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October 2017 Human Resource Management Newsletter

October, 2017
State Employee Health Plan (SEHP) Open Enrollment
Plan Year (PY) 2018

Open Enrollment provides you the opportunity to make changes to your benefit elections, including health, dental, vision as well as voluntary insurance products. It is also when the State Employee Health Plan (SEHP) announces changes for the upcoming year.  

  • Please note Enrollment for Plan Year (PY) 2018 is an “active” enrollment.  If you are enrolled in Plan A or C in 2017, you must complete Open Enrollment for PY 2018 (by saving and submitting your election in MAP), otherwise your coverage will be defaulted into a new health plan, Plan N, with your same insurance company, at the same coverage level, and with a Health Reimbursement Account. When you complete Open Enrollment, a pending election statement will be sent to the email address you have registered in MAP.
  • Please remember that if you want to enroll in health care and/or dependent care Flexible Spending Accounts, or in HealthyKIDS, for the next plan year, annual enrollment is required and you must enroll during Open Enrollment.

When?

Open Enrollment for Plan Year PY 2018 will start October 1st and will end October 31st. After that, you won’t will not be able to make any changes to your plan elections until the following Open Enrollment period unless you have a qualifying life event.

What’s New?

  • Enrollment for Plan Year (PY) 2018 is an “active” enrollment.  If you are enrolled in Plan A or C in 2017, you must complete Open Enrollment for PY 2018 (by saving and submitting your election in MAP), otherwise your coverage will be defaulted into a new health plan, Plan N, with your same insurance company, at the same coverage level, and with a Health Reimbursement Account. When you complete Open Enrollment, a pending election statement will be sent to the email address you have registered in MAP.
  • To view the 2018 Open Enrollment booklet, with information about changes for PY 2018, plan options and premium rates, etc., click here.  
  • In addition to Plans A and C, the SEHP is adding added three new health plan options available to all faculty and staff: Plan J, N and Q.   You can choose the plan that will work best for you.  Blue Cross and Blue Shield of Kansas and Aetna will remain as medical plan insurance companies.
  • During the month of October Open Enrollment, you can enroll, cancel, or change plans or add family members not currently enrolled. You can also enroll in dental, vision, spending accounts, and voluntary benefits. Benefit changes are effective January 1, 2018.
  • PY 2018 voluntary insurance plans will be offered by MetLife.  You can enroll in these plans without being enrolled in the SEHP.  For more information, click here.  Enrollment in these plans is through MAP, the Membership Administration Portal.   

*** Visit the new KU Open Enrollment website for complete information

including the 2018 Open Enrollment booklet.***

 

How do I complete Open Enrollment?

The Membership Administration Portal, MAP, portal will open for Open Enrollment on October 1st.   MAP is your portal to select and change your health, dental, vision and spending account benefits. Login into MAP during the month of October to view your current elections and make changes for next year. For MAP Enrollment Assistance, visit KU Open Enrollment.                          

Seminars, Webinars, and Benefits Fair

SEHP Webinars

Register for SEHP Webinars for Active State Employees. Select the date and time that would will work best for you.   You also can and access PowerPoint slides (Click on “PY2018 Open Enrollment Presentation”).

KU Open Enrollment Day (Lawrence Campus)

SEHP Open Enrollment Sessions

Wednesday, October 11th, Kansas Union, 4th Floor, Alderson Room.

Same session, 2 options: 10 am and 1 pm

Attend in person or watch the session streamed online. No registration required. For more information, visit KU Open Enrollment website.

Benefits Fair

Wednesday, October 11th, Kansas Union, 4th Floor Lobby.  11 am – 1pm

Receive 2018 benefit handouts, meet and ask questions to vendors.*

*Invited vendors: SEHP (Aetna, Blue Cross and Blue Shield of Kansas, Caremark, Delta Dental, Surency Vision, NueSynergy, Employee Assistance Program, Rx Savings Solutions, MetLife), Retirement (KPERS 457, Voya and TIAA) and Life Insurance Benefits:   TEA (Teachers and Employee Association)/Miller Group and The Standard Insurance Company.   

SEHP Statewide Meetings

SEHP has scheduled many statewide meetings.  You are welcome to attend any of the open meetings regardless of employing agency.

           

**** Open Enrollment must be completed by midnight October 31st, 2017 ****

 

For more information, please visit KU Open Enrollment website.

