CEHS Annual HR Update Meeting Recording 2/10/2021

David Merriman Author

07/16/2024 Added

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[00:00:00.000]We are going to record this.
[00:00:05.820]So Sarah just got that going.
[00:00:08.260]I just want to welcome everyone, and I'm sure some people will be jumping on as we go.
[00:00:14.060]But I just thought that this was an important meeting to have.
[00:00:19.140]This was something we started several years ago doing this HR update.
[00:00:22.740]And even though sometimes the information is a repeat, it's good information.
[00:00:29.220]Some of this is stuff we just do once a year, so it's a good reminder.
[00:00:32.980]Plus, we have enough new people every year that it's a good way to update them on this information as well.
[00:00:40.680]So Sarah had sent out email with the invite with a bunch of videos.
[00:00:48.560]So hopefully you had a chance to take a look at those.
[00:00:52.200]If you didn't, make sure you do that afterwards.
[00:00:54.760]Those videos are things that we normally talk about.
[00:00:58.740]During this meeting, but instead of doing a, you know, hour and a half, two hour zoom
[00:01:03.240]meeting, like we would have done an in-person meeting in the past, we thought the videos
[00:01:08.380]would be a little better to shorten up this meeting.
[00:01:10.760]It's a little harder to sit here on zoom than in person.
[00:01:14.280]So, so please take a look at that.
[00:01:17.380]We normally would try to do introductions.
[00:01:21.620]But I think most of us know each other.
[00:01:26.020]I know that we do have a few new people.
[00:01:28.260]I think we'll have the business team introduce themselves before they start talking.
[00:01:33.160]But in the interest of time, we'll just kind of move right into things.
[00:01:38.740]So everyone should also have a copy of the agenda.
[00:01:43.100]That would have been attached to the email as well.
[00:01:49.380]So if you have any questions, though, feel free to jump in.
[00:01:54.960]I know it's a little harder to jump in on zoom.
[00:01:57.780]You can put it in the chat or you can interrupt us too.
[00:02:01.040]We want this to be a useful meeting.
[00:02:03.440]And sometimes it's better to ask questions as we go along.
[00:02:07.180]But you can look at the agenda and kind of see what's upcoming too.
[00:02:11.100]And sometimes that helps know when something's going to be addressed.
[00:02:14.600]Sarah, is there anything else to say there?
[00:02:19.960]No, I think that's good.
[00:02:21.820]The videos, just so you know, those links are also going to be out on our HR website.
[00:02:25.760]There is one video link.
[00:02:27.740]There is one video link.
[00:02:27.760]I had to get updated today, so I would suggest going to the website rather than the email,
[00:02:32.580]first and foremost, to get those.
[00:02:34.760]And we are adding subtitles to those for anyone who might request that.
[00:02:39.560]Okay, perfect.
[00:02:42.980]So if we jump right in, we'll start by me talking a little bit about the hiring freeze forms
[00:02:50.740]and the hiring freeze.
[00:02:52.520]So as most of you probably know, we are still in a hiring freeze
[00:02:57.720]today that seems very appropriate with as cold as it is, everything's frozen.
[00:03:03.160]So I guess budget might as well be too.
[00:03:05.080]We are hoping that that'll open up a little bit, but we're still following all the same
[00:03:14.840]guidelines.
[00:03:15.320]So basically to hire anyone, you have to have approval that includes anyone but students.
[00:03:22.240]Students we are able to hire without approval, but any other position, temp,
[00:03:27.680]on-call, permanent, anything else does require approval.
[00:03:32.640]Excuse me, sorry.
[00:03:37.700]So basically what that means is once a week, I have to submit a hiring freeze form.
[00:03:43.680]We have to have a 500 word or less justification on why this position is important.
[00:03:49.780]And those positions are taking anywhere from two weeks to close to two months.
[00:03:57.640]So that's a good way to think about it.
[00:04:00.040]And if you have any positions that you know of that you're going to be working on positions for approval, it's been a little bit better lately, and we've found that usually it is better and quicker when they are on non-state funds.
[00:04:11.540]They get approved faster, but we haven't had any new positions denied.
[00:04:17.540]So that's good anyway.
[00:04:20.540]So if you do have any positions or if anyone you know of, any of your faculty, are going to be working on positions.
[00:04:27.600]We would like to get on that right away to get Tammy and myself the information so that we can get that approval submitted so that you can actually then start the search because we can't really do anything until that freeze approval is received.
[00:04:42.560]So any questions with that?
[00:04:49.560]Okay.
[00:04:53.560]So with that being said,
[00:04:57.560]I'm going to turn it over to I think Sarah is going to talk about the grad assistant updates.
[00:05:07.560]Yep. And I think I saw Carolyn Knuth on here. She's from the Office of Graduate Studies and she actually very kindly sent me the graduate assistantship guidelines for the next academic year this morning so a big shout out and thanks to her.
[00:05:21.560]I also told her to feel free to interrupt me or correct me or tell me if there's anything else I'm missing
[00:05:27.520]when I'm going through this information.
[00:05:31.520]Really, you know, reading through the details and we will get this posted on our website, it should be up either later today or within the next day or two.
[00:05:40.520]I can also share real quick with y'all.
[00:05:45.520]It's about a page and a half document, it's very very similar to if you read the one from last year what we saw last year. Basically it will detail all of the different guidelines that are required for graduate
[00:05:57.480]assistantships. As far as FTE, as far as how many continuous days they need to work each semester, and then also minimum salary.
[00:06:07.480]That will help determine whether or not they will qualify for tuition remission and partial student insurance premium coverage.
[00:06:16.480]Really and truly, all of it's pretty much the same as it was last year with the exception of the minimum amounts that graduate assistants need to receive per
[00:06:27.440]semester in order to qualify for different levels of tuition remission.
