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Presented by Melinda Lilly Human Resources April 2008

Presented by Melinda Lilly Human Resources April 2008. Nelda Evarts, Assoc Dir HR, Compensation & Employment Reclassifications and new positions (HRM-4 form), consultation Phone: 4244 E-mail: nevarts@unt.edu Melinda Lilly, HR Representative HRM 6, 7, 8, 9, 11, 12

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Presented by Melinda Lilly Human Resources April 2008

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  1. Presented by Melinda Lilly Human Resources April 2008

  2. Nelda Evarts, Assoc Dir HR, Compensation & Employment • Reclassifications and new positions (HRM-4 form), consultation • Phone: 4244 • E-mail: nevarts@unt.edu • Melinda Lilly, HR Representative • HRM 6, 7, 8, 9, 11, 12 • General compensation questions, salary surveys, consultation • Phone: 4245 • E-mail: mlilly@unt.edu

  3. On-Line Help • New Employee Information Packet/Additional Documents/New Hire Requirements • Compensation/Payroll Vocabulary • HRM-4 and HRM-5 • Authorizing Salaried Employees (HRM-6) • Authorizing Non-contract faculty, and salaried student appointments (HRM-7) • Authorizing Hourly rates for employees (HRM-8) • Special (Lump sum) payments (HRM-9) • Authorizing Task rates for employees (HRM-11) • Authorizing Summer payments to faculty and 9 month staff (HRM-12) • Overtime payments • Payroll Processing Tips

  4. HR web-site: www.hr.unt.edu/main • Payroll and Time Reporting Deadlines • From home page, select Event Calendar • Select month and year, event (Payroll Deadlines), then view • HR EIS Updates • From home page, select EIS Updates • Announcements • Employee Self-Service/Pay Information • Payroll and Time Reporting Deadline • Forms and instructions (check periodically for forms updates)

  5. HR on-line forms: From home page, select Forms List Table • Compensation web site: From home page scroll to bottom of page, then select Compensation • Pay Plan on-line: From Compensation, select Pay Plan • Pay Plan includes: • All current UNT and UNT System job titles • Salary info for classified titles • EEO code designation • Retirement Eligibility • FLSA status • Partial month calendar • Instructional dates of appointments • Other useful general information

  6. From Home page, select Supervisors, then select New Hire Packet (salaried or hourly depending on type of employee) • All new employees must receive entire packet • Signature acknowledges that they have received information • Essential for payment: 1) W-4, 2) I-9, 3) Employee Biographical Data (EBD) • Essential items MUST be attached to payroll form for data entry into EIS

  7. Foreign National Information Form (FNI) must be completed by all new Permanent Residents and Non-resident aliens to determine the employee’s tax liability • Electronic Funds Transfer (EFT) Form allows paychecks to be electronically transferred to the employee’s bank account

  8. For all staff hires including new hires, promotions and transfers, the following documents/actions are required before the employee can be put on payroll: • Completed all Criminal History Check and PeopleAdminrequirements • Completed and signed Staff Application Form • Documentation of at least 2 reference verifications using the HRM-5B (call Employment for reference requirements for current UNT employees) • Official transcripts and certification documentation if a minimum requirement or a selection factor

  9. Additional Pay – Pay separate from a salaried employee’s base pay, generally for additional assignments, cell phone or other allowances • BRP (Benefit Replacement Pay) – Additional pay item for eligible employees who were State of Texas employees on the payroll as of 8-31-95, and have not had a disqualifying break in service • Dept# (or HR Dept#) – The department’s base account number • Dept/Proj # - The source of funding for the payment • Distribution % - The percentage of salary that should be funded by the indicated Dept/Proj # • EIS – Enterprise Information System utilized by UNT for payroll, HR, budgets, student, and advancement processing and recordkeeping • Empl Rcd # - The number that represents an individual job in the EIS system

  10. EMPLID – The ID number assigned to all students, employees, and donors • FLSA Status – The designation for each job title as to overtime eligibility, can be exempt or non-exempt • FTE – The percentage of full-time status for which a position is budgeted (based on a 40 hour work-week) • Job Code – The numerical code associated with each individual job title • Longevity – An additional pay item to full-time staff based on their total months of state service (currently $20 per month for every 2 years of state service) • Pay Grade – The numerical code that corresponds with the set entry and maximum salary for each classified job title • Position # - The unique number that represents each budgeted position

  11. Forms used to request position reclassification and posting of vacant staff positions • HRM-4 and HRM-5 available on forms page • Contact Compensation (ext. 4244) for HRM-4 questions and Employment (ext. 4240) for HRM-5 questions

  12. HRM-6 is used to authorize, remove, or change positions/appointments for regular salaried employment • Every HRM-6 has a Position Number • HRM-6 reflects current data only, future and past dated forms cannot be generated

  13. Order HRM-6 by using the order form at http://www.hr.unt.edu/main/, select Online Forms, then Order HRM-6 Form • An Excel form will be e-mailed to you • Order with EIS Position Number • Position Number Report - To request in EIS go to: Home - UNTS Time and Labor - Department - Report - Employees by Group • Use your Salaried ID Group number to order for your group

  14. Type in new information in the non-shaded areas directly under the printed information • For Staff, position data changes also require a HRM-4 for: • a change in the JOB TITLE of the position (reclassification) • MARKET or EQUITY salary adjustments • other significant changes in FTE or STATE FUNDING of the position.

