Florida International UniversityHR Liaisons Meeting

November 19, 2009

FIU- United Way Campaign2009

FIU – UNITED WAY CAMPAIGN

FIU – UNITED WAY CAMPAIGN

• 2009 Campaign Goal - $300,000

• FIU-United Way Website – unitedway.fiu.edu

• FIU-United Way Auction• December 4, 2009• 4 p.m. silent auction / 5:30pm live auction• Graham Center Ballrooms• Admission: $5

• How can you help us meet our goal?• Communicate• Donate• Participate

AGENDA

• Introduction • Exit Interviews• EEO Compliance• Year-End Payroll Announcements• Other Updates• Admin/Staff Form Changes• Important Dates• Wrap Up

Exit Interviews

SEPARATIONS OF EMPLOYMENT

Two types of separations of employment:

Voluntary• Resignation (minimum of 2 weeks notice)

Involuntary• For cause• For non-cause (at will)• Layoff

EXIT REVIEW PROCESS – RESIGNATIONS

1. Employee should submit resignation, in writing, to supervisor

2. Supervisor always accepts resignation in writing

3. Supervisor forwards both resignation and acceptance to ELR immediately - PC 236

4. ELR will contact and forward to employee the exit interview process information and schedule exit interview

5. Supervisor and employee complete the Separation of Clearance form to collect all items given to employee during tenure at University (i.e. laptops, Purchasing card, keys, ID card)

SEPARATION CLEARANCE FORM

EXIT REVIEW PROCESS – NON-RESIGNATION SEPARATIONS

Contact ELR if department is contemplating termination or layoff

In conjunction with ELR, determine appropriate separation

Complete the Separation of Clearance Form to collect all items given to employee during tenure at University (i.e. laptops, Purchasing card, keys, ID card)

http://hr.fiu.edu/uploads/file/forms/elr/separation.pdf

Exit Review Process – Non resignation separations

For readily available and detailed information about the exit review process, please visit our website:

http://hr.fiu.edu/index.php?name=exit_review_procedures

EXIT REVIEW PROCESS

EEO Compliance

EEO COMPLIANCE

What you don’t know

can hurt us

WHAT WE WILL COVER

• What is EEO?• Why train?• What are the laws?• What are the different types of discrimination?• What are my responsibilities?

DEFINITIONS

• Equal employment opportunity (EEO): our right to work in an environment free from discrimination

• EEO Compliance: adherence to the laws and policies that prohibit discrimination in the workplace (reactive)

• Diversity: respect and validation for that which makes us different (proactive)

EEO IS THE LAW

• Title VII of the Civil Rights Act of 1964• Civil Rights Act of 1991• Americans With Disabilities Act of 1990• Age Discrimination in Employment Act of

1967• Equal Pay Act of 1963• Chapter 760, Florida Statute• Florida International University Policy

PROTECTED CATEGORIES

• Gender• Race• Color• Religion• Ethic/National Origin• Political Beliefs• Marital Status

• Age• Sexual Orientation• Social and Family

Background• Linguistic

Preference• Pregnancy• Disability

EXAMPLES OF HARRASSING BEHAVIORS

• Verbal– Unwelcome comments– Racial/sexual epithets– Offensive jokes/stories

• Visual– Offensive pictures/photos/cartoons– Offensive posters/calendars/magazines/objects– Offensive screen savers/videos

• Physical– Unwelcome touching/hugging/kissing/patting/stroking– Standing too close/ogling/suggestive gestures

• Written– Unwelcome personal letters/e-mails

RESPONSIBILITIES

• Outreach: cast the net wide• Review process for equity and consistency• Search and Screen Process

– PAR– Diverse committee members– Work with compensation– Posting position– Waivers

• Think Access, Equity and Diversity

EEO & DIVERSITY CONTACTS

Shirlyon J. McWhorter, Esq.Director, Equal Opportunity & DiversityModesto Maidique Campus, PC 215

305 348-2785

Jonaura WisdomAssistant Director, Equal Opportunity & Diversity

Modesto Maidique Campus, PC 215 305 348-2356

Year-End Payroll Announcements

YEAR-END PAYROLL ANNOUNCEMENTS

• Employees should log into Employee Self Service prior to December 31 to ensure home addresses are accurate in preparation for W2 Forms mail out

• W2 Forms will be mailed to homes by January 31, 2010

• Electronic Form W-2 will be available on Employee Self Service (ESS) after January 31, 2010

