Deb Erskine
Instructional Human Resource
Senior Manager
February 16, 2011
Today’s Goal
• Today’s goal is to help you to understand
what HRMS is, and how to:
 initiate
 follow
 verify
changes in a Research employee’s record in
the Human Resources component of
Wolverine Access (HRMS).
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What is HRMS?
 HRMS is the abbreviation for the M-Pathways Human
Resource Management System
 Accessible through Wolverine Access, it is often simply
referred to as Wolverine Access, WA, or “the system”
 It is used for Academic and Non-Academic Research
appointments.
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Instructional HR Appointment Paperwork Flowchart
For Appointment Request Forms (new hire paperwork) and Wolverine Access Submittal Forms
(appointment changes)
Path of instructional HR paperwork
All instructional appointment and appointment change paperwork for LSA units must be routed through Divisional Affairs via Deb Erskine
or Tom Hart. Appointment paperwork is usually initiated by the department. Some appointments and/or changes require prior approval by
the LSA EC and possibly a Regents Communication. Academic personnel changes are effective only after HRRIS receives the signed
paperwork from the College and data-enters the change on Wolverine Access.
Heavy arrow = flow of
paperwork
Deb
All LSA
Departments
Questions
Faculty (Lecturers
and professors),
visitors and
research
appointments
Questions
HRRIS
(Records)
Puts appt or change on line and
makes it effective.
Tom
Questions
GSI/GSRA
appointments,
Peoplepay
payments
Questions
Deb/Tom are liaison to HRRIS for
LSA instructional appointments.
PLEASE REMEMBER to consider Deb and Tom your liaison to HRRIS and Academic Human Resources for LSA instructional appointments.
Our goal is to process all instructional paperwork through to HRRIS within 48 working hours of receipt in the Dean’s Office. Peak times at the
beginning of the term or highly complex problems may extend that turnaround time.
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What actions should units initiate via the HRMS
system?
 New hires
 Additional appointments
 Appointment changes, including:
 Effort changes
 Department Budget Earnings (DBE) changes: e.g., short code changes and
split funding
 Additional pay on active appointments (pay that does not generate effort)
 Terminations
REMEMBER:
HRMS is a “dead” system; you do not enter data directly.
You use the submittal screens on Wolverine Access (such as the Job Data and
Department Budget Earnings Changes screens) to create and print a paper
submittal form.
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Generating HR Paperwork Chart
Paperwork
Additional Appointments - including
Summer Appointments
(submittal form)
Additional Pay
(submittal form)
Deaths
(submittal form)
Effort Changes
(submittal form)
Leave Submittal
(Contingent upon prior LSA EC
approval)
Medical Leave
New Hire
(paperwork)
Overloads
(request memo & submittal forms)
PeoplePay
Resignations/Terminations
(submittal form)
Retirement Memoirs/Termination
(paperwork)
Short Code Changes
(submittal form)
Who Generates
Dept
Submit To
Due By
Deb-Faculty; - 1st day of work or 15 business days prior to first payday
Tom - GSAs - EXCEPTION - SEPTEMBER / JANUARY: 1st working day of month
Dept
Deb-Faculty; - 1st day of work or 15 business days prior to first payday
Tom - GSAs - EXCEPTION - SEPTEMBER / JANUARY: 1st working day of month
Dept
Deb-Faculty; -As soon as known
Tom - GSAs
Deb-Faculty; -As soon as known
Tom - GSAs
Leaves with Pay Change:
- 1st day of leave, at least 15 business days prior to 1st affected payday FALL LEAVES: by July 15th / WINTER LEAVES: by January 15th
Dept
Tom
CONTACT DEB PRIOR to
generating paperwork
Dept
Dept; CONTACT DEB
PRIOR to generating
paperwork
Dept
Dept
Dept
Dept
-As soon as known
Deb-Faculty; - 1st day of work or 15 business days prior to first payday
Tom - GSAs - EXCEPTION - SEPTEMBER / JANUARY: 1st business day of month
Deb
- Prior to Offer; Requires Prior Approval from Associate Dean for Budget
Tom
- As soon as known
Deb-Faculty; - At least 15 business days prior to last payday
Tom - GSAs
Deb
- At least 60 days prior
Deb-Faculty; - As soon as known
Tom - GSAs - Retroactive Changes: Sponsored Funds approval required for Federal
Funds over 120 days
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The Flow of an HR change
The department creates and prints the submittal form
and secures the appropriate departmental signatures.
