Human Resources Support

Overview

The Business Office serves as liaison to the various University offices in support of employees’ needs for the following types of absences:

• Short and Long Term Disability
• Leave of Absence
• Worker’s Compensation Leave

Our office can serve as a valuable resource in helping navigate the University processes.  All absences of these types should be reported to the Business Office as soon as possible to assure that paperwork is complete and timely.

Short and Long Term Disability

These programs are managed via University Benefits.  A checklist and detailed information can be found here.  Employees can do the application on line or the Business Office staff can enter the information and start the claim.

 For Managers:

• Notify the Business Office of the absences whether expected or unexpected
• Complete the necessary leave forms and return to the office
• Assure that any medical documentation is sent to the Business Office
• Assist in putting employee on leave within HR system when required
• Notify the Business Office when employee is returning or has returned so that s/he can be returned from leave and the payroll process can be restarted timely.
• Ask questions!  When in doubt, please ask to assure you have correct information. University policies and procedures occasionally change and what may have occurred during another employee’s prior absence may be different in the current period.

 For Employees:

• Notify Manager of expected absence as soon as possible so that planning can occur for requirements in backfilling duties and paperwork can be completed for continuation of pay.
• Notify Manager of unexpected absence as soon as is possible so that paperwork required can be processed timely.
• Be mindful of waiting period and documentation requirements to assure timely processing of leave and return from leave.
• Ask questions!  When in doubt, please ask to assure you have correct information. University policies and procedures occasionally change and what may have occurred during another employee’s prior absence may be different in the current period.

Leave of Absence

Depending on the time needed for a leave of absence, the restrictions and approvals may vary. For example a leave for a short duration may require only the manager’s approval.  A leave for a longer period may require approval up to the VP level.  Please contact the Business Office with questions.

Worker’s Compensation

This program is managed by the Office of Risk Management.  Please see here for more information including details for manager and employee responsibilities.

For department functions, we ask that you keep the following in mind:

 For Managers:

• Make sure the accident report is completed timely.  The Manager can send directly to Risk Management and then provide a copy to the Business Office or provide the completed form to the Business Office who will assure its processing with the Business Office.
• Complete any additional documentation required and return to the office.
• Assure that any medical documentation is sent to the Business Office
• Assist in putting employee on leave within HR system when required
• Notify the Business Office when employee is returning or has returned so that s/he can be returned from leave and the payroll process can be restarted timely.
• Ask questions!  When in doubt, please ask to assure you have correct information. University policies and procedures occasionally change and what may have occurred during another employee’s prior absence may be different in the current period.

For Employees:

• Notify Manager of on the job injury as soon as possible so that paperwork can be completed for continuation of pay and reporting requirements.
• Be mindful of waiting period and documentation requirements to assure timely processing of leave and return from leave.
• Ask questions!  When in doubt, please ask to assure you have correct information. University policies and procedures occasionally change and what may have occurred during another employee’s prior absence may be different in the current period.

For department employees and sponsored SUAs (contractors), the Business Office works with the University GOCard Office to provide access to campus facilities where appropriate.  

Department staff access should automatically be assigned based on attributes of the positions (position, assigned work area(s), work schedule, etc.). When an employee or manager finds that access is not as expected, the Business Office should be contacted to coordinate the appropriate level of access.

Department sponsored SUAs are given access as requested by the department sponsor. It is the department sponsor’s responsibility to assure that the SUA uses the GOCard appropriately.   If the SUA is no longer doing work for the University or for the department, the Business Office should be notified so that assigned GOCard access can be removed.

New Hires

When a position becomes vacant or is created, managers are responsible for completing a Recruitment Request/Justification Form, sending it to their department head and then sending to the department HR Administrator for processing.  The document will be routed to the department VP, CFO and Human Resources(HR) for approval.  Upon receiving necessary approvals, the position will be posted on the HR web site.  If positions require posting in additional locations (trade publications, professional organization job listings, etc.), please notify the department HR Administrator at time of Recruitment Justification submission. Once the position is posted, online and paper applications will be sent to the hiring manager.  It is the Hiring Manager’s responsibility to set the the interview panel, schedule interviews, etc.

