Academic Appointment Processing in the Human Resources Management System (Wolverine Access HRMS)

1. Academic Appointment Processing in the Human Resources Management System(Wolverine Access HRMS) LSA Divisional Affairs May 23, 2013

2. Divisional Affairs What are the Pieces to the Puzzle?

3. Today’s Goal • Today’s goal is to help you to understand what HRMS is, and how to: • initiate • follow • verify changes in an instructional employee’s record in the Human Resources component of Wolverine Access (HRMS).

4. What is HRMS? • HRMS is the abbreviation for the M-Pathways Human Resource Management System • Accessible through Wolverine Access, it is often simply referred to as Wolverine Access, WA, or “the system” • It is used for both Academic and Non-Academic appointments.

5. Instructional Appointment FlowchartFor Appointment Request Forms (new hire paperwork) and Wolverine Access Submittal Forms and Workflow (appointment changes) Path of instructional appointments and changes All instructional appointments and appointment changes for LSA units must be routed through Divisional Affairs via Deb Erskine or Tom Hart. Appointment changes are usually initiated by the department. Some appointments and/or changes require prior approval by the LSA EC and possibly a Regents Communication. Academic personnel changes are effective only after HRRIS receives the signed paperwork from the College and data-enters the change on Wolverine Access, or until the workflow receives final approval. Heavy arrow = flow of paperwork, workflow, and GSA eRecruit Deb Faculty (Lecturers and professors), visitors and research appointments All LSA Departments Questions Questions HRRIS (Records) Puts appt or change on line and makes it effective, or worklow flows onto systerm. Deb/Tom are liaison to HRRIS for LSA instructional appointments. Tom GSI/GSRA appointments, Peoplepay payments Questions Questions PLEASE REMEMBER to consider Deb and Tom your liaison to HRRIS and Academic Human Resources for LSA instructional appointments. Our goal is to process all instructional appointments through to HRRIS 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.

6. Remember: What actions should units initiate via the HRMS system? • The Wolverine Access submittal process is a “dead” process. You use the summittalscreens on Wolverine Access to create and print a paper submittal form. • The Wolverine Access workflowprocess and GSA eRecruit are live processes. Workflow changes flow to the system immediately after final approval. GSA eRecruit appointments flow quickly, but require a final step by the GSA, and sometimes central action following final approval. • New hires. (GSA new hires are unique in that they go through the GSA eRecruit process.) • Additional appointments • Appointment changes, including: • Effort changes via submittal – requires job data and dbe change; • 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 submittal. • Terminations via workflowexceptfor GSA terminations.

7. Generating Academic HR Personnel Actions Personnel Action Who Generates Submit To Due By Additional Appointments - including Dept Deb-Faculty; - 1st day of work or 15 business days prior to first payday Summer Appointments Tom - GSAs - EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st working day of month (submittal form) - 1st day of work or 15 business days prior to first payday Additional Pay Dept Deb-Faculty; • EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st working day of month • - WORKFLOW PROCESS. Except for research fellows at 0% effort, which are via submittal. workflow process Tom - GSAs Deaths Dept Deb-Faculty; -As soon as known (submittal form) Tom - GSAs Effort Changes Dept Deb-Faculty; -As soon as known. Uyr faculty by 7/1 for September change. (submittal form) Tom - GSAs Leave Submittal Tom Leaves with Pay Change: (Contingent upon prior LSA EC - 1st day of leave, at least 15 business days prior to 1st affected payday - approval) FALL LEAVES: by July 15th / WINTER LEAVES: by January 15th Medical Leave CONTACT DEB PRIOR to -As soon as known. SeeDivisional Affairs Matrix for details. generating paperwork New Hire Dept Deb-Faculty; - 1st day of work or 15 business days prior to first payday (paperwork; GSA eRecruit for GSAs) Tom - GSAs - EXCEPTION – JULY/SEPTEMBER/JANUARY: 1st business day of month Overloads Dept; CONTACT DEB Deb - Prior to Offer; Requires Prior Approval from Associate Dean for Budget (request memo & submittal forms) PRIOR to generating paperwork PeoplePay Dept Tom - As soon as known Resignations/Terminations Dept Deb-Faculty; - At least 15 business days prior to last payday workflow; submittal form for GSAs Tom - GSAs See memoir guidelines Retirement Memoirs Dept - At least 60 days prior (paperwork) DBE Short Code Changes Dept Deb-Faculty; - As soon as known workflow process Tom - GSAs - Retroactive Changes: Sponsored Funds approval required for Federal Funds over 120 days. WORKFLOWPROCESS

9. The Flow of an Academic HR change • Department regularly checks Gross Pay Register to confirm correct pay.

10. New Hire Academic HR Paperwork Faculty, 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 • I-9 Appointed via GSA eRecruit, so paperwork is minimal, as follows: • Fraction Calculation Form (Form 30010) for GSI, GSSA only (not needed for GSRA) • I-9 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 onlyupon hire, on Appointment Request form, and not thereafter on any HR forms. If Empl ID is known, SS# should NOT be provided.