[00:06:32.440]So whereas last year it used to be five thousand one hundred and fifty dollars per semester, it's now five thousand three hundred and five.
[00:06:41.440]Again, you know, all of our graduate assistants and we went over this in the video module that's on our Web site,
[00:06:46.440]so I'm not going to go into too much detail on this. All of them should be between thirty three and forty nine percent FTE during the academic year.
[00:06:55.440]They can be hired.
[00:06:57.400]During school breaks or during the summer.
[00:06:59.400]But I do suggest contacting our team before you go to set up a student on an FTE higher than forty nine percent during those periods.
[00:07:10.400]On the note of the specific dollar amounts required for minimums, I am going to be emailing out each of the departments,
[00:07:17.400]specifically department chairs and admins, probably later this afternoon, if not first thing tomorrow morning.
[00:07:24.400]Now that we have this information to go ahead and request.
[00:07:27.360]What you would like to set for the minimum rates for your department for next academic year.
[00:07:34.360]The process we go through each year about in February. And so then what I would ask that you do is keep these new minimum rates in consideration.
[00:07:45.360]When you're determining those actually kind of leads us into the next topic naturally,
[00:07:52.360]which is the graduate assistantship rates. I'm going to pull up a spreadsheet.
[00:07:57.320]Here. It's a little bit. There's a lot of information here.
[00:08:02.280]But the biggest takeaway is basically this section right here.
[00:08:06.280]These are the current rates for different programs and departments at each FTE level that we had set for this current academic year, the 2020, 2021 academic year.
[00:08:19.280]These are the new minimum rates for different levels of tuition remission for students.
[00:08:24.280]So what I will do is I'll email out all the departments.
[00:08:27.280]And ask you if you want to change any of these specific rates.
[00:08:31.280]So, for instance, you might have a department that previously was meeting the minimum rates for last year's minimum set by the Office of Graduate Studies that no longer is.
[00:08:41.280]And we might just need to bump it up just a little bit, a couple hundred dollars.
[00:08:46.280]But those are some things to keep in mind. This spreadsheet as a whole.
[00:08:52.280]I wanted to also kind of show everyone I'm happy to email this out to anyone.
[00:08:57.240]Who would like a copy? The purpose of this spreadsheet is to help departments take a look at how the rates that you're setting for the academic year equate on a 12 month converted basis to also ensure that you're using it to make sure that you don't have any inequity issues.
[00:09:21.240]So it can be very easy sometimes to set one rate for one group and one rate for one group.
[00:09:27.200]And one rate for another group without realizing that once you account for the number of months and the FTE that those rates might actually be a lot similar or a lot or much more dissimilar than you realize.
[00:09:43.200]And I'm happy to walk anyone through this on a one on one basis if you'd like.
[00:09:47.200]Again, I'm also happy to email it out basically the way it works.
[00:09:51.200]If you wanted to if you want to select a preexisting rate for a department.
[00:09:57.160]You start here, say, CHS.
[00:10:01.160]I want a doctoral program and I want them to be working 19.6 hours per week.
[00:10:07.160]It will then tell you based on this spreadsheet right here what that contract stipend would be.
[00:10:13.160]What term is in this case CHS doctoral students normally do a nine over 10, which means it's a nine month appointment paid across 10 months.
[00:10:25.160]This means that they are being qualified.
[00:10:27.120]They're being paid $1,500 per month for those 10 months and earning about $1,600 per month, though, for each month that they actually work.
[00:10:37.120]Earnings per month for FTE. This is a it's a bit of an odd number.
[00:10:41.120]You're not going to really see this in a lot of places, but this is really the raw number that tells you whether or not their salary and FTE is what the equity level is.
[00:10:52.120]So, for instance, if you were to pay somebody a little bit more, this rate would go up.
[00:10:57.080]And so, it's really the amount of effort they're putting in for each dollar.
[00:11:02.900]And then this is the 12 month converted rate.
[00:11:05.680]And then this is also really helpful, particularly for those department administrators who are
[00:11:09.860]drafting letters of offer.
[00:11:12.020]I know this is a question we get very often is what level of tuition remission do these
[00:11:16.120]students actually qualify for?
[00:11:18.680]This will tell you right here.
[00:11:20.200]So at $15,000 for a nine month appointment, they qualify for 12 academic year credits,
[00:11:27.040]six summer credits.
[00:11:28.040]And so that you can just put directly into your graduate assistantship templates.
[00:11:33.280]If you don't want to pre-select a rate that's already on this table, you can actually do
[00:11:37.240]a manual entry.
[00:11:38.720]I'm sorry, the form is kind of locked up.
[00:11:42.080]So it will only let you really work on these six cells.
[00:11:45.900]So let's say you want to say, well, I want to see what it would be like if I were to
[00:11:48.540]pay my students $18,000 for a 10 month contract, and I want them to work $19,000.
[00:11:57.000]So you can manually select what you would like to see to see what that would look like,
[00:12:04.060]whether or not it would qualify for different levels of tuition or mission, what it would
[00:12:08.080]look like on a 12 month basis, and kind of what that earnings per month for FTE rate
[00:12:14.100]would be.
[00:12:15.100]Again, that's a very, very quick overview of this.
[00:12:18.040]Feel free to shoot me an email or message if you want a copy of this.
[00:12:22.460]And I will, again, be emailing out each of the departments probably later this afternoon
[00:12:26.960]or tomorrow to ask you if you want to change any of your existing rates.
[00:12:33.540]For point of reference, once you tell us those rates, we will usually ask any new requests
[00:12:41.300]that come in.
[00:12:42.300]If they don't fit the rates that you told us, we will then ask individuals to go back
[00:12:47.580]to the department chair or the department to request permission for a rate outside of
[00:12:54.920]that range.
