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Academic Appointment Processing in the Human Resources Management System (Wolverine Access HRMS). LSA Divisional Affairs May 22, 2014. Divisional Affairs What are the Pieces to the Puzzle?. Today’s Goal. Today’s goal is to help you to understand what HRMS is, and how to: initiate follow

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Academic Appointment Processing in the Human Resources Management System (Wolverine Access HRMS)

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Academic appointment processing in the human resources management system wolverine access hrms

Academic Appointment Processing in the Human Resources Management System(Wolverine Access HRMS)

LSA Divisional Affairs

May 22, 2014


Divisional affairs what are the pieces to the puzzle

Divisional Affairs What are the Pieces to the Puzzle?


Today s goal

Today’s Goal

  • Today’s goal is to help you to understand what HRMS is, and how to:

    • initiate

    • follow

    • verify

      changes in an instructional employee’s record in the Human Resources component of Wolverine Access (HRMS).


What is hrms

What is HRMS?

  • HRMS is the abbreviation for the M-Pathways Human Resource Management System

  • Accessible through Wolverine Access, it is often simply referred to as Wolverine Access, WA, or “the system”

  • It is used for both Academic and Non-Academic appointments.


Academic appointment processing in the human resources management system wolverine access hrms

Instructional Appointment FlowchartFor Appointment Request Forms (new hire paperwork) and Wolverine Access Submittal Forms/PAR and Workflow/PAR (appointment changes)

Path of instructional appointments and changes

All instructional appointments and appointment changes for LSA units must be routed through Divisional Affairs via Deb Erskine or Tom Hart. Appointment changes are usually initiated by the department. Some appointments and/or changes require prior approval by the LSA EC and possibly a Regents Communication. Academic personnel changes are effective only after HRRIS/Service Center receives the signed paperwork from the College and data-enters the change on Wolverine Access, or until the workflow receives final approval.

Heavy arrow = flow of paperwork, workflow/PAR, and GSA eRecruit

Deb

Faculty (Lecturers and professors), visitors and research appointments

All LSA

Departments

Questions

Questions

HRRIS/Service Center

(Records)

Puts appt or change on line and makes it effective, or worklow flows onto systerm.

Deb/Tom are liaison to HRRIS/Service Center for LSA instructional appointments.

Tom

GSI/GSRA appointments,

Peoplepay payments

Questions

Questions

PLEASE REMEMBER to consider Deb and Tom your liaison to HRRIS/Service Center and Academic Human Resources for LSA instructional appointments. Our goal is to process all instructional appointments through to HRRIS/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.


What actions should units initiate via the hrms system

Remember:

  • The Wolverine Access submittal process is a “dead” process. You currently use the submittal screens on Wolverine Access to create and print a paper submittal form(pending rollout of PAR – Personnel Action Request).

  • The Wolverine Access workflowprocess and GSA eRecruit are live processes. Workflow changes flow to the system immediately after final approval. GSA eRecruit appointments flow quickly, but require a final step by the GSA. (After rollout of PAR, workflow will be accessed via PAR.)

What actions should units initiate via the HRMS system?

  • New hires. (GSA new hires are unique in that they go through the GSA eRecruit process.)

  • Additional appointments (now submittal, to be via PAR)

  • Appointment changes, including:

    • Effort changes: now via submittal (to be via PAR) – requires job data and dbe change;

    • Department Budget Earnings (DBE) changes: e.g., short code changes and split funding via the workflow process/PAR;

    • Additional pay on active appointments (pay that does not generate effort) via the workflow process/PAR.Exception: Research fellows on a training grant or sponsored from an outside source with 0% effort require submittal.

    • Terminations via workflowexceptfor GSA terminations.


