Human Resources Forum News & Updates Susan Carullo, HR Director March 5, 2013

1. Human Resources Forum News & Updates Susan Carullo, HR Director March 5, 2013

2. 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

3. 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

4. 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 • Current version is obsolete and may not be supported by PA in the future.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.

5. 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

6. Annual Review Process Updates • 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

7. Payroll Updates University Disbursement Services (Payroll & Accounts Payable) • Out of State Employees • Direct Deposit for both Payroll and AP

8. 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

9. 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 Payroll Contacts

10. International Program Updates • Denise Smith • J1 Compliance • Visa Updates

11. Updates • Leadership Communication Training – March 19th & 20th • Staff Development Customized Trainings • CATTs Training Reminder • Ask Vee at vyd@musc.edu

12. Benefits & Records Management • Personnel File Update • Retro Insurance Termination Policy • STAR Form Update

13. 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.

14. Retro Insurance Termination Policy • 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.

15. 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.

18. Pre-Employment: HR Risk & Liabilities Background check Net ID E-Verify Human Resources Management I-9 and Visa Drug Screen Reference Check

19. HRM Policies Updates • Updated/posted policies: • Policy 1, Employee Health Services • Policy 24, Americans with Disabilities Act • Policy 30, Family and Medical Leave Act (Interim Update) • Policy 49, Tobacco-Free Campus • Policies to be approved by the VP for Finance & Administration • Policy 46, Anti-Harassment • Policy 40, Workplace Violence • Policies under revision: • Research Grant Employment

20. 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.

21. 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.

22. ask HR Question & Answer Session