1. Welcome to Wasabi Personnel Actions for Academic Appointments

2. Prerequisites Before attending this course, you should have completed the following prerequisites: Before attending this course, you should have completed the following prerequisites:  Understanding HR Data  Wasabi Personnel Actions

3. Course Contents Unit 1: HR Process Overview Unit 1: HR Process Overview Unit 2: Processing Academic Appointments in Wasabi Unit 2: Processing Academic Appointments in Wasabi

4. Wasabi Personnel Actions for Academic Appointments Unit 1: HR Process Overview

5. Major Changes within the HR Area The Appointment form will be replaced with hire forms or the Job Data Change Form The Appointment form will be replaced with hire forms or the Job Data Change Form Org completes appointment transaction Org completes appointment transaction or or

6. Major Changes within the HR Area (continued) New terms important to understand New terms important to understand  Temporary Academic  Job Codes  Standard Hours

7. Reminders Annual & Research Scientist Appointments Annual & Research Scientist Appointments  Start and End Date are required  Salaries must be approved by OAA  Salary increases require an explanation to OAA Faculty Faculty  Coordinate faculty appointments with SCARP and OAA  Business Title is required

8. Wasabi Personnel Actions for Academic Appointments Unit 2: Processing Academic Appointments in Wasabi

9. Learning Objectives At the end of this unit, you will be able to: Describe the specifics required for processing Academic Appointments in Wasabi Describe the specifics required for processing Academic Appointments in Wasabi Outline the changes in processing academic, unpaid, and temporary appointments Outline the changes in processing academic, unpaid, and temporary appointments

10. Topics to be covered 1. Academic Appointments  Employee Classes & Job Codes  Tenured and emeritus status  Temporary academic appointments 2. Additional Types of Harvard Appointments  Unpaid  International  Term Appointments

11. Academic Appointments Employee Class and Job Code drive Employee Class and Job Code drive  Employee benefits  Pay frequencies  Object codes Examples of academic Employee Classes: Examples of academic Employee Classes:  Senior Faculty  Junior Faculty  Internal Post Doctoral Fellow The Employee Class field is used as a filter when searching for a particular job code The Employee Class field is used as a filter when searching for a particular job code

12. Job Code / Employee Code Exercise Using the Academic Appointment Job Code list: Professor Penny just got promoted to be an Associate Professor, what is her new Job Code? What form would you use? Professor Penny just got promoted to be an Associate Professor, what is her new Job Code? What form would you use? In what Employee Class is a stipended research fellow? In what Employee Class is a stipended research fellow? Research Associate Ron was just hired on October, what is his Job Code? Research Associate Ron was just hired on October, what is his Job Code?

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14. Secondary Faculty Members There is no Job Code that specifies a secondary faculty member position. Choosing “Hire/Additional Job” defaults to “secondary” in the Job Indicator field. For example, a secondary Associate Professor will have Job Code 000152 - Professor, Associate, and the job indicator will be secondary.

15. Tenured & Emeritus Status Job Codes have not been converted to specify Tenured status Job Codes have not been converted to specify Tenured status Tenured status is captured through a checkbox in Wasabi Tenured status is captured through a checkbox in Wasabi Emeritus Status is also captured through a checkbox in Wasabi Emeritus Status is also captured through a checkbox in Wasabi

16. Business Title For all faculty members, the Business Title is an important and therefore required field For all faculty members, the Business Title is an important and therefore required field The correct title can be found on the SCARP report The correct title can be found on the SCARP report All titles end in “in the Faculty of Public Health” All titles end in “in the Faculty of Public Health” Include 10 or 12 month appointment designation Include 10 or 12 month appointment designation

17. Summer Salary for Academic Appointments + Use the Additional Pay form for Summer Salary Required fields: Pay Period End Date

18. Temporary Academic Appointments The new Employee Class Temporary Academic is used for appointments The new Employee Class Temporary Academic is used for appointments  Up to six months in length  No benefit options  Arrange through OAA  Job Code defaults in Wasabi

19. Key Points to Remember Exercise #1 How are Secondary Faculty members appointed? How are Secondary Faculty members appointed? How are Tenured and Emeritus statii noted? How are Tenured and Emeritus statii noted? What information must go in the Business Title? What information must go in the Business Title? How is Summer Salary processed? How is Summer Salary processed? What are Temporary Academics? What are Temporary Academics?

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21. Additional Types of Harvard Appts Unpaid Unpaid International International Term Appointments Term Appointments

22. Unpaid Appointments Appointments not paid by Harvard will be defined as follows: Appointments not paid by Harvard will be defined as follows:  Unpaid Job Code  Change their Standard Hours = 0.01! Unpaid employees require the same information as standard hires except: Unpaid employees require the same information as standard hires except:  I-9  Tax Forms (W2 & M4)  FNIF

23. International Employees International employees should use their local address as their “home address”; if they do not have a local address, enter the foreign address International employees should use their local address as their “home address”; if they do not have a local address, enter the foreign address If an employee is not a US citizen, you must submit a Foreign National Information Form (FNIF) If an employee is not a US citizen, you must submit a Foreign National Information Form (FNIF)  Located in Wasabi under Harvard Apps/Forms

24. Term Appt. Process – Who is Affected? Term appointments include any employee with an appointment end date: Term appointments include any employee with an appointment end date:  Temporary Employees  Faculty  Post Docs (Research Fellows)

25. Term Appointment Rules Local Departments (HSPH): Local Departments (HSPH): Initiate the Term Appointment process through Wasabi Central Payroll: Central Payroll: Executes daily Auto Termination batch process

26. Daily Central Payroll Activities Auto Term Appointment batch process: Auto Term Appointment batch process:  Set up to automatically run nightly in PeopleSoft  Terminates anyone with an appointment end date equal to system date + 1 day  Terminates employee and processes benefit information

27. Benefits of the Term Appointment Process Automatically terminates employees at the appropriate time Automatically terminates employees at the appropriate time Reduces unintended liability on Harvard Reduces unintended liability on Harvard Ensures that individuals receive timely notification of any post-employment benefits changes Ensures that individuals receive timely notification of any post-employment benefits changes Provides consistency across Harvard Provides consistency across Harvard Provides local units with the opportunity to audit the process through a reappointment audit report Provides local units with the opportunity to audit the process through a reappointment audit report

28. Key Points to Remember Exercise #2 What are Standard Hours for unpaid appointments? What are Standard Hours for unpaid appointments? What form is required for international employees? What form is required for international employees? What is one benefit of the auto-term process? What is one benefit of the auto-term process?

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30. Resources Tool Tips Tool Tips Work instructions Work instructions www.hsph.harvard.edu/academicaffairs www.hsph.harvard.edu/academicaffairs www.hsph.harvard.edu/academicaffairs www.atwork.harvard.edu www.atwork.harvard.edu www.atwork.harvard.edu Wasabi Manual Wasabi Manual ABLE ABLE

31. Wasabi Personnel Actions for Academic Appointments Thanks for coming! Your feedback is appreciated! A+