HR Update for HR Administrators January 2016 · When sending updated org. charts with a hiring...

O f f i c e o f H u m a n R e s o u r c e s # 2 M L K J r . D r i v e S u i t e 1 2 5 8 E a s t , A t l a n t a , G e o r g i a 3 0 3 3 4

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Electronic DNR Exit Questionnaire

An electronic version of the DNR Exit Questionnaire has been developed and will go live effective February 1, 2016. This electronic version is user-friendly and is to be completed by full-time employees who voluntarily separate employment with DNR. The employee should complete the electronic questionnaire prior to or on their last day of employment. The exiting employee will link to the site via the Separation Page on the DNR Intranet. Once on the site, the employee will log in using their Employee ID and their employment information (name, gender, race/ethnicity, job code, job title and division) will automatically populate. The employee will then answer a series of questions that will be used in the future to gain a better understanding as to why employees are leaving DNR and to help improve DNR’s overall performance. A reporting tool has also been added that will allow Division Director’s, Asst. Division Directors and Personnel Representatives to pull a series of reports based on criteria entered by the exiting employee. We are currently in the process of developing a Reporting Tool Instructional Guide with details of how to log in, how to pull reports and what criteria can be used to pull reports, etc… This guide will be placed on the Intranet and e-mailed to those individuals who have access to pull reports in the near future. The link to the DNR Exit Questionnaire will be located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/separations as will a link to the reporting tool.

Employees Retirement System Information The ERS will be offering the following webinars in 2016:

An instructional session for filling out the ERS Service Retirement Application (for employees on the brink of retirement and would like information on filling out the application)

Overview of the Employees’ Retirement System (for anyone who would like to know more about it)

Overview of the Peach State Reserves 401(k) and 457 Plan (also for anyone who would like to know more about it)

GSEPS New Hire Orientation (which is ideal for new hires, obviously, but is also great for anyone who may fall under the GSEPS retirement benefit system).

To register for a webinar please go to: http://www.ers.ga.gov/seminars/webinarschedule.html PLEASE NOTE: Class dates and times may be subject to change, webinar registrants will be notified as soon as possible prior to the scheduled event of any changes. If the new alternate date/time does not work with your schedule, please feel free to schedule yourself for another future class that works for you. Lastly, if webinars are not something employees are able to attend during the day, the ERS has recorded content available 24/7 on their website under the “ERS Video Presentations” section at the following location: http://www.ers.ga.gov/members/presentations.html. HR Representatives should share this information with employees in their Division.

HR Update for HR Administrators January 2016

http://dnrnet.dnr.state.ga.us/separations


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Inclement Weather Information

A 1/13/2016 memo regarding inclement weather from the DNR Commissioner and the State of Georgia Inclement Weather Policy is located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/directives. Please refer to the Commissioner’s memo and the State of Georgia Inclement Weather Policy for guidance as needed.

New Hire Packages Updated The new W-4 and G-4 tax forms have been added to the New Hire Packages located at http://dnrnet.dnr.state.ga.us/hr/hiring_packages.

Sexual Harassment Video Training Reminder Effective November 1, 2015 the new Sexual Harassment Training Videos became available for viewing for ALL current employees, interns and new hires. There is an Employee version and a Managers version for viewing based on the duties of the employee. All current employees will need to view the appropriate video, sign an Acknowledgement Statement and return it to their Division Personnel Representative by February 29, 2016. The signed Acknowledgement Statements should then be forwarded to the Office of Human Resources to be placed in the appropriate personnel file. The Sexual Harassment Training Video Acknowledgement Statement has been updated and placed in the New Hire Packages located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/hr/hiring_packages and has been placed on the Training section in the DNR Intranet at http://dnrnet.dnr.state.ga.us/training.

Official Bulletin Board Updated The following revisions have been made to the Official Bulletin Board section of the DNR Intranet located at http://dnrnet.dnr.state.ga.us/official_bulletin_board:

Workers’ Compensation Fraud Notice (3S) Workers’ Compensation Bill of Rights (1S)

Public Employee Right To Know Act of 1988 (7S)

Current State Holiday List (2D)

HR Update for HR Administrators (continued) January 2016


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Updated Job Descriptions

Directions for accessing State of Georgia Job Descriptions can be found on the DNR Intranet at http://dnrnet.dnr.state.ga.us/jccp. These directions are able to be viewed by clicking on the Accessing Job Descriptions link on the Job Classification and Career Path Project page.

DNR Salaried and Hourly Job Code Reference Documents

A Salaried Job Code Reference Document and an Hourly Job Code Reference Document has been placed on the DNR Intranet at http://dnrnet.dnr.state.ga.us/par. The Salaried Job Code Reference Document has been updated with the new JCCP Job Codes, Job Titles, Paygrades and Pay Ranges. This document also includes entry salaries for jobs in DNR. Each of the documents are sorted by Job Code, Job Title and Paygrade.

DNR New Hire Packages

The Full-time, P.O.S.T. and Part-time New Hire Packages have been revised to include the following documents/forms:

A revised New Hire Forms Checklist in all three packages.

A Request for Approval of Secondary Employment in all three packages to be completed only if the new employee has another job in addition to the one at DNR, if applicable.

A new Rehired Retiree Acknowledgement form in all three packages to be completed only if the new employee is a member of a State of Georgia Retirement System, must also be signed by the new employee, if applicable.

