July 2008 Archives

It's been discovered that the EFS system is not recognizing "short work break",B-term appointments therefore, preparers have been unable to process reimbursement (and other) transactions for these faculty. Disbursements services has advised us that when this occurs to send an email to Colleen Barrett, barre027@umn.edu or Jackie Orchard, orcha002@umn.edu with the employee name and emplID and they will ask the project team to make the employee active in the system. If you have additional questions please contact your financial service team lead.

Procurement Specialist Update

Purchase Orders created in the new EFS are to be "received" by the Department. Departments are encouraged to use the P-Card whenever possible.

New vendors need to be set up by the departments.

Purchase Orders "converted" from CUFS can only be "received" by the Procurement Specialist, Paul Escen. In order for Paul to receive these orders, he needs the following information about the items ordered:

  • Description
  • Quantity
  • Dollar Amount

Please communicate this to him via fax, email, or campus mail. You may include a copy of the invoice, but it is not required.

Paul's Contact Information:

Paul Escen

209 Johnston Hall

escen001@umn.edu

Fax number 624-6839.

Calling all Department EFS users!

Is the new EFS driving you "crazy" or perhaps you think it's "the next best thing to sliced bread"? Have you learned something new about the system that you know would be helpful to others? However you answer this, your fellow colleagues want to hear from you and begin to think about the possibility of forming an EFS users group.

A lunch meeting will be held on Tuesday, August 5th from 11:30 - 1:30 for department EFS users. We have sent out invitations to those that have been identified as a CLA department EFS users, ­but we wanted to announce the meeting in CLA NOW in case we have missed anyone. Please join us at this meeting if use of EFS is an integral aspect of your job. (i.e. process travel and expense reimbursement, requisitions, ECAR, receiving, Foundation deposits, vendor requests).

The goals of this meeting are to:

  • Thank you for your hard work at the end of this first month of EFS
  • Provide you with an opportunity to meet your colleagues
    throughout the college
  • Provide you with information about how you might choose to
    create an ongoing network of users in order to share best
    practices and access resources that can help through this
    transition period

We ask you RSVP by THURSDAY, July 31th, if you would like to attend this session. Please RSVP to Colleen Hennen at henne020@umn.edu

Reminders for CLA Administrators and Payroll Contacts

Fall Semester 2008 appointment worksheets are due in the CLA Payroll Office in 209 Johnston Hall by 4:30 pm on Friday, August 1, 2008.

Payroll Reminders:

  • Overload Teaching: All overload teaching must be approved by Assistant Dean Nanette Hanks. Send requests to overload@cla.umn.edu. We will not be able to process overload appointments without this approval. Attach the written approval to the worksheet you send to the CLA Payroll Office. Overload payments will be capped at a flat rate of $1,585 per credit. For additional information go to the CLA Instructional Funding website at http://cla.umn.edu/intranet/fiscal/funding.html and click on Overload Teaching Requests.
  • WORK STUDY: Please remember to ask under-graduate student employees if they have work study funds for Fall and/or Spring 2008-09. Check the Quick-Hire forms that are returned to your department from the Job Center to determine if the students you are hiring have been awarded work study. If your student employees are receiving work study funding, fill in the Work Study section on the entry worksheet.
  • Make sure you use the new CLA HRMS Entry Worksheet which can be found at http://cla.umn.edu/intranet/fiscal/payroll.html. Click on CLA Payroll Documents and Forms.
  • Include a POSITION NUMBER on the entry worksheets you send to the CLA Payroll Office.
  • Make sure you use the appropriate job code number for graduate students (9511 vs 9519, 9515 vs 9517 or 9521 vs 9529, etc.)
  • 9561 and 9562 APPOINTMENTS: If the funding source for these appointments is paying for Graduate Insurance coverage, check the Grad/Prof box in the Employee Class section of the worksheet. If the funding source will not pay for Graduate Insurance coverage, check the Student Insurance Eligible Box (NOT the Grad/Prof Box) in the Employee Class section of the worksheet.
  • Required documentation for NEW CLA Hires can be found on the CLA Fiscal Administration website at http://cla.umn.edu/intranet/fiscal/payroll.html. Make sure all the necessary forms and documents for new hires are attached to the worksheet BEFORE you sent it to the CLA Payroll Office. We cannot process appointments until we have ALL the necessary documentation.

