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Payroll and Personnel Liaison (PPL) Training
After the successful completion of 2009's Personnel and Payroll Liaison (PPL) Program, we are
working on the training initiative for 2010! This initiative
is an extension of the Department of Human Resources’ (HR) outreach
efforts and is in direct response to requests from PPLs and PeopleSoft/HRMS
end users. It represents a collaborative effort with participation among
various units in Human Resources, Student Employment Services, the Office
of the Vice Chancellor for Research and Graduate School, University Risk
Management and Payroll and Benefits Services. The PPL training program
(Program) will be offered from April through September and is designed
to enhance the effectiveness of PPLs and PeopleSoft/HRMS end users. The
Program includes information about HR-related contacts and resources,
as well as policy and procedures regarding employee leave requirements,
interviewing, hiring, time collection, on-the-job injury, compensation,
record keeping, etc. The program consists of a series of 15 modules, each
addressing various processes and procedures for managing classified and
exempt professional staff, student employees and research faculty.
Though not mandatory, we strongly encourage all PPLs to participate in
the Program. We recognize that PPLs possess varying levels of experience
and HR-related competencies; therefore, we have designed the structure
of the program with flexibility. PPLs may attend one, several or all of
the modules ranging from 1 to 3 hours in length. Participants have a 2
year cycle to complete all of the modules and upon completion, they will
be certified in the Program. The 2 year timeframe for certification allows
PPLs who attended some of the modules in the previous year to be certified
once they attend the remaining modules in the current year’s Program.
In addition to the 15 modules, the Program offers an opportunity for PPLs
to participate in labs for select sessions. Participation in the labs
allows attendees to apply skill sets learned in modules to case studies
presented in the lab, while interacting live on PeopleSoft/HRMS. Participation
in the lab is optional and not a requirement for certification purposes.
There is a maximum capacity of 60 participants per session, and pre-registration
is required. Registration is also required to attend a lab and there
is a maximum capacity of 25 participants allowed. You may call extension
2-0956 to register. A waitlist will be created when a session becomes
full. Employees on the waitlist will be given priority for the next year’s
Program.
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Office of Labor Relations
The following training modules will be offered
by the Office of Labor Relations.
Module: Leave Administration
This module will be presented by Tangie Sutton,
Brett Rogers and Jennifer Norton and will cover the following material:
- Provide comprehensive overview of leave practices for Classified and Exempt Professional Staff including the most recent revisions by the State Personnel Board.
Module: Family Medical
Leave Administration (FMLA)
This module will be presented by Tangie Sutton,
Brett Rogers and Jennifer Norton and will cover the following information:
- Explain FMLA requirements for Classified Staff and Exempt
Professional Staff and 12-month Faculty employees including
eligibility, notification, supervisor/ employee/PPL responsibilities
and the importance of confidentiality.
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Module: Progressive Discipline
This module will be presented by Jennifer Norton and will cover
the following material:
- Provide comprehensive explanation of progressive discipline
process including supervisor/appointing authority/PPL roles
and responsibilities.
- Explain appeal/grievance processes available to employees including
deadlines and employee rights and responsibilities.
- Discuss the importance of communication with employees and the availability
of many campus resources to help employees and supervisors resolve problems,
thus minimizing the need for progressive discipline and dispute resolution.
Module: Performance Management
This module will be presented by Brett Rogers and will cover the following material:
- Explain Performance Management cycle for state classified
employees including timelines, plans, coaching sessions, evaluations
and the Dispute Resolution Process.
- Explain the requirements involved in the planning, coaching and evaluation sessions.
- Discuss best practices for performance management including the management of Family Medical Leave, progressive discipline and performance conflicts.
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University Risk Management
The following training module will be offered
by the Office of University Risk Management.
Module: Worker’s
Compensation involving On-the-Job-Injury
This module will be presented by Beverly Richmond and will cover the following material:
- Explain On-the-Job Injury process including a flowchart/timeline of what needs
to happen by when. Also, this explanation should include information about the
Incident Report, 24 hour waiting period, tracking Injury Leave and Maximum Medical
Improvement (MMI).
- Explain Make Whole process.
- Explain employee/supervisor/PPL’s responsibilities when OJI
occurs.
- Address what happens when employee is injured on the job and
refuses to go to the designated healthcare provider(s); what
are legal requirements in this instance.
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Employment
Services
The following training modules will be offered
by the Office of Employment Services.
Module: Fair Labor Standards Act (FLSA)
This module will be presented by Annie Piatt and Luke Taylor
and will cover the following material:
- Discuss critical components of the FLSA that apply in state
government including recordkeeping requirements, definitions
of the terms "exempt" and "non-exempt" and how overtime is determined/calculated.
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Module: Recruitment and Selection Process for Classified and Exempt Professional Staff
This module will be presented by Robin Van Norman, Elyse Cadogan, and Kym Calvo and will cover
the following material:
- Beginning with information on the classified staff recruitment and selection process, including basics of the State Personnel System, state residency
requirements, the concept of merit and fitness and definition
of “classified.”
- An overview of classified processes involving Jobs at CU, recuitment types, assessment options and the referral process; followed by an overview of exempt professional search committee processes and requirements.
- Definitions of key terms and explanations of processes for
transfer, reinstatement, promotion, demotion, resignation, termination,
1% on-call, and essential positions along with discussion of the key similarities and differences between the classified and exempt professional search processes.
Lab:
Jobs at CU
This session will be presented by Kris Watson and Annette Sargent
and will be held at 3215
Marine Street, Computing Lab, RL6, room W179.
