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iNtegrate 2 Business Process Redesign: Business Process Recommendations Benefits Administration May 31, 2013

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iNtegrate 2 Business Process Redesign: Business Process Recommendations Benefits Administration May 31, 2013
iNtegrate 2 Business Process Redesign:
Business Process Recommendations
Benefits Administration
May 31, 2013
Business Process
Recommendations: Introduction
Business Process Recommendations
SUB-PROCESS RECOMMENDATION CONTENTS
Recommendations for a redesigned workflow and supporting materials for each of the sub-processes reviewed as part
of the iNtegrate 2 BPR project are detailed in the following section. Each sub-process section includes the following:
•
Process Overview: A summary narrative of key process steps within the sub-process.
•
Recommended Future State Process Flow: Detailed process flow of the Future State process steps.
•
Key Process Changes: For those steps within the Future States that represent primary changes (for one or more
NSHE institutions), an explanation, and justification as necessary, for the process change is highlighted
•
Alternative Process Options: Process Options not recommended in the future state flow are highlighted along
with a justification of why this option is NOT recommended or incorporated in the process.
•
Policy Change Requirements: Instances when either institutional or NSHE policy need to be developed or revised
in order to facilitate the recommended process are noted, including recommendations for policy content.
•
Implementation Challenges: When elements of the recommended future state process were questioned during
workshops or noted as significant areas where implementation would be difficult, further discussion and justification
is provided along with examples of institutions also utilizing the recommended process.
•
The examples provided are individual institutions utilizing these recommended practices. NSHE represents a
diverse set of 8 institutions and the system office presenting limitations in identifying a comparable system or
organization that has broadly implemented “best practice” or recommended processes.
•
Technology Requirements: Elements of a required technology to enable the process are listed by process step.
•
Reporting Requirements: Reports, metrics and data points required to monitor and control the process are listed.
•
NSHE Feedback: Index of comments/feedback provided by NSHE institutions and the Huron response, as needed.
© 2012 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
Draft & Confidential, Not for Distribution.
3
Business Process Recommendations
POINTS TO CONSIDER
Each sub-process section incorporates some fundamental concepts that should be understood in order to fully
consider the recommendations and supporting content.
•
•
Recommendations versus Current State:
•
These process recommendations represent Huron’s recommendations for a future state business process
and are not intended to comment on the current state processes across NSHE.
•
Some process elements may already be the practice of some or all NSHE institutions.
Business Process Swimlanes (horizontal bands):
•
The business process focuses on the process steps and the work accomplished in these steps and not
the process owners/work locations. Therefore, the developed flows include general swim-lanes that are
not role/location specific, such as Accounts Payable Administration, Travel Administration, Research
Administration, etc.
•
Flows do include required roles like Vendor, faculty/employee/Investigator, etc. but they do not highlight
Administrative Assistant, Vice President of X, etc. The recommended process steps can be applied
universally and the steps can be aligned in whatever roles/units are appropriate by institution.
© 2012 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
Draft & Confidential, Not for Distribution.
4
Business Process Recommendations
POINTS TO CONSIDER
Each sub-process section incorporates some fundamental concepts that should be understood in order to fully
consider the recommendations and supporting content.
•
Existing Supplemental Systems:
•
•
Some NSHE institutions have implemented different “systems” or technologies that are supplemental to
the Human Resources or Finance Administration Systems. These process flows assume the existing
technologies are integrated into the Future State Business Process.
Out of Scope Systems:
•
Some process flows incorporate Non-Human Resource/Finance Systems that are out of scope for
iNtegrate 2 (i.e. a Pre-Award “tracking system”). However, in order to be in line with best practice
elements, these out-of-scope technologies were incorporated into the recommended processes.
© 2012 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
Draft & Confidential, Not for Distribution.
5
Business Process
Recommendations: Benefits
Administration
Benefits Administration BPR: PEBP Enrollment
PROCESS OVERVIEW
The PEBP Enrollment process is the process by which employees enroll in PEBP and the information is transmitted
back to HR / Payroll to ensure premiums are correctly deducted from paychecks.
