Business Affairs and HR Updates for May 20, 2021

Operational Update Meeting May 20, 2021

Agenda Business Affairs Headlines Survey Human Resources General HR Updates HCM Workday Updates Updates by areas: Salary Administration, Benefits / Leave, and Recruitment, Employee Relations, etc Financial Services Finance Workday Configuration Updates General Finance Updates, Information, and Reminders

Headlines from Business Affairs Survey Please take a few minutes to rate the quality of the Headlines from Business Affairs website and newsletter within the past year: Headlines from Business Affairs survey This feedback will help Business Affairs continue to meet campus' communication needs Last year s results: Headlines from Business Affairs survey results

Updates from Human Resources

General HR Updates Contact Cheri Carley Flexible Work Policy update Welcome Theresa Barrett-Clark, HR Student Employment Specialist (regular student employment; NOT work study or grad assistants) Priority #1 - meeting with stakeholders Priority #2 - updating the Student Employment Supervisor Guide (can I get a wooohooo??!!) If you are interested in participating in the review committee and providing feedback before publication, please reach out! theresa.barrettclark@unlv.edu or x53789

Student Employment Contact Theresa Barrett Clark Summer Employment In order to have student employment status for the summer, the student MUST BE degree seeking, previously enrolled for the Spring term AND enrolled in at least one credit hour for the summer term OR enrolled for the Fall term by May 31st If they are not enrolled for Fall term by May 31 (or taking summer classes), they may be changed to temporary hourly employment until they regain student status. When the student is graduating in mid-May, they can remain a student employee through May 31. Then, we can process a job change as of June 1 as a temporary hourly, if needed. Temporary hourly employment has a 1,000 hours maximum during the fiscal year, July 1- June 30. Summer Hours - maximum of 40 hours per week (all jobs combined)

HCM Workday Updates Contact Anthony Guinan Race/Ethnicity field now required for employees Federal reporting requirement (i.e., IPEDs) For Job Management (POOLED) positions - have Personal Data Form completed by employee for entry into Workday Contact HR for assistance if employee does not wish to self identify

Organizational Development Contact Erin Collier Upcoming trainings EAP / wellness seminars, 2nd Tuesday of the month, 12pm-1pm June: Learning to Relax (June 8, 2021) July: No Such Thing as a Perfect Parent (July 13, 2021) August: Connecting Mind and Body for Healthy Living (August 10, 2021) September: Improving Your Memory (September 14, 2021) October: Living with Change (October 12, 2021) November: Emotional Eating: The Connection Between Mood & Food (Nov 9, 2021) December: Managing Holiday Stress (December 14, 2021) See HR training calendar to register and for details

Organizational Development - Trainings Contact Erin Collier Upcoming trainings HR PD Conflict Resolution (June 4 & 18, 9am) - FULL (consider adding your name to waitlist) LQBTQ+ Ally training (June 11 & 25, 9am) Crucial Conversations (September 2 & 17) Women as Leaders (September 10 & 24) High Performing Teams (September 30, October 15, 28, November 10) Working with Difficult People (November 5 & 19) See HR training calendar to register and for details

Organizational Development Required Trainings Contact Erin Collier Discrimination and Harassment Prevention training Office of Title IX / EEO sponsored, federally mandated training now being tracked through REBELearn This is not a new training We are able to better track it now to increase compliance and decrease risk to the university Contact Vince McGuinness (vince.mcguinness@unlv.edu), the REBELearn training lead in the Title IX / EEO office

Organizational Development Return to Campus Contact Erin Collier Return to Campus Manager s Guidelines Q & A / Discussion Sessions Were scheduled for May 25 and 26 These have been postponed given new CDC guidelines and pending further information from NSHE and Clark County Stay tuned for an announcement about new dates / times

Salary Administration Contact Connie Nolan Pooled jobs - Hiring Before initiating the hire process, the employee should fill out the personal data form Do not attach the form to the hire process in Workday. Use the employee s personal email address in the Home section of the hire Use one of the UNLV1- locations Continue through the end of the edit government ID process until successfully completed Pooled jobs - Terminate/End Letter of Appointment, Temporary Hourly, Student Termination Date - effective as of the last day of work Last Day of Work - last day in paid status or last day hours were submitted Switch Primary job if necessary to end a job that is the current primary Extending temporary hourly employee (1,000 hourly worker) Edit the job Reason - Extend the end date to the last day of next fiscal year, 06/30/2022

Benefits and Leave Contact Lily Magana Faculty/Staff Wellness website Highlights available resources and services categorized according to the eight dimensions of wellness: Emotional, Environmental, Financial, Intellectual, Occupational, Physical, Social and Spiritual Provides a wellness calendar Benefits Professional Development Conflict Resolution Information on community resources Faculty/Staff Wellness website - https://www.unlv.edu/hr/facultystaffwellness

