A-Team Meeting May 23, 2013

3:30 PM – 5:00 PM BSC Training Room 4202A&B

Melinda Lilly Provost Office

2

9 month appointments & pay 9 month employment is a special status specific to the

academic environment, uncommon elsewhere The status usually involves some individuals who also work

summer terms and some who don’t The university offers special pay options (and insurance

premium deduction options) to this group

3

What are 9 month pay options? Premium Reserve means regular salary is divided by

9 and paid out Sept – May. This is the default pay option. Summer insurance premiums are deducted from the employee’s 9 checks and held in reserve to cover summer insurance costs.

Annualized Compensation (salary spread) means the 9 month salary amount is paid out over 12 months. This is an elected option. The amount paid in summer will show as PNE (paid not earned) on the employee paycheck.

4

9 Month Pay Options (cont.) Premium reserve and annualized compensation apply

to base pay only. Augmentations are not spread over summer.

Annualized Compensation Election (or cancellation) made by 9 month faculty/staff BEFORE their first day of work for the new academic year. Deadline for Annualized Compensation election is 8-09-13.

Current employees will remain in their current election unless they submit a form to change their election. Deadline is also 8-09-13.

5

How Summer Payroll Works… Those on 9/12 must remain in their primary job record

(empl_rcd) for the summer months to pay out their summer reserve pay. This is managed electronically by ITSS.

Reserve pay will show as “paid not earned” on earnings statements.

A separate job record must be used to pay for work performed in summer or Maymester, regardless of the 9/9 or 9/12 pay option selected.

6

What this means for summer payroll processing All summer jobs for faculty will be entered via ePAR.

This includes teaching, research, and program coordination.

Reference and calculation spreadsheets including payroll data for faculty will be provided by the Provost Office, but these spreadsheets are for reference only and will not be used to load data.

New faculty who work in the summer will need to complete onboarding prior to submission of the ePAR. Also, new faculty will require submission of a hire ePAR in September to load their new 9 month faculty job.

If you have any Chairs, Associate Deans, or Deans moving into or out of an administrative role in the summer, please work with the Provost Office to determine best process.

7

Summer Faculty Job Codes Regular academic job codes will be the same as during

regular academic terms (ex: 0200, 0300, etc.) Authorize Faculty Research appointments on job code 1301 Authorize Summer Faculty Program/Project Coordinators

on job code 1233 Staff use regular job code

8

Summer Salary Calculations Faculty Teaching – utilize Summer 2013 – Payroll

Processing Instructions (or utilize automatic formulas built into summer faculty spreadsheet) Rate Factor: 2.5% per SCH (7.5% for 3 SCH) Minimum: $833.33 per SCH ($2,500 for 3 SCH) [with

Incentives = $1,041.66/SCH] Maximum: $2166.67 per SCH ($6,500 for 3 SCH) [with

Incentives = $2,708.34/SCH] Incentives or Disincentives may apply based on course

enrollment Faculty Research or Program Coordination – salary is

calculated based on regular 9 month rate Staff – salary is calculated based on regular 9 month rate

9

Corrections and Terminations Terminations (when the job ends before the set end date)

should be entered via ePAR. Remember that the “effective date” of the termination is the day following the employee’s last day on payroll.

Funding Changes should be entered via ePAR. Corrections to submitted job data can be made using

ePAR (if change functionality is active) or via HRM-12 form. Be sure to reference the empl rcd # if submitting a change on a HRM-12 form.

10

HRM-12 Basics Available on HR Forms website:

https://www.hr.unt.edu/main/ViewPage.php?cid=21 Does not reference the primary position number for the

employee Only one employee may be submitted per form Use the Comments section to give us more info about the

data on the form Enter an empl_rcd # when making a change to a previously

submitted job Dean and VP must sign form, Research Services must sign

forms with project/grant funding

11

University of North Texas

Appointment Authorization for Maymester and Summer Payroll for Current 9 Month Regular Faculty and Staff For Payroll Dates 6-1 to 8-31

(See Instructions on Page 2)

Base Department Number N12345 Date 6-1-xx Prepared By Melinda Lilly

Department Name Academic Excellence Telephone 3951

Apply an Action and Reason to each line below.

