M-Pathways Human Resources Management System

Report
LSA Divisional Affairs
May 22, 2014
RESEARCH (Peggy
Westrick & Steve Beach)
Academic HR
Paperwork Processing
May 22, 2014
Research
Info Session
July 24, 2014
Academic
Approvals for
Faculty
Info Session
June 26, 2014
Dual Career
Program
DUAL CAREER PROGRAM
(JoAnn Munce)
ACADEMIC APPROVALS
(Kathe Harrison, Mandy
Harrison, Linda Kentes)
ACADEMIC
IMPLEMENTATION (Deb
Erskine, Tom Hart)
2
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).
3
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.
4
Instructional Appointment Flowchart
For 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
All LSA
Departments
Deb
Questions
Faculty (Lecturers
and professors),
visitors and
research
appointments
Questions
HRRIS/Service Center
(Records)
Puts appt or change on line and
makes it effective, or worklow flows
onto systerm.
Tom
Questions
GSI/GSRA
appointments,
Peoplepay
payments
Questions
Deb/Tom are liaison to
HRRIS/Service Center for LSA
instructional appointments.
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.
5
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 workflow process 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 workflow except for GSA terminations.
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Generating Academic HR Personnel Actions
Personnel Action
Additional Appointments - including
Summer Appointments
(submittal form/PAR)
Who Generates
Dept
Submit To
Due By
Deb-Faculty; - 1st day of work or 15 business days prior to first payday
Tom - GSAs - EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st working day of month
- 1st day of work or 15 business days prior to first payday
Additional Pay
workflow process/PAR
Dept
Deb-Faculty;
- EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st working day of month
Tom - GSAs - WORKFLOW PROCESS/PAR. Except for research fellows at 0% effort, which are
Deaths
(submittal form/PAR)
Effort Changes
(submittal form/PAR)
Leave Submittal
(Contingent upon prior LSA EC
approval)
Dept
Deb-Faculty; -As soon as known
Tom - GSAs
Deb-Faculty; -As soon as known. Uyr faculty by 7/1 for September change.
Tom - GSAs
Leaves with Pay Change:
- 1st day of leave, at least 15 business days prior to 1st affected payday FALL LEAVES: by July 15th / WINTER LEAVES: by January 15th
via submittal.
Medical Leave/PAR
New Hire
(paperwork; GSA eRecruit for GSAs)
Overloads
(request memo & submittal/PAR)
PeoplePay
Resignations/Terminations
Workflow/PAR;submittal/PAR for GSAs
Retirement Memoirs
(paperwork)
DBE Short Code Changes
workflow process/PAR
Dept
Tom
CONTACT DEB PRIOR to
generating paperwork
Dept
Dept; CONTACT DEB
PRIOR to generating
paperwork
Dept
Dept
Dept
Dept
-As soon as known. See Divisional Affairs Matrix for details.
Deb-Faculty; - 1st day of work or 15 business days prior to first payday
Tom - GSAs - EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st business day of month
Deb
Tom
Deb-Faculty;
Tom - GSAs
See memoir
guidelines
Deb-Faculty;
Tom - GSAs
- Prior to Offer; Requires Prior Approval from Associate Dean for Budget
- As soon as known
- At least 15 business days prior to last payday
- At least 60 days prior
- As soon as known
- Retroactive Changes: Sponsored Funds approval required for Federal
Funds over 120 days. WORKFLOW PROCESS/PAR
7
The Flow of an Academic HR change
Currently, the department creates and prints the
submittal form or initiates workflow and secures the
appropriate departmental signatures or approvals.
Submittals and workflow will soon be via PAR.
The submittal or workflow is sent or routed to Divisional
Affairs to be checked and approved. If needed, Divisional
Affairs asks the department to make corrections.
After approval, Divisional Affairs sends/routes the
submittal to HRRIS/Service Center. Workflow flows
directly to system after final approval.
If paper submittal, HRRIS/Service Center data-enters the
information into HRMS.
Department verifies appointment accuracy in Wolverine
Access.
Department regularly checks Gross Pay Register to
confirm correct pay.
8
New Hire Academic HR Paperwork
Faculty, Lecturers, Researchers
and Visitors


