1. HR Forum Connecting HR … Serving the Duke Community
August 2017

2. Agenda National Labor Relations Board Update
Employee Kickoff Celebration
Healthy Duke: Week of Wellness
Multi-State Employment
Parking Permit Renewal Process
Premium Visa Processing
Faculty and Staff Retirement Plan Fee Disclosure
Office of Federal Contract Compliance Programs Audit
Reminders & Updates
Duke Healthy Campus – Kyle Cavanaugh
Investment & Fee Changes – Sylvester Hackney
Financial Fitness Week – Sylvester Hackney
Worker’s Compensation Injury Reporting – Chip Kyles
Get ‘FIT IN 15’ – Julie Joyner
Valor Games – Denise Motley
Duke Appreciation Movie Night – Denise Evans
Employee Health/LIVE FOR LIFE Move – Carol Epling
Reminders & Updates – Paul Grantham

3. National Labor Relations Board Update
HR Forum
National Labor Relations Board Update

4. Employee Kickoff Celebration
HR Forum
Employee Kickoff Celebration

9. Healthy Duke: Week of Wellness
HR Forum
Healthy Duke: Week of Wellness

10. Week of September 11-15
“Week of Wellbeing” with FIVE days of activities and events
One day dedicated to each thematic Area
Opportunities for students, faculty, and staff to engage in their personal wellbeing and opportunities to build community through health and wellness activities
Planned events and a “toolbox” of options for work groups

11. Day 1 – Mental & Emotional Wellbeing
Day 2 – Environment & Culture
Day 3 – Physical Activity & Movement
Day 4 – Fulfillment & Purpose
Day 5 - Food & Nutrition

12. Sample of Planned Events
Yoga at Duke Chapel
Free Pass to Wilson/Brodie
Balanced Plate at Duke Dining
Run/Walk
Campus Farm Tour
Walk With A Doc
Events at Nasher
Lunch N Learn Series
EOHW Open House
Duke Farmers Market
Chapel Stair Climb
Balance Testing
Dogs at Duke

13. Sample of Toolbox Activities
Nutrition Lunch & Learns
Carbon Calculator Challenge
Thank A Smoker
Fit In 15 Challenge
Sneaker Day
Duke Fitness Club Passes
Photo Voice #
Pick N Print
Volunteer Opportunities
Create a Tree of Gratitude
I Asked a Friend
Slideshow of Smiles
Downloadable Mandalas

14. Multi-state Employment Update
HR Forum
Multi-state Employment Update

15. Multi-state Initiative
Project Scope
Centralized approach for managing out of state programs and employment for the University and DUHS (letter from Dr. Trask and Dr. Fulkerson)
Applies to exempt (monthly) employees only
Nonexempt(biweekly) employees should not be engaged in out of state programs as Duke employees.
Each state has varying wage and hour requirements
These individuals should be hired through staffing agencies.

16. Why is this important? Employer Taxes and Reporting Requirements
Registration Requirements
Impact on Individual Employees
Withholding Rates are Different for Other States
Some States require local/city, county, in addition to state taxes
Employees will be required to file multiple tax returns
Employees will need to track time in the individual states
Exposure for Duke
Penalties and Interest
Increased risk for litigation
Oversight and understanding of current and future exposure

17. Current states/districts available for Duke Employment/Exempt Staff
California
Florida
Georgia
Maryland
New York
South Carolina
Tennessee
Texas
Virginia
Washington, DC

18. Alternative options for departments
Assess opportunities to conduct programs remotely, using onsite resources at Duke.
Leverage the use of staffing agencies, in which case the individuals would be employees of the staffing agency rather than Duke.
For short term arrangements, coordinate with the host entity to hire the individual as an employee. Duke can then issue the payment to the host institution.

