November 2004
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November 2004 |
The December monthly payday is scheduled for Thursday, December 23, 2004.
The December and first January biweekly paydays are scheduled for December 3,
December 17, December 23, and January 14, 2005. The last biweekly payroll in
December will be paid early before the holiday break.
Follow-up Letters to Applicants
Human Resources has received a number of calls from applicants who have
applied for positions at OSU, wanting to know the status of their application.
As a courtesy, please remind hiring officials in your college/division to send
out letters to applicants after a candidate has been selected, thanking them for
their interest and informing them that you have made a hiring decision. These
letters provide an opportunity to positively promote OSU. Because OSU's image as
a professional organization is very important, writing to all applicants,
especially those who received personal interviews, is a good business practice.
A sample letter can be found on page 52 of the Staff Employment Guide. The guide
can be downloaded from the web at www.okstate.edu/osu_per/docfiles/docfiles.htm
or call Human Resources, (405) 744-5373, and request a copy.
If you need assistance in wording letters tailored to specific situations, OSU
Human Resources will be happy to assist you.
Employees on Leave and Not Reflected in HRS?
Life insurance automatically terminates after an employee has ceased working
for one year even if the employee is on an approved leave of absence. In most
cases, this would not affect employees who are unable to work due to medical
reasons as the employee would most likely file for waiver of premium status.
In the unusual circumstance that an employee requested and was granted a
personal leave of absence that resulted in the employee not being actively at
work for a period of 12-months, the employee could convert life insurance
coverage and then resume OSU coverage when returning to active work.
Any employee who is not actively at work should be placed on a leave of absence
regardless of whether or not the employee is still in pay status. See our HRS
Tip for this month to learn more about start codes which reflect leave status on
HRS.
Sometimes employees need a letter verifying current employment. Most of such requests are for student employees to assist them in applying for financial aid and for other administrative reasons. Such letters can, and should, be issued at the departmental level to be responsive to the individual needs of your employees. An employee's Payroll Advice can also often be used as verification of employment.
As you know, signing a Loyalty Oath is a condition of employment with any
agency of the State of Oklahoma. State agencies have been asked to do a 100%
audit to ensure that the agency has a signed Loyalty Oath for every employee.
Prior to 1999, Loyalty Oaths were signed and sent to the State. So we are
required to have every employee hired before 1999 complete a new Loyalty Oath so
we can assure the State such a document exists in every personnel file. Human
Resources will contact these individuals by campus mail.
HRS Tip: Leave Start Codes in HRS
The Start Event Code in HRS indicates the reason a given job assignment began
for an employee. Start codes are also used in tracking an employee's job
history.
Start codes can be found on the L16 screen in the EV SS field following the End
Date field. The first character is the start code. (The second character is the
stop code.) HRS currently uses six codes to identify employees on leave. HRS has
on-line Help by pressing F2 with your cursor on the start code that you would
like to define.
Leave Start Codes: D – Personal Leave of Absence S – Sabbatical Leave
L – LTD 6-month Elimination Period U – Military Leave
M – Worker's Comp Leave 9 – Layoff