Joint Finance Office/Human Resources Meeting Minutes

Arts & Architecture Joint Finance Office/Human Resources Meeting Minutes January 23, 2014 10:00am – 11:30am

In attendance: Tracey Accordino, Rosalie Bailey, Janet Bergamaschi, Amy Bucha, Mary Cavanaugh, Vickie Clauer, Dyann Confer, Mary Corman, Ronda Craig, Barb Cutler, Dawn Datt, Cori Donaghy, Annie Doncsecz, Jen Feehan, Dan Heckman, Dee Heichel, Judy King, Shelly Marquardt, Flora Marynak, Lynne McCormack, Karen McNeal, Natalie Novak, Kendra Rackovan, Wanda Scaife, Tracey Spicer, Kathy Walker, Betsy Warner, Linda Wheeland, Melissa Williams Finance Office:

 IT object codes : https://guru.psu.edu/gfug/appendices/ITObjectCodes.cfm - Please remember to start using the new IT Object Codes. We would like you to familiarize yourself with them prior to the required implementation date of July 1, 2014. (ex) if you purchase a new computer and it includes all the components, please use the computer object code 483. If you purchase an external hard drive for storage, please use the 483 object code. If you have any questions on which object code to use, please call our office. If you purchase various items and they are itemized on your receipt, you can use various object codes.

 Reminders – o P-Card receipts signatures/dates of users – If someone else used the cardholders Purchasing Card, please remember to have them sign and date the receipt as well as the cardholder.

o X-Coding – Please x code when processing documents that are for individual memberships (especially if those memberships include Lobbying as a portion of the membership fee) and recruitment costs. You can also refer to our website for clarification on x-coding or FNG05 Guidelines: https://guru.psu.edu/policies/FNG05/Fng05_a.html  BS20 (Fleet Operations Vehicle Service) – Changed restrictions on who can operate Fleet Vehicles. The individual has to be a University employee and over 21 years of age. If you have employees that are under 21, you can request an Exception to the policy from Fleet Operations if the following apply: the task has to be in their job description, they have to have a valid drivers’ license and will need to take an on-line training course (this has not been implemented yet).

 Conflict of Interest Policy – If you are paying a University employee for services provided and they are asking for payment outside of the University’s Payroll system, please contact our office first before processing.

 Deposit Bag Tracking System – Please remember that this consists of a 2 part process. After you have prepared the ROCR and are getting the deposit bag ready, please mark the status of the bag to Prepared or Disposed. Once you have entered the information and are ready to bring the deposit bag to our Office, please go back into the tracking system and update the status to Drop/Hold. Also when you are completing the deposit slip, write down your contact information in case it gets lost in transit.

Human Resources:

 Affordable Care Act (ACA) – Please refer to the handout provided at the meeting.

 Reminders –

o New Background Check Form –When completing background check paperwork, please use the revised form dated 12-19-13. The form has been added to our website for easy access. o If you have not received a completed background check confirmation from OHR, and the individual is to start working, please send an email to Shelly and she will request an exception from OHR.

o To date we have not heard anything in regards to training for background checks. As soon as we are notified, we will share the information.

o Veteran’s Form – Please have all Fixed Term I and Standing new hire appointments complete the veteran’s form and send to Shelly. The form is voluntary. If completed or not, the form is required for the employees HR personnel file and is also utilized to complete their IBIS appointment form.

 If you are hiring an individual between April 1 and June 30, a decision must be made whether or not to include as part of their salary any potential General Salary Increase that would be effective in October. If an increase is included, it must be documented in the offer letter that the increase was applied, and they will not be eligible for General Salary Increase in October.

 Save the Date - The College Staff Retreat has been scheduled for May 15, 2014. More information will follow in the coming months.

 SRDP – We will likely use the same process as last year. An announcement will be coming from OHR in February.

Next scheduled meeting: February 27, 2014 at 10:00am – 11:30am in 121 Borland Bldg. Conference Room.