HR Facilitator Meeting -- 2007-09 [Fall]

See link for additional details.

See attached presentation and direct deposit information.

Click here for new information since this meeting.

• State Health Plan Enrollment Update 
• • Enrollment period ends Friday, September 14
  • Establish a focus group of Indemnity Plan members for feedback
    in fall 2007
• Teachers' and State Employees' Retirement System (TSERS) annual benefit statement distributed the week of August 27
• ORBIT -- Online Retirement Benefits through Integrated Technology launching in October
• Supplemental retirement saving plans
• • National Retirement Savings Week - October 22-26
  • Retirement Savings Ambassadors
  • 403(b) transfers to other vendors
• NCFlex benefits program and UNC-Chapel Hill benefits program annual enrollment (Oct. 1-Nov. 2)
• • NCFlex benefit changes
  • • New Dental provider (United Concordia)
    • No monthly maximums for the Health Care and Dependent Care flexible spending accounts
    • Supplemental Medical -- Kanawha discontinued as of 12/31/2007. No replacement program planned for 2008
  • UNC-Chapel Hill benefit changes
  • • Assurant Dental rate increase. Benefit maximums changes and coverage for domestic partners
    • Reliance Standard AD&D -- coverage provided for domestic partners

• As of September 1, 2007, Information Technology, Research and Social/Clinical Research are all following the same position-based career banding salary administration plan and compensation/classification guidelines. Public Safety will convert to the position-based career banding model by calendar year-end.
• OSP is monitoring the career banding program based on data contained in HRIS. In addition, state and federal reporting using career banding data will occur beginning later this month. It is critical that Position Competency Reviews and updates in HRIS are completed.
• During its recent session, the General Assembly passed legislation that removed the moratorium on implementing career banding for the University system.
• OSP has communicated its intent to develop career banding materials for all job families in the University system by early 2008.
• Our goal is to convert all remaining SPA positions at UNC-Chapel Hill to the career banding system during the spring of 2008. A more specific timeline will be communicated as the career banding development work led by OSP progresses.
• OSP is forming transition teams to develop the career banding materials required for those positions that have not yet been career banded; we have volunteered to be part of the new transition teams being formed by OSP.
• We have requested that OSP conduct focus groups at UNC-Chapel Hill to help ensure the materials developed will be appropriate for our university.  As applicable, we may ask interested employees in your area to participate in focus groups that OSP may conduct at UNC-Chapel Hill. This activity will be voluntary and will be approved in advance by supervisors.
  

• The I-9 and Basic Pilot Compliance Manual was updated August 17. It is online at http://hr.unc.edu/specialprograms/basicpilot/I-9andBasicPilotCompliance.pdf.
• Remember to check your HR Central Inbox for FYI notifications from the EEV Coordinators and take the required action. These may notify you of a problem that must be addressed. If the notification is an approval, it contains the Basic Pilot Case Number (also called the EEV Reference Number) that must be written at the top of the I-9 form. This number is 13 digits followed by two letters.
• Remember to send in your completed I-9 forms for all newly hired EPA employees, student employees, and direct hire temps as soon as the Basic Pilot EEV check is complete and you have recorded the Basic Pilot Case Number on the I-9 form. Submit the original I-9 (and all related documentation) in a sealed envelope to the EEV Coordinator, OHR/Workforce Planning, 104 Airport Drive, Suite 1100, CB # 1045 for recordkeeping. Retain legible photocopies of the I-9 and all related documentation in your departmental I-9 files. See the I-9 and Basic Pilot Compliance Manual, pages 28-29, for detailed filing instructions.
• If you have made any new hires for which you have not yet completed an I-9 or submitted the I-9 information through the EEV tool, do so right away. This should have been done within three days of the day the employee started work.
• To save time and effort, ask every employee you hire if s/he is an existing employee or a continuing student who has been on the University payroll in the last 12 months. If s/he is, follow the instructions on pages 34-35 of the
  I-9 and Basic Pilot Compliance Manual. In most of these cases, you will find that you do not need to complete a new I-9 or submit an EEV check. Instead, you will simply need to obtain a copy of the valid I-9 from the University department where the employee is already working or where the student employee recently worked.
• If you have a foreign student working for you who transferred to UNC-Chapel Hill this summer or early this fall, s/he may be asked to report to the EEV Coordinators in late September to contest a tentative nonconfirmation even though s/he began working earlier in the summer. This is not a cause for concern. The Department of Homeland Security (DHS) is taking longer to verify employment eligibility for foreign transfer students and some other new foreign students before and immediately after the start of the school year. All the affected student employees at UNC-Chapel Hill are authorized to work according to International Student and Scholar Services. However, DHS must confirm their employment eligibility. Each affected student employee will be required to report to the EEV Coordinators to sign paperwork and contact DHS by phone. DHS expects to resolve each of these tentative nonconfirmations in a single phone call.
• DHS has changed the name of the Basic Pilot Program to E-Verify. You will notice a gradual shift to the use of the new name over the next several months as we update web pages and other documentation.
• Questions? Call an EEV Coordinator at 919-962-0985 or send an email to eevquestions@listserv.unc.edu.
• Thank you for all you are doing to make the employment eligibility verification process work as smoothly as possible!
  

See attached.

TIM Admins are doing well with the conversion of leave tracking to TIM. Great job so far!

There have been very few issues. The majority of reported issues are related to desktop connectivity issues.

Once balances in TIM have been verified/adjusted against the entries made in Leave Liability on June 30, TIM Admins can discontinue using their Leave Spreadsheets. However they should save the Spreadsheets in a
secure place in case they need to research questions about past transactions.

One thing that seems to be happening incorrectly is that the TIM Admins are using Comp Time Earned to record comp time for SPA Exempt Employees.

• Comp Time Earned should only be used for Wage and Hour Non-Exempt employees.
• For SPA Exempt Employees TIM Admins should be using the "SPA EX Approved Comp Time" Pay Code to record Compensation Time hour for hour in the exempt employees Leave Bank.

New "Reports to" field on Temporary and Students as well as outside managers and EPA Managers is in Production for input. Entering correct Reports to data on all employees can be started. The Reports To field feeds TIM access for managers, so getting this in HRIS will ensure managers have the correct list of employees for timekeeping.

Watch for the next email release for information on Training Registration for Managers and TIM Admins for Phase 2 due out at the end of this week. Timekeeping release schedule is being finalized and will be sent shortly. Training will begin for Roll Out Group 1 on October 1. This Group contains ITS, Psychology, OASIS and ERP.

Thanks for all your efforts!