Effective Accessibility Guidelines for Efficient Operations Meeting Presentations

Reminder: Accessibility Guidelines for Ops Meeting Presentations After each Operational Update meeting, we post the meeting presentation online for attendees. As such, it must comply with the university s accessibility requirements. Please follow these accessibility guidelines when adding your content: Use the preset slide templates and populate the sections with the appropriate content type (i.e., only insert pictures into content boxes designated for pictures, titles into content boxes for title, etc.). Select Insert , then arrow to the right of New Slide to reveal template options. Slides cannot have duplicate titles. If a functional area has multiple slides, label them with the department name and slide number (i.e., Business Affairs slide 1 of 4, Business Affairs slide 2 of 4, etc.). Provide alternative text for all screenshots and images. Alternative text should provide someone using a screen reader with the same level of information as a person consuming it visually. Be selective about using screenshots. Instead of inserting a screenshot of a table, build the table directly in the document. Reach out to your department s accessibility ambassador with any questions.

Operational Update Meeting June 9, 2022

Agenda OISS - H1-B Visa Process & Timing Considerations Headlines from Business Affairs survey reminder Financial Services Finance Workday Configuration Updates General Finance Updates, Information, and Reminders Human Resources General HR Updates Updates by areas

H1-B Visa Process Timing Considerations

OISS - H1-B Visa Process (slide 1 of 2) Contact jason.lawrence @unlv.edu H-1B visa sponsorship is a time-consuming and complex process involving multiple federal agencies. Note that H-1B visa is typically appropriate only for permanent/long-term positions (most common example is tenure-track faculty) which qualify as specialty occupations. Sometimes a J-1 visa is suitable for short-term/temporary positions. Hiring units need to allow for several months between the date of job offer and the date that a sponsored international employee may be able to legally begin employment at UNLV in sponsored H-1B visa status The minimum amount of time to obtain H-1B visa sponsorship for an employee (so that they can begin work at UNLV) is at least 2 months - this is 2 months from the date of completed H-1B sponsorship request submission to USCIS (most units require 1-2 weeks to complete a sponsorship request, so estimate at least ~2.5 months from the date of offer to the employment start date. Many factors can influence this timeline. For example, those outside the U.S. who require a visa stamp from a U.S. embassy/consulate may require additional time.

OISS - H1-B Visa Process (slide 2 of 2) Contact jason.lawrence @unlv.edu During peak hiring periods (i.e. July 1 / January 1 hire dates), processing times may increase (only 1 designated staff person for all such requests) Please submit sponsorship requests to OISS as early as possible! Requests are submitted online through the OISS portal (submitted by designated A.A./office management staff - if you need access for your unit, email jason.lawrence@unlv.edu) TA note about H-1B extensions (for continuing H-1B employees). These can be filed with USCIS up to 6 months in advance of expiry. OISS emails reminders to employees 180 days prior. Please work with your sponsored employees to complete these early; this helps decrease the volume of H-1B requests during peak hiring periods, thus decreasing overall processing time for the campus. Visa sponsorship workshops are held each fall/spring semester - contact Jason Lawrence (jason.lawrence@unlv.edu) for details (fall semester dates TBD)

Headlines from Business Affairs Survey The Headlines from Business Affairs survey closes June 13. It takes less than five minutes to complete. Your feedback will help us to meet campus information needs. Please take a few moments to tell us what you think! Survey

Updates from Financial Services

FIN Workday Configuration Updates Contact elora.paik@unlv.edu Sprint #3 - closes June 26, 2022 Added Sponsor as an allowed worktags for accounting journals Security enhancement for Award Actuals by Ledger Account - FIN - CR(NSHE) Automatic close for Purchase Orders in certain conditions This reduces manual effort and helps prevent additional supplier invoices from being processed against fulfilled purchase orders. Giant Leap - this will be even better for all of FY23! Decouple Leave from Payroll - effective 7/1 Big News - testing has validated that Obligations will now calculate while workers on leave and when they return from leave at the end of each payroll calculation and complete

Financial Transactions awaiting campus action Contact elora.paik@unlv.edu Transaction Name Number Oldest Days > 30 days Credit Card Transactions (new) 1836 37 days 1079 Expense Reports 250 329 days 60 PCard Transaction Verification 775 107 days 30 Supplier Invoice Request(s) 393 115 days 20 Spend Authorizations 60 216 days 15