•
Employee attends benefits orientation and submits basic information to PEBP
•
PEBP notifies employee of online self-service and employee makes PEBP selection
•
PEBP provides a Benefits “flat file” 2-3 times per month to HR for processing
•
HR validates “flat file” and updates employees in HRMS with benefits selections
•
Payroll is notified of benefit selections and premiums are adjusted within system to account for selections
•
If an employee changes benefits during open enrollment or due to life changes updated information is included
in “flat file” and updated in a similar manner
Draft & Confidential, Not for Distribution.
7
PEBP Benefits Enrollment / Changes
PEBP
3
Set-up employee record
and provide link to
employee for online
Benefits selection
8a
PEBP Open
Enrollment
Yes, Open Enrollment
Institution
Employee
8b
PEBP Life
Event Changes
Start
1
Attend Benefits
Orientation /
New Hire
Orientation
2
Complete required
new-hire PEBP
Benefits forms
Yes, Life Event
4
Make Benefits
selections
End
5
Receive employee
Benefits “flat file”
from PEBP
6
Update employee
payroll / HRMS
information with
Benefits information
No
7
Benefits Changes
9b
Receive “Life
Change” update
information from
PEBP
9a
Receive “Open
Enrollment”
download from
PEBP
10
Update employee
payroll / HRMS
information with Benefits
information (if required
End
Benefits Administration BPR: PEBP Enrollment
KEY PROCESS CHANGES
The following table outlines the major process changes (NSHE-wide) incorporated into the recommended process.
Process
Flow Title:
Process
Step(s):
PEBP Benefits Enrollment /
Changes
1, 2, 4
PEBP Benefits Enrollment /
Changes
5, 6, 9a, 9b
Explanation and Change Justification:
Employees attend an NSHE Benefits Orientation and submits information necessary for PEBP to set-up the employee in their
benefits system. Employees proceed to make benefits selections using the PEBP online self-service module currently being
used.
Institutions receive a flat file two (2) – three (3) times a month from PEBP that is uploaded directly into the HRMS and the
employee information is automatically updated and payroll notified.
This avoids instances where incorrect or no premiums have been applied to an employees initial paychecks and resulted in a
large withholding when the flat file is finally received.
Draft & Confidential, Not for Distribution.
9
Benefits Administration BPR: PEBP Enrollment
ALTERNATIVE PROCESS OPTIONS
The following table outlines the alternative process options that are not recommended for implementation.
Process
Step(s):
Alternative Process
PEBP Enrollment Data integration between NSHE and PEBP
Justification for Non-Recommendation:
Data integration between NSHE’s HRMS Benefits Module and PEBP’s system
is the ideal, but a flat file that stays current with new employees will help
alleviate many of these problems.
Draft & Confidential, Not for Distribution.
10
Benefits Administration BPR: PEBP Enrollment
TECHNOLOGY REQUIREMENTS
The following table lists the system technology requirements necessary to support the recommended process.
Process
Flow Title:
PEBP Benefits
Enrollment / Changes
PEBP Benefits
Enrollment / Changes
Process
Step(s):
Technology Requirement:
5, 9
Allow for benefits enrollment data to be shared between PEBP and NSHE
5, 9
Allow key piece of data from PEBP and NSHE HR system to be “viewable” or easily referenced from the other system, as
necessary to facilitate the detailed process.
Draft & Confidential, Not for Distribution.
11
Benefits Administration BPR: PEBP Enrollment
REPORTING REQUIREMENTS
The following table lists the reporting requirements and data points that must be captured to support the
recommended process.
Process
Flow Title:
Reporting Requirement:
PEBP Benefits
Employee Owed Funds (Arrears)
Enrollment / Changes • for benefits premium contribution
PEBP Benefits
Reconciliation Report
Enrollment / Changes
Data Points/Metrics:
•
•
•
•
•
•
Employee Details (Name, position, number, unit, institution)
Monthly employee contribution amount
Number and % of employees enrolled
Contributions not deducted
Flat File Deductions ($ / #)
Deductions Not Taken
Draft & Confidential, Not for Distribution.
