Arts & Sciences Managers Meeting Minutes July 13, Lachonya Williams Assistant Dean for Human Resources

Transcription

1 Speakers Arts & Sciences Managers Meeting Minutes July 13, 2016 Mary Crabtree Manager, Workplace Safety, Department of Environment, Health, and Safety Lachonya Williams Assistant Dean for Human Resources Laura Yurco Assistant Dean for Finance Worker s Comp 101 Mary Crabtree Employment Benefit: Available to any University employee (regardless of full-time/part-time or temporary status) who receives a W2 For a disability through an accident or illness related to employment Determination is made due to circumstances arising out of, and in the course and scope of employment Coverage: Medical benefit: authorized medical services, such as doctor s visit, prescriptions, physical therapy, rehab, etc Leave benefit: If medical provider places employee out of work then vacation, sick, bonus, or LWOP is used for lost time is seven days or less; if more than seven days then the days must be charged to worker s comp leave; and if the time is more than twenty-one days then the wave day waiting period is waived and workers comp leave payments begin from the first day of disability Treatment: If the incident occurs during the workweek and during normal work hours (8:30am to 4:30pm) then the employee must seek treatment at the University Employee Occupational Health Clinic located at 145 North Medical Drive (second floor) If the incident occurs after hours, then call UEOHC at for needle stick/body fluid exposures. Other injuries should go directly to UNC Emergency Department o Life threatening injury should go directly to the UNC Emergency Department o If off-campus go to the nearest emergency facility Return to Work: In order to return to work, the employee needs authorization from the authorized treating physician Priority is given to effect an early return to work and therefore departments should make temporary modification of job duties and/or reassignment to another position

2 For permanent restrictions there must be a review of current essential functions of the position; consideration of other positions within the Department or other positions within the University HR Responsibilities: Responsibilities include: o Submission of incident reports to EHS o Payroll history (date of injury and back one year) o Coding of time o Impact of other benefits o Return to work restrictions (temporary vs. permanent) o Communication liaison employee, EHS, supervisor Incident Investigation: Purpose is to prevent future incidents from occurring It is about fact finding, not fault finding The cause is the why a particular incident happened with processes, personnel (i.e. training), machine/equipment and materials, and environment being investigated The effect is the result of what happened Once causes are identified then corrected action is to be eliminated to mitigate future occurrence State Hazard Hero: Goal provide another mechanism to report unsafe conditions or actions and implement corrective action This enhances hazard identification/mitigation and reduce liability costs State Hazard Hero is driven by NC Injury Prevention Program and OSHA General Duty Clause Resource: HR Announcements *Updated ASAC Schedule Coming Soon! EHRA Non-faculty Reviews due July 15 th : According to University policy supervisors should conduct an annual review of all EHRA Non-Faculty employees by June 30 each year. To document that the College is in compliance, we ask that each unit complete the Annual Evaluation reporting form and return to Janet Farrell (jcfarrel@ .unc.edu) by July 15, For your convenience, the form is located here on the intranet. For additional information on EHRA Non-Faculty performance evaluations please click here. Update on SHRA Performance Management Forms/Process: Revised forms should be available on the website in the next few days. Training for HR Reps (ie. complex users) will begin in August. Training for all else in September through ConnectCarolina signup. The current class HR2500 teaches the new forms/system.

3 Submitting Position Requests/Changes: Please remember the following tips when submitting organization charts for position changes: Central Offices prefer black and white (color does not scan well). When listing SHRA positions, use the Career Banding title, not the working title. For example, Admin Support Specialist Journey instead of Student Services Manager. List the position number on SHRA and EHRA Non-faculty positions. Make sure the document is legible. Use multiple pages, if necessary. Manual Check Requests: We need to be more judicious with the number of requests for manual checks, as this is disruptive to the normal payroll processes. Reserve these requests for missed base salary or extreme financial hardship. ConnectCarolina Security Audit in Progress: We are recommending 3 approvers at each stop; the Dean s Office will be in touch regarding departments with fewer than 3 approvers FLSA Update: Effective December 1, 2016 Campus set thresholds for EHRA & SHRA: EHRA $47,476; $913/week SHRA $47,842; at least $913/week; accounts for 2080/2088/2096 Threshold will change every three years Key changes to anticipate: Changes in how hours are recorded in TIM Overtime liability for EHRA positions Some faculty will be considered non-exempt TIM: OHR is looking to pilot the TIM changes in October There are still many, many unanswered questions about how the overtime will be coded Finance Announcements Endowments: Chapel Hill Foundation Endowments (sources starting with U0XXX), if you have any of these funds you should be contacted by Kristen Beattie to ask if you want to payout, reinvest, or split University Endowments (sources starting with 7XXXX), this were automatically paid out 6/30/16, for those underwater or partially underwater those would not have been paid out (or only a small portion), you would have been contacted by our summer student assistant, Joe Daley.

