San Jose State University
 
 
 
 
November 2020 Edition
 
Volume 3 Issue 4
 
 
 
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Image by Teri Cnudde from Pixabay
 
 
From the Desk of Joanne Wright
Senior Associate Vice President, University Personnel
 
 
It’s the middle of November which means fall semester will soon come to a close and holidays are just around the corner. For most of us, end of year celebrations will look different this year. My hope is that you find time to truly relax and enjoy time away from work; 2020 has been challenging to say the least! As we approach our end of year closure, you may want to request to have a few extra days of vacation, particularly if you have not been able to utilize available time off these past few months. Remember, you can check your leave balances at any time via one.SJSU - View My Leave Balances.

The holidays are hard for some in our community, and the added stress of the pandemic and wildfires, as well as uncertainties and concerns about the recent election may make them even harder. Many of you are separated from your families and won’t be able to visit them to celebrate as you may have done in previous years. Remember, we have a wonderful Employee Assistance Program that can provide a listening ear as well as the services of a dedicated counselor for our faculty and staff who can support you through this time.

Whatever you do for the holidays, please stay safe. COVID-19 is still in the pandemic stage and highly contagious. Please be mindful of state and county guidelines to ensure your safety, and the safety of your family and community.
 
 
 

Year End Deadlines

 
 
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Image by Gerd Altmann from Pixabay
 
 
Please note, deadlines in blue italics impact all employees. Other items only impact those employees who work with recruiting and position management processes.

November 24/Recruiting:
 Last day to submit a response to an “Approval to Extend a Conditional Offer” email for the final employee start date of December 7, 2020. All complete responses must be received by 8:00 a.m. on this day. Incomplete responses may delay the employee’s start date.

November 26-27/Campus Closed for Thanksgiving
: November 26 is a scheduled holiday and November 27 is a rescheduled holiday. No personal leave needs to be taken for either day.

December 4/Mailing Address : Last day to update your mailing address to ensure your W-2 is mailed to the correct location. See  Change My Address and other info  to review your address and make any necessary changes. The State Controller’s Office will mail W-2s at the end of January 2021.

December 7/New Hires: Last new employee start date for 2020. This includes emergency hires, casual workers, and regular or temporary employees.

December 7/Position Management: Last day to submit funding, department and approval structure position management changes for December payroll. Changes received after this date will be processed in January 2021.

December 8/Recruiting: Last date to submit a response to an “Approval to Extend a Conditional Offer” email for employees with a start date of January 11, 2021, in order for the offer letter to be sent before the holiday break. All complete responses must be received by 8:00 a.m. on this day. For employee start dates after January 11, the offer letter will be sent to the candidate when operations resume in January 2021. Incomplete responses may delay the employee’s start date.

December 14/Recruiting: Last day a fully-approved Job Card in CHRS Recruiting, including a fully-signed Position Description, can be received in order for the job to be posted by December 21, 2020. Job approvals received after this date will be posted in January 2021. As a reminder, a vacancy will not be posted without a signed Position Description.


December 14/CSULearn : Please review your  CSULearn  Assigned Courses. All courses with a due date prior to December 31, 2020 must be completed by the end of the calendar year.

December 23/Absence Management : Last day to enter and approve December absences. To ensure accurate and timely pay for the December pay period, all absences for both salaried and hourly employees must be entered and approved no later than 12:00 p.m. on Wednesday, December 23, 2020. See  Enter My Absences  or  Approve Absences .

December 25-30/Campus Closed for Winter Holidays : The campus is closed from December 25 through December 30 for the holidays. No personal leave needs to be taken for these days. Please note: If the Governor and/or Chancellor provide additional time off prior to December 25 as they have in previous years, we will notify you separately.

December 31/Campus Closure : The campus is closed on December 31. All employees (excluding 10-month AY faculty) must use vacation, personal holiday or compensatory time off for the December 31 campus closure. Bargaining unit employees should work with their manager (12-month faculty should work with their dean) if they do not have enough time to cover the closure date. MPPs and confidential employees are required to use vacation, personal holiday, or CTO.

December 31/Paycheck Distribution : University Personnel South (UPD Building/3rd Floor) will be open from 8:00-9:00 a.m. on Thursday, December 31 for employees who wish to pick up their December paycheck. Employees must bring a photo ID and may only pick up their own check. Department contacts can pick up paychecks on January 4, 2021 from 9:00 - 11:00 a.m.

January 1, 2021/Campus Closed for New Year’s Day : The campus is closed on January 1 and no personal leave needs to be taken for this day.

January 1, 2021/Open Enrollment : All open enrollment changes will be effective January 1, 2021. Please log into  Cal Employee Connect  to review your December pay warrant to confirm your changes have been processed. If you have any questions regarding your open enrollment changes, please contact your  Benefits Representative .

January 11, 2021/New Hires: First new employee start date (includes emergency hires, casual workers, and regular or temporary employees) and first New Employee Orientation for 2021.


If you have any questions, please contact your Recruiter or Benefits/Payroll/Employee Support Services Representative..

