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November, 2008

Table of Contents

From the Associate Vice President

• New HR Directory
• Talent Management Initiative

End of Year Reminders

• Mailing Address and W-2 Forms
• Excess Plus/Minus
• Maximum Vacation Balance Cap
• 2008 Holiday Schedule
• University Holiday Calendar

From Benefits Administration

• Social Security Online
• Tax-Sheltered Annuity (TSA) Program Reminder
• CalPERS Annual Member Statement

Employee Assistance Program

• Working Around the Flu
• Lunch and Learn

Payroll Administration

• Vacation and Sick Leave Use Reminder

From the Associate Vice President

New HR Directory

The Office of Human Resources has just published a new service directory available at http://www-admn.csun.edu/ohrs/contact that identifies who to contact for human resource services.  Based on the retirement of a key staff member, we have realigned responsibilities. Mika Williamson is now the Manager of Recruitment Services and Compensation; Jill Smith, Senior Manager of Human Resources, has been assigned additional responsibility for managing HR systems training and overseeing the work of the HR systems analysts (SOLAR HR).

Please contact Bob Foldesi (robert.foldesi@csun.edu) or Marianne Hudz (marianne.hudz@csun.edu) if you have a suggestion for improving the staff/service directory.

Talent Management Initiative

MPPs and supervisors are encouraged to attend the following sessions offered by internal and external subject matter experts.

Creating Deliberate Relationships: The Importance of Alliances
Wednesday, November 19 (repeated on November 20) 12:00 - 1:30 p.m.
Human Resources Training Room, Oviatt 16 (Garden Level)
Presenters: Patty Lord, Associate Director of Operations, Admissions and Records
Suzy Babikan, Associate Director of Admissions, Records and Graduation; and
Carol McAllister, Assistant Director of International and Transfer Admissions

Part of the Leadership Forum on Women's Issues
Open to all managers.
Click here to register.

Managing Change in Your World - the Elements of Success
Wednesday, December 3, 10:00 a.m. - 12:00 noon
Presentation Room, Oviatt Library
Presenters: Joyce Feucht-Javier, Dean, Tseng College of Extended Learning, and
Ben Quillian, Senior Director, Administration & User Support Services, Information Technology
Part of the Leadership Seminars for MPPs
Click here to register.

What Leaders Need to Know About Employment Law and Working with Unionized Staff
Wednesday, December 10, 10:00 a.m. - 12:00 noon
Presentation Room, Oviatt Library
Presenters: Jill Smith, Senior Manager of Human Resources, and
Gale S. Baker, University Counsel, Office of the General Counsel, CSU
Part of Managing Effectively at California State University, Northridge
Open to all campus MPPs and non-MPP supervisors
Click here to register.

Managing for Great Customer Service
Tuesday, December 16, 10:00 a.m. - 12:00 noon
Presentation Room, Oviatt Library
Presenter: Lauren N. Nile, Manager, Professional Development
Part of Managing Effectively at California State University, Northridge
Open to all campus MPPs and non-MPP supervisors.
Click here to register.

For more information on the Talent Management Initiative, including a full schedule of sessions, click here.

End of Year Reminders

The holiday season is almost upon us. Here are some reminders to assist you in making the year end well.

Mailing Address and W-2 Forms

W-2s will be issued in January by the State Controller's Office and mailed to the address on record in SOLAR HR as of November 10, 2008.

If your mailing address has changed, please go online today and update your records through the myNorthridge portal staff page. Login at http://www.csun.edu. From the Human Resources/Employee pagelet, use the link labeled Update My Personal Information. Instructions are available online at http://www-admn.csun.edu/ohrs/payroll/procedures/index.htm#address.

You may also fill out a change of address form in person in the Office of Human Resources, University Hall, Room 165 by November 10, 2008.

Excess Plus/Minus

Departments should identify employees working alternate schedules (schedules different than the standard 8 hours Monday through Friday) who may end the calendar year with deficit (Excess Minus) hours.  Beginning 12/9/2008, Timekeepers and Approvers may review year-end balances via the portal under “Run Absence Reports” > “Excess Plus/Minus-Negative”. Before the holiday closure on December 25, departments should work with impacted employees to determine how deficit time will be reconciled or “paid back.”  Available options might include personal leave time (vacation, CTO, Holiday Credit, or Personal Holiday*); otherwise, an accounts receivable or Dock may be established to recuperate the funds.  Sick leave may not be taken as credit for deficit hours. On or before January 5, 2009 (Timekeeper cutoff), Timekeepers are required to submit a Prior Period Adjustment Form to Payroll indicating the type(s) of leave being taken to reconcile the deficit.

Surplus (Excess Plus) hours will continue to be paid monthly following the standard process. Employees who end December, 2008 with excess plus hours are identified by Payroll Administration and paid for those hours on January 15th. Beginning 12/9/2008, Timekeepers may review year-end balances via the portal under “Run Absence Reports” > “Excess Plus/Minus-Positive”. Please report any discrepancies to Payroll by Timekeeper cutoff on 1/5/2009. 