Actions Reasons Records Data Entry Payroll Data Entry HIR (A) Additional Job CHG (D) Date (P) Pay (T) % Time (F) Funding (O) Other ADP (A) Augmentation (C) Cell Phone Allowance (I) Internet Allowance TER (E) End of Job Assignment (I) Involuntary

NOTE: Submit only ONE employee per form. For all NEW HIRE employees, submit a HRM-12 form to process the summer payroll appointment. Additionally, a HRM-6 form will need to be submitted to continue the new hire into the new fiscal year. If an employee is terminating employment with UNT (not just their summer appointment), please submit a HRM-6 form. Process changes following Change From/Change To procedure. See Instructions on Page 2 for example. Use Job Code 1301 for Summer Faculty Research appointments.

Act. Reas. Effective Date End Date

EMPL ID Empl Rcd #

Name - Last, First Middle (One employee per form)

Job Code

% Time

Monthly Amount

DEPT ID/ PROJ ID

Monthly (M) or Semi-

Monthly (S)

HR Use

Only Mo Day Yr Mo Day Yr

CHG P/T 6 1 13 7 15 13 1001001 4 Professor, Ima Great 1301 50 $2700 54321 M

Comments: (For Faculty include 9-month regular contract

rate)

9 month contract rate = $48,600. Employee was previously at 25% FTE, but has increased percentage of time to 50% with a corresponding salary increase to $2700 per month.

Approved: (Submit one original only to Human Resources and copy this form for your files before submitting; no confirmation copies will be sent.) Yes

Yes Yes

Dept/Proj # Holder - Date Department Head – Date Dean or Director – Date No

Yes

N/A for Faculty, Yes for Staff

Research Services (all grant funded jobs) – Date Vice President - Date Human Resources - Date

Grad Students and Adjuncts – Getting them on Payroll All summer jobs for salaried graduate students

and adjuncts will be entered via ePAR. Reference spreadsheets including payroll data for

grads and adjuncts will be provided by the Provost Office, but these spreadsheets are for reference only and will not be used to load data.

New graduate student or adjuncts will need to complete onboarding prior to submission of the ePAR.

All adjuncts should have an offer letter submitted through VPAA office, and appropriate background check ran if required.

13

Summer Payroll Salaried Grads:

Monthly rate of pay should be based on the appropriate graduate program level and discipline.

Employees may not change levels until the Fall 2013 semester.

Utilize job codes in the range of 0801-0853 based on the employee’s level and assignment.

Adjuncts: Monthly rate of pay should be based upon agreed upon

semester rate.

14

Corrections and Terminations Terminations (when the job ends before the set

end date) should be entered via ePAR. Remember that the “effective date” of the termination is the day following the employee’s last day on payroll.

Funding Changes should be entered via ePAR. Corrections for jobs submitted via ePAR for grads

and adjuncts can be made using ePAR (if change functionality is active) or via HRM-7 form.

15

Maymester Dates and Job Codes

Payroll Dates To ensure adjuncts and graduate students receive

compensation for Maymester that is equivalent to a regular 5 week summer session, we pay them utilizing Summer I payroll dates – just like the regular faculty

Maymester payroll dates for graduate students and adjuncts is 6-1 to 7-15

Job Codes Utilize “regular” job code, i.e. 0802 for Level 2 TF, 0700

for Adjunct

16

Maymester Salary Calculation Grad Students: Monthly rate of pay should be based

on the appropriate graduate program level and discipline

Adjunct: Pay should be agreed-upon semester rate FTE should be entered as 50% for one 3 credit hour

course It is acceptable for a grad or adjunct to exceed 100%

FTE in Summer I if teaching a Maymester course in addition to completing Summer I work

17

Summer Session Dates Summer Session Information Payroll Information

Summer Session Session Dates Census Date

Payroll Semester

Regular Faculty Dates

Faculty FTE (for 3 semester credit hours)*

TA/TF/Adjunct Dates

TA/TF/Adjunct FTE (for 3 semester credit

hours)*

3W1 (3 week 1) May 13 - May 30 May 14 Maymester 06/01 - 7/15

OR 07/16 - 8/31

50% 06/01 - 07/15 50%

8W1 (8 week 1) May 13 - July 5 May 20 Maymester & Summer I 06/01 - 7/15 50% 06/01 - 07/15 50%

