HRF Meetings 2006-05 [Spring]

Departure

• Matt Brody, Senior Director for HR Planning & Systems

Arrivals

• Joe Marro, Director of Workforce Planning & Compensation
• Rebecca Mabe, Acting Senior Director for HR Planning & Systems

Health Insurance

• Health insurance enrollment is continuing. Please remind your employees that they can turn in their enrollment forms at any time between now and June 30. We are anticipating 9,000-plus forms from UNC-Chapel Hill so getting forms early is a great help.
• State Health Plan is conducting another regional information session for employees at UNC-General Administration on Tuesday, May 16.
• Frequently asked questions from campus information sessions will be posted on the OHR website in the very near future.
• Top 10 items to consider as you choose your health insurance plans (also in May 10 Gazette).
• Resources for additional information:
  • UNC-Chapel Hill enrollment hotline: 843-0526
  • State Health Plan customer service line: 888-234-2416
  • OHR web site
  • State Health Plan web site

Optional Retirement Program Changes

• UNC General Administration has announced several changes and enhancements to the ORP program:
  • The four ORP carriers -- AIG VALIC, Fidelity, Lincoln Financial and TIAA-CREF -- will be reviewed annually to ensure that they continue to meet participants' needs.
  • Allow each carrier to offer no more than 20 funds in their core fund lines, effective July 1, 2006. Each ORP carrier was asked to ensure that each fund was appropriately categorized in its investment class, and was among the best in its class. Core funds will be reviewed quarterly.
  • Lifecycle funds offered by each of the four carriers will become the default fund in a situation where participants do not select a fund.  Previously, money market funds were designated as the default fund.
  • Participants can elect to keep existing ORP money in funds that will no longer be available beginning July 1, 2006, or transfer those assets to other funds with similar fund objectives. New contributions to deselected funds will not be allowed after December 31, 2006.
  • Participants have a six-month window beginning July 1, 2006, to redirect future contributions to funds in the new lineup. If no election is made during this period, all future contributions will be directed to the new default lifecycle funds effective January 1, 2007.
  • AIG VALIC, Lincoln Financial Group and TIAA-CREF will offer new mutual fund platforms to provide a broader spectrum of strategically selected investment options.
  • Fidelity Investments will begin offering a group annuity product through the Principal Financial Group (The Principal) for those ORP participants who retire and wish to safeguard retirement savings by receiving an income for life. This annuity option continues to be available through the other three ORP carriers as well as through Fidelity beginning July 1, 2006.
• Information regarding these changes has been distributed electronically to all ORP members earlier this week. The information is also available online.

An email was sent to all HR Facilitators on April 19 about the annual performance review rating entry in HRIS. HRFs should have returned the Data Entry Questionnaire to HR Records & Data Management as of May 5.

Permanent full-time and permanent part-time SPA employees (regularly scheduled to work 20 or more hours each work week) who have been under one or more work plans for four months as of May 31, 2006:

• Must have their performance reviews completed by May 31, 2006.
• Ratings must be entered into HRIS no later than June 12, 2006. 

May 15, 2006 -- HRFs begin entry of Annual Performance Review overall ratings into HRIS

May 31, 2006 -- Deadline for supervisors to complete Annual Performance Reviews with their staff

June 9, 2006 -- Departments not trained on HRIS must submit the Overall Evaluation List to HR Records & Data Management

June 12, 2006 -- Last day for HRFs to access performance rating entry screens in HRIS

Employees Without Ratings: The code "Insufficient Time" for the performance rating in HRIS is used only for new hires, reinstatements and permanent employees who have not had sufficient time to complete the minimum performance cycle (four months under one or more work plans).

Permanent full-time and permanent part-time SPA employees (regularly scheduled to work 20 or more hours each work week) who have not been under one or more work plans for four months as of May 31, 2006, but are active on Payroll as June 30, 2006:

• Must have a performance review at the end of the four-month period.
• Must have their overall performance rating submitted to HR Records & Data Management at the end of the 4 month period.

