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HR User Group Meeting Agenda

South Meeting Room, Newcomb Hall

May 7, 2015 at 10:00 am

I. Welcome – Erica Wheat, Manager, HR Operations and Service Center

A. Recognition of New Users:

B. UHR Staffing Changes:

Tamar Goodale has joined UHR April 27 as the Program Assistant for the Respect At UVa

program.

Stella Kim and Nicole Robinson are former Super Temps that have joined the staff of HR

Consulting Services (HRCS) in a temporary capacity on April 28.

Kipton Davis, UVA Health Plan Administrative Specialist will be leaving the University this

summer to pursue her MBA at William and Mary.

Patty Marbury, Learning and Development Training Manager in the Center for Leadership

Excellence will be leaving UHR on June 29 and taking the position of Finance Training Lead

with the Office of the Vice President and Chief Financial Officer.

Marlene Brodsky, HR Consultant with HR Consulting Services (HRCS), left the University

on April 30 to take a position on the legal recruiting team with a New York law firm.

Please join us in wishing these employees well!

C. UHR Postings: UHR is currently seeking applicants for the following posting in

Jobs@UVa. Interested parties should submit an application via Jobs at UVa

HR Associate

HR Consultant

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II. Payroll – Erica Wheat

A. Payroll Processing Schedule and Key Dates: The 2015 Payroll Processing Schedule can

be found at http://www.hr.virginia.edu/calendars/2015-payroll-calendar/.

Note: The Payroll processing calendar is subject to change, particularly around holidays.

If you print a copy of the calendar, always be sure you have printed the most recent

version which is maintained on our web site.

Sunday, May 17: HRMS Specialist and Salary Approver updates for 05/04 – 05/17 Bi-

weekly (wage and salaried) must be completed in HRMS by 5 pm.

Monday, May 18: Time worked (wage and salaried) and leave used (salaried only)

entered and approved in SSTL and the Timekeeper Entry form for Bi-weekly 05/04 –

05/17 and LD Specialists updates must be entered in HRMS by 5 pm.

Sunday, May 31: HRMS Specialist and Salary Approver updates for 05/18 – 05/31 Bi-

weekly (wage and salaried) must be completed in HRMS by 5 pm.

Monday, June 1: Time worked (wage and salaried) and leave used (salaried only)

entered and approved in SSTL and the Timekeeper Entry form for Bi-weekly 05/18 –

05/31 and LD Specialists updates must be entered in HRMS by 5 pm.

Tuesday, May 26: HRMS Specialist updates for 04/25 – 05/24 Monthly must be

completed in HRMS by 5 pm.

Tuesday, May 26: LD Specialist updates for 04/25 – 05/24 Monthly must be completed

in HRMS by 5 pm.

Sunday, June 14: HRMS Specialist and Salary Approver updates for 06/01 – 06/14 Bi-

weekly (wage and salaried) must be completed in HRMS by 5 pm.

Monday, June 15: Time worked (wage and salaried) and leave used (salaried only)

entered and approved in SSTL and the Timekeeper Entry form for Bi-weekly 06/01 –

06/14 and LD Specialists updates must be entered in HRMS by 5 pm.

B. Reminder - Final Exercises 2015: This year’s Valedictory Exercises ceremony, featuring

keynote speaker, Ed Helms, is on Friday, May 15, at 4:00 pm. Final Exercises will be held on

Saturday, May 16 (for the College and Graduate School of Arts & Sciences degree

candidates) and Sunday, May 17 (for all degree candidates excluding the College and

Graduate Arts & Sciences). More information can be found on the UVa web site at

http://www.virginia.edu/finals/.

C. Early Dismissal on May 15: In order to free up parking spaces and reduce traffic congestion

for the Valedictory Exercises ceremony mentioned in the above item B, the University is

asking Academic Division staff and faculty to leave Grounds at 12 noon on Friday, May 15.

To that end, four (4) hours of ‘comp special” leave will be granted to all salaried staff. Staff

not involved in Final Exercise preparation or related activities should use their leave on the

afternoon of May 15, while those supporting Valedictory and Final Exercises can use the

leave at a later date. The leave will be pro-rated for part-time salaried staff. Hospital

employees will not participate in this closure.

D. 2016 Payroll Calendar: The 2016 Payroll Calendar is now available on our web site at

http://www.hr.virginia.edu/calendars/2016-payroll-calendar/.