Audit the appointment entries we do AFTER the worksheet is returned. REMEMBER: Auditing the People Soft appointments we enter for your department(s) is a crucial part of the payroll auditing process. It is the final step in making sure your employees receive the correct pay on the correct pay day.

IRIS Update

Although summer session 2008 payroll expenses incurred in FY09 have been processed using the new PS/EFS account string, please continue using the CUFS org (1504) for the purpose of summer session IRIS entry. We will begin using the new program code values effective fall 2008.

Academic Hiring Authorization

The CLA Academic Hiring Authorization form has been revised to include a box labeled Rationale for Appointment & Notes. The revised form is effective immediately. Please include a statement of rationale and note the source of search authorization for all academic appointments.

Examples of appropriate rationale statements include: "Authorized regular faculty search - Eisenhower retirement; search authorization letter of 10 July 2008; or "Replacement Position - Nixon resignation; authorized by email from CLA HR on 10 July 2008." The new form is effective immediately.
http://cla.umn.edu/intranet/faculty/replacementInstrAppts.html

MARK YOUR CALENDAR

August 1
Fall Semester 2008 appointment worksheets are due, 4:30 pm, Payroll Office, 209 Johnston

August 8
CLA Payroll cutoff for the 08/04/2008 - 08/17/2008 pay period, 4:30 pm

August 18
IRIS Summer 2008 Entry Deadline

Reminders for CLA Administrators and Payroll Contacts

Fall Semester 2008 appointment worksheets are due in the CLA Payroll Office in 209 Johnston Hall by 4:30 pm on Friday, August 1, 2008.

Payroll Reminders:

Overload Teaching: All overload teaching must be approved by Assistant Dean Nanette Hanks. Send requests to overload@cla.umn.edu. We will not be able to process overload appointments without this approval. Attach the written approval to the worksheet you send to the CLA Payroll Office. Overload payments will be capped at a flat rate of $1,585 per credit. For additional information go to the CLA Instructional Funding website at http://cla.umn.edu/intranet/fiscal/funding.html and click on Overload Teaching Requests.

WORK STUDY: Please remember to ask under-graduate student employees if they have work study funds for Fall and/or Spring 2008-09. Check the Quick-Hire forms that are returned to your department from the Job Center to determine if the students you are hiring have been awarded work study. If your student employees are receiving work study funding, fill in the Work Study section on the entry worksheet.

• Make sure you use the new CLA HRMS Entry Worksheet which can be found at http://cla.umn.edu/intranet/fiscal/payroll.html. Click on CLA Payroll Documents and Forms.

• Include a POSITION NUMBER on the entry worksheets you send to the CLA Payroll Office.

• Make sure you use the appropriate job code number for graduate students (9511 vs 9519, 9515 vs 9517 or 9521 vs 9529, etc.)

9561 and 9562 APPOINTMENTS: If the funding source for these appointments is paying for Graduate Insurance coverage, check the Grad/Prof box in the Employee Class section of the worksheet. If the funding source will not pay for Graduate Insurance coverage, check the Student Insurance Eligible Box (NOT the Grad/Prof Box) in the Employee Class section of the worksheet.

• Required documentation for NEW CLA Hires can be found on the CLA Fiscal Administration website at http://cla.umn.edu/intranet/fiscal/payroll.html. Make sure all the necessary forms and documents for new hires are attached to the worksheet BEFORE you sent it to the CLA Payroll Office. We cannot process appointments until we have ALL the necessary documentation.

Audit the appointment entries we do AFTER the worksheet is returned. REMEMBER: Auditing the People Soft appointments we enter for your department(s) is a crucial part of the payroll auditing process. It is the final step in making sure your employees receive the correct pay on the correct pay day.

IRIS Update

Although summer session 2008 payroll expenses incurred in FY09 have been processed using the new PS/EFS account string, please continue using the CUFS org (1504) for the purpose of summer session IRIS entry. We will begin using the new program code values effective fall 2008. 

EFS Access

Reminder: The college knows that access issues are widespread (University-wide in fact) and we are working with central to resolve them. If you have an outstanding access issue, please contact Scott Appelwick at 5-7790 or appel015@umn.edu and he will assist in resolving the issue. 

Thanks for your continued patience and all your efforts as we work through this transition.