Generating academic hr personnel actions

Generating Academic HR Personnel Actions

Personnel Action

Who Generates

Submit To

Due By

Additional Appointments - including

Dept

Deb-Faculty;

- 1st day of work or 15 business days prior to first payday

Summer Appointments

Tom - GSAs

- EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st working day of month

(submittal form/PAR)

- 1st day of work or 15 business days prior to first payday

Additional Pay

Dept

Deb-Faculty;

  • EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st working day of month

  • - WORKFLOW PROCESS/PAR. Except for research fellows at 0% effort, which are via submittal.

workflow process/PAR

Tom - GSAs

Deaths

Dept

Deb-Faculty;

-As soon as known

(submittal form/PAR)

Tom - GSAs

Effort Changes

Dept

Deb-Faculty;

-As soon as known. Uyr faculty by 7/1 for September change.

  • (submittal form/PAR)

Tom - GSAs

Leave Submittal

Tom

Leaves with Pay Change:

(Contingent upon prior LSA EC

- 1st day of leave, at least 15 business days prior to 1st affected payday -

approval)

FALL LEAVES: by July 15th / WINTER LEAVES: by January 15th

Medical Leave/PAR

CONTACT DEB PRIOR to

-As soon as known. SeeDivisional Affairs Matrix for details.

generating paperwork

New Hire

Dept

Deb-Faculty;

- 1st day of work or 15 business days prior to first payday

(paperwork; GSA eRecruit for GSAs)

Tom - GSAs

- EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st business day of month

Overloads

Dept; CONTACT DEB

Deb

- Prior to Offer; Requires Prior Approval from Associate Dean for Budget

(request memo & submittal/PAR)

PRIOR to generating

paperwork

PeoplePay

Dept

Tom

- As soon as known

Resignations/Terminations

Dept

Deb-Faculty;

- At least 15 business days prior to last payday

Workflow/PAR;submittal/PAR for GSAs

Tom - GSAs

See memoir guidelines

Retirement Memoirs

Dept

- At least 60 days prior

(paperwork)

DBE Short Code Changes

Dept

Deb-Faculty;

- As soon as known

workflow process/PAR

Tom - GSAs

- Retroactive Changes: Sponsored Funds approval required for Federal

Funds over 120 days. WORKFLOWPROCESS/PAR


Academic appointment processing in the human resources management system wolverine access hrms

The Flow of an Academic HR change

  • Department regularly checks Gross Pay Register to confirm correct pay.


New hire academic hr paperwork

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/academicaffairs/policiesandprocedures/hiringappointments/newfacultyappointments

  • Offer Letter

  • Faculty Personnel Record (Form 30002)

  • Supplemental Appointment Information (Form 36100)

    • Page 3 must be completed

  • I-9

  • 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)

  • I-9

All forms must be most recent version. Download current version from HRRIS website (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#t74

SS# required onlyupon hire, on Appointment Request form, and not thereafter on any HR forms. If Empl ID is known, SS# should NOT be provided.


Reappointments renewals

Reappointments/Renewals

Assistant Professors

GSA (GSI, GSSA, GSRA)

  • Reappointed following successful third-year review.

  • Require Wolverine Access submittal/PAR, prepared by department to change end date.

  • Must be treated as new hire if not currently active or on work break in ANY regular empl record. HRRIS/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: Wolverine Access submittal or GSA reappointment spreadsheet.

  • Expected dates for Fall 2014 spreadsheet:

    • Round 1 to unit on about July 15.

    • Round 1 due to LSA (Tom) from unit on about July 22.

    • Round 2 to unit on about August 3.

    • Round 2 due to LSA (Tom) from unit on about August 9.

Senior Lecturers,

Collegiate or Endowed Professors,

Thurnau Professors

  • 5-year terms.

  • LSA Executive Committee approval required for (re)appointment.

  • Require Wolverine Access submittal, prepared by department.

Distinguished University Professor

  • An ongoing title, once awarded.

  • Established by Rackham and Office of Budget and Planning (not LSA).


Assistant professor reappointment submittal joint appointment

Assistant Professor Reappointment Submittal(Joint appointment)

The Visa Permit Data Summary indicates if I9 is current.

The Employee Record Summary displays basic appointment information as it is now.

The “Before” section for empl record #1, displays the appointment information as it is now. (Continues on next screen.)


