Operational Update Meeting Highlights - December 17, 2020
Operational Update Meeting
December 17, 2020
Agenda
•
Financial Planning, Budget and Analysis
•
Anaplan Update
•
Human Resources
•
HR Professional Development
•
HCM Workday Updates
•
Updates by areas: Salary Administration, Benefits / Leave, and Recruitment,
Employee Relations, etc
•
Financial Services
•
Finance Workday Configuration Updates
•
General Finance Updates, Information, and Reminders
Updates from
Financial Planning, Budget
and Analysis
Anaplan
•
N
S
H
E
’
s
N
e
w
B
u
d
g
e
t
S
o
f
t
w
a
r
e
•
Go live early 2021 for the FY22 budget season
•
Users – those who create or assist with departmental budgets
•
Logins are tied to employee ACE accounts
•
Budget timelines and policies are the same
Anaplan
•
Replaces the current Excel-based budgeting process and forms
•
Benefits Include
•
Streamlined budgeting process
•
Reporting
•
Position budgeting
•
Works with Hyland OnBase to attach related documentation
•
Training information will be distributed via direct email to users
and through the
Headlines from Business Affairs
newsletter
Anaplan
Demo
Updates from
Human Resources
Feedback Request: Professional Development
Survey
•
We need your feedback to understand how we are doing as an institution in offering
professional development opportunities for employees.
•
Please take a moment to complete this brief,
two-question survey
about your professional
development experiences during calendar year 2020. Your responses are completely
anonymous.
•
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2
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.
•
The feedback we collect will help us to align our professional development offerings with
UNLV’s Top Tier pathway goal of Infrastructure and Shared Governance by advancing
staff development and excellence and creating pathways for staff members to excel and
grow.
•
Contact
mta@unlv.edu
with any questions
2021 Virtual Professional Development Seminars Announced!
•
Topics include:
•
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•
C
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•
Visit Human Resources'
learning and development web page
for full course and trainer descriptions, session
dates and times, and registration links.
•
R
egistration is required
;
opens six weeks before the series begins, and closes the Monday before the series
begins.
Attendees must join from a computer with a working video camera and microphone.
•
If you receive a message that your desired course is full, please add your name to the waitlist. During the 2020
sessions, Human Resources was able to successfully accommodate everyone on the waitlist.
•
A
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•
Topics directly relate to the work we do here on campus. Content is delivered through a combination of
presentations, discussions, and active learning to create an engaging environment.
•
Each topic will be offered in a series of 2-4 sessions. Content will build upon previous discussions, so we
encourage you to attend all sessions in a series.
HCM Workday Updates
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Reassignment of tasks in Workday
Reminder: Attachments for Pooled Jobs
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#
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Benefits and Leave-
Leave Reminders
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a
•
The federal Families First Coronavirus Response Act (FFCRA) is set to end on 12/31/2020. FFCRA is an
extension of the Family Medical Leave Act (FMLA) that covered employees impacted by COVID-19.
•
University faculty and staff have been using administrative leave with pay afforded to us by the state for the
purposes of COVID-19 similar to the FFCRA as it was a richer benefit.
•
After 12/31/2020, Administrative leave with pay will continue
•
Request for the usage of admin leave with pay will continue through the Office of Human Resources
•
Application and medical certification will need to be completed
•
Absence Management should be contacted for additional information at hrleave@unlv.edu
•
C
h
a
n
g
e
:
•
For distance learning, administrative leave with pay is limited to 15 weeks per the state’s guidelines for
the entire school year (8/2020 - 5/2021).
Benefits and Leave-
Furlough Reminders
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.
•
The furlough and salary reduction will begin on January 1, 2021 through May 31, 2021. The first salary
reduction will be noticed on the 2/1/2021 paycheck.
•
Administrative faculty non-exempt grade A
•
Full-time employees will have 8 hours of furlough time off uploaded on a monthly basis from 12/1/20 - 5/1/21
for a total of 48 hours or 6 days of furlough days.
•
Part-time will have a proportionate amount of furlough leave uploaded into Workday based on the FTE on a
monthly basis from 12/1/20 - 5/1/21.
•
Salary reductions will occur in the pay period in which furlough time off is taken.
•
Academic and administrative faculty can not earn extra-contractual compensation (ECC) while on furlough leave.
•
The
furlough website
has been updated with new information (tables for PTIs, Classified, excel tracking forms)
Recruitment-
Temporary Furlough Language
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NSHE is finalizing furlough language that will be part of the contracts for classified,
admin/academic faculty. PTI’s is pending.
