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HR Liaisons MeetingJune 17, 2010
Agenda• Welcome• Bonus Policy• Performance Excellence Process Update• Recruitment Consultative Model• I-9 Completion• State Health and Life Insurance Benefits• Other Updates• Wrap Up
Bonus Policy
Bonus Policy Streamlined all related bonus policies to
one
Educational Incentive Award Operational Excellence Award Project Based Bonus Spot Award (revised lump sum maximum from
$500 - $1,500) Variable Compensation
New Policy: Sign-On Bonus
Recruiting tool to attract superlative talent for positions deemed critical to the mission and operation of the university
Performance Excellence Process
Update
Recruitment Consultative Model
New Position Creation Process
STEP 1- Action begins with Compensation Administration to:
• Discuss departmental needs
• Establish appropriate classification and target salary range
STEP 2- Subsequent exchange with area Vice President to:
• Discuss proposed position
• Get signature approval for recruitment of candidate within target salary established
STEP 3- Final Step:
• Assignment of position number by EABM - (E&G & Aux Positions)
• Assignment of position number by Ana Pineda (C&G Positions)
• Submission of position description to Compensation Administration for approval and transition to Recruitment
Improvements & Expected
Efficiencies A re-designed front-end process which will enhance
communications and streamline the overall process
Single signature routing process to authorize target salary range, posting, selection and hire
A seamless transfer of information between Compensation and Recruitment
Recruitment Consultative Model
A “Client-Centered” approach
Recruiters serve as:ConsultantsAdvisorsBusiness Partners
Model includes EEO guidance and advisement
Recruitment Consultative Model
Step 1
•Discuss EEO/AA Hiring Goals
•Review Position Attributes
•Select appropriate Recruitment option
•Provide Policy & Procedural Overview
•Set Recruitment Timeline
Step 2• Solidify recruitment plan
• Advertise positions
• Pre-screening applicants
• Interview and Select Finalists
• Background & Reference Checks
• Set salary & Extend Offers
• Start On-boarding Process
Step 3
THREE RECRUITMENT OPTIONS:
External Posting
Interdepartmental Posting
Intradepartmental Posting
Recruitment Consultative Model
External ProcessSTEP 1- Recruitment Consultation initiated
STEP 2- Seven- to ten-day (average) Posting
STEP 3- Recruitment Team pre-screens qualified candidates
STEP 4- Hiring Department interviews qualified candidates
STEP 5- Hiring Department selects candidate and proceeds with pre-employment processes
STEP 6- Discuss salary administration & get HR approval
STEP 7- Offer position to finalist
STEP 8- Begin on-boarding process
Interdepartmental ProcessSTEP 1- Recruitment Consultation initiated
STEP 2- Five-day posting to University community
STEP 3- Interview qualified candidates
STEP 4- Select candidate and proceed with pre-employment process (if required)
STEP 5- Discuss proposed salary with HR & get approval
STEP 6- Hiring Department has transitional conversation with current supervisor
STEP 7- Offer position to finalist
Intradepartmental Process(Vacancy)
STEP 1- Recruitment Consultation initiated
STEP 2- Three-day posting
STEP 3- Interview qualified candidates
STEP 4- Select candidate and offer position
STEP 5- Discuss proposed salary with HR & get approval
Intradepartmental Process (No Vacancy)
STEP 1- New description evaluated by Compensation
STEP 2- Three-day posting
STEP 3- Interview qualified candidates
STEP 4- Select candidate and proceed with reclassification
* Underutilization in positions at Coordinator level and above
Pre-Employment Requirements
Effective March 31, 2009: Policy # 1710.257Effective March 31, 2009: Policy # 1710.257
New EmployeesFacultyAdministrativeStaffTemporaryStudents & Volunteers (specific roles & responsibilities)
Current Employees* Administrative* Staff
* Employees who are transferring or being promoted into another positionthat by law or audit recommendation, require background investigation
Pre-Employment RequirementsTypes of Pre-Employment ChecksTypes of Pre-Employment Checks
Criminal Background (Misdemeanor & Felony)Social Security TracingEducational CredentialingEmployment Verification
Driver’s License ChecksCredit ChecksFingerprintingProfessional ReferencingLanguage Proficiency*Drug Testing*Professional Licensure Certification*Healthcare Sanctions
Pre-Employment Requirements
• When finalist is selected for a career opportunity, the Recruitment Consultant should be notified to initiate the pre-employment process.
• All Pre-Employment Background Investigations will be conducted by the Division of Human Resources-Recruitment Services (with exception of specific checks).
• Recruitment Consultant will notify hiring official or HR Liaison that checks have been completed. If results are satisfactory, authorization to proceed with preparation of action forms will be given.
• Any background investigation results that are non-satisfactory will be discussed with the Director of Recruitment Services. A recommendation for hire or non-hire will be made based on those results.
