Operational Update Meeting - June 18, 2020
Operational Update Meeting
June 18, 2020
Agenda
•
Business Affairs
•
Update - Jean Vock
•
Q & A - Return to Campus Resources
•
Human Resources
•
Salary Administration
•
Benefits and Leaves
•
Classification and Compensation
•
Financial Services
•
Finance Workday Configuration Updates
•
Intercompany Payroll Accounting - grant cost allocations
•
General Finance Updates, Information, and Reminders
Updates from
Business Affairs
Q & A - Return to Campus Resources
•
Has UNLV installed the Merv 13 air filters in all AC units per the CDC guidelines?
•
Per the CDC, COVID-19 is not believed to be an airborne disease but is spread through respiratory droplets.
•
All university mechanical systems are designed and operated according to OSHA and ASHRAE guidelines. We do not
generally use MERV 13 air filters.
•
Additionally, we are increasing outside fresh air intake and where available replacing filters with higher efficiency
units while balancing outside temperature, airflow design, and interior comfort.
•
How do you recommend sanitizing department vehicles?
You can use the sanitizing spray + disposable cloths or sanitizing wipes to disinfect vehicle interiors
•
Do the disinfecting kits include disinfectant for keyboards?
You can use the sanitizing spray + disposable cloths or sanitizing wipes to disinfect your keyboards
•
While removing furniture are we taking into consideration those individuals with a disability?
Managers should judge which furniture needs to remain to accommodate those with disabilities. If you use Planning &
Construction consulting services for social distancing reconfiguration, P&C will help ensure the set-up meets users’ needs
Q & A - Return to Campus Resources
•
While removing furniture are we taking into consideration those individuals with a disability?
Managers should judge which furniture needs to remain to accommodate those with disabilities. If you use Planning &
Construction consulting services for social distancing reconfiguration, P&C will help ensure the set-up meets users’ needs
•
Will there be floor markings to show 6-foot distances?
Please order markings from Integrated Graphic Services to demarcate 6-foot distances. If you work with Planning &
Construction on social distancing reconfigurations, P&C will incorporate IGS graphics for social distancing into their
consultation
General note about
ordering supplies
through the portal: Please order only for employees who
are working on campus. Please do
not
stockpile: Given the difficulty of sourcing items, stockpiling
will hinder our ability to provide supplies to all employees who request them.
Q & A – Return to Campus Resources
•
The Admin Portal has been crashing frequently when placing orders for our departments.
What would be the best method to place mass orders?
•
The Administration Technology Services team indicated there may have been some platform outages that
affected portal users during this particular week, but they didn’t receive alerts from the monitoring system
that indicated “hard crashes.”
•
If you experience an outage or crash, please submit a request here:
https://apps.administration.unlv.edu/AdminWebPortal/Ticket/New?service=WebIssueService
or email
admin-tech-svcs-group@unlv.edu
•
Can Administrative Assistants order supplies through the portal (for individuals or
department)?
•
Yes, administrative assistants can order for other individuals and their departments
Q & A - Return to Campus Resources
•
Can you please confirm that there will be no issue with one person requesting both personal and
departmental supplies? Since the ACE account is used for login purposes, we want to ensure that
both requests can be submitted.
•
One person can request both personal and departmental supplies
•
The “sup org” field in the portal is open so anyone may select any sup org
•
Our department houses 4 buildings in CDC. Would we order 4 department kits or just 1?
The portal is set up to take orders per supervisory orgs, so each supervisory org in your department is able to order a
cleaning kit
•
Will the department cleaning kits be sized different for larger departments?
The portal is set up to take orders per supervisory orgs, so each supervisory org in your department is able to order a
cleaning kit. If this does not meet your needs, please contact Colin Tewey at 895-1447 or the main Delivery Services
number at 895-3212
Contacts: Return to Campus Resources
•
Work space modifications – John Treston (Planning & Construction)
•
Signage and visual cues (e.g., floor markers for social distancing) –
Abbas Badani (Integrated Marketing & Branding)
•
Fire safety concerns (need to avoid as modifying workspaces) – Paul
Garcia (Risk Management & Safety)
•
Ordering and delivery of supplies UNLV is providing centrally –
Rebecca Paulson and Colin Tewey (Admin Services)
Updates from
Human Resources
Salary Administration
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This is still required for all instructional Faculty including PTI and TA Graduate
Assistants. Once the employee is able to obtain the notarial signature, the
document should be attached in Workday to the onboarding step. If the employee
did not upload to the BP, the department can load the Oath to the worker’s
documents. Please verify that new employees have completed their onboarding.
