Department Representative Meetings are held twice a year and provide an excellent opportunity to receive important reminders and updates, as well as to network with HR employees and other Department Representatives.
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Q&A Session
Note: These Questions & Answers have been modified somewhat to fit the online format.
Equal Opportunity & Compliance
Q: What are the time stipulations or instances to have a Telecommuting Agreement?
A: Employees are not authorized to telecommute until they have completed a Telecommuting Agreement and received approval from Human Resources. Each agreement is reviewed on a case-by-case basis. The University's Telecommuting Policy contains additional requirements for employees requesting to telecommute due to a medical reason or if they are providing care for a dependent. For additional information, please refer to the University's Telecommuting Policy located at http://policies.vpfa.fsu.edu/personnel/3b.html#6.
Q: Would a Telecommuting Agreement be required if an A&P employee requests and takes leave, but upon returning to work requests a leave adjustment stating that they worked from home for several hours?
A: The University's policy requires that all employees have an approved Telecommuting Agreement on file in Human Resources prior to any telecommuting taking place. Telecommuting without prior approval may result in disciplinary action.
Time & Labor
Q: When are excess annual leave retention requests due?
A: Retention requests will be accepted for staff employees and out-of-unit faculty. These requests should be filled out, fully approved, and submitted to our office no later than 12/12/14.
Q: Can some excess annual leave be retained if specific plans are made for use of the excess?
A: A request indicating a designated amount can be submitted to our office. Please include comments on the form detailing the intent to use excess and Human Resources will evaluate accordingly.
Q: When will Time Entry and Approvals occur for pay period ending 1/1/2015 "N"?
A: Since processes will be run over the Winter Break, we are going to ask departments to enter and approve time prior to leaving. An official announcement will go out via the Listserv, but we are looking at time entry being due either 12/22/14 or 12/23/14 and the approvals being due the next immediate day.
Q: Do DROP participants receive only one annual leave payout, either at the beginning or the end of their DROP period?
A: Not necessarily. DROP participants can opt for a leave payout upon entering DROP as well as upon final separation, but the combination of the two payouts cannot exceed the pay plan maximum. Therefore, if an employee has the appropriate balance and opts to receive a payout of the pay plan maximum upon entering DROP, they will not be eligible to receive any future payout. However, if an employee receives only a portion of the pay plan maximum upon entering DROP, they may later get paid out the difference assuming they have the appropriate balance. The same logic applies to employees that have previously worked for the University and received a prior annual leave payout.
Q: If a department is off campus, should they fax social security cards instead of scanning on a secured platform?
A: No, social security cards should not be faxed to our office. Please use the Electronic Forms Wizard for submitting Social Security Cards.
Meeting Agenda
Download Meeting Agenda (PDF format)
PowerPoint Presentation
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Q&A Session
Note: These Questions & Answers have been modified somewhat to fit the online format.
Benefits/Retirement
Q: Will health insurance premiums be going up this year?
A: Employee-paid premium rates will remain at their current levels for 2014. At this time, we do not know if the employer-paid premium rates will be changed. Once this information is available, we will forward it to all department representatives.
Q: How does supporting documentation for the Domestic Partnership Health Insurance Stipend work with the State of Florida?
A: Please see the HR website for additional information on the Domestic Partnership Health Insurance Stipend and the required documentation.
Employee Data Management
Q: Is the old Dual Comp Form acceptable?
A: No. Only the current version is acceptable. A suggestion would be to bookmark highly used forms from the HR website and keep them in a folder on your internet browser as opposed to saving them to your desktop in order to ensure the current version of the form is always used.
Employment
Q: I've been submitting Courtesy appointments months before the paid appointment paper is submitted. Can we now submit the paid appointment paperwork early, let the professor get access to email/BlackBoard, and then get paid based on funding dates?
A: Yes, for salaried faculty appointments (Regular, Research, Visiting), as long as the appointment is in OMNI, the new faculty member can gain access to email and BlackBoard ahead of their start date.
Payroll
Q: Will there ever be ChartFields in HR?
A: ChartFields are still on a list of items to be addressed in OMNI HR.
Time & Labor
Q: As the Representative, when I need to approve time, I print the "needs Approval" OMNI screen and then approve. I then have the supervisor sign both pages. Is that a good way to help show that the employee's time is accurate and we're in compliance?
A: In a self-service department, you should first attempt to have the time approved by the immediate supervisor or the second level supervisor. In the event that both supervisors are unavailable, you can approve it on their behalf and maintain documentation of the supervisor authorizing the approval. The example above is appropriate documentation.
Q: If the group number is removed in Time & Labor, will the employees automatically show up under secondary level supervisors or does that have to be set up?
A: Yes, second level supervisors have access to approve second level employees. They can either search without a search criteria (no group ID) or by the employee's specific employee ID.
