October 12, 2008 - October 18, 2008 Archives

Minnesota Statute on Employee Voting Rights

The 2008 election takes place on Tuesday, November, 4.

Minnesota Statute 204C.04, Employees Time Off to Vote, provides that:

"Every employee who is eligible to vote in an election has the right to be absent from work for the purpose of voting during the morning of the day of that election, without penalty or deduction from salary or wages because of the absence."

Supervisors should be made aware of this statute and also the following points:

"Only those employees who specifically request time off to vote are covered by this provision. The University is not closing down for any time.

"The amount of time off granted should be reasonable based on time needed to travel to and from the polls, register, and vote.

"The provisions of this statute only apply to working hours occurring before noon on Election Day.

Additionally, Minnesota Statute 204B.195, Time Off from Work to Serve as Election Judge, provides that:

"An individual who is selected to serve as an election judge pursuant to section 204B.21, subdivision 2 may, after giving an employer at least 20 days' written notice, be absent from a place of work for the purpose of serving as an election judge without penalty."

For the purpose of voting or serving as an election judge, employees who give proper notice should be put on paid leave and should not have their pay reduced or hours counted as vacation time.

Thank you for your assistance in ensuring that the University enables faculty and staff to take part in the upcoming election.

Employee Expense Worksheet Preparation

The Employee Expense Worksheet is a critical step in determining that reimbursement and travel policies are followed. Since University policies specify daily amounts (i.e. per diems, maximum hotel rates), it is important that the Employee Expense Worksheet be completed with a breakdown for each day. When entering the expenses into EFS, however the preparer can total the expenses for one item, such as lodging, together in one line.

A sample Employee Expense Worksheet is attached.

Requesting New Chartfields

If you would like to add new CF1 or CF2 values, please contact your senior accountant who will work with you and request these values. If you would like to request new program codes or DeptIDs, please contact your senior accountant who will obtain the necessary collegiate approvals.

Effort Certification/ECRT Special Session
When: October 21, 2008, 10:30 am-noon
Where: Mayo Memorial Auditorium, 425 Delaware St. SE
 
The GMUNAC has invited Don Hammer, David Hagen and others to lead a special session to update the grants management community on the Effort Certification process as it relates to EFS. Topics will include the Retro-Fit of ECRT, Cost Sharing along with an overview of the mechanics and system relationships. Effort Coordinators and anyone working with the effort process are invited to attend. 

Because cost-share is now entered in PeopleSoft HRMS as payroll distributions, effort coordinators may want to invite a payroll specialist from their unit to understand more about the process and implications.

The meeting will be transmitted via UMConnect. To enter the meeting room, click on the following link: https://umconnect.umn.edu/gmun/

UMConnect attendees are encouraged to type their questions in the Chat area and they will be forwarded to the presenters during the Q&A session. The meeting will also be recorded. This link will be posted on the GMUN website following the meeting.

Handouts can be found on-line prior to the meeting at the SPA GMUN website: http://www.ospa.umn.edu/GMUN/index.html.

To print out the handouts and a meeting evaluation, please go to the Meeting Minutes section. This link will also be posted on UMConnect the day of the meeting.

2008 Outstanding Service Awards in CLA

The guidelines and nomination materials for the 2008 Outstanding Service Awards are available on the CLA HR website:  http://www.cla.umn.edu/intranet/hr/index.php

The deadline for returning nominations is Monday, October 27, 2008.

If you have any questions, please contact Rick Jacobson, Executive Assistant in Human Resources, at 4-3605 or rickj@umn.edu

Guidelines are now available for the 2008-09 Distinguished Teaching Awards

The Horace T. Morse-U of M Alumni Association Award for Outstanding Contributions to Undergraduate Education and the Award for Outstanding Contributions to Postbaccalaureate, Graduate, and Professional Education.

Go to "Nomination Materials" on the awards page: http://www.academic.umn.edu/provost/awards/aoce

The one-page collegiate nomination forms are due in 113 Johnston no later than Friday, October 24th. The CLA-specific nomination forms are located at: http://www2.cla.umn.edu/admin/acadprog

Direct questions to Barbara Schwab at schwa133@umn.edu or 612-625-7994.

