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Human Resources “Things to Know!” Newsletter

Welcome to the Spring 2024 Newsletter

We’ve nearly reached the end of the 2023-24 academic year, and much has happened in the last few months! As we continue working toward making Liberty an employer of choice, we are thankful for each of you and the gifts you bring to this university. Thank you for working alongside us as we Train Champions for Christ together.

In this month’s newsletter, you will learn about HR’s approach to transforming Liberty into an employer of choice, news regarding your payroll information, faculty pay dates, using E-Verify for employment eligibility, Workday updates, and more! We hope you find this newsletter helpful, and if you have any questions or concerns, you are welcome to contact us at (434) 592–7330 or HR@liberty.edu.

A Message from HR’s Executive Vice President

By the time you read this, my youngest son, Landon (’23), will be the first of my three kids to get married. We couldn’t be more excited for him and his bride, Emily, and for her to be part of our family. As I think about them marrying, I ponder how I have prepared Landon for marriage. Did I model what it looks like for a man to love his wife through my relationship with his mother? Did I seek forgiveness when I hurt her? Was I tender? Did I cherish her?

It reminds me of what Paul wrote to the Corinthian church: “Therefore, I urge you to imitate me” (1 Corinthians 4:16). Seems rather bold of him to make that kind of declaration. I wonder, could I have said that to my son? To be honest, I wouldn’t have been so bold. I would have wanted to, but I know I’ve made some mistakes in my relationship with my wife. I’m thankful for grace, mercy, and forgiveness because I have been a recipient of all three from her and God many times. It makes me grateful for our nearly 35 years together and that God would bless me with someone so much better than I deserve.

This concept of modeling behavior and reflecting Christ through relationships applies in the workplace as well. In the past 30 years, I’ve never been more hopeful about Liberty’s future than I am now. The fact that President Dondi E. Costin has committed himself to preserving the mission to Train Champions for Christ is immensely encouraging. He is showing us what this commitment looks like through his actions, and we must join him in doing the same.

On April 22, we held our first Town Hall, an all-employee meeting, where Dr. Costin shared the results of the focus groups held by HR as a follow-up to the employee engagement survey from last October. Nearly 350 employees from a cross-section of the university shared thoughts, ideas, and opinions on how we can improve in the areas of inspirational leadership and healthy communication. It was great for us to hear about these results and the action steps being put in place to meet them. I look forward to seeing what comes of these results and discussions.

Paul continues to write in 1 Corinthians 4:20, “For the Kingdom of God is not just a lot of talk; it is living by God’s power.” I love that! Paul urging people to imitate him is followed by the realization that God’s Kingdom will not be expressed merely by what we say but also by what we do.

In recent months, we’ve heard a lot of talk about changing the culture at Liberty, but all that talk won’t mean anything unless it’s followed by a plan that reflects what we are going to do and modeled by individuals committed to seeing these changes take place. I pray that, as followers of Jesus, we will live our lives in such a way that we might reflect Paul by saying, “Follow my example, as I follow the example of Christ” (1 Corinthians 11:1). All of our talk will not mean anything without the action that follows. May Christ be magnified as this becomes true like we’ve not seen before.

Steve Foster
Executive Vice President of Human Resources 

Steve Foster

Reviewing Your Payroll Information

As part of our commitment to ensure accurate payroll processing and maintain the integrity of our employee data, we kindly remind you to review your payroll information in Workday.

Please verify that your personal information, including your name, address, contact details, tax withholdings, and direct deposit information, is correct and up-to-date. Any changes or updates should be made promptly to ensure the correct processing of your payroll.

Take the time to review your pay statements for accuracy and completeness. Pay close attention to any deductions, taxes withheld, and other adjustments. If you identify any discrepancies or have questions about your payroll data, please contact  lupayroll@liberty.edu.

E-Verify System for Employment Eligibility

Liberty University has transitioned to using E-Verify as a supplement to the I-9 process. E-Verify is a web-based system that compares information from an employee’s Form I-9 to data from U.S. Department of Homeland Security and Social Security Administration records to verify an employee’s employment eligibility. This system is intended to further reduce the possibility of employing persons who do not have authorization to work in the United States. All newly hired employees (faculty, staff, and student workers) and re-hired employees without a prior E-Verify case will need to complete a new I-9 form and have an E-Verify case created when the physical review of their documents is completed.

As a reminder, federal law requires employers to verify the identity and employment eligibility of all employees (both citizens and non-citizens) hired to work in the United States. This is accomplished through the Form I-9 Employment Eligibility Verification process, which includes two main sections:

  • Section 1 is completed by the employee through Workday no later than their first day of work.
  • Section 2 is completed by HR once an employee presents documentation that is physically reviewed in person and verified by HR or an authorized representative. Section 2 must be completed no later than three days after an employee’s hire date. Failure to do so may lead to termination of employment due to noncompliance.

For all questions about this process, please email hr@liberty.edu.

