Personnel Actions and Position Management

1. Personnel ActionsandPosition Management Administrative Review Session 2004

2. Hiring Procedures Checklist • Available HRM website • www.uno.edu/~hrm/hrm_policies_procs.html • Also on S-Drive (Admin 1 shared drive) • S Drive>HRM Public> NONCLSFD Hiring Proc. • Or email me - jfrollin@uno.edu

3. EMPLOYMENT PACKETS • Please use CURRENT packets • Call for campus mail delivery • Or pick-up from HRM • Provides important info for new employees • Contains all forms required by employee

4. Form 101 attachments(Listed on checklist) • Offer letters • Samples available on Academic Affairs Website • www.uno.edu/~acaf/hiringproced.htm • For Reappointments after a break of 3 years, treat as NEW • For Reappointments after a break (of one semester or more) Need: • Retirement status form update • Tax forms L4/W4 • I-9 form valid 3 years • “Credentials on file” in remarks

5. The Infamous I-9 form • Federal Document Audited – no scratch-outs/ corrections • EE signature must be on or before start date • ER signature prior to start date + 2 days • Citizen status box must be checked (with Admission # if applicable) • List A – use ONLY docs listed – NOT VISA • most popular is Foreign passport with I-94 form • Section 3 is for Updates • can use copy of original with new info in #3 (e.g.H1-B visa) • Send updates to HRM for EE file

6. I-9 form Section 1 employee on or before start date Section 2 Employer within 3 days Section 3 updates for HR files

7. Social Security #s • All employees need SSN • May send proof of application (SSA Receipt) with 101 to avoid delay • Fax copy of card to HRM when received. X 6390 • New rule: SSA will not give SSNs without proof of employment (applicant must take offer letter)

8. Retirees • When hiring retirees please check with Betty Dauenhauer Asst Director Benefits X 7269 • There are often restrictions • Employee needs to complete paperwork • Appoint LASERS retirees at less than 50% effort and for 6 months or less • State “REHIRED RETIREE” in # 19

9. 101 Due in Payroll 2 weeks prior to pay date! • What is the nature of the action??? • Replacement 101s – not for changes in source of funds • Attach copy of prior 101 indicate approval date • All Demographic data # 1-13 required for new hires • Name & SSN only for updates. Pls type ID # (Emp No.) • # 10 Last Incumbent. Very important for position Management. • #12 Visa status (F1, J1, H1-B) if applicable • #13 MA English, BA Comp Sci, PhD Physics, etc.

10. DATES • Academic appointments must use official academic dates e.g. Spring 05 = 1/10/05 – 5/20/5 • Summer use correct session dates & acct numbers • If late starting can use POA for GAs and Academics • This is a temporary appointment and carries no benefits • Full-time regular employees are eligible for benefits if they are employed for 180 days or more. • Fiscal working days/year = 260 • Academic working days/year = 180

11. $HOW ME THE MONEY! • #14 Use VALID Dept names (not internal designations or acronyms) • List available on S-drive> HRM> Public> Pos Mgt Info • Full Annual Salary for FIS & ACAD • (or exact pay for POAs) • For One semester Appointments #14 = 2 x #16 • For Acad year (2 semesters) #14 = #16 • # 16 is for exact amount budgeted for the period • (or for the fiscal year to 6/30 for open-ended appointments) • Account #s critical - check with Fin’l Svcs if in doubt • Use speed keys • ALL Salary Changes require justification letter (unless on gen. raise list) or “per SP2 update”.

12. Additional Comp • # 14 and #16 will match. #15 = period of Appt • For part-timers, if dates match their appointment, we should increase the % effort • PM 3 Compliant (sets $ limits) • For fiscal employees: • “Vacation taken” or “ Work performed outside of normal duties and hours”

13. 101 Niceties • No need for 101 on Return from Sabbatical • (BUT be sure to let us know if they don’t come back!) • POAs automatically terminated on end date. • For expiring academic appointments, email to confirm that they are not coming back (no new 101 req.) • No need for 101 if LWOP is for less than 30 days. • Ensure that all 8 copies are legible • Do not use white-out. • Please do not staple below the perforations

14. TERMINATIONS • Use COB on last day worked • Attach resignation letter if available or memo of explanation. • If RETIRING send employee to Betty for very important info. (preferably well in advance) • Attach leave certification (HR web-site Quick Links for Timekeepers) or write “leave cert to follow” in remarks and send cert after last day worked. Don’t fill out # 18 b or c • If likely to be late PLEASE FAX COPY of initiated form to Payroll X 1026 to avoid overpayment • Clearance form goes directly to Payroll.

15. Position Management Each position has a unique number And reports to another supervisory position

16. SP2position description form • Available: • On the HR website (under Forms) www.uno.edu/~hrm/hrm_forms.html • On the S Drive • S Drive>HRM Public>Pos Mgt Info • jfrollin@uno.edu • You may complete SP2 on screen but print for signatures • Remember accurate descriptions and expectations will help when it’s time to evaluate incumbents!

17. SP2 forms • Valid dept names (as in PS) you may enter in parentheses any internal designations/programs • PI #: Position Inventory Number • which position is being updated? • Use name of last/current incumbent if unknown • If New position, HR will assign PI# upon approval • Should be updated if over three years old or if duties, etc change. Keep salary ranges accurate. • Indicate nature of changes – use “other” if nec.

18. SP2 forms • Requested title is the business title used • HR assigns job code and system title • Suggest approval at 100% if possible • Avoids updates for subsequent % changes • Salary range – broad enough to allow for range of applicants and salary raises. • PM 69 positions must be approved by LSU System Office • Required vs. Desired Qualifications • Min = BA/BS or equivalent years relevant experience • Don’t be too specific in Required – (better in Desired)

19. Keeping Track • Routing of SP2s – same as 101s • Dept>College>VC>Acad Affairs>HRM • Fully approved SP2s faxed back to Dept. • Allow 1-2 weeks (or more for PM69 positions) • Keep a file of all positions in your department • Changes to a position do not affect the employee until a 101 is done to change status • Use the PI# on 101s in remarks • List of employees with PI#s by dept avail • S-Drive> HRM> Public • Supervisor change form on the HRM web-site

20. If in Doubt CALL ME! EXT 6250