Nov 2005 Human Resources Communication

November 3, 2005

PHONE: 818-677-2101

MAIL DROP: 8229

UNIVERSITY HALL 165

Campus Closure

HR QUICKLINKS:

HR Communication Archive

http://www-admn.csun.edu/hrs/newsletters/

Benefits Administration

http://www-admn.csun.edu/hrs/benefits/

Compensation & Employment

http://www-admn.csun.edu/hrs/comp/

Payroll Administration

http://www-admn.csun.edu/hrs/payroll/

Employee Relations

http://www-admn.csun.edu/hrs/relations/

Professional Development Programs

http://www-admn.csun.edu/hrs/training/

The campus was recently impacted by the air quality resulting from fires in the vicinity and our operations were closed for a short period. The CSU system has just published new guidance on faculty/employee pay during emergency situations.

The following guidance is effective immediately. If the campus is officially closed due to a natural disaster or fire, employees scheduled to work should be paid for scheduled hours. Employees on sick leave, vacation, personal holiday, or CTO will be charged for that paid time off. If the campus is open and employees are not able to report to work, they can use accrued vacation, personal holiday, or CTO to remain in a pay status. They may also choose to be “docked” for the time used. If, however, an employee cannot report to work because their home was destroyed or severely damaged by fire, they are eligible for three consecutive days of paid leave, which is inclusive of any administrative leave granted as a result of the full or partial closure of campus.

This is a summary of the guidelines provided in HR 2005-44 (http://www.calstate.edu/HRAdm/pdf2005/HR2005-44.pdf). Departmental human resource and business officers are encouraged to review the full text of this guidance.

During inclement weather events or natural disasters, information will be placed on the following CSUN website: http://www.csun.edu/pubrels/update.html. Faculty and staff can also call (800) 926-4286 for updated information.

CSUEU Contract

The CSUEU contract has been ratified and approved by the board. We just received system guidance in how to apply the various increases included in the agreement; this process will take a few days. To enable our staff to complete the necessary processing, we will not be able to answer questions on the impact of the contract on individual employees. Thank you for your patience and understanding.

Special Note to Part-Time Faculty

Faculty with Medical and/or Dental benefits or FlexCash who fall below 6 units should notify Benefits Administration to cancel coverage. COBRA coverage is available due to loss of coverage.

CalPERS Annual Member Statement

The 2005 California Public Employees' Retirement System (CalPERS) Annual Member Statement will be mailed to home addressees during the month of November. These statements will include total CalPERS account balances for contributions and service credit as of June 30, 2005. If you have not received your Annual Member Statement by mid December, you should contact CalPERS at (888) 225-7377. You may register and view your annual statement online by visiting http://www.calpers.ca.gov/.

Are you too busy to attend a live Financial Workshop?

TIAA-CREF offers Financial Education web seminars for those who cannot attend a live seminar. Take advantage of these interactive seminars. The seminars are available at http://www.tiaa-cref.org/, the subject is listed on the right-hand column starting with “Just Starting Out.”

Are you looking for convenience?

TIAA-CREF has a Web center just for CSU faculty and staff. You may enroll and download the CSU Salary Reduction Agreement. For detailed information and instructions please visit http://www.tiaa-cref.org/csu/.

Tax-Sheltered Annuities

The end of the year is fast approaching. Those enrolled in optional tax-sheltered annuities may need to consult with their tax advisor to make sure they are within the maximum limitations for 2005. To make changes in a 403(b) plan, visit Benefit Administration in the Office of Human Resources. For adjustments to your 401(k) or 457 plan, contact The Savings Plus Program at (916) 322–5070 or (866) 566–4777.

Benefits Fair

Over 20 vendors attended the Benefits Fair on September 28, 2005. Faculty and staff took the opportunity to meet with company representatives and gather information to assist them in making informed benefit choices. The Student Health Center provided free neck messages, blood pressure testing, and body fat testing. We welcome any constructive feedback regarding the event. Email you comments to laurie.gold-brubaker@csun.edu.

Confidential Reporting of Wrongdoing

Employees who witness illegal acts or waste, fraud, misuse of time or state property, can report such activities confidentially through the Bureau of State Audits Hotline at (800) 952-5655. The campus representative who receives this type of confidential reporting is Robert Foldesi, Assistant Vice President for Human Resources. Mr. Foldesi can be reached at (818) 677-2118 or by email at rfoldesi@csun.edu.

