Open enrollment, April retirement workshops, HR Career Community reminder

Open enrollment for health coverage and flexible spending
Open enrollment for 2018-2019 Commonwealth of Virginia employee health coverage and flexible spending accounts takes place from May 1 through May 15, 2018. New 2018 election forms (which must be used for open enrollment elections) and other details are available at hr.vcu.edu/open-enrollment/. Please download the flyer on this page and post it in common areas in your school or department. University-wide communications to employees begin next week and run throughout the enrollment period.

It is important to note that only paper enrollment forms can be accepted and can only be accepted between May 1 and May 15. All open enrollment elections must be received by VCU Human Resources no later than the close of business (5:00 p.m. EST) on Tuesday, May 15, 2018. Elections take effect July 1, 2018 for the plan year that runs from July 1, 2018 through June 30, 2019.

Special note for MCV Campus: MCV Associated Physicians who hold salaried clinical faculty appointments at VCU obtain their health coverage through VCU (not through the VCU Health System) and must submit open enrollment election forms to VCU HR (not VCU Health System HR). 

April retirement workshops
VCU Human Resources presents two special retirement workshops later this month. Workshops are open to all VCU faculty and staff at no cost. Registration is required and space is limited. Register at training.vcu.edu. Print the flyer for details and please post it in break rooms or other common areas.

  • Estate Planning: Avoid the “Unlucky 13”
    April 23, 2018, 10 a.m. to Noon
    HR Training Building, Room 115, 922 West Grace Street (Monroe Park Campus)
  • Medicare and State Retiree Health Coverage
    April 24, 2018, 2 p.m. to 4 p.m.
    Molecular Medicine Research Building, Room 1013, 1220 East Broad Street (MCV Campus)

HR Career Community Kick-off event
This is a reminder about Monday’s HR Career Community Kick-off event from 9 a.m. to 11:30 a.m. Please note that the location of this event is now in the University Student Commons Richmond Salons. The goal of the HR Career Community is to collaborate and learn from colleagues, enhance your leadership abilities, support consistent and exceptional service, and prepare you for career advancement. If you have not yet registered, please do so here.

Great Place: HR Redesign update

Thank you for your support and partnership throughout the Great Place: HR Redesign. The enrollment period closed on Saturday and 922 classified employees chose to enroll in the new HR plan. That is 41.5% of the number of classified employees with a choice. On July 1, about 2/3 of our non-faculty salaried workforce will be University employees and about 1/3 will remain classified employees (this includes our voluntary enrollees, the 500 employees who moved to the new HR plan in January, anticipated new hires between now and June 30, as well as most A&P faculty).

This is the result of our collective efforts. Making VCU a great place to work for our faculty and staff has an incredible impact on VCU’s core mission – our students and patients. Thank you again for your important role in this project and for all you do to support an important mission.

Please note a few reminders below.

HR Career Community
This is a friendly reminder to vote for the HR Career Community Core Executive Team (CET) from this list of nominees. This team will lead HR Career Community meetings, schedule career development opportunities, and ensure the overall success of this initiative. Voting is open until April 6. Also don’t forget to register for the HR Career Community Kick-off event on Monday, April 16 from 9 a.m. to 11:30 a.m. in the University Student Commons, Virginia Rooms.

Open enrollment 2018
Open enrollment for 2018-2019 Commonwealth of Virginia employee health coverage and flexible spending accounts takes place from May 1, 2018 through May 15, 2018. New election forms and other materials will be available and published in late April. The Virginia Department of Human Resource Management will not offer online elections; only paper forms will be accepted again this year. Visit hr.vcu.edu/open-enrollment/ for details.

Instant HR: RamStrong Health and Wellbeing Fair

Part of our role as Human Resources partners is to support employees in making choices that support their holistic wellbeing. VCU Human Resources is proud to present the RamStrong events below. As you know, RamStrong is a collaborative wellness initiative for VCU faculty and staff to easily access resources offered throughout the university. Please share these events with faculty and staff in your area and post flyers in common areas or breakrooms in your school or department. These events are open to all VCU employees at no cost.

