HR Liaisons MeetingMarch 17, 2011

Agenda• Welcome• Diversity Week• Nepotism Disclosure• Payroll Transfers • Report of Outside Activity• PeopleSoft HR Update• Organizational Departments• Upcoming Event Highlights• Other Updates• Wrap Up

Diversity Week

Diversity WeekDiversity Week is April 4 – April 8

Monday, April 46:00pm Opening Reception TBA

Tuesday, April 59:30am-10:45am Racial Justice in RDB 1000

Public Schools

1:00pm-2:30pm Immigration: A Lynchpin RDB 1009of Diversity

3:30pm-5:00pm Women of Influence SIPA 1000

4:30pm-6:30pm Caribbean Fest: Life Pines& Culture

Diversity WeekWednesday1:00pm-2:30pm Benefits of Diversity AHC3 110

in Political Discourse

3:30pm-5:00pm "For the Bible Tells Me So" – RB 120Film and Discussion (Topic: LGBT Issues & Religion)

6:00pm-8:00pm The Black Jew Dialogues SIPA 125

Diversity WeekThursday9:30am-10:45am "Walking Each Other SIPA 100

Home" - Film & Discussion

12:00pm-1:00pm Jazzy Lunch with GC LawnInternational Artist Nicole Henry

3:00pm-4:30pm A Sensory Experience RB 130

Friday12:00pm-3:00pm Culture Fest- Food, Fashion, GC Lawn

& Talent Show

12:00pm-3:00pm TAG: The Art of Giving GC Lawn

Nepotism Disclosure

Policy Statement

Relationship to another individual employed by the University shall not constitute a bar to hiring, promotion or reappointment, provided, that no employee shall be under the direct or indirect supervision or control of a related individual. The University retains the right to refuse to appoint a person to a position in the same department, division or facility, whereby his/her relationship to another employee can create an adverse impact on supervision, safety, security, morale, or involves a potential conflict of interest. Individuals should not be employed in a department or unit, which will result in a subordinate-supervisor relationship between such individuals and any related individual as defined above through any “line of authority.” Related individuals, as defined by this policy, may not be supervised or work in the same division, department, or unit without prior approval from the Assistant Vice President of Human Resources and the Vice President in charge of Human Resources.

Reason for Policy

To ensure that no preferential treatment will be afforded to individuals based on relationship that may place undue or inappropriate influence on terms and conditions of employment.

Nepotism

Definition

“Relationship” is defined as individuals related by blood, marriage, adoption [e.g.. father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son-in-law, daughter-in- law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half-brother or half-sister, Florida Statute Section 112.3135(1)(d)]; a person a public employee intends to marry, or with whom the public employee intends to form a household, or any other natural person having the same legal residence as the public employee, Florida Statute Section 112.312, Code of Ethics; domestic partnership, dating, or other personal relationship in which objectivity might be impaired.

“Line of authority” is defined as authority extending vertically through one or more organizational levels of supervision or management.

Nepotism Disclosure

● If an applicant has disclosed on the employment application that he/she has a relationship based on the Nepotism definition; a Nepotism Disclosure form must be completed and submitted to Recruitment Services for review “prior to the hire”

If the form is approved – the hire will be approved

If the form is denied – the hiring department will be required to go back to the original applicant pool and select another candidate or start a new search for a viable candidate

● Approved copies are sent to the employee and supervisor. Original is stored in the employees’ file in HR.

Candidate Disclosure

● An employee that has a relationship with another university employee, as described in the policy, must disclose the relationship by completing the Nepotism Disclosure form and submitting it to Employee and Labor Relations for review and approval.

If the form is approved – nothing changes

If the form is denied – sufficient time will be provided to allow either employee to seek other employment

● Approved copies are sent to the employee and supervisor. Original is stored in the employees’ file in HR.

Current Employee Disclosure

POLICY STATEMENT All University nepotism approvals must be in place prior to any related persons beginning work on a sponsored project.

●PI completes the Internal Clearance Form and submits to the Division of Research.

If decision to hire a related individual is determined after the proposal has been processed through Pre-Award, the PI must notify Pre-Award

If request is approved, there may be conditions imposed upon the supervisory relationship

●Approved copies are sent to the employee and supervisor. Original is stored in the employees’ file in HR.

Sponsored Research Disclosure

Nepotism Disclosure Form

Same FormFor All

Found on HR website underELR or Recruitment Services

http://hr.fiu.edu/uploads/file/elr/Nepotism_Disclosure.pdf

Payroll Transfers

Payroll Transfers• Payroll transfers that involve grants need to be

routed through OSRA including transfers to and from C&G funding sources

• Payroll transfers more than 60 days for all academic units need to go to Academic Affairs for approval

• Payroll transfers more than 60 days for non-academic units need VP approval

• Payroll transfers must be submitted to Payroll by June 20, 2011 for this fiscal year, however, the receiving department will have an elevated accrual that will not be reversed in 2010-11

Report of Outside Activity/ Conflict of

Interest

Taskforce Members:

Jaffus Hardrick, Human ResourcesLeyda Benitez, ComplianceIsis Carbajal de Garcia, CounselJoann Cuesta-Gomez, Human ResourcesTonja Moore, Academic AffairsMichelle Ciccazzo, Academic AffairsJoe Barabino, ResearchDon Smithburg, College of MedicineJonathan Tubman, ResearchDavid Driesbach, ResearchCarlos Flores, Human Resources

Report of Outside Activity/ Conflict of Interest

Outside Activity/Conflict of Interest Disclosure Obligations Stem From

Federal regulatory requirements

State law requirements

University policy These policies capture your compliance

obligations to disclose outside activities that may pose an actual or potential conflict

Report of Outside Activity/ Conflict of Interest

In order to comply with applicable federal and state laws, the University has policies and procedures in place, and now an electronic disclosure process that allows faculty and staff to disclose outside activities that may constitute an actual or potential conflict of interest between their personal interests and their public duties on behalf of FIU

“Nuts and Bolts”: WHO?