12
Benefits Administration BPR: Grant-in-Aid
PROCESS OVERVIEW
Grant-in-aid is the process by which employees (and their spouses / children) can have a portion of their tuition paid
for when attending an NSHE institution for graduate or undergraduate courses.
•
Employee submits Grant-in-Aid request for themselves or on behalf of their spouse / children
•
HR receives Grant-in-Aid request(s) and verifies eligibility
•
If eligible, request is sent (electronically) to campus approvers for review and approval
•
Once approved the Grant-in-Aid is processed by either the “home” institution or the NSHE institution where
courses are taken
•
If the course was take at another NSHE institution an electronic invoice is sent to that institution to settle the
Grant-in-Aid
Draft & Confidential, Not for Distribution.
13
NSHE Institution
Grant-in-Aid Processing Department
Employee
Approvers
Grant-in-Aid
End
4b
Notify employee of
denial
Start
1
Complete online
Grant-in-Aid form
2
Submit to campus
approvers for review
and approval
End
5
Receive request and
check for employee
eligibility in HRMS
No
3
Approve?
Yes
4a
Notify HR of request
and approval and
submit for eligibility
verification
8
Class at own
institution?
Yes
9b
Process Grantin-Aid
No
7b
Notify employee of
ineligibility
No
6
Eligible?
Yes
7a
Workflow to
approvers for review
and signature
9a
Workflow Grant-in-Aid
notification to NSHE
institution
10
Provide electronic invoice to
requesting NSHE school for
employees taking classes
11
Receive electronic Invoice
from other NSHE schools,
verify, and approve for
payment
12
Notify employee of
Grant-in-Aid
payment
End
Benefits Administration BPR: Grant-in-Aid
KEY PROCESS CHANGES
The following table outlines the major process changes (NSHE-wide) incorporated into the recommended process.
Process
Flow Title:
Process
Step(s):
Grant-in-Aid
2, 3, 4a / 4b
Grant-in-Aid
5, 6, 7a / 7b
Explanation and Change Justification:
Due to potential for grant-in-aid classes to occur during normal business hours, Grant-in-aid is routed directly to the supervisor /
campus approvers
Grant-in-aid approval, eligibility review, and executive level review are consolidated and streamlined to reduce the number of
touchpoints. Eligibility should be determined as soon as possible to avoid unnecessary process activity.
Draft & Confidential, Not for Distribution.
15
Benefits Administration BPR: Grant-in-Aid
TECHNOLOGY REQUIREMENTS
The following table lists the system technology requirements necessary to support the recommended process.
Process
Flow Title:
Process
Step(s):
Grant-in-Aid
Grant-in-Aid
All
All
Grant-in-Aid
Grant-in-Aid
Technology Requirement:
Incorporate an electronic workflow to enable the routing of reviews and approvals.
Allow approval authority to be delegated (if desired) by individuals for various reasons (vacation / leave / etc.).
The Grant-in-Aid request form is an electronic, editable, online form that upon completion is workflowed through the review and
1, 2
approval process.
Electronic workflow sends the electronic grant-in-aid form directly to appropriate Business Office (internal or at other NSHE
9a, 9b, 10, 11
institutions). This will allow invoices to be sent back electronically and streamline the process.
Draft & Confidential, Not for Distribution.
16
Benefits Administration BPR: Grant-in-Aid
REPORTING REQUIREMENTS
The following table lists the reporting requirements and data points that must be captured to support the
recommended process.
Process
Flow Title:
Grant-in-Aid
Reporting Requirement:
Annual Report – Tuition Benefits Utilized
Data Points/Metrics:
• Cost of Grant-in-Aid benefits (cost to provide free access to course)
• Number of employees who utilize some type of tuition benefit being
offered by the System
• Employee Details (unit, title, tenure with NSHE, etc.)