A new Rehired Retiree GDCP Acknowledgement Statement in the Part-time package only to be completed if the new employee is a member of a State of Georgia retirement System, must also be signed by the new employee, if applicable.

A Rehired Retiree Reporting form for ERS and JRS retirees in all three packages, completed by the hiring location/Personnel Representative, if applicable.

A new Rehired Retiree Reporting form for LRS retirees in all three packages, completed by the hiring location/Personnel Representative, if applicable.

A new Rehired Retiree Reporting form for Public School Employees Retirement System retirees in all three packages, completed by the hiring location/Personnel Representative, if applicable.

A new Employment Verification for a Retiree Returning to Work FT/PT/Temporary form for TRS retirees in all three packages, completed by the hiring location/Personnel Representative, if applicable.

NOTE: Please make sure those responsible for completing the Hiring Package, complete Section B of the MAPEP form

prior to sending the new hire package to the Office of Human Resources.

Org. Charts

When sending updated org. charts with a hiring package, please include the actual date (MM/DD/YR) that the update is effective, not just the month and year. Org. charts should also be updated with the new job codes, job titles and paygrades. If you currently do not have this information on your org. charts, please add it.

HR Update for HR Administrators March 2016


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Out-of-State Driver’s History Reminder

Employees/volunteers/interns that operate vehicles on Department business, that have an out-of-state driver’s license, must obtain a copy of their driver’s history at their own expense and submit it to their supervisor with a completed Driver Acknowledgement form as required. You can find this information in Admin SOP #030 – Operation of Vehicles on Department Business located at http://dnrnet.dnr.state.ga.us/fs/standardoperatingprocedures. Please be sure the out-of-state driver’s history is included with the Driver Acknowledgement form when submitting to the Office of Human Resources as per annual requirements and for new employees.

Completing Form I-9 and E-Verify

To ensure we are all on the same page as to when we can complete a Form I-9 and creating cases in E-Verify on new employees, the chart below from the United States Citizenship and Immigration Services (USCIS) gives the acceptable timeframes:

HR Update for HR Administrators (continued) March 2016


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No Rehire Codes in PeopleSoft

When hiring a former State employee, Division HR Representatives must review the PeopleSoft record to determine if the applicant has a record in PeopleSoft with a ‘No Rehire’ code. Hiring an applicant with a ‘No Rehire’ code must be approved by the HR Director. To check PeopleSoft to see if a former State employee has an indication for ‘no rehire’, you must have their Social Security number or Employee ID. If the applicant worked for the State before PeopleSoft (10-1-1999) or worked for an agency that does not use PeopleSoft, or the previous agency did not enter the code in PeopleSoft, there will be no way to check for the code. The following is how a ‘No Rehire’ code appears in Job Summary.

To check PeopleSoft, use the following navigation: Workforce Administration > Job Information > Job Summary

Enter the Employee ID or Social Security number, click Search: This is an example of what you will see if there is a No Rehire Code on the applicant:

This information will be included in the SOP update of HR004-A Filling a Vacant Full-Time Position & HR004-B Filling a Vacant Part-Time Position on April 1, 2016.

HR Update for HR Administrators (continued) March 2016


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Affordable Care Act Reminder

The Affordable Care Act (ACA) requires employers with 50 or more full time employees to offer full time employees affordable health care coverage. Full time employees are those who work more than 30 hours a week on average in any month. In late 2013 and early 2014 the Office of Human Resources issued two memorandums and provided webinar training regarding the effects of the Patient Protection and Affordable Care Act (ACA) on DNR’s employment of hourly paid part time employees. This effort was focused on defining categories of part time employees and to ensure the Department’s compliance with the ACA. This information can be found on the agency intranet at http://dnrnet.dnr.state.ga.us/directives. It is time to reiterate and clarify this information for those involved in the hiring of part time employees. To comply with the ACA, DNR hires part time employees in one of the following three categories:

29 hour employees: Non-salaried employees limited to 29 hours in any workweek and employed on a continuing basis.

Seasonal employees: Non-salaried employees who may work more than 30 hours in a workweek however, their total period of employment in this capacity must be no longer than 168 calendar days. These employees must be terminated in 168 days or less.

Co-ops: Non-salaried employees who are enrolled as a student in an institution of higher learning that has an agreement for a work study program with a unit of the Department. These co-ops may work more than 30 hours per workweek provided they remain enrolled in the program.

NOTE: There are some non-salaried part time employees hired prior to January 2014 that are considered

grandfathered into the “1508’ group. Employees are no longer hired as “1508” employees however, Divisions must continue to monitor the hours of 1508 employees to ensure that hours worked stay below 1508 in a rolling calendar year.

To ensure that part time employees are aware of the limits of their employment and to further ensure compliance with the ACA section 2 of the Personnel Action Request Form, Division HR Representatives are required to verify that the part time hire is categorized as one of the three types of part time employees listed above, that they have informed the employee of the limits of their employment, and that the hire has not worked for the State of Georgia in the past 13 weeks. Rehires Verifying the employment of part time hires is especially important in regards to compliance with the ACA. Applicants for part time positions who have worked for DNR or any other Georgia State government entity during the past 13 weeks cannot be hired without the permission of the Human Resources Director. If hired without a break in service of 13 weeks the ACA considers part time employees as continuing employment and the agency may be required to offer them health insurance benefits. This 13 week break in service requirement also applies to employees moving from a full time position to a part time position. Full time employees cannot be placed directly into a PT position without a 13 week break in service.

