HRMS Message Archives

Update

Payroll Accounting Distributions Updated for FY 2023: On Sunday, Accounting Services completed the payroll accounting distribution roll for fiscal year 2023. All current and future-dated payroll accounting distributions were automatically copied forward into the new 2023 entry and are available for review on Monday, June 20.

Reminder: If distribution changes needed for the 26th pay period of fiscal year 2022 also apply to the first pay period of 2023, the distribution change must be made in both fiscal years.

Data Updates

Contracts Renewed for 9- and 10-Over-12 Employees: Contract renewals for 9- or 10-month appointments paid over 12 months have been entered. Contracts, job data, and notices of appointment have been updated. Four contract renewal reports dated 6/16/2022 are available in the Reporting Center under My Reports > PeopleSoft Pushed Reports > HR CONTRACT RENEW:

• UM CONTRACT RENEWALS (06/16/2022)
• UM CONTRACT RENEWALS (06/16/2022)
• UM CONTRACT RENEWALS (06/16/2022)
• UM CONTRACT RENEWALS (06/16/2022)

MyU Update

Bereavement Leave Reason Now Active in Absence Management: As of the pay period starting June 20, the absence reason of "Bereavement" has been added as an option employees can select, along with the appropriate absence type. As a reminder, the Absence Reason can be monitored using the Absence Events (UM_AB_ABSEVENT - Absence Events for a Dept ID) query in the Reporting Center.

Policy Change

MyU Access Limited to 6 Weeks for Terminated Employees: As of June 16, extended access to MyU will be reduced to six weeks after the last day of employment for faculty and staff who leave the University. Previously, employees who left the University had access for up to two years, which presented a significant security risk to the University.

The change primarily affects access to W-2 tax forms. When someone leaves the University, the Office of Human Resources automatically mails them their W-2 before the next tax season, so extended access to MyU for tax purposes is no longer necessary.

The change relates to termination of employment status. Some users may hold multiple affiliations that allow them to retain access to MyU. Staff leaving due to retirement or other account types that have access to LDAP will not see any changes to the current policy.

If you have questions about this change, please contact Identity and Access Management

Merit Increases

Units Can Begin Entering Merit Increases: The Board of Regents has approved the proposed 3.85% merit increase fund for fiscal year 2023 as outlined in the annual salary planning memo for FY23. Units can begin entering merit increases using these instructions, which include effective dates for entry and how to provide increases to employees who are below their salary range minimum or above their range maximum. (These are the same instructions that were emailed last week in anticipation of Board approval.)

Compliance

Merit Increases Require Wage Change Notices: Now that the Board of Regents has approved merit increases, units will also have to supply employees who receive pay increases with a wage change notice. Minnesota's Wage Theft Act requires employers to provide written notice to employees when their salary or pay rate changes. These instructions provide options for units on how to do this.

Update

Inability to Add Comments to Payroll Update Form: We have been getting reports about staff not being able to add comments to the Payroll Update form today because the comment field is grayed out. After researching the issue, the problem seems to be that cached browser data in users' browsers are affecting how the new PeopeSoft pages display.

The solution: We recommend that you clear your browser cache and cookies. See the OIT web page Reset or Clear Browser Cache and Cookies for instructions for various browsers.

In Google Chrome, for example, open the browser and click the menu button (⋮), then More Tools > Clear Browsing Data. In the new window, select what time range you want to clear. Click "Cookies and Other Site Data" and "Cached Images and Files," then click "Clear Data." Close the browser to restart it.

Schedule Change

One-Day Payroll Close This Week: Due to the Memorial Day holiday on Monday, this week's payroll close is a one-day close. The payroll update deadline is Thursday, May 26. at 1:00 p.m.

Contract Renewals

Contracts for 12-Month Appointments Have Been Updated: Contract renewals for 12-month appointments have been entered. Contracts, job data, and notice of appointments have been updated. The contract renewal report dated 5/20/2022 is available in the Reporting Center via My Reports > PeopleSoft Pushed Reports > HR CONTRACT RENEW > UM CONTRACT RENEWALS (05/20/2022).

Reports

Report Routing Issue Fixed: Beginning Saturday, May 28, the Stability Payment Notification Report will be easier to find. The report will start appearing on the My Reports tab of the Reporting Center, under the PeopleSoft Pushed Reports heading, in a folder called HR Stability Pymt. Before this fix, the PDF files for this report had been misrouting to the HRMS Reports folder and were buried in a long list of HRMS job output files.

Meeting

HRMS Advisory Group Will Meet Tomorrow at 3:00 p.m.: The next HRMS Advisory Group meeting will be held tomorrow (Tuesday, May 17) from 3:00 to 4:00 p.m. via Zoom. See the May 16 Operations update for the Zoom link.

Work-Study Update

Appointment Entry Updates: As a reminder, work-study terminations for fall and spring will take place today (except for the Morris campus). You can enter summer appointments as early as tomorrow, May 17.

Procedure Change

Recommended Process for Renewing Job Postings: As previously announced, as of March 15, the questions "Are you authorized to work in the United States?" and "Is your authorization to work in the United States scheduled to end at any point in the future?" are being automatically added to all new job postings. Please note that if you "refresh" a posting or "clone an older requisition," the system will not automatically add those questions. You will need to manually add them as you have been doing in the past. We recommend that you create a new requisition to ensure those questions are automatically added.

Resources

New HR Analytics Dashboard: Salary Structure: OHR Operations' HR Analytics team has released the 50th in a continuing series of data dashboards—Salary Structure. This new dashboard provides the salary and hourly rate minimum, midpoint, and maximum for any job code or job title. You can filter the information for any date. The Salary Structure dashboard is now available in the MyU Reporting Center. In MyU, go to Key Links > Reporting Center > Human Resources > Workforce Analysis > Compensation > Salary Structure.

Procedure Change

DHS to End COVID Policy of Accepting Expired List B Identity Documents: The Department of Homeland Security (DHS) is ending the temporary COVID‑19 policy that allowed employers to accept expired List B identity documents (student ID, voter registration card, military ID, etc.) during the employment verification process. Beginning May 1, employers can accept only valid, unexpired List B documents from new employees when completing the I-9 form.

The temporary policy was in response to the difficulties many people faced in renewing documents during the COVID‑19 pandemic. Now that document‑issuing offices have reopened or provided alternatives to in‑person renewals, DHS is ending this flexibility.

If an employee presented an expired List B document between May 1, 2020, and April 30, 2022, employers must update their Form I-9 by July 31. Employees can present the renewed List B document, a different List B document, or a document from List A. In Section 2 of the I-9 form, under "Additional Information," the employer should enter the title of the document, the issuing authority, number, and expiration date, then initial and date the change. If you have questions, email or call the OHR Contact Center at ohr@umn.edu, 612-624-8647 or 800-756-2363.

Resources

HR Analytics Dashboards Now Include More Data on Diversity, Student Hiring: OHR Operations' HR Analytics team has enhanced three of its dashboards to include more information on ethnicity and diversity. They have also created a new dashboard to better track the hiring of student workers.

These three previous dashboards now include categories for Ethnicity, BIPOC, and Underrepresented on the Ethnicity page and the Trending page:

• Employee Headcount and FTE Demographics
• Employee Hiring with Demographics
• Employee Departures with Demographics

You can use the data to track progress of MPact 2025 Systemwide Strategic Plan commitments to recruit and retain diverse faculty and staff. (If you are unable to view these dashboards and believe you should have access, please submit an access request form.) For more information, see the recently published Guide to Reporting on Ethnicities.

In addition, a newly created dashboard, Undergraduate Student Workers Hiring, is a tool for tracking progress on the MPact 2025 Systemwide Strategic Plan commitment to increase on-campus employment opportunities for all students.

The four dashboards are now available in the MyU Reporting Center. Navigate to MyU > Key Links > Reporting Center > Human Resources > Workforce Analysis and then to:

• Employee > Employee Headcount and FTE Demographics
• Retention and Attrition > Employee Hiring with Demographics
• Retention and Attrition > Employee Departures with Demographics
• Retention and Attrition > Undergraduate Student Workers Hiring

System Update

PeopleSoft Update Set for Weekend of April 23: On Saturday and Sunday April 23 and 24, University IT is planning to update the PeopleSoft development platform, PeopleTools. MyU and PeopleSoft applications, and some applications that depend on them, will be unavailable while the update is in progress. Please make note of this outage and plan accordingly. The update helps our PeopleSoft systems remain stable and secure and ensures that they remain supported by the vendor. The project team will coordinate the timing to reduce disruption to the University.

After the update, PeopleSoft users will notice some minor changes to the interface. IT will be communicating about the upcoming outage more broadly to the University community via Brief, MyU, and banner messages. During the weekend, you can view the progress on the University's Service Status page. Please contact Technology Help with any questions.

Resources

Talent Acquisition Enhances Client Support: Talent Acquisition has hired several new consultants recently and has formed teams to better support its clients. They will be scheduling meet-and-greets with unit contacts in the coming weeks.

