Information Alert: Protection of Minors Policy - Updated

Maureen M. Parks, Executive Director and Associate Vice President of University Human Resources

July 17, 2013

The University of Illinois Protection of Minors policy and the corresponding FAQs have been updated and are available on the University HR website.  While the intent and principles of the policy remain the same, the revisions provide clarity about who is required to cooperate with investigations of alleged child abuse/neglect, and the process to report such instances. The policy also clarifies the campus’ responsibility to establish a background check policy and the individuals for whom background checks must be conducted. Furthermore, definitions are now included within the policy.

Use On-Going Dialogue to Drive Employee Job Performance

Kim Morris Lee,  Director, Organizational Effectiveness

Check-ins between managers and staff or between department chairs and faculty can become a structured dialogue centered on the key performance measures and the resources needed to support staff and faculty in achieving success at UIC.  What actions can be taken across all employee groups, Civil Service, Academic Professionals and Faculty to foster engagement and workplace high-performance?

Notice of Non-Reappointment/Terminal Contracts for 2013-2014

Odell M. Richmond, Jr.

Asst Director, HR Service Center

This is a reminder that no later than Friday, June 28, 2013, an HR Front End (HRFE) transaction must be routed to UIC Human Resources for academic and faculty staff members whose appointment terms entitle them to formal notice of non-reappointment (NONR) from the Board of Trustees (BOT) accompanied by a terminal contract for the 2013-2014 academic year.  This includes:

• Permanent full‐time academic professionals on hard funds employed for 4 or more years
• Permanent full‐time academic professionals on soft funds who have completed10 years of service
• Full‐time Postdoctoral Research Associates on hard funds
• Assistant Professors in their first and through their fifth year of probation (tenure code “1” through “5”)
• Assistant Professors who did not attain promotion and tenure during the AY12-13 review cycle
• Full-time Teaching Associates, Clinical Associates, and Research Faculty (assistant, associate, and full professor) on hard funds

New Grad Hourly Pay Rate

Ron Puskarits, Director Compensation

For the summer term, the minimum rate for Grad Hourly students is $17.70 effective May 12, 2013. 

The UIC HR Service Center will increase all Grad Hourly rates to at least this minimum effective May 12, 2013.  If you wish to give an increase beyond this rate, please submit an HR Front End transaction.  Also, you may process rate increases for other Grad Hourly jobs (already above the new minimum) or Research Assistant jobs (below or above the minimum) as appropriate for your unit.

Prior to the Fall 2013 term, UIC Human Resources will complete an analysis of the appropriate rate for Grad Hourly appointments.  We will update you regarding that analysis later in the summer.

For more information regarding Chicago Campus Labor Contracts, please click on or visit the link listed below:

http://www.uic.edu/depts/hr/quicklinks/contracts/Labour_Contracts.shtml

Information Alert: GEO Contract Ratified

Marilyn Lablaiks, Assistant Director, Labor and Employee Relations and HR Compliance
Ron Puskarits, Director of Compensation

The Graduate Employees’ Organization (GEO) has ratified a new contract effective from August 16, 2012 through August 15, 2015. The new minimum wages for a GEO member for a 50% FTE, 9-month appointment during the term of the contract are listed below: 

Academic Year	Minimum Wage	Continuing Assistant Increase
Fall 2012 to Summer 2013	$15,065	The percentage increase determined by the Provost on the Chicago campus to be the general wage increase for AY12/13*, AY13/14, AY 14/15 but not less than the minimum.
Fall 2013 to Summer 2014	$15,565
Fall 2014 to Summer 2015	$16,065
	Or general campus wage increase if higher

*Increase for AY 12/13 payable to those Assistants on the University payroll at the time of ratification and signature by both parties. 

FY2014 Benefit Choice (NESSIE) Enrollment Period

James P. Davito, Executive Director, University Payroll and Benefits (UPB)
 

Based on current information from the State Department of Central Management Services (CMS), below is the FY2014 Benefit Choice information. 

The State Department of CMS has announced that the annual Benefit Choice Enrollment period begins May 1 and will end on May 31, 2013.  CMS is mailing an 8-page flier to employees’ home addresses regarding the Benefit Choice changes and deadlines. Please thoroughly review all Benefit Choice material, as there are increases to employee and dependent health premiums, out-of-pocket maximums, copayments, deductibles, coinsurance and other healthcare costs. 

**IMPORTANT** 

Health Care Premiums: Significant INCREASES in employee health premiums will be effective July 1, 2013 as displayed below. Part-time employee rates will be on NESSIE as soon as they are available. 

