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Work Study Reminders

Splitting Student Work Study Awards
If you have employed a student who has given your unit permission to use their work study funds but they have also authorized another unit to use their work study award, you will need to obtain their written permission to split their award.  This permission will need to contain the amount of the work study award that the student wants placed with each job.  Please forward this information to your service team along with the appointment information.

Using Student Work Study for an Existing Appointment
If one of your current student employees receives work study and has authorized your unit to use that work study, the work study will need to be placed in Peoplesoft.  Please forward your request to place the work study with your unit to your service team.

Intersections Email Notifications for Departments - Reminder

As an appointment moves through the various hiring stages in Intersections, you can be alerted via email notifications.  An overview of the process and well as information on how to configure the setup can be found here.

H1-B Visa Announcements from ISSS

The following is a message from Molly Hoffman in ISSS:

Dear Colleagues,

Greetings! We hope your semester is off to a good start. Please take a few moments to read these important announcements from H-1B staff at ISSS:

Information sessions for departments: See the ISSS website for a schedule of training sessions related to the processing of non-immigrant and immigrant visas (J-1, H-1B, PR) for U of MN scholars and employees. These sessions are intended for department administrators who are involved in the visa application process for international faculty, staff, and scholars. Advance registration is requested for planning purposes.

Reporting changes in employment and immigration statusISSS must be notified of any changes in immigration status, and if a material change occurs in an H-1B employee's job (duties, % time of appointment, title, salary, change of department, change or addition of work sites, etc.). ISSS will determine whether a new petition is required. Please remember that it is critical to include ISSS in your discussion if/when planning promotions or other changes in employment. We expect that some employees may experience changes in employment due to the university job family study.

Contact ISSS if you get a site visit: Contact Mark Schneider if you receive an immigration site visit for an H-1B employee. Most site visits are routine and should not cause concern, but ISSS would like to be notified of such events and will provide instructions on how to respond.

Global Scholar ProfilesISSS is seeking additional submissions for our new Global Scholar Profiles program. If you know an international scholar who has made significant contributions to the U of MN and/or their field, ISSS would like to join you in recognizing them. Please consider nominating a Global Scholar or encouraging others in your department to do so!

ISSS/GPS Alliance programs and initiatives: As you are important partners in international education, we invite you to take note of these programs and events:

  1. Innovative Community Building Grants (ICBG) are grants and match funding for colleges and student service units to generate and implement international student based projects or programs within your college. For grant description, application forms and contact info, please visit the ISSS website.
  2. Save the date! International Education Week will be November 17-21, 2014. Check the GPS Alliance website for details as the date gets closer. GPS Alliance also provides a limited amount of matching funds to support IEW events.
  3. Weekly Brown Bag Series, sponsored by the Interdisciplinary Center for the Study of Global Change.

Procurement Card Guidelines

Here are the CLA Procurement Card Guidelines that were implemented at the beginning of last fiscal year, July 1, 2013. In preparing for the new fiscal year, the guidelines were recently reviewed.  Although essentially unchanged, some clarifying language was added based on feedback received over the past year.

Termination Date Change for Medical and Dental Benefits

See the message below from Karen Chapin, Health Programs Manager:

As employees leave the University, we thought it might be helpful for you to know about the change in termination dates. 

Employees' coverage termination dates for medical and dental coverage and life insurance have previously been connected with pay period end dates and where they fell in the month. That policy meant that the coverage termination date for dental coverage and life insurance was the end of the pay period, while the termination date for medical coverage was the end of month in which the pay period ended. 

To streamline the process and match what other organizations do for coverage termination, the policy was changed to terminate all coverage on the last day of the month concurrent with or following the date in which the employee last actively worked or was employed in a position eligible for benefits. This change became effective on July 1, 2014. 

As an example, if two employees terminate employment on separate dates in September, such as September 5 and September 28, both would have their coverage terminate on September 30. 

If you have questions about this change, please contact 4-UOHR (612-624-8647 or 800-756-2363) or by email at benefits@umn.edu. We appreciate your help.

I-9 Help Sessions Available

With the new academic year approaching, we're making plans for supporting the large volume of new foreign national employees who will need to complete employment verification paperwork. 

