UWHR/ISC Administrators' Forum January 18, 2018
Agenda The Whole U: Results of Community Interest Survey – Chiara Iacoviello • Paid Sick Leave- Marisa Graudins and Tram Le • Annual Attendance Incentive Program - Marisa Graudins and Tram Le • Minimum Wage – Randy West • Administrative Classification Consolidation Update – Dennis Heller • Tax Reform: Moving Expenses – Kyle Richard • Work Location – Peter Denis and Rachel Gatlin • Manage My Work Dashboard – Jacob Morris and Karen Matheson • Move Workers – Paula Ross • Updates from HCM Service Partners- Renni Bispham, Jean Swarm, Aaron Ford • Named Support Contact Outreach - Kanani Donaldson • Benefits Updates and Best Practices – Alana Miller • 2
The Whole U’s Impact The Whole U Community Interest Survey 2018
Success by the numbers BY THE NUMBERS 687 ACTIVITIES 1019 ARTICLES
Engagement 2014 - 2017 135,000+ TOTAL INTERACTIONS
Impact – Raise the Bar Departmental Challenge “We spend our working hours taking care of sick patients with cancer. This can be physically and emotionally demanding work. As a team, we think it’s important to take time out of the day to reach out and support each other and to integrate healthy behaviors into our daily routine in order to better care for ourselves. The Raise the Bar challenge has been a fun way to accomplish this!”
Impact –Valentine’s Day Card Making “This is a Win-Win event. The patients get to feel some kindness on a special day while they are going through some maybe not so good times, and the staff get a warm, friendly, creative break in their day that is fulfilling and helps others.”
Impact – UW Athletics employee appreciation games! “As an employee we do not receive many perks but these free events make me feel like I am valued and I absolutely see them as a perk.”
2018 Community Interest Survey Sales 965 UW faculty 2% 8% and staff 3% 9% Seattle Harborview UW Medical Center 9% Tacoma Bothell Other 69%
The Importance of The Whole U at UW Very Important 76% Somewhat Important 22% Not Important 2%
Top 5 Wellness Interests Mindful Living/Meditation 591 Happiness/Positive Psychology 568 Strength Training 543 Yoga 525 Women's Health 521 0 200 400 600 800 1000
Top 5 Cultural Interests Arts and Crafts 501 Travelling 492 Books & Literature 452 Movies 435 Music 426 0 200 400 600 800 1000
Top 5 Life Interests Food and Cooking 632 Volunteering/Community Service 464 Gardening 394 Dining Out 394 Environmental/Green Living 390 0 200 400 600 800 1000
Engagement within the UW community Attend arts events 484 Social acitivites to meet other employees 437 Attend UW athletic events 362 Staff mentoring 287 Participate in activities that support the student experience 204 0 200 400 600 800 1000
Top 5 Non-Profits Homelessness & Hunger 513 Community improvement 413 Health 406 Education 405 Animals 391 0 200 400 600 800 1000
What to look out for in 2018 - Yoga and mindfulness classes - Fitness and strength training opportunities - Food and cooking activities - UW Athletics events - Art activities - Travelling interest groups/seminars - Movie and music activities - Women’s and men’s health seminars - Happiness and positive psychology seminars
uw.edu/wholeu
I-1433 PAID SICK LEAVE Marisa Graudins and Tram Le
Overview > Initiative 1433 passed by the people of the State of Washington: – modified WA State Minimum Wage Act (MWA) – increased the minimum wage for all covered workers – required employers to provide paid sick time off to those covered by the MWA (generally speaking, nonexempt workers) who do not currently earn at least the minimum amount of sick time off guaranteed by law > Effective January 1, 2018 for hours worked on and after that date
How we got here EARLY AND JANUARY 1, OCTOBER 2017 JANUARY 1, NOVEMBER DECEMBER MID 2017 2017 2018 2016 2017 Final L&I draft Minimum wage Rule-making rules Sick time off I-1433 passed L&I and State process increases submitted; provisions take by WA State HR Rules through L&I, effect voters Finalized State HR rules including feedback (CNU) feedback period
Application of Rules I-1433 (now RCW 49.46) Impacts all covered by MWA – “nonexempt” WAC 296 L&I Rules Applies to all covered by MWA (temp/student hourly) Collective Bargaining WAC 357 Professional Agreement State HR Staff Program Applies to all contract classified Applies to all Applies to all workers, including represented CNU workers Professional Staff temporary and student hourlies (SEIU 925, WFSE, UAW, per diem nurses in SEIU 1199)
