1. 1 Florida International University HR Liaison Hands-on Workshop June 30 & July 1, 2008

2. 2 Morning Agenda 09:00am - 09:15am 09:15am - 09:30am 09:30am - 10:10am 10:10am - 10:40am 10:40am - 10:55am 10:55am - 11:15am 11:35am - 11:55am 11:55am -12:05pm Carlos Flores, Director of Operations Maria Elena Rodriguez, Compensation Coordinator Carolyn Jackson, Director of Recruitment Idorys Calvo, Assistant Director Payroll Shanequa Fleming, Director of ODL Evelyn Rodriguez, Director of Benefits Administration Cintia O'Reilly, Coordinator of E&LR Edward Leao, Service Center Coordinator

3. 3 Intro for HR Liaisons Division of Human Resources Overview Payroll Implementation Overview Enterprise Version 4 (EV4) Application Training Hands-on Workshop Forms Update

4. 4 Division of Human Resources Overview Compensation Workforce Recruitment Equal Opportunity Programs Organization Development & Learning Employee Records / Payroll Benefits Administration Employee & Labor Relations Human Resources Service Center

5. 5 Payroll Implementation Overview Understanding: – Paygroups – Departments (Org. Code) – Position Numbers and Job Codes – Pay Plans – Benefit Programs – Compensation Frequency – Cost Centers ( Dept_ID and Project_ID) – ID’s ( ADP Emplid, Panther ID, PeopleFirst ID)

6. 6 Enterprise Version 4 (EV4) Application Navigation Human Resources Module Payroll Module Automatic Labor Allocations (ALA) Contract Module

7. 7 Hands-on Workshop Distribute, Login and Validate EV4 User ID Will use individual ID’s to navigate the application Activities throughout sessions to reinforce material Will configure Favorites

8. 8 Florida International University Division of Human Resources Overview

9. 9 What does the Division of Human Resources do?

10. 10 Let’s find out what is in the box…

11. 11 Division of Human Resources Workforce Recruitment / Equal Opportunity Programs Compensation Organization Development & Learning Employee Records / Payroll Benefits Human Resources Service Center Employee & Labor Relations 1 2 3 4 5

12. 12 Division of Human Resources Workforce Recruitment / Equal Opportunity Programs Compensation Organization Development & Learning Employee Records / Payroll Benefits Human Resources Service Center 1 2 3 4 5 Employee & Labor Relations

13. 13 Florida International University Compensation Info Session

14. 14 Meet the Compensation Team Maria Mazorra, Director of Compensation Maria Elena Rodriguez, Compensation Analyst Reina Beades, HR Representative Ana Pineda, HR Representative

15. 15 Compensation Intro for HR Liaisons Procedure to Establish a New Position Position Updates –Unfilled –Filled Reclassifications –Unfilled –Filled Approvals Process Other Services Provided

16. 16

17. 17 Procedure for Establishing New Positions Send New Position Request Form (NPR) via Interoffice Mail with required signatures Compensation will establish the position and create a new position number Requesting Administrator will receive position number via interoffice mail After receiving new position number, requesting administrator will create the position description in the “Online Position” module (i.e. PeopleAdmin) Compensation will ensure position description is aligned with the job specifications and approve position description Once the position description is approved in PeopleAdmin, a staffing email will generate advising Requesting Administrator that the position has been approved and may contact Workforce Recruitment for the posting instructions of the position Requesting Administrator will receive via interoffice mail a Classification Action Memo stating the establishment of the new position

18. 18 Change in Titles (i.e. promotions, Demotions, reassignments) Additional Duties or change In Dept, FTE

19. 19 Unfilled Position Update & Reclassifications Log on to PeopleAdmin and update/reclassify position description Compensation will ensure Position Description is aligned with job specifications and establish an effective date Once the updated position description is approved in PeopleAdmin, a system generated email will be sent from “Staffing E-mail” advising the Requesting Administrator that the position has been approved

