Payroll Job Data Criteria for eligibility: UMACADEMIC UMCIVILSRV - UMCSVCLASS UMLABORREP UMCMPERSONAL UMCOMPTIME

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1 This resource document defines the eligibility groups necessary for Absence Management enrollment. The values shown below are populated in the Eligibility Group field on the Payroll tab in Job Data. Use this document to determine and assign the correct eligibility group when enrolling an employee into Absence Management. Criteria for eligibility: UMACADEMIC Academic Eligibility Group: Faculty and P&A (93xx, 96xx, 97xx, 9540, 9546) employees eligible for vacation leave must hold: A single 67 to 100 percent time appointment for a twelve-month term (A-base) OR Multiple appointments where each appointment is for a twelve-month term (Abase) and when combined the total percentage is at least equal to the minimum qualifying threshold of 67% time. UMCIVILSRV - Civil Service Eligibility Group: Appointment of at least 50% time Continuing or temporary appointment in one administrative unit Prearranged and assigned schedule UMCSVCLASS Civil Service V-Class Eligibility Group: Full time civil service employee on a 100% appointment Continuing or temporary appointment in one administrative unit V-class appointment with FLSA status of Y Prearranged and assigned schedule UMLABORREP Labor Represented Eligibility Group: Continuing or temporary appointment in one department Appointment is at a designated percentage of at least 50% time If the employee does not fit into one of the above groups, determine the appropriate eligible status from the following categories: UMCMPERSONAL Compensatory Time & Personal Holiday eligible Labor Related or Civil Service employee on a 50% or less appointment Employee is eligible to earn compensatory time and personal holiday, but not vacation or sick. To be eligible for a personal holiday, an employee must be eligible for holiday pay. UMCOMPTIME Compensatory Time Only eligible: Employee holds a Temporary/Casual appointment Employee is eligible to earn compensatory time, but not personal holiday, vacation or sick. 1

2 UMPERSONAL Personal Holiday eligible: Employee holds a non-12 month academic appointment Employee is eligible for Personal Holiday leaves but not sick, vacation or comp time. To be eligible for a personal holiday, an employee must be eligible for holiday pay. UMLOA Leave of Absence Eligible Employee is not eligible for vacation, sick or comp time, but may need to report excused paid and excused unpaid absences. (Used in very limited circumstances. For more information, call the OHR Contact Center, ) For employees with multiple jobs, determining eligibility is based on if the employee s record is eligible. For example: 1. Faculty member is hired in two 12 month positions, one at 50% time and one at 25% time. Combined, these two positions make the employee eligible for absence in the UMACADEMIC eligibility group. Both employee records need to be set to UMACADEMIC. 2. The faculty member from example 1 is hired for a third position, but in this case a 9-month position at 25% time. That position does not contribute to eligibility in the UMACADEMIC eligibility group, but it is eligible for a personal holiday, so the eligibility group is set to UMPERSONAL. 3. A civil service employee is hired in to two CS positions, one at 50% time and one at 25% time. The first position meets the criteria to be enrolled in UMCIVILSRV, but the second is only eligible for comp time and a personal holiday so it is enrolled in UMCMPERSON. 2

3 This grid displays the absence plans that each eligibility group is eligible for: UMACADEMIC UMCIVILSRV UMCSVCLASS UMLABORREP UMCMPERSONAL UMCOMPTIME UMPERSONAL UMLOA Personal Holiday X X X X X X Vacation X X X X Sick X X X Comp Time X X X X Excused Unpaid Leave of Absence X X X X X X X X Excused Paid Leave of Absence X X X X X X X X Vacation Cashout X X X Vacation Buydown X X X Comp Time Buydown X X X X X Personal Holiday Buydown X 3

4 Field Names and Definitions This job aid identifies and defines the fields used and not used when entering appointment information. A MANAGE HIRES If an employee was recruited through Recruiting Solutions, start with the Manage Hires page. Main Menu > Workforce Administration > Personal Information > Manage Hires Field Name Select Transactions Where Definition This drop-down menu allows different searches to be run. Search options include: DeptID - Enter a value. Source Recruiting Solutions Smart HR Transactions Taleo Start Date - This is the default selection. Captures results in a specific date range. Status All (Default value) Action Required Draft Error Requested Type of Hire Add Concurrent Job Add Contingent Worker Hire Default value. Rehire Use when hiring someone who has had previous University employment. Transfer Use when someone is an Internal Employee Transfer. ZDeptID MANAGE HIRES: DETAILS PAGE Field Name Definition Recruiter Name Job Opening ID Defaults from the applicant s application. The ID assigned to the job posting

5 Field Names and Definitions (cont.) Job Opening, The title of the job the applicant was hired for. Position, Job Code B Business Unit Department Applicant Type Desired Start Date Empl ID Defaults from Position. Defaults from Position. Defaults from what was entered in Recruiting Solutions. Do not change. Defaults from what was entered in Recruiting Solutions. Do not change. This field is determined through the recruiting process. If field is blank, the next step is to click <Add Person>. If there is an Empl ID populated the next step is to click <View/Edit Person>, and then <Add Job>. See the step by step job aid for details. Org Instance Section Defaults based on how the applicant was set up in Recruiting Solutions. Create New Org Use Existing Org Employment Record Defaults based on how the applicant was set up in Recruiting Solutions. Section Create New Assignment Use existing assignment Hire Information Section Add Person/ Add Job Button <View Job Offer Letter> - Click this link to view the offer letter. This button will vary depending on how the applicant MANAGE HIRES: BIOGRAPHICAL DETAILS TAB Field Name Definition Effective Date Format Type Display Name (mmddyy). Defaults to the start date from Recruiting Solutions. Best practice is to leave at default. This field cannot be future dated and must be equal to or greater than the effective date entered on the Job Data pages in order to save those pages. Leave at default - English. This field formats automatically from the primary name s First Name and Last Name fields

