Personnel, Payroll, and Employee Benefits

(Office of Finance and Administration)

Unit Annual Report

2003-04

 

 

Personnel

 

Gary Strei – Senior Administrative Director for Finance and Administration

Sarah Mattson – Director of Human Resources

Mary Zosel - Payroll Coordinator

Jenny Quam – Senior Office Specialist

Amy Zagaros – Morris Academic Intern, academic year

Malinda Bergland - Student Worker, academic year

Kara Donely– Student Worker, academic year

Ashley Sorenson – Student Worker, academic year

 

 

Purpose

 

The Office of Human Resources works in partnership with faculty and staff to ensure that the relationship between the University of Minnesota, Morris and its employees is respectful, fair and consistently supportive of the overall mission of the University.

 

Function

 

Human Resources/Benefits

1.     To direct the human resource function at UMM. Liaison to U of M Office of Human Resources; serve as HR Pro.  Administer and monitor policy and procedure, including union contracts and work agreements.  Direct and monitor Academic Search Process and civil service and bargaining unit hiring.  Assist with problem resolution

2.     To direct the employee benefits function at UMM.  Liaison to the U of M Office of Employee Benefits; serve as Designated Employee Benefits Contact Person (DEBCP).  Assist all academic, Civil Service, and bargaining unit staff on fringe benefit enrollment and participation. Facilitate Open Enrollment meetings and activity at UMM.

3.     To direct the equal opportunity and affirmative action function at UMM.  Serve as designated UMM liaison to the U of M Office of Equal Opportunity and Affirmative Action.  Monitor and administer related policy, including sexual/racial harassment/discrimination.

4.     To direct the Wellness function at UMM.  Serve as Wellness liaison.

5.     To direct the Work/Life initiative at UMM.  Serve as Work/Life liaison.

6.     To direct service and management training and employee development programs at UMM.

7.     To direct the relocation function at UMM.  Assist new faculty/staff with relocation to UMM community and offer assistance in finding opportunities for spouses/partners.

 

Payroll

1.     To direct and manage the payroll process at UMM.  Liaison to the U of M Central Payroll Office; serve as designated Payroll Key Contact and Ace.  Process all faculty and staff payroll and HR forms, process payroll. Assist with audit and management of payroll and fringe benefit budgets.

2.     To maintain civil service and bargaining unit payroll files, vacation and sick leave and seniority records.

3.     To manage the worker's compensation reporting process at UMM.  Serve as UMM liaison to the U of M Office of Worker's Compensation.  Monitor and administer related policy and activity.

4.     To transition the CERP payroll function to UMM Payroll.

5.     To coordinate UMM RFC membership payments, payroll deductions and taxes.

 

 

Evaluation: Human Resources

The historic reductions in the University's budget continued this academic year.  With an eye to the University's mission, the UMM Budget Task Force continued to consider each department's proposal for reductions in their area.  Administrative and overhead costs were reduced, and reductions in appointment percentages and some layoffs were implemented.  Central administration increased health care costs and retirement incentives.  Unfortunately, these budgetary limitations made bargaining unit negotiations stressful.  While each bargaining unit did ratify new agreements, the AFSCME Clerical unit chose to strike for a period of 11 workdays before their agreement was reached.

 

The U of M Office of Human Resources reported to the U of M Board of Regents in August 2004 that Civil Service and bargaining unit staff size was reduced by 7.3% throughout the entire University of Minnesota.  The UMM reduction in CS/BU staff size was 1.0%, the smallest reduction of all of the U of M campuses.  This accomplishment is a tribute to the UMM community and our commitment to support UMM staff.  Following is a summary report illustrates how the Civil Service and bargaining unit staff size has changed on each campus in the last year:

 

            Morris               -1.0%

            Duluth               -5.8%

            Twin Cities        -7.6%

            Crookston        -10.1%

 

            Overall University change    -7.3%

 

HR Evaluation (cont.): Summary of significant issues for the past year:

 

The following summary of employee hiring and turnover during this past academic year does not include temporary and casual appointments.  Hourly employees and those employees whose appointments are less than 25% time will not be included.  

 

      New Hires – regular appointments of 25% or more 

            Unit                 Total Hires       New Positions     Part time / Full time   Internal / External

            AFSCME             3                        0                          1          2                   0         3

            Teamster              3                        0                          2          1                   2         1

            Law Enforcement 0                        0                          0          0                   0         0

            Civil Service        0                        0                          0          0                   0         0

            Faculty*             12                        0                          0        12                   1       11

            P & A                19                        3                        13          6                   1       18

            Grand Total       37                        3                        16         21                   4       33

 

            *Additionally, there was one sabbatical replacement hire this academic year.

