hospital integrated business unit june 4, 2015 hiblue …med.uky.edu/sites/default/files/june 2015...
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HIBLUe News
HOSPITAL INTEGRATED BUSINESS UNIT JUNE 4, 2015
See Service, See Integration, See Blue
Out with the old fiscal year and in with the new,
your HIBU Finance Team has important deadlines for you!
The HIBU serves the departments of Emergency Medicine,
Pathology and Laboratory Medicine, Radiation Medicine,
and Radiology
HIBU FINANCE NEWS
KMSF - RFP Closing Date Please note that June 23rd will be the last day for clinical departments to submit documents to KMSF for payment processing in FY15. As of
5:00 PM on Tuesday, June 23rd, any documents currently parked in SAP and for which the respective documentation is physically at KMSF/
or electronically received and authorized will be processed and posted in FY15. All other documents that have not been received by KMSF
will remain parked. These will be processed after July 1st in FY16. Please be sure to submit all RFPs to your IBU Finance team in advance of this deadline to ensure timely processing. Thank you in
advance for your cooperation.
Year End Close Schedule for FY15 Please see the attached for important dates regarding the FY15 year-end close timeline. Below is a selected list of items from the attached
memo that pertains to documents processed by the IBUs:
6/01: Cutoff for all JVs for good and services prior to June 1st for all grants and cost centers. Cutoff for PRDS, Travel Vouchers,
disbursement requests, imprest cash reimbursements, subcontract payments and purchase order payments incurred prior to June 1st. 6/19: Cutoff for cash and cash transmittals through June 19th. Cutoff for JVs, PRDS, Travel Vouchers, disbursement requests, imprest
cash reimbursements, subcontract payments and purchase order for expenses incurred June 1st through June 15th. 6/30: Cutoff for online receipts for all good and services for POs with numbers 43xxxxxxx and 47xxxxxxx prior to June 30th. 7/01: Cutoff for cash receipts on hand through June 30th. 7/02: Cutoff for PO invoices and receipts incurred from June 16th through June 30th. JV cutoff for all expenses incurred from June 16th
through June 30th. 7/06: Cut off for PRDS, Travel Vouchers, disbursement requests, and imprest cash reimbursements incurred from June 16th through June
30th. 7/08: Cutoff to edit June Procard Transactions.
BPM E-7-11, E-7-14 and E-7-16: Student Payment Cards and Student Payment Vouchers The following policies have now been published and effective. BPM E-7-11 Establishment of Student Recognition Awards and Prizes BPM E-7-14 Student Payments BPM E-7-16 Procurement Cards
Runner Service during FY15 deadline period
Just like last year, the IBU staff will make extra stops to all HIBU departments during the month of June and July to deliver mail
promptly to the HIBU Finance Team located at Kentucky Clinic South.
I think these year-end deadlines will
require more coffee!
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Mark your calendar!
Go-Live for Soarian
is December 1, 2015.
Coder Corner
Welcome Jason Manley,
STEPS Coder for Emergency Medicine!
Jason has been in training the past two weeks
with two of the best;
Teresa Goodpaster and Jennifer Bowman.
He will continue his training in order to assist
all areas of the HIBU.
Perhaps you know someone who is job searching, we have an opening in the Surgical IBU for an
Administrative Services Assistant !
Here is a quick link to the posting: http://ukjobs.uky.edu/postings/67861. Feel free to share this within your department or with any other potentially interested candidates!
IBUs Launch Customer Satisfaction Survey
The Integrated Business Units (IBUs) began conducting surveys for each of their areas on April 17th. This includes the Basic Science and
Centers IBU, Hospital - Serviced Based IBU, Medical and Surgical IBUs. The purpose is to gain valuable feedback that will allow us to
gauge how successfully we are meeting your needs as well as reevaluate areas where we need to improve. Our units are still relatively new
to UK, and the transition to a shared services model continues to evolve. Each unit is set up a little differently and the services provided
vary, but we share a united goal of meeting your HR/Payroll, Finance/Procurement, and Travel related administrative needs.
