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 | What Happens When...
I have an address change.
I have a name change.
I have an employment status change.
I have a family status change.
I have a health status change.
I have concerns in the workplace.
I receive a pay change.
I work overtime or perform additional compensation work.
I am interested in a training class.
I have an address change.
Log onto your PAWS account, click on “Personal Preferences,” click on “Directory Information,” choose which address you would like to change, change your address and click on “Change.” By doing this you have changed your address with LSU and Accounting Services
If you have benefits and/or are enrolled in a retirement plan, you must change your address with those providers separately. You may go to the “Forms” Section on our homepage (www.lsu.edu/hrm) for the appropriate forms, or call the Benefits Service Center at 578-8200 to request the appropriate forms.
- To change your address with your healthcare provider:
- To change your address with your dental insurance provider
- Complete the “Dental Insurance Change Form”, complete the name, SSN, and address section, sign and date the form, return to HRM, 304 Thomas Boyd
- To change your address with your vision insurance provider
- Complete the “Vision Insurance Change Form,”complete the name, SSN, and address section, sign and date the form, return to HRM, 304 Thomas Boyd
- To change your address with Teacher’s or LASERS Retirement System, contact the Benefits Service Center at 578-8200.
- To change your address with your ORP Carrier (ING, TIAA-Cref, or VALIC) contact your ORP Representative directly
- To change your address with Louisiana Deferred Compensation Plan, contact them directly at (225) 926-8082 or (800) 345-4699.
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I have a name change.
You complete the Name Change Form and attach a copy of your new Social Security card reflecting the name change. By submitting this information to Forms Processing, your name will be changed in HRM, Directory and Payroll.
If you have benefits you will need to complete separate forms to change your name. You will need to complete the appropriate forms to change your name with each benefit that you are enrolled. Make sure that you include a copy of the Social Security card that reflects your new name.
Benefit Change Forms
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I have an employment status change.
- I change from full-time to part-time or vice versa.
BENEFITS/RETIREMENT
- Changing from full-time to part-time will affect your benefits eligibility status. Contact the Benefits Service Center ASAP at 578-8200 to inquire about how this change will affect your benefits eligibility and how to remain in your Benefits Plans under COBRA provisions.
- Changing from full-time to part-time could also affect which retirement plan you are eligible to be enrolled. If you are in an Optional Retirement Plan (ING, TIAA-Cref or VALIC), your eligibility is not affected; however, if you are in either LASERS or TRSL, you may not able to remain in this plan during your part-time employment unless you are vested (5 years in TRSL or 10 years in LASERS).
- Changing from a part-time status to a full-time status will affect your benefits eligibility. If you are appointed for at least 75% for at least 121 days, you are eligible for benefits. You must enroll within 30-days from your full-time hire date. Please make arrangements through your HR Contact to attend orientation (Professional/Staff is held on Mondays at 1:30 pm in Computing Services and Classified/ Civil Service is held on Mondays at 8:30 am in HRM).
- Changing from part-time to full-time status may also affect your retirement eligibility. If you are enrolled in an Optional Retirement Plan (ING, TIAA-Cref or VALIC) you will remain in that plan for the duration of your employment with the State. However, if you are enrolled in Social Security or Louisiana Deferred Compensation, a change in appointment to at least 50% for faculty or at least 51% for staff for greater than 2 years would make you eligible for TRSL. Also, if you are a classified/civil service employee working part-time and increase to at least 51% effort, you may be eligible to begin participation in the LASERS Retirement System. Please make arrangements through your HR Contact to attend orientation (Professional/Staff is held on Mondays at 1:30 Pm in Computing Services and Classified/ Civil Service is held on Mondays at 8:30 Am in HRM).
TENURE STATUS
- Temporary part-time appointments interrupting a tenure-track appointment will normally not count as part of the pre-tenure probationary period. Any exception must be requested at the time of change to part-time status and must be approved by the Provost.
- A change to a regular part-time appointment by a tenured faculty member results in cancellation of tenure.
- A change from a full-time tenure-track appointment to a regular part-time appointment will result in the cancellation of the tenure-track appointment.
- I change from a paid to a gratis position or vice versa.
BENEFITS/RETIREMENT
- If you are enrolled in any benefit plans with LSU and change to a gratis appointment, you will lose your benefits eligibility. Contact the Benefits Service Center to obtain information on how to continue your benefits under COBRA provisions.
- If you change from a gratis to a paid appointment that is at least 75% effort for at least 121 days, you will be eligible for benefits. You have 30 days from your full-time hire date to elect benefits. Please make arrangements through your HR Contact to attend orientation (Professional/Staff is held on Mondays at 1:30 Pm in Computing Services and Classified/ Civil Service is held on Mondays at 8:30 Am in HRM).
