Personnel Action Form & Essential Documents Overview. Summer 2018 Facilitator: Nicole Zamary

Transcription

1 Personnel Action Form & Essential Documents Overview Summer 2018 Facilitator: Nicole Zamary

2 Purpose of Class To present an overview of the New Hire Essential Documents and Personnel Action Form process for Staff and Student employees. We will cover detailed information on how to complete paperwork and the regulations that drive these procedures. You will walk away with a comprehensive knowledge of how to process all required documents and how to locate these items.

3 Agenda UWF Human Resources Website Staff New Hire Essential Documents Staff Personnel Action Form Moving from OPS Student to OPS Staff Student Hiring Process Student New Hire Essential Documents Student Personnel Action Form OPS Staff to Student Completing the I-9 Special Situations All employee types Remote Hire Processing

4 Websites for Information Human Resources Home Page Staff Employment Forms Staff Employment Student Employment Forms Student Employment Payroll Calendars Calendar.pdf Payroll-Calendar.pdf Payroll-Calendar.pdf

5 Staff Finalist New Hire Essential Documents Send to HR prior to making offer of employment: Background Screening Level 2 Background Screening and Affidavit of Good Moral Character (if required) or VECHS Waiver Statement on Controlled Substance Conviction FRS Certification OPS Staff Employment Application (not required for adjuncts) Staff Certification (not required for OPS) Once the background screening and FRS certification have cleared, a member of the HR Employment Team will notify you that it is OK for you to proceed with making an offer of employment.

6 Hiring Process Advise new employee what to bring on their first day: Photo identification card to verify identity i.e., driver s license, state, school or military ID, passport Document to verify employment eligibility i.e., Social Security Card, Birth Certificate, U.S. Passport Social Security Card Required for tax purposes, whether it is presented for Form I- 9 or not. Voided, personal check or bank documentation for verification purposes for each direct deposit account Required by Payroll if using a bank account Note: All identification documents must be originals and valid (unexpired). These documents must be presented & verified in person (no faxes or photocopies).

7 Staff Finalist New Hire Essential Documents Personnel Action Form - log into MyUWF and enter Personnel Action Form in the search field Additional Employee Processing Information Loyalty Oath (must be notarized) Essential Documents Checklist and Documents Receipt Acknowledgement Direct Deposit Authorization with documentation W-4 - with copy of social security card for tax purposes - Official Social Security card receipts are acceptable but are only valid for 90 days. (Online applications for a duplicate card do not provide official receipts. The confirmation of online application does not suffice for the receipt requirement, per USCIS/DHS.) I-9 Employment Eligibility Verification (original, signed form faxed copies are not acceptable) (new version dated 07/17/17 N) Once your new employee has been processed, please: have them go out to MyUWF to activate their account and set up their , ask them to review our New Hire web page, assist them in setting up their timesheet or leave report app as a favorite, and have them sign up for the next New Employee Orientation.

8 Personnel Action Forms Purpose: A UWF form used to request an action affecting an employee's status, pay or employment record. Preparation: Typically prepared at the departmental level. Deadline: Usually 9:00 a.m. on the second Tuesday of the pay period (except early payroll processing periods)

9 Personnel Action Form Routing University Work Force Routing: Division - based on approval channels (Delegations of Authority) for your division Research and Sponsored Programs - grant or seed (pay indexes starting with: 16, 18, 21, 22, R, or CR) Foundation Foundation (23) pay index Budget Office all line item/retirement-eligible employees (Note: Personnel Action Forms for OPS Staff, cell phone allowances, bonuses, awards, FMLA/medical leave and Extra State Comp do not need to go through the Budget Office.) Human Resources OPS Staff/Student Routing Department/Dean s Office Research and Sponsored Programs - grant or seed (pay indexes starting with: 16, 18, 21, 22, R, or CR) Foundation Foundation (23) pay index Human Resources

10 Purpose of Action (all eclass) All Employee Class Types New Hire New to UWF and requires essential documents Rehire previously worked for UWF; may need some or all new essential documents and new background screening(s) check with Human Resources Reassignment transferring (in the same position) to another department New Appointment Additional appointment within the same department or another department Reappointment Reappoint back into a pre-existing position Revised Appointment Change pay index or percentages (funding sources) Change home org (timesheet/leave report) Pay Increase/Decrease FTE Increase/Decrease Terminations End Appointment Separation from department or university Resignation Please provide a copy of the resignation notice when provided

11 Purpose of Action (Work Force) Only used on University Work Force employees Promotion Reclassification Pay Increases Position Orientation Year Increase Permanent Added Duties Increase requires approved Job Description update Temporary Added Duties Increase should not be given for periods of less than 30 days Extra State Compensation Separate position/appointment outside current classification/position, not an extension of their current job Duties do not conflict with duties of their regular position Non-exempt ESC may actually be overtime (review with HR in advance) Teaching faculty use the new Additional/Extra Compensation Pay Request & Personnel Action Form (contact Academic Affairs for access) Change in status FMLA, Military Leave; leave with or without pay, return from leave, sabbaticals, entering DROP