HR Update for HR Administrators May 2016


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Rehired Retirees The Employee’s Retirement System does not allow those who retire under the ERS’s Early Retirement provisions to return to work for any State department or agency during the two months following their retirement date. Employees who retire under any of ERS’s provisions other than Early Retirement, must not return to work for any State department or agency during the first month following their retirement date. The 13 week break in service required by the ACA supersedes the two ERS requirements. Therefore employees retiring from a full time position with a State of Georgia department or agency must have a 13 week break in service before accepting a part time position with the Department of Natural Resources. It is the responsibility of each division to monitor hours worked by part time employees to ensure that they do not exceed the established limits.

Employee Discount Program Flyer

The Office of Human Resources distributed an Employee Discount Program Flyer to employees on May 2nd. This flyer highlights various discounts offered to state employees through the Employee Discount Program. This flyer has also been added to the What’s New section on the homepage of the DNR Intranet. Additional information and links for each of the discounts offered can be found on the Team Georgia website at http://team.georgia.gov/discounts/.

Standard Operation Procedures (SOP) Changes

The following updates have been made to DNR Human Resources Standard Operating Procedures and are effective May 1, 2016 unless otherwise noted. These changes are reflected on the DNR Intranet at http://dnrnet.dnr.state.ga.us > Human Resources > Standard Operating Procedures. E-mails were sent to DNR employees on April 15, 2016 and April 29, 2016 detailing the specific changes to each of the SOP’s listed. A copy of these e-mails can be found at http://dnrnet.dnr.state.ga.us/sop.

New Standard Operating Procedure: SOP HR022-A – Handgun Carry Variance - EPD

Updated Standard Operating Procedures: SOP HR000 – SOP Table of Contents

SOP HR004-A – Filling a Vacant Full-Time Position

SOP HR004-B – Filling a Vacant Part-Time Position

SOP HR005 – Appropriate Use of Information Technology Resources

SOP HR012 – Drug Testing

SOP HR013 – Internships (Paid and Unpaid)

SOP HR014 – Alcohol Testing

SOP HR019-B – Timekeeping

SOP HR019-G – Military Leave



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SOP HR 019-H – Education Support Leave

SOP HR020 – Employee Complaint Resolution

SOP HR021 – Workers’ Compensation

SOP HR022 – Handgun Carry

SOP HR023 – Performance Management

SOP HR025 – Employee Conduct

Deleted Standard Operating Procedures:

SOP HR004-B – Employment of Individuals Less than 18 Years of Age

SOP HR004-C – Filling a Vacant Part-Time Position – Re-numbered as SOP HR004-B

SOP HR005-A – Use of Personal Electronic Devices to Access the Agency Network

NOTE: Just a reminder that all DNR employees are personally responsible for being knowledgeable of and complying

with the requirements of all Standard Operating Procedures.

Lateral Transfer and Voluntary Demotions within Divisions

Filling vacant positions within a division or central office through internal transfer or voluntary demotion is a priority and will be a competitive process in accordance with HR SOP004-A – Filling a Vacant Full-Time Position. Employees will be given the opportunity to compete within their division, or within central office, to transfer to or voluntary demote to a vacant position prior to consideration of applicants from outside of the agency. All vacant positions will be announced internally within the Division or central office to elicit applications from the internal pool of candidates. To minimize time to hire, the internal announcement of a vacant position may be simultaneous with announcement of a vacancy to external applicants in the DNR vacancy announcement. However, applicants who apply for a transfer or voluntary demotion must be considered through a separate competitive process prior to consideration of external applicants.

Drug and Alcohol Testing Updates

There are a few significant changes in SOPs HR012, Drug Testing Program and SOP HR014, Alcohol Testing Program updated May 1, 2016 that effect all locations, including: All testing must be done immediately after the employee is made aware of the need for testing. This will take some additional steps on the part of the person notifying the employee to go for testing:

Be sure that the employee is available to go for testing prior to notifying them.

Set up the appointment and let the employee know when and where to go.

Assist with directions to the testing location, if necessary. After-hours testing may be necessary so there is additional information in the SOP to facilitate testing after hours. Changes also include a requirement for post- accident testing of safety sensitive positions.



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e-Performance Planning Clarification

The planning phase for the 2016-2017 Performance Management year is underway. Since we are not cloning the plans this year, there may need to be some clarification about Section 2.

Section 1 Core/Individual Competencies should pre-populate with the 5 Competencies that are appropriate for employees and the 2 competencies that are appropriate for managers. This section should be weighted 25% of the total rating.

Section 2 Individual Goals should be created by the managers with 3-5 individual goals that the manager has for that individual employee. The goals are not the competencies that we have cloned from previous plans. This section should be weighted 25% of the total rating.

The goals in Section 2 should be SMART goals that are Specific, Measurable, Attainable, Relevant and Time Bound. The Performance Planning (Instructions for Managers) PowerPoint has more details about Section 2 beginning with slide 19. This PowerPoint is located in the HR/Performance Management section of the DNR Intranet at http://dnrnet.dnr.state.ga.us/hr/pm. There is also training on writing SMART goals provided by HRA at https://www.youtube.com/watch?v=06K-dQ5S_pI&feature=youtu.be.