Draft & Confidential, Not for Distribution.
17
Benefits Administration BPR: Fee/Tuition Waiver
PROCESS OVERVIEW
The Fee / Tuition Waiver process refers to educational assistance for eligible classified employees who enroll in
courses within the Nevada System.
•
Employee submits fee / tuition waiver request to take a course at an NSHE institution
•
HR Administration receives request and verifies employee eligibility
•
If eligible, request is sent for approval
•
Fee Waiver is processed at either “home” institution or NSHE institution where the class was taken
•
“Home” institution or NSHE institution verifies employee has passed class and processes fee / tuition waiver /
invoice
•
If employee does not pass or complete class “home” institution or NSHE institution where class occurred enter
reimbursement process with employee
Draft & Confidential, Not for Distribution.
18
NSHE Institution
Department Responsible Waiver /
HR
Employee
Approvers
Fee / Tuition Waiver
7b
Notify employee of
denial
End
Start
No
6
Approve?
Yes
7a
Notify department
responsible for Waiver
processing / employee of
approval
2
Route via electronic
workflow department
responsible for
Waiver
1
Complete electronic /
online Fee Waiver
Request form
3
Receive request and
check for employee
eligibility in HRMS
End
5a
Notify approvers of
employee eligibility and
Fee / Tuition Waiver
request
8
Class at own
institution?
Yes
9a
Process Fee
Waiver and
approve for
payment
No
4
Eligible?
Yes
9b
Workflow Fee / Tuition
Waiver Request form to
other NSHE institution
10
Provide electronic
invoice to
requesting NSHE
school
End
12
Pass / Complete
Class?
No
5b
Notify employee of
ineligibility
Yes
11
Receive electronic Invoice
from other NSHE schools,
verify, and approve for
payment
No
13
Notify employee
and obtain
reimbursement
from employee
Benefits Administration BPR: Fee/Tuition Waiver
KEY PROCESS CHANGES
The following table outlines the major process changes (NSHE-wide) incorporated into the recommended process.
Process
Flow Title:
Process
Step(s):
Fee Tuition Waiver
1, 2
Fee Tuition Waiver
3,4, 5a, 5b
Fee Tuition Waiver
12
Explanation and Change Justification:
The fee / tuition waiver request form is an electronic, editable, online form that upon completion is workflowed through the
review and approval process.
The fee / tuition waiver approvals, eligibility review and executive approval are consolidated and streamlined to reduce the
number of touchpoints. After the fee / tuition waiver is submitted, the form is workflowed to HR who checks for eligibility. If they
are in fact ineligible the process stops before time is spent chasing down signatures for naught. If they are eligible the process
now proceeds electronically through the various levels of review and approval.
Once grades are posted, the processing department is responsible for validating that all employees completed / passed the
class. If they did not complete or did not pass the class, the reimbursement process begins.
Draft & Confidential, Not for Distribution.
20
Benefits Administration BPR: Fee/Tuition Waiver
TECHNOLOGY REQUIREMENTS
The following table lists the system technology requirements necessary to support the recommended process.
Process
Flow Title:
Process
Step(s):
Fee Tuition Waiver
All
Fee Tuition Waiver
9b, 10, 11
Technology Requirement:
Allow approval authority to be delegated (if desired) by individuals for various reasons (vacation / leave / etc.).
Electronic workflow sends the fee / tuition waiver form directly to appropriate Business Office (internal or at other NSHE
institutions). This will allows invoices to be sent back electronically allowing the verification / approval of the invoices and
subsequent processing to occur rapidly.
Draft & Confidential, Not for Distribution.
21
Benefits Administration BPR: Fee/Tuition Waiver
REPORTING REQUIREMENTS
The following table lists the reporting requirements and data points that must be captured to support the
recommended process.