If table below does not appear correctly, view online at http://nessie.uihr.uillinois.edu/pdf/benefits/BC_Letter.pdf.

 

Employee Annual Salary	Managed Care Monthly Employee Contribution	QCHP Monthly Employee Contribution
$30,200 or less	$68.00	$93.00
$30,201 - $45,600	$86.00	$111.00
$45,601 - $60,700	$103.00	$127.00
$60,701 - $75,900	$119.00	$144.00
$75,901 - $100,000	$137.00	$162.00
$100,001 and above	$186.00	$211.00

 

Benefit Choice on NESSIE https://nessie.uihr.uillinois.edu/cf/benefits/index.cfm?Item_ID=10   

Effective May 1, 2013, see NESSIE for more information including: 

·         Detailed information about the benefit changes effective July 1, 2013.

·         Online Enrollment for Benefit Choice (Please do not use the forms on the CMS website).

·         Medical Care Assistance Plan (MCAP) and Dependent Care Assistance Plan (DCAP) forms and instructions (Please do not use the forms on the CMS website).

·         Benefit Choice Options booklet.

·         Flexible Spending Account (FSA) Reference Guide.

·         Benefit Choice Information Session schedules for all campuses.

·         CMS State Benefit Fair schedule.   

Benefit Choice Options Booklet:

The Benefit Choice Options Booklet will be available May 1, on the NESSIE link above.  

FSA Important Changes:

FSA will be changing from FBMC claims processing to the WageWorks system.  Due to this conversion: 

·         FY2013 claims will be subject to a two-week hold period from July 1 through July 15.  FY2013 claims submitted during this period will only be reimbursed from employees’ FY2014 account.

·         All MCAP participants will receive a new WageWorks healthcare debit card this year, even if they received a new myFBMC card last year. The current myFBMC card will continue to work through June 30, 2013; however, employees electing to re-enroll for the new plan year will need to use the new WageWorks debit card beginning July 1.

If you have questions, please review the information on NESSIE https://nessie.uihr.uillinois.edu prior to contacting your campus UPB office. 

·         Benefits Mailbox:  benefits@uillinois.edu

·         Urbana – 217-333-3111

·         Chicago – 312-996-6471

·         Springfield – 217-206-7144 or 217-206-7211

·         Documentation Fax Number – 217-244-3135

Information Alert: Academic Vacation and Sick Leave (AVSL) Reporting - May 2013

Odell Richmond, HR Manager, HR Service Center             
     
This message provides information about reporting Academic Vacation and Sick Leave (AVSL) in Banner. Please forward to all appropriate individuals in your unit who maintain PEALEAV or who answer questions regarding AVSL reporting.

An AVSL on-line course will be available in May and a Q & A Session is scheduled for May 30, 2013.

To register for the Q & A session, go to https://www1.gotomeeting.com/register/538272984. 

Resource materials are available on the UIC Human Resources website at

http://www.uic.edu/depts/hr/support/AVSL/index.shtml.

Mass communications will NOT be sent to affected employees.  Therefore, if you have not already begun to collect the information, you may wish to share the information below with your affected academic employees.

Information Alert: Summer 2013 Graduate Appointments

Roseanda Police Hall, Associate Director of HR Service Center

For processing Summer graduate appointments 

• Use 5/16/13-8/15/13 dates only, no exceptions
• Job cannot begin before 5/16 and must end by 8/15
• Positions can have start and end dates in between the above two dates
• Factors should always be 9
• Use “SM” suffix on jobs
• Use position class codes CDSAA, CDSHA, CDSGA, or CANKA (Pharmacy Externs)
• HR Front End transactions for Graduate reappointments only are applied to Banner at the College level
• Other HR Front End transaction types such as New Hire, Add Job, etc. will be applied in Campus HR
• All Hospital and Health Science Systems graduate appointments should be initiated on a Transaction Request Form via Online Services.
• Graduate Assistants with GRAD ASST or GRAD TCH ASST titles and a total FTE between .25 and .67 are covered by GEO

o   Wages are determined in accordance with the Collective Bargaining Agreement that is currently under negotiation. Please refer to the most current contract for wage information. Negotiated increases may require additional transactions including retro pay. http://www.uic.edu/depts/hr/quicklinks/contracts/GEO_2009-2012.pdf

