August 2010 Archives

Reminder of University Closure (12/24/10 - 1/2/11)

As mentioned in the August CLA NOW meeting, please start and continue messaging throughout your units regarding the 10 days the University campus will be closed in late fall 2010.  As people are returning to the campus for the start of fall semester, we ask that you communicate widely and frequently about the upcoming closure days, so everyone has plenty of advance notice to plan accordingly.  The majority of the units have indicated that no campus activities are planned for during that 10 day period of 12/24/10 - 1/2/11, and CLA administration will follow up with those few areas who might have some required activity related to the health and safety of research subjects. 

Questions and answers regarding University Closure can be found at: http://www1.umn.edu/ohr/economyandu/qanda/closure/index.html 

Questions related to sponsored grants activity during the closure can be found at:  http://www.ospa.umn.edu/announcements/Furlough15Mar10.htm 

 

I-9 Requirements and Compliance with Federal Law

We write to remind you of the importance of complying with federal law by ensuring that all new employees complete both parts of the I-9 form electronically within three days of the start date of their appointment.

 

Federal law mandates that any new employee must complete their I-9 within the first three days of their appointment.

 

The University processes all I-9's electronically utilizing e Verify.  This takes away any "wiggle room" that may have existed in the past in meeting this requirement.

 

Key Roles and Responsibilities:

 

Administrators are responsible to ensure that every new hire has completed their I-9 Form within three days of their appointment date.

 

After three days, administrators must notify their financial service team to suspend or terminate all new hires who have not completed their I-9.

 

Your Financial Service Team is available to assist in this endeavor.

 

Department administrators are responsible for ensuring that all new employees (i.e. faculty, instructional staff, graduate assistants, student workers) complete Section 1 of the I-9 (online) prior to the start of their appointment and making sure they complete Section 2 within the first three days of their appointment start date.

 

Completing Section 1 prior to their first day provides new staff with the list of acceptable documentation from which they are to choose one to bring with them on days one, two, or three. Please see attached New Employee Letter.

 

Further, within the first three days of their appointment, the new employee must visit one of the financial service teams to complete Section 2 of the process.  Your financial service teams are poised for the rush of I-9 work that will need to be completed during the first three days of fall semester (i.e., August 30, September 31 and September 1).

 

 We will have "all hands on deck" in order to complete this work as efficiently as possible. 

 

Numerous appointments have already been scheduled for the financial service teams' Executive Account Specialists (EAS) to attend departmental orientation sessions as a way to further be efficient in this endeavor.  Let us know if you have other ideas that will be helpful to you.

 

Federal law mandates that we not allow continued employment for anyone who has

not completed their I-9 form within the first three days of their appointment. 

 

For those who do not complete their I-9 form within the first three days of their appointment, University administration has instructed us to suspend or terminate them (depending on the type of appointment) on day four;  further, we have been instructed to not un-suspend or reappoint them until the I-9 work is completed.  Please note that the suspension/termination could have significant impact to an employee's pay, benefits, and immigration status.  Also, any I-9's that are completed after the third day must have a detailed explanation as to why the form is being processed late.  In the event of an audit, this detailed explanation will be the University's only defense.

 

It is the department's responsibility to initiate the suspensions or terminations.  Your financial service team is available, upon request, to help in this endeavor, such as assisting in keeping track of who has not yet completed their I-9.   Once the administrator has found that an I-9 was not completed by the third day of the appointment, the administrator must contact the senior accountant on the financial service team to inform the senior accountant to process the suspension or termination.

 

CLA wants to do all it can to avoid placing people in  a suspend or termination status; therefore we ask that departments and fiscal teams work closely together to plan, anticipate, and communicate, so that no one is removed from payroll. Please communicate this message to your hiring managers, Directors of Graduate Studies, DGS assistants, and anyone else who needs this information.  We fully realize that for some departments this will require a change in workflow and in how new staff are brought on board.  It is a responsibility that we all share as we work to keep the University in compliance with this federal law.

 

Please see attached FAQ for further information regarding I-9 processes.

 

If you have any questions, please contact your unit service team lead or your HR representative.

 

Thank you for your cooperation. 

Attachments: 

I-9_New_Employee_Letter.docx

I-9 FAQ.docx

 

Vacant Instructional P&A printed budget lines

Effective with fall semester 2010, funding for open instructional P&A positions that are listed on the printed budget will revert to the college.  If the unit has replacement teaching needs associated with these vacancies, TINs funding to support course offerings that are critical to the curriculum can be requested through Nanette Hanks.

 

 

Deadline for Salary Increase Documents

We have just been notified that CLA Payroll must have Academic merit increases in place in HRMS by October 13, 2010. In order to make this cutoff, the Payroll Office has set a special deadline of September 17, 2010 for the receipt of the HRMS Worksheets.  The Financial Service Teams will need the information prior to this date.  The attached document provides further information.

 

HRMS Key Contacts and ACES
In preparation for the restoration of Academic FY12 salaries to their unreduced rate, please read the attached document carefully. 