Recruitment- Updated Forms
•
Academic/Admin Faculty Vacancy Announcement
•
Classified Vacancy Announcement
•
LOA Salaried Agreement
•
Confidentiality Agreement
•
Essential Functions for Classified, Academic/Admin Faculty
https://www.unlv.edu/hr/forms
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Recruitment Resources
https://www.unlv.edu/hr/search/recruitment-resources
•
Candidate Evaluation Forms
•
Acceptable/Unacceptable Interview Questions
•
List of Minority Organizations
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Recruitment- Virtual/Remote Interviews
https://www.unlv.edu/hr/search/recruitment-resources
•
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“In-person events are suspended and UNLV is not considering exception
requests until further notice.”
•
Virtual interviews will continue until further notice
•
Review “A Guide to Virtual Interviews”
C
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Recruitment – Training
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Recruiting - Covering HR Compliance in your Kickoff Meeting for Search Chairs
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Navigating Workday Recruiting Basics for Search Chairs/Coordinators/Committee
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Offer Process for Business/Hiring Managers and HR Liaisons
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https://www.unlv.edu/hr/calendar
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Business Title Changes for Academic/Administrative Staff
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We are offering clarification on how departments should submit business title changes for
academic/administrative staff.
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Compensation - Business Title Changes
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o
:
•
Departments at the University are to ensure correct business titles are associated
with any given position. In the event that there is need to change/modify a
business title, the department must submit appropriate business title changes for
review.
•
Departments should not commit a position to business title change without
obtaining HR’s approval first. Appropriate coordination should occur.
•
Department business manager or HR liaison will be responsible for obtaining
appropriate PDQs, as applicable for submission and review.
•
Business title changes must be supported by department head/VP area prior to
submitting to HR.
Compensation- Business Title Changes
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●
Attach the revised PDQ with new business title
●
Justification and approval from appointing authority (Provost/VP)
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Expense Reports count by payment type - FIN - CR(UNLV)
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W-2s now available in Workday
Employees are now able to receive electronic copies of their W-2s for
2018 and later years.
•
A
job aid
is available with instructions for how to access W-2s
•
2018 and 2019 W-2s are available for download now. 2020 documents will be
available in Workday at the end of January 2021
Paperless elections from ADP do not carry over into Workday.
•
To discontinue receiving paper tax documents, please reference the job aid or
contact the Workday Support Team at
workdaysupport@unlv.edu
Reference:
Business Affairs Headlines
Salary Obligations and Furloughs
•
Furlough Earning is not tied to a compensation plan
•
Workday not configured to reduce earning commitments and
obligations.
•
When reviewing your manager balance reports, be mindful that
salary obligation are calculate at full salary amount
Monthly Check Printing – Payments
Accounts Payable will print and mail paper checks for suppliers once a month during the
COVID-19 pandemic.
•
Drive-up services are provided. The check(s) will be delivered to your vehicle at the south
entrance to CSB at the scheduled time. Please have your UNLV employee I.D. available at
the time of pickup.
•
Accounts Payable has scheduled monthly check pick-up and distribution for the rest of the
year:
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Please contact accountspayable@unlv.edu for any urgent payments
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17 meetings in CY 2020; 15 held remotely
•
Average attendance – 135+ attendees. Thank YOU!
•
Thank you to our business affairs colleagues who presented on
various topics throughout the year
•
To all, Happy Holidays and Best Wishes in the new year! Stay safe!
Reminders
•
Next Meeting
•
Date: Thursday, January 14
, 2021
•
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?
The operational update meeting on December 17, 2020 covered various important topics including financial planning, budget analysis, Anaplan updates, HR professional development, Workday configurations, and more. Anaplan's new budget software is set to go live in early 2021, replacing the current Excel-based budgeting process. The meeting also included feedback requests for professional development surveys and the announcement of virtual professional development seminars for 2021.
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Presentation Transcript
Operational Update Meeting December 17, 2020
Agenda Financial Planning, Budget and Analysis Anaplan Update Human Resources HR Professional Development HCM Workday Updates Updates by areas: Salary Administration, Benefits / Leave, and Recruitment, Employee Relations, etc Financial Services Finance Workday Configuration Updates General Finance Updates, Information, and Reminders
Updates from Financial Planning, Budget and Analysis
Anaplan NSHE s New Budget Software Go live early 2021 for the FY22 budget season Users those who create or assist with departmental budgets Logins are tied to employee ACE accounts Budget timelines and policies are the same
Anaplan Replaces the current Excel-based budgeting process and forms Benefits Include Streamlined budgeting process Reporting Position budgeting Works with Hyland OnBase to attach related documentation Training information will be distributed via direct email to users and through the Headlines from Business Affairs newsletter
Anaplan Demo
Updates from Human Resources
Feedback Request: Professional Development Survey We need your feedback to understand how we are doing as an institution in offering professional development opportunities for employees. Please take a moment to complete this brief, two-question survey about your professional development experiences during calendar year 2020. Your responses are completely anonymous. We d appreciate your response by December 18, 2020. The feedback we collect will help us to align our professional development offerings with UNLV s Top Tier pathway goal of Infrastructure and Shared Governance by advancing staff development and excellence and creating pathways for staff members to excel and grow. Contact mta@unlv.edu with any questions
2021 Virtual Professional Development Seminars Announced! Topics directly relate to the work we do here on campus. Content is delivered through a combination of presentations, discussions, and active learning to create an engaging environment. Each topic will be offered in a series of 2-4 sessions. Content will build upon previous discussions, so we encourage you to attend all sessions in a series. Topics include: Emotional intelligence Cultural intelligence Giving feedback Conflict resolution Ally training Women leaders Crucial conversations High performing teams Working with difficult people Visit Human Resources' learning and development web page for full course and trainer descriptions, session dates and times, and registration links. Registration is required; opens six weeks before the series begins, and closes the Monday before the series begins. Attendees must join from a computer with a working video camera and microphone. If you receive a message that your desired course is full, please add your name to the waitlist. During the 2020 sessions, Human Resources was able to successfully accommodate everyone on the waitlist.
