CAPS Processing Deadlines and Helpful Links

1. CAPS Guide

2. Table of Contents • Contact Information…………………….……..3 • Helpful Links…………………..………………..…4 • CAPS Processing Deadlines………...........5 • ePAF Home Page……………………….……….6 • Courtesy Appointments………..……………7 • NER Schedule………..……………….………….8 • Things to Remember About NER…..……9 • Criminal Background Check (CBC)…...10 • EmplID Assign….…………………..………….11 • Work Authorization Expiration…………13 • Effective Date Reminders…… …………..15 • Student Employee FICA……..……..…….16 • Retirements…………………………………....17 • Questions?.........................................18

3. Contact Information CAPS Centers Address: CAPS Center Fax:884-0047 1095 Virginia Avenue *Please make us aware if you fax Columbia MO 65211 something to the CAPS Center Black & Gold CAPS Kaitlyn Sadowski 2-3795 muhrsblackgoldcaps@missouri.edu Arts & Science Office of Research Education Business CAFNR ZOU CAPS Francie Martin 4-7913 muhrszoucaps@missouri.edu Division of IT Engineering Human Env. Sciences Journalism Law Libraries UM System Veterinary Medicine Columns CAPS Rebecca McLeland 2-8088 muhrscolumnscaps@missouri.edu Athletics Extension Health Professions Medicine Nursing Vice Chancellor for Health Affairs Tigers CAPS Liz Wester 4-7938 muhrstigerscaps@missouri.edu Finance Operations Chancellor/Provost VC for Finance Alumni/Advancement Marketing & Communication Inclusion, Diversity & Equity Marketing & Communications Student Affairs

4. 14138659 Helpful Links CAPS: https://hrs.missouri.edu/managers-supervisors-and-fiscal-personnel/caps CAPS Services and contact information Payroll Processing: https://hrs.missouri.edu/forms/payroll-processing Contains off-cycle authorization form and the link to Payroll Production Calendars. PS PAF Processing: https://hrs.missouri.edu/forms/peoplesoft-paf-processing Provides special processing guidance and instructions NER: https://hrs.missouri.edu/managers-supervisors-and-fiscal-personnel/ner Provides special processing guidance and instructions

5. CAPS Processing Deadlines • The Personnel Action Forms (PAF) deadlines are distributed monthly by the HR/Payroll Operation Offices in the Payroll Processing Calendars • All requests for changes/submissions MUST be received by 5:00 p.m. on the day specified • ePAFS that affect monthly payroll must be received, correct and ready to loadby 5 p.m. the Friday prior to that monthly payroll confirm. For those attending NER they must attend and successfully complete NER by the monthly ePAF deadline in order to be paid on time for that month. All deadlines and payroll confirmation dates are on the Payroll Processing Calendar. • CAPS Center Goal: New Hires/Rehires – 24 hour turnaround after the employee attends new employee registration and provides all required documents, assuming there are no issues with the hire request. All other ePAF activity - 48 hour turnaround from the date received assuming all requested information is accurate. • During peak processing periods, ePAF turnaround time may be slightly extended. We will advise via email of our expected turnaround times when we don’t expect to make the CAPS Center Goal turnaround time. Peak processing times include mid-August/September, January and June.

6. Electronic Personnel Action Form (ePAF) Home Page • Go to MIS Webapps at https://webapps.umsystem.edu and log in with your Paw Print and Password • Click on HR PRODUCTION Database. Log in with your Paw Print and Password • Click on Main Menu and go to Department Self Service • Click on ePAF Home Page

7. Courtesy Appointments On the ePAF Home Page, under Start a New ePAF utilize the Courtesy Appointment ePAF Required Information: • Effective Date • Name • Use the legal name, if an employee has a courtesy appointment and later becomes an employee a nickname will increase the likelihood of creating a second emplID which will cause issues with the employee’s account. • EmplID • If known, it must be included. CAPS will do their best to find an existing emplID but it can be missed if an employee has had a name change (i.e. went to school under maiden name and is now being given a courtesy appointment under married name) • Department ID • Job Code • 9993 (Courtesy) • 9991 (Volunteer) • 0074 (Emeritus) – these appointments and approved letters are communicated directly to HR and will be processed by our office. Do not pick this option. Please provide Social Security Number if possible, it helps greatly in reducing duplicate employee ID numbers.