4 Arts and Sciences Foundation Endowments and Expendable (sources starting with C0XXX and C5XXX), we are ensuring the year-end balances are set and then we will be sending out directions for payout decisions for the endowments. This report will be available through Arts and Sciences Reporting (ASR) website. FY : Waiting on final numbers to be verified for Fiscal Year 2016 (confirmation is expected to campus late July/early August) we hope to have the following allocations submitted by August 31st (for any questions please contact your budget analyst). Don t forget if you know the chartfield string you can start spending now before the budget posts. o Instructional Budget Carryover o Commitment Allocation and carryover o Professorship Salary and Research Fund Allocation o Leadership Funds Refer to the memo regarding budget loads for Fiscal Year 2017, as of right now permanent state and F&A budget is posted. Wendy Riley Retiring! For those of you who may or may not be aware, Wendy Riley is retiring July 29 th with 28 years of service! To help with a smoother transition in Social Sciences and Global Programs, please submit your questions you would send to her via InfoPorte Financial Request (details were sent in an on Monday, July 11 th via the listserv) Annual Raise Process (ARP): Is looking likely but we are waiting guidelines on the process. In order to prepare please submit any fund swaps needed for July now. Deposits: Per sent on 6/30/16, please be aware they are repaving part of ridge road, which could affect vehicle access. During this time night depository will be inaccessible by car. For any questions please contact Student Accounts and University Receivables at

5 COLLEGE OF ARTS AND SCIENCE WORKERS COMPENSATION JULY 13, 2016 Mary Crabtree: University of North Carolina at Chapel Hill Phone: EMPLOYMENT BENEFIT Available to any University Employee (whether fulltime, part-time, or temporary) Receives a W2 from the University For disability through accident or illness arising out of, and in the course and scope of, his or her employment In accordance to the North Carolina Workers Compensation Act NC General Statutes, Chapter 97 Governed by the NC Industrial Commission 1

6 DETERMINATION OF COMPENSABILITY Arising out of and Employer s Control in the course and scope of, 1) Time 2) Place 3) Circumstances COVERAGE INCLUDES Medical Benefit Authorized medical services such as physician visit, prescriptions, physical therapy, rehabilitation, etc. Leave Benefits If authorized medical provider places an employee out of work Lost Work-Time 7 Days or Less: lost work-time must be charged to Vacation Leave, Sick Leave, Bonus leave, or Leave Without Pay. Lost Work-Time More Than 7 Days, Less Than 21 Days: the days in excess of seven days must be charged to Workers Compensation Leave. Lost Work-Time 21 Days or More: If the lost work-time exceeds twenty-one days, the seven-day waiting period is waived and Workers Compensation Leave payments begin from the first day of disability, or the employee is reimbursed at the end of the twenty-one day 2

7 WHERE DO I SEEK TREATMENT If you are injured on the job (M-F 8:30 4:30, except for University Holidays), you must seek medical attention at the University Employee Occupational Health Clinic (UEOHC). The UEOHC is located at 145 North Medical Drive (2 nd floor of AHEC Building). Medical Evaluation by personal medical provider Medical care may not be covered and employee s claim may be denied. TREATMENT FOR AFTER HOUR INCIDENTS After Hours Needlestick /Human Blood or body fluid exposures, please call UEOHC at The UEOHC line will automatically forward your call to Healthlink in order to gather the appropriate information and put you in contact with the Family Practice physician covering the needlestick hotline. For all other after-hour work related injuries that requires immediate medical care, go directly to the UNC Emergency Department. If immediate medical care is not needed, then please report to the UEOHC the following day. 3

8 EMERGENCY CARE For a life-threatening injury or illness, go directly to the UNC Emergency Department located in the Neurosciences Hospital on Manning Drive If off campus, go directly to the nearest emergency facility. RETURN TO WORK Written authorization from the authorized treating physician Priority is given to effect an early return to work, thus Departments are required to provide: Temporary modifications in job duties Temporary reassignment to another position Permanent Restrictions Review of current essential functions of the position (same as American Disability Act) Other positions within the Department Other positions within the University 4

