Suspension of in-band adjustments and role changes

As we focus on implementing the Great Place: HR Redesign policy and develop the guidelines, processes and information systems that will support the new HR plan, VCU is suspending the processing of in-band salary adjustments and role changes effective September 1 through the end of the calendar year. Requests that are in the pipeline may be processed effective August 10 or August 25, before the suspension goes into effect. As you work on any critical actions that should be processed before the suspension goes into place, please provide for adequate central HR review/approval/processing time.

 

As we develop the “side-by-side” documents to help employees understand the Great Place: HR Redesign, making as few position changes as possible will ensure accurate data and communication. Schools and departments may still process recognition bonuses and temporary pay as interim measures for handling pressing compensation or recognition matters; counter-offers may also be processed for mission-critical positions. Exceptions to this suspension include departments with firm, clearly communicated commitments for salary adjustments based on attainment of certain rank or competency thresholds (e.g., VCU Police).

 

Patient care and fingerprinting

VCU faculty and staff who provide patient care or clinical services to VCU Health
VCU Human Resources requires your continued assistance in identifying VCU faculty and staff who provide patient care or clinical services to VCU Health. Accurate and complete identification of all university employees who work in VCU Health clinical locations in any capacity for any length of time is of critical importance to both VCU and VCU Health for many reasons including

  • accurate licensing and credentialing;
  • maintenance of required professional education and training;
  • billing compliance;
  • maintenance of professional liability coverage and;
  • security and access to VCU Health physical locations, computer systems and confidential health information.

Who Should Be Included In This Request
Faculty and staff who provide patient care or clinical services are defined* as anyone who provides patient care/clinical services in the hospital, clinics or from another location. Patient care/clinical services include, but are not limited to, the following activities:

  • assessment
  • counseling
  • treatment
  • registration
  • diagnostic testing
  • data collection to determine the patient’s plan of care

*This definition does not include VCU faculty or staff who

  • are also paid through MCVP;
  • analyze data related to research activity only (data which is not used to determine patient treatment at the time collected); or
  • have no other patient care or patient service role specific to the health system but who may need access to health system facilities as part of a service agreement or due to department location.

What You Need to Do
Because the list of employees assigned to these roles can fluctuate with the academic semesters, there is a need to update this information periodically. You can access a list of VCU faculty and staff in your school/area who have been previously identified and who remain active in Banner by going to the VCU Reporting Center and reviewing the “VCU EEs Providing Health Care” report in the Personnel Administrators folder. After a careful review of the report, please follow these steps:

  1. Verify the individuals currently providing “patient care or clinical services” to the health system. Update the list, as necessary, with new additions and remove the names of individuals who are no longer working in this capacity. If you have questions regarding who should be included, please contact Donna Steigleder, VCUHS Director of Employee Relations, at steigleder@vcuhealth.org.
  2. By Friday, August 4, 2017,submit the names and V#s of the individuals who should be deleted or added to Brenda Alexander, Employee Relations and Compliance Specialist, at baalexander@vcu.edu.

Fingerprinting
As we plan for the fall, we anticipate an increase in requests for fingerprints. Fingerprinting is provided by the VCU Police Department on Tuesdays and Thursdays from 9 a.m. to 11 a.m. and from 1 p.m. to 4 p.m. through August 30, 2017.

Before sending employees for fingerprints, personnel administrators and hiring managers should complete section II of the background application form. Download the Background Application Form. The form does not require you to note your telephone extension, although it is recommended that you include your extension on the line with your printed name to ensure you are notified about fingerprint check results. Once section II is completed, prospective new hires should take the form to the VCU Police Department for fingerprinting.

Exceptional Recognition Acknowledgment, pay rates for hourly and student workers

Exceptional Recognition Acknowledgment
The process for recognizing exceptional or extraordinary performance has been revised. There is now one form to both acknowledge extraordinary performance (for performance evaluation purposes) and grant bonuses or leave to employees. Please note the following changes.

  • The form is called the “Exceptional Recognition Acknowledgment Form.”
  • The distinction between “Extraordinary” and “Outstanding” has been removed and departments may use their discretion to determine the amount of an award (up to $2,000/fiscal year and/or up to 5 days of leave per calendar year). Your assigned HR Consultant or HR Professional can provide you with guidance for working with managers in determining an appropriate award amount.
  • Awards will now be processed on both the 10th and 25th of the month.
  • Group 1 written notices no longer automatically disqualify employees from receiving awards; exceptions may be granted with Central HR approval.

Pay rates for hourly and student workers
To more effectively meet VCU’s business needs, pay rate limits for student and hourly workers have been increased.

  • The student worker rate limit is $30/hour.
  • The hourly worker rate limit is $80/hour.
  • Human Resources’ approval for hourly posting rates is not necessary until the amount meets or exceeds $80/hour.
  • Wage Position Descriptions must continue to be submitted for rates of $30/hour or greater.
  • Payments for services rendered must be reasonable and consistently applied.

Questions? Please contact your HR Consultant.