20. 20 Filled Position Update & Reclassifications Log on to PeopleAdmin and update/reclassify position description Complete and submit Administrative/Staff Change Form to PC 226 Compensation & Classification Compensation Analyst will ensure Position Description is aligned with job specifications, review Administrative/Staff Change Form and establish an effective date Once the updated position description is approved in PeopleAdmin, a system generated email will be sent from “Staffing E-mail” advising the Requesting Administrator that the position has been approved

21. 21 Required Approvals Administrative Administrative/Staff/Temporary Updates/Reclassifications ≥ 10% Administrative/Staff/Temporary New positions/reclassifications Increases ≥ 10% Lump sums Academic Affairs Units should refer to respective unit/VP policy

22. 22 Approval Process After all signatures acquired –The effective date must be at the beginning of the pay period –People Admin approved with same date –Information entered with same date in HR System

23. 23 Other Actions Administrative Increments Shift Differential Pay Educational Incentive Awards Bonus Lump sum Operational Excellence Awards Change in Cost Center Spot Awards Extra State Compensation (Overloads) Project Base Pay Variable Compensation Plans Living Wage Salaries Special Duty Pay On Call Pay Call Back Pay

24. 24 Common FLSA Violations Misclassification of employees as exempt – use as an attempt to avoid paying overtime Improper payment for break time - any break of five to 20 minutes must be considered hours worked. Meal periods of more than 30 minutes not hours worked. Training – If training is during working hours, job-connected work is produced during training, training is considered a requirement for on-going employment, then the hours in training must be considered hours worked. Compensatory time off - Best practice is to pay non-exempt employees overtime for all hours worked in excess of 40 the week they are worked. However, we (FIU as a Public Entity) can give accrual of comp time to non-exempt employees on a time and a half times for each hour worked in excess of 40 hours.

25. 25 Common FLSA Violations Failure to pay for unauthorized hours worked- the fact that you told employees to leave their work station for lunch and not show up early and leave late will not reduce supervisor’s responsibility. If we allow the employee to work extra hours, we must pay the overtime. Inaccurate records – employees making changes, supervisors altering records, lost records, someone else recording time.

26. 26 Compensation Q & A http://fiu.edu/hr/Compensation/Home.html

27. 27 Division of Human Resources Workforce Recruitment / Equal Opportunity Programs Compensation Organization Development & Learning Employee Records / Payroll Benefits Human Resources Service Center Employee & Labor Relations 1 2 3 4 5

28. 28 Florida International University Equal Opportunity Programs and Workforce Recruitment Info Session

29. 29 Meet the EOP Team Bennie Osborne, Director Nelson Perez, Assistant Director Chloe Nixon, Office Manager Marjorie Kelly, Program Assistant

30. 30 EOP Intro for HR Liaisons Role in Recruitment & Search and Screen Process –Underutilization –Applicant Pool Certification On-line Approval & Report –ADA Accommodations (New Hires) Approval of Waiver Requests –Degree Waivers –Posting Waivers (Search & Screen Guidelines)

31. 31 Meet the Workforce Recruitment Team Carolyn Jackson, Interim Director Ana Jimenez, HR Coordinator Daniel Tapia, HR Coordinator Kathie Alexander, HR Coordinator-BBC Thamara Baquero, Sr. Recruiter A.J. Artiles, Program Assistant