6 Field Names and Definitions (cont.) Date of Birth Birth Country Birth State Birth Location Waive Data Protection Effective Date Gender Highest Education Level Marital Status As of Language Code Alternate ID Full-Time Student National ID Primary ID (mmddyy). Date of birth as indicated on the HRIF. Required for employees and person of interest type Other Payee. This field formats automatically; do not use dashes or hyphens. This field is required for payroll and benefits purposes. Leave blank. Leave blank. Leave blank. Leave blank. (mmddyy). Defaults to the start date from Recruiting Solutions. Do not change. Defaults to Unknown. The gender of the employee, as indicated on the HRIF. Required for employees and person of interest type - Other Payee. This field is required for payroll and benefits purposes. If known, select the highest level of education the employee has received. If no information is provided, leave at default, Not Indicated. Note: Education information is required to be tracked on a separate Education page for Academic hires. Leave at default (unknown). Leave blank. Not used. (If known) The official speaking and writing language of the employee. Internet ID. View-only and displays after hire is saved. Do not use (leave unchecked). The employee s Social Security Number (SSN) from the SSN card. This field formats automatically; do not use dashes or hyphens. If the employee being hired is a foreign national who does not have a SSN, leave the field blank. The system will default to XXX-XX-XXXX upon saving. When SSN is known, it may be entered at any time. Payroll Services will instruct the foreign national on the application process for receiving a SSN. The SSN can be entered into the system by the department or centrally. Do NOT enter any ID number here other than a SSN. Leave at default (checked). C

7 Field Names and Definitions (cont.) MANAGE HIRES: CONTACT INFORMATION TAB This tab contains the employee s home, campus mail and office location addresses and phone numbers. The home address must be entered in order to save the record. The home (permanent) address is where the employee s pay, tax, and benefit information is mailed. D Field Name Add Address Detail Add Address Campus Mail/Office Location Definition Opens a sub-page. Another sub-page. Enter the home address according to U.S. Postal Standards. Line one is required for all USA addresses. An apartment or suite should be entered at the end of line. Enter on line two if there is not enough space. Click the plus sign to add another row. Select Campus or Campus Office Location 1 from the drop-down and continue to add the address appropriately. Note: An address scrubber validates address upon entry. REGIONAL TAB This tab houses the employee s demographic information from the HRIF. Field Name Regulatory Region Ethnic Group Primary Checkbox Effective Date Military Status/ Discharge Date Citizenship (Proof 1 and 2) Eligible to Work in U.S. Definition Leave at default ( USA ). Click the lookup icon to choose the ethnic group indicated on the HRIF. Multiple rows can be added if more than one ethic value is indicated on the HRIF. Note: Not Specified cannot be used for employees due to reporting requirements. If there is more than one ethnic group, select this checkbox to indicate the primary value. Leave at default (blank). Enter for employee and/or Other Payee. If military status is not indicated on the HRIF, leave this blank. The employee can self report on this data. Leave at default (checked)

8 Field Names and Definitions (cont.) E ORGANIZATIONAL RELATIONSHIPS TAB This tab creates an employee relationship between the individual and the University. Note: If the employee came through Manage Hires WITH an empl ID, this tab will not appear. Once the employee relationship has been established, the Job Data information can be entered. JOB DATA: WORK LOCATION TAB This tab defines the Effective Date, Action/Reason code, and Position Management number. This information flows throughout all the tabs in Job Data. Field Name Effective Date Effective Sequence HR Status Payroll Status Action/Reason Job Indicator Position Number Position Entry Date Position Management Record Regulatory Region Definition (mmddyy). Defaults to today s date. The effective date will be the first day that the Action/Reason will apply. This date must be equal to or future dated from the effective date entered on the Biographical Details page in order to save the job data information. HRMS will automatically enter the effective date into the following fields: Position Entry Date (Work Location) Job Code Entry Date ( Job Information) Grade Entry Date (Salary Plan) This number is used to track multiple Action/Reason codes that occur on the same effective date. It should always be 0 unless this is a subsequent Action/ Reason occurring on this effective date (then add the next sequential number). Indicates the employee s HR status. Indicates the employee s payroll status. The Action/Reason that applies to the event being entered. Reason entry is required. Choose the appropriate reason from the drop-down menu. Indicates if the appointment is primary or secondary. For a new hire, this defaults to Primary Job. If there is more than one employment record, call the HRMS Contact Center for assistance. Primary job is a key driver for Institutional Reporting and IPEDS reporting. Leave as default. Established through the Recruiting Solutions and Position Management modules. Reveals the date the position was entered. Leave at default (USA)