SUM (summer) May 13 - Aug 9 May 29 Maymester, Summer I & Summer II

06/01 - 8/31 25% for 6/1 - 8/31 06/01 - 08/31 25% for 6/1 - 8/31

5W1 (5 week 1) June 3 - July 5 June 6 Summer I 06/01 - 7/15 50% 06/01 - 7/15 50%

10W (10 week) June 3 - Aug 9 June 12 Summer I & II 06/01 - 8/31 25% for 6/1 - 8/31 06/01 - 08/31 25% for 6/1 - 8/31

5W2 (5 week 2) July 8 - Aug 9 July 11 Summer II 07/16 - 8/31 50% 07/16 - 8/31 50%

*Prorate courses that are larger or smaller than 3 semester credit hours

18

ePAR Basics to Hire a New Summer Job Go to “Add a new ePAR” Enter Dept number Enter Payroll Action: Hire/Terminate Select Action: Hire Select Reason: Summer Appointment Enter EmplID or Name Select employee and hit Next

19

ePAR Basics to Hire a New Summer Job (cont). Enter the Effective Date (the first day of the job) Enter the Job Code (see Summer Faculty Job Codes slide) Enter the Appointment End Date (the last day of the job) Enter Std Weekly Hours or FTE Enter Monthly Rate – IMPORTANT – this needs to be the

amount the employee will receive each month for this job, not their regular monthly rate (unless they are receiving their 100% monthly rate for a research or project appointment).

Note: Please refer to the “Summer Equivalent Dates” spreadsheet for effective and end dates and FTE for summer teaching appointments.

20

ePAR Basics to Hire a New Summer Job (cont). Enter Reports to Supervisor ID: Go to Department Budget Data and enter Funding End

Date if different than the Appt End Date Enter Funding Dept ID/Proj ID Enter Percent of Distribution if different than 100% Enter additional lines as needed

Academic Affairs areas: Please note that multiple funding is only permissible for faculty appointments. For adjuncts or grads, please submit multiple funding sources as separate jobs.

21

ePAR Basics to Hire a New Summer Job Add Additional Pay as needed for augmentations, cell

allowances, etc. Complete all relevant fields. Enter Comments – please include a brief description of

transaction and include the faculty member’s regular 9 month salary.

Add any attachments as needed. Hit Next, review your information, review the routing

workflow, and hit Submit PAR for Approval

Academic Affairs: Please make sure to add in your Budget Officer to the workflow if they are not included.

22

Deadlines Due dates are available on the BSC deadline calendar. ePARs for

7-1 payroll are due June 17. However, note that this is FINAL approval, meaning all individuals/offices on the workflow have approved the ePAR.

Academic areas should work with their Dean’s offices to establish internal deadlines.

To ensure that all 7-1 academic payroll ePARs are processed, please have them processed to the Provost workflow queue by June 13 at noon.

Departments can submit ePARs for any summer assignment at the time the assignment is made – you do not need to wait for a specific date to submit the ePAR (i.e. you can submit Summer II payroll now if you have all relevant info).

23

Contacts Faculty, Graduate Student and Adjunct appointments:

Dilana King – dilana.king@unt.edu, ext 3949 Melinda Lilly – melinda.lilly@unt.edu, ext 3951 Ronda Bewley – ronda.bewley@unt.edu , ext 2138

Staff summer appointments: Human Resources, ext 2281

24

ePAR Update

Great News! Moving Forward As we move closer to the end of the fiscal year, we move closer to full implementation of our ePAR system. Beginning in June all departments should be able to create payroll transactions through ePAR. Transactions include: all hires (single or multiple jobs) terminations funding changes promotions, demotions, transfers salary changes additional pay (non-base rate pay) adjustments Training classes are currently being scheduled and will be available for enrollment soon. As of September 1, 2013 we will no longer be using HRM forms for employee-related payroll transactions and all processing will be done electronically.

PROCUREMENT SERVICES

Travel Guidelines

• DeptID/ProjID holders will be responsible for reviewing and approving each travel expense. If an expense is submitted with supporting documentation (paid receipt) and the deptID/projID holder approves, the travel area will process.

