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May 2009 Volume 1 The Southeastern Human Resources Office Newsletter HUMAN RESOURCES HIGHLIGHTS
COMPREHENSIVE HUMAN RESOURCES SERVICES
G R A D U A T E A S S I S T A N T S Summer 2009 Semester Employment Information for GAs Last Day to Work for Spring: May 15. Last Pay Date for Spring: For AAs/PSAs – May 22; for RAs/TAs/GTFs – May 29 (refer to the online payroll calendar). Pay Dates for Summer: For AAs/PSAs – June 19, then every other Friday; for RAs/TAs/GTFs – June 30 and July 31 (refer to the online payroll calendar). Additional Duties: Additional duty forms are on the HR website. These must be completed for all GAs working during the break and forwarded to Dr. Ainsworth for approval by the end of the day Friday, May 15. Dates for additional duties are May 17 through May 30. To be eligible for additional duties during the semester break, a student must be employed as a GA in both the previous spring and following summer semesters. For those who clock, the pay rate must be the same as during the spring semester. Exit Check-out Forms: Must be completed for all GAs who will not return as GAs. Forms are generated in the department and the department will sign off on section one. GAs who have keys must take the form and the keys to Physical Plant where Physical Plant will sign off that keys have been returned. HR will complete the remainder of the form. If the form is not completed and received by HR by Friday, May 15, checks and transcripts will be held. This could be a problem for GAs, especially those leaving town. The department must also verify that the student has certified his/her time or obtain a signed form from the GA for Payroll to certify their time. Minimum Course Hours Required for Summer: Three. PeopleAdmin Hiring Procedure. See the attached PeopleAdmin instructions. Summer Semester Dates: Monday, June 1, through Friday, July 24. These are mandatory work dates. An additional duties form must be completed for all GAs working after July 24, including those making up time. Telephone Verification of Personal References: Must be completed by the hiring department for all new GAs, including international. The TVPR must be attached to the hiring proposal. HR will verify previous employment. Orientation: Mandatory for all new GAs. Departments must advise GAs that an orientation session will be held Monday, June 1, at 9 a.m. in UC133. Departments must advise GAs that they MUST bring the original and a XEROX copy of their Social Security cards and driver’s licenses and checks from their own checking accounts for direct deposit. International students MUST bring the original and a XEROX copy of their passports (all pages with notations), visas, I-94s, I-20s and work permits. GAs will not be processed for pay until all documentation is presented. Work Permits: International students must obtain work permits each semester and present them to HR before beginning work. Social Security Card: Citizen GAs will not be processed for pay until the original Social Security card is received in HR. International GAs will be eligible to apply for SS cards when they have been in the United States for ten days. These cards may not be received for several weeks but the GA is eligible to work. Clocking: Because the TimeCentre ID is now the W# preceded by two zeros, all GAs, including international, will be able to clock. You must advertise all positions you intend to fill for the upcoming semester. If you have minor changes to the job description, email the changes to Rissie to enter. If you have major changes, the position must be modified and approvals will be required (refer to the quick sheet “How Do I? Modify an Existing Graduate Assistant Position”.) You should not “begin new action” or “advertise and replace.” Check with Rissie for position numbers for summer positions, which may be different than those for spring because there are usually a reduced number of budgeted summer positions, and for position numbers for those students changing from one category to another – AA to PSA, TA to RA, etc. Email Rissie with your request to advertise your positions. Include in your email the position number to advertise and whether each position should be advertised on the web (for new applicants) or internally (for returning applicants). If you upgrade a GA from one category to another and do not have a vacant existing position number for that category, you must fund the increase from your budget and attach a copy of the approved budget adjustment. Dr. Ainsworth will no longer fund increases. If the increase is funded from a grant, the hiring proposal will be routed to Sponsored Research for approval. All GAs, including those returning, must apply for the summer semester. Applications must be complete, including a personal reference, previous employment and education information. When you have selected a candidate you must mark the others as “not hired.” Email Rissie to remove the advertisement from the web so that you will not continue to receive applications while the hiring proposal is in process. Mark the selected candidate as “recommend for hire” and begin the hiring proposal. On the hiring proposal, verify or fill in: W# (verify the number is correct; if not correct, the fee waiver will be misapplied) Position number Dates Salary Supervisor Budget unit for salary (if split, indicate percentages) Budget unit for tuition, if different than for salary (if split, indicate percentages) Note in Comments: If the position is loaned to you and from which department If the position is less than 20 hours per week (50%, 75%) You must complete one personal reference verification for first-time GAs and attach (scan) this to the hiring proposal as supplemental documentation. If any of these lines are blank, the hiring proposal will be returned to you by the grad school. This will delay the processing of your GA and the posting of the fee waiver. Fee waivers cannot be posted until the approved hiring proposal in received in HR.
