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Recording: https://classes.uaf.edu/webapps/bb-collaboratebb_bb60/recording/launchGuest?uid=4b912782-ab1c-4929-838a-7db8f19e02e2 Biweekly Briefs 03/19/2015 Paperwork Please do not double side documents sent to HR. Because we are Onbasing most all personnel related documents it is necessary for either the technician (if caught at our stop) or the onbase scanner (and could be missed) to get up and copy the document as Onbase does not scan both sides of document. Please help us with this; although we too like to save paper it just doesn’t work for us. Thanks for your help! NBAPBUD Kathy Bennett asked if I would not clarify what I really meant about your NBAPBUD labor setups. If you have a regular and/or term funded PCN that typically does charge to multiple lines of labor leave as is! What we want your assistance with is cleaning up pool positions in particular; unfortunately, when your executive/fiscal officers put in their budget requests they typically in the past include all labor within your units – this is unnecessary as whatever labor is actually on the job will charge and is unnecessary to have all those (sometimes as many as 30) lines of labor as that is what defaults in to the job set-up and if missed by the technician and yourself in review would mean a whole a huge very messy labor redistribution – not to mention we have to spend time deleting all those lines and sometime inadvertently delete all lines and when that happens and you have mis-keyed the acct code on your job form and the technician enters that (they are told to go with the default accounting code; with exceptions of course taxable/non-taxable student issue) you have not paid on an incorrect accounting code – and this is not one of the things you can change through Labor EPAF. Student PJP If you are ready so are we. Please remember the following housekeeping items. PLEASE, PLEASE, PLEASE get with all the supervisors of these students and encourage them if they intend to give their student an increase anytime over the summer to do it NOW during your PJP processing; otherwise it’s a paper job form later. Also, please be sure to get clarification from fiscal/executive offers etc. to be absolutely sure you are hiring the student for the summer – remember they get an email through this process indicating their job has been extended; don’t inadvertently offer jobs! And lastly, with the ACA issues upon us beginning July 1st IF you are setting up your student assignments for greater than or = to 30 hours a week, they may need to be offered health care immediately upon that job set-up. More clarification will come on this later; however, what you might consider doing is entering their hours lower than 30 and let the ACA actual hours count. Remember students MAY and will get paid for all hours worked on their time sheet; nothing prohibits them from even overtime if they put in the hours. However, keeping their hours under ACA mandated health care offering does not change their taxability; all students unless enrolled for 6 or more credits during the summer semester must be in a taxable status. If they are enrolled in at least 6 credits during summer sessions and wish to be non-taxable; they are not allowed to work over 20 hours in a week! (ever). Visit the Student PJP website: Continuing Student Job Assignment http://www.alaska.edu/hr/hrprocedures/paperless-job-processing/continuing-student-job/ Term Funded PCN extensions and Job Forms You should have received your draft memorandum with all your term funded PCN on it; this was just a draft as a courtesy for you – you do not have to use this letter; feel free to do your own; but you must get all the approvals and get that letter/memo sent to budget ASAP so we can get your job forms entered extending those term funded positions. The deadline I am putting on term funded job form (PNEX) is May 30, 2015. Beginning possibly next week we will also be doing the merge document for the job form on your term funded employees. Again, it is not mandatory you use them; it is just for your convenience (our assistance) if you know for sure you will not be using our job forms, please send me (Jennifer) an email so I don’t bother putting your merge job forms together. Faculty Summer Assignments and Contract Extensions Some of you may have noticed we had a faculty summer assignment session scheduled for March 30th and may have even registered already. However, it is necessary to cancel that training session. With the new collective bargaining agreements it is going to be necessary to start recording of faculty holiday pay and we are faced with numerous system issues related to this so for now please hold off on faculty summer assignments until we tell you otherwise. New Hire Reminders Please remember when you hire faculty and other staff that have a less than 12 month assignment you must go in to the PJP process and place them in an AOFFC status. Please review your UaOnline now and review your employees status. Even though your job forms may indicated less than 12 month assignment including the factors appropriately; there is absolutely nothing on the uakjobs hiring proposal that indicates the off contract period and this must be entered by you through the PJP once the job is set-up. FML LWOP job forms We are going through some restructure here in the HR office and therefore, we are going back to the old method of requiring the PPA to submit FML LWOP job forms. You will receive a notification from your HR consultant when/if it is necessary to submit this job form. University of Alaska TKL (Home Org) Job Form Txxx Last Name New Hire Action Type First MI Change Stop Job Unit Separation Start Job Pay Adjustment Last Name, First Name Use notation area for Extract Employee ID Date: explanation of changes and Employee Information (PEAEMPL) Status corrections ECLS Current Hire LCAT BCAT Original Hire FT/PT 3xxxxxxx Check Dist Home Dept Adjusted Service Seniority Date Term Date Dist/Div Term Reason Base Job Information (NBAJOBS) T/S Org Posn Txxx Suffix 2xxxxx or 4xxxxx Job End Date P/S/O Job Begin Date xx Contract Start Contract End Step Increase MM/DD «PSO» Required on “4 PCN” Job Detail Information (NBAJOBS) Change Effective Date Personnel Date Status PCLS «Change_Effective_Date» FTE Job Title «Job_Title» Employee Class Out of Class (Shift) «Employee_Class» Job Change Reason Salary Table Grade Step Assign Salary Factor FML – Family Medical Leave - Begin Rate Hours/Day Hrs/Pay or Units Annual Salary HRS/PAY Earnings Code Information (NBAJOBS) Earnings Code 601 652 Hours/Units Special Rate Shift Code Earnings Start Date Earnings End Date HRS/PAY HRS/PAY Labor Distribution Information (NBAJOBS) Effective Date Fund «Change_Effective_Date» Orgn Fund Orgn Acct Prog Actv Percent Acct Only necessary to enter funding information if it has changed. Must highlight if you want entered. Completed by_ ___________ Ext.#_ ___ Approval__________________Date ________ Personnel_______Entered by______Date__________ Budget________________________Date__________ Department Notations: Per HR Consultant employee beginning FML. Remove from WTE. All Future Dated Records will be updated/Deleted. Biweekly Briefs Payroll 03/19/15 Documents sent to UAF Payroll – Please take the time to review all documents for completeness and legibility prior to sending them to UAF HR Payroll. Documents that come to us that are not complete or legible will not be processed. Ask yourself these questions when reviewing the document: Can I read all the required information on this document? Will this document be legible after archiving? (Archiving does reduce the quality of the document so if the document is already marginal then chances are it will not archive well) Does the document have a dark grayscale tint to it? (This will not be legible after archiving it) Is the document completely filled in? Review of your web time sheets – Web time sheets need to be in approved status by Tuesday 5pm with the exception of 4 pay periods throughout the year. (There are 2 remaining for CY15 R14 & R19) 53 paper time sheets were submitted for R06, which is not very good – we should only have about 10 paper time sheets being submitted for processing and they are for the FW assignments on those employee’s whose primary job is an NR. Who To Call Mary Goldsby 474-6256 Web time sheets Miscellaneous taxable items to report Just a reminder to report any miscellaneous taxable benefits Outstanding payroll checks You will be receiving an email from Peggy asking you to check in with some employees who have not cashed their paychecks. The checks in question are close to being stale dated as they were issued about 5 to 6 months ago. Please make contact with these employees and remind them that their paychecks need to be cashed, this would also be a good time to let them know that setting up a direct deposit might be a good option for them. Use UaOnline Remind your employees that UAOnline might have the answers to th