Process
Flow Title:
Fee Tuition Waiver
Reporting Requirement:
Annual Report – Tuition Benefits Utilized
Data Points/Metrics:
• Cost of tuition/fee benefits (cost to provide free access to course)
• Number of employees who utilize some type of tuition benefit being
offered by the System
• Employee Details (unit, title, tenure with NSHE, etc.)
Draft & Confidential, Not for Distribution.
22
Benefits Administration BPR: Leave Management
PROCESS OVERVIEW
“Leave Management” refers to the process by which various types of leave are tracked and monitored both for
compliance and payroll purposes.
•
Employee “leave account” is attached to the employee record on first day of employment
•
Employee enters leave, specifying type of leave and dates
•
Approval request is routed to the appropriate supervisors (and HR if applicable)
•
Employee receives notification (electronically) once a decision has been made
•
Leave data is transmitted to payroll as part of the nightly download
Draft & Confidential, Not for Distribution.
23
Leave Management
LMS – Leave Management System
HRMS – Human Resource Management System
6
Review request in
LMS
7
Approve?
No
8b
Deny request within
LMS
8c
HR / Department initiate
Disciplinary Process (if
employee takes
unauthorized leave)
Institution
Yes
Start
1
Set-up employee in HRMS
and LMS
5a
Supervisor / HR receives
notification via email
and views request in
LMS
5b
FMLA / CAT /
Special Leave
Process
8a
Approve request
within LMS
9
Approval email sent
to employee
10
Automatically added to leave
history of employee and is
automatically deducted from
leave balance
12
Receive notification /
enter disciplinary process
(if applicable) and
determine next steps
4b
System notifies
Supervisor and
HR
Employee
11
LMS provides nightly download
to Payroll with updated leave
balance and appropriate codes
(paid, unpaid, FMLA, etc.)
Yes
2
Employee requests
leave in LMS
3
FMLA / CAT /
Special Leave?
No
4a
System sends
notification of request
to Supervisor / HR via
workflow
End
Benefits Administration BPR: Leave Management
KEY PROCESS CHANGES
The following table outlines the major process changes (NSHE-wide) incorporated into the recommended process.
Process
Flow Title:
Process
Step(s):
Leave - All
4a, 5a, 6
Leave - All
8a, 8b
Leave - All
10, 11
Explanation and Change Justification:
Leave system notifies supervisors by email when a leave request has been submitted. In addition, the Leave system provides
supervisor's with a "queuing" dashboard that allows them to review all pending / approved / closed leave requests and approve /
deny active requests. The automation of the process from the employee submitting the request to the supervisor being notified
and being able to view the request eliminates the potential for forms to be lost and one-off email requests to be overlooked.
Unlike many of the leave processes currently in place, the approval or denial of a leave request is automatically communicated
to the requesting employee. This step now also provides the supervisor with the ability to code in the appropriate type of leave
(unpaid, vacation, sick, etc.) directly into their approval / denial. Supervisor training and business rules will need to be in place
to minimize incorrect entries and efficiently deal with them when they occur.
Leave information is provided nightly to payroll. This step should eliminate the need for a departmental timekeeper to notify /
submit a paper Payroll Correction Form for unpaid leaves.
Draft & Confidential, Not for Distribution.
25
Benefits Administration BPR: Leave Management
TECHNOLOGY REQUIREMENTS
The following table lists the system technology requirements necessary to support the recommended process.
Process
Flow Title:
Process
Step(s):
Leave - All
1
Leave - All
1
Leave – All
4b, 5b
Leave – All
4b, 5b
Leave – All
4b, 5b
Leave – All
4b, 5b
Technology Requirement:
Leave System must integrate with the HRMS and other on-campus systems so that the information can flow between systems
(particularly Leave and Payroll).
Allow employee type and by extension "leave rules" to be coded in for each employee.
Address multiple types of leave including FMLA, LWOP, CAT, etc. including the ability to customize approval workflows so that
when these types of leaves are requested, the appropriate people are involved in the process.
Recognize and automatically provide employees with relevant information when they enter FMLA, LWOP, or CAT leave.
