Human Resources Training 280 Plaza Centre One Department of Risk Management, Insurance & Loss Prevention

Overview Sections to cover today: 1) Background 2) System Walk-Through 3) Flood Labor Task Examples 4)) FAQ Categories g 5) Resources 2

Housekeeping & Format • Session is scheduled for one hour. • Please hold questions from each section until the end of the section. • Please contact Risk Management to ask specific eligibility questions and employee task questions questions.

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Background 1) First Flood Labor Application introduced in 2008. Since then, FEMA required more detailed i f information ti ffor eligible li ibl activities ti iti tto b be reimbursed. i b d 2) New – 2010 – Flood Labor Application only asks for hours related to eligible tasks that can be reimbursed. Tasks must be assigned to a specific location / facility. Focus is time entry beginning in 2010; it can be used for 2008 2008-2009. 2009 3) User Instructions and FAQ’s will be provided on g website. Risk Management 4

Background page 2 Background, 4) Flood Labor Application available to limited staff. Pre-approved HR Unit Reps whose units were impacted by the flood may grant staff access to application. 5) HR Unit Reps can enter time for employees. Examples: students, backfill, increased employment. p y 6) Staff recording time via FM or ITS job-time tracking should not use this application. Do not double-record. 5

Agreement of Confirmation “I confirm that I will enter information that reasonably represents the work that I perform during the stated period for flood-related tasks. If I am entering time for another employee, I have knowledge of how that i di id l spentt th individual their i titime and d can provide id d documentation t ti tto supportt th the information that I will enter. I understand that the University intends to use the information from this application to pursue reimbursement from the Federal Emergency g y Management g Agency g y ((FEMA)) and all reimbursements are subject to audit by Federal and State agencies.”

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System Walk Walk-Through Through • Demonstration of scenarios in 2010 application application. • Log onto Self-Service • Agreement of Confirmation will appear on first log-in log in.

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Select Month • Select the month for which you will enter time time.

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Select Week • Tabs are grouped by week in month selected, beginning the first Sunday of the month.

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Previously Entered Flood Hours • 2010 application will pull hours entered into 2008 application. application

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Enter Total Hours Worked • Link to view your time records for the selected week. • Enter total hours worked for the week, including flood and non non-flood flood hours hours. • Hit “Save Total Hours” button.

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Add Flood Specific Hours • Enter total hours for flood specific tasks for the selected week week.

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Select Task • Tasks drop down box only tasks eligible for FEMA reimbursement. • If you do not see your task, please do not enter something else.

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Select Building or Structure • Select location by scrolling down the list or begin typing characters characters.

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Enter Room and Equipment • If N/A is listed, no further details are needed for this area area. If boxes are open, please enter details.

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Select Contents or Building • If N/A is listed there is no need for this selection If this option shows up selection. up, select the appropriate option. • Remember to hit “Save” Save .

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Administering g for Other Employees / Grant Access • HR Unit Reps can add or revoke staff access or enter effort for staff. staff

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Search for Employee • Search by entering University ID, Employee ID or name name.

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Select Employee • After selecting, you can approve or revoke access. access

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Flood Labor Tasks • Seventeen Tasks with accompanying descriptions p in 2010 Application. pp • Contact Risk Management to ask about FEMA eligibility if staff has a task not listed. • Additional tasks may be added if deemed FEMA eligible. • We recommend saving time on a weekly basis. 20

Flood Task Examples 1) Analyze/Assess Building Damage 2) Develop Temp Location Solutions 3) Flood Backfill Hire 4) Inspect Flood Damage 5)) Restore labs, studios and/or classrooms 21

FAQ Highlights FAQ categories: 1) General Use 2) Hours/Effort 3) Location 4) Additional Information 5) Other 22

Resources Flood Labor FAQs and User Instructions: http://www.uiowa.edu/~fusrm/ Comments, questions and general feedback can be sent to: [email protected] 23

Questions? Thank you for your time! 24