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Future Information Transformation (FIT)
Human Resources Application Team
Minutes
May 10, 2006, Meeting
Present: Mary Smith (Team Lead), Dee Crews, Beda Dubois, Lori Haggerty, Aaron Hilliard, Joan Jolman, Jody Kuhn, Donna Warner and Rosemary Zink
Absent: None
Meeting began at 10:05 a.m.
1. Review of 4/20/2006 and 5/3/2006, HR Team Minutes. Beda moved, Rosemary seconded, to approve the minutes from both meetings. All agreed. Minutes approved then as presented.
Mary distributed copies of the Agenda. A copy is attached to these minutes.
Mary moved discussion first to Action Items from Prior Meetings and then returned to meeting Agenda items.
1. Employee Spreadsheet: Mary needs to receive the sample group information from Donna and Lori so she can add the benefits and deductions. Rosemary requested that Mary email her and Beda a copy of the spreadsheet when she has completed the benefits and deductions input.
2. Workbook: Mary needs to do additional work and when completed, will email the workbook to committee. Rosemary reported that HenryFordCommunity College information was not helpful.
3. Local Taxes/EIC: Mary said we need this information for the phone consulting on May 15th.
4. Leave Plans: Mary and Aaron met with Diana concerning the proposal to use July 1as a starting date. Mary and Aaron will meet with Lynne Wood, president of the clerical unit and discuss this proposal with her. Custodial contract is to be negotiated this year and July 1 will be discussed. The Clerical and Custodial contracts present no obstacles for leave plans begin on July 1 and accrue with each paycheck versus a whole year preload situation. Mary will report the results at next week’s meeting. Negative balances need to be addressed as well. We will ask Peggy Burns about this at the phone consulting next Monday.
5. Sample Payroll Reports: Donna has given list to Mary. Joan printed out the following sample HR Reports for Mary: 1.) Personnel Reports; 2)Payroll Reports; 3)Position Budgeting Reports; 4)Employee and Labor Reports. Joan said OIT is beginning to implement printing canned reports for information purposes.
6. Positions: Aaron and Mary are working on these codes. Mary said she emailed Carmella Martinez and Patti D’Avignon to request where student workers and student assistants are placed and how many departments are involved. The student sample needs to display student status and department where employed.
Donna distributed copies of sample BENDEDS Codes spreadsheets – Copy attached to these minutes. Discussion pursued with following actions:
Garnishment code should be GFOC, not GARN
Other items can be added – these are the main categories
Miscellaneous category can be changed to CORRECTIONS – some type of a miscellaneous category is needed in the system to accommodate certain unusual situations. Beda and Rosemary will revisit this category and make suggestions.
Mary returned to the Agenda section.
2. Benefit Deduction Schedule: monthly/biweekly/24 pays: Mary asked committee which schedule seemed to be the best. Rosemary suggested Mary discuss this schedule also with Lynne Wood. Peggy suggested the 24 pay schedule so we will need to ask here about these again.
3. Withholding Priority: Beda will get information to Mary on his item.
4. 403(b) 457(b) - $$ or percent; maximum amounts: Peggy gave us the option on these and did not make any specific recommendation. Discussion held on the following:
“Catch up” contributions – how to implement.
Limit number of changes employee can make in a given year.
Notification to employee if limit has been met – do we have this responsibility and do we need the capability.
5. Benefit set up: Mary is working on this in her workbook. She will discuss this item at the 5/17 meeting. A format was discussed at the last Training.
6. Appointment Reason & Wage Ending Reason – discuss “conversion”: Question was asked as to whether we
want a conversion code for these two entries. Peggy Burns recommended using ADP as a code to show where record(s) originated. Committee recommended that we should be able to access and report a record that goes back at least five years.
7. Phone Consulting Monday, May 15: Questions to Peggy on Friday:
Mary asked to have any questions for Peggy to her by Friday, May 12.
Phone consulting will be on Monday, May 15, in Room 1118 from 9:00 am to 11:00 am.
Mary has requested a Shared Drive but has not received a response regarding this request.
8. Other Issues:
Beda noted that in working with the benefits and deductions codes, we need to make sure the account codes match the General Ledger codes.
Meeting adjourned at 11:07 a.m.
Next meeting date is Wednesday, May 17, 2006, at 10:00 a.m. to 12:00noon in LIT Center L167-L169.
Respectfully submitted,
Jody Kuhn, Scribe
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