2015
HR Hiring Fundamentals and
Fall Re-Appointments
Fiona Harper
Payroll Supervisor
fiona.harper@montana.edu
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Today’s Topics
Review requirements for hiring employees and getting them paid
 New Hires
 I9 Review
New processes
 Student Appointment for AY 2015-2016
 Graduate Stipends and Additional Pay
 New Letter of Appointment Templates
o Non-Tenure Track Faculty (August 1 start)
o Overload Appointments
 Professional Employees Who Teach
 LOA Reappointment EPAF – Review and Reminders
 NEW – Additional Compensation Form
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New Hire Form
Purpose
• Required for all brand new hires
• Establishes a new employee record in Banner
Facilitates
• GID creation
• EPAF
• E-mail account establishment
Form located at:
http://www.montana.edu/hr/NewTermEmp/New%20
Hire%20Form.docx
Under New Employees/New Hire From
Send form to: newhires@montana.edu
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Central HR Process
 HR checks dedicated
mailbox daily
 Calls department
contact to obtain SSN
and DOB if necessary
 Establishes employee
record in PPAIDEN and
PEAEMPL
 Please plan to allow
one business day lead
time.
New Hire Form - Changes
The following information is required to facilitate EPAF submittal, and to establish portal access, email, and network accounts.
Please forward this completed New Hire Form to newhires@montana.edu
Please note: Additional forms are required by ITC to request email and network accounts.
Forms can be located at: http://www.montana.edu/itcenter/
Employee Name:
Last Name
Does this person already have a GID:
Gender
Male
First Name
No
Yes
Female
Middle Name
If Yes, last four digits of GID:
US Citizen
Yes
No
Employee’s Mailing Address:
Department Name:
Home Org Number:
Z-Org Number:
Department P.O. Box:
Department Contact Name:
Contact Phone Number:
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New Hire Form - Changes
Please check appointment type:
SHORT TERM
STUDENT
GRAD
FIXED TERM _____ Salaried _____ Hourly
POSITION #:
FTE:
FACULTY ____ NTT ____ TT ____AY ____ FY
PROFESSIONAL
CLASSIFIED _____ Salaried _____ Hourly
POSITION TITLE
For Professional Salaried LOA only, is this AY or FY?
In compliance with electronic security procedures, Human Resources will contact the hiring department by phone to obtain the Social Security
Number and birth date of the above individual if necessary.
Please DO NOT e-mail Social Security numbers and birth dates.
HR use only:
SSN ____ ____ ____ ____ ____ ____ ____ ____ ____
Birth date __________________________
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I9 Form
Purpose: To establish eligibility to work in the US
via proof of identity and employment authorization.
Facilitates
• Employee to begin work
• Completion of employee record in Banner
• Compliance with Department of Homeland
Security policy
Form located at
• http://www.montana.edu/hr/Taxes/I-9.pdf
• Read about I9 form www.uscis.gov/I-9central
Send form to
• HR via campus mail marked confidential
• Must be completed in the first three days of
employment.
HR Contact: Emily Canty 406-994-3651
emily.canty@montana.edu
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I-9s and JumpStart
 Central HR will facilitate
I-9 completion directly
for new employees who
attend JumpStart
 JumpStart is a new
program to support
departments in
coordinating new hire
“in-processing”
 For more information on
JumpStart, contact Lisa
Buss at x1957
I9 Keys to Success: Do’s
1. Complete for all new employees
2. Complete when rehiring prior MSU employees who have an I9 >
3 years old and have had a break in service (Check SAIS reports
or Check in Banner, PEAEMPL)
3. Verify one original document from List A, or one original
document from each List B and List C. All documents must be
unexpired.
