Transcript 2014 Fall Appointments Fiona Harper Payroll Technician [email protected] Tricia Wimbish Talent Acquisition & Management Manager [email protected] Today’s Topics New Hires/Re-Hires Review • • • • New Hire Form I9 Form Selective Service Certification Pre-Employment Background Check Student.

2014 Fall
Appointments
Fiona Harper
Payroll Technician
[email protected]
Tricia Wimbish
Talent Acquisition & Management Manager
[email protected]
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Today’s Topics
New Hires/Re-Hires Review
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New Hire Form
I9 Form
Selective Service Certification
Pre-Employment Background Check
Student and Short term appointment review
New LoA Contracts
NTT Overload Positions
Reappointment LoA and Reappointment Process
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New Hire Form
Form located at:
http://www.montana.edu/hr/NewTermEmp/New%20Hire%20Form.docx
• Under New Employees/New Hire From
Send form to: [email protected]
Purpose: To establish a new employee record in Banner for all NEW
employees
Facilitates:
• GID creation
• EPAF appointments
• E-mail account establishment
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Human Resources role for New Hires
HR checks dedicated mailbox daily.
Calls department contact to obtain SSN and DOB if necessary.
Establishes employee record in PPAIDEN and PEAEMPL;
• Please plan to allow one business day lead time.
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I9 Form
Form located at: http://www.montana.edu/hr/Taxes/I-9.pdf
• Read about I9 form (optional): www.uscis.gov/I-9central
Send form to: Human Resources via campus mail marked confidential. Must be
completed in the first three days of employment.
Purpose: To establish eligibility to work in the US via proof of identity and
employment authorization.
Facilitates:
• Employee to begin work
• Completion of employee record in Banner
• Compliance with Department of Homeland Security policy
HR Contact:
• William Johnson – 994-5661
• [email protected]
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I9 Keys to Success: Do’s
1. Print from newest version found on HR website and provide to employee
2. Complete for all new employees
3. Complete when rehiring prior MSU employees who have an I9 > 3 years old
and have had a break in services (Check SAIS reports or call HR if in doubt)
4. Employees fill out Section 1 on the first day of employment
5. Department fills out Section 2 no later than day three of employment
6. Verify one original document from List A, or one original document from
each List B and List C. All documents must be unexpired.
7. Sign and date prior to mailing original to HR.
8. Please coordinate with HR to identify an MSU-designated representative to
fill out Section 2 for out-of-area employees
9. Mail to HR marked Confidential within 3 days of hire with other new hire
paperwork; faxed copies followed by the original are OK in a pinch. Never
send I9 electronically.
10.Please call Human Resources with any questions.
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I9 Keys to Success: Don’ts
1. Do Not photocopy list A, B, or C documents for either HR or
Departmental use; the current exception is for Foreign Nationals
only
2. Do not stipulate which documents an employee must provide; the
employee is entitled to choose from list A, or lists B and C
3. Never send I9’s electronically; security first
4. Do not refuse to hire an individual based on a future expiration
date
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Selective Service Certification
Required by Males only between 18-26 year of age. This includes student,
classified, professional and temporary employees.
A form is no longer required to verify registration.
This has become an automated process.
• If the employee has not registered with Selective Service an
automated email will be sent to the employee.
• The employee will be given 30 days in which to comply with the
requirement and reminder emails will be sent out in a series with
the final of the reminders also being copied to the employee’s
supervisor.
• After 30 days, if the employee has not complied, HR will follow up
with the department to begin termination of the employee.
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Pre-Employment Background Check
Important Things to Remember
Employees (temporary and permanent) working more than 4 months.
• Hiring authority may request background check for employees working
less than 4 months.
• HR strongly recommends if employee is working in a safety or sensitive
area.
• Pre-employment background check required prior to starting work.
• After successful results, start date can be determined and offer letter
sent to employee.
• Fixed Term Request paperwork must be approved prior to hire.
• Employee who are changing jobs with background check more than 18
months old must have a new check run.
• Any questions, contact your Personnel Associate.
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Appointment Information
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Process and Deadlines
Professional contracts:
July reappointment – EPAF and LOA due in HR by Friday, July 18th for
the August 11th payroll.
Fiscal Year Faculty (NTT):
July Reappointment – EPAF and LOA due in HR by Friday, July 18th for
the August 11th payroll.
AY Non Tenure Track Faculty:
August reappointment – EPAF and LOA due in HR by August 20th for
the September 11th payroll.
Students:
New AY hires – Start date is September 1st
EPAFs are due in HR by September 19th for the October 10th payroll.
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Student Employment
All student appointments (4S position/ Suffix S1, S2, etc. ) begin September 1 –
August 31
Eligibility for student employment: Must be enrolled in 1 or more credits
Summer student employment
• Summer 2014 students may have a zero credit load as long as they were
enrolled in Spring 2014 with at least 1 credit
Student graduates and returns to work in the summer must be a short term
worker.
If your student leaves before August 31, submit an early terminating EPAF
• Eliminates WTE timecard from showing up in MyInfo and the possibility
of incorrect time being reported.
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Work Study Student Hires
• Blue Work Study Certification Letter
• Completed by department
• Submitted to Financial Aid
• Submitted from Financial Aid to HR
• HR builds position manually – NO EPAF!