Assistant professor reappointment submittal continued

Assistant Professor Reappointment Submittal (continued)

The “Before” section for empl record #1 (continued from previous screen) displays the appointment information as it is now.

The “After” section for empl record #1 displays only the changes to the appointment information.

The Job Comment section is important to help the Dean’s Office understand your intentions. However, HRRIS usually will be guided by the entries in the “After” section, not by the comment.


Assistant professor reappointment submittal joint appointment continued

Assistant Professor Reappointment Submittal - Joint appointment (continued)

The “Before” section for empl record #2 (continued from previous screen), displays the appointment information as it is now.

The “After” section for empl record #2 displays only the changes to the appointment information (continued on next screen).


Academic appointment processing in the human resources management system wolverine access hrms

Assistant Professor Reappointment Submittal - Joint appointment (continued)

The “After” section for empl record #2 displays only the changes to the appointment information (continued from previous screen).


Academic appointment processing in the human resources management system wolverine access hrms

GSA Reappointment Submittal

The Visa Permit Data Summary indicates if I9 is current.

The Employee Record Summary displays the basic appointment information as it is now. Look here to verify that student has ANY empl records that are active or on work break. (If not, new hire paperwork is required.)

The “Before” section displays the appointment information as it is now. (Continues on next screen.)


Academic appointment processing in the human resources management system wolverine access hrms

GSA Reappointment Submittal (continued)

The “After” displays only the changes to the appointment information.

The Job Comment section is important to help the Dean’s Office understand your intentions. However, HRRIS usually will be guided by the entries in the After section, not by the comment.

A new DBE Row is required for a GSA Reappointment

The “Before” DBE section displays the DBE information from the previous appointment.

The “After” section displays the new dates and short code for the reappointment.


When will i see my new appointment or change on the system

When will I see my new appointment or change on the system?

  • Generally 5-7 business days AFTER receipt of the appointment material to Divisional Affairs (Deb or Tom).

  • Workflow changes occur in real time, once all approvals are granted.

  • GSA eRecruit hires require student’s action toinput or verify personal information following final approvals.

  • 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.


An error with appointment or pay

An Error with Appointment or Pay?


Faculty summer appointments

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 summer.

  • Note these restrictions on summer pay:

    • A maximum of 2/9ths 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.pdf

    • See LSA Fin website: Term III Policy


  • Summer appointments the process

    Summer Appointments – The Process

    • Department creates a new, summer empl record#, if one doesn’t already exist.

      • Points to remember when creating a U-Year summer empl record:

      • Mirror appointment period and begin and end dates (if applicable) of original appointment.

      • Determine monthly dollars/effort by dividing original salary by 9 (U-YR) or 8 (U-YRT) or 4 (Term) to determine maximum monthly salary allowed.

    • Term IIIA submittals: Submit by May 1, with a copy of the offer letter.

    • Term IIIB submittals: Submit by July 1, with a copy of the offer letter.


    Supplemental pay to instructional staff

    Supplemental Pay to Instructional Staff

    Empl Status=Active, Leave With Pay, or work break

    Empl Status= Unpaid leave or if all emplrecords 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.

    • ALLPeoplepay 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 Peoplepayform, send it to Tom Hart to be directed as necessary.


    Faculty leaves a four step process

    Faculty Leaves: A Four Step Process


    When should i expect approved leaves to appear on wolverine access

    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.

    • Submittal/PAR to HRRIS/Service Center 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.


    Retirements for tenure track faculty

    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


    Resignations terminations

    Resignations/Terminations

    • Non-reappointments, retirements, resignations, and deaths all require termination workflow/PAR, except for GSAs who are terminated via submittal 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.)


    Some common hr acronyms

    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:

    ADM*Administrative differential (requires administrative title)

    SAL*Salary supplement (for GSI substitutions and one-timepayment; carries retirement contribution)

    FEL*Fellowship – pay for research fellows on training grant – NOT WORKFLOW

    LEO*Additional pay related to LEO appointment

    LEP*LEO only: late layoff notice payment

    LER*LEO only: lump-sum payment to adjunct lecturer following successful review

    UNSAdditional pay unrelated to appointment (NO retirement contribution)

    • As of January 1, 2015 these will not generate retirement contributions

      Others:

      DBEDepartment Budget Earnings

      HRRISHuman Resources Records and Information Services

      P-ModPerson modifier - screen in HRMS for viewing leaves since fall ‘01, title, etc.