Automatically provide employees with the necessary information needed upon request FMLA, LWOP, or submitting 3 straight
day of sick leave.
Allow for configuration to immediately notify HR upon request FMLA, LWOP, or submitting 3 straight day of sick leave.
to ensure required data are collected to protect the university from risk, particularly as it relates to FMLA.
Draft & Confidential, Not for Distribution.
26
Benefits Administration BPR: Leave Management
REPORTING REQUIREMENTS
The following table lists the reporting requirements and data points that must be captured to support the
recommended process.
Process
Flow Title:
Leave Management
Reporting Requirement:
Paid Time Off Report (Quarterly)
Data Points/Metrics:
•
•
•
•
Utilization, by type of leave
Absence rate (absence days / work days)
Unscheduled absence rate (unsched absence days / work days)
Compensation value of unscheduled absences (unscheduled days *
daily rate / FTE)
Draft & Confidential, Not for Distribution.
27
Business Process
Recommendations: NSHE
Feedback
NSHE Feedback: Benefits Administration
ROUND 1: MARCH – APRIL 2013
The following table outlines the NSHE feedback and commentary, as well as Huron response when applicable.
SubProcess/
Institution
Topical
Area
PEBP
Enrollment
UNLV
PEBP
Enrollment
UNLV
PEBP
Enrollment
UNLV
PEBP
Enrollment
UNLV
PEBP
Enrollment
UNLV
Comments/Feedback
Huron Response
Process #2 - Some of the discussions during the Workshops centered around Our recommendation refers to a direct transfer of information
a recommendation from Huron to allow NSHE employees direct on-line access to PEBP. Ideally, the employee would complete benefits
to PEBP enrollments systems electronically. I don't believe that this
enrollment via the Self-Service technology, and the enrollment
recommendation is in the proposal. There is an item about a data exchange, data would be directly transferred to PEBP. This would allow
but this is after the employee enrolls. In my opinion, the ideal state would be both HR and PEBP access to the information simultaneously.
to be able to send the initial new hire information on benefits eligible
The overall goal is to eliminate lag time, as well as payments
employees electronically to PEBP rather than by paper form.
in arrears for premiums.
Data integration between NSHE and PEBP….stays current with ALL
Our recommendation refers to a direct transfer of information
EMPLOYEE STATUS CHANGES….
to PEBP. Ideally, the employee would complete benefits
enrollment via PeopleSoft/WorkDay Self-Service, and the
enrollment data would be directly transferred to PEBP. This
would allow both HR and PEBP access to the information
simultaneously. The overall goal is to eliminate lag time, as
well as payments in arrears for premiums.
Allow for benefits enrollment data to be shared….Sure, we know this. Please The specific details for how this information is linked/shared is
provide recommendations as to HOW this technology requirement could be an important item to consider during the detailed configuration
implemented.
and implementation process, as it is an Implementation
Decision.
Allow for benefit enrollment data to be shared. This should clarify a two-way This has been clarified via a new Technology Requirement.
electronic (viewable) street
We not only need to know the monthly employee contribution amounts, but we Reconciliation is important and addressed on slide 7 via a new
also need to have a system that could generate a report on which deductions Reporting Requirement.
were on the flat file and were not taken. This is a major part of the PEBP
Reconciliation which seems to be missing piece of this process - unless of
Draft & Confidential, Not for Distribution.
29
course if the reconciliation is supposed to be different process map
NSHE Feedback: Benefits Administration
ROUND 1: MARCH – APRIL 2013
The following table outlines the NSHE feedback and commentary, as well as Huron response when applicable.
SubProcess/
Institution
Topical
Area
PEBP
Enrollment
UNLV
Grant-in-Aid
UNLV
Grant-in-Aid
UNLV
Leave
Management
UNLV
Leave
Management
UNLV
Grant-in-Aid
UNLV
General
DRI
Comments/Feedback
Table? One report? This list doesn't even scratch the surface of business
reporting requirements from benefits administration's operations: number of
eligible at any given time? Number of employee who deny coverage?