The submittal is sent to Divisional Affairs to be checked
and approved. If needed, Divisional Affairs asks the
department to make corrections to the paperwork.
After approval, Divisional Affairs sends the paper
submittal to HRRIS.
HRRIS data-enters the information into HRMS.
Department verifies appointment accuracy in Wolverine
Access.
Department regularly checks Gross Pay Register to
confirm correct pay.
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New Hire Paperwork
All forms MUST be most recent version.
Download from HRRIS website (http://hr.umich.edu/hrris/forms/allforms.html)
Faculty, Lecturers, Researchers







Appointment Request Form (Form 36400)
Approved Pool Report (tenure track)
Offer Letter
Faculty Personnel Record (Form 30002)
Supplemental Appointment Information
(Form 36100)
 Must be notarized on Page 1
 Page 3 must be completed
I-9
Optional: Payroll forms (e.g. W-4, Direct
Deposit Request)
GSA (GSI, GSSA, GSRA)






Appointment Request Form (Form 36400).
Fraction Calculation Form (Form 30010) for
GSI, GSSA only (not needed for GSRA)
Educational Assistant Personnel Record
(Form 36510)
Supplemental Appointment Information
(Form 36100)
 Must be notarized on Page 1
 Page 3 must be completed
I-9
Optional: Payroll forms (e.g. W-4, Direct
Deposit Request)
REMEMBER: SS# required only upon hire, on Appointment Request form, and
not thereafter on any HR forms. If Empl ID is known, SS# should NOT be
provided.
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Reappointments/Renewals
Assistant Professors/Assistant
Research Scientist
 Reappointed following successful thirdyear review.
 Require Wolverine Access submittal,
prepared by department to change end
date.
Senior Lecturers,
Collegiate or Endowed Professors,
Thurnau Professors
 5-year terms.
 LSA Executive Committee approval
required for (re)appointment.
 Require Wolverine Access submittal,
prepared by department.
Distinguished University Professor
 An ongoing title, once awarded.
 Established by Rackham and Office of
Budget and Planning (not LSA).
Research Fellows

Annual renewal up to three years. If an
extension is needed a request should be sent
to the Divisional Associate Dean three
months prior to the termination date and
should include a current CV and a letter of
support by the Chair.
Visiting Research Faculty

Appointments are for one year. If an extension
is needed a request should be sent to the
Divisional Associate Dean three months prior
to the termination date and should include a
current CV and a letter of support by the
Chair.
Dry Appointments

All Research Faculty submitting proposals
must have at a minimum 5% effort from nonsponsor funds. Dry appointments are rarely
granted. If you need to give someone an
affiliation only this program through Rackham
might work for them. M-Community Sponsor
System. (See webpage
http://www.itd.umich.edu/itcsdocs/s4356/)
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Assistant Professor Reappointment
Submittal
(Joint appointment)
The Visa Permit Data Summary
indicates if I9 is current.
The Employee Record Summary
displays basic appointment
information as it is now.
The “Before” section for empl record
#1, displays the appointment
information as it is now. (Continues
on next screen.)
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Assistant Professor Reappointment
Submittal (continued)
The “Before” section for empl record
#1 (continued from previous screen)
displays the appointment
information as it is now.
The “After” section for empl
record #1 displays only the
changes to the appointment
information.
