hr and sponsored projects

M-Pathways Human Resources Management System

HR and Sponsored Projects

Deb Erskine

Instructional Human Resource

Senior Manager

February 16, 2011

Todays Goal

Todays goal is to help you to understand what HRMS is, and how to:

initiate

follow

verify

changes in a Research employees 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 FlowchartFor Appointment Request Forms (new hire paperwork) and Wolverine Access Submittal Forms (appointment changes)

HRRIS

(Records)

Puts appt or change on line and makes it effective.

Deb/Tom are liaison to HRRIS for LSA instructional appointments.

Deb

Faculty (Lecturers and professors), visitors and research appointments

All LSA

Departments

Questions

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.

Questions

Questions

Questions

Heavy arrow = flow of paperwork

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 Deans Office. Peak times at the beginning of the term or highly complex problems may extend that turnaround time.

Tom

GSI/GSRA appointments,

Peoplepay payments

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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

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The Flow of an HR change

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Department regularly checks Gross Pay Register to confirm correct pay.

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.

New Hire Paperwork

Faculty, Lecturers, Researchers

GSA (GSI, GSSA, GSRA)

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)

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)

All forms MUST be most recent version.

Download from HRRIS website (http://hr.umich.edu/hrris/forms/allforms.html)

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

Research Fellows

Reappointed following successful third-year review.

Require Wolverine Access submittal, prepared by department to change end date.

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 non-sponsor 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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Senior Lecturers,

Collegiate or Endowed Professors,

Thurnau Professors

Distinguished University Professor

5-year terms.

LSA Executive Committee approval required for (re)appointment.

Require Wolverine Access submittal, prepared by department.

An ongoing title, once awarded.

Established by Rackham and Office of Budget and Planning (not LSA).

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The Before section for empl record #1, displays the appointment information as it is now. (Continues on next screen.)

The Employee Record Summary displays basic appointment information as it is now.

The Visa Permit Data Summary indicates if I9 is current.

Assistant Professor Reappointment Submittal(Joint appointment)

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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 Deans Office understand your intentions. However, HRRIS usually will be guided by the entries in the After section, not by the comment.

Assistant Professor Reappointment Submittal (continued)

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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).

Assistant Professor Reappointment Submittal - Joint appointment (continued)

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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).

GSA Reappointment Submittal

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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.)

GSA Reappointment Submittal (continued)

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The After displays only the changes to the appointment information.

The Job Comment section is important to help the Deans Office understand your intentions. However, HRRIS usually will be guided by the entries in the After section, not by the comment.

The Before DBE section displays the DBE information from the previous appointment.

A new DBE Row is required for a GSA Reappointment

The After section displays the new dates and short code for the reappointment.

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?

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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 didnt pay as you expected.

Contact Deb or Tom if that doesnt 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.

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 doesnt 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 Deans 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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The Employee Record Summary displays the empl status as it is now

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 cant use sponsor funds for additional paythose funds require effort.)

Supplemental Pay to Instructional Staff

(continued)

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.)

EARNINGS AMOUNT = Monthly amount.

EFFECTIVE AND END DATE = Beginning and end dates of pay periods in which monthly amount will pay.

ADDITIONAL PAY

SUBMITTAL

SAL Salary Supplement

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Current Research Faculty arent eligible for Leaves. Options available to them:

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Vacation time

Leave without Salary

Medical/Sick Leaves through Work Connections

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 Deans 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 Deans 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 mayissue 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 coordinatedreview. 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 originalthree-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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Some Common HR Acronyms

Leaves:

DOCDuty off campus leave

LWOSLeave without salary (no dollars/no benefits)

SABSabbatical leave

SALScholarly activity leave (generates medical coverage regardless of effort)

TOATopping off award (relates to scholarly activity leavemore info on LSA Research Webpage)

Additional Pay Earnings Codes:

ADMAdministrative differential (requires administrative title)

SALSalary supplement (for GSI substitutions and one-time recruitment or retention payment; carries retirement contribution)

FELFellowship pay for research fellows on training grant

LEOAdditional pay related to LEO appointment

LEPLEO only: late layoff notice payment

LERLEO only: lump-sum payment to adjunct lecturer following successful review

UNSAdditional pay unrelated to appointment (NO retirement contribution)

Others:

DBEDepartment Budget Earnings

HRRISHuman Resources Records and Information Services

RIFReduction in Force

P-ModPerson 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 HRMSBreadcrumbs

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Breadcrumbs: Effort Changes

Job Information

Submittal Form Pages

Job Data Changes

Dept Budget Earnings

Changes

Submittal

Workforce Administration

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Breadcrumbs: DBE Changes

Job Information



Changes

Submittal


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DBE Change submittal

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Breadcrumbs:New Empl Record

Job Information


New Employment Record

Job Data

New Employment Record


Submittal


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Breadcrumbs: Mini-Submittal


Job Information


Submittal Form

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Mini-Submittal

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Breadcrumbs:Additional Pay

Job Information


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)

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

Job Information

Review Job Information

Employee Payroll/Leave Data

(Not for Faculty leave history. Go to Pmod for faculty leave history.)