Fiscal Year End Reminders Review UNLV FY22 Year End Website for important dates https://www.unlv.edu/controller/fiscal-year-end Run Report(s) to identify your outstanding transactions: Business Process Transactions Awaiting Action - by Company Find XXX (ex. Find Purchase Orders, Find Expense Reports, Find Spend Authorizations) Business Process Pending - FIN - CR(CSN) Payroll Clearing FD892 Account Payroll Accounting Results XXXX Report (use FD892 as worktag prompt)

Purchasing and PCard (slide 1 of 3) Contact Betsy Drellack Purchasing and PCard Year End Reminders PCard verifications and approvals should be completed daily and by June 30th at the very latest! There is no grace period. For PCard charges that should post to FY22, make sure to change the Document Date prior to 6/30/2022. From the Verify Procurement Card Transaction business process, click on Information Tab , and Edit to change the Document Date of your PCV prior to June 30, 2022 date. Helpful report to find outstanding transactions in your areas: Outstanding Credit Card Transactions for PCard by Worker Cost Center

Purchasing and PCard (slide 2 of 3) Contact Betsy Drellack Purchasing and PCard Year End Reminders If you are submitting an FY22 requisition after June 1, contact your buyer PRIOR to submitting We strongly encourage you to begin reviewing all open purchase orders, and coordinate with your buyer to request cancellation or closure of the PO if necessary. Obligations on purchase orders can be reviewed by using the report: Open Purchase Order Lines Expanded with Worktag breakout- FIN - CR (UNLV) The last day to place orders on your PCard using State Accounts was June 3rd. This is to ensure that transactions are captured in this fiscal year.**(Double check with the vendor due to supply chain issues!) All goods purchased with FY22 State Funds must arrive on campus on or before June 30th

Purchasing and PCard (slide 3 of 3) Contact Betsy Drellack FY23 Requisitions As of June 1st, you can begin submitting FY23 Requisitions Important information for submitting your requisitions: The request date needs to be on or after 07/01/2022 For all services you need to ensure that the dates of service will be occurring in the next fiscal year (July 1, 2022 or later). Example: Start Date 07/01/2022 and End Date 06/30/2023 Internal memo field should note FY23 Requisition Requisitions for FY23 that are listed as successfully completed with incorrect dates will need to be cancelled and resubmitted with FY23 dates.

Check Printing June Payments Accounts Payable continues to issue weekly ACH payments with paper checks issued once a month. Check printing for June is: Tuesday, June 28, 2022 Drive-up services are provided on the date of printing for those checks that require special handling. Please email racquel.rodriguez@unlv.edu to arrange check pickup. Checks not picked up on the assigned day will be mailed. Please recommend that suppliers register for ACH payment as the most convenient and expedient method to receive payments. Please contact accountspayable@unlv.edu for any urgent payments.

Updates from Human Resources

Organizational Development Contact Erin Collier As of Monday, June 13, 2022, LinkedIn Learning will be integrated with REBELearn! Classes or modules you complete in LinkedIn Learning will automatically be added to you transcript in REBELearn. Employees may access LinkedIn Learning through the OIT or Human Resources Learning and Development web pages. To access LinkedIn Learning courses, please browse the LinkedIn Learning Catalog from the REBELearn homepage. Users can also search for LinkedIn Learning courses by using the REBELearn search bar. All LinkedIn Learning courses will have the prefix ".LIL -" before the course topic. If you have not yet set up your UNLV LinkedIn Learning account, you will be able to do so when you enroll in a LinkedIn Learning course. You must use your employee UNLV email (unlv.edu) to create your account and to ensure your completed learning shows up on your REBELearn transcript. If you have any questions, please contact REBELearn@unlv.edu for assistance.

Temp Hire & HCM Support (slide 1 of 4) Contact Connie Nolan Faculty Leaving Positions as of 6/30 Should have a job switch effective 7/1 for Faculty who are leaving the positions 6/30 but have a PTI job for summer teaching that overlaps or continues beyond 6/30. Once the switch has taken place, the faculty job can be ended. Any resignation letter and acceptance should be attached to the End Job business process. Once the PTI job has completed, the PTI job should be terminated unless the previous faculty member will continue in the fall as a PTI.