Email Access After Terminations

As you end your employment at Liberty University, your department will submit a termination checklist through ServiceNow to remove your access to the various systems you utilized as an employee. These permissions will be removed after your last day of employment. To remove these permissions, your entire account will be disabled, and you will not be able to access your email address, Canvas, or other tools.

If you are a current student, this process can take up to 72 hours as long as your department indicates that you are a current student on your termination checklist. Only current and former students will retain access to their Liberty University email account.

If you are having trouble accessing your Liberty email as a current student after 72 hours of your last day of employment, please contact the IT Helpdesk.

Summer Temp Guidelines and Helpful Tips

You may begin posting your Summer Temp positions now. The effective hire date should be no earlier than May 1, 2024. Please ensure that you have summer temp job profiles created.

Summer Temp Tips:

  • Summer temporary positions are considered “fixed term,” which means they have an employment start and end date.
  • Although temporary summer employees have an employment end date, you still have to terminate or transfer the worker from the position by Aug. 19, 2024.
  • Temporary summer employees are considered part-time, nonbenefited workers but can work up to 40 hours a week during this time.

Workday Updates

Workday Inbox Updates

The Workday inbox update went live on March 9, 2024. If you find yourself struggling to navigate the new inbox or simply want some helpful tips, we have created training videos to help you:

Your Workday inbox will continue to function as it has before, but these updates allow you to personalize your inbox by saving your common searches and filters (such as absence requests). This inbox update makes searching for your tasks easier and allows you to navigate your workload quickly.

Workday Time and Absence Updates

Requesting time off can now be done faster than ever before! When you go into the “absence” section of Workday, you will be able to select “Request Time Off” and, rather than navigate to a large calendar, use a small pop-up calendar to quickly select the dates or date ranges that you wish to take off.

For Time and Absence approvers, your job just got easier! Approving and editing time can now be completed in one spot. You can review your employee’s time and make edits as needed without having to leave the singular review page.

Below are two resources to help you with these processes:

May 2024 Open Enrollment

The 2024 Open Enrollment will take place May 13-31.

Minor changes will be made to our benefit offerings, including rate changes and new additions to the Direct Primary Care (DPC) program. The Benefits team will be hosting group presentation sessions in the HR training room, as well as visiting departments upon request. We will be providing the option to book one-on-one meetings with members of the benefits team to discuss your individual benefit options.

As we approach the start of Open Enrollment, we will be sending out additional information related to this year’s changes and offerings.

Virtual Direct Primary Care Program

Collaborative Health Partners has partnered with Telescope Health to enhance the healthcare experience for current Direct Primary Care (DPC) patients by offering access to 24/7 virtual care services. Liberty DPC patients will now have seamless access to virtual care services anytime, anywhere!

Through this partnership, current DPC patients can connect with a network of highly skilled healthcare professionals via their DPC account at no additional cost. The platform offers a wide range of services, including telemedicine consultations, prescription treatments, and medical advice — all from the comfort of their own homes.

To get started, log into your DPC account and click “See a Telescope Provider Now.” If the button is not active, you will need to complete your DPC provider enrollment from the search page.

For more information, please contact Collaborative Health Partners at CollaborativeHP@accresa.com.

Learn more about Liberty’s Direct Primary Care (DPC) Program here.

Career Mobility

We love when departments hire and promote Liberty talent, but it is important to work inside the Career Mobility (CM) process and policy when completing transfers.

Employees should attach their CM forms, signed by their respective VPs, to their application when applying for a job. Application reviewers should ensure that candidates have the CM form attached before speaking with internal applicants. When completing transfers, it is important to allow at least two weeks for the employees’ previous department to arrange for their departure.

To be eligible for a CM, employees must meet the following criteria:

  • Full-time employees must have been in their current positions for at least one full year.
  • Part-time employees must have been in their current positions for at least six months.
  • Employees cannot be on a corrective review for their current positions.

Learn more about the Career Mobility process here.

ServiceNow Recruiting Tickets Available

The HR Recruiting team just made accessing our recruitment services — such as consultations, job promotions on LinkedIn, and candidate sourcing — much easier! You can now use the ServiceNow Recruiting ticket to select the types of service that your department may need help with.

Please note that while we are excited to provide these services, our recruiting team is still growing. Requesting recruiting services is not a guarantee of receiving that service by a certain date as our capacity is dependent on the number of resources available given other business needs and requirements.

Interested in submitting a recruiting ServiceNow ticket? You can do so here.

Introducing a Streamlined Service Portal

To increase efficiency, we’ve centralized the way you request services from various university departments in the Service Portal. Navigation has been improved to help you:

  • Submit a request for one of these university departments:
  • Check the status of an existing request
  • View university policies
  • Search for articles related to your needs and find answers to commonly asked questions
  • And more!

Employee Bulletin Board

Did you know that you can find information about all of Liberty’s upcoming events in one easy location? The Employee Bulletin Board is your one-stop shop for important announcements, special events, and great discounts. Don’t miss out. Visit the Employee Bulletin Board today. Interested in advertising an event or need to make a campuswide announcement? Contact your project coordinator or email marketing@liberty.edu for more information.

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