HRMS Message Archives

2022

January

2021

2020

January 2022

Audience Date Message
All January 21, 2022

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.

All January 10, 2022

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.

Hiring Managers / Supervisors January 7, 2022

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.

Job Data January 3, 2022

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.

Here is the list of new earnings codes. The master earnings code list will be updated shortly.

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2021

December
November
October
September
August
July
June
May
April
March
February
January

December 2021

Audience Date Message
All December 21, 2021

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.

Faculty and P&A Staff December 21, 2021

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.

All December 21, 2021

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.

Payroll December 21, 2021

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 Administrators / Hiring Managers December 21, 2021

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.

All December 15, 2021

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.

Payroll December 15, 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.
Payroll / Hiring Managers December 15, 2021

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.

Appointment Entry / Position Entry December 8, 2021

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

Hiring Managers December 8, 2021

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.

All December 8, 2021

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.

Supervisors December 8, 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.

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November 2021

Audience Date Message
All November 16, 2021

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.

Payroll November 8, 2021

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.
Hiring Managers / Supervisors November 8, 2021

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.

All November 8, 2021

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.

All November 8, 2021

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.

All November 1, 2021

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.

All November 1, 2021

Policy Upate

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.

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October 2021

Audience Date Message
All October 28, 2021

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.

Payroll October 28, 2021

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.

Appointment Entry October 12, 2021

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.

Appointment Entry October 5, 2021

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.

Appointment Entry October 5, 2021

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.

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September 2021

Audience Date Message
I-9 Administrators/ Hiring Managers September 28, 2021

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.

Appointment Entry September 28, 2021

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

Hiring Managers September 28, 2021

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."

All September 28, 2021

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.

Appointment Entry September 20, 2021

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.

All September 20, 2021

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.

I-9 Administrators/ Hiring Managers September 8, 2021

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 Administrators/ Hiring Managers September 8, 2021

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 .

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August 2021

Audience Date Message
Appointment Entry August 30, 2021

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).

Hiring Managers August 30, 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.

Hiring Managers August 30, 2021

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.

All August 30, 2021

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.

Appointment Entry August 24, 2021

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.

Payroll August 24, 2021

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.

Hiring Managers / I-9 Administrators August 24, 2021

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
Hiring Managers / Recruiters August 24, 2021

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.

All August 24, 2021

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.

HRMS Advisory Group August 16, 2021

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.

Appointment Entry August 16, 2021

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.

Appointment Entry August 16, 2021

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).

Absence Administrators August 16, 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.

All August 16, 2021

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.

Appointment Entry August 9, 2021

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).

Appointment Entry August 9, 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.

Hiring Managers/I-9 Administrators August 9, 2021

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.

Recruiters/Hiring Managers August 2, 2021

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.

Appointment Entry August 2, 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 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.

Appointment Entry August 2, 2021

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.

All August 2, 2021

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.

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July 2021

Audience Date Message
Appointment Entry July 27, 2021

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.

Hiring Managers/Supervisors July 27, 2021

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.
All July 15, 2021

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.

Hiring Managers/Supervisors July 15, 2021

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.)

Hiring Managers July 15, 2021

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.

Hiring Managers/Supervisors July 15, 2021

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.

All July 15, 2021

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.

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June 2021

Audience Date Message
Payroll Accounting June 21, 2021

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.

HRMS Advisory Group June 22, 2021

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.

Appointment Entry June 22, 2021

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.

Appointment Entry June 22, 2021

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.

Hiring Managers/Supervisors June 22, 2021

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.

Hiring Managers/I-9 Administrators June 22, 2021

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.

Hiring Managers/Supervisors June 14, 2021

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.

Appointment Entry June 7, 2021

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.
Time and Absence Managers June 7, 2021

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).

HRMS Advisory Group June 1, 2021

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.

Hiring Managers/Payroll June 1, 2021

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.

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May 2021

Audience Date Message
Payroll May 24, 2021

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.

Appointment Entry May 24, 2021

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.

Appointment Entry May 17, 2021

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).

All May 17, 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.

Appointment Entry May 17, 2021

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.

All May 10, 2021

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.

Payroll May 10, 2021

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.

All May 3, 2021

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.

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April 2021

Audience Date Message
HRMS Advisory Group April 26, 2021

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.

Payroll April 26, 2021

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.

All April 19, 2021

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.

Data Entry April 19, 2021

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.

All April 19, 2021

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.

All April 19, 2021

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 Administrators / Hiring Managers April 5, 2021

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.

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March 2021

Audience Date Message
All March 29, 2021

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.

All March 15, 2021

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.

All March 1, 2021

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.

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February 2021

Audience Date Message
I-9 Administrators/ Hiring Managers February 22, 2021

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.

All February 22, 2021

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.

Data Entry February 15, 2021

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

I-9 Administrators /Hiring Managers February 15, 2021

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.

All February 15, 2021

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.

Payroll/Payroll Administration February 8, 2021

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.

HRMS Advisory Group February 1, 2021

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.

I-9 Administrators February 1, 2021

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.

Payroll February 1, 2021

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.

I-9 Administrators /Hiring Managers February 1, 2021

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.

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January 2021

Audience Date Message
All January 25, 2021

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.

Payroll January 25, 2021

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:

I-9 Administrators/ Hiring Managers January 12, 2021

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).

Payroll January 12, 2021

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.

Payroll January 4, 2021

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
I-9 Administrators/ Hiring Managers January 4, 2021

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.

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2020

December
November
October
September
August
July
June
May
April
March
February
January

December 2020

Audience Date Message
All December 21, 2020

Furloughs/Pay Reductions

Furlough and Pay Reduction Program Period 2 Begins: Ken Horstman's email on December 16 provided thorough information on implementing Period 2 of the Furlough and Pay Reduction Program. A couple of reminders:

All December 21, 2020

COVID-19

COVID-Related Emergency Leave Extended: Starting January 1, full- and part-time employees will again have access to up to two weeks of University Emergency Paid Leave. Unused emergency leave from 2020 will not carry forward. Full-time employees will have 80 hours of University Emergency Paid Leave time available January 1, and those working part time will receive paid leave hours proportionate to the time they work.

The process to use the leave will stay the same in 2021. When requesting time off in the My Time tab of MyU (or the time-tracking system for the employee's unit), select the absence type "Excused Paid" and "Emergency Pandemic" as the reason. Hourly employees who do not use MyU or another online time-tracking system should report the University Emergency Paid Leave on their timesheet using "Emergency Pandemic Hourly" for the time reporting code. This web page provides detailed instructions on entering this leave.

If an employee has already used all their previous Emergency Paid Leave time, they can use other available leave (such as vacation days, comp time, or unpaid time off) until the new set of 80 hours is available January 1. Information on how to use this leave and combine it with sick leave, comp time, and short-term disability insurance if needed are available on the OHR website and in the University State of Emergency: Human Resources Implications.

All December 21, 2020

Resources

New Dashboard Automatically Calculates Institutional Base Salary: With the start of Period 2 furloughs and pay reductions, some employees may have questions about how to find their institutional base salary (IBS), which determines their furloughs and pay reductions. OHR Operations has created a handy dashboard that can show each employee their unique IBS just by entering their employee ID number. The dashboard is also available in the Reporting Center. It displays an employee's total IBS and detailed pay information. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Compensation > Employee Institutional Base Salary for Furlough and Pay Reduction Program.

All December 14, 2020

Resources

New HR Analytics Dashboard: Departmental Transfers Out and University Terminations: OHR Operations' HR Analytics team has released the 31st in a continuing series of data dashboards—Departmental Transfers Out and University Terminations. The new dashboard provides a directional map of employee departures by HR department hierarchy now or at any time in history after April 2015. The dashboard can calculate external turnover, internal turnover, or both together.

The dashboard has enhanced security features that allow access only to HR professionals. If you can't view the dashboard and believe you should have access, please email ohr@umn.edu requesting access and explaining why it is required in your role.

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 > Departmental Transfers Out and University Terminations.

Data Entry December 14, 2020

Correction

Update: Do Not Delete Future-Dated Benefits Row for Open Enrollment: Recently a 12/21/2020 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 21. The row should remain for COBRA and rehire reasons.

Hiring Managers/Supervisors December 14, 2020

Procedure Change

Upcoming Changes to Priority Hire Referral Process: Beginning December 21, priority hire candidates will opt in to qualifying job openings by submitting new applications instead of being routed automatically with their generic application. In the new process, priority hire candidates will be notified of qualifying job openings and given five days to apply. This allows these candidates to decide which openings they are interested in and tailor their application materials, like all other candidates, without risk of a turn-down. The job posting will continue to collect applications during these five days. If priority hire candidates apply, they will be screened and routed by seniority, as normal. From there, the process continues as usual, and departments will still be expected to contact and interview these candidates promptly. If no priority hire candidates apply, central recruiters will screen and route the other applicants, and hiring managers may move forward with the hiring process.

Payroll/Hiring Managers/Supervisors December 7, 2020

Update

State Minimum Wage Set to Increase to $10.08: As a reminder, Minnesota's minimum wage will increase by 0.8% to $10.08 an hour for large employers beginning January 1. The minimum wage is now $10 an hour. All University employees, including student workers, must be paid at or above this rate no later than January 1. The Office of Human Resources will process required pay increases centrally, using an effective date of December 21, 2020. These changes will appear on the January 13 paychecks. Also note: The salary floor for undergraduate student employees in the S3-01 salary admin plan and grade and the floor for workers in the C6-01 salary admin plan and grade will also be updated to the new minimum effective December 21. Finally, you will be emailed a report of all affected employees in your unit at the beginning of January.

Hiring Managers/Supervisors December 7, 2020

Procedure Change

Upcoming Changes to Priority Hire Referral Process: Effective December 21, priority hire candidates will opt in to qualifying job openings by submitting new applications instead of being routed automatically with their generic application. In the new process, priority hire candidates will be notified of qualifying job openings and given five days to apply. This allows these candidates to decide which openings they are interested in and tailor their application materials, like all other candidates, without risk of a turn-down. The job posting will continue to collect applications during these five days. If priority hire candidates apply, they will be screened and routed by seniority, as normal. From there, the process continues as normal, and departments will still be expected to contact and interview these candidates in a timely manner. If no priority hire candidates apply, central recruiters will screen and route the other applicants, and hiring managers may move forward with the hiring process.

Payroll Accounting December 7, 2020

Procedure Change

Combo Code Now Required on Taxable Benefits Form: When reporting taxable benefits using the Taxable Benefit/Expense Reimbursement Reporting Form, you will now be required to submit a combo code. Here is the updated form (you may want to download it, as this link will expire in a few weeks). Please contact the Controller's Office at controller@umn.edu for questions about combo codes.

