HR User Group Meeting Minutes I Gary Helmuth opened the meeting

							May 20, 2003, 10:00 a.m. South Meeting Room, Newcomb Hall Members Present: Tom Gausvik, Chief Human Resource Officer Gary Helmuth, Assistant Director of HR Management Systems & Special Assistant to the Chief HR Officer Donna Roach, Director of Employee Records Darrell Kozuch, Director of University Payroll Various University Human Resources Staff Various ISDS staff members UVA HRMS/Payroll Users

HR User Group Meeting Minutes

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Gary Helmuth opened the meeting by welcoming the attendees and noted that Tom Gausvik, Chief Human Resource Officer would be joining the group later due to a last minute schedule conflict. Gary introduced the first speaker, Virginia Evans, Assistant Vice President for Integrated System Deployment & Support. Virginia Evans made announcements related to changes that have occurred in ISP. A. Name of the organization has been changed from the Integrated Systems Project (ISP) to Integrated System Deployment & Support (ISDS). The name change reflects the changing mission of the organization to maintain and support the applications as well as to deploy enhanced functionality on an on-going basis. A upcoming change in location will when ISDS moves from the current Old Ivy Road location to the Michie North building on Emmet Street. This move will allow them to be closer to the Human Resources and Finance units that they support. The move is dependent on the relocation of the current building occupants and is tentatively scheduled for the July August timeframe. Organizational changes have occurred to that of a matrix management organization. Technical folks will be in a resource pool. Rose Chisholm will serve as Directory of System Usability, Barbara Henry as Director of HR Applications, and Shy Hicks as Director of Financial Applications. ISDS is currently reviewing forms and processes to make them more effective. The upgrade to the 11i version is currently in the RFP process. Part I includes the technical upgrade and then a series of functional upgrades in Part II.

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ISDS will assist in the Student System implementation after the 11i upgrade. It is uncertain that the University will go with what HRMS provides right now. The Provost's Office has put together a team that will review the choices. Rose Chisholm will set up different focus groups along with central offices. Question from the audience: What is the priority of having the capability for an employee to enter their own time? Is this being looked into with the 11i upgrade? Answer: Barbara Henry of ISDS announced that Oracle Time Management (OTM) is being replaced with Oracle Time and Leave (OTL) that does contain a self-service component. This will be reviewed by the team as part of the 11i upgrade.

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Donna Roach reviewed issues related to timekeeping and employee records maintenance. A. Changes to the leave "use or lose" report found in Discoverer under IS.PAY_Use or Lost Report were reviewed: Parameter for worksheet for Annual Leave now includes Employee Name so it can be run for an individual employee. Second tab formerly named "Expiration has been changed to be named "Compensatory Leave". Parameter for worksheet for Compensatory Leave now includes Employee Name so it can be run for an individual employee. Report name under tab for Compensatory Leave has been changed from "Leave Expiration Report" to "Compensatory Leave User or Lose Report". Several new reason codes have been added to the Salary Administration form by ISDS, including Additional Responsibilities-Faculty, Equity Adjustment-Faculty, Retention-Faculty, Salary Correction, and Other. Reasons of "Other" must be explained in the Attachment (paperclip icon on your toolbar). It was noted that users must be very careful what they key on the paperclip attachment since it is viewed by any HRMS user with a responsibility that can access that form. Comments in attachments should be brief and factual and contain only information that further explains the transaction that was processed. The Location on the Assignment record defaults to "Rector/BOV" for hires. This must be overridden with the correct Location code. This is normally "HR-University of Va" unless the assignment is at an off-site location or the College at Wise.

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Users were urged to refer to their Student Guide for the procedures on how to terminate a non-12 month employee. The procedures can be found online at http://www.virginia.edu/integratedsystem/howdoi/HTML/NAV7010H/NA V7010H.htm Users were asked to not process Reverse Terminations. This is a process that should only be used by University Human Resources (UHR) since there are benefit and other system implications that only UHR should resolve. It has been noted that users have been reversing terminations when they should be contacting the Help Desk or UHR to have these transactions processed. Comment/Question from the audience: Better communication of this type of problem is needed. User was unaware that Reverse Terminations were limited to UHR. Can the Reverse Termination button be removed from the form? Why is Reverse Termination an issue for students who have no benefits? Answer: This issue was previously communicated in the February 25 Users Group meeting. Removing the Reverse Termination button from the form would be a customization and therefore, is not an option. UHR has noted problems when reversing terminations for students where there are multiple assignments involved in that the terminated status of all assignments is not reversed in all cases. Users will soon be processing timesheets for the period that contains the Memorial Day holiday. Do not change anything on the timecard line for the Holiday, unless the employee is NOT to be paid for the holiday due to leave without pay, docking, or suspension. If employee works the Holiday, add a line for those hours. Questions regarding Holiday pay and the recording of time can be addressed to the Leave Center at 924-4404. Question from the audience: When will the new Holiday Schedule be available on the UHR website? Answer: Tom Gausvik announced it would be available this week. Users were reminded to review the Directory Address for their employees and keep it current. This information is used to update the University Directory (phone book). Changes have been made to the HRMS custom report named UVA HR Personnel Data Change Form. Departments that need to make changes and do not have their own UVA HRMS Specialist should have the Specialist who updates their changes print this form for them to use to indicate changes on the form. The form is then keyed by the Specialist. If the action is a New Hire, a blank form is available on the UHR website at http://www.hrs.virginia.edu/linksforms.html

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The Discoverer report named IS.HR_Next Performance Review now contains up-to-date information on employee performance evaluations that need to be completed. An e-mail will be sent to users on how to use this report. Comment from Tom Gausvik: All Employee Work Profiles must be completed by the end of August and submitted with the employee's performance evaluation in October. The Employee Work Profile form can be found on the UHR website at http://www.hrs.virginia.edu/linksforms.html. Questions regarding the Employee Work Profile should be directed to Dave Ripley, Director, Compensation Management, at 924-4373. Question from the audience: Weren't Employee Work Profiles due last December? What is due in August? Answer: The date was pushed out to August and the Employee Work Profile form has been revised. If the Employee Work Profile was done in December, it is not necessary to re-do it.

