Academic Appointment Processing in Wolverine

AccessLSA Academic Human Resources

August 2015 (draft)

LSA Academic HR What are the Pieces to the Puzzle?

RESEARCH (Peggy Westrick & Steve Beach)

DUAL CAREER PRO-GRAM (JoAnn Munce)

ACADEMIC APPROVALS (Kathe Harrison, Mandy Harrison, Linda Kentes)

ACADEMIC IMPLE-MENTATION (Deb Er-skine, Tom Hart)

Research Info Session

Academic HR Paperwork Processing

Info Session

Academic Ap-provals for Faculty

Dual Career Program

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Today’s Goal• Today’s goal is to help you to

understand academic appointment processing, and how to:

initiate follow verify

changes in an instructional employee’s record in Wolverine Access

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Instructional Appointment FlowchartFor Appointment Request Forms (new hire paperwork) and

PAR/Workflow (appointment changes)

Central Shared Service Center

(Records)Puts appt or change on line and makes it effective, or worklow

flows onto system.

DebFaculty

(Lecturers and professors), visitors and

research appointments

All LSADepartment

s

Questions

Path of instructional appointments and changesAll instructional appointments and appointment changes for LSA units must be routed through Deb Erskine or Tom Hart. Appointment changes are usually requested by the department and created by LSA Shared Services. Some appointments and/or changes require prior approval by the LSA EC and possibly a Regents Communication. Academic personnel changes are effective only after the Central Shared Service Center receives the signed new-hire paperwork or the PAR from the College and data-enters the change on Wolverine Access, or until the workflow receives final approval.

Questions

Questions

Questions

Heavy arrow = flow of workflow/PAR, and GSA eRecruit

Our goal is to process all instructional appointments through to the central Shared 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.

TomGSI/GSRA

appointments,Peoplepay payments

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What actions should units initiate via the PAR? Additional appointments (PAR) Appointment changes, including:

Effort changes: (PAR) – requires job data and dbe change, both on same PAR; Department Budget Earnings (DBE) changes: e.g., short code changes and split

funding via the workflow process; Additional pay on active appointments (pay that does not generate effort) via the

workflow process. Exception: Research fellows on a training grant or sponsored from an outside source with 0% effort require PAR.

Terminations via workflow except for GSA terminations.

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• Currently, you create a PAR submittal via the “Create PAR” screen. That is electronically submitted for approval, then data-entered by SSC.

• Additional pay (workflow), DBE (workflow) and GSA eRecruit are live processes. Workflow changes flow to the system immediately after final approval without data-entry at central SSC. GSA eRecruit appointments flow quickly, but require a final step by the GSA.

• GSA new hires go through the GSA eRecruit process.

Remember:

Generating Academic HR Personnel Actions

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Personnel Action Who Generates Submit To Due ByAdditional Appointments - including Summer Appointments (PAR)

Dept/LSA SSC Deb-Faculty; Tom - GSAs

- 1st day of work or 15 business days prior to first payday - EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st working day of month

Additional Pay workflow process/PAR

Dept/LSA SSC Deb-Faculty; Tom - GSAs

- 1st day of work or 15 business days prior to first payday - EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st working day of month- WORKFLOW PROCESS/PAR. Except for research fellows at 0% effort, which are via PAR.

Deaths (Termination wokflow)

Deb-Faculty; Tom - GSAs

-As soon as known

Effort Changes (PAR)

Deb-Faculty; Tom - GSAs

-As soon as known. Uyr faculty by 7/1 for September change.

Leave PAR (Contingent upon prior LSA EC approval)

Tom 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

Medical Leave/PAR CONTACT DEB prior to generating PAR via the LSA SSC

-As soon as known. See LSA Academic HR Matrix for details.

New Hire (paperwork; GSA eRecruit for GSAs)

Deb-Faculty; Tom - GSAs

- 1st day of work or 15 business days prior to first payday - EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st business day of month

Overloads (request memo & PAR

Deb - Prior to Offer; Requires Prior Approval from Associate Dean for Budget

PeoplePay Tom - As soon as known Resignations/Terminations Workflow PAR;PAR for GSAs

Deb-Faculty; Tom - GSAs

- At least 15 business days prior to last payday

Retirement Memoirs(paperwork)

See memoir guidelines

- At least 60 days prior

DBE Short Code Changes workflow process PAR

Deb-Faculty; Tom - GSAs

- As soon as known - Retroactive Changes: Sponsored Funds approval required for Federal Funds over 120 days. WORKFLOW PROCESS/PAR

DEPT: CONTACT DEB prior to generating PAR via LSA SSC

Dept/LSA SSC

Dept/LSA SSC

Dept/LSA SSC

The department/LSA-SSC creates the PAR or initiates workflow and secures the appropriate departmental signatures or approvals.

The PAR, workflow, or new hire paperwork is routed to LSA Academic HR to be checked and approved. If needed, LSA Academic HR asks the department to make corrections.

After approval, a PAR is routed to the Central Service Center. Central Service Center data-enters PAR information into Wolverine Access.

Workflow flows directly to system after final approval.

If new hire to UM, Central SSC data enters information into Wolverine Access from paper documents.

LSA SSC verifies appointment accuracy in Wolverine Access.

The Flow of an Academic HR change

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Department regularly checks Gross Pay Register to confirm correct pay.

