Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline...

24
Published by Articulate® Storyline www.articulate.com Introduction to Dual Employment Script Introduction and Getting Started Notes: Welcome to Dual Employment. This training will provide an Introduction and Process Overview of Dual Employment. During this session you will learn how Dual Employment is managed when UNC is the Borrowing Agency and when UNC is the Parent Agency. Please be sure the volume is working on your device as the training module includes sound. Click next to continue.

Transcript of Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline...

Page 1: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Introduction to Dual Employment Script

Introduction and Getting Started

Notes:

Welcome to Dual Employment. This training will provide an Introduction and Process Overview of Dual

Employment. During this session you will learn how Dual Employment is managed when UNC is the Borrowing

Agency and when UNC is the Parent Agency. Please be sure the volume is working on your device as the

training module includes sound.

Click next to continue.

Page 2: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

What is Dual Employment? The Dual Employment process occurs when a Regular EHRA or SHRA permanent

employee is needed on a Temporary and/or Part-time basis by another State Agency.

Click next to continue.

Page 3: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Dual Employment can be categorized in two ways: Supplemental Pay or Joint Pay.

Supplemental Pay is when the employee is paid for services rendered outside of their normal duties at their

Parent Agency. This is the most common.

Joint Pay is when there is a mutual agreement between the two State Agencies where they will share the cost of

the employees’ base salary. Consult with Budget, Planning & Analysis for procedures.

Click next to continue.

Page 4: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

The Dual Employment policy is a statewide uniform policy to be followed when one State Agency secures the

services of an employee of another State Agency on a part-time, consulting, or contractual basis. Click the

computer screen to review the policy. Then return to the screen to click next and continue with a knowledge

check.

Page 5: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Before an employee begins work in a Dual Employment assignment, a Letter of Agreement, also known as a

LOA, must be completed showing approval from the employee’s department head and a representative of the

requesting agency.

For UNC Chapel Hill employees the Dual Employment Request Form must be approved by UNC-Chapel Hill

Office of Human Resources prior to the employee working. This form must be prepared in conjunction with the

Letter of Agreement.

When developing the LOA it should reflect:

The employee being borrowed

The Borrowing Agency

The Parent Agency

Scope of Work

Duration and time period of work

Salary amount for services

The arrangement must be confined to one fiscal year, renewing annually if services cross fiscal years. When

services are to be spread over a period of time (such as a semester), the payment to the Parent Agency, as well

as the employee, may be spread over the same period and can be made on a pay-period basis.

The above requirements must be met and agreed upon by both agencies in order to establish a Dual

Employment Agreement.

You may click Resources to download the Dual Employment Request Form, to print or save to your computer.

You may also view links to the State-wide Dual Employment Policy and other forms.

Otherwise, click next to continue with another knowledge check.

Page 6: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Let’s continue this training by completing two modules. Please select the module you would like to complete

first by clicking on the appropriate button on the screen. After completing a module, you will have the

opportunity to return to this page to complete the module again or to complete the module for the other Dual

Employment scenario if needed.

Page 7: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

UNC as Borrowing Agency

Notes:

When UNC is the Borrowing Agency a Dual Employment Certification Form, also known as CP-30 and Dual

Employment Payment Request (904.2.1f) must be completed.

Click next to continue learning about the Dual Employment Certification Form.

Links to these forms are available for downloading by clicking on Resources.

Page 8: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

The Dual Employment Certification Form (CP-30) should be completed by the Borrowing Agency. It can be

completed after the services have begun.

In Section One of the CP-30, enter the requested information on the left side of the form:

• Name of Agency - UNC-Chapel Hill (spell out Chapel Hill) and include the Department Name

• Name of Employee

• Nature and Location of Work Performed

• Dates Worked

• Signature of the Contracting Agency Official - should be signed by the Department Head

(Not Required: Rate & Time, Agency Code and Subhead)

When completing the right side of Section One, Analysis of Payment to Parent Agency enter the following:

• Salary for Services

• Matching Social Security (at 7.65%)

• Total Payment Due Parent Agency (Salary + Social Security)

(Not Required: All other fields)

In Section Two, Certification by Parent Agency, enter the Name of Agency and the Name of Employee being

Borrowed. The remaining fields will be completed and signed by the Parent Agency at the end of the process.

You can download this form for print or save it to your computer by clicking Resources.

Click next to continue.

Page 9: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

The Dual Employment Payment Request is used to authorize payment to the Parent Agency. This form must be

prepared to accompany the Dual Employment Certification Form or CP-30. A voucher should not be created in

ConnectCarolina to support the Dual Employment process.

The Dual Employment Payment Request should be completed in accordance with the following:

• Issue Payment to: Agency Name/Vendor ID: Click on the dropdown box for a listing of commonly

used State Agency names paired with their Vendor ID. If the Agency and Vendor ID are not found,

contact BP&A. (Note-address is not required since funds are sent via an electronic transfer).

• Trans ID: 5- field: This ID is used for internal tracking purposes within the department. It accepts any

combination of letters, numbers, and symbols and is unlimited in characters.

• Payment Lines Section: Should reflect the applicable Chartfield information for this payment. The

Business Unit and Account fields are locked. The Total Payment (Salary + Social Security) is expensed

from the Chartfield used. The Total on the Payment Request must agree with the Total on the CP-30.

• Explanation of Charges and Description: Should contain the same information as on the CP-30 which

is: Employee Name, Date(s) of Service and a Brief Description of Services Rendered.

• Payment breakdown area: Shows the split of the Salary, Social Security and Total figures. These must

agree with the CP-30.

• In the boxes along the bottom, only the Prepared By and Departmental Approval areas need to be

filled out.

Payments for services of borrowed employees must be charged under account 522710 (Employee on Loan

Payments).

