Operational Update Meeting - July 14, 2022
This operational update meeting on July 14, 2022 covers general HR updates, financial services, Workday configuration updates, and more. Topics include human resources, benefits oversight, organizational development sessions, and tips for handling temp hire and HCM support. Stay informed about job records, terminations, sabbaticals, and important deadlines.
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Presentation Transcript
Operational Update Meeting July 14, 2022
Agenda Human Resources General HR Updates Updates by areas Financial Services Finance Workday Configuration Updates General Finance Updates, Information, and Reminders
Updates from Human Resources
General HR Updates Contact Cheri Carley Welcome Julie Konkol, Director of Benefits & HR Operations will oversee the benefits and Temp Hire and HCM teams Reminder that we have HR business teams assigned to each campus college or unit! this includes benefits, comp & class, temp hire & HCM, recruiting, employee relations access information at www.unlv.edu/hr/teams
Organizational Development Contact Erin Collier HR PD Day September 13, 2022 9am-4pm A day-long series of sessions focusing on topics such as: Creativity Mindfulness Problem-solving REBELearn Registration and more information about the sessions will be available in REBELearn 6 weeks before the event Please join us!
Temp Hire & HCM Support (slide1 of 3) Contact Connie Nolan Temporary (Fixed Term) employees The job records must have an actual end date on the job and an end date on the compensation. This includes visiting faculty, postdoctoral scholars, letter of appointment salaried workers, temporary hourly workers and students. Hire or additional job transactions will be returned if missing this information. End PTI Summer Jobs Please remember to end any summer jobs that were entered as additional jobs for summer overlapping profiles. These would include employees returning to a GAship in the fall or transitional jobs for regular faculty that left their positions as of 6/30/2022 but continued to teach over the summer. Terminations When a terminatination is being entered late, Workday might ask you to use a different date based on other transactions that have since taken place and will not allow the actual term date to be used. You will need to use the date that Workday provides. Please note that you will need to change the Last Day Worked to the actual day that time was last submitted or the actual last day of obligation. Sabbaticals - Going out and returning from transactions are handled by HCM Support.
Temp Hire & HCM Support (slide 2 of 3) Contact Connie Nolan PTI Fall for Credit Jobs and PAP deadlines Semester obligation begins 08/22/2022 - ends 12/23/2022 Initiate jobs for new hire and start additional jobs by 7/15/2022 Use the first day of obligation as the first day of work. If the course is for modular instruction, use the relevant date. Include course information, class days, number of credits, and per credit rate in the comments field for all hires, add jobs and edit jobs. Initiate PAP by 7/22/2022 Costing allocation start date: 08/22/2022 (or relevant modular start date) Costing allocation end date: leave blank Include course information, class days, number of credits, and per credit rate in the comments field for all PAP. If the employee will be working remotely (out of state), the remote I-9 process must be requested by July 15th (tomorrow!) to allow HR time to request assistance and remain in compliance. For instructions, reach out to Jared Nitz at jared.nitz@unlv.edu.
Temp Hire & HCM Support (slide 3 of 3) Contact Connie Nolan Form I-9 Reminder In Section 1 of the Form I-9, employees are required to attest to their legal status in the United States. Their attestation will affect which documents they can choose to present for the completion of Section 2. The documents provided should match the attestation status. Example: An attestation of alien authorized to work will default to a foreign passport whereas an attestation of citizen of the United States will default to a U.S. passport. If an international student on an F-1 visa or an exchange visitor on a J-1 visa presents a passport issued by their home country, two other additional documents are required as part of a combination to satisfy the List A requirement: Form I-94 is required regardless of visa type Form I-20 is required of an employee on an F-1 visa or Form DS-2019 is required of an employee on a J-1 visa Please reach out to your Temp Hire and HCM Support analyst with any questions.
Student Employment Contact Theresa Barrett Clark Student Supervisor Training July 19th @ 1 p.m., Registration: https://unlvcrm.force.com/staffsupport/s/studentsupervisor August 1st Incoming Freshman and Transfers (outside of NSHE) can be eligible for student employment when enrolled for Fall term. NSHE transfers can be eligible as soon as they are enrolled at UNLV and meet all other eligibility requirements. Workday When processing multiple hires, complete each hire one at a time through the Edit Government IDs task before starting another. Helpful Report Unmatched Time Clock Events (security role needed Timekeeper or Manager) Run this report every pay period to check for any mismatched time events. This gives you the opportunity to contact the student and correct any missed clock in/out.
