Welcome to HR Presents

October 22, 201410:30 am – 12:00 pm

Milton Hall | Room 185

WELCOME & INTRODUCTIONS

• Announcement Bulletin Review• Litigation Update on FMLA

By: Dr. Andrew Peña

TITLE IX: TRAINING OPTIONS & REPORTINGPresented by: Adam Cavotta Sr. Training Specialist, CLPD

Training Options

• Face-to-face Training– 1.5 Hours– Open enrollment sessions or sessions by request (for departments)

Contact the Office of Institutional Equity to request Title IX sessions

equity@nmsu.edu

575-646-3635

TRAINING OPTIONS

Training Options

• Online Training– About 15 minutes to complete– Available any time– Open labs available– Register at http://training.nmsu.edu/nmsu-respects/

Contact the Center for Learning & Professional Development for questions

training@nmsu.edu

575-646-7444

TRAINING OPTIONS

Training Options

• Online and face-to-face training are equivalent– You only need to take one

• Employees must complete training by February 28th, 2015

• Speak with your supervisor about the best way for you to participate in this training

TRAINING OPTIONS

Reporting Options

• Supervisors can check the training records of their employees through the Team Dashboard in Training Central

Visit http://training.nmsu.edu/view-completed/ for additional information.

REPORTING OPTIONS

Reporting Options

• Submit special report requests to the Center for Learning & Professional Development

training@nmsu.edu

575-646-7444

REPORTING OPTIONS

HOLIDAY PAYPresented by: René S. Yoder Assistant Director, Benefit Services

Leave of Absence• Policy 7.10 Holidays

– Holiday Preceded or Followed by Unexcused Absence – Any eligible employee shall forfeit payment for any holiday if the employee has an unexcused absence on the last regular work day preceding such holiday or on the first regular work day following such holiday.

– Employees on Leave Without Pay status - Employees on leave without pay are not entitled to holiday pay. An employee returning from leave without pay must be on the job at least one day for each day of the holiday period immediately before and after the holiday.

• If the employee works less than the full number of days before and/or after, the holiday leave is prorated for the number of applicable days.

Termination/Resignation• Policy 7.10 Holidays

– Issues Upon Separation from Employment:• To be eligible for holiday pay, any employee who voluntarily terminates

with less than 5 years of regular service on or after a holiday must have worked one day (immediately following the holiday or holiday period) for each day of the holiday period. Leave will be considered as time worked only for those employees continuing permanent employment with the university.

• Employees with 5 or more consecutive years of regular service may retire or terminate on December 31 and be eligible for all holiday pay in December.

• If regular employees with 5 or more years of service retire or terminate after December 31they must work and be physically present one day (immediately following the holiday period) for each day of holiday pay to be received. Leave will not be considered as time worked.

Hiring• Policy 7.10 Holidays

– Issues Relating to Date of Initial Hire:

• Any regular staff, 12- month faculty or non regular term employee hired after the first Monday in December will be eligible for holiday pay on Christmas Day and New Year's Day only.

• A staff employee's first day of work may not begin on a holiday.

PEOPLEADMINONBOARDING

Presented by: Kathy Agnew, Assistant Director Employment and Compensation Services

PeopleAdmin – OnboardingWhat is Onboarding?• Onboarding is more than just new employee orientation;

it is a process that goes beyond orientation and benefits paperwork to engage an employee over several days, weeks and sometimes months. Successful onboarding can be obtained in part by arranging tasks and activities to acclimate new and internal hires into their position and/or with NMSU.

Which group(s) will utilize the Onboarding System?• Faculty and Staff holding regular or term appointments

PeopleAdmin – Onboarding

• Onboarding Event – A collection of Onboarding Tasks to be processed in order to Onboard a particular employment group(s) or hiring scenario. NMSU has established three events:

• External

• Internal

• Sr Administrator

PeopleAdmin – OnboardingTask – an individual item that must be done in order to complete the overall process (or event). Tasks will be assigned to a specific owner (i.e. Kathy Agnew). A task due date will be established. Tasks may be defined in one of the following ways:

1. A Simple Task is one that must be executed by the owner outside of the system and will be registered as complete once accomplished.