Unlike the previous form, this version has some new features:

• It is in Excel format which allows totals to be calculated as multiple amounts are entered.

• It is fillable online.

• It offers a drop-down listing for Vendor ID selection, populating both the Vendor Name and Vendor

Number from this list; and

• It allows ample room for the Cost Code fields to be entered.

Both the CP-30 and Dual Employment Payment request (904.2.1f) will need to be routed to Budget, Planning

and Analysis at Campus Box #1250.

Now let’s continue this process by visiting the UNC Budget, Planning and Analysis Office by clicking the next

button.

Page 10: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

The Budget, Planning & Analysis Office will verify the CP-30 for accuracy and completeness. If the CP-30 is

incomplete or contains errors, it will be returned and will require resubmission. The next steps in the process

depend on whether the Dual Employment request is Grant related.

If the Dual Employment request is Grant related the Budget, Planning & Analysis Office will route the Payment

Request Form along with the CP-30 to the Office of Sponsored Research (OSR) for approval of funding. Once

approval from OSR has been received and the forms returned to BP&A, the process will continue with routing

to Accounting Services for the funds transfer.

Click the next button to visit Accounting Services.

Page 11: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Accounting Services will perform the Transfer of Funds to the Parent Agency. Once the transfer is complete a

copy of the Cash Management Control System Report (CMCS) will be emailed to BP&A where this process will

continue.

Click next to continue.

Page 12: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Once BP&A receives the CMCS Transfer Record, they will verify that the funds which Accounting Services has set

up to transfer agree with what was requested on the Payment Request. Should there be any inconsistencies,

BP&A will work with Accounting Services to correct. BP&A then sends a copy of the CP-30 to the Parent Agency,

typically via email. The Parent Agency will then process and compensate the Borrowed Employee via their

Payroll System.

Page 13: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Congratulations, the process of Dual Employment when UNC is the Borrowing Agency is done!

Click next to continue with another knowledge check.

Page 14: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Remember, Budget, Planning & Analysis manages most of the Dual Employment process. It is important to

remember that all forms are completed and submitted to the Budget, Planning & Analysis Office in a timely

manner to decrease delays.

Page 15: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

UNC as Parent Agency

Notes:

The Borrowing Agency should initiate this process by submitting a Letter of Agreement (LOA) to the Employees’

Appointing Department to obtain approval for this request. The Borrowing Agency should also complete and

mail the Dual Employment Certification Form, which is also known as a CP-30. The completed CP-30 should be

mailed to Budget, Planning & Analysis along with the payment for the services. Should the Borrowing Agency

send funds via an Electronic Transfer they should still mail the CP-30.

Page 16: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

As previously mentioned, UNC Budget, Planning & Analysis should receive the CP-30, hard copies of checks or

CMCS Transfer information. They will begin by verifying the employment status of the borrowed UNC Chapel

Hill employee to confirm that he/she is eligible to receive payment via Dual Employment. The CP-30 will also be

reviewed for accuracy. Should BP&A encounter any issues they will contact the Borrowing Agency.

Click next to continue.

Page 17: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Then BP&A will work with the Borrowed Employee or Department Manager to obtain the required signatures in

Section Two of the CP-30. One signature is required from the Employee and the signature is required from the

Immediate Supervisor.

The CP-30 must be returned to BP&A with both of the required signatures. It may be returned via Campus Mail

at CB #1250.

Now let’s go back to Budget, Planning & Analysis to continue this process by clicking the next button.

Page 18: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

UNC Budget, Planning & Analysis will next determine the Payment Structure. There are two options:

Supplemental Pay and Joint Pay.

If the work qualifies to receive Supplemental Pay, BP&A will enter an ePar for Lump Sum payment to the

Borrowed Employee via ConnectCarolina.

If it is a Joint Appointment, the UNC Parent Department should work with BP&A to ascertain accuracy of the

paperwork and calculations. BP&A will provide a Combo Code to the UNC Parent Department for their setup up

of a Fundswap ePar.

Reconciliation of both Supplemental and Joint payments are performed on a monthly basis by BP&A. Once

reconciled, a copy of the completed CP-30 is sent to the Borrowing Agency.

Page 19: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Congratulations, the process of Dual Employment when UNC is the Parent Agency is done!

Click next to continue with another knowledge check.

Page 20: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Remember, Budget, Planning & Analysis manages most of the Dual Employment process. However, when UNC

is the Parent Agency the Borrowing Agency must initiate the process and submit a CP-30 form to UNC, the

Parent Agency.

Page 21: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Conclusion

Notes:

For both Dual Employment scenarios - when UNC is the Parent Agency and when UNC is the Borrowing Agency

there are exclusions:

• The Policy applies to all State Agencies excluding Public School Systems and Community Colleges.

• Local Board’s and Governances are exempt from Dual Employment.

• Sheriff’s Offices are considered to be a Governance and exempt from Dual Employment.

• If an employee is being borrowed for services sponsored using a Federal Contract or Grant, the Dual

Employment Certification Form should be limited to the period of the contract or grant, instead of

the normal fiscal year constraint.

Page 22: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Three questions have been identified as the most frequently asked. You may click on the question to see the

answer. For all other questions click next to obtain contact information for further assistance.

Page 23: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Page 24: Introduction to Dual Employment Script Introduction and ... · Published by Articulate® Storyline Notes: Dual Employment can be categorized in two ways: Supplemental Pay or Joint

Published by Articulate® Storyline www.articulate.com

Notes:

Thank you for completing Dual Employment Computer Based Training. If you need further assistance please

contact UNC Budget, Planning & Analysis using the information on the screen. Once again, the UNC Division of

Finance & Operations Service Center of Excellence thanks you for your participation.