Personnel Action Documentation

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Policy No: 1105
Effective Date: 10/04/10
Revised Date: 10/08/10
Reviewed Date: 10/08/10

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 Division Director, Staffing, Compensation, Records, & HRIT 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 In 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 on the Sapphire website.

5.2 New Hire 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 policy 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 1017 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.

Equal Employment Opportunity

6.1 The University of Nebraska Medical Center declares and affirms a policy of equal educational and employment opportunities, affirmative action in employment, and nondiscrimination in providing its services to the public. Therefore, the University of Nebraska Medical Center shall not discriminate against anyone based on race, age, color, disability, religion, sex, national or ethnic origin, marital status, genetic information, sexual orientation, political affiliation, Vietnam-era veteran status, or special disabled Veteran status. Sexual harassment in any form, including hostile environment and quid pro quo, is prohibited.

For additional information, contact Human Resources – Records at 559-4391 or 559-4216.

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