Personnel Action Documentation: Difference between revisions
Nirichardson (talk | contribs) No edit summary |
Mhurlocker (talk | contribs) |
||
(13 intermediate revisions by 3 users not shown) | |||
Line 1: | Line 1: | ||
<table style="background:#F8FCFF; text-align:center" width="100%" cellspacing="0" cellpadding="0" border="0"> | |||
< | <tr> | ||
[[Employee Leave]] | [[ | <td style="padding:0.5em; background-color:white; line-height:0.95em; border:solid 2px #A3B1BF; border-bottom:0; font-weight:bold;" width="20"> | ||
<br /><br /> | [[Human Resources]]</td> | ||
<td style="border-bottom:2px solid #A3B1BF" width="3"> </td> | |||
<td style="padding:0.5em; background-color:#e5e5e5; font-size:90%; line-height:0.95em; border:1px solid #A3B1BF; border-bottom:solid 2px #A3B1BF" | |||
width="20">[[Safety/Security]] </td> | |||
<td style="border-bottom:2px solid #A3B1BF" width="3"> </td> | |||
<td style="padding:0.5em; background-color:#e5e5e5; font-size:90%; line-height:0.95em; border:1px solid #A3B1BF; border-bottom:solid 2px #A3B1BF" | |||
width="20">[[Research Compliance]] </td> | |||
<td style="border-bottom:2px solid #A3B1BF" width="3"> </td> | |||
<td style="padding:0.5em; background-color:#e5e5e5; font-size:90%; line-height:0.95em; border:1px solid #A3B1BF; border-bottom:solid 2px #A3B1BF" | |||
width="20">[[Compliance]]</td> | |||
<td style="border-bottom:2px solid #A3B1BF" width="3"> </td> | |||
<td style="padding:0.5em; background-color:#e5e5e5; font-size:90%; line-height:0.95em; border:1px solid #A3B1BF; border-bottom:solid 2px #A3B1BF" | |||
width="20">[[Privacy/Information Security]]</td> | |||
<td style="border-bottom:2px solid #A3B1BF" width="3"> </td> | |||
<td style="padding:0.5em; background-color:#e5e5e5; font-size:90%; line-height:0.95em; border:1px solid #A3B1BF; border-bottom:solid 2px #A3B1BF" | |||
width="20">[[Business Operations]]</td> | |||
<td style="border-bottom:2px solid #A3B1BF" width="3"> </td> | |||
<td style="padding:0.5em; background-color:#e5e5e5; font-size:90%; line-height:0.95em; border:1px solid #A3B1BF; border-bottom:solid 2px #A3B1BF" | |||
width="20">[[Intellectual Property]]</td> | |||
<td style="border-bottom:2px solid #A3B1BF" width="3"> </td> | |||
<td style="padding:0.5em; background-color:#e5e5e5; font-size:90%; line-height:0.95em; border:1px solid #A3B1BF; border-bottom:solid 2px #A3B1BF" | |||
width="20">[[Faculty]]</td> | |||
</tr> | |||
</table> | |||
<br /> | |||
[[Employee Leave]] | [[Drug Free Campus]] | [[Employment]] | [[Work Schedules]] | [[Employee Separation]] | [[Compensation Administration]] | [[Dress Code]] | [[Background Check]] | [[Recurring/Additional Payment]] | [[Employee Grievance Process]] | [[Reduction-in-Force]] | [[Outside Employment]] | [[Political Activities]] | [[Employee/Dependent Scholarship]] | [[Employee Recognition and Reward]] | [[Performance Evaluation]] | [[Corrective/Disciplinary Action]] | [[Non-Discrimination and Harassment]] | [[Tobacco-Free Campus]] | [[Nepotism]] | [[Influenza]] | [[Consensual Relationships]] | [[AIDS, HIV, and Other Bloodborne Pathogens]] | [[Personnel Action Documentation]] | [[Fitness for Duty]] | [[Sexual Misconduct]] | [[Personnel Files]]<br /><br /> | |||
Policy No: '''1105'''<br /> | Policy No: '''1105'''<br /> | ||
Effective Date: '''10/04/10'''<br /> | Effective Date: '''10/04/10'''<br /> | ||
Revised Date: ''' | Revised Date: '''11/03/15'''<br /> | ||
Reviewed Date: ''' | Reviewed Date: '''12/01/22'''<br /><br /> | ||
<big>'''Personnel Action Documentation Policy'''</big> | |||
== Purpose == | == Purpose == | ||
1.1 To establish a policy regarding the documentation and approval for all personnel actions entered into the accounting and human resource information system to assure appropriate internal control. | 1.1 To establish a policy regarding the documentation and approval for all personnel actions entered into the accounting and human resource information system to assure appropriate internal control. | ||
== Scope == | == Scope == | ||
