Pacific University Benefit Eligible Personnel Process Training Phase 1

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Pacific UniversityBenefit Eligible Personnel
Process Training(Phase 1)

• November 2007

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Critical Training Recipients

• Presidents Cabinet (October 8)
• Deans Directors (November)
• Area Budget Managers (November)
• Department Heads or Assistants responsible for
  personnel action activities (November)

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3 Phases of Process Implementation

• Phase 1 Benefit Eligible (B/E) Personnel
  Actions - November 2007
• Phase 2 Part Time (P/T) Personnel Actions
  Fall 2008
• Phase 3 Electronic and paperless process
  implementation - TBD

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Scope of Phase 1 Training

• Benefit Eligible Personnel Actions

• New B/E Process Effective November 2007 (soft
  implementation in October)

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Why Are We Doing This?

• To
• Streamline, document, clarify, and improve the
  process and forms to align with the continued
  growth in benefit eligible headcount
• Standardize the process to request benefit
  eligible personnel actions
• Obtain accurate, timely and consistent
  information in personnel records
• Involve all stakeholders impacted by requests for
  personnel actions before action is completed
• Capture information to support institutional
  research efforts

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Benefit Eligible Headcount Growth
28.7 Increase
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PHASE 1 TRAINING
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Benefit Eligible (B/E) Personnel Actions -
Department Options
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Benefit Eligible (B/E) Personnel Actions
Employee Options
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Faculty Staff B/E Position Requisition
Collapsed Process Steps of Flowchart 1 (for
presentation purposes only)
Expanded Flowchart 1 (Click Go )
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B/E Personnel Action Form Collapsed Process
Steps of Flowchart 2 (for presentation purposes
only)
Expanded Flowchart 2 (Click Go )
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Position Description
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Position Requisition Form

• Recycle any old versions of form
• Only current version of form will be accepted

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Personnel Action Form (PAF)

• Recycle any old versions of form
• Only current version of form will be accepted

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Funding Plan (Sample)
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Process FAQs
Question When is this new process
effective? Answer We will be conducting training
sessions and using the new forms right away.
November 2007 is the official month when
people are held accountable for using the correct
procedures. Question Does this process apply to
faculty positions? Answer Yes, all benefited
positions at the university will follow this
process. This includes positions funded from
grant or research funds. Question When do I
need to complete a Faculty Staff Position
Requisition? Answer A Faculty Staff Position
Requisition must be completed every time you want
to hire a new position or a replacement position
that is benefit eligible. Question When do I
need to complete a Personnel Action Form
(PAF)? Answer A Personnel Action Form must be
completed for all new hire employees, and any
time you want to make a status change on an
existing employee or wage information on an
existing employee. Question What is the Job
Number? Answer Every approved Faculty Staff
Position Requisition will be assigned a Job
Number. You will be notified and given the job
number when the approved requisition is received
by Human Resources. You should use the assigned
job number every time you have communication
about your available position. Question How
will Cabinet handle approval during the summer
months? Answer A process will be developed to
handle this. Cabinet members can communicate by
email if necessary. Question How will cabinet
decisions be communicated? Answer The Vice
President of Finance Administration will
communicate the cabinet decisions to Human
Resources and the Budget Office.
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Process FAQs (Cont.)
Question What will happen if forms are not
completed properly? Answer After the training is
completed and the process is in effect, forms not
filled out accurately or completely will be
returned to be filled out correctly. Question Wh
y has this process been developed? Answer As
the University is growing it is necessary to
develop more standardized procedures for legal,
consistency and workflow issues.
Question Why have the forms been changed?
Answer Forms have been changed to gather
consistent and accurate information for budgeting
and to support institutional research purposes.
Question When do Personnel Action Forms need
to be into the Payroll Office? Answer Completed
Personnel Action Forms need to be in Payroll by
the 1st of the month for mid-month payroll and
the 16th of the month for the end of the month
payroll. Forms submitted after that date will be
processed the next applicable pay date.
Question How does a new employee get an email
address? Answer The department calls Human
Resources and makes an appointment for the new
employee to fill out new hire paperwork. There
must be a completed Personnel Action Form on file
in HR. The new employee must come into Human
Resources to fill out a Form I-9 and a Form W-4.
Once we have this information, we input the new
employee information into Datatel and the
employee should have their email address the
next day. Question What would cause an
employee not to be paid? Answer Employees will
not be paid if we do not have a completed
Personnel Action Form, new hire paperwork has
not been filled out or forms have not been
received in time for the proper pay date.
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Process FAQs (Cont.)
Question What is Form I-9 and why is it
necessary to complete it properly? Answer All
employees hired by the University must present
documentation establishing their identity and
employment authorization in accordance with the
immigration laws of the United States prior to
hire and upon request of the University at any
time after hire. New employees must satisfy the
I-9 documentation requirement within three
working days of starting work. The University can
be audited to assure compliance and penalties
levied for infractions due to negligence or
failure to comply. Documents that establish
identity and employment eligibility need to be
verified by Human Resources or individuals who
have been trained to fill out the form
correctly. If, after the third day of employment,
an employee is, upon request, unable to produce
verifying documents or the receipt of application
for them, the law requires that they cease
working until being able to do so. Question What
happens if Form I-9 is not completed timely?
Answer Any employee failing to provide proper
documentation as specified above, upon request,
shall be ineligible for hire or continued
employment with the University. Such failure
shall be just cause for discharge of any
employee, regardless of contract rights. Faculty
members must present a completed I-9 Form
together with appropriate documentation prior to
the first day of class.