Human Resources logistics for Georgia Regents University

Following is a message from Susan A. Norton, Vice President, Enterprise Human Resources:

As the consolidation of Georgia Health Sciences University and Augusta State University draws closer, we recognize that you may have general questions around your employment with Georgia Regents University.  The questions and answers below are intended to provide key information as we move forward.

When does the new University name go into effect and how will that affect my employment?
We will become Georgia Regents University with the final approval of our consolidation by the Board of Regents of the University System of Georgia, expected to occur at the January Board of Regents meeting, January 8th & 9th, 2013.  As of that date, you will be an employee of Georgia Regents University. Your hire date with your current University will be used as your service date for leave accrual and service recognition purposes, and any other service based policy or program.

Where can I go if I have questions about my employment?
The Human Resources departments of Georgia Health Sciences University and Augusta State University are consolidating to create one Human Resources department for Georgia Regents University. The office locations will now be on the Health Sciences campus, with two locations to serve you.

For benefits and retirement questions, training and development classes, questions about your personnel record, and general employment concerns, you will visit the human resources office located on the first floor in the Annex Building at the corner of Walton Way and 15th Street (entrance faces 15th Street).

The key contacts in this suite of offices are as follows:
Patricia Riley, Director of Benefits and Data Management, 706-721-7894
Connie Sutton, Interim Director of Workforce Development, 706-721-7623
Marcia Faglier, HR Assistant, Tuition Assistance Program, 706-721-8175
Debra Arnold, Director of Employee Relations, 706-721-6197
Donna Fields, Director of Records and Information Management, 706-721-0697

To apply for open positions or for questions about the classification of your existing position, the human resources office located on Pope Avenue will be able to serve you.  All students in temporary employment services will also be provided assistance from the Pope Avenue office. The key contacts in the Pope Avenue office include:

Susan Norton, Vice President, Human Resources, 706-721-3777
Lee Powell, Director, Talent Acquisition and Management, 706-721-1176
Dena Pickett, Associate Director, Talent Acquisition and Management, 706-721-7905
Walt Alexanderson, Assistant Director, Student & Temporary Employment Program (STEP), 706-721-1137
Patricia Harris, HR Talent Partner, 706-721-8060
John Black, Director of Compensation and Performance Management, 706-721-8063
Lisa McDonald, Senior Compensation Analyst, 706-721-1928

How do I know what department I’ll be in and what my job title and duties will be?
The consolidation teams have worked hard to integrate the staffs at both universities. Through the development of organization charts for the new University, a leader for each department has been named.  Please see the consolidation website for the organizational charts at http://asughsu.org/archives/802 for quick reference.  A departmental listing with the designated leader for each department will be published soon to supplement the organizational charts. For any employee who is moving from one department to another, your current supervisor and your new supervisor will be meeting with you to advise you of your new role.  This meeting may have already occurred.  For employees who will remain with a consolidating department, your current supervisor and your new supervisor (if applicable) will meet with you regarding your role in the new University. For some departments that are consolidating, there is very little change for employees. For others, new opportunities may be in place.  In some cases, departments needed to provide updated job descriptions and human resources is working to finalize the classifications for all positions by Monday, December 17, 2012.  Thus, the individual meetings with employees may take place after that date.

Can I apply for other positions even though we are consolidating?
Absolutely! Like Georgia Health Sciences University and Augusta State University, Georgia Regents University will also encourage employees to grow with the organization. You will be able to access the online application tool through PeopleSoft as part of SoftServ, the employee self-service tool. We also have staff in the talent acquisition and management section who can assist you in exploring opportunities. The URL to access the online application is http://www.georgiahealth.edu/Jobs/ .

What if I have questions about my new responsibilities? Is there someone I can talk to?
Employees should always follow the chain of command first. Therefore, you should direct any questions you have to your immediate supervisor.   If your immediate supervisor is not able to provide answers, questions may be directed to the next level. Generally questions can be answered in this manner. Should you need additional information that your supervisor may not be able to answer, you may contact the compensation section of human resources.

How will I receive my pay from Georgia Regents University?
All employees will be paid using the PeopleSoft Human Resources Management System.  For current employees of GHSU, you will not see any change.

For our ASU colleagues, PeopleSoft will replace ADP for human resources, benefits and payroll purposes. Hopefully, since you were previously paid through PeopleSoft until 2009, this will be familiar to you. Recognizing that some of our ASU colleagues may have joined ASU after the conversion to ADP, the information below may be helpful.

With PeopleSoft, employees receive their pay by having it directly deposited into their bank account.  Employees will receive an email notification from the PAYROLL_OFFICE email account that tells you your pay has been deposited. You’ll be able to click on the link provided in the e-mail to access your PeopleSoft SoftServ account.  There are several features available to you including viewing your check, so follow these instructions:

When you receive the e-mail, click on the link provided. This will bring you to the login screen for PeopleSoft.