[00:12:55.920]So, once the department chair is done with that, we will go back to the department chair
[00:12:56.920]tells us those rates we really try and keep the department within those rates with the exception
[00:13:01.320]of approval from that chair so before i go on does anyone have any questions on that
[00:13:07.640]and just the reason for that is to make sure there's equity we want the students in your
[00:13:14.040]department to be equitable um with the amounts that they're being paid so
[00:13:24.360]all right so we've kind of gone through the assistantship updates uh we've gone through
[00:13:28.360]these assistantship rates again more emails to come um the next thing i want to talk about
[00:13:33.800]that's on our agenda is the new agreement to fund form and process in case you're not familiar with
[00:13:40.120]it the agreement to fund form more process as it now basically is um is in the event
[00:13:46.440]that a department wanted to cover the cost of a student's tuition or up to 79 percent of their
[00:13:54.280]insurance without going through the usual graduate assistantship process that is the
[00:14:00.760]mechanism that we use it will usually involve the need for extra funds to cover those costs
[00:14:07.280]in the past there was a form it was basically an excel form that the business team would fill out
[00:14:13.580]after it had been requested from the department um there is now a new online form many of you
[00:14:20.180]might have gotten an email from trudy roads on that form and that new online
[00:14:24.020]process we do ask that you not use that form and instead we ask that you approach either your
[00:14:31.380]business manager or your grant specialist if you would like to fund um a graduate assistant
[00:14:38.500]tuition or health insurance premiums the reason we ask that is because there's some extra steps
[00:14:45.460]that we need to take in actually checking their enrollment checking their student bill
[00:14:49.540]making sure that we're accounting for all of the dollars making sure those
[00:14:53.860]forms are going to the right people and that we get copies for all of our reconciliation purposes
[00:14:58.500]so again we're happy to take care of that process for you we're very much um here to help with that
[00:15:05.460]we just ask that you not use that link if you did get it from trudy
[00:15:08.820]the business team will take care of that process for you
[00:15:11.860]any questions on that process what that form is used for when you would use it
[00:15:23.700]all right the next next item is the new budget model which um i think everyone's probably getting
[00:15:30.660]old hearing me talk about the new budget model that's um not not so new anymore but it's still
[00:15:37.540]new because we're still not doing it um the university is still planning as they have been for
[00:15:45.620]the last couple years now to go to the new incentive-based budget they were are hoping to have next year
[00:15:53.540]be a parallel year where we will trans uh start looking at uh our budgets parallel so still using
[00:16:01.940]the prior year budget amounts that's what we're building all of our budgets on now but comparing
[00:16:08.260]that to what it would look like under in this new budget model so in order for them to do that
[00:16:14.020]they have started making some changes to the system and one of those changes happened this
[00:16:18.980]year although we didn't quite realize that was going to happen and that was how grad
[00:16:23.380]remission was being charged so the grants and other soft funded projects many of you may have
[00:16:35.140]noticed got charged differently this year for grad student remissions than they had in the past
[00:16:40.820]that is because they're being charged actual in-state tuition rates versus in the past it was
[00:16:47.060]based off in that allocation so it was a little easier to budget in the past because every year it
[00:16:53.220]was a fairly similar amount to the prior year going forward it is going to be based off of what
[00:16:59.540]classes that student is actually taking so what that's going to mean is that when you are working
[00:17:07.460]on budgets with your grant specialist your faculty and anyone that's working on budgets they're just
[00:17:15.300]going to have to make sure that they either budget high for the maximum amount that can be used by a
[00:17:23.060]student or they're going to have to make sure that they're taking the best amount of time that they're
[00:17:27.940]going to have to make sure that they're taking the best amount of time that they're going to have to
[00:17:31.620]make sure that they're taking the best amount of time that they're taking so that's going to be a
[00:17:35.220]big part of the budget so that's going to be a big part of the budget so that's going to be a big part of the budget if we're uncertain how many hours that student is taking if we know the student and already have a student in mind we can always ask them how many classes they're planning on taking and budget then appropriately based off of that information so that is something that is a bit of a change the other thing that we are pretty certain that'll happen on 7-1 is that we will be responsible for benefits so this means that in the so in the past all
[00:17:52.900]state accounts had their benefits covered through a benefit allocation pool so we weren't responsible
[00:17:59.860]for benefits on the state account going forward starting 7-1 we are expecting that we will be
[00:18:06.260]responsible for that so that's another big change the plan is is that we will get extra budget to
[00:18:14.660]cover those benefits based off of prior year benefit to use so hopefully it won't be a significant
[00:18:22.740]issue for anyone but that is something that the business team is looking at very closely to ensure
[00:18:27.860]that our budgets are going to be able to absorb any new benefits that maybe weren't budgeted in
[00:18:35.460]the past or used in the past otherwise there's still like i said a lot of unknowns there's still
[00:18:42.020]some things that they're trying to figure out on the new budget incentive budget model what it'll
[00:18:46.980]look like they've been making some changes here and there on the amounts that we will get back
[00:18:52.580]the latest changes they made actually were beneficial to our college bringing back more
[00:18:58.980]of the grad money to our college so that was something that we were glad to see that they
[00:19:05.300]changed but some of that is still a little bit of a moving target so we did just get
[00:19:12.020]fiscal year 19 numbers and they're actually showing that we're in the positive so that's
[00:19:17.140]kind of a good feeling for our college to know that we are on the positive
[00:19:22.420]side of things but we're all still at UNL one university working together so we will
[00:19:29.540]then what that means is we subvent other colleges too for their budgets to help them
[00:19:35.300]so as we learn more about the budget and as long as things don't go completely south like they did
[00:19:44.580]last year we hopefully will start looking at these a lot more closer on 7-1 and have more information
