LSU Health Sciences Center Human Resource Management
 


Frequently Asked Questions

Attendance and Leave

What does 8 Vacation Monthly Subtract (VMS) mean as shown on my check stub?
VMS means you have taken 8 hours vacation monthly subtract. This type of leave deduction occurs when there was an adjustment or correction made as a deduction from your annual leave balance which occurred after a payroll process.

What does 8 Sick Monthly Subtract (SMS) mean as shown on my check stub?
SMS means you have taken 8 hours sick monthly subtract. This type of leave deduction occurs when there was an adjustment or correction made as a deduction from your sick leave balance which occurred after the payroll process.

Examples:
a.) The September timesheets were due by October 10, but was submitted to Human Resources on October 29. The leave data from the timesheets will be deducted after the payroll has already been processed.
b.) A memo was sent to Human Resources to deduct 8 annual or 8 sick leave that was omitted on a previous timesheet. This type of leave deduction will be reflected on your check stub as 8 VMS (vacation monthly subtract) or 8 SMS (sick monthly subtract).

What does Vacation Monthly Adjust (VMA) mean on my check stub?
VMA means that a credit adjustment was made to your annual leave account. If an error in deduction was made from your annual leave balance, the correction would be reflected as Vacation Monthly Adjust. VMA can also be shown when leave balances are transferred from another state agency. Other situations can occur that would warrant this type of an adjustment.

What does Sick Monthly Adjust (SMA) mean on my check stub?
SMA means that a credit adjustment was made to your sick leave account. If an error in deduction was made from your sick leave balance, the correction would be reflected as Sick Monthly Adjust. SMA can also be shown when leave balances are transferred from another state agency. Other situations can occur that would warrant this type of an adjustment.

Why does my check stub show a deduction of 7 VMS and 4 SMS, although I didn’t take any leave for that month?
Unclassified employees whose start date begins after the 1st of the month but has worked at least ½ of the month will accrue ½ month’s of accrued leave for that month. A manual adjustment was made to deduct ½ of the full month of leave accrued.

Why does my check stub show a deduction of 14 VMS and 8 SMS, although I didn’t take any leave for that month?
Unclassified employees whose start date begins at less than ½ of the month will not accrue leave for that month. A manual adjustment was made to deduct the full month’s accrued leave for that month.

What does Leave-Sick Biweekly Wage mean as shown on my pay stub?
A classified employee who used sick leave within the current pay period will show the number of hours used in the Hours and Earnings Section under the Current Hours column. Your check stub also shows a year-to-date column of total sick leave taken since January.

What does Leave-Annual Biweekly Wage mean as shown on my pay stub?
A classified employee who used annual leave within the current pay period will show the number of hours used in the Hours and Earnings Section under Current Hours. Your check stub also shows a year-to-date column of total annual leave taken since January.

Does my check stub show how many hours I accrue each pay period?
Your check stub reflects accumulative hours earned year to date. These earnings are reflected on your check stub on a calendar year basis. The accumulation process will start over in January. Your January check stub should show your actual accrual rate. However, you may contact Iris Hernandez in Human Resources at 568-4833 to obtain your accrual rate.

Benefits and Insurance

 

Are my dependents eligible?
If you are an active employee meeting the following conditions:

You are employed at 75% effort or greater (30 hours/week or more)
If you are on a Period of Appointment, your appointment duration must be 6 months or more.

Are my dependents eligible?
Your eligible dependents include your legal spouse and each of your never-married children younger than 21. Children over age 21 are eligible under the following conditions:  Children who are not your natural child or adopted child are eligible for health and/or OGB sponsored life insurance up to age 18 when by Louisiana Law they are legally classified as an adult.  Full-time students between the ages of 21 and 24 who are dependent on you for financial support - proof of student status from the Registrar's Office is required each semester.

If a dependent child is incapable of self-sustaining employment reason of a mental retardation or physical incapacity and became incapable prior to the termination age for children, coverage may be continued under the plan. Proof of dependent status is required for Health Insurance and/or Life Insurance provided through the Office of Group Benefits.  Employees coverage spouse/and or children MUST attach copies of relevant documents along with the Enrollment Form.

Spouse – Marriage License (Louisiana state law does not recognize same sex marriages)

Children – Birth Certificate, Adoption Papers, Legal Custody or other legal documents establishing custody.