Question: Who needs to complete the form using the electronic portal for disclosures?

Answer: All benefit eligible employees of FIU, whether in-unit or out-of unit, will use the electronic portal for disclosures of outside activity/conflict of interest (“COI”) in accordance with the applicable University policies and collective bargaining agreements. All personnel involved in research shall use the electronic portal for disclosures in accordance with the Conflict of Interest in Research policy

“Nuts and Bolts” for Disclosing Outside Activity/COI through electronic portal:

WHY?

Question: Why do you need to complete the online Report of Outside Activity/Conflict of Interest?

Answer: Under federal and state law, the University must ensure that employees’ outside activities do not pose a COI that has not been managed, reduced or eliminated

The University’s policies are not intended to discourage an employee from engaging in outside activity in order to increase the employee’s professional reputation, service to the community, or income. However, such activities must not put the employee or the University at risk of violating the federal and state laws on conflicts of interest that you and the University must follow. Moreover, research much be conducted in an unbiased manner, free from conflicts

 

Question: When does the form need to be completed?

Answer: All new hires must complete the form at the time the offer of employment is accepted

All employees (with the exception of in-unit faculty, see below) must complete the form at the beginning of the academic year and update this form whenever there is a significant change in activity (nature, extent, funding, etc.) which could result in a COI or when a new outside activity is undertaken. Additionally, all employees seeking to engage in research must complete the form to disclose any potential COI prior to start of the research project

“Nuts and Bolts”: WHEN?

In-unit faculty must complete the form when the employee reasonably concludes that the proposed outside activity may create a COI, or in any outside compensated professional activity

A new report must be submitted for outside activity previously reported at:

The beginning of each academic year for outside activity of a continuing nature; and

Such time as there is a significant change in any activity (nature, extent, funding, etc.)

“Nuts and Bolts”: WHEN? (Cont’d)

Electronic Portal for Employees

Approval Routing

Routing of Academic Approval

Office of the ProvostOffice of the Provost

DeanDean

FacultyFaculty

Direct SupervisorDirect Supervisor

ResearchResearch

Associate DeanAssociate Dean Review

Routing of Administrative Approval

Human ResourcesHuman Resources

Direct SupervisorDirect Supervisor

Admin/StaffAdmin/Staff

ResearchResearch

Question: What needs to be disclosed?

In Research: All financial, fiduciary, time commitment and related interests that may in any way bias the design, conduct, or reporting of research

In Employment: All activities that may create an actual or potential COI between your private interests and your public duties as an employee of FIU

If you are in doubt, it is best to disclose the outside activity/conflict of interest

“Nuts and Bolts” WHAT?

PeopleSoft HR Update

Project Milestones Strategy

Core HRCore HR

Base BenefitsBase Benefits

Core PayrollCore PayrollHRHR

Time & Labor

Time & Labor

ContractsContracts

GLGL

RecruitmentRecruitment

AbsenceManageme

nt

AbsenceManageme

nt

Ben AdminBen Admin

Effort Reporting

Effort Reporting

ESS/MSSESS/MSS

ReportingReporting

Year EndYear EndSecuritySecurity

Faculty EventsFaculty Events

ePerformance

ePerformance

Enterprise Portal

Enterprise Portal

1 2 3 4 5

Production ReadinessProduction Readiness

ConversionConversion

Development & InterfacesDevelopment & Interfaces

Milestone

Go-LiveGo-Live

PeopleSoft Human Resources Project Milestones

Organizational Departments

Common Department Structure

University Organizational Department Structure

Organizational DepartmentsBeginning in late March or April, HR will approve all new Financials Organizational Department requests or updates The Organizational Department is a unit within the structure of the university and must have the following characteristics to be approved:

Has a supervisorHas a budget

Currently, a department is defined by a 10-digit org code in HR

The 9-digit Organizational Department ID used in Financials will replace the 10-digit org code on January 1, 2012

Organizational Departments HR is maintaining a crosswalk between the 10-digit and the 9-digit Organizational Department ID for the transition

The Org Department is not a funding source; the Activity ID is a funding source

Below is a snapshot of the org department crosswalk:

Additional information and a new form with instructions is forthcoming

Organizational Department Form

DRAFT

Upcoming Event Highlights

Other Updates

Other UpdatesLeadership Development Institute

Talent Management and Development will launch the pilot program for the Leadership Development Institute in March

The full program will launch in SeptemberAdditional information is forthcoming

MyAccounts Notification ChangesThe MyAccounts Notification will soon contain the

pay plan to make it easier to identify new employeesThe change will take place in the next several weeks

Upcoming Events/DeadlinesEventDiversity Week

Building Positive Relationships with Our Children

STEPP

Student Employment Week

FIU Spring Picnic

LocationVarious

AHC1 140

Graham Center Ballrooms

Various

MARC Lawn

Date/TimeMonday, April 4 –Friday, April 8

Monday, March 28Noon – 1:00 p.m.

Wednesday, March 30Noon – 1:00 p.m.

Monday, April 11 – Friday, April 15

Saturday, April 161:00p.m. – 5:00p.m.

Wrap Up

Questions or Comments?