 

Optional Group Life Insurance (OGLI) Open Enrollment

Life insurance provides financial protection for you and your family. During Open Enrollment, October 1-31st, you can apply for guaranteed member, spouse and/or child(ren) coverage without answering health questions. 

Approved coverage starts January 2018.

Additional details can be found at OGLI Open Enrollment Website.

National Disability Awareness Celebration: Embracing Inclusion and Innovation
Wednesday, October 18, 2017, 5:30 – 6:30PM

Please join us for a conversation on disability, equity, inclusion and employment with Haben Girma.
Haben is the first Deafblind person to graduate from Harvard Law School, Haben Girma advocates for equal opportunities for people with disabilities. President Obama named her a White House Champion of Change, and Forbes recognized her in Forbes 30 Under 30. Haben travels the world consulting and public speaking, teaching clients the benefits of fully accessible products and services. Haben is a talented storyteller who helps people frame difference as an asset. She resisted society’s low expectations, choosing to create her own pioneering story. Because of her disability rights advocacy President Obama, President Clinton, and many others have honored Haben.  Light refreshments will be provided after the event.  Attendees are urged to RSVP so organizers can accommodate all guests.  Please RVSP  at the following link: kunationaldisabilityawarenesscelebration.eventbrite.com

Co-Sponsored by the following campus partners: Academic Achievement and Access Center, Center for Sexuality and Gender Diversity, Department of Applied Behavioral Science, Department of Special Education, Department of Women, Gender, and Sexuality Studies, Emily Taylor Center for Women & Gender Equity, Office of Diversity & Equity, Department of Human Resources Management, Office of Institutional Compliance, Office of Institutional Opportunity and Access, Office of Multicultural Affairs, Research & Training Center on Independent Living, School of Business, School of Social Welfare, and the Spencer Museum of Art.

Individuals with disabilities are encouraged to attend all University of Kansas sponsored events. Communication Across Realtime Translation (CART) and American Sign Language (ASL) will be provided for this event. If you require an accommodation in order to participate, please contact the ADA Resource Center for Equity and Accessibility, by 5:00 p.m. on October 5, 2017.

Project SEARCH

Join us for coffee, donuts and conversation to celebrate a six year partnership between KU and Project SEARCH.  Hear from current and former KU training sites to learn how this unique school-to-work program builds job skills for 18-21 year olds with learning disabilities through hands-on training. 

Ready to make a difference to the lives of others?  All colleagues are invited to learn more.

When: Oct. 26

Where: Watson Library, 455

Time: 9:30-11:00

Unable to attend?  Reach out to hrdept@ku.edu or aloving@ku.edu with Project SEARCH in the subject line to receive more information.

Performance Management System
Self Evaluation Launch and Due Date

In mid-October all USS and UPS employees who are due an annual evaluation will receive an email from the Performance Management System notifying them that the 2017 Annual Performance Evaluation has been launched and the self-evaluation is available for them to complete.  Completion of the 2017 Annual Performance Evaluation will begin with the employee completing their self-evaluation.  The self-evaluation will be due January 12, 2018. 

Based on feedback from employees across campus, the evaluation form template has been revised.  Comments on each of the 9 University Core Competencies will no longer be required.  Instead, ratings will be required and there will be space for overall comments on the Core Competencies

Training is currently being scheduled specific to the 2017 Annual Evaluation Form.  Available training will include:

“Performance Management System - Self Evaluation Hands on Training” - This training class will be held in a computer lab where attendees will be able to go through the annual self-evaluation form in the Performance Management System with an instructor guiding through the evaluation and answering questions.  For more information about this training, please contact hrdept@ku.edu.

Step-by-Step Instructions for the evaluation process as an employee can be found at: Performance Evaluation - Employee Step-by-Step Instructions

Step-by-Step Instructions for the evaluation process as a supervisor can be found at: Performance Evaluation - Supervisor Step-by-Step Instructions

Flu Shot Clinics Offered for Employees

The single best way to avoid getting the seasonal flu is to get vaccinated. For faculty and staff enrolled in State Employee Health Plans A and C (and spouses enrolled in the employee’s plan), flu shots provided by Watkins Health Services are covered in full as a preventive service.  Please bring your State of Kansas health insurance card to any Watkins clinic listed below in order to have your insurance billed.  Save time by completing the necessary forms in advance.