Topics > Sick Time Off Accrual and associated rules > Sick Time Off Use – Family Member Definition – Reasons for Use > Sick Time Off Verification
Temporary and Student Hourlies What’s new: > Accrual – 1 hour for every 40 hours worked (0.025 per hour), accrued at end of month and available for use the following month > Balance – Annual carryover capped at 40 hours > Payment at Termination – Not paid > Funding Restrictions – Federal work study funds may not be used to pay for sick time off
Workstudy Costing > Workstudy – For workstudy positions, the default budget is department budget, so without other costing allocation changes, sick time off used (S/L) would be charged to that budget. > If the earning S/L needs to be charged elsewhere, use costing allocations at the earning level
Classified and Professional Staff > Normal full time accrual of 8 hours/month (prorated) typically exceeds the maximum > Applies minimum “1 hour for 40 worked” accrual in the following circumstances when they would have received nothing even if they had worked: – more than 10 days of unpaid time off in a month – new hire starts on/after the 16th of the month – worker terminates on/before the 15th of the month The minimum “1 hour for 40 worked” does not apply to exempt CNU workers.
Hourly Academic Personnel > Hourly academic personnel who may be subject to this new law are being addressed
Accrual In Workday Updates each time a pay result is complete (2x/month), but the balance “banks” at the end of the month > Uses pay results instead of FTE to determine accrual > Requires pay results to be complete (accrual lag) > Retro paid hours accrue based on the month they are paid, not worked ”Balance as of” functionality to project future balance value won’t update > for temps and students
Accrual In Workday
Accrual In Workday
Staff Job Change > Regular Temp – up to 40 hours transfer; for remainder, if any, existing reinstatement rules (3 or 5 years) apply upon reinstatement to a classified or prostaff position. (ISC Tier 2) > Regular Regular -- Full balance transfers > Temp Regular -- Full balance transfers > Temp Temp -- Full balance transfers
Break in state service – Separation/Rehire Separated As | What Happens with Your Sick Time Off Returned As Full balance of sick time off may be reinstated per the Prior Washington State Regular to Regular Service Credit process (HR) Regular to A maximum of 40 hours is reinstated. The remainder is “held” for potential reinstatement (ISC/Payroll Services) Temporary Temporary to For rehires within 12 months of their termination date, the balance is reinstated. Temporary If the rehire date falls in the next calendar year following the termination date, a maximum of 40 hours will be reinstated as though the annual cap had been applied. (ISC/Payroll Services) Temporary to Regular
Multiple Jobs While workers accrue sick time off by position, balances from one position can be used on the other Example: Worker has the following sick time off balances: > Job 1 -- 50 hours > Job 2 -- 2 hours Worker wants to use 4 hours of time off on both jobs. Worker is allowed to use part of his/her 50-hour balance on Job 2 because Job 2’s balance is not large enough.
Adding a Job Job that exists Job getting added Result Regular job + Regular job Split the balance Regular job + Temporary job While the balance can be used between jobs, balance adjustments Temporary job + Temporary job will not be transacted at time of Add Job. Temporary job + Regular job Transact adjustments only at time of usage, as needed and requested.
Ending a Job Job that Job ending Result remains Regular job Regular job Combine balances Regular job Temporary job Temporary job Temporary job Temporary job Regular job From the regular job, only move over 40 hours of sick time off to the temporary hourly job.
Reasons for Use Added new reasons of: > Absences that qualify under the State Domestic Violence Act > When the employee’s workplace or employee’s child’s school or day care has been closed by public health official for any health-related reason
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