HR Partners, Salary actions for July 10

Next HR Partners
Register for one of the following dates:

June 6
University Student Commons, Richmond Salons
Register here.

June 7
Larrick Center, Court End Ballroom B
Register here.

Salary actions for July 10
As you know, classified employees who meet state eligibility requirements will receive a 3% increase effective July 10, 2017. Because our information systems do not permit two salary actions to be effective on the same date, please note the important information below:

  • No actions, including retroactive actions, will be processed for eligible classified employees with an effective date of July 10, 2017.
  • To ensure proper and timely processing of the increase and to avoid errors, ePAF and PAF submissions must follow this schedule:
    • ePAF terminations for actions effective July 10, 2017 or earlier must be submitted no later than July 11, 2017.
    • PAFs for wage (hourly) or student worker actions effective July 10, 2017 must be received no later than July 11, 2017. Hourly/wage pay increases effective July 10 may be submitted via spreadsheet. Please call VCU Human Resources Operations at 827-1770 for any transactions effective July 10, 2017 or contact the VCU Human Resources Operations representative assigned to your area.
    • Any urgent pay changes in the month of July may be effective on July 25.
    • Pay actions will resume a normal processing schedule on August 10, 2017.

Questions about the increase for eligible classified employees? Contact the HR Consultant for your area.

State employee salary increases

I am pleased to share that the Commonwealth of Virginia has authorized a three percent salary increase effective July 10, 2017 for full and part-time classified state employees. Employees in salaried positions as of April 10, 2017 are eligible for the three percent salary increase, subject to performance criteria. Employees must have received a rating of at least “Fair Performer” on their Fall 2016 performance evaluation in order to be eligible. The salary increase will appear starting in August 1, 2017 paychecks.

Missing evaluations
Employees must have a current performance evaluation on file to receive the salary increase. Please check the “Missing Evaluation Report” in the VCU Reporting Center’s “Personnel Administrator” folder. Enter an evaluation received date of August 15, 2016 for employees hired before April 11, 2017. The report will generate a list of employees in your area who do not have an evaluation rating entered in Banner. Missing evaluations must be completed and received by VCU Human Resources no later than June 1, 2017. Probationary progress reviews for employees who are still in their probationary period are acceptable. Please submit evaluations and/or probationary progress reviews through ImageNow at 804-827-8250 (fax) or hrdocs@vcu.edu.

Pay band changes
Pay bands are also increased effective July 10, 2017.  Please keep this in mind as you are determining classified staff new hire salaries with effective dates of July 10, 2017 or later.

Wage/hourly and student workers
VCU schools and departments may choose to increase wage/hourly and student worker wages up to three percent no earlier than July 10, 2017 using respective school or department funds. Please send VCU Human Resources a spreadsheet including employee name, V- number, position number, suffix, department code, and the new hourly rate by June 12, 2016. Spreadsheets for wage/hourly and student worker increases can be sent directly to Janet Sweeney at jlsweeney@vcu.edu.

Thank you for your timely attention to this matter and for all you do to support the important work of VCU’s staff and faculty. If you have any questions, please contact VCU Human Resources at 804-828-1510 or emprel@vcu.edu.

Open enrollment 2017

All faculty and staff received an email last week alerting them to this year’s open enrollment for health coverage and flexible spending programs. VCU Human Resources has posted links to the required election form as well as resources to help employees make choices about health benefits and flexible spending at hr.vcu.edu/open-enrollment/. Please share this important information with faculty and staff in your area. We have also created a flyer for you to print and post in your school or department’s common areas to help ensure employees are aware about open enrollment.

As a reminder, open enrollment starts today and runs through May 15, 2017 for the upcoming plan year (July 1, 2017 to June 30, 2018). All open enrollment elections must be received by VCU Human Resources by the close of business (5:00 p.m. EST) on Monday, May 15, 2017. Please note that this year’s open enrollment period is shorter than usual, so mark your calendar if you wish to enroll in or waive health coverage, make changes to your health plan, add or remove family members, or enroll in flexible spending. Visit hr.vcu.edu/open-enrollment/ for:

  • The open enrollment election form (elections during this year’s open enrollment can only be made using the paper election form. Online elections are not available this year).
  • Information about how to complete and return the form (see election form and instructions).
  • An open enrollment checklist.
  • Additional resources to help you choose the best plan for you.
  • Information about how to receive or keep premium rewards that reduce your monthly premium.
  • Information about annual contribution limits for health flexible spending accounts.
  • A link to the health benefits program’s Spotlight newsletter, which offers an overview of programs and options for the upcoming plan year.

