Personnel Actions and Position Management Administrative Review Session 2004.

Personnel ActionsPersonnel Actionsandand

Position Position ManagementManagement

Administrative Administrative Review Session Review Session

20042004

Hiring Procedures Hiring Procedures ChecklistChecklist

1.1. Available HRM websiteAvailable HRM website– www.uno.edu/~hrm/hrm_policies_procwww.uno.edu/~hrm/hrm_policies_proc

s.htmls.html

2.2. Also on S-Drive (Admin 1 shared drive)Also on S-Drive (Admin 1 shared drive)– S Drive>HRM Public> NONCLSFD S Drive>HRM Public> NONCLSFD

Hiring Proc.Hiring Proc.

3.3. Or email me - [email protected] email me - [email protected]

EMPLOYMENT PACKETSEMPLOYMENT PACKETS

• Please use CURRENT Please use CURRENT packetspackets– Call for campus mail Call for campus mail

delivery delivery – Or pick-up from HRMOr pick-up from HRM

• Provides important info Provides important info for new employeesfor new employees

• Contains all forms Contains all forms required by employeerequired by employee

Form 101 Form 101 attachmentsattachments

(Listed on checklist)(Listed on checklist)• Offer lettersOffer letters– Samples available on Academic Affairs WebsiteSamples available on Academic Affairs Website– www.uno.edu/~acaf/hiringproced.htmwww.uno.edu/~acaf/hiringproced.htm

• For Reappointments after a break of 3 years, For Reappointments after a break of 3 years, treat as treat as NEWNEW

• For Reappointments after a break (of one For Reappointments after a break (of one semester or more) Need:semester or more) Need:

1.1. Retirement status form updateRetirement status form update

2.2. Tax forms L4/W4Tax forms L4/W4

3.3. I-9 form valid 3 yearsI-9 form valid 3 years

4.4. ““Credentials on file” in remarksCredentials on file” in remarks

The Infamous I-9 formThe Infamous I-9 form• Federal Document Audited – no scratch-outs/ Federal Document Audited – no scratch-outs/

correctionscorrections• EE signature must be on or before start dateEE signature must be on or before start date• ER signature prior to start date + 2 daysER signature prior to start date + 2 days• Citizen status box must be checked (with Citizen status box must be checked (with

Admission # if applicable)Admission # if applicable)• List A – use List A – use ONLY ONLY docs listed – NOT VISAdocs listed – NOT VISA

– most popular is Foreign passport with I-94 form most popular is Foreign passport with I-94 form

• Section 3 is for Updates Section 3 is for Updates – can use copy of original with new info in #3 (e.g.H1-B can use copy of original with new info in #3 (e.g.H1-B

visa)visa)– Send updates to HRM for EE fileSend updates to HRM for EE file

I-9 formI-9 form

Section 1 employee

on or before start date

Section 2 Employer

within 3 days

Section 3 updates

for HR files

Social Security #sSocial Security #s

• All employees need SSNAll employees need SSN• May send proof of application (SSA May send proof of application (SSA

Receipt) with 101 to avoid delay Receipt) with 101 to avoid delay – Fax copy of card to HRM when Fax copy of card to HRM when

received. X 6390 received. X 6390

• New rule: SSA will New rule: SSA will notnot give SSNs give SSNs without proof of employment without proof of employment (applicant must take offer letter)(applicant must take offer letter)

RetireesRetirees• When hiring retirees please check with When hiring retirees please check with

Betty Dauenhauer Asst Director Benefits Betty Dauenhauer Asst Director Benefits X 7269X 7269– There are often restrictions There are often restrictions – Employee needs to complete paperworkEmployee needs to complete paperwork

• Appoint LASERS retirees at less than Appoint LASERS retirees at less than 50% effort and for 6 months or less 50% effort and for 6 months or less

• State “REHIRED RETIREE” in # 19State “REHIRED RETIREE” in # 19

101101Due in Payroll Due in Payroll 2 weeks prior to to

pay date!pay date!• What is the nature of the action???What is the nature of the action???• Replacement 101s – not for changes in source of Replacement 101s – not for changes in source of

fundsfunds– Attach copy of prior 101 indicate approval dateAttach copy of prior 101 indicate approval date

• All Demographic data # 1-13 required for new All Demographic data # 1-13 required for new hireshires

• Name & SSN only for updates. Pls type ID # (Emp Name & SSN only for updates. Pls type ID # (Emp No.)No.)

