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