Benefits (slide 1 of 2) Contact Julie Konkol or hrbenefits@unlv.edu Information for employees who have HSA/HRA account: HSA Bank is the new HSA/HRA administrator. Employees should move their HealthSCOPE HSA to HSA Bank before the July 31, 2022 deadline to avoid potential ongoing HealthSCOPE fees and have their HSA funds all in one place. If you have an HRA no action is required. How can you move your HealthSCOPE HSA to HSA Bank? If you have an HSA balance in PY22 or earlier, you can complete the transfer authorization with the following steps (next slide):
Benefits (slide 2 of 2) Contact Julie Konkol or hrbenefits@unlv.edu 1) Access HSA Bank s EConsent Site and enter access code: 9HTP4 2) Enter your full name and Social Security Number. 3) Read the ESIGN authorization and consent information. 4) Select accept or decline. Any HSA/HRA balance that was in your HealthSCOPE bank account will be available at HSA Bank by August 30, 2022. Your $600 employer contribution for HSA/HRAs has already been added to your HSA Bank account for the new plan year. HSA Bank customer service: 1-833-228-9364.
HRIS Contact Anthony Guinan Workday Notice - Annual Work Period issue For Academic Faculty processes, the Annual Work Period drop-down box was allowing a Campus Specific selection (i.e., 9 Month - UNLV) Has now been marked DO NOT USE All completed with the wrong selection will be corrected centrally
Talent Acquisition (slide 1 of 5) Federal COVID-19 Vaccine Requirement for Healthcare Workers Please review the email from HRInfo titled (it has all the goodies): Recruitment Updates including procedure for Healthcare Worker Federal COVID-19 Vax Requirement Newly hired healthcare employees must comply with the FEDERAL vaccine requirement. Healthcare employees who are subject to this requirement are individuals who have patient contact. We will follow the same process as we did for the NSHE vax mandate with one teeny exception - HRVax needs to be notified if someone you are hiring is considered a healthcare worker. add vax requirement to job postings and offer letters Questions? Email your primary recruiter or HRVax@unlv.edu or both!
Talent Acquisition (slide 2 of 5) Contact Ping Guo/Michelle Hogan Update job posting New Job Ad Template (formerly titled Vacancy Announcement ) Removal of Vaccine Mandate Policy Language (except for Healthcare Workers). If you would like your existing job posting updated to include this language, please contact your primary recruiter. Recruitment team will update all the job postings (Due to this activity, you may receive a notification from Workday advising that your job requisition(s) has been unposted.
Talent Acquisition (slide 3 of 5) Contact Ping Guo/Michelle Hogan International New Hires without a Social Security Number Employees must have a social security number in order to get paid. If you are hiring an international employee, confirm whether they have a social security number, and contact Payroll if they do not meet this requirement. The address on the resume is a good identifier of international residency.
Talent Acquisition (slide 4 of 5) Contact Ping Guo/Michelle Hogan Employment Agreement for Healthcare Worker: Please insert the following in the offer letter under Conditions of Employment : This position is considered a healthcare worker and must follow the federal COVID-19 vaccine requirement by providing proof of being fully vaccinated against COVID-19 or have an approved medical or religious waiver on file with Human Resources before their start date. Questions regarding the federal requirement may be sent to hrvax@unlv.edu.
Talent Acquisition (slide 5 of 5) Contact Ping Guo/Michelle Hogan General Reminders: Department please informs your primary recruiter if the employee s hire date needs to be changed before we approve the final hire. For fixed term employees, department please selects the correct employee type, and makes sure you enter an end date for the job compensation. Any jobs paying on a grant should have the end date of the grant entered as the end date of the costing allocation.
Comp & Class (slide 1 of 6) Contact Damaris Aguirre COLA Update: COLA for FY23 was successfully loaded into WD late June. COLA validation files were sent to units/departments on June 28th. Validation email included instructions for departments to ensure accuracy for COLA uploads; additionally, it provided a deadline and instructions on how to address additions, corrections, and deletions. How to notify HR: Please submit a request via this google form as soon as possible. Department delays in addressing COLA may lead to delayed processing and potential underpayments/overpayments.