12 Purpose of Action (Work Force) University Work Force terminating from the university: Include: Last day worked (or last day paid if using leave) Reason for termination (could affect Unemployment Compensation eligibility) Letter of resignation and supervisor s letter of acceptance (if applicable) Separation Clearance Form - required on all line employees; remaining leave will not be released until received Ask employee to: Submit and have approved final timesheet or leave report(s) before final day Jeff Comeau and Kristie Peppers if planning to shelter leave payout

13 Purpose of Action (Student) Only used on Student employees Position Type Change i.e. Student Assistant to Graduate Assistant Status Change from Staff to Student Other (Explain in Box 17) Any other change not listed Title Change change within current pay grade

14 Purpose of Action Personnel Action Forms are not required for: Legislative (across the board) or Minimum Wage Increases Supervisor Changes Line employees need to update their Job Description through the PeopleAdmin 7 app in MyUWF. Contact for help with this is: Candace Freeman X2205 April Harvey X2606

15 Staff/OPS Personnel Action Form You may leave the UWF ID field blank on new employees Name as listed on social security card Full telephone number (not extension) Building and room number. If employee does not have an assigned office, give department building and room.

16 Staff/OPS Personnel Action Form Current appointments are displayed on the left-hand side of the form. Changes to existing go on the righthand side adjacent to current appointment. No need to retype anything that is not changing. New/additional appointments go on right-hand side below last current appointment. Always give a beginning and/or ending date. Line employees Working titles must match the Job Description working title.

17 Staff/OPS Personnel Action Form Explanation of changes and any special circumstances New Hire Extra State Compensation Amended or Revised Appointment Reclassification Permanent Added Duties Temporary Added Duties Resigned, Retired, or End of Appointment Entering Drop (need beginning and end date) FMLA (need beginning and end date) Payroll History Transfer Cell Phone and/or Mobile Data Plan Allowance (must attach a signed agreement; the allowance does not automatically transfer from one position to another) Details are always helpful and strongly encouraged!

18 OPS Student to OPS Staff When moving an employee from Student to OPS Staff, additional documents are required: Send to HR prior to Offer of Employment: Background Screening Statement on Controlled Substance Conviction FRS Certification OPS Staff Employment Application (except Adjuncts) Once background screening is completed and you are notified you may proceed, complete the following and send to HR: Staff Personnel Action Form - Search in MyUWF under Personnel Action Form Additional Employee Processing Information Essential Documents Checklist (Staff) Note: OPS Staff employees are eligible for unemployment compensation.

19 Student Hiring Process Ask your finalist for your student position: Are you currently enrolled for credit at UWF or another educational institution? At what level? If Non-UWF, can you provide proof of enrollment and fee payment? Do you currently have a student position on campus? Have you worked on campus previously? Within the last 6 months? Check the OHR (List All Positions for an Employee) report in Information Navigator.

20 Student New Hire Essential Documents Background Screening (usually only Level 2) If required for your particular position, it must be sent to HR prior to offer of employment. Individual cannot work until notification has been made to the department that they are cleared. Student Information and Declaration Form Demographic info is voluntary, but encouraged for reporting on the Affirmative Action Plan. Student must sign to acknowledge conditions of employment. Must remain a student. Non-UWF students must present proof each semester. Unemployment is not given for student employment, in most cases. Overtime is determined based on hours worked in all jobs across campus per week and must be preapproved. Loyalty Oath (must be notarized) Student Employee Essential Documents Checklist To be signed by Preparer of new hire packet, not the student. Direct Deposit Form Strongly encouraged. Pay can be deposited to Bank Mobile account. W-4 Form Along with copy of social security card (social security card receipts are acceptable but are only valid for 90 days).

21 Student New Hire Essential Documents I-9 Employment Eligibility Verification (original, signed form faxed copies are not acceptable) (new version dated 07/17/17 N) IF AN INTERNATIONAL STUDENT STOP HERE Review and follow the J-1 and F-1 Student Employment hiring process as described in the Confluence Business Process Library and as listed on the HR Student Employment web page. Complete and submit the F-1 and J-1 Student Employment Form Print the F-1 and J-1 Employment Checklist for the student Send the new hire package (minus the Form I-9) to HR notating that this is an international student. (HR will be completing the I-9). Do not allow the student to start work until HR has ed you confirming that the student is clear to begin employment. International students may not work more than 20 hours per week (all jobs combined) during the Spring and Fall semesters. During Summer and semester breaks they may work up to 40 hours/week.