9 HUMAN RESOURCES RESPONSIBILITY Includes: Submission of incident reports to EHS Payroll History (date of injury back one year) Coding of Time (PeopleSoft/Connect Carolina, TIMs) Impact of other Benefits (i.e. payroll deductions) Return To Work Restrictions Temporary vs Permanent Communication Liaison Employee EHS Supervisor INCIDENT INVESTIGATION Purpose: To prevent future incidents from occurring. A fact finding, not fault finding process To clearly identify the unsafe circumstances surrounding the occurrence of the incident, a cause and effect needs to be identified. The Cause is the why a particular incident happened (i.e. oil on the floor). When looking for the cause, several items should be investigated Processes (i.e. lack of scheduled maintenance for equipment, changes to procedure), Personnel (i.e. lack of training), Machine/Equipment (i.e. faulty equipment that leaks), materials (i.e. no tools), and Environment (i.e. poor worksite cleanliness). The Effect is the result of what occurred (i.e. the employee slipped and bruised leg). Once the cause(s) are identified, then corrected action is to be implemented to mitigate future occurrence. 5

10 RESOURCE WC NUMBERS 2.4 Total Cost Per Year

11 WC NUMBERS 30 Serious Cases (6 or more LT Days) STATE HAZARD HERO Goal: Provide another mechanism to report unsafe condition/action observed and implement corrective action Value: Enhance hazard identification/mitigation Reduce liability cost (WC, Tort) Driven by: NC Injury Prevention Program OSHA General Duty Clause (maintain a workplace free from recognized hazards) 7

12 STATE HAZARD HERO? 8

13 From: Kelly-Scholle, Janet Sent: Monday, May 23, :54 PM To: Connect Carolina MOU Cc: Burton, Paige Saunders Beller, Debra L <debra_beller@unc.edu>; Arnold, Becky <becky_arnold@unc.edu>; Sebik, Nicole <nicole_sebik@unc.edu>; Burke, Robin C <robin_burke@unc.edu>; Price, Henry L Jr <hlprice@ .unc.edu> Subject: MOU Leads: Plans for FY 2017 Control and Budget Load To: MOU Financial Leads From: McGregor Bell, Director Budget Planning and Analysis Subject: Plans for FY 2017 Control and Budget Load Date: May 23, 2016 State Parent will continue to be set to Track Without Budget, which means that ConnectCarolina will not stop a transaction due to insufficient budget. MOU Financial Leads are responsible for maintaining appropriate spending within their budget. Budget Planning & Analysis will conduct quarterly reviews and contact MOUs that have overspent. The budget load process for FY 2017 will be very similar to last year s process. Budget, Planning and Analysis office manages the process for State funds, F&A funds, and Trust funds with associated budgets. State Child Expense and State Revenue Permanent budget is loaded in June. Carryforward budget is loaded after Office of State Budget Management approval. F&A Child Expense Permanent budget is loaded in June. Carryforward budget is loaded in July after year-end close. o Sources 14102, 14103, and are only used if there is a negative budget balance to carry forward from the previous fiscal year. Formula Allocation budget is loaded in July after year-end close. Trust Expense with associated budgets Carryforward budget is loaded in July after year-end close. o Fiscal year-end fund balance, based on Fund-Source, is loaded as the beginning budget. Unlike last year, Owning Department is not part of the equation. o Budgets are loaded to the chartfield string indicated on the Budget Period 2016 row of the Associated Budgets table s Expense tab. No action is taken on: Trust Revenue budgets Trust Expense budgets not listed on the Associated Budgets table.

14 o To confirm if a trust has an associated budget, in ConnectCarolina, follow this meu path to view the table: Home > Finance Menu > Commitment Control > Define Control Budgets > Associated Budgets OSR budgets More information Viewing budgets in InfoPorte To view all of your current budget period budgets you will need to select the previous and current fiscal year along with budget period we are in. To see an example of how this works please refer to the Viewing Budgets in InfoPorte document on ccinfo.unc.edu You can identify the type of budget entry, by the first few letters of the budget journal ID, which is displayed in both InfoPorte and Budgets Overview: Permanent State Budget = PBS Permanent State Revenue Budget = PBSR Permanent F&A Budget = PBF F&A Carryforward = FACF F&A Formula Allocation = FORM Trust Carryforward for Trust sources that are set up as associated budgets = TRROL