MyU Update

Manager Info Tab in MyU Now Displays Up to 5 Employee Emergency Contacts: MyU recently made a small change to the Manager Info tab: When a manager clicks an employee's name, it will now display up to five emergency contacts, rather than one. The new feature will make it easier for managers to find contact information if something happens at work or if an employee is unreachable. Please let your employees know they can add more names to their emergency contacts in the My Info tab.

Procedure Change

Job Application Process Will Now Include Work Authorization Questions: The following changes have been made when posting a job opening in PeopleSoft. Beginning March 15, you will no longer have to manually select the question, "Are you authorized to work." Instead, the following two questions have been added to the online questionnaire step of the application process and will be automatically included in all new job postings:

• Are you authorized to work in the United States?
• Is your authorization to work in the United States scheduled to end at any point in the future?

These questions have been vetted by the Office of the General Counsel.

For job openings created before March 15, you will need to add the two questions manually, if desired. See this job aid for more information and screenshots.

Procedure Reminder

Reminders for Entering Additional Personal Holidays: Thank you to everyone who worked so hard to add the extra personal holidays from President Gabel into the HRMS system. After reviewing the process, the Data Quality team would like to offer a few reminders about how to input this information to ensure data accuracy. The steps below are also available on the HRMS Instruction website under Job Data Entry.

Reminders

• The Payroll Tab includes data fields that are critical to the correct personal holiday allotment.
• The Eligibility Group selection must be accurate for the personal holiday to be correct.
• For more details on eligibility, see the Office of Human Resources web page Personal & Scheduled Floating Holiday.

Data Entry Steps

1. In Job Data, Payroll Information: If the employee is absence eligible, complete the following fields:
   1. Payroll System: Leave at default, "Payroll for North America."
   2. Absence System: Select "Absence Management." (If the employee is not eligible, leave the Absence System as "Other.")
2. On the Payroll for North America section, complete the following fields:
   1. Pay Group: Select the appropriate Pay Group based on the appointment length (not how they are paid).
   2. Employee Type: Select how the employee is paid: "E - Exception Hourly," "H - Hourly," "S - Salaried."
3. Pay Group: Should match the Pay Group from the Payroll for North America section.
4. Use Pay Group Eligibility: Deselect the checkbox.
5. Eligibility Group: Select the appropriate group to enroll the employee in. For details on eligibility, see the Personal & Scheduled Floating Holiday web page under Personal Holiday—Twin Cities and Rochester Campuses.

Pay Increases

AFSCME Employees Must Have Been in AFSCME Job on 2/11/22 to Get Retro Pay: In this round of bargaining, the parties specifically negotiated this issue and put language on page 1 of the tentative agreement (which AFSCME members voted on and the Board of Regents approved).

Here is the language:

*** Only members of the bargaining unit who were employed by the University and were on the University's payroll in a bargaining unit position as of the date on which the collective bargaining agreement is approved by the Board of Regents [Note: February 11, 2022] shall be eligible for retro pay. No employee who separated or left the bargaining unit prior to the approval of the collective bargaining agreement by the Board of Regents is eligible to receive retro pay.

"Left the bargaining unit" means that an employee may still work at the University—for example in a Civil Service job—but no longer holds an AFSCME-represented job as of February 11, 2022. While you may have handled this issue differently in the past in your college or administrative unit, this language controls for the June 21, 2021–February 11, 2022 retroactive pay period this round.

New Procedure

Union Pay Increases Do Not Require Wage Change Notice: Departments do not need to send notices to Labor-Represented employees informing them about a pay increase from a negotiated union contract. According to the University's Office of the General Counsel, the State of Minnesota does not require the salary change notices in these cases because Labor-Represented employees are informed of the new wage terms when they vote on the contract, and others have access to the new contracts on the public OHR Employee Relations web page, which will be posted before the salary change appears on their paycheck. Please contact your unit's Employee Relations consultant if you have questions about the process.

Update

AFSCME Pay Increases Set for Week of March 7: Central OHR will enter the AFSCME Clerical, Heath Care, and Technical annual pay increases and the Technical step pay increases during the week of March 7. Central OHR will manually enter the Health Care step pay increases by March 16.

Central OHR will contact departments about the market adjustment for eligible employees in job codes 4912, 4965, 5038, and 5039.

The new hourly rates will be paid on the March 23 payday (for the February 28–March 13 pay period).

Retro Pay
Departments are responsible for processing and entering retro pay from June 21, 2021, through February 27, 2022. An employee who separated or left the bargaining unit before February 11, 2022, is not eligible to receive retro pay.

• The retro pay must be entered into Additional Pay by 4:30 p.m. on March 30 for the March 14–27 pay period.
• Temporary queries will be available to help with the retro calculations.
• Retro pay will be paid on the April 6 payday (March 14–27 pay period).

We will send detailed instructions the week of March 7.

Job Data Update

Year-End Payroll Adjustments Are Completed: As part of the normal year-end process, Payroll Services runs an abbreviated year-end, off-cycle payroll to make year-end adjustments and to check adjustments or reversals that affect employees' 2021 year-to-date amounts. This payroll was processed on Monday, February 7. As a result, you may see an additional UM Payroll Verification Reports for your department in the Reporting Center with a pay end date of 12/18/21. These payroll entries will be posted to the general ledger on Wednesday evening with an accounting date of 02/09/22. Note: If no employees had year-end adjustments, you will not see a payroll verification report for your area.

Resources

New Report Shows Who Needs Safety of Minors Background Check: A new query in the MyU Reporting Center can tell you which employees in your department require a Safety of Minors background check due to the nature of their job. You can find a link to the report, named "Emps with Safety of Minors Background Check," in the Reporting Center under Human Resources > HR Operational > HR/Benefits. The query requires HR administrative query access.

Resources

Ad Hoc Reporting Data Has Been Expanded: The data in HR Analytics ad hoc reporting has been expanded to include HR Leads and Reports To Hierarchy information. This public data is now available in the Human Resources—Position, Job, Compensation subject area for those with access to the ad hoc environment. If you do not yet have access, you will need to fill out an Access Request Form for HR Analytics ad hoc reporting and complete two prerequisite courses: "Working With Employee Data" (OHR060) and "UM Analytics: Creating Basic Analyses and Dashboards" (EUS132, EUS133, or EUS134). Register for both in Training Hub. In addition, a working lab (EUS135) is scheduled for Tuesday, February 22, from 1:00 to 4:00 p.m. via Zoom.

To submit an Access Request Form, select Additional Applications & Data Warehouse Tables > Additional Applications > UM Analytics. On the form, be sure to choose Create Access (Author) and select Human Resources—Public.

Earnings Codes

New Student Worker Wages Earnings Codes Now Active: The new student worker wages earnings codes are now in place for this first payroll close in 2022. For all earnings codes used to pay student worker wages, a new, corresponding earnings code has been created. This change will allow the University to correctly report unemployment-eligible earnings to the State of Minnesota, by excluding these student wages. Please keep the following in mind:

• There is no change to time-reporting steps. Nothing changes for student workers entering their time; the existing time-reporting codes will still be used. A behind-the-scenes process will switch the existing codes into the new student worker codes.
• The only change the employee will see is the new earnings code descriptions on their check/advice—it is the same description with "SW" added to the end.
• For HR/payroll administrators, correct student worker code will need to be selected in Additional Pay. Student workers are all employees in the job code series 2XXX.
• When creating and submitting a Payroll Update or Off-Cycle Request for a student worker, be sure you select the new earnings codes.
• The new codes and descriptions will appear on payroll and finance reports.

The master earnings code list is available on this OHR web page.

Update

New Student Worker Wages Earnings Codes Now Active: The new student worker wages earnings codes are now in place for this first payroll close in 2022. For all earnings codes used to pay student worker wages, a new, corresponding earnings code has been created. This change will allow the University to correctly report unemployment-eligible earnings to the State of Minnesota, by excluding these student wages. Please keep the following in mind:

• There is no change to time-reporting steps. Nothing changes for student workers entering their time; the existing time-reporting codes will still be used. A behind-the-scenes process will switch the existing codes into the new student worker codes.
• The only change the employee will see is the new earnings code descriptions on their check/advice—it is the same description with "SW" added to the end.
• For HR/payroll administrators, correct student worker code will need to be selected in Additional Pay. Student workers are all employees in the job code series 2XXX.
• When creating and submitting a Payroll Update or Off-Cycle Request for a student worker, be sure you select the new earnings codes.
• The new codes and descriptions will appear on payroll and finance reports.

Find the updated earnings codes here.

Paid Leave

Most Faculty and Staff to Receive Two Additional Personal Holidays: As President Gabel announced on Friday, the Board of Regents approved two additional personal holidays to acknowledge the dedication and hard work of faculty and staff throughout the pandemic. See the recent email from Vice President Ken Horstman for more details.

Leave

Remaining Pay Reduction Period Hours Expiring at End of 2021: Employees with remaining Pay Reduction Program hours can apply that paid time off through December 29 (all campuses have University holidays on December 30 and 31). Balances will be zeroed out following processing of the pay period ending January 2. The UM Pay Reduction Hours for P and A and Faculty report in the Reporting Center will show you what employees have balances remaining.

