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Personnel Action Documentation: Difference between revisions
Personnel Action Documentation (view source)
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Effective Date: '''10/04/10'''<br /> | Effective Date: '''10/04/10'''<br /> | ||
Revised Date: '''11/03/15'''<br /> | Revised Date: '''11/03/15'''<br /> | ||
Reviewed Date: '''12/ | Reviewed Date: '''12/01/22'''<br /><br /> | ||
<big>'''Personnel Action Documentation Policy'''</big> | <big>'''Personnel Action Documentation Policy'''</big> | ||
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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 <br /> | 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 <br /> | 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) <br /> | 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 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 /> | 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 <br /> | 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. See UNMC Policy No. 1017, [[Recurring/Additional Payment]], for further details. <br /><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. See UNMC Policy No. 1017, [[Recurring/Additional Payment]], for further details. <br /><br /> | ||
5.5 Personal Data Form <br /> | 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<br /> | 5.6 Mass Changes<br /> | ||
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==Notice of Non-Discrimination== | ==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. | 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== | == Additional Information== | ||
*Human Resources Records at [mailto:hrrecords@unmc.edu hrrecords@unmc.edu] | * Human Resources Records at [mailto:hrrecords@unmc.edu hrrecords@unmc.edu] | ||
*UNMC Policy No. 1017, [[Recurring/Additional Payment]] | *UNMC Policy No. 1017, [[Recurring/Additional Payment]] | ||
*UNMC Policy No. 6106, [[Cost Transfer]] | *UNMC Policy No. 6106, [[Cost Transfer]] | ||