Graduate Payroll Delegation

1. Graduate Payroll Delegation

2. Introduction • Committee • Cris Crozier • Kim Dixon • Kristin Gikas • Melissa Guinn • Lynly Horine • Lynn Jacobs • Sandy Skiles • Kevin Vedder

3. Agenda • Overview of the Project • Expectations • Discussion of Tools • Common Errors • Examples • PPOSE Overview • Assessment Process • Questions – Open Discussion

4. Overview of the Project • Purpose • Objective

5. Purpose • To enhance the processing of graduate student Personnel Action (PA) and Fellowship Action (FA) forms

6. Objective • To empower staff within the college to efficiently process graduate student payroll changes by: • Focusing on the quality and accuracy of the documents processed through review of examples and common errors • Delegating, where appropriate, Dean signature authorization to the departmental Business Managers for all graduate student PA and FA forms

7. Expectations - Overarching • Quality is critical • Take responsibility for processing the payroll documents correctly • Seek appropriate resources • Ask questions and think carefully • Audit the document for accuracy and reasonableness • Ensure separation of duties • More than one person is involved with each payroll document • Delegation authority may not be granted beyond the business manager role

8. Expectations – DFA • Manage the graduate payroll process and delegations within their college • Communicate expectations for individuals receiving this delegation • Communicate college level graduate payroll approval delegations to Business Managers within their units through a memo to Lucia Anderson • Addition or removal of delegations will be managed by submission of a memo to Lucia indicating the necessary changes • Ensure forms are routed for approval appropriately based on whether college level graduate payroll delegation has been granted

9. Expectations - Preparer • Work with the appropriate staff within your area to accurately prepare the proper PA or FA forms • Use the tools and resources available to accurately complete the required information • Verify the accuracy of the effective date • These dates drive the calculation of accurate pay within the system • Double check the completed action forms for accuracy and completeness

10. PA Expectations - Approver • You are the Final Signature! • Review the PA form for • Section 1 • Accuracy of general information and location • SSN, DOB, and Gender for new employees only • Person ID for existing employees

11. PA Expectations - Approver • Review the PA form for: • Section 2 • Accurate action type • Do they have an existing appointment? • Effective date is accurate based on guidelines provided by the Shared Services Center • Personnel # if applicable • Use the Personnel # impacted by the change • For “New Hire” and “Add Additional Appt” actions, this field should be left blank as a new number will be assigned • Appropriate reason, and accuracy of the position #, personnel area/subarea, employee group/ subgroup, title and org unit • Position number and title should match

12. PA Expectations - Approver • Review the PA form for: • Section 3 • Accurate time admin and pay admin • Work schedule = EXSTAND • Work week = Purdue Standard: Monday – Sunday • Shift Code = Day • Salary Period rate = monthly rate at designated CUL • CUL • Annual rate = Annual rate at designated CUL • Full time annual rate = Annual rate at 100.00 CUL Note: Completion of this section is not necessary for separation and end additional appointment actions

13. PA Expectations - Approver • Review the PA form for: • Section 4 • Business contact and phone number • Appropriate attached documents • Form 13 • Tax Forms • I-9 • Offer letter is not required • Explanation of the purpose for the action • Inclusion of a detailed explanation serves as a record of why the document is necessary and assists with the approver and SSC reviews

14. FA Expectations - Approver • You are the Final Signature! • Review the FA form for: • Section 1 • Accuracy of general information and location • For new fellows only, include: • SSN • DOB • Gender • Residence status • Visa type and expiration date, if applicable • For individuals with previous appointments, include: • Person ID for existing employees

15. FA Expectations - Approver • Review the FA form for: • Section 2 • Accurate action type • Do they have an existing appointment? • Effective date is accurate • Recommended start date is the first of the month unless dictated by sponsor guidelines • Personnel # if applicable • Use the Personnel # impacted by the change • For “New Hire” and “Add Additional Appt” actions, this field should be left blank as a new number will be assigned • Appropriate reason, and accuracy of the position #, personnel area/subarea, employee group, title, org unit, time admin and pay admin