COVID-19

Emergency Pandemic Hours Extended in 2022: Eligible University employees will have access to another 80 hours of emergency pandemic paid leave in 2022. Hours not used in 2021 do not carry forward into the new year. The process for requesting the time remains the same. Please monitor your employees' use of this time so that it doesn't exceed 80 hours. The COVID-19 Policies and Procedures page of the HRMS Instruction website explains the process and how to use the Emergency Leave Totals query to monitor use of this leave.

Schedule Change

Off-Cycle Schedule Change Last Week of the Year: The off-cycle schedule will change slightly the week of December 27–29 due to the federal and University holidays that week. Normally, the off-cycle request deadline would be at 5:00 p.m. Wednesday, December 29. Instead, the deadline will move up to noon on that same day. Off-cycle direct deposits will be made on Thursday, December 30, because Friday, December 31, is a federal banking holiday. Off-cycle printed checks will be mailed on Wednesday, December 29.

I-9 Update

Flexibility on Form I-9 Compliance Extended: On December 15, the Department of Homeland Security announced a further extension of the flexibilities on Form I-9 compliance requirements that was initially granted last year. The guidance, which was set to expire on December 31, has been extended through April 30, 2022. The guidance will continue to allow for remote inspection of Form I-9 documents in situations in which employees work exclusively in a remote setting due to COVID-19 precautions. For employees who physically report to work at a company location on a regular or predictable basis, employers are required to use standard I-9 procedures.

Reminder

Unused Pay Reduction Program Hours Expire at the End of the Year: Employees who still have a balance of unused Pay Reduction Program hours have until December 29 to use that optional paid time off. Any balances not used by the end of 2021 will be deleted and unavailable for use after 2021.

Schedule Update

Payroll Holiday Schedule: This year, payroll close falls on the holiday week of December 20, which will mean a shift in payroll close schedules:

Week of December 20 (University holidays December 23 and 24)

• A one-day payroll close will occur on Wednesday, December 22.
• The units' noon deadline for time and absence and 4:30 p.m. deadline for job data, which would normally fall on Wednesday, December 22, will shift to Tuesday, December 21.
• The Payroll Update deadline on Wednesday, December 22, will be 1:00 p.m.

Pay Increases

State Minimum Wage Set to Increase to $10.33: Minnesota's minimum wage will increase from $10.08 to $10.33 an hour for large employers beginning January 1. This represents a 2.48% increase. All University of Minnesota employees, including student workers, must be paid at or above this new minimum of $10.33 no later than January 1. The Office of Human Resources will process required pay increases centrally, using an effective date of December 20, 2021. These changes will appear on the January 12 paychecks. Also note, the salary floor for undergraduate student employees in the S3-01 salary admin plan and grade and for workers in the C6-01 salary admin plan and grade will also be updated to the new minimum effective December 20.

Job Data Update

Annual Salary Grades Have Been Updated: The annual salary grade updates to job codes were completed last week for calendar year 2022. A central program updated the salary grades on positions and job data records. The following rows were inserted:

Position

Effective date: 12/20/2021
Reason Code: UPD

Job Data

Effective date: 12/20/2021
Action/Reason Codes: Position Change/Position Data Change

Resources

New Partnership Supports Diversity Recruiting: OHR's Talent Acquisition team has entered a partnership with diversity recruiting company Circa (formerly known as the Local Job Network). Through this partnership, all open positions are automatically emailed to a large network of community-based organizations and posted to most major diversity job boards and to MinnesotaWorks (a federal requirement). Positions will no longer need to be posted manually to these sites. The list of job boards will be available soon on the OHR website.

In addition, Talent Acquisition will have access to Circa's AI technology, which matches openings to potential candidates who haven't yet applied, without bias. Please contact your recruiter for more information.

Leaves

Unused Pay Reduction Program Hours Expire at the End of the Year: As a reminder: Employees who still have a balance of unused Pay Reduction Program hours have until December 29 to use that optional paid time off. Any balances not used by the end of 2021 will be deleted and unavailable for use after 2021.

Resources

HR Analytics Dashboard for Annual Salary Structure Comparison: OHR Operations' HR Analytics team has released the 48th in a continuing series of data dashboards—Annual Salary Structure Comparison. The dashboard will be released to a targeted audience who have employees reporting to them. The OHR Compensation team will be communicating directly to their target audience, including HR Leads, about the availability of the dashboard in mid-December. The dashboard provides year-to-year comparison of salary structures (salary grade, minimum hourly rate, midpoint hourly rate, maximum hourly rate, normalized hourly base rate, and compa ratio) for employees in market-refined job families by reports-to hierarchy.

Resources

New HR Analytics Dashboard: Unit Comparisons Analysis: OHR Operations' HR Analytics team has released the 47th in a continuing series of data dashboards—Unit Comparisons Analysis. The new dashboard compares unit headcount, full time equivalent (FTE), institutional base salary (IBS), and additional pay by equivalent HR department hierarchy levels for any date from April 2015 (headcount, FTE, IBS) or June 2018 (additional pay) to the current date.

The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Compensation > Unit Comparisons Analysis.

Schedule Update

Payroll Close Schedule During the Holidays: This year, payroll close falls on the week of both the Thanksgiving and Christmas holidays, which will mean a shift in payroll close schedules:

Week of Thanksgiving (University holidays November 25 and 26)

• A one-day payroll close will occur on Wednesday, November 24.
• The units' noon deadline for time and absence and 4:30 p.m. deadline for job data, which would normally fall on Wednesday, November 24, will shift to Tuesday, November 23.
• The Payroll Update deadline on Wednesday, November 24, will be 1:00 p.m.

 

Week of Christmas (University holidays December 23 and 24)

• A one-day payroll close will occur on Wednesday, December 22.
• The units' noon deadline for time and absence and 4:30 p.m. deadline for job data, which would normally fall on Wednesday, December 22, will shift to Tuesday, December 21.
• The Payroll Update deadline on Wednesday, December 22, will be 1:00 p.m.

Onboarding

Missing Social Security Numbers: Please remember to check that your employees' Social Security numbers (SSN) are recorded in both PeopleSoft and I9 Express. The query UM_HR_MISSING_PERSDATA in the Reporting Center will show you which employees are missing an SSN. With limited access to the Social Security Administration during the pandemic, many of our new foreign national employees have seen delays in acquiring an SSN. Please be sure you are following up with them to ask if they have gotten their SSN. This is becoming more urgent as we get closer to issuing W-2 forms in January.

Personal Data Update

Employees Should Update Direct Deposit Info If They Bank With TCF/Huntington: Payroll Services recently contacted employees who have set up their direct deposit through TCF (now Huntington Bank) to ask that they update their account and routing number in MyU. While their direct deposits will not be interrupted if they do not update their information, it is helpful for payroll operations to have the most up-to-date account and routing number. Employees can follow the steps in the Editing a Direct Deposit instructions. If they have questions, they can email the OHR Contact Center at ohr@umn.edu or call 612-624-8647 or 800-756-2363.

Resources

HR Analytics Adds Dashboard for Additional Pay and Updates Job Code Dashboard: OHR Operations' HR Analytics team has released the 46th in a continuing series of data dashboards—Departmental Non-Institutional Base Salary (Addl Pay) Trending. The dashboard—a separate tab on the existing Departmental Non-Institutional Base Salary (Addl Pay) dashboard—reports annual trends in additional pay by HR department hierarchy for any time from June 2018 to the current date. It is available in MyU by navigating to Key Links > Reporting Center > Human Resources > Workforce Analysis > Compensation > Departmental Non Institutional Base Salary (Addl Pay).

In addition, the Job Code Groupings dashboard has been improved with new categories. The dashboard provides mappings for each job code to various employee groups, with current job code descriptions and related attributes. The latest enhancement adds Job Family Level Code, Job Family Level Description, and Job Specialty columns for job codes in market-refined job families. For non-refined job families, the values for these columns are NA, Level Not Assigned, and - (dash), respectively. These columns will be populated with new values as the market refinement project continues. The improved dashboard is available in MyU by navigating to Key Links > Reporting Center > Human Resource Management > Human Resources > Workforce Analysis > Position > Job Code Groupings.

Job Data Update

Future-Dated Benefits Row Added to Some Employee Records: Last week a 12/20/2021 Data Change/Benefits Use Only row was inserted into some employee records for Open Enrollment processing. Please do not delete this row, even if an employee is terminating before December 20. The row should remain for COBRA and rehire reasons.

Policy Update

University Vaccination and Testing Policy: The University encourages all employees to seek full vaccination to limit the spread of COVID-19. In addition, the University requires all employees to agree to follow the University's COVID-19 protocols, including masking and testing protocols, and isolation or quarantine, if needed. As a condition of University employment, within the first three weeks of employment an employee must complete an attestation process to signal their agreement to follow these protocols. The attestation does not mandate vaccination, does not require employees to disclose their vaccination status, and does not require COVID test results to be shared with the University. In the coming weeks the University will move from attestation to requiring all faculty and staff systemwide to submit proof of vaccination.

Security

Audit of HRMS Security Roles Begins This Week: In our continuing effort to keep University data in HRMS safe and secure, OHR Operations is conducting an audit of our HRMS security roles across the University. Examples of the roles include hiring manager, position entry, appointment entry, unit time administrator, and so on.