The Job Comment section is
important to help the Dean’s
Office understand your
intentions. However, HRRIS
usually will be guided by the
entries in the “After” section,
not by the comment.
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Assistant Professor Reappointment
Submittal - Joint appointment
(continued)
The “Before” section for empl record
#2 (continued from previous
screen), displays the appointment
information as it is now.
The “After” section for empl
record #2 displays only the
changes to the appointment
information (continued on next
screen).
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Assistant Professor Reappointment
Submittal - Joint appointment (continued)
The “After” section for empl
record #2 displays only the
changes to the appointment
information (continued from
previous screen).
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GSA Reappointment Submittal
The Visa Permit Data Summary
indicates if I9 is current.
The Employee Record Summary
displays the basic appointment
information as it is now. Look here
to verify that student has ANY empl
records that are active or on work
break. (If not, new hire paperwork
is required.)
The “Before” section displays the
appointment information as it is
now. (Continues on next screen.)
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GSA Reappointment Submittal
(continued)
The “After” displays only the changes to
the appointment information.
The Job Comment section is important
to help the Dean’s Office understand
your intentions. However, HRRIS
usually will be guided by the entries in
the After section, not by the comment.
A new DBE Row is required for a
GSA Reappointment
The “Before” DBE section displays
the DBE information from the
previous appointment.
The “After” section displays the
new dates and short code for the
reappointment.
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When will I see my new appointment or
change on the system?
 Under normal circumstances during the term, you can look
for your appointment or change on Wolverine Access
approximately 5-7 business days AFTER delivery to
Divisional Affairs (Deb or Tom).
 Exceptions to “normal circumstances” are:
 Unusual appointments or unusual appointment
changes.
 Errors in paperwork or missing forms.
 The busiest times of the year (September and January,
the beginning of each term).
 REMEMBER: New appointments always take longer than
most changes to existing appointments.
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An Error with Appointment or Pay?
First determine: Is the appointment correct in HRMS?
YES? If the
appointment is
correct in HRMS:
Contact the Payroll
Office to see why the
appointment didn’t
pay as you expected.
Contact Deb or Tom
if that doesn’t resolve
the issue.
NO? If the appointment is not correct in
HRMS:
Check your file copy of the appointment
paperwork or change submittal. Is it
correct?
If the submittal was
incorrectly data entered
into HRMS, contact
Divisional Affairs (Deb
or Tom). Please do NOT
contact HRRIS.
Submittal
incorrect? New
submittal
needed.
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Faculty Summer Appointments
 Reasons for summer pay:
 Active effort – teaching or research
 “Ninths” as promised in offer letter
 The summer empl record is the mechanism for appointing
and compensating instructional, U-Year faculty during the
summer.
 Note these restrictions on summer pay:
 A maximum of 2/9ths salary is allowed in one summer on
general funds.
 Sponsored funds may not be charged in the month of
May as summer salary.
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Summer Appointments – The Process
 Department creates a new, summer empl record#, if one
doesn’t already exist.
 Points to remember when creating a U-Year summer empl
record:
 Mirror appointment period and begin and end dates (if
applicable) of original appointment.
 Determine monthly dollars/effort by dividing original salary
by 9 (U-YR) or 8 (U-YRT) or 4 (Term) to determine maximum
monthly salary allowed.
 Term IIIA submittals: Submit by May 1
 Term IIIB submittals: Submit by July 1
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Supplemental Pay to Instructional Staff
Empl Status=Active or Leave With
Pay
Empl Status= Unpaid leave (or work
break), or if all Empl Records are
terminated
Must pay supplemental pay via
Additional Pay Submittal (Wolverine
Access)
Must pay via Peoplepay process (not via
Wolverine Access).
 ALL Peoplepay forms paid by LSA
departments must be submitted to the
Dean’s Office for approval.
 Peoplepay to instructional
employees, or for instruction related
services (guest speakers, honoraria)
are approved by Tom Hart.