Registration is required to attend the lab and there is a maximum
capacity of 25 attendees. This lab provides an opportunity
to review and practice entering job postings using the Jobs at
CU system.
- Presenters will answer technical and procedural questions
regarding the system and how it works when hiring different jobs
groups such as Classified Staff, Officers and Professional Exempts
and Faculty.
Module: Interviews,
Reference Checks and Hiring
This module will be presented by Elyse Cadogan and Monica Moskovics
and will cover the following material:
- Interview planning and strategies including an overview of
lawful vs. unlawful inquiries, sample interview questions and
planning the interview environment.
- Guidelines for checking references including sources of information
and a sample reference checking form.
- Overview of the hiring process including making an offer,
conducting a background check, finalizing the hire in PeopleSoft/HRMS
and employee status.
- Overview of temporary employment including how to hire temporary
employees and retirees.
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Module: HRMS Offline
Processes for Classified Staff*
This module will be presented by Annie Piatt
and Monica Moskovics and will cover the following
material:
- Discuss the off-line processes for Manage Positions, Jobs at CU
and Workforce Administration. This discussion will also cover
required forms and documentation.
*Prerequisite: Participants must have completed training for access to PeopleSoft/HRMS.
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Module: Compensation
for Classified Staff
This module will be presented by Annie Piatt
and Luke Taylor and will cover the following
material:
- Provide an overview of compensation requirements, tools and
resources relating to classified staff employees.
- Discussion will include an overview of the classified staff
pay plan; the "Compensation Guidelines for Classifies Staff
employees; setting salaries for new hires, transfers, promotions
and demotions; discretionary compensation; incentive reward
programs; and required documentation.
Module: Position Descriptions for Classified and Exempt Professional Staff
This module will be presented by Annie Piatt,
Luke Taylor, and Kym Calvo and will cover
the following material:
- Provide information and tips on completing the Position Description (PDQ) for classified
staff positions including an explanation of the Position Description evaluation processes.
- Discussion of how the content of the Position Description affects possible outcomes; and accurately describing how the duties performed by a position is critical for classification, effective recruitment of qualified applicants, and performance management.
- Provide an overview of the position review and exemption process for officer/exempt professional positions including required forms, process workflow, and suggested tips and available resources.
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Human Resources Executive Director’s Office
The following training module will be offered
by the Human Resources Executive Director's Office.
Module: I-9 Requirements,
Personnel Record Keeping and Employment Verifications
This module will be presented by Ana Johnson
and Rosie Compean and will cover the following
material:
- Provide an overview of the Human Resources website which provides
references for HR policies and publications.
- Provide information regarding Work/Life initiatives.
- Provide a review of HR practices for managing and conducting
Employment Verifications.
- Explain what is subject to open records and the process for
accessing these records including what information is (and is
not) kept in an employee's HR personnel file; an overview of
Records Services; and an update on the Systems Records Retention
Policy.
- Provide an overview of the Federal Employment Eligibility
Verification Form (I-9) and its requirements.
- By attending this session, interested participants may become
an authorized I-9 Partner.
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Student Employment Services
The following training module will be offered
by the Office of Student Employment Services.
Module: Hiring Work
Study and Hourly Student Employees
This module will be presented by Susan Youtz, Missie Johnson and Tina Tan
and will cover the following material:
- Explain hiring process for students including advertising
a student job announcement and how information is entered into
PeopleSoft/HRMS (e.g. finding vacant position and adding employee).
- Explain differences between hourly and work study employees
and what processes are involved.
- Provide information on work studys including how many hours
are awarded and how to track hours in PeopleSoft/HRMS.
- Explain what needs to happen when student works for multiple
departments including who tracks and pays for overtime.
- Explain student employee benefits including FML and Jury Leave
eligibility.
- Provide information regarding requirements for hiring international students.
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Lab: Hiring Work Study
and Hourly Student Employees
This session will be presented by Susan Youtz
and Shari Hettema and will be held at 3215 Marine Street, Computing Lab, RL6, room W179.
Registration is required to attend the lab and there is a maximum
capacity of 25 attendees. This lab will provide participants
the opportunity to apply material learned in the Hiring Work Study
and Hourly Student Employees. This lab will cover the following
online and offline information:
- By applying a case study, participants will get hands-on practice
in correctly setting up hourly and work-study student employees.
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Research Faculty (1300 job codes)
The following training module will be offered
by the Offices of Vice Chancellor for Research and the Graduate School.
Module: HR practices
for Research Faculty and Professional Exempts funded by grants
This module will be presented by Sheryl Jensen,
Assistant to the Vice Chancellor for Research in the Office of
the Vice Chancellor for Research and the Graduate School.
This presentation will cover the following information:
- Provide information on policies and procedures (includes business processes, leave policies and procedures, Chancellor delegation due dates, Jobs at CU, and website links) for hiring
Research Faculty, Research Professors, Grant Funded Exempt Professionals, and Post-Doctoral Fellows.
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Payroll and Benefit Services (PBS)
The following training modules will be offered
by the Office of Payroll and Benefit Services.
Module: Human Resources
Management Systems ( HRMS) Review/Reporting and Earning Codes
This module will be presented by Lori Krug and will cover the following
information:
- Participants will gain a better understanding from a PeopleSoft/HRMS
perspective, of the appropriate use of earnings codes and earnings
programs. Various scenarios and "best practices" when selecting
earnings codes in Time Collection will be presented.
- Participants will also learn about helpful reports and review
pages in PeopleSoft/HRMS, when to use them and why.
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