HR User Group Meeting March 23, 2016

2 Agenda TopicPresenterTime Citizenship IssuesElizabeth Barnum20 min Department Changes RemindersWendy Andrews Megan Keefe 10 min Encouraging Employees to Waive Right to Paper W2 Brian Simet5 min EHRA/SHRA TransitionCorrie Mimms5 min EHRA Student ReappointmentsCorrie Mimms10 min End of Semester ProcessingCorrie5 min Questions

Citizenship Data Entry Issues Elizabeth Barnum Director for International Student and Scholar Services Corrie Mimms Business Analyst

4 Citizenship Field Proposed changes for Citizenship field on Hire ePAR Keep field required and add Unknown value – If the Originator does not know the Citizenship then Unknown should be selected We are continuing to explore other changes to the Citizenship field Training point If Citizenship field is populated, users should not change the value Navigation to Citizenship page Main Menu>Campus Community>Personal Information> Identification>Citizenship>Citizenship and Passport

5 Citizenship/Passport Data Entry Accuracy is essential Information entered in various forms feed into the Citizenship/Passport panel in ConnectCarolina Incorrect data can have serious impacts on other ConnectCarolina functions Fines, penalties and loss of immigration status can occur If you do not have documentation, do not guess

6 Accurate Citizenship/Passport Data is Essential Student Exchange Visitor Information System (SEVIS) via batchfile process: —Must be “Non-Resident Alien” on Citizenship Passport panel to kick up an alert to send information to SEVIS: o Report to SEVIS changes of address within 21 days of moving o Report Changes of major o Failure to report is a violation of status and also can lead to sanctions to UNC as program sponsor for failure to report o Students on post-completion F-1 Optional Practical Training employed by UNC must continue to report to ISSS for batchfile to SEVIS. STEM Students may be employed on OPT for 36 months after graduation. Reporting to Department of Homeland Security through SEVIS:

7 Citizenship/Passport Data ConnectCarolina workflow informs ISSS of job changes that may impact immigration status for non-immigrant employees in F-1, J-1, H-1, E-3, O-1 status Change of status to US Citizen or US Permanent Resident takes that person out of the ISSS workflow

8 More Citizenship/Passport Data Issues Tax Issues: – Those indicated as “Non-resident Alien” on the Citizenship/Passport page are directed to ISSS for data entry in Windstar – Windstar calculates substantial presence test for tax purposes and guides payroll to collect appropriate forms for with holding, including application of relevant tax treaties – Non-immigrants are typically exempt from FICA and Medicare withholding. Corrections after the fact are time consuming!

Reminders: Department Changes Wendy Andrews Executive Business Manager for OEVC&P Megan Keefe Senior Business Analyst and Team Lead, HRIM

10 Department ID Changes Changes once a Fiscal Year – Name Change, New Department, Inactivate, Re-organizational change Changes for (7/1/2016) – Department Update Form Inactivation of Department ID – Requested inactivation for departments from last year - resubmit – Inactivation – department must have no activity – Eliminate risks

Employees Waive Right to Paper W2 Brian Simet Payroll Director

12 Payroll Topics Coming Soon – Communication Campaign to encourage employees to waive printing of paper W2 – Self Service Walk On topic – Manual Check Procedure Opportunities for Improvements SHRA Student – Reasons for leaving them active even though they have not been paid

EHRA/SHRA Transition Corrie Mimms Business Analyst

14 Updating SPA/EPA Terminology 2014 NC Human Resources Act (House Bill 834) Modernized the State’s HR Management system – Replaced The Office of State Personnel (OSP) with The Office of State Human Resources (OSHR) Reports into the Governor instead of Dept of Admin C. Neal Alexander, Jr., Director OSHR Terminology change in systems/policies: OldSPA: Subject to the Personnel Act EPA: Exempt from the Personnel Act NewSHRA: Subject to the Human Resources Act EHRA: Exempt from the Human Resources Act

EHRA Student Reappointments Corrie Mimms Business Analyst

16 EHRA Student Reappointments Extending appointment for a semester or longer —Job Change / Reappointment Returning an EHRA Student from Short Work Break —Return from Work Break / EPA Reappointment Extending Expected Job End Date by a day or two —Data Change / Expected End Date Change Action / Action Reason for EHRA Student Reappointments

17 Return from Work Break —Return from Work Break / EPA Reappointment must be selected in order to change Payroll status to Active —When this step is not completed the employee will not be paid —Hire/Transfer does not update Payroll Status to Active Student Originators can view Payroll status via UNC Employee Information page or in InfoPorte (Employee Job-Position Report) —Payroll Status has been added to the Expected End Date Report Work Break

End of Semester Processing Corrie Mimms Business Analyst

19 General Information Required for EHRA students Should be the first day that the student will be terminated or on short work break (not the last date worked) Use the “Expected End Date Report”, available on InfoPorte, to monitor Expected Job End Dates Actions to Reappoint, place on Short Work Break, or Terminate must be processed PRIOR to the Expected Job End Date Expected Job End Date Management

20 General Information Expected Job End Date and Pay – Expected Job End Date does not stop pay automatically – A Termination or Short Work Break action must be processed to stop pay Stipend Calculator – We recommend using the Stipend Calculator, which is available on the Graduate School’s website, under Policies:

21 General Information Reminder: The Expected Job End Date should be the first day that the student will be terminated or on short work break (not the last date worked) Reminder: The effective date of the Termination or Short Work Break action should be the first day that the student will be terminated or on short work break (not the last date worked) When placing a student on Short Work Break, you must also extend their Expected Job End Date at the same time

22 EHRA Student Actions School/Division is responsible for entering Termination or Short Work Break ePARs for EHRA Students Expected Job End Date must be updated when placing a Student on Short Work Break Reminder: If you Terminate a student and later rehire them, you must process a new I-9 within 3 business days of the rehire action effective date School/Division is responsible for processing a Short Work Break action or Termination action for EHRA Students who will not work over the summer or are graduating

23 EHRA Students Actions Deadlines M10 monthly School/Div deadline: noon, Friday, April 15 – Lockout noon, Wednesday, April 20 M11 monthly School/Div deadline: noon, Tuesday, May 17 – Lockout noon, Friday, May 20

24 SHRA Students - General Information There is currently no “short work break” option for SHRA students SHRA students will be terminated on his/her Expected Job End Date. – May be delayed due to high volume at the end of the semester SHRA students will automatically lose their FICA exemption over the summer if they are not reflected as enrolled in Campus Solutions If a Student changes employee groups, then use the Hire form to transfer them into a new or vacant position – Ex. Work Study to SHRA Student Assistant or SHRA Student Assistant to SHRA Temporary

25 Current UNC Chapel Hill Student UNC Student enrolled in Spring and Fall semesters (Summer School optional) Work Study Student continuing to work over the summer Background Check: Not Required unless student will have contact with minors I-9: Required Posting/Waiver: Not Required Minimum Salary: $7.25 SHRA Student Assistant Quick Reference

26 Student enrolled at another university or attending High School UNC Student enrolled in the Spring but enrolled at another university in the Fall Background Check: Required I-9: Required Posting/Waiver: Required Minimum Salary: $7.25 Other SHRA Student Assistant Quick Reference 26

27 Graduating student continuing to work post- graduation Pre-UNC student between school (ie. High School & Undergrad, Undergrad & Grad) who has enrolled but not officially started the semester Background Check: Required I-9: Required Posting/Waiver: Required Minimum Salary: $10.61 SHRA Regular/ Intermittent Temp Quick Reference 27

Questions?