To ensure compliance with the Fair Labor Standards Act (FLSA) effective October 15, 2010, CLA Human Resources requires approval prior to making any appointments into the Exempt Temporary or Casual (0007) classification. Fiscal Service Teams and Payroll will not enter 0007 appointments into HRMS without CLA HR approval.
Please provide the following documentation to CLA HR:
Contact Tihara Chadwick (624-0098) or Millie Reid (626-7648) with questions.
Attached:
Definition of Temporary or Casual Appointments 092910.pdf
FAQ Temporary or Casual Appointments 092910.pdf
Overtime Pay Calculations Temporary or Casual Appointments 092910.pdf
Documents can also be found at http://www1.umn.edu/ohr/toolkit/hiring/tempcas/index.html
Deb Ludowese has taken a position as assistant for the Chief Information Officer (Ed Clark) in CLA-OIT. Peggy Buckley is now the first person to contact for CLA Fiscal Administration and will be answering the 4-1008 number in Johnston. Deb had been providing temporary coverage for the Office of the Associate Dean for Faculty over the last several months. Angie Plambeck (5-1805) is now supporting the Office of the Associate Dean for Faculty as well as CLA Human Resources.
Just a reminder that all CLA Administration deadlines, meetings and events are now in Google Calendar. You can subscribe to the CLA NOW calendar by clicking this link: http://www.google.com/calendar/hosted/umn.edu/render?cid=http%3A//www.google.com/calendar/feeds/umn.edu_2d35373032303038372d373139@resource.calendar.google.com/public/basic
If you are not on Google calendar but still want to view the CLA NOW Calendar, click on this link: http://www.google.com/calendar/hosted/umn.edu/embed?src=umn.edu_2d35373032303038372d373139@resource.calendar.google.com&ctz=America/Chicago or visit the CLA Intranet http://cla.umn.edu/intranet/ and click "view" under CLA NOW Calendar.
The first
meeting of the CLA Assembly is on Tuesday, September 28, 2010, at 3:30 pm in
the Cowles Auditorium, Humphrey Center (WB). At the meeting, the dean will present
the annual "State of the College" address and outline plans for the
coming year. New faculty will also be introduced.
There will be a reception following the meeting. All faculty and staff are
cordially invited to share in the food and refreshments, meet the new faculty,
and celebrate the start of the 2010/11 academic year.
In an effort to better steward scholarship
donors, DMS now tracks student scholarship recipients from all DMS funds
through a new automated weekly interface to the university student financial
system. Recipients since the 2003 Peoplesoft roll out are now viewable in DMS.
New recipients will be added to DMS as they are paid the scholarship, typically
in the fall.
For any scholarship fund that you have access
to, there is a link "Scholarship Recipients" at the bottom of the DMS
Fund Statement which displays a list of recipients and award amounts.
Please contact Mary O'Brien (mkobrien@umn.edu) at the
UM Foundation with any questions.
Just a reminder that all CLA Administration
deadlines, meetings and events are now in Google Calendar. You can subscribe
to the CLA NOW calendar by clicking this link: http://www.google.com/calendar/hosted/umn.edu/render?cid=http%3A//www.google.com/calendar/feeds/umn.edu_2d35373032303038372d373139@resource.calendar.google.com/public/basic
If you are not on Google calendar but still
want to view the CLA NOW Calendar, click on this link: http://www.google.com/calendar/hosted/umn.edu/embed?src=umn.edu_2d35373032303038372d373139@resource.calendar.google.com&ctz=America/Chicago
A master calendar for all CLA Administration deadlines, meetings and events has been created in Google Calendar. Please subscribe to the CLA NOW calendar.
Not on Google Calendar? You can still view the CLA NOW Calendar.
or visit the CLA Intranet http://cla.umn.edu/intranet/ and click "view" under CLA NOW Calendar.
14 September 2010
To: Chairs and Directors
Department and Unit Administrators
From: Jennifer Cieslak, Chief of Staff,
Re: CLA Outstanding Service Awards
Each year, the college invites nominations to recognize and reward outstanding service by its
civil service, bargaining unit, and academic professional and administrative employees (both individual staff members and work groups). Each award will carry with it a monetary award and a certificate of recognition. Further information may be found at: http://cla.umn.edu/intranet/hr/#outstandingServiceAwards
Nominations may be e-mailed to plambeck@umn.edu or delivered to 212 Johnston Hall and are due by 12:00 p.m. on Friday, October 22, 2010
Outstanding Service Awards are intended to recognize employees and work groups who make outstanding contributions to the objectives of their units and/or the college, and who consistently achieve high performance in carrying out the responsibilities of their positions. Outstanding contributions may include sustained excellent job performance that resulted in increased efficiency, improved quality of service or cost savings, significant contribution to a major unit project or operations, and/or special service to the unit and/or the university.