 

VCU RamStrong Health and Wellbeing Fair
April 18
11 a.m. to 2 p.m.
Cary Street Gym
Print the flyer

RamStrong Health and Fitness Month (May 2018)
Register now for wellness events throughout the month of May, including a Walk for Health and a work/life balance workshop. Details at ramstrong.vcu.edu.
Print the flyer

Career Community Kick-off

Join us for the HR Career Community Kick-off event on Monday, April 16 from 9 a.m. to 11:30 a.m. in the University Student Commons, Virginia Rooms. The goal of the HR Career Community is to collaborate and learn from colleagues, enhance your leadership abilities, support consistent and exceptional service, and prepare you for career advancement. Please register here and add this information to your calendar.
 
Prior to the kick-off event, please also vote on the HR Career Community Core Executive Team (CET) from this list of nomineesThis team will lead HR Career Community meetings, schedule career development opportunities, and ensure the overall success of this initiative. Voting is open until April 6
 
CET leaders will be announced at the kick-off event. The day’s agenda also includes an interactive presentation from Cresco Coaching & Consulting Success Strategist Libby Dishner, an HR expert and dynamic presenter who will discuss exercises and basic tips for coaching employees in the workplace. 
 
This is an exciting time to be in HR at VCU and I appreciate your participation in this important initiative. We look forward to seeing you on April 16!

Inclement weather and leave adjustments

The following is information to help you process timekeeping for changes in VCU’s operating status due to inclement weather. Please also note the announcement about charges for leave adjustments below. If you have any questions, please email leave@vcu.edu.

Inclement weather and timekeeping
VCU delayed opening Wednesday, March 21, 2018 and opened at 10 a.m. Time files for the March 10 to March 24 pay period will close Monday, March 26, 2018 at 10:00 a.m.

Office Closing Leave (OFC) will be loaded in VCU RealTime for eligible employees:

§ Non-exempt non-designated employees will be paid for all hours worked during an authorized closing but do not accrue Inclement Weather Leave (ILA) for hours worked during an authorized closing or delayed opening.
§ Exempt non-designated employees should not accrue Inclement Weather Leave (ILA) for hours worked during an authorized closing or delayed opening.
§ Non-designated employees who had previously requested and were approved for time off during the authorized closing should not have their own leave charged for an authorized closing or delayed opening.

For designated employees:

§ Charge accrued leave or leave without pay for designated employees who did not report to work as scheduled.
§ Record Inclement Weather Leave (ILA) for the hours that designated employees worked during the authorized closing or delayed opening.
§ Designated employees who had previously requested and were approved for time off during an authorized closing should not have their own leave charged on the authorized closing or delayed opening.

Please note:

§ Hourly employees are paid only for hours actually worked.
§ Nine-month faculty do not accrue Inclement Weather Leave (ILA) for the closing.Managers and supervisors are encouraged to provide flexibility to employees due to travel conditions.

Charges for leave adjustments
VCU Human Resources will charge schools and departments $30 for all leave adjustments beginning April 16. To avoid charges, time and leave must be correctly entered and approved by managers in VCU RealTime in accordance with the 
VCU Payroll Processing deadlines.

Timekeeping changes due to inclement weather

Dear Timekeepers:

The following is information to help you process timekeeping for changes in VCU’s operating status due to inclement weather. VCU closed on Monday, March 12, 2018 at 5:30 p.m. Office Closing Leave (OFC) should be entered by the timekeeper or manager in VCU RealTime for eligible employees:

  • Non-exempt non-designated employees will be paid for all hours worked during the authorized closing but do not accrue Inclement Weather Leave (ILA) for hours worked during the authorized closing or delayed opening.
  • Exempt non-designated employees should not accrue Inclement Weather Leave (ILA) for hours worked during the authorized closing or delayed opening.
  • Non-designated employees who had previously requested and were approved for time off during the authorized closing should not have their own leave charged for the authorized closing or delayed opening.