This week, OHR Operations' Workforce Data Management team will be sending a spreadsheet of all the HRMS security roles to University departments for their review and updates. If there are changes, departments will be instructed to submit a Change of Employment Status (COES) form. For questions about the security audit, contact wfdmdq@umn.edu.

Wage Change

State Minimum Wage Increasing to $10.33: Minnesota's state minimum wage will increase to $10.33 an hour for large employers beginning January 1, from the current rate of $10.08 an hour. All employees, including student workers, must be paid at or above that rate. We will provide more information next month about the process the Office of Human Resources will follow to implement these mandated increases, but we want to make you aware now so you can assess the potential impact to your unit.

Job Data Updates

Teamsters 6/21/2021 Pay Increase Has Been Added: Pay increases for the Teamsters bargaining unit were centrally added to job data on October 6. The program inserted a Pay Rate Change/Annual Increase row and an updated hourly rate on that row and any rows after 6/21/2021. You can view two reports in the Reporting Center via My Reports > HRMS Reports:

UMHRAE002 - TEAMSTERS INCREASE.PDF (10/06/2021)
UMHRAE002 - TEAMSTERS INCREASE ERROR.PDF (10/06/2021)

Cook (job code 6074) step realignment: Steps and hourly rates for eligible employees will be manually updated by OHR.

New hires, rehires, recalls, or transfers: The hourly rates for new hires, rehires, recalls, or transfers, effective 6/21/2021 and after, will be manually updated by OHR.
 

Full instructions, including retro pay processing, will be coming soon.

Procedure Change

For Employees Working Outside U.S., Do Not Enter 'Expected Job End Date': An important change has been made to the guidance announced last month about job data updates for employees working outside the United States. Previously, the training resource instructed users to enter an Expected Job End Date when assigning employees in a non-U.S. location; however, doing so can affect payroll encumbrance for the employee. As a result, this step has been removed in the Work Location Change: Employees Working Internationally training resource. As a reminder, you should update work location for any employee working outside the U.S. for more than 30 days.

Deadline

Faculty and Instructional Staff Credentials Updates Due Tomorrow: The University recently identified a number of faculty and instructional staff whose PeopleSoft records do not accurately capture their educational credentials and terminal degrees. Recently, HR Leads were sent a spreadsheet with information on faculty and instructional staff whose records need to be modified. Units should update those records by Wednesday, October 6. Please remember that degree information should always be entered for all academic appointments. For information about entering terminal degree data, see this HRMS Instruction web page. For questions, please email Workforce Data Management at wfdmdq@umn.edu.

Procedures

A Reminder on Foreign National I-9 and Tax Process: If you are working with foreign national employee I-9s, please remember that two emails must be sent to OHR for a new foreign national employee so that we can pay the employee on time.

1. When a new I-9 and documents have been uploaded, send an email to I9OHR@umn.edu with the following information:
   • Employee name
   • Employee ID

   Also send an email when there is a reverification or rehire (section 3).

2. Send an email, as soon as possible but no later than the employee's first day of employment, to FNPayroll@umn.edu with the following information:
   • Subject Line: New Foreign National Employee (FNE) Setup
   • Employee name
   • Employee ID number
   • Employee email
   • Unit HR contact

For more information, see the Completing I-9s and Tax Set-up for New Foreign National Employees page of the HRMS Instruction website. As always, if you have questions about the I-9 process, please direct them to the OHR Contact Center at ohr@umn.edu.

Deadline

Faculty and Instructional Staff Credentials Updates Due by October 6: The University recently identified a number of faculty and instructional staff whose PeopleSoft records do not accurately capture their educational credentials and terminal degrees. Last week, HR Leads were sent a spreadsheet with information on faculty and instructional staff whose records need to be modified. Units should update those records by Wednesday, October 6. Please remember that degree information should always be entered for all academic appointments. For information about entering terminal degree data, see this HRMS Instruction web page. For questions, please email Workforce Data Management at wfdmdq@umn.edu

Resources

Guide Explains How to Add External Members to Search Committees: Talent Acquisition has created a guide on how to add external search committee members to your hiring team. The Search Committee How-to Guide is also linked on the OHR website in the Post and Recruit table, in the row titled "Identify and engage others."

Resources

2 New Data Dashboards Analyze Departmental Pay: OHR Operations' HR Analytics team has released the 44th and 45th in a continuing series of data dashboards, both of which can help departments analyze employee pay.

The new dashboard Departmental Pay Increases reports pay increase information, compared to the annual salary increase pool for non–labor-represented faculty and staff, for each level of the HR department hierarchy for any period from April 2015 to the current date. The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Compensation > Departmental Pay Increases. (The data has enhanced security features that allow access only to HR professionals. If you can't view it and believe you should have access, email ohr@umn.edu to request permission and explain why it is required in your role.)

The other new dashboard, Departmental Institutional Base Salary Trending, is a separate tab on the existing Departmental Institutional Base Salary dashboard. It reports on institutional base salary and detailed pay component information trending by year or month. You can view the data by HR department hierarchy for any period from April 2015 to the current date. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Compensation > Departmental Institutional Base Salary.

New Procedure

New Job Data Options Created for Employees Working Outside U.S.: To more accurately identify and support employees working outside the United States and to comply with international employment and tax laws, a new location code (NONUS) has been created in PeopleSoft. In addition, the address types "Campus Office Location 1" and "Campus Office Location 2" have been changed to "Office Location 1" and "Office Location 2" to recognize that an employee's office may not necessarily be on campus.

Updates to an employee's location code and office location address should be made when the duration of their time outside the U.S. is expected to last over 30 days. You can find more details in the Work Location Change: Employees Working Internationally training resource.

As a reminder, employees traveling outside the U.S. on University business for any duration must register their trip on the University's International Travel Registry.

Resources

OHR Contact Center Now Has Interpreter Service: The OHR Contact Center has partnered with Language Link to provide over-the-phone interpretation service. A Contact Center team member can connect the employee to an interpreter via a conference call and help with any questions about their benefits or payroll. Language Link can accommodate 240 languages.

Reminder

For I-9 Questions About Foreign Nationals, Contact OHR: Our colleagues in International Student and Scholar Services (ISSS) have reported an increase in questions about I-9 compliance for foreign national employees. If you have an I-9 question for a foreign national employee, please email or call the OHR Contact Center rather than ISSS.

I-9 Update

DHS Extends I-9 Flexibility for Employees Working Exclusively in a Remote Setting: On August 31, the Department of Homeland Security announced a further extension of the flexibilities on Form I-9 compliance that was initially granted last year. The guidance, which was set to expire August 31, has been extended through December 31. It continues to allow for remote inspection of Form I-9 documents for employees who work exclusively in a remote setting due to COVID-19–related precautions. For employees who physically report to work on any regular, consistent, or predictable basis, employers are required to use standard I-9 procedures. You can read the full announcement here: https://www.ice.gov/news/releases/ice-announces-extension-new-employee-guidance-i-9-compliance-flexibility-1 .

Job Data Update

9-Month Twin Cities and Rochester Contract Renewals Have Been Updated: Contract renewals for 9-month appointments have been entered for U of M Twin Cities and Rochester campuses. Contracts, job data, and notices of appointment have been updated. One contract renewal report dated 8/26/2021 is now available in the Reporting Center under Reports Run for Me > HR Contract Renew > UM CONTRACT RENEWALS (08/26/2021).

Resources

Reminder: Report Available on Employed Students With Unused Work-Study Awards: As you hire new students for the fall semester, check with your students about any available work-study awards. If they are uncertain of their status or if your department is hiring many students, use the "Employed Students With Unused Work Study Awards" report in the Reporting Center of MyU. The report shows all actively employed students who have available work-study awards, both placed and unplaced. If the Placement Status column is blank, that award is available for placement. If the award is already placed, a work-study split may be possible if the student agrees and it can be performed by your campus's student employment program support staff.

Resources

New Report for Applicants with a Conflict of Interest: A new report, UM_RS_COI_ACTIVE, is available in the Query Viewer that allows unit recruiters to view all applicants with an unresolved Conflict of Interest on their job openings. Unit recruiters should review and resolve any conflicts of interest for any applicant brought in for interview. That can be done by navigating to the Questionnaire section of that candidate's application, adding notes under the Review Details section, and then marking Review Completed when finished. Use the policies Institutional Conflict of Interest and Managing Nepotism and Personal Relationships to help make any determinations or adjust the search or hiring team if needed. Contact your Talent Acquisition consultant with any questions.

Resources

2 New Dashboards Analyze Trends in Employee Departures and Headcount by Job Category: OHR Operations' HR Analytics team has released the 42nd and 43rd in a continuing series of data dashboards: 1) Employee Departures Trending and 2) Employee Headcount and FTE by Job Category Trending.

The new Employee Departures dashboard reports the annual and monthly trends of employee departures by HR department hierarchy from April 2015 to the current date. It is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Retention and Attrition > Employee Departures Trending.

The Employee Headcount and FTE by Job Category Trending is a new tab on the existing Employee Headcount and FTE by Job Category dashboard. It reports on employee headcount trends by job category, by year or month. You can analyze by HR department hierarchy for the current time or any time since April 2015. Find it in MyU by following Key Links > Reporting Center > Human Resources > Workforce Analysis > Employee > Employee Headcount and FTE by Job Category.