• All work study appointments (4S position/ Suffix 00 or 01)
• REMINDER: Student labor uses suffixes S1, S2…
• Suffix to be determined by Financial Aid
• Appointment begins with the semester start date in August 2014 and
coincides with the dates on the Work Study Certification Letter.
• Generally, work study employment will be begin in the month in which the
form has been approved and completed by financial aid. No back dating!
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Checking Student Credits
In Banner, go to SFAREGQ form
Check credits by entering term code in key block:
• 2014 Summer = 201450
• 2014 Fall = 201470
• 2015 Spring = 201530
Enter the employee GID
Control + Page Down
Look at the total credit hours at the bottom of the form
For access to SFAREGQ, email your payroll technician who will
assist you.
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Checking Student Credits
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Short Term Worker Appointments
Employee taking zero credits
Student who has graduated in the spring and will work through
the summer
Start and end date of appointment are actual hire and end dates
May be appointed up to 12 months
Can only work a total of 90 days regardless of number of short
term worker appointments the employees has with any
department during a 12 month period.
1 hour worked in the day = 1 day
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Student or Short Term Worker?
http://www.montana.edu/hr/EPAF/StudentvsShortTerm.pdf
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New LoA Contracts
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Contract vs EPAF Effective Dates
Academic Year/Semester Faculty
Semester
Fall
Spring
Full AY
EPAF Dates
08/01/2014 - 12/31/2014
01/01/2015 - 05/31/2015
08/01/2014 - 05/31/2015
Contract Dates
08/16/2014 – 12/31/2014
01/01/2015 – 05/15/2015
08/16/2014 – 05/15/2015
Fiscal Year Faculty
Effective Date: 07/01/2014 (reappointment)
Effective Date outside reappointment: actual hire date
Professional/Research
Effective Date: 07/01/2014 (reappointment)
Effective Date outside reappointment: actual hire date
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How to calculate an employee’s salary
Full AY Salary @ 1.0 FTE = $30,000
• 10 month salary rate = $30,000 / 10 = $3,000
• 9 month salary rate = $30,000 / 9 = $3,333.33
One AY Semester @ 1.0 FTE = $25,000
• Monthly salary rate = $25,000 / 5 = $5,000
Full AY Salary @ .45 FTE = $30,000 * .45 = $13,500
• 10 month salary rate = $13,500 / 10 = $1,350
• 9 month salary rate = $13,5000 / 9 = $1,500
One AY Semester @ .75 FTE = $30,000 * .75 = $22,500
• Monthly salary rate = $22,500 / 5 = $4,500
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Employee starting Mid Month
Professional employee ‘A’ hired May 8 at a .45 FTE.
• FY salary at 1.0 FTE would = $50,000
• Salary at .45 FTE = $22,500
• Salary per month = $1,875
• May has a total of 23 working days in the month
• Employee ‘A’ worked 18 of the possible 23 days
• How to calculate employees salary for the month
of May
• 18 / 23 = 78.86%
• $1,875 x 78.86% = $1,467.39
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Employee who changes FTE mid month
Faculty employee ‘B’ started the month at a .56 FTE and was
increased to a .80 FTE on April 12.
• Monthly salary at .56 FTE = $2,000
• 21 possible working days in the month
• Worked 8 of the possible 21 @ .56 FTE
• Salary: 8 / 21 = 38.095% x $2,000 = $761.90
• Monthly salary at .80 FTE = $2,857.14
• Calculated: $2,000 / .56 = $3,571.43 x .80 = $2,857.14
• Worked 13 of the possible 21 @ .80 FTE
• Salary: 13 / 21 = 61.90% x $2,857.14 = $1,768.71
Total Salary for the month: $761.90 + $1,768.71 = $2,530.61
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Letter of Appointment (LoA)
Always use the current templates located directly off of HR
websites.
• Professional Recruitment – Staff & Faculty
(http://www.montana.edu/hr/aa/forms.html)
• All Forms (http://www.montana.edu/hr/Forms.html)
http://www.montana.edu/hr/aa/forms.htmlhttp://www.montana.edu/hr/
Forms.htmlhttp://www.montana.edu/hr/Forms.html
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Reminders
Research Salary Floors
• http://www.montana.edu/equity/resources.html
New Letter of Hire for Tenure Faculty
• http://www.montana.edu/hr/aa/forms.html
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AY/FY 2015 Reappointment EPAFs
• When to use a reappointment EPAF
• New LOA with no changes to the appointment (such as FTE, Salary…)
• Any reappointment making changes – use corresponding regular hiring
epaf that corresponds to the appointment of the employee.
• Why use an epaf for reappointment?
• Expedite processing for employee and department.
• Ensures employee’s records will be reviewed for benefit eligibility
• How will they be processed?
• Reappointment EPAFs will be mass loaded upon receipt in HR.
• No more waiting on paper contracts to make their way through the
approval process before being entered.
• LOAs will be matched in NBAJOBS by your Payroll Technician once
received.
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FY 2015 Reappointment EPAF
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FY 2015 Reappointment EPAF
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AY 2015 Reappointment EPAF
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