The selection process includes evaluation of the nominations by a selection committee, followed by recommendations to the dean. The CLA Outstanding Service Award selection committee typically consists of two or three civil service or bargaining unit staff members, two or three academic professional and administrative employees, and one representative of the dean.
Nominees will be evaluated on the basis of the nomination. The nomination should concisely document the outstanding achievements and contributions in the nominee's role as a civil service, bargaining unit, or academic professional and administrative staff member. Recipients will be honored at a special recognition reception on December 14, 2010 (details to be announced soon).
If you have any questions, please contact Angie Plambeck (plambeck@umn.edu; 5-1805).
We look forward to receiving your nominations.
Additional Google Migration & Orientation sessions have been scheduled. Call the CLA-OIT Service Desk to register. See http://z.umn.edu/clagoogle for the most up-to-date information.
The University Office of Human Resources is pleased to again offer the program, "Human Resources at the University of Minnesota: An Orientation" on Friday, October 1. CLA's human resources recommends that department administrators or other staff responsible for the department human resources liaison role consider enrolling in this program offered once per year. An enrollment form is attached. As you consider professional development opportunities for staff in your department, we have attached a list of recommended trainings for CLA department administrators. The HR orientation is one of the recommended programs on this list. Fees for training are to be paid by the department.
1. New employees assuming HR responsibilities here;
2. Current University employees moving into HR roles or taking on more of the human resource responsibilities;
3. Current University employees who have an interest in assuming an HR role in the future;
4. Current or new employees within central offices that regularly interface with human resources (e.g., Disability Services and the Office of Equal Opportunity and Affirmative Action);
5. Administrators/managers who have more broad-based human resource responsibilities and/or interface with central HR or their unit's HR department on a very regular basis.
6. Employee in HR and who are interested in a refresher course.
In summary, this program is designed to assist primarily Human Resource (HR) professionals new to the University or new to HR roles/responsibilities and those that regularly interface with Human Resources in better understanding the context in which HR work is accomplished. The program is planned to provide a broad awareness of key resources, roles, policies and practices as well as current directions and issues. A major benefit to the participant will be a general overview, as well as direction on where to seek out information and people resources that can facilitate the accomplishment of HR work. Overall, the goal of this program is to better prepare and support HR staff and others in carrying out human resource functions at the University.
Because participants have varying levels of HR knowledge as well as University experience, this program is designed to be an overview, with emphasis on providing a good deal of basic information highlighting an extensive array of resources and supporting materials.
Registration form is attached.
******************************
DATE/TIME: Friday October 1, 8:15 a.m. - 4:30 p.m.
LOCATION: 210/215 Donhowe Building.
FEE: $65.00 registration fee. An EFS/PeopleSoft account string will be required to register.
CURRICULUM:
· Introduction to Human Resources at the University
· Institutional Performance and HR Metrics Indicators for Improvement
· HR Challenges within the Current Environment
· Employee Groups at the University
· OHR Resources
· Relationship of HR and Finance
· University System Office Resources (Equity and Diversity, EOAA, Conflict Resolution, and General Counsel)
· Breakout Sessions on Selected Topics (2 sessions scheduled)
· HR Roles and Responsibilities
CLA-OIT will be following central OIT's lead with a migration blackout from August 26 through September 24. Migration to Google is not advised during this time period. Read more.
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
At the August CLA NOW meeting Sean Wiseman from CLA Student Services presented information on the BCT (Behavioral Consultation Team) and CLA Conduct Procedures. Below is a link to the summary document for your reference.
HRMS Key Contacts and ACES
In preparation for the restoration of Academic FY12 salaries to their unreduced rate, please read the attached document carefully.
Often you want to click on an email address link in a webpage to send an email. By default it will open your local email client (ie. Thunderbird), but it is possible to set Firefox to use Gmail as the default email client, so all messages go through Gmail.
1. Launch Firefox (note this only works in Firefox, not Safari, not Internet Explorer)
2. Navigate to your Gmail account at http://gmail.umn.edu
3. Login to Gmail
4. Copy and paste the code below into the Firefox address bar and hit enter (in the same window your Gmail is open in)
javascript:window.navigator.
5. Click the 'Add Application' button that appears in the top right.
Now all email links should open in Gmail. Thanks to Will Bear, IT Manager in Humphrey Institute of Public Affairs, for these instructions.
Please contact the CLA-OIT Service Desk at 624-4357 or help@cla.umn.edu for assistance with this, or other Google Apps questions.
A reminder to be aware of religious holidays as you plan events and class programs. During the first week of class, the Jewish holiday of Rosh Hashanah occurs on September 9-10, next Thursday and Friday, and the end of Ramadan is on Friday, September 10th.
The Religious Calendar can be found on the EOAA website at http://www.eoaffact.umn.edu/
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:
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
