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:

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 4

Payroll Contact Updates Susan Frey – Team M – Extension: 5605 Tara Gunsch – Team S – Extension: 5530 Tanya Giop – Team U – Extension 4551 Ashley Shaw – Lead Payroll Processing – Extension

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 3/9 th 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 Summer Session Form – Review

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.

EmployeeDutiesSSF/SSAProfessional LoA/EPAF New or Existing NTTTeaching (State funded)X New or Existing NTTTeaching (non-State funded)X New or Existing NTTService (non-teaching activity that facilitates the effective operation of the institution or grant) X New or Existing NTTResearch (non-State funded, non- service activity directly supporting a specific research project) X New or Existing NTTTeaching and ResearchX New or Existing NTTTeaching and ServiceX Teaching X Service New or Existing NTTResearch and ServiceX Research X Service NTT Paperwork – which form to use?

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 1/9 th 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 16 th, 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 . Mail the original paper form to HR by the deadline for processing. The deadline is May 16 th, 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 20 th ) and/or processed for the main August payroll – the position could be reverted to LWP as of 7/1/

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/

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. 18

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.

23 Summer Graduate Stipends Summer Stipends run from June 1 st through July 31 st 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 GRA – 01 uses account code 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.

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 24

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 25

Guidelines and Forms on HR web site Employee Appointments section Call HR at Recruitment: Compensation and Classification: Questions?