• Temporary employees who were enrolled in the FICA

Alternative Plan may receive more than one W2 for the 2009 calendar year

YEAR-END PAYROLL ANNOUNCEMENTS

• Employees who claimed “exempt from federal withholding” in 2009 must submit a new W-4 by February 15 to continue under this status, otherwise filing status will be automatically changed to single with zero allowances

• The 2010 social security tax wage base will remain at $106,800

• Physical checks for the pay date of December 30, 2009 will be mailed to employee’s home address on file

EXTENDED WINTER BREAK

• The Executive Committee approved three additional Winter Break days for benefit-eligible employees on December 28, 29 and 30

Employees Not Required to Work• Holiday pay code will be automatically populated in TimeSaver for

those days

Employees Required to Work• Vice Presidents for each area will provide a list of exempt and non-

exempt employees required to work. Payroll will remove the Holiday pay code for employees on the lists provided to DHR.

 • Non- exempt employees must report hours worked during the winter

break • Exempt employees will have work hours automatically populated 

EXTENDED WINTER BREAK

• Employees will be entitled to receive time-off with pay on a one to one and a half (1.5) basis per day worked to be used before August 31, 2010

• Departments will be responsible for monitoring the usage of the time-off allotted

• During the pay period in which an employee elects to use the allotted time, departments must notify Payroll in writing to record the appropriate pay code in TimeSaver

HR HOLIDAY DEADLINES

Thanksgiving Holiday: Pay Period 11/13/09 to 11/26/09 • Tuesday, November 17, 2009 - All payroll actions must be received in Human Resources.• Tuesday, November 24, 2009- Employees must report their time/leave by 5:00 p.m. in

TimeSaver.• Wednesday, November 25, 2009- Time Approvers must approve by 2:00 p.m. in

TimeSaver.

Christmas and New Year’s Holidays:  Pay Period: 12/11/2009 to 12/24/2009 

• Friday, December 11, 2009 - All payroll actions must be received in Human Resources.• Thursday, December 17, 2009 - Employees must report their time/leave for the complete

pay period by 5:00 p.m. in TimeSaver.• Friday, December 18, 2009 - Time Approvers must approve by 2:00 p.m. in TimeSaver.• Friday, December 31, 2009 – Pay Day - Employees who are not enrolled in direct deposit

will have their paychecks mailed to the home address on file. Pay Period: 12/25/2009 to 01/07/2010 • Monday, December 21, 2009 - All payroll actions must be received in Human Resources.

OTHER UPDATES

Temporary and Student Employment Services Update

• Job application required for all temp or student positions• All temporary and some student employees must undergo

background checks• Hiring Minors• New Hire Start Dates• Training “On the Road”

Panther ID Issuance Notification

• When an employee is hired into an org code (first six digits) you represent, you will receive an e-mail as soon as his/her Panther ID is issued to facilitate forms completion for keys, PantherSoft Access, etc.

ADMIN/STAFF FORM CHANGES

New ExistingOne Time Award - Project Based BonusOne Time Award - Variable Comp BonusOne Time Payment - Moving AllowanceOne Time Payment - Moving ReimbursementPromotionDemotionTransfer ReassignmentReclassification - PromotionReclassification - DemotionReclassification - Lateral

One Time Award - Educational Incentive AwardOne Time Award - Spot AwardPay Change - Added DutiesPay Change - Administrative Incr. (Temporary)Pay Change - FTE IncreasePay Change - FTE ReductionPay Change - Counter OfferPay Change - Market AdjustmentPay Change - Performance BasedPay Change - RetentionPay Change - Equity Adjustment

ADMIN/STAFF FORM CHANGES

Action Action ReasonPosition # Changes

Jobcode Changes

Salary Range Max/Position

Level

Salary Increase

Responsible Department

Promotion Promotion Yes Yes Higher Maybe RecruitmentDemotion Demotion Yes Yes Lower No Recruitment

TransferTransfer Reassignment

Yes Maybe Same Maybe Recruitment

Position Chg/ Pay Rate Chg

Reclassification - Promotion

No Yes Higher Maybe Compensation

Position Chg/ Pay Rate Chg

Reclassification - Demotion

No Yes Lower No Compensation

Position Chg/ Pay Rate Chg

Reclassification - Lateral

No Yes Same Maybe Compensation

Promotion/Demotion Matrix

IMPORTANT DATES

Event DateWomen’s Basketball Game Friday, November 27EV4 Training Thursday, December 17United Way Auction and Donor Recognition Friday, December 4President’s Holiday Celebration Wednesday, December 9FIU’s Got Talent Thursday, December 10  

Questions or Comments?

WRAP UP