Questions? Contact VCU Human Resources at (804) 828-0177 or askhr@vcu.edu. Thank you for your help with sharing this important information.

Summer camps, benefits and wellness fair, open enrollment

Summer Camp Fair – April 4
Looking for summer day camps for kids? VCU offers programs to keep children happy, active and creative this summer. Learn more at our Summer Camp Fair – April 4 from 11 a.m. to 1 p.m. at the University Student Commons Virginia Room A. For details, see “summer camps” under Family Resources at http://hr.vcu.edu/current-employees/worklife/family-resources/.

Save the date: Benefits and Wellness Fair, May 9
Join us for an exciting expedition through the world of rewards offered to VCU faculty and staff at this year’s “Wild about Benefits” fair on May 9 from 10 a.m. to 2 p.m. at the University Student Commons, Commonwealth Ballroom. Make your open enrollment elections on-site for health benefits and flexible spending, talk with benefits and wellness providers, and meet VCU service partners. Direct shuttle service from the MCV Campus will be available.

Open enrollment for faculty and staff health coverage and flexible spending runs May 1 – May 15, 2017
The state health benefits program has announced that open enrollment for health coverage and flexible spending will be shorter than usual this year, and will take place from May 1 through May 15, 2017. This year’s open enrollment period will not offer online elections through the state’s Employee Direct system. All elections must be made using the paper enrollment form. Further details will be provided in upcoming announcements.

Integrity and Compliance Culture Survey, health benefits elections

VCU Integrity & Compliance Culture Survey
Please remember to participate in the 2017 VCU Integrity & Compliance Culture Survey by March 24 for a chance to win one of five $100 Rambucks cards. The survey takes just five to seven minutes and your responses help shape VCU’s culture of ethics and compliance. The VCU Ethics and Compliance Program promotes an organizational culture that encourages ethical conduct and compliance with the law, regulations, university policies, and our core values.

Health benefits elections and changes
The state’s Employee Direct system is currently unable to process health benefits elections and changes. Please use the health benefits enrollment form to submit changes or make elections to the state health plan.

March merit bonus reminder, clarification

Reminder: March merit bonus
Merit bonuses are being processed this month. Please check the “Classified Projected Bonus Report” in the VCU Reporting Center’s Personnel Administrators folder. Employees with an ineligible performance evaluation rating will have a projected bonus amount of zero. Please ensure these are listed accurately. Also, please pay particular attention to employees who have changed classification or status since June 30, 2016 to ensure their projected bonus amount is correct.

Clarification: supervisor identification
New hire and rehire PAFs should include the supervisor’s V-number. The supervisor’s eID is not required.

Tax preparation savings, hiring documents, supervisor identification

Tax assistance at the VCU School of Business
Eligible VCU employees can take advantage of free tax preparation assistance online through MyFreeTaxes.com, a self-assistance portal, or in-person at the VCU School of Business on Saturdays between March 18 and April 15. Visit MyFreeTaxes.com for information about income eligibility and required documents. IRS-certified tax preparers will be available to offer help if needed.

Important reminder about hiring documents
Complete personnel files are required for compliance and audit purposes. Please remember to send state applications for new hires and rehires when sending paperwork through ImageNow. The state application is a required document to complete each personnel file.

Identification of supervisors in Banner
Please periodically check and update employee supervisor information in Banner. If a supervisor changes for an existing employee, please send a supervisor ePAF update. For new hires and rehires, the supervisor’s V-number should be included on the PAF. Accurate supervisor identification is required for VCU RealTime, so supervisors can approve time and leave. It is also necessary for proper workflow in other HR information systems. Instructions for how to use ePAFs are listed under Banner guides at http://hr.vcu.edu/hr-partners/user-access-guides–training/banner/.

Open comment period, Financial fitness, Holiday calendar update

Great Place: HR Redesign open comment period
As you know, the Great Place: HR Redesign policy draft is posted and available for comments through March 17, 2017. Please encourage employees in your area to participate and have their voices heard. You can submit your comments about the proposed policy at http://greatplace.vcu.edu/policy/. General questions about the project can be submitted at http://greatplace.vcu.edu/faqs/.

Financial fitness series of workshops
The 2017 Financial Fitness series of workshops is available at http://hr.vcu.edu/current-employees/worklife/financial-fitness/. All workshops are free to VCU employees and are held in the HR Training Room (922 West Grace Street). Sessions are presented by TIAA and VCU Benefits and include information about handling debt, planning for retirement, and making sound investments. Please print and post the flyer in common areas or share the full list of both on-campus and virtual workshops with faculty and staff in your area.

