October 2014 HRMS Newsletter
Insurance annual open enrollment is October 20 – November 7- Annual enrollment gives employees
the opportunity to:
Enroll for insurance coverage in plans for which they are not currently participating
Add dependents
Increase/decrease coverage levels
Cancel existing coverage
Information and enrollment will not be available until October 20th. Employees will receive open
enrollment information from NDPERS, the U Letter, and through Jan Orvik emails. Changes to coverage
go into effect on January 1, 2015 (except for pending insurability approvals).
Benefitted Staff Transfers/Terming Using Manager Self Service (MSS)- If a department has a
benefitted employee transferring to a new department on campus, the department should still submit the
term to HR using MSS. Please indicate in the Comments box that the employee is a transfer and to what
department they are going to, if known. Also, use the Reason for the term as Resignation. The Transfer to
New Agency is used only for those going to another State Agency.
When HR receives a benefitted term, HR will write in the comment box something similar to, “Denying
term as employee is transferring departments and HR will enter as a transfer when entering the Hire
paperwork”. The department initiator of the term will receive an email stating the term was denied. The
department does not have to do anything else. This is just for information purposes.
This process is necessary to ensure that benefits continue without interruption.
Students, Temps and Faculty Terms- All other terms will be processed completely through MSS.
Departments will be notified if there are any questions about the term.
Submitting terminations with a future effective date- When submitting terminations for
employees with a future effective date, please remember that these employees will still show as active in
MSS until the effective date is reached. If the department knows the employee is to be
termed and thought the term had been submitted or is not sure if a term has been processed, please go to
MSS and do a search under Termination Approve/Review. Under Workflow Status in the drop down,
choose the blank one. Then go to Last Name and search by that. This will find all records for that last
name. Searching any other way may not show all results as they are controlled by a time frame the
system has setup.
Check all results and see if the term is there. If it is, please do not submit a new one. The initiator will not
receive a message stating that a term has already been submitted if it is a future term.
However, the initiator should receive a message if it is past the effective date.
The department may also check Job Data in HRMS to see if HR has processed the term. The best place
to check is in the Termination Approve/Review.
Correct Last Day Worked-Please make sure to find the correct last day worked when terming an
employee. If they have not worked for a while and you are terming them a few months later, please look
back and find when their last pay check was and what the last day they actually worked was. We need to
have the correct dates in the system. There may be exceptions such as leave without pay that the term
date follows the leave of absence.
Updated Salaried Leave and Overtime Form-This form has been updated to include the earnings codes
H53 (Comp Time Earned), H23 (Comp Time Taken-Salaried), H33 (Comp Time Taken-Hourly), and H43
(Comp Time Taken-Contract). Please replace any old versions of this form to this updated form. You can
find the updated form on our Human Resources and Payroll Services website at:
http://und.edu/finance-operations/human-resources-payroll/all-forms.cfm#S.
Comp time codes can only be submitted for non-exempt (eligible for overtime) employees. Also, comp
time earned and used codes cannot both be reported in the same week.
As we approach the end of the calendar year please ensure all leave forms are submitted in a timely
manner. We would like to see less late slips received in the last pay period of the year.
Reminder: Supervisors that are signing the Hourly and Salaried Leave and Overtime Reporting Forms
are responsible for auditing the in and out times, hours worked, funding sources, department number and
position numbers. The hours should be in the correct weeks on the form. Be sure to watch for
overtime hours especially when hours during the week are split between two pay periods. If hours are
submitted late please have the hours submitted with the correct dates.
Annual Leave Balances-Please remember to run your leave reports every pay period. Monitor your
department’s Use or Lose balances and remind employees the end of the year is approaching and to use
their use or leave balances on or before December 31, 2014.
Additional/Reduced Pay Request Forms-If there is a grant funding source on this form, please submit
to Grants and Contracts prior to submitting to Payroll. This will help prevent a delay inprocessing.
Please start including the hours worked on this form in the box that says ACTUAL HRS WORKED/WK ON
ADDITIONAL PAY. Per ACA (Affordable Care Act) guidelines this field is now required to be filled in. More
information on ACA will be sent out in a future email.