UNLV Operational Update Meeting Highlights January 13, 2022

Operational Update Meeting January 13, 2022

Agenda Administrative Services KN95 masks added to centrally funded COVID-19 supplies Human Resources General HR Updates Updates by areas Financial Services Finance Workday Configuration Updates General Finance Updates, Information, and Reminders

KN95 Masks Added to COVID-19 Supplies KN95 masks are now available to faculty and staff as part of UNLV s centrally funded COVID- 19 supplies Place orders through the Business Affairs Administration portal Employees and / or department representatives can order five (5) KN95 masks for individuals every seven days Please only order KN95 masks for employees who work in-person on our campuses. Supplies are limited and this will help us to ensure we are able to fulfill all requests. Visit the Headlines from Business Affairs website for more information about KN95 masks, complete ordering instructions, and a list of other COVID-19 supplies available for order.

Updates from Human Resources

General HR Updates Contact Cheri Carley COVID-19 Updates & Reminders NSHE Vax Policy still in effect for new hires includes everyone! Student workers, LOA s, GA s, etc. Must be compliant BEFORE they begin work Compliance = fully vaccinated or approved medical or religious waiver on file with HR Weekly testing for approved waivers to begin February 15 All the stuff here: https://www.unlv.edu/coronavirus/vaccine-mandate HRVax@unlv.edu still live!

General HR Updates COVID-19 Contact Cheri Carley COVID-19 Updates & Reminders If you test positive or are exposed to someone with COVID-19 Continue to follow the CDC's recommendations (effective Dec. 27, 2021) Administrative Leave With Pay Must provide copy of positive test result Limit: 5 consecutive days (40 hours) - aligns with CDC recommendation Send requests to hrleave@unlv.edu All the stuff here: https://www.unlv.edu/coronavirus/staff

Salary Administration Contact Connie Nolan Reminders: Employees should not start working until their Workday hire is successfully completed. NSHE Payroll is now taxing employees that work remotely based on the state where they live. Please remind your employees to update their personal contact information when they arrive in Nevada, when they relocate to another state or move within Nevada. Remote work addresses should be updated within 5 days of the change. When your new hire will be working from another state or outside of southern Nevada, please notify your HR salary administration analyst so that a remote I-9 process can be initiated. This notice should be provided 7-10 business days prior to the employee beginning their employment. Those that work in southern Nevada (Henderson, Boulder City, Pahrump, etc.) must meet with the department to complete their I-9 in person. When possible as a best business practice, hourly employees should be started on the 1st or the 16th of the month. This also applies to any pay increases or job changes such as promotions.

Student Employment Contact Theresa Barrett Clark Student Employment website: Hiring Student Employees updated to include announcements Being a Student Employee Go Live this month Workday: Time entry - please review time entry and have students submit hours worked right after they clock out for the day Audit of student employees not enrolled for Spring, if processing a change from student to temp/hourly, please add comments no longer student eligible or student graduated and include job duties.

Student Employment - Data Contact Theresa Barrett Clark Current student employees: 1878 Q4 New hires and Additional Jobs: 405 Q3 New hires and Additional Jobs: 919

Benefits Contact hrbenefits@unlv.edu PEBP Update: Benefitplace PEBP s new Eligibility and Enrollment Benefits Management System is now live Employees can make changes to their benefits if they experience a qualifying life event. NSHE has begun to send a weekly demographic file to Benefit Focus on Mondays @ 6am. Demo File includes: Academic, Administrative, PostDoc, Letter of Appointment, Classified and Temporary Hourly with an FTE of 50% or greater Exclude: Students and Graduate Assistants Data needs to be accurate and timely; if incorrect, data sent to Benefitplace will impact employees Late entries of new hires Late terminations Incorrect fte of 50% or greater Late employment status changes Late period activity pay (PAP) entries Late time off entries Incorrect contact information

Updates from Financial Services

FIN Workday Configuration Updates Contact Elora Paik Sprint#1 - January 9 thru March 5 GSA Mileage Rates - awaiting post by feds - already tested Spend categories in the Legal Fees and Services areas Added description detail to SC0316 -Limited to an Expense reimbursement for individuals who self-pay for immigration costs. Added description detail to SC0736 -1099 Reportable -Changed name to Immigration Services Changed name of SC0677 to Legal Document Filing Fees Added description detail to SC0399 -1099 Reportable Created new -SC0902 Immigration Document Filing Fees in the Other Operating Expenses hierarchy. (This hierarchy maps to Ledger Account 6064: Other Operating Expense.) 2022R1 - March 11 Completely new people experience in February