• # 10 # 10 Last IncumbentLast Incumbent. Very important for . Very important for position Management. position Management.

• #12 Visa status (F1, J1, H1-B) if applicable#12 Visa status (F1, J1, H1-B) if applicable• #13 MA English, BA Comp Sci, PhD Physics, etc.#13 MA English, BA Comp Sci, PhD Physics, etc.

DATESDATES• Academic appointments must use official academic Academic appointments must use official academic

dates e.g. Spring 05 = 1/10/05 – 5/20/5dates e.g. Spring 05 = 1/10/05 – 5/20/5• Summer use correct session dates & acct numbersSummer use correct session dates & acct numbers• If late starting can use POA for GAs and AcademicsIf late starting can use POA for GAs and Academics

– This is a temporary appointment and carries no benefitsThis is a temporary appointment and carries no benefits

• Full-time regular employees are eligible for Full-time regular employees are eligible for benefits if they are employed for 180 days or more. benefits if they are employed for 180 days or more.

• Fiscal working days/year = 260Fiscal working days/year = 260• Academic working days/year = 180Academic working days/year = 180

$$HOW ME THE MONEY!HOW ME THE MONEY!• #14#14 Use VALID Dept names (not internal Use VALID Dept names (not internal

designations or acronyms) designations or acronyms) – List available on S-drive> HRM> Public> Pos Mgt InfoList available on S-drive> HRM> Public> Pos Mgt Info– Full Full AnnualAnnual Salary for FIS & ACAD Salary for FIS & ACAD

• (or exact pay for POAs)(or exact pay for POAs)– For One semester Appointments For One semester Appointments #14 = 2 x #16#14 = 2 x #16– For Acad year (2 semesters) For Acad year (2 semesters) #14 = #16#14 = #16

• # 16# 16 is for exact amount budgeted for the period is for exact amount budgeted for the period– (or for the fiscal year to 6/30 for open-ended appointments)(or for the fiscal year to 6/30 for open-ended appointments)

• Account #s critical - check with Fin’l Svcs if in doubtAccount #s critical - check with Fin’l Svcs if in doubt– Use speed keysUse speed keys

• ALLALL Salary Changes require justification letter Salary Changes require justification letter (unless on gen. raise list) or “per SP2 update”.(unless on gen. raise list) or “per SP2 update”.

Additional CompAdditional Comp

• # 14 and #16 will match. #15 = period # 14 and #16 will match. #15 = period of Apptof Appt

• For part-timers, if dates match their For part-timers, if dates match their appointment, we should increase the % appointment, we should increase the % efforteffort

• PM 3 Compliant (sets $ limits)PM 3 Compliant (sets $ limits)• For fiscal employees:For fiscal employees:• ““Vacation taken” or Vacation taken” or “ “ Work performed outside Work performed outside of normal duties and hours”of normal duties and hours”

101 101 NicetiesNiceties

• No need for 101 on Return from Sabbatical No need for 101 on Return from Sabbatical – (BUT be sure to let us know if they don’t come back!)(BUT be sure to let us know if they don’t come back!)

• POAs automatically terminated on end date.POAs automatically terminated on end date.• For expiring academic appointments, email to For expiring academic appointments, email to

confirm that they are not coming back (no new confirm that they are not coming back (no new 101 req.)101 req.)

• No need for 101 if LWOP is for less than 30 days.No need for 101 if LWOP is for less than 30 days.• Ensure that all 8 copies are legible Ensure that all 8 copies are legible • Do Do notnot use white-out. use white-out.• Please do Please do notnot staple below the perforations staple below the perforations

TERMINATIONSTERMINATIONS• Use COB on last day workedUse COB on last day worked

– Attach resignation letter if available or memo of Attach resignation letter if available or memo of explanation.explanation.

