CAMP 2 0 1 6 GENERAL SESSION: GOTTA HAVE HR WERE HERE FOR YOU!! A - - PowerPoint PPT Presentation

2 0 1 6

WELCOME TO SUMMER CAMP

A C A & F L S A

GENERAL SESSION:

GOTTA HAVE HR – WE’RE HERE FOR YOU!!

AGENDA

A Look-back at ACA Reporting 2015 Changes in FLSA -- what it means for

• ur people and our budgets

A LOOK-BACK AT ACA REPORTING FOR 2015

Let’s just say . . . it was messy . . .

ACA LOOK-BACK

We got it done It wasn’t pretty We have a “pass” this first year Next year there will be more scrutiny Questions from the Fed likely Accuracy of Hours and Pay as shown in Who’s Where are critical for success Each location will be responsible if penalties are due to inaccurate data

ACA LOOK-BACK

Who’s Where tip for 2016: Remember to check Auto-calculate on the General Information screen for all Exempt employees Report actual hours worked for Non-exempt employees each pay period Instructions coming from Patty on how to check for employees’ hours not reporting correctly Kudos to those who catch their errors early and call for assistance! Better now than December

ACA LOOK-BACK

• And we all know who to thank for the ACA!

FLSA CHANGES: WHAT WERE THEY THINKING? FAIRNESS maybe? JUSTICE?

The Church (as many other employers) may have some serious catching up to do Look at the facts and make a plan!

FLSA CHANGES

Highlights of the DOL’s Final Rule, effective December 1, 2016 Standard salary level for Exempt employees increases from a minimum of $23,360 annually to $47,476 -- $913 per week Highly compensated level increases to $134,004 These levels will automatically increase every 3 years There are no changes to the current duties for Exempt employees (See DOL Fact Sheet #17A)

FLSA CHANGES

Suggestions, Best Practices, Thoughts  Gather your employee data. Develop a list of all your salaried employees from highest to lowest. Analyze who is above the $47,476 and who is below.  Identify positions that need to be reclassified.  For those that are below, analyze what it would cost to push their salary over the threshold. Look for justification as you compare duties, responsibilities and equality to other employees.  Determine if there is a way to decipher how many hours these salaried employees work per week and how much

• vertime they traditionally work (over 40 hours).

FLSA CHANGES

Suggestions, Best Practices, Thoughts

 Educate those that need to know. Pastors, Boards (if applicable), finance council, Principals, payroll administrators, key management personnel.  Develop options for compliance.  Develop talking points for face-to-face individual or group meetings with all those affected (salaried staff).  Address time, record-keeping systems. Is your parish ready for electronic time system?  Revise job descriptions  If you need advice, contact the Archdiocese HR Director or legal counsel if you need a legal opinion

FLSA CHANGES

Consider these options for the positions that do qualify as Exempt No change if currently making at or above $47,476 Make the position non-exempt. Determine number

• f hours currently being worked in the job annually

and divide the annual salary by the number of hours to determine an hourly rate. Pay time and a half for any hours worked over 40/week If the hours estimate is accurate, this will increase your budget only by the half-time rate for hours

• ver 40/week

FLSA CHANGES

Things you may learn: The person is necessarily working a lot of hours for an embarrassingly low rate The person is working many more hours than necessary and should be managed more closely Other options if you can afford them: Raise the exempt person’s salary to the minimum Divide the annual salary by the typical number of planned annual hours and pay time and a half for hours over 40.

FLSA CHANGES

Implications in carrying out these options 1. Employees have less freedom or flexibility to carry out their

• ministry. It’s not in our Catholic DNA to think this way. Many
• f us chose this work to focus on mission, not to worry about

the time and hard work it takes to accomplish it. 2. Employees feel they are now being closely monitored and that they are being demoted. 3. Increased workforce costs 4. It can create misperceptions and stir up negative feelings from others when certain employees receive an increase in pay to maintain their exempt status.

FLSA CHANGES

Caution: Here is a common thought that is ILLEGAL! “I will have a policy that states that no overtime is

• permitted. Furthermore, if anyone works overtime, they

will not be paid overtime because our policy forbids it” This is ILLEGAL! If an employee works overtime, authorized or not, policy

• r no policy, or employer banning the working of
• vertime, IF THEY WORK OVERTIME, YOU MUST UNDER THE

ACT, PAY THEM OVERTIME. Q: So how do I stop the overtime? A: Discipline them. Formal Written Warning

FLSA CHANGES

Sample Overtime Policy You can have a policy that says: In general, overtime is discouraged, though sometimes necessary. All overtime must be assigned and approved by the supervisor prior to an employee working the overtime. For non-exempt employees, all hours worked over 40 hours per week will be paid at the rate of one and one-half times the regular rate of pay. Un-worked holiday, sick time, vacation time or other leave time is not included when calculating overtime.

