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2006 News & Announcements

HR Representatives

Bloomington Employee Relations

 

Personnel RepresentativesNews and Special Announcements

FLMA continuations | E-Doc routing through OneStart portal | Revision of the Personnel Policies Manual for Exempt and Non-union Nonexempt Staff

Archive: 2005 | 2004 | 2003

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12/19/03

SUBJECT: FMLA CONTINUATIONS INTO 2004

When an absence under FMLA leave continues past December 31st into a new calendar year, employees will need to meet FMLA eligibility for the new calendar year. To be eligible for the continuing FMLA for the new calendar year, the employee must have worked at least 1250 actual work hours in the 12 months immediately preceding January 1st (e.g., during 2003).

All departments with employees continuing FMLA leave in 2004 are required to complete an FMLA Continuation Form if the leave continues past December 31st. The form will document the FMLA leave status for the new calendar year.

Employees may be required to provide medical recertification for the continuance of any serious health condition if meeting eligibility for the new calendar year (see instructions). PLEASE NOTE that the FMLA medical certification forms (2E or 2F) are periodically updated. Please print out and use the current forms. Also, please review medical certification for FULL completion before signing final approval. If you have any questions or would like for UHRS to review the certification, you may contact us for assistance.

PLEASE NOTE:

• All employees meeting eligibility and qualifications for an FMLA covered absence will be entitled to up to 12 weeks of FMLA for the new calendar year, with proper documentation.
• All new FMLA needs will follow the full documentation process, starting with the use of Form #1. All continuing FMLA needs should follow the FMLA continuation process
• Employees on FMLA may exceed maximum usage of PTO or vacation by the amount of time under FMLA during a calendar year.

Link to IU FMLA Continuation Form and instructions:
http://www.indiana.edu/~uhrs/pubs/forms/fmla/fmla_continuation.pdf

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10/13/03

Beginning Monday, October 13th all initiated EDocs will automatically route for approval using the University's electronic workflow process within the OneStart portal. As a result there are business process changes for staff positions and some pooled positions that will take effect.

Pooled Positions:

All HRMS Departments on the Bloomington Campus should have available the following pooled positions: hourly, student hourly, PERF hourly, Work Study Undergraduate, Additional Pay – Academic Services, and Additional Pay – Staff Services. If your department was missing one or more of these pooled positions, our office created one for your use.

Additional Pay positions are now segregated by type of service – academic services and staff services. Your department should have two separate positions and you should be thoughtful in your choice of which position to use, as these EDocs will route to two different offices for final approval. If the wrong position number is selected, HR and Academic HR will have no choice but to disapprove the document; there is no ability to change a position number on a fully routed EDoc and redirect the electronic EDoc for proper office approval.

Appointed Staff Positions:

The Position Analysis Questionnaire (PAQ) instructions and form have changed as well as the process to be followed. Delete out-of-date versions you may have saved to your personal computer. Additionally, please advise your supervisors and employees to do the same.

PAQs are to be embedded within the electronic EDoc. Our office will no longer accept/require paper PAQs. Organizational charts, however, may be submitted on paper due to the variety of software packages these may be saved in which are not supported in the EDoc environment.

Departments must keep signed copies of PAQs on file within the department. Our office will work only from the electronic version within the EDoc.

Until the document has fully routed to our office we will not be able to begin the review process. If you are concerned about the timing of the request, please check the route log before calling our office to determine the status of the request in the routing hierarchy. Once a document has reached our office the review can take as little as a couple of days or as much as a month depending on the type of request, for example: new and vacant positions are given priority in the review process.

Below is a section from the updated instructions that provides specific detail on the process to follow. Additional information is available on the UHRS website at: http://www.iub.edu/~hrm/salary/index.html
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INSTRUCTIONS FOR SUBMITTING A REQUEST TO CREATE A NEW POSITION OR TO RECLASSIFY AN EXISTING POSITION:

1. Download the PAQ from the UHRS Website. http://www.indiana.edu/~hrm/forms/paq.doc

2. Complete each section, providing information that accurately represents the way the position currently functions.

   • Leave nothing blank, even for new positions. Expand sections as needed to accommodate your answers or remove extra lines, if applicable.
   • Org charts in WORD format may be submitted electronically within the body of the PAQ. No other formats are compatible.
   • See “Instructions for completing a PAQ” below for more detailed information
3. Save the file as a WORD document.
4. Print one copy of the PAQ form. Have the employee, immediate supervisor, and manager sign and date the printed copy of the PAQ. Type the employee, supervisor, and manager names and the words ‘on file’ on the signature lines of the electronic PAQ.
5. Keep the signed paper copy of the PAQ for your files or forward it to the individual within your department who is responsible for keeping PAQs. Forward the electronic copy of the PAQ to the employee who will be initiating the Edoc
6. Complete a ‘create’ or ‘maintain position’ Edoc and copy/paste the WORD document of the PAQ into the “detailed description” field of the Edoc. When the Edoc has been completely filled out, click on the “route” button. The Edoc (with the PAQ) will route electronically for approvals. If you are not submitting the org chart electronically, print the Edoc routing sheet, attach a copy of the organizational chart and forward to UHRS, Poplars E165, Attn. Classification.

Due to the nature and time frame of a position review, new paper EDocs should not be initiated this week. Please wait until Monday, October 13th when the electronic environment is ready to support your request. Our office will facilitate the completion of pending requests that were submitted in the current environment if our office has received all required material. If you have questions, contact Joyce Leonard at 855-7321 or .

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10/02/03:

Personnel Representatives;

As we discussed at the Personnel Representatives meeting last week, we have been working on a revision of the Personnel Policies Manual for Exempt and Non-union Nonexempt Staff. The manual is now available on the web at the following address: http://www.indiana.edu/~uhrs/policies/nonunion/main.html.

For those of you with your own web sites, please build a link to this address. The old manual has been removed. The revised manual can also be reached by clicking on “Policies” on the UHRS home page at: http://www.indiana.edu/~uhrs/.

On the web, the entire manual can be printed in PDF format (it is very long) and individual policies can also be printed in this format.

By far, the vast majority of changes are in the layout and organizational structure of the manual. However, there are a few changes which you should become familiar with. The most notable ones are in the following policies:

• Policy 2.3 Temporary Work and Pay: Adds the parameters for the size of the temporary pay adjustment.
• Policy 6.4 Corrective Action: Provisions are added permitting the removal of an employee from the work place with pay in specific circumstances to permit the investigation of a situation.
• Policy 6.5 Grievance Procedure: Mediation prior to arbitration has been added as an optional step requiring the agreement of management, human resources, and the employee.
• Policy 8.1 Injury on the Job: Provisions limiting the IU provided supplemental benefit to 40 hours per year have been added as with our union represented groups.
• Policy 10.5 Time Off for Funerals/Bereavement: Adds the provision that if the funeral is held outside of the one week time period called for in the policy, the nonexempt employee may use any unused part of the 3 days funeral leave to attend the funeral service.
• Policy 10.8 Family and Medical Leave Act (FMLA) Rights: Adds the provision that an FMLA leave should begin immediately for an FMLA eligible employee when s/he declines a modified work assignment offered through Worker's Compensation.
• Fact Sheet #4 Time Related Provisions for Professional Nonexempt Employees (PANE): Incorporates the document issued in 2000 as a supplement to the manual covering time related provisions for the PANE group.

Your Deans, Directors, and Department Heads will be receiving this message in campus mail next week. If you or they have any questions about these changes or any other policy in the manual, please do not hesitate to contact us in University Human Resource Services.

Thank you.

Maurice Smith

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