Thank you for your attention to these deadlines.
 
 
 
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Mailing Address and Form W-2

December 4, 2020 is the last day to update your mailing address to ensure your Form W-2 is mailed to the correct location. See  Change My Address and other info  to review your address and make any necessary changes. The State Controller’s Office will mail Form W-2s at the end of January 2021.

Please note that Form W-2s are issued by the State Controller’s Office and are not maintained or reissued by San José State University Personnel. Form W-2’s, wage statements and YTD earnings can be accessed online at Cal Employee Connect.

When will my Form W-2 be mailed?
  • The State Controller's Office will mail the 2020 Form W-2s to state and California State University employees on January 31, 2021.
What if I have not received my Form W-2 or my mailing address has changed?
  • Contact your Payroll Representative after January 31. Form W-2s that are undeliverable by the post office will be returned to University Personnel/Payroll Office.
Who should I contact if my W-2 was damaged, not sealed?
Duplicate Form W-2s can be requested by completing a Duplicate Wage and Tax Request Form which can be obtained on the University Personnel webpage. Generally there is a $8.50 fee charged by the State Controller’s Office for a duplicate copy of the Form W-2. If your address is correct in the system and your Form W-2 has not been received, please contact your payroll representative. A waiving of the processing fee may be applied if your address has not changed. The final date that a Fee waiver for an unreceived Form W-2 is March 1st 2021. Please note that wage information is now available online.

Who should I contact if I have any further questions about my Form W-2?
 
 
 
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Benefits Reminders for the New Year

Confirm Open Enrollment Changes
Remember to check your January 1, 2021 paycheck, as well as your Benefits Summary to ensure Open Enrollment changes were made. Contact your Benefits Representative if something doesn't look right.


Flexible Spending Account (FSA) Benefits Information

  • The CSU provides a 2 1/2 month grace period for employees enrolled in a Healthcare Reimbursement Account (HCRA) through December 31st. If an employee is enrolled through December 31st and also has a balance as of December 31st, the grace period allows them to be reimbursed for eligible expenses incurred through March 15th of the following year. FSA Debit Cardholders will have access to the prior year's balance through the grace period (March 15th of each calendar year).
  • Employees must submit claims no later than June 30th of the following year after the current plan year ends. After this date, any funds remaining in the employee's account will be forfeited.
 
 
 
welcome
 
 
Join us in welcoming our new SJSU employees!
 
 
Stephen Bartlinski
Clayton Conrad
Michael Edwards
Elizabeth Kehoe
Luke Lavoie
Juan Pineda Diaz
 
Sandra Ramirez Merida
Jeffrey Sanchez
Kevin Thomas
Ghalee Wadood
Tyler Ward
Kezban Yagci Sokat
 
 
 
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Holidays During COVID

The holidays are right around the corner. With COVID this year, celebrations may look differently than any in the past. We may ask ourselves can we still safely celebrate holidays during the pandemic? Absolutely! Here are a few suggestions...

Family Holiday activities
Holiday Travel
 
 
 
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Cal Employee Connect

See Form W-2s and pay statements online!


The State of California Controller’s Office rolled out Cal Employee Connect earlier this year. Register online to view your Form W-2 and pay statements. Please note, you will need a pay statement for reference. 


  1. Visit Cal Employee Connect (there is also a tile on one.SJSU)
  2. Click Register
  3. Click Continue on the next page
  4. Accept the User Agreement
  5. Select “CSU, San Jose” from the drop down menu for Department
  6. Enter “260” for Agency Code

If you do not have your statement number or total deduction information, or if you need help registering, please contact your Payroll Representative.
 
 
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Employee Discounts - Benefit Hub

The holidays are around the corner and everyone needs some down time due to the pandemic.

SJSU employees have access to some great discounts and perks and one of our discount partners has new offerings specific to the COVID-19 pandemic and being at home. We encourage you to explore the  Benefit Hub Staying Home section where you'll find deals on these items and more:
  • Blue Apron
  • Costco
  • Garmin
  • Pressed Juicery
  • Shipt
  • TutorMe
  • Vitamix
Check out  Employee Discounts on the University Personnel website for information on all available discounts.
 
 
 
 
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eFaculty Training

The process for Annual and Cumulative Evaluations for temporary faculty is transitioning into eFaculty. eFaculty is a secure online solution for faculty evaluations. University Personnel is offering training classes in November and December, as well as in the new year. The training will be available for Department Administrators, Temporary Faculty, and Reviewers, such as deans and chairs. Visit the eFaculty Temporary Faculty Evaluation Class Schedule for a full list of training dates and enroll in classes.


The training is highly recommended but not required for users. Since department admins will be heavily involved, training may be required for some departments. Open Labs will be available to all eFaculty users. For a full list of Open Lab dates, visit the eFaculty Temporary Faculty Evaluation Class Schedule.

Temporary Faculty
For Annual Evaluations and Cumulative Evaluations, temporary faculty have the option to start uploading their materials. They will need to submit three (3) items: a completed ASA-L, Direct Observations of Teaching, and SOTES. SOTES will be automatically uploaded. Temporary Faculty also have the option to include additional information related to SOTES. To sign in, follow the directions on the eFaculty Quick Tip: Logging in.