Refer to the April 19, 2006 HRF email regarding proper procedures for other non-completion codes.

Document Security: Performance reviews are confidential personnel documents.  Departments should take care in preserving the confidentiality of these and other personnel documents. Email transmission of performance evaluations does carry a risk of interception by third-parties. Departments may want to consider encrypting transmissions of confidential personnel information when sent by email. Refer to your IT consultant for more information. Electronic copies of personnel documents should be kept in secured, backed-up, access-restricted locations. Paper copies should be kept in locked filing cabinets or in office space with restricted access.

The Office of Human Resources has increased the individual maximum reimbursement from the Educational Assistance Program from $350 per person per fiscal year to $500.  This change is effective for any reimbursements submitted on or after May 1, 2006.

Human Resources will offer a training program on "Tuition Assistance Programs for Employees" on June 28 from 11:30 a.m. to 1 p.m.  Register on the T&D website under University Operations.

Carolina Blood Drive
The 18th annual Carolina Blood Drive is set for June 6 from 7 a.m. -- 6 p.m. in the Dean E. Smith Center. You may register to donate blood or volunteer by contacting your departmental recruiter, going online 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.

Star Heels
The deadline for all Star Heels nominations is Thursday, June 1. All recipient names must be submitted using the online nomination form no later than 5 p.m. on that day. Recipients have until Aug. 1 to make their gift certificate choice.

We will re-allocate all unused Star Heels Awards beginning Friday, June 2. All nominations received after 8 a.m. on that day will be eligible for these additional awards. HR Facilitators will be called on Monday, June 5, to be notified as to any additional awards.

Please be aware that your annual allocations may be different from past years'. For questions on current allocations, call Shelly Green at 962-1483.

Twenty-Year Service Appreciation Banquet
The Twenty-Year Service Appreciation Banquet was held on Tuesday, May 2, at the Carolina Inn. HR Facilitators will be called by Employee Services the week of May 8 to pick up the plaques of those employees who did not attend the banquet. Photos of employees in attendance will be mailed to their campus box addresses the week of May 15.
 
Service Appreciation for 25-50 Year Employees
A separate event will be held this summer to recognize employees reaching their 25 -- 50 year anniversaries during this fiscal year (July 1, 2005, - June 30, 2006). When details are confirmed, information will be emailed to HR Facilitators. 

Service Awards for 5-15 Year Employees
Information for employees receiving 5-, 10- and 15-year service awards for the 2007 fiscal year (July 1, 2006 -- June 30, 2007) will be emailed to all HR Facilitators in May. Facilitators are asked to verify the TSSD dates of employees. Employees celebrating their five-year anniversary will receive a letter from their department; 10-year employees receive a framed certificate with letter of acknowledgement, and 15-year employees receive a letter of acknowledgement and an additional gift. These awards will be distributed at the Employee Services offices in July. 

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.

For the purposes of this award, "management" includes managing employee or student resources, financial resources, facilities and/or coordinating special projects or efforts such as leading a task force or an ad hoc committee of a sizable nature. 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 September. 

Retiree Brochure
Employee Services has compiled a brochure featuring information about retiree benefits.  Included in the brochure is important contact information for retirees concerning health coverage and other benefits, along with privileges they continue to have after retirement.  All employees will receive this brochure from the Benefits Program Administration Department when their retirement information is processed. HR Facilitators can contact the Employee Services department for additional brochures.  

Relocation Program
The University has awarded a contract to Fonville Morisey Realty, Inc., to provide relocation services to current and incoming employees. Services provided include destination tours, household goods move management, lending and mortgage services and assistance with local moves. Information will be sent to HR Facilitators in the coming weeks with more information about this new program.

Employee Appreciation Event
The annual Employee Appreciation Event will be held in October. This year, the event will be a single day and will be located on campus in a central location. The Employee Expo, with departments and vendors presenting information, will return, and there will be food and entertainment for employees to enjoy during the middle of the day. When details are confirmed, HR Facilitators will be informed via email.