16. FA Expectations - Approver • Review the FA form for: • Section 3 • Normal monthly rate without insurance • Includes any supplements provided • Total fellowship with insurance • Should match the total from the Form 90 • Correct separation of insurance based on start date • Generally insurance supplements will be provided in August and December, however this may vary depending on the exact appointment start date • Verify all months are accounted for • Verify total payments match the total with fellowship insurance

17. FA Expectations - Approver • Review the FA form for: • Section 4 • Business contact and phone number • Appropriate attached documents • Document will not be processed unless the Approved Form 90 is attached • Offer letter is not required • Explanation of the purpose for the action • Inclusion of a detailed explanation serves as a record of why the document is necessary and assists with the approver and SSC reviews

18. FA Expectations - Approver • Additional FA reminders: • Fellowships administered as Assistantships should follow the PA form process • Fully approved Form 90 is a required attachment • SPS approval is needed on the Form 90 when grant funds are involved

19. Discussion of Tools • Graduate Student Payroll / Fellowship Process • Monthly Payroll Calendar • http://www.purdue.edu/payroll/xls/Monthly_Payroll_Calendar_08-09.xls • FY & AY Calendar of Paydates • http://www.purdue.edu/payroll/pdf/Payroll_Write_and_Pay_Dates_08-09.pdf • Calendar of Paydates – Off-cycle Checks • http://www.purdue.edu/payroll/pdf/Schedule_of_Off-Cycles_08-09.pdf • AY – Employment Dates for Contracts • http://www.purdue.edu/payroll/pdf/ContractAcademicCalendar.pdf

20. Discussion of Tools Terms & Conditions of Employment of Graduate Students (training available online) http://www.gradschool.purdue.edu/downloads/facstaff/2005PP.pdf http://www.gradschool.purdue.edu/downloads/Graduate_Student_Employment_Manual.pdf Fellowship Training (training available online) http://www.gradschool.purdue.edu/faculty/fellowshipresources/ I-9 Reference Material DFA Graduate Student Payroll Delegation assessment tool & memo

21. Common Errors – PA Form • New Hire information not completed • New Hire information completed, but Grad is not a New Hire • Person ID completed • Leave blank for New Hires • Incorrect calculation of annual and full-time rate, especially when position is 25.00 & 75.00 CUL • A transfer is used with a withdrawn position • Rehire used with a withdrawn position • Transfer used with an active position

22. Common Errors – FA Form • New Hire information not completed fully • Effective date in the payment information does not match the effective date on the Form 90 • Effective dates must match • Total amount for fellowship does not match the total amount at the bottom of the month-by-month column • Total amounts (including insurance needs) must match

23. Other Reminders CUL for International students Should not exceed 50.00 CUL Excludes periods where classes are not in session Add/End Additional Appointments Communication is key Insurance eligibility may be impacted by a decrease or increase in CUL Graduate staff appointments with unusually high salaries for the discipline Approval delegated to the Dean of the Graduate School Maximum amount varies by college–check Provost memo for guidance

24. Other Reminders Form 13 Review Verify the forms have been signed where necessary Do you have relatives on the University Staff or Board of Trustees? Identifies potential nepotism issues If yes, note this in the comments section of the PA form and designate the relative’s department If yes and within the same department, also include the designated supervisor

25. Examples • Example 1 – New Hire • Example 2 – New Hire • Example 3 – Rehire • Example 4 – Transfer • Example 5 – Add Additional Appointment • Example 6 – End Additional Appointment • Example 7 – Separation • Example 8 – Change in Pay • Example 9 – Multiple Page PA Form • Example 10 – FA Form

26. PPOSE Overview Searching by Organizational Unit Searching by Position Number Locating Information Changing the Layout Changing the Date

27. Assessment Initial Assessment: DFA will meet with Business Managers for initial assessment DFA meets with BM for assessment Review expectations Review processed PA/FA Forms Discuss delegation authorization Delegation memorandum listing the names of individuals receiving this delegation will be sent to Lucia Anderson

28. Assessment • Subsequent Assessments: • Will be managed on an individual basis • Review expectations • Review processed PA/FA forms • Discuss delegation authorization • Delegation memorandum will be updated with changes and resubmitted to Lucia Anderson

29. Questions?