**Please make sure the documentation is being listed on the
correct list
4. Sign and date prior to mailing original to HR.
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I9 Keys to Success: Don’ts
1. Do Not photocopy list A, B, or C documents for either HR or
Departmental use; the current exception is for Foreign
Nationals only
2. Do not stipulate which documents an employee must
provide; the employee is entitled to choose from list A, or
lists B and C
3. Never send I9’s electronically; security first
4. Do not refuse to hire an individual based on a future
expiration date
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I9 Form
Items
Highlighted
in yellow
are
required
fields
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I9 Form
Items
Highlighted
in yellow
are
required
fields
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Student and Work Study Hires
•
Student Labor: EPAF is required
• Student workers are covered by 4S positions with suffix S1, S2, etc.
• Student workers generally start employment on September 1 with an end
of August 31 in Banner
•
Work Study Students: EPAF is NOT required – HR will build position manually
• All work study appointments are covered by 4S positions with
suffix 00 or 01
• Suffix to be determined by Financial Aid
**PLEASE Be careful of the suffixes on EPAF, 4S-00/01 EPAFs will be returned.
•
If your student leaves before August 31, submit an early terminating EPAF
• Eliminates WTE timecard from showing up in MyInfo and the possibility of
incorrect time being reported.
•
Students who have graduated may return to work ONLY as a Short-Term
Worker
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Student Hires – What’s New
Students Hired in August no longer need 2 epafs!
• If a student is hired in August for the upcoming Academic Year, you can
hire them as of August 1st and end them August 31st of the following year
if they are expected to remain employed through the following Summer
Session.
• PLEASE NOTE: If the position you are hiring them for is already active
through 8/31/2015, you cannot rehire them until 9/1/2015 or the new
position will override the existing position.
• Please also use a end date that coincides with their actual expected time
of employment to minimize risk of incorrect hours being reported
through WTE/DTE.
Students attending schools outside of MSU, use suffix OC.
• Example: Bozeman High School or U of M students will have a position
number of: 4Sxxxx-OC to represent to “Off Campus”
• Verifying enrollment is up to the department to complete.
• Comments will still be needed for auditing to reference their attendance
school
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Graduate Stipends – Reminders
• Academic Year for Graduates – Aug 1st through May 31st.
• Not to exceed 19 hours
• Any graduate also working student hours, must have the
BZGRAD level in the routing with Maya Bronston on the
student EPAF to APPROVE.
• Student hours and graduate stipend hours cannot
exceed 19
• All grads hired for the AY or full semester will be entitled
to the additional $120 payment
• 2 EPAFs are required
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NTT LoA and Multiple Appointment Contract
•
NTT LoA
• Front page is contract information only for the Employee.
• Page 3: “For Department Use Only” – contains payroll information.
• This section is required to be completed by departments before submitting for approval.
• “Overload” section
• Replaces the Overload LoA
• Any workload units over 15 must be listed in the overload section.
• See Next Slide for overload FTE and salary calculation example.
• A second epaf is needed for the overload portion using positon number 4Axxx-OL.
•
Multiple Appointment LoA.
• Home Department Definition: Is the department that holds the greatest FTE or consistency
(rehired year to year on a consistent basis) for the Employee
• The Home Department creates the LoA.
• Each department involved must coordinate with the home department
• The home department is assigned in PEAEMPL under “Home Department” field.
• Each individual department is responsible for their own epafs.
• Overload is calculated in the same manner as an NTT LoA
• The overload epaf is created by the department paying the overload.
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NTT LoA with Overload
http://www.montana.edu/hr/Forms.html
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NTT LoA with Overload
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NTT LoA – Multiple Appointment Contract
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How to Calculate Overload
• Amount of overload can be calculated by:
• taking complete monthly salary and dividing it by the total number of
workload units assigned.
• example:
• John Doe is working 18 work load units for $5000 total. $5000 / 18 =
$277.78 per workload unit.
• 15 workload units = 1.0 FTE which means 3 workload units are in
overload.
• 3 overload workload units x $277.78 = $833.34 for an overload monthly
payment.