Q: Is there a possibility to have OPS OMNI timesheets default to elapsed instead of punch for those of us who use manager self-service? My Director has decided against moving to self-service time entry.
A: Directors and Deans that are hesitant to move to self-service should contact HR to address their concerns. The Office of Human Resources is here to help and assist departments in overcoming these hurdles. We do have the capability to change timesheet views, but would be reluctant to do so without hearing the department's concerns first.
Training & Organizational Development
Q: What sections of New Employee Orientation (NEO) do OPS employees need to complete?
A: OPS employees should complete the Benefits session designated for OPS. All other NEO sessions include information applicable to all employee classifications. If your department offers new employees the same training covered in an online NEO session (i.e. Sexual Harassment Training, Time and Labor Training) or if your OPS employee will never be dealing with records or utilizing email for business purposes (Records Management), the employee can indicate the individual NEO sessions that they do complete on the Certificate of Completion Form.
Q: Is Central HR tracking that the orientation is completed timely? How can a department keep track of employees completing the orientation?
A: All employees receive an immediate confirmation message when they submit the Certification of Completion successfully. The Office of Training and Organizational Development (TOD) receives and tracks all submitted NEO Certification of Completion Forms. Currently, non-OPS employees who have not completed NEO receive an email reminding them to do so. Questions regarding completion of NEO can be directed to the Office of Training and Organizational Development at 644-8724 or training@fsu.edu.
Meeting Agenda
- Download Meeting Agenda (PDF format)
PowerPoint Presentation
- Download Full PowerPoint Presentation (PowerPoint format)
- Download Full PowerPoint Presentation (PDF format)
Q&A Session
- Note: These Questions & Answers have been modified somewhat to fit the online format.
Employment:
- If we have employees who work with cash or have fiscal responsibilities without a level 2 background check, should we do them now?
- In general, no, there is not a need to do a background check. If the employee has recently assumed new duties that would necessitate a background check, a check may be performed. Please work with Employee and Labor Relations prior to performing a background check on existing employees.
Employee Data Management:
- What happens if an I-9 is not completed before the first day an employee works.
- The department would not be in compliance with I-9 regulations or E-Verify regulations. The appointment will not be processed without the I-9 being complete; it is the department's responsibility to ensure the I-9 is completed in a timely manner.
- Are we still required to print the I-9 Form for submission to EDM/recruiters along with new hire paperwork?
- If the I-9 is completed in Guardian, no printouts are required and should not be made. Those who process appointments in HR have access to Guardian to see the completed I-9. Only primary I-9s should be kept (the I-9 in Guardian is the primary I-9), no copies of I-9s.
- If a person is a Courtesy faculty appointment (non-funded at FSU) but funded as a full-time faculty at FAMU and this faculty leaves FAMU will we have to complete a separation checklist for this person?
- No Separation Checklist is needed for non-salaried employees. The Courtesy appointment should be terminated if no longer in use.
Benefits/Retirement:
- Are there criteria as to who qualifies as a domestic partner?
- We will have more detailed information coming in the near future on this plan.
- Are the fines for coverage given to the agency (FSU) or employee?
- If the employee is eligible for coverage and goes to the 'exchange' and acquires coverage, then the fine is on FSU.
- Is the enrollment in the spouse program required?
- No it is not, however the cost for family coverage is $180 per month and the spouse program is $15 per employee per month.
- If I have an OPS that is eligible, and is receiving coverage, what happens if they drop to less than 30 hours within that same year?
- If the employee is eligible, and signs up for coverage, they may keep that coverage for 12 months following their enrollment as long as they are still employed. If they terminate, they will be offered COBRA.
- How do departments share the expense of the ACA if the OPS employee works in multiple departments?
- We are working that out so that departments will share the cost based on the % for each department.
- You said that departments need to budget for 12 months for the ACA, and that the University would only be responsible for 12 months of coverage. Do OPS benefits expire? Why only the 12 months? I just need clarification since I thought I heard that departments only need to budget for 12 months and that benefits expire when the employee terms.
- If the employee enrolls in health coverage, they are entitled to keep it for 12 months, whether their FTE goes down or not. IF they terminate from FSU, and are not working in another state agency, then the coverage will end and they will be offered COBRA. If they continue to work full time, they continue to keep the coverage for the next 12 months.
- When you referred to the last hiring agency being responsible for the premium, is this referring to outside employment.
- It is only referring to their employment with an employer participating in the State Group Insurance with People First.
- If we hire part-time OPS who already have FRS membership (e.g., adjunct faculty who work for the State as a primary job), is there a way to not enroll them in Bencor?"
- No. An OPS employee who has a salaried position at another State of Florida university or agency must participate in Bencor at FSU. (If the salaried position is here at FSU, the employee will be exempt from Bencor.)
