Operational Update Meeting - March 10, 2022
Agenda includes Workday support, HR updates, feedback requests, and contact information for various support services. Information on submitting questions, HR surveys, temporary hires, HCM support, and guidelines for entering names and addresses in Workday.
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Operational Update Meeting March 10, 2022
Agenda Workday Support Human Resources General HR Updates Updates by areas Financial Services Finance Workday Configuration Updates General Finance Updates, Information, and Reminders
Updates from Workday Support Questions about Workday processes and security role requests may be submitted via the Business Affairs portal: https://apps.administration.unlv.edu/AdminWebPortal by selecting the Workday Support request card. Alternatively, clicking the Submit a Question button on the Workday home page (unlv.edu/workday) will direct you to the Business Affairs portal. Users will need to sign in using their ACE credentials. Newly hired or terminated employees without an active ACE account may email workdaysupport@unlv.edu.
Updates from Human Resources
General HR Updates Contact Cheri Carley HR Customer Service Survey We are asking YOU, our customers, to rate the quality of service from our HR units Anonymous Specific actionable feedback is helpful 5 minutes or less (depending on comments) Survey open the first two weeks of April
Salary Admin Temp Hires & HCM Support Contact Connie Nolan New Name - Temp Hires & HCM Support and what we can help you with Temporary staffing employees - LOA, PTI, temporary hourly 1,000 hour workers (non-student) Hires, change jobs, edits, pay changes, terminations, and end jobs Period Activity Pay for PTI and faculty overloads Constitutional oath transactions (Faculty, LOA, and PTI) Job switches General staff support One Time Payments: awards, commissions, bonuses and first initial expense Support for Form I-9: remote I-9, Section 3 and E-Verify (grant specific only) Support for name changes (except GAs) Support for overpayments and underpayments Support for duplicate records Support for on demand payment requests
Temp Hires & HCM Support Contact Connie Nolan Names - When entering names for new hires in Workday, use both lower-case and upper-case formatting and select English as the language. Do not use any special letters with characters such as ~, `, ^. Addresses - When initiating hires in Workday, use the workers personal home mailing address, not the main UNLV campus address. Dorms have specific mailing addresses including a separate zip code and that should be used if the student is living on campus.
Temp Hires & HCM Support Contact Connie Nolan Form I-9 - Section 2 The social security card of an employee attesting to being an alien authorized to work, cannot be used as a List C document. If the card has additional wording other than just the social security number, it is referred to as a restricted social security card and cannot be used for purposes of identification for work authorization. NOT VALID FOR EMPLOYMENT VALID FOR WORK ONLY WITH INS AUTHORIZATION VALID FOR WORK ONLY WITH DHS AUTHORIZATION Section 3 Is used for reverification of expiring work status or name changes and will be completed by human resources. If you track the work eligibility date of your employees, reach out to your Temp Hire & HCM Support analyst for more information.
Student Employment Contact Theresa Barrett Clark Spring Break Eligibility: must be degree seeking, enrolled for Spring semester (1 credit min) Graduate Assistants are allowed to work a student position during spring break: If they already have an approved additional student position, then ensure they work per the spring break schedule below If you want to add a student position for spring break, process an additional job through Workday with the dates March 12 -March 20 Spring Break Schedule Student employees can work a maximum of 8 hours per day and a maximum of 40 hours per week (all jobs combined) between March 12 -March 20: This should not impact Affordable Care Act (ACA) eligibility if regular semester work hours rules are followed Per the ACA, employees may only work 30 hours per week or an average of 130 hours per month during the measurement period (July 1 -April 30)
Absence Management Contact Lily Magana - hrleave@unlv.edu Daylight Savings Time Sunday, March 13, 2022 at 2 a.m. Employees who are working a shift during this time will lose one hour of work. Impacted employees and their supervisors would follow the guidance set forth by the State of Nevada Division of Human Resource Management and explained in NAC 284.220, Subsection 1: An employee, other than an exempt classified employee or exempt unclassified employee, who loses an hour of work during his or her scheduled shift because of a change of time to daylight saving time may, with the approval of the appointing authority, elect to take an hour of annual leave, compensatory time or leave without pay, or must be scheduled to work an additional hour."