•
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Benefits and Leaves
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•
Announcement with clarifications and removal of June 1 date was sent out to
campus*
•
Updated list of approved requests will continue to be sent to Directors, Deans,
and VPs on a weekly basis (Fridays)
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New hires are receiving an email from their respective Benefits Team
representative with the onboarding items needed to be completed. We will
continue to conduct WebEx meetings.
Reference:
Business Affairs
communication sent 6/8/20
Classification and Compensation
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:
Effective July 1, 2020, Assembly Bill 456, Section 16 of Article 15 increases the required minimum wage for
employees in private employment from $8.25 to $9.00 per hour. UNLV will implement the new minimum
wage for employees, including student and temporary employees.
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All other increases for students and temporary employees should be processed and routed through
Workday.
If you have questions, you may contact your
salary administration analyst
.
Reference:
UNLV Official
email communication sent 6/12/20
Updates from
Financial Services
FIN Workday Configuration Updates
•
Deployed in Production
•
Added Supplier Organization Type to
Find Suppliers - FIN - CR(NSHE)
•
Fringe Rates UNLV FY21
•
Intercompany Payroll Accounting
•
‘bug’ case with Workday
•
In Progress (Build and Test thru June 28)
•
Cost Center Financial Analyst (UC) view supplier invoice request
•
Expense to skip budget check if spend authorization committed funds
Intercompany Payroll Accounting
•
Workday case submitted
•
NSHE HCM/Training team communications coming
•
Grant Cost Allocation “work around”
•
Hire
•
Remove the ‘default’ line (and any history if there is any showing for position)
•
Add the date (must be equal to or after hire date)
•
Add the costing company
•
Add the applicable grant
•
Add a comment to salary admin that the transaction requires the start date of the position
•
Termination
•
Skip the cost allocation
FY21 UNLV Payroll Commitments
•
Initial FY21 payroll commitments loaded by NSHE early May
•
Commitments only processed for filled position at the time of the
upload
•
Regular FY21 commitment “runs” to begin mid-July
•
Example: If you have an employee whose termination BP completed
after the initial upload, the FY21 salary obligation will not be liquidated
until our first run in July
•
If you have a new employee whose hire BP was completed after initial
upload, the FY21 obligation will not show up until after our first run in
July
Fringe Rate Fiscal Year 2020-2021
Based on the analysis from FY19 (June 30, 2019), along with adjustments for known and
anticipated changes in compensation and benefit costs, following is a summary of historical
actual and proposed FY21 rates
(historical rates for comparison only – first year using
approved fringe rates rather than direct charge fringe costs is FY20):
Fringe Rate Fiscal Year 2020-2021
Changes to FY21 Rates
•
Increase in health insurance assessment from $760.79 per employee per month for FY20
to $783.30 per employee per month for FY21, an increase of 2.96%
•
FY21 rate proposal includes a cap on the fully-loaded rate for academic and
administrative faculty that aligns with the IRS retirement-eligible earnings limit of
$285,000
•
Provided the rates proposed are approved by our cognizant federal agency Cost Allocation Services unit, faculty
earnings in excess of the retirement earnings limit will be subject to the non-retirement earnings rate of 2.6%.
•
UNLV Fringe Pool website
•
https://www.unlv.edu/controller/fringe-pool-rates
Check Printing – July Payments
•
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Drive-up services will be offered as well. 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. ready at the time of pickup
•
To arrange check pickup, please email
racquel.rodriguez@unlv.edu
prior to 7
p.m. June 28.
Fiscal Year End Reminders
•
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:
•
Deposits to cashier by 10:00 am for armored car service
•
Receipts for all goods/services (regardless of the fund source) need to be received by the COB
•
All PCard verifications for FY2020 must be fully approved by departments and awaiting the PCard team’s
final posting process
•
Transaction date at the top of the accounting adjustment for FY2020 transactions must have a date prior
to June 30, 2020
•
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•Please visit
Business Affairs website
for the most up-to-date year-end memo and deadline grid
•Please use contact information provided on the grid
New Topics/Training in July
•
Changes to Accounts Payable “ISP” Process
•
Name change to Independent Contractor Agreement
•
New Process - Qualtrics Form and DocuSign (electronic workflow)
•
Increase efficiency/eliminate paper/printing/scanning of the form
•
Training and resources coming soon
•
Overpayments
•
HR and Financial Services/Payroll working together on the process of
addressing overpayments
•
Training and resources coming soon
Reminders
•
Next Meeting
•
Date: Wednesday, July 16, 2020
•
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?
Agenda includes Business Affairs Update, Q&A on Return to Campus Resources, and Updates from Business Affairs. Topics covered: Human Resources, Financial Services, Finance, Intercompany Payroll, and more. Q&A addresses UNLV's HVAC practices, vehicle sanitization, furniture removal considerations for individuals with disabilities, and social distancing measures. Order guidelines for supplies and optimize portal usage. Stay informed for efficient campus operations.