Supervisors December 7, 2020

Employee Engagement

Online Access to Employee Engagement Reports Ends January 6: The University's access to the online system that houses Employee Engagement data will end on January 6. You will no longer be able to view and export engagement data after that date, so please export any reports you need before then. Log in to https://ee.ltd.umn.edu/ and use portal ID 4344. You will need your old password to log in. If you need your password reset, please email Susan.Baer@kornferry.com. (Please try logging in to the system before contacting Korn Ferry for a password reset.) Contact Marisa de la Rosa in LTD (delarosa@umn.edu) if you plan to export reports from the online system. The vendor will allocate more exports to you. Please allow three to five business days for additional exports to be added to your account.

OHR's Leadership and Talent Development (LTD) department is now exporting all direct and indirect staff and faculty reports from the system (except for Special Reports or Comments). If your unit's staff or faculty supervisors would like a report after January 6, they can email ee2@umn.edu. LTD will send their direct or indirect reports to them in three to five business days.

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November 2020

Audience Date Message
All November 30, 2020

Resources

New HRMS Instruction Website Debuts Today: Be sure to check out OHR's all-new HRMS Instruction website, which goes live today with a redesigned look, new features, and improved searchability. The new version keeps the existing URL, so you don't need to update your favorites. The site is organized so visitors can easily find the information most relevant to them, based on their role: employees, supervisors, or HR professionals. Hundreds of instructional PDF job aids have now been turned into web pages, so they can be easily searched, bookmarked, and updated. Find the information you need with a prominent search bar, or click on a list of "A to Z Keywords" to go directly to a general topic.

The new site is the result of months of work by OHR's Training Services team, which has been working with an external vendor, end users, and a small pilot group on the redesign to make sure the site meets the needs of the people using it most. Take a few minutes to explore the new design and bookmark your most-used resources. Email Training Services at trngsvcs@umn.edu with questions or feedback.

All November 30, 2020

Payroll Deductions

Benefit Deduction Date Change: Beginning January 1, 2021, benefit deductions will be taken in the pay period that the event takes place and not by paycheck date. The affected deductions will be medical, dental, all life insurance, voluntary short- and long-term disability, and flexible spending. The change does not affect retirement contributions.

Supervisors November 30, 2020

Furloughs

Make Sure Employees Schedule Assigned Furlough Hours by December 7: Period 1 of the University's Furlough and Pay Reduction Program will end on December 20, which means all employees who were assigned furlough hours in June must take those hours by that date. Managers can view employees' furlough time in the same way they monitor other types of leave. In MyU, on the Manager Info page, they can click on the link "View Absence Balances." The page will show the absence balances for their employees, including furlough balances.

Employees must schedule their remaining Period 1 furlough hours by December 7, using the My Time tab in MyU (or the absence request system used by your department), and they must use those hours by December 20. If they have not scheduled all their furlough hours by December 7, the manager will need to schedule the hours for them and ensure they take the corresponding time off during the pay period of December 7–20.

Supervisors November 23, 2020

Furloughs

Make Sure Employees Schedule Assigned Furlough Hours by December 7: Period 1 of the University's Furlough and Pay Reduction Program will end on December 20, which means all employees who were assigned furlough hours in June must take those hours by that date. Managers can view employees' furlough time in the same way they monitor other types of leave. In MyU, on the Manager Info page, they can click on the link "View Absence Balances." The page will show the absence balances for their employees, including furlough balances.

Employees must schedule their remaining Period 1 furlough hours by December 7, using the My Time tab in MyU (or the absence request system used by your department), and they must use those hours by December 20. If they have not scheduled all their furlough hours by December 7, the manager will need to schedule the hours for them and ensure they take the corresponding time off during the pay period of December 7–20.

I-9 Administrators November 23, 2020

Update

U.S. Extends Relaxed I-9 Requirements Till End of Year: U.S. Citizenship and Immigration Services has extended its flexibility on inspecting I-9 employment eligibility documents to December 31. The guidance, which makes exceptions to the requirements for physically inspecting I-9 documents due to COVID-19, was set to expire November 19. The provision only applies to workplaces operating remotely. For now, you can continue to remotely inspect and retain copies of I-9 documents as you have been for the last several months. E-Verify participants who choose the remote inspection option should continue to follow current guidance and create cases for their new hires within three business days from the date of hire.

All November 23, 2020

Resources

New HRMS Instruction Website Coming November 30: The HRMS Instruction website will have a brand-new look next Monday, November 30, when a new OHR Training Services site debuts with increased searchability, functionality, and usability. The new version will keep the existing URL, so you won't need to update your favorites. The Training Services team has been working with an external vendor, end users, and a small pilot group on the redesign to make sure the site meets the needs of the people using it most. More details will be coming as we get closer to the launch date.

All November 23, 2020

Resources

New HR Analytics Dashboard: Employee Turnover: OHR Operations' HR Analytics team has released the 30th in a continuing series of data dashboards—Employee Turnover. The new dashboard provides annualized employee turnover rates across a specified time period by empl class, job category, pay group, workforce category, and HR department hierarchy for any date from April 6, 2015, to the current date. The dashboard can calculate external turnover, internal turnover, or both together.

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 Turnover. The dashboard has enhanced security that allows only HR professionals access to the information. If you can't view the dashboard but believe you should have access, please email ohr@umn.edu to request access, with an explanation of why it is required in your role.

I-9 Administrators November 16, 2020

Procedure Update

New and Updated I-9 Job Aids Released: Training Services has released a number of new and updated job aids on I-9 compliance that can be found on the Recently Updated Materials page of the HRMS Instruction website:

  • Completing I-9s for Foreign Nationals
  • I-9 Reverification for Foreign Nationals
  • Completing I-9s Initiated Under the COVID-19-Related Relaxed Provisions: Physical Inspections of Employee Documents for Form I-9
  • Completing I-9s after Expiration of the Relaxed Provisions
I-9 Administrators November 16, 2020

Procedure Update

Tentative Non-Confirmation Timeline Change and Ongoing I-9 Compliance: U.S. Citizenship and Immigration Services (USCIS) has established a new rule that requires that Tentative Non-Confirmations (TNCs) must be referred within 10 federal government working days after E-Verify issued the TNC result. Be sure you are reviewing and addressing TNCs promptly.

As a reminder, to ensure I-9 compliance:

  • Review the documentation of I-9s completed under USCIS relaxed provisions at your earliest opportunity.
  • Complete photo-matching. There are many incomplete photo matches in the system. Remember to keep up with these regularly.
Supervisors November 16, 2020

Resources

Supervisors Can Use MyU to Monitor Furloughs: Supervisors can monitor the use of furlough time by their employees in the same way they monitor other types of leave. In MyU, on the Manager Info page, managers will find a link to "View Absence Balances." The page will show the absence balances for their employees, including furlough balances.

All November 16, 2020

Resources

New HRMS Instruction Website Coming November 30: The HRMS Instruction website will be getting a makeover on November 30, when a new OHR Training Services site debuts with increased searchability, functionality, and usability. The Training Services team has been working with an external vendor, end users, and a small pilot group on the redesign to make sure the site meets the needs of the people using it most. The new version will keep the existing URL, so you won't need to update your favorites. More details will be coming as we get closer to the launch date.

All November 9, 2020

Furloughs/Pay Reductions

Make Sure Employees Have Scheduled All Furlough Hours by December 7: Period 1 of the University's Furlough and Pay Reduction Program will end on December 20, which means all employees who were assigned furlough hours in July must take those hours by that date. Units should be tracking the use of furlough hours and making sure all employees have scheduled their furloughs by December 7 and taken all their furlough hours by December 20.

To track your employees, use the query Furlough Hours for Cvl Svc and LabRep available in the Reporting Center. If employees have not scheduled all their furlough hours by December 7, units will need to schedule the hours for them by December 14.

Payroll November 9, 2020

Procedure Change

Direct Deposit of Off-Cycle Payments Coming in January: Payroll Services is working toward being able to pay off-cycle payments via direct deposit, which we expect to implement in early January. Currently, all off-cycle payments are issued with a paper check that, since the pandemic, is mailed to the employee. The change will allow us to issue that payment electronically to any employee who is normally paid by direct deposit (about 95% of all University employees). Look for more information on this soon.

All November 9, 2020

COVID-19

Monitoring Use of Families First Coronavirus Relief Act Leave: We'd like to remind our HR colleagues of the limits related to FFCRA leave. In addition to the 80 hours of Employee Pandemic leave, employees are able to use an additional 80 hours of FFCRA leave. Both the University Emergency Leave and the FFCRA Emergency Leave are coded the same in the system. Employees using Provision 2 of the FFCRA to help care for children could potentially use more than 160 hours of this leave. Please use the Emergency Leaves Total Hours Query to monitor your employees' use of emergency leave.

I-9 Administrators November 9, 2020

I-9 Processing

Correction to I-9 Message from Last Week: Last week's item on uploading documents to I-9 Express for foreign national employees included the statement, "The University does not upload copies of documents for U.S. citizens." This was not entirely correct. The documents of U.S. citizens and permanent residents who produce a List A document (most often a U.S. passport or permanent resident card) will trigger a photo-matching step in eVerify. Documents that trigger the photo-matching step should be uploaded into I-9 Express.

All November 9, 2020

Resources

HR Analytics Makes Improvements to 3 Dashboards: In response to requests from users, the HR Analytics team has made improvements to three Reporting Center dashboards. The Employee Hires and Transfers In and Employee Terminations and Transfers Out dashboards have both been enhanced with a new Workforce Category selection prompt field, and several new columns of detail have been added to the report:

  • Institutional Email Address
  • Position Number
  • Position Title
  • Workforce Category
  • Annual Rate

In addition, the Workforce Actions dashboard has been enhanced to include three new columns of detail in the report accessed from the main dashboard.

  • Position Number
  • Position Title
  • Annual Rate

All three dashboards continue to be protected with security features that allow only HR professionals access to the information. If you can't view the dashboards and believe you should have access, email ohr@umn.edu to request it and explain why it is required in your role.

To view the first two dashboards, in MyU navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Retention and Attrition and then choose Employee Hires and Transfers In or Employee Terminations and Transfers Out. To see the third dashboard, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Employee >Workforce Actions.