2Factor and eJobs, accident reporting and leave sharing reminders

2Factor authentication and eJobs
Starting July 14, 2017, VCU 2Factor Authentication will be required to access VCU eJobs off campus. VCU 2Factor Authentication better protects VCU’s employees, data and information systems against cyber threats. Learn more at http://go.vcu.edu/2factor.

Tutorials for registering and using multi-factor authentication with CAS can be found at:
Registering and using multi-factor authentication with CAS
Using CAS with multi-factor authentication

Reminder: accident reports are mandatory
Please remind managers and employees in your area to promptly report all workplace accidents, even when an injury or medical treatment is not immediately anticipated. VCU is required by federal and state law to report all workplace accidents and to provide workers’ compensation benefits for covered work-related injuries and illnesses.

In addition to an accident report for each accident, the employee must also complete a Physician Selection Form at the time of the accident to ensure the employee has medical coverage under a potentially resulting workers’ compensation claim. Medical care for injuries or illnesses determined to be work-related and covered by workers’ compensation is not covered by COVA health plans, even if an employee waives their right to payment under workers’ compensation; only treatment from the selected panel physician will be covered, and costs for treatment from any other physician may be denied by workers’ compensation.

Information about accident reports and workers’ compensation, including frequently asked questions and checklists for employees and managers, can be found at http://www.hr.vcu.edu/current-employees/benefits/a-z-list-of-benefits/workers-compensation/.

Leave sharing reminder
Leave sharing is available to classified staff and salaried 12-month faculty in the traditional sick leave plan for income replacement when an employee has exhausted their own leave balances for their own illness and during FMLA leave due to family illness. It is also available to salaried classified staff and salaried 12-month faculty in VSDP when they have exhausted their own leave balances during an FMLA leave due to family illness. Please remember to share this information with employees who are going into an unpaid status for these reasons and review the donor and recipient procedures here: http://www.hr.vcu.edu/current-employees/leave/leave-sharing/.

Renewal of affiliates

It is time for the annual renewal of affiliates (excluding emeriti faculty and retiree faculty), which must be completed by Friday, July 28, 2017. Renewals not completed by this deadline mean that expired affiliates (except emeriti faculty and retiree faculty) will be terminated from the Banner system, and these individuals will lose associated privileges (e.g., VCUCard ID, email, library and other access).

It is the responsibility of each department to ensure that affiliate records are terminated in Banner whenever the affiliation ends. Failure to terminate affiliate records in a timely manner represents a risk to the university; affiliates may have access to systems, buildings, and privileges without proper authorization. Please use this annual renewal process to audit your existing affiliates to ensure access is only given to those who require it.

Please follow these steps: 

  1. Review your “Affiliates in Banner” report in the Personnel Administrator folder in the VCU Reporting Center.
  2. Ensure that emeriti faculty and retiree affiliates are listed with the correct Affiliate Group (EMER or RET) so their affiliations will automatically be renewed. To correct the Affiliate Group, follow the instructions to complete the AFNEW2 ePAF – see instructions at http://www.hr.vcu.edu/media/hr/documents/guides/AffiliateUserGuide.pdf.
  3. Terminate affiliate associations that are no longer active by using the AFTERM ePAF – see the instructions at http://www.hr.vcu.edu/media/hr/documents/guides/AffiliateUserGuide.pdf. It is critical to ensure affiliate status is current so that no one has access to buildings, systems or resources for longer than they are approved. (Note: For affiliates who have a zero-salary job in Banner because they supervise VCU employees, the job record must be terminated. Prior to submitting the AFTERM ePAF, complete the TERMJ ePAF to terminate the associated affiliate job. Once the TERMJ is completed, you may complete the AFTERM for the terminating affiliate.)
  4. Use the AFREN ePAF to modify the begin dates for individuals (except emeriti faculty and retiree faculty) who will remain active affiliates. See the instructions at http://www.hr.vcu.edu/media/hr/documents/guides/AffiliateUserGuide.pdf.

Important reminders – July 3 and Express Hire

July 3: payday reminder, VCU open
Please note, the next scheduled payday is Monday, July 3. This is later than usual due to the fiscal year ending. VCU is closed on Tuesday, July 4 for the Independence Day holiday. As a reminder, VCU is open and running on a normal schedule on Monday, July 3 to accommodate our summer academic calendar and meet the needs of students enrolled in summer sessions. The additional time off has been moved to cover part of the 2017 VCU winter closing. Employees taking July 3 off must use appropriate leave to cover the time away from work. For the full 2017 Payday and Holiday Calendar, visit http://hr.vcu.edu/paydays-and-holidays/.

Questions? Email askhr@vcu.edu or call 804-828-0177.

New hire information in Express Hire
To ensure all of VCU’s new faculty have an opportunity to participate in New Faculty Orientation, all new hire information must be entered into Express Hire. Central HR generates a New Faculty Express Hire Report to determine which faculty members need an orientation. New Faculty Orientation is an important step in faculty onboarding and includes information about faculty benefits that often require timely elections or actions. All new faculty should be entered in Express Hire no matter their previous position at the university. Benefit options (mostly retirement) change when employees move to full-time faculty.

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.