- If you change from a gratis to a paid position you will also be required to pay into a retirement system (your plan options depend on your type of appointment). Please make arrangements through your HR Contact to attend orientation (Professional/Staff is held on Mondays at 1:30 pm in Computing Services and Classified/ Civil Service is held on Mondays at 8:30 am in HRM).
- I resign/ terminate/ retire from LSU.
BENEFITS/RETIREMENT
- If you resign or are terminated from LSU, you may continue some of your benefits; contact the Benefits Service Center ASAP to find out how. Benefits will end at the end of the month in which you terminate employment. If you are a 9-month employee and your appointment ends at the end of the spring semester, your coverage will continue through September.
- If you resign or are terminated from LSU, you may withdraw or transfer your retirement funds. If you participated in TRSL or LASERS you may only withdraw or transfer your contributions and will lose your years of service with the State. Contributions to an ORP may only be rolled into an IRA and contributions to Louisiana Deferred Compensation may either be withdrawn or rolled over to something else (401(k), IRA, etc.). Social Security contributions are not refundable.
- If you retire from LSU, you may continue some of your benefits into retirement as well (e.g. Health, Prudential Life, Dental, Vision). When you make an appointment to discuss your retirement, be sure to ask about continuation of benefits into retirement.
MISCELLANEOUS
- Return keys, LSU identification card, and any other University property to your department.
- Turn in your parking hang tag and, if applicable, your gate card to the Parking, Traffic and Transportation Office located on South Stadium Drive.
- Reconcile any outstanding balances and turn in your corporate Visa Travel Card, if applicable, to the Office of Accounting Services located in 204 Thomas Boyd Hall.
- Reconcile any outstanding travel advances/ travel reimbursements.
- Return library books.
- I need to go on a leave without pay.
BENEFITS/RETIREMENT
- You need to complete a GI-1 form if going on Leave Without Pay (LWOP) for more than one calendar month. This form will allow you to continue,cancel, or suspend your benefits while on leave. Also, if you are enrolled in a Flexible Spending Account you will need to complete a separate GI-1 Flex Form to notify Benefits how you want to handle your account while on leave. Complete the appropriate forms in their entirety and return to HRM, 304 Thomas Boyd.
TENURE-TRACK STATUS
- Leave without pay (including medical and hardship cases) will not count toward the pre-tenure probationary period unless requested by the candidate as part of the leave request and approved by the Provost.
- I need to go on military leave.
BENEFITS/RETIREMENT
- You need to complete a GI-1 form if going on Leave Without Pay (LWOP) for more than one calendar month. This form will allow you to continue, cancel, or suspend your benefits while on leave. Click here for form, complete in its entirety, sign and date the back of the form and return to HRM, 304 Thomas Boyd.
- You must also complete the “Military Leave – Leave Election” Form in order to notify LSU of how you wish to handle any accrued vacation time and retirement plan contributions.
- I need to make a change in my sabbatical leave proposal that has been approved.
A request to make a change to an approved sabbatical leave has to be processed in writing through the Chair and Dean. The memo must list the changes in detail in accordance with the sabbatical leave guidelines. Once HRM receives the request, a determination will be made relative to any extended routing that may be necessary. The Dean will be notified of the final action.
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I have a family status change.
- I got married.
BENEFITS (adding your spouse):
If you wish to add your spouse to your insurance policies, you must do so within 30 days from your date of marriage in order to add your spouse retroactive to the date of marriage. By waiting past the 30-day window, you could jeopardize your spouse’s guaranteed enrollment into certain benefits and may also delay an effective date for his/her coverage.
- Health/ Group Benefits Life (Prudential): You must complete both the GB-01 form and a Family Status Change Form and return to HRM, 304 Thomas Boyd, within 30 days of your date of marriage.
- Dental: You must complete both the Dental Change Form along with the Family Status Change Form and return to HRM, 304 Thomas Boyd, within 30 days of your date of marriage.
- Vision: You must complete both the Vision Change Form along with the Family Status Change Form and return to HRM, 304 Thomas Boyd, within 30 days of your date of marriage.
- UNUM Life Insurance: Contact the Benefits Department at (225) 578-8200 to request a form; spouse must be medically underwritten and approved for coverage.
CHANGING YOUR BENEFICIARY:
You may also want to consider changing your beneficiary on any life insurance policy you may have, as well as, your retirement plan. Please contact the Benefits Department at (225) 578-8200 for the appropriate paperwork to change your beneficiary.
PAYROLL/TAX CHANGES:
If you wish to change the number of dependents you are claiming on your state and/or federal income taxes, you must submit an updated W-4 and L-4 to Accounting Services, 204 Thomas Boyd.
BENEFITS (removing your spouse):
Once your divorce is final (legal separations are not recognized in the State of Louisiana) you must remove your ex-spouse from your benefit plans. By waiting past the 30-day window you are going to be responsible for a paying a premium for someone who is no longer eligible for coverage and a reimbursement will not be issued for the overpayment. Also, timely deletion of your spouse’s coverage will ensure that he/she is offered COBRA continuation benefits as soon as possible.