Comp & Class (slide 2 of 6) Contact Damaris Aguirre Updates to NSHE salary schedules: Effective July 1, 2022 Academic and administrative faculty: The Nevada System of Education (NSHE) implemented updated salary schedules for academic and administrative faculty. The revised salary schedules are now listed on UNLV s webpages: NSHE Administrative Faculty Salary Schedule NSHE Academic Salary Schedules (9 month and 12 month) NSHE Academic Discipline Specific Salary Schedules (9 month and 12 month) The salary schedule updates are pursuant to Title 2, Chapter 5, Section 5.5.1(a.) of the Board of Regents Handbook, which requires that salary schedules are reviewed every four years. To determine the new schedules, CBIZ Compensation Consulting conducted a salary schedule study and presented its recommendations to the Human Resources Advisory Council (HRAC), Business Officer s Council (BOC), Faculty Senate chairs from each institution, and institution presidents. The recommendations were then approved and adopted by the NSHE.
Comp & Class (slide 3 of 6) Contact Damaris Aguirre Updates to state salary schedules: Effective July 1, 2022 Classified: Assembly Bill 493 of the 2021 Legislative Session approved a 1% cost-of-living adjustment (COLA) for eligible classified State employees and a 3% COLA for AFSCME (CBA) eligible employees. The Nevada Division of Human Resource Management has updated classified schedules and created new compensation schedules labeled CBA Classified for represented positions. Updated schedules are available on HR s classified staff website and on Nevada s Department of Administration, Human Resources Management.jpgage.
Comp & Class (slide 4 of 6) Contact Damaris Aguirre Workday Changes: Effective July 1, 2022 Updated academic and administrative schedules/grades are now live in WD to match the updated schedules as of July 1, 2022. Updated classified compensation schedules/grades are now live in Workday. Please note that separate compensation grades have been created in Workday for AFSCME- represented positions. IMPORTANT: Departments should use compensation grades listed as CBA A, E, F, I for all AFSCME represented positions. How to determine if a position is CBA represented? Classifications aligned to collective bargaining units and collective bargaining agreements can be identified by visiting the NV state labor relations website. Alternatively, you may identify collective bargaining unit codes by referencing the Overview>Compensation tab within the WD job profile. Information will be listed as Compensation Grade and Impacted Eligibility Rules.
Comp & Class (slide 5 of 6) Contact Damaris Aguirre Minimum Wage Assembly Bill 456 introduced minimum wage increases for the private sector effective July 1, 2022. At this time, it is at each appointing authority's discretion to determine if increases will occur for the unit. Questions in processing student increases: Please contact Theresa Barrett Clark.
Comp & Class (slide 6 of 6) Contact Damaris Aguirre General Reminders: Departments should not be submitting requests for position reviews with retroactive effective dates. Departments should proactively plan when requesting promotions, compensation changes, reclassifications etc. Requests received timely for July 1, 2022 will be processed accordingly. Comp/Class standard service levels are posted in our website: Compensation and Classification | Human Resources | University of Nevada, Las Vegas (unlv.edu) Please note: We are currently experiencing a peak period, we appreciate your patience and understanding as we respond to your requests.
Updates from Financial Services
FIN Workday Configuration Updates Contact elora.paik@unlv.edu Sprint #3 - ended July 9 Unexpected Mid-Year update to GSA mileage rate reimbursements - effective July 1 Sprint #4 - testing through September 4 Travel Hierarchies validations corrected to include DC033 - Student In-State Travel. (Availability to add attributes, DC034 - Student Out-of-State and DC035 - Student International already usable) Expense Report for Candidates - cross functional collaboration with HCM/Recruiting
Process Reminder: Delegation requests Contact workdaysupport@unlv.edu Workday delegations that require delegations to individuals not within your supervisory organization hierarchy can be completed by a Workday role called Security Approver in the Office of Information Technology. Reminder Notice. Send an email to workdaysupport@unlv.edu with the following information: Begin Date End Date Delegate Alternate Business Purpose Retain Access - defaults to yes Justification The Work Order Control Unit will facilitate the request to Information Technology.