Temp Hire & HCM Support (slide 2 of 4) Contact Connie Nolan Costing Allocation End Dates for Termination or Job Ends Remember to remove the costing allocation end date (if there is one) when terminating employees unless the pay is through grant funding. When hiring new workers, the costing allocation end date should be left blank unless the work is paid through grant funding.

Temp Hire & HCM Support (slide 3 of 4) Contact Connie Nolan Temporary Hourly Workers Fiscal year end and adjusting end dates New fiscal year for Temporary hourly workers - initiate change jobs to adjust end date to 06/30/2023 (or sooner if necessary). New Temporary Hourly Workers When hiring new temporary hourly workers, attach the final two pages of the directive which is Attachment B, not the full directive. Helpful Report (run monthly): Approved Hours Across NSHE for Temporary Hourly and Student Workers - HCM - CR (UNLV)

Temp Hire & HCM Support (slide 4 of 4) Contact Connie Nolan Form I-9 Information FAQs have been added to the HR website in the A-Z index under I-9 FAQs. When reviewing the documents for completing Section 2 of the Form I-9 for your employees, please take note of the expiration date for individuals that are attesting to being aliens authorized to work. Advise your employee at least three to four months before the expiration date that they will need to provide new documentation to maintain their work eligibility. That amount of notice should allow time for them to obtain renewal documentation for the work authorization to continue.

Student Employment Contact Theresa Barrett Clark Welcome to Adrian Amezcua! HR Support for Student Employment and Benefits 207 student employees End Employment Date of 5/31/2022: If working in the summer, then process an edit job > adjust end date If not working in the summer but will in the fall, leave as is until they return If they have graduated then end job/terminate or job change to temp hourly Helpful Report: Employees with End Employment Date in the Past or next 60 days - HCM - CR (NSHE)

HRIS (slide 1 of 2) Contact Arturo Baltazar Adding custom reports to your Favorites Search - Manage Favorites Add the names of reports you regularly run to your Favorite Custom Reports section Click Ok

HRIS (slide 2 of 2) Contact Arturo Baltazar To access your Favorites From Workday Homepage, click All Apps Select the Favorites app Your favorite reports will be listed here

Benefits Contact hrbenefits@unlv.edu July 1 new hires and WD onboarding tasks Monitor the business processes for your July 1 new hires to ensure all onboarding tasks are completed timely including complying with the vax mandate which is still in effect! Not staying on top of this results in the new hire not being able to enroll in their benefits for July 1 May also miss the July 1 pay cycle which will result in double premiums being deducted the following month

Talent Acquisition Contact Ping Guo/Michelle Hogan Welcome our new Talent Acquisition Coordinators John McElrath Joined us on May 9, 2022 from Campus Recreational Services. HR team 3. Janae Cooley Joined us on May 16, 2022 from Las Vegas Workforce Connections. HR team 2. They will be reaching out to the business managers that they will be working with.

Comp & Class (Slide 1 of 2) Contact Damaris Aguirre Merit Update Merit EIB was successfully uploaded and merit awards were reflected in WD as scheduled on May 16th. VP/Appointing authorities received validation files summarizing entries and rejections. Departments are responsible for reviewing employee records and ensuring accuracy. Please submit any corrections via google form: Merit/COLA google form Comp/Class is working through correction entries. Merit has been added to department budgets in Anaplan. If there are any concerns with your budgets, please contact your budget analyst.

Comp & Class (Slide 2 of 2) Contact Damaris Aguirre COLA Update COLA EIB was previously scheduled for June 9th. The EIB is expected to be delayed given some new information shared by NSHE. New expected date: June 16th. As such, dates for notification of COLA uploads, review of departments and the correction window is expected to change slightly: June 17-21: HR to inform VP areas about COLA roster rejections June 21-June 24: Departments to address COLA corrections (submit google form) Departments are responsible for reviewing employee records and ensuring accuracy. Please submit any corrections via google form: Merit/COLA google form Reminder: June 1-30: Freeze for academic, administrative and classified staff compensation request.

Reminders Next Meeting Date: Thursday, July 14, 2022 Time: 9 a.m. 10 a.m. Visit the Headlines from Business Affairs website to download a comprehensive copy of this PowerPoint presentation Send questions and suggestions to headlines@unlv.edu

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