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October 2020

Audience Date Message
Data Entry October 27, 2020

Records Update

Future-Dated Benefits Row Added to Some Employee Records: Last week a 12/21/2020 Data Change/Benefits Use Only row was inserted into some employee records for Open Enrollment processing. Please do not delete this row unless the employee is terminating before December 21.

Unit Security Contacts October 27, 2020

Annual Audit

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.

On Wednesday, 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.

Hiring Managers October 27, 2020

Job Application Update

Changes to Conflict of Interest Question for External Applications: Changes have been made to the conflict of interest question on external job applications. After attaching or completing their work history and education information, external applicants must respond yes or no to the following:

To the best of your knowledge, are either of these statements true?

  1. I have a personal, business, or professional relationship with someone involved in hiring for this position (an interviewer, hiring official, or search committee member; do not include recruiters or acquaintances not involved in hiring).
  2. In my current job or other professional capacity, I make decisions that affect the University.

Those who answer yes are still required to provide more information. Unit recruiters should continue to review and resolve any identified conflicts of interest for candidates brought in for interview or hired for faculty or staff positions, following the business process found here on the HRMS website.

Hiring Managers October 27, 2020

Update

Job Opening Cleanup a Success: Thank you to units for all your work with the job opening cleanup. Your efforts led to 638 postings closed, encompassing 1,673 openings. Of the postings that remained, we found another 131 that could be closed, for a total of 1,804 openings cleaned up. We will be reviewing the remaining openings and contacting units with any concerns.

I-9 Administrators/Hiring Managers October 27, 2020

Resources

Recording of Meeting on I-9 Process Changes Now Online: If you missed last Thursday's meeting on I-9 process changes for foreign national employees, or if you would like to review the materials, a recording of the meeting and the presentation slides have been posted to the OHR Operations website. Click on the I-9 heading, then Resources, or follow this direct link.

Appointment Entry October 19, 2020

Reminder

Enter Dates for Completed Background Checks: Remember to add the most recently completed background check date when entering a hire or transfer. Recent internal audits show that these entries are often being missed. For more information about these steps, please see the Appointment Entry: Hire Step by Step job aidp>

Hiring Managers October 19, 2020

Procedure Change

Provisional Hires Process No Longer Needed: Background checks are now being processed with normal turnaround times. The process of using a provisional hiring form for positions delayed by background checks (originally outlined in the April 13 OHR Operations Update) is no longer necessary unless you are notified by a central recruiter. If we start to see delays again due to pandemic-related closures, we will reopen this process.

I-9 Administrators October 12, 2020

Procedure Change

Timeline for I-9 Process Changes for Foreign Nationals: Earlier this fall we proposed moving the processing of I-9s for foreign national employees to unit I-9 administrators and solicited your feedback. We'd now like this change to take effect with the pay period beginning Monday, October 26. We will release job aids before the change and schedule an online training for late next week. More details and links to the training will be coming soon.

Payroll/Hiring Managers October 12, 2020

Update

State Minimum Wage Increasing to $10.08: Minnesota's state minimum wage will increase to $10.08 an hour for large employers beginning January 1 from the current rate of $10.00 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.

All October 12, 2020

Resources

'Employee Outside Salary Grade Range' Dashboard Has Been Improved: OHR Operations' HR Analytics team has made enhancements to the Reporting Center dashboard Employee Outside of Salary Grade Range. The dashboard now has options to include graduate assistants, professionals-in-training, and other PLH employees with a normalized hourly base rate and salary minimum/maximum. The changes do not affect results provided by the default parameters in the dashboard. The dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resource Management > Human Resources > HR Operational > HR/Benefits > Emp - Outside of Salary Grade Range.

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September 2020

Audience Date Message
All September 22, 2020

Policy Update

University Decides Not to Implement Payroll Tax Holiday: Based on a variety of complex factors, the University will not be implementing the Social Security payroll tax holiday (IRS Notice 2020-65) at this time. The decision aligns with other Big 10 universities and local private industry. OHR will gather more details on the tax notice that may clarify the open issues and will report back to senior management.

Supervisors/Hiring Managers September 22, 2020

Student Workers

Adjustment to Federal and State Work-Study Reimbursement: Changes to both federal and state work-study are waiving the institutional share/employer match for fall 2020. That means hours worked by students with a placed work-study award will be 100% reimbursed by that award. Units do not need to make any changes for this to occur. Campuses will be monitoring earning levels throughout the year and may adjust this reimbursement percentage midyear if spending becomes too high.

Work-Study Resources

  • Review the Work-Study Placement Job Aid for help placing a student's work-study.

    • If the student has more than one position, contact your campus resource below and include the student's ID number and details on how the award should be split.
  • Use the work-study reports in the Reporting Center to help monitor current student employees.

    • Employed Students with Unused Work Study Awards
    • Employed Students with Maxed Work Study Awards and Unmet Need
Hiring Managers/Supervisors/I-9 Administrators September 14, 2020

Training

I-9 Process Changes: Training Thursday at 1:00 p.m.: Several complicating factors related to the pandemic have affected the I-9 process over the past six months. The federal government's relaxed provisions for verifying I-9 information are expected to expire on September 19. The fact that these relaxed rules have been extended month to month with little notice have made it hard to anticipate when we will be required to return to normal compliance rules and when we will need to complete I-9s initiated under the relaxed provisions. With these factors in mind, we'll be making some changes to the I-9 process, of particular consequence for foreign national employees:

  • Beginning Sunday, September 20, the employing unit will be responsible for I-9 completion and compliance for their foreign national employees.
  • We will ask units to alert Payroll Services when a foreign national is hired so we can work directly with the employee to collect the information needed to comply with foreign national tax requirements.
  • We continue to urge units to complete the I-9s initiated during the USCIS relaxed provision period as soon as you can.

We will hold an online Zoom session this Thursday, September 17, at 1:00 p.m. to address these process changes in more detail and train I-9 administrators on factors unique to completing I-9s for foreign national employees. The session will be recorded and posted on the OHR website. We are also creating job aids on these process changes that will be shared at the session.

To join the online meeting, see the OHR Operations weekly update for September 14, or email or call the OHR Contact Center at ohr@umn.edu, 612-624-8647, or 800-756-2363.

All September 14, 2020

Resources

HR Analytics Releases 2 New Dashboards on Employee Hires and Terminations: OHR Operations' HR Analytics team has released the 30th and 31st in a continuing series of data dashboards:

  • Employee Hires and Transfers In provides information on all employee hires or transfers in across a specified time period by employee class, job category, pay group, and HR department hierarchy for any date from April 6, 2015, to today.
  • Employee Terminations and Transfers Out provides information on all employee terminations or transfers out in a specified time period by employee class, job category, pay group, and HR department hierarchy for any date from April 6, 2015, to the current date.

These dashboards are now available in the MyU Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Retention and Attrition. Then choose either Employee Hires and Transfers In or Employee Terminations and Transfers Out.

Both dashboards have enhanced security features that allow only HR professionals access to the information. If you can't view the dashboards but believe you should have access, email ohr@umn.edu to explain why it is required in your role.

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August 2020

Audience Date Message
Payroll Accounting August 27, 2020

Update

Biweekly Payroll Encumbrances Are Delayed: Due to system processing delays, biweekly payroll encumbrances processed on Wednesday night will not be available on financial reports until tomorrow, August 28. Payroll encumbrances on financial reports are current through Tuesday, August 25.

Appointment Entry August 27, 2020

Data Entry Reminder

Contract Renewals: The 9-month contract renewals for UMTC and UMR will be run later this week. Please have the Return from Short Work Break rows entered into job data.

Appointment Entry August 27, 2020

Data Entry Reminder

Furlough/Pay Reduction Time for 9- and 10-Month Faculty: Compensation will be pulling data for all P09/P10 fall appointments on Tuesday, August 25, to determine Furlough and Pay Reduction Program time amounts. Please ensure these appointments are entered by end of today (Monday, August 24). Pay Reduction Program hours will be loaded according to appointment start dates.

Payroll August 27, 2020

Reporting

Expanded Exception Reporting Coming: The HRMS Advisory Group, in partnership with OHR's Workforce Data Management, Payroll, and HRMS teams, is embarking on an effort to expand reporting for payroll exceptions. This exception reporting will improve data integrity and increase unit efficiency during the biweekly payroll review process. Expect to hear more about this effort in the coming weeks, including opportunities to become involved and support the project.

Hiring Managers/Supervisors August 27, 2020

Resources

Reminder: New Web Page Outlines Fall I-9 Process: A recent OHR web page provides instructions on the I-9 process for foreign national employees this fall. Please review the web page for information on:

  • The process for submitting documents
  • Required forms
  • Required visa documents
  • How to get an I-94
Appointment Entry August 17,2020

Deadline

Enter 9- and 10-Month Appointment Data by August 24: As a reminder, all 9- and 10-month appointment data entry must be completed by the end of day on August 24. This data will be pulled on August 25 so the Furlough and Pay Reduction Program calculations can be completed for this group.

All August 17,2020

System Update

HRMS Not Quite Right This Morning? You May Have to Clear Your Cache: Because of system work over the weekend, HRMS users may have to clear their caches if processes don't seem to be working properly. Here is a brief tutorial on clearing caches in various browsers.

Hiring Managers/Supervisors August 17,2020

Resources

Background Check Video and Job Aid Now Online: The University recently transitioned to a new vendor, HireRight, to conduct background checks on new hires. A new job aid and video have been posted on the OHR website that provide instructions on how to initiate a background check, plus information about HireRight.

Payroll/Supervisors August 11, 2020

Procedure

How to Process Wire Transfers for Foreign National Employees Working Overseas: In anticipation of an increase in the need to pay foreign national employees working overseas due to the pandemic, Payroll Services has recently documented this process. The process should only be used for a foreign national employee who is working overseas and doesn't have a U.S.-based bank account. If you have employees in this situation, you should also submit the new form Notification of Employee Working Overseas to payforms@umn.edu.

