Personnel Actions and Position Management

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Personnel ActionsandPosition Management

• Administrative Review Session
• 2004

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Hiring Procedures Checklist

• Available HRM website
• www.uno.edu/hrm/hrm_policies_procs.html
• Also on S-Drive (Admin 1 shared drive)
• S DrivegtHRM Publicgt NONCLSFD Hiring Proc.
• Or email me - jfrollin_at_uno.edu

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EMPLOYMENT PACKETS

• Please use CURRENT packets
• Call for campus mail delivery
• Or pick-up from HRM
• Provides important info for new employees
• Contains all forms required by employee

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Form 101 attachments(Listed on checklist)

• Offer letters
• Samples available on Academic Affairs Website
• www.uno.edu/acaf/hiringproced.htm
• For Reappointments after a break of 3 years,
  treat as NEW
• For Reappointments after a break (of one semester
  or more) Need
• Retirement status form update
• Tax forms L4/W4
• I-9 form valid 3 years
• Credentials on file in remarks

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The Infamous I-9 form

• Federal Document Audited no scratch-outs/
  corrections
• EE signature must be on or before start date
• ER signature prior to start date 2 days
• Citizen status box must be checked (with
  Admission if applicable)
• List A use ONLY docs listed NOT VISA
• most popular is Foreign passport with I-94 form
• Section 3 is for Updates
• can use copy of original with new info in 3
  (e.g.H1-B visa)
• Send updates to HRM for EE file

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I-9 form
Section 1 employee on or before start
date Section 2 Employer within 3 days Section 3
updates for HR files
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Social Security s

• All employees need SSN
• May send proof of application (SSA Receipt) with
  101 to avoid delay
• Fax copy of card to HRM when received. X 6390
• New rule SSA will not give SSNs without proof of
  employment (applicant must take offer letter)

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Retirees

• When hiring retirees please check with Betty
  Dauenhauer Asst Director Benefits X 7269
• There are often restrictions
• Employee needs to complete paperwork
• Appoint LASERS retirees at less than 50 effort
  and for 6 months or less
• State REHIRED RETIREE in 19

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101

• Due in Payroll 2 weeks prior to pay date!
• What is the nature of the action???
• Replacement 101s not for changes in source of
  funds
• Attach copy of prior 101 indicate approval date
• All Demographic data 1-13 required for new
  hires
• Name SSN only for updates. Pls type ID (Emp
  No.)
• 10 Last Incumbent. Very important for position
  Management.
• 12 Visa status (F1, J1, H1-B) if applicable
• 13 MA English, BA Comp Sci, PhD Physics, etc.

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DATES

• Academic appointments must use official academic
  dates e.g. Spring 05 1/10/05 5/20/5
• Summer use correct session dates acct numbers
• If late starting can use POA for GAs and
  Academics
• This is a temporary appointment and carries no
  benefits
• Full-time regular employees are eligible for
  benefits if they are employed for 180 days or
  more.
• Fiscal working days/year 260
• Academic working days/year 180

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HOW ME THE MONEY!

• 14 Use VALID Dept names (not internal
  designations or acronyms)
• List available on S-drivegt HRMgt Publicgt Pos Mgt
  Info
• Full Annual Salary for FIS ACAD
• (or exact pay for POAs)
• For One semester Appointments 14 2 x 16
• For Acad year (2 semesters) 14 16
• 16 is for exact amount budgeted for the period
• (or for the fiscal year to 6/30 for open-ended
  appointments)
• Account s critical - check with Finl Svcs if
  in doubt
• Use speed keys
• ALL Salary Changes require justification letter
  (unless on gen. raise list) or per SP2 update.

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Additional Comp

• 14 and 16 will match. 15 period of Appt
• For part-timers, if dates match their
  appointment, we should increase the effort
• PM 3 Compliant (sets limits)
• For fiscal employees
• Vacation taken or
• Work performed outside
• of normal duties and hours

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101 Niceties

• No need for 101 on Return from Sabbatical
• (BUT be sure to let us know if they dont come
  back!)
• POAs automatically terminated on end date.
• For expiring academic appointments, email to
  confirm that they are not coming back (no new 101
  req.)
• No need for 101 if LWOP is for less than 30 days.
• Ensure that all 8 copies are legible
• Do not use white-out.
• Please do not staple below the perforations

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TERMINATIONS

• Use COB on last day worked
• Attach resignation letter if available or memo of
  explanation.
• If RETIRING send employee to Betty for very
  important info. (preferably well in advance)
• Attach leave certification (HR web-site Quick
  Links for Timekeepers) or write leave cert to
  follow in remarks and send cert after last day
  worked. Dont fill out 18 b or c
• If likely to be late PLEASE FAX COPY of initiated
  form to Payroll X 1026 to avoid overpayment
• Clearance form goes directly to Payroll.

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Position Management
Each position has a unique number And reports to
another supervisory position
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SP2 position description form

• Available
• On the HR website (under Forms)
  www.uno.edu/hrm/hrm_forms.html
• On the S Drive
• S DrivegtHRM PublicgtPos Mgt Info
• jfrollin_at_uno.edu
• You may complete SP2 on screen but print for
  signatures
• Remember accurate descriptions and expectations
  will help when its time to evaluate incumbents!

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SP2 forms

• Valid dept names (as in PS) you may enter in
  parentheses any internal designations/programs
• PI Position Inventory Number
• which position is being updated?
• Use name of last/current incumbent if unknown
• If New position, HR will assign PI upon approval
• Should be updated if over three years old or if
  duties, etc change. Keep salary ranges accurate.
• Indicate nature of changes use other if nec.

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SP2 forms

• Requested title is the business title used
• HR assigns job code and system title
• Suggest approval at 100 if possible
• Avoids updates for subsequent changes
• Salary range broad enough to allow
• for range of applicants and salary raises.
• PM 69 positions must be approved by
• LSU System Office
• Required vs. Desired Qualifications
• Min BA/BS or equivalent years relevant
  experience
• Dont be too specific in Required (better in
  Desired)

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Keeping Track

• Routing of SP2s same as 101s
• DeptgtCollegegtVCgtAcad AffairsgtHRM
• Fully approved SP2s faxed back to Dept.
• Allow 1-2 weeks (or more for PM69 positions)
• Keep a file of all positions in your department
• Changes to a position do not affect the employee
  until a 101 is done to change status
• Use the PI on 101s in remarks
• List of employees with PIs by dept avail
• S-Drivegt HRMgt Public
• Supervisor change form on the HRM web-site

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If in Doubt

• CALL ME!
• EXT 6250