Change to 2017 winter closing
The 2017 payday and holiday calendar was recently revised. To allow faculty additional time to submit Fall 2017 semester grades, the 2017 winter closing will now begin on December 21, 2017 instead of December 20. Due to this change, the 2017 winter closing does not require eligible faculty and staff to take any leave to cover the time away from work. Because the Governor has granted additional leave in 2017, eligible faculty and staff will actually have four hours of “float” holiday leave that may be used at any time between December 10, 2017 and December 9, 2018. For complete updates to the payday and holiday calendar, visit https://hr.vcu.edu/paydays-and-holidays/.

Staff Professional Development Conference

VCU Staff Senate is pleased to announce the fourth annual Staff Professional Development Conference, “Discover the Greatness in You,” on March 8 or March 9, 2017. We are fortunate to offer this full-day conference on two days, so you can pick which day works best for you. This year’s conference includes two renowned keynote speakers who will lead discussions on important workplace issues such as productivity, motivation, and the importance of diversity and civility. Once again, experts will offer breakout sessions to discuss specific areas designed to promote professional growth.

This professional development opportunity is provided to VCU staff at no cost and does not require employees to use their leave. Managers, please encourage staff to register and attend. We hope you will join us and know it will add value to your VCU experience. Come and “Discover the Greatness in You.” Register today at https://staffsenate.vcu.edu/conference/.

Bonus report, recognition leave, deferment options

Employee bonus report in VCU Reporting Center
A report called “Classified Projected Bonus Amounts” that lists classified employees who are eligible for the March bonus is now in the VCU Reporting Center in the Personnel Administrators folder. The report contains the list of eligible employees based on their hire date, along with their salary as of June 30, 2016 and the projected bonus amount for March. If you have any questions regarding the information in this report, please contact your HR Consultant.

As you know, employee bonuses (scheduled to be distributed March 31) are merit-based and contingent upon the 2015-16 performance evaluations that were due in October. For employees with currently missing evaluations, this report will be updated once evaluations are submitted. Missing evaluations must be completed and submitted to Human Resources no later than February 10, 2017. VCU Human Resources must have completed evaluations on file in order to process merit bonuses in March. If you have any questions regarding missing performance evaluations, please contact Employee Relations at (804) 828-1510.

Recognition leave
Managers may choose to recognize classified employees (those who have met the $2,000 monetary bonus maximum for this fiscal year) with up to 40 hours/5 days of recognition leave. In last month’s communication, we explained that any recognition leave that has already been given will offset the amount of leave an employee may receive as part of the March bonus. While monetary bonuses are calculated on a fiscal year, recognition leave is calculated on a “leave” year (January 10-January 9). So while March bonus money will be offset by any bonus money received this fiscal year (since July 1), March bonus recognition leave will only be offset by any leave given this leave year (since January 10, 2017). Furthermore, just as in-band and off-cycle salary adjustments have been suspended until the March bonuses are awarded, so have recognition leave requests.

Any bonus recognition leave given as part of the March bonus will offset any recognition leave for the remainder of the leave year (until January 2018), while as any monetary bonus given as part of the March bonus will offset any further bonuses given for the remainder of the fiscal year (until June 30, 2017). The cap on recognition leave an employee may receive in a leave year is 40 hours/5 days.

Departments who wish to compensate eligible employees with Recognition Leave should complete the Recognition Award Action Form and submit the form to HR by February 24, 2017 to be processed by March 10, 2017.

Deferment options
Employees receiving a university bonus on the March 31 pay date may wish to defer a larger amount than usual to either the VCU 403(b)/TDA or the Commonwealth of Virginia 457(b)/DCP plan. Special lump sum deferral forms are available for this purpose.

For the VCU 403(b)/TDA, use the Lump Sum Salary Reduction Agreement. Indicate the one-time amount for the March 31 pay date, and the regular deferral amount to return to for the April 16 pay date and onward. VCU Payroll must receive this form no later than March 20, 2017 in order to process a lump sum deferral for the March 31 pay date.

For the Commonwealth of Virginia 457(b)/DCP, use the DCP One-Time Deferral Form. The DCP requires that one-time deferral elections be made in the month prior to the deferral. VCU Payroll must receive this form no later than February 28, 2017 in order to process a lump sum deferral for the March 31 pay date.