Annual Personnel Related Staff Meeting

1. Annual Personnel Related Staff Meeting Ola Faucher Director of Human Resources July 17, 24, & 29, 2013

2. Agenda • Introductions • Changing for Excellence Initiatives • Campus Initiatives • Benefits Updates • Recruitment Updates • Hiring Updates • HR/Pay Updates • Questions/Wrap-up

3. Introductions – New/Reassigned HR Staff Paulette Tasca Benefits Specialist 785-864-7422 ptasca@ku.edu Shani Millstead Appointment Specialist 785-864-3689 smillstead@ku.edu Katie McCauley HR Specialist 785-864-7416 kmccauley@ku.edu

4. Changing for Excellence Initiatives

5. Classification & Market Study • KU Job Families were released July 1, 2013 • Implementation plan is being developed with campus leadership; expected to begin in the fall of 2013 • Town halls will occur in September to share implementation approach • Employees who have not completed a JAQ will be contacted in the coming months to complete the process for proper placement in the new classification framework Implementation Approach Group 1 (TBD) December August

6. KU Job Families • KU Job families will lay the foundation to the employee classification framework going forward • Job Families are groupings of similar jobs that may be used in ongoing market comparisons among jobs • Complete descriptions of the KU Job Families can be found on Hrmarketstudy.ku.edu

7. Recruitment Process - BrassRing • Kenexa’s BrassRing solution was rolled out for tenure-track faculty postings on June 3rd • The next phase of implementation is underway to move all recruitment activity from TAM to BrassRing; we expect to complete the transition by January, 2014, with enhancements rolling out as they are developed • Additional information on the project can by found on hrrecruitmentproject.ku.edu. • Goals and Expectations for Phase II – Staff, Student, Lecturer Recruitment • 1. Enable staff candidates to easily: • Search for job postings • Apply to job postings (including uploading attachments) • 2. Enable HR to post job requisitions/openings • 3. Enable HR, Shared Service Centers (SSCs) and Search Committees to easily review candidates’ application materials • 4. Facilitate the offer process through Kenexa • 5. Utilize vendor delivered workflow and user types/security • 6. Support Hiring for Excellence processes within the system

8. Talent Development • HR is working with stakeholders on developing competency frameworks, common performance evaluation templates, learning development plans, supervisor tool-kits, etc. to establish a more comprehensive approach to Talent Development at KU • A system selection process is currently underway for technology solutions to support performance and learning activities at the University • Systems will be selected by mid-August with initial roll-out of the new processes and tools by mid-2014

9. Campus Initiatives • Unclassified Professional Staff Evaluation Reporting to HR • New Employee Orientation on the Web • HR Facebook • https://www.facebook.com/pages/Human-Resources-University-of-Kansas/369488869834334 • Policy Updates • Stricter Smoking Policy

10. Benefits Updates Benefits Office

11. Benefits Updates • Affordable Care Act • Full-time employee definition: anyone who works, on average, 30 or more hours a week • Students (hourly and salaried) • Lecturers • Staff (hourly and salaried) • Implementation delayed until CY/PY 2015 • Working with State Employee Health Plan for details and guidance

12. Benefits Updates • Plan C, High Deductible Health Plan with Health Savings Account (HSA) • Employer HSA contribution for Plan Year 2014 will be semi-annual (1/2 in January; ½ in July) • Pro-rated employer HSA contribution for mid-year enrollment

13. Benefits Updates • HealthQuest Rewards Program – New Employee Information • 30 credits must be earned prior to receiving the $40/month premium discount • Online Health Assessment required (10 credits) • 20 remaining credits can be earned in a variety of ways • Earning period: August 1 – July 31 • Credits reset every July 31 • http://www.kdheks.gov/hcf/healthquest/rewards.html

14. Recruitment Updates Terri Osborn Matt Baker Recruitment Coordinators

15. Recruitment Updates • Faculty Recruitment • BrassRing (Kenexa) went live June 3 • Basic Functionality – Enhancements to be made in Phase 2 • Lecturer, Staff, and Student Recruitment • Will continue through TAM until completion of Phase 2 of the BrassRing project • “3G” (GTA, GRA, and GA) Recruitment for Fall • Process as defined has not changed • Will be looking at improving the appointment process as early as Spring/Summer 2014 • Search Training for Staff and Student Recruitment is back! • Optional – No longer required, but encouraged • Enroll on HR’s website • BrassRing (Kenexa) Demo

16. Recruitment Updates • BrassRing Resources page on website: • http://www.humanresources.ku.edu/employment/Brass_Ring_Resources.aspx • BrassRing Search Committee Quick-Start Video • BrassRing Site for Search Committees • BrassRing timeline for Phase 2 implementation • Update on TAM changes