Non Union Staff positions should be posted for five days. Union staff positions must be posted for fourteen days. For all positions, the following is required:

• All applicants interviewed MUST complete a GU Application.
• Once a decision has been made, the Supervisor/Manager completes the online Recruitment Summary indicating all person(s) interviewed, when and why they were/or were not offered position, whether they would recommended for another position.  The email of the candidate to whom the position is being offered should be entered on this screen.  This will start the background check process.  If the candidate does not have an email address, the manager/supervisor should provide contact information to the department HR Administrator for coordination of the background check.
• Once an offer is made, a conditional hire letter is issued (explaining start date is conditional upon successful completion of background check. This process could take up to 10 business days.  If there is a problem found in the background check, a Senior HR Generalist will be in touch with the hiring manager.
• Once background check has been satisfied, the candidate should come to the Planning & Facilities Management Business office to complete hiring paperwork. Candidates are encouraged to come prior to the start date to ensure their information would be already approved in GMS prior to their start date.
• Applicant must present original documentation for completion of I-9 process.
• The department HR Administrator will make sure employee is notified of when to attend New Employee Orientation and Benefits Orientation, where to pick up GoCard, where to go to activate NETID, etc.  New Employee and Benefits Orientations are important processes in employee processing into the University.  Employees will need to allot the required time to attend the orientation sessions.
• Employee is given documentation explaining the Onboarding process (how to setup direct deposit, completion of W4 – Federal Tax, selection of health, dental, etc. benefits, verify contact information is correct, etc.)
• The Manager/Supervisor must assure that the employee is provided complete information about appropriate time keeping procedures, call in policy and other pertinent information to assure the employee’s successful transition into the University.
• Union staff will receive a copy of the bargaining agreement from a union delegate.

Temporary Hires (Direct Hires)

Temporary employees are hired to replace employees out for various types of short and long term leave and to support short term seasonal work.  The document will be routed to the department VP, CFO and Human Resources(HR) for approval.  Upon receiving necessary approvals, the Hiring Manager can hire the temporary employee.  A supervisor/manager may elect to have the position posted.  The applications received will be sent to the hiring manager. When there is the need for a temporary employee, a Recruitment Justification Form must be submitted.  

For all positions, the following is required: 

• Employee must complete a GU Application
• An Offer Letter is issued (detailing work shift, when the position ends)
• Background checks are generally not required for temporary hires but employees who will work within the residential facilities will be subject to a background check before the start date.
• The candidate should come into the Planning & Facilities Management Business office to complete hiring paperwork. Candidates are encouraged to come prior to the start date to ensure their information would be already approved in GMS prior to their start date.
• The candidate must present original documentation for completion of I-9 process.
• The department HR Administrator will make sure employee is notified of where to pick up GoCard and where to go to activate Net ID.
• Employee is given documentation explaining the Onboarding process (how to setup direct deposit, completion of W4 – Federal Tax, verify contact information is correct, etc.) 

GU Students

Georgetown students are hired within the department to support office functions. To hire a University Student Employee, you must do the following:

• Check with the PFM Business Office to assure that the position is created or that a vacancy exists.
  • If the position is not created or a  vacancy does not exist, a new position must be created with the Student Employment Office. This requires that the office have a position description and total number of positions needed.
• Managers should send the student to the PFM Business Office to complete hiring paperwork.  It is strongly encouraged that the student come to complete the paperwork before the first day of work.
• The candidate must present original documentation for completion of I-9 process if he or she has not ever worked for the University before.
• Once entered into GMS, student employee will then be able to complete onboarding process within GMS.
• If the student has a job on campus, the process is the same except for the prior two processes.

Non-GU Students

Managers may hire No-GU students to support office functions.  Hiring a non- GU student follows much the same process as the hiring of  a temporary employee.  Approval is required to create the position if it does not exist.

For all positions, the following is required:

• Employee must complete a GU Application.
• An Offer Letter is issued (detailing work shift, when the position ends).
• Background checks are generally not required for temporary hires but employees who will work within the residential facilities will be subject to a background check before the start date.
• The candidate should come into the Planning & Facilities Management Business office to complete hiring paperwork. Candidates are encouraged to come prior to the start date to ensure their information would be already approved in GMS prior to their start date.
• The candidate must present original documentation for completion of I-9 process.
• The department HR Assistant will make sure employee is notified of where to pick up GoCard and where to go to activate NETID.
• Employee is given documentation explaining the Onboarding process (how to setup direct deposit, completion of W4 – Federal Tax, verify contact information is correct, etc.)

There are designated staff within the department who serve as timekeepers.  Time is submitted to the University timekeeping system weekly and must be recorded to ensure timely payment.  The department currently has two primary ways for time to be recorded for non-exempt (hourly) employees:

• Time cards
• On line time sheet program – In addition to entering hours, instructions about how to enter hours can be found here.