2.1 The University of Nebraska Medical Center (UNMC) Personnel Action Documentation Policy is applicable to all UNMC employees – both academic and staff. | 2.1 The University of Nebraska Medical Center (UNMC) Personnel Action Documentation Policy is applicable to all UNMC employees – both academic and staff. | ||
== Basis of the Policy == | == Basis of the Policy == | ||
3.1 A sound internal control plan requires a policy that all employee pay actions be supported by documentation containing the appropriate approval as required by Generally Accepted Accounting Principles. | 3.1 A sound internal control plan requires a policy that all employee pay actions be supported by documentation containing the appropriate approval as required by Generally Accepted Accounting Principles. | ||
== Authorities and Administration == | == Authorities and Administration == | ||
4.1 The | 4.1 The Associate Director for Staffing, Compensation, HRIS, Payroll & Records and the Assistant Vice Chancellor for Human Resources are responsible for policy and procedure administration at the campus level in conjunction with the UNMC Controller and Assistant Vice Chancellor for Business and Finance who are responsible for financial compliance. | ||
== Policy == | ==Policy== | ||
5.1 Personnel Action Approval | 5.1 Personnel Action Approval <br /> | ||
n order to maintain appropriate internal control, UNMC requires that all personnel actions (entered directly into SAP, or executed using the EPAF) relating to base pay or recurring/additional payment changes be supported by the appropriate documentation (noted in sections 5.2 – 5.5 of this policy). Forms must contain all the necessary information and the approval signature of an authorized management level individual, other than the person performing the SAP data entry. Forms may be accessed at [https://info.unmc.edu/wiki/index.php/NU_Values_-_Forms NU Values – Forms]. <br /><br /> | |||
5.2 New Hire Form | 5.2 [https://www.unmc.edu/human-resources/_documents/nu-values/appendices/forms/01-UNMC-NEW-HIRE-FORM-1-2019.pdf New Hire/Rehire Form] <br /> | ||
This form is used when hiring a new employee, when rehiring separated employees, or processing a campus transfer in. <br /><br /> | This form is used when hiring a new employee, when rehiring separated employees, or processing a campus transfer in. <br /><br /> | ||
5.3 Personnel Action Change Form (PAF) | 5.3 [https://www.unmc.edu/human-resources/_documents/nu-values/appendices/forms/02-UNMC-Personnel-Action-Change-Form-1-2019.pdf Personnel Action Change Form (PAF)] <br /> | ||
This form is used when processing changes to monetary information, organizational assignments, or funding source information for personnel (funding change actions are considered separate from this policy and should continue to be documented according to | This form is used when processing changes to monetary information, organizational assignments, or funding source information for personnel (funding change actions are considered separate from this policy and should continue to be documented according to UNMC Policy No. 6106, [[Cost Transfer]], and related cost transfer procedures, or at minimum be supported by an email or note on the journal entry at SAP). The PAF details the employee's payroll breakdown by cost center/WBS. An employee's wages may be allocated to a number of cost centers/WBS. The PAF is also utilized when processing a resignation or termination for an employee. <br /><br /> | ||
5.4 Recurring/Additional Payment Form | 5.4 Recurring/Additional Payment Form <br /> | ||
This form is used to submit one-time payments for work performed outside the employee’s normal duties or to processes continuous pay on certain wage types. | This form is used to submit one-time payments for work performed outside the employee’s normal duties or to processes continuous pay on certain wage types. See UNMC Policy No. 1017, [[Recurring/Additional Payment]], for further details. <br /><br /> | ||
5.5 Personal Data Form | 5.5 [https://www.unmc.edu/human-resources/_documents/nu-values/appendices/forms/03-UNMC-Personal-Data-Change-Form-1-2019.pdf Personal Data Form]<br /> | ||