 Peoplepay for non-instructional
people or non-instructional services
are approved by Diane Benson.
 When in doubt of who should
approve your Peoplepay form, send it
to either Diane Benson or Tom Hart.
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Supplemental Pay to Instructional Staff
Determining Empl
Status (whether to
pay supplemental
pay through
Additional Pay or
Peoplepay) is
accomplished most
easily by going into
a submittal form
page. (REMEMBER
you can’t use
sponsor funds for
additional pay—
those funds require
effort.)
(continued)
The Employee Record
Summary displays the empl
status as it is now
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ADDITIONAL PAY
SUBMITTAL
STATUS of empl record
must be active or leave
with pay.
Otherwise, must be paid
via Peoplepay.
EARNINGS CODE
must be appropriate.
(See acronyms list.)
SAL
Salary Supplement
EFFECTIVE
AND END DATE
= Beginning and
end dates of pay
periods in which
monthly amount
will pay.
EARNINGS AMOUNT =
Monthly amount.
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Current Research Faculty aren’t eligible for
Leaves. Options available to them:
Vacation time
Leave without Salary
Medical/Sick Leaves
through Work Connections
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Retirements
 The Emeritus Title
 Granted by the Regents as a result of the official request
which takes the form of the retirement memoir, prepared by
the department.
 Draft memoirs are due approximately 60 days prior to
retirement date. Reminders are sent each term from Dean’s
Office to all units.
 Timely submission of the memoir AND the HR termination
paperwork ensures timely conferral of emeritus status.
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Resignations/Terminations/Reduction in Force
(RIF) for anyone with a 12-month appt.
 Verify vacation time before requesting RIF status.
 Non-reappointments, retirements, resignations, and
deaths all require that the Layoff and Termination Form be
submitted to the Dean’s Office.
 End date of appointment = end date of benefits
 FYI - Pay ends with June 30 check (for UYear
appointments).
 Please make sure that employee effort certifies. (Refer to
CRO and LSA Research web pages for instructions and
details.)
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Reduction in Force (RIF) PROCESS
LSA Process
 Template documents are available for use to transmit request to
College and OVPR. A third template for letting the Research
Faculty member know the decision once approved by OVPR and
College (http://lsa.umich.edu/research/policies/prs ).
 OVPR asks that we follow the RIF procedure which is provided in
the next slide.
 So packet which includes the DivAD letter, the request to OVPR,
and the draft RIF memo to the candidate should be sent to the
Research Office for review and forwarding to OVPR.
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Reduction in Force (RIF) PROCESS
LSA Process
15. Reduction-in-Force
 Research faculty reduction-in-force (RIF, layoff) actions are governed by Standard Practice Guide (SPG) 201.72 –
Reduction-in-Force. In addition to the requirements established by SPG 201.72, the joint approval of OVPR and the
Office of Academic Human Resources (AHR) is required before a unit may
issue a RIF notification to a research faculty member. The appointing unit must submit the RIF proposal to OVPR,
which will work jointly with AHR to review the proposal. All proposed RIF actions should be submitted to OVPR with
sufficient lead-time to allow for the appropriate coordinated
review. Additional requirements are provided below:
 For all research faculty, appointing units must provide a minimum notice of 90 days before a RIF takes effect.
 For RIF proposals that would affect research faculty with less than three years of service, the appointing unit must
provide substantial documentation of why the unit is unable to fulfill its original three-year commitment.
 At a minimum, appointing units should provide the information on the list below in an RIF proposal:
 Offer letter and hiring Memorandum of Understanding (MOU);
 Funding history;
 Status of all current sources of funds;
 Role (PI or Co-PI) on active grants, term of award and funding commitment;
 Role (PI or Co-PI), funding level and probability of success on all pending grants; and
 Other known pending grants with support for research faculty member.