32. 32 Workforce Recruitment Forms Matrix Post a Job Announcement (Admin/Staff) NA www.fiujobs.org/hr Post a Job Announcement (Temporary) Request to Hire Temporary Appointment Form Temporary Appointment Guidelines www.fiu.edu/hr www.fiujobs.org/hr New Hire (Administrative & Staff) Admin/Staff New Hire Form Completed FIU Application Resume Proof of Education Reference Checks Salary Appointment Guidelines Compensation Handbook http://www.fiu.edu/hr/publications/pub_handbook.html New Hire (Interim) Admin/Staff New Hire Form Completed FIU Application Resume Proof of Education Reference Checks (Transcript, if applicable) Salary Appointment Guidelines Compensation Handbook http://www.fiu.edu/hr/publications/pub_handbook.html New Hire (Temporary Appointment) Temporary Appointment Form Completed FIU Application Temporary Appointment Guidelines www.fiu.edu/hr PromotionAdmin/Staff Change Form Interdepartmental Hiring Guidelines www.fiu.edu ReassignmentAdmin/Staff Change Form Interdepartmental Hiring Guidelines www.fiu.edu DemotionAdmin/Staff Change Form Interdepartmental Hiring Guidelines www.fiu.edu Request a waiver of degree Degree Waiver Memo of Justiciation for request Completed FIU Application Resume Admin/Staff New Hire Form NA EOP Website http://www.fiu.edu/hr/eop/forms.html Request a Posting Waiver Memo of Justiciation Candidate resume Search & Screen Handbook EOP Website http://www.fiu.edu/hr/eop/Publications.html Request Faculty Posting AA Approved PAR Advertisement AA Faculty Recruitment Process EOP Website http://www.fiu.edu/hr/eop/forms.html Academic Affairs Website http://academic.fiu.edu/academicbudget/www/forms.html

33. 33 Recruitment Intro for HR Liaisons Recruitment of Administrative, Staff and Temporary Positions Recruitment and processing of all Promotions, Reassignments and Demotions Coordination and processing of Background & Fingerprint Checks Placement of all Advertisements for position vacancies Coordination of all formal offers of employment Approval of Moving & Relocation Expense Requests

34. 34 JOBSLink - (PeopleAdmin Applicant Tracking System) Create and submit Job Announcement for approval using the PeopleAdmin On-line system (JOBSLink) Target Salary Range is established and discussed with hiring department (Based on market & internal salary data) Job Announcement is approved and posted on JOBSLink Advertisement of position is coordinated with Ana Jimenez (if applicable) *ALL CHANGES TO POSITION DESCRIPTIONS SHOULD BE MADE PRIOR TO SUBMISSION OF JOB ANNOUNCEMENT FOR POSTING

35. 35 JOBSLink - (PeopleAdmin Applicant Tracking System) Recommended Posting Periods ( 1 week minimum required) Clerical & Secretarial2 weeks Service/Maintenance2 weeks Skilled Craft2-3 weeks Technical & Paraprofessional2-3 weeks IT-Related2-4 weeks Administrative & Managerial4-6 weeks Executive (Search & Screen)Open until Filled Specialized/Difficult to FillOpen until Filled * Positions can be re-opened upon request

36. 36 Procedure for Establishing New Positions - Establishing Target Salary Range Interdepartmental Hiring Guideline and how it impacts the ranges set within. This to consider when establishing range… –Internal Salary Comparison: What are other employees that are within this classification making within the University? Within my College/School/Department? –Market Salary Data: Gives us an idea of what competitors may be paying for the same functions –“First Focus” should be on the function itself and It’s worth –Different/Unique org structure or job responsibilities

37. 37 Recruitment Actions New Hires –Notify Responsible Recruiter –Conduct necessary Background/Referencing –Discuss Salary Administration –Select appropriate effective date Reassignments (Intradepartmental) –Notify Responsible Recruiter –Discuss Salary Administration –Select appropriate effective date

38. 38 Recruitment Actions Promotions (Intradepartmental) –Notify Responsible Recruiter –Discuss Salary Administration –Select appropriate effective date Demotions –Notify Director or Responsible Recruiter –Discuss salary administration –Prepare demotion statement –Select appropriate effective date