 

Date

Time

Location

Tuesday, October 3

10:00 am 1:00 pm

Strong Hall, Rotunda

Wednesday, October 4

11:00 am 1:00 pm

LEEP2, Atrium

Wednesday, October 11

10:30 am 1:30 pm

Kansas Union, 4th Floor

Thursday, October 12

11:00 am 1:00 pm

Nichols Hall, Atrium

Thursday, October 19

11:00 am 1:00 pm

DeBruce Center, Mezzanine

Tuesday, October 24

10:00 am 1:00 pm

Kansas Union, 4th Floor

Wednesday, October 25

11:00 am 1:00 pm

Underground

Thursday, October 26

11:00 am 1:00 pm

Anschutz Library, 3rd Floor

Wednesday, November 1

11:00 am 1:00 pm

Strong Hall, Rotunda

Thursday, November 2

3:00 pm 5:00 pm

Watkins Health Center

­

For KU employees who do not participate in the State Employee Health Plan, flu shots cost $30.  Payment is due at the clinic by cash, check or credit card.  Medicaid, Medicare, and Medicare Supplement plans are not accepted. If this is your coverage, you will need to pay at time of service. 

 

Employees who are unable to attend a clinic can make an appointment to receive a flu shot by calling 785-864-95651.  The Faculty/Staff Immediate Care Clinic at Watkins Health Center, 1200 Schwegler Drive, also accepts walk-ins from 8 am – 4:30 pm Monday through Friday.

 

For additional flu information from the State Employee Health Plan, click here.

 

Staff Professional Development Opportunities

Staff professional development opportunities coming up this quarter. Click the links to register. All courses take place in JRP 204.

 

Building Intercultural Skills Workshop #1

October 26, 2017 from 10 am to noon

December 7, 2017 from 10 am to noon

 

Building Intercultural Skills Workshop #2

October 12, 2017 from 10 am to noon

November 9, 2017 from 10 am to noon

 

Building Intercultural Skills Workshop #3

November 29, 2017 from 10 am to noon

 

Emotional Intelligence in the Workplace

October 5, 2017 from 9 am to noon

 

Introduction to Supervision

December 14 - 15, 2017 from 9 am to 4 pm

 

Managing Difficult Conversations

December 13, 2017 from 9 am to noon

 

Mindfulness in Everyday Life

December 8, 2017 from 9 am to 11 am

Change in Process for Reporting Work Related Injuries or Illnesses

The State Self Insurance Fund (SSIF) has recently implemented an electronic method of reporting on-the-job accidents to make workers compensation claims. Effective November 1, 2017, the SSIF will no longer accept paper forms (1101-A) for reporting accidents. To facilitate this change, Human Resource Management (HRM) has created a web-enabled form for supervisors to report on-the-job accidents. The web-enabled form is available now on the HR website and is to be used in place of the former PDF form.  Based on SSIF requirements, the web form does require more information than formerly requested for the 1101-A. Information to assist in form completion is available on http://humanresources.ku.edu/workers-compensation. The process and deadlines for reporting on-the-job injuries has not changed. Please feel free to direct any questions to hrdept@ku.edu.

Tobacco Free Policy

The Tobacco Free KU policy will be effective July 1, 2018. Visit the Tobacco Free KU website to learn how you can support a colleague who may want to quit smoking. http://tobaccofree.ku.edu/help-others-quit

Professional Development and University Service During Work Time
Revised Policy

HRM worked with leaders of Staff Councils and Staff Senate to revise the professional development policy so it includes university service and other development opportunities. View the revised policy at:

Professional Development and University Service During Work Time

Shared Leave Policy

The Shared Leave policy has been revised to clarify that:  

  • shared leave is not protected leave like FMLA and ADA;
  •         eligibility will take into consideration all disciplinary actions; and
  •         having shared leave as a “bridge” to disability requires active participation in the Long Term Disability process.

https://policy.ku.edu/human-resources/shared-leave

Update on the Equifax Breach

Reminder of Previous HRM Communication:  Equifax, a credit reporting company, reported in September of having a security breach of customer personal information including social security data.  KU subscribes to two Equifax products. One, Work Number, is a tool used to conduct employment verifications. The second is an Affordable Care Act (ACA) tracking product that KU Human Resource Management uses to ensure that the university is properly tracking employee ACA eligibility. Both of these products fall under the Equifax Workforce Solutions division. While the breach occurred in their financial management division, Equifax assured KU that they have found no evidence that this cybersecurity incident affected the Workforce Solutions division data.

