HAPPENINGS From the Office of
MARCH 2013 In This Issue:
Flexible Spending Claims Grace Period
New Mandated Sexual Harassment
Human Resource Management
Thank You... We would like to thank everyone who a ended the HR Contact Meet and Greet that was held on Feb. 19th in the LSU Bookstore. We had a great turn out and enjoyed mee ng some new faces and catching up with others. If you are an HR Contact who was unable to a end, we have the HR Contact paperweights in our oﬃce in 110 Thomas Boyd Hall for those that did not receive one. First come, first serve.
Mandated Ethics Training
2013 Summary Plan Documents
New PLE Implementation
ORP/403(B)/457 (B) Vendor Schedule
Financial Wellness Seminars
HR Contact Spotlight
Flexible Spending Accounts Claims Grace Period The grace period to incur claims for the 2012 plan year is March 15, 2013. Any claims incurred through March 15, 2013 MUST be filed to Boon‐Chapman no later than May 15, 2013. If you incur a claim during the grace period and you s ll have a balance in your 2012 account, you should con nue to use your debit card with Boon‐Chapman in order to have the reimbursement paid from 2012 account. The debit card will automa cally take the funds from the 2012 account if there is a balance available. If you do not u lize the debit card op on, you can con nue to file a paper claim with Boon‐Chapman. You will con nue to have access to your online account through the grace period. You can access this by logging on to the Boon Chapman website at www.mybenny.com. First me users will enter their social security number, zip code, and Benny Card number for your ini al login. This will allow you to check the status of your claims as well as your available balance.
HRM |110 Thomas Boyd Hall |T: 225‐578‐8200 | F: 225‐578‐6571 | Oﬃce Hours: 8‐4:30 PM | Page 1
HAPPENINGS Mandated Yearly Sexual Harassment Training In the Louisiana Senate Concurrent Resolu on 107 passed in 2012, the Louisiana Senate resolved that all state agencies should provide one hour of sexual harassment training to each public employee each year. Each LSU classified employee, professional employee, faculty, other academic employee, con ngent/transients, graduate and teaching assistant, and student worker must take the statutorily mandated sexual harassment training each year.
To sa sfy the requirement, LSU has created the e‐course, Preven ng Sexual Harassment in the Workplace. This course will teach employees how to define sexual harassment, iden fy poten ally harassing behaviors, recognize forms of sexual harassment and partner with HRM in the complaint process at the University. To take this course, use this link: h p://community.moodle2.lsu.edu/course/view.php?id=137. Click yes to self‐enroll in this community Moodle course. Once enrolled, click on the link that says Statutorily Mandated Sexual Harassment Training: Preven ng Sexual Harassment In the Workplace. Then, click Enter. A er comple ng the e‐course, you will be able to print out a cer ficate of comple on for your records. Please keep this cer ficate and follow your department’s instruc ons for repor ng and compliance. It is not necessary to forward your cer ficate to HRM.
You may contact the Oﬃce of Human Resource Management at 8‐8200 with any ques ons.
Mandated Yearly Ethics Training As a reminder, in response to Louisiana Revised Statute 42:1170, all public employees are also required to complete one hour of training on the Code of Governmental Ethics each year. Impacted employees include the following groups: classified, professional, faculty, other academic, con ngents/transients, graduate and teaching assistants, and student workers.
The required training can be completed in one of two ways:
By comple ng an online training course located on the Ethics Board website (h p://ethics.la.gov/SeminarRegistra on/). Upon comple on, the employee will be provided with a cer ficate that documents the comple on of the course.
By a ending an instructor‐led session. A LSU ethics training liaison will deliver the required training in the Capital Chamber (Room 329) of the LSU Union on June 11, 2013 at the following mes: 9:00‐10:00 a.m. and 11:00 a.m.‐ 12:00 p.m. Registra on is required and can be completed by logging into myLSU. Click on "Employee Resources" and then "HRM Training Programs." A er valida ng your personal informa on, click on "Training Programs" and then select "Statutorily Required Ethics Training for Employees."
According to the statute, failure to comply with the requirements of training cons tutes a viola on of the Ethics Code. Any public employee who is found to have violated any provision of any law within the jurisdic on of the Ethics Board can be removed, suspended, or ordered to have a reduc on in pay or demo on by the Ethics Board. The board can also impose a fine of not more than ten thousand dollars, or both.
You may contact the Oﬃce of Human Resource Management at 8‐8200 with any ques ons.
