1. 2014 Fall Appointments Fiona Harper Payroll Technician fiona.harper@montana.edu Tricia Wimbish Talent Acquisition & Management Manager tricia.wimbish@montana.edu 1

2. Today’s Topics New Hires/Re-Hires Review New Hire Form I9 Form Selective Service Certification Pre-Employment Background Check Student and Short term appointment review New LoA Contracts NTT Overload Positions Reappointment LoA and Reappointment Process 2

3. New Hire Form Form located at: http://www.montana.edu/hr/NewTermEmp/New%20Hire%20Form.docx http://www.montana.edu/hr/NewTermEmp/New%20Hire%20Form.docx Under New Employees/New Hire From Send form to: newhires@montana.edunewhires@montana.edu Purpose: To establish a new employee record in Banner for all NEW employees Facilitates: GID creation EPAF appointments E-mail account establishment 3

4. Human Resources role for New Hires 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. 4

5. I9 Form Form located at: http://www.montana.edu/hr/Taxes/I-9.pdfhttp://www.montana.edu/hr/Taxes/I-9.pdf Read about I9 form (optional): www.uscis.gov/I-9central Send form to: Human Resources via campus mail marked confidential. Must be completed in the first three days of employment. Purpose: 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 HR Contact: William Johnson – 994-5661 William.johnson15@montana.edu 5

6. I9 Keys to Success: Do’s 1.Print from newest version found on HR website and provide to employee 2.Complete for all new employees 3.Complete when rehiring prior MSU employees who have an I9 > 3 years old and have had a break in services (Check SAIS reports or call HR if in doubt) 4.Employees fill out Section 1 on the first day of employment 5.Department fills out Section 2 no later than day three of employment 6.Verify one original document from List A, or one original document from each List B and List C. All documents must be unexpired. 7.Sign and date prior to mailing original to HR. 8.Please coordinate with HR to identify an MSU-designated representative to fill out Section 2 for out-of-area employees 9.Mail to HR marked Confidential within 3 days of hire with other new hire paperwork; faxed copies followed by the original are OK in a pinch. Never send I9 electronically. 10.Please call Human Resources with any questions. 6

7. 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 first 4.Do not refuse to hire an individual based on a future expiration date 7

8. Selective Service Certification Required by Males only between 18-26 year of age. This includes student, classified, professional and temporary employees. A form is no longer required to verify registration. This has become an automated process. If the employee has not registered with Selective Service an automated email will be sent to the employee. The employee will be given 30 days in which to comply with the requirement and reminder emails will be sent out in a series with the final of the reminders also being copied to the employee’s supervisor. After 30 days, if the employee has not complied, HR will follow up with the department to begin termination of the employee. 8

9. Pre-Employment Background Check Important Things to Remember Employees (temporary and permanent) working more than 4 months. Hiring authority may request background check for employees working less than 4 months. HR strongly recommends if employee is working in a safety or sensitive area. Pre-employment background check required prior to starting work. After successful results, start date can be determined and offer letter sent to employee. Fixed Term Request paperwork must be approved prior to hire. Employee who are changing jobs with background check more than 18 months old must have a new check run. Any questions, contact your Personnel Associate. 9

10. Appointment Information 10

11. Process and Deadlines Professional contracts: July reappointment – EPAF and LOA due in HR by Friday, July 18th for the August 11 th payroll. Fiscal Year Faculty (NTT): July Reappointment – EPAF and LOA due in HR by Friday, July 18th for the August 11 th payroll. AY Non Tenure Track Faculty: August reappointment – EPAF and LOA due in HR by August 20th for the September 11 th payroll. Students: New AY hires – Start date is September 1 st EPAFs are due in HR by September 19th for the October 10 th payroll. 11

12. Student Employment All student appointments (4S position/ Suffix S1, S2, etc. ) begin September 1 – August 31 Eligibility for student employment: Must be enrolled in 1 or more credits Summer student employment Summer 2014 students may have a zero credit load as long as they were enrolled in Spring 2014 with at least 1 credit Student graduates and returns to work in the summer must be a short term worker. 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. 12

13. Work Study Student Hires Blue Work Study Certification Letter Completed by department Submitted to Financial Aid Submitted from Financial Aid to HR HR builds position manually – NO EPAF! All work study appointments (4S position/ Suffix 00 or 01) REMINDER: Student labor uses suffixes S1, S2… Suffix to be determined by Financial Aid Appointment begins with the semester start date in August 2014 and coincides with the dates on the Work Study Certification Letter. Generally, work study employment will be begin in the month in which the form has been approved and completed by financial aid. No back dating! 13

