HR Management meetings April 15 & 16 , 2019 CU Denver HR Management meeting:

1. HR Management meetings April 15 & 16, 2019 • CU Denver HR Management meeting: • Monday, April 15, 2019 • from 9:30-11:00 • CU Building, Room #440 (4th floor) • CU Anschutz Medical Campus HR Management meeting: • Tuesday, April 16, 2019 • from 9:30-11:30 • ED2North, P28-1102

2. AGENDA • Carolyn Brownawell, Associate Vice Chancellor and Chief Human Resources Officer • Welcome / Introductions • Michelle Martinez, Director of Benefits, Employee Services (15 minutes) • Affordable Care Act (CU Anschutz) • Debbie Lammers, Learning and Development Director, Human Resources (10 minutes) • Training Update • Kaylene McCrum, HR Operations Director, Human Resources (10 minutes) • Personnel Matters Report (PMR) Process Improvement • Ryan Untisz and Sean McBride, Talent Acquisition & Compensation Senior HR Consultants, Human Resources (20 minutes) • Student Loan Forgiveness & Faculty Loan Mortgage Assistance Program • Doug Kasyon, Director and Melissa Flippin, Senior HR Consultant, Employee Relations and Performance, Human Resources(20 minutes) • Performance Ratings & New Family Medical Leave (FML) Inbox • Parental Leave Process Update • Questions & Answers

3. The Patient Protection and Affordable Care Act(ACA) Michelle Martinez Director of Strategic Benefits Initiatives Employee Services

4. Affordable Care ActNicknamed Obamacare CU is required to offer medical benefits that provide minimum essential coverage to its full-time employees Full-time is defined under ACA as an employee who works 75% time over a defined period of time

5. Measurement MethodsTwo Types Salaried Employees – Monthly measurement Hourly Employees – Look-back measurement

6. Monthly - CU 75 Internal to Employee Services Temporary, salaried appointment in a benefits-eligible job code at a 75% or greater appointment Immediately offered medical benefits, first of month following date of eligibility Evaluated each month

7. ACA Look-Back Measurement Hourly appointments that are not normally benefits-eligible (students, temps) are placed in the look-backmeasurement process If eligible, CU offers medical benefits during the subsequent 12-month stabilityperiod, regardless of hours worked

8. Look-Back Measurement Continuing/Current Employee Will measure number of hours worked every year from 5/1 to 4/30 of the following year. 30 hours or more per/week will make employee eligible for medical benefits Coverage for entire Stability Period

9. Look-Back Measurement New Employee Will measure number of hours worked 1st of month following date of hire for the next twelve months 30 hours or more per/week - employee eligible for medical benefits during the Stability Period Coverage for entire Stability Period

10. Stability Period12 months Continuing/current employees, 7/1 through 6/30 of the next year (plan year) New employee, 1st of month following eligibility for the next twelve months Employee remains eligible for benefits regardless of the number of hours worked

11. ACAHow did we do? Filed 2015 1095-C’s IRS assessed CU $24,860 in fines CU responded with documentation Total penalty for 2015 filing - $1,320

13. Learning and Development Update Skillsoft and Lynda.com April, 2019 Debbie Lammers, Director of Learning and Development

14. Managing Employees with Health Conditions On-line learning…more than just compliance courses Looking to develop your talents or learn new skills, then you need to check out these resources!

15. Presentation Title or Audience Skillsoft General Libraries Looking to take PHR, SPHR or ePHR? • Business Skills • Leadership Skills • Productivity & Collaboration Tools • IT Skills • Microsoft Excel • Well-Being • Certifications (i.e., PHR, SPHR and more) • Compliance • Management • Performance Management Note: Create CU specific libraries Note: Practice tests also available!

16. Presentation Title or Audience LinkedIn Learning (currently Lynda.com) What will be new? Learning Paths • Available to staff, faculty and students • Supports various languages • Robust courses and learning paths in Microsoft Office products (Word, Excel, PowerPoint, Outlook, OneNote and more) New platform launches August 1!

17. Managing Employees with Health Conditions LinkedIn Learning • Has a variety of topics: • Business, • Education + Elearning, • IT, • Marketing, and much more • Has access to: • Certifications, • Trending topics, • Weekly series topics, and much more • Link completions to your LinkedIn Profile

18. Personnel Matters Report Process Improvement Project April, 2019 Kaylene McCrum Director of Human Resources Operations Human Resources

19. PMR Process Improvement PMR Process Improvement Need: Process was broken. Not effective or efficient for schools/colleges/departments or delegatesObjective: To improve PMR processing for all users across both campuses by removing redundancies and unnecessary steps • Process workout ran January – March, 2019 • Consultant: David West • Working Group • Steering Committee • Executive Committee

20. PMR Process Improvement PMR Process improvement PMR Process Workflow Mapping • Before • Discovered multiple redundancies • Several iterations • After • Minimized number of necessary steps

21. PMR process improvement PMR process improvement Notable Outcomes/Changes That Impact You • PMR reports will no longer be submitted by the schools/colleges/departments • PMR reports will be pulled directly from HCM • Letters of offer will still be submitted to central HR for personnel files before the action effective date

