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Updates and HRMS Newsletter
In/Out Processing Checklist
This checklist has recently been updated. You can view the new updated form at:
A new query has been added to the Departmental User Queries page 3 on the HE Query Pages. This new query is called NDU_HR_JOB_POS_COMPARISON. This query can be used to compare the Reports To in Job Data to the Reports To in Position Data. This information is helpful with Manager Self Service to keep information in sync.
Graduating Students Addresses
Please remind any graduating students that have worked for you this year to update their address in Payroll or Employee Self Service to be sure we have the most accurate address for W-2 purposes.
Manager Self Service (MSS) Terms
The last of the Manager Self Service training for departments has now been completed. Please make sure to use the electronic system to submit all terminations. Also, please review proxy access and make sure that it is has been given and is correct for the appropriate people.
The MSS training manual can be located at: http://und.edu/finance-operations/human-resources-payroll/_files/docs/und-manager-self-service-training-12-13.docx.
Hourly Reporting Form
There have been some updates to the Hourly Reporting Form (with formulas only). Please delete any saved forms you may have and use the new form starting immediately. If you have any questions or concerns regarding the updates, please call or email Joanne Barstad, 777-2156, joanne.barstad@UND.edu.
When submitting terminations for faculty on an academic year contract that have resigned at the end of their contract and are not teaching in the summer, the last day worked should be July 1, 2014 with an effective date of July 2, 2014. This date allows for benefit coverage through August.
For twelve month faculty terminations please use the actual last day worked as the termination date with the next day being the effective date.
Graduate Health Insurance
On the June 13th paycheck, departments will be billed for the summer health insurance premium for all active graduate students with an assistantship that have requested health insurance. The amount will be $475.00 for the entire cost of the graduate health insurance for the summer semester.
Since the payments will be charged on the June 13th paycheck, the health insurance will be billed to the funding source where the student's salary is being paid for the pay period May 16th - May 31st. If this funding source is NOT correct for the graduate student summer health insurance premium, please email: email@example.com and provide the student's name, Empl ID and the funding source you want to charge. To implement the funding changes, prior to payroll confirm, they must be emailed, no later than 4:30 on Thursday June 5th.
Additional Information: This payment for the graduate health insurance is taxable to the graduate student, depending on their tax status. So, the student may see additional federal and state withholding tax deducted from this check.
Effective immediately the paperwork due dates will be strictly enforced when paperwork is processed. Any paperwork that is submitted after the due date will be held and processed with the next payroll. Any off-cycle checks will need to be requested by the department head, chair, or dean with an explanation for the special processing. Please look at our Payroll Calendar frequently to view important deadlines within the pay period. This calendar can be found at http://und.edu/finance-operations/human-resources-payroll/managers-toolbox/calendars.cfm.
NDPERS Defined Contribution Retirement Plan Option
Any employees eligible for NDPERS who are hired October 1, 2013 through July 31, 2017 will initially enroll in the current Defined Benefit Hybrid Plan (DBH). In addition, all eligible employees will now have the option to opt out of the DBH plan and enroll in the 401(a) Defined Contribution Plan. Once the original enrollment information is received at NDPERS, information will be sent to the employee's home address about changing to the Defined Contribution Plan. The employee will have 6 months from the date of hire to choose the Defined Contribution Plan. If the employee does choose to switch to the DC Plan, it is an irrevocable election and will not be able to switch back to the DBH in the future. More information on the new NDPERS Defined Contribution Retirement Plan can be found at the following link:
If you have any questions please contact NDPERS at 800-803-7377 or Katie at 777-2157.
HRMS Security Requests
Please remember that when requesting HRMS security access for an employee that this person has completed the Data Privacy Training prior to submitting the request. You can find the link for this training at http://und.edu/finance-operations/human-resources-payroll/employees/new-employees.cfm. Please submit HRMS Security requests to firstname.lastname@example.org and email@example.com .
Hourly and Salaried Leave and Overtime Reporting Forms
Please emphasize to your employees and supervisors that Hourly and Salaried Leave and Overtime forms need to be submitted by the due date for the pay period that is being reported. Late time slips may cause incorrect taxes withheld. Supervisors that are signing the time slips are responsible for auditing the in and out times, hours worked, funding sources, department number and position numbers. The hours should be in the correct weeks on the form. Be sure to watch for overtime hours especially when hours during the week are split between two pay periods. If hours are submitted late please have the hours submitted with the correct dates. We are hearing that some employees are being told to just add those missing hours to the next pay period's form. This is fraudulent and not an acceptable practice.
New or Returning Employees
If your department is hiring an employee that has not worked for UND, they must complete an I-9 and be E-Verified PRIOR TO STARTING WORK. If your department is hiring an employee that is NOT CURRENTLY WORKING, but HAS WORKED for UND during the current or past year, they do not need to complete a New Employee Packet, but they may need to update their I-9 form. Prior to their start date, departments must call the Payroll office and provide us with the name of the employee and the start date. We will be able to tell you over the phone if the employee needs to complete a new I-9 form or update their previous form prior to starting work. When sending new hires to the Payroll office to complete their I-9, please give them a copy of the back of the I-9 form with the list of acceptable documents and make sure they understand that they have to bring the appropriate identification documents (originals only, no copies) with them. They also need to know what department they will be working for and when their start date is. Do NOT let them work or attend New Employee Orientation until they have completed the I-9 process.
