Welcome to HR Presents October 22, :30 am – 12:00 pm Milton Hall | Room 185

WELCOME & INTRODUCTIONS Announcement Bulletin Review Litigation Update on FMLA By: Dr. Andrew Peña

TITLE IX: TRAINING OPTIONS & REPORTING Presented by: Adam Cavotta Sr. Training Specialist, CLPD

Training Options Face-to-face Training –1.5 Hours –Open enrollment sessions or sessions by request (for departments) Contact the Office of Institutional Equity to request Title IX sessions TRAINING OPTIONS

Training Options Online Training –About 15 minutes to complete –Available any time –Open labs available –Register at Contact the Center for Learning & Professional Development for questions TRAINING OPTIONS

Training Options Online and face-to-face training are equivalent –You only need to take one Employees must complete training by February 28 th, 2015 Speak with your supervisor about the best way for you to participate in this training TRAINING OPTIONS

Reporting Options Supervisors can check the training records of their employees through the Team Dashboard in Training Central Visit for additional information. REPORTING OPTIONS

Reporting Options Submit special report requests to the Center for Learning & Professional Development REPORTING OPTIONS

HOLIDAY PAY Presented by: René S. Yoder Assistant Director, Benefit Services

Leave of Absence Policy 7.10 Holidays –Holiday Preceded or Followed by Unexcused Absence – Any eligible employee shall forfeit payment for any holiday if the employee has an unexcused absence on the last regular work day preceding such holiday or on the first regular work day following such holiday. –Employees on Leave Without Pay status - Employees on leave without pay are not entitled to holiday pay. An employee returning from leave without pay must be on the job at least one day for each day of the holiday period immediately before and after the holiday. If the employee works less than the full number of days before and/or after, the holiday leave is prorated for the number of applicable days.

Termination/Resignation Policy 7.10 Holidays –Issues Upon Separation from Employment: To be eligible for holiday pay, any employee who voluntarily terminates with less than 5 years of regular service on or after a holiday must have worked one day (immediately following the holiday or holiday period) for each day of the holiday period. Leave will be considered as time worked only for those employees continuing permanent employment with the university. Employees with 5 or more consecutive years of regular service may retire or terminate on December 31 and be eligible for all holiday pay in December. If regular employees with 5 or more years of service retire or terminate after December 31they must work and be physically present one day (immediately following the holiday period) for each day of holiday pay to be received. Leave will not be considered as time worked.

Hiring Policy 7.10 Holidays –Issues Relating to Date of Initial Hire: Any regular staff, 12- month faculty or non regular term employee hired after the first Monday in December will be eligible for holiday pay on Christmas Day and New Year's Day only. A staff employee's first day of work may not begin on a holiday.

PEOPLEADMIN ONBOARDING Presented by: Kathy Agnew, Assistant Director Employment and Compensation Services

PeopleAdmin – Onboarding What is Onboarding? Onboarding is more than just new employee orientation; it is a process that goes beyond orientation and benefits paperwork to engage an employee over several days, weeks and sometimes months. Successful onboarding can be obtained in part by arranging tasks and activities to acclimate new and internal hires into their position and/or with NMSU. Which group(s) will utilize the Onboarding System? Faculty and Staff holding regular or term appointments

PeopleAdmin – Onboarding Onboarding Event – A collection of Onboarding Tasks to be processed in order to Onboard a particular employment group(s) or hiring scenario. NMSU has established three events: External Internal Sr Administrator

PeopleAdmin – Onboarding Task – an individual item that must be done in order to complete the overall process (or event). Tasks will be assigned to a specific owner (i.e. Kathy Agnew). A task due date will be established. Tasks may be defined in one of the following ways: 1.A Simple Task is one that must be executed by the owner outside of the system and will be registered as complete once accomplished. 2. Tasks will prompt the system to send a predefined template to the identified owner of the task. 3.A Form Task makes a form available to the task owner. 4.Document Distribution Tasks will make available, through accessing the task, a defined document.

PeopleAdmin Onboarding How is PA Onboarding initiated and who is responsible for processing? Identify Onboarding Contact - HRS will work with the hiring department to identify an onboarding contact. Assigning Tasks – Tasks will be assigned by HRS. Employee Onboarding Tasks - The onboarding process is designed to first welcome the new employee via an and then once the employee has begun work, he/she will be introduced to the onboarding system and how to use it. Department User Responsibilities - While the employee and HRS will have some tasks to complete on within PeopleAdmin, the department onboarding contact will receive only a few communications recommending onboarding ideas for each regular hire.

PeopleAdmin – Onboarding External Hire Tasks (20 possible)Task Location Task Available / Sent (Ideal dates displayed below. HRS and dept. may adjust according to hiring time frame) Task to be completed: Responsible Party/ Recipient Hiring Completion TasksPA (Form) several days prior to start dateprior to employee start dateHR Services Department Welcome Steps 5 days prior to start dateprior to employee start dateHiring Department NMSU Welcome Letter 5 days prior to start dateon or prior to start dateEmployee MyNMSU Account VerificationPA (Simple) 3 days post start date HR Services Establish PA Employee Security Role 3 days post start date ICT Security New Employee Introductory Events start dateduring 1st week on the jobHiring Department Job Onboarding User Guide start dateon start dateEmployee Update Phonebook PreferencesPA (Simple) start datewithin 5 days of start dateEmployee Register for New Employee OrientationPA (Simple) start datewithin 5 days of start dateEmployee Verify Receipt of New Hire FormsPA (Form) 5 days post start datewithin 5 days of start dateHR Services Conflict of Interest CompletedPA (Simple) start datewithin 5 days of start dateEmployee Direct DepositPA (Simple) start datewithin 5 days of start dateEmployee Faculty Deferred Pay Option (if applicable)PA (Simple) start datewithin 5 days of start dateEmployee Emergency NotificationsPA (Simple) start datewithin 5 days of start dateEmployee HIPAA Notice for NMSU Plans 10 days post start datewithin 10 days of start dateEmployee COBRA NoticePA (File Dist.) start datewithin 10 days of start dateEmployee Policy AcknowledgementPA (Simple) start datewithin 30 days of start dateEmployee Compliance Training- RequiredPA (Simple) start datewithin 60 days of start dateEmployee Compliance Training- Job Specific start date in accordance with dept. requirementHiring Department End of Probation Reminder- Nonexempt Status (if applicable) 5 months post start date6 months post start dateHiring Department

PeopleAdmin – Onboarding

Go-Live – November 11, 2014 Website - Departments are not required to enter PA to complete tasks HRS is primary processor Compliance Based

HEALTH CARE REFORM Presented by: Kathy Agnew, Assistant Director Employment and Compensation Services

Evaluating Current Employees Temp employees employed on July 1, 2014 without a break of employment of more than 26 weeks immediately prior to July 1 –Initial Lookback: July 1, 2014 – December 31, 2014 Averaged above 30 hours per week – eligible for benefits December 1, 2014: Transition to term appointment January 1, 2015 – June 30, 2015: Stability period benefit eligible term appointment Decision point: End term appointment, extend term appointment, or hire into new temp position Waivers – NMSU cannot waive compliance with the law. Any waiver requests that will result in noncompliance with Health Care Reform Act will not be approved.

QUESTIONS & DISCUSSION THANK YOU!