E. Limited Deduction Pay Period: The bi-weekly pay period May 18 – 31 paid on Friday,

June 5, 2015, is a limited deduction pay period with no benefit deductions with the exception

of tax deferred saving plans withheld. Third-party deductions such as garnishments, child

support, Cavalier Computers, and charitable campaign are also withheld.

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F. Memorial Day Holiday: Monday, May 25, is the Memorial Day Holiday. Your supervisor

or department administrators can answer questions about required coverage during the

holiday. The 2015 Holiday Memorandum can be found on the UHR web site at

http://www.hr.virginia.edu/news-events/news/holiday-schedule-for-2014-and-2015/

G. UHR Service Center Holiday Coverage: Employees who need emergency assistance from

UHR during the holiday can call our UHR Service Center at 434-982-0123 where a recording

will give them the phone number for the “manager on duty” for that day.

H. Going Paperless for HR User Group Meetings Starting in June: Starting with the June

11, 2015 HR User Group Meeting, we will no longer supply paper copies of the agenda at the

meeting. We will review the agenda that will be shown on-screen at the meeting. You may

print yourself a copy of the agenda and bring it to the meeting if one is desired. We notice

that most of you are already doing this anyway.

I. Workshop for F-1 and J-1 Employment at the University of Virginia: This workshop

sponsored by UHR’s Compliance & Immigration Service, the International Studies Office and

the Office of Export Controls is being held on May 19, 2015 from 10:00 am to 12:00 noon in

the Kaleidoscope Room of Newcomb Hall. It features guest speakers Linda Callihan and

Richard Tanson of the International Studies Office. Please register for the workshop in

advance.

J. Review “Use/Lose” Leave: We are now nearing the mid-point of the Leave Year.

Timekeepers are encouraged to remind their employees to view their “use/lose” leave

information that can be found on the SSTL timecard in the Leave Information section by

clicking in the drop down area. Timekeepers may also run the Discoverer Plus report

PAY_Leave Balance for the tab named “Leave Management” for employees/managers. This

report displays the same information as the Leave Information section on the SSTL timecard.

The “Leave Management” report is not a required report for distribution to employees but

Timekeepers should accommodate requests for the report. However, the report should still

be run quarterly and distributed to managers.

K. Parking Permit Rates Changing June 1, 2015: New parking permit rates effective June 1,

2015 have been announced by the Department of Parking and Transportation and will soon be

posted on their web site.

L. Maintaining Employee Education Information – Annual Reminder: HRMS Specialists

are encouraged to have employees review their education information in the Integrated

System annually in order to capture any new education completed since starting employment

at the University. The Discoverer report named HR_Employee Education Report can be run

and distributed to your employees for confirmation of their education information. Additions

or changes to the information can be entered by HRMS Specialists.

M. UVA’s Federal Work Study Program: The last day to work for the 2014-2015 academic

year was Sunday, May 3, 2015. No student may work as a work-study student after this date.

However, supervisors may choose to select an earlier end date. Work-Study is not available

during the summer. If the work study assignment is the only active assignment the student

worker has, then you will terminate the person via the End Employment process with Actual

Last Day of May 3. If the work study student has other active assignments, then you will

terminate just the work study assignment via the Terminate Assignment process by date-

tracking to May 4 and updating the work study assignment to Terminate Assignment status.

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If the work study student is going to continue to work for the department as a non-work study

student worker after May 3, a new assignment must be added effective May 4. Do not update

the existing work study assignment as a non-work study student worker. The first day to

work for the 2015-2016 academic year as a work study student is Tuesday, August 25, 2015.

Note that students cannot be hired as faculty or staff (or any position that requires FICA

withholding) and as a work-study student due to the FICA exemption.