Note: This includes ORS and Grants approval for projID’s.

• Meal reimbursements – Per diem for meals is not allowed. All meal expenses must be

supported with receipts. • Mileage Reimbursements - mileage verification will be performed at the department

level. Allow reimbursement with the approval of the DeptID/ProjID Holder approval. Supporting documentation should be retained by the department for audit purposes. The documentation may be submitted but is not required.

• Individually Billed Travel Card (IBT)- is the preferred method of payment for employee’s business related travel expenses.

PROCUREMENT SERVICES

• Travel Advance Cards or Cash Advances are only available to those who do not qualify for any IBT or travel is only needed once annually.

Corporate Travel Planners (CTP)

• Started with a pilot group Monday. • Initial feedback is positive. One of the users said “It is just so user friendly, it’s a little

weird.” • When using CTP to book travel, all airfare will be paid through the system as well as

any required lodging deposits. Car rental with Enterprise and National will be direct billed. This reduces the out of pocket expense for the travelers.

• We are expanding the pilot group and are excited about this opportunity to provide an easy and efficient travel booking process to our customers.

New Forms • Forms and training are available on the BSC website. • The Advance Travel Form (formerly RTT) and the Travel Voucher are contained into one

excel format. • All UNT System institutions will now be using the same travel forms.

“After-the-Fact” (ATF) requisitions are defined as situations where a vendor provides goods or services based on a request from a university faculty or staff member prior to issuance of an official university Purchase Order by BSC Purchasing. • Any commitment of university funds by unauthorized persons is against university policy • Individuals may encounter a personal obligation to the vendor • ATF’s are tracked by BSC and reported to the applicable VP for each university unit • ATF’s will not be processed against State funds (includes HEAF) or State Grant funds • All exceptions must be documented and approved by BSC Purchasing Departments should work with the Purchasing area of BSC when special circumstances exist, rather than placing orders without an authorized PO. An employee placing such an order may be held personally liable for the payment if the purchase order cannot be approved by Purchasing. Reimbursements for business meals are not considered After-the-Fact purchases.

Reimbursement of travel expenses for non-employees (Prospective employees, Research participants, Guest speakers)

When submitting for reimbursement of travel expenses for non-employees an ePro Requisition with receipts attached is required. Each requisition should contain the following: 1. The purpose and benefit to the university. 2. Date and location of event. 3. Mileage documentation (if applicable). 4. Foreign National or Independent Contractor documentation (if applicable). 5. Electronically attached proof of payment on itemized receipts. If reimbursement is limited and does not match the receipt amounts, specify such in the requisition comments field to confirm the difference is deliberate. When departments agree to pay travel expenses for non-employees, prudence should be practiced by setting limitations prior to the commitment, i.e., “we will reimburse for mileage, and lodging, but not for meals”, etc.

Gift Cards • Gift cards in any amount are treated like cash and require extensive cash control

documentation for IRS reporting requirements. • Gift cards may not be purchased by an employee who will seek reimbursement through

Purchasing.

• Gifts and awards given to employees must be processed through the Payroll office and will be subject to IRS taxing regulations.

• Gift cards should NOT be used for special purposes for employees, family members of employees, students, volunteers, or other individuals or groups.

• Gift cards may be used to make payments to non-employees for participation in various research studies on grant or local funds.

• Gift cards may not be given to individuals identified as foreign nationals due to IRS rules.

Questions?

Meeting Notes A-Team

UNT System Business Service Center Training Room 4202 A&B

May 23, 2013 3:00 PM – 5:00 PM

I. Welcome tours from 3:00 – 3:30 (meet in Training Room 4202 A&B)

II. Academic Affairs – Donna Asher for Melinda Lilly

Summer Payroll Processes

• Process in ePAR. For true new hires this summer do not use “Hire, Summer Appointment.” Otherwise Benefits will not

know they are here and it won’t count towards their insurance waiting period.

• HRM 12’s will not be needed – this action is available in ePAR starting in June.

• More ePAR training is coming soon. Question: If a termination is effective June 6 could be done now. Answer: Yes, that action is already available in ePAR.