9 Field Names and Definitions (cont.) Company Business Unit Department Department Entry Date Location Establishment ID Last Start Date Expected Job End Date Defaults from Position. Possible values are: UMN - University of Minnesota UMP - University of Minnesota Physicians UMR - University of Minnesota Retirees UNS - University of Minnesota Non- Service UMI - University of Minnesota Independent Contractors Leave at default. Defaults from Position. This is the five digit DeptID from the Enterprise Financial System (EFS). Defaults based on the effective date entered and is associated with the start date associated with DeptID. Defaults from Position. Corresponds with the University Campus Location. Leave at default (do not change). Defaults from the effective date. Required for 9 or 10 month appointments, Undergraduate and Graduate students, Temp/Casual, Multi-year appointments, Temporary Post and Temp No-Post positions. F JOB DATA: JOB INFORMATION TAB Displays Job Code, Reports To, Employee Class, Standard Hours, and other fields that establish benefits eligibility. Field Name Definition Job Code Entry Date Supervisor Level Reports To Regular/Temporary Defaults from Position. Job classification as listed by the Office of Human Resources. The date the individual is first assigned to that job code. Defaults from Position. Indicates the position number to which this position reports; includes reports to title. The Reports To is responsible for reviewing and approving Time and Absence reporting, unless delegated to someone else. Defaults from Position. Appointments less than three months in duration are considered temporary. This field determines benefits eligibility. Full/Part Defaults from Position. Full-time is 40 hours per week. Anything less than 40 hours is part-time. This field determines benefits eligibility. Empl Class Officer Code Required. Only the employee class values associated with the particular Job Code will be displayed. Only used by the University of Minnesota Police Department (UMPD) and Central Benefits

10 Field Names and Definitions (cont.) Regular Shift Shift Rate Classified Ind Shift Factor Standard Hours Work Period FTE Adds to FTE Actual Count? Leave at default. Defaults from Position. Indicates a position track of clinical, scholar, teaching, or research. Defaults from Position and can not be changed on the job record. Reflects the actual number of hours the employee works per week (based on a 40-hour work week). See your position manager, if changes are needed. Leave at default - W-weekly. Defaults from Position according to standard hours and cannot be changed on the job record. Defaults from Position according to standard hours and cannot be changed on the job record. G Encumbrance Override Contract Number Contract Type FLSA Work Day Hours EEO Class Leave at default (blank). Leave at default (blank). Defaults from Position. JOB DATA: JOB LABOR TAB This tab is ONLY for Labor Represented Bargaining Units 03, 04, 06, 07. Do not make any changes to this tab unless the employee is in Unit 03, 04, 06, or 07. Note: A Progression Anniversary Date must be entered for Units 06 and 07 so increases can be automated. Field Name Bargaining Unit Bargaining Unit Start Date Seniority Dept Seniority Dept Entry Dt Definition Defaults from Position. Defaults from the Effective Date entered on the Work Location tab. Required. Click the lookup to populate the ZDeptID. Defaults from Seniority Dept

11 Field Names and Definitions (cont.) H Seniority Reporting Unit First Bump Seniority Type Position Management Record Union Code Use ONLY for Bargaining Unit 06 or 07. Click the lookup icon and select the only result that appears. Use ONLY for Bargaining Unit 06 or 07. Click the lookup icon and select the only result that appears. Required. Choose from Continuing, Temporary Posted, Temporary NP, or Supplement. Do not use the checkbox. Defaults from Position. Union Seniority Date Leave at default. Works Council ID Seniority Location Stop Wage Progression Pay Union Fee Exempt from Layoff Reason Assigned Seniority Dates Use ONLY for Bargaining Unit 03. Select the correct seniority location. Do not use this section. JOB DATA: PAYROLL TAB CRITICAL information is required on the Payroll Tab for enrollment into Absence Management. Failure to correctly complete these pages will result in employees not accruing vacation, sick, or personal holiday time. Field Name Payroll System Absence System Pay Group Definition Leave at default - Payroll for North America. Required. If employee is eligible for vacation, sick, comp time, or personal holiday, Absence Management option must be selected from the drop-down menu. Required. Enter the length of time the employee was hired, NOT how the employee is paid: P09 = 9 month appointment; P10 = 10 month appointment; P12 = 12 month appointment; PLH = Under 9 months appointment, Student Hrly, Short Term

12 Field Names and Definitions (cont.) I Employee Type Holiday Schedule Tax Location Code Tipped GL Pay Type FICA Status Edit ChartFields Pay Group Use Pay Group Eligibility Use Pay Group Rate Type Use Pay Group As of Date Eligibility Group Exchange Rate Type Use Rate As Of Select appropriate type: Exceptional Hourly employees who work a scheduled number of hours each pay period and may submit exceptions (e.g. overtime) electronically. Hourly flexible hourly appointments who submit time electronically (e.g. student employees.) Salaried employees whose earnings are based on an amount per pay period. Leave at default. Holiday schedule is assigned based on campus location. Defaults from position based on job code. Do not change. Required. Pay Group should match that of Pay Group under Payroll for North America. Required checkbox. This box must be DESELECTED for the employee s enrollment in Absence Management. Leave the checkbox at default (selected). Leave the checkbox at default (selected). Determines leave type eligibility (es. Vacation, Sick, Comp Time, etc.) as well as accrual rates. The criteria listed above determines the eligibility group. JOB DATA: SALARY PLAN TAB This tab is used to establish salary plan administration. Field Name Salary Admin Plan Grade Grade Entry Date Definition Defaults from Position and is the pay plan the job code has been assigned. Do not change. Defaults from Position and indicates the pay range within the salary administration plan. Do not change. Defaults based on the effective date entered on the Work Location tab