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Presentation Transcript
Operational Update Meeting June 18, 2020
Agenda Business Affairs Update - Jean Vock Q & A - Return to Campus Resources Human Resources Salary Administration Benefits and Leaves Classification and Compensation Financial Services Finance Workday Configuration Updates Intercompany Payroll Accounting - grant cost allocations General Finance Updates, Information, and Reminders
Updates from Business Affairs
Q & A - Return to Campus Resources Has UNLV installed the Merv 13 air filters in all AC units per the CDC guidelines? Per the CDC, COVID-19 is not believed to be an airborne disease but is spread through respiratory droplets. All university mechanical systems are designed and operated according to OSHA and ASHRAE guidelines. We do not generally use MERV 13 air filters. Additionally, we are increasing outside fresh air intake and where available replacing filters with higher efficiency units while balancing outside temperature, airflow design, and interior comfort. How do you recommend sanitizing department vehicles? You can use the sanitizing spray + disposable cloths or sanitizing wipes to disinfect vehicle interiors Do the disinfecting kits include disinfectant for keyboards? You can use the sanitizing spray + disposable cloths or sanitizing wipes to disinfect your keyboards While removing furniture are we taking into consideration those individuals with a disability? Managers should judge which furniture needs to remain to accommodate those with disabilities. If you use Planning & Construction consulting services for social distancing reconfiguration, P&C will help ensure the set-up meets users needs
Q & A - Return to Campus Resources While removing furniture are we taking into consideration those individuals with a disability? Managers should judge which furniture needs to remain to accommodate those with disabilities. If you use Planning & Construction consulting services for social distancing reconfiguration, P&C will help ensure the set-up meets users needs Will there be floor markings to show 6-foot distances? Please order markings from Integrated Graphic Services to demarcate 6-foot distances. If you work with Planning & Construction on social distancing reconfigurations, P&C will incorporate IGS graphics for social distancing into their consultation General note about ordering supplies through the portal: Please order only for employees who are working on campus. Please do not stockpile: Given the difficulty of sourcing items, stockpiling will hinder our ability to provide supplies to all employees who request them.
Q & A Return to Campus Resources The Admin Portal has been crashing frequently when placing orders for our departments. What would be the best method to place mass orders? The Administration Technology Services team indicated there may have been some platform outages that affected portal users during this particular week, but they didn t receive alerts from the monitoring system that indicated hard crashes. If you experience an outage or crash, please submit a request here: https://apps.administration.unlv.edu/AdminWebPortal/Ticket/New?service=WebIssueService or email admin-tech-svcs-group@unlv.edu Can Administrative Assistants order supplies through the portal (for individuals or department)? Yes, administrative assistants can order for other individuals and their departments
Q & A - Return to Campus Resources Can you please confirm that there will be no issue with one person requesting both personal and departmental supplies? Since the ACE account is used for login purposes, we want to ensure that both requests can be submitted. One person can request both personal and departmental supplies The sup org field in the portal is open so anyone may select any sup org Our department houses 4 buildings in CDC. Would we order 4 department kits or just 1? The portal is set up to take orders per supervisory orgs, so each supervisory org in your department is able to order a cleaning kit Will the department cleaning kits be sized different for larger departments? The portal is set up to take orders per supervisory orgs, so each supervisory org in your department is able to order a cleaning kit. If this does not meet your needs, please contact Colin Tewey at 895-1447 or the main Delivery Services number at 895-3212
Contacts: Return to Campus Resources Work space modifications John Treston (Planning & Construction) Signage and visual cues (e.g., floor markers for social distancing) Abbas Badani (Integrated Marketing & Branding) Fire safety concerns (need to avoid as modifying workspaces) Paul Garcia (Risk Management & Safety) Ordering and delivery of supplies UNLV is providing centrally Rebecca Paulson and Colin Tewey (Admin Services)
Updates from Human Resources
Salary Administration Contact Connie Nolan Nevada Constitutional Oath - Delays due to COVID-19 This is still required for all instructional Faculty including PTI and TA Graduate Assistants. Once the employee is able to obtain the notarial signature, the document should be attached in Workday to the onboarding step. If the employee did not upload to the BP, the department can load the Oath to the worker s documents. Please verify that new employees have completed their onboarding. Hourly Pay Increases As of 6/11, increases for Student Workers and Temporary Hourly employees are allowed until further notice.
