HR Student Actions forDepartment Business Managers

Miranda McCraw and Adrienne JeffriesHR Specialists, College of Arts & Sciences

Business Center

2

Presentation Goals

• Different departments

• Same ConnectCarolina

Standardize Practices

Share Your Ideas• Offer recommendations to peers

• Question and answer

3

Presentation Topics

• Expected job end dates

• Running end date reports

• Vacant positions

• Work study positions

• New student hire requirements

We will cover:

Expected Job End Dateson ePARs

5

Rules for Using End Dates

• Expected job end date

New Appointments: Hire Employee ePARDay after last day worked

• Expected job end date

Extending / Reappointing: Edit Existing Job ePAR

Day after last day worked

6

Rules for Using End Dates

Terminations: Change Employment Status ePAR

• Effective date of action

• Last day worked on Termination action

Day after last day worked

Auto-populates

7

Example: Expected Job End Date

• Hire ePAR: Expected Job End Date?

Your department is hiring Jane into an EPA appointment for one year effective 10/1/2015.

• Edit Existing Job ePAR: New Expected Job End Date?

10/1/2016

10/1/2017

10/1/2016

No, it defaults to day before

• Termination ePAR: Effective Date?

9/30/2016• What date is Jane expected to be paid through?

• Enter last day worked?

8

Expected Job End Dates: SPA versus EPA

• Will auto-term on expected job end date

• Extend ahead of time

• Cannot log hours in TIM for pay if terminated

SPA Student Employees (paid biweekly)

EPA Student Employees (paid monthly)• Will not auto-term on expected job end date

• Extend or terminate as needed

• Forgetting to terminate results in overpayment• Additional work is required to correct

9

Consequences of Using Incorrect Date

• Employee unpaid for last day of workLast Day Worked as Effective Date on Termination ePAR

• Calculate stipend using first & last day of work (not day after)

• Employee underpaid

Incorrect Dates on EPA Salary Stipend Calculator

RESULT: Additional work required to back pay employee

Expected Job End DateReports

11

Importance of End Date Reports

• View end dates for your department

• Keep you alert of upcoming actions to address

Purpose of Report

Missed End Date Consequences• Payroll issues for some employee types

• New payroll forms and I-9 required for terminations

12

Expected End Date Report in Infoporte

13

Expected End Date Report in Infoporte

A = Active

14

Expected End Date Report in Infoporte

15

Taking Action on End Dates

• Examine all upcoming end dates

• Will employee terminate or continue working?

Review Report Results

ConnectCarolina• Originator will submit:

— Edit Existing Job ePAR for reappointments / end date extensions

— Change Employment Status ePAR for terminations

16

Tips for Running Report

• Take action well in advance — Prevent payroll issues

• Be mindful of processing deadlines— Allow time for actions to execute

• Run frequently — Monthly or as needed

Recommendations

Reusing Vacant Positions

18

Reusing Vacant Positions

• Position has already been created

• Hire someone into it right away

What does Reusing Vacant Positions Mean?

Updating Position for Reuse• Keeps the position count low

• Faster to hire a student

19

Using Infoporte to Pull Vacant Positions

20

Reusing Vacant Positions

• Review vacant positions

• Determine if any can be reused

Using Infoporte Position List

Updating Position for Reuse• Complex user function

• Add/Update Position ePAR

• Effective date is on or before date of hire

• Must execute before submitting Hire ePAR

21

Example: Updating Position FTE

22

Example: Updating Position FTE

23

Example: Updating Position FTE

Changing FTE on Position #.

Work Study Positions

25

• Needed for all work study positions

• Four options:

• Do not use TMP for work study

Work Study Salary Grades

Salary Grades

• S1 $7.25 - $8.30

• S2 $8.30 - $10.05

• S3 $10.05 - $11.80

• S4 $11.80 - $13.55

26

Using Infoporte for Work Study Positions

TMP

27

Example: Updating Work Study Salary Grade

28

Example: Updating Work Study Salary Grade

Changing Salary Grade to S01 forPosition #.

29

Position ePAR Tips

• Add/Update ePAR must execute before Hire ePAR submitted

• Effective date is on or before date of hire

• Updating is a complex user function

Keep in mind…

Submitted Approved Executed!

New Student Appointment Paperwork

31

Requirements for New Student Hires

• Background check?

• Direct deposit?

• Tax forms?

• Form I-9?

Which of these are required?

No - Not used for students

Maybe…

Only if not active or on work breakMaybe…

Maybe…

32

Reminder…

Students should not be hired or begin workingprior to completing the I-9!

33

Finding Current Appointments

Where can you find current appointment information?

ConnectCarolina

UNC Employee Information

34

Finding Current Appointments

• Active employmentUNC Employee Information

• Total FTE

35

Finding Current Appointments

Where else can you find current job information?

• ConnectCarolina Hire an Employee ePAR

36

Presentation Accomplishments

End Dates• Running reports

• Timely response

Reusing Positions• Finding vacancies

• Updating using ePAR

New Students• Required paperwork

• UNC Employee Information

37

Find slides, parking lot questions, and other materials on ccinfo.unc.edu

For After the Conference

Questions?