This form is used to submit changes to employee's personal information, such as address, education, ethnicity, and gender information. <br /><br /> | This form is used to submit changes to employee's personal information, such as address, education, ethnicity, and gender information. <br /><br /> | ||
5.6 Mass Changes | 5.6 Mass Changes<br /> | ||
In situations where a change is being made to multiple employee records at the same time it may not be feasible to complete a form for each specific action. | In situations where a change is being made to multiple employee records at the same time it may not be feasible to complete a form for each specific action. In this case, a mass upload of data may be done to process the needed changes. Appropriate review and approval of all actions is documented and maintained by the business unit initiating the change. A review will be conducted prior and post load to ensure accuracy. <br /><br /> | ||
5.7 ADIS | 5.7 ADIS<br /> | ||
Any of the above noted forms which are completed to facilitate a personnel action must be scanned into ADIS and attached to the employee record. <br /><br /> | Any of the above noted forms which are completed to facilitate a personnel action must be scanned into ADIS and attached to the employee record. <br /><br /> | ||
5.8 Review | 5.8 Review <br /> | ||
A review of SAP actions and corresponding approval paperwork stored in ADIS will be conducted on a periodic basis to ensure compliance. | A review of SAP actions and corresponding approval paperwork stored in ADIS will be conducted on a periodic basis to ensure compliance. | ||
== | ==Notice of Non-Discrimination== | ||
Please see UNMC's [http://www.unmc.edu/titleix/notice-nondiscrimination.html Notice of Non-Discrimination] regarding the University of Nebraska Medical Center's commitment to creating a diverse and inclusive working and learning environment free from discrimination and harassment. | |||
== Additional Information== | |||
* Human Resources Records at [mailto:hrrecords@unmc.edu hrrecords@unmc.edu] | |||
This page maintained by [ | *UNMC Policy No. 1017, [[Recurring/Additional Payment]] | ||
*UNMC Policy No. 6106, [[Cost Transfer]] | |||
*[https://www.unmc.edu/human-resources/_documents/nu-values/adis_templates_documents_required.pdf ADIS Templates and Documents Required] | |||
*[https://info.unmc.edu/wiki/index.php/NU_Values_-_Records_Procedures NU Values - Records Procedures] | |||
*[https://info.unmc.edu/wiki/index.php/NU_Values_-_Records_Forms NU Values - Records Forms] | |||
*Executive Memorandum No. 19, [https://nebraska.edu/-/media/unca/docs/offices-and-policies/policies/executive-memorandum/policy-on-overload-assignments.pdf Overload Assignments] | |||
*Policy on Chosen Name and Gender Identity for all NU campuses, [https://nebraska.edu/-/media/unca/docs/offices-and-policies/policies/executive-memorandum/policy-on-chosen-name-and-gender-identity.pdf Executive Memorandum No. 40] | |||
<br /> | |||
This page maintained by [mailto:mhurlocker@unmc.edu mh]. |
Latest revision as of 15:08, March 5, 2024
Human Resources | Safety/Security | Research Compliance | Compliance | Privacy/Information Security | Business Operations | Intellectual Property | Faculty |
Employee Leave | Drug Free Campus | Employment | Work Schedules | Employee Separation | Compensation Administration | Dress Code | Background Check | Recurring/Additional Payment | Employee Grievance Process | Reduction-in-Force | Outside Employment | Political Activities | Employee/Dependent Scholarship | Employee Recognition and Reward | Performance Evaluation | Corrective/Disciplinary Action | Non-Discrimination and Harassment | Tobacco-Free Campus | Nepotism | Influenza | Consensual Relationships | AIDS, HIV, and Other Bloodborne Pathogens | Personnel Action Documentation | Fitness for Duty | Sexual Misconduct | Personnel Files
Policy No: 1105
Effective Date: 10/04/10
Revised Date: 11/03/15
Reviewed Date: 12/01/22
Personnel Action Documentation Policy
Purpose
1.1 To establish a policy regarding the documentation and approval for all personnel actions entered into the accounting and human resource information system to assure appropriate internal control.