2. Email Tasks will prompt the system to send a predefined email template to the identified owner of the task.

3. A Form Task makes a form available to the task owner.

4. Document Distribution Tasks will make available, through accessing the task, a defined document.

PeopleAdmin OnboardingHow is PA Onboarding initiated and who is responsible for processing?

• Identify Onboarding Contact - HRS will work with the hiring department to identify an onboarding contact.

• Assigning Tasks – Tasks will be assigned by HRS.

• Employee Onboarding Tasks - The onboarding process is designed to first welcome the new employee via an email and then once the employee has begun work, he/she will be introduced to the onboarding system and how to use it.

• Department User Responsibilities - While the employee and HRS will have some tasks to complete on within PeopleAdmin, the department onboarding contact will receive only a few email communications recommending onboarding ideas for each regular hire.

PeopleAdmin – OnboardingExternal Hire Tasks (20 possible) Task Location

Task Available / Email Sent (Ideal dates displayed below. HRS and dept. may adjust according to hiring time frame) Task to be completed:

Responsible Party/Email Recipient

Hiring Completion Tasks PA (Form) several days prior to start date prior to employee start date HR ServicesDepartment Welcome Steps Email 5 days prior to start date prior to employee start date Hiring DepartmentNMSU Welcome Letter Email 5 days prior to start date on or prior to start date EmployeeMyNMSU Account Verification PA (Simple) 3 days post start date 3 days post start date HR ServicesEstablish PA Employee Security Role Email 3 days post start date 3 days post start date ICT SecurityNew Employee Introductory Events Email start date during 1st week on the job Hiring DepartmentJob Onboarding User Guide Email start date on start date EmployeeUpdate Phonebook Preferences PA (Simple) start date within 5 days of start date EmployeeRegister for New Employee Orientation PA (Simple) start date within 5 days of start date EmployeeVerify Receipt of New Hire Forms PA (Form) 5 days post start date within 5 days of start date HR ServicesConflict of Interest Completed PA (Simple) start date within 5 days of start date EmployeeDirect Deposit PA (Simple) start date within 5 days of start date EmployeeFaculty Deferred Pay Option (if applicable) PA (Simple) start date within 5 days of start date EmployeeEmergency Notifications PA (Simple) start date within 5 days of start date EmployeeHIPAA Notice for NMSU Plans Email 10 days post start date within 10 days of start date EmployeeCOBRA Notice PA (File Dist.) start date within 10 days of start date EmployeePolicy Acknowledgement PA (Simple) start date within 30 days of start date EmployeeCompliance Training- Required PA (Simple) start date within 60 days of start date Employee

Compliance Training- Job Specific Email start datein accordance with dept. requirement Hiring Department

End of Probation Reminder- Nonexempt Status (if applicable) Email 5 months post start date 6 months post start date Hiring Department

PeopleAdmin – Onboarding

PeopleAdmin – Onboarding

• Go-Live – November 11, 2014• Website - http://hr.nmsu.edu/onboarding-guide/• Departments are not required to enter PA to complete

tasks• HRS is primary processor• Compliance Based

HEALTH CARE REFORM

Presented by: Kathy Agnew, Assistant Director Employment and Compensation Services

Evaluating Current Employees• Temp employees employed on July 1, 2014 without a break of

employment of more than 26 weeks immediately prior to July 1– Initial Lookback: July 1, 2014 – December 31, 2014

• Averaged above 30 hours per week – eligible for benefits• December 1, 2014: Transition to term appointment• January 1, 2015 – June 30, 2015: Stability period benefit eligible term

appointment• Decision point: End term appointment, extend term appointment, or hire

into new temp position

• Waivers – NMSU cannot waive compliance with the law. Any waiver requests that will result in noncompliance with Health Care Reform Act will not be approved.

QUESTIONS & DISCUSSION

THANK YOU!