines. Departments along with the management centers will coordinate the accruals at the departmental level. ET&R will not process an accrual of corporate card charges for fiscal year 2015.

26 HR Forum CHECK YOURSELF CAMPAIGN 26

27 Review and Update Home address & phone number Interoffice mail address External work address Cell phone numbers Race/ethnicity County of residence Dependent information Veteran status Disability status 27

28 Find a Golden Ticket Find one of five golden tickets in your personal information, and you could win. 28

29 HR Forum 403(b) FEE DISCLOSURE

30 What is Fee Disclosure? Increased transparency about fees and services for 403(b) plans. Helps Plan Sponsors review costs and services. Helps participants compare investment options in the plan Provides participants with information about fees and expenses. Notification about fund changes in the Plan 30

31 How will Fee Disclosure be delivered? and printed booklet will be delivered in June All exempt employees and some nonexempt employees (based on job family and job level) will receive an 31,843 All other nonexempt employees and all terminated participants with a balance will receive a printed booklet 21,193 CPOP participants will receive a booklet

32 HR Forum FACULTY AND STAFF RETIREMENT PLAN HEARTLAND FUND REPLACEMENT 32

33 Retirement Plan Fund Line up Change The Investment Advisory Committee (IAC)has recommended replacing the Heartland Value Plus Fund (HNVIX) with the Goldman Sachs Small Cap Value Fund (GSSIX). This change is being made due to the fund s underperformance compared to its benchmark and weak stock selections in its portfolio. The IAC reviews all Tier 1 and Tier 2 funds to ensure that these are suitable investments for the retirement plan based on the established Investment Policy Statement (IPS). The Heartland Value Plus Fund is in Tier 2. 33

34 Retirement Plan Fund Line up Change Heartland Value Plus Fund will be removed from the following plans: Faculty and Staff Retirement Plan 457(b) Deferred Compensation Plan Commissioned Police Officers Plan Is offered by Fidelity and VALIC Impacts approximately 1,200 people (employees and terminated participants) 34

35 What does this mean to participants? Employees will have the following options: If the employee does not want the Heartland balance directed to the Goldman Sachs Small Cap Value Fund, the employee must reallocate the investments and/or change their future investment selection before 4 p.m. (ET) on July 14, If the employee takes no action, the balance and future contributions to the Heartland Value Plus Fund will be changed to the Goldman Sachs Small Cap Value Fund automatically. 35

36 When will the change happen? Date June 3 June 8 & 12 Jun 12 July 14 Communication Duke s communication was sent to active employees with a Heartland balance by . A letter was sent to terminated participants. Fidelity and VALIC will notify all participants (including people that do not have a balance in the fund). The annual participant fee disclosure will be sent in June and will include information about the new fund. This is sent to anyone who is eligible to participate in the plan. Balances will be mapped to the new fund. 36

37 HR Forum PARKING AND PERMIT RENEWAL 37

38 Permit Renewal Process: All Duke parking permits will expire on August 15 th and will no longer convey gate access once expired. RFID adhesive tags associated with expiring permits must be removed on August 15 th. PTS will automatically renew and mail new permits before August 15 th. New 2016 /2017 permits will convey access after August 15. Payroll deducted employees must go the site to confirm address accuracy. Vehicle information updates must be handled at parking.duke.edu. Employees with a reserved space and non payroll deducted employees must submit a renewal form by mail or in person. embeded RFID 38

39 Recent Parking and Transit Improvements: Repaving of lot and installation of lights, Hillsborough Road parking lot. Parking Garage 2 concrete restoration and LED lighting installation. Security cameras in main garages. Automated Pay stations in PG2/PG3 with additional garages in the coming months. 295 space surface parking spaces added on Elba Street, adjacent to PG 2. Outsourcing garage operations to professional parking management company- Standard Parking, July Hands free RFID permit access control system for permitted parkers. Maintenance initiatives including line striping parking lots and pole/bollard painting. Addition of a new vehicle charging station in the coming months to a medical center garage. This spring, a 7 level garage at the Science Drive Cameron Boulevard intersection with 2,320 spaces began construction. Purchase of two new ADA mini buses. 39

40 Permit Rates Changes: Annual permits rates will increase on August 15, with deductions showing first in September pay check. Increases will range from $1 to $16.75 per month, depending on permit type. 40

41 Thank You for Attending Please sign the attendance sheet.