HR and Sponsored Projects

1. HR and Sponsored Projects Deb Erskine Instructional Human Resource Senior Manager February 16, 2011

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

3. 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 Academic and Non-Academic Research appointments.

4. Instructional HR Appointment Paperwork FlowchartFor Appointment Request Forms (new hire paperwork) and Wolverine Access Submittal Forms (appointment changes) Path of instructional HR paperwork All instructional appointment and appointment change paperwork for LSA units must be routed through Divisional Affairs via Deb Erskine or Tom Hart. Appointment paperwork is 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. Heavy arrow = flow of paperwork 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. 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 paperwork 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.

5. What actions should units initiate via the HRMS system? • New hires • Additional appointments • Appointment changes, including: • Effort changes • Department Budget Earnings (DBE) changes: e.g., short code changes and split funding • Additional pay on active appointments (pay that does not generate effort) • Terminations REMEMBER: HRMS is a “dead” system; you do not enter data directly. You use the submittal screens on Wolverine Access (such as the Job Data and Department Budget Earnings Changes screens) to create and print a paper submittal form.

6. Generating HR Paperwork Chart

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

9. New Hire Paperwork All forms MUST be most recent version. Download from HRRIS website (http://hr.umich.edu/hrris/forms/allforms.html) Faculty, Lecturers, Researchers GSA (GSI, GSSA, GSRA) • Appointment Request Form (Form 36400) • Approved Pool Report (tenure track) • Offer Letter • Faculty Personnel Record (Form 30002) • Supplemental Appointment Information (Form 36100) • Must be notarized on Page 1 • Page 3 must be completed • I-9 • Optional: Payroll forms (e.g. W-4, Direct Deposit Request) • Appointment Request Form (Form 36400). • Fraction Calculation Form (Form 30010) for GSI, GSSA only (not needed for GSRA) • Educational Assistant Personnel Record (Form 36510) • Supplemental Appointment Information (Form 36100) • Must be notarized on Page 1 • Page 3 must be completed • I-9 • Optional: Payroll forms (e.g. W-4, Direct Deposit Request) REMEMBER: SS# required only upon hire, on Appointment Request form, and not thereafter on any HR forms. If Empl ID is known, SS# should NOT be provided.

10. Reappointments/Renewals Assistant Professors/Assistant Research Scientist Research Fellows • Reappointed following successful third-year review. • Require Wolverine Access submittal, prepared by department to change end date. • Annual renewal up to three years. If an extension is needed a request should be sent to the Divisional Associate Dean three months prior to the termination date and should include a current CV and a letter of support by the Chair. Visiting Research Faculty • Appointments are for one year. If an extension is needed a request should be sent to the Divisional Associate Dean three months prior to the termination date and should include a current CV and a letter of support by the Chair. Dry Appointments • All Research Faculty submitting proposals must have at a minimum 5% effort from non-sponsor funds. Dry appointments are rarely granted. If you need to give someone an affiliation only this program through Rackham might work for them. M-Community Sponsor System. (See webpage http://www.itd.umich.edu/itcsdocs/s4356/) 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).

11. 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.)

12. 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.

13. 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).

14. 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).

15. 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.)

16. 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.

17. When will I see my new appointment or change on the system? • Under normal circumstances during the term, you can look for your appointment or change on Wolverine Access approximately 5-7 business days AFTER delivery to Divisional Affairs (Deb or Tom). • Exceptions to “normal circumstances” are: • Unusual appointments or unusual appointment changes. • Errors in paperwork or missing forms. • The busiest times of the year (September and January, the beginning of each term). • REMEMBER: New appointments always take longer than most changes to existing appointments.

18. An Error with Appointment or Pay?

19. Faculty Summer Appointments • Reasons for summer pay: • Active effort – teaching or research • “Ninths” as promised in offer letter • 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.

20. 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 • Term IIIB submittals: Submit by July 1

21. 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 Must pay supplemental pay via Additional Pay Submittal (Wolverine Access) Must pay via Peoplepayprocess (not via Wolverine Access). • 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 Diane Benson. • When in doubt of who should approve your Peoplepay form, send it to either Diane Benson or Tom Hart.

