Transcript Summer Session 2016 HR Fundamentals

2016 Summer Session, Fiscal Year
Reappointment and Summer Graduate
Stipends
April 2016
• Recruitment
– Shannon Prokop: ATS and Employment
– Recruitment Specialist: OPEN
• Employee and Faculty Relations
– Kasia Maison-Franklin
2
Welcome
• Employee Services and Benefits:
– Dawn Watkins: Benefits and Employees Services
Manager ext: 7676
– Amy Thomas: Benefits Supervisor ext: 6947
– Hanibal Clayton: Team M, Benefits ext: 7422
– Sydney Wagner: Team S, Benefits
– Lauren Hill: Team U, Benefits ext: 5661
– Lisa Hespen: Front Desk ext: 3651
3
Welcome
• Compensation and Classification
– Val Aughney-Personnel Officer
– Teri Nightingale-Personnel Officer
– Tracy Grossberg-Personnel Associate ext: 5527
• Reporting & Systems
– Ian Johnson-Data Analyst
– Fiona Harper-Personnel Associate
• Payroll Services
– Tanya Giop-Payroll Technician: Team U
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Payroll Contact Updates
• Susan Frey – Team M
– Extension: 5605 [email protected]
• Tara Gunsch – Team S
– Extension: 5530 [email protected]
• Tanya Giop – Team U
– Extension 4551 [email protected]
• Ashley Shaw – Lead Payroll Processing
– Extension 3559 [email protected]
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2016 Summer Session Form – Review
• There are two versions of the SSF/SSA:
• one for Tenure Track faculty, and
• one for Non Tenure Track faculty
• Mail merge data will be provided by HR by Mid-April.
• Non state-funded appointments on SSF/SSA:
• NTT may now work up to 3/9th AY Base salary on research
• All teaching assignments
• An easy way to modify a previously submitted SSF is provided.
• Please submit a copy of the original SSF with correction made
on the front page along with the description of changes
completed on the bottom of page 2.
2016 Summer Session Form – Review continued
• A description of duties for both TT and NTT is now included:
•
•
•
Brief description only is required
Please list rubrics and course titles on teaching assignments
The merge spreadsheet will include cells in which departments can load rubrics
and course titles for insertion into the Job Duties section
•
Routing: The employee is the last to sign the paperwork, and
assignments are not approved to begin until all signatures are affixed.
•
NTT appointments, including Research and non-state funded teaching are
to be on the SSF/SSA form – no more need for a “SUMRS” LOA
– Any NTT performing Service/Other or Administrative Duties (Section C or D) are
to be placed on an LOA with a unique 4C professional position number.
• An EPAF will be required.
NTT Paperwork – which form to use?
Employee
Duties
SSF/SSA
New or Existing NTT
Teaching (State funded)
X
New or Existing NTT
Teaching (non-State funded)
X
New or Existing NTT
New or Existing NTT
Service (non-teaching activity that
facilitates the effective operation of the
institution or grant)
Research (non-State funded, nonservice activity directly supporting a
specific research project)
Teaching and Research
New or Existing NTT
Teaching and Service
New or Existing NTT
Research and Service
New or Existing NTT
Professional
LoA/EPAF
X
X
X
X
Teaching
X
Research
X
Service
X
Service
NTT Calculations
• AY Base
• Existing NTT AY base will be in the merge spreadsheet
• Non-union NTT
• NTT new hires for summer school
• Sick leave accrual
• 8 hours for every 1/9th of AY base received
• Over the entire summer
• Not per month
• Any sick leave used during the summer session
needs to be sent by the supervisor to the Payroll
Technician for your department.
• These hours need to be manually removed from
an Employee’s balances.
Submitting the SSF/SSA
• Routing:
1. Department Head
2. Dean
3. OSP
4. AES
5. Provost
• Provost returns paperwork to the Department
• Department obtains employee signature
6. Employee
• Deadlines:
• Please have the completed SSFs to HR by May 16th,
2016.
Summer Session Reminders
The Employee is the last to sign the SSA form.
Once an Employee has signed the SSA form, the department
needs to put the FULL GID on the form BEFORE submitting it
to HR for processing.
Electronic copies of the SSA should not be sent through email.
Mail the original paper form to HR by the deadline for
processing.
The deadline is May 16th, 2016
FY Reappointments
• Fiscal Year Reappointments – LOAs required.
• BZREFY “Reappointment Only FY Job” EPAF – reappointment EPAF
– Mass Applied
– Used for employees that are currently on an LOA
– Uses the same position number
– No changes to the position, salary, FTE etc. accepted.