N. New Fields on Administrative Appointment Special Information Type (SIT): Two new

fields have been added to the Administrative Appointment SIT as shown in the screen shot

below. They are Admin Suppl Amount and Basis for Supplement. These new fields are

the result of recommendations from a workgroup that has been meeting over the past several

months to help improve the faculty salary merit increase process. These new fields were

previously announced to the HR Exchange group. If you have a faculty member whose total

annual salary is comprised of a ‘base’ salary along with a supplemental amount(s) being paid

for an administrative appointment(s), you should update the employee’s Administrative

Appointment SIT information to show the ‘Admin Suppl Amount’ or dollar figure of the

supplement(s) and whether the ‘Basis for Supplement’ is a flat dollar ‘Amount’ or a

‘Percentage’ of ‘base salary’. This information will be pulled into the Discoverer report used

by the faculty salary merit increase process to aide departmental users involved in the faculty

salary merit increase process so they can determine the true ‘base’ salary of a faculty member

in making their merit increase decisions. HRMS Specialists who have faculty members in

this scenario where their Integrated System salary is representative of a ‘base’ salary plus

administrative supplements should make their updates to this SIT before the faculty merit

increase spreadsheets are created on May 15, 2015.

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O. New Salary Conversion Field for College and Graduate School of Arts & Sciences:

Users with the Integrated System responsibility of UVA HRMS Faculty/Staff Reviewer will

see that a new field named ‘Salary Conversion’ has been added to the descriptive flexfield

area (‘sippee cup’) on the Salary Administration form as shown in the screen shot below.

This new field was created exclusively for Arts & Sciences to aid them in the faculty merit

increase process for their area. Other users can ignore this field.

P. Ex-Employees Can Now View Payslip: Oracle has provided an enhancement whereby Ex-

employees with the Integrated System responsibility of UVA Ex-Employee Self-Service can

now view their payslips, including their final payslip. UVA Ex-Employee Self-Service

access lasts for 13 months following termination.

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Q. University ID and Email Address are Now Available for Future-Dated Hires: We are

excited to announce that the University ID and registered UVa email address are now being

interfaced to the Integrated System from the University’s ‘whois’ database for future-dated

hires.

In the past, departments would sometimes have to hire their new faculty members in a non-

paid assignment well ahead of their August 25 start date just to get their University ID visible

in the Integrated System (IS). The University ID is needed by the employee in order to apply

for access to other systems such as Blackboard.

Now, IS users will no longer have to hire their new faculty ahead of time in a non-paid

assignment. For example, new faculty for August 25, 2015 will have their University ID and

registered UVa email account interfaced ahead of their start date to the Integrated System

once the University ID and email account are issued by Information Technology Services

(ITS). To see the University ID and email account, just date-track to the future hire date of

the employee and these fields should now contain the data. UVA HRMS Specialists can then

provide the employee with their University ID if they need it to apply for access to other

systems.

R. Reed Group to Manage Disability Claims: Effective May 1, 2015, the management of

disability claims for employees enrolled in VRS retirement changed from Unum to Reed

Group. All plan benefits remain the same. The Reed Group Service Center began taking

calls on May 1 for new Short-Term Disability claims that are effective May 1, 2015 or after.

Employees on Short-Term Disability prior to May 1 stay with Unum. Please visit

www.reedgroup.com/vsdp-claims for general information and wallet cards. The updated

VSDP Employee Handbook can be found at www.varetire.org/pdf/publications/vsdp-

handbook.pdf.

S. Down Time for Fiscal Year-End Close:

Monday 06/29/15 5:00 pm All users temporarily disconnected from Integrated System.

Responsibilities that are not active during year-end close

will be disabled.*

Monday 06/29/15 5:30 pm Holders of IS responsibilities that remain active during

year-end close may log back on.*

Tuesday 06/30/15 Year-end Close

Wednesday 07/01/15 Previously disabled responsibilities are re-enabled

*A listing of Active and Inactive responsibilities for year-end close can be found at

http://www.virginia.edu/integratedsystem/about/activestatus.html.

T. Reminder - Fiscal Year End: Note that the last payrolls included in the 2015 fiscal year end

are:

Monthly 04/25-05/24/2015

Bi-weekly 06/01-06/14/2015

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U. Work Hours for Student Workers During the Summer: HRMS Specialists who have

hourly wage students that will temporarily be working fulltime during the summer months do

NOT have to make any adjustments to their Assignment record for Assignment Category to

show it as Fulltime-Regular or Working Hours per Week to change them to 40 hours. No

Assignment changes are necessary. The increased hours are just reported as usual via the

Self-Service timecard since this is a temporary change. This saves much data entry time in

not having to change them to fulltime in the summer and back to part-time in the fall.