When will my benefits become effective?
Benefits will become effective the 1st day of the month following one full calendar month of employment.

 Example:
An employee hired on January 1st would be eligible for coverage February 1st.
An employee hired on January 2nd - 31st would be eligible for coverage March 1st.

How long do I have to sign up for benefits?
A newly hired employee or newly eligible employee has 30 days from his/her hire/eligibility date to enroll for coverage.

How do I enroll for benefits?
Newly hired employees receive all the necessary forms with their Orientation Packet. There is a separate form to complete for each type of coverage desired. Contact the Benefits Department for the proper forms and explanation of the enrollment procedure.

How do I pay for my benefits?
Premiums are payroll deducted and are paid a month in advance.

What if I do not enroll when first eligible?
If you or your eligible dependents do not enroll within 30 days, medical coverage may be added at any time during the year. Applications received on or before the 14th of the month will be effective the first day of the following month.

You may apply for Life insurance and Long Term Disability insurance at any time; however, after the first 30 days, coverage is no longer guaranteed. Evidence of Insurability forms must accompany the application and are subject to underwriter review.

Dental and Vision coverage - must enroll during the first 30 days of hire/eligibility or annually during the Open Enrollment period each year during April.

When should I add newly acquired dependents?
To add newly eligible dependents acquired through marriage, birth or adoption, you must submit an Enrollment/Change form to the Benefits Department within 30 days of the event. Failure to do so will result in a delayed effective date of coverage.   Marriage License, birth certificate, adoption papers MUST accompany enrollment forms for health insurance and/or OGB sponsored life insurance

Are newborn children automatically covered?
No. You must submit an Enrollment/Change form to the Benefits Department within 30 days of the event. Changes made after the 30 day deadline may result in a delayed effective date of coverage.

When can I delete ineligible dependents?
You must submit a GB-01 Enrollment/Change form to delete a dependent within 30 days of the following events:
• Divorce
• Child reaches age 26
• Death of spouse or child
 

When can I change plans?
You may change from one medical or dental plan to another during the annual Open Enrollment period (the month of October) for a January 1st effective date.

You may elect or cancel your participation in the Premiums Only Plan which allows pre-tax premium deductions for medical, dental, vision and OGB employee life insurance during the annual Open Enrollment period (the month of October) for a January 1st effective date.
 

How do I change my address with my benefit providers?
Contact the Benefits Department for the appropriate forms. Unfortunately, it is usually necessary to complete a separate form for each provider, there is no single form which will update your address in every system.

When do my benefits end?
Your coverage under any plan will end on the last day of the month in which your employment terminates.

Can I continue my benefits after termination of employment?
Federal law requires that the plans offer covered employees and their covered dependents the opportunity to continue coverage after termination of employment or reduction in hours to an ineligible status. COBRA provisions allow a continuation of medical and dental coverage for up to 18 months. You have a 60 day election period following the loss of benefits to elect COBRA coverage. Contact the Benefits Department for forms, rates, and assistance with this process. At this point, you will assume the full cost of the medical coverage including the portion previously paid by the employer and administrative fees.

Can I continue coverage after retirement?
You may continue your medical, dental, vision, accidental health and dismemberment coverage and state sponsored life insurance if you meet the eligibility requirements for age and years of service under the Teacher's Retirement System (TRSL) or Louisiana State Employee's Retirement System (LASERS). If you are a member of the Optional Retirement Plan, you must meet the TRSL requirements to continue coverage. If you elect to cancel medical insurance as a retiree, coverage can only be reinstated under very limited provisions.

If I leave LSUHSC, how do I receive a refund of my retirement contributions?
LASERS members, contact the Benefits Department for a "Refund of Accumulated Contributions" form. Refunds take about 60 days after submission of this form.

Teachers Retirement System members, contact the Benefits Department for an "Application for Refund" form.

Optional Retirement Plan (ORP) members, contact the appropriate vendor for withdrawal applications. The Teachers Retirement Systems Office must verify terminated status prior to distribution of funds.

How do I obtain an employee ID card?
The Benefits Office, located at 433 Bolivar Street, Suite 608 (Library, Resource and Administration Building) issues employee ID cards from 8:15 am - 4:15 pm.

New employees - A memo from your department stating your name, title, department and Social Security Number is required before an ID can be issued.