13 Field Names and Definitions (cont.) Step Step Entry Date Includes Wage Progression Rule Select the appropriate pay step for: Non-academic labor represented union positions (e.g. AFSCME, teamsters) Medical residents/fellowships For other appointments, leave this field blank. Defaults based on the effective date entered on Work Location tab. Leave the checkbox at default (deselected). JOB DATA: COMPENSATION TAB This tab establishes compensation amounts for an employee. Field Name Compensation Rate Frequency <Default Pay Components> Definition For salaried employees, displays their bi-weekly amount. For hourly and exception hourly employees, displays the hourly rate. Defines the time period in which the compensation on which the compensation is based (hourly, biweekly). Values: H Hourly (exception hourly or hourly) Salaried: B Bi-weekly (biweekly 12 month) Salaried: B09 Bi-weekly (biweekly 9 month) Salaried: B10 Bi-weekly (biweekly 10 month) Ignore all other values Click this button to display the pay rates and to avoid potential error messages. J Rate Code A pay component that defines a component of pay. BASE or HRLY, or components of pay can be entered here. (AAA) (Academic Administrative Augment) used for academic employees that have an IPEDS Code of 1 (ASGN) Assignments used for shell appointments (including UNS appointments) (BASE) Base used for salaried employees (FAA) (Faculty Administrative Augment) used for academic employees hired into 9360 (Chair with Faculty Rank), 9361 (Head with Faculty Rank), 9362 (Director with Faculty Rank) (INCR) Increment used for academic employees (HRLY) Hourly used for hourly and exception hourly employees PPI (Private Practive Income) used only for UMP appointments. REGENT (Regent Award) used for salaried employees

14 Field Names and Definitions (cont.) Seq Leave at default (0). Comp Rate Currency Frequency Percent <Calculate Compensation> Required. The rate at which an employee will be paid. For hourly and exception hourly employees, the amount is the hourly rate; for salaried employees, the amount is the 100 percent time annual amount. If the job is paid on a step, a step should be entered in the Step field on the Salary Plan tab AND the corresponding comp rate for that step must be entered in the Comp Rate field. For shell appointments, Comp Rate should be left blank. Leave at default (USD). Indicates whether an employee is considered hourly or salaried for payroll purposes. A - Annual used for salaried employees. B - Biweekly used for shell (UNS) appointments. H - Hourly used for hourly and exception hourly employees. Calculates employee compensation based on the entered pay components fields. This button MUST be clicked when adding or changing the employee s compensation in order to verify everything calculated correctly. K JOB DATA: EMPLOYMENT DATA LINK Field Name Original Start Date Definition The employee s first entry date in HRMS. University Start Date First start date of the employee in a non-student job or non temp/casual. Vacation Service Date Leave accrual based on date versus hours. Progression Anniversary Date Required. Used to enter for the automated step increase process for AFSCME Clerical (06) and Technical Bargaining (07) Units

15 Field Names and Definitions (cont.) L Other Required Pages PRIOR WORK EXPERIENCE This page is used to track information about an employee s prior work experience. This page is required for academic hires. Only relevant work experience should be entered from oldest to most recent. Main Menu > Workforce Administration > Personal Information > Biographical > Prior Work Experience Field Name Sequence Number Start Date End Date Employer Country City State Phone Ending Job Title Ending Pay Rate Currency Code Pay Frequency Description Definition A system-assigned number that tracks each entry. Start date of previous employment. End date of previous employment. Company or organization name of previous employer. Country where previous employment was held. City where previous employment was held. State where previous employment was held. Phone number of previous employer. Last title held at this company/organization. Last rate of pay earned at this company/organization. Amount entered should correspond to pay frequency. Leave at default (USD). Indicates the frequency of payment at the prior employment. Enter a description of the duties the employee performed while at the previous employer. EDUCATION This page is used to track education levels and experience. All education information recorded on this page must be verified by the department. This page is required for all academic hires. Main Menu > Workforce Development > Profile Management > Profiles > Person Profiles Field Name Effective Date Degree Major Code Definition Leave at default (today s date). Degree held by the employee. Click the lookup icon to see a list of degrees. The major or emphasis of the employee s degree. Click the lookup icon to see a list of specific majors

16 Field Names and Definitions (cont.) M Status Country State School Code School Description Major Code Major Description Minor Minor Description Average Grade GPA Graduated Year Acquired Defaults as Active. Select the country where the degree was obtained. Enter the state or use the lookup icon. Use the lookup icon to search for the school where the degree was earned. Defaults based on the School Code. Use the lookup to select the major of the degree earned. Defaults based on the Major Code. Use the lookup to select the minor earned. Defaults based on the Minor Code. Enter if known. Enter if known. Select the box if the employee graduated. Enter the year the employee earned the degree. Complete any additional information in these fields as necessary: Terminal Degree for Discipline Checkbox Date Acquired Major Faculty Name ( JPN) Sub-Faculty Name ( JPN) Educator Minor School

17 Step by Step Job Aid This step by step job aid contains detailed information on how to enter new external hire appointment data that comes from Recruiting Solutions in the Human Resources Management System (HRMS). A Note: If the person was not recruited through Recruiting Solutions, follow the Add a Person process. For Internal Transfer or Internal Non-Employee, please see the Appointment Entry Updates course and job aids. 1. Log into HRMS through MyU (myu.umn.edu): click Key Links > PeopleSoft > Human Resources. 2. Navigate to: Workforce Administration > Personal Information > Manage Hires. a. On the Manage Hires page, search for and select the new hire s name. If it is an external hire, continue following this job aid. b. Review the status of the hire on the Manage Hires Detail page. Look to see if the employee came through Manage Hires with an Empl ID, then follow the appropriate process. Empl ID in Manage Hires 1. Review the Manage Hires Details data for accuracy. 2. Click <View/Edit Person>. 3. Enter information on Biographical Details, Contact Information, and Regional tabs. 4. Click <OK>. 5. Click <Add Job>. You are brought to Job Data. NO Empl ID in Manage Hires 1. View the Manage Hires Details data for accuracy. 2. Click <Add Person>. 3. Enter information on Biographical Details, Contact Information, and Organizational Relationships tabs. 4. Click <OK>. You are brought to Job Data. Note: The data entry for Biographical Details, Contact Information, and Regional tabs is the same for both paths. c. Enter this information on the Biographical Details tab: i. Display Name (as it appears on SSN card or legal documentation). ii. iii. Date of Birth Gender