[00:19:52.260]so that we can start doing some projections and planning to make decisions on what's going to be
[00:19:58.340]best for our college you know are there things that we can do to really increase that tuition
[00:20:03.620]because that will be true money in our pocket and that's never been the case before
[00:20:08.020]so i like i said i don't know a lot about it but that's a little bit of an update on the
[00:20:15.940]new budget model so any questions on that yeah you you talked about the
[00:20:22.100]um getting all the benefits money is that the same with graduate student money so will we get
[00:20:30.180]all the graduate student costs also so what they're telling us is that we will get the
[00:20:36.260]equal amount to prior year so if for example you had five grad students
[00:20:42.900]this year and you have five grad students next year we should be
[00:20:46.980]getting benefits for those five students if next year you have seven students and
[00:20:51.940]you only had five this year we probably will be short on the benefits because
[00:20:56.500]that's going to be above and beyond what then was budgeted for
[00:21:01.300]there's a little bit of concern on the benefits because overall
[00:21:09.140]the university has said that the pool has been running short so they budget one number and it's
[00:21:16.660]usually higher than what they've budgeted so there is a little bit of question on how that's
[00:21:21.780]going to be allocated but um from what i'm hearing they're going to try to make it as
[00:21:27.300]equal as possible to the prior year so that it doesn't hurt any college
[00:21:32.260]all right uh lecture tease shauna i think is going to talk about that
[00:21:43.140]hi i'm going to talk about that dora
[00:21:51.620]i'm mary misbach for anyone that doesn't know who i am and i work in the business office on east campus
[00:21:58.340]i'm here to i help with hr and payroll functions in case you want to know that
[00:22:05.140]i'm talking to you about the hiring paperwork process for the lecture tease
[00:22:09.620]once you decide on the course that the instructor is teaching please draft a letter
[00:22:14.740]using the correct templates which is found in the cehs hr website along with the appointment date
[00:22:21.460]i have added the link where this can be found lecture t's appointments are hired semester by
[00:22:29.000]semester if the instructor is teaching more than six credits per semester which would be 50 ft
[00:22:36.320]they will receive partial benefits once the letter has been drafted please send it to the cehs hr
[00:22:44.020]email for the for us to review the letter the business team will then review the
[00:22:51.300]letter and the letter will be routed for signatures via docusign once complete
[00:22:56.600]the letter will also be sent to the deans for the dean's signature and
[00:23:02.980]please let the business team route the letters for the signatures the business team will
[00:23:10.280]request new hire paperwork if needed once in the unl payroll system we will send an
[00:23:16.160]onboarding email just for the new hires remember to request
[00:23:21.140]hiring freeze exemptions if needed before the letter is routed for signatures if any
[00:23:26.140]changes need to be made after the letter is signed please notify the business team right
[00:23:31.420]away so we can make the corrections as soon as possible fall letters are paid in four
[00:23:36.980]payments and are due by the first monday in july spring letters are paid in five payments
[00:23:43.380]and are due the first monday in december summer letters are due by the first monday in april
[00:23:48.920]and are paid based on the session
[00:23:50.980]and that's all for lecture teas i enjoy working with all of you if you have any
[00:23:55.880]questions please don't hesitate to email me thank you mary sorry about that that's okay thank you
[00:24:02.640]mary has done a great job picking up all of the lecture tea letters as many of you um probably
[00:24:09.780]know sarah will be going out um on maternity leave so hopefully sarah you didn't mind me
[00:24:15.040]sharing that um that's coming up pretty quick actually um so we're really
[00:24:20.820]we'll be relying on mary and shauna and tammy the other hr team members to pick up all of the
[00:24:28.140]hr stuff but i know that they will do a great job they've done really well so far so now we'll turn
[00:24:34.800]it over to shauna who's going to talk to us about the ess time and ess leave
[00:24:38.720]hello everybody i am shauna hayes and i work in the payroll i'm a payroll coordinator
[00:24:50.660]on east campus and i'm going to talk to you about um and i'm also the ess time coordinator
[00:24:56.000]i have just taken that position over from kerry so i will talk to you a little bit about um
[00:25:02.060]talking about ess time entry um it is uh the work list is required for students in multiple
[00:25:08.860]positions in the department so the website for that is um at firefly.nebraska.edu
[00:25:16.240]dot nebraska.edu um when you get started you're going to go into
[00:25:20.500]the employee self-service on the main menu of firefly and you're going to click that
[00:25:25.220]you're going to create a time sheet and then you can see in the boxes that shows on the screen that
[00:25:31.140]you will note how many entries that you will have that need to be released you're going to go ahead
[00:25:37.060]and select the work week and click on the calendar to navigate on the the buttons down below as you
[00:25:44.100]can see are highlighted in red then you will select and mark all the rows you need to enter your time
[00:25:50.340]if you have multiple rows per each day click the button on the right and it will and then you can
[00:25:55.620]add your additional role at additional role rows sorry and then click the work list button this is
[00:26:03.620]only if you have multiple positions so if you're working in two different departments you're going
[00:26:08.820]to have two different areas like you can see on step three it will pop up if you're either in
[00:26:12.980]payroll or accounting you're going to go ahead and you need to enter time for what position you're
[00:26:20.180]in and then the cost object position and approver will populate in the row
[00:26:24.180]off to the right of the screen you're going to select the attendance using the drop down
[00:26:31.380]to provide or type the first letter of the attendance type which is like regular
[00:26:37.140]whatever you're looking for on that you're going to select one of the two types
[00:26:42.270]make sure that when you have the hours you enter that in like 8.0 or like 8.5 or 4.25 that's the
[00:26:51.070]way you're going to enter your time um and it is and then if you actually do enter your time it is
[00:26:56.910]in the military format just so you know so make sure that you enter your time in the military
[00:27:03.070]formats um if you need to make any comments off to the side you can do the little question mark
[00:27:08.590]button type a comment to click anywhere outside and make a and then you can just save and close
