May 2009 Archives

•  Faculty switching from "B" term to 9 over 12 (BJ term) need to attach a signed Memorandum of Agreement

• Faculty switching from 9 over 12 (BJ term) to "B" term need to attach a signed Memorandum of Agreement

• Faculty paid 9 over 12 (BJ term) who will be on a paid, partially paid, or unpaid leave for the 2009-10 academic year need to attach approved leave forms

• Faculty paid 9 over 12 (BJ term) who will receive promotion to Associate Professor ($5,000 salary increase) or Full Professor ($6,000 salary increase) for the 2009-10 academic year

• Faculty switching from "B" term to 9 over 12 (BJ term) need to attach a signed Memorandum of Agreement

• Faculty switching from 9 over 12 (BJ term) to "B" term need to attach a signed Memorandum of Agreement

• Faculty paid 9 over 12 (BJ term) who will be on a paid, partially paid, or unpaid leave for the 2009-10 academic year need to attach approved leave forms

• Faculty paid 9 over 12 (BJ term) who will receive promotion to Associate Professor ($5,000 salary increase) or Full Professor ($6,000 salary increase) for the 2009-10 academic year

Attached you will find pertinent information related to the new online I-9 system (doc) which goes live on May 18th, 2009. Also attached is the new I-9 letter (doc) which will need to be sent (via regular mail or e-mail) to all new hires.

If you have questions after reading the attachments, please contact Toni Ziegler or Millie Reid.

DMS will be offline for system upgrade: Thursday, May 14 at 6 pm until Monday, May 18 by 6 am. TIP Will Be Assessed 6/30/09

If you have not already heard, TIP allocation will be done on 6/30/09 balances. Deficits of more than $15,000 at the Fund-DeptId roll-up level will receive an 8% charge by Central. Remember to send invoices to the UM Foundation to cover deficits well in advance of their Friday, June 12 deadline in case of errors that need correction.

Contact Rose Pederson for questions related to TIP and for UM Foundation invoicing questions.

As a DEBCP (Designated Employee Benefits Contact Person) you must provide the Request for Continuation of Coverage - COBRA form to employees as appropriate.

Since this is a carbon copy (duplicate) form, it is not available on the internet, and must be completed either by typewriter or pen -with signature(s) required.

You should request forms directly from Employee Benefits by phone at (612) 624-9090 or via email at: benefits@umn.edu

Further information and other related forms are available on the Employee Benefit website.

Salary Changes and Updates for Faculty Paid 9 over 12 - 2009-10 Academic Year

The following changes/updates to faculty appointments must be submitted to your CLA Financial Service Teams for processing by 4:00 pm on Wednesday, May 27, 2009:

• Faculty switching from "B" term to 9 over 12 (BJ term) need to attach a signed Memorandum of Agreement
• Faculty switching from 9 over 12 (BJ term) to "B" term need to attach a signed Memorandum of Agreement
• Faculty paid 9 over 12 (BJ term) who will be on a paid, partially paid, or unpaid leave for the 2009-10 academic year need to attach approved leave forms
• Faculty paid 9 over 12 (BJ term) who will receive promotion to Associate Professor ($5,000 salary increase) or Full Professor ($6,000 salary increase) for the 2009-10 academic year

The May monthly joint CLA Financial/Human Resources Meeting will be back on the east bank on Thursday, May 21 in 101 Fraser Hall. The meeting begins at 9:00 a.m. and the agenda will be sent out later this month.

CLA Financial/Human Resources Meeting Agenda Items

Groups or individuals in CLA who would like to request to be on the agenda or suggest agenda items for the monthly Financial/Human Resources meetings are welcome to contribute. The intention of the meetings is to share information, provide on-going training and development, provide updates on college processes, and to engage participants by providing information that you actually want and need in your administrative and financial positions in the college.

You can make a request to be on the agenda or recommend items by sending an email to Deb Ludowese (ludow006@umn.edu).

Faculty summer research support is subject to discretionary approval by the chair of the department and by the associate dean for faculty of the college. Requests for summer research support must be submitted at least one month prior to the start of the pay period desired for the summer support.

Additional information and the form for requesting summer research support can be found on the Office of the Associate Dean for Faculty.

May 15
CLA Payroll cutoff for the 5/11/2009 - 5/24/2009 pay period, 4:30 pm

May 21
Joint CLA Financial / Human Resources meeting, 101 Fraser Hall (East Bank), 9:00 am

May 29
CLA Payroll cutoff for the 5/25/2009 - 6/07/2009 pay period, 4:30 pm

CLA Civil Service and Bargaining Unit (CSBU) employee Annual Reviews, covering the period April 1, 2008 - March 31, 2009, are due to the college by Monday, May 11, 2009.

Follow your unit's procedures for forwarding a completed and signed annual review to the CLA Office of Human Resources (212 Johnston Hall; 3774) and to central Human Resources (200 Donhowe; 3122). Keep copies for the employee and the unit.

The form and instructions may be found on the CLA HR website at: http://www.cla.umn.edu/intranet/faculty/csbuReviews.php

If you have any additional questions, please contact the Personnel Specialist for your administrative unit:

• Millie Reid (volkm003@umn.edu ), 612-626-7648
• Tihara Chadwick (chadw025@umn.edu ) , 612-624-0098

All course fees and incidental fees charged to students must be approved. This includes charges to graduate students for dossier services (i.e., printing and mailing of dissertation or vita materials).

All fee requests must be submitted as a part of the annual budget planning process (requests were due by April 6th).

