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.

Timekeeping changes due to inclement weather

The following is information to help you process timekeeping for changes in VCU’s operating status due to inclement weather. VCU closed all day Wednesday, January 17, 2018 and opened at 10 a.m. on Thursday, January 18, 2018. Time files for the January 10 to January 24 pay period will close Friday, January 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 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.

Questions? Email leave@vcu.edu.

Employees who provide patient care or clinical services to VCU Health

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, January 12, 2018, 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.

Timekeeping changes due to inclement weather

The following is information to help you process timekeeping for changes in VCU’s operating status due to inclement weather. VCU closed all day Thursday, January 4, 2018 and opened at 10 a.m. on Friday, January 5, 2018. Time files for the December 25 to January 9 pay period will close Tuesday, January 9, 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 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.

Questions? Email leave@vcu.edu.

Benefits elections during VCU’s winter closing, end of year FMLA reminder

Benefits elections during VCU’s winter closing
Enrollment deadlines for state employee benefits remain in effect during VCU’s winter closing. Although VCU observes an alternate holiday schedule, the state plans remain in operation. Please share this important information with new faculty and staff in your area to ensure they do not miss the enrollment deadlines below.

  • Faculty and staff newly eligible for health coverage and flexible spending must enroll within the first 30 calendar days of eligibility. For hire dates between November 22 and December 4, 2017, the 30th calendar day deadline falls during VCU’s winter closing.
  • New faculty members have 60 calendar days to elect between the Virginia Retirement System (VRS) and the VCU Optional Retirement Plan, and the same 60 days to opt out of the Virginia Sickness and Disability Program (VSDP) if they elect VRS. For hire dates between October 23 and November 4, 2017, the 60th calendar day deadline falls during VCU’s winter closing.

For employees who plan to submit elections during the winter closing, submissions can be honored only if received by the following methods that provide receipt date verification. Employees must keep transmission or submission confirmations as proof of meeting the deadline in the event there are any problems with receipt. Acceptable proofs of meeting state deadlines during the winter closing include the following methods:

  • Date-stamped fax to ImageNow at (804) 827-8250
  • Email tohrdocs@vcu.edu
  • For health benefits and flexible spending only: Online election through EmployeeDirect at http://edirect.virginia.gov
  • Please do not submit elections/documentation through VCU campus mail during the winter closing

Elections not received by VCU on or before Monday, December 18, 2017, will be processed when VCU reopens for business beginning Wednesday, January 3, 2018. Documentation indicating the appropriate deadline(s) has been met must accompany the elections. Questions? Contact VCU Human Resources at (804) 827-1723 or benefits@vcu.edu.

Time sensitive reminders regarding leave

FMLA: If you have an employee who is on this leave in 2017 and will continue that leave status in 2018, a new FMLA form must be completed for the new year and sent to VCU Human Resources (Campus Box 842511) by Tuesday, January 9, 2018. Appropriate documents can be found at hr.vcu.edu/current-employees/leave/family-and-medical-leave/.

VSDP: Following the January 9, 2018 leave year end date, eServices/VCU Self Service will show the new VSDP (Virginia Sickness and Disability Program) leave accruals for eligible faculty and staff. See also leave summaries under respective employee types at http://hr.vcu.edu/current-employees/leave/.

EWP actions, Inside HR website, fingerprinting

EWP actions and the HR Redesign
As you are aware, the Working@VCU: “Great Place” HR policy is effective January 1, 2018. Due to the implementation of changes in eJobs as we transition into the new HR plan, no new EWP actions can be created or submitted at this time; they may resume upon our return from winter break. Postings and hiring proposals may continue to be submitted. However, we request that you complete as many prior to December 12th as possible.

Changes in eJobs will be visible upon return from winter break in January. All classified EWPs and A&P faculty positions will have been migrated into a new Position Description format. From that time forward, all positions should be created and posted as University and Academic Professionals (University employees).

Please contact your HR Professional or HR Consultant if you have questions.

Inside HR website
VCU Human Resources is pleased to launch a new web resource for the VCU HR community. Insidehr.vcu.edu is a CAS protected website developed to support you and your role as the university transitions to the new Working@VCU: “Great Place” HR policy. The guidelines, processes, forms, templates, user guides and other materials that support the new HR plan can be found here. Information about access, training and user guides for HR information systems such as Banner, eJobs and Talent@VCU are also available on this new “intranet.”

Intranets like this are a best practice for organizations of our size and scope. 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. I invite you to spend some time on this website and share your thoughts about how to improve these resources moving forward. Please email hrwebmstr@vcu.edu if you have questions or feedback.