39. 39 Definitions (Appointments) Regular - Employees appointed to fill a position on a full-time or part-time basis Interim - Employees appointed to fill a position on a full-time or part-time basis which is not expected to be available for more than a limited period of time. An Interim Appointment should not be provided for more than two consecutive years, Unless approved by the Division of Human Resources Grant-Funded (Time-Limited) - Employees appointed to a position identified in, and funded by a contract or grant for a specified period, but not funded from indirect costs associated with a contract or grant. Appointments shall be limited to the duration of the grant

40. 40 Definitions (Appointments) Student Workers – Individuals enrolled in an accredited secondary or post- secondary program at 9 credits or more. Included in this category are: –High School Students –College Work Study Program –Undergraduate Students –Graduate Teaching Assistants –Graduate Students –Graduate Research Assistants –Doctoral Students Temporary - Employees hired for the purpose of providing support during peak load periods and/or accomplishing tasks and projects that are short-term and/or sporadic in nature with an assignment ending date

41. 41 Recruitment Policies & Guidelines Advertising- All employment advertisement shall be centrally coordinated through the Division of Human Resources (DHR). Employment Offers- All offers of employment will be centrally administered by the Division of Human Resources for all Non- Faculty. Salary Appointment Guidelines (New Hires)

42. 42 Recruitment Policies & Guidelines Interdepartmental Hiring Guidelines Moving & Relocation Policy & Procedure Temporary Employment Guidelines

43. 43 Workforce Recruitment for Faculty

44. 44 Workforce Recruitment for Faculty

45. 45 Summary of Differences between Departments Establish New Position/ Job Description Reclassification within current Job/Pay Grade Posting and Recruitment of Position(s) Reclassification that results in changes to the Job/Pay Grade Compensation Paperwork Recruitment Paperwork

46. 46 Workforce Recruitment and Equal Opportunity Programs Q & A http://fiu.edu/hr/Workforce%20Recruitment/Home.html

47. 47 Division of Human Resources Workforce Recruitment / Equal Opportunity Programs Compensation Organization Development & Learning Employee Records / Payroll Benefits Human Resources Service Center Employee & Labor Relations 1 2 3 4 5

48. 48 Florida International University Payroll Info Session

49. 49 Meet the Payroll & Employee Records Team Idorys Calvo – Assistant Director Aileen Perez – Coordinator Clara Martinez – Coordinator Anabel Mesa – Sr. Associate Marilu Martinez – HR Representative Mairelys Perez – HR Representative Blanca Bravo – HR Representative Sofia Baralt – HR Representative Carmen Paez – HR Representative Cinthya Gutierrez – HR Representative

50. 50 Payroll Intro for HR Liaisons Payroll Processing Overview Employee Classifications in TimeSaver Sign-on Package New / Rehire Process & Paperwork Lump Sum Payments Terminations TimeSaver Manager Sign-Off Payroll Transfers Direct Deposit

51. 51 Payroll Processing Overview * 1 st Day of Pay Period Confirm Payroll Process Outbound Interfaces Update Financials ESS available Paperwork Due by 5:00pm to Academic Affairs Pay Day Paperwork Due by 12noon to Recruitment Paperwork Due by 12noon to Compensation Paperwork Due by 12noon to Payroll Employee’s Time by 5:00 pm. TimeApprover By 2:00pm TimeSaver file to ADP by 5:00pm * Direct Deposit Changes by 3:00pm Confirm Payroll Process Outbound Interfaces Update Financials ESS available Pay Day Sun Mon Tue Wed Thu Fri Sat

52. 52 Classification in Timesaver CategoryFLSA Status Employee Type Budgeted Wks Hours Populated Automatically Leave ReportedSpecial Notes StaffExemptSalaried52.2Yes Report both Vacation and Sick. StaffNon-ExemptHourly52.2NoYes Record start and stop time. 30 min. breaks included. Report Comp Vacation and Sick. AdministrativeExemptSalaried52.2Yes Report both Vacation and Sick. FacultyExemptSalaried52.2Yes Report both Vacation and Sick. FacultyExemptSalaried39Yes Report Sick Only. FacultyExemptSalaried6.6Yes Report Sick Only. Temporary HourlyNon-ExemptHourlystd. hoursNo Must report hours. Start and stop. Temporary Bi-Weekly (Adjuncts, Graduates, Prof. Agreements)ExemptSalariedstd. hoursYesNo No Interaction with TimeSaver.