For designated employees:

  • Charge accrued leave or leave without pay for designated employees who did not report to work as scheduled.
  • Record Inclement Weather Leave (ILA) for the hours that designated employees worked during the authorized closing or delayed opening.
  • Designated employees who had previously requested and were approved for time off during the authorized closing should not have their own leave charged on the authorized closing or delayed opening.

Please note:

  • Hourly employees are paid only for hours actually worked.
  • Nine-month faculty do not accrue Inclement Weather Leave (ILA) for the closing.

Managers and supervisors are encouraged to provide flexibility to employees due to travel conditions.

Instant HR: Systems access for separating employees

To ensure compliance with VCU’s information security policies, it is important that we manage access to the university’s most sensitive data. To that end, VCU Human Resources now offers a “Last Work Date” on the employee termination (TERME) ePAF in Banner to ensure separating employees have access removed in a timely manner. At times, separating employees use leave for the days leading up to their separation. In these cases, tracking the last physical work date allows us to remove access to VCU resources when it is no longer required to perform job duties.

  • Definition for ‘last work date’
    The last date an employee needs access to VCU resources to perform assigned work duties, regardless of their actual separation date. For instance, an employee record may be active in Banner because the employee is on leave before retiring, or because of pending leave payouts or other payroll activity, but the employee may no longer require VCU resources to complete assigned work duties. This date cannot be past the employee’s actual separation date.
  • What you can expect
    As VCU Technology Services implements a new identity and access management solution for the university, access to resources such as building and IT systems will be removed following the last day of employment at VCU. Employees may continue to access some services, such as eServices.

HR Career Community Core Executive Team (CET) reminder
As a reminder, the deadline for HR Career Community Core Executive Team (CET) nominations is today, Friday, March 16. To nominate yourself or others fill out the online nomination form. Please let those you nominate know.
Thank you for your time and attention to this important update and reminder. Please talk with your HR Professional or HR Consultant if you have any questions.

1480 annual hour limit for wage/hourly employees

1480 annual hour limit for wage and hourly employees
To comply with the Affordable Care Act, VCU limits the number of hours wage and hourly employees (ineligible to receive healthcare benefits) can work to 1480 hours annually. As a reminder, state law and VCU policy require that employees who are not eligible for healthcare benefits (ineligible) under the state’s healthcare plan work no more than 29 hours per week on average over a 12 month period. The reporting period runs May 1 to April 30. This applies to adjunct faculty as well as wage staff.

If an employee holds more than one hourly or wage position with the university, the hours worked in both positions count toward the annual hour limit of 1480. Work study, post-doctoral workers, and select employees in exempt salaried positions are not subject to the annual hour limitation.

VCU is liable for employees exceeding the annual limit. VCU Human Resources monitors timekeeping to help managers ensure these limitations are not exceeded. Managers are ultimately responsible for ensuring their employees do not exceed this threshold; they are notified by HR when employees are close to working the annual maximum number of hours. However, it is critically important that you monitor the number of hours that hourly and wage employees are working in their respective schools and divisions. Reports are available in the VCU Reporting Center. VCU Human Resources will charge schools and departments up to $300.00 for each employee that exceeds the annual limit.

The online adjunct calculator calculates​ FTE, hours per day, and hours per pay period based on the 1480 hour limit. The calculator displays an error message if the annual limit exceeds 1480. The online adjunct calculator is located at http://app.hr.vcu.edu/adjunct/. Before submitting an adjunct appointment or contract renewal, this calculator must be used to collect appropriate information.

Questions? Please contact the HR Professional for your school or department.

Career community survey, veterans preference and state layoffs

Career communities survey
As you know, career communities are how employees across the university who are doing similar work or who have similar career interests will connect regularly to network, share information and determine best practices. Career communities are integral to VCU’s emerging career development program, one of the key components of the Great Place: HR Redesign.

A group of your peers has been working for the past few months to develop a HR career community designed to provide and support career development opportunities for employees engaged in or interested in the HR profession. The community’s first meeting will be held this spring.