Number of employees who change coverages over time? How many
employees are covered at any given time? How many employee "life"
changing transactions, orientations, manual manipulations of coverage
costs....
Process 2 and 3 - determination of eligibility? How many times does this need
to be done? Isn't this repetitive?
Huron Response
These are good data points to consider. We have expanded
our required reports throughout the materials via Reporting
Requirements.
Box 2 describes that the employee is submitting his/her
request for eligibility verification, it is not suggesting that
he/she is verifying his/her own eligibility and this is clarified in
the flow language.
Steps have been consolidated for clarification.
Grant-in-Aid (3,4,5) approval, eligibility review and executive level…."Means
What, exactly)
Process 1 - this should not be a "starting" sub-process - the set-up "status"
This is a sub-process box (double bands at the sides) that
change to hired should create the Leave module when a leave eligible position describes the entire set-up process as occurring outside the
is filled, closed, onboarded, and data transferring processes.
Leave Management process, but keying up important steps
within the process, as described.
Process steps 4a,5a, 6, 8a, 8b, 10 and 11 - this detail is not much different that While this may be similar to the current state for UNLV, this
exists now. What is recommended "difference"?
does represent process changes for other institutions under
NSHE.
Seems to incorporate everything we need on the front end. Like all the maps, Additional Reporting Requirements have been added to
does not address reporting requirements for reconciliation purposes
facilitate this process.
Shared enrollment data with PEBP and NSHE would be great. Electronic
It will be a challenge for NSHE to work with PEBP on a few of
grant-in-aid and tracking of leave will improve process workflow. Question
these changes during the Implementation phase.
Draft & Confidential, Not for Distribution.
30
whether PEBP will comply with ESS or require paper?
NSHE Feedback: Benefits Administration
ROUND 2: MAY 2013
The following table outlines the NSHE feedback and commentary, as well as Huron response when applicable.
SubProcess/
Institution
Topical
Area
Grant-in-Aid UNLV
Tuition
Waivers
CSN
Comments/Feedback
Huron Response
Our position in UNLV HR is that the initial approval of Grant-in-Aid for
The map and materials have been updated to reflect the need
employees should remain with the supervisor of that employee. In many
for supervisors to review the request prior to HR when it
situations, the employee is requesting to take a class during standard 8 to 5 comes to Grant-in-Aid. Our original intent was to avoid having
office hours. In these cases, it is more important that the supervisor agree to a supervisor spend time reviewing and approving forms for
an alternative schedule that will ensure work is managed around the time that someone who is ultimately inelgible. However, per this
comment, it appears that the supervisor approval is the
the employee would be in class. If the supervisor does not believe that a
necessary first step, not the eligibility issue.
flexible arrangement is appropriate, the leave should not be approved then
and there. The suggested path by Huron is one that would place the schedule
verification review behind the HR eligibility review -- at a minimum, these
reviews should occur concurrently instead of sequentially. That said,
movement of the HR eligibility review behind the supervisor review is more
appropriate given that very few transactions (in the single digits per year) ever
reach us with are denied based upon eligibility.
Some processes are not logical – one example is that tuition waivers are not During our work we encountered a variety of different process
provided to employees but this recommendation is incorporated into the report. terminology and execution steps related to tuition waivers; for
We are knowledgeable of the benefits for grant-in-aid. It is more the
example, fee waiver, tuition reimbursement, grant-in-aid,
terminology that concerned me. There is not a waiver of fees but support
education benefit, etc. We refer to each of these benefits
provided. In addition, tuition is not assessed in Nevada to resident students. more broadly as Fee / Tuition Waiver (the ability for Classified
Staff to take up to 6 classes and have the fee waived if they
pass the course) and Grant-in-Aid (non-classified staff and
their families who are eligible to have part of their tuition to
any NSHE campus covered without a grade verification
component).
Draft & Confidential, Not for Distribution.
31
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