Transcript Communicating with faculty & staff, the media and the

HR Liaisons Meeting
March 17, 2011
Agenda
• Welcome
• Diversity Week
• Nepotism Disclosure
• Payroll Transfers
• Report of Outside Activity
• PeopleSoft HR Update
• Organizational Departments
• Upcoming Event Highlights
• Other Updates
• Wrap Up
Diversity Week
Diversity Week
Diversity Week is April 4 – April 8
Monday, April 4
6:00pm
Opening Reception
TBA
Racial Justice in
Public Schools
RDB 1000
1:00pm-2:30pm
Immigration: A Lynchpin
of Diversity
RDB 1009
3:30pm-5:00pm
Women of Influence
SIPA 1000
4:30pm-6:30pm
Caribbean Fest: Life
& Culture
Pines
Tuesday, April 5
9:30am-10:45am
Diversity Week
Wednesday
1:00pm-2:30pm
Benefits of Diversity
in Political Discourse
AHC3 110
3:30pm-5:00pm
"For the Bible Tells Me So" –
Film and Discussion (Topic:
LGBT Issues & Religion)
RB 120
6:00pm-8:00pm
The Black Jew Dialogues
SIPA 125
Diversity Week
Thursday
9:30am-10:45am
"Walking Each Other
Home" - Film & Discussion
SIPA 100
12:00pm-1:00pm
Jazzy Lunch with
International Artist
Nicole Henry
GC Lawn
3:00pm-4:30pm
A Sensory Experience
RB 130
Friday
12:00pm-3:00pm
12:00pm-3:00pm
Culture Fest- Food, Fashion, GC Lawn
& Talent Show
TAG: The Art of Giving
GC Lawn
Nepotism Disclosure
Nepotism
Policy Statement
Relationship to another individual employed by the University shall not constitute a bar to
hiring, promotion or reappointment, provided, that no employee shall be under the direct
or indirect supervision or control of a related individual. The University retains the right to
refuse to appoint a person to a position in the same department, division or facility,
whereby his/her relationship to another employee can create an adverse impact on
supervision, safety, security, morale, or involves a potential conflict of interest.
Individuals should not be employed in a department or unit, which will result in a
subordinate-supervisor relationship between such individuals and any related individual as
defined above through any “line of authority.” Related individuals, as defined by this
policy, may not be supervised or work in the same division, department, or unit without
prior approval from the Assistant Vice President of Human Resources and the Vice
President in charge of Human Resources.
Reason for Policy
To ensure that no preferential treatment will be afforded to individuals based on
relationship that may place undue or inappropriate influence on terms and conditions of
employment.
Nepotism Disclosure
Definition
“Relationship” is defined as individuals related by blood, marriage, adoption [e.g.. father,
mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband,
wife, father-in-law, mother-in-law, son-in-law, daughter-in- law, brother-in-law, sister-inlaw, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half-brother
or half-sister, Florida Statute Section 112.3135(1)(d)]; a person a public employee intends
to marry, or with whom the public employee intends to form a household, or any other
natural person having the same legal residence as the public employee, Florida Statute
Section 112.312, Code of Ethics; domestic partnership, dating, or other personal
relationship in which objectivity might be impaired.
“Line of authority” is defined as authority extending vertically through one or more
organizational levels of supervision or management.
Candidate Disclosure
● If an applicant has disclosed on the employment application
that he/she has a relationship based on the Nepotism
definition; a Nepotism Disclosure form must be completed
and submitted to Recruitment Services for review “prior to
the hire”
 If the form is approved – the hire will be approved
 If the form is denied – the hiring department will be
required to go back to the original applicant pool and
select another candidate or start a new search for a
viable candidate
● Approved copies are sent to the employee and supervisor.
Original is stored in the employees’ file in HR.
Current Employee Disclosure
● An employee that has a relationship with another university
employee, as described in the policy, must disclose the
relationship by completing the Nepotism Disclosure form and
submitting it to Employee and Labor Relations for review and
approval.
 If the form is approved – nothing changes
 If the form is denied – sufficient time will be provided to
allow either employee to seek other employment
● Approved copies are sent to the employee and supervisor.
Original is stored in the employees’ file in HR.
Sponsored Research Disclosure
POLICY STATEMENT
All University nepotism approvals must be in place prior to
any related persons beginning work on a sponsored project.
● PI completes the Internal Clearance Form and submits to
the Division of Research.
 If decision to hire a related individual is determined
after the proposal has been processed through PreAward, the PI must notify Pre-Award
 If request is approved, there may be conditions
imposed upon the supervisory relationship
● Approved copies are sent to the employee and
supervisor. Original is stored in the employees’ file in
HR.
Nepotism Disclosure
Form
Same Form
For All
Found on HR website under
ELR or Recruitment Services
http://hr.fiu.edu/uploads/file/elr/Nepotism_Disclosure.pdf
Payroll Transfers
Payroll Transfers
• Payroll transfers that involve grants need to be
routed through OSRA including transfers to and
from C&G funding sources
• Payroll transfers more than 60 days for all
academic units need to go to Academic Affairs for
approval
• Payroll transfers more than 60 days for nonacademic units need VP approval
• Payroll transfers must be submitted to Payroll by
June 20, 2011 for this fiscal year, however, the
receiving department will have an elevated
accrual that will not be reversed in 2010-11
Report of Outside Activity/
Conflict of Interest
Report of Outside Activity/
Conflict of Interest
Taskforce Members:
Jaffus Hardrick, Human Resources
Leyda Benitez, Compliance
Isis Carbajal de Garcia, Counsel
Joann Cuesta-Gomez, Human Resources
Tonja Moore, Academic Affairs
Michelle Ciccazzo, Academic Affairs
Joe Barabino, Research
Don Smithburg, College of Medicine
Jonathan Tubman, Research
David Driesbach, Research
Carlos Flores, Human Resources
Outside Activity/Conflict of Interest
Disclosure Obligations Stem From
 Federal regulatory requirements
 State law requirements
 University policy
 These policies capture your compliance
obligations to disclose outside activities that
may pose an actual or potential conflict
Report of Outside Activity/ Conflict
of Interest
In order to comply with applicable federal and state
laws, the University has policies and procedures in
place, and now an electronic disclosure process that
allows faculty and staff to disclose outside activities
that may constitute an actual or potential conflict of
interest between their personal interests and their
public duties on behalf of FIU
“Nuts and Bolts”: WHO?
 Question: Who needs to complete the form using the
electronic portal for disclosures?
 Answer: All benefit eligible employees of FIU, whether
in-unit or out-of unit, will use the electronic portal for
disclosures of outside activity/conflict of interest
(“COI”) in accordance with the applicable University
policies and collective bargaining agreements. All
personnel involved in research shall use the electronic
portal for disclosures in accordance with the Conflict of
Interest in Research policy
“Nuts and Bolts” for Disclosing Outside
Activity/COI through electronic portal: WHY?