[00:27:14.750]that um after you save after you get your entries entered you're just going to save that
[00:27:19.310]you're going to release your time for entries you can see in the kind of yellow
[00:27:26.270]orange it will tell you how many entries you need to release so you're going to go
[00:27:31.470]ahead and just release those for approval and once it's released it will go to the
[00:27:38.190]blue and then once it is actually approved it will go it will change all of those
[00:27:42.190]all those will turn as it's been approved and then you need to when you exit you're just
[00:27:48.830]going to go back and log out of that system there's just a couple of things when you're
[00:27:54.110]making edits just off to the right hand side there is a pencil that you can make changes if
[00:28:00.670]you need to there's a trash can if you like make a wrong entry to delete an entry you need to
[00:28:07.790]add a line if you have like partial you have like vacation for a part of it or you have in regular
[00:28:15.870]you can add that to add a row for that and you can and then copy a previous week so you can just
[00:28:22.430]go through using the copy previous week button to bring up the complete copy of the previous week
[00:28:29.150]I'm ready to edit and save that and you can kind of see that on those two boxes there
[00:28:37.390]and then let's see when you you can review your entries and status use the list options to view
[00:28:44.590]your entries and current status you can just choose all for the status on that
[00:28:51.790]and then this is required for like the students and other positions you're just going to basically
[00:29:02.030]you're going to go through firefly.nebraska.edu you're going to go to the employee self-service tab
[00:29:06.990]on the main firefly menu you're going to create your time you're going to select on the calendar
[00:29:13.870]the date this is where you're going to go ahead and then you're going to enter your time for most
[00:29:19.710]student workers you're going to make sure that they enter their time their start time and their
[00:29:23.710]end time for all of those employees so it kind of goes through the same processes there but yeah
[00:29:30.270]you're just going to go ahead with a start and the end time there just enter that for the students in
[00:29:36.590]the middle and then you're going to go ahead with a stop and then you're going to go ahead with a
[00:29:42.190]stop and then you're going to go ahead with a stop and then you're just going to release it so
[00:29:46.430]that's just kind of that and the tray that's kind of the same thing for the students you're just
[00:29:52.030]going to use your pencil your trash can and adding that they can copy copy and paste but
[00:29:58.910]it's a little bit harder for student workers to copy and paste just because they work so many
[00:30:02.750]different hours on that
[00:30:06.190]so what you're going to do is you're going to go ahead and you will submit what type of leave
[00:30:11.630]you are taking so either it's vacation you're requesting sick time whatever you're requesting
[00:30:18.990]you're going to put that in that drop down there and then you're going to go ahead and put that
[00:30:24.910]in the drop down here and then you're going to go ahead and put that in the drop down here
[00:30:30.350]and then you're going to go ahead and put that in the drop down there and then you're going to go
[00:30:35.790]ahead and put the dates in from the calendar you can either enter the dates or you can enter them
[00:30:43.710]or you can use a calendar on each on the tab of that to select the date there and then you're
[00:30:51.630]going to go ahead and request how much time you're going to use and make it you can make a comment
[00:30:58.030]down below in the area there and then once you get all of those things filled out you're going to go
[00:31:05.390]ahead and save it and send it to the approver for approval for that and then after that you will go
[00:31:14.110]ahead and you will receive an email regarding your leave approval after your request approval you'll
[00:31:21.310]receive an email notification that you can choose to add the absence to your calendar or as an
[00:31:28.030]appointment or a reminder if your leave is rejected if your leave request is rejected you will receive
[00:31:34.990]the approvers comments and then on the leave request delegate to alternate approvers you will
[00:31:42.190]you will leave request is delegated to alternate approvers that person
[00:31:46.270]will receive an email email notification with the same options along the comments
[00:31:51.710]um retro active leave request notifications if you're a bi-weekly employee and you enter a
[00:31:59.310]retro request an email notification will be sent to the time clerk
[00:32:04.590]and the approver retro requests need to be reviewed for potential impact on time that may
[00:32:09.550]already been paid such as overtime approvers should make sure that the appropriate time clerk
[00:32:15.150]is aware of the retro request and then you can use the chart below for like the 24 hour clock
[00:32:22.190]um and i'll leave the lever approver can choose between three options they can approve reject or
[00:32:34.190]cancel or delegate whichever forwards a request to the another approver they can also add the
[00:32:40.830]absence to their outlook calendar as a reminder uh do you guys have any questions regarding like
[00:32:48.750]the time entry or leave request one thing i'll comment on that i found out this year
[00:32:56.750]is that if you do forward uh leave requests so um for example if you are a kind of a dual
[00:33:03.790]manager for someone and you forward a leave request to another manager to ask if they
[00:33:09.470]you know agreed with this leave they can actually approve that leave through that email so one of
[00:33:14.910]the things that i've done when i've needed to forward that because i think that that kind of
[00:33:20.670]takes away part of the controls by allowing someone else to approve that is that i deactivate
[00:33:27.630]those buttons so just keep that in mind that if you are forwarding a leave request to maybe de
[00:33:33.390]activate those hyperlinks so that the other person doesn't actually approve it they let you
[00:33:38.430]know if it can be approved or not thank you gary and then also as a side note as i was just showing
[00:33:49.150]we do also have some helpful pdf uh documents some of which you were just seeing in the presentation
[00:33:55.470]um for ess time employees uh also manager self-service how to approve time uh how to approve
[00:34:02.990]leave and then also how to delegate approval so just a quick reminder if you were ever to be out
[00:34:08.670]of the office and be able to access email for an extended period of time usually a week or more
[00:34:16.270]we do ask that you go ahead and approve or delegate your approvals
[00:34:20.110]to somebody else during that time just to make sure that all of your employees are covered
[00:34:24.350]so we realize that not all of you have to do your due time
[00:34:32.590]anyone that's an exempt employee doesn't do time
[00:34:36.590]but we thought that this was helpful to kind of see this