22. Supplemental Pay to Instructional Staff (continued) Determining Empl Status (whether to pay supplemental pay through Additional Pay or Peoplepay) is accomplished most easily by going into a submittal form page. (REMEMBER you can’t use sponsor funds for additional pay—those funds require effort.) The Employee Record Summary displays the empl status as it is now

23. ADDITIONAL PAY SUBMITTAL STATUS of empl record must be active or leave with pay. Otherwise, must be paid via Peoplepay. EARNINGS CODE must be appropriate. (See acronyms list.) SAL Salary Supplement EFFECTIVE AND END DATE = Beginning and end dates of pay periods in which monthly amount will pay. EARNINGS AMOUNT = Monthly amount.

24. Current Research Faculty aren’t eligible for Leaves. Options available to them:

25. Retirements • The Emeritus Title • Granted by the Regents as a result of the official request which takes the form of the retirement memoir, prepared by the department. • Draft memoirs are due approximately 60 days prior to retirement date. Reminders are sent each term from Dean’s Office to all units. • Timely submission of the memoir AND the HR termination paperwork ensures timely conferral of emeritus status.

26. Resignations/Terminations/Reduction in Force (RIF) for anyone with a 12-month appt. • Verify vacation time before requesting RIF status. • Non-reappointments, retirements, resignations, and deaths all require that the Layoff and Termination Form be submitted to the Dean’s Office. • End date of appointment = end date of benefits • FYI - 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. Reduction in Force (RIF) PROCESS LSA Process • Template documents are available for use to transmit request to College and OVPR. A third template for letting the Research Faculty member know the decision once approved by OVPR and College (http://lsa.umich.edu/research/policies/prs ).  • OVPR asks that we follow the RIF procedure which is provided in the next slide.  • So packet which includes the DivAD letter, the request to OVPR, and the draft RIF memo to the candidate should be sent to the Research Office for review and forwarding to OVPR.

28. Reduction in Force (RIF) PROCESS LSA Process 15. Reduction-in-Force • Research faculty reduction-in-force (RIF, layoff) actions are governed by Standard Practice Guide (SPG) 201.72 – Reduction-in-Force. In addition to the requirements established by SPG 201.72, the joint approval of OVPR and the Office of Academic Human Resources (AHR) is required before a unit mayissue a RIF notification to a research faculty member. The appointing unit must submit the RIF proposal to OVPR, which will work jointly with AHR to review the proposal. All proposed RIF actions should be submitted to OVPR with sufficient lead-time to allow for the appropriate coordinatedreview. Additional requirements are provided below: • For all research faculty, appointing units must provide a minimum notice of 90 days before a RIF takes effect. • For RIF proposals that would affect research faculty with less than three years of service, the appointing unit must provide substantial documentation of why the unit is unable to fulfill its original three-year commitment. • At a minimum, appointing units should provide the information on the list below in an RIF proposal: • Offer letter and hiring Memorandum of Understanding (MOU); • Funding history; • Status of all current sources of funds; • Role (PI or Co-PI) on active grants, term of award and funding commitment; • Role (PI or Co-PI), funding level and probability of success on all pending grants; and • Other known pending grants with support for research faculty member.

29. 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—more info on LSA Research Webpage) Additional Pay Earnings Codes: ADM Administrative differential (requires administrative title) SAL Salary supplement (for GSI substitutions and one-time recruitment or retention payment; carries retirement contribution) FEL Fellowship – pay for research fellows on training grant 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 RIF Reduction in Force P-Mod Person modifier - screen in HRMS for viewing leaves since fall ‘01, title, etc.

30. 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

31. Questions

32. Finding your way through HRMS“Breadcrumbs”

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

34. Breadcrumbs: DBE Changes Workforce Administration Job Information Submittal Form Pages Dept Budget Earnings Changes Submittal

35. DBE Change submittal

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

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

38. Mini-Submittal

39. Breadcrumbs:Additional Pay Workforce Administration Job Information Submittal Form Pages Additional Pay Changes Submittal

40. Detailed MyLinc Instructions for Additional Pay Submittal Creation Wolverine Access Home Page University Business MyLinc Search: Additional Pay Additional Pay Changes: (Submittal Form Creation)

41. 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.

42. 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.

43. 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.

44. 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.