22. Pmr process improvement Pmr process improvement Notable Outcomes/Changes • Data Entry • Required Comments • Comments now required in ePARs and templates with specific established code to indicate whether or not a search was conducted and if someone was hired via appointment type – specific coding and guidance will be provided • Comments are also required if an entry is made after payroll cut-off in a given month – specific wording for options and guidance will be provided • HCM data entry should be completed on or before the effective date

23. PMR process improvement PMR process improvement Implementation Schedule • Go-live new required comments 5/1 • Go-live new PMR reports 6/1

24. PMR Process Improvement PMR Process Improvement Thank you!

25. Public Service Loan Forgiveness (PSLF) What is it? Relief program designed for those who are managing student debt Do I qualify? • Full-Time Equivalent (30+ hours weekly) • Currently making payments on Federal Direct Loans • Perkins Loans & Pell Grants do not qualify • If you consolidate your Direct Loans with these federal loans, you will no longer qualify. • Must be enrolled in either of the following repayment plans: • Income Driven Repayment (IDR) • 10-year standard repayment

26. Public Service Loan Forgiveness (PSLF) What is a “qualifying payment?” • Made after October 1, 2007 • Under qualifying repayment plan • For the full amount on your bill • No later than 15 days after your due date • While you are employed full time by a qualifying employer You can make qualifying monthly payments only during periods when you are required to make a payment. Therefore, you cannot make a qualifying monthly payment while your loans are in: • an in-school status, • the grace period, • a deferment, • a forbearance, or • default.

27. Public Service Loan Forgiveness (PSLF) Quick notes: • When you complete the form, DOE will notify you in writing of the number of qualifying payments you’ve made while working full time for an eligible employer (complete once per year) • Must be a public or non-profit employers (fed, state, local govt, non-profit) • Non profit employers must be tax-exempt under Section 501(c)(3) – 501(c)(4) or 501(c)(6) do not qualify Questions? Email PSLF@cu.edu or call 303-860-4200 https://www.cu.edu/employee-services/collaborative-hr-services/cu-system-administration/employee-resources/public

28. Faculty Housing Assistance Program (FHAP) Program Overview: • Attract and retain faculty by improving the affordability of their primary residence. • Provide support for new faculty who have very limited access to cost-effective financial capital resources. • Offer financial housing assistance to tenure and tenure track faculty from all campuses of the University of Colorado Participating in the FHAP can make housing more affordable by providing a source of financial assistance for a down payment needed to qualify for a loan and potentially avoiding the cost of private mortgage insurance.

29. Faculty Housing Assistance Program (FHAP) General Information--LOAN TERMS: • The maximum loan available for each FHAP participant(s) per household is the lesser of either 25% of the purchase price of the property to be financed or $80,000. • The participant will be required to personally fund at least 2% of the purchase price, although a greater amount will be required in order to qualify for certain loan programs. Links: FHAP Program Description https://www.cu.edu/sites/default/files/fhap_prog-description.pdf Treasurer’s Office Webpage for FHAP https://www.cu.edu/treasurer/faculty-housing-assistance-program Questions? Call the CU System Treasurer’s Office at 303-837-2183

30. Employee Relations & Performance • Faculty/University Staff Ratings • Thank you • Table 1 is the last chance to make eligible • We will upload missing ratings from Table 1 and provide to System Office for HCM upload • Classified Staff Ratings • Spreadsheets distributed this week • Due to HR April 25

31. FML in box • HR.FML@ucdenver.edu • Sorry for the confusion • We will keep all business partners informed regarding submissions

32. Parental Leave Process Update Paid Parental Leave Process Simplified • Dept will submit leave action like other ePARS instead of HR (new) • Employees will use formstack form to apply. Notifications will sent to contact listed on form for HR/Supervisor. (same) • Central HR will review PPL tracking log for eligibility and records for FMLA paperwork and approve or contact for missing documentation. (same) • Finance team monitors usage to ensure 160 hours limit is adhered to under PPL speedtype. (new)

33. Parental Leave Process Update Parental Leave HCM Codes Simplified • Two codes to use based on leave plan: • Action: Paid Leave of Absence - Reason: Parental Leave- used to denote the entire period the employee will be on paid leave (using sick, vacation, University PPL) • Action : Leave of Absence - Reason: Short Term Disability (once emp exhausts sick, period will end 6-10 weeks from birth and emp will resume PLOA-PPL through vac/ppl ) • Action: Leave of Absence - Reason: Parental Leave- used to denote the remained of the 24 week period the employee will be on leave but in unpaid status • Must use notes section in ePAR to help leave approver understand the request

34. Parental Leave Process Update Visual PPL Process Map

35. Parental Leave Process Update Funding Parental Leave • Speedtype Attached to My.Leave/CU Timekeeping • Dept is responsible for uploading 160 hours of PPL in monthly timekeeping • Do not ask employee to enter PPL hours- Only department should be using this code • Cost of benefits will follow the PPL speedtype (happing about 2 months in arrears) • Funding questions directed to: Finance.TerminationPayments@UCDENVER.EDU • Eligibility and Policy questions: HR.ParentalLeave@UCDENVER.EDU

36. Parental Leave Process Update Parental Leave Process Update • Helpful Hints: • Communication: • Depts. manage their employees leave so they will need to be actively involved in understanding employees leave plan • Use cover letter/MOU template to facilitate leave plan & solidify understanding

37. Questions? To view past HR Management meeting materials, and an audio file of this meeting visit: www.ucdenver.edu/about/departments/HR in the HOT TOPICS section