For all employees: 

• Time that is submitted electronically should be done no later than 9:00 am Monday morning. Those that submit time in GMS will also record their hours in the online time sheet program as well and must be submitted by Sunday before 6:00 pm.
• Timekeepers have a deadline of 1:00 pm every Monday for the submission of time.  If timecards are not received to be processed by then they will be done on the next pay cycle.
• All leave should be entered in GMS before timecards are given to the time keeper.
• If an employee does not have enough leave hours for time taken they will be paid for only the leave hours they have recorded in GMS.

For Facilities Management hourly employees and managers:

• Timecards for day and night employees should be submitted to the time keeper every Friday by 9:00 am.
• Departments with employees on a weekend and evening schedule will be submitted on Monday morning by 8:00 am.
• When employees work for another department those time cards should be given to the timekeeper by Monday of week 2 in order to be paid for the current pay period.

When a contract employee will be on campus for an ongoing period time or when the contract employee requires access to University resources or buildings, the University requires that the contract employee be processed through the Sponsored University Affiliates (SUA) program. This will allow the vendor employee to have a university GOCard and email account.  This is also a requirement for vendor employees who may need regular access to the university buildings.

A SUA employee must be sponsored by a University employee.  The following steps are required when bringing a SUA on board: 

• The department sponsor must complete this form and bring or send with the vendor employee. This is an internal department form that provides additional information for our processing of the SUA paperwork.  This includes, but is not limited to, buildings for which access is requested, end date of affiliation, etc.
• If the SUA will need access to the residential facilities, a criminal background check is required and must be completed before the SUA paperwork is submitted. Background check information should be provided to the Contracts office who will provide verification that it has successfully been completed.
• When coming to complete the required paperwork, the vendor employee should be prepared to provide picture identification.
• Once the application is entered, the vendor employee and sponsoring University employee will receive emails with directions for completion of the processing.
• Once these steps are done, the vendor employee may go to the GOCard office to receive his or her GOCard. 
• SUA records will expire after one year or earlier depending on the term of the work required. The University Sponsor is responsible for notifying the Business Office if a vendor employee ends work on Georgetown’s campus.  This will ensure that any access that is assigned is removed timely.
• SUA will not be automatically renewed.  The University Sponsor will be contacted to verify that the vendor employee is still assigned to the University  and needs to maintain the access that was assigned.
• Upon completion of the contract work, the GOCard must be returned to the PFM Business Office. It is the University Sponsor’s responsibility to ensure that this card and any other University issued property is returned.

Our office maintains staff files for employees of the department.  While managers may also retain files for their employees, the department file should reflect all actions related to the employee hire. Employees are permitted to come to the office to view the information in their file but it may not be removed from the office.

Information requests on behalf of employees or for disciplinary items must be approved by University Human Resources.

When an employee (regular, temporary or student staff) or SUA leaves the University, the Business Office staff will process the necessary paperwork to remove that person from the Georgetown systems.  Managers and sponsors are asked to do the following:
 

• Provide the Business Office with the original resignation letter or other paperwork indicating the employee’s departure date as soon as it is available.
• If the employee is retiring, please encourage him/her to make an appointment with Benefits.
• If employee or SUA uses a university computer, coordinate a meeting time with Technology staff to assure files that need to be maintained are moved appropriately and any personal items are removed.
• On the last day worked:
  • Collect keys and return to appropriate office
  • Collect IDs, Procurement cards, smartphones, laptops, tablets, etc. and return to Business Office
  • If a uniform is provided, assure that all are returned.

The Business Office staff can prove resourceful in this process and can assure that the transition from the department is as effective as possible.

Please click here to see Training coordination guidelines for department staff

The University has a Vehicle Use Policy that is managed for the Planning and Facilities Management department by the PFM Business Office.  All employees required or wanting to drive University vehicles must be designated authorized drivers. This is an annual process requiring employees to have a motor vehicle use check annually.

While driver authorization is not required to drive golf cart vehicles, the policy does require that employees who drive these vehicles have a valid driver’s license.

Department employees will be notified by PFM Business Office staff when it is time for the authorization to be renewed.  Please be prepared to provide the

If there is a question whether the employee’s position requires authorization, s/he should check with his or her manager.

If the motor vehicle check results in questions, the employee’s supervisor will be notified.

Between authorization periods, employees are responsible for notifying his or her supervisor and the PFM Business Office of any occurrence that invalidates his or her driving license.

Please click here to view authorized drivers.