Job Data Update

Preparing for 9-Month Twin Cities and Rochester Contract Renewals: The 9-month contract renewals for the U of M Twin Cities and Rochester will be run this week. Please enter the Return from Short Work Break rows by Wednesday, August 25.

Holiday Schedule

Payroll Schedule for Labor Day Holiday: There will be a one-day payroll close on Thursday, September 2, due to the Labor Day holiday. The payroll update deadline that day will be 1:00 p.m.

Procedure Update

Clarification on New Foreign National Student-Employee Process: There has been some confusion surrounding the steps new foreign national student employees need to take when arriving in the U.S. We'd like to provide some clarification thanks to input from our colleagues in International Student and Scholar Services (ISSS). Apparently our presentation gave the impression that a student's SEVIS number can be activated before the student arrives in the U.S. That is incorrect. ISSS is not allowed to activate a student's SEVIS record until they have done their check-in and registered for classes.

Listed below are the steps a foreign national student arriving in the U.S. must follow. The SEVIS number cannot be activated until the first four steps have been completed. Note that the order of steps in this process has not changed from previous years.

Foreign national students arriving in the U.S. must follow these steps:

1. Arrive on campus
2. Complete their welcome and check-in with ISSS and get approval confirmation (this is not done until a student physically arrives in the U.S.)
3. Update their address in MyU
4. Register for full-time classes
5. Apply for a Social Security number (can do this before or after they complete the I-9)
6. Complete their I-9

Reminder

Training Required for Access to Recruiting Solutions: As a reminder, to get access to Recruiting Solutions, HR staff must first complete the necessary training.

Resources

Improvements Made to HR Analytics Dashboard Employee Compa Ratio: The Employee Compa Ratio HR analytics dashboard has been updated to include Salary Grade, along with the associated minimum, midpoint, and maximum hourly rates. The enhanced dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Compensation > Employee Compa Ratio.

Meeting

HRMS Advisory Group Will Meet August 24 at 3:00 p.m.: The next HRMS Advisory Group meeting will be held Tuesday, August 24, from 3:00 to 4:00 p.m. Members of the HRMS Advisory Group can join the meeting via the Zoom link in the August 16 Operations update.

Job Data Update

Preparing for 9-Month Twin Cities and Rochester Contract Renewals: The 9-month contract renewals for the U of M Twin Cities and Rochester will be run the week of August 23. Please enter the Return from Short Work Break rows by Wednesday, August 25.

Job Data Update

9-Month UMM/UMC/Law School Contract Renewals Have Been Updated: Contract renewals for 9-month appointments at U of M Morris, U of M Crookston, and the Law School have been entered. Contracts, job data, and notices of appointment have been updated. A contract renewal report dated 8/12/2021 is now available in the Reporting Center under Reports Run for Me > HR Contract Renew > UM CONTRACT RENEWALS (08/12/2021).

Vacation Leave Change

Faculty and P&A Vacation Maximum Increasing to 216 Hours This Week: Following a recent policy change, the maximum number of hours a Faculty or P&A employee can accrue will increase to 216 hours this week. Employees whose balances will surpass the previous maximum of 176 hours will see the effects of this when vacation balances accrue on Friday, August 20, as part of the payroll close process.

Resources

New and Enhanced HR Analytics Dashboards: OHR Operations' HR Analytics team has released the 41st in a continuing series of data dashboards—Employee Hiring Trend. The new dashboard reports annual and monthly trends in employee hiring by HR department hierarchy from April 2015 to the current date. The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Retention and Attrition > Employee Hiring Trending.

In addition, in the Employee Headcount and FTE Snapshot dashboard, the Employee Detail Report has been updated to refer to an employee's Preferred (Display) Name rather than Legal Name, beginning with the April 2020 snapshot. Using specified names conveys a basic level of respect for each employee and their identities and is specified in the University's Equity and Access: Gender Identity, Gender Expression, Names and Pronouns policy.

Job Data Update

10-Month Contract Renewals Have Been Updated: Contract renewals for 10-month appointments have been entered. Contracts, job data, and notices of appointment have been updated. One contract renewal report dated 8/9/2021 is now available in the Reporting Center under Reports Run for Me > HR Contract Renew: UM CONTRACT RENEWALS (08/09/2021).

Job Data Update

Preparing for 9-Month Contract Renewals: U of M Morris and Law School: The 9-month contract renewals will be run this week. Please enter the Return from Short Work Break rows by today, August 11.

U of M Twin Cities and Rochester: The 9-month contract renewals will be run the week of August 23. Please enter the Return from Short Work Break rows by Wednesday, August 25.

Resources

Presentation and Recording From I-9 Best Practices Lab Session Now Online: The I-9 lab session on Monday, August 9, was very well attended. Thanks to all who participated. If you missed the meeting, or would like to review it, the presentation slides and a recording of the session are now online.

As a reminder, Payroll Services also conducts an I-9 open lab and Q&A every Monday from 1:00 to 2:00 p.m., hosted by Alba Vogelgesang. See the August 11 Operations update for the Zoom link.

Update

Hiring Pause Language to Be Discontinued in Job Postings: HRMS is discontinuing the field in PeopleSoft that inserted language in job postings about the University's hiring pause. The following text is no longer needed in job postings:

The UMN has suspended hiring for most positions. However, we will continue hiring for positions critical to the University's mission and operations at this time. Applications are being accepted for this position and you are encouraged to apply. In-person interviews are suspended indefinitely and will be replaced by interviews in a virtual format. Thank you for your continued interest in working at the University of Minnesota.

Job Data Update

Preparing for 9-Month Contract Renewals: U of M Morris and Law School: The 9-month contract renewals will be run the week of August 9. Please enter the Return from Short Work Break rows by Wednesday, August 11.

U of M Twin Cities and Rochester: The 9-month contract renewals will be run the week of August 23. Please enter the Return from Short Work Break rows by Wednesday, August 25.

Job Data Update

Preparing for 10-Month Contract Renewals: The 10-month contract renewals will be run the week of August 9. Please enter the Return from Short Work Break rows into job data by Friday, August 6.

Resources

New HR Analytics Dashboard: Employee Departures with Demographics Trending: OHR Operations' HR Analytics team has released the 40th in a continuing series of data dashboards—Employee Departures with Demographics Trending. This new dashboard is a separate tab on the existing Employee Departures with Demographics dashboard. It calculates and reports employee departure annual and monthly trends for diverse populations by HR department hierarchy from April 2015 to the current date. Diversity attributes include ethnicity (institutional calculation), age, legal sex, disability status, and protected veteran status. The dashboard is protected by HR Private security. If you are unable to view the dashboard and believe you should have access, please submit an access request form for approval.

The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Retention and Attrition > Employee Departures with Demographics.

Job Data Update

Preparing for 10-Month Contract Renewals: The 10-month contract renewals will be run the week of August 9. Please enter the Return from Short Work Break rows into job data by Friday, August 6.

Recruiting Solutions Update

New Recruiting Solutions Features: Additional Attachments and Job Posting View Options: Two new features have been added to improve the applicant experience in Recruiting Solutions:

1. Applicants now have two view options for job postings on the U of M Career site—a list and a table view for ease of use. They can toggle between the two by selecting the buttons at the top of the page, just under the search bar.
2. A new Attachments section is also now available on the job application, allowing more upload options beyond a cover letter or résumé. After the Referrals section on the job application, applicants will now see an Attachments page that allows them to upload an additional document to their application, including references, statement on diversity, transcripts, work portfolio, or writing sample. The attachment will be on the application itself, so applicants will no longer have to navigate out of the application to their Recruiting Solutions account to upload additional documents.

PeopleSoft Update

Sunday's PeopleSoft HRMS Update May Require Cache Clearing: Because of the PeopleSoft HRMS update over the weekend, some HRMS users may have to clear their caches if processes don't seem to be working properly. Here are instructions from OIT on clearing caches in various browsers.

New Procedure

New Process for Out-of-State Employees Begins: As of this week, OHR has begun a new exception request process for employees who are currently, or who will be in the future, working in a state outside of Minnesota. The change involves two key processes when arranging for an employee to work in another state:

1. Exception Request Process, administered by Employee Relations
2. Payroll Tax Location Reporting Process, administered by Payroll Services

See this instruction sheet for details. (You may want to download and save the document, as this link will expire in a few weeks.)

Update

Group Correspondence Actions in Recruiting Solutions: Users reported a concern about the group action "Reject Applicants" in Recruiting Solutions, specifically that all rejected applicants were copied on the rejection email, given that all names were displayed. After investigation, we confirmed that while all names are displayed, system emails are sent individually. The job aid Rejecting and Corresponding with Applicants has been updated to reflect this.

New Procedure

New and Updated Fields in HireRight: As of Monday, July 12, two field names now appear on the background check entry page in HireRight on the page with Campus and Collegiate/Admin Unit. The field formerly titled Fund/DeptID will now be separated into two fields, Fund/Chartstring and DeptID for Position/Individual. DeptID for Position/Individual will also be required to complete the background check request, as this field will help us match these individuals in PeopleSoft for reporting and for monitoring compliance with University policy.