53. 53 Sign-on Package The sign-on package and I-9 must be completed with appropriate signatures by the employee and supporting documentation must be provided A copy of a social security card or receipt from social security office must be included A receipt from the social security office is not valid as supporting documentation for completing an I-9 International employees must submit additional documentation based on the type of visa

54. 54 New Hire / Rehire Process Employee completes a sign-on package and delivers to Department Department completes and submits salary paperwork with sign-on Payroll Department inputs data into EV4 Information is transmitted to TimeSaver, PeopleFirst and PantherSoft systems on a nightly basis Payroll department creates user ID / password for TimeSaver system and calls new employee to provide login information –Staff, administrative, faculty and temporary hourly Employee reports time and/or leave in TimeSaver Manager signs off on the employee’s time in TimeSaver HR ensures all timecards are approved * File is extracted from Timesaver with all the approved hours and sent to ADP for processing at the end of the Pay Period

55. 55 Hire/Rehire Paperwork Employee TypeRequired Salary Paperwork Staff and Administrative Employees Administrative & Staff Initial Appointment Form / Offer Letter Faculty Initial Appointment Form / Offer Letter Adjuncts / Overloads Adjunct / Overload Appointment Form Graduate AssistantsGraduate Appointment Form Temporary Hourly / Student AssistantTemporary Hourly Employee Form Temporary Biweekly Temporary Professional Employment Agreement College Work StudyPlacement Form

56. 56 Additional State Compensation Administrative and Staff employees must complete a Request for Additional State Compensation Form for employment in excess of a one full-time equivalent established position. The employee must have approval from the primary employer to perform the additional duties for the secondary employer. These additional duties must not be performed during the employee’s regular working hours with the primary employer, must not involve a conflict of interest with the employee’s regularly assigned duties with the primary employer, and must not involve the use of any state space, personnel, equipment or supplies furnished by the primary employer, unless arrangements are made to adequately compensate the primary employer for the use of the same.

57. 57 Lump Sum Payments Lump sum payments are not processed through the TimeSaver system If an employee is being paid a lump sum, the selected compensation frequency will be FIU biweekly and the rate will be zero Earnings Code 118

58. 58 Terminations Staff, Administrative and FacultyResignation/ Non-renewal letter and Separation Clearance Form Temporary hourly and Student assistants Temporary Hourly Employee Form Adjuncts, Graduates and Temporary biweekly Automatically terminated at the end of appointment. For early termination departments must submit a memo providing termination date College Work StudiesAutomatically terminated at the end of semester or upon depletion of award

59. 59 Terminations If an employee is no longer working in your department please submit the appropriate form in order to remove them from your TimeSaver roster Temporary hourly and student assistant employees will be inactivated in the Payroll system if they have not been paid in three months

60. 60 TimeSaver Manager Sign-off Time Approvers must sign-off on all of their employee’s time and/or leave by 2:00 p.m. on the Friday before pay day unless otherwise specified to accommodate our holiday schedule Time Approvers must sign-off on all employees even if there is no time or leave reported for the period Complete 2008 calendar/deadlines: http://www.fiu.edu/hr/Payroll/Forms/timecard08.pdf http://www.fiu.edu/hr/Payroll/Forms/timecard08.pdf Holiday Schedule: http://www.fiu.edu/hr/Payroll/Forms/08HolidaySchedule.pdf

