2015 HR Hiring Fundamentals and Fall Re-Appointments 1

Today’s Topics Foreign Nationals – Darcy Tickner and Debo Chiolero Additional Compensation – Sara King Review requirements for hiring employees and getting them paid I9 Review Reappointment processes Graduate Appointments and Additional Payments Student Appointments for AY Work Study Appointment Web time Entry –Tips, Tricks and Reminders. EPAF – Items to watch for. SAIS Reports – What’s out there. Upcoming events from HR 2

Revised Additional Compensation Form How and why did the revisions come about? Following President’s Compensation Advisory Committee (CAC) discussion, the Add Comp form has been revised. Among other things, amendments provide authorizing signatories broader information on each case’s eligibility per Additional Compensation policy. What’s changed? The form better reflects current policy and procedure (including branding, payment simplification, and employee signing last) Two new sections have been added: – 1 st new section: “Please describe the means by which these duties will be covered after this assignment ends” – 2 nd new section: “Information may be requested from HR” How can HR help with completion of the 2 nd new section ? – If you have insufficient access to the necessary information, the name, last 4 GID digits and proposed start date to 3

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Revised Additional Compensation Form - Flow 1 st new section: “Please describe the means by which these duties will be covered after this assignment ends” is completed by the Originator 2 nd new section: “Information may be requested from HR” – is completed by the Originator. – If the Originator has access to insufficient information, s/he s the name, last 4 GID digits and proposed start date to requesting this (2 nd new section) information. Please use subject line: Add Comp Verification. The Originator completes the 2 nd new section of the Add Comp form from the information provided by the HR Compensation Team’s response Once all pre-signature sections of the Add Comp form are complete, the Originator sends it through the normal signature routing Unusual circumstances occasionally exist whereby authorizing signatories have agreed with departments to waive the requirement for one or both new sections’ information. In such a case, the Originator marks these sections “n/a” (providing explanation as appropriate) and routes the form for signature As the form progresses through routing, if any authorizing signatory considers it incomplete, the signatory’s office returns the form to the Originator for update After the President signs, the form is returned to the Originator for employee signature Bearing in mind #4 and #5 above, all fully signed (including those with incomplete 1 st and 2 nd new sections) Add Comp forms arriving at HR are passed to Payroll for payment. 5

Where do I find the Revised Additional Compensation Form? The new form is available at p%20Form_3.pdf p%20Form_3.pdf 6

Questions?

I9 Keys to Success: DOs 1.Complete for all new employees 2.Complete when rehiring prior MSU employees who have an I9 > 3 years old and have had a break in service (Check SAIS reports or Check in Banner, PEAEMPL) 3.Verify one original document from List A, or one original document from each List B and List C. All documents must be unexpired. **Please make sure the documentation is being listed on the correct list 4.Sign and date prior to mailing original to HR. 8

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 4.Do not refuse to hire an individual based on a future expiration date 9

10 I9 Form

11 I9 Form

12 Graduate Stipends – Reminders Academic Year for Graduates – Aug 1 st through May 31 st. Not to exceed 19 hours Any graduate receiving a stipend and working student hours, must have the BZGRAD level in the routing with Maya Bronston on the student EPAF to APPROVE. Student hours and graduate stipend hours cannot exceed 19

13 Graduate Stipends – Additional Payment All grads hired for the AY or full semester will be entitled to the additional $120 payment 2 EPAFs are required 4Dxxxx-00 4Dxxxx-GP Split Stipends between departments Prorate the $120 per department by hours Each department responsible for their own “additional pay” epaf. Ex: GRA-10 with department A GRA-9 with department B $120 will be split 50/50 per department

Student Hires Student Labor: EPAF is required Student workers are covered by 4S positions with suffix S1, S2, etc. **Be careful of the suffixes on EPAF, 4S-00/01 EPAFs will be returned. Student workers generally start employment on September 1 with an end date of August 31 in Banner. **Use the exact start date for the student appointment. **If you know the student is graduating the at the end of the AY or fall semester, or will separate from MSU before 8/31/201X – Please use the EXACT end date. Submitting an early terminating EPAF eliminates the WTE timecard from populating in MyInfo and the possibility of incorrect time being reported. Students who have graduated may return to work as a Short-Term Worker If a student has been converted to a short term worker position, you must use the corresponding title and compensation amount found at: es%20and%20Entry%20Rates% pdf 14

15 Student Hires – What’s New Students Hired in August no longer need 2 epafs! If a student is hired in August for the upcoming Academic Year, you can hire them as of August 1 st and end them August 31 st of the following year if they are expected to remain employed through the following Summer Session. PLEASE NOTE: If the position you are hiring them for is already active through 8/31/2015, you cannot rehire them until 9/1/2015 or the new position will override the existing position. Please also use a end date that coincides with their actual expected time of employment to minimize risk of incorrect hours being reported through WTE/DTE. Students attending schools outside of MSU, use suffix OC. Example: Bozeman High School or U of M students will have a position number of: 4Sxxxx-OC to represent to “Off Campus” Verifying enrollment is up to the department to complete. Comments will still be needed for auditing to reference their attendance school

Work Study Hires Work Study Students: 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 **PLEASE Be careful of the suffixes on EPAF, 4S-00/01 EPAFs will be returned. Epafs are required for work study positions to change indexes on the position. When changing the index on a 4S-00/01 position - only change the 30%, department index. Do not alter the 70% Financial Aid index. If a work study employee has moved onto 100% departmental funds DO -Terminate the work study position through epaf DO - Create a new student labor position – 4S-S1 Do not change the work study position to 100% department index. 16

17 WEB/DTE Time entry Deadlines Time entry is due at 5pm on the last day of the month Approvers deadline – 1 st working day of the month at 7pm. DTE due the last day of the month with WTE and approvals due by 7pm on the first business day. Time loads from WDTE on the second business day at 8AM

18 Payroll Dates and Processing Calendar Human Resources Website – HR Training ** Some payrolls are shorter than others and require HR to alter the deadlines. This information is included in the monthly sent out via each month s are also sent out to the below distribution list: Last week of the month – Payroll Calendar Last week in August, #2 -

19 WEB/DTE Time entry Shift Errors Hourly Employees can enter a “Shift” code Payroll only recognizes “shift 1” Entering anything but “1” could result in an employee NOT being paid. Time reported – Approvers Watch Out! Students reporting OT instead of Regular hours!! Holiday – Classified Hourly (4N) Short Term, Professional Hourly and Students – do not receive holiday time. Holiday calculator More training to follow – September 2015 HR Fundamentals!!

20 Resources for Departments SAIS Reports: 90 day report – checks the number of days a person has worked on their short term worker position. Payroll Earnings and Labor Distribution by Employee – Used to reconcile payroll transactions per organization. Rehire: Employee I9 status – tells you the date the original I9 was received and if it is expired. Time Entry Hours – can give you the breakdown of hours per day an employee has worked/reported per payroll.

HR Fundamentals – Training presentations 21 Human Resources Website: Under the “HR Training – EPAF” link

HR Fundamentals – COMING! 22 HR Fundamental Trainings are expected to be conducted monthly. Intro to EPAF – will be conducted monthly at Nopper/HR. Signup for HR Fundamentals and EPAF Training on HR website under “HR Training – Session Registration” Feedback Wanted! Please let me know if you have any topics of interest that you would like to see covered or training that should be reviewed or addressed. with suggestions, comments and/or

23 Questions…. Comments…. Thoughts…..