Graduate Assistant Informational Session Presented by: Graduate School Payroll Department Department of Human Resources Office of Faculty and Staff Labor Relations Office of the Provost

Agenda Introduction Analysis of Late Payments Requirements of GEU-UAW Contract Process Improvements Payroll Department Updates Department of Human Resources Updates Questions and Answers

Analysis of Late Payments 113 Graduate Assistants paid at least 1 cycle late in Fall 2016 39 departments Categories for late payments Paperwork – 41 students Funding – 21 students Visa status – 3 students Other– 48

Analysis of Late Payments Late appointments are sometimes unavoidable . . . Graduate Research Assistants Funding for sponsored project not confirmed until mid-August Graduate Teaching Assistants Sections added to large introductory course one week before the start of fall semester English proficiency of incoming international graduate student must be verified by “speak” test

Analysis of Late Payments Some late appointments are avoidable . . . Fall 2016 3 signed offer letters in March 2016 14 signed offer letters before July 2016 21 signed offer letters before July 13th 2016 Delays in entering into Genesys Delays in getting data to Payroll 7/14 Deadline for departments to submit and approve Smart HR transactions

Requirements of GEU-UAW Contract Contractual Requirements “The University will make reasonable efforts to notify incoming students of their appointments by April 1.” “ The University will make reasonable efforts to notify continuing students of Fall Semester appointments by June 15.” “For students whose appointments begin in any other semester, the University will make reasonable efforts to notify students of their appointments at least 60 days prior to the beginning of the work assignment.”

Process Improvements Improvements already in place SSN is no longer required to create a hire transaction Elimination of the requirement for a “wet” signature Paperless process with electronic workflow Ability to track transaction status Ability to attach offer letters Proposed improvements Communication Process for secondary candidates Reminders to faculty and PIs Updated job aids and training Increased outreach to departments Offer letter updates “Mass” separations managed by Payroll

Payroll Department Updates Task 5/12/17 Core-CT execution of Mass Unpaid Leave process for proration of final spring semester check: effective dates are 5/23/17 – 8/22/17 COMPLETE 5/18/17 Core-CT “Pay Confirm” for final Spring semester payment ; check dated 5/26/17 (7 days) COMPLETE 6/5/17 Entry by departments for Fall semester hires and continuations can begin in Smart HR 6/23/17 Core-CT to execute Mass Return from Leave process (effective 8/23/17) 7/14/17 Deadline for departments to submit and approve Smart HR transactions for the Fall semester 8/18/17 Core-CT to execute Mass Termination of Graduate Assistants that have not been continued; effective 8/23/17 8/24/17 Pay Confirm for first Fall semester payment; check dated 9/1/17 (7 days)* 9/7/17 Pay Confirm for second payment; will provide list to Provost/LR/HR/Controller of Grad Assistants (and their departments) who were not paid on time 9/21/17 Pay Confirm for third payment; will provide list to Provost/ LR/HR/Controller of Grad Assistants (and their departments) who were not paid on time *Payroll to provide status updates throughout the summer on processing to GEU-UAW

Payroll Department Updates UC_TBH_GA UConn Hire Template - Graduate Assistant When to use this template For newly employed GAs, or rehires with at least a one semester break What you need to know NetID, not Social Security Number, is the key field for this template Verify that the correct salary is populating the Compensation Rate field (this data is integrated from the Student Administration System) International addresses must be replaced with US addresses The Status Date field on the Citizenship Info tab should be populated with the date that the I-9 was signed. If the I-9 has not been completed, the hire date can be entered in this field Please include comments for Payroll; we do read them! Be sure that a signed offer letter is attached to the template Department funding should be used if grant accounts are pending Do not delay submitting the template transaction while you are waiting for an I-9, W-4, CT W-4 or SSD to be completed

Payroll Department Updates UC_TBH_DC_GRAD_DAT - Graduate Payroll Data Changes When to use this template Returning GAs from the previous spring semester What you need to know Employee ID is the key field for this template Verify that the correct salary is populating the Compensation Rate field (this data is integrated from the Student Administration System) Department processors must update the Appointment Dates to reflect the current academic year dates. The Appointment Start Date is 8/23/17 and the Appointment End Date is 1/5/18 or 5/22/18 Be sure to update data elements that may have changed from the Spring semester (FTE for example) Please include comments for Payroll; we do read them! Be sure that a signed offer letter is attached to the template Department funding should be used if grant accounts are pending Returning GA’s do not need a new or reverified I-9 unless there have been changes to their visa status; tax withholding forms are not required Do not delay submitting the template transaction while you are waiting for an SSD to be completed

Payroll Department Updates Common Errors Job Effective Date Employment Record number Employee classification (don’t use grad asst from Genesys days) Appt end date = funding end date Grad processing is separate from special payroll processing Rates in contract are not correct, but we will accept those rates No digitial signatures (we can accept a scan of the wet signature, but it can’t be digital I-9 date fields Not holding up first check with I-9 pending Ask Ellen about I-9s for NRAs (do they have to be on campus, or can a notary in CA do it?) Action required (where to look)

Department of Human Resources Updates Offer letters? Benefits?

Question and Answers