New Hire Academic HR PaperworkFaculty, Lecturers,

Researchers and Visitors GSA (GSI, GSSA, GSRA)

 Appointment Request Form (Form 36400)

Approved Pool Report (tenure track) See: http://www.lsa.umich.edu/facstaff/academicaffairs/policiesandprocedures/hiringappointments/newfacultyappointments

Offer Letter Faculty Personnel Record (Form 30002)  Supplemental Appointment Information

(Form 36100) Page 3 must be completed

Background check

Appointed via GSA eRecruit, so paperwork is minimal, as follows: Fraction Calculation Form (Form

30010) for GSI, GSSA only (not needed for GSRA)

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• As of April 20, 2015, I-9s are completed at the Regional I-9 Center. No longer to be routed through LSA Academic HR

• 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

Reappointments/Renewals Assistant Professors GSA (GSI, GSSA, GSRA)

Reappointed following successful third-year review.

Requires PAR, prepared by department/LSA SSC to change end date.

Must be treated as new hire if not currently active or on work break in ANY regular empl record. Central 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: PAR or GSA reappointment spreadsheet.

Expected dates for Fall 2014 spreadsheet: Round 1 to unit on about July 11. Round 1 due to LSA (Tom) from

unit on about July 18. Round 2 to unit on about August 3. Round 2 due to LSA (Tom) from

unit on about August 9.9

Senior Lecturers,Collegiate or Endowed Professors,

Thurnau Professors

Distinguished University Professor

5-year terms. LSA Executive Committee approval

required for (re)appointment. Requires PAR, prepared by

department/LSA SSC.

An ongoing title, once awarded. Established by Rackham and

Office of Budget and Planning (not LSA).

When will I see my new appointment or change on the system?

Generally 5-7 business days AFTER receipt of the appointment material or PAR to LSA Academic HR (Deb or Tom).

Workflow (additonial pay; dbe) 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, and may require background check if not already completed.

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.

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An Error with Appointment or Pay?First determine: Is the appointment correct in

Wolverine Access?

YES? If the appointment is

correct in Wolverine Access: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 Wolverine Access:

Check your file copy of the appointment paperwork or change PAR. Is it correct?

If the PAR was incorrectly data

entered into Wolverine Access,

contact Central SSC.

PAR incorrect? New PAR needed.

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Faculty Summer AppointmentsReasons for summer pay: Active effort - ninths for

teaching or researchThe summer empl record is the mechanism for

appointing and compensating instructional, U-Year faculty during the months of May-August.

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.pdfSee LSA Fin website: Term III Policy

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U-Year Summer Appointments – The ProcessDepartment/LSA SSC creates a new, summer empl

record#, if one doesn’t already exist.Determine monthly dollars/effort by dividing original salary

by 9 (U-YR) to determine maximum monthly salary allowed.Term IIIA PARs: Submit by May 1, with a copy of the offer

letter.Term IIIB PARs: Submit by July 1, with a copy of the offer

letter.

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Supplemental Pay for Instructional WorkEmpl Status=Active, Leave

With Pay, or work breakEmpl 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.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.

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.

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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.

Faculty Leaves: A Four Step ProcessLSA Executive Committee approves leave, and approval notification is sent.

LSA Academic HR (Tom Hart) creates PAR. (1) If leave calls for a pay change, Tom sends PAR to unit for approval before sending to SSC (2) If leave does not involve a pay change, Tom creates and approves PAR for Central SSC data entry, and includes department keyad as a “notify”. All leave PARs change shortcode to class 21000 – scholarship/research for duration of leave.

Central SSC adds leave to HR system, including to Pmod. Department/LSA SSC checks system to verify accuracy. 15

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:

Leaves that do NOT stop or change pay :

By July 15 for fall leaves.By January 15 for winter

leaves.

PAR to Central SSC. 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.

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Retirements for Tenure Track FacultyThe 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 titleDepartment 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

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Resignations/TerminationsNon-reappointments, retirements, resignations, and deaths all

require termination workflow/PAR, except for GSAs who are terminated via PAR 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.)

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Some Common HR AcronymsLeaves:DOC Duty off campus leaveLWOS Leave without salary (no dollars/no benefits)SAB Sabbatical leaveSAL Scholarly activity leave (generates medical coverage regardless of effort)TOA Topping off award (relates to scholarly activity leave)

Additional Pay Earnings Codes: (These will not generate retirement contributions)ADM Administrative differential (requires administrative title) SAL Salary supplement (for GSI substitutions and one-time payment)FEL Fellowship – pay for research fellows on training grant – NOT WORKFLOWLEO Additional pay related to LEO appointmentLEP LEO only: late layoff notice paymentLER LEO only: lump-sum payment to adjunct lecturer following successful reviewUNS Additional pay unrelated to appointment (NO retirement contribution)

Others: DBE Department Budget EarningsP-Mod Person modifier - screen in HRMS for viewing leaves since fall ‘01, title, etc.PAR Personal action requestCentral SSC Central (University) Shared Services CenterLSA SSC LSA Shared Services CenterWorkflow The paperless process used for DBE changes, additional pay and

terminationsLocal HR

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Contact InformationDeb Erskine (derskine) Phone: 647-1484; 2156 LSA, 1382

Tom Hart(tjhart) Phone: 615-55452160 LSA, 1382

HRRIS Forms Websitehttp://hr.umich.edu/hrris/forms/allforms.html

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