• Letter of Offer/Notice of Appointment is required
• Template is found on the UIC HR website under HR Forms:

http://www.uic.edu/depts/hr/quicklinks/hrforms/Template%20for%20Assistantship%20Letters%20of%20Offer.doc 

• The Recommendation and Authorization for Hiring Approval (RAHA) is NO LONGER REQUIRED except for Hospital graduate appointments.
• Verify that the graduate assistant’s visa expiration date is current for the appointment period before initiating the HR Front End transaction.
• The Summer Exception process does not apply to Grad Assistants - the Summer Exception form is not required.
• Adding Grad hourly jobs:
• Attach offer letter if available, otherwise add job comment in HRFE transaction stating period of grad hourly job and estimated work hours per week.  This is to help monitor the total hours a GA is eligible to work.
• Hourly appointments should include an end date
• Submit HR Front End separation transactions for those graduate assistants or grad hourly appointments who have graduated.

NOTE:  All Graduate tuition and fee waivers are taxable unless exempt under the Internal Revenue Code. Code IRC §117 allows exemption from taxation of tuition and fees for waivers above $5,250 for individuals conducting teaching or research activities.  Grads who are appointed an assistantship during the summer must meet the summer graduate assistant tuition waiver guidelines to receive a summer waiver.  Grads who held an assistantship during the Spring term will receive the same type of tuition waiver in the summer if they do not hold a qualifying summer graduate assistant appointment.

Graduate Assistant Processing Resource Links: 

• Information for Graduate Assistantships and Graduate Hourly: http://www.uic.edu/depts/hr/support/jobaids/GA%20job%20aid.pdf

 

• HR Front End Transaction – Graduate Reappointment: http://www.uic.edu/depts/hr/support/jobaids/HRFE_Grad_Reappointment_032010.pdf

• Graduate Minima: http://www.uic.edu/depts/hr/ahr/minimagrad.shtml 

• Information on Taxation of Graduate Assistant & Pre-Professional Graduate Assistant Tuition waivers: http://grad.uic.edu/cms/?pid=1000945

For Questions: 

Regarding campus graduate appointments contact Ashley Sefcik at asefci1@uillinois.edu, (312) 996-7606 

Regarding Hospital graduate appointment processing contact Teri Blain at (312) 413-1476, terilynb@uic.edu or Louester Petty at (312) 996-0847, lpetty@uic.edu  

HR Front End questions contact the UICHR Help Desk, uichrhelpdesk@uillinois.edu, (312) 413-4848

Processing Summer Jobs for Faculty - Summer 2013

Amira Ghadeer, UIC HR Service Center
 

The below are instructions for summer appointments. 

·         The May HRFE deadline for MN6 is 05/17/2013. 

·         The June HRFE deadline for MN7 is 06/24/2013. 

AY13-14 New Hires with preceding summer appointments must be processed in conjunction with the fall appointment; this is required to determine SURS and benefit eligibility.       

Complete Illinois Abused and Neglected Child Reporting Act (ANCRA) Training by April 8, 2013

The Illinois Abused and Neglected Child Reporting Act (ANCRA) requires that you understand your reporting requirements should you suspect abuse or neglect of a minor. As an employee of the University of Illinois, you are required to complete your ANCRA acknowledgment by logging onto and completing a brief training program and acknowledgement statement by 5:00 PM CST on April 8, 2013. This course is relatively short with only 12 screens for your review. Login instructions have been sent to each employees' University email.

 

Contact University Human Resources at uihr@uillinois.edu for assistance.

 

HR Policy Library:

http://www.hr.uillinois.edu/cms/one.aspx?portalId=964839&pageId=1078959

Campus Changes Process on Requirements for Position Approval

Jack McEnery, Director, HR Shared Services

Effective immediately the requirements for when a Recommendation and Authorization for Hiring Approval (RAHA) form have changed.

The table below outlines when the RAHA will be required going forward.  These changes are now in effect in the workflows in HireTouch.

SEIU (Professional Unit) Contract Information 2011 – 2013

Steve Katz, Associate Director Labor and Employee Relations

The University reached a final agreement on a contract with SEIU representing Professional Employees at UIC effective December 12, 2012. By clicking this link:

http://www.uic.edu/depts/hr/communication/SEIU_Professional_PaySummary02012013.pdf

you will find a summary of the financial settlement with UIC and the SEIU for the unit designated as Professional. The contract runs from August 16, 2011 through August 15, 2014. An employee in one of the covered classifications must have been in a non-terminated status as of December 12, 2012 to be eligible for the retroactive payments of increases in this contract.

