July 2009 Archives

I-9, E-Verify Q&A SESSION
THURSDAY, JULY 30
1:00pm-2:30pm 202 Johnston Hall

CLA Payroll and CLA Human Resources are very pleased to announce that Laura Negrini, Manager, U of M Payroll and Job Center and Karen Klein, U of M Payroll Tax Consultant will be attending the College of Liberals Arts I-9 Q&A Session on Thursday July 30th from 1:30pm to 2:30pm in 202 Johnston Hall. CLA Human Resources, Payroll, and the Executive Accounts Specialists from your Financial Service Teams will also be in attendance.

This is a unique opportunity to have your questions answered by the experts related to the new I-9, E-verify system. It is important that we all fully understand our roles and responsibilities related to the new system. Please join us!

We understand there are particular concerns arising for new employees hired for Fall Semester 2009 who may not be on campus within the first three days of their appointment. We will address these issues at this session.

Please call Toni Ziegler (624-4153) or Millie Reid (626-7648) if you have questions prior to tomorrow's session.

Attached you will find all documents related to the new I-9 and E-Verify online system.

Attachments:

1. Memo, May 18 "Online I-9 System is Here", Miriam Ward
2. Memo, May 13 "New Online I-9 Express System", CLA Fiscal and CLA HR
3. Attachment to May 13 Memo, "Employee Letter"
4. Memo, July 20, "Scheduling Appointments for Foreign National Payroll Processing"
5. PowerPoint, "I-9 Administrator Training"
6. Training Manual, "Online I-9 and E-Verify Process"

CLA departments may select unclaimed items on August 19, and CLA will arrange for moving the week of August 24. Anything left goes to University ReUse. More information will be forthcoming in CLA NOW.

Don't miss this opportunity to obtain gently-used furniture for your unit at the rock-bottom price of $0.  You want it?  We probably have it.

Call Erik Farseth (4-8480) or Scott Elton (6-0950) with questions.

Changes in Facilities Management custodial service levels due to budget cuts are beginning to be implemented. CLA Building Contacts should have received July 17 message from Associate Vice President Mike Berthelsen and specific building cleaning schedules from FM Team Leaders. Share these with your units.

Custodians will begin new assignments from recent re-bidding on Monday, August 3.

Contact Scott Elton (6-0950, elton003@umn.edu) if you need additional information.

Follow-up items from the discussion of Fall hiring at the July 23 Joint Meeting:

Payroll cutoff date: The CLA Payroll cutoff date for fall appointments is August 7.  This is the date that CLA Payroll "guarantees" they will have enough time to ensure that all of the appointments are entered.  We are well aware that for many departments this cutoff date is unrealistic for them to effectively meet since their hiring decisions are often predicated on enrollments and other factors that are not known until after the August 7th date. 

Too, we understand that the addition of the Provost hiring approval process lengthens the overall processing time and may further delay submitting payroll documents. These factors are not unique and we realize that many fall appointments will be submitted after August 7th. 

Rest assured that CLA Payroll will work diligently to get all appointments entered right up to the time of Central's deadline.  Everyone's cooperation, however, is needed to ensure that the fall appointments are submitted to the service team as soon as possible in order to allow enough time to get to CLA Payroll and then entered.  We completely understand that the overall goal of all involved is to get everyone paid on time. 

Clarification: During the discussion of fall hiring at the July 23 meeting, there may have been some ambiguity around what supporting information is required for processing returns from short work break that involve a change in appointment.

The information on the 'P&A instructional appointments required documentation' chart is accurate: any changes in appointment from the previous year require that a draft offer letter and AHA form be submitted to CLA HR. Thank you. 

CLA Human Resources Folder on the CLA-Projects (P:) Drive
For your convenience, there is now a "CLA Human Resources" folder on the college's projects drive, as requested in the last Joint HR/Fiscal meeting. You may now place your required hiring documentation into the appropriate departmental file folder instead of emailing numerous attachments. Please see attached for further information.

The new template letters for P/A instructional appointments are available on the CLA Intranet on the Human Resources Page.
The letters can be found here, under Offer and Renewal Letter Templates:
 http://cla.umn.edu/intranet/hr/#writingJobDescription
As has been our practice, these letters combine appointment and non-renewal language. You will notice that we expanded the non-renewal language to make certain all appointees understand the terms and conditions of the appointment.

As you work on appointing your instructional staff for the coming year, please use these letters. They are also posted on the CLA HR website. If an appointment does not seem to fit into one of these three letters, or if you have any questions regarding the template letters, please contact your CLA HR representative

August 7
CLA Payroll cutoff for the 8/03/2009 - 8/16/2009 pay period, 4:30 pm

August 21
CLA Payroll cutoff for the 8/17/2009 - 8/21/2009 pay period, 4:30 pm

• Academic Hiring Authorization Form (Revised)
  
• AY 09/10 Academic Hiring Process (PowerPoint, Revised)
  
• P&A Instructional, Required Hiring Documentation
• Term Faculty, Required Hiring Documentation

As you know, the 2009-09 Annual Review for Civil Service and Bargaining Unit Employees were due to the college on May 11, 2009. It is extremely important that each CSBU employee have an Annual Review, and that they are completed in a timely manner.

If you have not done so already, please 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).