Absence Management - Leave Contact Lily Magana - hrleave@unlv.edu Additional Annual Leave Carry Over Special Legislative Session: July 2020 Allowed for Classified employees to carry over in calendar years 2020 and 2021 their annual leave balances from 240 hrs (30 days) to 320 hrs (40 days) The act is set to expire on December 31, 2022 a. All Classified employees with over 240 hrs (30 days) will forfeit unused leave eff January 1, 2023 What should we start doing? Employees should submit annual leave requests in Workday to their supervisor by October 15, 2022 a. Annual leave in excess of the carryover limit requested by October 15 but denied by a supervisor is eligible for payment Employees and supervisors should review annual leave balances a. Classified End of Year Balance - HCM - CR (NSHE) i. Security Role Required: Absence Partner or Absence Support
Benefits Contact Lily Magana or Brenda Peters - hrbenefits@unlv.edu PEBP Update: Benefitplace (PEBP s Eligibility and Enrollment Benefits Management System) Demographic files sent on a continuous weekly basis Data needs to be accurate and timely Correct personal information (i.e., social security number, date of birth, name spelling) Correct contact information (i.e., address) Correct scheduled weekly hours or true FTE % New hires Terminations Employment status changes Period activity pay (PAP) entries Time off
Benefits Contact Lily Magana or Kim Dawes - hrbenefits@unlv.edu NSHE Retirement Week March 28 - April 1, 2022 All NSHE employees Online Sessions Understand your NSHE retirement benefits Get information on tools and resources to help you achieve your goals Learn more about student loan forgiveness and debt management Register now via the online session schedule. You can do it yourself Achieve your goals with TIAA advice and online tools What s a Roth and How to Maximize your NSHE Retirement Plans Tame the Debt Monster: Savi and other Debt Management tools Build for the Future How to Live your Life and Save for Retirement 3 years or less to Retirement? Strategies for the transition Riding the Roller Coaster: Market Volatility
Talent Acquisition Contact Michelle Hogan New Name Recruitment > Talent Acquisition & Onboarding Congratulations to Ping Guo, our new Manager of Talent Acquisition and Onboarding Hiring 3 talent acquisition coordinators 1 onboarding specialist
Comp & Class Contact Damaris Aguirre & Michelle Hogan 1% Cost of Living Adjustment (COLA) All non-temporary employees that are employed on or before June 30, 2022 will be eligible for the 1% COLA effective July 1, 2022. Academic and Administrative Faculty will see the adjustment on their 8/1/22 paycheck. Classified employees will see the adjustment on their 7/25/22 paycheck.
Comp & Class - COLA Contact Damaris Aguirre & Michelle Hogan 1% Cost of Living Adjustment (COLA) We have not received notification that those classified employees under specific collective bargaining units will receive a 3% cost of living adjustment on 7/1/2022. Units A,E,F,I under AFSCME (American Federation of State, County, Municipal Employees) Unit G under NPU (Nevada Police Union)
Comp & Class COLA, continued Contact Damaris Aguirre & Michelle Hogan 1% Cost of Living Adjustment (COLA) Ineligible employees: Postdoctoral Scholars Temporary/Part-time Faculty, including Visiting Faculty Letter-of-Appointment (including Part-time Instructors) Medical and Dental Residents Student Employees Graduate Assistants (TAs and RAs) Volunteers Adjunct Faculty Emeritus Faculty (unpaid)
Comp & Class Merit and COLA Contact Damaris Aguirre & Michelle Hogan FY 23: Merit and COLA Information Performance Pay / Merit System for Professional Employees information is available in the following website: https://www.unlv.edu/hr/employee-info/merit Reminders: We strongly encourage departments to review employee records for accuracy and make any necessary corrections as soon as possible, before important key deadlines (see next slide). Common fields to verify: Employees are under their correct position number Employees are listed in their correct job family Employees are listed in their correct employee type Employees have an accurate FTE Compensation details are up-to-date Costing details are up-to-date Offer letters (in case they have COLA or merit ineligible clauses)
Comp & Class - Dates Contact Damaris Aguirre & Michelle Hogan Important Dates: Merit & COLA
Comp & Class - Freezes Contact Damaris Aguirre & Michelle Hogan Freezes 05/09/22-05/13/22: Freeze for any WD actions affecting compensation (academic, administrative, classified). 06/01/22-06/30/22: Freeze for compensation requests (academic, administrative, classified). 06/02/22-06/03/22: Freeze for any WD actions affecting a change in compensation (academic, administrative, classified). Retroactivity: Retroactivity to prior fiscal year will not be allowed. Departments should plan accordingly. We encourage departments to submit compensation change requests as soon as possible, prior to 04/30/22. To prevent out-of-order compensation/processing issues in WD.