• Remember, grad pay rate changes do not take effect until 9/1. Some grad students may be eligible now for the higher rate but that does not change for them until 9/1.

• Reminder to use the effective date for terminations, not the last date of employment. The effective date is the day after

the last day they should be on payroll. Question: What about employees on short work break who are not returning? Answer: There is a process running in September that will terminate job rows where there is not an active job row. However, after the fall semester if you have an employee not returning for spring you need to process a termination.

Question: What about putting a person on payroll on a grant and issues with not being able to put the grant projid in? Answer: This issue was likely because the projid had not been added to the ePAR list by Research Services. The projid number has to be in the list of projids in ePAR. Question: What about task payments and removing them from payroll after the task is complete? Answer: Tasks require an end date. ePAR will terminate the job record when that action is available in ePAR. However, until June, you do need to terminate those job records to remove the employee from payroll. On task payments you need to put the end date as the end of the month; otherwise, ePAR will prorate the salary rate.

• Make sure you attach the task justification form in your ePAR and indicate in your comments what the dates worked are for the task. The Provost Office will require that.

• The form is on the Provost Office website at http://vpaa.unt.edu Question: What about the rule about multiple fund sources only on faculty – is that only for summer? Answer: Melinda Lilly will need to answer that question. Question: What about interdisciplinary grants – can a person in Engineering do an ePAR for a person in Math, for example? Answer: Yes, you first choose your department and then you can choose any deptid. The ePAR goes to the correct deptid holder for approval, so there are checks and balances. Question: When will be able to do 9/1 transactions in ePAR? Answer: Very soon. Right now we are rolling some other changes out and testing (transfers, etc.). Hopefully sometime this summer we will roll that out. Right now the budget is not loaded and that is an issue effecting that, and we also need to test first.

• Melinda will send out the information about the supplemental compensation agenda item.

III. ACES – Tina Koenig FS roles and terminations

• ACE = access control executive • FS is the Financial Services side of EIS

• Training for FS is managed by Tina Koenig. After completing your training you are given access.

• Karl Skaar from Assets now getting involved in some of the FS security.

• When you move from one department to another, your access does not automatically transfer. You need to notify Tina

so that she can make sure you have the FS access for your new job.

• Terminations will effect your access – old student records, a task payment, etc. being terminated can cause you to lose your access

• Security and access questions for FS – send to Tina.

IV. UNTS Business Service Center – Donna Shell

ePAR Update

• The first part of June you will be able to do almost every transaction in ePAR: promotions, funding changes, salary changes, additional pay adjustments, transfers, all hires. Training will start in late June/early July. Will have at least two live trainings and these will be recorded for you. We’ll also be publishing training videos on our website.

Procurement Updates – Debbie Reynolds What’s new? New travel guidelines

Question: What about verifying mileage submitted to the department without a map – how are we supposed to do that? Answer: We don’t need the map with the voucher, but you should be requesting it and keeping it in the department file. Question: Is the department responsible for keeping the official travel document for audit purposes? Answer: No, the voucher is retained at the BSC but the backup documentation (like the map) is kept at the department level.

• BSC Travel will send some instructions about merging pdf’s. Question: Who is responsible for proving the travel was accurate, etc. Why in an audit would they have to go to two different places to verify the information? Answer: We will take these concerns under advisement for this change to procedure. Comment from audience: If we are not the final repository for a document, for compliance, we are not going to be inclined to keep these documents.

• Debbie noted that we will revisit this change.

• Advances will only be provided to travellers who were rejected for an IBT card. Comment from audience on new travel voucher: Drop down for payment method is defaulting to Mail. Is there a way that we could programmatically have that default to the preferred setting?

• We will look into this possibility. Question: If someone only travels once a year, are you still going to require an IBT? Answer: Yes, that is our preferred method. They would use the IBT for any travel in subsequent years as well. Question: If we already had done a RTT will that be rejected/do we have to ask someone to do the ART instead? Answer: No, we won’t reject any old forms at this point. Moving forward the ART is only required for advances. It is not required otherwise. Comment from audience: There was some confusion because travelers didn’t realize they could continue to use their own credit cards and wait for reimbursements but that has been cleared up.

