1. HR Liaisons Meeting March 17, 2011

2. Agenda Welcome Diversity Week Nepotism Disclosure Payroll Transfers Report of Outside Activity PeopleSoft HR Update Organizational Departments Upcoming Event Highlights Other Updates Wrap Up

3. Diversity Week

4. Diversity Week is April 4 – April 8 Monday, April 4 6:00pmOpening ReceptionTBA Tuesday, April 5 9:30am-10:45amRacial Justice in RDB 1000 Public Schools 1:00pm-2:30pmImmigration: A Lynchpin RDB 1009 of Diversity 3:30pm-5:00pmWomen of Influence SIPA 1000 4:30pm-6:30pmCaribbean Fest: Life Pines & Culture

5. Diversity Week Wednesday 1:00pm-2:30pmBenefits of Diversity AHC3 110 in Political Discourse 3:30pm-5:00pm"For the Bible Tells Me So" – RB 120 Film and Discussion (Topic: LGBT Issues & Religion) 6:00pm-8:00pmThe Black Jew DialoguesSIPA 125

6. Diversity Week Thursday 9:30am-10:45am"Walking Each OtherSIPA 100 Home" - Film & Discussion 12:00pm-1:00pmJazzy Lunch withGC Lawn International Artist Nicole Henry 3:00pm-4:30pmA Sensory ExperienceRB 130 Friday 12:00pm-3:00pmCulture Fest- Food, Fashion,GC Lawn & Talent Show 12:00pm-3:00pmTAG: The Art of GivingGC Lawn

7. Nepotism Disclosure

8. Policy Statement Relationship to another individual employed by the University shall not constitute a bar to hiring, promotion or reappointment, provided, that no employee shall be under the direct or indirect supervision or control of a related individual. The University retains the right to refuse to appoint a person to a position in the same department, division or facility, whereby his/her relationship to another employee can create an adverse impact on supervision, safety, security, morale, or involves a potential conflict of interest. Individuals should not be employed in a department or unit, which will result in a subordinate-supervisor relationship between such individuals and any related individual as defined above through any “line of authority.” Related individuals, as defined by this policy, may not be supervised or work in the same division, department, or unit without prior approval from the Assistant Vice President of Human Resources and the Vice President in charge of Human Resources. Reason for Policy To ensure that no preferential treatment will be afforded to individuals based on relationship that may place undue or inappropriate influence on terms and conditions of employment. Nepotism

9. Definition “Relationship” is defined as individuals related by blood, marriage, adoption [e.g.. father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son-in-law, daughter-in- law, brother-in-law, sister-in- law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half-brother or half-sister, Florida Statute Section 112.3135(1)(d)]; a person a public employee intends to marry, or with whom the public employee intends to form a household, or any other natural person having the same legal residence as the public employee, Florida Statute Section 112.312, Code of Ethics; domestic partnership, dating, or other personal relationship in which objectivity might be impaired. “Line of authority” is defined as authority extending vertically through one or more organizational levels of supervision or management. Nepotism Disclosure

10. ●If an applicant has disclosed on the employment application that he/she has a relationship based on the Nepotism definition; a Nepotism Disclosure form must be completed and submitted to Recruitment Services for review “prior to the hire”  If the form is approved – the hire will be approved  If the form is denied – the hiring department will be required to go back to the original applicant pool and select another candidate or start a new search for a viable candidate ●Approved copies are sent to the employee and supervisor. Original is stored in the employees’ file in HR. Candidate Disclosure

11. ●An employee that has a relationship with another university employee, as described in the policy, must disclose the relationship by completing the Nepotism Disclosure form and submitting it to Employee and Labor Relations for review and approval.  If the form is approved – nothing changes  If the form is denied – sufficient time will be provided to allow either employee to seek other employment ●Approved copies are sent to the employee and supervisor. Original is stored in the employees’ file in HR. Current Employee Disclosure

12. POLICY STATEMENT All University nepotism approvals must be in place prior to any related persons beginning work on a sponsored project. ●PI completes the Internal Clearance Form and submits to the Division of Research.  If decision to hire a related individual is determined after the proposal has been processed through Pre- Award, the PI must notify Pre-Award  If request is approved, there may be conditions imposed upon the supervisory relationship ●Approved copies are sent to the employee and supervisor. Original is stored in the employees’ file in HR. Sponsored Research Disclosure

13. Nepotism Disclosure Form Same Form For All Found on HR website under ELR or Recruitment Services http://hr.fiu.edu/uploads/file/elr/Nepotism_Disclosure.pdf

14. Payroll Transfers

15. Payroll transfers that involve grants need to be routed through OSRA including transfers to and from C&G funding sources Payroll transfers more than 60 days for all academic units need to go to Academic Affairs for approval Payroll transfers more than 60 days for non- academic units need VP approval Payroll transfers must be submitted to Payroll by June 20, 2011 for this fiscal year, however, the receiving department will have an elevated accrual that will not be reversed in 2010-11

16. Report of Outside Activity/ Conflict of Interest

17. Taskforce Members: Jaffus Hardrick, Human Resources Leyda Benitez, Compliance Isis Carbajal de Garcia, Counsel Joann Cuesta-Gomez, Human Resources Tonja Moore, Academic Affairs Michelle Ciccazzo, Academic Affairs Joe Barabino, Research Don Smithburg, College of Medicine Jonathan Tubman, Research David Driesbach, Research Carlos Flores, Human Resources Report of Outside Activity/ Conflict of Interest