Under NO circumstances should a verbal or formal offer of employment be extended prior to the review of all background
investigations
Pre-Employment Requirements
PROSPECTIVE EMPLOYEESPROSPECTIVE EMPLOYEES CURRENT EMPLOYEESCURRENT EMPLOYEES
Adverse Action ProcessNon-hire recommendation
• Recruitment Director notifies Hiring Official of hiring decision• Recruitment Director notifies finalist of hiring decision and provides the following:
Memorandum Name & contact information of vendor that provided report Copy of report Summary of rights under FCRA (Fair Credit Reporting Act)
Adverse Action ProcessTermination recommendation
• ELR Director will notify supervisor• Issue letter proposing termination• Administrative Leave for 3 days• Provide hearing or respond in writing• Final determination is based on the following:
Nature and gravity of the offense(s) The time lapsed since conviction and/or completion of sentence Nature of the position Application disclosure
Pre-Employment Requirements
HR LIAISON/DEPT ROLEHR LIAISON/DEPT ROLE HR ROLEHR ROLE
Notify Recruitment Services of intent to hire candidate (prior to verbal or formal extension of employment offer)
Wait for notification of clearance of background investigation from HR-Recruitment Services (prior to verbal or formal extension of offer)
Attain required information for the facilitation of background investigation
Submit information to third-party vendor for purposes of background investigation
Notify Hiring Official/HR Liaison of hiring decision
Conduct Adverse Action Process (if required)
Maintain appropriate records
Pre-Employment Requirements
Remember…
The pre-employment requirement policy applies to all Faculty, Administrative, Staff & Temporary employees of FIU
All pre-employment requirements must be met prior to extending a verbal or formal offer of employment to a new or transfer employee at FIU
All hiring decisions & recommendations will be made by the Division of Human Resources
Effective dates of employment should be assigned after pre-employment process has been completed and hiring decision has been made
Salary ActionsREQUIREMENT ACCEPTABLE DOCUMENTATION RESPONSIBLE PARTYAction Form
Admin/Staff New Hire Form HR LiaisonAdmin/Staff Change Form HR Liaison
Signed ApplicationCompleted & Signed FIU
Application Applicant/HR Liaison
Training & Education Summary T&E Recruiter
Proof of Education/Licensure
Unofficial Transcript (conferred) HR Liaison/Recruiter
Official Transcript
Copy of Diploma/Degree
Documentation of References Reference Check Form (2-3) HR Liaison/Recruiter
Nepotism Request (if applicable)
Request to Hire Related Individual HR Liaison/Hiring Official
Nepotism Disclosure Form
What constitutes a complete packet?
On-Boarding ProcessOnce all salary action paperwork has been received and approved:
New employee should be contacted to complete Sign-on Packet and attain additional information as well as resources from Recruitment Services:
Panther ID Authorization CardTemporary Parking PermitNEE Information & Registration
I-9 Form Completion
I-9 Form – Section One
Sample
Sample
I-9 Form – Section Two
State Health and Life Insurance Benefits
Overview
What’s New or Changing for 2010:
Health Insurance Premiums Health Insurance Plan Design Debit Card for Medical Reimbursement
Account Life Insurance Coverage and Premiums
Health Insurance Premiums Changes effective July 1, 2010
Spouse Program - husband and wife working for the State of Florida
• Family coverage - $30 (each participant pays $15 per month)
NOTE: All other insurance rates remain unchanged
Health Insurance Plan Design
Changes effective January 1, 2011
Provider Services Copayments Current New Urgent Care physician visit $15 $25 Emergency room visit $50 $100 Primary care physician visit* $15 $20 Specialist physician visit* $25 $40
Provider Services Additional Benefits (PPO) • Routine/preventive mammograms covered as preventive • Eliminated:
• $2 million lifetime maximum• Pre-existing condition exclusion for dependents until their 19th birthday
* Changes in copayments apply to HMO plans only
Health Insurance Plan Design
Changes effective January 1, 2011
Prescription Retail Drug Copayment: up to a 30-day supply
Current New• Generic - cost savings $10 $7 • Preferred brand name $25 $30• Non-preferred brand name $40 $50
Prescription Mail Order Drug Copayment: up to a 90-day supply
Current New
• Generic - cost savings $20 $14 • Preferred brand name $50 $60• Non-preferred brand name $80 $100
Health Insurance Plan Design
Changes effective January 1, 2011
VISTA Health plan name change to Coventry Health Care
Dependent Eligibility • Dependent coverage up to age 26 (end of calendar year)• Add eligible dependent(s) to family coverage during Open Enrollment (Sept. 27th – Oct. 27th)
Pre-Tax Savings Plans for eligible Medical Expenses
• New Debit Card for Medical Reimbursement Accounts• Over-the Counter (OTC) Meds will require doctor’s prescription required
Life Insurance Coverage/Premiums Changes effective January 1, 2011
Free Employer-paid Basic Life• Automatic $25,000 benefit
Basic Life 1.5 x base salary• Ends effective December 31, 2010
Optional Life Insurance • One-time annual salary without providing proof of good health available during Open Enrollment • Optional Life maximum
Up to 7 times salary or $1,000,000 Requires proof of good health Rates to be determined during Open Enrollment
Information SessionsBiscayne Bay Campus (WUC 155)
July 13th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m.
July 20th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m.
July 27th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m.
Modesto A. Maidique Campus (GC 316) July 14th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00
p.m.July 21st – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00
p.m.July 28th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00
p.m.
Other Updates
Compensation and Position Guidelines
• In the next several weeks the Compensation and Position Guidelines will be released
• The Guidelines will provide:
• HR action procedures• Approval requirements• Definitions• Position description writing tips
• It will be a tool to help managers understand compensation and assist with salary action recommendations
Summer Schedule Reminder
Effective dates June 25, 2010 – August 13, 2010
June 3, 2010 HR News and Updates Guidelines Helpful Tips for energy conservation FAQ’s
Exceptions deadline is June 7, 2010
Additional questions – contact (305) 348-2181
Emergency Contact Information
Update your contact information via ADP Self-Service
https://portal.adp.com/public/index.htm=
Sign up for alerts
http://entry.inspironlogistics.com/fiu/wens.cfm?ep_id=other
Upcoming EventsEventSTEPP
Summer Schedule
LocationMMC – GC Ballrooms
N/A
Date/TimeWednesday, June 23, 12:00 p.m. to 1:00 p.m.
Friday, June 25 to Thursday, August 5
Wrap Up
Questions or Comments?