Transcript Reports to” Project - Florida International University

Florida International University
HR Liaisons Meeting
April 16, 2009
AGENDA
•“Reports To” Project
• Encumbrance Open Lab
• Temporary & Student Hiring Process
• Benefits Updates
“Reports to” Project
“Reports to” Project
Definition of “Reports to”:
The person identified as the supervisor in the Job Description
and/or someone who holds administrative responsibility for this
employee, such as travel approval and performance reviews.
Use of this data:
•Travel & Expense module will use this data for TAR
approvals.
•Human Resources will use this data for Organizational
Charting.
“Reports to” Project
Scope of Project:
Populate the “reports to” data for Administrative, Staff and
Faculty Positions.
• Administrative/Staff Positions will be driven from current
supervisor information HR has about reporting structure.
• Faculty Positions will be driven from the Administrative
Code/Current Home Organization and will be populated from
Provost down to Chair.
Current scenarios that affect data:
• Restructuring from budget reductions, department initiatives or
audit requirements.
• Delay in paperwork for revised job descriptions.
• Change in structure that has not been communicated to HR.
“Reports to” Project
Timeline:
HR Clean up
Unit Clean up
Host “Reports to” Open Lab
Host “Reports to” Open Lab
HR to Enter Data
Provide “Reports to” Production Data
Current - April 27
April 28 - May 15
May 11
May 15
May 18 - May 29
June 1st
Encumbrance Open Lab
Location
Day
Time
HR Conference Room, PC 234
Today, April 16th
1:30pm to 4:30pm
Temporary & Student Hiring Process
Test Instructions
1) Do NOT open your page
until you are told to do so
by the facilitator
2) Complete section A in a #2
pencil and make sure to
bubble your answers in
completely
* Note: If you did not attend
the last session your grade
will be based on a curve.
Question #1 What is “OPS”?
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Office of Public Services
Operating Process & Standards
Other People’s Stress
Other Personnel Services
Question #2
What is the definition of an OPS Temporary
appointment?
 Definition:
Other-Personal-Services (OPS) temporary employment
is an employer/employee relationship used solely for the
accomplishment of:
a. short term,
b. peak load or
c. periodic task or project.
Temporary Employee Classification Job Codes
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0012 Executive/ Administrative/Managerial
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0013 Other Professional
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0014 Clerical/Secretarial
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0015 Technical/Paraprofessional
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0016 Skilled Craft
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0017 Services/Maintenance
o 9190 Student Assistant/ Federal Work Study
Temporary & Student Employment Phase I
1. Departmental analysis of existing Temporary Employees
a. Review job duties and classify in appropriate job code
b. Review job duties to ensure relationship is for the
accomplishment of a short term, peak load or period task or
project.
2. Implement New Temporary Employment On-boarding
Enhancements
a. Offer letter
b. On-Boarding Packet
c. On-line Temporary Employee Orientation
d. Revised Forms
e. Website enhancements
University Based Temp Employment Agencies
University Based Temp Employment Agencies
University Based Temp Employment Agencies
FIU’s Temporary/Student Employment Services
PantherTemps
Recruitment Services introduces PantherTemps, FIU’s Temporary Staffing
Agency for Temporary Appointments and Student Employment.
PantherTemps will support Student Employment and temporary staffing needs,
through department specific postings and the creation of “Applicant Pools”
for Administrative, Clerical, Services, Maintenance positions and others.
PantherTemps will manage:
1. Temporary Employment Opportunities
2. Student Employment Opportunities in Partnerships
a. Federal Work Study
b. Student Assistant (Non-Work Study)
c. Internships (Paid & Non Paid)
Partnership in process with Career Services Department
UPDATE ON ENHANCEMENTS
1. Offer Letter for Temporary Employees
2. Forms
3. Website Features
Update on Enhancements
Offer Letter for Temporary Employees
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Dear XXXXX:
Congratulations on your Appointment within [Insert Department]. The effective date of your Appointment will be
[Insert date]. Your annual compensation will be [Insert compensation amount]. In addition to your base
compensation, you will be eligible to purchase Health Care Plans for Temporary Employees from several
programs that are available and will be enrolled in a qualified savings plan (FICA alternative), that will allow you to
contribute pre-tax wages into an investment account.