For more information, please refer to: http://www-admn.csun.edu/ohrs/payroll/procedures/excess_plus_minus_notes.htm. 

* Please remember that Holiday Credits and Personal Holiday can only be taken in one-day increments.

Maximum Vacation Balance Cap

Quick reminder – Please ensure that your vacation balance as of January 1, 2009 is at or below your maximum carryover, per your applicable bargaining agreement. You may view your leave balances online through the portal at www.csun.edu. If you are not able to view your balances, please see your Timekeeper.

Also remember to consider your vacation accruals for 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/ohrs/benefits/documents/vacation_carryover.doc.

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).

2008 Holiday Schedule

The end of the year holiday period is almost upon us. The University will be closed Thursday, December 25th through Thursday, January 1st. December 31st is not a covered holiday; therefore, eligible employees may charge their accrued leave time such as vacation, Holiday Time, Personal Holiday or, when eligible, Compensatory Time Off to this date.

For more information, please consult the following website: December 31, 2008 Campus Closure Guidelines.

Please be aware that the University will be open for support operations on Friday, January 2, 2009.

University Holiday Calendar

 

From Benefits Administration

Social Security Online

Did you know? You can estimate your future Social Security benefits online at http://www.socialsecurity.gov/. The Retirement Estimator produces estimates that are based on your actual Social Security earnings record. You can also apply for Social Security benefits, check the status of your online application and complete many other transactions by visiting this website.

Tax-Sheltered Annuities (TSA) Program Reminder

The CSU is making important changes to the TSA Program which will take effect January 1, 2009. The restructured TSA Program offers easy enrollment with a streamlined selection of quality investment choices.

If you have record of participating in the TSA program, an enrollment kit was mailed to your home address. To continue participating in the TSA Program after December 1, 2008, you must re-enroll during the special enrollment period, which runs from November 3 through November 28, 2008. If you have not participated in the TSA program before, please refer to the website below for full information: http://www.calstate.edu/hr/benefitsportal/.

Don’t miss our TSA Vendor Fair on Thursday, November 13, 2008 from 9:00 a.m. - 4:00 p.m. in the Presentation Room, Oviatt Library.  Stop by and meet Vendor Reps from all providers: AIG Retirement; Fidelity Investments; ING Life Insurance and Annuity Company; MetLife; and TIAA-CREF. This is an opportunity to speak with representatives, collect additional information and enroll in the TSA program.

CalPERS Annual Member Statement

You will receive your 2008 Annual Member Statement in the mail during the month of November. You can also view your statement online by logging on to myCalPERS. If you don't already have a myCalPERS Username and Password, register now. It's easy!

Employment Assistance Program

Working Around the Flu

November is National Flu Awareness Month.  At the work site, you can help keep your employees on the alert to minimize risk of illness. To reduce the potential spread of the flu this season:

• Get a flu shot – November 12th from 12:30 – 1:30 p.m. in Oviatt 16 (Garden Level). See Lunch and Learn, below.
• For more information, view the Center on Disease Control’s website on Preventing Seasonal Flu: http://www.cdc.gov/flu/protect/preventing.htm

Lunch and Learn

Upcoming Lunch and Learn Sessions, held from 12:00 - 1:00 p.m. in the HR Training Room, Oviatt 16 (Garden Level):

Relaxation Enhancement
Monday, November 10
Dr. Mark Stevens, Director, University Counseling Services

Typically our muscles which help us relax have been underutilized.  Wake them up. Come and remind yourself or re-learn through guided imagery how to bring tons of relaxation into your brain, body and attitude.  Most attendees leave with peaceful smiles on their faces.

Flu Shot Clinic (in conjunction with the Klotz Student Health Center)

Wednesday, November 12th 12:30 - 1:30 p.m.

No appointment necessary; please bring a check for $15.00 and your employee ID.

Evaluating Child Care Options
Monday, November 17th
Julie Castillo, Specialist, Resource and Referral Department
Child Care Resource Center

Information on child care options for infant/toddler and preschool age children. Our referral experts help parents explore, locate, and select from a wide variety of child care options and help educate them on what to look for in a quality care setting.

For more information on Lunch and Learn sessions, contact Marianne Hudz.

Payroll Administration

Vacation and Sick Leave Use Reminder

To ensure that all units of the university are in compliance with existing university practices in reporting leave hours, effective 11/01/08, the Payroll Unit of Human Resources will monitor reported vacation and sick leave hours.  Please ensure that all vacation and sick leave for non-exempt employees is reported in full hour increments. Non-exempt employees charge leave usage in 1-hour increments (for example; 1.0, 4.0, 8.0); exempt employees must charge vacation leave usage in full-day increments.

For more information please go to:
http://www-admn.csun.edu/ohrs/solar/am_users_guide_052008.doc.

 

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