GUIDELINES ARE ALSO AVAILABLE FOR THE 2008-09 JOHN TATE AWARD FOR EXCELLENCE IN UNDERGRADUATE ADVISING, administered through the Office of the Vice Provost and Dean for Undergraduate Education. Go to "Nomination Materials" on the awards page at http://www.irr.umn.edu/evpp/tateaward09. Nomination dossiers from CLA departments should be submitted to 113 Johnston (Undergraduate Programs) by Friday, December 12th. Direct questions to Barbara Schwab at schwa133@umn.edu or 612-625-7994.

Processing Employee Moving Expenses
There have been some minor changes to the process of paying for new employee moving expenses. An important change to note is the impact of employee status on the reimbursement method. Newly hired employees, who are not active in the system, can now be reimbursed using the single payment vendor code option. Once the appointment begins and there is an active record in PeopleSoft, they should be reimbursed as an employee.

Process for paying employees:

  • Complete the employee expense worksheet and the BA 1357 (Employee Moving Expense Reimbursement form)
  • Process the transaction through the Expense module in PeopleSoft using account code 720610 (employee relocation)
  • Print the bar-coded coversheet, attach original receipts and the BA 1357 form and route all to the Service Team
  • Service Teams will obtain approval from Dean's office, apply approval in PeopleSoft and forward the documents and receipts to Disbursements for imaging
  • Once approved in PeopleSoft, payment is made to the employee
  • Central Payroll is notified via email of the transaction. They review documents and notify employee of taxable and non-taxable values to be added to employee's gross compensation for withholding and reporting purposes

Process for paying vendors and new employees with future hire dates:

  1. Prepare a BA 1357 and the appropriate invoice. If paying a new employee with a future hire date, include a statement to justify using the single payment vendor code option
  2. Route forms with invoice and original receipts to the Service Team
  3. Service Teams will process payments to a third party as a Non-PO Related invoice in the Accounts Payable module using account code 720610 (employee relocation)
  4. Service Teams will obtain approval from Dean's Office, apply approval in PeopleSoft and forward the document to Disbursements for imaging
  5. Central Payroll is notified via email of the transaction. They review documents and notify employee of taxable and non-taxable values to be added to employee's gross compensation for withholding and reporting purposes

IRIS System Maintenance and Fall 2008 Entry

The Instructional Resources Information System (IRIS) will be undergoing system maintenance to accommodate the new financial system chart of accounts. The original fall 2008 entry deadline (October 20th) will be moved to a date later in fall semester. A more specific date will be communicated through CLA Now once we have a better sense of when the modifications will be complete.

At this time, data and reports for terms prior to fall 2008 are still available. If you have any questions please contact Pandora Aaron (aaron012@umn.edu, 4-9370).

Mark Your Calendar

October 9
EFS Town Hall Meeting, Minnesota Population Center Seminar Room (50 Willey Hall - West Bank).

Oct. 10  
First round of new course proposals for Fall 2009 are due, Office of the Assistant Dean, 113 Johnston Hall

Oct. 17
CLA Payroll cutoff for the 10/13/2008 - 10/26/2008 pay period, 4:30 pm

Oct. 24 

Nomination forms are due for both the Morse Alumni Award and the Outstanding Contributions to Graduate and Professional Education Award, 113 Johnston Hall

October 30
Joint CLA Financial / Human Resources Meeting, Minnesota Population Center Seminar Room, 50 Willey Hall (West Bank), 9:00 am

October 31
CLA Payroll cutoff for the 10/27/2008 - 11/09/2008 pay period, 4:30 pm

November 4
Election Day

November 7
Deadline for filing a 2007-2008 REPA

November 20
Joint CLA Financial / Human Resources Meeting, 140 Nolte Center (East Bank), 9:00 am

Dec. 12
Nominations and dossiers are due for the Tate Award, 113 Johnston Hall

About this Archive

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

October 5, 2008 - October 11, 2008 is the previous archive.

October 19, 2008 - October 25, 2008 is the next archive.

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