CHANGING YOUR BENEFICIARY:
You may also want to consider changing your beneficiary on any life insurance policy you may have, as well as, your retirement plan. Please contact the Benefits Department at (225) 578-8200 for the appropriate paperwork to change your beneficiary.
PAYROLL/TAX CHANGES:
If you wish to change the number of dependents you are claiming on your state and/or federal income taxes, you must submit an updated W-4 and L-4 to Accounting Services, 204 Thomas Boyd.
BENEFITS (adding your dependent(s))
If you wish to add your child to your insurance policies, you must do so within 30 days from his/her date of birth in order to add him/her retroactively to your child’s date of birth. By waiting past the 30-day window, you could jeopardize your child’s guaranteed enrollment into certain benefits and may also delay an effective date for his/her coverage.
- Health/ Group Benefits Life (Prudential): You must complete both the GB-01 form and a Family Status Change Form and return to HRM, 304 Thomas Boyd, within 30 days of the child’s date of birth
- Dental: You must complete both the Dental Change Form along with the Family Status Change Form and return to HRM, 304 Thomas Boyd, within 30 days of your child’s date of birth.
- Vision: You must complete both the Vision Change Form along with the Family Status Change Form and return to HRM, 304 Thomas Boyd, within 30 days of your child’s date of birth.
- UNUM Life Insurance: Contact the Benefits Department at (225) 578-8200 to request a form; children must be medically underwritten and approved for coverage.
- CHANGING YOUR BENEFICIARY: You may also want to consider changing your beneficiary on any life insurance policy you may have, as well as on your retirement plan. Please contact the Benefits Department at (225) 578-8200 for the appropriate paperwork to change your beneficiary.
- PAYROLL/TAX CHANGES: If you wish to change the number of dependents you are claiming on your state and/or federal income taxes, you must submit an updated W-4 and L-4 to Accounting Services, 204 Thomas Boyd.
FAMILY AND MEDICAL LEAVE
The Family & Medical Leave Act (FMLA) provides for you, as an eligible employee, to take up to 12 work weeks of leave for any one or more of the following reasons:
- Birth of a child and/or to care for the child.
- Placement of a child through adoption or foster care.
- Care of the employee’s spouse (wife or husband), son, daughter, or parent (no parent-in-laws) who has a serious health condition.
- Inability to perform the essential duties of your position because of your own serious health condition.
Eligible employees are those employees who have worked for 12 months and who have worked 1,250 hours in the preceding 12 month period form the time the leave is to begin.
If you are eligible for FMLA, you are required to take annual leave or sick leave, depending on the nature of the absence (see PS-12). If you have exhausted your sick leave to care for yourself but have annual leave, you may be allowed, with supervisory and HRM approval, to use your annual leave to continue your leave status or you may request leave without pay. If you have exhausted your annual leave to care for someone other than yourself but have sick leave, you may not use your sick leave to continue your leave status. The appropriate type of leave must be exhausted before approval will be granted to use crisis leave or leave without pay for FMLA. Normally, entitlement must be verified by the Office of Human Resource Management prior to beginning any FMLA period of leave. Questions pertaining to this type of leave should be referred to the Employee Relations Section, Office of Human Resource Management, 578-8200.
- I adopt or acquire an eligible dependent (provisional custody, step-child, etc.).
BENEFITS (adding your dependent)
If you wish to add a child that you have adopted or received custody of by court mandate to your insurance policies, you must do so within 30 days from the date in which the adoption or custody was final in order to add him/her retroactively to that date. By waiting past the 30-day window, you could jeopardize the child’s guaranteed enrollment into certain benefits and may also delay an effective date for his/her coverage.
NOTE: If you are granted provisional custody of a child, you must submit proof of custody once a year (upon renewal) in order to keep the child on your plan.
- Health/ Group Benefits Life (Prudential): You must complete both the GB-01 form and a Family Status Change Form and return to HRM, 304 Thomas Boyd, within 30 days of the date in which the adoption was final or custody was granted.
- Dental: You must complete both the Dental Change Form along with the Family Status Change Form and return to HRM, 304 Thomas Boyd, within 30 days of the date in which the adoption was final or custody was granted.
- Vision: You must complete both the Vision Change Form along with the Family Status Change Form and return to HRM, 304 Thomas Boyd, within 30 days of the date in which the adoption was final or custody was granted.
- UNUM Life Insurance: Contact the Benefits Department at (225) 578-8200 to request a form; children must be medically underwritten and approved for coverage.
- CHANGING YOUR BENEFICIARY: You may also want to consider changing your beneficiary on any life insurance policy you may have, as well as, your retirement plan. Please contact the Benefits Department at (225) 578-8200 for the appropriate paperwork to change your beneficiary.