• If RETIRING send employee to Betty for very If RETIRING send employee to Betty for very important info. (preferably well in advance)important info. (preferably well in advance)

• Attach leave certification (HR web-site Quick Attach leave certification (HR web-site Quick Links for Timekeepers) or write “leave cert to Links for Timekeepers) or write “leave cert to follow” in remarks and send cert after last day follow” in remarks and send cert after last day worked. Don’t fill out # 18 b or cworked. Don’t fill out # 18 b or c

• If likely to be late If likely to be late PLEASE FAX COPYPLEASE FAX COPY of of initiated form to Payroll X 1026 to avoid initiated form to Payroll X 1026 to avoid overpaymentoverpayment

• Clearance form goes directly to Payroll.Clearance form goes directly to Payroll.

Position ManagementPosition Management

Each position has a unique number

And reports to another supervisory position

SP2SP2 position description position description

formform• Available:Available:

1.1. On the HR website (under Forms) On the HR website (under Forms) www.uno.edu/~hrm/hrm_forms.htmlwww.uno.edu/~hrm/hrm_forms.html

2.2. On the S DriveOn the S Drive– S Drive>HRM Public>Pos Mgt InfoS Drive>HRM Public>Pos Mgt Info

3.3. [email protected]@uno.edu

• You may complete SP2 on screen but You may complete SP2 on screen but print for signaturesprint for signatures

• Remember accurate descriptions and Remember accurate descriptions and expectations will help when it’s time to expectations will help when it’s time to evaluate incumbents!evaluate incumbents!

SP2 formsSP2 forms• Valid dept names (as in PS) you may enter in dept names (as in PS) you may enter in

parentheses any internal parentheses any internal designations/programsdesignations/programs

• PI #: Position Inventory Number PI #: Position Inventory Number – which position is being updated?which position is being updated?– Use name of last/current incumbent if unknownUse name of last/current incumbent if unknown– If New position, HR will assign PI# upon approvalIf New position, HR will assign PI# upon approval

• Should be updated if over three years old or if Should be updated if over three years old or if duties, etc change. Keep salary ranges duties, etc change. Keep salary ranges accurate.accurate.

• Indicate nature of changes – use “other” if nec.Indicate nature of changes – use “other” if nec.

SP2 formsSP2 forms• Requested title is the business title usedRequested title is the business title used

– HR assigns job code and system titleHR assigns job code and system title

• Suggest approval at 100% if possibleSuggest approval at 100% if possible– Avoids updates for subsequent % changesAvoids updates for subsequent % changes

• Salary range – broad enough to allow Salary range – broad enough to allow for range of applicants and salary raises.for range of applicants and salary raises.

• PM 69 positions must be approved by PM 69 positions must be approved by LSU System OfficeLSU System Office

• Required vs. Desired QualificationsRequired vs. Desired Qualifications– Min = BA/BS or equivalent years relevant Min = BA/BS or equivalent years relevant

experienceexperience– Don’t be too specific in Required – (better in Don’t be too specific in Required – (better in

Desired)Desired)

Keeping TrackKeeping Track• Routing of SP2s – same as 101sRouting of SP2s – same as 101s

– Dept>College>VC>Acad Affairs>HRMDept>College>VC>Acad Affairs>HRM

• Fully approved SP2s faxed back to Dept.Fully approved SP2s faxed back to Dept.– Allow 1-2 weeks (or more for PM69 positions)Allow 1-2 weeks (or more for PM69 positions)

• Keep a file of all positions in your departmentKeep a file of all positions in your department• Changes to a position do not affect the Changes to a position do not affect the

employee until a 101 is done to change statusemployee until a 101 is done to change status• Use the PI# on 101s in remarksUse the PI# on 101s in remarks

– List of employees with PI#s by dept availList of employees with PI#s by dept avail• S-Drive> HRM> PublicS-Drive> HRM> Public

• Supervisor change form on the HRM web-siteSupervisor change form on the HRM web-site

If in DoubtIf in Doubt

CALL ME!CALL ME!EXT 6250EXT 6250