Academic Hiring Authorization

The CLA Academic Hiring Authorization form has been revised to include a box labeled Rationale for Appointment & Notes. The revised form is effective immediately. Please include a statement of rationale and note the source of search authorization for all academic appointments.

Examples of appropriate rationale statements include: "Authorized regular faculty search - Eisenhower retirement; search authorization letter of 10 July 2008; or "Replacement Position - Nixon resignation; authorized by email from CLA HR on 10 July 2008." The new form is effective immediately.
http://cla.umn.edu/intranet/faculty/replacementInstrAppts.html

CLA HRMS Entry Worksheet Available

The revised CLA HRMS Entry Worksheet is now available on the payroll documents section of the Fiscal Administration Website. Please begin using it immediately.

If you have any questions, please call Toni Ziegler at 4-4153.
The direct link is http://cla.umn.edu/intranet/fiscal/payroll.html

Monthly Joint HR/Financial Meetings

To be respectful of the time that people are spending in meetings, we will be changing the format of the monthly HR/Financial meetings. The targeted audience for the meetings will be unit administrators and financial service team leads. The administrators will be responsible for sharing information as needed within their units, and the team leads will do the same for their staff. More detailed financial information will be shared through periodic all financial service team meetings or weekly financial service teams staff meetings. Our goal is to focus the right information to the right audience. As always, your feedback is very important and appreciated. 

The first meeting in this new format will be on Thursday, July 24 at 9:00 a.m. in 102 Fraser Hall.

MARK YOUR CALENDAR

July 24
Joint CLA HR / Financial meeting, 102 Fraser Hall, at 9:00 a.m.

July 25
CLA Payroll cutoff for the 07/21/2008 - 08/03/2008 pay period, 4:30 pm

August 1
Fall Semester 2008 appointment worksheets are due, 4:30 pm

August 8
CLA Payroll cutoff for the 08/04/2008 - 08/17/2008 pay period, 4:30 pm

August 18
IRIS Entry Training and Summer 2008 Entry Deadline

From Margaret Klein, Director of Human Resources

Please join me in welcoming Wendy Lane to the College of Liberal Arts. She will be providing HR Consultant support to the departments listed at the end of this message.

Wendy has been the Director of Human Resources at the Humphrey Institute of Public Affairs since 2005. Before coming to the University, she provided leadership for 8 years in human resources at the Ordway Center for the Performing Arts and 10 years at the Walker Art Center.

Wendy is a member of the Twin Cities Human Resources Association (TCHRA); the Society for Human Resources Management (SHRM); the International Coach Federation; and the Minnesota Coaches Association.

Moving forward, Margaret Yzaguirre and Wendy will each have about half of our CLA departments for whom they will be the primary HR team lead. Department size, complexity, number of faculty and staff, and needs were considered in developing these portfolios.

Wendy will be working with the following units: CLA Administration; Writing Studies; Speech/Language/Hearing Sciences; School of Journalism & Mass Communication; English; Communication Studies; Collaborative Arts; Music; Art; and Theatre Arts & Dance. Contact information: Wendy Lane, lanex025@umn.edu, ext. 5-8484.

Margaret Yzaguirre will be working with: Classical & Near Eastern Studies; Cultural Studies/Comparative Literature; Asian Languages & Literatures; French & Italian; German, Scandinavian, and Dutch; Spanish & Portuguese; ILES; Art History; Language Center; Center for Philosophy of Science; Philosophy; American Indian Studies; American Studies; Chicano Studies; Gender, Women, and Sexuality Studies; African American & African Studies; Psychology; Center for Cognitive Sciences; Statistics; Anthropology; Economics; Geography; History; Immigration History Research Center; Austrian Studies; Institute for Global Studies; Political Science; and Sociology.

EFS Access

The college knows that access issues are widespread (University-wide in fact) and we are working with central to resolve them. If you have an outstanding access issue, please contact Scott Appelwick at 5-7790 or appel015@umn.edu and he will assist in resolving the issue.

It can be very stressful to go from being very proficient at what you do to learning a new system and feeling less competent. Please remember this is temporary and you are not alone, we are all in the same boat. Thanks for your continued patience and all your efforts as we work through this transition.

Are you interested in a FREE entry-level employee to assist you for 3 - 4 weeks this summer? If so, you will want to read the attached flier and attend our 7/21/08, 10:00 AM orientation!

