1. Research Administrators Forum
October 5, 2011
WPIC Auditorium

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

3. 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

4. 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.

5. 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

6. 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.

7. 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

8. 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)

9. 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

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

11. 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

12. 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:

13. Pitt Travel
Pitt employees can also use Carlson Wagonlit for travel arrangements, but you must use the Pitt specific phone number:
For travel reservations:

14. 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

15. 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.

16. 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 from the OGC (Kelsie Taggart) when your bus tickets are ready to be picked up

17. 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
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

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

19. 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

20. 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

21. Capital Equipment
Capital Equipment purchased on sub code 6100 (Pitt) or (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.

22. 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!

23. FY 2012 RAF Dates
April 4, 2012