• If changes are being made effective 7/1/2016- must
complete a new LOA and full appointment EPAF
– Payroll will match the LOA to the EPAF
– If an LOA has not been received by the deadline (July 20th)
and/or processed for the main August payroll – the position
could be reverted to LWP as of 7/1/2016.
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FY Reappointments - continued
• When not to use the reappointment EPAF
– Non-US citizens cannot be automatically reappointed with the
BZREFY EPAF.
• Must complete a new LOA and full appointment EPAF.
• Darcy Tickner must be an approver on the EPAF to review
the employees VISA information. BZFORT level in routing.
– If changes are being made effective 7/1/2016- must complete a
new LOA and full appointment EPAF
– A reappointment EPAF cannot be used at any other time of the
year.
• These EPAFs are only effective for the new fiscal year and are
effective 7/1/2016.
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FY Reappointment - Reminders
• Stipends: administrative components
– Positions using the –SD suffix
– Need to be reappointed with a regular stipend EPAF. Stipends cannot be
reappointed by using the BZREFY EPAF.
– Paperwork reinstating the stipend must be received in HR
by the
payroll deadline in order to have the EPAF processed.
• If an employee’s original contract has ended, a LOA is required to rehire the
employee. A LOM – Letter of Modification, will not be accepted since the
original contract has been fulfilled.
• Post Retirement Contracts cannot be rehired with the BZREFY reappointment.
– A new Post Retirement Contract will need to be completed, approved by
OCHE prior to the start date and appointed with a regular appointment
EPAF.
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What’s New?
NEW - USRAs should be on a regular appointment EPAF and
contract submitted to HR once fully approved/signed – PTFs will
not be accepted.
NEW – Full AY Sabbaticals only: entered through EPAF by the
department.
• Ensures the most accurate and up to date information is being
received into HR.
• Use the SABBI job change reason on the EPAF
• FTE moves to .75 for the full Academic Year (AY16-17).
• Make Comment on EPAF “Full AY Sabbatical”
• If future changes occur, a second EPAF will be needed to make
the corrections:
•
Example: A faculty member retracts their sabbatical and needs to
have their appointments reverted back to 1.0 FTE.
General Appointment Updates
MUS Contracts
EPAF – Civil Service Box
Y = Yes if an MUS contract
N = No if not an MUS contract
Civil Service Box
NBAJOBS
The Civil Service field
on EPAF will
populate the MUS
Contract box on the
base job.
If Y is entered, the
MUS box will
automatically check
This checkbox will be
used to report the
Employee and their
appointment to the
Board of Regents.
EPAF – Job Change Reasons
Be careful what job change reason is being used.
Example: A change being made on an LOM would not be
a NEWHR or REHIRE
Options: FTECH, RAISE, TTLCH
TRANS vs POSCH
TRANS – a change from one department to
another department.
POSCH – a position number change but NOT
changing departments.
Summer Graduate Stipends
• Summer Stipends run from June 1st through July 31st
•
Academic year stipends August through May
• Summer Stipends do not have a GAP ($120) payment
• 2 Summer graduate stipend EPAFs
•
GTA – GT uses account code 61126
•
GRA – 01 uses account code 61127
•
Each EPAF has separate default in order to defer payments on the GTA amounts.
• Union Reminder: make sure any graduate students who are being newly hired are
completing a union form or contact Deb Barkley x2894 for more information to get the
graduate signed up.
•
Graduate Stipends could be terminated if not signed up.
•
Once the form has been received, the dues will be back-collected from the
beginning of the semester in which they started.
•
Graduates exempt from the union, please make a note on the EPAF or they could be
charged dues/terminated for non-payment.
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Web/Departmental Time Entry
•
Timesheets Submitted
•
•
•
•
Timesheet Approvals
Need to be on time by deadline
Deadline for time entry/submit – 11:59am the first business
day of each month
Deadline for timesheet approvals – 7pm on the first business
day of each month
NOTE: July, September and October 2016 will have a
shortened deadline – watch for notices for schedule
changes
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IPR Routing Changes
• IPR – Incentive Program for Research
• Each Payroll Tech will be processing their
team’s paperwork and payments
– Team M: Susan Frey
– Team S: Tara Gunsch
– Team U: Tanya Giop/Ashley Shaw
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Questions?
• Guidelines and Forms on HR web site
www.montana.edu/hr/Forms.html
Employee Appointments section
• Call HR at 994-3651
• Recruitment: [email protected]
• Compensation and Classification:
[email protected]