Comp & Class Salary Formulas Contact Damaris Aguirre & Michelle Hogan Salary Formulas: https://www.unlv.edu/hr/contracts/formulas Salary formula website can assist departments in calculating expected salaries for employees who receive merit and/or COLA. For FY23, the Salary Calculation Formula for COLA should be used for employees who are expected to receive COLA and/or merit*. The Salary Calculation Formula for Merit should be used for employees who are expected to receive merit* and are ineligible for COLA. *Effective same date Change:
Updates from Financial Services
FIN Workday Configuration Updates Contact Elora Paik Sprint#1 - final push thru Friday New Effort Certification for students not funded by work study SC0062 - batteries and cells and accessories now has allocate other charges on Spend Authorization - ERROR validation forbids the modification of the business purpose after BP is in-flight SC0789 - Meal Plan to track Housing Meal plan (Board) expenses to vendor Accounting Date on closing purchasing documents -enhancement just in time for year end (fy22 season.) Validation of 2022 Contribution Limits (401 and 405) 2022R1 - March 12 - yes this weekend Possible new feature - global navigation
Workday Search - contracts and awards Contact Lori Ciccone OSP / Grant World? Procurement in saved categories Prefix ~ contract: SCON Prefix ~ award: AWD-##
Finance Security Knowledge Share and Audit Contact Elora Paik Last Call - To the 22 units who I have met with or are already scheduled great conversations and findings from recommendations Have 6 days open in April and 6 days open in May When you sign up, I send detailed unique unit audit files for security assessments
Purchasing and PCard Contact Betsy Drellack Debunking Purchasing and PCard Myths and Legends Series Save the date for the 5th session of this series on Tuesday, April 5th, 2022 1:30pm - 2:00pm on Supplier Registration A link to sign up for this event will be sent to this group via email. Send your questions, comments, suggestions, items that need to be clarified for future sessions to betsy.drellack@unlv.edu
Purchasing and Pcard - Reminders Contact Betsy Drellack Purchasing and PCard Year End Reminders Pcard billing cycle dates are the 26th of the month through the 25th of the following month PCard verification and approval is due 7 business days after the close of the cycle (the 25th of the month). If the verification is not fully completed by the deadline, the PCard may be suspended. Year end is right around the corner! Please reach out to Purchasing as soon as possible with as many details as possible to make sure goods arrive on campus and services are complete on or before June 30th. Date Deadline March 18 Deadline to submit state funded Requisition/PO over $50,000 April 15 Deadline to submit state funded Requisition/PO under $50,000
Check Printing March Payments Accounts Payable continues to issue weekly ACH payments with paper checks issued once a month. Check printing for March is: Tuesday, March 29, 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. 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.
SIRs - Data Entry Tips Invoice Number Examples: Utilities, Water, Rents/Leases: Use the full acct number 123456789101112 plus the statement date ST031022 as: 123456789101112ST031022 to help the suppliers credit the correct accounts. This also helps us find the monthly payments. State of Nevada, CCSD - Enter the department being paid AND invoice number as: Fleet Services #23789 or Cheyenne High School #23789 ICSA: Use ICSA and the last service date ST031022 as: ICSA-03/10/22 Payment Term: If the payment is past-due, save the keystrokes and keep the default to Net-30 as it will automatically issue at the very next payment. Don t forget to enter the control total in the SIR header to help us ensure the correct payment amount is moved forward into the SI.
FY22 Year-end Informational Sessions The end of the fiscal year is rapidly approaching. In order to support departments in completing fiscal year end processes, Financial Services created the below webpage with detailed information and important closing dates: Fiscal Year-End 2022 Information and Deadlines In addition, there will be two one-hour information sessions during which Financial Services will review key dates and answer questions. The sessions will take place virtually via WebEx on the following dates: Wednesday, March 9 at 11 a.m. Monday, April 11 at 2 p.m. Complete the Fiscal Year-End 2022 Information Sessions Qualtrics form to RSVP.
NSHE Workday Training Opportunities Overview of Workday (Workday 101) April 15 at 10 a.m. May 20 at 10 a.m. June 17 at 10 a.m. Description: This webinar is designed for new employees and covers Workday basics, navigation, security roles, organization charts, inbox, navigation, reports, and support resources. Workday Grants Principal Investigator (PI) Training March 18 at 1 p.m. March 25 at 9 a.m. Description: This three-hour session covers awards and grants processes including award management, tasks, the foundation data model (FDM), financial reporting, key reports, effort certification, inbox and notification scenarios. RSVP: https://www.unlv.edu/businessaffairs/events
Reminders Next Meeting Date: Thursday, April 14, 2022 Time: 9 a.m. 10 a.m. Visit the Headlines from Business Affairs website to download a comprehensive copy of this PowerPoint presentation Complete a short survey to let us know how we can improve Send questions and suggestions to headlines@unlv.edu