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Note: You will only see the LAST paycheck distributed to the employee on this screen.

As Needed Effort Certification Report

Workforce Reports

As Needed Effort Certification

For terminating and terminated employees only. The CRO requires on-line certification for all active employees.

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

Workforce Reports

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.

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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PaperworkWho GeneratesSubmit ToDue By

Additional Appointments - including

Summer Appointments

(submittal form)

DeptDeb-Faculty;

Tom - GSAs

- 1st day of work or 15 business days prior to first payday

- EXCEPTION - SEPTEMBER / JANUARY: 1st working day of month

Additional Pay

(submittal form)

DeptDeb-Faculty;

Tom - GSAs


- EXCEPTION - SEPTEMBER / JANUARY: 1st working day of month

Deaths

(submittal form)

DeptDeb-Faculty;

Tom - GSAs

-As soon as known

Effort Changes

(submittal form)

DeptDeb-Faculty;

Tom - GSAs

-As soon as known

Leave Submittal

(Contingent upon prior LSA EC

approval)

TomLeaves 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

Medical LeaveCONTACT DEB PRIOR to

generating paperwork

-As soon as known

New Hire

(paperwork)

DeptDeb-Faculty;

Tom - GSAs


- EXCEPTION - SEPTEMBER / JANUARY: 1st business day of month

Overloads

(request memo & submittal forms)

Dept; CONTACT DEB

PRIOR to generating

paperwork

Deb- Prior to Offer; Requires Prior Approval from Associate Dean for Budget

PeoplePayDeptTom - As soon as known

Resignations/Terminations

(submittal form)

DeptDeb-Faculty;

Tom - GSAs

- At least 15 business days prior to last payday

Retirement Memoirs/Termination

(paperwork)

DeptDeb- At least 60 days prior

Short Code Changes

(submittal form)

DeptDeb-Faculty;

Tom - GSAs

- As soon as known

- Retroactive Changes: Sponsored Funds approval required for Federal

Funds over 120 days

Updated: 10/20/10

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A C A D E M I C Y E A R C A L E N D A R

WORKFLOW THROUGH THE DIVISIONAL AFFAIRS TEAM Instructional Change Submittals:

DUE: Monthly From Units to LSA No later than 15 working days prior to the effected pay date

GSA Worksheets Have 2 Rounds: (NOTE:

Fall Round 1: To Units Jul. 13

Fall Round 2: To Units Aug. 9

Winter Round 1: To Units Nov. 9

Winter Round 2: To Units Dec. 3

Spring/Summer Round 1: To Units Mar. 9

Spring/Summer Round 2: To Units Mar. 28

these are APPROXIMATE dates)

Fall Round 1: Due Back to LSA Jul. 26

Fall Round 2: Due Back to LSA Aug. 12

Winter Round 1: Due Back to LSA Nov. 16

Winter Round 2: Due Back to LSA Dec. 10

Spring/Summer Round 1: Due Back to LSA Mar. 18

Spring/Summer Round 2: Due Back to LSA Apr. 14

Recruitment Cases: EC meets Tuesdays (Mid-Sept. Late May) See EC & Regents Calendar.

OFFER LETTERS should be issued to candidates with American university tenure track or tenured

positions by Apr. 29 (Per AAUP Agreement)

Assistant Professor - 3rd Year Reviews:

Apr. 15: CHECKLISTS due to Divisional Affairs

May 2: SUBMITTALS due to Divisional Affairs

Promotions Tenure Track & Research Track:

Due to Divisional Affairs: Nov. 10 Recommendations for tenure cases & research scientist promotions

Due to Divisional Affairs: Jan. 5 Associate to Professor promotion cases

Feb. 16: Provost deadline for tenure track faculty promotions & research scientist promotions Feb 25: Chairs & Directors notified of LSA College promotion decisions

Early May: College notified of Provosts decision

May 19: Regents vote on promotions & Provost letters mailed to all promotion candidates

Lecturers - Major Review & Lecturers IV Initial Appointment:

DUE: Oct. 1: Lec IV Appointment Continuation Renewal request due to College

DUE: Jan. 28: LIII Appointment as LIV Major review & appointment request due to College

Leaves:

Leave Requests: Submitted to Divisional Affairs for review & approval by College Executive

Committee

Sabbatical Requests (AY 2011-12): Due to Divisional Affairs Jan. 14

Non-Sabbatical Requests: Accepted throughout year with minimum 3-month lead time prior to

leave effective date

Research: .

DUE: Oct. 29 (to College) Michigan Humanities Award (MHA) applications

DUE: Mar. 4 (to College) - Ralph Baldwin Award applications

DUE: 7 Business Days Prior to Sponsor Deadline - External Sponsor Proposals

NSF Career Workshop (for mid-July sponsor deadline): Mar. 11, 2010

Retirement Memoirs:

DUE: Nov. 1 (For Jan. 1 retirement date)

DUE: Apr. 1 (For Jun. 1 retirement date)

2010-2011

hr and sponsored projects

Documents

instructional paperwork

appointment change paperwork

lsa instructional appointments

hrris data

hrms system

hr paperwork chart6

appointments andor changes

signed paperwork