14. Checking Student Credits In Banner, go to SFAREGQ form Check credits by entering term code in key block: 2014 Summer = 201450 2014 Fall = 201470 2015 Spring = 201530 Enter the employee GID Control + Page Down Look at the total credit hours at the bottom of the form For access to SFAREGQ, email your payroll technician who will assist you. 14

15. Checking Student Credits 15

16. Short Term Worker Appointments Employee taking zero credits Student who has graduated in the spring and will work through the summer Start and end date of appointment are actual hire and end dates May be appointed up to 12 months Can only work a total of 90 days regardless of number of short term worker appointments the employees has with any department during a 12 month period. 1 hour worked in the day = 1 day 16

17. Student or Short Term Worker? http://www.montana.edu/hr/EPAF/StudentvsShortTerm.pdf 17

18. New LoA Contracts 18

19. Contract vs EPAF Effective Dates Academic Year/Semester Faculty SemesterEPAF DatesContract Dates Fall08/01/2014 - 12/31/201408/16/2014 – 12/31/2014 Spring01/01/2015 - 05/31/201501/01/2015 – 05/15/2015 Full AY08/01/2014 - 05/31/201508/16/2014 – 05/15/2015 Fiscal Year Faculty Effective Date: 07/01/2014 (reappointment) Effective Date outside reappointment: actual hire date Professional/Research Effective Date: 07/01/2014 (reappointment) Effective Date outside reappointment: actual hire date 19

20. How to calculate an employee’s salary Full AY Salary @ 1.0 FTE = $30,000 10 month salary rate = $30,000 / 10 = $3,000 9 month salary rate = $30,000 / 9 = $3,333.33 One AY Semester @ 1.0 FTE = $25,000 Monthly salary rate = $25,000 / 5 = $5,000 Full AY Salary @.45 FTE = $30,000 *.45 = $13,500 10 month salary rate = $13,500 / 10 = $1,350 9 month salary rate = $13,5000 / 9 = $1,500 One AY Semester @.75 FTE = $30,000 *.75 = $22,500 Monthly salary rate = $22,500 / 5 = $4,500 20

21. Employee starting Mid Month Professional employee ‘A’ hired May 8 at a.45 FTE. FY salary at 1.0 FTE would = $50,000 Salary at.45 FTE = $22,500 Salary per month = $1,875 May has a total of 23 working days in the month Employee ‘A’ worked 18 of the possible 23 days How to calculate employees salary for the month of May 18 / 23 = 78.86% $1,875 x 78.86% = $1,467.39 21

22. Employee who changes FTE mid month Faculty employee ‘B’ started the month at a.56 FTE and was increased to a.80 FTE on April 12. Monthly salary at.56 FTE = $2,000 21 possible working days in the month Worked 8 of the possible 21 @.56 FTE Salary: 8 / 21 = 38.095% x $2,000 = $761.90 Monthly salary at.80 FTE = $2,857.14 Calculated: $2,000 /.56 = $3,571.43 x.80 = $2,857.14 Worked 13 of the possible 21 @.80 FTE Salary: 13 / 21 = 61.90% x $2,857.14 = $1,768.71 Total Salary for the month: $761.90 + $1,768.71 = $2,530.61 22

23. Letter of Appointment (LoA) Always use the current templates located directly off of HR websites. Professional Recruitment – Staff & Faculty (http://www.montana.edu/hr/aa/forms.html)http://www.montana.edu/hr/aa/forms.html All Forms (http://www.montana.edu/hr/Forms.html)http://www.montana.edu/hr/Forms.html http://www.montana.edu/hr/aa/forms.htmlhttp:// www.montana.edu/hr/ Forms.htmlhttp://www.montana.edu/hr/Forms.html 23

24. Reminders Research Salary Floors http://www.montana.edu/equity/resources.html 24 New Letter of Hire for Tenure Faculty http://www.montana.edu/hr/aa/forms.html

25. AY/FY 2015 Reappointment EPAFs When to use a reappointment EPAF New LOA with no changes to the appointment (such as FTE, Salary…) Any reappointment making changes – use corresponding regular hiring epaf that corresponds to the appointment of the employee. Why use an epaf for reappointment? Expedite processing for employee and department. Ensures employee’s records will be reviewed for benefit eligibility How will they be processed? Reappointment EPAFs will be mass loaded upon receipt in HR. No more waiting on paper contracts to make their way through the approval process before being entered. LOAs will be matched in NBAJOBS by your Payroll Technician once received. 25

26. FY 2015 Reappointment EPAF 26

27. FY 2015 Reappointment EPAF 27

28. AY 2015 Reappointment EPAF 28

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