8. New Employee Registration (NER) Schedule Monday, Tuesday, Wednesday and Friday 8:00AM – 4:00PM Thursday 8:00AM – 12:00PM 1095 Virginia Avenue Parking Structure 7

9. Things to Remember Regarding New Employee Registration (NER) • IMPORTANT: The employee must attend NER on or before start date • The ePAF for employees attending NER MUST be submitted at least 48 hours BEFORE employee start date or attendance at NER, whichever is earlier. • If an employee attends NER prior to being provisioned they will be sent away because they will not have the necessary access to complete their onboarding. • Please ensure that employees know what documents must be provided when attending NER. The NER sheet has a list of all acceptable documents for the I-9. If they do not have all the documents needed they will be asked to return later. The hire of an employee cannot be completed until they have successfully completed NER. • If the employee holds an active paid job at the University and you are hiring concurrently or transferring they do not need to come to NER.

10. Criminal Background Check (CBC) The following serves as a guide in determining when a criminal background check (CBC) is required. https://hrs.missouri.edu/policies-and-procedures/hiring-and-employment/criminal-background-check *Note: There are situations where criminal background checks may be required due to other criteria. Examples include but are not limited to grant, credentialing, and licensing requirements.

11. EmplIDAssignment Students: emplID is the student number assigned upon enrollment at the University of Missouri. Non Students Requiring a CBC: The emplid is created in the HR office using information supplied by the employee in the CBC process. • eRecruit: the emplid is created and HRS will begin the ePAF. NER will email notice that the ePAF is in the initiators worklist and will contain the emplid. • No eRecruit: NER will e-mail the department the CBC approval and will include the emplid. The emplID can be used to start the hire ePAF.

12. EmplID Assignment (cont.) Non Students Exempt From CBC: The department will request an emplID be created for high school students and international employees without a social security number • If the position is in E-Recruit, do not submit a request, it will be created through the hire process. • Do not request EmplIDs for courtesy appointments (refer to page 7) • Log on to webapps.umsystem.edu. Click on the HR Emplid Create Request link. Log in and click on the Request Emplid link on the left hand side (if you do not have access email your CAPS Center inbox). Enter the required information. Click Submit Request. • NER will communicate the emplid to the department once it has been created. • EmplID requests will be created within 24 hours of being requested.

13. Work Authorization Expiration • The employee will be notified four months prior to the work authorization expiration date, the department and fiscal officer will be notified three months prior. • Departments have three options: • Reverificationneeds to be completed no later than the date listed on the report (the work authorization expiration date) The Department should: • Notify the employee(s) that his/her work authorization is expiring soon • Provide the employee(s) with the I-9 List of Acceptable Documents • Let the employee(s) know of our NER schedule/times to determine when they will be available to come to the NER Office to complete a reverification • Submit an ePAF to place the employee(s) on an Unpaid Leave of Absence • Only if the employee is NOT going to be working and NOT going to be paid, but will be obtaining new work authorization and is expected to return to work at that time • Submit an ePAF to Terminate the employee(s) • Only if the employee is NOT expected to return to work

14. Work Authorization Process Timeline When No Reverification Is Received

15. Effective Date Reminders The following personnel actions must be at the beginning of the pay period: • Longevity Increases • Union Employees • Mid Year Increases • Unless supporting documentation indicates a need to increase salary mid-pay period The following personnel actions do NOT have to be at the beginning of the pay period: • New Hires/Rehires/Concurrent Jobs/Transfers/Promotions/ Demotions • Terminations • PLOA/LOA/RLOA/Extension of LOA • Reclassifications • Retirements

16. Student Employee FICA • CAPS Center will manage FICA exemption through myZou. • If it is a student job code and a new hire/rehire/transfer/RLOA the CAPS Center will load as exempt. • If you are hiring a UM student into a staff or academic title, CAPS will only verify enrollment in myZou if they are marked as FICA exempt on the ePAF. • Student FICA exemption is reviewed on a monthly basis using automated enrollment reports from the student system. • If you or your student has any questions about FICA status or refunds please direct questions to your respective CAPS Center.

17. Retirements Department Responsibilities: • Process the Retirement ePAF • Attach the Notice of Intent to Retire Form (with appropriate signatures) • Any other documents must go straight from employee to the Retirement Office • Attach Retirement worksheet (vacation balance from worksheet must match balance on ePAF request) • If this balance changes after the request is submitted contact your CAPS Center inbox for instructions on how to correct. Employee Responsibilities: • The employee is responsible for providing the Total Rewards Office with copies of supporting documents, like a drivers license or birth certificate. These should not be attached to the ePAF. • The employee should notify their department of any changes to their plans to use vacation. A change in vacation balance from the amount that was submitted could change their retirement date. CAPS Center Responsibilities: • Process the ePAF and ensure that the employee’s file is sent to the Total Rewards Office. • Enter the vacation payout in time and labor and approve through the retirement date. • Process any adjustments necessary. NOTE: The Total Rewards office needs these documents NO LATER THAN 60 days before the employee’s retirement date.

18. Questions? For questions on this document or the CAPS process, please contact your CAPS representative.