New to the Office of Human Resource Management’s website… the 2013 Summary Plan Document for LSU First Health Insurance and the 2013 Summary Plan Document for the Flexible Spending Accounts. HRM |110 Thomas Boyd Hall |T: 225‐578‐8200 | F: 225‐578‐6571 | Oﬃce Hours: 8‐4:30 PM | Page 2
HAPPENINGS Fingerprint Packets for Out-of-State Candidates Eﬀec ve immediately, we will no longer mail fingerprint packets to out‐of‐state candidates. This is due to the lengthy processing me of paper fingerprint cards through LA State Police. Going forward, please follow the process outlined below for out‐of‐state candidates who are unable to fingerprint at LSU PD prior to start date and reloca on to BR:
EMPLOYMENT PROCESSING March 1st
Staﬃng Partner submits the candidate’s background check.
Upon receipt of a sa sfactory report from First Choice, provisional hire approval* may be granted.
Staﬃng Partner e‐mails HR Contact with provisional hire approval language*.
Candidate must complete fingerprin ng at LSU PD within 3 business days of eﬀec ve start date.
Con nued employment is subject to sa sfactory results from fingerprint background check.
*Provisional hire approval through First Choice should only be used when an out‐of‐state candidate is not able to fingerprint at LSU PD prior to reloca on to Baton Rouge area. Please contact the Oﬃce of Human Resource Management at 578‐8200 or firstname.lastname@example.org if you have any ques ons about this process.
Reminder: Civil Service Professional Level Exam (PLE) Implementation Current state employees who are applying for professional level jobs that require a State Civil Service test score should be aware that the current Professional Entry Test (PET) is being replaced. Administra on of the new PLE began Friday, March 1, 2013, in the Baton Rouge Informa on and Tes ng Oﬃce. All scores currently ac ve for the PET will expire on Tuesday, April 30, 2013. You may apply for and take the new PLE during the transi on period, but you will not receive grade no ces un l a er April 30, 2013. On May 1, 2013, the PLE grades will become ac ve and may be used to apply to posted vacancies. All new scores for the PLE will have an expira on date of two years following the eﬀec ve date of the test score. There will be a limited transi on excep on period for using the PET scores for PROMOTION ONLY of permanent classified state employees un l May 1, 2015. Please visit the Louisiana State Civil Service website for more informa on, www.civilservice.la.gov.
March Vendor Schedules For ORP, 403 (B), 457 (B) Plans: All vendor mee ngs will take place at 304 Thomas Boyd Hall. *NOTE: March 21st, TIAA‐CREF will be in 319 Student Union, Baritaria Room. Tuesday
Compensa on Plan of LA
Clyde Bohne 225‐765‐7576 Chris Burton Ext. 2261 225‐926‐8082 ext. 10‐2pm 35507 10‐2pm
Brandon Goll Mike So le Julie Russell 225‐766‐8711 11‐2pm
19 VALIC Mindy Lewis 225‐201‐1009 10‐2pm
Brandon Goll Mike So le Julie Russell 225‐766‐8711 11‐2pm
TIAA‐CREF Kevin Porter Mike Digiovanni 504‐644‐5013 10‐2pm
26 TIAA‐CREF 27
Kevin Porter Mike Digiovanni 504‐644‐5013 10‐2pm
HRM |110 Thomas Boyd Hall |T: 225‐578‐8200 | F: 225‐578‐6571 | Oﬃce Hours: 8‐4:30 PM | Page 3
HAPPENINGS Financial Wellness Seminars Upon employment, the majority of LSU employees are required to par cipate in one of the Louisiana State Re rement Systems (LASERS, TRSL, or ORP). Employees who par cipate in these state re rement systems do not contribute toward Social Security; therefore, cannot rely on Social Security to supplement their re rement income. In an eﬀort to bridge this gap in re rement income, the LSU System Oﬃce oﬀers the Supplemental Re rement plans (403(b) and 457) to eligible employees. This program is designed to assist with financial security during re rement and allow employees to make tax‐deferred contribu ons into the Supplemental Re rement Accounts. In an eﬀort to educate employees on how par cipa on in these re rement programs could assist in planning for their financial stability through re rement, the Oﬃce of Human Resource Management will be oﬀering a series of FREE re rement planning and investment seminars. The Louisiana State University System’s Voluntary 403(b) and 457 re rement vendors (ING, MetLife, TIAA‐CREF, VALIC and Louisiana Deferred Compensa on) will be conduc ng these Financial Wellness Seminars and will available to assist employees with enrollment into this program. Please see the schedule below for a list of seminars that will be available each quarter. Employees are encouraged to enroll for a Financial Wellness Seminar through their myLSU accounts, under Employee Resources, HRM Training Programs. We hope to see you there! March 5, 