Florida International University HR Liaisons Meeting February 18, 2010.

Florida International UniversityHR Liaisons Meeting

February 18, 2010

AGENDA

• Introduction • Census 2010 Update• PeopleSoft HR Implementation• Overtime• Recruitment Services Updates • Compensation Administration Updates• Other Updates• Important Dates• Wrap Up

PeopleSoft HR Implementation

PANTHERSOFT STRATEGIC INITIATIVES

ENTERPRISE APPLICATION STRATEGY

Full Integration with other existing PeopleSoft Applications

One Central Dash Board for students, faculty, and staff (my.fiu.edu)

Foundation layer for analytical reporting (data warehousing)

Leverage existing infrastructure and skill set

HUMAN CAPITAL MANAGEMENT – THE DIFFERENCE

• Current HR• Reactive• Administrative• Transactional• Just-in-time• Promises soft-dollar benefits• Adds paperwork• Counts employees• Downplays its drag on the

bottom line

• Human Capital Management• Proactive• Strategic• Collaborative• All-the-time• Delivers hard-dollar

benefits• Adds value• Empowers employees• Adds to the bottom line

IMPLEMENTATION SCOPE

Phase I Human Resources

- Administer Workforce- Position Management- Contract Management- Commitment Accounting- Base Benefits and Integration

with People-First- Recruitment- Integration with Financials and

Contract & Grants Modules Time & Labor Payroll In-house Regulatory Reporting (Board of Governors)

* OSRA effort reporting analysis to be completed

Phase II Employee and Manager Self Service Absence Management Faculty and Service tracking Labor Relations Management OSRA Effort Reporting*

Phase III Workflow automation ePerformance Training Administration Enterprise Portal Integration

STEERING COMMITTEE

Executive Sponsor and Chair

Vice Presidents

Committee Members

Dr. Kenneth Jessell

Dr. Jaffus Hardrick Dr. Min Yao

Joseph Barabino

Carlos Flores Robert Grillo Tonja Moore

Overtime

AUTHORITY – UNITED STATES DEPARTMENT OF LABOR

Fair Labor Standards Act of 1938 (FLSA) as amended (29 USC §201 et seq.; 29 CFR Parts 510 to 795)Revised on April 20, 2004

The FLSA establishes minimum wage, overtime pay, recordkeeping, and youth employment standards affecting employees in the private sector and in Federal, State, and local governments.

Covered nonexempt workers are entitled to the minimum wage. The federal minimum wage effective July 24, 2009 is $7.25 per hour.

Overtime pay at a rate not less than one and one-half times the regular rate of pay is required after 40 hours of work in a workweek.

OVERTIME FOR NON-EXEMPT EMPLOYEES

Record ALL hours worked in the ADP System including any hours actually worked in excess of 40 hours in a workweek

All OT must be authorized by the immediate supervisor prior to working

OT pay is calculated at 1 ½ times employee’s hourly rate for all hours actually worked in excess of 40 hours in a workweek

Compensatory time may be earned in lieu of OT pay at the rate of 1½ times the number of hours worked

Violation

Not inputting all hours in ADP – instead have separate recordkeeping

Not paying or providing appropriate compensatory time

PENALTIES/SANCTIONS

Penalties/Sanctions

The Department of Labor uses a variety of remedies to enforce compliance with the Act's requirements. When Wage and Hour Division investigators encounter violations, they recommend changes in employment practices to bring the employer into compliance, and they request the payment of any back wages due to employees.

Willful violators may be prosecuted criminally and fined up to $10,000. A second conviction may result in imprisonment. Employers who willfully or repeatedly violate the minimum wage or overtime pay requirements are subject to civil money penalties of up to $1,100 per violation.

EXEMPT EMPLOYEES

Regulation identifies and excludes certain worker (exempt) from FSLA coverage

• Executive• Administrative• Professional (Learned Professional) or Professional

(Creative Professional)• Highly Compensated employees

Employees in exempt positions get paid the same amount every workweek regardless of the hours they work

Required to record leave

Departments should not allow flex hours to compensate for “extra” hours worked

RECRUITMENT SERVICES UPDATES

Changes in H1B Process

• Process changed effective January 1, 2010• Prevailing Wage Determination (PWD) will be made by the new National

Prevailing Wage Help Center rather than by State Workforce Agencies• PWD must be sent by mail, rather than electronically• Once petition for H1B visa has been submitted, the position must be

posted online and on bulletin boards for ten working days• The process will take longer than usual as a result

Faculty Recruitment Reminder

• HR Liaisons are responsible for updating the applicants’ status as the faculty search progresses

• Academic Affairs will close the posting after the finalist has been identified, updated in the system and the offer has been accepted

RECRUITMENT SERVICES UPDATES

New Sign-On Packet

• The sign-on packet was reformatted to include the new FIU logo• A new form, the Confidentiality Agreement, was added and all non-

Faculty employees are required to complete it • Make sure employees are instructed to select the correct packet for their

pay plan

2010 Student Employee of the Year Recognition Award

• Student Employment Week will be April 12 – 16• College and Universities recognize the importance of student work

experience during this week• The Division of Human Resources will accept nominations through

March 5 for student employees who best embody service excellence, dedication and whose academic achievements remain stellar

• One student will become the Student Employee of the Year• More information and the link to the form will be forthcoming via e-mail

COMPENSATION ADMINISTRATION UPDATES

Total Compensation Statements

• The Total Compensation Statement details the value of the total compensation and benefits package received by employees and displays

the University’s commitment and investment in each employee.

• Salaries are a part of the total compensation employees receive. The total package may include: Overtime, Bonuses, Spot awards, Shift Differential Pay, Lead Worker Pay and Criminal Justice Incentive Pay

• The statement also details the university’s contribution towards employee benefits, including insurance matching, retirement contributions, and work-life programs

• Statements will be available to employees in the next few weeks

COMPENSATION ADMINISTRATION UPDATES

Total Compensation Estimator

• The Total Compensation Estimator has been updated for 2010• This calculator estimates an applicant’s total compensation, including

insurance matching, retirement contributions and leave accruals• The calculator can be found on the HR webpage under the

Compensation Administration Department

Living Wage Adjustments

• The department of Health and Human Services is expected to issue the new living wage in early March

• If employees fall below the minimum, salaries will be adjusted

OTHER UPDATES

Pay Plan Updates for Temporary and Student Employees

• On the pay period ending February 4, 2010, Payroll began the process of monitoring the student status on a biweekly basis

• If the PantherSoft Student Administration interface flags and employee as a non-student, the employee’s pay plan will be changed to non-student and the employee will be enrolled in the FICA Alternative Plan

Service Delivery Model Update

• In order to enhance the customer service experience and streamline operations at the Modesto A. Maidique Campus, PC 224 will become the entry point for paperwork sent and all guests to the Division of Human Resources• Effective March 1, 2010 the Payroll window will be closed• Employees should visit PC 224 to pick up checks• All mail should delivered/sent to PC 224

OTHER UPDATES

AvMed Breach

• Laptops at AvMed were stolen containing personal health information for over 40,000 employees, former employees, and dependents of the State

• AvMed sent letters to all present and past subscribers and notified credit reporting agencies, Medicaid and Medicare

• AvMed contracted with Debix for a two year protection plan against identity theft. Employee must call within 120 days of the date on the letter from AvMed to enroll to get this benefit

• Debix phone: (877) 263-7998

IMPORTANT DATES

Event DateFIU Miami Heat Take Over Day Sunday, March 14STEPP – Dr. Pedro Greer Wednesday, March 24

Questions or Comments?

WRAP UP