As a new employee of the University, you are required to provide proof that you are legally authorized to work in
the United States for I-9 purposes. In accordance with the Immigration Reform & Control Act, this proof must be
provided within the first three (3) days of employment. You can visit our website at www.fiu.edu/hr/signon.html, for
a list of all acceptable documentation and to obtain pre-employment personnel documents that need to be
completed and submitted to our Payroll Department. Moreover, all employees are required to present an original,
current and valid Social Security card, as a condition of employment. If you are unable to provide this
documentation, please notify us immediately at 305-348-2500 for consultation on how and where to obtain the
necessary identification.
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This letter is intended as an outline of some of the important aspects of the conditions of employment, and should
not be construed as a contract of employment. Florida is an At-Will State, which means that as you retain the right
to resign for any reason or no reason at all, FIU has the same right with respect to termination. Your employment
is for no specific period of time, regardless of any other oral or written statement made by any Florida International
University officer or representative, with the exception of the Division of Human Resources or the President of the
University. This appointment is contingent upon satisfactory completion of background and reference checks.
Should you have any questions or require additional clarification, please feel free to contact the Division of Human
Resources 305-348-2500. We want to welcome you to the FIU family and look forward to you becoming an
integral member of this Institution.
Sincerely,
Carolyn F. Jackson, MS HRM
Director
Recruitment Services
Update on Enhancements
Forms
1. Request to Hire Form
Length of Temporary Appointment (Noted in HM Guidelines)
A Temporary Appointment should be hired to support a project or departmental need for a specified period of time.
An employee may remain on a temporary appointment beyond the initial specified period of time under these
conditions:
 Department requested and is awaiting approval of full-time equivalent (FTE)
 Project is extended
 Appointment performs duties of an employee on FMLA approved leave
 Approval of extensions must be requested through Recruitment Services.
LENGTH OF TEMPORARY APPOINTMENT (continued)
Temporary Appointments in the following categories are NOT subject to time limitation:
 Seasonal employees,
 Degree-seeking students,
 Health Care Practitioners,
 Institutional clients employed as part of rehabilitation,
 Employees hired to deal with an emergency situation that affects the public health, safety, or welfare,
 Employees hired for a project that is identified by a specific appropriation or time-limited grant,
 Consultants (These independent contractors are retained by contractual agreement arranged through the
Purchasing Department.)
Update on Enhancements
2. Temporary Appointment/Student Assistant Form
3. Website Features
What will follow?
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Solidifying Relationships & Partnerships
Financial Structure
Determining needs of Departments
Coordinating Student opportunities
Building Temporary Pool
Transitioning existing Temporary employees
Synchronizing websites & efforts
Benefits Updates
Benefits News
 Open Enrollment Period –
 September 14 - October 9, 2009
 Preparing for Open Enrollment –
 Verify you Mailing Address
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Employee Self-Service (ESS) at http://ptp.fiu.edu/self_service.html
 Know Your Current Benefits
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People First website at http://peoplefirst.myflorida.com
Retirement News
 DROP Completion Workshops
 DROP Participants with completion date in 2009
 University Park GC 305
 Tuesday April 21, 2009 at 9:00 am
 Wednesday April 29, 2009 at 9:00 am and 2:00 pm
 RSVP to
• [email protected]
• Benefits Administration at (305) 348-2182
 Biscayne Bay Campus
 Individual Appointments
Retirement News
 Florida Retirement System (FRS)
Information Online
 Personal Forecast Statement
 Executive Director’s Report – Pension Plan Funding Status
 Information available on Benefits website at
 http://hr.fiu.edu/index.php?name=retirement_news
QUESTIONS?