19. Business Process
Departments engage the following partners regarding new programs :
Departmental Business Managers
Management Centers
Human Resources and Finance Partners
If programs are approved, payment methods will be defined and assistance from department and/or employee is needed:
If payments are issued by Duke to employees, the proper forms must be collected
Each state has a unique form, unless the state defaults to the federal withholding allowances.
Home addresses should reflect state of residence
Campus addresses should reflect work address

20. Parking Permit Renewal Process
HR Forum
Parking Permit Renewal Process

21. What you need to know about your parking permit:
Current permits expire midnight Tuesday, August 15
with subject Your 2020 permit is on the way, means your permit:
Has been renewed
Is being mailed to your primary address
Is valid for 3 years (expires August 15, 2020)
If you don’t have your new permit on August 16, swipe your DukeCard for entry/exit

22. Manage My Parking Account: parking.duke.edu

23. New enclosure mailed with all permits

24. Dos and Don'ts
Discard current permit after departing Duke on August 15
Hang new permit in vehicle before entry on August 16
Ensure only one permit is in vehicle
Log in to Manage My Parking Account and update vehicle information
✕Share your permit with someone in front of or behind you

25. Permits for Departments, Vendors, & Contractors
Communicate renewal requirements as soon as possible.
Permits issued to groups are not linked to an alternate ID --> the permit must be present for access
Ensure new permits are in the possession of the user or in the associated vehicle on August 16.

26. Duke Visa Services: Premium Processing Fee
HR Forum
Duke Visa Services: Premium Processing Fee

27. Premium Processing Fee for H-1B I-129 Filings
July 24, 2017: U.S. Citizenship and Immigration Services (USCIS) will resume premium processing for certain cap-exempt H-1B petitions,  effective immediately.
If you have any pending H-1Bs petitions filed with USCIS that should be upgraded to premium processing, contact your Duke Visa Services Advisor for instructions and assistance.
The current Premium Processing fee is $1225. This fee is in addition to the $460 filing fee and the additional $500 Fraud fee required for initial H-1B filing.
The Premium Process fee changes the USCIS review time for any H-1B I-129 filing from 3 to 4 months to 15 days. Keep in mind that this fee does not guarantee an H-1B will be approved in 15 days. USCIS has the option to request additional documentation for review instead of adjudicating the application.

28. HR Forum
403(b) Fee Disclosure 2017

29. What is Fee Disclosure?
Increased transparency about fees and services for 403(b) plans.
Helps Plan Sponsors review costs and services.
Helps participants compare investment options in the plan
Provides participants with information about fees and expenses.
Notification about fund changes in the Plan

30. How will Fee Disclosure be delivered?
and printed booklet were delivered in July
All exempt employees and some nonexempt employees (based on job family and job level) received an – 35,142
All other nonexempt employees and all terminated participants with a balance received a printed booklet – 23,555
CPOP participants received a booklet - 85

31. Included this year Information about investment changes:
Replace existing target date fund series at Fidelity, VALIC and TIAA with the Vanguard Institutional Target Retirement Fund series
Redirect future contributions from the CREF Money Market Account to the Vanguard Federal Money Market Fund at TIAA
Change the Vanguard Target Retirement Funds to a lower cost share class at Vanguard
Change to a lower cost share class for 50 other Vanguard funds
Separate the cost of operating the plan from fund expenses at Vanguard
Other fund changes as recommended by the Investment advisory committee

32. Office of Federal Contract Compliance Programs Audit
HR Forum
Office of Federal Contract Compliance Programs Audit

33. OFCCP Compliance Review Process
Notification of compliance review and list of documents/reports and data request; 22 Items for sub-parts
Typically 30 days for submission
Desk Audit – Currently we are in the first phase
Request for additional information or clarification; more targeted data requested
Onsite review and/or onsite Interviews
Outcome - Disposition 2

34. Documents, Reports and Data Request
Affirmative Action Plan documents for Women and Minorities
Supporting Data 2015 CY and first 6 months of 2016
Organizational display by department, Ethnicity, Race and Gender E/R/G
Job Groups – all jobs and pay ranges
Percent of women and minority for each job group and job title
Comparison of incumbency to estimated availability and Progress to Goals (previous year)
Placement goals where difference/gaps
Initiatives to alleviate gaps
Monitoring and auditing systems 3

35. Documents, Reports and Data Request
SECTION 503 AND VEVRAA Affirmative Action Plan documents
Results of evaluation of effectiveness of outreach and recruitment efforts
Documentation of all actions taken to comply with audit/reporting system requirements
Reasonable accommodation policies
Assessment of physical and mental qualifications for all jobs
Utilization analyses – for IWD for staff/faculty representation
Hiring benchmarks for veterans at 7% 4

