HR Student Actions for Department Business Managers Miranda McCraw and Adrienne Jeffries HR Specialists, College of Arts & Sciences Business Center

2 Presentation Goals Different departments Same ConnectCarolina Standardize Practices Share Your Ideas Offer recommendations to peers Question and answer

3 Presentation Topics Expected job end dates Running end date reports Vacant positions Work study positions New student hire requirements We will cover:

Expected Job End Dates on ePARs

5 Rules for Using End Dates Expected job end date New Appointments: Hire Employee ePAR Day after last day worked Expected job end date Extending / Reappointing: Edit Existing Job ePAR Day after last day worked

6 Rules for Using End Dates Terminations: Change Employment Status ePAR Effective date of action Last day worked on Termination action Day after last day worked Auto-populates

7 Example: Expected Job End Date Hire ePAR: Expected Job End Date? Your department is hiring Jane into an EPA appointment for one year effective 10/1/2015. Edit Existing Job ePAR: New Expected Job End Date? 10/1/ /1/ /1/2016 No, it defaults to day before Termination ePAR: Effective Date? 9/30/2016 What date is Jane expected to be paid through? Enter last day worked?

8 Expected Job End Dates: SPA versus EPA Will auto-term on expected job end date Extend ahead of time Cannot log hours in TIM for pay if terminated SPA Student Employees (paid biweekly) EPA Student Employees (paid monthly) Will not auto-term on expected job end date Extend or terminate as needed Forgetting to terminate results in overpayment Additional work is required to correct

9 Consequences of Using Incorrect Date Employee unpaid for last day of work Last Day Worked as Effective Date on Termination ePAR Calculate stipend using first & last day of work (not day after) Employee underpaid Incorrect Dates on EPA Salary Stipend Calculator RESULT: Additional work required to back pay employee

Expected Job End Date Reports

11 Importance of End Date Reports View end dates for your department Keep you alert of upcoming actions to address Purpose of Report Missed End Date Consequences Payroll issues for some employee types New payroll forms and I-9 required for terminations

12 Expected End Date Report in Infoporte

13 Expected End Date Report in Infoporte A = Active

14 Expected End Date Report in Infoporte

15 Taking Action on End Dates Examine all upcoming end dates Will employee terminate or continue working? Review Report Results ConnectCarolina Originator will submit: —Edit Existing Job ePAR for reappointments / end date extensions —Change Employment Status ePAR for terminations

16 Tips for Running Report Take action well in advance —Prevent payroll issues Be mindful of processing deadlines —Allow time for actions to execute Run frequently —Monthly or as needed Recommendations

Reusing Vacant Positions

18 Reusing Vacant Positions Position has already been created Hire someone into it right away What does Reusing Vacant Positions Mean? Updating Position for Reuse Keeps the position count low Faster to hire a student

19 Using Infoporte to Pull Vacant Positions

20 Reusing Vacant Positions Review vacant positions Determine if any can be reused Using Infoporte Position List Updating Position for Reuse Complex user function Add/Update Position ePAR Effective date is on or before date of hire Must execute before submitting Hire ePAR

21 Example: Updating Position FTE

22 Example: Updating Position FTE

23 Example: Updating Position FTE Changing FTE on Position #.

Work Study Positions

25 Needed for all work study positions Four options: Do not use TMP for work study Work Study Salary Grades Salary Grades S1 $ $8.30 S2 $ $10.05 S3 $ $11.80 S4 $ $13.55

26 Using Infoporte for Work Study Positions TMP

27 Example: Updating Work Study Salary Grade

28 Example: Updating Work Study Salary Grade Changing Salary Grade to S01 for Position #.

29 Position ePAR Tips Add/Update ePAR must execute before Hire ePAR submitted Effective date is on or before date of hire Updating is a complex user function Keep in mind… SubmittedApprovedExecuted!

New Student Appointment Paperwork

31 Requirements for New Student Hires Background check? Direct deposit? Tax forms? Form I-9? Which of these are required? No - Not used for students Maybe… Only if not active or on work break Maybe…

32 Reminder… Students should not be hired or begin working prior to completing the I-9!

33 Finding Current Appointments Where can you find current appointment information? ConnectCarolina UNC Employee Information

34 Finding Current Appointments Active employment UNC Employee Information Total FTE

35 Finding Current Appointments Where else can you find current job information? ConnectCarolina Hire an Employee ePAR

36 Presentation Accomplishments End Dates Running reports Timely response Reusing Positions Finding vacancies Updating using ePAR New Students Required paperwork UNC Employee Information

37 Find slides, parking lot questions, and other materials on ccinfo.unc.edu For After the Conference

Questions?