1. LSA Academic Human Resources August 2015 (draft)

2. 2

3. Today’s Goal Today’s goal is to help you to understand academic appointment processing, and how to: initiate follow verify changes in an instructional employee’s record in Wolverine Access 3

4. Instructional Appointment Flowchart For Appointment Request Forms (new hire paperwork) and PAR/Workflow (appointment changes) Central Shared Service Center (Records) Puts appt or change on line and makes it effective, or worklow flows onto system. Deb Faculty (Lecturers and professors), visitors and research appointments All LSA Departments Questions Path of instructional appointments and changes All instructional appointments and appointment changes for LSA units must be routed through Deb Erskine or Tom Hart. Appointment changes are usually requested by the department and created by LSA Shared Services. Some appointments and/or changes require prior approval by the LSA EC and possibly a Regents Communication. Academic personnel changes are effective only after the Central Shared Service Center receives the signed new-hire paperwork or the PAR from the College and data-enters the change on Wolverine Access, or until the workflow receives final approval. Questions Heavy arrow = flow of workflow/PAR, and GSA eRecruit Our goal is to process all instructional appointments through to the central Shared Service Center within 48 working hours of receipt in the Dean’s Office. Peak times at the beginning of the term or highly complex problems may extend that turnaround time. Tom GSI/GSRA appointments, Peoplepay payments 4

5. What actions should units initiate via the PAR? Additional appointments (PAR) Appointment changes, including: Effort changes: (PAR) – requires job data and dbe change, both on same PAR; Department Budget Earnings (DBE) changes: e.g., short code changes and split funding via the workflow process; Additional pay on active appointments (pay that does not generate effort) via the workflow process. Exception: Research fellows on a training grant or sponsored from an outside source with 0% effort require PAR. Terminations via workflow except for GSA terminations. 5 Currently, you create a PAR submittal via the “Create PAR” screen. That is electronically submitted for approval, then data-entered by SSC. Additional pay (workflow), DBE (workflow) and GSA eRecruit are live processes. Workflow changes flow to the system immediately after final approval without data-entry at central SSC. GSA eRecruit appointments flow quickly, but require a final step by the GSA. GSA new hires go through the GSA eRecruit process. Remember:

6. Generating Academic HR Personnel Actions 6 Personnel ActionWho GeneratesSubmit ToDue By Additional Appointments - including Summer Appointments (PAR) Dept/LSA SSCDeb-Faculty; Tom - GSAs - 1st day of work or 15 business days prior to first payday - EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st working day of month Additional Pay workflow process/PAR Dept/LSA SSCDeb-Faculty; Tom - GSAs - 1st day of work or 15 business days prior to first payday -EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st working day of month - WORKFLOW PROCESS/PAR. Except for research fellows at 0% effort, which are via PAR. Deaths (Termination wokflow) Deb-Faculty; Tom - GSAs -As soon as known Effort Changes (PAR) Deb-Faculty; Tom - GSAs -As soon as known. Uyr faculty by 7/1 for September change. Leave PAR (Contingent upon prior LSA EC approval) TomLeaves with Pay Change: - 1st day of leave, at least 15 business days prior to 1st affected payday - FALL LEAVES: by July 15th / WINTER LEAVES: by January 15th Medical Leave/PARCONTACT DEB prior to generating PAR via the LSA SSC -As soon as known. See LSA Academic HR Matrix for details. New Hire (paperwork; GSA eRecruit for GSAs) Deb-Faculty; Tom - GSAs - 1st day of work or 15 business days prior to first payday - EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st business day of month Overloads (request memo & PAR Deb- Prior to Offer; Requires Prior Approval from Associate Dean for Budget PeoplePayTom- As soon as known Resignations/Terminations Workflow PAR;PAR for GSAs Deb-Faculty; Tom - GSAs - At least 15 business days prior to last payday Retirement Memoirs (paperwork) See memoir guidelines - At least 60 days prior DBE Short Code Changes workflow process PAR Deb-Faculty; Tom - GSAs - As soon as known - Retroactive Changes: Sponsored Funds approval required for Federal Funds over 120 days. WORKFLOW PROCESS/PAR DEPT: CONTACT DEB prior to generating PAR via LSA SSC Dept/LSA SSC

7. The department/LSA-SSC creates the PAR or initiates workflow and secures the appropriate departmental signatures or approvals. The PAR, workflow, or new hire paperwork is routed to LSA Academic HR to be checked and approved. If needed, LSA Academic HR asks the department to make corrections. After approval, a PAR is routed to the Central Service Center. Central Service Center data-enters PAR information into Wolverine Access. Workflow flows directly to system after final approval. If new hire to UM, Central SSC data enters information into Wolverine Access from paper documents. LSA SSC verifies appointment accuracy in Wolverine Access. The Flow of an Academic HR change 7 Department regularly checks Gross Pay Register to confirm correct pay.

