HR Facilitator Meeting 2007-05 [Spring]

OHR:
Dwayne Pinkney, Interim Associate Vice Chancellor for Human Resources
Brian Usischon, Director of Benefit Program Administration

EEO Office:
Kelly Eze, Assistant Equal Opportunity Officer

Brenda Malone has been named Associate Vice Chancellor for Human Resources, effective Aug. 1. For more information, click here.

• The House has passed its budget. It includes 4.25 percent increases for SPA and EPA employees, as well as an increase in the deductible for the State Health Plan indemnity plan.
• Legislation has also been introduced to do away with the indemnity plan, but we don't know the current status of the bill.

Annual performance reviews for SPA employees are due no later than May 31, 2007. Policy information on the Performance Management System is available here. Forms for Work Plans and Performance Reviews are available here.

See attached.

With the implementation of the HRF phase of the TIM System fast approaching on August 1, 2007, we would like to remind you of some important requirements:

Training
System training will be provided on the following dates:

• June 18 through June 22
• June 25 through June 29 

Registration is required in advance; you will be notified once registration is open. It is mandatory that you attend one of these training sessions in order to learn how to update accrual balances for each of your employee groups.

Accrual Balances
Please begin collecting information on leave balances for your employees if you have not already done so. Ending balances for Vacation, Sick, and Bonus leave as of June 30, 2007 will be loaded into TIM at the end of July as reported on the Leave Liability Reconciliation process. 

After the system is implemented on August 1, HR Facilitators will be responsible for updating TIM for Vacation, Sick or Bonus leave time used between July 1 and July 31 as a Pay Code Edit in TIM. Instructions on how to do a Pay Code Edit will be provided during the training. HR Facilitators will also be given access to transfer any leave balances your track other than Vacation, Sick or Bonus. 

Please note that the deadline for transferring all Leave Time balances into TIM is September 30, 2007. 

Update on "Reports To" Field in HRIS
The Reports to field corrections are in process of redesign and will be ready for the onset of the new scholastic year. The development being done will allow entry of a reporting relationship on Student and Temporary positions, SPA employees reporting to EPA Managers, and release restrictions of access on the Manager field so that HRFs can select any valid  manager as a reports to individual. We anticipate this to be complete by mid- to late summer for the new year entry.

10% Shift Differential Eligible Field
This field is being added to the position attributes section to designate that a position is eligible for the 10% Shift Differential for majority of shift hours worked after 4 p.m. Once in place all positions receiving the 10% Shift Differential Pay must be flagged as eligible to pass this information to TIM. TIM will calculate the 10% Shift Differential for all hours that meet the eligible criteria.

Resources
TIM Web site
HRIS Help Desk: 962-HELP

In an effort to demonstrate commitment to wellness, UNC's School of Medicine and Campus Health Services are joining the Health Care System's no smoking initiative beginning July 4, 2007. This initiative expands the no-smoking area from the interior of the buildings to 100 feet outside the School of Medicine and Health Care System buildings. This initiative is supported by a bill currently under consideration by the NC General Assembly. All School of Medicine and Campus Health Services employees, as well as Public Safety employees who are housed in the parking decks, will be most affected by the initiative. However, employees who regularly work or who occasionally visit these buildings will also be expected to cooperate with the no-smoking zone.

The University and departmental leadership are taking an employee-friendly approach by providing advanced notice and offering resources to employees who wish to quit smoking. Fortunately, the State Health Plan is also offering some incentives for those who wish to quit.

A list of available resources, a map of the no-smoking zone, and the University policy can be found on the Environment Health and Safety Web site.

• Research and Social/Clinical Research: Position Competency Review (PCR) forms were due to HR Services on May 1. Employee Competency Assessment (ECA) forms were also due to be completed by May 1 (and filed in the department). DDD messages were sent out last week detailing positions for which PCRs have not been received. Departments will not be able to process salary actions for employees in a particular role until the required forms have been completed per the requirements in the Career Banding Salary Administration Plan for all employees within that same role. The potential consequence to the University for not being in compliance with the Career Banding Salary Administration Plan is that delegated authority for salary decision-making may be withdrawn by OSP.
• IT: Annual competency assessments for employees in career banded IT positions were due December 31, 2006. DDD messages were sent out last week detailing positions for which competency assessments had not been received. It is imperative that career banding competency assessments be submitted in a timely manner to ensure that the University is in compliance with its Salary Administration Plan.  The potential consequence of non-compliance for the University is that delegated authority for salary decision-making may be withdrawn by OSP.

Click here for more information.

• All employees and members of the University community, including contractors and visitors, are subject to the rules outlined in the Violence in the Workplace Policy. Prohibited acts of workplace violence include threats, intimidation, physical attack or property damage.

For more information and for a Incident Reporting Form, please call 962-1483 or click here.

• Sexual Harassment is unlawful discrimination on the basis of sex. Such conduct violates both law and University policy, and it will not be tolerated in the University community.  Incidents of alleged sexual harassment should be reported to the Office of Human Resources, Employee Services Department. For more information, please see the University's policy or call 843-8676.
• The University offers an Employee Assistance Program to help employees resolve personal problems that may adversely affect job performance. The program seeks to restore individual health and productivity, improve efficiency and retain experienced employees. The program is both remedial and preventive, and is designed to:
• • identify problems at the earliest stage possible
  • motivate the individual to seek help
  • encourage voluntary participation and self-referral
  • refer the individual to the most appropriate assistance available

The phone number of the EAP office is 929-2362. The EAP office is located at Timberlyne Shopping Center, 1101 Weaver Dairy Road, Suite 101-1, Chapel Hill, North Carolina. See the complete policy here.

Star Heels deadline: The deadline for all Star Heels nominations is Friday, June 1. All recipients must be submitted by the department's HR Facilitator using the online nomination form no later than 5 p.m. Recipients have until Aug. 1 to make their gift certificate choice. Unused Star Heels Awards will be reallocated Monday, June 4. All nominations received after 8 a.m. that day will be eligible for these additional awards. HR Facilitators will be notified by Friday, June 8, whether they received any additional awards. For allocation questions email Shelly Green at sogreen@unc.edu.

Carolina Blood Drive: The 19th annual Carolina Blood Drive is June 5 from 7 a.m. -- 6 p.m. in the Dean E. Smith Center. Register to donate or volunteer by contacting your departmental recruiter, online at www.unc.edu/blood, or by dialing 96-BLOOD (962-5663). For detailed information, including important facts about new travel restrictions for donors, check the Blood Drive web site at http://www.unc.edu/blood.

Service Appreciation Luncheon: Employees reaching a service anniversary between 25 and 50 years will be honored at a luncheon on Thursday, June 21, at the Carolina Club. Invitations will be mailed to employees via campus mail in late May. Due to space limitations, only employees will be invited to this function. More details will be emailed to HR Facilitators soon.

Excellence in Management Awards: The nomination period for the Excellence in Management Awards will begin in late May, with a deadline in early July. The Excellence in Management Award is designed to recognize meritorious and distinguished accomplishments in management at the University of North Carolina at Chapel Hill. Two managers are chosen to receive a monetary award and framed certificate. The recipients of the award will also attend a luncheon with the Chancellor and Vice Chancellor for Finance & Administration in the fall. 

5-, 10- and 15-Year Service Awards: Information for the 2008 fiscal year 5-, 10- and 15-year service awards (7/1/07 -- 6/30/08) will be mailed via campus mail to HR Facilitators with employees listed in late May.  Facilitators are asked to verify the TSSD dates of employees. Awards for the entire fiscal year will be distributed at the Employee Services offices in July.