HRDC 4-19-18

Topics PS HR Security ePAF Attachments 9 Month Academics

PS HR Security On-line resources Typical role assignments MU https://hrs.missouri.edu/sites/default/files/pdf/basic/PS%20Security%20Access%20instructions%208-2017.pdf UM https://it-training.missouri.edu/peoplesoft/HR91/HRSecurityDocument.pdf Typical role assignments Timing of access Clean-up of access In the process of updating/posting MU document

PS HR Security ePAF roles and override security ePAF – Initiator: tells the ePAF where to go when it’s pushed from Recruit or recycled from an approver level ePAF – Dept 1 or 2: is an approval stop in the process Override Security: Allows more restricted access for ePAF only as compared to base PS departmental access

PS HR Security

PS HR Security Unlocking Access HR – submit HR Security Request; include notes why the employee needs access while on leave Finance – employee should contact 882-5000 themselves to request access What happens when departments are added, deleted or moved on the HR Tree? Fiscal/HR Officers should work with CAPS prior to the change May require updates to ePAF workflow or Time Keeper access EXAMPLES of ISSUES w/TREE CHANGES We’ve had TKs unable to access or approve TRs – Ees moved to newly created departments and TK access not assigned We’ve had ePAFs stop at Dept 1/2 unexpectedly – Departments moved to new CSD We’ve had ePAFs not accessible by anyone – A required Department 1/2 stop required for the division, department or some subset yet nobody is assigned that role NEXT is ePAF Attachments

ePAF Attachments ePAF Attachment Description Matrix On web https://hrs.missouri.edu/forms/peoplesoft-paf-processing Merely a guide from the ePAF development lens CAPS is working on an enhanced document to provide more guidance on what should be attached to ePAFs but it will never be all-inclusive

ePAF Attachments What to keep in mind when attaching documents Attachments reside in employee personnel file Attachments should be free of SSN CBC Reports not required, just the authorization to proceed with hire received from NER Information for other employees should not be included Information regarding other steps of the process should not be attached to the ePAF (e.g. PCQ, Job Description)

ePAF Attachments CAPS asked not to manipulate/modify attachments Potential cause for recycle If initiator/approver feels it’s necessary for an offer letter or request for extra comp be attached to each associated payment, CAPS may delete NEXT is 9 Month

9 Month Academics Hires at beginning of semester Pay and Benefits start the same month vs benefits in Aug and payment in Sept Demo “FNT” and “FNN” templates Why would a department choose to start pay in September?? Compensation rate – what is expected to be paid out over the total contract period (Sept-May) ABBR – Annual Base Benefits Rate – “Full” annual that life insurance rates should be calculated on

9 Month Academics Mid-academic year hires Compensation rate vs ABBR CAPS needs to know total CRG you expect the employee to receive for the contract year Along with the supporting calculations Amounts in offer letters and the system are reviewed/confirmed Demo “FNT midChange” template CAPS isn’t “checking your work,” just making sure the reasoning is sound and base information is correct before committing to the system

9 Month Academics Late comp rate changes Best case scenario is to have the change to us by the 1st of the month where the change is to occur What causes late submission? Two issues to address when processed after confirm: The contract in PS needs to be updated The employee needs to be made whole or owes us

9 Month Academics The fix: CAPS needs to know total CRG you expect the employee to receive for the contract year Demo “FNT midChange (LATE)” template Glimpse into steps required to “fix”

9 Month Academics Voluntary termination of 9 month faculty Effective date must be 3/1 or 9/1 Use appropriate date based on semester just completed The purpose of this date is to give the employee proper retirement credit Pay and Benefits For a 3/1 Termination, the employee will be paid the remaining half of their contract and any banked ENP over January & February paychecks For a 9/1 Termination, the employee will be paid the banked ENP over June-August paychecks What to do if employee doesn’t need benefits between LDW and termination date?

9 Month Academics Involuntary termination of 9 month faculty Not eligible to receive retirement service credit due to classification of termination Use exact Termination Date. Benefits cease and any contract due is paid out upon termination

9 Month Academics Retirement of 9 month faculty Effective Date must be 3/1 or 9/1 Use appropriate date based on semester just completed (i.e. the faculty member must stop working!) The purpose of this date is to give the employee proper retirement credit Pay For a 3/1 Retirement, the employee will be paid the remaining half of their contract and any banked ENP over January & February paychecks For a 9/1 Retirement, the employee will be paid the banked ENP over June-August paychecks