Workday Discovery Boards Training (slide 1 of 2) Contact mike.ellison@unlv.edu Discovery Boards: an easier-to-use reporting and querying tool in Workday Intended audience: anyone who wants to query data in Workday Walkthrough examples are Finance-oriented, but DB works with lots of other Workday data sources
Workday Discovery Boards Training (slide 2 of 2) https://rebelearn.unlv.edu Search for Discovery Boards Browse under UNLV - Workday
General Accounting Document Processing Contact Kotoe Wafwa Email: kotoe.wafwa@unlv.edu Phone: 54271 Group email: generalaccounting-group@unlv.edu
Payment Card Industry (PCI) Compliance Contact Kahau Hernandez / Kotoe Wafwa RebeLearn PCI annual training is coming soon! This will be required for all employees that have active merchant accounts and are involved in handling cardholder data and anyone responsible for managing, accepting, processing, or reconciling university payment card transactions. Merchant Users & IT User training If you need to update your PCI contact list, please send an email to pci@unlv.edu.
Purchasing and PCard (slide 1 of 2) Contact Chelsea Meggerson Purchasing will automatically close the following PO categories: State Funded ALL state-funded POs or POs with state-funded lines Open Ended / Blanket ALL open ended / blanket POs Fully Invoiced / Fully Received ALL fully invoiced / fully received POs Note: Recent Workday update that automatically closes Fully Invoiced / Fully Received POs If you have any questions regarding PO roll forward and PO closing, please contact Chelsea at chelsea.meggerson@unlv.edu
Purchasing and PCard (slide 2 of 2) Contact Betsy Drellack Debunking Purchasing and PCard Myths and Legends Series Save the date for the 6th session of this series on Tuesday, July 19, 2022 at 1:30pm on Spend Categories and Detail Codes A link to sign up for this event will be sent to this group via email to register in RebeLearn or can be found by searching PC Send your questions, comments, suggestions, items that need to be clarified for future sessions to betsy.drellack@unlv.edu
Payroll Retroactive Actions Retroactive Actions Will Not Be Automatically Processed for Retro Transactions Before July 1 Time submissions after July 4 for periods prior to July 1 will not be paid automatically. You must submit notice to NSHE Payroll via a helpdesk ticket informing them of the following: Employee information: Name, employee ID, and position # of affected job Description of the operation being performed (time entry) Institution of the employee Type of employee (letter of appointment hourly, temporary hourly, student) Submit a ticket after the action has been successfully completed in Workday
Travel Lodging Policy Update Contact rosalie.garcia@unlv.edu Resort fees for traditional hotel/resort properties and cleaning/reservation/service fees for non-traditional (Airbnb/VRBO) are not required to be included in the GSA lodging per diem rate. These fees are considered miscellaneous expenses and can be reimbursed in addition to the base lodging rate. To receive reimbursement, include the following costs in the total lodging amount on the expense report: Base lodging rate Resort, cleaning, and reservation fees Taxes For more information, visit the UNLV lodging webpage or contact Rosalie Garcia at rosalie.garcia@unlv.edu or 702-895-1142
New Travel Program Website Contact rosalie.garcia@unlv.edu Accounts Payable launched an updated Travel Program website: https://www.unlv.edu/controller/travel-program The new enhanced website features the following improvements: Comprehensive instructions on submitting expense reports Policies and procedures for air travel, transportation, meals, and lodging Detailed information on what can and can t be reimbursed Emergency travel information and resources For more information, contact Rosalie Garcia at rosalie.garcia@unlv.edu or 702-895-1142
Year-End Match Exception Notices Contact rosalie.garcia@unlv.edu 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
Remember to view AP Bell Notifications Comment Notifications Contact rosalie.garcia@unlv.edu The Bell notifications (located next to your WD inbox symbol) provide updates on the progress of business processes - but also notify you when Accounts Payable has a question, comment, or action needed in order to process a SIR or SI document. AP notifications are posted as Comment Notification Clicking on the notification will show the posting and provides an option to take you to the document. You can similarly respond at the bottom of the document by entering an @ in the empty details box, typing a name in the selection box, and then typing your message in the notification box. Using Bell notifications allows requests and responses to be recorded on the document for all AP staff to act upon (vs. individual email).
Check Printing July Payments Accounts Payable continues to issue weekly ACH payments with paper checks issued once a month: Check printing for July is: Wednesday, July 27, 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
NSHE Workday Training Opportunities NSHE Workday 101 training: July 6 at 10 a.m. July 15 at 10 a.m. August 19 at 10 a.m. September 16 at 10 a.m. To register please visit Business Affairs events webpage
Reminders Next Meeting Date: Thursday, August 11, 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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