Benefits and Leave - Open Enrollment & Furloughs Contact Lily Magana Benefits Open Enrollment: The NSHE and PEBP open enrollment is open. Last day to make changes to benefit elections is May 31st. Visit the open enrollment website for more information: Virtual informational sessions Drop in sessions for FAQs Classified Furlough Reminder: All furlough time off must be used by June 15, 2021. Absence continues to audit furlough leave and targeted emails are being sent to the employee, supervisor and if applicable the HR partner. Emails going out to employees with 10 hours or greater of furlough still unused. Report: Time Off Results Detail - provides employee accrual balances and can be filtered by time off categories (absence support role is needed)

Benefits and Leave PEBP audit UPDATE PEBP Assessment Audit Criteria for Medical Benefit Eligibility Affordable Care Act (ACA): Any employee (not just benefit eligible positions as defined by NSHE) who works 30 hrs/wk or an average of 130 hrs/mo during the measurement period (July 1 to April 30) must be offered medical benefits. This includes temporary employees, student workers, hourly LOA's, etc. Under the ACA, if an employee is hired and is expected to work the hours that make him/her benefits eligible on a continuous basis, medical coverage needs to be offered within 60 days of hire. UNLV faces IRS penalties for non-compliance Public Employees Benefits Program (PEBP): Eligible employees working 80 hr/mo (20 hrs/wk) are eligible for medical benefits within 60 days of effective date. Students are not eligible employees under PEBP. Everyone else is.

Benefits and Leave - Students Students: Not impacted by PEBP guidelines only ACA guidelines. If the ACA criteria is met, students will be afforded medical coverage through the Student Wellness Center. If Students are working no more than 20 hrs/wk, this should not happen and the ACA threshold will not be reached. The department is responsible for paying the full cost of the student worker medical coverage from the start of the plan year (July through the next measurement period, if applicable). The only hours counted under the ACA are regular worked hours. Work study hours are not counted towards the ACA calculations.

Benefits and Leave Temporary Workers Casual, temporary, event worker and hourly LOA s: Both the ACA and the PEBP guidelines apply. These employees are afforded the most generous benefit (PEBP guidelines). If these employees are working 20 hours a week or greater (50% FTE or greater) they will be automatically offered benefits. Employee is responsible for the employee premium Typically, department is responsible for the PEBP employer assessment; however, at present, the PEBP employer assessment is not part of the fringe rates for these job profiles. If the audit reveals that we are not appropriately offering or not offering medical benefits to these employees, departmental fringe rates for this group could be impacted in the future.

Benefits and Leave PEBP audit, cont. PEBP Assessment Audit Who is being audited? Traditionally non benefit eligible employees: Casual, temporary, event workers and hourly LOA s Whose FTE in Workday is 50% or greater AND Who had a corresponding PEBP employer assessment

Benefits and Leave PEBP Audit, cont. PEBP Assessment Audit Why are we auditing? Data inaccuracy Resulting in real costs to the University! Compliance issues with NSHE, state and federal All FTEs at 50% or greater are benefits eligible and must be offered benefits (cannot wait for the ACA lookback period to offer) Failure to offer benefits in a timely manner creates financial liability for UNLV in the form of an ACA penalty which is assessed by the IRS In addition, PEBP requires us to offer benefits to anyone working 80 hr/month (20 hrs/wk)

Benefits and Leave Audit How are we auditing? Each month we reviewing the following items and contacting the departments to verify: Employees with a PEBP assessment charged but no premiums collected. Is the position eligible; Does the fte listed in Workday match the actual hours worked during the week. FTE listed at 50% fte or greater and the hrs/week are not 20+ on a regular basis No longer working at UNLV but Workday record still shows an active record Primary job switch not completed Employees with a premium collected but no PEBP assessment deducted Incomplete job changes Primary job switch not completed

Benefits and Leave Audit, cont. How are we auditing? Each month we reviewing the following items and contacting the departments to verify: Employees with a PEBP assessment credited/refunded back. Was the position eligible; Was there a primary job switch that caused the refund Incomplete job change

Benefits and Leave Audit Bottom Line What can you do? Departments should ensure casual, temporary, event workers, hourly LOA's and student employees log accurate hours in Workday, and do not exceed their contracted FTE. If employees are working more than 50% FTE, departments should: Adjust the FTE in Workday so employees may elect benefits Limit employee hours so they match the contracted FTE The following report can be used to view employees and their respective FTE: Workers by Organization - HCM - CR(NSHE) Bottom Line! Accurate & timely data entry and Workday records are important! Inaccurate and untimely data entry results in financial costs to the university, frustration for affected employees, and duplication of efforts.