11. Reappointments/Renewals Assistant Professors GSA (GSI, GSSA, GSRA) • Reappointed following successful third-year review. • Require Wolverine Access submittal, prepared by department to change end date. • Must be treated as new hire if not currently active or on work break in ANY regular empl record. • GSAs must be reappointed term-by-term (or by the half-term for spring/summer). • Two options for reappointment process: Wolverine Access submittal or GSA reappointment spreadsheet. • Expected dates for Fall 2013 spreadsheet: • Round 1 to unit on about July 15. • Round 1 due to LSA (Tom) from unit on about July 22. • Round 2 to unit on about August 3. • Round 2 due to LSA (Tom) from unit on about August 9. Senior Lecturers, Collegiate or Endowed Professors, Thurnau Professors • 5-year terms. • LSA Executive Committee approval required for (re)appointment. • Require Wolverine Access submittal, prepared by department. Distinguished University Professor • An ongoing title, once awarded. • Established by Rackham and Office of Budget and Planning (not LSA).

12. Assistant Professor Reappointment Submittal(Joint appointment) The Visa Permit Data Summary indicates if I9 is current. The Employee Record Summary displays basic appointment information as it is now. The “Before” section for empl record #1, displays the appointment information as it is now. (Continues on next screen.)

13. Assistant Professor Reappointment Submittal (continued) The “Before” section for empl record #1 (continued from previous screen) displays the appointment information as it is now. The “After” section for empl record #1 displays only the changes to the appointment information. The Job Comment section is important to help the Dean’s Office understand your intentions. However, HRRIS usually will be guided by the entries in the “After” section, not by the comment.

14. Assistant Professor Reappointment Submittal - Joint appointment (continued) The “Before” section for empl record #2 (continued from previous screen), displays the appointment information as it is now. The “After” section for empl record #2 displays only the changes to the appointment information (continued on next screen).

15. Assistant Professor Reappointment Submittal - Joint appointment (continued) The “After” section for empl record #2 displays only the changes to the appointment information (continued from previous screen).

16. GSA Reappointment Submittal The Visa Permit Data Summary indicates if I9 is current. The Employee Record Summary displays the basic appointment information as it is now. Look here to verify that student has ANY empl records that are active or on work break. (If not, new hire paperwork is required.) The “Before” section displays the appointment information as it is now. (Continues on next screen.)

17. GSA Reappointment Submittal (continued) The “After” displays only the changes to the appointment information. The Job Comment section is important to help the Dean’s Office understand your intentions. However, HRRIS usually will be guided by the entries in the After section, not by the comment. A new DBE Row is required for a GSA Reappointment The “Before” DBE section displays the DBE information from the previous appointment. The “After” section displays the new dates and short code for the reappointment.

18. When will I see my new appointment or change on the system? • Generally 5-7 business days AFTER receipt of the appointment material to Divisional Affairs (Deb or Tom). • Workflow changes occur in real time, once all approvals are granted. • GSA eRecruit hires require student’s action toinput or verify personal information following final approvals. Sometimes central (HRRIS) action is required also. • 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.

19. An Error with Appointment or Pay?

20. Faculty Summer Appointments • Reasons for summer pay: Active effort - ninths for teaching or research • The summer empl record is the mechanism for appointing and compensating instructional, U-Year faculty during the summer. • 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.pdf

21. Summer Appointments – The Process • Department creates a new, summer empl record#, if one doesn’t already exist. • Points to remember when creating a U-Year summer empl record: • Mirror appointment period and begin and end dates (if applicable) of original appointment. • Determine monthly dollars/effort by dividing original salary by 9 (U-YR) or 8 (U-YRT) or 4 (Term) to determine maximum monthly salary allowed. • Term IIIA submittals: Submit by May 1, with a copy of the offer letter. • Term IIIB submittals: Submit by July 1, with a copy of the offer letter.

