HRMS Users,

Our Records and HR IS teams are excited to announce enhanced and up-to-date guidance on HR systems and processes. Our eLearning courses available through the Bridge LMS currently include:

• Oracle Basics
• A Guide to Background Checks at CSU
• Performance Management Part 1: General Knowledge
• Performance Management Part 2: State Classified Process
• An Introduction to Non-Student Hourly Employment

Other eLearning courses for hiring and creating assignments in Oracle are coming soon.

The Oracle User Guide is also being updated section by section. Currently, the following sections are newly revised:

• Oracle Basics
• Hiring a New Employee
• Completing Assignment Information

For new members of our HR community (or long-time members looking for a refresher), the HR Community Reference Guide is a wealth of information and reflects the guidance imparted during the New HR Liaison Orientation.

The TimeClock Plus Creating Shifts and Special Leave Segments guide has been updated and expanded to include information on the Mass Hours functionality, which can be used to apply the same time or leave entry to multiple employees in one process. This is an option for entering Administrative Leave for the upcoming Professional Development days.

Feedback on eLearning courses and documentation is welcome as we continue to develop resources for our system users! See complete HR training opportunities here.

Thank you,

HR Records and HRIS

HRMS Users,

As you are likely aware, the State of Colorado has introduced several new leave benefits in January 2021 that CSU employees can now utilize: paid Family Medical Leave for State Classified employees, paid sick leave for all employees not previously eligible under CSU’s leave policy, and Public Health Emergency Leave. For policy information, please see this comprehensive webpage. The purpose of this email is to provide technical guidance on the usage of these new leave types in TimeClock Plus and Oracle.

State Classified Paid Family Medical Leave

Paid Family Medical Leave for State Classified employees is coded as “SC Paid FML” in TimeClock Plus, and should be entered and approved by the Department HR role as with any other special leave segment. Note that a “SC Paid FML” entry should not have an accompanying “FMLA” entry created for the same time span.

Healthy Families and Workplaces Act Sick Leave

Paid sick leave under the Healthy Families and Workplaces Act provides sick leave to those who did not previously accrue sick time; as of January 1  Student, Non-Student Hourly, and Admin Professional Hourly; as well as salaried employees working less than 20 hours per week are now eligible to accrue sick leave based on hours worked; their leave accrues at a rate of 1 hour of sick leave for every 30 hours worked.  This new leave functions as it does for other employee groups.  Balances and accrual/usage history can be viewed in TimeClock Plus (under the View tab) and in Oracle using the Leave Balances Report and the Leave Audit Report. Hours worked are counted during the payroll run, so hours accrued during a pay period will appear in TimeClock Plus and in Oracle reports in the week following the close of the pay period.

Salaried employees and State Classified Hourly employees will be able to use the Request calendar in TimeClock Plus to request leave and have it approved by their supervisors. For other employee groups (Student, Non-Student Hourly, and Admin Professional Hourly employees, as well as Graduate Assistants who also have bi-weekly Student assignments), the supervisor or a person with the Department HR role must enter the sick leave for the employee under Individual Hours. This allows the appropriate assignment to be selected in the required Project field in order to use the correct pay rate and to charge the leave to the appropriate account(s). Payments for sick leave will be charged according to the labor distribution of the assignment selected in TimeClock Plus. A guide for creating Sick Leave segments for these employee groups has been added to the HR website.

Public Health Emergency Sick Leave

Public Health Emergency Sick Leave is available to all CSU employees. The job code in TimeClock Plus is, “CO Pub Health Emergency Leave” and must be created and approved by the Department HR role. For Student, Non-Student Hourly, and Admin Professional Hourly employees, as well as Graduate Assistants who also have bi-weekly Student assignments, the appropriate assignment must be selected in the required Project field. Payments for this leave will be charged according to the labor distribution of the assignment selected in TimeClock Plus. A guide for creating CO Pub Health Emergency Leave segments for these employee groups has been added to the HR website.

Thank you,

Human Resources

HRMS Users,

In the attached email, we requested the assistance of the HR community in differentiating between Emergency Paid Sick Leave (ESPL) taken for care of oneself and for care of others. Thank you to all who have provided us with this information. Now that the year is over (Happy New Year!), please identify any remaining employees and dates in your department who utilized EPSL sick leave to care for others and on which days (in the event the employee took both types of EPSL) through December 31 and deliver this information to Nick Cummings, (nick.cummings@colostate.edu). Please send this information by close of business this Friday, January 8. If you have already sent all relevant information for your department, there is no need to send it again.