Resources

New HR Analytics Dashboard: Hiring Trending with Demographics: OHR Operations' HR Analytics team has released the 39th in a continuing series of data dashboards—Hiring Trending with Demographics. The new dashboard reports employee hiring annual and monthly trends for diverse populations by HR department hierarchy from April 2015 to the present. Diversity attributes include ethnicity (institutional calculation), age, legal sex, disability status, and protected veteran status. The dashboard is a separate tab on the existing Employee Hiring with Demographics dashboard. It is protected by HR Private security. If you can't view the dashboard and believe you should have access, please submit an access request form for approval.

The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Retention and Attrition > Employee Hiring with Demographics.

Update

Payroll Accounting Distributions for FY 2022 Completed: On Sunday, Accounting Services completed the payroll accounting distribution roll for fiscal year 2022. All current and future-dated payroll accounting distributions were automatically copied forward into the new 2022 entry and are available for review today, Monday, June 21. Reminder: If any distribution changes are needed for the 27th pay period of fiscal year 2021 that should also apply to the first pay period of 2022, distribution changes must be made in both fiscal years.

Meeting

HRMS Advisory Group Meets June 29: The next HRMS Advisory Group meeting will be held Tuesday, June 29, from 3:00 to 4:00 p.m. Members of the HRMS Advisory Group can join the meeting via Zoom. See the June 21 weekly Operations update for the link.

Data Update

Contact Renewals Have Been Updated: Contract renewals for 9- or 10-month appointments paid over 12 months have been entered. Contracts, job data, and notices of appointment have been updated. Four contract renewal reports dated 6/14/2021 are now available in the Reporting Center under Reports Run for Me > HR Contract Renew. Please note: The 10_12 reports have an incorrect 6/12/2022 payment date. All contracts were corrected to a 6/19/2022 payment date.

Data Update

Salary Ranges and Academic Floors Have Been Entered for FY22: Fiscal year 2022 salary ranges and floors for non-refined job families, along with academic floors, are now live in the HRMS system. They have been updated by 1.5%, except for the floor for postdoctoral associates, which is remaining unchanged for FY22. These changes took effect June 21, pending Board of Regents approval, which we expect to receive on June 29.

New Procedure

Original Signatures Now Required for International Student Employment Verifications: The Social Security Administration (SSA) now requires "wet ink" signatures on F-1 and J-1 student employment verification letters. The information below, from International Student and Scholar Services (ISSS), also includes SSA requirements for J-1 scholars and employment-based visa holders.

F-1 and J-1 Students

• F-1 students: The SSA now requires students with an on-campus job who need to apply for a Social Security number (SSN) to get original (non-electronic) signatures on their "Verification of F-1 Student's On-Campus Job" form. Original, "wet ink" signatures must be obtained first from the employing department and then from ISSS. This form is only required for students applying for Social Security numbers for an on-campus job; students applying for an SSN for an off-campus job (CPT or OPT) can find information about required documentation on the ISSS website.
• J-1 students: SSA will require a "J-1 Social Security Authorization Letter" with an original signature from ISSS. Students can request the letter by emailing isssjast@umn.edu.

J-1 Scholars and Employment-based Visa Holders

• J-1 scholars: SSA requires the DS-2019 with an original signature from an RO or ARO.
• Employment-based visa holders: The employee must present an original offer letter on department letterhead with the department hiring authority's original signature.

To get the ISSS signature, international students and employees can bring their signed form to the Humphrey School of Public Affairs between 1:00 and 3:00 p.m. on Wednesday afternoons. An ISSS staff member will be available in the Atrium (the large lobby area) to sign the form. They will need to bring their U Card to enter Humphrey.

Note: International visitors should make a copy of the ISSS letter to send when they submit their application and save the original to bring with them to their in-person interview at the SSA.

I-9 Reminder

Open Labs Available for I-9 Assistance: As a reminder, every Monday from 1:00 to 2:00 p.m. Payroll Services hosts an open lab via Zoom for all your I-9–related questions. Email the Contact Center for the link to a Zoom meeting.

Work-Study Update

Work-Study Reimbursement Returning to Previous Rates: With Minnesota's state of emergency ending on June 30, University of Minnesota campuses will be ending the 100% reimbursement for work-study awards and moving back to the 75%–25% split beginning July 1. This change will occur during the summer work-study blackout dates from June 21 to July 4, when no work-study can be used or processed. The July 5–18 pay period will be the first to reflect this change.

Data Updates

Job Data Records Have Been Updated for the Return to 26 Pay Dates: Last week, central OHR updated job data records in preparation for returning to 26 pay dates in fiscal year 2022. These two rows were added:

• A 6/21/2021 - Data Change/FY Comp Freq - CNTRL USE ONLY row was inserted to update the comp frequency from B27 to B for salaried employees paid over 12 months. Units should not change or delete these rows.
• A 6/21/2021 - Data Change/Special Circumstances row was inserted for hourly and exception hourly employees to ensure correct reporting through the Data Warehouse. Units should not change these rows but may delete when necessary.

Resources

New Time Data Exception Reports: Two new time-reporting exception reports are available in the MyU Reporting Center. We suggest that units check these reports daily in the Reports Run for Me > PY TIME REPORTS folder. Thank you to the HRMS Advisory Group for arriving at these new alert messages to boost payroll processing efficiency.

Time—Reported Time Exceptions
This report alerts units to several potential timecard errors or missing information. Reports are refreshed overnight every day (except Wednesday and Thursday nights of payroll on-week). Alert messages:

• REG Is Missing. (Occurs when OnCall, Augment, or Shift exist for the day. If the appointment doesn't have a schedule, there will be no alert for OnCall.)
• Override Rate Missing. (All OnCall, Augment, and Shift earnings without an override rate)
• Over 12 Hours Reported (in a day)
• Over 40 hours a week multiple appointments worked
• Rate Over $100
• Missing Punches
• Unapproved Hours from Previous Pay Prds

Time—Variations from Standard Hours, Multi-Appt OT
This report reviews absence hours and time/labor hours and alerts units to deviations from standard hours or in overtime for multiple appointments. It is refreshed only on Monday, Tuesday, and Wednesday nights of payroll on-week.

The new reports are available to anyone with the Time Entry security access role and are divided into separate reports by collegiate or administrative unit.

These new reports will replace the following two current reports, which will be removed from the Reporting Center on June 14:

• Missing Punches by Dept
• Rate over 100.00

If you have questions about the new reports or alert messages, please email the OHR Contact Center at ohr@umn.edu or call 4-UOHR (612-624-8647 or 800-756-2363).

Meeting

HRMS Advisory Group Meets Today at 3:00 p.m.: The next HRMS Advisory Group meeting will be held today (Tuesday, June 1) from 3:00 to 4:00 p.m. Members of the HRMS Advisory Group can join the meeting via the Zoom link in the weekly Operations update.

Procedure Reminder

Process for Reporting Out-of-State Employees: The Office of Human Resources is working on processes to ensure compliance for employees working in states outside of Minnesota. The current process calls for units to send the Out-of-State Employees—Departmental Reporting Form to Payroll Services, and with increased awareness in units we've seen a significant increase in the number of forms being sent to us. Unfortunately, we can't process many of the forms because of missing information or errors, so we would like to clarify how the form should be used. Though some changes in the process may be coming in the next few months, for now please make sure the forms you send to Payroll Services follow these requirements:

• The form should be submitted to payforms@umn.edu only by a unit HR representative, who must sign the form or email it directly with an electronic signature. We cannot accept forms directly from employees or supervisors.
• Section B of the form must include the address where the employee is doing the work.
• Section B must also include the dates the employee will be working out of Minnesota. If the employee will not return to Minnesota, please note that on the form.

Schedule Change

One-Day Payroll Close Thursday: Due to the Memorial Day holiday on Monday, May 31, Payroll Services will have a one-day close this Thursday, May 27. The Payroll Update deadline will be Thursday at 1:00 p.m., which will allow Payroll Services to get printed checks in the mail early so their delivery is not delayed by the holiday.

Update

Job Data Updates for Returning to 26 Pay Dates Will Now Be June 4: In our May 3 Operations update, we shared a timeline of upcoming job data changes in preparation for resuming a 26-payday schedule in fiscal year 2022. We have one change to that timeline: Job data updates will now take place on Friday, June 4, rather than on June 14.

Update

12-Month Contract Renewals Have Been Entered: Central OHR has entered and updated contracts, notices of appointment, and job data for 12-month appointments. The contract renewal report is available in the Reporting Center under Reports Run for Me > HR Contract Renew > UM Contract Renewals (05/15/2021).

Resources

New HR Analytics Dashboard: Employee Headcount and FTE Demographics Trending: OHR Operations' HR Analytics team has released the 38th in a continuing series of data dashboards—Employee Headcount and FTE Demographics Trending. The new dashboard (a separate tab on the existing Employee Headcount and FTE Demographics dashboard) reports on employee headcount and FTE trending by year or month by HR department hierarchy for any time from April 2015 to the present. It includes five demographic attributes in the trend reporting: legal sex, ethnicity (institutional calculation), age, disability, and protected veteran.