V. Reminder - FICA Processing for the Summer 2015 Semester: The process that will

switch student assignments for those enrolled in the 2015 summer session to be exempt from

FICA will run on Friday, May 29, 2015 so that students enrolled for the Summer 2015 session

beginning on May 18th will be FICA exempt for the Bi-weekly payroll #11 (05/18 – 05/31).

If users encounter a situation where the FICA eligibility has not been properly handled, please

contact the UHR Service Center at 982-0123 or e-mail askhr@virginia.edu.

W. Reminder - FICA Processing for the Fall 2015 Semester: The process that will switch

student assignments for those enrolled in the 2015 fall semester to be exempt from FICA will

run on Friday, September 4, 2015 so that students enrolled for the Fall 2015 semester

beginning on August 25th will be FICA exempt for the Bi-weekly payroll #18 (08/24 –

09/06). If users encounter a situation where the FICA eligibility has not been properly

handled, please contact the UHR Service Center at 982-0123 or e-mail askhr@virginia.edu.

X. Reminder - Terminating Students: HRMS Specialists are encouraged to terminate students

who are leaving the University rather than letting their assignments systematically go on the

Inactive Payroll since they would remain on the Inactive Payroll for 6 months. Also,

remember to encourage the student to use Employee Self-Service to update their address in

the Integrated System. The HRMS Specialist may also obtain a forwarding address and enter

it into the Integrated System for them. Remember, foreign addresses must be entered as a

secondary address with University Payroll as the primary address.

Y. Reminder - Non-12 Month Employee Maintenance: Now is the time for users to begin

processing actions for their non-12 month (9, 10, or 11-month) employees. The procedure for

special handling of these employees who are terminating May 24, June 24, or July 24

respectively is found on page 383 of the Maintaining Employee Information document at

http://www.hr.virginia.edu/uploads/documents/media/HR_Maintaining_Employee_Informatio

n.pdf . If you have additional questions after reviewing the procedure, contact the UHR

Service Center at 982-0123.

Z. Reminder - The 2015 Service Award Program: The 2015 Service Award ceremonies are

coming!

Service Awards Day Ceremony

Date: Tuesday, May 19, 2015

Time: 1:30 pm – 3:30 pm

Location: John Paul Jones Arena

Celebrating: Employees with 10, 15 and 20 years of service

Theme: Movie theme with popcorn, M&M’s, and an updated 2015 film of UVa staff

hard at work!

Reception on the arena floor to follow

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Service Awards Evening Ceremony

Date: Monday, June 8, 2015

Time: 5:30 pm – 8:30 pm

Location: John Paul Jones Arena

Celebrating: Employees with 25 through 50-plus years of service

Theme: 1950’s and 1960’s theme with classic cars and root beer floats!

Dinner will be served at 6:15 pm

III. Early Retirement Incentive Program (ERIP) – Gary Helmuth and Anne Broccoli

A. ERIP: Beginning in May, qualified University of Virginia Academic Division and College

at Wise employees will have the opportunity to take advantage of an early retirement

option.

Eligible University staff members – those who are at least 55 years old with 20 or more

consecutive years of state service – who choose to retire will receive a nine-month salary

cash severance payment and a $9,000 health care subsidy. Both the severance pay and the

health care subsidy are cash payments unique to the program, and are not included in

U.Va.’s standard retirement benefit.

Please visit the UHR web site at http://www.hr.virginia.edu/hr-for-you/erip/ for more

details.

IV. Center for Leadership Excellence (CLE) – Patty Marbury, Learning and Development Manager

A. IS Help Desk Transition: Beginning May 20, 2015, the UVa Help Desk will no longer be

providing support for the Integrated System Finance and HR applications, but support and

help resources will continue to be available for you while you work in the Integrated System

and will be described.

V. Payroll and Timekeeping - Bess Landolt, Payroll Specialist, University Payroll

IV. Floor Open for Discussion and Questions from the Audience

V. Closing Remarks – Erica Wheat

VI. Future Topics: Please send UHR any topics for future HR User Group Meeting agendas. They

can be sent to AskHR@virginia.edu.

The next HR User Group meeting is scheduled for Thursday, June 11, 2015, at 10:00 a.m. in the

South Meeting Room, Newcomb Hall. Just a reminder that information pertaining to the HR/Payroll

User’s Group is located at http://www.hr.virginia.edu/hr-for-you/hr-professionals/hr-users-group/.