Replacement IDs- A $10 fee has to be paid to the cashier's office. The receipt of payment along with a memo from your department is required for replacement IDs.

 

Compensation

How do I prepare an unclassified position description?
An unclassified position description guide is available on the web to assist you. If you need further assistance, please contact our Compensation staff at (504) 568-8741.

Where can I get sample position descriptions for various positions?
Some sample generic position descriptions can be obtained via our website. For any other position that is not posted, please contact our Compensation staff at (504) 568-8741.

When creating and updating position descriptions, where can I get salary ranges for unclassified positions?
For all unclassified positions that require a position description, please contact our compensation office at (504) 568-8741 for assistance. For all faculty positions, please contact your dean's office for assistance with current salary ranges.

Where can I get position descriptions and salary ranges for classified positions?
All classified positions are dictated by Civil Service. For generic classified position descriptions and ranges, please visit the Civil Service website below -

 http://www.civilservice.la.gov/asp/OneStopJobInfo/JobInfoHomePage.htm

How do I prepare a Civil Service position description?
The Civil Service position description form (SF-3) can be obtain through Civil Service's website or our forms page. For directions on completing the form, please contact the Human Resource Analyst for your department. If you do not know who the analyst is for your department, please contact (504) 568-4834 for further assistance.

Is there a sample listing of Physical and Mental Demands that I can use?
A generic listing of physical and mental demands is available to assist you.

 

Employee/Labor Relations

Where can I take a Certified Public Training Program (CPTP) class?
For courses offered in the New Orleans area please visit the site listed below http://www.state.la.us/cptp/classes_no.htm or contact Paulette Albera at (504) 568-3916.

Who is the Human Resource Management contact person for Worker’s Compensation?
Paulette Albera, (504) 568-3916, is the contact person regarding Worker's Compensation.

What should I do if I am injured on the job?
Contact your supervisor or designated departmental liaison immediately. Any serious injury should be reported immediately to the Office of Human Resource Management. An employee must report an injury within thirty days to be considered eligible for Worker’s Compensation benefits.

If I am injured on the job, where do I go for medical treatment?
You can go to any doctor or medical facility of your choice. Many employees go to one of the four Concentra Medical Centers located in New Orleans, Kenner, and Metairie.

If I go to my personal physician and file the bill with my medical insurance carrier. Does ORM reimburse the insurance company?
ORM will request that the medical provider send ORM appropriate forms. Upon receipt of the forms, ORM will determine if payment is appropriate. If so, ORM will make payment to the medical provider. It is the responsibility of the medical provider to reimburse the insurance company. ORM does not reimburse the insurance company.

If I am injured on the job, will I receive Worker’s Compensation benefits?
State employees are covered for Worker’s Compensation through the State of Louisiana, Office of Risk Management, Office of Worker’s Compensation. LSUHSC has no authority to authorize medical payments for an employee. LSUHSC furnishes information to the Office of Worker’s Compensation. That office makes final determinations as to eligibility.

If I am absent from work due to a work related injury, what kind of leave do I use?
Accrued Sick Leave must be used. If, however, a work related injury results in an employee being absent from work for seven days or more, and the employee is eligible to receive benefits for lost wages, an adjustment is made to the sick leave balance.

If a person does not have Sick Leave he/she may be granted annual leave or leave without pay with the approval of the supervisor.

If I am absent for more than seven days and eligible for lost wage benefits, do I receive money from Worker’s Compensation?
Worker’s Compensation provides benefits for 2/3rds of lost wages. Wage benefit checks are issued to the employee through Human Resource Management. If an employee uses accrued sick leave, he/she will be asked to endorse the wage benefit check. That check will be deposited into an LSUHSC account and Human Resource Management will reimburse the employee for 2/3rds of the sick leave used. If an employee is absent more than 42 days, he/she will be compensated for the first 7 days.

How is a grievance different from a Civil Service appeal?
The Civil Service Commission has assumed jurisdiction over situations that must be appealed to the Commission in accordance with specific Civil Service rules. Following is a list of some (but not all) types of actions that must be appealed to the Civil Service Commission:

  • Removal of a permanent employee for cause.

  • Demotion of a permanent employee as a disciplinary action.

  • Political, religious, or racial discrimination.

  • Suspension without pay as a disciplinary action.