36. Documents, Reports and Data Request
Employment Activity for faculty and staff
Applicants, hires, promotions and terminations
Employee level compensation data
Factors that determine pay
Compensation policies
IPEDS Report for 3 years
VETS 4212 Report
Bargaining Unit Contracts – list of jobs covered by BU
Procurement service contracts
Personnel policies 5

37. Possible Outcomes
If no violation:  OFCCP issues a Notice of Compliance closing the audit.
If there are “technical violations”:  OFCCP issues a Notice of Violations (NOV) and a proposed Conciliation Agreement that outlines the remedial actions to be taken by the employer. 
Common technical violations:  failure to keep records for the statutory period, failure to list jobs with the ESDS.
If there is a finding of unlawful discrimination: 
OFCCP issues a Notice of Violations and a proposed Conciliation Agreement that outlines the remedial actions to be taken by the employer. 
Typically, this involves the payment of back pay and interest to “victims” of alleged discrimination and preferential hiring to those victims who are interested in becoming employed by the contractor.  OFCCP does not levy “fines” or “punitive” damages, although disbarment is the ultimate remedy if the contractor refuses to come into compliance after notice from the agency 6

38. Possible Outcomes When does OFCCP come on-site during an audit?
Typically, the OFCCP comes on-site when it wants to inspect the employer’s premises, review records and interview managers and employees.  On-sites often involve a “team” of OFCCP compliance officers who may interview employees simultaneously in different conference rooms.  On-sites can last one day or multiple days.
 Does an OFCCP on-site visit mean that there will be a NOV? 
Not necessarily.  But, OFCCP typically does not come on-site without some “indicators of discrimination”, so be prepared! 7

39. Compliance Review at Duke University
Time period - Started in fall 2016; 8 submissions, most recent August 7th 2017
Location - Initially one unit based on physical address (22 Staff); Expanded to University
(15, 000 staff); includes DU Campus, School of Medicine and PDC
Groups
Initially full time staff (including post doctoral fellows) and regular rank faculty
Added part-time and temporary staff, all student employees and non-regular rank faculty
Support
Outside counsel and a consultant for compensation analyses
Internal partners – Counsel’s office, Office for Institutional Equity (lead role), Central HR, Institutional Research and all department based HR staff 8

40. Possible Vulnerabilities
Lack of university wide self-identification process for applicants
Hires with no applicant pools and very large percent of unknown R/E/G, disability and veteran status
Documentation to support selection decisions
Documented and accessible compensation factors to explain possible differences
Incomplete and missing applicant flow records for appointments not in any applicant tracking system
Documented good faith efforts to recruit veterans and individuals with disabilities to support unattainable benchmarks – may not be sufficient
Selection rates may indicate disparities
Continued under representation among select groups 11

41. Discussion, Questions and Comments12

42. HR Forum
Reminders & Updates

43. Teamwork & Diversity Awards
Teamwork: foster cooperation, collaboration and open communication
Diversity: demonstrated a respect and value for differing backgrounds and points of view within the University community.
Nominations: due Sept. 15

44. Open Enrollment Dates
October 23 – November 3

45. IT Security Reminder
The Office of Information Technology (OIT) completed the transition to the encrypted “Dukeblue” Wi-Fi network  and retired the “Duke” wireless network on Aug. 1.
The Dukeblue network requires a NetID and password for access and encrypts every bit of data it transfers, making it virtually impossible for hackers to eavesdrop on the wireless transmission.

46. Run/Walk Club East Campus wall 751/Cameron Boulevard
The Fall Duke Run/Walk Club Starts August 14
No-fee
12-week program for all Duke faculty and staff at all fitness levels.
Club meets at 5:30 p.m. at
East Campus wall
751/Cameron Boulevard
Duke Raleigh Hospital meets on Thursdays at 11:30 a.m. in front of the gardens

47. Flu Blitz: Sept. 21
FLU

48. Revisions to the Form I-9 instructions:
As you may have heard, the I-9 form has been updated and revised on the Equifax electronic tool.  The changes very minor:
We changed the name of the Office of Special Counsel for Immigration-Related Unfair Employment Practices to its new name, Immigrant and Employee Rights Section.
We removed “the end of” from the phrase “the first day of employment.

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