Hiring Managers/Supervisors August 11, 2020

I-9s

I-9 Compliance During COVID-19: Since March 20, USCIS has relaxed the rules on completing I-9s, allowing employers to review documents while not in the physical presence of the employee. The provision allowing this relaxed approach will expire on August 19. This presents two issues:

  1. Completing I-9s Processed During the Relaxed Provision
    Employers who used the relaxed provision must complete the I-9 process by physically reviewing the necessary documents within three days of a return to normal operations. The review must be documented on the I-9, adding "documents physically examined" with the date of inspection to the Section 2 Additional Information field on the Form I-9, or to Section 3 as appropriate. The definition of "return to normal operations " has not been defined by the government. We recommend that units focus now on completing these I-9s before the fall rush begins. To help, we will be providing you with reports of the I-9s completed during this period. Keep in mind that, if the employee is working on site at all, the documentation can be reviewed and completed by a supervisor or colleague on paper and uploaded into I-9 Express. These I-9s could also be completed using the Remote Employee Form I-9 Process by establishing an authorized representative to review the documentation in person.
  2. Completing I-9s After the Relaxed Provisions Expire
    Starting August 20, you will again be required to review I-9 documentation in the presence of the employee. Again, keep in mind that if the employee is in the physical presence of any other University employee, they can complete the I-9 on paper, including the review of documentation, and submit this to the unit's HR department to be uploaded into I-9 Express. Units can also use the Remote Employee Form I-9 Process.
Payroll/Time Managers August 11, 2020

Furlough/Pay Reduction Program

Furlough/Pay Reduction Time for 9- and 10-Month Faculty: Compensation will be pulling data for all P09/P10 fall appointments on Tuesday, August 25, to determine Furlough and Pay Reduction Program time amounts. Please ensure these appointments are entered by end of day on Monday, August 24. Pay Reduction Program hours will be loaded according to appointment start dates.

Hiring Managers/Supervisors August 3, 2020

I-9s

Fall 2020 I-9 Verification Process for Foreign National Employees: I-9 verifications for foreign national employees will continue to take place remotely by contacting the OHR Contact Center. The Donhowe office will remain closed through the fall and will not be hosting walk-in sessions or taking in-person appointments in August for foreign national employees.

To process I-9 verifications promptly and remain in compliance with I-9 completion before or on the first day of employment, a new email address has been created where foreign national employees can send I-9 forms and visa documents: I9OHR@umn.edu. We have also created a new OHR web page, which provides more information about the I-9 process for foreign national employees this fall.

To ensure the I-9 verification is done in time, it is important that forms and documents be sent in as soon as possible. The OHR Contact Center is only able to process documents Monday through Friday from 8:00 a.m to 3:00 p.m. If documents are sent on a weekend and the start date is the following Monday, the process will most likely not be completed in time. Incomplete forms and missing visa documents will delay processing.

The OHR Contact Center can also help with questions about forms and documents. Call 4-UOHR Option 2 or 612-624-8647.

HR Leads/Supervisors August 3, 2020

RIO

Procedure for Employees Accepting Retirement Incentive Option: From August 17 through October 19, employees will have the opportunity to sign up for the University's Retirement Incentive Option (RIO) if they retire by January 15, 2021. For employees taking retirement, departments will enter a Retired with Benefits/Severance row in HRMS. Benefits will centrally update the record for the RIO.

Departments should follow the procedure outlined in the "Ending a Phased Retirement" section in the Phased Retirement Job Aid. The directions apply for all employees participating in the RIO—Faculty, P&A, Civil Service, and Labor Represented.

Payroll/Time Managers August 3, 2020

Furloughs

Review Furlough Requests: Please remember to use the query UM_PY_FURLOUGH_HRS_CS_LR - Furlough Hours Audit for CS&LR to review what furlough hours are in an employee's balance, what have been scheduled, and how many have been used. We have seen a few instances in which employees have requested more furlough hours than are in their balance. For example, an employee is scheduled for eight hours in a day, has seven hours of furlough, but submits a request for eight hours of furlough, taking the whole day off. This employee will go unpaid for eight hours. If they want to be paid for that eighth hour, they should request one hour of another type of absence to complete the day.

All August 3, 2020

Resources

New HR Analytics Dashboard Monitors Temporary/Casual Workers: OHR Operations' HR Analytics team has released the 26th in a continuing series of data dashboards—Temporary/Casual Assignment Analysis. This new dashboard reports temporary/casual appointment information and provides initial determinations on which temporary/casual employees are working more than 67 days a year or more than 14 hours a week. The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Employee > Temporary/Casual Assignment Analysis.

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July 2020

Audience Date Message
All July 27, 2020

Resources

New HR Analytics Dashboard: Positions UNS University Non-Service: OHR Operations' HR Analytics team has released the 25th in a continuing series of data dashboards—Positions UNS University Non-Service. This new dashboard displays all active positions in company UNS (University Non-Service) by HR department hierarchy. The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Position > Positions UNS University Non-Service.

Payroll/Time Managers July 27, 2020

Furlough/Pay Reduction Program

Reporting Center Queries for Furlough and Pay Reduction Program Hours: As mentioned in the July 20 Operations weekly update, these queries are available in the Reporting Center to help you track employee Furlough and Pay Reduction Program hours:

  • Furlough Hours for Civil Service and Labor Represented
  • Vac_PH_Cmp Hours Scheduled Prior to Furlough
  • Pay Reduction Hours for P&A and Faculty
  • Pay Reduction Hours Scheduled in Excess of Available Balance

If you have any issues accessing these queries, send an email to wfdmdq@umn.edu for assistance.

Payroll/Time Managers/Supervisors July 20, 2020

Furlough and Pay Reduction Program

Queries Now Available for Furlough and Pay Reduction Program Hours: OHR has created several queries, available in the Reporting Center, to help units monitor the hours employees are using in the Furlough and Pay Reduction Program:

  • Furlough Hours for Civil Service and Labor Represented: Includes initial balance, current balance, used hours, hours scheduled, and hours alerts
  • Vac_PH_Cmp Hours Scheduled Prior to Furlough: For Civil Service and Labor-Represented employees. Includes initial balance, current balance, used hours, hours scheduled, and hours alerts.
  • Pay Reduction Hours for P&A and Faculty: Includes initial balance, current balance, used hours, hours scheduled, and hours alerts
  • Pay Reduction Hours Scheduled in Excess of Available Balance: For P&A and Faculty employees. Includes current balance, hours taken, hours scheduled, and hours over balance.

This job aid provides more details about prompts and how to find and run each report. Help documents for each query are also available in the Reporting Center. The HRMS data in the query is private-restricted and requires access to private HR data. If your job requires access to private data not currently granted, submit an Access Request Form.

Hiring Managers/Supervisors July 20, 2020

I-9s

Covid-Related Form I-9 Accommodations Extended Once Again: On July 18, U.S. Immigration and Customs Enforcement announced an extension of the flexibilities in rules related to Form I-9 compliance that was granted earlier this year. Due to the continued precautions related to COVID-19, the Department of Homeland Security has decided to once again extend this policy for an additional 30 days, to August 19.

Under these accommodations, employers are not required to review the employee's identity and employment authorization documents in the employee's physical presence. If unable to do so in person, employers must inspect the Section 2 documents remotely (video link, fax, email, etc.) and obtain, inspect, and retain copies of the documents needed to complete Section 2. Employers should enter "COVID-19" as the reason for the physical inspection delay in the Section 2 Additional Information field. After normal operations resume, the documents should be physically inspected within three days. Once the documents have been physically inspected, the employer should add "documents physically examined" with the date of inspection to the Section 2 Additional Information field on the Form I-9, or to Section 3 as appropriate.

For more information, see the original guidance from March.

Payroll/Appointment Entry July 20, 2020

Pay Increases

Technical Unit Lump Sum Payments: All technical employees at the top of their classification's step range will receive a $200 lump sum. The lump sums will be entered centrally into Additional Pay with the following:

Earnings Code: NLM
Effective Date: 07/06/2020
End Date: 07/19/2020
Earnings: $200.00

Departments will be notified of eligible employees receiving the lump sum payment.

HR Leads/Supervisors/Appointment Entry July 20, 2020

RIO

Retirement Incentive Option Begins August 17: The OHR Contact Center has already been getting some inquiries about the University's upcoming retirement incentive option (RIO). If employees in your unit have questions, let them know that more information about RIO will be sent to employees at the end of July. Eligible faculty and staff will be able to elect the program from August 17 through October 19, 2020.

All July 20, 2020

Clarification

PRP Earnings Code in HR Analytics: OHR has received questions about why the PRP earnings code is not appearing in the Non-Institutional Base Salary dashboards in HR Analytics. The reason is that earnings assigned to the PRP code are negative earnings. By design, negative earnings are excluded from the Non-Institutional Base Salary dashboards.

All July 20, 2020

Procedures

OHR Contact Center Remains Closed for In-Person Appointments: As a reminder, the OHR Contact Center in the Donhowe Building remains closed for I-9 appointments and document pickups.

  • For an I-9 appointment, new foreign national employees should email ohr@umn.edu.
  • Employees are no longer able to pick up checks, W-2 reprints, and 1042-S reprints in person. These are being automatically mailed.
  • Benefits consultations are now handled by phone or virtual meeting. Email or call to make an appointment.

The Contact Center is taking phone calls remotely. Phone numbers are the same as before—612-624-8647 or 800-756-2363. Or email ohr@umn.edu.

Hiring Managers/Supervisors July 13, 2020

Background Checks

Reminder: Background Check Vendor Migration and Training Dates: The University will be migrating to the HireRight background check system this month, as part of the HireRight and GIS merger. Current GIS users can attend one of these remaining training webinars for the new HireRight system:

  • Wednesday, July 15, 1:00 p.m.
  • Tuesday, July 21, 1:00 p.m.

Users will have received invitations to these events already, so email Nicole Salm at salm0078@umn.edu if you need access to GIS/HireRight or have a new employee who needs access. If you can't attend on one of these dates, the training will be recorded and made available to all users.

The new HireRight system will begin accepting new background check orders from users on July 20, with new log-in information sent directly to current users that week. GIS will still accept new background check orders through July 31. Any requests still pending or being reviewed on that date will continue through the process normally until completed. You will still have access to GIS for reporting purposes. For questions, contact Nicole Salm in OHR Talent Acquisition at salm0078@umn.edu.

Payroll Accounting July 7, 2020

Furlough/Pay Reduction Procedures

Payroll Accounting for Furlough and Pay Reduction Program: Information to help people understand and report on payroll accounting data for the Furlough and Pay Reduction Program has been created through the collaboration of the University Budget Office, Sponsored Projects Administration, Accounting Services, and Sponsored Financial Reporting. For questions about reporting on payroll accounting data, contact the Financial Helpline at controller@umn.edu or 612-624-1617.

All July 7, 2020

System Update

PeopleSoft HRMS Update Set for Weekend of August 8–9: OHR Operations is in the process of a planned software update to the PeopleSoft HRMS system, which is scheduled to be installed the weekend of August 8–9. The update will fix several minor bugs in the system and add updates to maintain system stability. The changes will not affect daily processes and routines for users. Throughout July, Operations will be conducting quality assurance testing in advance of the go-live date. Later in July we will provide more information about possible system downtimes that weekend as we move closer to go-live.