8. New Hire Academic HR Paperwork Faculty, Lecturers, Researchers and Visitors GSA (GSI, GSSA, GSRA) Appointment Request Form (Form 36400) Approved Pool Report (tenure track) See: http://www.lsa.umich.edu/facstaff/academicaffai rs/policiesandprocedures/hiringappointments/n ewfacultyappointments Offer Letter Faculty Personnel Record (Form 30002) Supplemental Appointment Information (Form 36100) Page 3 must be completed Background check Appointed via GSA eRecruit, so paperwork is minimal, as follows: Fraction Calculation Form (Form 30010) for GSI, GSSA only (not needed for GSRA) 8 As of April 20, 2015, I-9s are completed at the Regional I-9 Center. No longer to be routed through LSA Academic HR All forms must be most recent version. Download current version from HRRIS website (http://hr.umich.edu/hrris/forms/allforms.html)http://hr.umich.edu/hrris/forms/allforms.html Do NOT include Payroll forms (e.g. W-4, Direct Deposit Request). Selection is made by employee online after appointment is added. See Payroll link: http://finops.umich.edu/payroll/forms#t74http://finops.umich.edu/payroll/forms#t74 SS# required only upon hire, on Appointment Request form, and not thereafter on any HR forms

9. Reappointments/Renewals Assistant Professors GSA (GSI, GSSA, GSRA) Reappointed following successful third- year review. Requires PAR, prepared by department/LSA SSC to change end date. Must be treated as new hire if not currently active or on work break in ANY regular empl record. Central Service Center allows 8 months of work break (usually can be thought of as two terms, but gets tricky in spring/summer due to half-term appts). GSAs must be reappointed term-by-term (or by the half-term for spring/summer). Two options for reappointment process: PAR or GSA reappointment spreadsheet. Expected dates for Fall 2014 spreadsheet: Round 1 to unit on about July 11. Round 1 due to LSA (Tom) from unit on about July 18. Round 2 to unit on about August 3. Round 2 due to LSA (Tom) from unit on about August 9. 9 Senior Lecturers, Collegiate or Endowed Professors, Thurnau Professors Distinguished University Professor 5-year terms. LSA Executive Committee approval required for (re)appointment. Requires PAR, prepared by department/LSA SSC. An ongoing title, once awarded. Established by Rackham and Office of Budget and Planning (not LSA).

10. When will I see my new appointment or change on the system? Generally 5-7 business days AFTER receipt of the appointment material or PAR to LSA Academic HR (Deb or Tom). Workflow (additonial pay; dbe) changes occur in real time, once all approvals are granted. GSA eRecruit hires require student’s action to input or verify personal information following final approvals, and may require background check if not already completed. Exceptions to “normal circumstances” take longer: Unusual appointments or unusual appointment changes. Errors in paperwork or missing forms. The busiest times of the year (July, September and January; the beginning of each term). REMEMBER: New appointments always take longer than most changes to existing appointments. 10

11. An Error with Appointment or Pay? First determine: Is the appointment correct in Wolverine Access? YES? If the appointment is correct in Wolverine Access: Contact the Payroll Office to see why the appointment didn’t pay as you expected. Contact Deb or Tom if that doesn’t resolve the issue. NO? If the appointment is not correct in Wolverine Access: Check your file copy of the appointment paperwork or change PAR. Is it correct? If the PAR was incorrectly data entered into Wolverine Access, contact Central SSC. PAR incorrect? New PAR needed. 11

12. Faculty Summer Appointments Reasons for summer pay: Active effort - ninths for teaching or research The summer empl record is the mechanism for appointing and compensating instructional, U-Year faculty during the months of May-August. Note these restrictions on summer pay: A maximum of 2/9 ths salary is allowed in one summer on general funds. Sponsored funds may not be charged in the month of May as summer salary. See http://spg.umich.edu/pdf/201.04.pdfhttp://spg.umich.edu/pdf/201.04.pdf See LSA Fin website: Term III Policy 12

13. U-Year Summer Appointments – The Process Department/LSA SSC creates a new, summer empl record#, if one doesn’t already exist. Determine monthly dollars/effort by dividing original salary by 9 (U- YR) to determine maximum monthly salary allowed. Term IIIA PARs: Submit by May 1, with a copy of the offer letter. Term IIIB PARs: Submit by July 1, with a copy of the offer letter. 13

