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2014
HR Hiring Fundamentals and
Fall Re-Appointments
for
Professional, Faculty
Student & Short-Term Workers
Fiona Harper
Payroll Lead
Tricia Wimbish
Talent Acquisition & Management Manager
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Today’s Topics
Review process/requirements for hiring and paying employees New Hires Returning employees New processes New Letter of Appointment (LOA) Templates New Reappointment Electronic Personnel Action Form (EPAF)
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New Hires
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Employment Type Required Contract*
Required EPAF
Payroll Deadline
For Paycheck
Faculty (T/TT) Letter of Hire/MUS Contract
New Hire EPAF 20th of month 11th of following month
Certain Professionals considered “vital” to daily function of campus (BOR)
Letter of Hire/MUS Contract
New Hire EPAF 20th of month 11th of following month
Researchers and Professionals
LOA Professional EPAF 20th of month 11th of following month
FY Faculty Non-Tenure Track
LOA 12-month Faculty EPAF
20th of month 11th of following month
AY Faculty Non-Tenure Track
LOA
9 or 10-month Faculty EPAF
20th of month 11th of following month
New Hire Types and Deadlines
* Note: There are several types of LOA templates depending on situation.
Hiring Process
Upon selection of desired candidate for position, prepare employment offer
Use appropriate contract based on employment type
Distribute offer to candidate
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Pre-Hire Step 1
Contract
Step 2
New Hire Form
Step 3
EPAF
Upon acceptance of employment offer AND confirmation of successful Background Check, prepare New Hire Form
HR sets up new employee in Banner
HR will call you to obtain SSN and DOB info not on form
Employee must be set up in Banner via New Hire Form before EPAF can be submitted
Prepare appropriate EPAF
Payroll will apply EPAF or inform Department of needed corrections
Complete Pre-Employment Background Check through Talent Acquisition
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 background check if employee is working in a
safety or sensitive area. • Pre-employment background check required prior to starting work. • After receiving complete and 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 William Johnson, x5661
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New Hire Form
Purpose • Required for all brand new hires • Establishes a new employee record in Banner • If a person has a GID, but has never been employed at MSU
(i.e. student), a New Hire Form is required • If a person has been a prior employee at MSU, a New Hire
Form is NOT required
Facilitates • GID creation • Creating an initial payroll record for new employees • EPAF • E-mail account establishment
Form located at: http://www.montana.edu/hr/NewTermEmp/New%20Hire%20Form.docx Under New Employees/New Hire From Send form to: [email protected]
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Central HR Process 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.
Find out if the Person already has a GID by searching on either the name or SSN in PPAIDEN
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New Hire Form – Finding Info in Banner
Check NBIJLST to find if the Person has worked for the university currently or in the past. Change the Query date to pick up past job information. If so, a New Hire Form is not required.
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New Hire Form – Finding Info in Banner
The below warning will be received when an former employee has been terminated in the Banner-Payroll System. EPAF “*Correct error Effective date cannot be after Empl Term Date” will be required to re-active the employee’s record in Banner.
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New Hire Form – Finding Info in Banner
EPAFs located in Employee Self Service (MyInfo) under Employee Services: https://atlas.montana.edu:9000/pls/bzagent/twbkwbis.P_GenMenu?name=homepage New EPAF Person Selection
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I9 Form
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
Form located at • http://www.montana.edu/hr/Taxes/I-9.pdf • Read about I9 form www.uscis.gov/I-9central
Send form to • HR via campus mail marked confidential • Must be completed in the first three days of employment.
HR Contact: William Johnson x5661
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I-9s and JumpStart Central HR will facilitate
I-9 completion directly for new employees who attend JumpStart
JumpStart is a new program to support departments in coordinating new hire “in-processing”
For more information on JumpStart, contact Lisa Buss at x1957
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 service (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 with the exception of birth certificates
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. A fax is OK, followed by the original
4. Do not refuse to hire an individual based on a future expiration date, such as in the case of foreign nationals with visas or expiring I9’s. Please contact Darcy Tickner, Foreign National Specialist, for more information (x7926)
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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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Questions
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Returning
Employees/
Reappointments
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Employment Type Required Contract*
EPAF Type Payroll Deadline
For Paycheck
Faculty (T/TT) None (MUS Contract prepared by HR)
None required unless change If change, MOU + EPAF
If change, 20TH of month
11th of following month
Certain Professionals considered “vital” to daily function of campus (BOR)
None (MUS Contract prepared by HR)
None required unless change If change, MOU + EPAF
If change, 20TH of month
11th of following month
Researchers and Professionals
LOA Reappointment EPAF Friday, July 18
August 11
FY Faculty Non-Tenure Track
LOA Reappointment EPAF
Friday, July 18
August 11
AY Faculty Non-Tenure Track
LOA
Reappointment EPAF
August 20 Sept 11
Re-Appointment Types and Deadlines
* Note: There are several types of LOA templates depending on situation.
Re-Appointment Process
NTT Faculty, Research & Professionals
Decision to extend contract into new fiscal or academic year
Prepare appropriate LOA based on employment type
Please note that LOA templates have recently changed
Route for approval Route fully executed original LOA
to Payroll
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Step 1
Prep LOA
Step 2
Prep EPAF
Prepare Reappointment EPAF Most information required for
Reappointment EPAF will be pre-populated for you within EPAF
Submit EPAF Payroll will apply EPAF Payroll will audit information to
ensure match with LOA
New LoA Contract Templates
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NTT Appointment
NTT Overload
NTT Multiple Appointments
NTT Multi-Year Appointment
Professional-Research
LOA Modification
Note: A new NTT Collective Bargaining Agreement was recently ratified and will impact certain employment arrangements including the definition of workload units. Information is available separately, and specific questions can be directed to Deborah Barkley, Labor Relations Manager.