- PAYROLL/TAX CHANGES: If you wish to change the number of dependents you are claiming on your state and/or federal income taxes, you must submit an updated W-4 and L-4 to Accounting Services, 204 Thomas Boyd.
FAMILY AND MEDICAL LEAVE
The Family & Medical Leave Act (FMLA) provides for you, as an eligible employee, to take up to 12 work weeks of leave for any one or more of the following:
- Birth of a child and/or to care for the child.
- Placement of a child through adoption or foster care.
- Care of the employee’s spouse (wife or husband), son, daughter, or parent (no parent-in-laws) who has a serious health condition.
- Inability to perform the essential duties of your position because of your own serious health condition.
Eligible employees are those employees who have worked for 12 months and who have worked 1,250 hours in the preceding 12 month period from the time the leave is to begin.
If you are eligible for FMLA, you are required to take annual leave or sick leave, depending on the nature of the absence (see PS-12). If you have exhausted your sick leave to care for yourself but have annual leave, you may be allowed, with supervisory and HRM approval, to use your annual leave to continue your leave status or you may request leave without pay. If you have exhausted your annual leave to care for someone other than yourself but have sick leave, you may not use your sick leave to continue your leave status. The appropriate type of leave must be exhausted before approval will be granted to use crisis leave or leave without pay for FMLA. Normally, entitlement must be verified by the Office of Human Resource Management prior to beginning any FMLA period of leave. Questions pertaining to this type of leave should be referred to the Employee Relations Section, Office of Human Resource Management, 578-8200.
- My spouse or dependent dies.
BENEFITS (removing a deceased spouse or dependent):
Notify the Benefits Department at (225) 578-8200 as soon as possible of the death of your loved one. You should do so within 30 days of the date of death. By waiting past the 30-day window you are going to be responsible for a paying a premium for someone who is no longer eligible for coverage and a reimbursement will not be issued for the overpayment.
CHANGING YOUR BENEFICIARY:
You may also want to consider changing your beneficiary on any life insurance policy you may have, as well as on your retirement plan. Please contact the Benefits Department at (225) 578-8200 for the appropriate paperwork to change your beneficiary.
LIFE INSURANCE CLAIMS:
If you or your spouse had a life insurance policy through LSU, please contact Belinda Nelson in the Benefits Office at (225) 578-8200 to notify her. She will send you the appropriate information to file a life insurance claim. The insurance companies all require a certified death certificate; therefore, please request one as soon as possible.
In addition, we process funeral assignments, please let Belinda know that you wish to have the funeral arrangements assigned to the benefit when you talk to her and she can make arrangements with the funeral home.
Please be aware that by law, we are not allowed to give any information regarding the life insurance policy or listed beneficiaries over the phone. A letter or letters will be mailed to the appropriate beneficiary or beneficiaries regarding the amount of the policy along with instructions on how to file a claim.
SURVIVING SPOUSE/DEPENDENT HEALTH COVERAGE:
If you are a surviving spouse or dependent of a deceased LSU employee who had health insurance coverage, you may be eligible to continue this coverage after the employee’s death. Please notify the Benefits Department at (225) 578-8200 of the death of the employee within 30 days of the date of death. At this point, one of the Benefits Staff will inform you as to whether or not you are eligible to continue health coverage as a surviving spouse or dependent. Please be aware that you have 60 days fro the date of death to notify LSU that you wish to continue coverage as a surviving spouse or dependent.
PAYROLL/TAX CHANGES:
If you wish to change the number of dependents you are claiming on your state and/or federal income taxes, you must submit an updated W-4 and L-4 to Accounting Services, 204 Thomas Boyd.
- My spouse loses his/her employment and/or health insurance.
BENEFITS (adding spouse and/or dependents to insurance plans): If your spouse loses his/her job or insurance coverage you may add him or her to your insurance plans under certain provisions (see below for details). If you or other family members were also covered under your spouse’s plans, the same rules apply for adding coverage with LSU.
- Health: You may enroll yourself, your spouse, and/or dependents into a health plan as a late applicant. The deadline for late applications is the 14th of the month previous to when you wish coverage to be effective (i.e. desired effective date is December 1, must enroll between November 1st and November 14th). However, if your spouse has lost coverage within the last thirty days and you can submit proof of this loss, you may enroll your spouse after the 14th (this must be between the 15th and end of the month) for the first of the following month. If you and your dependents were also covered under your spouse’s plan, the same rules apply. Please complete the LATE APPLICANT PAPERWORK and submit it with any additional documentation to Benefits by the appropriate deadline:
- Dental: You must complete both the Dental Change Form and the Family Status Change Form and return both to HRM, 304 Thomas Boyd, within 30 days of the date of loss of coverage.