  • Other situations resulting in employee dissatisfaction and misunderstanding may be addressed through the internal grievance procedure.

How do I file a grievance?
The grievance must be documented on a grievance form and submitted to the employee’s supervisor. Ideally, the grievance should be resolved through discussion at this step. The supervisor will respond to the grievance in writing. If the employee is not satisfied with the decision of the supervisor, he/she may proceed to the second step by submitting the grievance to the appropriate section, unit, or department head.

Can my department charge me with FMLA if I did not ask for it?
Yes. The law states that employers must record FMLA for absences when the employer has enough information to know that the reason for the absence is a qualifying event under FMLA. Example: You tell your supervisor that you will be out for at least a week because you are having surgery. That is enough information for us to know that the absence qualifies as FMLA, regardless of whether you asked for it or not.

Is FMLA a type of leave that is not charged against my annual or sick leave?
In most cases, no. It is LSUHSC’s policy that FMLA runs concurrently with any appropriate paid leave the person has. For instance, if a person is absent for eight days due to illness, he/she would be charged eight days of sick leave/FMLA. If, however, a person is absent eight days due to the illness of a parent, he/she would be charged eight days of annual leave/FMLA. If a person has no accrued leave, he/she is placed on LWOP/FMLA.

I am planning to be out for 12 weeks of FMLA for the birth of a baby. Will my total absence be charged against my sick leave?
No. In the case of maternity, sick leave is the appropriate leave to be charged until the employee is medically released by her physician. The remainder of the absence is for the purpose of bonding with the child. At that point, annual leave becomes the appropriate leave to be charged.

What is a “rolling year?”
A “rolling year” means that employees are entitled to 12 weeks of FMLA in the 12 month period that follows the first date they take FMLA leave. For instance, if an employee begins FMLA March 1, 2002, he/she is entitled to a total of twelve weeks of FMLA between March 1, 2002 and March 1, 2003.

What happens to my health insurance while I am on FMLA?
If an employee uses either Sick or Annual leave, nothing happens. Health insurance premiums are deducted from your paycheck as usual. However, if an employee has no accrued leave and must use LWOP, the Payroll office will make arrangements for the employee to pay the employee portion of the premium. LSUHSC will continue to pay the employer portion of the premium on your behalf while you are on FMLA.

Is a written reprimand considered a disciplinary action?
Not exactly. Civil Service does not consider a written reprimand to be an official disciplinary action, therefore, it cannot be placed in your personnel file in Human Resource Management. However, reprimands may be used to support disciplinary actions that may be taken in the future.

What should I do if I do not agree with allegations contained in a written reprimand?
You have the right to submit a written response to the reprimand. Your supervisor should attach your response to the reprimand and maintain both documents in your departmental personnel file.

What happens if my supervisor seeks disciplinary action against me?
You will receive a letter from Human Resource Management stating the reasons your department is recommending disciplinary action. You will be given an opportunity to respond to those allegations in writing. If there is some reason an employee cannot respond in writing he/she will be given the opportunity to give a verbal response. Your response will be considered by the appointing authority before a final decision is made regarding the disciplinary action.

How do I appeal a disciplinary action?
Disciplinary actions may be appealed to the Civil Service Commission. Instructions for doing so are contained in the Chapter 13 of the Civil Service manual. You may review and/or get a copy of the instructions from the Labor Relations Section of Human Resource Management.

 

Employment and Recruitment



Where and when can I take the Civil Service Exam?
 Interested applicants can visit the C.S. website for the schedule.  In New Orleans, the test is only given once a month.  The Schedule is determined by C.S.  The C.S. exam can still be taken at 5200 Blair Drive, New Orleans.

What type of Civil Service Exam should I take?
Below are a few of the test series and titles.  For more information regarding the test you may need to take, please visit the Civil Service website at http://www.civilservice.la.gov/Examining/info/testinformation.asp

New Series Number

Test Title

9700

Professional Supervisor

9242

Accounting Paraprofessional

9900

Manager/Administrator Test

9000

COAST – Behavior Assessment

9001

COAST – Office Skills

9333

PET

What should I bring to take the Civil Service Exam?
You should bring a completed application and a picture ID to take the Civil Service Exam.

Who do I see regarding leave?
The contact person regarding leave is Tamara Carter (504) 568-7812.