Section 3 Job Responsibilities is prepopulated with the generic responsibilities listed in the new JCCP job descriptions. Managers may use the generic responsibilities or this section can be edited and can be copied and pasted from previous plans with the specifics of the individual’s job that the plan is being created for, when appropriate. Managers should delete any job responsibilities that are not relevant for their individual employee. This section should be weighted 50% of the total rating.

If a 2016-2017 plan for an employee has been edited and is appropriate for other employees that manager may contact [email protected] and request that specific plans be deleted to allow a clone of a 2016-2017 plan. Do not clone prior year plans.

Section 4 Individual Development Plan (IDP) is not weighted and is not a mandatory part of the performance plan. However, it provides the manager an opportunity to specify activities, projects, classes, assignments, etc. that are required of the employee during the performance period and that will contribute to the development of the employee. It may also be used as a place to identify employee deficiencies and expectations for improvement during the performance year.

We are looking for near 100% completion of performance plans this year. For those with query access, use the following queries to help track completion of your division’s plans: 0EP003_EMPL_CRIT_NOT_ESTABLISH and 0EP009_EP_DOC_PROCESS_STATUS. Once a manager’s manager has approved a plan and it has been marked ‘Complete’, it will not be listed in query 0EP003. 0EP003 will not list plans that have not been created so the number of plans with criteria not established, plans not created and plans with criteria ‘Completed’ should equal the number of full time employees in your area. Note: The query numbers are (zero, EP, zero, zero, 3) and (zero, EP, zero, zero, 9.)

Division HR Representatives should notify employees in their division regarding the changes to Section 2 of the performance plan as well as the training that is available for their use in developing SMART goals.

Planning is to be completed by July 29, 2016.

HR Update for HR Administrators June 2016


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DNR Vacancy Announcement Update

A Table of Contents has been added to the DNR Vacancy Announcement which allows potential applicants to click on the Job Title then be taken directly to the page in the announcement where the job is listed. Potential applicants also have the capability to click on the Return to Table of Contents link at the bottom of each page and be taken back to the Table of Contents. This new feature allows potential applicants to view the jobs listed that they are interested in instead of scrolling through each job posting.

Ga Breeze Website Update

GaBreeze updated their website in early May to have a fresh new look when you log into GaBreeze to view your Flexible Benefits account.

The redesign not only gives the site a fresh new look, this improvement also makes the site more user-friendly with a simplified navigation. Although there are some variances in feature locations, the functionality of the site remains the same. Current user name and password will not be affected by this change.

Below are images of what the updated site looks like:



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Official Bulletin Board Fines

Fines imposed by the U.S. Department of Labor for not properly posting the workplace notice shown below are increasing to $525.00 effective July 5, 2016. This is a reminder to HR Representatives to ensure that this poster and all required posters are posted on the Official Bulletin Board at your workplace. DNR requires that certain information be posted in areas where employees have ready access to it. The department will maintain "Official Bulletin Boards" containing such postings in conspicuous locations. All required postings are provided for you on the intranet at http://dnrnet.dnr.state.ga.us/official_bulletin_board. Additional direction regarding these postings is available in HR Standard Operating Procedure #16 in the Human Resources > Standard Operating Procedures section of this intranet site. REVIEW YOUR BULLETIN BOARD TO ENSURE ALL POSTINGS ARE UPDATED. THANK YOU.

NOTE: The “current” version of this poster is dated 2009.



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Update to the overtime regulations of the Fair Labor Standards Act (FLSA)

On May 18, 2016 the United States federal government announced the publication of the United States Department of Labor final rule updating the overtime regulations of the FLSA. The final rule focuses on updating the salary levels needed for Executive, Administrative and Professional workers to be exempt from overtime. Currently to be exempt from the overtime provisions of the FLSA an employee has to pass three “tests”.

1. They must be paid on a salary basis. 2. They must be paid at least $23,660 per year. 3. Their duties must meet the criteria established by the FLSA to be considered Executive, Administrative or

Professional duties.

Many Department of Natural Resources employees meet these “tests” and therefore are considered exempt from overtime. These exempt employees currently are not eligible to receive time and one-half credit for any hours worked over 40 hours in a work week. Effective December 1, 2016, due to the rule change by the Federal Government, the salary needed to meet the second test above will be changed from $23,660 per year to $47,476 per year. This will result in a significant number of DNR employees being reclassified from exempt to nonexempt as of 12/1/16. At that point they will be eligible to earn time and one-half credit for any hours worked over 40 hours in a work week, known as FLSA compensatory time. Managers will need to closely monitor the hours of these newly non-exempt employees.

The Office of Human Resources is working with the Division Offices to identify all employees who will be changed from exempt to nonexempt as a result of this rule change. Each affected employee will receive a letter in November regarding the change. More information will be available as we approach the effective date.

MAPEP Job Category List Updated

The Medical and Physical Examination Program (MAPEP) Job Category List has been updated to reflect the new JCCP Job Titles. It is located on the intranet at http://dnrnet.dnr.state.ga.us/hr/hiring_packages.

Managers or HR Representatives must use this list to complete section B of the MAPEP General Information form #10-51 in the full time hire package.



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Performance Management FY 2015-2016 Performance Evaluations The deadline for completion of 2015-2016 ePerformance evaluations is August 16, 2016. DNR Division HR Representatives received a performance planning and evaluation instruction memo on May 27,

2016. A Performance Evaluation memo was sent to all employees on June 15th. The ePerformance memos may be viewed on the DNR Intranet in the Human Resources section at http://dnrnet.dnr.state.ga.us/hr/pm. Performance Planning and Evaluation training material may be viewed on the DNR Intranet in the Human Resources section at http://dnrnet.dnr.state.ga.us/hr/pm.

