Human Resources Forum

News & Updates

Susan Carullo, HR Director

March 5, 2013

Agenda• HRM IT initiatives• Payroll updates• International Program procedure updates• Staff Development & Training initiatives• Benefits & Records Management updates• Employment Procedure updates• General Policy updates• Q & A

HR IT Initiatives

• People Admin upgrade

• Request for PD Update in Success Factors

• Streamline Review Process in Success Factors

• Non Recruited Positions in People Admin

• Onboarding Module in People Admin

• Tentative go-live date is scheduled for April/May 2013

• Reason for upgrade– Current version does not take advantage of the more current back

end technologies in the market place. – Current version is obsolete and may not be supported by PA in

the future.– Enables MUSC to take advantage of additional functionality such

as onboarding and non-recruited opportunities to help reduce redundancy and streamline current paper intensive processes.

• Reason for the delay– MUSC is migrating its data over so end-users will not need to use

two systems when referencing posted positions. – We want to ensure that data is correct prior to handing over for

use.

PD Review Request in

• Tentative implementation: September 2013

• Will replace the current paper request for Position Description review and updates

• Will be incorporated into the Success Factors application to reduce duplicate data entry for planning stages and review documents

• Planning stages are still outstanding for the upcoming review period

• Reviews will be pushed out mid-June and due August 1, 2013

• Streamlining the current Annual Review process

Annual Review Process Updates

Payroll Updates

• Out of State Employees

• Direct Deposit for both Payroll and AP

University Disbursement Services (Payroll & Accounts Payable)

Departmental Concerns

• Timeliness of Paperwork– Late terminations, salary decreases, and LOA

– Overpayments• 2012- Over 90 employees totaling over $250,000• 2011- Over 80 employees totaling over $170,000 • 2010- Over 70 employees totaling over $100,000

Payroll Contacts

• Payroll Main Line 792-2191

• Employee Alpha A-F– Emily Mills 792-4934

• Employee Alpha G-Mc– Linda Mitchell 792-4938

• Employee Alpha Me-Sc– Gerri Thompson 792-8685

• Employee Alpha Se-Z– Suzanne Bean 792-9064

Payroll Management• Angela Alford 792-4937• Donna Rychwa 792-6254• Denise Spann 792-4931• Carolyn Colavita 792-0654

International Program Updates

• Denise Smith– J1 Compliance– Visa Updates

Updates

• Leadership Communication Training – March 19th & 20th

• Staff Development Customized Trainings

• CATTs Training Reminder

• Ask Vee Ask Vee at vyd@musc.edu

Benefits & Records Management

• Personnel File Update

• Retro Insurance Termination Policy

• STAR Form Update

Update on Personnel E-Files

• All active files are being prepared and scanned as an “E-file”.

• The new system allows files to be located with ease and efficiency.

• Termed files will still be maintained within HR in paper form.

• Effective January 1, 2013, State Insurance Benefits will process insurance terminations up to 31 days retroactively.

• In addition, if a termination is received more than 31 days from the date of loss of eligibility (defined as the date insurance coverage would have ended), State Insurance Benefits will cancel coverage 1st of the month after the date notification is received at their office.

• As in the past, if a department fails to provide timely notification of a separation or status change to HR, the department will be charged for the employee and employer premiums that MUSC has been billed.

Retro Insurance Termination Policy

STAR Form Update• The STAR/Kronos form has been updated to a web

based form. Once submitted, the form is emailed to the appropriate HR Specialist.

• The form should only be used for changes to existing employees.

• All new hire/rehire PEARS should have STAR information listed in the “General Remarks” section. If a new hire/rehire PEAR does not include this information, the PEAR will be returned to the Manager for correction.

 Classified

(FTE)Faculty (FTE)

Unclassified Non-Faculty

(FTE)

Research Grant

(Non-FTE)

Temporary Non-Faculty (Non-FTE)

Temporary Faculty (Non-

FTE)Student

(Non-FTE)

PD for Posting (PA) x   x x x   xCreate RQ from

approved PD (PA) x   x x x   x

Create RQ without PD (PA)   x       x  

RQ opened for recruitment (PA) x x x x x x xApplication referred to

hiring manager (PA) x   x x x   x

Academic Profile (PA)   x       x  Non-Paid Application              Non-Paid Checklist              

Hiring Manager – status applications (PA) x x x x x x x

HR Hiring Proposal (PA) x   x        Health Screening (pre-employment) x x x x x x x

Drug Screen x x x x x x x

Background Checks x x x x x x xReference Checks x   x x x    

Orientation (benefits eligible) x x x x    Book Orientation

(administrative sign-up)          x x xNet ID x x x x x x x

E-Verify (within 3 days) x x x x x x x

 

Resident/Intern

(Non-FTE)

Post Doc Scholar

(Non-FTE)

Post Doc Fellow

(stipend)Non-Paid

Agency Temps

Non-Paid Volunteers;

Visiting Scholars; Visiting Students Contractors

PD for Posting (PA)            Create RQ from approved PD

(PA)            

Create RQ without PD (PA)   x        

RQ opened for recruitment (PA)   x        Application referred to hiring

manager (PA)            

Academic Profile (PA)   x        Non-Paid Application     x x x  Non-Paid Checklist     x x x  

Hiring Manager - status applications (PA)   x        

HR Hiring Proposal (PA)            Health Screening(pre-employment) x x x x  x  

Drug Screen x x x x    

Background Checks x x x x X (30 days +) xReference Checks          

Orientation (benefits eligible) x x        

Book Orientation (administrative sign-up)     x x x  

Net ID x x x x x xE-Verify (within 3 days) x x        

Pre-Employment: HR Risk & Liabilities

Human Resources

Management

Human Resources

Management

Net IDNet ID

I-9 and Visa I-9 and Visa

Reference Check

Reference Check

Background check

Background check

E-Verify

E-Verify

Drug ScreenDrug

Screen

HRM Policies Updates

Updated/posted policies:Policy 1, Employee Health ServicesPolicy 24, Americans with Disabilities ActPolicy 30, Family and Medical Leave Act (Interim Update)Policy 49, Tobacco-Free Campus

Policies to be approved by the VP for Finance & AdministrationPolicy 46, Anti-HarassmentPolicy 40, Workplace Violence

Policies under revision:Research Grant Employment

Tobacco-Free Campus Update… The use of tobacco products is prohibited on all streets and sidewalks within the Medical District as defined by the City of Charleston ordinance. MUSC also prohibits the use of tobacco products by staff on private properties adjacent to the Medical District without explicit approval from the property owner.

FMLA Updates

Employees who are on an approved leave of absence may not engage in any form of self-employment or perform work for any other employer during that leave, except when the leave is for military or public service or when the employment has been approved by the Department of Human Resources Management and Legal Counsel. 

Clarification regarding Childbirth and care for the newborn: Sick Leave for the pre-natal and post-natal care of the mother and Up to 80.0 hours of Sick Leave may be used for the care of the child, per MUSC Human Resources Management Policy No. 19, Sick Leave.

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