Bussiness Process Manual

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BUSINESS PROCESS MANUAL ~Financial Services departments: http://admin.utep.edu/Default.aspx?tabid=7918

The information in this manual provides a general overview of administrative procedures. Specific inquiries should be directed to the appropriate departments provided to you inside this manual. Thank you, The University of Texas at El Paso Financial Services Staff

TABLE OF CONTENTS

Numbers to Remember . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Recruitment and Direct Hire Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Direct Hire Process for Non-Benefit Eligible . . . . . . . . . . . . . . . . . . . . . . . 8 Hiring Contracted Services.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Emergency Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Vacation/Sick Leave . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Travel Authorizations and Reimbursements . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Deposits & Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Records Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Account Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Workshops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 BIS DEFINE Glossary . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

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NUMBERS TO REMEMBERFinancial Services Accounts Payable Budget Office General Accounting Services Payroll Special Projects Accounting 5163 5109 7137 5806 5171

Human Resource Services

5202

Purchasing Office

5601

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RECRUITMENT AND DIRECT HIRE PROCESSESKEY POINTS BEFORE INITIATING PROCESSES: Review Employee Classification under the Handbook of Operating Procedures (HOP). Define the job criteria clearly before the job requisition is initialized. Ensure that all the necessary approvals are in place for the position. Confirm account number included on the requisition corresponds to positions budget line and item number (ensure that the account number is correct and that it has not been transposed). Validate job codes, job titles, and associated pay rates with the Job Code System. The Human Resources Department can assist in developing new job titles/codes if necessary. Designate an administrator in your department for RPM so training can be provided. For RPM training, please contact and schedule with your respective HR Representative. Failure to notify Human Resources of candidate selected prior to extending a verbal offer invalidates the offer. All applicants must apply online for positions recruited through RPM. For student employment, review the Student Support Policy and Student Employment Chart in the University Pay Plan.

Employment Categories Administrative & Professional Staff (A/P) rates are designated as per departmental budget Classified Staff consult the Classified Pay Plan for rates Faculty rates are determined by the Office of the Provost Student Titles consult the Student Support and/or Student Employment under the University Pay Plan for eligibility requirements. Casual Labor This job title is to be used for jobs that are to be performed for a short and specific period. It is to be used for persons who do not require an appointment and are paid on a time sheet. This is a non-benefit status position.

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RECRUITMENT PROCESSClassified and Administrative & Professional Positions 1. All benefits eligible, Classified and Administrative & Professional (A&P) positions are required to be advertised in our online Recruitment and Position Manager (RPM) system through UT Direct. 2. Hiring Official must review job description to ensure position remains accurately titled. If not accurately titled, contact respective HR Representative for assistance in initiating a position audit. If position remains accurately titled, finalized job description must be used for Recruitment Process. 3. The Requisition Steps begin (see flow chart next page). 4. Once the position is posted, either the Hiring Official and/or respective HR Representative will begin screening the online resumes via the Recruitment Summary (ER3). 5. The Screening and Selection Steps begin (see flow chart next page). 6. The Hiring Official and/or respective HR Representative may close the position after satisfying the minimum recruiting period of five (5) working days.

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RECRUITMENT PROCESSClassified and Administrative & Professional Positions Requisition StepsHiring Official generates an online Employment Requisition (ERA) document through RPM

Screening and Selection Steps

Hiring Official screen applicants and sends confirmation letters accordingly

HR Representative screens applicants and sends confirmation letters accordingly

ERA document routes through various channels for approval Hiring Official is required to notify HR Representative of applicant(s) selected for interview(s) to ensure they satisfy positions minimum requirements HR Representative notifies Hiring Official of qualified applicants ready for review

ERA is final reviewed and approved by

Position is advertised in UTEP Employment website *

HRS Representative notifies Hiring Official when position becomes available

Hiring Official schedules interview(s) for selected applicant(s) who meet and/or exceed minimum requirements

Hiring Official selects candidate, determines salary, and notifies HRS for review and approval. If necessary, approvals will be obtained according to Employment Actions Approval Process Hiring Official is given the option to screen applicants

Follow Screening and Selection Steps

* Note: Position is posted at Texas Workforce Commission website at no cost. If department is interested in advertising position with an outside source, must be notified to HR Representative

HRS Representative reviews recruiting summary on RPM (ER3) and sends regret letters to applicants.

Hiring Official completes and Approves and Routes Forward ER3 to finalize Recruitment Process

5Follow Hiring Process

HIRING PROCESSClassified and Administrative & Professional Positions 1. HRS generates and provides Hiring Official with offer/appointment letter and Criminal Background Check (CBC) form. 2. HRS will confirm if selected candidate will need to provide copy of transcripts and/or if a Motor Vehicle Record (MVR) will need to be obtained. 3. HRS schedules candidate for New Employee Orientation (NEO). 4. Prior to employees start date, employee must visit HRS to complete new hire paperwork. The employee must bring the original signed offer/appointment letter, completed Criminal Background Check form, and the necessary documents required by the Department of Homeland Security to complete I-9 form, which establishes eligibility to work in the United States (must be completed within 3 business days from the date of hire). 5. Employee completes the Online Account Management System (OAMS) document in HRS to obtain an 800 number and email address. A complimentary 30-day parking decal will be provided to all benefits eligible employees. 6. Upon receipt of completed new hire paperwork, HRS will create employee master file on BIS and department can create BIS appointment. 7. HRS will final approve the BIS appointment AFTER the Recruitment Process is completed. 8. HRS will process criminal background check and notify Hiring Official of results upon receipt. 9. Hiring Process is concluded.

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HIRING PROCESSClassified and Administrative & Professional Positions

Hiring Process

HRS will generate the appropriate offer/appointment letter and submit to Hiring Official along with Criminal Background Check (CBC) form

Online Account Management System (OAMS) is completed to obtain an 800 number and email address. Complimentary 30-day parking decal will be provided to all benefits eligible employees

HRS will confirm if selected candidate will need to provide copy of transcripts and/or if a Motor Vehicle Record (MVR) will need to be obtained

HRS creates BIS master file and department can create BIS appointment

HRS will final approve the BIS appointment AFTER Recruitment Process is completed HRS schedules candidate for New Employee Orientation (NEO)

Prior to employees start date, employee must visit HRS department to complete new hire paperwork. Employee must bring: - original signed offer/appointment letter - complete Criminal Background Check form, and - required documents by Department of Homeland Security for I-9 Form

HRS will process criminal background check and notify Hiring Official of results upon receipt

Hiring Process is concluded

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DIRECT HIRE PROCESS FOR NON-BENEFIT ELIGIBLEStaff and Faculty Positions 1. Hiring Official must review job description to ensure position remains accurately titled. If not accurately titled, contact respective HR Representative for assistance in initiating a position audit. If position remains accurately titled, finalized job description must be used for Direct Hire Process. 2. Hiring Official submits through HRS a memo (emai