18 Step by Step Job Aid (cont.) iv. National ID (SSN) B d. Contact Information tab Note: If the Home Address defaulted from Recruiting Solutions, verify the address is correct or make updates, if necessary. i. Home Address 1. Click <Add Address Detail>. 2. Click < Add Address>. 3. Enter the home address according to U.S. Postal standards. 4. Click <OK>. ii. iii. iv. Campus Mail Address Click the plus sign to add another row. Select Campus from the drop-down menu. Click <Add Address Detail>. Click the lookup icon next to Location Address Name field. Select the appropriate campus mail code from the list. Click <Address Linkage> to populate the address. Click <OK>. Campus Office Location Address Click the plus sign to add another row. Select Campus Office Location 1 from the drop-down menu. Click <Add Address Detail>. Click <Add Address> to free form type in the address. Note: An address scrubber will validate your entry. Click <OK>. Phone Number Select the phone type from the drop-down menu. Enter the home phone and campus location phone numbers. At least one phone number must be checked as preferred in order to save. Check Preferred for the home number

19 Step by Step Job Aid (cont.) v. Regional tab C 1. Enter Ethnic Group, if it did not populate from Recruiting Solutions. vi. Organizational Relationship tab (will not appear if the new hire had an Empl ID in Manage Hires.) JOB DATA PAGE 1. Verify the Employee checkbox is checked. 2. Click <Add Relationship>. Once the employee relationship is established, you are directed to the Job Data page and its multiple tabs First, verify that all the data that populated from Position Management is correct. If data is incorrect, speak to your position manager. Complete the following fields within the Job Data tabs: e. Work Location tab i. Reason Select the appropriate reason code. ii. iii. Job Indicator Select Primary. If there is more than one employment record, stop and call the Contact Center UOHR (8647) for assistance. Expected Job End Date Required for Undergraduate and Graduate students, Temp/Casual, 9 and 10 month appointments, Multi-year Appointments, Temporary-Posted and Temporary No-Post positions. f. Job Information tab i. Empl Class Select the appropriate Empl Class based on the options given. ii. Officer Code Used only by the University of Minnesota Police Department and Central Benefits. g. Job Labor tab. Note: Only used for labor represented positions that belong to bargaining units 03, 04, 06 and 07. i. Seniority Dept Click the lookup to select the Z DeptID. ii. iii. iv. Seniority Reporting Unit For bargaining units 06 and 07 only. Otherwise leave blank. First Bump - For bargaining units 06 and 07 only. Otherwise leave blank. Seniority Type - Choose from Continuing, Temporary, Temporary NP, or Supplement

20 Step by Step Job Aid (cont.) v. Seniority Location For bargaining unit 03 only. Choose the correct seniority location for the Seniority Roster Report. D h. Payroll tab i. Payroll Information section. IMPORTANT: if the employee is Absence eligible complete the following fields: 1. Payroll System Leave at default, Payroll for North America. 2. Absence System Select Absence Management if the employee is eligible and needs to be enrolled in absence management. If the employee is not eligible, leave Absence System as Other. ii. Payroll for North America section 1. Pay Group Select the appropriate Pay Group based on the appointment length (not how they re paid). Employee Appointment Length 12 month P12 9 over 9, 9 over 12 P09 10 over 10, 10 over 12 P10 Less than 9 month, student hourly, short term Pay Group PLH 2. Employee Type Select how the employee is paid: E - Exception Hourly, H- Hourly, S - Salaried. iii. iv. Pay Group Should match the Pay Group from the Payroll for North America section. Use Pay Group Eligibility DESELECT the checkbox. v. Eligibility Group Select the appropriate group to enroll the employee in. See the Absence Eligibility Resource Document for description of each option. i. Salary Plan tab i. Step If the employee is paid on step, enter the appropriate step number. ii. iii. Click <Employment Data> (bottom of the page). This field is used to track progress in step increases for clerical and technical bargaining units. Click the Job Data link to return to the Salary Plan tab. j. Compensation tab i. Frequency (Top of page)