Hiring Managers/Supervisors July 7, 2020

New Procedure

Background Check Vendor Migration and Training Dates: The University will be migrating to the HireRight background check system this month, as part of the HireRight and GIS merger. Current GIS users can attend a training webinar for the new HireRight system on these dates:

  • Monday, July 13, 2:00 p.m.
  • Wednesday, July 15, 1:00 p.m.
  • Tuesday, July 21, 1:00 p.m.

We will send more information directly to current users, including links for the online training webinar, later this week. If you are unable to attend, the training will be recorded and made available to all users.

The new HireRight system will begin accepting new background check orders from users on July 20, with new log-in information sent to current users that week. GIS will still accept new background check orders through July 31. Any requests still pending or being reviewed on that date will continue through the process normally until completed. You will still have access to GIS for reporting purposes. For questions, contact Nicole Salm in OHR Talent Acquisition at salm0078@umn.edu.

Position Management July 7, 2020

Reporting

More Position Information Now Available in Ad Hoc Reporting: The data in HR Analytics ad hoc reporting has been expanded to include all the position data in the Positions and Incumbents dashboard. If you have ad hoc access, the data is now available in the PJC-Operational area in the ad hoc environment. We have also scheduled a working lab for Thursday, July 9, from 9:00 a.m. to noon via Zoom.

If you would like access to HR Analytics ad hoc reporting, please complete an Access Request Form (ARF). (Select Additional Applications & Data Warehouse Tables > Additional Applications > UM Analytics. Be sure to choose Create access [Author] and Human Resources–Public.) You will also need to complete two prerequisite courses to gain access: "Working with Employee Data" (OHR060) and one of the "UM Analytics: Creating Basic Analyses and Dashboards" courses (EUS132, EUS133, or EUS134). Register for both of these courses in Training Hub.

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June 2020

Audience Date Message
Time & Absence June 22, 2020

Procedure Change

Change in Vacation Balance Transfers to P&A Positions: Beginning July 6, when employees move from Civil Service to a Professional & Academic position, OHR will centrally process a transfer of up to 120 hours of unused vacation time instead of the current maximum of 80 hours. Any remaining hours over 120 will be paid out at the Civil Service pay rate. Balances less than 120 hours will be transferred in full.

Hiring Managers/Supervisors June 22, 2020

New Employees

Personalized Emails Will Welcome New Employees: Because we are unable to host the New Employee Welcome events during the pandemic, we have developed a plan to welcome new employees with an email that includes information and resources to help give them a strong start in their new role at the University. Beginning Tuesday, June 23, new employees and their supervisors will receive personalized emails, based on their employee group. The emails will go out weekly to new employees. Their supervisors will also receive a copy, along with content that directs them to onboarding resources.

Payroll Accounting June 22, 2020

Fiscal Year Update

Fiscal Year-End: Payroll Encumbrances: All non-sponsored and cost-share payroll encumbrances have been zeroed out for fiscal year 2020. Payroll encumbrances for sponsored chartstrings will continue to be available on payroll reports until June 30, when they will be zeroed out on the last day of the fiscal year. On July 1, all payroll encumbrances will be calculated for fiscal year 2021 and will be available in reporting on July 2. Reminder: No daily payroll encumbrance adjustments will be processed between June 18 and July 1.

Payroll June 22, 2020

Fiscal Year Update

Pre-Confirm Payroll Report Updated for 27 Pay Dates: To help you identify employees who will have their pay spread over 27 pay dates in fiscal year 2021, the Pre-Confirm Payroll Report has been updated to include the employees' frequency code from the job data compensation tab.

Payroll/Payroll Accounting June 18, 2020

Fiscal Year Update

Fiscal Year-End: Payroll Encumbrances: All non-sponsored and cost-share payroll encumbrances have been zeroed out for fiscal year 2020. Payroll encumbrances for sponsored chartstrings will continue to be available on payroll reports until June 30, when they will be zeroed out on the last day of the fiscal year. On July 1, all payroll encumbrances will be calculated for fiscal year 2021 and will be available in reporting on July 2. Reminder: No daily payroll encumbrance adjustments will be processed between June 18 and July 1.

All June 15, 2020

Resources

New HR Analytics Dashboard: Positions and Incumbents: OHR Operations' HR Analytics team has released the 24th in a continuing series of data dashboards—Positions and Incumbents. This new dashboard displays all active positions and information on the current or previous incumbent in that position for each level of the HR department hierarchy. The new dashboard replaces two legacy UM Reports, the Position Management Position List and the Position Management Vacant Position List, which will both be retired. To see the new dashboard, in MyU navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Position > Positions and Incumbents.

Time and Absence June 8, 2020

Procedures

Time Reporting Updates for University Closure on Thursday Afternoon, June 4: The University was closed the afternoon of Thursday, June 4, out of respect for the memorial service of George Floyd. Here are instructions for the different employee groups to ensure employees are paid correctly for that time:

  • Essential employees who worked during this time may be paid the $2-an-hour essential employee augmentation using the time reporting code "Essential Employee Augment." The augmentation should be added to the time sheet in addition to regular time worked during that period.
  • Hourly employees who normally would have worked Thursday afternoon should report their time as REG according to their schedule.
  • Salaried and exception hourly employees will be paid for their regular hours and do not need to take any action.
Appointment Entry June 8, 2020

Data Update Reminder

It’s Time to Process Regents Scholarships: The summer term is our first start-of-term under reduced operations and remote work. This is normally when Regents Scholarships are being processed and are being reported to Payroll Services so that we can apply the taxable value of this benefit to employees' earnings. Understandably, we are noticing some delay in this processing. That can result in a shorter period over which the additional taxable earnings can be reported. Please encourage employees and supervisors to submit and route the necessary forms.

Hiring Managers/Supervisors June 8, 2020

Resources

New Web Page Can Help With Remote Hiring: Even during a hiring freeze, recruiting for some exempt positions continues. And with social distancing still in place, hiring can be especially challenging. To help units cope with these new realities, OHR’s Talent Acquisition Department has created the Remote Hiring Toolkit, a web page that offers tools and advice for interviewing and selecting candidates remotely. The web page shows you how to prepare for and conduct virtual interviews using time-saving technology—including video conferencing, one-way recorded video interviews to screen candidates, and automated reference checking—to ensure that you and the applicants have a positive experience.

Appointment Entry June 8, 2020

Records Update

Labor-Represented Increases Have Been Updated: Last week pay increases were updated for Teamsters and for AFSCME Clerical, Health Care, and Technical bargaining units. The program inserted a 6/8/2020 Pay Rate Change/Annual Increase row and updated the hourly rate on that row and any rows after that date. (The program was run twice for the Clerical and Technical increases to ensure all eligible employee records were updated.) You can review reports in the Reporting Center via Reports Run for Me > HRMS.

Clerical

Health Care:

Technical

Teamsters

Departments will need to update records for employees listed with the "Expected End Date Less Than Effective Date" error message. Departments do not need to update records for employees listed with the "Future Pay or Step Increase" error message.

Appointment Entry June 8, 2020

Data Records Update

Job Data Records Have Been Updated for 27 Pay Dates: Last week, central OHR updated job data records in preparation for 27 pay dates in fiscal year 2021. These two rows were added:

  • A 6/8/2020 - Data Change/FY Comp Freq - CNTRL USE ONLY row was inserted to update the comp frequency from B to B27 for salaried employees paid over 12 months.
  • A 6/8/2020 - 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 or delete these rows.

All June 8, 2020

Reporting

Be Aware of How 27 Pay Dates Will Affect Data Tables: The 27 pay dates in FY21 will affect HR analytics and HR data warehouse tables that derive from PS_UM_EMPLOYEES. If you use this data, review the Knowledge Article that has been put together to help data users prepare for the changes this will have on reporting.

All June 8, 2020

Resources

New HR Analytics Dashboard Will Replace 2 Position Reports: HR Analytics is excited to be deploying a new Positions and Incumbents dashboard on Monday, June 15. The new dashboard will improve reporting on position management and will include reporting on position incumbents. With the deployment of this new dashboard, two legacy UM Reports, the Position Management Position List and the Position Management Vacant Position List, will both be retired. If you have any questions or concerns about the retirement of the two UM Reports, email or call the OHR Contact Center at OHR@umn.edu, 612-624-8647 or 800-756-2363).

Supervisors June 8, 2020

Resources

Talent Share Program Can Help Meet Staffing Needs: As a reminder, if your department could use extra staffing for important projects—or if you have employees who have time for more work during reduced operations—the University's Talent Share program can help. The program matches work opportunities in one unit with employees from other units who have the time and skills to complete additional tasks.

To take part in Talent Share—either to request help or share available employees—visit the Talent Share website for details and an online form to get started. For questions, contact your unit's HR representative or your OHR Talent Acquisition consultant.

All June 8, 2020

Training

Correction to 27th Pay Date eLearning: In response to recent questions and discussions, OHR Training Services would like to make a correction to one of the examples given in the 27th Pay Date eLearning course on the new B27 frequency code for fiscal year 2021. In Module 3, in the scenario "Return from Work Break and Data Change for B27 Frequency," the example for Lucas uses the action/reason "Data Change/Pay Group Change" to document the B27 frequency after his return to work. The action/reason in that situation should be "Data Change/Special Circumstances." While we can't update the training at this date, please keep this correction in mind as you take the course or review the materials.

To enroll in or review the training, sign in to Training Hub [training.umn.edu], click on Course Catalog, and search for the course name/keyword "B27: New Frequency Code for FY21."

Hiring Managers June 1, 2020

Job Application Process

Conflict of Interest Question Added to External Applications: As of May 31, external applicants are now required to identify any conflicts of interest on submitted job applications to the University. After attaching or completing their work history and education information, they must respond yes or no to the following:

To the best of your knowledge, are either of the following statements true:

  • You have a prior relationship, professional, business, or personal, with individuals involved in the hiring process for this position.
  • You are currently employed outside the University and, as part of that employment, you work with the University or are in a position to make decisions that impact the University.

Those who answer yes will be required to provide more information. Unit recruiters and central recruiters will have a new role in reviewing and resolving any identified conflicts of interest for candidates brought in for interview or hired. The business process is available under Recently Updated Materials on the HRMS website.

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May 2020

Audience Date Message
All May 28, 2020

Resources

HR Analytics Releasing 2 New Dashboards: OHR Operations' HR Analytics team has released the 23rd in a continuing series of data dashboards- Workforce Actions. This new dashboard displays information on job record workforce actions by HR department hierarchy or employee for any date range from April 6, 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 > Employee > Workforce Actions.