14. Supplemental Pay for Instructional Work Empl Status=Active, Leave With Pay, or work break Empl Status= Unpaid leave or if all empl records are terminated Work must be less than 32 hours and no more than 2 weeks in duration. Must pay supplemental pay via Additional Pay Workflow Process/PAR ….UNLESS a check is required for a presentation, in which case the Peoplepay Exception Payment form should be used. Work must be less than 32 hours and no more than 2 weeks in duration. Pay via Peoplepay, using Peoplepay tool to determine appropriate form. 14 ALL Peoplepay forms paid by LSA departments must be submitted to the Dean’s Office for approval. Peoplepay to instructional employees, or for instruction related services (guest speakers, honoraria) are approved by Tom Hart. Peoplepay for non-instructional people or non-instructional services are approved by your Non-Academic HR contact in the Dean’s Office. When in doubt of who should approve your Peoplepay form, send it to Tom Hart to be directed as necessary.

15. Faculty Leaves: A Four Step Process Leave is requested via Faculty Life Cycle portal. Contact person Mandy Harrison for details or questions. LSA Executive Committee approves leave, and approval notification is sent. LSA Academic HR (Tom Hart) creates PAR. (1) If leave calls for a pay change, Tom sends PAR to unit for approval before sending to SSC (2) If leave does not involve a pay change, Tom creates and approves PAR for Central SSC data entry, and includes department keyad as a “notify”. All leave PARs change shortcode to class 21000 – scholarship/research for duration of leave. Central SSC adds leave to HR system, including to Pmod. Department/LSA SSC checks system to verify accuracy. 15

16. When Should I Expect Approved Leaves to Appear on Wolverine Access? Leaves that CHANGE or STOP pay should be on Wolverine Access by the following dates: Leaves that do NOT stop or change pay : By July 15 for fall leaves. By January 15 for winter leaves. PAR to Central SSC. May be delayed until after the beginning of the term – especially for fall term, in order not to conflict with the salary program. BUT can be processed anytime after LSA approval, if requested, to accommodate faculty member’s benefits needs. Best Practice for departments: verify leave in Wolverine Access according to above timeline. 16

17. Retirements for Tenure Track Faculty The Retirement Agreement The result of confidential conversations between the Associate Dean and the faculty member. The department receives a copy of the agreement after faculty member signs. The Retirement Memoir - the request for the emeritus title Department submits draft memoir pdf and HR termination workflow/PAR to Deb Erskine approximately 60 days prior to retirement date. Timely submission of memoir to all relevant offices ensures timely conferral of emeritus status. Reminders and guidelines are sent each term from Dean’s Office to all units. See handout for important details. Emeritus status is granted by the Regents 17

18. Resignations/Terminations Non-reappointments, retirements, resignations, and deaths all require termination workflow/PAR, except for GSAs who are terminated via PAR when they graduate or otherwise leave UM. Prior to submitting termination workflow/PAR, send a pdf letter of resignation and a pdf as-needed effort certification to Deb Erskine. End date of appointment = end date of benefits Pay ends with June 30 check (for UYear appointments). Please make sure that employee effort certifies. (Refer to CRO and LSA Research web pages for instructions and details.) 18

19. Some Common HR Acronyms Leaves: DOCDuty off campus leave LWOSLeave without salary (no dollars/no benefits) SABSabbatical leave SALScholarly activity leave (generates medical coverage regardless of effort) TOATopping off award (relates to scholarly activity leave) Additional Pay Earnings Codes: (These will not generate retirement contributions) ADMAdministrative differential (requires administrative title) SALSalary supplement (for GSI substitutions and one-time payment) FELFellowship – pay for research fellows on training grant – NOT WORKFLOW LEOAdditional pay related to LEO appointment LEPLEO only: late layoff notice payment LERLEO only: lump-sum payment to adjunct lecturer following successful review UNSAdditional pay unrelated to appointment (NO retirement contribution) Others: DBEDepartment Budget Earnings P-ModPerson modifier - screen in HRMS for viewing leaves since fall ‘01, title, etc. PARPersonal action request Central SSC Central (University) Shared Services Center LSA SSC LSA Shared Services Center WorkflowThe paperless process used for DBE changes, additional pay and terminations Local HR 19

20. Contact Information Deb Erskine (derskine) Phone: 647-1484; 2156 LSA, 1382 Tom Hart (tjhart) Phone: 615-5545 2160 LSA, 1382 HRRIS Forms Website http://hr.umich.edu/hrris/forms/allforms.html 20