The Upward Bound STEP UP Program is looking for U departments to work with high school students from July 28 - August 22, 2008. This is an excellent opportunity to contribute to student work readiness & development and receive FREE labor.

STOP thinking about all those small projects you push aside or never get to and sign up to work with an Upward Bound STEP UP student NOW!

If you have any questions regarding this opportunity, please contact the Upward Bound STEP UP Coordinator, Elizabeth Nelson, at:

Elizabeth Nelson

612- 624-0865

echa0001@umn.edu

Thank you very much for your UB Step UP consideration!
Aloida

Academic Hiring Authorization

The CLA Academic Hiring Authorization form has been revised to include a box labeled Rationale for Appointment & Notes. The revised form is effective immediately. Please include a statement of rationale and note the source of search authorization for all academic appointments.

Examples of appropriate rationale statements include: "Authorized regular faculty search - Eisenhower retirement; search authorization letter of 10 July 2008; or "Replacement Position - Nixon resignation; authorized by email from CLA HR on 10 July 2008." The new form is effective immediately.
http://cla.umn.edu/intranet/faculty/replacementInstrAppts.html

Revised CLA HRMS Entry Worksheet Available

The revised CLA HRMS Entry Worksheet is now available on the payroll documents section of the Fiscal Administration Website. Please begin using it immediately.

If you have any questions, please call Toni Ziegler at 4-4153.

The direct link is:

http://cla.umn.edu/intranet/fiscal/payroll.html

Monthly Joint HR/Financial Meetings

To be respectful of the time that people are spending in meetings, we will be changing the format of the monthly HR/Financial meetings. The targeted audience for the meetings will be unit administrators and financial service team leads. The administrators will be responsible for sharing information as needed within their units, and the team leads will do the same for their staff. More detailed financial information will be shared through periodic all financial service team meetings or weekly financial service teams staff meetings. Our goal is to focus the right information to the right audience. As always, your feedback is very important and appreciated.

The first meeting in this new format will be on Thursday, July 24 at 9:00 a.m. in 102 Fraser Hall.

TRAINING OPPORTUNITIES

Employee Career Services

Career courses this summer focus on gaining career resilience in times of change, thinking about your career future, and networking. In addition, this summer we are featuring three lunch bag sessions in our Career Snacks series - bring your lunch and join us to learn more about conflict fluency, finding your strengths, and tips for phone interviews.

To register: http://www.umn.edu/ohr/careerdev/courses/

Personal & Professional Development

New courses this summer include a two-part series on Process Mapping and a session on Goal Setting and Success. In addition, you can gain skills in time management, making presentations, or dealing with difficult people. These courses offer an opportunity to enhance work and personal skills and discuss key issues with other University staff.

To register: http://www.umn.edu/ohr/profdev/courses/

MARK YOUR CALENDAR

July 21
Orientation for Upward Bound STEP-UP program 10:00 am

July 24
Joint CLA HR / Financial meeting, 102 Fraser Hall, at 9:00 a.m.

July 25
CLA Payroll cutoff for the 07/21/2008 - 08/03/2008 pay period, 4:30 pm

August 8
CLA Payroll cutoff for the 08/04/2008 - 08/17/2008 pay period, 4:30 pm

August 18
IRIS Entry Training and Summer 2008 Entry Deadline

Monthly Joint HR/Financial Meetings

To be respectful of the time that people are spending in meetings, we will be changing the format of the monthly HR/Financial meetings. The targeted audience for the meetings will be unit administrators and financial service team leads. The administrators will be responsible for sharing information as needed within their units, and the team leads will do the same for their staff. More detailed financial information will be shared through periodic all financial service team meetings or weekly financial service teams staff meetings. Our goal is to focus the right information to the right audience. As always, your feedback is very important and appreciated.

The first meeting in this new format will be on Thursday, July 24 at 9:00 a.m. in 102 Fraser Hall.

Instructional Funding Transfers

Instructional funding transfers for summer session payroll expenses incurred in FY08 have been transferred to xxx-1504 accounts.

Spring 2008 replacement teaching and supplemental transfers have been transferred to xxx-1506 accounts.