In addition, HR Analytics is excited to be deploying a new Positions and Incumbents dashboard on June 15. The new dashboard will improve reporting on position management and will include reporting on position incumbents. With the deployment of this new dashboard, two legacy UM Reports, the Position Management Position List and the Position Management Vacant Position List, will both be retired. If you have any questions or concerns about the retirement of the two UM Reports, email or call the OHR Contact Center at OHR@umn.edu, 612.624.8647, or 800-756-2363).

FMLA Administrators May 18, 2020

FMLA Process

Process for FFCRA Paid Expanded FMLA Leave: As we discussed in the last HRMS Advisory Group, under the Families First Coronavirus Relief Act's Expanded FMLA provision, employees who cannot work because they must care for children due to COVID-related school, daycare, or summer camp closures, and who are close to exhausting their 160 hours of emergency paid leave, may be able to access more paid time away.

If you have employees who are eligible for the expanded FMLA leave, please contact Blaine Bloomgren in Payroll Services( bloo0250@umn.edu). (Previously you were instructed to contact Employee Relations or Lauren Daughenbaugh in Total Compensation.) A collaborative team in Total Compensation and Payroll will review the person's eligibility, address your questions, and provide instructions on using the employee's absence balances as a part of their 10 weeks of paid FMLA, which you can then communicate to the employee.

Appointment Entry May 18, 2020

Job Code Change

Discontinue Using ECT Earnings Code for Student Continuation of Pay: If you are still making entries in Additional Pay to add or change student worker continuation of pay, be sure you do not add to an ECT earnings code record. You must use ECW. We found more than 300 instances of new ECT earnings during the payroll close for pay period ending 5/10/20 that had to be corrected manually, as many would have resulted in overpayments.

Hiring Managers/Supervisors May 11, 2020

Records Update

Work-Study Continuation of Pay Codes Corrected Centrally: As we announced previously, since the state is now allowing state-funded work-study to be used for both hours worked and student worker continuation of pay, the use of the ECT earnings code was discontinued. At that time, we also let you know that we would correct the previous use of ECT centrally. Those updates took place this week. Units do not need to take any action regarding this change.

HRMS and Payroll took the following steps:

  1. For all ECT records in Additional Pay that have an end date greater than 04/26/2020, the end date was updated to 04/26/2020.
  2. An ECW record was added with an effective date of 04/27/2020. The number of hours, rate, and end date did not change.
  3. For all pay periods before 05/10/2020, where ECT was paid to an employee, Payroll Services will move these funds from ECT to ECW on a pay line adjustment, so the appropriate funds will be applied to Work Study. Please remember, the work-study program in PeopleSoft will determine if the student has work-study funds and will apply them appropriately.
May 11,2020

COVID

Temp/Casual Employees and the Families First Coronavirus Response Act: Recent clarification of the FFCRA has alerted us that temp/casual employees are eligible for two weeks of paid leave (prorated) under this law. While University emergency and reduced operations pay provisions do not include temp/casuals, the federal leave entitles them to the number of hours they work, on average, over a two-week period. The time should be entered on the employee's time sheet using the Emergency Reduced Ops or Emergency Pandemic Hourly time reporting codes, depending on the reason for their leave.

To help in this effort, Payroll Services will send HR Leads a list of temp/casual employees paid in the pay period ending 3/1/20 to help you determine who did not continue to work in subsequent pay periods. We also refer you to the UM_TL_PAYABLE_TIME query in the Reporting Center. Beyond those resources, we encourage you to work with your supervisors to determine which temp/casual employees should receive paid leave.

All May 11, 2020

New COVID Procedure

Emergency Leave Reason Reporting Form: On May 7, OHR sent more than 2,100 employees a request asking them to complete the Federal Leave Reason Reporting Form. If you get questions from employees about this form, please assure them that all employees who received the request need to complete the form. The form applies to employees being paid under both continuation of leave and University emergency leave. We also need the forms from employees being paid intermittently under one of these provisions.

All May 11, 2020

Resources

Find Answers to COVID HR Questions on the Operations Google Site: If you have a COVID-related HR question, the answer may already be available on the OHR Operations Google site. COVID questions and their vetted and approved answers are regularly being logged on a Google spreadsheet. In the menu at the top of the Operations home page, click on Resources and look for the document "HRER Follow-Up FAQ," under the COVID-19 heading at the top of the page. If you don't have access to the OHR Operations website, please email ohr@umn.edu.

Appointment Entry May 4, 2020

Job Code Change

Teamster Salary Grade Changes: Effective 3/16/20, two new salary grades-47D and 43B-were created for the following job codes:

  • 6073-Senior Maintenance Plumber: Salary plan/grade changed from S1/47 to S1/47D
  • 6075-Maintenance Plumber: Salary plan/grade changed from S1/43 to S1/43B

Positions and job data records have been centrally updated.

Hiring Managers/Supervisors> May 4, 2020

Funding Change

Students Can Now Be Paid With State Work-Study Funds: State-funded work-study has been approved for paying students who are working during the pandemic, the same as federally funded work-study. As a result, the time-reporting code CCW should no longer be used in the time sheet. These hours should be recorded as REG, which will allow pay funded by work-study to be processed correctly in the system.

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April 2020

Audience Date Message
All April 28, 2020

Resources

New HR Analytics Dashboard: Employee Headcount and FTE by RRC: OHR Operations' HR Analytics team has released the 22nd in a continuing series of data dashboards—Employee Headcount and FTE by RRC. This new dashboard displays the headcount and FTE by RRC (Resource Responsibility Center) for any date from April 6, 2015, to the current date.

The new dashboard is now available in the MyU Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Employee > Employee Headcount and FTE by RRC.

Appointment Entry April 22, 2020

Clarification

How to Enter 'Essential Employee Augmentation': We'd like to clarify some confusing and contradictory instructions we have given about using the new EEA "Essential Employee Augmentation" time reporting code. EEA is used on both hourly and exception hourly time sheets to grant essential workers a $2-an-hour augmentation for the hours they work on site. To apply the augmentation correctly, the earnings code should always be listed with a corresponding REG line of pay. The EEA line should report the number of hours worked on site, while the REG line should report the total hours worked that day.

For more details and examples of correct and incorrect EEA entries, download and save this instruction sheet.

Appointment Entry/Payroll April 22, 2020

Records Updates

Instructions for Entering Teamsters Pay Increases: It is time to update PeopleSoft records to reflect pay increases to Teamsters-represented employees as a result of recent contract negotiations. Units must enter retro pay into Additional Pay by 4:30 p.m. on 5/13/20 for the 4/27–5/10/20 pay period. Use these instructions and charts:

Instructions for units
Teamsters Rates for 2019–2021
Teamsters Rates—Mechanics
Teamsters Rates—Gardeners
Teamsters Rates—Plumbers

All April 22, 2020

Reminder

Check the OHR Operations Google Site for COVID Updates: OHR Operations is compiling the latest information, updates, and procedures related to COVID-19 on its Google site for HRMS users. Once you are logged in to the home page, click on Resources, then look for the COVID-19 heading at the top of the page. Here you will find an FAQ on many common HR situations, hiring freeze guidelines, and links to updated job aids and the new Talent Share program for loaning employees between units. Information will continue to be added here as needed.

All April 22, 2020

Resources

New HR Analytics Dashboard: Temp/Casual and Student Worker Headcount Snapshot: OHR Operations' HR Analytics team has released the 21st in a continuing series of data dashboards—Temp/Casual and Undergrad Student Workers Headcount Snapshot. This new dashboard displays a headcount of temp/casual and undergraduate student workers by HR department hierarchy in biweekly snapshots from April 2020 to the current date.

The new dashboard is now available in the MyU Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resources > Workforce Analysis > Employee > Temp/Casual and Undergrad Student Workers Headcount Snapshot.

All April 13, 2020

Update

OHR Contact Center Is Accepting Calls Again: Beginning today, the OHR Contact Center is once again taking phone calls, thanks to software installed by OIT that allows staff to field calls from home. The phone numbers are the same as before—612-624-8647 or 800-756-2363. Or email the Contact Center at ohr@umn.edu.

Appointment Entry/Payroll April 13, 2020

Clarification

$2 Essential Employee Augmentation and Overtime: There has been some confusion about the $2 augmentation for essential employees (Time Reporting Code EEA). The augmentation is eligible to be used on overtime hours. Also, it is included in the FMLA rate when overtime is calculated. The job aid Time Reporting Codes for COVID-19 (available on the Recently Updated Materials page of the HRMS Instruction site) has been corrected to reflect this clarification.

Time and Absence April 13, 2020

Procedure Change

Employees Now Have Access to Excused Paid Absence Type: As requested by HR Leads, we have opened access to the Excused Paid Absence Type to all absence-eligible employees so that employees can enter their own pandemic-related absence requests. A new job aid is being developed to guide employees on selecting the correct absence reason. When directing employees to enter their own pandemic-related absence requests, please emphasize the importance of selecting the correct absence reason:

  • For emergency leave, choose: Emergency Pandemic
  • For continuation of pay for employees unable to work remotely under extended reduced operations, choose: Emergency Reduced Operations
All April 13, 2020

Systems Update

PeopleSoft Unavailable From Noon Saturday to Noon Sunday: Due to a planned software update this weekend (April 18 and 19), the HR PeopleSoft system will be unavailable from noon Saturday through noon Sunday. During that time, users will not have access to PeopleSoft HRMS applications. That includes:

  • MyU self-service functions, such as the tabs My Time, My Pay (including W-2 tax information), My Benefits, My Info, and Manager Info
  • HRMS-related queries in the Reporting Center
  • The job search site

This PeopleSoft update will provide technical enhancements but will not affect end users. Mark your calendars for the upgrade weekend so that you can plan around the service outage.

Hiring Managers/Supervisors April 13, 2020

Resources

Guide to Posting Jobs During Hiring Freeze: Even during a hiring freeze, some aspects of the hiring process may need to continue. OHR has created a brief guide to job postings during this time, outlining what steps should be taken for 1) putting current postings on hold, 2) posting exceptions to the freeze, and 3) accepting applications without further hiring action. Find the guide on the Operations Google website under Resources > COVID-19 > Hiring Freeze Guidelines > UMN Postings During Hiring Freeze: Quick Guide.