22. Supplemental Pay to Instructional Staff Empl Status=Active or Leave With Pay Empl Status= Unpaid leave (or work break), 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 • ….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. • ALLPeoplepay 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 Peoplepayform, send it to Tom Hart to be directed as necessary.

23. Faculty Leaves: A Four Step Process

24. 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. • Submittal to HRRIS 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.

25. Retirements for Tenure Track Faculty • The 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 title • Department submits draft memoir pdf and HR termination workflow 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

26. Resignations/Terminations • Non-reappointments, retirements, resignations, and deaths all require termination workflow, except for GSAs who are terminated via submittal when they graduate or otherwise leave UM. • Prior to submitting termination workflow, 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.)

27. Some Common HR Acronyms Leaves: DOC Duty off campus leave LWOS Leave without salary (no dollars/no benefits) SAB Sabbatical leave SAL Scholarly activity leave (generates medical coverage regardless of effort) TOA Topping off award (relates to scholarly activity leave) Additional Pay Earnings Codes: ADM Administrative differential (requires administrative title) SAL Salary supplement (for GSI substitutions and one-timepayment; carries retirement contribution) FEL Fellowship – pay for research fellows on training grant – NOT WORKFLOW LEO Additional pay related to LEO appointment LEP LEO only: late layoff notice payment LER LEO only: lump-sum payment to adjunct lecturer following successful review UNS Additional pay unrelated to appointment (NO retirement contribution) Others: DBE Department Budget Earnings HRRIS Human Resources Records and Information Services P-Mod Person modifier - screen in HRMS for viewing leaves since fall ‘01, title, etc. Workflow The paperless process used for DBE changes, additional pay and terminations

28. Contact Information Deb Erskine (derskine) Phone: 647-1484; 2156 LSA, 1382 Tom Hart (tjhart) Phone: 615-5545 2160 LSA, 1382 HRRIS Forms Website http://hr.umich.edu/hrris/forms/allforms.html

29. Questions

30. Finding your way through HRMS“Breadcrumbs”

31. Breadcrumbs: Effort Changes Workforce Administration Job Information Submittal Form Pages Job Data Changes Dept Budget Earnings Changes Submittal

32. Breadcrumbs: DBE ChangeWorkflow Workforce Administration Job Information Submittal Form Pages Create DBE Workflow 32

33. Breadcrumbs:New Empl Record Workforce Administration Job Information Submittal Form Pages New Employment Record Job Data New Employment Record Dept Budget Earnings Submittal

34. Breadcrumbs: Mini-Submittal Workforce Administration Job Information Submittal Form Pages Submittal Form

35. Mini-Submittal

36. Breadcrumbs:Additional Pay Workflow Workforce Administration Job Information Submittal Form Pages Create Additional Pay Workflow

37. Breadcrumbs: Person Modifier (P-mod) Workforce Administration Person Information Review Job Information Modify a Person In Person Modifier, you can view leave history since fall 2001, titles, admin department, etc.

38. To View Last Paycheck Distribution Workforce Administration Job Information Review Job Information Employee Payroll/Leave Data (Not for Faculty leave history. Go to Pmod for faculty leave history.) Note: You will only see the LAST paycheck distributed to the employee on this screen.

39. To View Workforce Job Summary Workforce Administration Job Information Review Job Information Workforce Job Summary Search by Empl ID or name to view various job related tabs. Download directly to Excel spreadsheet if desired.

40. Workforce Job Summary (sample) Click here to download to Excel spreadsheet Tabs for data indicated data fields

41. As Needed Effort Certification Report For terminating and terminated employees only. The CRO requires on-line certification for all active employees. Workforce Administration Workforce Reports As Needed Effort Certification Create a Run Control ID if necessary. If you already have a Run Control ID for As Needed Effort Certification Reports, enter the first few letters of your Control ID and click SEARCH. Enter UMID for employee, dates for certification period, and select “Run to Window”. Report will run and appear in a new window.

42. Employee Total Picture Most of the data goes back to July 2001 ONLY (the beginning of Wolverine Access). This can be a complex report to interpret, but it is useful for employment start date, for example. Workforce Administration Workforce Reports Employee Total Picture Create a Run Control ID if necessary. If you already have a Run Control ID for As Needed Effort Certification Reports, enter the first few letters of your Control ID and click SEARCH. Enter UMID for employee, “as of” date, and type of data requested. Select “Run to Window”. Report will run and appear in a new window.