Welcome to Wasabi Personnel Actions for Academic Appointments.

Welcome to

Wasabi Personnel Actions for Academic Appointments

Prerequisites

Before attending this course, you should Before attending this course, you should have completed the following have completed the following prerequisites:prerequisites: Understanding HR DataUnderstanding HR Data Wasabi Personnel ActionsWasabi Personnel Actions

Course Contents

Unit 1: HR Process OverviewUnit 1: HR Process Overview Unit 2: Processing Academic Unit 2: Processing Academic

Appointments in WasabiAppointments in Wasabi

Wasabi Personnel Actions for Academic Appointments

Unit 1: Unit 1:

HR Process OverviewHR Process Overview

Major Changes within the HR Area

The Appointment form will be replaced The Appointment form will be replaced with hire forms or the Job Data Change with hire forms or the Job Data Change FormForm

Org completes appointment transactionOrg completes appointment transaction oror

Major Changes within the HR Area (continued)

New terms important to understandNew terms important to understandTemporary AcademicTemporary AcademicJob CodesJob CodesStandard Hours Standard Hours

Reminders Annual & Research Scientist AppointmentsAnnual & Research Scientist Appointments

Start and End Date are requiredStart and End Date are required Salaries must be approved by OAASalaries must be approved by OAA Salary increases require an explanation to Salary increases require an explanation to

OAAOAA Faculty Faculty

Coordinate faculty appointments with Coordinate faculty appointments with SCARP and OAASCARP and OAA

Business Title is requiredBusiness Title is required

Wasabi Personnel Actions for Academic Appointments

Unit 2:Unit 2:

Processing Academic Appointments in Processing Academic Appointments in WasabiWasabi

Learning Objectives

At the end of this unit, you will be able to:At the end of this unit, you will be able to:

Describe the specifics required for Describe the specifics required for processing Academic Appointments in processing Academic Appointments in WasabiWasabi

Outline the changes in processing Outline the changes in processing academic, unpaid, and temporary academic, unpaid, and temporary appointmentsappointments

Topics to be covered1. Academic Appointments1. Academic Appointments

Employee Classes & Job CodesEmployee Classes & Job CodesTenured and emeritus statusTenured and emeritus statusTemporary academic appointmentsTemporary academic appointments

2. Additional Types of Harvard Appointments2. Additional Types of Harvard AppointmentsUnpaidUnpaid InternationalInternationalTerm AppointmentsTerm Appointments

Academic Appointments Employee Class and Job Code driveEmployee Class and Job Code drive

Employee benefitsEmployee benefits Pay frequenciesPay frequencies Object codesObject codes

Examples of academic Employee Classes:Examples of academic Employee Classes: Senior FacultySenior Faculty Junior FacultyJunior Faculty Internal Post Doctoral FellowInternal Post Doctoral Fellow

The Employee Class field is used as a filter when The Employee Class field is used as a filter when searching for a particular job codesearching for a particular job code

Job Code / Employee Code Exercise

Using the Academic Appointment Job Code list:Using the Academic Appointment Job Code list:

Professor Penny just got promoted to be an Professor Penny just got promoted to be an Associate Professor, what is her new Job Associate Professor, what is her new Job Code? What form would you use?Code? What form would you use?

In what Employee Class is a stipended In what Employee Class is a stipended research fellow?research fellow?

Research Associate Ron was just hired on Research Associate Ron was just hired on October, what is his Job Code?October, what is his Job Code?

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2.2.

3.3.

Secondary Faculty Members

There is no Job Code that specifies a secondary faculty member position.

Choosing “Hire/Additional Job” defaults to “secondary” in the Job Indicator field.

For example, a secondary Associate Professor will have Job Code 000152 - Professor, Associate, and the job indicator will be secondary.