By the August 16th deadline, managers should have clicked on ‘Complete’ in the ePerformance module of PeopleSoft until Document Details looks like the screenshot below.

Thank you for all your help with this Performance cycle. It could not be accomplished without your help.

FY 2016-2017 Performance Planning The deadline for completion of 2016-2017 ePerformance plans was July 29, 2016. On the query 0EP009_EP_DOC_PROCESS_STATUS, ‘Completed’ is what HR Representatives should see in the Established Criteria column. Managers should have met with their employees to discuss expectations for FY 2016-2017.

HR Update for HR Administrators August 2016


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Office of Human Resources Responsibility List Updated

The HR Responsibility List has been updated and placed on the DNR Intranet in the Human Resources section at http://dnrnet.dnr.state.ga.us/hr/contacts.

Maildrop ID Number List Updated

The Maildrop ID Number List has been updated and placed on the DNR Intranet in the Human Resources section at http://dnrnet.dnr.state.ga.us/par.

Official Bulletin Board Posters Updated

The U.S. Department of Labor has made revisions to the required Fair Labor Standards Act Employee Rights Poster, the Family and Medical Leave Act Employee Rights Poster and the Bill of Rights for the Injured Worker Poster. These updated posters are located on the DNR Intranet in the Human Resources section at http://dnrnet.dnr.state.ga.us/official_bulletin_board. All DNR locations must immediately post these notices to their Official Bulletin Board. Please review the Official Bulletin Board section of the Intranet and Human Resources Standard Operating Procedure #016 to ensure that your location is in compliance.

2017 State Holiday Schedule

The 2017 State Holiday Memo has been distributed to all DNR employees via Outlook e-mail and has also been placed in the “What’s New” section on the homepage of the DNR Intranet at http://dnrnet.dnr.state.ga.us/ and in the Leave/Holidays section of the Human Resources page at http://dnrnet.dnr.state.ga.us/leave_holidays.

HR Update for HR Administrators August 2016

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State Charitable Contribution Program (SCCP) The SCCP began on September 1, 2016 and will end on November 15, 2016. This annual campaign is a once-a-year opportunity for employees to sign up for payroll deductions to donate to the various charitable organizations that they care about. The theme this year is “UNITY, HOPE, DESIRE: Making dreams A reality”. Beth Findlay is this year’s Agency Coordinator and can be reached at (404) 656-2697 or at [email protected] if you have any questions.

Additional information regarding this year’s campaign is available on the DNR Intranet at http://dnrnet.dnr.state.ga.us/state_charitable_contribution_program.

To make online donations, please visit https://www.giveattheoffice.org/_sccp/.

Preparing for Annual Enrollment Annual Enrollment for Health Insurance and Flexible Benefits begins on October 17, 2016 and ends on November 4, 2016. It is very important that your passwords and user IDs are working on the State Health Web Enrollment Portal and the GaBreeze website.

HEALTH INSURANCE Passwords should be updated BEFORE Open Enrollment begins! Log on to http://www.mySHBPga.adp.com to reset your password. If you have not accessed the portal in the last 45 days, your password has expired, and will need to be reset.

To reset your password on the State Health Enrollment Portal:

Log in using your current password

If it’s been 45 days since the last time you logged in, you will be prompted to create a new password (which will expire after 45 days)

If you don’t know your current User Name or Password, click the Forgot User ID or Forgot Password from the login page. The links are located to the right of the User Name and Password blocks.

Questions can be directed to the SHBP Member Services Center at 1-800-610-1863.

FLEXIBLE BENEFITS Employees should log into your GaBreeze Account at www.gabreeze.ga.gov and make sure they can enter the site with their prior username and password to avoid delays during Annual Enrollment. Password reset will be emailed to the employee if an email address is on file, otherwise the information will be sent out through the U.S. Mail. Email addresses can be updated on the GaBreeze website by using the “Your Profile” link then clicking on “Personal Information.”

Questions can be directed to the GaBreeze Benefits Center at 1-877-342-7339.

HR Update for HR Administrators September 2016


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October Pay Rate Changes Every year during the first pay period in October, State Accounting Office (SAO) updates the Annual Base Benefit Rate (ABBR) for full time employees. This salary is used to determine the Flexible Benefits life insurance premiums for employees. For that reason we request that ALL PARs for pay rate changes for full time employees to be submitted to OHR by October 5, 2016. This will ensure the employees life insurance premiums are reflected accurately when making their selections for Open Enrollment.

Announcing a Vacant Full-Time Position REMINDER

The Budget Approval Form for Announcement of Vacant Positions must be fully completed and signed by the hiring DNR Division Director. The Budget Approval Form for Announcement of Vacant Positions should be submitted to the Director of Administrative Services at the same time that the Job Vacancy Announcement Request Form is submitted to the Office of Human Resources as per HR SOP #004-A. Upon budget approval by the Director of Administrative Services and Appointing Authority approval, the DNR Office of Human Resources will announce the vacant position.

Prior to submitting the Budget Approval Form for Announcement of a Vacant Position and submitting the Job Vacancy Announcement Request Form, proper classification of the position must take place before budget approval and announcement of the position. If there are no changes to the position, the Budget Approval Form for Announcement of a Vacant Position and the Job Vacancy Announcement Request Form may be submitted as discussed above.