If you have any questions about instructional funding transfers please contact: Pandora Aaron (aaron012@umn.edu, 4-9370)

Reminder: Timecard Processing

As you know, the financial service teams are now entering all timecards for all CLA units. To guarantee entry of a timecard, it must reach your service team by 4:00 on the Monday following the end of a pay period. The service teams will do their best to enter any timecards received after that time so employees receive their paychecks. We appreciate your cooperation in meeting this deadline.

If you have any questions, please contact your designated senior accountant.

CLA Procurement Specialist

Certain duties related to purchasing in the new EFS system have been delegated to the procurement specialist role. For CLA, Paul Escen will be serving in this role, with Peggy Buckley providing back-up support. As we learn more about how this role interacts with units and the service teams, and what the workload will be, we will assess our need for additional procurement specialists.

Effective July 1st, The Office of Sponsored Projects (SPA) will begin routing NOGAs electronically. SPA will automatically send a copy to the Principal Investigator.

For CLA, a second copy will be sent to Erik Farseth, receptionist in the Dean's office, who will distribute copies (along with some helpful tips and PI instructions) as follows:

  • Department Chair or Unit Director
  • Department Administrator
  • Fiscal Contacts - Senior Accountants
  • Fiscal Team Leads & Certified Approvers
  • Gayle Anderson - CLA Grants Management Coordinator

Because the CLA has a large list of contacts with frequent changes making it difficult SPA to maintain, it was determined that having a central CLA repository for e-NOGAs would allow for more timely and accurate routing. NOGAs will also be kept on file in the CLA Fiscal Office and can be sent upon request or SPA has provided instructions as to how to retrieve NOGA's online.

For questions or concerns, please contact Gayle Anderson ander104@umn.edu, 6-9612.

More about E-Award Distribution can be found at the SPA website:
http://www.ospa.umn.edu/efs_sp/eAwardDistributionProcedure.htm

IRIS Entry Training

The deadline for summer 2008 IRIS entry is August 18th.

We have scheduled IRIS entry training for all new staff, staff new to IRIS, and anyone else who would like to learn more about the system. The session is open to anyone interested in learning more about the Instructional Resource Information System (IRIS). The training is scheduled for July 18th from 9:00-10:30 in Room 202 Johnston Hall. Please RSVP to Pandora Aaron (aaron012@umn.edu, 4-9370).

TRAINING OPPORTUNITIES

Carlson School of Management Leadership Series:

Introduction to Emotional Intelligence

Presented by:

  • Doug Lennick, Lennick Aberman Group
  • Judy Skoglund, Lennick Aberman Group

FREE TO ALL EMPLOYEES
Date: July 11, 2008
Time: 8:30 am - 12:00 pm
Room: 1-114 CSOM
(or)
Date: July 25, 2008
Time: 8:30 am - 12:00 pm
Where: 1-114 CSOM

Please RSVP to Jessica Tafalla at: jtafalla@umn.edu

Organizational Effectiveness Training

We have a few spaces available for our summer courses in personal, professional, and career development. These courses are offered free of charge through the Organizational Effectiveness unit of Human Resources. Take some time this summer to refresh your work life by exploring your career and gaining new skills!

Employee Career Services

Career courses this summer focus on gaining career resilience in times of change, thinking about your career future, and networking. In addition, this summer we are featuring three lunch bag sessions in our Career Snacks series - bring your lunch and join us to learn more about conflict fluency, finding your strengths, and tips for phone interviews.

To register: http://www.umn.edu/ohr/careerdev/courses/

Personal & Professional Development

New courses this summer include a two-part series on Process Mapping and a session on Goal Setting and Success. In addition, you can gain skills in time management, making presentations, or dealing with difficult people. These courses offer an opportunity to enhance work and personal skills and discuss key issues with other University staff.

To register: http://www.umn.edu/ohr/profdev/courses/

Mark Your Calendar

July 11
CLA Payroll cutoff for the 07/07/2008 - 07/20/2008 pay period, 4:30 pm

July 24
Joint CLA HR / Financial meeting, 102 Fraser Hall, at 9:00 a.m.

July 25
CLA Payroll cutoff for the 07/21/2008 - 08/03/2008 pay period, 4:30 pm

August 18
IRIS Entry Training and S0ummer 2008 Entry Deadline

Timecard Processing

As you know, the financial service teams are now entering all timecards for all CLA units. To guarantee entry of a timecard, it must reach your service team by 4:00 on the Monday following the end of a pay period. The service teams will do their best to enter any timecards received after that time so employees receive their paychecks. We appreciate your cooperation in meeting this deadline.