Workday Finance Security Knowledge and Audit (plan) Contact Elora Paik Keep your eyes peeled for: A High Level Finance Security Overview and Planning session with Unit Managers Tentative date: January 25th A by-invite-only knowledge share and audit event schedule Starting week of February 7 Mondays at 1:30 to 2:30 and Thursdays 10:00 to 11:00

Proposed Fringe Rates FY23 Contact Chris Viton or Alex Nikolich Job Family/Group Approved FY20 Approved FY21 Approved FY22 Proposed FY23 (pending approval) Academic/Administrative Faculty 29.8% 29.9% 29.4% 27.2% Clinical Faculty (new FY23) NA NA NA 23.3% Classified Staff 44.9% 43.5% 43.4% 38.1% Medical Residents 21.1% 20.9% 22.0% 24.3% Graduate Assistants 8.4% 9.5% 10.4% 15.0% Letter of Appointment 17.0% 16.4% 19.0% 23.0% Hourly Staff 4.2% 4.2% 4.3% 4.5% Non-Retirement Earnings* 2.6% 2.6% 2.4% 2.5% https://www.unlv.edu/controller/fringe-pool-rates

Purchasing and PCard Contact Michelle Ommen/Betsy Drellack New Series starting in January: Debunking Purchasing and PCard (And A/P) Myths and Legends - Mileage/Rental Cars/Fuel Save the Date: January 25, 2022 1:30pm - 2:00pm A link to this event will be sent to this group via email. Send your questions, comments, suggestions, items that need to be clarified, myths, and/or legends to betsy.drellack@unlv.edu.

New Workday Feature: Requisitions Worklet The Requisitions worklet streamlines the workflow to create requisitions and check the status of recently opened and completed requests. The worklet gives users the ability to: Display a timeline for the 100 most recently opened and completed requisitions with associated requisition statuses Easily view the ordering, receipt, and invoice status related to requisitions Drill into each requisition and view important details on the status of the order Follow these steps to add the Requisitions worklet to your Workday homepage: Click on the gear icon on the Welcome banner Under the Optional Worklets column, click on the + icon Type Requisitions Click OK

Check Printing February Payments Accounts Payable continues to issue weekly ACH payments with paper checks issued once a month. Check printing for January is: Thursday, January 27th 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. 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.

Bell Notifications for SIR and SI documents In Workday, your home screen has a Bell next to your Inbox symbol. The Bell notifications 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. 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).

Monthly Accounting Close Controller Office and General Accounting have the first five business days of each month to process prior month journals and close those accounting records. In order to facilitate a timely monthly close process, please adhere to the following: Departments should have all journal vouchers initiated and approved in the month the transaction occurred (Example: A January dated journal voucher must be initiated and approved by the last business day of the month for it to be posted with a January date) Journals that are created/in/progress prevent closing. Journals initiated after the 25th that are in created/in-progress will be moved to the following month so that closing can take place. (Example: A January journal initiated on January 28th that has not been approved will be moved to February) Best practice: Journal entries for the current month should not be initiated after the 25th of that month

NSHE Workday Training Opportunities Purchasing Requisitions Worklets Time: January 19 at 10 a.m. Description: The Requisitions worklet is a new feature that streamlines the workflow to create requisitions and check the status of recently opened and completed requests. Individuals who create and manage purchase requisitions in Workday should consider attending this session. Workday 101 Time: January 21, February 18, and March 18 at 10 a.m. Description: This webinar covers security roles, organisational charts, inbox and navigation, favorites, reports, and support resources. It is designed for new employees to NSHE and a refresher for current employees. An Introduction to Discovery Boards Time: January 26 at 10 a.m. Description: Workday created Discovery Boards to help individuals gain insight through interactive visualisations to make informed business decisions. Join the training team and UNLV s Business Intelligence Director, Mike Ellison, as they explore Discovery Boards. This session is for individuals with a working knowledge of Workday. A Preview People Experience Time: February 2 at 10 a.m. Description: Every year, Workday releases major upgrades in March and September that are designed to increase functionality and enhance the user experience. Join the training team to preview changes to the system and discover helpful tips! All employees are invited to attend. RSVP: https://www.unlv.edu/businessaffairs/events

Reminders Next Meeting Date: Thursday, February 10, 2022 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

Questions?