 

  Terminations/Retirements – regular appointments of 25% or more

            Unit                          Retirement          Termination/Transfer        Total

            AFSCME                         3                               1                            4

            Teamster                          4                               2                            6

            Law Enforcement            0                               0                            0

            Civil Service                    1                               1                            2

            Faculty                             3                             11                          14

            P & A                              2                             15                          17

            Grand Total                   13                             30                          43

 

      Supervisor Training

    Developing Flexible Work Arrangements

    Labor Relations Review

    New Supervisor Orientation

 

      Employee Programming

    Juggling on a Tightrope

    Academic Search Process

    Respectful Workplace

    Steward Training

    Spouse/Partner Welcome

    Labor Management Team monthly meetings

    Teamster Meet and Confer monthly meetings

    Anniversary greetings/gift for every employee; card and "M" key chain

    Complementary U of M name tag for all new employees hired at 75% or greater

 

      Student Programs

    Human Resource program for Sports Management Class

    Office of Residential Life, participated in Resident Advisor's Training

 

      Relocation

The Relocation Program at UMM is an excellent resource for those people moving to our community.  The information and support provided has benefited numerous spouses and partners of UMM faculty and staff. The responsibility for relocation assistance remains with the Office of Human Resources, with support from the division and department offices. 

 

      Equal Opportunity

The U of M Equal Opportunity Office booklet contains information about policy and procedure at the University.  This booklet has been distributed to all employees and given to each new employee as they are hired.  The UMM Equal Opportunity Office has prepared a brochure to accompany that booklet as a quick reference for UMM faculty, staff and students. Each fall, Residence Hall Directors and Advisors receive training about responding to, and reporting claims of discrimination, including harassment. The Equal Opportunity Officer is available to provide training to the UMM community.  During this academic year, there were 9 reports of discrimination, including harassment, that were reported to the Equal Opportunity Office.  Reports of assault were forwarded to UMM Campus Police.

 

Evaluation: Employee Benefits

 

The UMM Benefit Office maintains its designation as UMM Designated Employee Benefit Contact Person (DEBCP) and will continue to arrange for UM Employee Benefit Representatives to visit the campus three times each year.  All employees are offered the opportunity to meet with a representative at their request.  The fall Open Enrollment meetings help employees determine which benefit changes they need or want to make in their employee benefit plans.  Wellness, Work/life and other training opportunities have been provided as indicated below.

 

Summary of significant issues for the past year:

      Benefits as a percentage of fulltime salary for 03-04:

            Civil Service    31.00%

            Academic        31.80%

 

      Training

    UPlan, Trek across the U

    Flu Shots

    Open Enrollment Meeting

    Employee Benefits Counselor Meetings, Fall/Winter/Spring

    Pre-Retirement Seminar for Civil Service Staff

    Optional Retirement Plan Informational Meetings

    Retirement Incentive Program information for affected employees

 

 

Evaluation: Payroll Services

Payroll costs continue to claim 72% of the UMM budget.  Gross state-funded payroll costs for UMM during the 2002-03 year were approximately $18,916,220 (salary + fringe).

 

The Office of Continuing Education and Regional Programming transitioned to a UMM department resulting in almost 150 additional payroll documents and over 500 additional payments to be processed by UMM Payroll this year.

 

UMM continues its commitment to the overall wellness and health of its employee by providing a financial incentive for a membership to the Regional fitness Center.  The University's contribution to the RFC membership in 2003 – 04 was: $150/family membership, $60/single membership or $40/senior membership.  The employee's portion of the membership fee may be deducted from their payroll check. The UMM Payroll Coordinator worked with the RFC staff to make sign up fast and easy.  194 memberships were sponsored by the University this year, compared to 208 memberships in 2002-03 and 206 memberships in 2001-02.

 

Major changes recommended/Plans for 2004-05:

    Budget reductions will require careful consideration of each hire or reclassification at UMM.  Each hire or reclassification will be presented to the Chancellor's Leadership Team for approval, prior to the commencement of a search or assignment of new tasks.  Quarterly updates of leave accrual, including compensatory time will be provided to the Chancellor's Leadership Team.

    Quality Service Training - The quality service mission of the University of Minnesota will continue at UMM.  The FISH! Philosophy will be offered for individual department trainings, a great service acknowledgement program and other great service programming should be considered.

    Supervisory Training Opportunities - Human Resources sees supervisory training, support and networking as areas to continue to focus great energy on in this coming year. Opportunities for discussion will continue to happen 2-3 times each academic year.

    Retention - salary, benefits and training are important elements to our employee's satisfaction at work.  We need to add "a sense of loyalty" to that list.  So while we are selling our recruits on the opportunity to work at UMM, we need to re-sell our current faculty and staff.  We should again consider the marketing strategies UMM is using in Admissions and Financial Aid or External Relations and use them to campaign to our current faculty and staff, and encourage and support them in playing a role in the University's success.

    Equal Opportunity – the liaison will participate in the Student Affairs review and recommendation for a Gay, Lesbian, Bisexual and Transgender Coordinator and resource center at UMM.  The liaison will also work with Student Affairs to establish and support an Emergency Response Team.

    The UMM Human Resource Office will further develop the Relocation website for one-stop service for new faculty and staff relocating to UMM. The fall welcome for new spouses/partners should continue and include the help of the Associated Spouses and Partners Group. 

 

 

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