  • You will login using your net ID and password that has been assigned through Technology Services. This will be the same login and password that you used when you participated in open enrollment through PeopleSoft in October and November.
  • Select Employee Self Service from the menu on the left-hand side of your screen.
  • Select Payroll and Compensation  from the list that displays.
  • Select View Paycheck and your current paycheck will display. You may then click on the yellow button midway down on the right hand side of the screen that reads, “Print Check/Advice” and this will display a print version of your check that you      can print for your records.

You will also notice the other self-service features available to you through SoftServ.  Your human resources staff can assist you with understanding these other features. Please do not hesitate to call on us if you have questions.

The Payroll office is located in the basement of the Annex should you need their assistance.  The key contacts in payroll are:
David Cartledge, Director of Payroll, 706-721-2763
Eddie Yates, Payroll Supervisor, 706-721-9409

What will the standard operating hours be for Georgia Regents University?
The Board of Regents’ policy on “Workweek and Overtime” in the Human Resources Administrative Practices Manual states, “Institutions of the University System of Georgia shall establish a standard workweek of forty (40) hours and abide by the provisions of the Fair Labor Standards Act. The distribution of hours throughout the week shall be a matter of scheduling left to the individual institution.”

Georgia Regents University’s standard operating hours for administrative offices will be Monday – Friday, 8:00 a.m. to 5:00 p.m., which allows for a one hour meal break. In addition, it is recognized that work schedules may need to vary according to the operational needs of departments on each campus. Some areas must be staffed around the clock, and employees in these areas may work rotating shifts. Thus, working hours may be scheduled to satisfy the operational needs of the department in which you work.  Departments may also offer work schedules for employees that begin before 8:00 a.m. and end after 5:00 p.m. under our telework/flextime policy.   For example, a department may need to schedule some employees to work from 7:30 a.m. to 4:30 p.m. and others from 8:30 a.m. to 5:30 p.m. and this can be done at the discretion of the department head.  The core set of working hours under the Telework/Flextime policy are 8:00 a.m. to 4:00 p.m. for administrative offices and generally all employees are expected to be working during these times, unless on rotating shifts.  Schedules may flex around this core set of hours.

How will my work hours be recorded?
As you may have learned from the open forums that were conducted at ASU in November, we will be using a system called TimeNet to record hours worked and any leave – annual/vacation, sick, holidays, etc. – that you may take.  Hourly paid employees who are paid every two weeks will use the TimeNet system to clock in at the beginning of the work day and clock out at the end of the workday. Employees will also use the system to clock out at lunch/meal break and clock back in upon their return from their lunch/meal break.  This system will replace ADP for timekeeping purposes.  The system will ensure accurate recording of all hours worked and employees will be paid based on the time recorded.  You will be able to request leave on-line and the system will route your request(s) for leave directly to your supervisor for approval. Once approved and taken, the leave will be recorded.  You will also be able to see current leave balances in the system.  The “Go Live” schedule for TimeNet has been adjusted as follows:

December 23 – January 5:  All hourly paid ASU employees will begin using TimeNet during this pay period.  You will begin to record your hours worked in using the new system either by using a badge reader or your personal computer at your normal workstation.  Your first paycheck based on hours through the new system will be issued on Friday, January 11, 2013.  We have made a conscious decision to only have our ASU employees using the system during this initial two-week period so that we can devote our effort to validating all data for the first payroll.

January 20 – February 2:  All hourly paid GHSU employees will begin using TimeNet during this pay period.  You will begin to record your hours worked in using the new system either by using a badge reader or your personal computer at your normal workstation.  Your first paycheck based on hours through the new system will be issued on Friday, February 8, 2013.  From this point forward, all University hourly paid employees will be using the new system.

If I am a current ASU Faculty member, how will my day to day routine change?
Unless you are part of the College of Nursing, your daily routine will not change much at all.  The change that you will see as we move forward with our TimeNet project is the manner in which you record and request your leave. You will receive more information as we approach the March 2013 time line for implementation.

Should I expect any changes with my benefits?
Since open enrollment for calendar year 2013 has already been completed, the new benefits available for all employees of Georgia Regents University were selected during that time. You will receive new benefit cards for any benefits you elected.  New health insurance cards will also be issued from Blue Cross Blue Shield. All benefit cards will have the name Georgia Regents University except the health insurance cards from Blue Cross and Blue Shield.  The Blue Cross and Blue Shield health insurance cards will have Board of Regents of the University System as the group name, since the health insurance plans are managed at the University System level. We expect these cards to be issued around December 17, 2012.  If you have not received your new card by January 2, 2013, please contact the benefits office at 706-721-3770.

Will there be a new employee handbook and policies that I need to learn?
Yes. We are updating the employee handbook and policies for the new University. The employee handbook will be available on the human resources website and the policies for Georgia Regents University will be included in the official policy library. The Handbook will be posted after January 1, 2013.

We hope the above information will be useful to you as we transition forward to become Georgia Regents University.  Should you have questions, you may direct them to any member of the Human Resources staff.

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