Steps in Announcing a Vacant Full-Time Position: Step 1: Determine if the position information is correct in PeopleSoft, if information is correct move to Step 2.

If information is not correct, a PAR along with supporting documentation must be submitted to the OHR to make the necessary changes. Once changes are made and you have been notified, move to Step 2.

Step 2: Submit the Budget Approval Form for Announcement of a Vacant Position to the Director of Administrative Services and simultaneously submit the Job Vacancy Announcement Request Form to the Employment Services Unit in OHR.

Step 3: Once budget approval has been given, a copy of the Budget Approval Form for Announcement of a Vacant Position is provided to the Employment Services Unit, the position is then placed on the DNR Vacancy Announcement.

NOTE: The Job Vacancy Announcement Request Form must be received by the OHR Employment Services Unit no later than Noon on Monday for publication in the DNR Vacancy Announcement on Wednesday of the same week.

NOTE: Required paperwork that is not completed according to the SOP may cause the announcement of the position to be delayed.



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Personnel / Position Action Requests (PAR) REMINDER If changes are made to the position or personnel data, a PAR needs to be completed and submitted to the Office of Human Resources. A PAR is a request for a change to position data, personnel data and/or a change in the status of an employee / applicant (e.g. promotion, demotion, hire, salary increase, data change, transfer, termination, etc.) Agency managers may make a Personnel / Position Action Request by completing the PAR Form, attaching the required documentation and forwarding it to the Office of Human Resources for required signatures. The reference documents and information below may be used to gather information to accurately complete the PAR Form.

Personnel / Position Action Requests must include the following documentation:

A justification/rationale regarding the need for the requested PAR. For example, for a job change (reallocation) of a position, describe the rationale for the request to change the job title of the position (i.e., reorganization, change in duties, etc.).

A description of duties. (Only if requesting a change affecting the job title or pay grade.) Provide a document describing each duty of the position. State job descriptions, and/or performance plan responsibilities of a similar position may be used to develop the description of duties however a generic Department of Administrative Services - Human Resources Administration (DOAS - HRA) job description will not be accepted for this purpose.

An organizational chart reflecting the relationship of positions in the unit that includes the position for which the request has been made. Organization charts must reflect the hierarchy of the organizational unit, and must contain the current revision date, employee names, job titles, position numbers, and pay grades. Organizational charts submitted with a PAR requesting a change in job title(s) must reflect the proposed job title.

A completed Employment Application (if the request will require an assessment of the applicant/employee qualifications.)

A statement in the comments section of the PAR indicating that the new hire possesses or is eligible to obtain Commercial Drivers’ License (CDL), if applicable.

A signed Acknowledgement Statement - Employee Moving from a Classified to an Unclassified Position is required only if the PAR results in the employee moving from a classified position to an unclassified position. The Acknowledgement Statement is located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/par.

Performance Management FY 2015-2016 Performance Evaluations The deadline for having the signed, hard copies of 2015-2016 ePerformance evaluations in OHR is September 15, 2016. These copies are filed in the employee’s personnel files.

If the document has an eSignature section rather than a Signature section, we will accept the eSignatures. The employee’s eSignature will populate (above the line) when the employee acknowledges the review was held. The manager’s eSignature will populate (above the line) when the manager completes the evaluation in PeopleSoft.



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Military Leave On the night of October 7th, the current Military Leave Plan (18 Day-5T and 30 Day-5U) balances are automatically ‘reset’ to zero and new balances will be generated for the 2017 Federal Fiscal Year by the State Accounting Office (SAO).

Leave keepers should ensure that all military leave usage entries for the 2016 Federal Fiscal Year is complete by close of business Thursday, October 6th. If the employee’s record shows a balance and there was no usage, then no action is required.



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Annual Enrollment Annual Enrollment for Health Insurance and Flexible Benefits begins October 17, 2016 and ends November 4, 2016, coverage(s) begins January 1, 2017.

The following information is available on the DNR Intranet at http://dnrnet.dnr.state.ga.us/hr/benefits:

2017 SHBP Active Employee Decision Guide

2017 SHBP Health Insurance Rates

2017 FLEX You Decide Booklet

2017 FLEX Benefits at a Glance

2017 FLEX Benefits Rate Sheet

2017 FLEX Benefit Fairs Please encourage your employees to take the time to review the above information during Annual Enrollment.

HR Reps responsibilities regarding positions that require a Commercial Driver’s License (CDL) If a position requires that an incumbent operate large vehicles requiring the use of a CDL then the HR Representative must complete several tasks, listed below, to ensure that the position is announced correctly and that the person selected is placed in the appropriate drug testing pool and drug tested as required.

1. Request that the vacancy announcement for the position contain the following statement: ‘Applicants must possess a Commercial Driver’s License (CDL) or be eligible to obtain a CDL. Note: Those hired on a position requiring a CDL who do not possess a CDL will be expected to obtain a CDL within ___ months to perform their job.

2. If the person hired for the position or transferred to the position requiring a CDL currently possesses a CDL make the following note in the comments section of the PAR: ‘The position requires a CDL and the incumbent possesses a CDL’

3. If the person hired for the position or transferred to the position requiring a CDL does not currently possess a CDL make the following note in the comments section of the PAR: ‘The position requires eligibility to obtain a CDL. ‘The new hire/transfer does not possess a CDL but will obtain a CDL.’