If you have any questions, please contact your designated senior accountant.

CLA Procurement Specialist

Certain duties related to purchasing in the new EFS system have been delegated to the procurement specialist role. For CLA, Paul Escen will be serving in this role, with Peggy Buckley providing back-up support. As we learn more about how this role interacts with units and the service teams and what the workload will be, we will assess our need for additional procurement specialists.

Effective July 1st, The Office of Sponsored Projects (SPA) will begin routing NOGAs electronically. SPA will automatically send a copy to the Principal Investigator.

For CLA, a second copy will be sent to Erik Farseth, receptionist in the Dean's office, who will distribute copies (along with some helpful tips and PI instructions) as follows:

  • Department Chair or Unit Director
  • Department Administrator
  • Fiscal Contacts - Senior Accountants
  • Fiscal Team Leads & Certified Approvers
  • Gayle Anderson - CLA Grants Management Coordinator

Because the CLA has a large list of contacts with frequent changes making it difficult SPA to maintain, it was determined that having a central CLA repository for e-NOGAs would allow for more timely and accurate routing. NOGAs will also be kept on file in the CLA Fiscal Office and can be sent upon request or SPA has provided instructions as to how to retrieve NOGA's online.

For questions or concerns, please contact Gayle Anderson ander104@umn.edu, 6-9612.

More about E-Award Distribution can be found at the SPA website:
http://www.ospa.umn.edu/efs_sp/eAwardDistributionProcedure.htm

REMINDER: Civil Service In-Range Adjustments

The deadline for submitting CS in-range nomination forms is July 3, 2008. Nomination materials should be sent to Rick Jacobson at rickj@umn.edu or sent via campus mail to 212 Johnston

IRIS Entry Training and Summer 2008 Entry Deadline:

The deadline for summer 2008 IRIS entry is August 18th.

We have scheduled IRIS entry training for all new staff, staff new to IRIS, and anyone else who would like to learn more about the system. The session is open to anyone interested in learning more about the Instructional Resource Information System (IRIS). The training is scheduled for July 18th from 9:00-10:30 in Room 202 Johnston Hall. Please RSVP to Pandora Aaron (aaron012@umn.edu, 4-9370).

TRAINING OPPORTUNITIES

Carlson School of Management Leadership Series:

Introduction to Emotional Intelligence

Presented by:

  • Doug Lennick, Lennick Aberman Group
  • Judy Skoglund, Lennick Aberman Group

FREE TO ALL EMPLOYEES
Date: July 11, 2008
Time: 8:30 am - 12:00 pm
Room: 1-114 CSOM
(or)
Date: July 25, 2008
Time: 8:30 am - 12:00 pm
Where: 1-114 CSOM

Please RSVP to Jessica Tafalla at: jtafalla@umn.edu

Organizational Effectiveness Training

We have a few spaces available for our summer courses in personal, professional, and career development. These courses are offered free of charge through the Organizational Effectiveness unit of Human Resources. Take some time this summer to refresh your work life by exploring your career and gaining new skills!

Employee Career Services

Career courses this summer focus on gaining career resilience in times of change, thinking about your career future, and networking. In addition, this summer we are featuring three lunch bag sessions in our Career Snacks series - bring your lunch and join us to learn more about conflict fluency, finding your strengths, and tips for phone interviews.

To register: http://www.umn.edu/ohr/careerdev/courses/

Personal & Professional Development

New courses this summer include a two-part series on Process Mapping and a session on Goal Setting and Success. In addition, you can gain skills in time management, making presentations, or dealing with difficult people. These courses offer an opportunity to enhance work and personal skills and discuss key issues with other University staff.

To register: http://www.umn.edu/ohr/profdev/courses/

MARK YOUR CALENDAR

June 27
CLA Payroll cutoff for the 06/23/2008 - 07/06/2008 pay period, 4:30 pm

July 11
CLA Payroll cutoff for the 07/07/2008 - 07/20/2008 pay period, 4:30 pm

August 18
IRIS Entry Training and Summer 2008 Entry Deadline

About this Archive

This page is an archive of entries from July 2008 listed from newest to oldest.

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August 2008 is the next archive.

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