The survey link below is your opportunity to help us continue to help you by providing your comments. It is set up to address a specific
area for a particular interaction, such as travel or payroll. The survey will take less than 3 minutes of your time and will link you back to
our IBU page on the College of Medicine website. You can complete the survey as often as you like and add comments if you choose. The
link will be available ongoing. Each staff member will include their IBU specific survey link in their email signature.
Right click to open here: Hospital IBU Customer Satisfaction Survey
Right click to open here: Surgical IBU Customer Satisfaction Survey
Right click to open here: Medical IBU Customer Satisfaction Survey
Right click to open here: Basic Science and Centers Customer Satisfaction Survey
Please use the above links as often as you like to share great customer service or let us know how we can raise the bar!
Thanks in advance for your participation!
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Employee Onboarding and Separation Tools for Supervisors The policies and checklists below are great tools for Department supervisors who are involved in new employee onboarding and/or employee
separations. If you have any questions regarding the onboarding or separation process, please contact your IBU HR/Payroll Representatives.
Employee Onboarding to and Separation from UK Healthcare Policy #A09-065: CLICK HERE
Supervisor’s New Employee Onboarding Checklist Procedure Policy #009: CLICK HERE Employee Exit Checklist Policy #010: CLICK HERE
UKHC Performance Evaluation Timeline UK HealthCare performance evaluations (PEs) for fiscal year 2014-15 are now available in the online PE system. PEs are to be completed on
all regular staff employees by Friday July 17, 2015. (Evaluations for employees with the UK HealthCare Leadership PE will be released at a
later date.) All employees can access the PE through the Performance Management section of Employee Self-Service in myUK.
Self-Evaluation - PEs are first available to employees for completion of a self-evaluation. Check with your manager on any departmental
deadline to complete the self-evaluation. If the self-evaluation is optional for your department and you choose not to enter a self-evaluation,
you will still need to send the form to your supervisor in the system. See appropriate guide for details. Behavioral Expectations as Part of the Overall Scores - The Behavioral Expectations allow supervisors and employees an opportunity to
discuss what’s important in how we fulfill our mission in UK HealthCare. Rating of the Behavioral Expectations was added to the PE for the
first time last year. The ratings on the Behavioral Expectations will count as 10% of the overall score this year.
Plan B Notification - Your supervisor will be discussing your status with you when the University is operating under Plan B during the PE
conversation this year. Your status will be recorded in a new section of the form for Plan B. As a reminder, this status may change at any time
during the year based on departmental staffing needs. Additional Resources - Resource guides for supervisors and employees are available on the Performance Matters website. If you have
questions about your performance evaluation or problems accessing the system, email [email protected].
University and Regulatory Guidelines Related to Employment of Minors University policy permits hiring only persons who are 18 years of age and older in regular full-time staff positions. During the summer
months, some persons between the ages of 14 and 17 may be hired for temporary jobs. Please read Human Resources Policy and Procedure
Number 16.0: Employment of Minors to ensure compliance within your area of responsibility.
Questions about the employment of persons ages 14 to 17 should be directed to: Marty Jacks, STEPS Temporary Employment Supervisor, at
(859) 257-9561 or [email protected].
HR STEPS Temporary Employment FY2016 Bill Rate We have received final approval for fiscal year 2016 STEPS Temporary Employment bill rate. The bill rate starting July 1, 2015 will be 20%
of the temporary employees' hourly wage. This is the first increase in five years. The increase is mainly due to the University offering a health
plan credit to any temporary employee that averages 30+ hours a week or has a 0.75 FTE or above. Offering health insurance to our temporary
employees will greatly enhance our ability to recruit and retain employees in these essential positions and will satisfy requirements under the
Affordable Care Act (ACA). There are several factors that go into determining the STEPS bill rate. These factors include: Federal Insurance Contribution Act (FICA) tax,
which is required for any employment arrangement at the University (except for UK students paid through student wage lines), and the
University's miscellaneous fringe benefits charge. The portion of the overall bill rate directly related to the actual STEPS administrative fee
will increase to 11.15% for this year. Again this will allow us to offer a health plan credit to eligible temporary employees. Breakdown of STEPS Temporary Employment Billing Rate The total 20% STEPS billing rate includes the following (based on each temporary employee's hourly pay rate):
Required Federal Insurance Contribution Act (FICA) tax - 7.65% University miscellaneous fringe benefit cost - 1.2%
STEPS administrative fee - 11.15% Total STEPS billing rate - 20.0%
If you would like more information about STEPS Temporary Employment services, please contact Marty Jacks, STEPS Supervisor,
at (859) 257-9561 or email [email protected]. Our website also contains helpful information for our customers.