Fingerprinting
Today is the last day for fingerprinting until after winter break. Fingerprint services are typically offered on Tuesdays, however, the Police Department has agreed to conduct fingerprints for VCU on Thursday, January 4, 2018. The hours are the same, 9 a.m. to 11 a.m. and 1 p.m. to 4 p.m. If you have extenuating circumstances, please contact Brenda Alexander at 828-8525 or email baalexander@vcu.edu.

Before sending employees for fingerprints, HR administrators and hiring managers should complete section II of 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.

Note: All (Fingerprint and HireRight) criminal conviction background checks must be completed and approved before an employee begins work. Also these background checks are required to be completed within 30 days of the hire date.

Employment actions through December 31, 2017

The new HR plan goes into effect starting January 1, 2018. The new HR plan is designed to modernize VCU’s HR practices, be more responsive to the needs of our employees, reward learning and career development, recruit and retain top talent, and maintain what we appreciate most about state employment. Employees hired into positions that were posted on or after July 1, 2016 will become members of the new HR plan on January 1, 2018. All other Classified staff who choose to enroll in the new HR plan (enrollment runs January 1 to March 31) and A&P faculty will become members of the new HR plan on July 1, 2018.

These effective dates will have an impact on our hiring moving forward. Please keep the following in mind and talk with your HR Consultant/HR Professional if you have any questions.

  • New staff hired January 1, 2018 or later are hired as university employees (University and Academic Professionals). All newly hired university employees serve a one-year probationary period with VCU.
    • Classified employees hired from another state agency who start work January 1, 2018 or later are hired as university employees. Per Working@VCU: “Great Place” HR Policies, their leave accruals do not transfer to VCU and must be paid out by the agency from which they are separating employment. They also serve a one-year probationary period.
  • Schools and departments may continue to post A&P faculty positions through December 31, 2017 (and technically hire A&P faculty from these postings well into 2018). These employees automatically become university employees on July 1, 2018.
  • VCU will no longer recruit for A&P faculty positions after December 31, 2017.
  • For positions posted through the end of the year, VCU compensation staff and HR Consultants will work with hiring departments to ensure that new hires have a VCU Job Title and Job Level assignment. For positions posted on or after January 1, 2018, the determination of job title/job level will become part of the hiring proposal process.
  • Classified employees at VCU who were hired into positions posted before July 1, 2016 may choose whether or not to participate in the new HR plan (enrollment runs Jan. 1 through March 31). Should they choose to enroll, they become a University and Academic Professional effective July 1, 2018. They do not have to serve another probationary period. All of their leave balances (sick, personal-family, and annual) will roll over to their new bucket of leave on July 1, 2018. New annual carry-forward rates will then apply (see “paid leave” at greatplace.vcu.edu/faqs/ for more information).
  • VCU Classified employees who are offered another position at VCU on or after January 1, 2018 will have the choice of becoming a university employee or remaining a Classified employee. The effective date of this decision coincides with the effective date of the position change. As described above, classified employees choosing to become university employees as a result of acceptance of an offer for a new position do not serve another probationary period, and their leave balances will roll over to their new bucket of leave on the effective date of the position change.
  • Employees hired into Classified positions posted on or after July 1, 2016 automatically become University and Academic Professionals on January 1, 2018. Their probationary period is one year from their hire date. Their annual leave balances roll over to their new leave bucket on January 1, but any remaining sick or personal-family leave balances are removed as is standard at the end of the leave year per the current leave policy.

As a reminder, this and other information will be covered in the upcoming HR Partners meetings. Please register for a session if you have not done so already. As always, thank you for your partnership and support for this very important project. If you have any questions, please talk with the HR Professional or HR Consultant for your area.

 

HR Partners meetings

With the details of the Great Place: HR Redesign coming together and enrollment fast approaching, we are dedicating time to review implementation timelines, preview resources and answer your questions. Join us for a special HR Partners meeting. Register for one of the following sessions to learn more about the specifics of the HR Redesign, the upcoming enrollment period, and how we will partner as an HR community moving forward.

Monroe Park Campus
University Student Commons, Virginia Rooms
November 29
9 a.m. to noon
Register here

MCV Campus
Larrick Center
November 30
9 a.m. to noon
Register here

In the meantime, please continue to check https://greatplace.vcu.edu/ and work with the HR Professional or HR Consultant in your area if you have questions. We look forward to sharing details about this important project as well as opportunities for you to learn and grow in your role. We are grateful for your partnership with the Great Place: HR Redesign and for all you do to support VCU’s mission.