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Human Resource Management July 2015 Newsletter

July, 2015
Upcoming Employee Assistance Program Webinars
July Webinars are Open on the EAP Website

Please visit the EAP Website for more information and to learn about upcoming webinars

Tuesday, July 14, 2015
11:30 am
From Smoker to Smoke Free
It can be very difficult to quit using tobacco, whether you smoke, dip or chew it. What may seem like a casual, relaxing habit can quickly turn into a serious, expensive addiction that gradually takes a toll on your health. Protect yourself by learning about treatment options and begin the process of quitting today!


Tuesday, July 21, 2015
11:30 am
Eating Healthy on a Budget
No matter what your financial situation is, everyone looks for ways to cut down their grocery bills. Don’t let the idea that healthy food is expensive keep you from striving for a balanced diet. Take some time to learn new strategies to stick to your budget while enjoying healthy, nutritious foods.

HealthQuest Savings Discount for 2016
Deadline is November 15th, 2015

Act now to get your $480 premium incentive discount for the calendar year 2016 State of Kansas Health Insurance plan.  To qualify for those savings, employees must earn 30 credits between November 16, 2014 and November 15, 2015.   

Step 1 is EASY - Complete your Biometric Screening for 10 credits.

  • Register for upcoming Biometric Health Screening Events scheduled for the Lawrence Campus at the Burge Union, on July 6-8th at www.KansasHealthQuest.com


  • Order an at-home test kit by logging in, clicking on "Biometric Screenings" under "Your Resources" and then select "At-Home Screening Kits."

For more information about earning credits, visit HealthQuest Credit Options.   

Staff Fellows Application Opening Soon

Unclassified professional staff and university support staff have a great opportunity to develop their leadership skills and grow in their careers.

The KU Staff Fellows Program will soon solicit applications for the 2015-2016 class of Fellows.  Fellows are a select group of KU employees who receive leadership training, mentoring, and an expanded view of the university while they work together on a year-long project that benefits the university.  This year’s project will address how best to implement a staff professional development framework that was researched and recommended by the 2014-2015 Staff Fellows.

Fellows must have the support of their supervisor as they will meet in three-hour sessions, twice a month. In return, Fellows have intimate discussions with a number of campus leaders and they learn more about their particular skillset and how to leverage their strengths. They deepen their knowledge of KU and develop a strong network of colleagues that continues to provide dividends long after the program concludes.

Keep your eyes open for more information about the KU Staff Fellows Program, or visit The Staff Fellows Website.

Participate in Project Search 2015-2016 Intern Program

If you haven’t had the opportunity to participate in Project Search, we have a few openings still available for intern placements this Fall term.  For more information visit the Project Search Website or contact Angie Loving (aloving@ku.edu, 864-1770).  

Employment and Salary Verification Updates
Introducing The Work Number System

Employees may now have their employment and salary verified via a web service called The Work Number on a 24/7 basis. The service involves no charge to employees from KU or The Work Number. With this service, verifiers (banks, utilities etc...) requests will only be processed via The Work Number.  Salary data beginning with calendar year 2013 has been provided; updates are made every biweekly pay date.   If a department receives a request for employment and/or salary verification, please forward to Human Resource Management. Employees should notify verifiers that KU uses The Work Number.   Faculty, staff, students and retirees with an active online ID may access information through the myKU portal. Read more on the Salary Verification website.   

Performance Management System Update

On January 5, 2015, the Performance Management System went live for all employees in the Administration and Finance Section that report up to Vice Provost, Diane Goddard.  At this time, all employees who have received training should be using the Performance Management System to establish goals.  More information about the Performance Management System can be found on the Human Resources website.   Training materials can be found here:

Goals Job Aid – Employees (pdf)8

            Goals Job Aid – Supervisors (pdf)

Or employees can enroll in available training in the Learning Management System.  If you or your department would like to request additional training to include hands on training, please contact Katie McCauley at kmccauley@ku.edu

30 Day Health Insurance Waiting Period Waiver Process

The State Employee Health Plan (SEHP) requires new employees to serve a 30-day waiting period before they are eligible for health insurance coverage (new employees become eligible for coverage the first day of the month following completion of the 30-day waiting period).  Additional information can be found in the 30 Day Waiver FAQ.

The SEHP will consider waiving the mandatory waiting period only if the following conditions are met, the prospective new employee must:

(1) not be entitled to any type of continuation of health benefits available from prior coverage and is not covered by, or is not be eligible to be covered by another health insurance plan or

(2) be required to have health insurance coverage as a condition of obtaining a work visa for employment in the US. 

The Benefits Office has been assigned the responsibility of coordinating and verifying all requests for waiver of the 30-day waiting period for KU Lawrence.  If you wish to request a waiver for a prospective employee, please have the prospective employee complete the Waiver Form:

Also, a letter from the department head supporting the request must be attached and sent with the Waiver Form to Benefits.  The waiver request must be submitted at least 30 days prior to the prospective employee’s proposed hire date (so that the approval/denial can be determined before the hire date). Please provide specific information unique to the employee’s situation to support the reason for the waiver request.  After the information is verified, Benefits will submit the request to the SEHP to determine whether the waiting period waiver will be approved.