HR/Payroll News
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Remember to check your Leave Balances! Healthcare holiday and bonus days will expire June 30th!
Vacation will expire September 30th, 2015!
Employee Permit Renewal Now Open
University of Kentucky Parking and Transportation Services (PTS) is now accepting
employee parking permit renewal applications. UK employees are encouraged to
renew their permits at www.uky.edu/pts. Employees may also apply for permit
renewal via campus mail by using printable forms found at www.uky.edu/pts or in
person at Parking and Transportation Services in the Press Avenue Garage
(Parking Structure #6). Office hours for permit sales are 7:30 a.m. - 7:30 p.m.,
Monday through Friday.
2015-2016 parking permits must be displayed no later than July 1 5
Uploading a picture in the Performance Management PE System
How to Upload a Profile Picture in SuccessFactors:
Performance Management (PE) system on Employee Self Service (ESS)
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Reserved permit renewal had been slated to start Monday, June 1, and
has been delayed. Parking and Transportation
will communicate soon!
Performance Evaluations
Please review all staff you
supervise for accurate job
descriptions and MJRs
(Major Job
Responsibilities)
New Faculty Posting Directives beginning July 1st
The University is instituting an initiative to post all faculty
positions in IES beginning July 1st. After review of several
federal regulations, the Provost has recommended that the
University will change the way that faculty positions are
hired so that compliance with all EEO rules and regulations
is assured. Although faculty positions have been posted
previously in IES, the new initiative will require that faculty
positions be posted individually. Unique position numbers
will be assigned to each posting. In addition, postings will
be required at the beginning of the search, after the
Authorization to Recruit has been approved. All current
postings will transition as usual; more information will be
forthcoming in the next two weeks.
As many of you already know, the HIBU and SIBU HR
staff joined forces last September. We previously
worked in two locations and welcomed the SIBU staff
to our office in Emergency Medicine in January.
We have now welcomed a new STEPS
employee, Melissa Howard, to our
group. Melissa comes to us from
outside of UK and has experience as
an HR Generalist. Melissa will
provide much needed staff support
to our units.
June 2015 Holidays, Special and Wacky Days:
June 5 World Environment Day
June 5 National Doughnut Day (Spaldings anyone?)
June 7 National Chocolate Ice Cream Day
June 8 Best Friends Day
June 10 Iced Tea Day (Tea served in HIBU/SIBU HR office all day long!)
June 12 Red Rose Day (Surprise your favorite someone today)
June 14 Flag Day
June 18 National Splurge Day (But not on your UK Procard!)
June 20 Ice Cream Soda Day
June 21 Father's Day (Celebrate all the Dads or soon-to-be Dads!)
June 21 Finally Summer Day (bring on the baseball, apple pie, and long days in the sun!)
June 23 National Pink Day 7
Radiation Medicine News - Ironcology's The Survive the Night Triathlon
https://runsignup.com/Race/KY/Lexington/TriandChangeYourLife
'HEALTHIEST WEEKEND IN LEXINGTON' TO BENEFIT MARKEY CANCER CENTER
Through his Ironcology fundraising organization, University of Kentucky Markey Cancer Center oncologist and local triathlete Dr. Jonathan Feddock is partnering with the Markey Cancer Foundation to host "The Healthiest Weekend in Lexington," a two-day event June 12-13 that will focus on community engagement, cancer awareness, and promoting a healthy lifestyle while raising funds for cancer care at Markey.