FLSA CHANGES

Things to think about…

• 1. Do you currently have salaried employees, that will soon be

hourly, who check their emails, voicemails, and take work calls after hours and weekends? Do they work remotely from home after the normal workday or on the weekends? Do they sometimes work through their unpaid lunch hour? Department of Labor News flash: This is compensable time and they should record this time on their time sheets or time cards. Currently, the FLSA does say that “deminimis” work (typically five minutes or less) performed beyond the 40-hour workweek by non- exempt employees is not compensable. However, the DOL has this on their agenda to re-examine.

FLSA CHANGES

Things to think about…..

• 2. Expect and know how to respond to comments from these

employees that say: “Oh, I’m volunteering my time, you don’t need to pay me for the project I worked on after hours. It’s a ministry, it’s for the Church.” Department of Labor News Flash: This is compensable time. This statement does not hold up. We are obligated to pay; now or later when this disgruntled employee files a claim with the DOL with meticulous records of unpaid hours.

• 3. Should we rethink who will have access to VPN and remote

access? Are there policies that need to be written or rewritten? i.e. Off-the Clock Policy

FLSA CHANGES

Common Question: Are teachers still exempt from FLSA salary minimums? Teachers and academic administrative employees (e.g., counselors, assistant principals, principals, curriculum specialists) will remain exempted from the salary level test (29 C.F.R. §541.303).

FLSA CHANGES

Special Employment Situations Coaches Youth Ministers Travel Evening and Weekend Work Required Attendance at Events Working from Home – even emails and phone calls

FLSA CHANGES

These numbers reflect federal court cases only. 2016-2017 estimates are expected to be significantly higher after the new rule takes effect.

FLSA CHANGES

Department of Labor – Personal Criminal Liability Department of Justice (DOJ) - “ Individual Accountability for Corporate Wrongdoing” Criminal penalties under the FLSA are: A fine of up to $10,000 on the first conviction PER VIOLATION A fine of up to $10,000, or a term of imprisonment of up to six months, or both, on all convictions after the first conviction

FLSA CHANGES

And we all know who to thank for the new FLSA changes!

C A T H O L I C M U T U A L A N D WO R K E R ’ S C O M P

GENERAL SESSION:

GOTTA HAVE RISK MANAGEMENT

AGENDA

• What is Self-Insurance
• How is the premium determined
• What is covered
• How do I file a claim

SELF INSURANCE

• Self-funded insurance, self-insurance, or, more

colloquially, self-funding is a type of insurance coverage that is accomplished without the risk transfer by which traditional insurance is defined.

• For the Archdiocese that means that the

Archdiocese takes on the risk that the insurance company would in a fully funded plan. Premiums are charged and claims are paid out of the

• premiums. Any excess claims are paid out of the

insurance reserve or in the worst case out of the Archdiocese’s operating funds.

SELF INSURANCE

• In order to minimize the risk, the structure becomes

more complicated. The Archdiocese participates in the Catholic Umbrella Pool which spreads the risk

• n excess liability among participating dioceses.

PREMIUMS

• Property
• The property coverage is the average rate for the

Archdiocese * the property value.

• The rate is determined by claims experience, so the

fewer the claims $, the lower the rate.

• The property value is determined periodically

through the appraisal process and subsequent years are increased by an inflation factor.

PREMIUMS

• Liability
• The liability premium is determined by Catholic

Mutual for the diocese as a whole

• The liability premium is spread across entities based
• n property values

WHAT IS COVERED?

• Property
• Liability
• Crime
• Worker’s Compensation
• Volunteers
• Autos

WHAT IS COVERED?

Property

• Covers 670 properties
• Valued at $1,640,220,000
• Comprising 113,229,916 square feet of space
• Number of claims per year (12/1/14-12/1/15)
• Property: 44 for $380,979
• Crime:1 for $106,500
• Liability/Medical Pay: 23 for $46,725
• Workers Compensation: 84 for $421,945
• Volunteer Accident: 1 for $2,460

WHAT IS COVERED?

• Property
• Deductibles
• Generally a $500 maintenance deductible for property,

construction and crime claims

• Exception are losses from windstorm and hail which have a $2,500

per location deductible and computer fraud and funds transfer losses which have a $1,000 per location deductible

• $50,000 deductible for employment claims if process not followed
• Limits
• The Archdiocese pays $50,000 per claim up to an annual

aggregate of $1,000,000

• Catholic Mutual pays amounts over $50,000 per claim and over

$1,000,000 in aggregate

HOW TO FILE A CLAIM (WWW.CATHOLICMUTUAL.ORG)

Login: 0005kan Password: service

HOW TO FILE A CLAIM

Claims

HOW TO FILE A CLAIM

Download the fillable form and hit submit, or print and fax

HOW TO FILE A CLAIM

• Fill out the details in the fillable form and click the

“Submit Form” box at the bottom of the form.