• Workload units: Full Time = 15 units/semester or 30 units for the full AY • If over 15 units/semester or 30 units per AY = OVERLOAD! • Position to be used 4Axxxx-OL • EPAF is required for overload
** If NTT drops workload units with an active overload position – you must terminate the OL position and add the OL units into the base
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New LoA Contract Templates
Non-Tenure Track Overload LOA Contract
New LOA Contract Templates
Resources
Always use the current templates located on HR website • 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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Other Resources 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
• When to use a Reappointment EPAF
• Reappointment with no changes (such as FTE, Salary…) • Any reappointment WITH changes – use regular EPAF that
corresponds to the appointment of the employee • Why use an EPAF for reappointment?
• Expedites 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 applied by 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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NEW Reappointment EPAF
New Reappointment EPAF
AY 2015
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AY 2015 Reappointment EPAF
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FY 2015 Reappointment EPAF
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EPAF vs. Contract Effective Dates
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Contract dates should reflect actual employment dates
Type Contract/LOA Dates This is the actual start and end date
Reappointment Dates This is the start date in Banner reflecting reappointment month
EPAF Dates
Academic Year/Fall Semester Faculty
August 16 – December 31
August 1 August 1 – December 31
Academic Year/ Spring Semester Faculty
January 1 – May 15
August 1 January 1 – May 31
Full Academic Year Faculty
August 16 – May 15 August 1 August 1 – May 31
Fiscal Year Faculty Actual start date July 1 – June 30 Actual start date
Professional/ Research Actual start date July 1 – June 30 Actual start date
Questions
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Students
and
Short-Term Workers
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Employment Type Required Contract
Required EPAF
Payroll Deadline
For Paycheck
Short Term Workers/ Professional Hourly
None Short Term Worker/ Prof Hourly EPAF
20th of month 11th of following month
Student/WorkStudy
None None (Work Study Certification Form)
20th of month 11th of following month
Student Worker None EPAF 20th of month 11th of following month
New Hire Types and Deadlines
Hiring Process
Students and Short Term Workers
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Step 1
Selection
Step 2
Agree Arrangements
Step 3
Document
Prepare Student/Short Term Worker/ Professional Hourly EPAF
Submit to HR
Agree on employment details with individual
Formal recruitment not required
Work Study Students
Step 1
Selection
Step 2
Agree Arrangements
Step 3
Document
Complete Work Study Certification Form produced by Financial Aid
Submit original to Financial aid Financial Aid submits to HR HR inputs information into Banner
Agree on employment details with individual
Formal recruitment not required
Work with Financial Aid to confirm work study
Student Hires
EPAF is required • Student workers are covered by 4S positions with suffix S1, S2, etc. • Student workers generally start employment on September 1 with
an end of August 31 in Banner Eligibility for student employment
• Generally must be enrolled in 1 or more credits • Summer 2014 students may have a zero credit load as long as they
were enrolled in Spring 2014 with at least 1 credit 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. Students who have graduated are no longer eligible for student
positions
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Checking Student Credits
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In Banner, go to SFAREGQ form Check credits by entering term code in key block:
• 2014 Summer = 201450 • 2014 Fall = 201470 • 2015 Spring = 201530
1. Enter the employee GID 2. Control + Page Down 3. Look at the total credit hours
at the bottom of the form 4. For access to SFAREGQ, email
your payroll technician who will assist you.
Work Study Student Hires
• EPAF is NOT required – HR will build position manually • All work study appointments are covered by 4S positions with
suffix 00 or 01 • Suffix to be determined by Financial Aid
• Blue Work Study Certification Letter is required • Completed by department • Submitted to Financial Aid for Labor Distribution information • Submitted from Financial Aid to HR
• Work study students generally start employment with the first day of the semester, coinciding with the dates on the Work Study Certification Letter.
• Work study employment begins in the month in which the form has been approved and completed by financial aid. No back dating!
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Short Term Worker Definition
Students who have graduated in the spring and will work through the summer, during which time they are taking zero credits
Non-students
Key Payroll Information for Short-Term Workers Start and end date of employment = actual hire and end dates May be employed for up to 12 months However, can only work a total of 90 days within 12-month period
o This requirement applies across all short-term worker appointments the employees may have with multiple departments during the 12 month period.
Hours are varied and duties are not expected to continue long term 1 hour worked in the day = 1 day Short-term workers must follow MUS Classified Position and Entry
Rate, hiring with the exact title and low entry pay rate
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Questions?
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Appendix
LOA and EPAF Approval/Routing Queue
Professional (including Research)
LOA Contract
LOA EPAF
MUS Letter of Hire MUS EPAF (include “MUS” as comment)
Employee Dept Head or Hiring Authority
Department Head ES/AES (when required for grant funding)
Dean ES/AES (when required for grant funding)
Dean/Director OSP (when required for IDC/F&A only)
Provost OSP (when required for IDC/F&A only)
Vice President
VPR
Employee
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LOA Contract
LOA EPAF
MUS Letter of Hire MUS EPAF (include “MUS” as comment)
Employee Dept Head or Hiring Authority
Department Head ES/AES (when required for grant funding)
Dean ES/AES (when required for grant funding)
Dean/Director OSP (when required for IDC/F&A only)
Provost OSP (when required for IDC/F&A only)
Vice President Provost (FYI only) VPR Provost (FYI only)
Employee
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LOA and EPAF Approval/Routing Queue
Non-Tenure and Tenure Track Faculty
Appendix:
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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Appendix: 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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Appendix:
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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