hr student actions for department business managers miranda mccraw and adrienne jeffries hr...
TRANSCRIPT
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HR Student Actions forDepartment Business Managers
Miranda McCraw and Adrienne JeffriesHR Specialists, College of Arts & Sciences
Business Center
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Presentation Goals
• Different departments
• Same ConnectCarolina
Standardize Practices
Share Your Ideas• Offer recommendations to peers
• Question and answer
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Presentation Topics
• Expected job end dates
• Running end date reports
• Vacant positions
• Work study positions
• New student hire requirements
We will cover:
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Expected Job End Dateson ePARs
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Rules for Using End Dates
• Expected job end date
New Appointments: Hire Employee ePARDay after last day worked
• Expected job end date
Extending / Reappointing: Edit Existing Job ePAR
Day after last day worked
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Rules for Using End Dates
Terminations: Change Employment Status ePAR
• Effective date of action
• Last day worked on Termination action
Day after last day worked
Auto-populates
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Example: Expected Job End Date
• Hire ePAR: Expected Job End Date?
Your department is hiring Jane into an EPA appointment for one year effective 10/1/2015.
• Edit Existing Job ePAR: New Expected Job End Date?
10/1/2016
10/1/2017
10/1/2016
No, it defaults to day before
• Termination ePAR: Effective Date?
9/30/2016• What date is Jane expected to be paid through?
• Enter last day worked?
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Expected Job End Dates: SPA versus EPA
• Will auto-term on expected job end date
• Extend ahead of time
• Cannot log hours in TIM for pay if terminated
SPA Student Employees (paid biweekly)
EPA Student Employees (paid monthly)• Will not auto-term on expected job end date
• Extend or terminate as needed
• Forgetting to terminate results in overpayment• Additional work is required to correct
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Consequences of Using Incorrect Date
• Employee unpaid for last day of workLast Day Worked as Effective Date on Termination ePAR
• Calculate stipend using first & last day of work (not day after)
• Employee underpaid
Incorrect Dates on EPA Salary Stipend Calculator
RESULT: Additional work required to back pay employee
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Expected Job End DateReports
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Importance of End Date Reports
• View end dates for your department
• Keep you alert of upcoming actions to address
Purpose of Report
Missed End Date Consequences• Payroll issues for some employee types
• New payroll forms and I-9 required for terminations
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Expected End Date Report in Infoporte
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Expected End Date Report in Infoporte
A = Active
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Expected End Date Report in Infoporte
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Taking Action on End Dates
• Examine all upcoming end dates
• Will employee terminate or continue working?
Review Report Results
ConnectCarolina• Originator will submit:
— Edit Existing Job ePAR for reappointments / end date extensions
— Change Employment Status ePAR for terminations
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Tips for Running Report
• Take action well in advance — Prevent payroll issues
• Be mindful of processing deadlines— Allow time for actions to execute
• Run frequently — Monthly or as needed
Recommendations
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Reusing Vacant Positions
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Reusing Vacant Positions
• Position has already been created
• Hire someone into it right away
What does Reusing Vacant Positions Mean?
Updating Position for Reuse• Keeps the position count low
• Faster to hire a student
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Using Infoporte to Pull Vacant Positions
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Reusing Vacant Positions
• Review vacant positions
• Determine if any can be reused
Using Infoporte Position List
Updating Position for Reuse• Complex user function
• Add/Update Position ePAR
• Effective date is on or before date of hire
• Must execute before submitting Hire ePAR
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Example: Updating Position FTE
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Example: Updating Position FTE
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Example: Updating Position FTE
Changing FTE on Position #.
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Work Study Positions
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• Needed for all work study positions
• Four options:
• Do not use TMP for work study
Work Study Salary Grades
Salary Grades
• S1 $7.25 - $8.30
• S2 $8.30 - $10.05
• S3 $10.05 - $11.80
• S4 $11.80 - $13.55
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Using Infoporte for Work Study Positions
TMP
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Example: Updating Work Study Salary Grade
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Example: Updating Work Study Salary Grade
Changing Salary Grade to S01 forPosition #.
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Position ePAR Tips
• Add/Update ePAR must execute before Hire ePAR submitted
• Effective date is on or before date of hire
• Updating is a complex user function
Keep in mind…
Submitted Approved Executed!
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New Student Appointment Paperwork
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Requirements for New Student Hires
• Background check?
• Direct deposit?
• Tax forms?
• Form I-9?
Which of these are required?
No - Not used for students
Maybe…
Only if not active or on work breakMaybe…
Maybe…
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Reminder…
Students should not be hired or begin workingprior to completing the I-9!
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Finding Current Appointments
Where can you find current appointment information?
ConnectCarolina
UNC Employee Information
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Finding Current Appointments
• Active employmentUNC Employee Information
• Total FTE
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Finding Current Appointments
Where else can you find current job information?
• ConnectCarolina Hire an Employee ePAR
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Presentation Accomplishments
End Dates• Running reports
• Timely response
Reusing Positions• Finding vacancies
• Updating using ePAR
New Students• Required paperwork
• UNC Employee Information
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Find slides, parking lot questions, and other materials on ccinfo.unc.edu
For After the Conference
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Questions?