SANTA CLARA UNIVERSITY HUMAN RESOURCES COMMUNICATIONS COMMITTEE - PowerPoint PPT Presentation

SANTA CLARA UNIVERSITY HUMAN RESOURCES COMMUNICATIONS COMMITTEE December 4, 2019

Agenda 2 ⚫ Minimum Wage Increase ⚫ Exempt Salary Threshold Increase ⚫ Switchboard Advertising ⚫ Temp Invoices ⚫ Reclassification & Reorganization Freeze Period ⚫ December Payroll Deadlines ⚫ Accommodation Process ⚫ Performance & Workday ⚫ Workday Update

Minimum Wage Increase 3 ⚫ City of Santa Clara Minimum Wage increase to $15.40 effective 1/1/20 ⚫ Primary impact to student employees and some on-call staff ⚫ FY20 will be a variance Please make efforts to remain within budget ⚪ ⚫ University Budget Office is including the increase in the FY21 budget planning process

Exempt Salary Threshold 4

Exempt Salary Threshold 5 ⚫ SCU continues to be conservative with exempt classifications ⚫ The duty test and salary test are applied and borderline cases will be classified as hourly ⚫ Accurate job descriptions are critical in the classification process

Switchboard ⚫ What is Switchboard? ⚪ Switchboard is our new engagement platform where the SCU community can connect with one another easily and directly.This platform is best described as a fusion of LinkedIn and Craigslist, exclusively for Broncos. You can either "ask" for what you need or "offer" what you have to share, ranging from job opportunities, advice, goods, and more. Through Switchboard, Santa Clara alumni, students, faculty, staff, parents, and community members will be able to instantly access the extended Bronco network. ⚪ https://www.scu.edu/alumni/connect/scu-switchboard/ ⚫ HR will advertise general Career Site once a month. ⚫ Departments may post personalized ads for specific jobs.

Temp Hires and Rates 7 • Temps may be hired with salary savings to provide coverage for a vacancy or medical leave for up to 6 months. • You may payroll an identified candidate or request recruiting assistance from agency

Temp Invoices from Staffing Agencies 8 • Invoices send directly to billing contact listed on temp request from staffing agency • Invoices must be paid in a timely fashion

Deadline for Reclassification and Reorganizations 9 January 31, 2020 ⚫ ⚪ Exceptions may be made for vacancies ⚫ Stabilizes data for budget planning and merit ⚫ Requests resulting in reclassifications will be effective no later than 3/16/20 ⚫ Request received after 1/31/20 will processed effective 8/1/20 or later ⚫ Please review your employee data in Workday and advise HR if there are any discrepancies. ⚫ Turnaround times ⚪ General response time = 2 business days ⚪ Classifications for vacant positions = 5-7 business days ⚪ Reclassifications for current employees = 7-14 business days ⚪ Reorganizations = 30 business days ⚪ The clock starts upon receipt of complete package.

Sheila Javier

Payroll Deadlines ⚫ Very narrow windows for entry in December ⚫ Entry Period: December 4 - December 19 for December 23 paycheck ⚫ Entry Period: December 19 - December 23 for January 7 paycheck ⚫ Please keep this in mind when working with your HR Partner on with new hires and employee actions to ensure access for new hires and on-time and accurate payment for all employees.

12 Accommodation requests

Accommodation requests ⚫ Contact the Sr. Leave Specialist ⚫ ADA paperwork will be sent to employee ⚫ Once completed paperwork is received, an Interactive process meeting will be set up with the employee and the supervisor to discuss options ⚫ Letter will be sent out summarizing the outcome of the meeting

Equipment and Furniture requests ⚫ Contact the Sr. Leave Specialist ⚫ Doctor’s note is needed ⚫ The employee may need to go through an ergonomic evaluation coordinated by EHS ⚫ The first $400 or less is paid by the department/school. Lucy Haro from accounting can provide the accounting string to cover the cost over $400.

15 Performance & Workday Introductory Period Evaluation Annual Performance Evaluation

Performance Management Intro Period Evaluations Soft roll started for those hired effective 4/16 Annual Performance Evaluations Understanding Performance workshops will be held December through March - 1st session 12/11, 9 - 11 am

Workday 17 ⚫ Reminders: Check Inboxes for pending tasks/items ⚪ Costing Allocations: use valid combination codes ⚪ Enter & Approve hours prior to Holiday break ⚪ ⚫ Advance Compensation - Merit process in WD ⚫ W-2 and YE Forms ⚫ “F102” Like report - now available

Take-Aways to Communicate 18 ⚫ Minimum Wage increase to $15.40 effective 1/1/20 ⚫ Utilize Switchboard ⚫ There are options for payrolling temps. ⚫ Reclass / Reorg deadline 1/31/20 ⚫ December Payroll Deadlines ⚫ Review employee data in Workday for accuracy ⚫ Monitor Workday inbox for tasks needing approval

19 Questions?