Transcript FastFacts Feature Presentation

Slide 1
FastFacts
Feature Presentation
April 22, 2010
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-468-2134
Participant code: 182500
© 2010 The Johns Hopkins University. All rights reserved.
Slide 2
Today’s Topic
We’ll be taking a look at…
Converting JHU Students to
Staff/Faculty Positions
Slide 3
Today’s Presenter
Cynthia Addison
Manager, HR Shared Services
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Session Segments
Presentation
Cynthia will address how to convert JHU students to staff/faculty
positions.
During Cynthia’s presentation, your phone will be muted.
Q&A
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll be able to ask
questions.
Cynthia will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation or if
you’re having technical difficulties, you can email us at:
[email protected]
You can also send us an instant message!
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Slide 6
How To View Full Screen
Slide 7
Survey
Survey
At the end of this FastFacts session, we’ll ask you to complete a
short survey.
Your honest comments will help us to enhance and improve
future FastFacts sessions.
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Converting JHU Students to
Staff/Faculty Positions
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Agenda
Section
• Reassignment – Student to Staff/Faculty
Positions (temp, retiree and non ee’s excluded)
1
Section
• Reassignment – Student to Temporary Staff
Positions
2
Section
• Position Changes Requiring Termination and
Hire
3
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Slide 10
REASSIGNMENT STUDENT TO STAFF/FACULTY POSITIONS
(TEMP, RETIREE, NON-EE’S EXCLUDED)
Requires a Personnel Requisition, Background Check and
Occupational Health Clearance.
Consult with compensation analyst for position elements for staff
positions.
Consult with the Dean’s office for position elements for faculty
positions.
Contact the International Office prior to hiring Non-US citizens.
Requirements for a new I9:
No valid I9 on file in Talx (electronic system).
Break-in-service greater than 3 calendar days.
Non-US citizens with changes in work authorization/
expiration, or VISA status.
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Section 1
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(TEMP, RETIREE, NON-EE’S EXCLUDED) CONT’D…
REASSIGNMENT STUDENT TO STAFF/FACULTY POSITIONS
All active student positions must be terminated prior to processing the reassignment ISR.
Utilize the employee directory (ZHPA_DIR) to search for additional positions
and contact dept or central office to have positions terminated.
Initiate a Position Create ISR to create a position if a vacant position with the appropriate
attributes is not available. A position copy ISR is also permitted.
Position Maintain (Delimit) any positions no longer needed.
Effective date must be the day after position is no longer needed.
Indicate delimit date in the comments section.
Process reassignment ISR using reason code 04 (student to staff/faculty)
Comments Section
Changing from student to staff/faculty
Issue new employment dates
Indicate Pernr to be reassigned
Direct deposit of earnings will continue.
New tax forms are not required.
Parking deductions will continue and be transferred to pernr being reassigned if multiple
pernrs exist.
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Section 1
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REASSIGNMENT –
STUDENT TO TEMPORARY STAFF POSITION
Available to JHU undergraduates/graduates only (U007/U008).
Temporary staff position must be the same as the student position or
have similar duties and at the same rate of pay, unless salary is below
the minimum for the (CA) salary range.
See the Compensation website
Employee cannot work beyond 6 months in temporary position.
Worked hours cannot exceed 1,000 during the 6 month period. Dept
must monitor. The department can run the following BW report to track these
dates:
JH-Report Library\Personnel Admin\General Employee\Date Monitoring Report.
Fellowship recipient positions are excluded and are subject to the full
requisition process (application, background check, etc).
Section 2
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Slide 13
REASSIGNMENT – STUDENT TO TEMPORARY STAFF POSITION
CONT’D…
HIRING PROCESS
Personnel requisition is required for School of Medicine
(UN02) only.
Background check and Occupational Health Clearance also
required for SOM positions.
No new I9 is required.
Direct deposit of earnings will continue.
No new tax forms are required.
Parking deductions will continue and be transferred to pernr
being reassigned if multiple pernrs exist.
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Section 2
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REASSIGNMENT – STUDENT TO TEMPORARY STAFF POSITION
CONT’D…
PROCESSING GUIDELINES
All student positions, except pernr being reassigned must be terminated
prior to processing the reassignment ISR.
Utilize the employee directory (ZHPA_DIR) to search for additional positions and
contact dept or central office to have positions terminated.
Initiate a Position Create ISR to create a temporary staff position if a
vacant position is not available. Position copy ISR is also permitted
Do not process a position maintain ISR.
Initiate a Reassignment ISR to hire into temporary staff position using
reason code 04 (student to staff/faculty).
•ISR Comments section:
•Changing from student to temporary staff position
•Issue new employment dates
•Indicate which pernr to reassign
•The pernr issued to the student while employed in your dept
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Section 2
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POSITION CHANGES REQUIRING
TERMINATION AND HIRE
Positions on different pay cycles (weekly vs semi).