- Life Insurance: If you did not enroll your spouse or yourself into a life insurance plan within your first 30 days of employment at LSU, you must apply as a late applicant and be medically underwritten and approved for coverage. Contact the Benefits Office at (225) 578-8200 for the appropriate paperwork.
- Vision: You must complete both the Vision Change Form and the Family Status Change Form and return both to HRM, 304 Thomas Boyd, within 30 days of the date of loss of coverage.
- I / my spouse have a change in employment status (part-time to full-time or vice versa or leave without pay).
BENEFITS: If you or your spouse loses his/her benefits due to a change in employment status, you may elect the following benefits within 30 days of the loss of coverage:
- Health: You may enroll yourself, spouse, and/or dependents into a health plan as a late applicant. The deadline for late applications is the 14th of the month previous to when you wish coverage to be effective (i.e. desired effective date is December 1, must enroll between November 1st and November 14th). However, if your spouse has lost coverage within the last thirty days and you can submit proof of this loss, you may enroll your spouse after the 14th (this must be between the 15th and end of the month) for the first of the following month. If you and your dependents were also covered under your spouse’s plan, the same rules apply. Please complete the LATE APPLICANT PAPERWORK and submit it with any additional documentation to Benefits by the appropriate deadline:
- Dental: You must complete both the Dental Change Form and the Family Status Change Form and return both to HRM, 304 Thomas Boyd, within 30 days of the date of loss of coverage.
- Life Insurance: If you did not enroll your spouse or yourself into a life insurance plan within your first 30 days of employment at LSU, you must apply as a late applicant and be medically underwritten and approved for coverage. Contact the Benefits Office at (225) 578-8200 for the appropriate paperwork.
- Vision: You must complete both the Vision Change Form and the Family Status Change Form and return both to HRM, 304 Thomas Boyd, within 30 days of the date of loss of coverage.
If your employment status changes from part-time (less than 75% effort or 30 hours per week) to full-time (75% or greater or 30 hours or more per week) for at least one semester, you are eligible for all employee benefits offered by Louisiana State University.
You have 30 days from your full-time date of hire to enroll into any of the benefits available to you with an effective date of the first of the month following your first full calendar month of employment (i.e. date of full-time hire: 8/16, effective date: 10/1).
You should attend an orientation which are offered every Monday at 8:30 AM in HRM, 304 Thomas Boyd for Classified/ Civil Service Employees and at 1:30 PM in Computing Services, Room 206.
- My dependent is no longer eligible to remain on my health insurance.
BENEFITS (removing your dependent):
Your eligible dependents may stay on your insurance plans until they reach age 21; at this point he/she must be enrolled in an accredited school full-time to remain on your health plan. Proof of full-time enrollment must be submitted to your health plan every semester. Once your dependent reaches age 24 he/she is no longer eligible to remain on your plan. He/she will be offered COBRA continuation coverage at this point.
Once your dependent no longer meets the criteria above you must remove him/her from your benefit plans. By waiting past the 30-day window you will be responsible for a paying a premium for someone who is no longer eligible for coverage and a reimbursement will not be issued for the overpayment. Also, timely deletion of your dependent’s coverage will ensure that he/she is offered COBRA continuation benefits as soon as possible.
PAYROLL/TAX CHANGES:
If you wish to change the number of dependents you are claiming on your state and/or federal income taxes, you must submit an updated W-4 and L-4 to Accounting Services, 204 Thomas Boyd.
- My dependent is eligible for coverage again (returning to school full-time and under age 24).
BENEFITS (adding a dependent)
If this dependent was previously enrolled on your health insurance policy through the State and was removed because he/she dropped below full-time status or did not attend for a semester, then you will need to complete a GB-01 form and a Family Status Change Form within 30 days of the dependent beginning school again. Also, you must submit proof that the dependent is enrolled in school full-time for the semester you want coverage to be effective. DO NOT SUBMIT THE GB-01 WITHOUT PROOF OF FULL-TIME ENROLLMENT.
- If the dependent was not previously enrolled in your health insurance policy though the State, but you wish to add him/her as a new dependent, he/she must be added as a Late Applicant. The deadline for late applications is the 14th of the month previous to when you wish coverage to be effective (i.e. desired effective date is December 1, must enroll between November 1st and November 14th). However, if your dependent has lost his/her coverage within the last thirty days and you can submit proof of this loss, you may enroll him/her after the 14th (this must be between the 15th and end of the month) for the first of the following month. Please complete the LATE APPLICANT PAPERWORK and submit it with any additional documentation to Benefits by the appropriate deadline:
DON’T FORGET TO ALSO SUBMIT PROOF THAT THE DEPENDENT IS ENROLLED IN SCHOOL FULLTIME with the Late Applicant paperwork.
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I have a health status change.
- My immediate family member or I develop a serious illness (FMLA).
The Family & Medical Leave Act (FMLA) provides for you, as an eligible employee, to take up to 12 work weeks of leave for any one or more of the following reasons:
- Birth of a child and/or to care for the child.