21 Step by Step Job Aid (cont.) 1. Select the appropriate Compensation Rate frequency value. Only use values listed in this chart). E H Hourly B Biweekly B09 9 month B10 10 month Use for Hourly and Exception Hourly employees 12 month, 9/12, 10/12, less than 9 months, or shell appointments 9 month appointment paid over 9 months 10 month paid over 10 months ii. iii. Click <Default Pay Components> to populate the Pay Rates section and to avoid potential error messages. Pay Components section 1. Rate Code Select the appropriate rate code value. BASE for Salaried Employees HRLY for Exception Hourly and Hourly Employees The remaining options are for components of pay: (AAA) Academic Administrative Augment (ASGN) Assignments (FAA) Faculty Administrative Augment (INCR) Increment PPI (Private Practice Income) REGENT (Regent Award) Use for academic employees that have an IPEDS Code of 1 Use for unpaid appointments (e.g., UNS) Use for academic employees hired into 9360 (Chair with Faculty Rank), 9361 (Head with Faculty Rank), 9362 (Director with Faculty Rank) Use for academic employees Use only for UMP employees Use for salaried employees 2. Comp Rate For salaried employees enter the 12 month annual income amount. For hourly and exception hourly employees, enter the hourly pay rate. 3. Frequency - Select the appropriate Comp Rate frequency value. A Annual H Hourly B Biweekly Use for Salaried employees Use for Hourly and Exception Hourly employees Use for shell appointments k. Click <Calculate Compensation>. l. Verify that the Compensation and Pay Rates section (Annual, Monthly, Daily, and

22 Step by Step Job Aid (cont.) Hourly) look correct. F m. Click <Save>. Other Required HRMS pages CITIZENSHIP PAGE a. Main Menu > Workforce Administration > Personal Information > Citizenship > Identification Data DISABILITY STATUS PAGE, IF APPLICABLE a. Main Menu > Workforce Administration > Personal Information > Disability > Disabilities ADDITIONAL PAY PAGE, IF APPLICABLE a. Main Menu > Payroll for North America > Employee Pay Data USA > Create Additional Pay PRIOR WORK EXPERIENCE PAGE Required for all academic employees. a. Navigate to: Main Menu > Workforce Administration > Personal Information > Biographical > Prior Work Experience. b. Enter all relevant prior work experience starting with the oldest job first. c. Click the plus sign to add additional work experience. d. Click <Save>. EDUCATION PAGE Required for all academic employees. a. Navigate to: Main Menu > Workforce Development > Profile Management > Profiles > Person Profiles. b. Click the Education tab. c. Click <Add New Degree >. d. Enter verified information. e. Click <OK>. f. Repeat for each degree held by the employee. g. Click <Save>

23 Step by Step Job Aid (cont.) G CONTRACT PAGE Required for all Academic employees for Notice of Appointment requirement. Note: See separate Contract Details course and job aids for this information. a. Navigate to: Main Menu > Workforce Administration > Job Information > Contract Administration > Update Contract Pay NA TENURE PAGE (INCLUDES CONTINUOUS DATA) Note: See separate Tenure course and job aids for this information. b. Navigate to: Main Menu > Workforce Development > Faculty Events > Calculate Tenure > Create Tenure Data

24 Calculating the Progression Anniversary Date This resource document explains the rules for determining the Progression Anniversary Date for labor represented employees in the Clerical or Technical Bargaining Units. The Progression Anniversary Date is entered within the Employment Data link in the Job Data page. New Hires in the Clerical Bargaining Unit: Enter the start date of employment in the clerical bargaining unit. This date is used to determine when an employee should progress to the next step for the clerical bargaining unit job code in which the employee is currently employed. This date does not change when an employee changes job codes within the clerical bargaining unit. New Hires in the Clerical Bargaining Unit (TNP): For temporary no post (TNP) positions, the field should be left blank. New Hires in the Clerical Bargaining Unit (TNP to Posted): When an employee moves from a TNP position to a posted continuing or temporary position, enter the start date of the posted position. Upon completion of the probation period, change the date to the date the employee began the original TNP position. New Hires in the Technical Bargaining Unit (hire date April 1 through September 30): Enter October 1 and the year of the hire into the technical bargaining unit job code. This date is used to determine when an employee should progress to the next step for the technical bargaining unit job code in which the employee is currently employed. This date does not change when an employee changes job codes within the technical bargaining unit. New Hires in the Technical Bargaining Unit (hire date October 1 through March 31): Add six months to the hire date. This is used as the first progression date. After probation has passed, the step increase must be given and the progression anniversary date must be changed to October 1 of the year they passed probation. This date is used to determine when an employee should progress to the next step for the technical bargaining unit job code in which the employee is currently employed. This date does not change when an employee changes job codes within the technical bargaining unit. 1

25 Rate Codes on Job Data: Compensation A Use this job aid to understand what Rate Codes can be used on the Job Data: Compensation tab to set up compensation for different employee groups. Faculty and P & A employees must have a Rate Code of BASE established. Hourly & Exception Hourly must have a Rate Code of HRLY established. Other Rate Codes are optional and depend on the compensation situation of the individual. Compensation other than the types identified in the table below must be set up on the Additional Pay page. Academic Temp/Casual Appointments are set up to manage the compensation of certain individuals. The Additional Pay page must be used to set up compensation for those individuals in Academic Temp/Casual Appointments. Required Codes Optional Codes Academic Salaried Faculty P & A Hourly & Exception Hourly Students, Civil Service, Labor Represented Academic Temp/Casual Appointments; Student Leaders BASE BASE HRLY ASGN INCR FAA REGENT INCR AAA N/A N/A N/A RATE CODE DEFINITIONS BASE = Annual Base Salary The fixed compensation paid annually to an employee for performing specific job responsibilities. It does not include variable pay such as bonuses or awards. HRLY = Hourly Establishes the hourly rate of pay for hourly and exception hourly employees. It does not include variable pay such as bonuses or awards. ASGN = Assignments Used to establish an Academic Temp/Casual Appointment. An Academic Temp/Casual Appointment creates an employment record in HRMS for individuals who are not in a typical employment relationship with the University. Some examples of employees with Academic Temp/Casual Appointments are: Faculty, lecturers, or teaching specialists, etc., who are paid lump sums for teaching courses Student Leaders ( Job Code 2009) Individuals in company UNS - University of Minnesota Non-Service fellowships and scholarships