22 Student Personnel Action Form OPS Student Personnel Action Form (fill in on screen) MyUWF Personnel Action Form (Student) Always use the most current version ONLY currently 1/3/2018 revision date. Refer to HR Payroll Calendar for biweekly deadlines. The sooner, the better. Complete all fields thoroughly and accurately for faster processing. Student employees cannot be at 1.0 FTE whether one appointment or combined appointments.

23 Completing Student Personnel Action Forms Always use the most current version! (1/3/2018) UWF ID Please do not use Social Security Number Employee Name Exactly as printed on Social Security Card Title & Pay Grade/Working Title Utilize the drop down list. Working Title can be used when student has multiple jobs in the same department. Begin/End Dates Always use the begin date of the Action to be Taken. End dates are only utilized on grants, Federal Work Study, ALL graduate level positions, and any salaried position. At this time, hourly Student Assistant positions have no end dates in Banner. FTE required and determined by department, not HR (# of hrs per pay period/80=fte) i.e. 12/80 =.15 FTE Hourly Rate Current Minimum wage is $8.25/hour Ensure the hourly rate falls within the Pay Grade range for position Salary Only Graduate Teaching Assistants who are IOR.

24 Completing Student Personnel Action Forms Home/Timesheet Org department org # and name that will be responsible for approving all time records Example 1450/Human Resources Pay Index/Org Index from which all pay records are to be paid for position (Personnel Action Form must be approved by the pay index source.) Research and Sponsored Programs Pay indexes starting with 16, 18, 21, 22, R, and CR. Foundation Pay indexes through , with the exception of (WUWF). Work Location Building and Room are required. Use contact s bldg/room when needed. If off-campus employment, still use UWF bldg/room. Dept. Contact and Phone # - Person to contact with questions/concerns. Please put full phone number so phone prefix is accurate. Action to be taken see back of Personnel Action Form Further Explanation please utilize this area to give as much detail as possible about purpose for the action.

25 OPS Staff to OPS Student When moving an employee from OPS Staff to Student, additional documents are required: Student Personnel Action Form - Search in MyUWF under Personnel Action Form (Student) Student Information and Declaration Form Essential Documents Checklist (Student) Level 2 Background In certain positions/departments check with HR Employment Team prior to offer of employment Note: OPS Student employees are not eligible for unemployment compensation, in most cases.

26 Completing the I-9 Section 1 To be completed by new employee only. All fields should be completed. Other Names Used and Apt. Number N/A and Telephone Number Optional Section 2 To be completed by the individual reviewing/certifying eligibility documents. Complete employee s name at top of page 2. Only complete Lists that apply. Either one List A OR one List B and one List C. Complete all fields for document. Use N/A if no expiration date.

27 Completing the I-9 Section 2 (cont.) Certification completed by the person reviewing documents. Documents must be presented within 3 business days of hire date and signed and dated by that time. Employee s first day of employment if unsure, leave blank. This is not the date you are signing it. Section 3 Only to be completed by HR upon Reverification or Rehire. Do not write anywhere in this section. Note: Make copies of all documents used for employment verification. If Social Security Card was not used on I-9, HR still needs a separate copy for tax purposes.

28 I-9 Common Errors These errors may hold up processing of new hire paperwork (*) and in some cases requires the employee to visit HR to make corrections: Leaving fields blank that are required i.e. Other Names Used, Date of Birth, Social Security Number, etc. Not signing and/or dating the I-9. Or dating the I-9 with a birthdate and not the date signed. Employee s name not completed on the top of Page 2. Document information not fully completed or completed incorrectly.* No copies or partial copies of documents used for verification.* Writing in Section 3, which is for HR use only. Completing the I-9 late.

29 Special Situations Changes to Any Existing Employee Rehires Call HR to confirm what documents may be required. Each situation is unique. New/Additional Appointments and/or Reappointments Do not require additional new hire docs even when in a new department. Changing Pay Index (funding source) No need to create an additional appointment. The begin date of this action is very important. This determines if there is a Payroll History Transfer to be processed.

30 Special Situations Changes to Existing Student Employees Ending Appointments Prepare a Personnel Action Form as soon as a student leaves your department permanently, withdraws, or graduates. Use the last day worked as the end date. Notate whether it is an End Appointment or Resignation. For all other reasons, contact HR. Certain specified reasons may affect Unemployment Compensation. If a Resignation, attach any documentation that may have been provided. Staff Personnel Action Form may be used only for: Changing pay index (funding source) Ending appointments Write Student at the top of the form The Student Personnel Action Form is required for all other purposes (new hires, reappointments, etc.).

31 Special Processing Situations Remote Hires Remote Hires In the event a UWF new hire will be working at a remote location and will not be able to present original documents to an on-campus UWF representative, a notary public may complete the employer's section (Section 2) of the Form I-9 on our behalf. The remote hire may utilize a part of the CUPA-HR Consortium for this purpose. The department should contact HR Processing/Records Team for a location who participates. The new Remote Location Process has been added to the I-9 package on the HR web site.

32 THANK YOU!?? Questions??