Payroll Services will again be providing I-9 help sessions on campus. Below is information about resources available to new foreign national employees. 

Walk-In Service
From August 28 to September 5, daily walk-in support is available in Room 545, West Bank Office Building (WBOB), 9 a.m.-4 p.m., Monday-Friday. Please note individual I-9 appointments will not be scheduled during that time. 

Frequently Asked Questions

What should be done before the foreign national employee  visits WBOB? 
Each foreign national employee needs to:
What documents should the foreign national employee bring to the walk-in service? 

The employee should bring:
  • Valid passport
  • Printed I-94 document from Homeland Security website https://i94.cbp.dhs.gov
  • Employment authorization documentation--all pages (I-20, DS2019, I797)
  • Employment authorization card (if holder has F1T visa).
  • Social Security card or receipt from Social Security Administration
  • Name of the department they will be working in
  • Department contact name and phone number
  • Employment start date
Who should attend the I-9 help sessions?

All new foreign national employees with fall term appointments should come to the Walk-in service, available in room 545 at WBOB, Monday-Friday, 9 a.m.-4 p.m., from August 28 to September 5

Foreign national non-service fellows (company UNS) should not come to the I-9 help session, since they do not need to complete the I-9 form. 

After an employee is hired, what's the deadline for completing the I-9 paperwork?

The online I-9 form must be completed within the first three days of employment. Review the start date of your foreign national employees and remind them about the three-day rule. 

How long will it take to fill out the I-9 paperwork?

Typically, it takes 15 to 20 minutes to complete the I-9 paperwork and online form. 

If you or your employees have additional questions, please contact 4-UOHR at 612-624-8647.

All HR-Get Together: Online Resources

If you missed the "All HR Get-Together - An Update on ESUP for HR Professionals" presentation in Coffman Union on August 7th, it is available to view online.   The presentation and PowerPoint slides are available at:

https://sites.google.com/a/umn.edu/hrms-project-work-stream/home/news-and-updates

Fall Appointments and Class Lists

CLA Payroll staff have been working diligently to enter fall appointments for returning instructors and assistants by the first day of classes to ensure that these employees will be able to access their class rosters. In the case that units need to submit late appointments, we want to make you are aware of an alternative way to access these class rosters.
  • Go to: www.umreports.umn.edu
  • Type "class list" in search reports field
  • Select either "Class List" or "Class List by Subject - PDF Format"
  • Follow the prompts to arrive at the course for which you need a roster
Administrators and support staff in units should be able to access these lists.
Please submit fall appointments and payroll information to your team as soon as offers have been confirmed and avoid waiting until the last minute if at all possible.
Thank you for your cooperation.

I-9 Processing Reminders (for Non-Foreign Nationals)

With fall semester right around the corner it is that time again to send out a reminder regarding Form I-9 processing.  E-Verify enables you to select a future hire date up to 365 calendar days after the current date. In other words, Part II can now be completed in advance of the first three days of their employment. The latest this can be done stays unchanged. It must be done by the third day of employment. It is also important that Part II not be completed until the employee has actually been hired and we have received an accepted offer letter. This is because the I-9 Employment Verification process cannot be used to "pre-screen" candidates. 

Key Roles and Responsibilities:
  • Administrators are responsible to ensure that every new hire has completed their I-9 Form before the third day of the start of their appointment.
  • 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 before the third day of the start of their appointment.
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 when meeting with their service team. 

Numerous appointments have already been scheduled for financial service team staff to attend departmental orientation sessions as a way to further be efficient in this endeavor. Taking advantage of processing the I-9 during scheduled group meetings has been identified as a best practice. Let your service team know if you have other ideas that will be helpful to you.

If you have any questions, please contact your senior accountant or your HR representative.

Reminder for New Employees

Please advise new employees that their home address and phone are automatically published in the online directories unless they take steps to suppress the information. Personal address and phone information can be suppressed for new employees at the time of initial entry into the payroll system, if requested on the HRIF.  For future changes, employees should be directed to employee self-service so they can maintain their own address and suppression levels.

The link to employee self service is: hrss.umn.edu

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