[00:34:39.070]it's many of us that are exempt employees are approving others time
[00:34:44.430]so it's helpful to kind of see what the process that they have to go to
[00:34:47.950]through so that we can be a little bit more aware and help them as necessary
[00:34:51.630]but always feel free to reach out to Shauna too for help
[00:34:54.830]if you need anything on any entry of time or leave
[00:35:02.190]all right no other questions on that we'll move on to
[00:35:06.030]Sarah with our brand new CHS appointment portal yay
[00:35:13.150]so some of you might have already heard of this we're actually very excited
[00:35:16.190]about this and we think it's going to be a huge
[00:35:18.190]help for the college as a whole um essentially we have a fantastic web
[00:35:23.790]developer if you haven't heard of him or met him his name is Dave Merriman
[00:35:27.790]and he has gone through the process of creating from scratch a portal
[00:35:31.790]by which all the departments units centers can report to us information
[00:35:37.790]rather than send a bunch of spreadsheets back and forth which has kind of been
[00:35:41.790]our mo in the past um not that we don't love spreadsheets by all means but
[00:35:47.790]this really does help us to always make sure that both the department
[00:35:51.790]or the unit and center and us and the business team are looking at the same
[00:35:55.790]information at the same time always um and we're not having to worry about you
[00:35:59.790]know there may be being some old information
[00:36:01.390]or some misinformation being communicated back and forth
[00:36:05.390]i'll go ahead and share my screen so that you can see what we have currently
[00:36:09.710]i'm not going to go into an immense detail on how this
[00:36:13.310]functions on the ins and outs of it um because i would ask that each
[00:36:17.950]department after this meeting reach out to me to
[00:36:20.910]set up a time to go through this one-on-one uh this is
[00:36:26.110]quite an extensive change there's a lot a lot of bits and pieces to this and we
[00:36:30.990]want to make sure to give you all the one-on-one attention
[00:36:33.550]as we're going through this um so when we're done here please reach out
[00:36:39.150]to myself um plan to set up a 45 minute to one hour
[00:36:43.550]meeting and include anyone in your department
[00:36:45.950]that you would like to participate or potentially have access to this
[00:36:49.950]um at that point we will grant you access
[00:36:53.470]to the website as a department administrator
[00:36:56.910]um ahead of our meeting so that you can get in there and see what it
[00:37:00.590]looks like um our plan is for everything on this
[00:37:05.550]website to go live as of fall 2021 appointments
[00:37:10.270]so i will ask and plead please please once you get access to this don't put
[00:37:15.790]anything for summer all of your summer information is going
[00:37:19.150]to continue to go prop to continue to process its usual way
[00:37:23.630]you'll either email us um research appointments or you'll
[00:37:27.310]research you will email us teaching appointments
[00:37:30.190]on the summer session spreadsheets nothing for summer 2021 has changed
[00:37:35.710]however starting any appointment for a graduate assistantship
[00:37:40.270]a graduate fellowship or a lecturer t if we do ask that you start entering
[00:37:45.390]information into this portal we won't be using spreadsheets anymore
[00:37:49.630]um
[00:37:52.030]for that process both for lecture teas and for grad assistance fellowships what
[00:37:57.310]have you so when you log in and this is what
[00:37:59.790]each department will see when they log in you will actually be able to see
[00:38:03.150]everything for the entire college that is intentional
[00:38:06.190]um you can filter specifically by your department so as you can see
[00:38:12.030]we've had a couple of um we've had a couple of departments that
[00:38:16.910]have been test driving this for us or we have been test driving data
[00:38:20.110]on your behalf so for tlte for instance um if we narrow it down we can see just
[00:38:26.430]the appointments for tlte um you can also
[00:38:29.390]filter by department and by appointment type if you needed
[00:38:32.590]if you wanted to do that and then it would narrow it down even farther
[00:38:36.590]or if you just want to search for a specific individual you can do that as
[00:38:40.670]well i want to say that there's at least
[00:38:45.870]i thought there was a sarah in there but you should be able to search for
[00:38:49.950]specific individuals by name using the search term
[00:38:55.630]then once you see an individual in there you can click down on that
[00:38:58.990]person and see a lot more information you can see their name their
[00:39:03.390]nuid um amount that they're getting paid
[00:39:06.510]their term start dates end dates all of that fun stuff
[00:39:10.350]basically everything up here at the top is the information that the department
[00:39:14.430]enters in everything right here is stuff that the
[00:39:17.710]business team will enter in and this is mostly tracking
[00:39:20.510]so as we submit stuff through payroll and get uh everything entered in you
[00:39:25.950]will see where we are in the process as well
[00:39:28.590]so if you want to know where sally sue you know has her stuff been submitted to
[00:39:31.950]payroll has she turned in her new hire paperwork
[00:39:34.590]you can go in here and we will tell you when we received her paperwork
[00:39:38.670]when her letter was drafted when her paf was submitted
[00:39:41.790]and if it's complete sap complete that means it's done
[00:39:44.830]payroll has entered it in she is complete she will get paid
[00:39:48.910]so it's again a very good mechanism for the departments to know where we are
[00:39:53.710]and to also communicate to us if you want to make a change
[00:39:58.190]you can just simply edit again it will let you edit
[00:40:01.790]most of the department things the only things we have locked down are the names
[00:40:05.390]that's to prevent us from accidentally having duplicates or deletions that we
[00:40:09.310]don't want to have when you make a change it will notify
[00:40:13.070]us so we will have a lot of clarity in the
[00:40:16.990]changes that you're making and what's going on there
[00:40:20.990]and then you can also from the home screen or really any screen you can add
[00:40:26.110]a new entry up here in the top
[00:40:27.790]center and so this is where as soon as you know that you have a graduate
[00:40:32.590]assistant assistantship a graduate fellowship a
[00:40:35.550]lecture team i very much encourage you to just go
[00:40:38.510]ahead and go ahead and enter that in as soon as
[00:40:43.470]you know that information if it changes if it gets cancelled
[00:40:47.790]that's fine we will just cancel it out and we will remove or we'll remove it
[00:40:51.870]but we would rather know about information as soon as you have it or if
[00:40:54.910]you're even thinking about it so
[00:40:57.390]Very, very helpful to us. And a lot of the information over here is optional. We hope that that's helpful to y'all.