61. 61 Payroll Transfers Payroll transfer form for E&G and Auxiliary departments: http://www.fiu.edu/hr/Payroll/Forms/payrolltransfer.pdf Types of Transfers Full Transfers: 100% of the charges is transferred from one cost number to another Partial Transfers (one to one): a specific percentage of the charges is transferred from one cost number to another Partial Transfers (one to many): specific percentages of the charges are transferred to multiple cost numbers * Payroll transfers for C&G departments must be processed directly through OSRA

62. 62 Direct Deposit Direct Deposit is mandatory for all University Personnel Employees who have not yet signed up for direct deposit must do so by logging in to their Employee Self Service account via our website at http://ptp.fiu.eduhttp://ptp.fiu.edu The deadline to change or temporarily cancel a direct deposit is the Friday before pay day in order to receive a physical check. All changes after the deadline will not go into effect until the following pay period

63. 63 Payroll Q & A http://fiu.edu/hr/Payroll/Home.html

64. 64 Division of Human Resources Workforce Recruitment / Equal Opportunity Programs Compensation Organization Development & Learning Employee Records / Payroll Benefits Human Resources Service Center Employee & Labor Relations 1 2 3 4 5

65. 65 Florida International University Organizational Development & Learning

66. 66 Meet the ODL Team Shanequa Fleming, Director Karen Williams, Facilitator/Consultant Emmanuele Archange, Learning Coordinator Samia Nader, Learning Assistant

67. 67 We are here to support and encourage excellence through continuous learning and development opportunities. We do this by: Providing strategic alignment, consultation, professional development, and conflict management Leading the charge to cultivate a culture that maintains, enhances, and celebrates excellent service throughout the University Creating learning opportunities and environments that enhance individual and organizational potential Designing and delivering leading-edge learning programs and resources Providing a variety of professional development experiences, programs, and events to enhance leadership development Providing a variety of learning experiences, programs, and projects to enhance University leaders’ capability to develop other leaders Developing partnerships that will help provide diverse professional development opportunities Organization Development and Learning

68. 68 To give new employees the necessary tools and resources for your career journey beyond day two To capitalize on their enthusiasm, while emphasizing the attitudes, knowledge and skill sets essential to your success at FIU To provide a clear understanding of what Florida International University is all about: our institutional vision, values, mission, as well as the benefits and opportunities associated with employment at FIU Why Do We Do New Employee Experience (NEE) ?

69. 69 Division of Human Resources - Employee Classification - Benefits Administration - Office of Equal Opportunity Programs University Compliance Environmental Health & Safety Office of Employee Assistance NEE Services & Programs Covered

70. 70 Panther Identification Card Authorization Form TimeSaver Quick Reference Guide for Employee Employee Self Service Quick Reference Guide Parking and Transportation University Technology Services Frequently Used Numbers & Websites University Holidays New Employee Checklist Tools and Resources for the Employee

71. 71 “Welcome” phone call - Where & when to report - Parking instructions for Orientation - Dress code - “You have made the right choice” reinforcement The Role of the Manager/Supervisor Before “NEE”

72. 72 Phone extension information and email account - Supports a smooth transition 2 week agenda, position description, org chart - What is expected of me? - Who do I work with? Other necessary resources and tools Introduction to co-workers The Role of the Manager/Supervisor After “NEE”

73. 73 ODL Q & A http://fiu.edu/hr/odl/Home.html

74. 74 Division of Human Resources Workforce Recruitment / Equal Opportunity Programs Compensation Organization Development & Learning Employee Records / Payroll Benefits Human Resources Service Center Employee & Labor Relations 1 2 3 4 5

75. 75 Florida International University Benefits Info Session

76. 76 Meet the Benefits Team Evelyn Rodriguez, Director Benefits Administration Berta Villares, Associate Director Benefits Lourdes Fonnegra, Benefits Coordinator Alicia Pena, Benefits Coordinator (BBC) Theresa Wright, Sr. Benefits Representative Mariela Varona, Sr. Benefits Representative Martha Montoya, HR Representative Andrew Hart, HR Representative