HR Leads/Hiring Managers April 13, 2020

Procedure Change

Provisional Hires While Waiting for Background Checks: With background checks significantly delayed during the pandemic, units should put a hold on new hires until the checks can be completed. If necessary, however, exceptions can be made for some critical positions by using a new provisional hiring form. (The provisional form cannot be used for candidates whose background checks are required under the administrative policy Safety of Minors.) The criteria and process for a provisional hire are explained in a new guide—Provisional Hiring Due to Background Check Delays—that has been posted on the Operations Google website under Resources > COVID-19 > Hiring Freeze Guidelines.

Appointment Entry/Payroll April 13, 2020

Update

Teamster increases Completed: The increase program was run and inserted a 9/30/19 Pay Rate Change/Annual Increase row into job data. You can see a report in the Reporting Center under Reports Run for Me > HRMS > UMHRAE002 - TEAMSTERS INCREASE.PDF (04/09/2020) . The new hourly rates will be paid on the 4/22/20 payday (3/30/20–4/12/20 pay period). Detailed pay increase and retro pay instructions will be forthcoming.

Appointment Entry/Payroll April 7, 2020

Reminder

Enter AFSCME Retro Pay by April 15: All retro pay for AFSCME clerical, technical, and health care employees must be entered by the departments no later than 4:30 p.m. on Wednesday, April 15. The retro pay will be entered for the 3/30/2020–4/12/2020 pay period and paid on the April 22 pay date.

All April 7, 2020

COVID

Answers to COVID HR Questions Now on Operations Google Site: OHR has a new location for answers to COVID-related HR questions that have been vetted and approved. A Google spreadsheet is now available on the OHR Operations Google site. In the menu at the top of the home page, click on Resources and look for the document, “HRER Follow-Up FAQ,” under the COVID-19 heading at the top of the page. If you don’t have access to the OHR Operations website, please email ohr@umn.edu.

Since many of these questions are very HR-specific and not necessarily relevant to a larger audience, we thought the Operations website was a better place for them than a public-facing FAQ on the OHR website. Answers that are relevant to employees will continue to be added to the public FAQ.

HR Leads/Supervisors/Hiring Managers April 7, 2020

New Procedure

Use Hiring Freeze Exception Form for Critical Positions: During the University’s hiring freeze, if collegiate or administrative unit leaders decide that an unfilled position is critical to operations, units should submit a Hiring Freeze Exception Request to the Office of Human Resources. This new form is available on the Recruiting and Hiring page of the OHR website, under Additional Resources. The form will be reviewed by the vice president for human resources and the Executive Leadership Review Team. See page 3 of the form for positions exempt from the freeze or for options in cases in which an offer has already been made.

Hiring Managers/Supervisors April 7, 2020

Resources

Help Document Now Available for Student Average Hours Query: Last week we told you about a new query in the Reporting Center to help you figure the average work hours for student workers who can continue to be paid even if they are not able to work during the University’s extended reduced operations. We have now added a help document in the Reporting Center that provides more details about the query, Spring Semester 2020 Undergrad Student Avg Hours. View it by clicking on the information icon next to the report name.

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March 2020

Audience

Date

Message

Payroll March 30, 2020

Resources

New Report Computes Students' Average Hours of Work: Student workers who are not able to work due to the extended reduced operations can continue to be paid, based on the average number of hours they have worked per pay period so far. A report now available in the Reporting Center can determine those average hours for you. The query Spring Semester 2020 Undergrad Student Avg Hours provides a student worker's average hours and hourly rate. In MyU, navigate to the report via Key Links > Reporting Center > Human Resources > HR Operational > Payroll > Spring Semester 2020 Undergrad Student Avg Hours. The job aid Student Worker Pay for Not Actively Working: Additional Pay During COVID-19 can provide more details.

Hiring Managers March 30, 2020

Tip

Cancel or Suspend Multiple Job Postings Using Group Actions: With a hiring freeze in place, unit recruiters will want to cancel job postings or put them on hold in Recruiting Solutions. A new job aid shows how you can use the Group Actions feature to update multiple job openings at once. For questions, email the OHR Contact Center at ohr@umn.edu or Talent Acquisition at employ@umn.edu

Appointment Entry March 30, 2020

Update

Teamsters Pay Increases: Teamsters annual pay increases are effective 9/30/19. During the week of April 6, central OHR will update the Salary Admin Plan and Grade tables and run the annual increase program to update employee job data records. Departments are responsible for processing and entering the retro pay. New hourly rates will be paid in the 4/13/20–4/26/20 pay period and paid on the 5/6/20 pay date. Retro pay will be processed by the units for the 4/27/20–5/10/20 pay period and paid on the 5/20/20 pay date.

All March 19, 2020

New Procedures

Changes to OHR Contact Center and Donhowe In-Person Services: Effective immediately, and until further notice, we are making these changes to OHR's in-person services in the Donhowe Building:

  • Employees will not be able to pick up checks, W-2 reprints, and 1042-S reprints in person. These will be automatically mailed.
  • For benefits consultations, employees should email the OHR Contact Center to make an appointment. Consultations will be handled by phone or virtual meeting.
  • Be aware that the Donhowe Building, as with other campus buildings, requires a UCard to enter even during regular business hours.
Payroll March 19, 2020

Schedule

Payroll Close This Week: The payroll close process is continuing as usual. The timeline remains the same (as noted below). If you have a question during the payroll close process, please send emails as usual to payroll@umn.edu or ohr@umn.edu. The OHR Contact Center will not be able to accept phone calls. Please do not call or email questions to individual OHR employees, as some employees will be working remotely and responsibilities may shift during this time.

Payroll Close Timeline:

Thursday, March 19: Payroll preconfirmation report will be available.
Friday, March 20: 10:00 a.m.: Payroll Update deadline

Payroll March 19, 2020

New Procedures

Off-Cycle Checks and Check Pickup: We will continue to process off-cycle requests and stop pay requests as usual, but employees will not have the option to pick up checks at Donhowe B20 during the COVID-19 outbreak. All checks we are now holding will be mailed today. However, we ask that you be judicious with off-cycle requests and add the pay to the next on-cycle check when possible.

Hiring Managers/Supervisors March 19, 2020

New Procedures

I-9 Processing During the COVID-19 Outbreak: We have received a number of questions about how the University will process I-9 forms during the outbreak. Unfortunately, the Department of Homeland Security (DHS) at this time is not providing any flexibility on the requirement to review original documents in person. I-9 guidance specifically prohibits reviewing documents "via webcam."

If a new employee in your department is beginning their job remotely and will not meet with colleagues, please have them complete a paper I-9 form (https://www.uscis.gov/system/files_force/files/form/i-9-paper-version.pdf) at home using an employer's authorized representative. An authorized representative can be any person we designate to complete and sign Form I-9 on our behalf. Under the circumstances raised by COVID-19, DHS will consider "any person" to include even a family member or household member. There is no need to have specific agreements or other documentation for Form I-9 purposes.

If the new employee is coming to a University work location but HR is not available to complete section 2 of an I-9, a colleague should complete section 2 of the I-9 on paper.

Paper I-9 forms should be kept and uploaded to I-9 Express at the earliest convenience.

We will continue to process I-9s for new foreign national employees in Donhowe B20. Please have the employee make an appointment by emailing ohr@umn.edu.

For foreign national I-9 reverifications, during the COVID-19 outbreak we will ask foreign national employees to send us a photo or scan of their renewed document and present the document in person in the future. Please continue directing them to call the OHR Contact Center, which will provide them with instructions for sending us documentation.

All March 19, 2020

Resources

New HR Analytics Dashboard: EEO Goal Setting: OHR Operations' HR Analytics team has released the 20th in a continuing series of data dashboards—EEO Goal Setting. The new dashboard provides information about the demographics of the University's workforce, the University's estimate of the available workforce in the market (Percent Availability), and the University's equal opportunity goals, for specific snapshot dates from October 2019 to the present. The dashboard is an important tool to use during the search and hiring processes.

It includes security features that ensure only individuals approved to view "HR Private" data can see the report. If you can't view the dashboard and believe you should have access, please submit an access request form (ARF).

The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resource Management > Human Resources > EEO Goal Setting.

All March 10, 2020

Resources

HR Analytics Releases New and Enhanced Dashboards: OHR Operations' HR Analytics team has released a new data dashboard—Employee Headcount and FTE Demographics Snapshot—and has added new features to a previous dashboard, Employee Headcount and FTE Demographics. The new demographics snapshot dashboard—the 19th in a continuing series—displays the headcount and FTE by ethnicity, legal sex, employees with disabilities, and protected veterans, viewable by HR department hierarchy for specific snapshot dates from October 2019 forward.

The enhanced Employee Headcount and FTE Demographics dashboard adds two new tabs, which display the headcount and FTE by employees with disabilities and protected veterans by HR department hierarchy for any date from April 6, 2015, to the present.

The new and revised dashboards are now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resource Management > Human Resources. Then choose either Employee Headcount and FTE Demographics Snapshot or Employee Headcount and FTE Demographics.

Hiring Managers/Supervisors March 10, 2020

Resources

'Recruiting and Hiring' Web Pages Get a Makeover: Talent Acquisition has streamlined its Recruiting and Hiring web pages (on the OHR website under Supervising at the U), making it easier to find information on the hiring process. All the previous information has been retained, but some pages and sections have been moved to new categories, so you may have to re-bookmark some of your favorites. We have also added a new page on technology tools to support the hiring process: LinkedIn recruiting, video interviews, and automated reference checks. If you can't find the information you're looking for, email or call the OHR Contact Center at ohr@umn.edu or 4-UOHR (612-624-8647; 800-756-2363).

HRMS Advisors March 3, 2020

Meeting

HRMS Advisory Committee to Meet Tuesday, March 10: Members of the HRMS Advisory Committee will hold their next meeting Tuesday, March 10, at 9:00 a.m. in Bruininks Hall, Room 131B.

Payroll March 3, 2020

Update

AFSCME Clerical, Health Care, and Technical Increases: Central OHR will complete the manual entry of retro annual and step increases by 4:30 p.m. Wednesday, March 4. We will send spreadsheets on Thursday, and instructions will follow.

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February 2020

Audience

Date

Message

Payroll/Payroll Accounting February 17, 2020

Issue Resolved

Fix to Payroll Encumbrance Calculation: The PeopleSoft monthly release yesterday included a fix to resolve a previous issue with payroll encumbrances. The encumbrance calculation will now recognize that additional pay earnings should stop at the end of the fiscal year. Previously, if additional pay had an earnings end date that was the same as the end of the fiscal year and was distributed on sponsored funds, the calculation would improperly extend the additional pay until the end of the grant award period or project end date.