Even though there was no apparent compromise of employee information KU utilizes, we are sharing the website Equifax set up. The site, www.equifaxsecurity2017.com, allows all U.S. customers to determine if their information has been potentially impacted, to sign up for credit file monitoring and identity-theft protection complimentary for one year. To further assist customers, Equifax established a dedicated call center (866-447-7559) that is open every day (including weekends) from 6 a.m. to midnight CST. 

To aid you in your decision-making process, we are also sharing this article from CNN/Money, http://money.cnn.com/2017/09/11/pf/equifaxmyths/index.html, which concisely addresses several concerns raised regarding this security breach and protecting personal information

Appointment Processing
Update and Deadlines

HRM is engaged in a review of the annual academic year appointment process to ensure timely pay with the high volume of hires and rehires. Various campus department representatives, Dean’s Offices, Shared Service Center and HRM personnel will be contacted to identify business processes and areas for improvement.

As a reminder, the deadline to guarantee an appointment is keyed into HR/Pay from PAF’s or Onboarding must be received as of 5:00 p.m. the Wednesday prior to pay calc.  Please note that this deadline may be adjusted for accelerated pay calc activities as it relates to pay cycles involving a holiday.  In addition, all Spring Lecturer and 3G appointments will be due to HRM on December 1, 2017 to ensure appointment information is keyed.  For details, please visit the HR/Pay calendar available at humanresources.ku.edu.  

Governor recognizes KU employees for 40, 50 years of service

On Friday, September 22, 2017, Kansas Governor, Sam Brownback presented service pins at the State Capitol Building to State of Kansas employees who have been working for the state for 40 and 50 years. 

University of Kansas Honorees for the 40 and 50 Year State of Ks. Service Pin Recognition Ceremony, are:

40 years

Paul Michael Comolli, William L. Dentler Jr., Ned Allen Ford, Debbie Elaine Forsyth, Nancy S. Helm, Richard J. Hermesch, Linda L. Keeler, Elizabeth Anne Kuznesof, Nancy Louise Larsen, Jan B. Sheldon, Kathleen A. Sheldon, Thomas M. Skrtic, Clarissa Ann Snow

50 years

Sarah E Haines, James A. Sherman, Jack R. Porter

More information about the ceremony is available on the State of Kansas, Department of Administration website.

Staff Fellows

KU names Staff Fellows for 2017-2018

Neeli Bendapudi, provost and executive vice chancellor, and Mike Rounds, associate vice provost for human resource management, have announced the 2017-2018 class of Staff Fellows at the University of Kansas. 

The Staff Fellows Program strives to make KU a stronger institution by providing unclassified professional and university support staff members with opportunities to take part in a structured professional development program. The program includes skill and leadership development and the opportunity to gain broader knowledge of the university. It also provides each staff fellow with a mentor from KU’s senior leadership to broaden the experience, knowledge and resources available to each of the fellows.

During the course of the yearlong program, the fellows work together on a complex assignment with potential to better the institution. This year staff fellows will shape an employee value proposition model that promotes positive employee engagement at KU. Staff fellows will also recommend how to implement this model within the organization.

“Among the truly great strengths of KU are the skills and ideas that our people bring to the institution every day,” Bendapudi said. “This project and the talented people we are bringing together represent an exciting opportunity for KU. We will accomplish something that elevates our institution not just in the near future, but for the long run.”

In the first half of the program year, Staff Fellows will conduct research and analyze employee value proposition philosophies and models. Using this research, they will design a compelling employee value proposition that aligns with both higher education and KU. A mid-year review will assess the viability and provide feedback to guide the second half of the program year, which will produce a recommendation on how to implement the employee value proposition model at KU to foster a culture that promotes positive employee engagement.

Staff from the Lawrence and Edwards campuses and the Kansas Law Enforcement Training Center in Hutchinson applied to the program, now in its 10th year. Twelve new fellows were selected. Visit the Human Resource Management website for more information about previous years’ projects. The Office of the Provost and Human Resource Management jointly coordinate the program.