77. 77 Benefits Intro for HR Liaisons Benefits Business Process Overview New Employee Benefits Enrollment Overview Qualifying Status Change (QSC) Annual Open Enrollment Questions and Answers

78. 78 Benefits Program Overview Health Insurance Life Insurance Dental Insurance Flexible Spending Accounts – Medical and Dependent Care Hospital Income Protection Plans Cancer Policies Accidental and Disability Coverage Supplemental Insurance Options (Post-tax) –Disability –Legal –Vision Care Retirement Plan Options Tax-Deferred Annuity Plans – 403(b) Deferred Compensation Plans - 457

79. 79 Benefits Terminology HMOHealth Maintenance Organization – In-Network service PPOPreferred Provider Organization – In-Network and Out-of-Network service Deductible Total dollar amount you must pay for covered medical care each year before the PPO plan pays benefits for services. Co-insuranceA percentage you are required to pay for certain services Co-paymentSet dollar amount you pay for network doctor office visits and specified in-network preventive care Dependent Specified individuals eligible for enrollment in the benefits plans – spouse and children (up to age 25 if student) VestingLength of service required which entitles employees to a benefit

80. 80 Benefits Enrollment Overview

81. 81 New Employee Benefits Enrollment Overview There are 4 ways to enroll in the PeopleFirst System  Website- http://peoplefirst.myflorida.comhttp://peoplefirst.myflorida.com  PeopleFirst Call Center- (866) 663-4735  Paper Enrollment Forms- Available from the PeopleFirst website  Meeting with a Benefits Representative

82. 82 Benefit Premiums Insurance premiums are paid one month in advance. There are several enrollment deadlines to obtain coverage:  Enrollment by the 2nd Thursday of the month; benefits effective on the first of the following month (payroll double deduction)  Enrollment by the 3rd Thursday of the month; benefits effective on the first of the following month (check payment) Human Resources can accept a check or money order for the first month’s premium payment (health and life benefits only) if the deadline for payroll deductions passed

83. 83 Benefits Enrollment Timeline 3 4 2 3 2 3 1 2 3 4 2 nd Thurs. Double Deductions 3 rd Thurs. Check Payment 5 2 1 st Thurs. Single Deductions 1 4 1 4 Memo from Benefits Staff New Employee Experience - ODL New Employee Benefits Enrollment Annual Open Enrollment (Fall) 4 th Thurs. Check Payment 60-day window of opportunity

84. 84 Qualifying Status Change (QSC) 31 days for notice –Marriage or divorce –Legal guardianship –Change in dependent eligibility –Change in employment status for employee, spouse or dependent 60 days for notice –Birth or adoption –Death of dependent/spouse A specific event or change meeting federal guidelines that allows you to make changes to your benefit elections outside of the annual Open Enrollment period.

85. 85 Required Documents for Benefits Enrollment Proof of dependent eligibility - Marriage Certificate Birth Certificate Social Security Number Note: *Documents must be translated to English

86. 86 New Faculty Orientation Benefits information is provided at the NEE - benefits packages for the various insurance providers Fall Enrollment  Contracts to start in the month of August Mini Benefits Fair  Vendors are setup to come in and answer any questions the employees may have Benefits Enrollment Labs  Will be implemented Fall 2008 for the very first time to enroll Faculty more efficiently

87. 87 Open Enrollment Each year, Annual Open Enrollment gives employees an opportunity to take a look at their existing benefit plans to evaluate any anticipated needs and to make adjustments for the upcoming plan year. Benefits Fair  Usually occurs in the month of October  All state vendors are present and answer any questions employees might have  Two locations:  University Park Campus  Biscayne Bay Campus

88. 88 Benefits Q & A http://fiu.edu/hr/Benefits/Home.html

89. 89 Division of Human Resources Workforce Recruitment / Equal Opportunity Programs Compensation Organization Development & Learning Employee Records / Payroll Benefits Human Resources Service Center Employee & Labor Relations 1 2 3 4 5