Thank you,

Human Resources

HRMS Users,

Effective January 1, 2021, Colorado minimum wage increases from $12.00 per hour to $12.32 per hour. All pay rates below the new minimum wage were automatically increased to the new minimum with an effective date of December 19, 2020, the start of the first bi-weekly pay period that ends in 2021.

If you have any questions, contact hr_is@mail.colostate.edu.

Thank you,

Human Resources

CSU Colleagues,

Several questions have arisen related to the how employees will be compensated due to the inclement weather on October 26^th.  Our current environment, with the majority of us working remotely, has created some confusion related to whether employees should continue to work remotely or whether university operations were fully suspended. To clarify:

• Employees working remotely will receive their regular pay for the time worked on 10/26.
• Essential employees who worked on-site on 10/26 should enter their time as they normally would.  Essential workers who are non-exempt and worked more than four hours on 10/26 will receive the same numbers of hours as administrative leave for future use.
• Employees that regularly work on-site, but were unable to work on campus due or to work virtually on 10/26 will receive administrative leave for 10/26.
• Employees who were unable to work virtually or on campus due to a dependent care situation should enter annual leave for the 10/26.
• Additionally, several instances have arisen where the snow day message was interpreted as a campus closure and employees were told they did not need to work for the day due to the inclement weather on 10/26 or situations where employees assumed campus was closed and they would receive administrative pay for 10/26.  In these cases, employees timekeeping should reflect administrative leave for 10/26. This is a one-time exception to the expectation that employees working remotely will continue to work remotely due to inclement weather.

Payroll entry for biweekly and monthly paid employees is due on 11/10 , please ensure all time entry is reflected according to the aforementioned guidance.

Bi-Weekly Payroll Deadlines

• Tuesday, November 10 – all time and leave must be entered and approved for the October 24 through November 6 pay period

Monthly Payroll Deadlines

• November 5 – all leave and non-exempt salaried time entries must be requested/entered by employees
• November 10 – all time and leave entries must be approved by supervisors
• November 10 – all special leave types, overtime/compensatory time changes, and final approvals must be processed by the Department HR role in each department

Thank you,

Human Resources

Dear Colleagues,

Human Resources requests your assistance in complying with a new regulatory requirement for employees who utilized leave under Colorado’s Families First Coronavirus Response Act (FFCRA). CSU is required to report the value of FFCRA leave taken on an employee’s W2. As you may recall, the university utilized a more generous approach to FFCRA and did not limit daily wages as outlined in the law. However, we are required to report on the W2 only up to the appropriate per day limit based upon the reason for leave.

Time off was coded as Emergency Paid Sick Leave (EPSL) in TimeClock Plus both if it was used for the employee’s own health reasons as well as if the time was used to care for others. Under FFCRA, however, the maximum pay was less when caring for others, and we recently learned of the requirement to report each type of leave separately.

Given that both types of EPSL were recorded the same way, HR asks your assistance differentiating the two. If you can identify employees in your department who utilized EPSL sick leave to care for others and on which days (in the event the employee took both types of EPSL) and deliver this information to Nick Cummings,  (nick.cummings@colostate.edu) this will help report accurately on the W2 form. Please continue to email Nick regarding all ESPL days taken for care of others through the end of December.

Thank you,

Human Resources

The behavior of Employee Self-Service (ESS) recently changed for off-campus users. For ESS to function correctly, employees either must be on the campus network itself (using a computer in a physical University location) or using the Pulse Secure VPN. For now, we recommend that ESS not be accessed through secure.colostate.edu, as it results in blank screens for many users trying to update their Direct Deposit, W-4 Form, and other information, particularly when using Chrome. We are hoping this is resolved soon, but please be aware of this current limitation in case your employees are experiencing similar issues. The HR website has been updated to reflect this change.

Also, some employees have reported entering their direct deposit information in ESS but learning later that their bank details are not in the HR system. This often occurs because the employee enters their details and clicks “Continue,” but then closes the browser without first clicking “Submit” in the upper right corner of the screen. An employee will know the submission was accepted by receiving a confirmation email at their CSU email address. Please help your new hires by asking them to carefully follow the directions on our website: https://hr.colostate.edu/current-employees/payroll/direct-deposit/.

Also, a new listserv has been created specifically for invitations to HR Community (formerly “HR Liaison”) meetings and for general announcements to HR employees around the University. To sign up for the listserv, please go to https://hr.colostate.edu/hr-community-and-supervisors/operations/systems-and-access/hrms-users-listserv/ and enter your email address. The HRMS Users listserv will be used more specifically for Oracle HR, TimeClock Plus, and other HR-related system announcements and information. If you would like to be removed from the HRMS Users listserv, please email HR_IS@mail.colostate.edu.