 

The 2017-2018 Staff Fellows

Patrice Anderson, Campus Administration and Operations (CAO) Shared Service Center

Scot Brownrigg, Kansas Law Enforcement Training Program

Amy Carlson, Pharmacy and Biomedical Research (PBR) Shared Service Center

Julie Fugett, Information Technology

Kevin Fullerton, School of Pharmacy

Amber Roberts Graham, Office of Graduate Studies

Tanya Hackathorn, Campus Operations

Andy Hyland, Office of Public Affairs

Julian Silverman, Center for Environmentally Beneficial Catalysis

Robert Waller, Budget Office

Jessica Webb, Human Resource Management

Erin Wolfram, University Career Center

Lean/Six Sigma Training

Human Resource Management and KU IT have partnered in coordinating Lean/Six Sigma Green Belt certification training at the Edwards Campus. To date, two cohorts of 25 staff members have been trained at the Edwards Campus. The instructor is Heather McCain who used to lead quality control efforts at Garmin. The next cohort will take place during October and November. Each certification consists of 4+ days of training (1 day/week for 5 weeks) with a certification test during the last class. Other units interested in participating in future cohorts can contact either Mike Rounds or Eric Freeze (KU IT). We will be coordinating 2018 cohorts in the near future.

(Lean/Six Sigma is a process/quality improvement approach. We are focusing on this particular tool in Admin & Finance to establish a common process improvement language and approach. For more information regarding Lean/Six Sigma please go to:  https://www.sixsigmaonline.org/). 

Reminder: Time and Absence – Approval Changes
Effective Payroll Period Ending 11/04/2017

HR/Pay staff has been individually reviewing (and often approving administratively) time submissions and absence requests that were not approved by supervisors prior to established pay period approval deadlines. This practice has been used by HR to ensure all KU employees are paid in a timely manner. Unfortunately this approach does not always accurately reflect the work done by employees and is inconsistent with KU audit standards.  This review and approval practice will end for both time and absences as of the payroll period ending November 4, 2017. (Payroll period dates: 10/22/2017 -11/4/2017 – paid 11/17/2017)

We have modified the HR/Pay system to display all Payable Time that is pending approval, thus eliminating the need for the supervisor to change or remove dates. In addition, for those who access the Timesheet, the start date now defaults to Sunday to correspond with the official start of the KU work week.

The HR/Pay team will still assist with individual issues upon contact and review.  The Shared Service Centers activities are not changing and SSC HR representatives will still assist departments and employees as they do today.

Human Resource Management began moving the approval responsibility back to the supervisors in the fall of 2015 by working with the Dean’s office for the School of Business as a pilot.   The School of Business contains a mix of faculty, staff and many students representing a variety of time and absence reporters and supervisors.  We later added a large administrative area and several other departments to the pilot.

The success of the pilot program confirmed that all time and absence approvals should be conducted at the unit level. It is important to pay our employees both accurately and timely. General guidelines for supervisors approving time and absences and for their employees reporting time and absence are:

  • Hourly (non-exempt, overtime eligible) employee’s responsibility to accurately:
    • report time worked by the end of each workweek
    • submit absence request by the end of each workweek  
    • For employees who use time clock devices,
      • Immediately notify your supervisor of any incorrect or missed reporting 
  • Salaried (exempt, overtime ineligible) employee’s responsibility to accurately:
    • submit absence request by the end of each workweek
  • Supervisor’s responsibility to:
    • validate the accuracy of the time and absence request
    • address inaccuracies promptly with the employee
    • approve accurate time and absence request by the deadline
    • create a system delegation, if unable to meet the deadline

 

Time and absences submitted after the payroll period ends may result in delayed or inaccurate pay.  Endowment loans are not allowed for delayed paychecks due to late time and absence submissions.

Additional resource materials are available at: humanresources.ku.edu/hrpay.

Supervisor training is available upon request. Please coordinate your training requirements through Pam Burkhead at: pburkhead@ku.edu.

 

Charitable Contributions

KU employees have the opportunity to make charitable contributions through payroll deductions to support United Way, the KU Endowment Association, and Community Health Charities (CHC). For additional information, please click here

Weight Watchers at Work Program
Meetings held at KU Endowment Building, West District

Join us for Weight Watchers At Work any Thursday at 11:30 a.m. at KU Endowment, 1891 Constant Ave. This Weight Watchers group meets in the privacy of the student call center at KU Endowment in West District (free parking!). Meetings include a private come-and-go weigh in from 11:00 a.m. - 11:30 a.m. and a 30-minute program that begins at 11:30 a.m. Join any time! For more information, contact Lori Blaylock, coordinator, at 785-832-7337 or lblaylock@kuendowment.org or Kim Stewart, leader, at 785-213-5760 or kimberly.a.stewart@weightwatchers.com


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