Fee requests proposed after the due date can be submitted through the fee request system through an off-cycle process. Requests for new fees should be sent to Pandora Aaron at: aaron012@umn.edu

All fee requests should include the following information:

• Fee name
• The course(s) (when requesting a course fee)
• The term that the fee will be assessed
• Fee amount and rate structure (flat fee, per credit)
• The PS/EFS chart field
• Expected revenue generated (optional)
• Assessment method (will it be posted as part of the tuition calculation process, will a department be posting it directly to the student accounts, or is it collected by some other method, i.e., CR)
• The fee purpose-Course fees are approved for three purposes (per Regents policy): 1) consumable materials, 2) transportation related costs, and 3) demand for specialized equipment or services
• Justification (what specific group of students and why)

Would you believe it is nearly three years since we began using the online Employment System? During that time, the vendor has continued to provide improvements to the product. We are pleased to announce another product enhancement at this time.

As of now, the maximum size of online attachments using the Employment System has been increased from 2MB to 5MB. This should be of particular interest in our academic units.

If you have questions, please contact employ@umn.edu

On Sunday, May 17th, the Commencement Committee, along with our deans and faculty, will host over 1500 CLA graduates and their guests as they celebrate the end of their undergraduate careers with the College of Liberal Arts. This semester's commencement speaker is Peter Hutchinson, president of the St. Paul, Minnesota-based Bush Foundation.

I write to ask that you consider joining in the celebration of our students' achievement by volunteering the day of the event. The commencement ceremony is the culmination of our students', our own, and our colleagues' hard work, and it is essential that CLA advisers, counselors, and administrators be well represented at such an important event.

Since we have two ceremonies in the spring, we will be coordinating three groups of volunteers: 1) a group that will be present at both ceremonies 2) a group for ceremony one only and 3) a group for ceremony three only.

The time commitment associated with each of the volunteer groups are as follows:

• Group 1 (Both Ceremonies) 9:00 a.m. - 4:00 p.m.
• Group 2 (First Ceremony) 9:00 a.m. - 1:00 p.m.
• Group 3 (Second Ceremony) 1:00 - 5:00 p.m.

If you would like to join in the celebration, it's easier than ever to register! Please click on the link below. From there, you will be prompted to login, choose which volunteer group you would like to register for, and indicate your parking needs. Please note that you will be provided a free lunch when you register for group one!

The deadline to register is April 24, 2009.

LINK TO VOLUNTEER REGISTRATION:
https://volunteer.cla.umn.edu

STUDENT WORKERS:
Please note that you will be paid your hourly wage for the time you work at commencement.

Thank you in advance for representing CLA and for supporting our graduates on this very special day. Please let me know if you have any additional questions and I will be happy to help!

Warm wishes,

Shannon Schans
Freshman Sophomore Program Coordinator
College of Liberal Arts- Student Services

New UM Reports
Three new reports are available in UMReports, and one report is available from EDMS for Academic Vacation tracking.

UMReports (under "HR Reports")

• Employee Current Jobs and Related Information (found under "Section VIII - Vacation, Sick and Comp Information") -this report now includes information for academics on vacation hours used, balance and liability.

• NOTE: Sick, Comp, and Service Hour information will showup as "N/A" on academics.

• At the top of the page for "Employee Vacation/Sick Usage Summary," there is a link to a summary of the vacation activity by pay period for academics, going back to the pay period 4-12-09.

• Under Payroll Reports: Vacation, Sick and Comp Balances

• Reports can be pulled by the individual or College/Administrative Unit and then further refined underneath.

• When doing a College/Admin Unit sort the report always sorts academic employees in the upper section. When using the resort button on the column headings academics will always stay sorted at the top, academics and staff will never intermingle.

EDMS

• UMBNU007C ACAD EMPLOYEE WITH A MAXIMUM VACATION BALANCE
• This new report indicates those academics whose vacation balance is 176 hours (the very maximum).

• New versions of this report will generate every pay period.

The GMUN Spring General Meeting will be held on Thursday, May 7th from 10:00-11:30 a.m. at Coffman Theater. The agenda includes the following:

Stimulus Update - Pamela Webb

SFR Update - Sue Paulson

• Stimulus tracking/reporting
• Open House
• Sponsored Year-End

PRF Update - Brittany Lloyd

• Status of Revisions on PRF

NCURA Update - Sarah Waldemar

• Report on updates from NCURA meeting

Faculty summer research support is subject to discretionary approval by the chair of the department and by the associate dean for faculty of the college. Requests for summer research support must be submitted at least one month prior to the start of the pay period desired for the summer support.

Additional information and the form for requesting summer research support can be found on the Office of the Associate Dean for Faculty webpage:
http://cla.umn.edu/intranet/faculty/SummerResearchSupport.php

Summer Session 2009
2009 May/Summer term instructional funding, appointment, and compensation information is now available online at: http://cla.umn.edu/intranet/fiscal/funding.php

May/Summer Session/Term 2009 payroll deadlines and information is now available online at: http://cla.umn.edu/intranet/fiscal/docs_forms.php

May 11
Deadline for Annual Reviews of Civil Service and Bargaining Unit Staff

May 15
CLA Payroll cutoff for the 5/11/2009 - 5/24/2009 pay period, 4:30 pm

May 21
Joint CLA Financial / Human Resources meeting, 101 Fraser Hall (East Bank), 9:00 am

May 29
CLA Payroll cutoff for the 5/25/2009 - 6/07/2009 pay period, 4:30 pm