[00:41:04.390]But if there's anything that y'all run across, you're always welcome to let us know.
[00:41:11.390]This is very much going to be an ongoing project and an improvement over time.
[00:41:15.390]So please, please feel free to communicate to us as much as you as much as you as you'd like for improvements that you could see done.
[00:41:25.390]It will also allow each of the departments to export.
[00:41:29.390]Now, this is going to be a bulk export under a CSV file, and it's going to export all of the information for everyone.
[00:41:36.390]But you can then pare it down to just your department and just the items you want to see.
[00:41:43.390]So, again, just to reiterate, starting fall 2021 onward, our plan is for all appointments for graduate assistantships,
[00:41:53.390]graduate fellowships and lecture teams to get entered in here.
[00:41:58.390]And again, please go ahead and email me one per department with a list of names and individuals that you would like to meet with me for about a 45 minute,
[00:42:07.390]one hour meeting to go into this in much more detail. Does anyone have any questions about that?
[00:42:15.390]I know that this is kind of a big change, a big change, the way that we're doing things.
[00:42:21.390]So we've had a few departments already tested and have gotten some feedback,
[00:42:33.390]but we are always open for other feedback, too, that if when you're in this and you think that something's clunky
[00:42:40.390]or that it could be done differently, let us know.
[00:42:43.390]And there might be a reason why we can't do it, but we're always open to look at those options, too.
[00:42:49.390]So we really just thought that this would be a way to make it more of a process where we're all working on this together,
[00:42:57.390]because it is a where it's both the departments and the business team.
[00:43:02.390]It's not just one or the other. And the spreadsheets were a little bit more limiting on that because, you know,
[00:43:08.390]when you save a spreadsheet, it's hard to always know what the updates are and just mistakes happen.
[00:43:14.390]I think easier using the spreadsheets. So we're hopeful that this will just make the process a little easier.
[00:43:17.390]Provide you up to date information. So if you do have a student come to you and wonder why they can't get in,
[00:43:26.390]you can easily go see that, well, they didn't turn in their paperwork.
[00:43:30.390]So that's why they're not in the system or, you know, might be in a different stop stop.
[00:43:37.390]And then you can always ask us to if it's still sitting at H.R. Is there an issue?
[00:43:42.390]What's going on? So. Any questions?
[00:43:45.390]Any questions? So that's it for the agenda.
[00:43:53.390]I did realize that one thing that we didn't put on here that we normally talk about is the summer spreadsheet.
[00:43:59.390]So the summer spreadsheet for all summer payments did get sent to all of the chairs and administrative people.
[00:44:06.390]We are meeting on Monday to talk about the budget. So I realize it's a little late.
[00:44:12.390]It seems like with everything with covid, it's a little late.
[00:44:13.390]We normally try to have those budgets set long before now, but we just got approval on what our budget would be.
[00:44:22.390]And luckily it is the same as last year. Plus, we do have some carry forward from last year.
[00:44:27.390]So we actually have a little bit more money than we have had in the past for summer teaching.
[00:44:32.390]So we will be meeting with the chairs on Monday to discuss those budgets.
[00:44:36.390]So those chairs that are on here, if you haven't sent me your minimums and your maximums on what you want your summer budget to be,
[00:44:41.390]make sure you get that to me so that we can plug that in and have a good conversation on Monday about those budgets.
[00:44:49.390]If any of you didn't get the spreadsheet, make sure you let me know, but hopefully it did go out to everyone.
[00:44:56.390]Nick did point out that there's an error in one of the formulas where if someone is a part time person, that it is calculating their pay at a partial pay.
[00:45:09.390]So that correct.
[00:45:14.390]Of course, so they should be at full pay, even if they're only a part time pay.
[00:45:20.390]So we will get that corrected. Any questions about the summer?
[00:45:25.390]Oh, the other piece of the summer spreadsheet is I would point out that Tammy will be taking care of that this year.
[00:45:31.390]So, Tammy, she is on here. You want to say hi. So everyone sees your smiling face.
[00:45:37.390]I think I've worked with all the department chairs in the past on summer, so hopefully we won't have any glitches and everything will get submitted smoothly.
[00:45:49.390]The deadlines that were included in the email that Dori sent out the other day.
[00:45:54.390]I think we'll just all want to be very careful that if we have changes, especially to any of our permanent faculty where we're part of the upload process, we do have a deadline.
[00:46:05.390]I think it's coming in early May. So we'll definitely want to adhere to the deadlines that we need your information.
[00:46:11.390]But obviously we know with everything that's going on in the world right now, changes will probably come along and we'll handle those just as quickly and as efficiently as possible.
[00:46:22.390]And double checking everything before it is submitted and then also double checking once it's uploaded to make sure everyone's pay is correct.
[00:46:30.390]Because whether someone's getting 50 cents or 50,000, it's all important to them.
[00:46:33.390]So we want to make sure they get what they have been promised in their letter of offer.