B E N E F I T S
Living Well Louisiana Plan Human Resources has received information from the Office of Group Benefits regarding the Living Well Louisiana health management program. This plan offers a “free” health management program for plan members (PPO, Humana-HMO and United Health Care-EPO) who have been diagnosed with these 5 ongoing health conditions – · Diabetes · Heart Disease · Heart Failure · Asthma · Chronic Obstructive Pulmonary Disease (COPD) One major provision of the plan will be to offer reduced co-payments to eligible participants. OGB will waive the $1,200 out of pocket maximum, so eligible participants will be able to purchase all medicines directly related to treating the above conditions. Living Well Louisiana participants will pay only $15 for brand name medicines and $0 for generic medicines on all applicable prescriptions. Call 1-800-383-0115 to enroll. See the information flyer at the following link – http://www.selu.edu/admin/hr/documents/lwlflyer.pdf
How to Find a Health Provider Online The Office of Group Benefits Health Plans will no longer provide printed versions of Provider Directories. Enrollees will be able to search for a provider online. Listed below are instructions of how to search for a provider in your selected health plan.
PPO Plan (administered by OGB)
EPO Plan (administered by UnitedHealthcare)
HMO Plan (administered by Humana)
SUMMER AND FALL 2009 SEMESTER AUTHORIZATION TO TAKE UNIVERSITY CLASSES AND REQUESTS FOR FEE WAIVERS
One of the great
privileges of being an employee at Southeastern Louisiana University is the
ability to take University courses with the financial assistance of the
Employee Fee Waiver, which pays a large majority of tuition after a full
time employee has been employed for two consecutive years. To further this
assistance, the University Approved Training Course Program allows an
employee to take a class during the workday without being responsible for
making up the work time. The approved classes are considered part of the
Employee Training Program and are prepared based on EEO classifications.
Only one class may be taken during normal working hours whether or not the
class is on the approved list and must be approved by the Budget
Unit/Department Head prior to registration in the class. The employee must
meet catalog requirements for any class in which he/she wants to enroll.
All requests for Authorization to Take University Classes and Fee Waivers for qualified employees will need to be approved by the Budget Unit/Department Head and submitted to the Human Resources Office no later than the last day of registration for each semester. This will also be the deadline for submitting Employee Dependent Fee Waiver requests. Employee Fee Waiver Authorizations This form is to be completed by ALL faculty and staff taking university classes, whether employed part-time or full-time. The request must include ALL classes you will be taking, whether or not they involve your work schedule or an employee fee waiver. PLEASE NOTE: If the class is not on the Approved Training Class List for the respective employee's job class category, and class time falls during the employee’s normal workday, the employee must advise their immediate supervisor and timekeeper of how they will make up missed work time to include the appropriate amount of travel time. Employees may not use leave to take a class and may only use 15 minutes of a 45-minute meal break to make up class time. (Meal breaks must be at least 30 minutes. Employees taking classes that are not on their respective Approved Training Class List must document time out for class by utilizing the TimeCentre System (i.e. Classified employees must clock in and out and Unclassified employees must complete the appropriate exceptions logs). Click here to find Employee Fee Waiver/Authorization to Take University Classes Form Dependent Fee Waiver In order to obtain a Dependent Fee Waiver, employees must submit the "Dependent Fee Waiver Form for a Full-Time Employee" to the Human Resources Office each semester. Spouses and children of Faculty and Staff members currently employed full-time and who have completed five (5) years of full-time employment with the University as of the last day of late registration for the semester of enrollment, may use the fee waiver for undergraduate instruction only. The dependent for which fees have been requested must be either a spouse or child and eligible as a dependent for tax purposes during that calendar year. A copy of the tax return must be submitted at the request of the University. If the employee fails to claim the dependent as an eligible dependent for tax purposes, the employee will have to reimburse the University for the amount of the fee waiver. Click here to find Dependent Fee Waiver Form If you have any questions regarding Fee Waivers or Authorization to Take Classes, please contact Nannette Cheri at Nannette.Cheri@selu.edu or 549-2057. Please send the completed forms to the Human Resources Office, SLU 