Scope
2.1 The University of Nebraska Medical Center (UNMC) Personnel Action Documentation Policy is applicable to all UNMC employees – both academic and staff.
Basis of the Policy
3.1 A sound internal control plan requires a policy that all employee pay actions be supported by documentation containing the appropriate approval as required by Generally Accepted Accounting Principles.
Authorities and Administration
4.1 The Associate Director for Staffing, Compensation, HRIS, Payroll & Records and the Assistant Vice Chancellor for Human Resources are responsible for policy and procedure administration at the campus level in conjunction with the UNMC Controller and Assistant Vice Chancellor for Business and Finance who are responsible for financial compliance.
Policy
5.1 Personnel Action Approval
n order to maintain appropriate internal control, UNMC requires that all personnel actions (entered directly into SAP, or executed using the EPAF) relating to base pay or recurring/additional payment changes be supported by the appropriate documentation (noted in sections 5.2 – 5.5 of this policy). Forms must contain all the necessary information and the approval signature of an authorized management level individual, other than the person performing the SAP data entry. Forms may be accessed at NU Values – Forms.
5.2 New Hire/Rehire Form
This form is used when hiring a new employee, when rehiring separated employees, or processing a campus transfer in.
5.3 Personnel Action Change Form (PAF)
This form is used when processing changes to monetary information, organizational assignments, or funding source information for personnel (funding change actions are considered separate from this policy and should continue to be documented according to UNMC Policy No. 6106, Cost Transfer, and related cost transfer procedures, or at minimum be supported by an email or note on the journal entry at SAP). The PAF details the employee's payroll breakdown by cost center/WBS. An employee's wages may be allocated to a number of cost centers/WBS. The PAF is also utilized when processing a resignation or termination for an employee.
5.4 Recurring/Additional Payment Form
This form is used to submit one-time payments for work performed outside the employee’s normal duties or to processes continuous pay on certain wage types. See UNMC Policy No. 1017, Recurring/Additional Payment, for further details.
5.5 Personal Data Form
This form is used to submit changes to employee's personal information, such as address, education, ethnicity, and gender information.
5.6 Mass Changes
In situations where a change is being made to multiple employee records at the same time it may not be feasible to complete a form for each specific action. In this case, a mass upload of data may be done to process the needed changes. Appropriate review and approval of all actions is documented and maintained by the business unit initiating the change. A review will be conducted prior and post load to ensure accuracy.
5.7 ADIS
Any of the above noted forms which are completed to facilitate a personnel action must be scanned into ADIS and attached to the employee record.
5.8 Review
A review of SAP actions and corresponding approval paperwork stored in ADIS will be conducted on a periodic basis to ensure compliance.
Notice of Non-Discrimination
Please see UNMC's Notice of Non-Discrimination regarding the University of Nebraska Medical Center's commitment to creating a diverse and inclusive working and learning environment free from discrimination and harassment.
Additional Information
- Human Resources Records at hrrecords@unmc.edu
- UNMC Policy No. 1017, Recurring/Additional Payment
- UNMC Policy No. 6106, Cost Transfer
- ADIS Templates and Documents Required
- NU Values - Records Procedures
- NU Values - Records Forms
- Executive Memorandum No. 19, Overload Assignments
- Policy on Chosen Name and Gender Identity for all NU campuses, Executive Memorandum No. 40
This page maintained by mh.