26 Rate Codes on Job Data: Compensation (cont.) B INCR = Increment Payment for merit, productivity, or another performance metric established by the department. FAA = Faculty Administrative Augmentation A temporary increase to a faculty member s salary during the time when the individual occupies one of the following positions: 9360 Chair with Faculty Rank 9361 Head with Faculty Rank 9362 Director with Faculty Rank AAA = Academic Administrative Augmentation A temporary increase to a P & A employee s salary during the time when the individual assumes administrative responsibilities. AAA can be used for employees who have an IPEDS Code of 1 (Managerial, Executive, Administrative positions). REGENT = Regents Professorship Compensation for being named a Regents Professor, the highest recognition the University gives to a member of its faculty

27 Empl Class Temp Casual Civil Service Federal Benefits Graduate Assistants Faculty - Regular Faculty - Contract Faculty - Temp/Duluth - Non Reg Faculty - Visiting Short Description Definition Job Codes Temporary or Casual non-academic appointments are either (1) short-term, 67 workdays or less (temporary) or (2) characterized by schedules that are variable, intermittent, on-call, and consistently 14 hours a week or less (casual). These positions may be given to current employees, students from other institutions, or Temp&Cas applicants from outside the University. 0001, 0007, 0011, 9524, 9525 The University Civil Service employee group includes exempt and non-exempt staff whose work supports the academic and administrative functions. Staff perform work that includes, but is not limited to, the following: business operations, information technology, student services, service/maintenance, , 3522, 3524, purchasing, and accounting. Administrative Civil Service positions typically have 7999, , , Civil Serv a span of control at the department/division level or below Fed Ben Grad Asstn Fac - Reg Fac - Crt FT/D NR Fac - Vis Employees under Extension Services are eligible for Federal Benefits depending on when they came to work for the University. Employees identified in this employee class are Extension Service employees who are not eligible for University benefits because they are participating in the Federal Benefit plan. Graduate students are eligible to hold a graduate assistantship if they are admitted to a graduate school degree program or post-baccalaureate professional degree program and are registered for the minimum number of required credits for an assistantship held during Fall or Spring terms. Tenured or Tenure track faculty who are engaged in teaching, research, and service Contract faculty are term faculty who are engaged in teaching, research and service and are on annually renewable or multi-year contracts. Temporary faculty are members of the faculty appointed to address temporary needs of 1-2 years (up to 3 years in UMD); UMD faculty in this employee class are on non-regular appointments or a fixed term contract. Visiting Faculty are individuals who have a regular faculty appointment at another University or a similar status in a research institution or in government service who are temporarily at the University of Minnesota. Map based on EMPL_CLASS: FAR (Faculty-Reg), FAC (Faculty Contract), FTD (Faculty Temp/Duluth Non Reg), FAA (Faculty Adjunct/Clinical), ACA (Acad Admin), ACP (Acad Prof) 9510, 9511, 9515, 9517, 9518, 9519, 9521, 9526, 9527, 9528, 9529, 9531, 9532, 9533, 9571, 9572, 9573, 9574, xx 94xx 94xx 94xx 1

28 Empl Class Short Description Definition Job Codes Adjunct Faculty can be from within or outside the University. Faculty - Adjunct/Clinical Academic Administrative Academic Professionals Post Doc & Research Specialist Student Employee Residents/Fellows Professionals in Training Fac - Adj Aca Admin Aca Prof PD & RS Stu Emp Res/Fell Prof in Tr Adjunct faculty from within are persons who hold regular or term (Contract or Temporary) faculty status in one main department and who are appointed to teach or do other professional work in a second department. Adjunct or Clinical Faculty from Outside are professionals in the community who serve as preceptors or offer instruction on an occasional, part-time basis. Academic administrators are involved in policy development and execution, and in directing, coordinating, or supervising activities of the University. 93xx, Academic professionals parallel faculty in having the requisite preparation and specialized knowledge in an academic discipline or field and in exercising independent professional judgment. These individuals may be engaged in teaching, research, service, and a wide variety of other professional functions , 97xx (except 9755, within the University. 9756, 9757) Post Docs are University employees who are receiving additional training while also performing service for the University, for which they are compensated. Postdoctoral associates are academic employees who conduct research, teach, or provide service that enhances career skills or allows for opportunities to learn new research or teaching techniques. (Research Specialist: Academic professionals who carry different benefits) Student employees are those individuals registered for classes who hold employment in student positions Limited to students enrolled in a residency or fellowship program in the Medical School. Appointments are generally limited in duration to three years. 94xx 9540, 9545, 9546, 9755, 9756,9757 2xxx 9541, 9548, 9549, 9552, 9553, 9554, 9555, 9556, 9557, 9558, 9559 Professionals-in-training are involved primarily in research, some teach or are otherwise involved in further training in a disciplinary field. 9514, 9516, 9535, 9538, 9539, LR - Clerical L Clerical Clerical employees represented by a bargaining unit LR - Health Care L Health C Health care employees represented by a bargaining unit LR - Police L Police Law Enforcement employees represented by a bargaining unit 6912, 6913,