As an HR practitioner, your input is vital to the success of the developing HR career community, therefore I am writing to ask for your feedback about programming. Please complete this brief survey by Monday, February 12. Questions? Contact Beverly Walker at bwalker@vcu.edu.

Veterans preference and state agency layoffs
The recent eJobs updates are designed to accommodate the Great Place: HR Redesign and better meet the needs of VCU’s managers and HR community. A key feature is your area’s ability to receive applications automatically, allowing you faster access to candidate pools. VCU Human Resources no longer needs to forward these applications. As the first reviewer of the candidate pools, please pay close attention to applications that indicate candidates are veterans or layoffs. As a reminder:

  • VCU is committed to hiring and retaining veterans; preference is given to these applicants during the application review, interview, and hiring processes for positions. Incases where all other qualifications are equal between two finalists for a job, the veteran is given preference and hired for the position. More information regarding veterans may be found in the Veterans’ Preference Guidelines.
  • State employees who are laid off may have preferential hiring rights for VCU positions. If you become aware that a layoff is in your candidate pool, try to determine whether the individual was laid off from a Virginia State Agency. If you can easily and confidently determine that the individual is not a state layoff, you may proceed with your review process as usual. However, if you believe the individual is a state layoff (or have questions about the individual’s status), please contact your HR Professional, who can either assist you in the determination process or coordinate administration of the layoff with VCU Human Resources.

Great Place: HR Redesign – new tools for managers

VCU Human Resources is pleased to share two new resources in support of the Great Place: HR Redesign and designed to improve ease and efficiency. Employee onboarding has been redesigned to better welcome new employee and connect them to VCU’s strategic mission and goals. In addition, VCU Human Resources has launched a web resources specifically for HR administrators and managers. Please familiarize yourself with these new tools. Your ideas and feedback are always welcome. We are sharing this information with managers in your area later this week.

Resources for employee onboarding
A well planned orientation is an important step in welcoming and quickly acclimating new employees to VCU. Onboarding is an investment in employee retention and productivity, and managers play a critical role in planning and implementing the onboarding process for new employees. Often, employees feel a stronger connection to the organization and to their immediate teams when thoughtfully engaged. As a result, these employees are typically more successful contributors.

To that end, VCU Human Resources has redesigned employee onboarding to better support the new HR plan and meet the university’s strategic retention goals. New tools and resources are available for managers and HR administrators to support new employees during their onboarding period, including a new onboarding checklist at https://insidehr.vcu.edu/guidelines/on-boarding-and-off-boarding/.

Most notably, VCU Human Resources is enhancing New Employee Orientation (NEO) in an effort to welcome new employees into VCU’s culture and community. NEO is now a one-and-a-half day event, including a comprehensive overview of working at VCU that explicitly connects employee experiences with the university’s mission, vision, values and brand. In addition to providing employees the information they need about benefits, leave and other employment factors, employees will be treated to a campus tour, lunch with a VCU leader, and a visit with Rodney the Ram.

InsideHR
As you know, insidehr.vcu.edu is a tool for HR administrators and managers that provides access to the guidelines, processes, forms, templates, user guides and other materials that support all VCU employee groups. Information about access, training and user guides for HR information systems such as Banner, eJobs and Talent@VCU are also available here. Please become familiar with this website as managers in your area may look to you for help.

The launching of this new resources also means changes for the VCU Human Resources public facing website, hr.vcu.edu. Moving forward, hr.vcu.edu will be geared toward prospective employees, new employees and current employees. Starting next week, forms and other management materials you are used to accessing on the public website will only be available on the intranet.

In 2017, a customer satisfaction survey revealed the need for more streamlined information on the VCU Human Resources public website. Having our public facing website focus on serving our recruitment and employee needs will help us achieve this goal. “Intranets” like Insidehr.vcu.edu are a best practice for organizations of our size and scope and are designed to support the business needs of the institution. Inside HR was designed to be a resource for VCU’s HR community as well as managers, though any employee with a valid eID and password can access the site.