1. HRDC

2. Topics
PS HR Security
ePAF Attachments
9 Month Academics

3. PS HR Security On-line resources Typical role assignmentsMU UM
Typical role assignments
Timing of access
Clean-up of access
In the process of updating/posting MU document

4. 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

5. PS HR Security

6. PS HR Security Unlocking Access
HR – submit HR Security Request; include notes why the employee needs access while on leave
Finance – employee should contact 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

7. ePAF Attachments ePAF Attachment Description Matrix
On web
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

8. 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)

9. 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

10. 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

11. 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

12. 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

13. 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”

14. 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?

15. 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

16. 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