18. Outside Activity/Conflict of Interest Disclosure Obligations Stem From Federal regulatory requirements State law requirements University policy These policies capture your compliance obligations to disclose outside activities that may pose an actual or potential conflict

19. Report of Outside Activity/ Conflict of Interest In order to comply with applicable federal and state laws, the University has policies and procedures in place, and now an electronic disclosure process that allows faculty and staff to disclose outside activities that may constitute an actual or potential conflict of interest between their personal interests and their public duties on behalf of FIU

20. “Nuts and Bolts”: WHO?  Question: Who needs to complete the form using the electronic portal for disclosures? Answer: All benefit eligible employees of FIU, whether in-unit or out-of unit, will use the electronic portal for disclosures of outside activity/conflict of interest (“COI”) in accordance with the applicable University policies and collective bargaining agreements. All personnel involved in research shall use the electronic portal for disclosures in accordance with the Conflict of Interest in Research policy

21. “ Nuts and Bolts” for Disclosing Outside Activity/COI through electronic portal: WHY?  Question: Why do you need to complete the online Report of Outside Activity/Conflict of Interest?  Answer: Under federal and state law, the University must ensure that employees’ outside activities do not pose a COI that has not been managed, reduced or eliminated The University’s policies are not intended to discourage an employee from engaging in outside activity in order to increase the employee’s professional reputation, service to the community, or income. However, such activities must not put the employee or the University at risk of violating the federal and state laws on conflicts of interest that you and the University must follow. Moreover, research much be conducted in an unbiased manner, free from conflicts

22.  Question: When does the form need to be completed? Answer: All new hires must complete the form at the time the offer of employment is accepted All employees (with the exception of in-unit faculty, see below) must complete the form at the beginning of the academic year and update this form whenever there is a significant change in activity (nature, extent, funding, etc.) which could result in a COI or when a new outside activity is undertaken. Additionally, all employees seeking to engage in research must complete the form to disclose any potential COI prior to start of the research project “Nuts and Bolts”: WHEN?

23. In-unit faculty must complete the form when the employee reasonably concludes that the proposed outside activity may create a COI, or in any outside compensated professional activity A new report must be submitted for outside activity previously reported at: The beginning of each academic year for outside activity of a continuing nature; and Such time as there is a significant change in any activity (nature, extent, funding, etc.) “Nuts and Bolts”: WHEN? (Cont’d)

24. Electronic Portal for Employees

25. Approval Routing

26. Routing of Academic Approval Office of the Provost Dean Faculty Direct Supervisor Research Associate Dean Review

28. Routing of Administrative Approval Human Resources Direct Supervisor Admin/Staff Research

30.  Question: What needs to be disclosed? In Research: All financial, fiduciary, time commitment and related interests that may in any way bias the design, conduct, or reporting of research In Employment: All activities that may create an actual or potential COI between your private interests and your public duties as an employee of FIU If you are in doubt, it is best to disclose the outside activity/conflict of interest “Nuts and Bolts” WHAT?

31. PeopleSoft HR Update

32. Project Milestones Strategy Core HR Base Benefits Core Payroll HR Time & Labor Contracts GL Recruitment Absence Management Absence Management Ben Admin Effort Reporting ESS/MSS Reporting Year End Security Faculty Events ePerformance Enterprise Portal 1 2345 Production Readiness Conversion Development & Interfaces Milestone Go-Live

33. PeopleSoft Human Resources Project Milestones

34. Organizational Departments

35. Common Department Structure University Organizational Department Structure

36. Organizational Departments Beginning in late March or April, HR will approve all new Financials Organizational Department requests or updates The Organizational Department is a unit within the structure of the university and must have the following characteristics to be approved: Has a supervisor Has a budget Currently, a department is defined by a 10-digit org code in HR The 9-digit Organizational Department ID used in Financials will replace the 10-digit org code on January 1, 2012

37. Organizational Departments HR is maintaining a crosswalk between the 10-digit and the 9-digit Organizational Department ID for the transition The Org Department is not a funding source; the Activity ID is a funding source Below is a snapshot of the org department crosswalk: Additional information and a new form with instructions is forthcoming

38. Organizational Department Form DRAFT

39. Upcoming Event Highlights

43. Other Updates

44. Leadership Development Institute Talent Management and Development will launch the pilot program for the Leadership Development Institute in March The full program will launch in September Additional information is forthcoming MyAccounts Notification Changes The MyAccounts Notification will soon contain the pay plan to make it easier to identify new employees The change will take place in the next several weeks

45. Upcoming Events/Deadlines Event Diversity Week Building Positive Relationships with Our Children STEPP Student Employment Week FIU Spring Picnic Location Various AHC1 140 Graham Center Ballrooms Various MARC Lawn Date/Time Monday, April 4 – Friday, April 8 Monday, March 28 Noon – 1:00 p.m. Wednesday, March 30 Noon – 1:00 p.m. Monday, April 11 – Friday, April 15 Saturday, April 16 1:00p.m. – 5:00p.m.

46. Wrap Up Questions or Comments?