August 22, 2010 - August 28, 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: 

Questions related to sponsored grants activity during the closure can be found at: 


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. 



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, with questions.

Weekend Standards FAQs_08.19.10.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.


·         Economy and U Website: ohr/ economyandu/qanda/index.html

·         Furlough Request Form: @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 (

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

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This page is an archive of entries from August 2010 listed from newest to oldest.

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