Fellowship recipient (ee group 8, subgroup 20) switching to
staff/faculty/student in ee group 7.
Non employee changing to staff/faculty/student in ee group 7.
Retiree changing to staff/faculty.
Health system employee being hired in a JHU department when
current position is being vacated.
Follow JHU new hire process
May have active positions within multiple entities (concurrent
employment)
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Section 3
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POSITION CHANGES REQUIRING TERMINATION AND HIRE CONT’D…
PAY CYCLE CHANGES
Submit termination ISR; reason code must be 19 (pay cycle change).
Be sure there is no overlap between old and new pay cycle.
ISRs must be processed within the current pay period. Please refer to the ISR
cutoffs and deadlines on the HRSS website.
Ensure that no hours or absence codes have been entered in Kronos /CATS after
termination date.
Entry of hours worked, and any changes to cost distribution or hours already paid
must be made prior to termination. No exceptions. Required changes to cost
distribution must be done by journal voucher entries (please contact Payroll). Any
additional hours still owed must be paid via bonus supplemental ISR on the new
pernr.
Old pernr must be locked. HRSS will notify Payroll.
A new personnel requisition is required for staff and an appointment letter for faculty.
When establishing start dates, please refer to the second bullet above.
Background check and Occupational Health clearance may be required.
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No new I9 will be required unless a valid I9 is not on file in Talx.
Section 3
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POSITION CHANGES REQUIRING TERMINATION AND HIRE
PAY CYCLE CHANGES
CONT’D…
Initiate a Hire ISR to hire into vacant position.
In the Comments Section of the Hire ISR, indicate the following if
known:
Changing pay cycles; term ISR # _____
Retain employment dates from previous pernr
Email Benefit Service Center ([email protected]), appropriate Divisional
HR contact and HRSS ([email protected]) so that
benefits eligibility can be retained and transferred to new pernr and the
E210 accrual rate can be updated on the new pernr. Email should include
the employee’s name, pernrs, termination date and hire date into new
position.
Direct deposit details (if applicable) will continue and move to the new
pernr.
No new tax forms will be required.
Parking deductions (if applicable) will be transferred to the new pernr.
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Section 3
Slide 18
POSITION CHANGES REQUIRING TERMINATION AND HIRE
FELLOWSHIP RECIPIENTS,
NON-EMPLOYEES AND RETIREES
Process a termination or retirement ISR using the appropriate
reason code. Refer to Page 2 of ISR Types and Reasons on the
HRSS website.
Personnel requisition is required for staff and an appointment
letter for faculty.
A background check and Occupational Health clearance may be
required.
I9 requirements:
New I9 required if a valid I9 is not on file in Talx or the break
in service between positions is greater than 3 calendar days.
Non US citizens must complete a new I9 if work authorization
changes or has expired since the last I9 on file with TALX was
completed.
Contact the International Office before hiring non-US citizens as work
authorization/eligibility may change.
Section 3
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Slide 19
POSITION CHANGES REQUIRING TERMINATION AND HIRE
FELLOWSHIP RECIPIENTS,
NON-EMPLOYEES AND RETIREES CONT’D…
Initiate a Hire ISR to hire into vacant position if a position with similar attributes
is available. If a position is not available, initiate a position copy/create ISR first
before initiating the hire.
In the Comments Section of the Hire ISR indicate one of the following
comments, if known:
Changing from fellowship to wage or vice versa; termination ISR
#______.
Changing from non-ee to staff/faculty.
Retiree being hired in new staff/faculty position; retirement ISR # ___
For details on how to convert a retiree to a staff/faculty position
refer to Page 4 of JHU S1 Employee Subgroup Changes on the
HRSS website.
Direct deposit of earnings will continue on the new pernr but may be
discontinued if a valid I9 is not on file in Talx.
Tax forms:
Fellowship recipients: Recommended. Otherwise, individual will be taxed using
the standard defaults (Single Fed with 0 exemptions; MD with 1 exemption)
Non employee positions: Required
Retirees: Optional
Parking deductions will continue on the new pernr for fellowship recipients only.
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Section 3
Slide 20
Resource Websites
Policies and Procedures Link
Located on the HRSS Website
Enterprise Structure
Student Conversion Guidelines
Located on the Student Employment website
Human Resources
JHU Tax Office
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Slide 21
Q&A
We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide
instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us
during the presentation.
If there’s a question that we can’t answer, we’ll do some research
after this session, and then email the answer to all participants.
Slide 22
Thank You!
Thank you for participating!
We would love to hear from you.
Are there certain topics that you would like us to cover in future
FastFacts sessions?
Would you like to be a FastFacts presenter?
Please email us at: [email protected]
Slide 23
Survey
Before we close, please take the time to complete a short survey.
Your feedback will help us as we plan future FastFacts sessions.
Click this link to access the survey…
http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!