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Leaves:
DOC
LWOS
SAB
SAL
TOA
Some Common HR Acronyms
Duty off campus leave
Leave without salary (no dollars/no benefits)
Sabbatical leave
Scholarly activity leave (generates medical coverage regardless of effort)
Topping off award (relates to scholarly activity leave—more info on LSA Research
Webpage)
Additional Pay Earnings Codes:
ADM
Administrative differential (requires administrative title)
SAL
Salary supplement (for GSI substitutions and one-time recruitment or retention
payment; carries retirement contribution)
FEL
Fellowship – pay for research fellows on training grant
LEO
Additional pay related to LEO appointment
LEP
LEO only: late layoff notice payment
LER
LEO only: lump-sum payment to adjunct lecturer following successful review
UNS
Additional pay unrelated to appointment (NO retirement contribution)
Others:
DBE
HRRIS
RIF
P-Mod
Department Budget Earnings
Human Resources Records and Information Services
Reduction in Force
Person modifier - screen in HRMS for viewing leaves since fall ‘01, title,
etc.
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Contact Information
Deb Erskine
(derskine) Phone: 647-1484;
2156 LSA, 1382
Tom Hart
(tjhart) Phone: 615-5545
2160 LSA, 1382
HRRIS Forms Website
http://hr.umich.edu/hrris/forms/allforms.html
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Questions
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Finding your way through
HRMS
“Breadcrumbs”
32
Breadcrumbs: Effort Changes
Workforce Administration
Job Information
Submittal Form Pages
Job Data Changes
Dept Budget Earnings
Changes
Submittal
33
Breadcrumbs: DBE Changes
Workforce Administration
Job Information
Submittal Form Pages
Dept Budget Earnings
Changes
Submittal
34
DBE Change submittal
35
Breadcrumbs:
New Empl Record
Workforce Administration
Job Information
Submittal Form Pages
New Employment Record
Job Data
New Employment Record
Dept Budget Earnings
Submittal
36
Breadcrumbs: Mini-Submittal
Workforce Administration
Job Information
Submittal Form Pages
Submittal Form
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Mini-Submittal
38
Breadcrumbs:
Additional Pay
Workforce Administration
Job Information
Submittal Form Pages
Additional Pay Changes
Submittal
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Detailed MyLinc Instructions for Additional
Pay Submittal Creation
Wolverine Access Home Page
University Business
MyLinc
Search: Additional Pay
Additional Pay Changes:
(Submittal Form Creation)
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Breadcrumbs: Person Modifier (P-mod)
Workforce Administration
Person Information
Review Job Information
Modify a Person
In Person Modifier, you can view leave history since fall 2001, titles,
admin department, etc.
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To View Last Paycheck Distribution
Workforce Administration
Job Information
Review Job Information
Employee Payroll/Leave
Data
(Not for Faculty leave history.
Go to Pmod for faculty leave
history.)
Note: You will only see the LAST paycheck distributed to the employee on this
screen.
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As Needed Effort Certification Report
For terminating and terminated employees only. The CRO
requires on-line certification for all active employees.
Workforce Administration
Workforce Reports
As Needed Effort
Certification
Create a Run Control ID if necessary. If you already have a Run
Control ID for As Needed Effort Certification Reports, enter the first
few letters of your Control ID and click SEARCH.
Enter UMID for employee, dates for certification period, and select “Run to
Window”. Report will run and appear in a new window.
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Employee Total Picture
Most of the data goes back to July 2001 ONLY (the beginning of
Wolverine Access). This can be a complex report to interpret,
but it is useful for employment start date, for example.
Workforce Administration
Workforce Reports
Employee Total Picture
Create a Run Control ID if necessary. If you already have a Run
Control ID for As Needed Effort Certification Reports, enter the first
few letters of your Control ID and click SEARCH.
Enter UMID for employee, “as of” date, and type of data requested. Select
“Run to Window”. Report will run and appear in a new window.
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