[00:46:41.390]All right. Thank you, Tammy.
[00:46:43.390]So the rest of the time, we just wanted to open it up.
[00:46:47.390]If anyone had any questions about anything talked about today, about any of the videos that were sent out or anything else HR related, we're open to answer those questions.
[00:46:58.390]The grants team members are also here today as well.
[00:47:02.390]So if there's something specific to a grant, just in general, if you wanted to ask about that, I'm sure that they could answer those questions as well.
[00:47:16.390]Dori, I would mention that some of the grant specialists have been shooting around emails already about summer and summer PAFs and things, even just this week.
[00:47:24.390]So we're going to try as soon as all the departments can get summer sorted out.
[00:47:31.390]We're going to go teaching loads before we can get summer research figured, but we're going to try to get on it pretty quick just so we can, well, be ahead of the game for once and then just so we all know and can have it off the list.
[00:47:45.390]So expect a fair amount of emails from grant specialists saying, "Hey, so-and-so is doing this," just with chairs copied so you know what's going on.
[00:47:54.390]And yeah, there you go.
[00:47:58.390]Dori, we didn't talk about fellowships.
[00:48:00.390]Are the contracts staying the same?
[00:48:05.390]I'll let Sarah or Melanie, you want to answer that?
[00:48:09.390]I believe they are, but...
[00:48:12.390]Yeah, the template should be remaining the same unless there's anything new from the Office of Graduate Studies.
[00:48:18.390]We do have some slight updates to the template that's out on the website, but nothing terribly new, mostly just date updates.
[00:48:25.390]Melanie, do you know of any other major changes to fellowships this year?
[00:48:29.390]For foundation fellowships, if there are any changes on the fund agreements, your spreadsheet that I send you with all of the estimated balances and criteria and such will be updated and marked.
[00:48:44.390]Yes, and also like Othmer and the chancellors, I guess was wondering, because those are sent a lot earlier than the college fellowships.
[00:48:56.390]So the Othmer and fellowships,
[00:48:58.390]your chairs would have received how many you're getting for your department.
[00:49:03.390]If you do find that you need something different or would be very helpful to have something different, let us know.
[00:49:10.390]And if any become available, then we can reallocate that in the past.
[00:49:16.390]Sometimes, you know, if someone turns one down in one department, then we're able to reallocate it to another department.
[00:49:23.390]So just let us know if you do need more than what you were given.
[00:49:27.390]And we will do what we can. And we obviously don't promise anything, but we will do what we can to get those to everyone so that we can use at least what we're given.
[00:49:39.390]And just a reminder, if you have a student who's on an Offmer, a Chancellor's or an Edgren that had one last year and qualifies for it again this year,
[00:49:48.390]we do ask that we issue a new letter each year for all three of those types of fellowships.
[00:49:55.390]And those aren't new.
[00:49:56.390]So the new ones that your chair heard that your department is getting as new, so those carry forward.
[00:50:04.390]So if someone had one in the past, they automatically carry forward if they still qualify, like Sarah said.
[00:50:10.390]And it's the new ones for new people are what the chairs would have been notified from Sherry on how many they were getting.
[00:50:23.390]On fellowships and scholarships,
[00:50:25.390]I would do a shout out to Melanie. We did receive a little note from the foundation saying that we were the top college and allocating our scholarships and fellowships.
[00:50:37.390]So Melanie did a great job on that. But I know that a lot of the departments worked really hard on that, too.
[00:50:43.390]So that was a real big push last year to make sure that we are using our money to help our students.
[00:50:49.390]And we really, really are doing a great job. So I was very proud to see that.
[00:50:54.390]CHS was number one in that regard. So, yay.
[00:51:02.390]All right. Any other questions?
[00:51:15.390]OK, well, we got done with a few minutes to spare, as always, feel free to reach out to the business team,
[00:51:23.390]to the HR team. When Sarah does go out, we will be pray a little bit more gray hairs coming on.
[00:51:33.390]But hopefully it won't be too bad. We've got a great team, so I think it will be fine.
[00:51:38.390]It always makes me a little nervous. I do rely on Sarah a lot.
[00:51:42.390]But there's a great team that should be able to answer all your questions.
[00:51:48.390]Reach out to them, reach out to me and we'll make sure we can help you and
[00:51:52.390]get everyone on the correct path.
[00:51:57.390]And as always, we have our CHS HR email address.
[00:52:01.390]That's a group email address that a lot of us have access to.
[00:52:04.390]So if you have questions, particularly payroll related questions, feel free to email them to CHS-HR@unl.edu.
[00:52:13.390]If it's a human resource related question or it's particularly sensitive,
[00:52:16.390]then I would ask that you go ahead and just email Dori or myself if I'm available directly.
[00:52:21.390]And I just thought about that, too. Evaluation emails did go out.
[00:52:28.390]I did get a question today if those can be signed electronically and they can.
[00:52:32.390]The key thing is, is that we want to make sure that evaluations are signed by all parties,
[00:52:38.390]both the supervisor and the supervisee, the employee.
[00:52:42.390]So making sure that they are signed by both before they're submitted back to us.
[00:52:47.390]But it can be an electronic signature. We're not expecting you to get manual signature.
[00:52:50.390]So.
[00:52:56.390]All right. Well, thank you all for taking the time to come today.
[00:53:00.390]I know that everyone has a lot on their plates, but I do feel that this is an important update and I'm glad that we are able to do it.
[00:53:06.390]And make sure you reach out with anything and we will be seeing you around.
[00:53:12.390]Hopefully sooner than later. Otherwise, and hopefully next year that we can have this in person as well.
[00:53:19.390]So take care. Thank you. Thank you.

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CEHS Annual HR Update Meeting Recording 2/10/2021

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