HCM Workday Updates Contact Anthony Guinan Reassignment of tasks in Workday
Reminder: Attachments for Pooled Jobs Contact Connie Nolan Temporary Hourly (1,000 hour) employees should have the Attachment B of the directive (two pages which the employee signs) attached to hires, additional jobs and any changes moving someone from another job profile into a temporary hourly job. https://www.unlv.edu/sites/default/files/page_files/27/HR-TemporaryHourlyEmployeeDirective.pdf Letter of Appointments (Salaried) should have the job description, resume and LOA Salaried Agreement attached to hires, additional jobs, and any changes from another job profile into a Letter of Appointment salaried. Job changes to increase the compensation or extend the current job should have a new LOA Salaried Agreement. The Agreement has been revised to include AB3 language. Please use the new version at the HR website. https://www.unlv.edu/hr/alpha-index#L
Benefits and Leave- Leave Reminders Contact Lily Magana The federal Families First Coronavirus Response Act (FFCRA) is set to end on 12/31/2020. FFCRA is an extension of the Family Medical Leave Act (FMLA) that covered employees impacted by COVID-19. University faculty and staff have been using administrative leave with pay afforded to us by the state for the purposes of COVID-19 similar to the FFCRA as it was a richer benefit. After 12/31/2020, Administrative leave with pay will continue Request for the usage of admin leave with pay will continue through the Office of Human Resources Application and medical certification will need to be completed Absence Management should be contacted for additional information at hrleave@unlv.edu Change: For distance learning, administrative leave with pay is limited to 15 weeks per the state s guidelines for the entire school year (8/2020 - 5/2021).
Benefits and Leave- Furlough Reminders Contact Lily Magana PTI s will not need to take furlough or the 4.6% salary reduction in the month of December 2020. The furlough and salary reduction will begin on January 1, 2021 through May 31, 2021. The first salary reduction will be noticed on the 2/1/2021 paycheck. Administrative faculty non-exempt grade A Full-time employees will have 8 hours of furlough time off uploaded on a monthly basis from 12/1/20 - 5/1/21 for a total of 48 hours or 6 days of furlough days. Part-time will have a proportionate amount of furlough leave uploaded into Workday based on the FTE on a monthly basis from 12/1/20 - 5/1/21. Salary reductions will occur in the pay period in which furlough time off is taken. Academic and administrative faculty can not earn extra-contractual compensation (ECC) while on furlough leave. The furlough website has been updated with new information (tables for PTIs, Classified, excel tracking forms)
Recruitment- Temporary Furlough Language Contact Michelle Hogan Temporary Furlough Language NSHE is finalizing furlough language that will be part of the contracts for classified, admin/academic faculty. PTI s is pending.
Recruitment- Updated Forms Contact Michelle Hogan Academic/Admin Faculty Vacancy Announcement Classified Vacancy Announcement LOA Salaried Agreement Confidentiality Agreement Essential Functions for Classified, Academic/Admin Faculty https://www.unlv.edu/hr/forms
Recruitment Resources Contact Michelle Hogan Candidate Evaluation Forms Acceptable/Unacceptable Interview Questions List of Minority Organizations https://www.unlv.edu/hr/search/recruitment-resources
Recruitment- Virtual/Remote Interviews Contact Michelle Hogan President/Provost Message on November 24, 2020 In-person events are suspended and UNLV is not considering exception requests until further notice. Virtual interviews will continue until further notice Review A Guide to Virtual Interviews https://www.unlv.edu/hr/search/recruitment-resources
Recruitment Training Contact Michelle Hogan Upcoming Training January 12, 2021 2:00pm 3:00pm Recruiting - Covering HR Compliance in your Kickoff Meeting for Search Chairs January 20, 2021 10:00am 11:00am Navigating Workday Recruiting Basics for Search Chairs/Coordinators/Committee January 29, 2021 11:00am 12:00pm Offer Process for Business/Hiring Managers and HR Liaisons REGISTER https://www.unlv.edu/hr/calendar
Business Title Changes for Academic/Administrative Staff Contact Damaris Aguirre We are offering clarification on how departments should submit business title changes for academic/administrative staff. Note: To maintain consistency with state and NSHE regulations, business title changes for classified staff are not permitted. Classified staff business titles must match the official classification and job profile in Workday. Definition: Compensation/Classification defines a business title change as a change in a position s working title without affecting the position s compensation or defined job profile and grade. Change: Effective immediately, Compensation/Classification will discontinue monitoring the titlechge@unlv.edu email for title changes and, will review business title changes solely via Workday.