Benefits and Leaves Contact Lily Magana Updated Request for Accommodations during COVID-19 Announcement with clarifications and removal of June 1 date was sent out to campus* Updated list of approved requests will continue to be sent to Directors, Deans, and VPs on a weekly basis (Fridays) New Employee Orientation New hires are receiving an email from their respective Benefits Team representative with the onboarding items needed to be completed. We will continue to conduct WebEx meetings. Reference: Business Affairs communication sent 6/8/20
Classification and Compensation Contact Damaris Aguirre Minimum Wage Update: Effective July 1, 2020, Assembly Bill 456, Section 16 of Article 15 increases the required minimum wage for employees in private employment from $8.25 to $9.00 per hour. UNLV will implement the new minimum wage for employees, including student and temporary employees. No Action Is Required. Human Resources will update the pay rate for all employees whose current wage is lower than $9.00 per hour within the next few weeks. Please notify your employees who will receive the increase. All other increases for students and temporary employees should be processed and routed through Workday. If you have questions, you may contact your salary administration analyst. Reference: UNLV Official email communication sent 6/12/20
Updates from Financial Services
FIN Workday Configuration Updates Deployed in Production Added Supplier Organization Type to Find Suppliers - FIN - CR(NSHE) Fringe Rates UNLV FY21 Intercompany Payroll Accounting bug case with Workday In Progress (Build and Test thru June 28) Cost Center Financial Analyst (UC) view supplier invoice request Expense to skip budget check if spend authorization committed funds
Intercompany Payroll Accounting Workday case submitted NSHE HCM/Training team communications coming Grant Cost Allocation work around Hire Remove the default line (and any history if there is any showing for position) Add the date (must be equal to or after hire date) Add the costing company Add the applicable grant Add a comment to salary admin that the transaction requires the start date of the position Termination Skip the cost allocation
FY21 UNLV Payroll Commitments Initial FY21 payroll commitments loaded by NSHE early May Commitments only processed for filled position at the time of the upload Regular FY21 commitment runs to begin mid-July Example: If you have an employee whose termination BP completed after the initial upload, the FY21 salary obligation will not be liquidated until our first run in July If you have a new employee whose hire BP was completed after initial upload, the FY21 obligation will not show up until after our first run in July
Fringe Rate Fiscal Year 2020-2021 Based on the analysis from FY19 (June 30, 2019), along with adjustments for known and anticipated changes in compensation and benefit costs, following is a summary of historical actual and proposed FY21 rates (historical rates for comparison only first year using approved fringe rates rather than direct charge fringe costs is FY20):
Fringe Rate Fiscal Year 2020-2021 Changes to FY21 Rates Increase in health insurance assessment from $760.79 per employee per month for FY20 to $783.30 per employee per month for FY21, an increase of 2.96% FY21 rate proposal includes a cap on the fully-loaded rate for academic and administrative faculty that aligns with the IRS retirement-eligible earnings limit of $285,000 Provided the rates proposed are approved by our cognizant federal agency Cost Allocation Services unit, faculty earnings in excess of the retirement earnings limit will be subject to the non-retirement earnings rate of 2.6%. UNLV Fringe Pool website https://www.unlv.edu/controller/fringe-pool-rates
Check Printing July Payments Accounts Payable will print paper checks for suppliers once a month during the COVID-19 crisis. Checks will be available for pick up by UNLV departmental employees only on June 29 after 11 a.m. Drive-up services will be offered as well. 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. ready at the time of pickup To arrange check pickup, please email racquel.rodriguez@unlv.edu prior to 7 p.m. June 28.
Fiscal Year End Reminders FD892 Clean-Up: Weekly report to reassign payroll from payroll clearing account to dept. acct Now- through June 25: Reconcile your pcard daily June 29: Cash Receipts to Cashier s office by 3 pm. June 30: Deposits to cashier by 10:00 am for armored car service Receipts for all goods/services (regardless of the fund source) need to be received by the COB All PCard verifications for FY2020 must be fully approved by departments and awaiting the PCard team s final posting process Transaction date at the top of the accounting adjustment for FY2020 transactions must have a date prior to June 30, 2020 July 6: Expense reports and supplier invoice requests for FY2020 activity must arrive in the Controller s Workday inbox Please visit Business Affairs website for the most up-to-date year-end memo and deadline grid Please use contact information provided on the grid
New Topics/Training in July Changes to Accounts Payable ISP Process Name change to Independent Contractor Agreement New Process - Qualtrics Form and DocuSign (electronic workflow) Increase efficiency/eliminate paper/printing/scanning of the form Training and resources coming soon Overpayments HR and Financial Services/Payroll working together on the process of addressing overpayments Training and resources coming soon
Reminders Next Meeting Date: Wednesday, July 16, 2020 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