29 Empl Class Short Description Definition Job Codes LR - Trades L Trades Trades employees represented by a bargaining unit , 8606, 8607 LR - Service & Maintenance L Ser&Main Service and Maintenance employees represented by a bargaining unit LR - Technical L Tech Technical employees represented by a bargaining unit Non - Employees Non - EE Other Payee, Non-Employee, and Benefit Related employees 9210, 997X, 956X, 9582, 9583, 9584, 9810, 9995,

30 High Level Checklist A This checklist accompanies the course. Use it to follow along with the course which covers entering an external hire. See the Step by Step job aid for more details. SECTION 1: GETTING STARTED Compile all necessary supporting documentation (e.g., Personnel Action Worksheet, Human Resource Information Form [HRIF], offer letter). Ensure appointment information has been reviewed and approved for entry. Enter appointment ON or BEFORE the first day of employment to ensure timely enrollment (if applicable) in Benefits, Time & Absence, etc. Ensure the new employee has completed the I-9 before their start date or within the first 3 days of work. If the employee was recruited from Recruiting Solutions, go to Manage Hires. a. If they were not, perform a thorough Search for People to avoid duplicate records, then follow the Add a Person process (see the Add a Person/Person of Interest job aid). SECTION 2: IN THE SYSTEM Navigate to MyU (myu.umn.edu): a. Go to Key Links > PeopleSoft > Human Resources. b. Then Main Menu > Workforce Administration > Personal Information > Manage Hires. Review the information that was originally entered in Recruiting Solutions. a. Verify the employee s name, date of birth, gender, and social security number on the Biographical Details tab. b. Verify the home address, and then enter Campus Mail and Campus Office Location, and Home and Campus Office phone numbers on the Contact Information tab. c. Verify the Ethnicity field. Enter a value if it is blank. d. Create the organizational relationship (i.e., employee) between the individual and the University. SECTION 3: JOB DATA Enter data in the following Job Data tabs: a. Work Location Tab i. Action/Reason code ii. Enter a date in the Expected Job End Date field, if the employee is an Undergraduate, Graduate, 9 or 10 month appointment, Temp/Casual, Multi-year, or Temporary Posted/No Post appointment. Appointment Entry

31 High Level Checklist (cont.) B b. Job Information Tab i. Employee Class c. Job Labor Tab (only required for Bargaining Units 03, 04, 06, 07) i. Click <Employment Data> to enter the Progression Anniversary Date. d. Payroll Tab i. Enter the appropriate Pay Group. ii. If employee is eligible, enroll them in Absence Management. e. Compensation Tab i. Enter the correct Frequencies and Compenstaion information per employee type. ii. Enter Components of Pay (e.g., Increment), if applicable. SECTION 4: OTHER REQUIRED HRMS PAGES Citizenship: Main Menu > Workforce Administration > Personal Information > Citizenship > Identification Data Disability Status: Main Menu > Workforce Administration > Personal Information > Disability > Disabilities Additional Pay (if applicable): Main Menu > Payroll for North America > Employee Pay Data USA > Create Additional Pay Verify department procedures for other page entry requirements. SECTION 5: ADDITIONAL PAGES REQUIRED FOR ACADEMIC EMPLOYEES Prior Work Experience: Main Menu > Workforce Adminstration > Personal Information > Biographical> Prior Work Experience Education: Main Menu > Workforce Development > Profile Management > Person Profiles Contract: Main Menu > Workforce Adminstration > Job Information > Contract Administration > Update Contract Pay NA Tenure Data: Main Menu > Workforce Development > Faculty Events > Calculate Tenure > Create Tenure Data Appointment Entry

32 Using Smart HR for Temp/Casual or Student Hires This job aid is for those who hire undergraduate student workers and temp or casual non-exempt employees. Smart HR is best used for hires who do not already have a Person ID or active record. Always check to see if the person already has a Person ID by conducting a Search/Match process. Always check to see if the person already has an active job. Do not use Smart HR for Academic Temp/Casual appointments. Smart HR transactions are simplified to have you fill out a single page of information (a template) to complete the transaction. It speeds up the hiring process by allowing you to enter the employee into HRMS using a single page of information if the position is active and the person to hire has already been identified. PREREQUISITES FOR USING SMART HR The position for which you are hiring must be already approved and active. The position must be for an undergraduate student worker or temp or casual non-exempt employee. The job does not need to be posted. IMPORTANT! Fill in the Smart HR form no later than the first day of the person s employment to ensure their time is counted correctly so they may be paid. This is a change from previous procedures. Hiring activities such as collecting I-9 and W-4 information have not changed. A SMART HR TRANSACTIONS PAGE 1. Navigate to the transaction: MyU > Key Links > PeopleSoft > Human Resources > Workforce Administration > Smart HR Template > Smart HR Transactions Appointment Entry

33 Using Smart HR for Temp/Casual or Student Hires (cont.) B 2. In the Select Template field, click the look-up button and the appropriate template: STUDENT for undergraduate student worker hire TEMPCAS N/E for temp or casual non-exempt hires 3. Click <Create Transaction>. The Enter Transactions Details page displays. ENTER TRANSACTION DETAILS PAGE On this page, it is required to populate the fields with an asterisk (*). Please populate the other fields if you have the information. 1. In the Employee ID field, defaults to NEW. If the employee already has an existing ID, enter it here. a. Leave the default New in place if the person does not have an employee ID. 2. The Job Effective Date defaults to today s date. If different, change it to the actual start date. 3. The Action field defaults to Hire and cannot be changed. 4. The Reason Code field should default to Hire. If not click the drop down and select Hire. 5. Click <Continue>. Appointment Entry