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2015 HR Hiring Fundamentals and
Fall Re-Appointments
Fiona HarperPayroll Supervisor
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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 BannerFacilitates• GID creation• EPAF • E-mail account establishment
Form located at: http://www.montana.edu/hr/NewTermEmp/New%20Hire%20Form.docx
Under New Employees/New Hire From
Send form to: [email protected]
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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
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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 [email protected]
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 First Name Middle Name
Does this person already have a GID: No Yes If Yes, last four digits of GID:
Gender Male Female 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:
New Hire Form - Changes
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Please check appointment type: SHORT TERM STUDENT GRAD FACULTY ____ NTT ____ TT ____AY ____ FY
FIXED TERM _____ Salaried _____ Hourly PROFESSIONAL CLASSIFIED _____ Salaried _____ Hourly
POSITION #: FTE: 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 __________________________
I9 FormPurpose: 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
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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 employees2. 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 first4. Do not refuse to hire an individual based on a future
expiration date
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I9 FormItems Highlighted in yellow are required fields
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I9 Form
Items Highlighted in yellow are required fields
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 • 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.
NTT LoA and Multiple Appointment Contract
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NTT LoA with Overloadhttp://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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• 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.
How to Calculate Overload
• 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 Overload Contract
Non Tenure Track Faculty
LOA Start and End DatesFall Semester: Start Date: 08/16/14End Date: 12/31/14 Spring Semester: Start Date: 01/01/15 End Date: 05/15/15Academic 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!!
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http://www.montana.edu/hr/Forms.html
Additional Compensation – NEW!!
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If FTE is less than 1.0, or employee is eligible for overtime, additional compensation is NOT appropriate.
Home Department:
Faculty (tenure-track) Title/Rank:
Professional Classified (overtime exempt)
Person completing form: Phone number:
Compensating Department:
Please describe the means by which these duties will be covered after this assignment ends:
Employee GID:Name:
Job Classification:
Please describe duties and how they differ from the employee's assigned duties/job description:
Duties/explanation for receiving add comp will be listed here
An explanation of how these duties will be covered in the future will be addressed here.
A job classification must be chosen; add comp can only be given to these employees classes.
If an employee is eligible for overtime you will need to contact HR to set up an overtime position.
Additional Compensation – NEW!!
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AddComp prev 12 mos? Yes No $
Notes:
Dates services will be performed: Start End
Total payment: # of pays:
Index %
Index %
Payment:
Confirmed By:
20% of Salary : Amount of 20% max spent in this FY:
Previous Duties:
ADDITIONAL COMPENSATION POLICIES
Policies governing additional compensation for MSU-Bozeman employees are defined in section 100.00
(interim) of the Personnel Policies http://www.montana.edu/policy/personnel/compensation.html,
and section 965.00 of the MSU Personnel Policy and Procedures Manual
http://www.montana.edu/policy/personnel/per900.html#965.00.
$#pays to correspond with start/end dates
"Total payment" above will be divided into equal installments and paid over the total "number of pays" shown above.
Labor distribution between indexes to total 100%.
Information may be requested from Human Resources:
** Employee will sign last once the form has been completed and fully approved and signed by all that need to approve.
This section must be completed by HR prior to submitting the form for approvals/signatures.
Employees receiving Add Comp will be paid an equal amount per month beginning on the payroll that coincides with the start date. The total payment will be divided by the number of pays to calculate the monthly payment.
HR Fundamentals – COMING!
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• 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: [email protected] with suggestions, comments and/or feedback.