If you have any issues signing in, please contact the eFaculty team directly at efaculty@sjsu.edu. For help with uploading materials, refer to the What Goes Where? Preparing Materials for eFaculty help guide.



Contact Information
If you have any difficulty enrolling in the classes, please contact up-training@sjsu.edu.

For questions about the classes, please contact Cynthia Salinas at cynthia.salinas@sjsu.edu.

For questions regarding the Annual and Cumulative Evaluation process, please contact the eFaculty team at efaculty@sjsu.edu.
 
 
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As more employees use the CHRS Recruiting system, we continue to evaluate processes to ensure we provide you with the most effective recruiting system possible. In addition, updates to the system from the vendor (PageUp) and the Chancellor’s Office occur monthly, so it’s constantly evolving. To be notified of changes as they occur, please make sure you’re a member of the CHRS Recruiting User Group. On the group page you can review previous emails to learn about the changes and updates.

You can also visit the CHRS Recruiting webpage where you will find a variety of information to help you with the system.

 
 
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CHRS Recruiting was the first step in the implementation of CHRS - Common Human Resources System. San José State will begin its implementation of the new CHRS system in June of 2021 with an expected go-live in July 2022. What does this mean to you?

SJSU @ Work as you know it will undergo significant changes. As we are early in the process we don't have all the details yet but here's what we do know:
  • CHRS will be a shared system with all CSU campuses
  • This change will impact all employees
  • Many functions will remain the same but have a different look and feel
  • A few functions will be changing; some of these include:
    • Temporary Academic Employment Processing
    • Benefits Self Service
    • Time & Labor Self Service
  • New functions will also be implemented:
    • Student Hires
    • Transactional Front End (replacing current transactional forms)
    • Data Warehouse for reporting
More information will be disseminated next year but we thought it important to let you know about this important project now. We encourage you to view the Chancellor's Office CHRS webpage to learn more. SJSU-specific information will be placed on the University Personnel website as we begin the project next year. 

Questions about the implementation may be sent to chrs@sjsu.edu.

 
 
 
 


Upcoming Training and Events


 
 
Courses with a course number are open for enrollment in SJSU @ Work. These include all CHRS Recruiting, PeopleSoft, and eFaculty courses. Courses led by vendors typically have a separate registration list. 
 
 
 
 
Additional Training Information

Date Day Time Course Name Course Number
11/18/2020
Wednesday 10:00-11:00 Depression
(Empathia)
Register
here
11/18/2020 Wednesday 12:00- 1:00 Building Healthy Sleep Habits
(Sutter Health)
Register
here
11/19/2020
Thursday 12:00- 1:00 Building Healthy Habits
(Sutter Health)
Register
here
11/19/2020 Thursday 1:00-2:00 Health for the Holidays Webinar
(Kaiser)
Register
here
11/19/2020 Thursday 3:00-4:00 Health for the Holidays Webinar
(Kaiser)
Register
here
12/1/2020 Tuesday 2:00-4:00 Manage Faculty Recruitments
(CHRS Recruiting)
CHRS08
#0006
12/2/2020 Wednesday 12:00-1:00 Building Healthy Sleep Habits 
(Sutter Health)
Register
here
12/3/2020 Thursday 12:00-1:00 Building Healthy Habits 
(Sutter Health)
Register
here
12/4/2020 Friday 9:00-11:00 Manage Staff & MPP Recruitments
(CHRS Recruiting)
CHRS09
#0003
12/9/2020 Wednesday 9:00-11:00 Building Healthy Sleep Habits 
(Sutter Health)
Register
here
12/9/2020 Wednesday 9:00-11:00 Screen & Evaluate Staff & MPP Recruitments (CHRS Recruiting) CHRS12
#0003
12/10/2020 Thursday 12:00-1:00 Building Healthy Habits 
(Sutter Health)
Register
here
12/10/2020
Thursday
1:30-4:00
Planning Your Retirement
(CalPers)
TRFE37
#0004
12/15/2020 Tuesday 1:30-2:30 10 Steps to Financial Success
(Provident Credit Union)
TRFE44
#0002
12/16/2020 Wednesday 12:00-1:00 Building Healthy Sleep Habits
(Sutter Health)
Register
here
12/17/2020 Thursday 12:00-1:00 Building Healthy Habits
(Sutter Health)
Register here
1/13/2021 Wednesday 1:30-4:00 Initiate Recruitments
(CHRS Recruiting)
CHRS02
#0023

Ongoing Savings Plus 401k/457b Webinars Register


See eCampus Events for additional training opportunities for faculty and staff.


Email  up-training@sjsu.edu  for information on other training courses or help enrolling.
 
 
 
 
 
 
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Contact University Personnel via Phone or Email

408.924.2250 or university-personnel@sjsu.edu


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San Jose State University
One Washington Square
San Jose, CA 95192

 
Last Updated Nov 19, 2020