If you have any questions concerning this process, please call Benefits at 864-7402, e-mail benefits@ku.edu or drop by Room 150, Carruth O’Leary Hall.

Supervisor Approvals for Time and Absence

An important responsibility of being a supervisor is to validate and approve employee’s time and absence by the deadline in order for employees to be paid accurately and one time. The deadline for approvals is generally Monday by 5:00 p.m. following the end of the payroll.  A biweekly reminder is sent out by Human Resource Management to a supervisor list created by data in the HR/Pay system. 

HRM-HR/Pay will be reaching out to departments and supervisors who are not approving by the deadline.  If a supervisor is not able to meet the deadline, he/she should delegate to another person with the knowledge to validate and approve on their behalf. Instructions on how to delegate access are available through this document.

Employees should submit by/on the end of the payroll period so supervisors can meet their responsibility.

Workstation Ergonomic Evaluations

Human Resources offers services in Workstation Ergonomics.  For best practices when it comes to adjusting your work space, please view the video:



Welcome New HRM Employees
Monica Marcolino, Robin Torez, and Jessica Webb

New Faces in Benefits

Monica Marcolino Headshot

Monica Marcolino has joined HRM as KU’s new Benefits Manager. Monica worked as an HR manager at a KC construction corporation for eight years prior to joining HRM.  She is nationally certified as a Senior HR 

Professional after passing the HRCI and SHRM exams. She spent her first 18 years in Brazil and Ecuador and traveled across many countries until age 25. In her new role, Monica’s responsibilities include overseeing and supervising the daily operations of the Benefits Office, providing retirement counseling, benefits problem resolution and procedural guidance, as well as being a liaison with agencies and vendors that provide the benefit programs. Monica finds happiness playing with her three-year old son Tiziano, visiting KC favorite spots, training for the KC half-marathon in October, or reading a book.   


New Faces in Employment

Image of Robin Torez Image of Jessica WebbPlease stop in and take a moment to meet our new Senior Recruitment Staff in room 101 in Carruth O’Leary Hall. Robin Torez and Jessica Webb joined KUHRM this past May and bring with them a unique blend of recruitment, training and employment experience. Robin will be primarily assigned to work with the College of Liberal Arts and Sciences and members of the CPS SSC team and Jessica will be focusing on all areas receiving support from the CAO SSC. We welcome them to the team as we bid farewell to Natalie Timson as she moves with her family out of state and wish Lynn George well in her retirement.

Relax with a Massage from Watkins Health Services

Massage therapy is one of the many services that faculty and staff can access at Watkins Health Services. Massage therapist Tina Carson has more than 16 years of experience. A variety of options are available including medically ordered therapy, Swedish, deep tissue and more.  Appointments can be made by calling 785-864-9507.  Gift certificates may be purchased for a co-worker or spouse from Watkins Business Office. Tips are not allowed so you can save even more money in addition to these affordable faculty/staff rates:

  • 15 Min - $15
  • 30 Min - $30
  • 45 Min - $45
  • 60 Min - $60
Employee Assistance Program
A No-Cost Benefit To Help Make KU Employees’ Lives a Little Easier


  • Could you use some help with a Certified Financial Planner?
  • Have a question for a lawyer?
  • Need a reliable moving company?
  • Need to talk to a Certified Public Accountant on a tax question?
  • Want to adopt a dog?
  • Looking for a tutor for your child?
  • What?


    The state of Kansas EAP (Employee Assistance Program) provides various programs and resources at NO COST to  benefits-eligible employees and their dependents.   ComPsych Corporation/GuidanceResources provides confidential support, resources, and information for personal and work-life issues.

    Work-Life specialists will do the research for you, providing qualified referrals and customized resources for:

    * Child and elder care                                   

    * College planning

    * Moving and relocation                                 

    * Pet care

    * Making major purchases                             

    * Home Repair

    Speak by Phone AT NO COST with Certified Public Accountants and Certified Financial Planners on a wide range of financial issues, including:* Getting out of debt                                   

    * Retirement Planning

    * Credit card or loan problems                   

    * Estate Planning

    * Tax questions                                          

    * Saving for College

    Consult with GuidanceResources staff attorneys by phone AT NO COST about:

    * Divorce and Family Law                            

    * Real Estate Transactions

    * Debt and Bankruptcy                                 

    * Civil and Criminal Actions

    * Landlord/Tenant Issues                             

    * Contracts

    How? Call toll-free 1888.275.1205, Option 7. 

    When? Guidance Consultants are available 24 hours a day, 7 days a week. For a certified professional consultation, a phone appointment will be set at a convenient time for you.

    Why? Because everyone can use a little help sometimes.

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