Where do I go to get an LSUHSC picture ID?
I.D. cards may be obtained in Room 608 of the Resource Center, 433 Bolivar Street. Employees must have a memo from their department. In the case of lost I.D. cards, the employees must present a memo from their department and also pay the replacement cost of the I.D. before new cards are issued. Please call the Benefits Office 568-7780 for more details.

Where is payroll located?
Payroll is located in Room 611 of the Resource Center, 433 Bolivar Street.

If I want to transfer from another agency, what should I do?
Visit LA Careers on the Civil Service website for vacancies throughout the state and apply for any position that you are qualified and interested in.

Is there a notary for LSU Health Sciences Center, New Orleans Campus?
Yes, university attorneys are available to notarize documents related to university business from 12:00pm - 1:00pm on Wednesdays on the 8th floor of the Resource Center, 433 Bolivar Street. No notary services will be provided for personal matters.

Where is Human Resources located and what are the hours of operation?
Human Resource Management is located in the Resource Center, 433 Bolivar St. between Tulane Ave. & Gravier St. one block from University Hospital towards the River, and normal operation hours are between 8:00 a.m. - 5:00 p.m., Monday - Friday.

How do I verify past or present employment?
Verification of employment can only be verified either by fax or mail with written authorization from the employee being verified. If by fax, please fax request to Human Resources (504) 568-8010. If by mail, please send request to LSU Health Sciences Center - Human Resources 433 Bolivar Street, New Orleans, LA 70112.

How do I make changes to my demographic data?
Demographic data such as telephone and address changes can be made either by writing to Human Resources with the proper information included or completing a personal data change form and submitting it to Human Resources. In order to process such requests, the following information is required - Name, Social Security Number, Signature, Old Phone or Address, New Phone or Address.

Name changes can only be made to reflect the name as it appears on your social security card. All name change requests must be accompanied by a copy of your social security card.

What is the difference between a re-allocation of my position and getting a promotion?
A re-allocation is an upward adjustment in pay based on additional duties and responsibilities that are significant enough to warrant the job being changed to a higher level. A promotion takes place when a person moves from one job classification to another job of higher level. In a re-allocation, the employee typically remains in the same section and department. In a promotion, the employee often moves from one section or department to another section or department.

Are illegal alien males required to register to Selective Services?
Yes. All immigrant alien males, other than those admitted on nonimmigrant visas, must register, whether or not they have a green card.

Who must register to Selective Services?
For a complete list of of who must register, please click on the link below.

Who must register - www.sss.gov/must.htm

Payroll

Where is the Payroll Section located?
Payroll is located in Room 611 on the 6th Floor of the Library, Resource and Administration Building. The address is 433 Bolivar Street, Suite 611, New Orleans, LA 70112.

Can I sign up for multiple direct deposits to various banking institutions?
Yes. There is no fixed limit to the number of direct deposits.

Are increases for student workers automatic?
No. Increases for student workers should be based on performance, quality of work, dependability, acquisition of skills, etc. There would be no "automatic" reason to support an increase for a student worker who is marginal in the above stated areas.

What is the maximum allowable annual contribution to the voluntary Tax Sheltered Annuity Plan (403(b)) and/or Deferred Compensation Plan?
Depending on the employee's age, the maximum annual contribution is as follows: Employees under the age of 50 during the respective calendar year: Year 2009 - $16,500.00

Year 2010 - $16,500.00

Employees reaching the age of 50 during the respective calendar year:

Year 2009 - $22,000.00

Year 2010 - $22,000.00

Employees should consult the Payroll Department or the Benefits Department regarding eligibility for maximum contribution.

Can an employee contribute the maximum to both the 403(b) Plan and the Deferred Compensation Plan?
Yes. For example, an eligible employee under the age of 50 can contribute $12,000.00 to each Plan for the Year 2003 for a total of $24,000.00.

Can employees contribute to multiple 403(b) vendors?
Yes. An employee can contribute to more than one vendor. The total contributions between the vendors cannot exceed the maximum annual contribution.

How often can an employee revise his or her Federal Withholding Form (W-4) or State Withholding Form (L-4)?
Employees can revise Federal Withholding or State Withholding form as often as needed.

When will the garnishment of my wages stop?

Garnishment deductions from payroll checks will cease upon the receipt of a release from the courts.