Academic Salary Restoration.docx

Weekend Building Hours and Service Standards

Beginning this fall, Facilities Management and the Office of Classroom Management will be focusing weekend activity in General Purpose Classrooms to eight buildings from 8:00 a.m. to 4:00 p.m. on Saturdays. This will not impact performance spaces, clinics, libraries, etc. and there is a process for exceptions. Please review the following from FM and contact Scott Elton in the CLA Planning Office (6-0950, elton003@umn.edu) with questions.

Weekend Standards FAQs_08.19.10.docx

Weekend_standards_08.04.10.docx 

Below is information regarding the three day mandatory furlough for CS/BU employees.

The University has reached agreement with all of its union groups, with the exception of Law Enforcement Labor Services (LELS), regarding the three day mandatory furloughs for Fiscal Year 2011.   The agreements, including those with all 3 three AFSCME Units, and the Teamsters, contained the following information (note that  these terms also apply to Civil Service employees):

o    Civil Service and Bargaining Unit (CSBU) employees are required to take a mandatory, unpaid, three-day (twenty-four hour) furlough during the holiday closing period between the Christmas and New Year holidays.  The dates are December 28, 29,& 30.  Part-time employees with a designated percentage appointment will be furloughed for three days at their percentage of pay.  Please see the Economy and U link below for dates University campuses will be closed over the holidays.   

o   CS/BU employees will see a 3 day (24 hour) reduction in pay on the check received January 12, 2011. Individuals working less than 40 hours/week will have a prorated Furlough.  Individuals who work a flex schedule (e.g. 4 - 10 hour days) should normalize their schedule for the week (1 day  = standard hours / 5). 

 o    Employees may volunteer for an additional seven days (56 hours) of unpaid voluntary furloughs.  Employees will need to complete Furlough Request Form (UM1750) and work with their supervisor to schedule the voluntary furloughs.

 o   Furlough days will not impact an employee's vacation, sick leave, and seniority accrual. Progression on the vacation accrual schedule will not be impacted by furlough days.  The furlough days also will not impact service credit hours for purposes of determining eligibility for leave of absences including FMLA and parental leave.

 o   Insurance coverage and eligibility for holiday pay shall not be impacted by furlough days.

 o   Furlough days will not be included in the calculation of grievance timelines.

 Instructions regarding the implementation of furlough days in the payroll system were sent to the fiscal personnel.  For the most part, the mandatory furlough implementation within the payroll system will happen centrally. If you have any questions that are not answered on the websites regarding mandatory or voluntary furlough, please contact your CLA Human Resources Consultant.

Links:

·         Economy and U Website: http://www.umn.edu/ ohr/ economyandu/qanda/index.html

·         Furlough Request Form: http://policy.umn.edu/prod/groups/president/@pub/@forms/ @hr/documents/form/um1750p.pdf

FY11 TIP Deadlines for UM Foundation Invoices

FY11 TIP Deadlines for UM Foundation Invoices
The Foundation Invoicing deadline for October 31, 2010 TIP, is noon on September 17, 2010. Please submit signed invoices as early as possible to avoid a backlog close to the 17th.

Remaining FY11 deadlines for Foundation invoices:
    Jan 14, 2011 (noon) - For Feb 28, 2011 TIP
    May 13, 2011 (noon) - For June 30, 2011 TIP

If you have questions, contact Rose Pederson (r-kerb@umn.edu)

Mark Your Calendar

September 9

CLA NOW Monthly Meeting, 9:00 - 10:30 a.m., MPC Seminar Room (50 Willey Hall - West Bank)

September 17

Noon -  Foundation Invoicing deadline for October 31, 2010 TIP

CLA Payroll deadline for Salary Increase HRMS worksheets

I-9 Days for Foreign National Employees

I-9 Days for Foreign National Employees

FR:          Laura Negrini, Associate Director, Payroll Services

With the start of the school year fast approaching and need for Foreign Nationals to complete their payroll paperwork , we will again hold four (4) I-9 Days to accommodate the volume of activity.  Appointments will not be scheduled on those dates (except for Tuesday September 7 from 8:30-noon and September 8 from 1-4:00 p.m.)  Foreign Nationals can expect to spend 10-15 minutes completing the necessary paperwork and online I-9 form. 

I-9 days will be held in room 315 Donhowe on the following dates:

·         Tuesday, August 31 - 9:00am-4:00pm

·         Wednesday, September 1 - 9:00am-4:00pm

·         Tuesday, September 7 - 1:00-4:00pm

·         Wednesday, September 8 - 9:00am-Noon

The online I-9 form must be completed within the first three days of employment.  Review the start date of your Foreign National employee(s) and make sure they come on the date that ensures compliance with the 3-day rule.

Who should and should not attend?

·         All new foreign national employees with fall term appointments should come to Donhowe during one of these days (on or after their hire date) to complete the I-9 and other paperwork.    

·         Foreign national non-service fellows (company UNS) should not be sent to Donhowe as they do not need to complete the I-9 form.

What should be done before the foreign national employee comes to Donhowe?

·         Your Foreign National employee(s) must visit the Office of International Student and Scholar Services (ISSS) before starting work and completing the I-9.