17. Hiring Updates Angie Loving Assistant Director Employment

18. Hiring Updates • • Onboarding • Continually evolving -Considering new Onboarding Software tools • Social Security Administration Office Changes • SSN is no longer available on the receipt notice • Social Security Card verification (name as printed and number) is REQUIRED by the STATE OF KS to be place on payroll. • Employees are not to work without hiring docs being completed which includes SSC verification. • Employees working will be instructed to stop working until all required documents are complete • Exceptional Circumstances or Visa Compliance Issues for International Hires should be addressed with your ROC contact and HR.

19. Hiring Updates • Appointment Processing in HRPay • New Hotline for Questions – 864-5994 or hrappt@ku.edu • Updates to Payroll Calendar Deadlines • NEW HIRE Docs – Second Monday of the PayPeriod (except for accelerated calcs for holidays) • REHIRE, HIRE CONCURRENTS, FTE, POOL ID, AND FUNDING CHANGES – Second Wednesday of the PayPeriod (except accelerated calcs for holidays)

20. Personnel Action Form (PAF) • Image Now • All transaction forms use by 9/1/13 • Payroll Transaction Form (Web) • Discontinuance 5:00 p.m. on July 19, 2013 • HR/Pay Transaction form (excel) • Discontinuance 5:00 p.m. on August 31, 2013 • Image Now Demonstration • General Use • Faculty Summer Example Review • If B comp frequency biweekly – getting paid • If C comp frequency contract – not getting paid

21. HR/Pay System Updates Pam Burkhead HR/Pay Systems Administrator

22. HR/Pay Updates • Academic Year Faculty/Academic Staff or Less than 12 Month UPS Staff Ongoing Commitment. • Critical date mid year date for determination of Faculty is effective and processed timely for January 1 semester start date. All others and majority will likely be August 18. • Prepaid Deduction Eligibility • Use of Contract Pay Functionality • Allows Active Status in Summer without Paying • Allows Processing of Summer Employer Benefits • Used to Facilitate Employee Prepaid Deductions • Compensation Frequency = C • Paygroups LCT (Faculty) and LTX (Staff) • Not Driven by FTE or Employee Election of Benefits

23. HR/Pay Updates • Academic Year or Spring and Fall Ongoing Commitment • Regular • Salaried

24. HR/Pay Updates • Employee Access • Job Data keyed • Interface to/from Campus Solutions • HR/Pay IDM view • Identity Management • Employee Sets Up Online ID • Employee Signs On to HR/Pay hr.ku.edu • System Assigns Supervisor and ESS roles • Time Reporter – Assigns correct timesheet and TRC

25. HR/Pay Updates • HR/Pay DEMIS Gross and Fringe immediate changes • Separate Request Box for RFA (Retroactive Funding) • Individual Chartfields vs. Account Code • Relabeling Fields • ARSP (hierarchy) option • Moving less used options lower on the request page • DEMIS Access • If off KU or KUMC campus networks will need to use KUAnywhere VPN to access

26. HR/Pay Updates • Absence Management • Priority 1 is the Core Accruals Process • Identifying the impact going back in time • Decision on how to address (Triggers/Corrections) • Annual Process • Budget Loads • Salary Letters

27. Resources & Contacts: • Human Resources - Office that includes the contacts below except Payroll • website: humanresources.ku.eduemail: hrdept@ku.eduphone: 864-4946 • HR/Pay – HR/Pay “system related” tasks and issues, also absence and time, approvals (based on data), security approvals/request and HR/Pay DEMIS • website:* hrpay.ku.eduemail: hrpay@ku.eduphone: 864-0600 • *Contains HR/Pay system related materials. • HR Benefits – Contact and data entry regarding individual benefit deductions and employee benefit inquiries • email: benefits@ku.eduphone: 864-4946 • HR Appointment - Contact for “data related entry” questions concerning HR/Pay related transactions (i.e., Personal, Job, Position and Funding) not including benefits, tax, or withholding.  • email: hrappt@ku.eduphone: 864-5994 • Payroll – Under the Comptroller’s Office - Calculation of payroll, withholding taxes and tax treaties, W2, 1042S, direct deposit, off cycles including RFA, arrearages, personal reimbursements and KUEA loans for late pay • website: payroll.ku.eduemail: payroll@ku.eduphone: 864-4385

28. Questions and Wrap-Up • Phone: HR – 864-4946 • Email: hrdept@ku.edu • Thank you for your attendance • and service to KU.