10799. Family and Medical Leave If you have a need for FMLA leave, please notify the Human Resources Office at least 15 days (if possible) prior to begin date of your leave to obtain and complete the necessary paper work. As per the Family and Medical Leave Act (FMLA) of 1993, Southeastern will grant a leave of absence to regular full-time and regular part-time employees (who meet the requirements described in the handbook) for the care of a child after birth or adoption or placement with the employee for foster care, for the care of a covered family member (spouse, child, or parent) with a serious health condition, in the event of an employee's own serious condition, a covered military member has been notified of an impending call or order to active duty in support of a contingency operation or to care for a covered service member with a serious injury or illness. A covered employee is entitled to twelve weeks of job protected leave in a "year." The State of Louisiana has designated that all agencies use a "first usage" year. This 12-month period begins with an employee's first usage of FMLA leave. For more information log on to: http://www2.selu.edu/documents/policies/empl/p5_class_leave_policies.pdf For more information regarding FMLA, please contact Human Resources at ext.5451 Worker's Compensation Procedures to follow for all Employee Accidents/Incidents
If you have any questions concerning the above procedures, please contact the Human Resources Office at 549-5451 or logon to: http://www.selu.edu/admin/hr/benefits/workers_compensation/index.html
T R A I N I N G N E W S New Employee OrientationThe next two orientations for new classified and unclassified employees will be held on Thursday, May 21st and Wednesday, June 17th in the Human Resources Office Conference Room, North Campus, Building D. Registration begins at 8:30 a.m. and the program will run from 8:45 a.m. to 11:45 a.m. Attendance is mandatory for classified employees and unclassified employees are expected to attend. To register for the program, please contact Jan Ortego at Jan.Ortego@selu.edu or at phone extension 5771. CPTP Programs Scheduled on Campus July through SeptemberThe Comprehensive Public Training Program (CPTP), a section of the Louisiana Division of Administration, is offering a number of free professional development programs on campus. The Human Resources office is pleased to be able to sponsor these programs. Topics offered include: Strategies for Supervisory Success, Documenting for Performance and Discipline, Controlling Absenteeism and Tardiness, Addressing Emotions at Work, Principles and Qualities of Genuine Leadership, Performance, Planning and Review, Managing Work Time Effectively, Common Myths that Affect Good Supervision and Civil Service Essentials for Supervisors. A link to a detailed description of the above programs follows: http://www.doa.louisiana.gov/cptp/classes_hamm.htm Advance registration is required for these programs and space is limited. For more information, please contact Jan Ortego at Jan.Ortego@selu.edu or at extension 5771. Employee Self Service Step by Step instructions on using the Employee Self-Service module in PeopleSoft 9 are available to help faculty and staff members navigate to view their personal information. Please access the link below for detailed assistance: http://www.selu.edu/resources/howdoi/leonet/hr_selfserve/index.html
Training DatabaseIn an effort to maintain accurate employee professional development and training records, faculty and staff are asked to inform the Training Section of any conference, seminar or other training attended. A training questionnaire can be found on the Human Resources website at http://www.selu.edu/admin/hr/documents/trainingquestionaire.pdf Once the form is completed, it may be emailed to Jan Ortego at Jan.Ortego@selu.edu or faxed to the Human Resources Office at 549-2308. Additionally, if the training resulted in a license or certification, a copy of that document should be faxed to 549-2308 or sent via campus mail to SLU 10799. If there are any questions, please email Jan Ortego or call at extension 5771. Mind Leaders On-Line Training Programs The State Division of Administration, through its CPTP program, offers a state of the art, e-learning program for state employees called “Mind Leaders”. This is a computer-based source of interactive courses available over the Internet 24 hours a day, 7 days a week. The three categories of courses offered online are Computer Skills Courses, Professional Development Courses and Business Skills Videos. In order to access these classes, employees will need an enrollment key that they can obtain by contacting Jan Ortego via email at Jan.Ortego@selu.edu . Graduate assistants and student workers are not eligible to use these courses. IF YOUR SUPERVISOR MANDATES THIS TRAINING, IT WILL NEED TO BE COMPLETED DURING WORK HOURS. IF YOU CHOOSE TO DO THIS TRAINING AFTER WORK HOURS, IT WILL BE CONSIDERED VOLUNTARY AND WILL NOT BE COMPENSATED. |