·         If they do not have a social security number, they must apply for a social security number at Social Security Administration before coming to Donhowe.

What documents should the foreign national employees bring to Donhowe?

·         Passport, I94 card, visa document (I20, DS2019, etc.),

·         Social Security card or receipt from Social Security Administration.

·         Department location (for the Online I-9) and department contact name and phone number.

If you have any questions, please contact the OHR Call Center at (612) 625-2016.

Reminder: FY10 Year End Data now in DMS

Investment allocation and distributions for June 30, 2010 are now completed for Foundation funds. To prepare a FY10 year-end report, go to the fund summary report in DMS, select a department, then enter the date 30-jun-2010.

If you have questions about foundation reporting contact Rose Pederson (r-kerb@umn.edu).

Mark Your Calendar

August 20

CLA Payroll cutoff for the 08/16/2010 - 08/29/2010 pay period, 4:30 p.m.

September 9

CLA NOW Monthly Meeting, 9:00 - 10:30 a.m., MPC Seminar Room (50 Willey Hall - West Bank)

Instructional Funding & Single Allocation Documents

The Instructional Funding and Single Allocation documents have been added to the CLA Fiscal Administration intranet site.  Documents can be found at http://cla.umn.edu/intranet/fiscal/funding.php

FY10 Year-End Data is Now in DMS

Investment allocation and distributions for June 30, 2010 are now completed for Foundation funds. To prepare a FY10 year-end report, go to the fund summary report in DMS, select a department, then enter the date 30-jun-2010.

If you have questions about foundation reporting contact Rose Pederson (r-kerb@umn.edu).

R.I.P. UMCal

It may still work and you can still get into it to see your past meetings, but for all other intents and purposes UMCal is dead to us. For multi-person meetings and reserving conference rooms in CLA, please use Google Calendar. Do not send invitations through UMCal. If you are a UMCal user who hasn't migrated to Google, please sign up for an orientation and migration session. Our website can guide you through the process: http://z.umn.edu/clagoogle. Need to set a room as a Google Calendar Resource? Email your request to help@cla.umn.edu.

Mark Your Calendar

August 12

CLA NOW Monthly Meeting, 9:00 a.m., 155 Nicholson Hall

August 20

CLA Payroll cutoff for the 08/16/2010 - 08/29/2010 pay period, 4:30 p.m.

 

CLA Payroll Cutoff Date for Fall Semester Appointments:

This is a reminder that the CLA Payroll Office cutoff date for fall appointments is this Friday, August 6.  We are well aware that for some departments this cutoff occurs before some of their hiring decisions have been finalized.  Rest assured, after this date CLA Payroll will continue to make every effort to enter the fall appointments before Central Payroll's deadline.  In order to do this, everyone's cooperation is needed to ensure that the fall appointments are submitted to the Financial Service Teams as soon as possible in order to allow enough time to get to CLA Payroll to be audited and entered into the payroll system.

Summer Effort on Sponsored Projects policy reminder

Exception Form (UM Form 1751).doc Request to Charge more than 2.5 Summer Months to Sponsored Projects  

B-term faculty expecting to charge more than 2.5 months of summer salary must have their signed exception forms on file no later than the start of the last pay period in summer term (August 16, 2010).

Completed UM1751 forms documenting 2010 summer effort should be sent to your Financial Service Teams who will forward to CLA payroll for filing.

For more information see Summer Effort Policy Memo.docx sent to GMUN on May 28th, 2010

CLA Sneak Preview 2010

A note of appreciation 

On behalf of the Office of Undergraduate Programs, I am writing to express our sincere gratitude and appreciation for your participation in the 2010 College of Liberal Arts Sneak Preview for prospective students and their families.  Between the two events, CLA and the Office of Admissions hosted over 400 students and more than 700 guests.

We are extremely grateful for your time and support in helping us to recruit these talented students.  Because of your participation, prospective students had an opportunity to imagine themselves in the center of the liberal arts at a world-class research institution.  The feedback from students and their families was extremely positive.  Because of your efforts, these outstanding students are excited about the programs and opportunities available in CLA.  Thank you for collaborating with us to recruit the Class of 2015. 

Jennifer Windsor, Associate Dean for Undergraduate Programs

 

CLA NOW Meetings for Fall 2010

Please mark your calendar with the dates for the CLA NOW monthly meetings for fall 2010.  The CLA NOW meetings are held the 2nd Thursday of each month from 9:00 - 10:30 a.m. in the Minnesota Population Center Seminar Room (50 Willey Hall - west bank) UNLESS otherwise noted.

August 12 (155 Nicholson Hall)

September 9

October 14

November 11

December 9

 

Mark Your Calendar

August 6

CLA Payroll Cutoff for Fall Semester

CLA Payroll cutoff for the 8/02/2010 - 08/15/2010 pay period, 4:30 p.m.

August 12

CLA NOW Monthly Meeting, 9:00 a.m., 155 Nicholson Hall

August 20

CLA Payroll cutoff for the 08/16/2010 - 08/29/2010 pay period, 4:30 p.m.

 

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