Who will fill out the Hire Form?You should follow the same process you use today. If the departmental representative normally fills out the Hire Form, he or she will use the HR Web Tools for hiring exempt or non-exempt staff and will use the Word Template Hire Form on the Payroll Website for hiring faculty, students, and casual labor. If an HR recruiter currently fills out the form (Personal Authorization Form at DRH), he or she will use these processes.How do I record a Cost Center if the employee will be funded 100 percent by a grant?The grant code should be recorded under the Cost Distribution section of the form.Do I still have to prepare a Biographical Data Sheet for students?No. The Hire Form will take the place of the Data Sheet. You must attach W-4's and NC-4's as well as the direct deposit authorization form.Will I be able to view employee information the same way I can today in the HR400?Yes. Company Code 10 will continue to have access; however, the information will look different. It will be easier and better to use the Employee Confirmation Form as a reference.Why isn't there a space for marital status on the Hire Form?Marital status is not a required field in R/3. The marital status for tax purposes is recorded on the W-4 and NC-4.How will primary departments know if an employee has secondary positions?The secondary positions are recorded on the back of the Employee Confirmation Form. When secondary positions are added, an updated Employee Confirmation Form is sent to the primary department.Is there a way to add more Cost Centers under Cost Distribution?Yes. There is a form for additional Cost Centers called the Cost Distribution Form.In the hiring of graduate students, will the Provost's Office still sign the forms?You should continue to use the same business process that you use today.Are employees required to check one of the five ethnic categories?Yes. The US Equal Employment Opportunity Commission mandates that employees include this information. Employees must select one of the five specified boxes on the form.Can the department and preparer signatures be the same?It is important from both an internal audit and a budgetary perspective that two different people sign the Hire Form.What is the difference between "transfer between departments" and "transfer between payroll areas"?In "transfer between departments," the employee is going from one department to another, but the employee is staying on either the biweekly or monthly payroll. In "transfer between payrolls," the employee is going from a biweekly payroll to a monthly payroll or vice versa. Check only one of these designations.When do I use "Rehire from Termination" under the Reentry Reason?If the employee is terminated in error or if they come back within a few months of termination, use the "Rehire from Termination" reason. Departments should work with Human Resources to determine if the reason is considered a reentry.How will a "Rehire from Termination" in error affect the continuous service date?If the employee has been terminated in error, put the date of hire/rehire for the current period. Work with HR to update the Continuous Service Date using the Personal Data Change Form.How can I make sure that the W-4 and NC-4 forms are coordinated with the correct Web Hire Form?There will be a transaction number generated on the Web Hire Form, and you can put that number on the W-4 and NC-4 forms. HR can also match to the Social Security Numbers on the Hire Forms.
Does the old department still have to sign off on the Staff Change form before forwarding to the new department?No. In fact, the new department does not need a Staff Change Form from the old department. The new department will need a copy of the Employee Confirmation Form data in order to complete the Staff Change Form. The new department should send a copy of the completed Staff Change Form to the old department for its files.When do I process a retroactive account code change, and when do I process a transfer only form?Retroactive account codes may be processed for the period of time approved by the budgetary official, provided the appropriate documentation (justification letter, etc.) is included. The Transfer Only Form should be processed only when you are not making a change to the current account code.If a person is transferring from one hospital to another in the Health System, do I process a Termination Form?No. This is not considered a termination. You should use the Staff Change Form.Why is there no place to record the default cost center on the Staff Change Form?The Cost Center will automatically default once the Position Number is entered. If the default Cost Center needs to be changed, it should be done through your Management Center office. If you need to change the funding source, submit a Cost Distribution Form.Do I need budgetary signatures for students?You should follow the business process you are currently using.Currently, graduate students are paid at a 0 rate of pay. When I bring them back on in September, will I need to change the percentage? What form should I use?You should use the Staff Change Form if you are changing their rate of pay and the funding source. Use the Cost Distribution Form if you are changing only the funding source.Will the retroactive pay policy still be in effect?Yes.When do I need to obtain employee signatures?Only when salary is being reduced or hours are being reduced, which might result in a reduction in benefits. An employee's signature is not required when bringing an employee to a zero rate of pay, unless it is retroactive.When should I start using the new forms?You should begin using the new forms for all transactions for biweekly staff members effective July 29 and for monthly staff members effective August 1.
Will I receive Secondary Position Numbers before "go-live"?No. The numbers for each person are determined by the number of Secondary Positions they already have. Numbers are sequential from 50000001 to 50000020. They will be recorded on the Employee Confirmation Forms distributed after the system conversion. Departments will assign numbers to any secondary positions added after go-live.Are 20 Secondary Positions the total number for a department or per person?There are a maximum of 20 Secondary Positions per person.
When I hire someone into a Secondary Position, do I have to put an end date?No. The system defaults 12/31/9999 as the end date. If you want the Secondary Position to stop at a certain point, you can record the date on the Secondary Position Form to delimit the position.Is present information required on the Secondary Form?Yes. For those Secondary Positions that have changes, additions, or deletions, you should also list current information. See the back of the Employee Confirmation Form for Secondary Position information.Does the Secondary Positions Form still go to Rewards & Recognition?Yes. You should continue to use the current process.Can the primary department fill out the Secondary Positions Form for the secondary department?No. The secondary department must initiate the form and submit it to the primary department for signature.I have no control over the time it takes the primary department to process the form once I send it over. Do you have suggestions?One suggestion is to have the employee or student take the completed form to the primary department for signatures. Another suggestion is to email the completed form (password protected) to the primary department and get their staff to print it out, sign it, and send it back to you.Will the primary department get a Confirmation Form when I create secondary positions?Yes.If the Confirmation Form goes back to the primary department, how will secondary departments see secondary positions?Secondary departments will receive secondary time reports.Do I need to put information about the primary job on the Secondary Positions Form?You only need the primary job code on this form.How do I split-fund code a secondary position?You cannot split-fund a secondary position. You will need to create two positions with two different Cost Centers (fund codes).There is no place for remarks on the Secondary Form.Remarks are not required. There is empty space on the form if you wish to add remarks.Does the primary department have to sign off if I am only making a change to a secondary position?No. The primary department signature is mainly for adding and delimiting (deleting) secondary positions.Can I have an employee whose primary position is in one company code who also works a secondary position in another company code?Yes.I have an employee working a secondary position that I need to terminate. Will I use the Staff Change Form to do this?No. Use the Secondary Form to delimit (delete) the secondary position.
Which form is used for Continuous Service Date changes?The Personal Data Change form.
What form do I use if I'm just changing the funding source?You should use the Cost Distribution Form.If I have three funding sources and I am just changing one funding source, do I include all?Yes. You should just put "NC" for "No Change" by the funding sources that are not changing.Do I record fringe charges separately on transfer only changes?Yes, you should record fringe charges with associated cost centers.If I want to add another funding source for a student on the payroll, which form do I use?You should use the Cost Distribution Form.For transfer-only PCNs, I don't record fringes currently. Should I record fringes in the future?Sponsored Programs will calculate appropriate fringes and transfer them on Transfer Only Cost Distributions.Can I use the Cost Distribution Form for work study codes?Yes.Can Cost Distribution be retroactive?Yes.