Returning Graduate Students
If you submitted a Job Data Change form to reduce your Graduate Student's compensation to zero, remember to submit another Job Data Change form to increase their salary to the appropriate level, if you have not already done so. Remember to terminate any Graduate Students that will not be returning this fall.
Upcoming Payroll Cycles
The next few Payroll cycles are the busiest of the year. Please have paperwork submitted as early as possible. The PPE 8/31/13 payroll is especially busy with a holiday on September 2nd and payday being on September 13th. We thank you in advance for early submission of all Payroll paperwork.
The departmental query NDU_HR_ALPHA_LIST_FORDEPTS has been updated to include a field for Supervisor Name and EMPLID.
New Feature in HRMS
A new feature has been applied in the HRMS and Financials Systems called Recent Search Results.
An icon () will appear at the end of the navigation string after the user hits the "Search" button. When the user clicks on the icon, they will see the results of their last search for that component.
This feature will allow quick access to the search results allowing the user to select the row they want without having to returning to the search page.
Search page (Job Data) after search:
After selecting a name in the search results, the user can then click the icon () to select someone else from the same search results.
Overtime Policy Change
Effective July 1, 2013 there was a change to NDUS Resource Policy 12. At their June 20, 2013 meeting, the State Board of Higher Education approved policy changes to NDUS Human Resource Policies: 6: Annual Leave, 7: Sick Leave and 12: Overtime. These policies are available at http://www.ndus.nodak.edu/makers/procedures/hr/ . These policy changes were required by the State Auditor's Office to follow Department of Labor regulations.
As of July 1, 2013, when a non-exempt (overtime eligible) employee uses any type of leave or comp time in a work week, and the total of hours worked and leave or comp time hours exceed 40 hours in a workweek, leave or comp time must be reduced so the total does not exceed 40 or no leave is reported, whichever happens first. Overtime and leave or comp time cannot be reported in the same workweek. Only hours actually worked, holidays and institutional closure hours will be used to determine overtime.
Example: An employee uses 8 hours of leave or comp time, and works 36 hours in a workweek. They will now only report 4 hours of leave or comp time and 36 hours worked for a total of 40 hours for the week.
Example: An employee uses 8 hours of leave or comp time, and works 41 hours in a workweek. They will now report no leave or comp time, 40 hours regular time and 1 hour of overtime.
It is very important that your leave/time slips are submitted to the Payroll Office on a timely basis, so that a correct calculation can be made for the pay period. Leave submitted late, may create the need to adjust your current pay for any overtime already paid in a previous pay period, where the leave was taken. Supervisors are reminded to review employee leave/time slips for any overtime and leave taken in the same week and request the employee to adjust their leave/time slip. Also pay close attention to those weeks where part of the week is in one pay period and the other in the next pay period. We are finding a lot of corrections needing to be made due to these partial weeks. If any corrections are needed, the employee must be notified and initial the change.
If you have any questions, please contact the Payroll Office at 7-4226.
New Criminal History Background Provider and Authorization Form
As of August 1, 2013, Sterling Information Systems is the provider of employee Criminal History Background checks for the University of North Dakota. Departments will notice a cost savings and improved turnaround time. Selected hires will now complete their information for a Criminal History Background check online, which will streamline the process for departments and save more time.
For any position that requires a Criminal History background check, a revised Criminal History Background Check Authorization form must be completed and submitted to Human Resources. The new form is located at: http://und.edu/finance-operations/human-resources-payroll/_files/docs/chbcauthorizationform_2013-08-02_savable.pdf .
If the selected applicant has a valid email address, the department only needs to complete the top portion of the form, which provides information about the position, the email address of the selected applicant and the billing instructions. The department then notifies the selected applicant that they will receive an email from UND Human Resources, which will provide them a link where they will enter their personal information and authorization for the background check. Make sure the applicant knows that the faster they complete their information online, the faster the results will be returned.
If the selected applicant does not have a valid email address, the department will need to complete the top portion of the form and the applicant will need to complete the bottom portion of the form. Without a valid email address, the turnaround time will increase.
REMEMBER: Criminal History Background checks can only be requested for the applicant that has been selected for a position. It is illegal to request information for a Criminal History Background check, prior to making an offer of employment, contingent on approval by Affirmative Action and successful completion of the Criminal History Background check.
Department Reminder on I-9 Form
According to Department of Homeland Security regulations, an I-9 form must be completed at an E-Verify site before any employee is allowed to start a position at UND. Once the I-9 is completed the employee will receive a green confirmation sheet proving the employee has followed through on the I-9 process which then should be brought back to the hiring department. Please discuss a tentative hire date with the employee prior to referring the employee to an E-Verify site to complete the I-9. The employee should inform the E-verify site of the proposed hire date. If the I-9 form is not completed by this date they may not begin working. The hire date may not be prior to the completion of the I-9 form. Employees should also be instructed to bring the proper original documentation (no photocopies). You may refer to the List of Acceptable Documents attached to the I-9 form located on the Human Resources & Payroll Services website under forms. Please call Anita at 777-4890 with any I-9 form questions.