- Placement of a child through adoption or foster care.
- Care of the employee’s spouse (wife or husband), son, daughter, or parent (no parent-in-laws) who has a serious health condition.
- Inability to perform the essential duties of your position because of your own serious health condition.
Eligible employees are those employees who have worked for 12 months and who have worked 1,250 hours in the preceding 12 month period from the time the leave is to begin.
If you are eligible for FMLA, you are required to take annual leave or sick leave, depending on the nature of the absence (see PS-12). If you have exhausted your sick leave to care for yourself but have annual leave, you may be allowed, with supervisory and HRM approval, to use your annual leave to continue your leave status or you may request leave without pay. If you have exhausted your annual leave to care for someone other than yourself but have sick leave, you may not use your sick leave to continue your leave status. The appropriate type of leave must be exhausted before approval will be granted to use crisis leave or leave without pay for FMLA. Normally, entitlement must be verified by the Office of Human Resource Management prior to beginning any FMLA period of leave. Questions pertaining to this type of leave should be referred to the Employee Relations Section, Office of Human Resource Management, 578-8200.
- My immediate family or I develop a serious illness and I exhaust all appropriate leave.
The Crisis Leave Program is a means of providing paid leave to an eligible employee who has experienced a catastrophic illness or injury to themselves or eligible family member. The intent of the program is to assist employees who, through no fault of their own, have insufficient paid leave to cover the crisis leave period. Eligible employees may request leave from and donate leave to the crisis leave pool. An eligible employee is one who is eligible to earn annual leave in accordance with PS-12. For a list of the complete eligibility requirements for requests and donations, please see the Crisis Leave Policy on the Employee Relations Section of the Office of Human Resource Management website. Additional information can also be obtained by contacting the Employee Relations Section of the Office of Human Resource Management.
- I am unable to perform my job with or without accommodation due to a disability.
BENEFITS
To inquire about possible Long Term Disability and Disability Retirement Eligibility, you should contact the Benefits Department at (225) 578-8200.
You also need to contact the Employee Relations Department regarding your leave status and options at (225) 578-8200.
- I need help from the Employee Assistance Program (EAP).
The LSU Employee Assistance Program aims to provide employees and their families with opportunities to obtain assistance for a variety of personal problems that may affect their continued functioning as productive members of the University community or society at large. Personal problems of employees which result in unacceptable behavior or which affect or may affect the workplace, are a concern of Louisiana State University. Furthermore, the University encourages all members of the University community to live in a responsible and healthy manner.
The Employee Assistance Program (EAP) is a confidential referral service with professionally certified employee assistance providers who are experienced in a wide range of issues including relationship, conflict, and family concerns, and alcohol or drug dependence. The program does not offer on-campus treatment for these problems, but it provides referrals to obtain off-campus treatment and rehabilitation. An employee or family member may contact the employee assistance providers on his or her own initiative (Self Referral) with full assurance of confidentiality. University administrators and supervisors may also contact the LSU EAP Coordinator for information on an Administrative Referral. The employee pays the cost of these services, including those of the initial referral. Some costs may qualify under University sponsored health insurance plans.
Questions concerning the Employee Assistance Program should be referred to the LSU EAP Coordinator who is located in Room 304, Thomas Boyd Hall or by calling 578-8200. Additional information can be found in PS-59, Employee Assistance Program.
- I need an accommodation due to a disability.
The University does not discriminate against qualified individuals with disabilities in hiring, advancement, discharge, compensation, training and other terms and conditions of employment.
You should contact your supervisor and/or the Employee Relations Department to request an accomodation. Refer to PS-26 for the policy surrounding persons with disabilities.
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I have concerns in the workplace.
- I feel like I have been discriminated against.
The University fully embraces equality of opportunity by affirming that employees are treated fairly in all employment practices, including recruitment, promotion, selection for training, upgrading, transfer, rates of pay or other forms of compensation, tenure, demotion, layoff, and termination. The University’s policy of equal opportunity is administered without regard to race, creed, color, marital status, sexual orientation, religion, sex, national origin, age, mental or physical disability, or veteran’s status.
You should contact and Employee Relations Representative (225-578-8200) to discuss the proper grievance filing procedures.
In addition, if you believe you have been discriminated against contrary to federal law, you are entitled to make an inquiry or file a complaint with the U.S. Equal Employment Opportunity Commission (EEOC), 701 Loyola Avenue, New Orleans, Louisiana 70113; or the U.S. Department of Education, 1200 Main Tower Building, Dallas, Texas 75202.
- I want to file a grievance.