Tenured & Emeritus Status

Job Codes have not been converted to Job Codes have not been converted to specify Tenured statusspecify Tenured status

Tenured status is captured through a Tenured status is captured through a checkbox in Wasabicheckbox in Wasabi

Emeritus Status is also captured Emeritus Status is also captured through a checkbox in Wasabithrough a checkbox in Wasabi

Business Title

For all faculty members, the Business For all faculty members, the Business Title is an important and therefore Title is an important and therefore required field required field

The correct title can be found on the The correct title can be found on the SCARP reportSCARP report

All titles end in “in the Faculty of Public All titles end in “in the Faculty of Public Health”Health”

Include 10 or 12 month appointment Include 10 or 12 month appointment designationdesignation

Summer Salary for Academic Appointments

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Use the Additional Pay form for Summer Salary

Required fields:•Pay Period•End Date

Temporary Academic Appointments

The new Employee Class The new Employee Class Temporary Temporary AcademicAcademic is used for appointments is used for appointments

Up to six months in lengthUp to six months in length No benefit optionsNo benefit options Arrange through OAAArrange through OAA Job Code defaults in WasabiJob Code defaults in Wasabi

Key Points to Remember Exercise #1 How are Secondary Faculty members How are Secondary Faculty members

appointed?appointed? How are Tenured and Emeritus statii How are Tenured and Emeritus statii

noted?noted? What information must go in the What information must go in the

Business Title? Business Title? How is Summer Salary processed?How is Summer Salary processed? What are Temporary Academics?What are Temporary Academics?

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Additional Types of Harvard Appts

UnpaidUnpaid InternationalInternational Term AppointmentsTerm Appointments

Unpaid Appointments Appointments not paid by Harvard will be Appointments not paid by Harvard will be

defined as follows:defined as follows: Unpaid Job CodeUnpaid Job Code Change their Standard Hours = 0.01!Change their Standard Hours = 0.01!

Unpaid employees require the same Unpaid employees require the same information as standard hires except:information as standard hires except: I-9I-9 Tax Forms (W2 & M4)Tax Forms (W2 & M4) FNIF FNIF

International Employees

International employees should use their local International employees should use their local address as their “home address”; if they do address as their “home address”; if they do not have a local address, enter the foreign not have a local address, enter the foreign addressaddress

If an employee is not a US citizen, you must If an employee is not a US citizen, you must submit a Foreign National Information Form submit a Foreign National Information Form (FNIF)(FNIF) Located in Wasabi under Harvard Located in Wasabi under Harvard

Apps/Forms Apps/Forms

Term Appt. Process – Who is Affected?

Term appointments include any Term appointments include any employee with an appointment end employee with an appointment end date:date: Temporary EmployeesTemporary Employees FacultyFaculty Post Docs (Research Fellows)Post Docs (Research Fellows)

Term Appointment Rules

Local Departments (HSPH):Local Departments (HSPH):

Initiate the Term Appointment process Initiate the Term Appointment process through Wasabithrough Wasabi

Central Payroll:Central Payroll:

Executes daily Auto Termination batch Executes daily Auto Termination batch processprocess

Daily Central Payroll Activities

Auto Term Appointment batch process:Auto Term Appointment batch process: Set up to automatically run nightly in Set up to automatically run nightly in

PeopleSoftPeopleSoft Terminates anyone with an Terminates anyone with an

appointment end date equal to appointment end date equal to system date + 1 daysystem date + 1 day

Terminates employee and processes Terminates employee and processes benefit informationbenefit information

Benefits of the Term Appointment Process Automatically terminates employees at the Automatically terminates employees at the

appropriate timeappropriate time Reduces unintended liability on HarvardReduces unintended liability on Harvard Ensures that individuals receive timely Ensures that individuals receive timely

notification of any post-employment benefits notification of any post-employment benefits changeschanges

Provides consistency across HarvardProvides consistency across Harvard Provides local units with the opportunity to Provides local units with the opportunity to

audit the process through a reappointment audit the process through a reappointment audit reportaudit report

Key Points to Remember Exercise #2

What are Standard Hours for unpaid What are Standard Hours for unpaid appointments?appointments?

What form is required for international What form is required for international employees?employees?

What is one benefit of the auto-term What is one benefit of the auto-term process?process?

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Resources

Tool TipsTool Tips Work instructionsWork instructions www.hsph.harvard.edu/www.hsph.harvard.edu/academicaffairsacademicaffairs www.atwork.harvard.eduwww.atwork.harvard.edu Wasabi ManualWasabi Manual ABLEABLE

Wasabi Personnel Wasabi Personnel Actions for Academic Actions for Academic

Appointments Appointments

Thanks for coming!Thanks for coming!

Your feedback is Your feedback is appreciated!appreciated!

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