90. 90 Florida International University Employee & Labor Relations

91. 91 Meet the Employee & Labor Relations Team Joann Cuesta-Gomez, Director Jolima Caballero-Solis, Coordinator Cintia O'Reilly, Coordinator Jeanette Lopez, Assistant

92. 92 Approve and Process Different Types of Leaves Work Life Balance Programs Nepotism Performance Improvement Plan Mediation Disciplinary Actions Grievances Separation of Employment Employee & Labor Relations Intro for HR Liaison

93. 93 Employee & Labor Relations: What We Do Policy Development & Interpretation http://policies.fiu.edu Contract Administration and Interpretation http://www.fiu.edu/hr/bargaining

94. 94 Medical Parental Military Professional Development Bereavement Personal Leave of Absence Political Activity / Participation Leave of Absences

95. 95 Work Life Balance Alternate Work Site Compressed Work Schedule Flexible Work Schedule (Flextime)

96. 96 Request to Employ a Related Individual Nepotism Disclosure –www.fiu.edu/hr/formslibrarywww.fiu.edu/hr/formslibrary Nepotism

97. 97 Need six months of continuous service Applies to full-time and part-time employees in established positions Need to have a minimum of 40 hours for Full-Time and 20 hours for Part-Time of combined leave (Vac/Sick) to join pool Full-time employees donate 8 hours Part-time employees donate 4 hours Renew participation annually Maximum of 480 hours for Full-Time and 240 hours for Part- Time in a 12 month period Sick Leave Pool

98. 98 Ability to donate hours directly for a co-worker’s own illness or for a co-worker caring for a member of his/her immediate family Maximum of 480 hours for Full-Time and 240 hours for Part- Time in a 12 month period Donating employees cannot donate more than 80 hours in a 36 month period and cannot fall below 80 hours after donation Catastrophic Pool

99. 99 For cause No cause Exit Review Programs –(Optional) Separation Clearance –(Mandatory) www.fiu.edu/hr/formslibrary Separation of Employment / Exit Reviews

100. 100 Employee & Labor Relations Q & A http://www.fiu.edu/hr/elr

101. 101 Division of Human Resources Workforce Recruitment / Equal Opportunity Programs Compensation Organization Development & Learning Employee Records / Payroll Benefits Human Resources Service Center Employee & Labor Relations 1 2 3 4 5

102. 102 Florida International University Human Resources Service Center

103. 103 Trudy Fernandez, Director Human Resources Edward Leao, Service Center Coordinator Elaine Vega, HR Representative Anielka Baez, HR Representative Fernando Salas, HR Representative Emma Alexander, Payroll Representative Stephanie Sullen, Payroll Representative Maria Fernandez, Benefits Representative Meet the Human Resources Service Center Team

104. 104 Provide service to all incoming HR inquiries for all areas in the Division Tuition Waiver review and approval Human Resources Service Center

105. 105 Process Overview

106. 106 Full-time employees and their dependents at the University are eligible to participate in the Tuition Waiver Program Employees on leave status are not eligible for tuition waiver except when the leave is granted as part of an educational program; however, employees’ eligible family members will still be permitted to obtain the tuition waiver Tuition Waiver Overview

107. 107 Information such as class schedules, proof of dependent status, proof of registration, and other items must be attached to Tuition Waiver form to ensure timely processing Please refer to the specific policy of each Collective Bargaining Unit for details on what documents must be attached to Tuition Waiver form For details please visit the Compliance Office and Policy Library at http://compliance.fiu.edu/ under Policies and Procedureshttp://compliance.fiu.edu/ Tuition Waiver Requirements

108. 108 Full Time Employees and Eligible Dependents Tuition Waiver Eligibility

109. 109 Service Center Q & A http://fiu.edu/hr/ServiceCenter.html

110. 110 Lunch