Compensation - Business Title Changes Contact Damaris Aguirre General Info: Departments at the University are to ensure correct business titles are associated with any given position. In the event that there is need to change/modify a business title, the department must submit appropriate business title changes for review. Departments should not commit a position to business title change without obtaining HR s approval first. Appropriate coordination should occur. Department business manager or HR liaison will be responsible for obtaining appropriate PDQs, as applicable for submission and review. Business title changes must be supported by department head/VP area prior to submitting to HR.
Compensation- Business Title Changes Contact Damaris Aguirre Administrative Staff: For filled positions, initiate the Edit Position business process, use reason> Edit Job Duties Attach the revised PDQ with new business title Justification and approval from appointing authority (Provost/VP) For vacant positions, initiate the Edit Position Restrictions business process, use reason> Edit Job Duties Initiate this process prior to recruitment Attach the revised PDQ with new business title Justification and approval from appointing authority (Provost/VP)
Compensation- Business Title Changes Contact Damaris Aguirre Academic Staff: For filled positions, initiate the Edit Position business process, use reason> Edit Job Duties Justification to include new business title and approval from appointing authority (Provost/VP) For vacant positions, initiate the Edit Position Restrictions business process, use reason> Edit Job Duties Initiate this process prior to recruitment Justification to include new business title and approval from appointing authority (Provost/VP) Please contact your Compensation/Classification representative if you have any questions.
Updates from Financial Services
FIN Workday Configuration Updates In Production: New metric reports AdHoc Payments count by payment status, payment type and accounting date - FIN - CR(UNLV) Expense reports count by accounting date - FIN - CR(UNLV) Expense Reports count by payment type - FIN - CR(UNLV) Spend Authorizations Cash Advance Count by Accounting Date - FIN - CR(UNLV) Supplier Payments count by payment type and accounting date - FIN - CR(UNLV) In Progress Eliminate future date on Cash Sale
Unrelated Business Income Tax (UBIT) Definition - income from a trade or business, regularly carried on, that is not substantially related to the tax exempt purpose of the organization Filing requirements - annually by the 15th day of the 5th month of the end of the tax year if you have unrelated business income of $1,000 or more (for FY20 extended due date to NSHE on January 11, 2021) Penalties - Subject to interest and penalty charges if we file late or fail to pay the taxes when due Examples of UNLV departments filing this information previously - The Performing Arts Center; Thomas & Mack Center, Sam Boyd Stadium and the Cox Pavillion; Campus Life; Dental Faculty Practice; and Parking Click this link for more information about unrelated business income tax
W-2s now available in Workday Employees are now able to receive electronic copies of their W-2s for 2018 and later years. A job aid is available with instructions for how to access W-2s 2018 and 2019 W-2s are available for download now. 2020 documents will be available in Workday at the end of January 2021 Paperless elections from ADP do not carry over into Workday. To discontinue receiving paper tax documents, please reference the job aid or contact the Workday Support Team at workdaysupport@unlv.edu Reference: Business Affairs Headlines
Salary Obligations and Furloughs Furlough Earning is not tied to a compensation plan Workday not configured to reduce earning commitments and obligations. When reviewing your manager balance reports, be mindful that salary obligation are calculate at full salary amount
Monthly Check Printing Payments Accounts Payable will print and mail paper checks for suppliers once a month during the COVID-19 pandemic. Drive-up services are provided. The check(s) will be delivered to your vehicle at the south entrance to CSB at the scheduled time. Please have your UNLV employee I.D. available at the time of pickup. Accounts Payable has scheduled monthly check pick-up and distribution for the rest of the year: Tuesday, December 30 To arrange check pickup, please email racquel.rodriguez@unlv.edu prior to 7 p.m. the day before the distribution date. Please contact accountspayable@unlv.edu for any urgent payments
Thank you and Happy Holidays 17 meetings in CY 2020; 15 held remotely Average attendance 135+ attendees. Thank YOU! Thank you to our business affairs colleagues who presented on various topics throughout the year To all, Happy Holidays and Best Wishes in the new year! Stay safe!
Reminders Next Meeting Date: Thursday, January 14, 2021 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