The weekend includes the first-ever “Survive the Night Triathlon,” an overnight team relay that covers 140.7 combined miles of swimming, biking and running. The triathlon begins at 7 p.m. on Friday, June 12 at Spindletop Hall, 3414 Iron Works Pike, Lexington, Ky. Registration for the triathlon is $350 for individuals or $425 for a team of up to 10 athletes, and participants must register by June 1.
On Saturday, June 13, the event continues at 9 a.m. with the Something for Every Body Exercise Event and Expo, also at Spindletop Hall. Numerous local fitness centers have volunteered their time and expertise to create a choose-your-own-exercise format, where attendees can participate in a variety of small group fitness classes throughout the morning including yoga, TRX, Silver Sneakers, water aerobics, boxing, barre, body rolling and more.
Each fitness class will be available for a $5 donation. Participants will need to register at the event to reserve a spot for their preferred classes and times.
During the exercise event, local businesses will be on hand with information highlighting a healthy lifestyle for the prevention and treatment of cancer. The expo is free and open to the public.
Feddock, a seasoned triathlete who regularly competes in Iron Man competitions, began using his talents as an athlete to raise money for patient care at Markey last year. He raced in four long-distance events in 2014, using crowd funding to raise more than $142,000 for Markey.
"After seeing the success I had raising money racing in triathlons, a lot of people expressed an interest in helping raise money for Markey in a similar way," Feddock said. "So I created the Healthiest Weekend in Lexington fundraiser with the idea that there would be something for everyone, whether you are a seasoned athlete or brand-new to fitness."
The Healthiest Weekend in Lexington is sponsored by UK HealthCare, Audi of Lexington, Big Ass Fans, Clark Material Handling Company and West Sixth Brewing. Fitness services will be provided by CycleYou, Fit4Mom Lexington, Legacy All Sports, LiveWell Training Club, Proof Fitness, PureBarre, Source on High, SweatLex and the YMCA of Lexington.
ABOUT MARKEY CANCER FOUNDATION The University of Kentucky Markey Cancer Foundation’s mission is to reduce cancer mortality in Kentucky and beyond by supporting innovative cancer research and treatments, education and community engagement, state-of-the-art facilities, and compassionate patient care at the UK Markey Cancer Center.
ABOUT IRONCOLOGY Ironcology is an exercise-based fundraising effort started by UK Markey Cancer Center radiation oncologist Dr. Jonathan Feddock in 2014. Feddock, a long-distance triathlete, originally set out to raise $200,000 through crowd funding pledges for his efforts in the 2014 Ironman Louisville to put a down payment on a new, state-of-the-art radiation implant suite at the Markey Cancer Center. With that goal now attained, Feddock is expanding Ironcology to the masses to engage others to participate in pledge-based competition and events to raise money on behalf of the UK Markey Cancer Foundation.
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Name Role Email Phone Rhonda Sewell HIBU Lead [email protected] 257-7135
Sheila Giles HR Lead [email protected] 218-5262
Janice Goldenberg HR/PR [email protected] 218-5270
Annete Muniz HR/PR [email protected] 218-5264
Da Norm FI Lead [email protected] 218-5263
Missie York FI/Travel [email protected] 218-5266
Tina Hourigan FI/Travel [email protected] 218-5265
Kevin Downs FI/Proc [email protected] 218-5267
Kim Pope FI/Proc [email protected] 218-5269
Hanna Watts FI/Proc [email protected] 218-5268
Not Sure Who to Contact?
Email the HR/PR Team: [email protected]
Email the FI/Proc Team: [email protected]
HIBU HR/Payroll Location & Hours
800 Rose Street Emergency Medicine, H43C Lexington, KY 40536-0284 Mon - Fri 8:00am - 4:30pm
Fax 859-257-5303
The HIBU Finance has a runner, Jhmal Williams, who goes on a daily round to all the departments picking up any documents left in the “HIBU Out” boxes and answering any questions that may arise. We are happy to come by for any additional needs at your convenience so please don’t hesitate to ask.
HIBU Finance & Travel Location & Hours
Kentucky Clinic South Attn: HIBU
2400 Greatstone Point Lexington, KY 40504 Fax 859-257-4114