Fee Waiver and Reduction Program

Fee Waiver and Reduction Program is offered for Summer 2006. To participate in the summer session, submit appropriate paperwork by February 22, 2006. Refer to the Professional Development Programs (PDP) website at http://www-admn.csun.edu/hrs/training/index.html for complete guidelines and forms. All questions should be emailed to feewaiver@csun.edu. You will receive a response within 24 hours of your email request.

The process for participating in this benefit program has been made easier by combining the application and proposed course approval forms into one concise form. Forms pertaining to dependents using the program have not changed.

Time and Labor: Self-Reporting Option Now Available Campus Wide

Self-reporting of time is now being offered as an option for all departments beginning January 2006. Self-reporting offers many benefits, including:

Eliminates “data entry” by designated “Timekeeper” by having the employees enter their own time.
Avoids month-end time entry “crunch.” Self-reporters can report and Approvers can approve all month.
Eliminates paper timesheets.
Provides instant access to data.
Facilitates timely reporting, as PeopleSoft is generally available 24/7.
Data is secured electronically and backed up daily.
Allows advance entries.

Opting for self-reporting for your employee is as easy as submitting Security Request forms (http://www-admn.csun.edu/ps/hrs/s_hrms.htm) to the PeopleSoft Campus Support office, Mail Code 8233. Training is available either through your current Timekeepers, or from the PeopleSoft Campus Support Team (pshelp@csun.edu, or x6685).

Consider the self-reporting option for your department today!

Sexual Harassment

All supervisors must complete computer-based sexual harassment training by the end of December. Supervisors have already been notified of this requirement. Knowledge of how to handle a sexual harassment claim and how to maintain a work environment free of harassment is critical for a supervisory role. By taking this training and acting accordingly we effectively promote an environment of inclusiveness, respect, and credibility.

Veteran's Day

Starting in 2006 the CSU System will recognize Veteran's Day on November 11th, or if that date falls on a weekend, it will be celebrated on the workday closest to the actual date. This means that Veteran's Day will not be available to be used as a holiday during the December break. In 2006 there will not be enough holidays to cover the full break period. Supervisors and employees are encouraged to plan accordingly.

END OF YEAR REMINDERS

Excess Plus/Minus

Departments with employees working alternate schedules (schedules different than the standard Monday through Friday, 8 to 5:00 schedule) should identify those employees who may end the year with deficit hours that will need to be reconciled or “paid back” with personal leave time (vacation, CTO, or personal holiday if in whole increments). By January 4, 2006 (Timekeeper cutoff), affected employees should have been contacted by the department and a decision reached for the type of leave to be used, and entered in Time and Labor using the following date and Time Reporting Codes:

12/31/2005	EMPAY	X number of hours AND
12/31/2005	VAC	X number of hours OR
	CTO	X number of hours OR
	PH	X number of hours (if equivalent to one full day)

Processing notes are available online at http://www-admn.csun.edu/hrs/payroll/excessplusminus.doc.

Questions can be answered through PeopleSoft Campus Support at pshelp@csun.edu or x6685.

Mailing Address and Form W-2

W-2s will be issued in January by the State Controller's Office and mailed to addresses as listed in HRIS/Payroll records as of November 11th.

If your mailing address has changed this year, please update HR/Payroll online through PeopleSoft Self Service (access through the web portal http://www.csun.edu/portal). Instructions for access and use of the self service portal can be found at http://www-admn.csun.edu/hrs/selfsvcref.pdf.

You may also fill out a change of address form in person in the Office of Human Resources, University Hall, Room 165 by November 11th.

Maximum Vacation Balance Cap

To avoid loss of vacation credits, your vacation balance as of January 1, 2006 must be at or below your maximum carryover per your applicable bargaining/administrative unit agreement. Leave balances are available online through PeopleSoft Self Service (http://www.csun.edu/portal). If not, please see your department Timekeeper.

Remember to consider your vacation accruals for October, November, and December when calculating the number of hours you must use before January 1st. For details concerning the calculation of your “Maximum Carryover Hours,” please refer to http://www-admn.csun.edu/hrs/benefits/CarryOver.pdf.

Special note for Faculty: After one (1) full year of employment, a California Faculty Association (R03) employee who accrues vacation (12-month appointments) shall take at least forty (40) hours of vacation each calendar year. Any part of the forty (40) hours not taken during the calendar year shall be forfeited by January of the subsequent year (Article 34.7).