A professional, other academic or classified employee who is seeking a solution concerning disagreements arising from working conditions, employment practices, or difference of interpretation of policy may file a grievance. These procedures allow you, as an employee, to discuss your concerns with the appropriate authorities with freedom from reprisal. The University’s grievance procedure involves sequential steps outlined in PS-80. Employees are responsible for familiarizing themselves with this policy since failure to file in a timely manner results in forfeiture of the right to file a grievance. The Office of Human Resource Management provides grievance counseling and assistance in completing the appropriate forms.
Faculty members may file a grievance through the procedures established by the Faculty Senate.
- I feel like I am being sexually harassed.
As an LSU employee (including a student employee), if you believe you are being or have been harassed by another employee, you may report the behavior to any administrator responsible for the unit or directly to the Office of Human Resource Management. Any administrator receiving a report of possible harassment is required to report the complaint to the Office of Human Resource Management, in compliance with PS-73, Sexual Harassment.
For additional information about sexual harassment and procedures for filing complaints, refer to PS-73 or contact the Office of Human Resource Management, 578-8200. For information about sexual harassment of students by other students, refer to PS-95, Sexual Harassment of Students, or contact the Office of the Dean of Students, 116 Johnston Hall, 578-4307.
- I disagree with my performance evaluation.
- Professional Employee: If a professional employee disagrees with a particular rating, then the employee may prepare a written response. The written response to the evaluation will be included with the performance evaluation in the employee’s official personnel record. For additional information, please see PS-35, Performance Evaluations.
- Classified Employee: A classified employee can request the Director of Employee Relations in the Office of Human Resource Management to review a performance evaluation rating. An employee cannot appeal the denial of a merit increase.
- To request a review, the employee shall submit a written appeal no later than 15 calendar days after the employee’s anniversary date or re-rating date. A written decision shall be rendered within thirty (30) calendar days from the date the request is received in the Office of Human Resource Management.
- If the employee is not satisfied with the Office of Human Resource Management’s response, the employee may appeal to Civil Service. The appeal must be received by the Department of Civil Service within thirty (30) calendar days from the date the employee is notified of the Office of Human Resource Management’s decision. For additional information, please see PS-39, Performance Evaluations (Classified).
- Faculty: Faculty members may submit a separate formal letter of dissent with reasons for dissent to the dean through the chair. The dean will review the evaluation and respond to the dissent in a timely manner. A copy of the dean’s response will be sent to the faculty member and the chair. The annual performance evaluation, with all resulting correspondence, will be forwarded through the dean to the Office of Human Resource Management for inclusion in the faculty member’s official personnel file. For additional information, please see PS-36, Criteria for Evaluating Academic Performance, and Policy and Procedures on Faculty Appointment, Performance Evaluation, Reappointment/Non-reappointment, Promotion and Tenure, Appeal Procedures.
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I receive a pay change.
- Merit/duty increase
HRM has developed an automated system for classified staff that reminds the timekeeper in the department about 45-60 days before an employee's merit increase (4%) is due. The timekeeper should notify the supervisor to complete the employee's annual performance evaluation and, if the performance is "on target" or above, then the merit increase is recommended. When the evaluation form is received by HRM, the approved merit increase is sent to Payroll.
Academic/ professional staff merit increases are given periodically; all academic/ professional staff are considered at the same time rather than on anniversary dates like the classified staff. The Office of Budget and Planning sends a form to each department and the department head recommends the merit increase for the employee. The recommendations are reviewed and approved through administrative channels. Merit increase amounts vary depending on available funds, but generally average 3-4%.
- Reallocation
When significantly, higher level duties are added to an employee's job, the job can be considered for reallocation. A revised job description must be approved by the department head and routed through the Dean/ Director to HRM. Classified jobs require additional Civil Service approval and academic/ professional jobs require approval by the Vice Chancellor and Provost (the President must approve some increases). Salary increases for classified reallocations range from 7 – 14% depending on the number of pay ranges moved, and salary adjustments for academic/ professional jobs typically vary between 5-15%.
- Promotion
LSU employees may compete for advertised positions. If the employee is selected to move to a higher level position with different duties and usually a different title, this results in a promotion. Salary adjustments on promotions are 7-14% for classified staff depending on how many pay ranges higher the employee is moving. Salary adjustments for professional staff promotions range from 5-15%.
The faculty member submits documents to the department and then through other reviewers as specified in campus policy (PS-36), rather than competing for the higher rank. Salary adjustments for faculty promotions in rank are determined by formula each year. Contact HRM Academic Policy for details.
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I work overtime or perform additional compensation work.
Classified employees that work more than 40 hours in a work week receive overtime compensation for time beyond 40 hours either in compensatory time or payment as determined by the department. The rate of payment will be the same as the employee’s hourly rate for exempt staff (e.g. professional employees and second line supervisors) and at time and one-half the employee’s hourly rate for non-exempt staff. The department timekeeper is responsible for recording the time each pay period as submitted.