• Yes, that is still acceptable. Corporate Travel Planners

• CTP is up and running and it’s a great option – no need to do a voucher for rental car, hotel etc. booked through them. We will be billing departments for charges. You don’t have to worry about paying up front or getting reimbursed.

• Still working on adding grants to CTP.

• Still working on discounts with the vendors and we will get those to you as soon as we can negotiate them.

Question: Is there a way to limit amounts spent within CTP? Answer: No, but you can see where the traveler chose a higher rate, etc. and you can deny that or not authorize it.

• CTP is not mandated, so it may be a circumstance where they can’t use CTP because they want to buy a fare higher than your departmental limit and pay the difference, etc. Question: When will the CTP training available online? Answer: We will have that posted online as soon as we receive that file. Question: When will the roll out for CTP be? Answer: As quickly as we can test and make sure it is all working correctly. Question: Is one of the things being worked out related to the deptids? We pay for travel out of multiple deptids and projids. Answer: We are still working behind the scenes to build intelligence into the system to recognize the deptids associated with departments. At this time it is requesting that you enter your deptid. You can also have it setup so that only a department assistant can do the travel arranging. That might be a good option where faculty or travelers do not know the deptid numbers. Question: How can we use multiple deptids on the airfare? Answer: At this time, that is not an available option. For now, you can request behind the scenes a journal entry, etc. Question: Do all the arrangements for one trip have to be associated with one request or can they all be done separately? Answer: At this time, they should all be requested together as they are tied to that one trip request. Question: How do the charges occur, for example for a canceled or denied reservation?

Answer: Where there has been use of the service, the $7.50 service fee will be charged if a flight was ticketed – we need to get a clarification/confirmation on whether this happens if the request was just denied due to budget or other issues from CTP and we’ll follow up with you. Question: How do we handle team travel? Answer: CTP has group booking that Athletics is now using and the fee is less than what Colwick has been charging. Debbie asked that the staff member reach out to BSC Travel to discuss this further. Question: If they don’t have the receipts, will a credit card statement work? Answer: Yes. Question: When did the “no per diem” deadline go into effect? Answer: May 1 was the soft deadline but we are going to work with you if you had travelers already traveling during that time who didn’t know, etc. Question: What if the deptid holder isn’t available by the booking deadline? Answer: We are watching these behind the scenes and will be reaching out to you.

• Susan Sims mentioned that travelers can take a picture of receipts and download that and attach it for their reimbursement so that they don’t have to hold onto an envelope, papers, etc.

New travel voucher

• Reimbursement of non-employee travel submitted on requisitions (see slides)

• There is confusion about prospective employees – they should be reimbursed on a REQ. Their travel can be arranged

through CTP. After the fact (ATF) purchases

Question: Had a consultant that they paid after the consultant invoiced them. How do we handle this in future?

Answer: Once you know you need the consultant, you should be putting a REQ in the system in advance of the consultant, estimating hours and amounts. That way when the consultant invoices us, he/she will have a PO# and we

would have a PO in place to pay. You might have a contract. If you don’t, you should make sure it’s very clear between the parties as to what will be paid (travel, for example) and what that means. Question: Every semester we mail out test kits to our online students and we can’t use our pcard for it. We have a faculty member designated to mail them out and then we reimburse. Answer: It sounds like that would have been an exception since that was the only way to do that; it’s recommended that you request an exception to be able to use your Pcard for those in future to resolve this issue. Question: Will my dean or someone get a letter saying that I did an after the fact? Answer: They just receive a letter saying that there was one and you would be copied as the coordinator.

Comment from audience: Faculty get internal summer research grants sometimes and they don’t understand that it’s state money or they needed to do a PO so that is why you see a lot of that in the summer.

• We have reached out to research services to see if we can’t have a conversation or provide information. A staff

member in the audience stated that there are clear instructions on the information the faculty receive. Special handling of checks Gift cards and other employee reimbursement requests

Question: Grants sometimes specify a student participant will be paid with a gift card. Answer: We will abide by the grant requirements – talk to us about these.

Question: does the rule about foreign nationals also apply to the grant accounts? Answer: According to our tax accountant, yes. The IRS does not distinguish between sources of funds.

V. Other business