2013: 10:00 a.m. & 2:00 p.m. in the Capital Chamber Room, LSU Union “Basics of Inves ng” ‐ presented by TIAA‐CREF When you’re beginning an investment strategy, you don’t have to know everything about the financial markets, but you should grasp the essen als. Join us to find out techniques you can use when making investment decisions. Topics will include se ng financial goals, realizing tax advantages, aiming to reduce risk with diversifica on, recognizing the pi alls of market ming and understanding the impact of expenses. May 15, 2013: 10:00 a.m. & 2:00 p.m. in the Capital Chamber Room, LSU Union “Re rement Income Strategies” ‐ presented by Valic Imagine entering re rement not knowing how long your money will last. What if you couldn’t pay for food, housing or fuel? What if you couldn’t pay for medical expenses? These are some of the uncertain es people face as they near re rement. Come learn strategies so you can keep more of what you earn, minimize taxes and make the most of your savings. Topics will include how economic challenges impact saving for re rement, how to manage the five risks of re rement, and how the “Essen al Income Planning” process works. July 10, 2013: 10:00 a.m. & 2:00 p.m. in the Capital Chamber Room, LSU Union “Sandwich Genera on” ‐ presented by ING The Sandwich Genera on may experience added financial pressures when planning for their own re rement. Topics included will be basic budge ng, basic inves ng strategy, strategy for your children’s needs, and strategy for your parent’s needs. September 17, 2013: 10:00 a.m. & 2:00 p.m. in 225 Peabody “Re rement Planning: An Ac on Plan for Baby Boomers” ‐ presented by Louisiana Deferred Compensa on A end this seminar to learn helpful ps and get sugges ons for crea ng a plan that may help you through the course of re rement. HRM |110 Thomas Boyd Hall |T: 225‐578‐8200 | F: 225‐578‐6571 | Oﬃce Hours: 8‐4:30 PM | Page 4
HAPPENINGS HR CONTACT SPOTLIGHT Name: Maria Cruz Cazes Hometown: Gramercy, LA Educa on: Bachelor’s in Mathema cs and a Master’s in Applied Mathema cs from Nicholls State University What do you do in your department, including job tle and area? I am the Business Manager in the Oﬃce of Accoun ng Services. I manage various sec ons of our oﬃce, monitor the Accoun ng Services budget, serve as HR contact, and handle ma ers related to HR, personnel, and risk management. I also work on other administra ve issues, assist with special projects, and provide support to Donna K. Torres, Associate Vice Chancellor for Accoun ng and Financial Services. How long have you been with LSU? This February makes it 9 years! To be honest, I can’t imagine being anywhere else. What has been your most sa sfying or rewarding experience as an HR professional? I get most of my sa sfac on from being part of a team and being counted on as someone who can and will “make it happen.” Being able to provide data and informa on that present “the good, the bad, and the ugly” of a situa on is something I feel is of valuable and importance in making sound decisions in everyday life. I always tell myself that it’s easy to do the wrong thing, but hard to do the right thing. When you are part of the HR world, keeping this concept front and center is key and pays oﬀ in the long run and in the big picture. What do you like most about working at LSU? Undoubtedly, I love the friendships and rela onships I have formed over the years. They may not know it, and I probably don’t share my feelings o en enough… but they are directly responsible for my personal and professional growth I have achieved over the years. Being around such a diverse group of staﬀ and students at diﬀerent stages of their careers and lives keeps me thinking 24/7 and in constant learning mode. “The only constant is change” ‐ another one of my favorite sayings. Tell us something interes ng about yourself. One of the most interes ng things about me relate to my heritage. I hold dual ci zenship as I was born in Cadiz (Rota), Spain on a naval base. I was born the daughter of an awkwardly shy and modest man from a small southern town in Louisiana (St. James parish – Bonfire Capital of the World) and a very free spirited, friendly, loud, and full blooded Spanish woman. For those who know me, it really does give some insight to my personality and why I am the way I am. I hold the exact same name as my mom – Maria Cruz Cazes. Since I was female, I didn’t have the luxury of having that “Jr.” behind my name. And ironically, not a single family member called me or my mother by Maria but rather “Big Mary” or “Li le Mary.” And of course, being from a small town, everyone had a nickname – most of my friends call me Ri or RiRi.
