Welcome to Wasabi Personnel Actions for Academic Appointments

1. Welcome to Wasabi Personnel Actions for Academic Appointments

2. Prerequisites • Before attending this course, you should have completed the following prerequisites: • Understanding HR Data • Wasabi Personnel Actions

3. Course Contents • Unit 1: HR Process Overview • Unit 2: Processing Academic Appointments in Wasabi

4. Wasabi Personnel Actions for Academic Appointments Unit 1: HR Process Overview

5. Major Changes within the HR Area • The Appointment form will be replaced with hire forms or the Job Data Change Form • Org completes appointment transaction • or

6. Major Changes within the HR Area (continued) • New terms important to understand • Temporary Academic • Job Codes • Standard Hours

7. Reminders • Annual & Research Scientist Appointments • Start and End Date are required • Salaries must be approved by OAA • Salary increases require an explanation to OAA • Faculty • Coordinate faculty appointments with SCARP and OAA • Business Title is required

8. Wasabi Personnel Actions for Academic Appointments Unit 2: Processing Academic Appointments in Wasabi

9. Learning Objectives At the end of this unit, you will be able to: • Describe the specifics required for processing Academic Appointments in Wasabi • Outline the changes in processing academic, unpaid, and temporary appointments

10. Topics to be covered 1. Academic Appointments • Employee Classes & Job Codes • Tenured and emeritus status • Temporary academic appointments 2. Additional Types of Harvard Appointments • Unpaid • International • Term Appointments

11. Academic Appointments • Employee Class and Job Code drive • Employee benefits • Pay frequencies • Object codes • Examples of academic Employee Classes: • Senior Faculty • Junior Faculty • Internal Post Doctoral Fellow • The Employee Class field is used as a filter when searching for a particular job code

12. Job Code / Employee Code Exercise Using the Academic Appointment Job Code list: • Professor Penny just got promoted to be an Associate Professor, what is her new Job Code? What form would you use? • In what Employee Class is a stipended research fellow? • Research Associate Ron was just hired on October, what is his Job Code?

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14. 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.

15. Tenured & Emeritus Status • Job Codes have not been converted to specify Tenured status • Tenured status is captured through a checkbox in Wasabi • Emeritus Status is also captured through a checkbox in Wasabi

16. Business Title • For all faculty members, the Business Title is an important and therefore required field • The correct title can be found on the SCARP report • All titles end in “in the Faculty of Public Health” • Include 10 or 12 month appointment designation

17. Summer Salary for Academic Appointments + • Use the Additional Pay form for Summer Salary • Required fields: • Pay Period • End Date

18. Temporary Academic Appointments • The new Employee Class Temporary Academic is used for appointments • Up to six months in length • No benefit options • Arrange through OAA • Job Code defaults in Wasabi

19. Key Points to Remember Exercise #1 • How are Secondary Faculty members appointed? • How are Tenured and Emeritus statii noted? • What information must go in the Business Title? • How is Summer Salary processed? • What are Temporary Academics?

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21. Additional Types of Harvard Appts • Unpaid • International • Term Appointments

22. Unpaid Appointments • Appointments not paid by Harvard will be defined as follows: • Unpaid Job Code • Change their Standard Hours = 0.01! • Unpaid employees require the same information as standard hires except: • I-9 • Tax Forms (W2 & M4) • FNIF

23. International Employees • International employees should use their local address as their “home address”; if they do not have a local address, enter the foreign address • If an employee is not a US citizen, you must submit a Foreign National Information Form (FNIF) • Located in Wasabi under Harvard Apps/Forms

24. Term Appt. Process – Who is Affected? • Term appointments include any employee with an appointment end date: • Temporary Employees • Faculty • Post Docs (Research Fellows)

25. Term Appointment Rules • Local Departments (HSPH): Initiate the Term Appointment process through Wasabi • Central Payroll: Executes daily Auto Termination batch process

26. Daily Central Payroll Activities • Auto Term Appointment batch process: • Set up to automatically run nightly in PeopleSoft • Terminates anyone with an appointment end date equal to system date + 1 day • Terminates employee and processes benefit information

27. Benefits of the Term Appointment Process • Automatically terminates employees at the appropriate time • Reduces unintended liability on Harvard • Ensures that individuals receive timely notification of any post-employment benefits changes • Provides consistency across Harvard • Provides local units with the opportunity to audit the process through a reappointment audit report

28. Key Points to Remember Exercise #2 • What are Standard Hours for unpaid appointments? • What form is required for international employees? • What is one benefit of the auto-term process?

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30. Resources • Tool Tips • Work instructions • www.hsph.harvard.edu/academicaffairs • www.atwork.harvard.edu • Wasabi Manual • ABLE

31. A+ Wasabi Personnel Actions for Academic Appointments Thanks for coming!Your feedback is appreciated!