• The form will go to the claims department at

Catholic Mutual.

• Our claims representative is Kathy Mussman

(kmussman@catholicmutual.org)

• And Linda Loney for auto claims

(lloney@catholicmutual.org)

A L O T T O L E A R N

ONLINE TRAINING

QUESTIONS

• Contact Paula Aguilar at Catholic Mutual
• She is our Member Services Representative
• paguilar@catholicmutual.org
• 1-800-228-6108 extension 2331

AGENDA

• What is Special Events coverage?
• When should coverage be utilized?
• What are the options for coverage?
• What is not covered?
• How to complete & process the application?

WHAT IS SPECIAL EVENTS COVERAGE

• Special Events Coverage extends liability coverage

to an individual/organization using parish facilities for a non-parish sponsored event.

• This coverage includes the following:
• $1,000,000 limit - provides protection to the facility user,

parish, and Archdiocese

• No Deductible
• Host Liquor Liability Coverage included
• Most non-parish sponsored events are covered (wedding

receptions, anniversary parties, reunions, and banquets)

WHEN SHOULD COVERAGE BE UTILIZED

• Coverage should be utilized when an event is not

parish sponsored. If the answer to any of the questions below is “no,” the activity is not a parish sponsored event:

• Do fees associated with the function flow through parish

accounts?

• If applicable, is the function open to all parish members?
• Does the parish have full control or final decision making

authority over the function?

• Is the purpose of the function to facilitate learning, raise

funds for the parish or to provide a social service on behalf

• f the parish?
• Is the organizer or leader of the function a parish employee
• r volunteer?

WHAT ARE THE OPTIONS FOR COVERAGE

When it is determined that an activity is not a parish sponsored event, there are two options: OPTION I

• Facility Usage/Indemnity Agreement
• Certificate of Liability Insurance Page
• The General Liability Coverage Limit Per Each Occurrence

needs to be $1,000,000.

• The Archdiocese of Kansas City in Kansas AND the parish need

to be listed as additional insureds.

• The date of the event needs to be within the Policy Effective

Date and Policy Expiration Date.

• This form needs to be typed (not hand written) by the

Insurance Agent.

WHAT ARE THE OPTIONS FOR COVERAGE

OPTION 2

• Application for Special Events Coverage
• $95.00 check made payable to the “Archdiocese
• f Kansas City in Kansas”
• All blanks and boxes on the application need to be

completely filled in for processing of the application to be completed in a timely manner. A delay in the process may

• ccur if there is information missing.
• The original application should be submitted at least 15

business days prior to an event and no more than 6 months in advance.

APPLICATION PROCESS

• The application form should be completed in full and

must include the following information:

• Name of Parish or Institution – Please include the name and

address of the parish or facility where the event will be held.

• Lessee Information (additional insured) – Please include the

name of the individual(s) or organization holding the non- parish sponsored event.

• Lessee (additional insured) Contact Person – Please indicate

the name, address, and telephone number of the person primarily responsible for the activity.

• Type of Activity – Please provide a brief description of the

activity including the date, time, approximate number of participants, whether or not food and/or liquor is being served.

• E-mail Approval Notification – If you would like to be notified

via e-mail when an event is approved, please provide your e- mail address in the space provided.

WHAT IS NOT COVERED

• Any event lasting longer than 72 hours (charge TBD if event exceeds 3

days)

• Fireworks
• Events involving more than 1,000 people (charge TBD if event exceeds

1,000 people)

• Events where admission is charged unless all proceeds go to charity
• Events involving amusement devices or trampolines
• Carnivals
• Any event organized or run by a professional promoter
• Sporting events including camps and tournaments
• Events involving pool or lake activities
• Event involving recreational vehicles
• Events indicated as BYOB (bring your own bottle)
• Political Rallies
• Inflatable Amusement Devices (unless pre-approved, minimum charge of

$100 applies)

• ST. LEO’S, HORTON

RESOURCES

• Any questions regarding the completion or processing of the

application should be directed to:

Francine Roshau Email Address: froshau@archkck.org Phone #: 913-647-0361 Fax #: 913-721-2680

• Archdiocese of Kansas City in Kansas website - Chief Financial Officer
• Any questions regarding Risk Management guidelines to assist

parishes in allowing outside organizations use of its facilities. Information includes, but is not limited to liquor liability control, security, and / or food handling. Please contact:

Ken Freudenburg, Catholic Mutual Group’s Risk Management Email Address: kfreudenburg@catholicmutual.org Phone #: 800-228-6108 ext. 2384

EMPLOYEE WORKERS COMPENSATION INSURANCE & VOLUNTEER ACCIDENT INSURANCE

PATTY DICKINSON 

Know where to turn:

• First & foremost get help for any serious injuries – ER, Urgent Care

The who & the where determine the what

1. Employee injury at work = Workers Compensation – Catholic Mutual 2. Employee injury or illness outside of work = Sick Leave or Short Term Disability – The Hartford 3. Volunteer injury while doing parish or school work = Archdiocese Volunteer Accident Policy – K&K Insurance Archdiocese Benefit Administrator’s Website www.archkck.org/hrsecure 4. Participants, Students or Attendees injury during a parish or school activity = Parish or School Liability Insurance – Insurance company varies by location

P A Y M E N T S T O A C C O U N T I N G , A C H , B I L L I N G , D E A D L I N E S , A N D U P D A T E O N B E N E F I T S

GENERAL SESSION

GOTTA HAVE ACCOUNTING

GOTTA HAVE ACCOUNTING

• Overview of Chancery Mail Process
• Tips & tricks to get it to the right place first time!
• Payments to Archdiocese & Other Organizations
• Who, What, Where
• When - deadlines
• How – checks & ACH
• Deposit & Loan
• Overview
• Upcoming Changes
• Gifts of Stock or Mutual Fund Shares
• Catholic Foundation of Northeast Kansas

CHANCERY MAIL PROCESS

HOW TO GET IT TO THE RIGHT PLACE

PAYMENTS

• To whom do I make checks payable?
• Which payments can be combined?
• Where do I mail them?
• Who do I contact with questions?
• When are payments due?

DEPOSIT & LOAN

• Overview
• What to send with deposits and loan payments?
• How to request a deposit withdrawal or loan increase?
• Where to find monthly statements?
• Upcoming Change to Deposit & Loan
• Why the change?
• What will be the same?
• What will be different?
• Effective date?

GIFTS OF STOCK & FUND SHARES

• Give Donor Stock & Fund Shares Instructions (handout)
• Remind donor to email the Archdiocese

(stewdev@archkck.org) to advise us that a donation has been made. This email should include:

• Name of Stock or Fund & Number of Shares Donated
• Purpose of Donation (organization/program)
• Expected Date of Transfer
• Who Sends Tax Receipt Letters?
• Chancery for Archdiocesan Campaigns
• You (Parish/Organization) for gifts to your

Parish/Organization

CATHOLIC FOUNDATION OF NORTHEAST KANSAS (CFNEK)

• Endowments & Funds held for Archdiocesan
• rganizations for professional investment mgmt.
• Quarterly statements for each fund & income

available for distribution info via the following link: https://www.edonorcentral.com/login_3102.asp

• Financial statements for organizations with

Endowments or Funds in CFNEK should reflect the most current market value.

• Distributions (income, scholarships, etc.)can now be

paid by electronic funds transfer (handout).

BENEFIT HOUSEKEEPING

SUMMER TIME BENEFIT ISSUES

• Terminations
• Transfers
• Retirement

TERMINATIONS & TRANSFERS

• Enrollment / Change Form
• Page 1
• Name
• SSN
• DOB
• Termination / Transfer Date
• Transfer Location
• Any contact information changes
• Address
• E-mail
• Phone number, etc…
• Page 4
• Signature of Business Manager / Principal / Human Resource rep, etc…
• Signature of employee
• They need to know when their benefits are terminating
• Basic Life & LTD / Supplemental Life - Conversion / Portability forms mailed from our office.
• Mail / e-mail forms when ready

OPEN ENROLLMENT

• Start Date: Sunday, October 16, 2016
• End Date: Monday, October 31, 2016,midnight
• September 2016
• Open Enrollment Reminders will arrive by e-mail

EMPLOYEE BENEFITS ENROLLMENT GUIDE PLAN YEAR 2017

Arrival Date: Friday, September 30, 2016

SELF SERVE ENROLLMENT

• Start Date: July 1, 2016
• For new, full-time employees that
• Do not have a profile in the HBC Benefit System
• Do not work at multiple employer locations
• Do not have a spouse working full-time at an Archdiocese

location

SELF SERVE PROCESS

• Complete a New Hire Information Form
• Send to Chancery HR Office
• Receive E-mail Confirmation
• Employee Profile is Set-up in HBC
• Employee may enroll in benefits
• Same as Open Enrollment Process

NEW HIRE INFORMATION FORM

Archdiocese of Kansas City in Kansas

New Hire Information Form

Please complete the following and turn in today. First Name: Last Name: MI: SSN: Date of Birth: Gender (please circle) : M / F Hire Date: Employer / School Working At: Home Phone: ( ) Cell Phone: ( ) Email: Married (please circle) : Y / N Address: City: State: Zip: Job Title: Annual Salary: $ Hours worked per week: ________

WRAP UP!

• Survey
• General Presentations and Handouts
• Any Questions / Concerns
• Happy trails to you!
• Travel home safely!