Faculty and unclassified professional staff do not earn overtime regardless of hours worked performing their regular job duties. However, these staff may receive additional compensation for performing extra work outside their regular duties and outside their regular work schedule (e.g. teaching a night class). The hiring department processes a form to HRM for additional compensation payment before the work is performed.
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I get evaluated.
Classified staff are evaluated annually on their anniversary date (usually set 6 months after hire date). The evaluation form is on HRM’s website. The supervisor must present the evaluation to the employee for review and signature. Employees with performance rated “on target” or above are normally granted a merit increase of 4%. Once the form is signed it must be sent to HRM for the evaluation to be recorded so that the merit increase can be approved for Payroll.
Faculty and unclassified professional staff are evaluated at the end of their respective academic or fiscal years (professional form is on HRM’s website). The employee may be asked to complete the form first or respond to the supervisor’s rating. There is no direct link between merit increases and the faculty or professional staff member’s evaluation, but the results are a consideration in merit increases, promotion, and other employment decisions. The completed form should be signed by the employee and supervisor and forwarded to HRM for the employee’s official personnel file.
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I am interested in a training class.
- I want to register for a training class.
In order to register for an LSU training class, you must have a PAWS ID (Your PAWS ID is the first part of your e-mail address.) For example, if your e-mail address is gotigers@lsu.edu, then your PAWS ID is gotigers.
- Option 1) Log onto your PAWS account from the LSU homepage, www.lsu.edu. From your desktop, click on “Employee Resources” from the column on the left, then click on “HRM Training Programs.”
- Option 2) From our website, www.lsu.edu/hrmtraining, click on the “Training Programs” link to view classes; once you have found a class that interests you you are interested in, click “To Register For This Class Click Here.” This will prompt you to log onto your PAWS account.
Once your PAWS information has been confirmed, you can view all the training classes by clicking on “Training Programs” at the top of the page.
Find a class and date that interests you, and click on the date given in purple. From that class information page, you can register by clicking on the “Register” button at the bottom of the page. The system will recognize your PAWS ID account and send a confirmation to your e-mail address.
- I need to cancel my registration from a training class.
- Log into your PAWS account as you would to register (see log-in process with the question “What happens when I want to register for a training class?”).
- Once you’ve confirmed your information, click on “My Registrations” to view all classes that you have registered for. Check the box next to the class you’d like to cancel, then click on the “Cancel My Registration” button.
- A confirmation cancellation email will be sent to you.
- I want to find out what training classes are available.
- Visit our website, www.lsu.edu/hrmtraining, click on the “Training Programs” link to view classes.
- OR Log onto your PAWS account from the LSU homepage, www.lsu.edu. From your desktop, click on “Employee Resources” from the column on the left, then click on “HRM Training Programs.” Click on “Training Programs” at the top of the page.
- I want to find detailed information regarding a class.
- I have to participate in a mandatory training class.
- Make sure that you receive a copy of your training transcript from our office so that you know what classes are mandatory for your supervisory group.
- Mandatory courses that are LSU-related can be registered for via your PAWS account (see question, “What happens when I want to register for a training class?”)
- Some mandatory classes must be taken downtown at the Comprehensive Public Training Program (CPTP). You must register for a CPTP course using a CPTP Registration Form.
- To view CPTP courses and view other mandatory training information, you can click on the “CPTP info” button from our homepage, www.lsu.edu/hrmtraining and scroll down for the CPTP Regular Training Class Schedule link given in purple and click. This will bring you to CPTP’s website. OR, you can visit CPTP’s website directly at www.doa.state.la.us/cptp/cptp.htm.
- How do I know if I’m affected by the Civil Service mandatory training policy.
If you are affected by the policy, you will receive information from our office. If you are in doubt, contact our office for the CPTP Coordinator at LSU.
- I want to improve my basic job-related skills.
- The Employee Development Center (EDC) is equipped to help adults (age 18 and older) receive basic job-related skills, such as computer training, preparation for Civil Service exams, and GED preparation. The EDC is located in Room 10 (basement) of Himes Hall on campus.
- The EDC is open Tuesdays and Thursdays from 1:00 PM-6:00PM. No appointment is needed. Interested persons may visit as often as they like and there is no charge. For more specific information you may call the EDC during their hours of operation at 578-8419 or our office at 578-1521.
- LSU employees may, with their supervisor’s approval, utilize the center for up to 3 hours per week during work time. This leave is considered educational leave and your supervisor must sign the appropriate form; click here for the form.
- I want training addressed specifically for my department.
We would be happy to assist you in determining what kind of training your department may need and conducting a workshop tailored specifically for your department. Please contact the Training Department at 578-8333 or 578-1521.
- I want a list of all training classes that I have attended.
Follow the instructions for “I want to register for a training class,” click on “Transcript Request” and enter the appropriate information. Keep in mind that the new database system only houses classes beginning in January 2004. For classes taken prior to that date, you must contact our office at 578-8333 or 578-1521.
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