Question: Why do you need to complete the online Report of
Outside Activity/Conflict of Interest?

Answer: Under federal and state law, the University must ensure that
employees’ outside activities do not pose a COI that has not been managed,
reduced or eliminated
The University’s policies are not intended to discourage an employee from
engaging in outside activity in order to increase the employee’s professional
reputation, service to the community, or income. However, such activities
must not put the employee or the University at risk of violating the federal
and state laws on conflicts of interest that you and the University must
follow. Moreover, research much be conducted in an unbiased manner, free
from conflicts
“Nuts and Bolts”: WHEN?

Question: When does the form need to be completed?

Answer: All new hires must complete the form at the time the
offer of employment is accepted

All employees (with the exception of in-unit faculty, see below)
must complete the form at the beginning of the academic year and
update this form whenever there is a significant change in activity
(nature, extent, funding, etc.) which could result in a COI or when
a new outside activity is undertaken. Additionally, all employees
seeking to engage in research must complete the form to disclose
any potential COI prior to start of the research project
“Nuts and Bolts”: WHEN? (Cont’d)
 In-unit faculty must complete the form when the
employee reasonably concludes that the proposed
outside activity may create a COI, or in any outside
compensated professional activity
 A new report must be submitted for outside activity
previously reported at:

The beginning of each academic year for outside activity of a
continuing nature; and

Such time as there is a significant change in any activity
(nature, extent, funding, etc.)
Electronic Portal for Employees
Approval Routing
Routing of Academic Approval
Office of the Provost
Research
Dean
Associate Dean
Review
Direct Supervisor
Faculty
Routing of Administrative Approval
Human Resources
Research
Direct Supervisor
Admin/Staff
“Nuts and Bolts” WHAT?
 Question: What needs to be disclosed?
In Research: All financial, fiduciary, time commitment and
related interests that may in any way bias the design,
conduct, or reporting of research
In Employment: All activities that may create an actual or
potential COI between your private interests and your public
duties as an employee of FIU
If you are in doubt, it is best to disclose the outside
activity/conflict of interest
PeopleSoft HR Update
Project Milestones Strategy
Milestone
1
2
3
4
5
Time &
Labor
Core HR
Contracts
Base Benefits
Effort
Reporting
Core Payroll
Faculty Events
GL
HR
Security
Recruitment
ESS/MSS
ePerformance
Absence
Management
Reporting
Enterprise
Portal
Ben Admin
Year End
Production
Readiness
Conversion
Development & Interfaces
Go-Live
PeopleSoft Human Resources Project
Milestones
Organizational Departments
Common Department Structure
University Organizational Department Structure
Organizational Departments
 Beginning in late March or April, HR will approve all new
Financials Organizational Department requests or updates
 The Organizational Department is a unit within the structure
of the university and must have the following characteristics to
be approved:
 Has a supervisor
 Has a budget
 Currently, a department is defined by a 10-digit org code in HR
 The 9-digit Organizational Department ID used in Financials
will replace the 10-digit org code on January 1, 2012
Organizational Departments
 HR is maintaining a crosswalk between the 10-digit and the 9-digit
Organizational Department ID for the transition
 The Org Department is not a funding source; the Activity ID is a
funding source
 Below is a snapshot of the org department crosswalk:
 Additional information and a new form with instructions is
forthcoming
Organizational Department Form
DRAFT
Upcoming Event
Highlights
Other Updates
Other Updates
Leadership Development Institute
 Talent Management and Development will launch the pilot
program for the Leadership Development Institute in March
 The full program will launch in September
 Additional information is forthcoming
MyAccounts Notification Changes
 The MyAccounts Notification will soon contain the pay plan
to make it easier to identify new employees
 The change will take place in the next several weeks
Upcoming Events/Deadlines
Event
Diversity Week
Location
Various
Date/Time
Monday, April 4 –
Friday, April 8
Building Positive
Relationships with Our
Children
AHC1 140
Monday, March 28
Noon – 1:00 p.m.
STEPP
Graham Center
Ballrooms
Wednesday, March 30
Noon – 1:00 p.m.
Student Employment
Week
Various
Monday, April 11 –
Friday, April 15
FIU Spring Picnic
MARC Lawn
Saturday, April 16
1:00p.m. – 5:00p.m.
Wrap Up
Questions or Comments?