We hope you will enjoy The Happenings, Geaux AcƟve sec on. Here you will find great ps for leading a healthier lifestyle. We encourage our faculty and staﬀ to take an ac ve approach in his/her quest for health and well‐being.
Weight Watchers on Campus Since June of 2012, faculty, staﬀ, and students from all over campus have been mee ng in the Walk Room in the Engineering Lab Annex on Wednesdays. Weigh‐in is at 11:30a.m. followed by a mee ng at noon which ends promptly at 12:30p.m. These dedicated members have made small, sustainable lifestyle changes that have helped them move closer to a personal goal. Collec vely the group has lost 500+ pounds. To find out how you too can feel healthier, contact Ellen Stevens at 225‐341‐0162 for program details.
Healthy Food Options on Campus Trying to eat healthy at work can some mes be a challenge especially when you haven’t had me to prepare something to bring from home. Fret no more! LSU Dining’s website oﬀers an Interac ve Nutri onal Analysis Report for all of their food choices at over 30 of their loca ons. To use the tool, go to the LSU Dining Website, scroll over “Menus” and select “What’s on the Menu?” You can then choose your loca on, type of meal (breakfast, lunch or dinner) and it will generate a list of the menu op ons including, por on size and nutri onal informa on. It also provides diﬀerent codes to let you know more about the food such as, if the food has balanced nutrients & por on size, or if it’s appropriate for vegans or for vegetarians. This tool makes ea ng out and ea ng healthy a snap! Check it out today! h p://www.dineoncampus.com/lsu/ show.cfm?cmd=menus2. If there are any health/fitness topics that you would like to see in upcoming issues, please e‐mail them to email@example.com.
HRM |110 Thomas Boyd Hall |T: 225‐578‐8200 | F: 225‐578‐6571 | Oﬃce Hours: 8‐4:30 PM | Page 5
Upcoming Opportunities Post Award Administration Training
March 4th | 8:15 — 2:30pm March 18th | 8:15 — 2:30pm April 1st | 8:15 — 2:30pm April 15th | 8:15 — 2:30pm April 29th | 8:15 — 2:30pm
March 19th | 9 — 11am April 24th | 9 — 11am
Basics of Investing Seminar March 5th | 10 — 11am March 5th | 2 — 3pm
Personnel Activity Reports (PAR) March 20th | 9:30 — 11am April 23rd | 9:30 — 11am
Property/Fleet Management Training March 21st | 9:30 — 11:30am April 11th | 9:30 — 11:30am
Sponsored Programs System (SPS) Training
March 5th | 9 — 10am
March 26th | 9 — 11am
Family Medical Leave Act (FMLA)
Intro to Sponsored Programs
March 6th | 9 — 11am
April 3rd |9 — 10:30am
Excellence in Customer Service
March 6th | 9:30 — 11:30am April 10th | 9:30 — 11:30am
April 9th | 2 — 4pm
Budget and Planning
Payroll Processing Procedures
Violence Free Workplace
April 10th | 10 — 12pm
March 6th | 9:30 — 11am
GLS & Reporting Tools
LaCarte Purchasing Card
April 18th | 9:30 — 11:30am
March 12th | 9:30 — 11:30am April 16th | 9:30 — 11:30am
April 18th | 9 — 11:30am
Travel Expense Reimbursement
March 14th | 9:30 — 11:30am April 25th | 9:30 — 11:30am
Effective Time Management March 19th | 1 — 4pm
Positive Discipline Completing Form I-9 April 23rd | 9 — 11am April 23rd | 1 — 3pm April 24th | 9 — 11am April 24th | 1 — 3pm
Benefit Basics for HR Contacts April 25th | 9 — 12pm
To register for a Training and Development class, log into myLSU. Click on ‘Employee Resources’ and then ‘HRM Training Programs’ from the le hand menu. You will be asked to validate your personal informa on. Then, click on ‘Training Programs’ from the top menu. Choose your selected class and date. Click ‘register.’ You will receive an email confirma on.
TRAINING & DEVELOPMENT
New Employee Orientation
If you do not receive a confirma on or are put on a waitlist, please e‐mail the Training & Development Coordinator, Chynsia Jenkins at firstname.lastname@example.org or call her at 225‐578‐8333. HRM |110 Thomas Boyd Hall |T: 225‐578‐8200 | F: 225‐578‐6571 | Oﬃce Hours: 8‐4:30 PM | Page 6