Benefits and Leave https://www.unlv.edu/hr/loa-guidelines

Updates from Financial Services

Uncollected student fees & credit card fees Contact Chris Viton What Allocation of 1.25% of fee (instead of individual monthly bad debt adjustments) to centrally manage bad debt and credit card fees When Effective FY22 (fall 2021) Why Revenue activity clearer, predictable, easier to evaluate, plan, and manage No other account-level adjustments for bad debt or credit card fees While the historical process was precise, very unpredictable & cumbersome How Based upon 10 years PeopleSoft collection history Updated annually for new FY - no retroactive/true-up adjustments

Uncollected student fees & credit card fees process Current Method Effective FY22 (Fall 2021) Fees allocated 100% to department account through Peoplesoft at time of registration Fees allocated 98.75% to department account and 1.25% to central bad debt & merchant fee account. Monthly reserve journals make adjustments to departmental accounts to reduce available balance for uncollected fee balances & for pro-rata share of merchant fees No monthly adjustments will be made to department accounts. Revenue posted directly from PeopleSoft based on registration activity only (departmental revenue no longer reduced for non- collection) Credit card fees assess against specific accounts based on historical credit card payment activity analysis, with limits to manage this manual allocation process Uncollected accounts and credit card fees will be funded centrally from 1.25% allocation from all fees Analysis performed annually and adjustments made to credit card fee allocation Analysis performed annually to determine whether any adjustment needed to 1.25% rate to reflect any changes in either bad debt trends or credit card fees. Analysis will be performed and communicated Jan/Feb during annual budgeting cycle with any changes to be implemented prospectively at start of new fiscal year

Uncollected student fees & credit card fees, cont. FY20 Example Worktag: RC0169 RC0144 Historical Method Beginning FY22 Registration fees Student fee bad debt allowance $ 1,855,621 $ (50,877) $ 1,832,426 $ - Net fee revenue Credit Card Fees Fee revenue net of CC fees Gross fees billed Available net revenue Net % available $ 1,804,744 $ (5,182) $ 1,799,562 $ 1,855,621 $ 1,799,562 96.98% $ 1,832,426 SC0313 $ - $ 1,832,426 $ 1,855,621 $ 1,832,426 98.75%

FIN Workday Configuration Updates Sprint#2 - deployed Ledger Period Status - FIN - CR(NSHE) - report; better prompts Find Locations - FIN - CR(NSHE) - report; assist with locations cleanup New Spend - Commissioning Services and Building Inspection Services Allow an additional approval by pcard management for accounting adjustments Add attachments to supplier contracts w/o amendment Payroll commitments on for FY22 Email to Manager for Requisitions Receipts can no longer be cancelled once a Supplier Invoice has been created Sprint#3 - testing Work Study Optimization - Deployment by 6/18 - Financial Aid leading change Receipt Scanning for Expenses Innovations old service to deprecate 9/22

Check Printing May & June Payments Accounts Payable will print and mail paper checks for suppliers for on Wednesday, May 26 and Monday, June 28, 2021 To arrange check pickup, please email racquel.rodriguez@unlv.edu prior to 7 p.m. the day before the distribution date. Drive-up services are provided. The check(s) will be delivered to your vehicle at the south entrance to CSB at the scheduled time. Please have your UNLV employee I.D. available at the time of pickup. Please contact accountspayable@unlv.edu for any urgent payment requests.

Accounts Payable ICSA with DocuSign (Independent Contractor Service Agreements) Agreements allow for payments to guest speakers and some short-term services. Over the last year and a half, over 400 ICSA with DocuSign agreements have been created and the process well received by campus departments. ICSA with DocuSign allows for Accounts Payable to review the proposed contract for appropriate use and policy prior to signature. The document is then automatically routed via email to obtain contract signatures. The ICSA with DocuSign review eliminates the need to submit requisitions and issue purchase orders from Accounts Payable. Departments bypass the create receipt process and may submit an SIR for payment. Please note: Non-UNLV DocuSign contracts initiated outside of the AP ICSA with DocuSign process will still require that a REQ/PO be initiated for contract review. For questions, reach out to ic.contract@unlv.edu

Supplier Account Match Event - Receipt Match What to do when I get a notification/email .... "Supplier Accounts Match Event" Business Process: Supplier Accounts Match Event for Supplier Invoice: SI-02-0013#### Subject: Supplier Invoice: SI-02-0013#### Supplier Invoice: SI-02-0013#### contains receipt match exceptions. Please review and resolve so payment can be processed. Click Here to view the notification details. This message means that the supplier invoice has been processed and the payment is ready to pay but needs a matching PO receipt. Access the notification details and submit a receipt to match the payment. Once the receipt is submitted the payment will go into Approved status. No additional emails or follow-up is required. For questions, reach out to accountspayable@unlv.edu

Purchasing Updates Purchasing is holding virtual information/training sessions which will assist campus users with submitting FY22 requisitions and cover the FY21 year- end process (PO and PCard). The first session has passed but the last session is tomorrow. Friday, May 21, 9:00 am -10:30 am, Webex RSVP: Qualtrics Link or email Chelsea.Meggerson@unlv.edu

Reminders Next Meeting Date: Thursday, June 17, 2021 Time: 9 a.m. 10 a.m. Visit the Headlines from Business Affairs website to download a comprehensive copy of this PowerPoint presentation Complete a short survey to let us know how we can improve Send questions and suggestions to headlines@unlv.edu

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