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Question from the audience: Is there a report of missing Employee Work Profiles? Answer: No. UHR only retains a scanned image of the document. Leave balance information has now been incorporated onto the Oracle Timesheet. It is found in Discoverer and is named IS.PAY_Source Document for Time Card. The user should not print the timesheets until the "Bank File Due Date" on the Payroll Calendar. Waiting until this date should insure that the leave table data containing the up-to-date balances has been included in the ODS refresh and reflected on the timesheet. Printing them prior to this time may cause inaccurate balance information to print on the timesheet.

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Darrell Kozuch discussed several issues related to payroll processes. A. Payroll will turn off the FICA exemption for all students who are currently "FICA exempt" so that FICA will begin to be withheld from future biweekly checks. Departments who have students that they wish to remain "FICA exempt" should send Darrell an e-mail listing those students. His email address is djk8q@virginia.edu. Darrell also indicated he is willing to work with departments who might have a large number of students who need to remain exempt and who would like to send him an e-mail of only those students who should have the FICA exemption turned off. Just be clear in the e-mail what you would like for Payroll to do with the employees you list. FICA should not be withheld if the student is enrolled in one class (3 credit hours) and the department is not charged the current 7% fringe benefit rate for wage employees.

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Question from the audience: Can a message be put on the Statement of Earnings to let the department know if a student is enrolled in classes? Answer: No. The Statement of Earnings has no space available nor is it an appropriate media for this type of information. Faculty/Staff Approver issue. There have been recent occurrences where one user approved all the salaries in the Salary Management folder. Be sure you are only approving salaries for your Organization. The approval process is Date-Tracked, so you must be Date-Tracked to the future date in order to see future-dated salary proposals in the folder. Likewise, if an unapproved salary proposal exists for a terminated employee, you must Date-Track to the date the employee was last active before running the Salary Management process in order to see this proposal in the folder. There are too many unapproved salaries for biweekly employees at the point we are trying to run the payroll. Please remember to approve these salaries. You should run the Discoverer report named IS.HR_Approvals for Hires and Salary Changes and make sure all salaries have been approved for your Organization. There is a safety net in UHR where Donna Roach will approve any unapproved biweekly salaries prior to a payroll update, but she should not have to approve any if the departments are doing their jobs responsibly. We will begin to notify Management in the future when salaries are not approved by the departments in a timely manner. Users were reminded of the Special Check rules that were discussed in the March 18 Users Group Meeting. See minutes from that meeting. Due to new IRS regulations, Payroll cannot accept tax forms with corrections or any that have been altered in any way. This applies to both the Federal W4 form and the State Va4 form. There is a penalty if we accept altered forms. Altered forms cannot be used. In the absence of replacement forms, the standard tax default of Single with No Exemptions is used. Question from the audience: How do we handle "dummy" Social Security Numbers? Answer: The Social Security Number on the tax form should be left blank. Payroll will withhold the correct taxes and the correct Social Security Number can be added to the form when it is received. Users were reminded that a Foreign Home Address cannot be listed as an employee's Primary Address. This causes an error in the payroll update and the employee is not paid. This also applies to Ex-employees who will have final paychecks processed or a W2 to be issued in January. The W2 process will error for current or ex-employees with a Foreign Home Address listed as their Primary Address.

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The pay periods that will be included in the fiscal year ending June 30, 2003 are: 04/25 - 05/24 for Monthly payroll 04/25 - 05/09 and 05/10 - 05/24 for Semi-Monthly Paid Monthly payroll 05/25 - 06/09 for Semi-Monthly Paid Semi-Monthly payroll 05/28 - 06/10 for Biweekly payroll Question from the audience: When can Semi-Monthly Paid Monthly employees transfer to the Semi-Monthly payroll? Answer: This change has been postponed due to budget issues since there is a cost involved in the transition. Question from the audience: When are overpayments that are paid back going to get off the suspense account and default accounts in labor distribution? These need to get cleared before year-end. Overpayments should hit a suspense account and hers are not. Answer: Darrell remembers a e-mail on this issue and will get back to the user.

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Gary Helmuth reviewed some other issues. He reported that there is currently a Bank of America enrollment campaign to get all employees on direct deposit. Representatives from Bank of America will be on-site in the Payroll Office at Michie South this Friday. Gary also announced that a new version of Java will allow a user to print all Web Docs. We will be the first in the country to use it. 12 - 13 million documents are currently imaged in UHR. He will send out an e-mail when it is available. This will make the process much easier. Tracy Pettit, Functional Analyst with ISDS, reviewed an issue with how some users are entering information for Schools and Colleges Attended. Users must use the List of Values to select the School or College. Do not type one in manually or use Shift F5 to copy information to a new line. This causes problems with the Docket for the Board of Visitors. You can search in the List of Values by using the percent sign (%) on either side of a key word. When entering a Qualification Type and enter a Begin Date with no End Date, it also causes reporting problems.

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