• FTE will be 3 overload workload units out of 15 allowed for a 1.0 FTE
• 3 divided by 15 = .2
• .2 is the overload FTE
**NOTE-Overload FTE cannot exceed .20.
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Non-Tenure Track Overload Contract
•
•
•
•
Workload units: Full Time = 15 units/semester or 30 units for the full AY
If over 15 units/semester or 30 units per AY = OVERLOAD!
Position to be used 4Axxxx-OL
EPAF is required for overload
** If NTT drops workload units with an active overload position – you must
terminate the OL position and add the OL units into the base
** If you have split appointments with Gallatin College, you will still use the
15 workload unit base to figure overload.
** If you have multiple departments involved, each department will create
their own epafs.
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Non Tenure Track Faculty
LOA Start and End Dates
Fall Semester: Start Date: 08/16/14
End Date: 12/31/14
Spring Semester: Start Date: 01/01/15 End Date: 05/15/15
Academic Year: Start Date: 08/16/14 End Date: 05/15/15
Epaf Start Dates
Fall Semester and Full Academic Year: Start Date: 8/1/2015
Spring Semester: Start Date: 1/1/2015
Titles/Rank
–
–
–
–
Instructor
Assistant Teaching/Clinical/Visiting Professor (Clinical faculty in CON only)
Associate Teaching/Clinical/Visiting Professor
Teaching/Clinical/Visiting Professor
FTE Base (15 workload units per semester)
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FY 2015 Reappointment EPAF
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Professionals Who Teach – NEW!!
http://www.montana.edu/hr/Forms.html
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Additional Compensation – NEW!!
If FTE is less than 1.0, or employee is eligible for overtime, additional compensation is NOT appropriate.
Name:
Employee GID:
Compensating Department:
Faculty (tenure-track)
Professional
Job Classification:
Home Department:
Title/Rank:
Classified (overtime exempt)
A job
classification
must be chosen;
add comp can
only be given to
these employees
classes.
If an employee is
eligible for
overtime you
Please describe duties and how they differ from the employee's assigned duties/job description:
will need to
contact HR to set
Duties/explanation for receiving add comp will be listed here
up an overtime
position.
Person completing form:
Phone number:
Please describe the means by which these duties will be covered after this assignment ends:
An explanation of how these duties will be covered in the future will be addressed
here.
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Additional Compensation – NEW!!
Information may be requested from Human Resources:
AddComp
prev 12 mos? Yes
20% of Salary :
No
Confirmed By:
Amount of 20% max spent in this FY:
Previous Duties:
$
This section must be completed by HR prior to submitting the
form for approvals/signatures.
Notes:
Payment:
Dates services will be performed:
Total payment:
ADDITIONAL COMPENSATION POLICIES
Start
End
#pays to correspond with start/end dates
$
# of pays:
"Total payment" above will be divided into equal installments and paid over the total "number of pays" shown above.
Index
%
Index
%
Labor distribution between indexes to total 100%.
Employees receiving Add
Policies governing additional compensation for MSUComp will
be paid an equal
Bozeman employees are defined in section 100.00
amount per (interim)
month
beginning
of the
Personnel Policies
on the payroll
that coincides
http://www.montana.edu/policy/personnel/compensation.html
,
with the start date. The total
and section
965.00
of the MSU
payment
will be
divided
byPersonnel Policy and
Procedures Manual
the number of pays
to
http://www.montana.edu/policy/personnel/per900.html#965.00.
calculate the monthly
payment.
** Employee will sign last once the form has been completed and fully
approved and signed by all that need to approve.
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HR Fundamentals – COMING!
• Purpose:
•
To campus-wide training on Human Resources and Payroll
related processes, policy, upcoming changes and Hot Topics.
•
To ensure departments are receiving up to date information in a
timely manner.
•
Give resources and tools to departments to more efficiently and
accurately complete HR and payroll related functions.
• Trainings are expected to be conducted monthly and begin no later
than September 2015.
• Feedback Wanted!
•
Please let me know if you have any topics of interest that you
would like to see covered or training that should be reviewed or
addressed.
•
email: fiona.harper@montana.edu with suggestions, comments
and/or feedback.
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