Terminal Contract Deadline

Roseanda Police Hall

This is a  reminder from the Board of Trustees Office that any request to issue an employee a formal Notice of Non-Reappointment ending August 15, 2013 must arrive at UIC HR no later than Thursday, January 31, 2013.  This includes:

 

• Permanent full‐time academic professionals on hard funds employed for less than 4 years
• Permanent full‐time academic professionals on soft funds who have completed 4 but less than 5 years of service
• Full‐time Postdoctoral Research Associates on hard funds
• Faculty in year 1 of their tenure‐track probationary period
• Faculty who are entitled to formal notice based on their appointment percent time and source of funds.  Please review policy 901 Notice of Non-Reappointment for Tenure-Track and Non-Tenured Faculty to determine whether formal notice is due.  

Update on the Revised Nepotism Management Process

Robert A. Crouch, Assistant Vice President for Human Resources

As a result of feedback received from stakeholders across the campus, UIC Human Resources (UIC HR) convened a team of human resource professionals to analyze the Civil Service hiring process. The project team was charged with finding ways to streamline the hiring process to create a system that is more efficient and effective.

Verifying Your UIC Employment With Ease

Roseanda Police Hall, Associate Director, HR Service Center

Do you need to have your employment verified? 

Employees are commonly asked to provide employment verification information when dealing with vendors such as banks or lenders when applying for a mortgage, loan, credit, etc.

Information Alert: FY2013 Appointment Reminders

by Roseanda Police Hall

FY2013 Appointment Reminders 

•       Graduate reappointments are applied at college level

•       Hospital Graduate appointments are processed by Hospital Human Resources

•       Graduate appointment “Factors” should be 9

•       Don’t forget offer letters for all new appointments, add a job & reappointments

•       Be sure offer letter dates & salary match HRFE Transaction

Information Alert: AVSL Training Webinar - August 30

Seats are still available!  Register today for AVSL training webinar. 

The AVSL reporting deadline is fast approaching. If you have questions after viewing the AVSL training presentation and materials you can register for an AVSL Q & A Webinar Session to be held on August 30, 2012 at 10:00 am. at the following link: https://www1.gotomeeting.com/register/888902120.

Information Alert: Academic Vacation and Sick Leave (AVSL) Reporting Fall 2012

Roseanda Police Hall, Associate Director, HR Service Center

Angela Yudt, Director, Faculty Affairs HR

As a reminder, University policy requires that AVSL be reported twice a year, in May and in August.

Units may begin entering AVSL usage into the Banner form PEALEAV starting 8/16/12 however must be entered into the system no later than September 8, 2012. The balances will appear the October/November earning statements for academic professional and faculty.

Information Alert: FY2013 Salary Planning Key Dates

By Roseanda Police Hall

Date(s)           Event Description

June 28---------Creation of FINAL Scenarios (AC, OR, UA, CS)

July 17----------Salary Planner training materials available online

July 17----------Salary Planner available for units to begin edits

July 18----------Salary Planner Webinar / Lab (2:30 – 3:30 pm)

August 3--------Lockout date for Academic (AC) and Open Range (OR) scenarios

August 21-------MN 9 HRFE transaction deadline

                -------All Graduate Assistant Reappointments applied by units

August 24-------BW 19 HRFE transaction deadline

August 27-------Upload Academic (AC) Salary Planner records

August 30-------Upload Open Range (OR) Salary Planner records

                -------Lockout date for Unpaid (UA) scenarios

August 31-------Upload Unpaid (UA) Salary Planner records

September 3----Labor Day

September 5----BW 19 Payroll Calc (8/19 – 9/1)

September 9---Revised MN 9 Payroll Calc (8/16 – 9/15)

September 12---BW 19 Pay Date

September 14---MN 9 Pay Date

Notes:

BW – Bi-Weekly pay cycles include: Civil Service, Acad/Grad Hourly, EH, Student

MN – Monthly pay cycles include Faculty, AP, Post Doc, Grad Assist, and Resident

Questions

General Salary Planner questions – UICHR Help Desk, uichrhelpdesk@uillinois.edu, 312-413-4848

Academic Professional, Graduate Assistant, and Civil Service questions – HR Service Center, uichrahr@uillinois.edu, 312-413-3490

Faculty questions – Faculty Affairs HR, facultysp@uic.edu, 312-355-2412

Appointments within the Hospital and Health Sciences System – Teri Blain, terilynb@uillinois.edu, 312-413-1476