The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Employee > Employee Headcount and FTE Demographics. The dashboard is protected by "HR Private" security. If you can't view it and believe you should have access, please submit an access request form for approval.

Update

Fall and Spring Work-Study Appointments End Today: As a reminder, work-study terminations for fall and spring will take place today (except for the Morris campus). You can enter summer appointments as early as tomorrow, May 18.

Resources

Three HR Analytics Dashboards Now Include Age Information: OHR Operations' HR Analytics team has enhanced three HR Analytics dashboards with age information. The dashboards now report employees' ages and assign them to age bands based on the current date, workforce action date, and, on the Employee Headcount and FTE Demographics dashboard, the date specified in the prompts. The enhanced dashboards are now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis and then to:

Retention and Attrition > Employee Hiring with Demographics
Retention and Attrition > Employee Departures with Demographics
Employee > Employee Headcount and FTE Demographics

'Annual Rate' Information Added to Pay Increase Dashboards
Units that are analyzing employee pay increases can now view HR Analytics data by "Annual Rate," thanks to recent enhancements to two dashboards: Employee Pay Increases and Employee Pay Increases with Demographics. The enhanced dashboards are now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Compensation > Employee Pay Increases.

Schedule Change

One-Day Payroll Close Thursday, May 27: Payroll Services will have a one-day close on Thursday, May 27. On that day, the Payroll Update deadline will be 1:00 p.m. That allows Payroll Services to get printed checks in the mail early so their delivery is not delayed by the Monday, May 31, Memorial Day holiday.

Pay Schedule

OHR Prepares for Return to 26–Pay Date Schedule: Beginning July 1, the University will once again be on a typical 26–pay date schedule for fiscal year 2022. University employees will be paid 26 times in FY22, instead of the 27 pay dates we saw in fiscal year 2021. For salaried Faculty and P&A staff, their annual salary will again be divided by 26 instead of 27. As a result, beginning with their first paycheck of the fiscal year on July 14, they will see a slight adjustment in their biweekly amount of gross pay compared to FY21. Employees paid hourly will not see any difference; they will continue to be paid their biweekly rate for hours worked, as usual.

To prepare for the transition, central OHR will be making job data changes in the coming weeks. Please be aware of these dates:

• Contract renewals for fiscal year 2022 will be entered May 15 for 12-month appointments. Renewals for 9- and 10-month appointments paid over 12 months will be entered in mid-June.
• Job data updates for FY22 will be entered June 14.
• All changes will have an effective date of June 21.
• The first payday of the new fiscal year is July 14.
• Deadlines for time/absence validation and job data and additional pay entries are July 7.

Meeting

HRMS Advisory Group Meets Tuesday, May 4: The next HRMS Advisory Group meeting will be held Tuesday, May 4, from 3:00 to 4:00 p.m. Members of the HRMS Advisory Group can join the meeting via Zoom. See the OHR Operations weekly update for the Zoom link.

Schedule Change

One-Day Payroll Close Thursday, May 27: Payroll Services will have a one-day close on Thursday, May 27. On that day, the Payroll Update deadline will be 1:00 p.m. That allows Payroll Services to get printed checks in the mail early so their delivery is not delayed by the Monday, May 31, Memorial Day holiday.

Reports

Three UM Reports Being Replaced by PeopleSoft Queries: These UM Reports will be replaced with a PeopleSoft Query on Wednesday, April 21:

Entry Activity
Employees With Change of Status in Pay Period
Employee Review Tracking

You can access the replacement query by the same link in the Reporting Center that you have always used, and the data will match what was in the UM Report. If you have marked the report as a "Favorite," it will remain as a Favorite. Download the query data to Excel for easy searching, sorting, filtering, and analysis.

Update

Job Data Corrections: The Workforce Data Management/Data Quality team will begin entering Data Change/Correction—Central Use Only action/reason codes with an effective sequence when processing certain job data corrections. For more information, see the Effective Sequence in Job Data Corrections page of the HRMS Training website.

Resources

New HR Analytics Dashboard: Employee Pay Increases with Demographics: OHR Operations' HR Analytics team has released the 37th in a continuing series of data dashboards—Employee Pay Increases with Demographics. The dashboard is a separate tab on the existing Employee Pay Increases dashboard. It reports on employee pay increases for specific workforce actions, layering five demographic attributes into the reporting: legal sex, ethnicity (institutional calculation), age, disability, and protected veteran. You can see results by HR department hierarchy for any time from April 2015 to the present. The new demographics dashboard is protected by HR Private Analytics security. If you can't see it and believe you should have access, please submit an access request form (ARF) for approval.

The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Compensation > Employee Pay Increases.

Resources

3 Dashboards Revised as a Result of Job Family Refinements: After asking for feedback several weeks ago on proposed changes to HR Analytics, we heard from users that much of the information in the Job Family Reporting Group field had become outdated because of OHR's job family market refinement project. Users suggested replacing it with a Job Family field where appropriate. As a result of that feedback, we are announcing enhancements to three HR Analytics dashboards:

1. The Employee Normalized Hourly Base Rate dashboard has been enhanced to replace Job Family Reporting Group with Job Family as both a prompt and in the dashboard data display area.
2. The Employee Compa Ratio dashboard has been changed to remove the Job Family Reporting Group field from the data display area.
3. The Job Code Groupings dashboard has been revised to remove the Job Family Reporting Group as both a prompt and in the dashboard data display area.

All three enhanced dashboards continue to be available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis and then to:

1. Compensation > Employee Normalized Hourly Base Rate
2. Compensation > Employee Compa Ratio
3. Position > Job Code Groupings

I-9 Compliance

DHS Extends Form I-9 Flexibility Through May 31: The Department of Homeland Security and U.S. Immigration and Customs Enforcement announced an extension of the relaxed provisions for complying with requirements related to Form I-9, Employment Eligibility Verification, due to COVID-19. This temporary guidance was set to expire March 31. Because of continuing precautions for COVID-19, DHS has extended the Form I-9 flexibility policy another 60 days until May 31.

System Improvement

Updates Made to Absence Management Process in MyU: Over the weekend, minor updates were made to the absence management process in MyU to improve the mobile experience and accessibility, make it easier to cancel absence requests, and allow scheduling of more than one time-off request at a time. For more details on submitting time-off requests, visit z.umn.edu/takingtimeoff. For more on absence management, visit z.umn.edu/absencemgmt. Support is also available at OHR@umn.edu.

Resources

New Dashboards and Enhancements Introduced by HR Analytics: OHR Operations' HR Analytics team has released two new dashboards in the Reporting Center and has improved two others. Here are details:

NEW DASHBOARDS
Employee Hiring with Demographics and Employee Departures with Demographics: These two dashboards report on 1) employee hires and transfers in or 2) employee departures (terminations and transfers out), respectively, for specific job groupings and by HR department hierarchy for the current date or any time after April 2015. In addition, the dashboards allow you to download data based on four private demographic attributes for further analysis:

• Legal sex
• Ethnicity (institutional calculation)
• Disability
• Protected veteran

The two dashboards are now available in the MyU Reporting Center. Go to Key Links > Reporting Center > Human Resources > Workforce Analysis > Retention and Attrition and choose either Employee Hiring with Demographics or Employee Departures with Demographics.

ENHANCED DASHBOARDS
Employee Headcount and FTE Demographics and Employee Headcount and FTE Demographics Snapshot: These two dashboards have both been enhanced to include a new tab with age analysis and graphic presentation plus new reporting capabilities that allow you to download data based on five private demographic attributes for further analysis.

• Legal Sex
• Ethnicity (institutional calculation)
• Disability
• Protected veteran
• Age

The two dashboards are now available in the MyU Reporting Center. Go to Key Links > Reporting Center > Human Resources > Workforce Analysis > Employee and choose either Employee Headcount and FTE Demographics or Employee Headcount and FTE Demographics Snapshot.

All four dashboards include security features so that only those approved to view "HR Private" data can access them. They are also among the first to be released with security features so that only those approved to view "HR Private Analytics" data can use the new, downloadable reporting capabilities. If you can't view the dashboard or use the downloadable reporting and believe you should have access, please submit an access request form (ARF).

In coming months we will be adding these demographic data to other dashboards for reporting and analysis.

Resources

New HR Analytics Dashboard: Job Code Groupings: OHR Operations' HR Analytics team has released the 34th in a continuing series of data dashboards—Job Code Groupings. For each job code, this new dashboard provides mappings to various employee grouping categories, with current job code descriptions and related attributes, regardless of whether any employees are assigned to the job code.

The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resource Management > Human Resources > Workforce Analysis > Position > Job Code Groupings.

Resources

Information Updated on I-9 Tentative Nonconfirmations in E-Verify: After entering an employee's I-9 information in E-Verify, units may occasionally receive a Tentative Nonconfirmation (TNC) notification from the Social Security Administration or Department of Homeland Security. The designation means the employee's information does not match what is on file with either agency. The HRMS Instruction web page about TNCs was recently updated with more detailed instructions about what to do in these cases.