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 assigned to your unit:

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

Many of you have expressed a need to use the Single Payment Vendor form for those one-time, small payments needed for various services without the requirement to set up a new vendor for these payments.  We have continued to remind Central of our desire for this, and it has finally come to fruition. And yes, it includes honoraria!!           

The revised procedures are effective immediately. Procedures for making accounts payable payments using a single payment vendor number (SPV) have been published and are available in the U-wide policy library at:

http://www.policy.umn.edu/groups/ppd/documents/procedure/accountspayable_proc03.cfm  
A list of Payments Allowed Using Single Payment Vendor (SPV) Numbers can be found at:

http://www.policy.umn.edu/groups/ppd/documents/appendix/accountspayable_appd.pdf

To use the SPV process for one of these, a Check Request Form will need to be completed. If you have any questions on this, please contact your senior accountant.

The new template letters for P/A instructional appointments are available on the CLA Intranet on the Human Resources Page.
The letters can be found here, under Offer and Renewal Letter Templates: http://cla.umn.edu/intranet/hr/#writingJobDescription
As has been our practice, these letters combine appointment and non-renewal language. You will notice that we expanded the non-renewal language to make certain all appointees understand the terms and conditions of the appointment.

As you work on appointing your instructional staff for the coming year, please use these letters. They are also posted on the CLA HR website. If an appointment does not seem to fit into one of these three letters, or if you have any questions regarding the template letters, please contact your CLA HR representative

July 23
Joint CLA HR/Financial Meeting, 275 Nicholson Hall (East Bank), 9:00 - 10:30 am

July 24
CLA Payroll cutoff for the 7/20/2009 - 8/02/2009 pay period, 4:30 pm

Many of you have expressed a need to use the Single Payment Vendor form for those one-time, small payments needed for various services without the requirement to set up a new vendor for these payments.  We have continued to remind Central of our desire for this, and it has finally come to fruition. And yes, it includes honoraria!! 

The revised procedures are effective immediately. Procedures for making accounts payable payments using a single payment vendor number (SPV) have been published and are available in the U-wide policy library at:  http://www.policy.umn.edu/groups/ppd/documents/procedure/accountspayable_proc03.cfm

A list of Payments Allowed Using Single Payment Vendor (SPV) Numbers can be found at: http://www.policy.umn.edu/groups/ppd/documents/appendix/accountspayable_appd.pdf

To use the SPV process for one of these, a Check Request Form will need to be completed. If you have any questions on this, please contact your senior accountant.

July 23
Joint CLA HR/Financial Meeting, 275 Nicholson Hall (East Bank), 9:00 - 10:30 am

July 24
CLA Payroll cutoff for the 7/20/2009 - 8/02/2009 pay period, 4:30 pm

Attached you will find language you may use in an e-mail to applicants who applied for instructional P/A and term faculty positions under blanket requisitions for 2008/09 informing them of the need to reapply to appropriate blanket requisitions for 2009/10.  It is an easy way to inform applicants that the 08/09 postings are being closed out and that they need to apply to the 09/10 postings if they wish to be considered for a position in 2009/10.

9-10 Blanket Document

For your convenience, there is now a "CLA Human Resources" folder on the college's projects drive, as requested in the last Joint HR/Fiscal meeting. You may now place your required hiring documentation into the appropriate departmental file folder instead of emailing numerous attachments. Please see attached for further information.

Projects Drive Information

Many of you have expressed a need to use the Single Payment Vendor form for those one-time, small payments needed for various services without the requirement to set up a new vendor for these payments.  We have continued to remind Central of our desire for this, and it has finally come to fruition. And yes, it includes honoraria!!           

The revised procedures are effective immediately. Procedures for making accounts payable payments using a single payment vendor number (SPV) have been published and are available in the U-wide policy library at: http://www.policy.umn.edu/groups/ppd/documents/procedure/accountspayable_proc03.cfm  
A list of Payments Allowed Using Single Payment Vendor (SPV) Numbers can be found at: http://www.policy.umn.edu/groups/ppd/documents/appendix/accountspayable_appd.pdf

FY09 instructional funding transfers, including spring supplemental transfers, spring replacement teaching transfers, fall 2008 supplemental adjustments and TA/UI over funding have been processed and should post to the instructional programs (xxxxx-20031) this week.  IRIS data is now frozen for fall 2008 and spring 2009. 

Please note that the enterprise tax expenses (account 820201) will be covered on a separate transfer to your main program (xxxxx-20000) prior to year end close.  Funds will need to be moved from the main program to the instructional program.  The balance in the instructional program (xxxxx-20031) should be zero at year end. 

Please contact Pandora Aaron at aaron012@umn.edu if you have any questions.

Attached are the new template letters for P/A instructional appointments. As has been our practice, these letters combine appointment and non-renewal language. You will notice that we expanded the non-renewal language to make certain all appointees  understand the terms and conditions of the appointment.

 As you work on appointing your instructional staff for the coming year, please use these letters. They are also posted on the CLA HR website. If an appointment does not seem to fit into one of these three letters, or if you have any questions regarding the template letters, please contact your CLA HR representative.

Thank you,
CLA Human Resources

July 23
Joint CLA HR/Financial Meeting, 275 Nicholson Hall (East Bank), 9:00 - 10:30 am

July 24
CLA Payroll cutoff for the 7/20/2009 - 8/02/2009 pay period, 4:30 pm