Appointment Entry February 17, 2020

Records Updates

Pay Increases for AFSCME Clerical, Health Care, and Technical Employees: As a result of recent contract negotiations, central OHR will be manually updating PeopleSoft records with step realignments and pay increases to employees represented by AFSCME Clerical, Health Care, and Technical.

The salary plan and grades will be updated this week. The step realignments and pay increases will be updated in employee job data from February 24 to March 4. The new hourly rates will take effect in the 2/17/20–3/1/20 pay period and will be paid on the 3/11/20 pay date.

Effective Dates

Clerical:
Step realignment: Effective 6/10/2019
Annual increase: Effective 12/23/2019
Step increases: Have been programmatically entered monthly (June 2019–March 2020)

 

Health Care:
Step realignment: Effective 6/10/2019
Annual increase: Effective 12/23/2019
Step increases: Will be entered based on employee's progression/anniversary date

Technical:
Step realignment: Effective 6/10/2019
Annual increase: Effective 06/10/2019
Step increases: Effective 10/1/2019

Retro pay will be entered by the departments for the 3/30/2020–4/12/2020 pay period and paid on the 4/22/2020 pay date.

Appointment Entry February 17, 2020

Update

'Year Acquired' Field for Degree Data Is Now Required: Following a PeopleSoft monthly release yesterday, the Year Acquired field for degree data is now a required field for both employees and applicants. To ensure degree data flows successfully through PeopleSoft, any blank Year Acquired field in degree data entered before the update has been populated with "1900." HRMS users can update the Year Acquired field in PeopleSoft by going to the UM HR Homepage, clicking the Workforce Development tile, and choosing Person Profiles. If you have questions, please email or call the OHR Contact Center at ohr@umn.edu or 4-UOHR (612-624-8647, 800-756-2363).

Hiring Managers/ Supervisors February 17, 2020

Procedure Change

New Time Reporting Code for Work-Study During Campus Closures: In case of emergency closures, departments can now use a new time reporting code to pay work-study students from department funds instead of work-study funds, as required under work-study regulations. Under Time Reporting Code, tell work-study student employees to select the option "53 Campus Closure Work Study." If a student fails to do so, the approver can still make that change before approving the time sheet. The time reporting code will appear as CCW=Campus Closure Work Study. The code should be used only for campus closure days.

Hiring Managers February 17, 2020

Reminder

Add Automated Screening Questions for 1826 and 1885 Job Openings: Unit recruiters should still be adding system screening questions to all 1826 and 1885 job openings. Adding these questions reduces screening time for central recruiters so that hiring managers can review qualified applicants sooner. Refer to the job aid for more information on adding the questions to a job opening. You can also view the job aid by visiting the A-Z Materials/Tools page of the HRMS Instruction site and clicking on Adding Screening Questions to a Job Opening.

Payroll/Payroll Accounting February 10, 2020

Reports

Year-End Payroll Adjustments Being Run Today: 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' 2019 year-to-date amounts. That payroll was processed on Monday, February 10. As a result, you may see additional UM Payroll Verification Reports for your department in the Reporting Center with a pay end date of 12/07/19. These payroll entries will post to the general ledger on Wednesday evening with an accounting date of 02/12/20.

Note: You will not see a payroll verification report for your area if no employees had year-end adjustments.

Hiring Managers/Supervisors February 10, 2020

New Employees

Health Benefits Workshop Friday: The next Health Benefits Workshop for new employees will be held Friday, February 14. The workshops are for employees who want to learn more about their benefit options (medical, dental, pre-tax flexible spending accounts, life insurance, and disability) and would like help before completing their enrollment online. This workshop complements the New Employee Welcome by providing detailed benefits information. New employees should plan to attend the earliest session after their start date.

New employees should register in advance. For questions, call 612-624-8647 and select option 1 to reach Employee Benefits. The workshops will be held on these dates from 9:00 to 10:30 a.m. in the Donhowe Building, Room 210:

  • Friday, February 14
  • Friday, March 20
  • Thursday, April 30

All February 3, 2020

Resources

New HR Analytics Dashboard: Employee Headcount and FTE Demographics: OHR Operations' HR Analytics team has released the 18th in a continuing series of data dashboards—Employee Headcount and FTE Demographics. This new dashboard displays the headcount and FTE by ethnicity (institutional calculation) or legal sex for any date from April 6, 2015, to today. It also allows comparisons across and within the HR department hierarchy. We will be adding more demographic data, such as disability status, protected veteran status, and so on, in the coming months.

This new dashboard is the first one with security features that only allow people approved to view "HR Private" data to see the information. If you can't view the dashboard but believe you should have access, please submit an access request form (ARF).

The new dashboard is now available in the Reporting Center. In MyU, navigate to Key Links > Reporting Center > Human Resource Management > Human Resources > Employee Headcount and FTE Demographics.

All February 3, 2020

Resources

More Data Now Available for HR Analytics Ad Hoc Reports: We have also expanded the data available in HR Analytics ad hoc reporting. It now includes all employee workforce actions taken from April 6, 2015, to today. In addition, several fields used for Office of Institutional Research reporting have been added to the snapshot area.

If you don't yet have ad hoc access, complete an Access Request Form (ARF) for HR Analytics ad hoc reporting. Select Additional Applications & Data Warehouse Tables > Additional Applications > UM Analytics. On the ARF form, under Author Access, select HR Public. You will also need to complete two prerequisite courses: Working with Employee Data (OHR060) and one of the UM Analytics: Creating Basic Analyses and Dashboards courses (EUS132, EUS133, or EUS134). Register in Training Hub . In addition, a working lab is scheduled for Tuesday, February 11, from 9:00 a.m. to noon in Humphrey 50A.

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January 2020

Audience

Date

Message

Appointment Entry January 28, 2020

Data Entry

Reminder on Data Entry for Notice of Appointments: We have found a number of Notice of Appointment (NOA) data elements missing or inaccurately entered in PeopleSoft. Please remember to complete the Contract entry for salaried Faculty and Staff on a 12-month, 10-month, or 9-month appointment (including 9- or 10-month appointments paid over 12 months).

This entry is a required step in the new-hire process. It completes the employment agreement document that employees see in MyU when they click on the Notice of Appointment link at the bottom of the My Info tab. We will be escalating missing NOA data to department leadership in February.

If you have questions about how to complete this entry, please review the online resources at https://hrms.umn.edu/appointment-entry/contract-details or email or call the OHR Contact Center at ohr@umn.edu or 4-UOHR (612-624-8647; 800-756-2363).

Hiring Managers/Supervisors January 28, 2020

New Hires

I-9 and Contact Center Reminders: Here are a few tips to keep in mind when referring employees to the Contact Center:

  1. I-9 forms for permanent residents should be completed in your department.
  2. The Contact Center has had quite a few foreign national employees walk in to complete their I-9 or tax treaty forms without an appointment. It is very important that employees make an appointment to ensure we are staffed to help. However, we will accept a walk-in if the employee is starting that day.
  3. If an employee has a question about payroll or recruiting, please refer them to the 4-UOHR number (612-624-8647; 800-756-2363) or ohr@umn.edu. We are not staffed to take walk-ins for these types of questions.
All January 21, 2020

System Update

Please Limit PeopleSoft Use for Start of Spring Semester: Twin Cities classes resume today, and PeopleSoft will experience peak usage as thousands of students and faculty start up a new term. Please limit manual processing and large queries today and tomorrow to protect critical systems for student and faculty use.

Hiring Managers/Supervisors January 21, 2020

Student Workers

Student Work-Study Reminders: As spring semester begins, make sure your department is using available work-study funds effectively and correctly with your student workers:

  • Use the Employed Student With Unused Work Study Awards query in the Reporting Center to identify any student worker in your unit who may have a work-study award that is not being used. If one of your student workers appears on the report, confirm whether they are using the award on another job and place the award following the Work Study Placement Job Aid.
  • Check that the Placement Status on the UM WS Award Placement page has the appropriate effective date, usually the student's hire date.
  • Students can decide to split their work-study between a maximum of two positions. To split work-study, email stdtempl@umn.edu with the student ID and how much the student would like to allocate of the remaining award to each job record (for example, 50/50).
  • Check the end date for your student worker's appointment. The last day to use work-study funds for spring semester is May 10.

The department will begin receiving the 70% reimbursement of the student's earnings once the placement panel is completed. For questions, please contact Student Employment Programs at stdtempl@umn.edu.

All January 21, 2020

Taxes

W-2s Now Available Online: The 2019 W-2 tax form is now available to all employees online. Employees can log in to MyU and click on the My Pay tab, then on View W2/W2C Forms. Employees who have opted to receive their W-2s exclusively online will not receive a printed form in the mail. If they did not opt in, their printed forms will be mailed this week.

For added security, logging in to MyU now requires Duo two-factor authentication. Employees who haven't yet signed up for Duo will be required to enroll when they log in to MyU to get their W-2. They can get help with Duo at https://it.umn.edu/technology-help-our-staff. Suspected phishing attempts, which tend to increase during tax season, should be reported to UMN Technology Help at 612-301-4357 or help@umn.edu.

All January 13, 2020

System Security

New 'Personal Data View' Security Group Created: To make access to private data more secure, a new security group—Personal Data View—has been created to provide view-only access to these PeopleSoft pages:

  • Citizenship-Identification Data
  • Disabilities
  • Modify a Person

Users with a business need for view-only access to this private data should submit an Access Request Form (ARF) for the new security group. Appointment View users who need to see personal data should have the ARF process completed by February 16; at that point, Appointment View will only provide access to appointment data. Users with Appointment Entry access do not need to request the new security group; they will continue to have access to both appointment and personal data.

Time and Absence Managers/Supervisors January 6, 2020

Procedure Change

Change in Access for Entering Excused Paid/Unpaid Absences: Beginning with the pay period Monday, January 6, employees will no longer be able to submit the absence types Excused Paid and Excused Unpaid directly in Absence Management through MyU. Only unit absence administrators will have access to enter these absence types and will need to make them on behalf of their unit's employees. The change is the result of an audit that found these absence types were often used incorrectly.

All January 6, 2020

Resources

New Feature Added to Institutional Base Salary Dashboard: The Employee Institutional Base Salary dashboard has been enhanced to show whether an employee was scheduled to receive additional pay during the previous year. If additional pay was scheduled, you will now see a link to the Employee Non Institutional Base Salary (Addl Pay) dashboard. To view the updated Employee Institutional Base Salary report, in MyU go to Key Links > Reporting Center > Human Resources > Workforce Analysis > Employee Institutional Base Salary.

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