HR Department/Payroll Rep Meeting May 14, 2003

1. HR Department/Payroll Rep MeetingMay 14, 2003 • Presenters • Staffing • Mary DiGiacinto, Associate Director • HR Service Center • Vicky Kelly, Supervisor • Tammy Flowers, Manager

2. “MUST HAVES” WITH eUMB PAPERWORK • REQUIRED FORMS TO PROCESS STAFF HIRES AND SALARY ACTIONS Presenter: Mary L. DiGiacinto Associate Director

3. APPLICATIONS REQUIRED FOR… • REGULAR STAFF HIRES • CONTINGENT CATEGORY II STAFF HIRES • CONTINGENT CATEGORY I STAFF AND STUDENT HIRES • MUST BE PART OF eUMB HIRE PACKET

4. COMPLETED RECRUITMENT CHECKLIST • REQUIRED FOR ALL CONTINGENT CATEGORY II HIRES • SENT FROM STAFFING TO DEPT. PAYROLL REPRESENTATIVES • INCLUDES ARC’S TO BE USED ON eUMB FORM

5. CONTINGENT CATEGORY I(CC-I) USED FOR: • FACULTY/STUDENTS/EXEMPT AND NON-EXEMPT STAFF • MUST MATCH AN EXISTING TITLE • MUST BE PAID WITHIN THE CORRESPONDING PAY LEVEL

6. Contingent Category I Continued • ALL CC-I HIRES MUST COMPLETE CORRESPONDING CC-I FORM • ALL EXEMPT CC-I PAID BY SPECIAL PAY – MUST HAVE A SPECIAL PAY AGREEMENT

7. CONTINGENT CATEGORY I SPECIAL PAY AGREEMENT • PURPOSE OF FORM –OUTLINES TERMS OF PAYMENT – CAN’T BE HOURLY • FORM IS PART OF HIRE PACKET & USED WITH PAYROLL ADJUSTMENT FORM TO GET EACH PAYMENT

8. CC-I – EXEMPT PAID BI-WEEKLY OR BY SPECIAL PAY • BY LAW CAN’T BE PAID HOURLY • CAN’T DOCK PAY FOR ILLNESS • CAN’T DOCK PAY BECAUSE BUSINESS IS SLOW/OR HOLIDAYS • CAN DOCK IF EMPLOYEE REQUESTS TIME OFF OTHER THAN SICKNESS

9. CONTINGENT CATEGORY I TIMESHEETS • EXEMPT – COMPLETE WITH “D” FOR DUTY DAY FOR STAFF • NON-EXEMPT – COMPLETE WITH HOURS WORKED FOR STAFF & STUDENTS

10. CONTINGENT CATEGORY I STUDENTS • PAY RATE INFORMATION CAN BE FOUND AT: http://www.umaryland.edu/hs/comp/student.html • CONTINUE TO WORK WITH CAMPUS ON STUDENT RATES

11. CONTINGENT CATEGORY I HIGH SCHOOL STUDENTS • UTILIZE NON-EXEMPT CC-I FORM • MAY USE GENERAL ASSISTANT TITLE & PAY LEVEL • BY LAW MUST VALIDATE AGE • UNDER 14 CAN’T WORK • UNDER 18 MUST HAVE PERMIT

12. HIGH SCHOOL STUDENTS CONTINUED • WORK PERMITS ISSUED FROM: • SCHOOLS OR DEPT. OF LABOR, LICENSING, & REGULATIONS STUDENTS CAN’T WORK WITHOUT PERMIT • UNDER 18 – STUDENTS CAN’T WORK WITH POWER DRIVEN MACHINERY/HAZARDOUS MATERIALS

13. CONTINGENT CATEGORY I EXEMPT PAID BI-WEEKLY • DON’T GO THROUGH TIME & LABOR • SALARY GENERATED AUTOMATICALLY

14. CONTRACTUALSCONTINGENT CATEGORY II • NEW HIRES – CONTRACT, WORKSHEET, RECRUITMENT CHECKLIST, AND eUMB FORM • CONVERSION TO REGULAR –USE NEW CC-II CONVERSION APPROVAL FORM WITH eUMB FORM

15. CONTRACTUAL CONTINGENT CATEGORY II CONTINUED • IRS CONSIDERS BASE AND SUBSIDIES AS TOTAL SALARY • OVERTIME AND LEAVE PAY OUTS ARE BASED ON TOTAL SALARY

16. NON-EXEMPT PROBATIONARYINCREASE • ATTACH PROBATIONARY REPORT • NO INCREASE FOR: • CHANGE PROBATION FOR LATERAL TRANSFER • STATUS CHANGE – RE-INSTATEMENT OF LAID OFF EMPLOYEE • CC-II CONVERSION TO REGULAR WHEN PROBATION PERIOD ALREADY COMPLETED • CC-I TEMPORY TO REGULAR/SAME TITLE/SAME DEPARTMENT/PROBATIONARY PERIOD ALREADY COMPLETED • RE-EVALUATIONS CHANGES – NO PROBATION

17. OTHER SALARY ACTIONS FOR THESE ACTIONS: • WITHIN PAY LEVELS • RE-EVALUATIONS • ACTING CAPACITY ATTACH FORM TO eUMB FORM DATA ON eUMB FORM SHOULD MATCH DATA APPROVED BY HR AT BOTTOM OF SALARY ACTION FORM

18. SUMMARY • APPROVAL FORMS HIRES AND SALARY CHANGES MUST BE PART OF THE eUMB PACKET • STAFF/STUDENT HIRES MUST HAVE APPLICATIONS

19. HR Service Center REMINDER! All paperwork for: PP– 03-24 Is due in our office on: Friday, May 16, 2003 by 3:00pm (Paycheck date: 06-06-03)

20. HR Service Center • Forms Lab

21. HR Service Center • Forms Lab • HRS Mail Distribution Center

22. HR Service Center • Forms Lab • HRS Mail Distribution Center • New Hire/Employee Action Form

23. HR Service Center • Forms Lab • HRS Mail Distribution Center • New Hire/Employee Action Form • Concurrent Employees

24. HR Service Center • Forms Lab • HRS Mail Distribution Center • New Hire/Employee Action Form • Concurrent Employees • Terminating Employees

25. HR Service Center REMINDER! All paperwork for: PP– 03-24 Is due in our office on: Friday, May 16, 2003 by 3:00pm (Paycheck date: 06-06-03)