Resources

New HR Analytics Dashboard: Employee Compa Ratio: OHR Operations' HR Analytics team has released the 33rd in a continuing series of data dashboards—Employee Compa Ratio. This new dashboard calculates the compa ratio for all employees in job families where positions have values assigned. (A compa ratio shows how an employee's salary compares with the prevailing job market. A ratio of 1.0 indicates the market median.) The dashboard can be run at any level of the HR department hierarchy for the current date.

The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resource Management > Human Resources > Compensation > Employee Compa Ratio.

Update

Salary Grade Changes to Job Codes Have Been Entered: Annual salary grade updates to job codes were finalized in December for calendar year 2021. On Friday, February 12, a central program updated the salary grades on positions and job data records. The following rows were inserted:

Position—Effective date: 2/1/2021. Reason Code: UPD
Job Data—Effective date: 2/1/2021. Action/Reason Codes: Position Change/Position Data Change

Resources

Open Labs Available for I-9 Assistance: As a reminder, every Monday from 1:00 to 2:00 p.m., central Payroll hosts an open lab session via Zoom for all your I-9-related questions. Upcoming sessions will be held February 22 and March 1 and 8. See the February 15 OHR Operations update email for a Zoom link.

MyU Alert

Wait Till End of Day to Add or Edit Your Preferred Name: If you are considering adding or editing your Preferred Name in the My Info tab of MyU, to avoid potential disruption to services like Zoom please wait to make changes until just before you stop accessing University systems for the day and before 1:00 a.m. Central Time.

The Office of Information Technology recently discovered that when some people add or edit their Preferred Name, they may temporarily lose access to some University applications or systems, such as Zoom. Technicians are working to resolve the issue. In the meantime, OIT is running an overnight process that restores any lost access to systems.

If you need to make an immediate change or have questions, please contact Technology Help.

Update

Year-End Payroll Adjustments Are Completed: As part of the normal year-end process, Payroll Services runs an abbreviated year-end, off-cycle payroll to make year-end adjustments and check adjustments or reversals that affect employees' 2020 year-to-date amounts. This payroll was processed on Monday, February 8. As a result, you may see an additional UM Payroll Verification Reports for your department in the Reporting Center with a pay end date of 12/19/20. These payroll entries will post to the general ledger on Wednesday evening with an accounting date of 02/10/21.

Note: If none of your employees had year-end adjustments, you will not see a payroll verification report for your area.

Meeting

HRMS Advisory Group Meets Tuesday, February 9, at 3:00 p.m.: The next HRMS Advisory Group meeting will be held Tuesday, February 9, from 3:00 to 4:00 p.m. Members of the HRMS Advisory Group can join via the Zoom link in their Gmail calendar invitation.

Reminder

Pointers for I-9 Processing: We'd like to share some pointers based on some recent frequently asked questions and common errors we're seeing in monitoring I-9 processing, including for foreign national employees. We'll address these and more in next week's HRMS Advisory Group Meeting.

1. Upload Documentation for Foreign National Employees
After completing a foreign national employee's I-9, the I-9 administrator should upload the employee's documents to I-9 Express, especially:

F1: I-20 and I-94 form
J1: DS-2019 and I-94 form
H1B: I-797A Notice of Action
OPT: DACA
J2: EAD Card

These documents are necessary because they indicate when a foreign national employee's employment eligibility documents need to be reverified and reviewed by Payroll Services in order to update the employee's status in PeopleSoft.

2. Unconfirmed Data
After completing section 2 of an I-9, what should you do if you get this message from E-Verify?

To resolve it, the unit I-9 administrator should click on the Confirm Case Fields button at the bottom of the employee details page, which takes you to the Check Information and Submit Confirm Case Details page. The I-9 administrator can review and update the data and then click on the Confirm Case Details button.

3. Manual Review
What should you do if you receive a Manual Review message after completing an I-9? This means the case is being reviewed by the Department of Homeland Security (DHS). The unit I-9 administrator should log in to I-9 Express at a later time to view the updated reply, since sometimes a DHS Tentative Nonconfirmation (TNC) or a Pending Referral might be received, which require immediate attention.

4. Remember to Complete Photo Matching
When an employee supplies a U.S. passport, U.S. passport card, Form I-766, or Form I-551 to complete section 2, the unit I-9 administrator must click the Photo Matching button in the E-Verify section and determine if the photos match or not. Then select the corresponding reason and click submit.

New Procedure

Clarification on Off-Cycle Check Direct Deposits and Replacement Payments for Lost Checks: As Payroll Services can now process off-cycle direct deposit payments, we will be replacing lost checks with direct deposits whenever possible. If an employee reports to their department that a check was lost in the mail and the department submits a Stop Payment request, Payroll Services will automatically process a replacement payment for that lost check, assuming the check has not cleared the bank, just as we always have. This procedure has not changed, other than the replacement funds can now be processed via direct deposit.

Departments should continue to request the stop payment through PeopleSoft using the reason code "Check reported lost or stolen." Payroll Services will determine if the employee has an active bank account where we can direct deposit the replacement funds. Please do not choose other reasons such as "Employee should not have been paid" or "Employee was overpaid." Also, please do not submit a separate off-cycle request for net pay replacements.

Update

DHS Extends Form I-9 Flexibility Through March 31: The Department of Homeland Security and U.S. Immigration and Customs Enforcement announced an extension of the relaxed provisions for complying with requirements related to Form I-9, Employment Eligibility Verification, due to COVID-19. This temporary guidance was set to expire January 31. Because of ongoing precautions related to COVID-19, DHS has extended the Form I-9 flexibility policy an additional 60 days until March 31.

Payroll Update

Payroll Deduction Refund to Occur on January 27 Pay Date: Employees were told in December 2019 that deductions would not be taken for some benefits on the December 30, 2020, pay date. Unfortunately, deductions were taken in error on these benefits:

• Voluntary Long-Term Disability Coverage
• Voluntary Short-Term Disability Coverage
• Additional Employee Life Insurance
• Spouse Life Insurance
• Child Life Insurance

Employees with those deductions will see a refund on their January 27 paycheck. Note that the refund offsets any deductions owed on that paycheck, so deduction amounts may appear as zero. Affected employees are being notified.

New Procedures

Direct Deposit of Off-Cycle Payroll Payments Begins Today: Beginning today, Payroll Services will provide direct deposit of off-cycle payments for any employees who have direct deposit of their regular paychecks. Employees who still receive paper paychecks will continue to receive off-cycle payments by a printed paper check mailed to them. We have made additional updates and improvements to the Off-Cycle and Payroll Update request forms.

A few other points to keep in mind:

• You can find the Payroll Off-Cycle Direct Deposit Processing Schedule here: https://humanresources.umn.edu/payroll-administration/payroll-hrms-calendars
• Please review the resources under HR Professionals—Special Payroll Circumstances (https://hrms.umn.edu/maintain/special-payroll-circumstances) that describe these changes.
• The recording of the HRMS Advisory Group meeting from Tuesday, January 12, also provides a thorough description of these changes.
• Off-cycle direct deposits will be made using the same employee-established priorities as on-cycle direct deposit. (Example: Priority 1—$100 to savings, Priority 2—remaining to checking.)

New Procedures

Completing I-9s and Tax Setup for New Foreign National Employees: Please review the revised procedures for Completing I-9s for New Foreign Nationals on the HRMS Instruction website. We have updated the process to ensure that payroll taxes are set up accurately for new foreign national employees. For questions, please email or call the OHR Contact Center at ohr@umn.edu or 4-UOHR (612-624-8647 or 800-756-2363).

Off-Cycle Checks

Direct Deposit of Off-Cycle Payroll Payments to Begin Monday, January 25: Payroll Services will be able to provide direct deposit of off-cycle payments starting Monday, January 25. For employees with direct deposit, off-cycle payments will now also be paid electronically. Employees who still receive paper paychecks will continue to receive off-cycle payments by a printed paper check mailed to them. You will see corresponding updates to the off-cycle request form that will be released on Sunday, January 24. We will provide more details, including a new off-cycle calendar, at tomorrow's HRMS Advisory Group meeting.

Resources

Furlough and Pay Reduction Program Queries Updated: The following Furlough and Pay Reduction Program queries available in the Reporting Center have been updated to reflect data from Period 2:

• UM Furlough Hours for Cvl Svc and LabRep
• Pay Reduction Program Hours for P&A and Faculty
• Pay Reduction Program Hours Scheduled in Excess of Available Balance
• Furlough Hours with Vacation, Personal Holiday or Comp Time Scheduling Prior to Furlough, for Civil Service and Labor Represented

Update

DHS Extends Form I-9 Flexibility: The Department of Homeland Security (DHS) and U.S. Immigration and Customs Enforcement announced an extension of the flexibility in complying with requirements related to Form I-9, Employment Eligibility Verification, due to COVID-19. This temporary guidance was set to expire December 31. Because of ongoing precautions related to COVID-19, DHS has extended this policy an additional 30 days until January 31.

This provision only applies to employers and workplaces that are operating remotely. See the original news release for more information on how to obtain, remotely inspect, and retain copies of the identity and employment eligibility documents to complete Section 2 of Form I-9.

Remember that you can monitor which I-9s have been partially completed under this provision in I-9 Express by searching under Type of I9 for Covid-19 Virtual Update.