4. Contact the OHR Drug Test Coordinator when the employee in #3 above obtains a CDL. The actions taken above by the HR representative will allow OHR to ensure that those possessing a CDL who are operating a vehicle requiring a CDL as part of their job are drug tested in accordance with federal requirements. This is accomplished by ensuring that the drug test indicator assigned to the position is correct. If the position requires a CDL and the employee possesses a CDL the Drug Test Indicator for the position will be ‘B’. If the employee is eligible to obtain a CDL and is currently in the process of obtaining a CDL the DTI must be ‘N’ (No). Additional information regarding these requirements may be obtained on the intranet at http://dnrnet.dnr.state.ga.us/par

HR Update for HR Administrators October 2016


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Sexual Harassment Video REMINDER Upon hire, All DNR Full-time and Part-time employees and Interns are required to view a sexual harassment training video and sign the Sexual Harassment Training Video Acknowledgement Statement indicating that they have viewed the video. There are two videos, an Employee version and a Managers version. New Supervisors/Managers are also required to view the Sexual Harassment training video – Managers version. The videos and the Sexual Harassment Training Video Acknowledgement Statement are located on the DNR Intranet in the Training section at http://dnrnet.dnr.state.ga.us/training.

Workers’ Compensation A new wallet card for Workers’ Compensation has been placed on the DNR Intranet - SOP HR021 Workers’ Compensation, Attachment 3 at http://dnrnet.dnr.state.ga.us/sop. A copy of the new wallet card is below:


EMERGENCY CARE CCARECARE Call 911 or go to the nearest emergency care facility

Notify your supervisor who should report the injury by calling 877-656-RISK (7475)

After the emergency situation subsides, the employee must

call the AmeriSys Case Manager at

678-781-2848 or 800-900-1582 (option 2)

WC BILLING ADDRESS for your claim is DOAS RISK MGMT.

200 PIEDMONT AVE SE, STE 1208 WEST, ATLANTA, GA 30334

Keep this card with you while you are at work.

WORKERS’ COMPENSATION MANAGED CARE PLAN

AmeriSys Case Manager at 678-781-2848 / 800-900-1582 can assist

you with: Selecting a physician, scheduling an initial appointment and

obtaining follow-up care.

PHARMACY BENEFITS

myMatrixx (PCN) 1-877-804-4900

State of Georgia employees can identify themselves at the

pharmacy by stating that the Processor is:

PREMIER PHARMACY PLAN – GROUP #10602105

PREMIER PHARMACY PLAN – BIN #014211


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Job Vacancy Announcement Request Form – Job Description Section REMINDER The Job Description section on the Job Vacancy Announcement Request Form should be completed when submitting a request to post a position on the DNR Vacancy Announcement. This information is transferred to the DNR Vacancy Announcement and informs the potential applicant of the various duties of the specific position. Please relay the importance of completing this section to those completing this form as this section is frequently left blank.

State Charitable Contribution Program (SCCP) REMINDER The SCCP will end on November 15, 2016. Remember that on-line donations can be made at https://www.giveattheoffice.org/_sccp/. Additional information regarding this year’s campaign can be found on the DNR Intranet at http://dnrnet.dnr.state.ga.us/state_charitable_contribution_program. Thank you for your generous pledges to date.



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Implementation of FLSA Overtime Rule blocked A federal court judge in Texas issued a preliminary injunction that temporarily blocks the US Department of Labor from implementing and enforcing its revised overtime regulations. As you know these regulatory revisions were set to become effective on December 1, 2016. The overtime rule would have raised the salary threshold for white collar employees from $23,660 to $47,476 and would have resulted in many DNR employees moving from exempt to nonexempt positions. The new regulations will not go into effect at this time.

Division management has been informed and they will be informing employees of the development and ensuring that employees understand their FLSA status. Last week Division HR Representatives were provided a list of employees who were to be affected by the OT Rule change and were asked to collect signed copies of the Understanding Concerning Work Time and FLSA Compensatory Time form from all the affected employees. The letter informing the employees of the change and the form were not distributed. Therefore, you should not be receiving any forms from employees nor is it necessary for you to collect and forward the forms.

HR representatives may notice that the FLSA status code of some employees has changed in PeopleSoft. In anticipation of the rule change the State Accounting Office has updated the PeopleSoft system with the new FLSA codes of affected employees. These changes will be reversed. We are awaiting information from SAO to accomplish the reversal of these transactions.

Official Bulletin Board Update: Official Bulletin Board Posting #7 (Know Your Rights Under the Recovery Act) is obsolete and should no longer be posted on DNR Official Bulletin Boards. HR Administrators should remove this notice from their bulletin boards. A No Smoking poster (#8S) has been added to the Official Bulletin Board. HR Administrators should review their Bulletin Boards and ensure they are updated. Required postings are accessible on the DNR intranet at http://dnrnet.dnr.state.ga.us/official_bulletin_board. Additional instructions regarding bulletin boards may be located in Standard Operating Procedure #16, Bulletin Boards at on the intranet at http://dnrnet.dnr.state.ga.us/sop.

Form I-9 Revision A new Form I-9, Employment Eligibility Verification Form has been placed in the various New Hire Packages. The new Form I-9 replaces the previous version that has an expiration date of 3/31/2016. Please discard any previous versions and begin using the new Form I-9 with an expiration date of 8/31/2019 immediately.