      WorkflowThe paperless process used for DBE changes, additional pay and terminations

      PARPersonal action request


    Contact information

    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


    Questions

    Questions


    Finding your way through hrms breadcrumbs

    Finding your way through HRMS“Breadcrumbs”


    Breadcrumbs effort changes

    Breadcrumbs: Effort Changes

    Workforce Administration

    *As of today, pending roll out of PAR

    Job Information

    Submittal Form Pages

    Job Data Changes

    Dept Budget Earnings

    Changes

    Submittal


    Academic appointment processing in the human resources management system wolverine access hrms

    Breadcrumbs: DBE ChangeWorkflow

    Workforce Administration

    *As of today, pending roll out of PAR

    Job Information

    Submittal Form Pages

    Create DBE Workflow

    31


    Academic appointment processing in the human resources management system wolverine access hrms

    Breadcrumbs:New Empl Record

    Workforce Administration

    Job Information

    *As of today, pending roll out of PAR

    Submittal Form Pages

    New Employment Record

    Job Data

    New Employment Record

    Dept Budget Earnings

    Submittal


    Breadcrumbs mini submittal

    Breadcrumbs: Mini-Submittal

    Workforce Administration

    Job Information

    *As of today, pending roll out of PAR

    Submittal Form Pages

    Submittal Form


    Academic appointment processing in the human resources management system wolverine access hrms

    Mini-Submittal


    Academic appointment processing in the human resources management system wolverine access hrms

    Breadcrumbs:Additional Pay

    Workflow

    Workforce Administration

    *As of today, pending roll out of PAR

    Job Information

    Submittal Form Pages

    Create Additional Pay Workflow


    Breadcrumbs person modifier p mod

    Breadcrumbs: Person Modifier (P-mod)

    Workforce Administration

    Person Information

    Review Job Information

    Modify a Person

    In Person Modifier, you can view leave history since fall 2001, titles, admin department, etc.


    To view last paycheck distribution

    To View Last Paycheck Distribution

    Workforce Administration

    Job Information

    Review Job Information

    Employee Payroll/Leave Data

    (Not for Faculty leave history. Go to Pmod for faculty leave history.)

    Note: You will only see the LAST paycheck distributed to the employee on this screen.


    To view workforce job summary

    To View Workforce Job Summary

    Workforce Administration

    Job Information

    Review Job Information

    Workforce Job Summary

    Search by Empl ID or name to view various job related tabs. Download directly to Excel spreadsheet if desired.


    Workforce job summary sample

    Workforce Job Summary (sample)

    Click here to download to Excel spreadsheet

    Tabs for data indicated data fields


    As needed effort certification report

    As Needed Effort Certification Report

    For terminating and terminated employees only. The CRO requires on-line certification for all active employees.

    Workforce Administration

    Workforce Reports

    As Needed Effort Certification

    Create a Run Control ID if necessary. If you already have a Run Control ID for As Needed Effort Certification Reports, enter the first few letters of your Control ID and click SEARCH.

    Enter UMID for employee, dates for certification period, and select “Run to Window”. Report will run and appear in a new window.


    Employee total picture

    Employee Total Picture

    Most of the data goes back to July 2001 ONLY (the beginning of Wolverine Access). This can be a complex report to interpret, but it is useful for employment start date, for example.

    Workforce Administration

    Workforce Reports

    Employee Total Picture

    Create a Run Control ID if necessary. If you already have a Run Control ID for As Needed Effort Certification Reports, enter the first few letters of your Control ID and click SEARCH.

    Enter UMID for employee, “as of” date, and type of data requested. Select “Run to Window”. Report will run and appear in a new window.


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