Research Administrators Forum October 5, 2011 WPIC Auditorium

HR Updates Performance Review Reminders Time Recording Process Change 2011 Annual Mandatory Training Update Your Employee Directory Listing

Performance Review Reminders Begin the review process for upcoming reviews as soon as possible Recommended that reviews are finalized prior to the review due date Reminders are sent via My Hub 45 days in advance of the review becoming due OGC Reminders are sent 30 & 15 days prior to due date HR is available for one on one consultations or training within your area

Time Recording Process Change Non-exempt employees need to validate if they received an uninterrupted meal break for each shift they work. Why Several law suits involving off clock work for non-exempt employees. Automatic 30 minute meal break deduction for non-exempt employees if 5 consecutive hours worked. Employees and timekeepers can override the automatic 30 minute meal deduction if work time is more than 5 consecutive hours.

Time Recording Change Time Clock Changes (Aug 24, 2011) Clocks will have a new initial screen displaying: Start of Shift/Swipe In End of Shift/Swipe Out PC Time Stamp Changes Implementation will occur after all time clock changes have been rolled out Oct 2011 Functionality will be the same as time clocks

Time Recording Change Prior to swiping their badge employees will be required to indicate whether the punch is an “Start of Shift/Swipe In punch” or an “End of Shift/Swipe Out Punch”. The End of Shift question will be activated only when the “End of Shift/Swipe Out Punch” key is selected. The Smart View question must be answered YES or NO for the out punch to be recorded. If the answer is: YES – the automatic 30 minute meal deduction will occur and a comment will be applied to the shift indicating the employee took a meal break. An acknowledgement of answer will be displayed on the time clock screen. NO – the automatic 30 minute meal deduction will be cancelled and a comment will be applied to the shift indicating the employee did not take an uninterrupted 30 minute meal break. An acknowledgement of answer will be displayed on the time clock screen. Not Answered – The punch will not be recorded and will appear on time card as a missed punch.

Time Recording Change An uninterrupted meal period is when a non-exempt employee is completely relieved of ALL work duties for at least 20 consecutive minutes: The meal period must be scheduled for 30 minutes The employee must receive 20 consecutive minutes of uninterrupted meal time The employee is free to leave their workstation, unit, or area

Annual Mandatory Training Staff will have through October 15, 2011 to complete their Annual Mandatory Training UPMC staff who fail to complete the seven modules by 10/15/11 will receive corrective action The seven modules are: Environment of Care 2011 Emergency Preparedness 2011 Infection Prevention 2011 Compliance/Ethics 2011 Team Effectiveness 2011 Patient Safety 2011 Fair Labor Standards Act 2011 (FLSA 2011)

Update Your Employee Directory Listing If your office location and/or phone information is incorrect/missing, you can update it using IMS. Log on to My HUB, select the IMS tab, then choose “Update Personal Data” under My Profile Your information will be updated in the directory the next business day

Research Updates UPMC & Pitt Travel PantherBuy Purchase of Bus Passes eProcurement Knowledge Assessment WePay expiration dates eVoucher System

Travel Reimbursements Type of Employment Method of Reimbursement UPMC Employee My Hub/My Expenses (online) Pitt Employee Pitt Travel and Business Report (Hard Copy) Graduate Student Student Non-Pitt or UPMC Affiliates

UPMC Travel UPMC employees can purchase tickets using the Supply Chain/MyTravel option under MyHub. Supply Chain Tab - Travel UPMC Carlson Wagonlit, UPMC's authorized travel agency For travel reservations: 1-877-786-3489

Pitt Travel Pitt employees can also use Carlson Wagonlit for travel arrangements, but you must use the Pitt specific phone number: For travel reservations: 1-877-786-3493

All Travel Save Boarding Pass and Credit Card Statement for flight verification Hotel Room: Standard Single Room Rate Need a balance of $0 on hotel receipt Submit requests as quickly as possible Within 90 days of travel Fly America Act: all flights charged on a Federal award must be booked using a US flag air carrier regardless of the cost Effective 7/1/2011 Mileage Rate: 55.5 cents per mile

PantherBuy The PantherBuy system is a web-based procurement tool which links authorized University of Pittsburgh purchasers to contracted suppliers.  The University uses this system to streamline the process of purchasing goods. Better audit documentation for purchases on grants (i.e. Stimulus grants) Please contact your grant specialist if you would like access to PantherBuy.

Purchase of Bus Passes The OGC sends in our bus pass order every week on Wednesday at 2:00 pm The bus tickets take about a week to be delivered to our office You will receive an email from the OGC (Kelsie Taggart) when your bus tickets are ready to be picked up

WePay Expiration Dates WePay cards with an expiration date of January 2012 will not be able to load after 7/31/2011 Admin Number range 545430-555430 WePay does not permit loading of a card within six months of its expiration date The cards can still be redeemed until the expiration date Please return any unused cards from this batch to your Grants Specialist

eVoucher If a user does not use the eVoucher application within 6 months their access will be revoked by Supply Chain Email your Grants Specialist if you need your access reinstated

OGC Staff Updates Departing Staff Jason Shevock New Staff Abby Kovell, Post Award Justin Mohr, Pre Award Aniko Nalevanko – had a baby girl (Brooke Amelia) on Aug. 6th and is scheduled to return from maternity leave in November. Ryan Stoner has transferred to the OGC Personnel Team. Please send any positions (Post Docs) that are going to start in the fall (Sept) to Aniko ASAP

OGC Priorities FY 12 Pre Award Post-Award Management Effort Reporting Progress Report training Post-Award Management FAQ list to OGC website Admin and PI training (how to read your financial report) Effort Reporting Add to OGC website Trainings on effort and cost sharing

Capital Equipment Capital Equipment purchased on sub code 6100 (Pitt) or 826360 (UPMC) inform your Grant Specialist: Building Name Room Number Contact Person Capital Equipment is tangible property having a useful life of more than two years and an acquisition cost that equals or exceeds $5,000. Capital equipment purchases should be made early in the grant period.

OGC Website https://inet.psychiatry.upmc.com/OGC/default.htm The website should be considered a “live” document that will continue to evolve – we want it to be optimally helpful to you and your program Let us know what you would like to see posted!

FY 2012 RAF Dates April 4, 2012