General Tips for Completing Form I-9 When completing Form I-9, you should ensure that:

The information on the form is clear and can be read.

Highlighting marks, hole punches and staples do not interfere with an authorized official’s ability to read the information on the form.

Copies of the documentation retained with Form I-9 are legible, if copies of documentation are made.

Abbreviations used are widely understood. Do not use an abbreviation that is not widely known.

All applicable sections of the form are completed.

The current version of the Form I-9 is used.

The English version of the form is completed. The Spanish version is approved for use only in Puerto Rico.

Employees are treated in a non-discriminatory manner.

HR Update for HR Administrators November 2016


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Annual Enrollment Reminder Be sure to remind employees that December is the month that 2017 Health Insurance and Flexible Benefit deductions are taken from their paychecks (if applicable). Employees should review their deductions to verify the selections made during the Annual Enrollment period are being deducted from their paycheck. Health Insurance is deducted from the 15th paycheck and Flexible Benefits are deducted from the 31st paycheck. If there are any discrepancies, please have the employee contact the DNR Benefits Coordinator, Beth Findlay at (404) 656-2697 or via e-mail at [email protected].

Leave Program Guide

Effective October 31, 2016 the PeopleSoft database was upgraded to a HCM 9.2 version. With this came a change to the navigation and the overall look of the screens/tabs. Due to these changes, in addition to updating the recommended leave entry dates in the Leave Program Guide the examples were also updated. Please be sure to review the updated 2017 PeopleSoft Leave Program Guide which has been placed on the DNR Intranet at http://dnrnet.dnr.state.ga.us/leave_holidays. This document is intended to serve as a reference/resource for HR administrators/leave keepers to ensure accurate maintenance of employee leave balances. Leave keepers should contact their Division HR representative or the Office of Human Resources with any questions regarding leave keeping.

2017 Holiday Schedule

The 2017 Holiday Schedule is located in the What’s New section on the homepage of the DNR Intranet. It is also located at http://dnrnet.dnr.state.ga.us/sites/uploads/dnrnet/pdf/2017_State_Holidays.pdf.

Mid-Year Employee Performance Evaluations

A memo will be distributed to employees next week regarding Mid-year Performance Evaluations. The evaluation is to be completed using the simplified MS Word Performance Evaluation Form (HR SOP #023, Attachment 4). Evaluations must be completed and approved by the reviewing manager by February 8, 2017. All completed Mid-year evaluations are to be filed in the Division Office, not the Office of Human Resources. Division Offices will monitor the evaluation process and notify OHR when they are complete. The Mid-year Evaluation form and Memo will be located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/hr/pm.

Sick Leave to Personal Leave Conversion

All employees have received a memo dated December 8, 2016 regarding the opportunity to convert up to 24 hours of their sick leave to personal leave. HR Representatives should remind employees that they must use TeamWorks Employee Self-Service (ESS) to convert leave and that the last day to convert leave is December 31, 2016. A copy of the memo and instructions for using PeopleSoft ESS to convert leave are located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/leave_holidays.

Personal leave balances will be zeroed out of the TeamWorks personal leave balance panel on December 31st, so all personal leave usage for 2016 should be entered by COB on Friday, December 30, 2016. Any leave that is not entered by December 31st will have to be deducted from another leave balance.

HR Update for HR Administrators December 2016


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TeamWorks (PeopleSoft) HCM Access The HCM Access information on the intranet has been updated including an updated HCM Security Application. The updated information is located in the Human Resources section on the DNR Intranet at http://dnrnet.dnr.state.ga.us/teamworks_peoplesoft_hcm_access.

Standard Operation Procedures (SOP) Changes

The following updates have been made to DNR Human Resources Standard Operating Procedures and are effective December 16, 2016 unless otherwise noted. These changes are reflected on the DNR Intranet at http://dnrnet.dnr.state.ga.us > Human Resources > Standard Operating Procedures. An e-mail was sent to DNR employees on December 16, 2016 detailing the specific changes to each of the SOP’s listed. A copy of these e-mails can be found at http://dnrnet.dnr.state.ga.us/sop. New Standard Operating Procedure:

SOP HR019-I – Personal Leave Updated Standard Operating Procedures:

SOP HR000 – SOP Table of Contents

SOP HR001 – Family and Medical Leave

SOP HR006 – Donated Leave

SOP HR016 – Bulletin Boards

SOP HR017 – Criteria Based Adjustment

SOP HR019-C – Sick Leave

SOP HR019-E – Leave Without Pay

SOP HR021 – Workers’ Compensation (Attachment 1) NOTE: Just a reminder that all DNR employees are personally responsible for being knowledgeable of and complying

with the requirements of all Standard Operating Procedures.

Employee Request for Leave Updated

The DNR Employee Request for Leave and the EPD Employee Request for Leave have been updated to include Administrative Leave and changes to the Leave Without Pay section. These changes are reflected as attachments to SOP 019-C, SOP 019-D, SOP 019-E, SOP 019-H, and SOP 019-I on the DNR Intranet at http://dnrnet.dnr.state.ga.us > Human Resources > Standard Operating Procedures.

HR Update for HR Administrators December 2016

HR Update for HR Administrators January 2016 · When sending updated org. charts with a hiring...

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Transcript of HR Update for HR Administrators January 2016 · When sending updated org. charts with a hiring...