  15. Two HRM-6 forms are required for transactions involving two POSITION Numbers • Two HRM-6 forms are required for transactions involving TWO PEOPLE • General guidelines for signatures at bottom of the form

  16. Don’t forget your name, date, phone • Always request a new HRM-6 from HR for all transactions; do not use a previously saved version • Be sure to send HR the ORIGINAL form

  17. You are preparing the paperwork to move Mr. Moving Up to a Program/Project Specialist IV in Economic Initiatives. Your supervisor also wants to retain the employee’s prior merit. • Empl ID 10101010 • Start Date 4-15-07 • What other info do you need to gather and/or attach with the HRM-6?

  18. HRM-7 is used for non-regular salaried jobs • Signature of Dean’s Office required for academic units • Can authorize on a single form for any account within Dept ID • Employee’s Empl Rcd # is critical for changes to be processed correctly

  19. Teaching Fellows and Teaching Assistants and Graduate Research Assistants must be GRADUATE students • Adjuncts and Adjunct Assistants CANNOT be a UNT student • FTE MUST reflect actual work performed and must not be manipulated to achieve a particular objective

  20. Notify employees of their insurance eligibility and requirement to apply for coverage • International students may need proof of insurance eligibility at registration; contact the International Programs and Studies office for information • Upon termination from employment it is CRITICAL to notify HR Benefits of the termination to avoid extra premium cost to the University

  21. HRM-8 for hourly payroll appointments • HRM-8 establishes a pay rate but does not authorize a payment for the employee • Hourly Timesheet UPO 23 or electronic time system required to document hours worked • Entry/Approval of time through Time and Labor required for payment

  22. Student ID is the same as their Empl ID • Process terminations via web-site, from http://www.hr.unt.edu/main/, select Online Forms, then Hourly Termination Form • Changes to already entered jobs requireEmplRcd# • Possibility of overtime for hourly/multiple hourly appointments • Hourly Limitations: See HRM-8 instructions • Visa Restrictions: Check with International Programs & Studies • Rate Justification required for higher rates • Over $15 for regular student assistants • Over $20 for all others

  23. You need to hire a new regular hourly student employee. • Start date: 10-15-07 • Name: Julie Elaine Jackson • Student ID: 12345678 • Hours per week: 20 • Hourly rate: $18 • Do you need any other information?

  24. HRM-9 authorizes lump sum vacation, death sick leave benefits, or comp time payment at termination or change of FLSA status • No timesheet or time entry required for time paid on HRM-9 • If vacation or comp-time is used for extension on payroll, then time entry by department is required in EIS Time and Labor • Pay calculation is as though the employee continued on salaried status • Death benefit calculation is same as if living, contact HR for assistance

  25. Employees must have at least 6 months of continuous state service to receive vacation payment at termination • Employees are entitled to payment for any holidays that fall within the period of extension on the payroll when vacation leave is paid by lump sum, also Floating Holiday if not used prior to termination • Vacation pay for persons on a sponsored project is an obligation of that project

  26. HRM-11 for Task Pay only • Students are generally NOT paid by task but are either hourly or salaried • Some pay may not be authorized as tasks; pre-consultation with HR is highly recommended • Task pay for non-exempt regular employees working in the same occupational code is prohibited • Task pay for exempt staff in lieu of compensatory time is prohibited

  27. Only one task payment may be requested per form. Multiple payments will require multiple forms • Payment will be automatically generated, requiring no departmental Time and Labor data entry • Task payments will be processed only on the first of the month regular payroll

  28. You need to pay a task to a UNT employee for painting a dorm room. • Name: Jennifer Elizabeth Jefferson • Empl ID: 54329876 • Amount to be paid: $500 • Hours worked: 35 • Work dates: 12-10-07 through 12-13-07 • What other information do you need? What other steps do you need to take?

  29. Used for summer payroll appointments for faculty and 9 month staff • Works like a HRM-7 generally but just for summer and Maymester • Does not reference the primary position number for the employee • Dean and VP must sign form

  30. Only one employee may be submitted per form • Use the comments section to provide more info about the data on the form. • For Faculty, please include regular 9 month salary contract amount in the comments section • Enter an Empl rcd # when making a change to a previously submitted appointment • For HIR actions, HR Records will assign the appropriate Empl rcd #

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