Appointment Request Form (Form 36400)
Approved Pool Report (tenure track) See:
http://www.lsa.umich.edu/facstaff/academicaffai
rs/policiesandprocedures/hiringappointments/n
ewfacultyappointments





Offer Letter
Faculty Personnel Record (Form 30002)
Supplemental Appointment Information
(Form 36100)
 Page 3 must be completed
I-9
Background check
GSA (GSI, GSSA, GSRA)
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 only upon hire, on Appointment Request form, and not thereafter on any HR forms. If
Empl ID is known, SS# should NOT be provided.
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Reappointments/Renewals
Assistant Professors
 Reappointed following successful thirdyear review.
 Require Wolverine Access
submittal/PAR, prepared by department
to change end date.
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).
GSA (GSI, GSSA, GSRA)
 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.
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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.)
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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.
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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).
13
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).
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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.)
15
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.
16
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 to input 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.
17
An Error with Appointment or Pay?
First determine: Is the appointment correct in HRMS?
YES? If the
appointment is
correct in HRMS:
Contact the Payroll
Office to see why the
appointment didn’t
pay as you expected.
Contact Deb or Tom
if that doesn’t resolve
the issue.
NO? If the appointment is not correct in
HRMS:
Check your file copy of the appointment
paperwork or change submittal. Is it
correct?
If the submittal was
incorrectly data entered
into HRMS, contact
Divisional Affairs (Deb
or Tom). Please do NOT
contact HRRIS.
Submittal
incorrect? New
submittal
needed.
18
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
19
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.
20
Supplemental Pay to Instructional Staff
Empl Status=Active, Leave With Pay,
or work break
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.

Empl Status= Unpaid leave or if all
empl records are terminated
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.

ALL Peoplepay 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 Peoplepay form, send it to
Tom Hart to be directed as necessary.
21
Faculty Leaves: A Four Step Process
Department submits leave request: contact person Mandy Harrison.
(Faculty life cycle portal)
LSA Executive Committee approves leave, and approval notification is
sent.
Dean’s Office (Tom) creates submittal/PAR. (1) If leave calls for a pay change, Tom
sends submittal to unit for approval before sending to HRRIS/Service Center. (2) If
leave does not involve a pay change, Tom sends submittal to HRRIS/Service Center
directly and sends the department a copy. All leave submittals will change leave pay
shortcode to class 21000 – scholarship/research.
HRRIS/Service Center adds leave to HR system.
22
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:
 By July 15 for fall leaves.
 By January 15 for winter
leaves.
Leaves that do NOT stop or
change pay :
 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.
23
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
24
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.)
25
Some Common HR Acronyms
Leaves:
DOC
LWOS
SAB
SAL
TOA
Duty off campus leave
Leave without salary (no dollars/no benefits)
Sabbatical leave
Scholarly activity leave (generates medical coverage regardless of effort)
Topping 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-time payment; 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
UNS
Additional pay unrelated to appointment (NO retirement contribution)
• As of January 1, 2015 these will not generate retirement contributions
Others:
DBE
HRRIS
P-Mod
Workflow
PAR
Department Budget Earnings
Human Resources Records and Information Services
Person modifier - screen in HRMS for viewing leaves since fall ‘01, title, etc.
The paperless process used for DBE changes, additional pay and terminations
Personal action request
26
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
27
Questions
28
Finding your way through
HRMS
“Breadcrumbs”
29
Breadcrumbs: Effort Changes
Workforce Administration
Job Information
*As of today, pending roll
out of PAR
Submittal Form Pages
Job Data Changes
Dept Budget Earnings
Changes
Submittal
30
Breadcrumbs: DBE Change
Workflow
Workforce Administration
*As of today, pending roll
out of PAR
Job Information
Submittal Form Pages
Create DBE Workflow
31
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
32
Breadcrumbs: Mini-Submittal
Workforce Administration
Job Information
*As of today, pending roll
out of PAR
Submittal Form Pages
Submittal Form
33
Mini-Submittal
34
Breadcrumbs:
Additional Pay
Workflow
Workforce Administration
Job Information
*As of today, pending roll
out of PAR
Submittal Form Pages
Create Additional Pay
Workflow
35
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.
36
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.
37
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.
38
Workforce Job Summary (sample)
Click here to download to
Excel spreadsheet
Tabs for data indicated
data fields
39
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.
40
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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