Florida International University HR Liaisons Meeting November 19, 2009

FIU- United Way Campaign 2009

FIU – UNITED WAY CAMPAIGN

2009 Campaign Goal - $300,000 FIU-United Way Website – unitedway.fiu.edu FIU-United Way Auction December 4, p.m. silent auction / 5:30pm live auction Graham Center Ballrooms Admission: $5 How can you help us meet our goal? Communicate Donate Participate

AGENDA Introduction Exit Interviews EEO Compliance Year-End Payroll Announcements Other Updates Admin/Staff Form Changes Important Dates Wrap Up

Exit Interviews

SEPARATIONS OF EMPLOYMENT Two types of separations of employment: Voluntary Resignation (minimum of 2 weeks notice) Involuntary For cause For non-cause (at will) Layoff

EXIT REVIEW PROCESS – RESIGNATIONS 1.Employee should submit resignation, in writing, to supervisor 2.Supervisor always accepts resignation in writing 3.Supervisor forwards both resignation and acceptance to ELR immediately - PC ELR will contact and forward to employee the exit interview process information and schedule exit interview 5.Supervisor and employee complete the Separation of Clearance form to collect all items given to employee during tenure at University (i.e. laptops, Purchasing card, keys, ID card)

SEPARATION CLEARANCE FORM

EXIT REVIEW PROCESS – NON-RESIGNATION SEPARATIONS  Contact ELR if department is contemplating termination or layoff  In conjunction with ELR, determine appropriate separation  Complete the Separation of Clearance Form to collect all items given to employee during tenure at University (i.e. laptops, Purchasing card, keys, ID card)

Exit Review Process – Non resignation separations For readily available and detailed information about the exit review process, please visit our website: EXIT REVIEW PROCESS

EEO Compliance

EEO COMPLIANCE What you don’t know can hurt us

WHAT WE WILL COVER What is EEO? Why train? What are the laws? What are the different types of discrimination? What are my responsibilities?

DEFINITIONS Equal employment opportunity (EEO): our right to work in an environment free from discrimination EEO Compliance: adherence to the laws and policies that prohibit discrimination in the workplace (reactive) Diversity: respect and validation for that which makes us different (proactive)

EEO IS THE LAW Title VII of the Civil Rights Act of 1964 Civil Rights Act of 1991 Americans With Disabilities Act of 1990 Age Discrimination in Employment Act of 1967 Equal Pay Act of 1963 Chapter 760, Florida Statute Florida International University Policy

PROTECTED CATEGORIES Gender Race Color Religion Ethic/National Origin Political Beliefs Marital Status Age Sexual Orientation Social and Family Background Linguistic Preference Pregnancy Disability

EXAMPLES OF HARRASSING BEHAVIORS Verbal –Unwelcome comments –Racial/sexual epithets –Offensive jokes/stories Visual –Offensive pictures/photos/cartoons –Offensive posters/calendars/magazines/objects –Offensive screen savers/videos Physical –Unwelcome touching/hugging/kissing/patting/stroking –Standing too close/ogling/suggestive gestures Written –Unwelcome personal letters/ s

RESPONSIBILITIES Outreach: cast the net wide Review process for equity and consistency Search and Screen Process –PAR –Diverse committee members –Work with compensation –Posting position –Waivers Think Access, Equity and Diversity

EEO & DIVERSITY CONTACTS Shirlyon J. McWhorter, Esq. Director, Equal Opportunity & Diversity Modesto Maidique Campus, PC Jonaura Wisdom Assistant Director, Equal Opportunity & Diversity Modesto Maidique Campus, PC

Year-End Payroll Announcements

YEAR-END PAYROLL ANNOUNCEMENTS Employees should log into Employee Self Service prior to December 31 to ensure home addresses are accurate in preparation for W2 Forms mail out W2 Forms will be mailed to homes by January 31, 2010 Electronic Form W-2 will be available on Employee Self Service (ESS) after January 31, 2010 Temporary employees who were enrolled in the FICA Alternative Plan may receive more than one W2 for the 2009 calendar year

YEAR-END PAYROLL ANNOUNCEMENTS Employees who claimed “exempt from federal withholding” in 2009 must submit a new W-4 by February 15 to continue under this status, otherwise filing status will be automatically changed to single with zero allowances The 2010 social security tax wage base will remain at $106,800 Physical checks for the pay date of December 30, 2009 will be mailed to employee’s home address on file

EXTENDED WINTER BREAK The Executive Committee approved three additional Winter Break days for benefit-eligible employees on December 28, 29 and 30 Employees Not Required to Work Holiday pay code will be automatically populated in TimeSaver for those days Employees Required to Work Vice Presidents for each area will provide a list of exempt and non- exempt employees required to work. Payroll will remove the Holiday pay code for employees on the lists provided to DHR. Non- exempt employees must report hours worked during the winter break Exempt employees will have work hours automatically populated

EXTENDED WINTER BREAK Employees will be entitled to receive time-off with pay on a one to one and a half (1.5) basis per day worked to be used before August 31, 2010 Departments will be responsible for monitoring the usage of the time-off allotted During the pay period in which an employee elects to use the allotted time, departments must notify Payroll in writing to record the appropriate pay code in TimeSaver

HR HOLIDAY DEADLINES Thanksgiving Holiday: Pay Period 11/13/09 to 11/26/09 Tuesday, November 17, All payroll actions must be received in Human Resources. Tuesday, November 24, Employees must report their time/leave by 5:00 p.m. in TimeSaver. Wednesday, November 25, Time Approvers must approve by 2:00 p.m. in TimeSaver. Christmas and New Year’s Holidays: Pay Period: 12/11/2009 to 12/24/2009 Friday, December 11, All payroll actions must be received in Human Resources. Thursday, December 17, Employees must report their time/leave for the complete pay period by 5:00 p.m. in TimeSaver. Friday, December 18, Time Approvers must approve by 2:00 p.m. in TimeSaver. Friday, December 31, 2009 – Pay Day - Employees who are not enrolled in direct deposit will have their paychecks mailed to the home address on file. Pay Period: 12/25/2009 to 01/07/2010 Monday, December 21, All payroll actions must be received in Human Resources.

OTHER UPDATES Temporary and Student Employment Services Update Job application required for all temp or student positions All temporary and some student employees must undergo background checks Hiring Minors New Hire Start Dates Training “On the Road” Panther ID Issuance Notification When an employee is hired into an org code (first six digits) you represent, you will receive an as soon as his/her Panther ID is issued to facilitate forms completion for keys, PantherSoft Access, etc.

ADMIN/STAFF FORM CHANGES New Existing

ADMIN/STAFF FORM CHANGES

IMPORTANT DATES EventDate Women’s Basketball GameFriday, November 27 EV4 TrainingThursday, December 17 United Way Auction and Donor RecognitionFriday, December 4 President’s Holiday CelebrationWednesday, December 9 FIU’s Got Talent Thursday, December 10

Questions or Comments? WRAP UP