I-9 Process for Faculty Attending New Employee Orientation

January 15, 2020

To: HR Officers and Secondary Contacts
From: Lachonya Williams, Assistant Provost; Mark Haapala, Director Organization & Professional Development; Noreen Montgomery, Senior Director Employment & Staffing

We continue to see a rise in the number of faculty members attending Welcome to Carolina Blue our New Employee Orientation. Feedback from faculty members has been very positive about their overall experience including their opportunity to interact with staff members from around the University.

For almost two years, we have offered faculty members the option of coming for the full program starting at 8:30am or simply for the benefits portion that kicks off at 10:00am. Most of the feedback we have received indicates that faculty members that arrive at 8:30am feel the added time to “get to know” the University has been a valuable use of their time.  With that being said, we are now encouraging all new faculty members to join us at 8:30am. For any questions about the registration process, please contact Kelcey Garnett at kelcey_garnett@unc.edu.

As an added benefit of arriving at 8:30am and in an effort to ensure compliance with federal Form I-9 requirements, the OHR I-9 unit is pleased to provide a new service to Faculty members who attend NEO on or before their effective date of hire.

Faculty Attending NEO On or Before Their Hire Date

If a Faculty member attends NEO on or before the their hire date, the OHR I-9 unit will complete the Form I-9 on behalf of the hiring department as long as the Faculty attends the full orientation program (8:30am-1:00pm) and the hiring department HR Representative completes the following actions by Noon on the Wednesday prior to orientation:

  • Registers the Faculty member for NEO
  • Fully executes the hire ePAR in ConnectCarolina
  • Sends the LawLogix I-9 invitation

Faculty Attending NEO Following Their Hire Date

If a Faculty member attends NEO following the effective date of hire, the hiring department will continue to be responsible for ensuring that the Form I-9 is completed correctly and timely.

If you should have any questions regarding the Form I-9 process for Faculty, please feel free to contact the Office of Human Resources I-9 unit at (919) 962-0985 or eevquestions@listserv.unc.edu.

Added Flexibility for SHRA Career Banding Labor Market Salary Adjustments

December 16, 2019

To: HR Officers and Secondary Contacts
From: Adam Beck, Sr. Director for Classification & Compensation
RE: Added Flexibility for SHRA Career Banding Labor Market Salary Adjustments

Greetings from Workforce Strategy, Equity and Engagement,

This communication is a follow-up to the information presented at the HR Council meeting on Dec. 9. We have received notice from UNC System Office Human Resources that the Office of State Human Resources has granted additional flexibility with respect to the criteria for SHRA labor market salary adjustments. Previously, such adjustments were only allowed up to 100% of the defined market reference rate.

Effective immediately, individual institutions may consider SHRA labor market adjustments up to 110% of the defined market reference rate, where appropriately justified and within all other parameters of the career banding program. This may be accomplished without further approval by System Office Human Resources, unless some other salary pre-approval threshold is applicable.

Please note that this flexibility applies only to SHRA employees; EHRA market increase requirements remain unchanged. Please contact your assigned Classification and Compensation Consultant if you have questions.

Best,

Adam Beck
Sr. Director for Classification & Compensation
The University of North Carolina at Chapel Hill

University Holidays and Closings Schedule

December 13, 2019

To: HR Officers & Secondary Contacts
From: Linc Butler, Associate Vice Chancellor for Human Resources

HR Council members,

The message below will be sent to all university faculty and staff:

As a reminder, the University will be closed for Winter Break 2019 from Tuesday, Dec. 24, 2019 through Tuesday, Dec. 31, 2019. During this period, four days are designated as paid holidays, and two days — Monday and Tuesday, Dec. 30 and 31 — are designated as University closed days on which employees must use leave.

Some departments have essential work that must be done (related to research, healthcare, safety, etc.) and designated employees report to work regardless of state, federal, or University holidays. SHRA non-exempt employees who work on designated holidays must be paid holiday premium pay, in addition to hour for hour compensatory time up to eight hours daily. State guidelines do not permit the University to pay premium holiday pay for the University closed day during Winter Break.

Employees may use annual leave, bonus leave, or accrued compensatory time to cover the University closed day absences on Dec. 30 and 31. Employees may also use Community Service Leave (CSL) under the following conditions:
1) The request to use CSL is made in advance and receives supervisory approval
2) The activity meets the requirements defined in the CSL policy

To determine if activities meet the requirements of CSL, please review the CSL policy and the Community Service Leave: Guidelines for Determining Eligibility.

As a reminder, employees hired between Dec. 1–12 should accrue leave for the month of December and may use vacation leave to cover the University closed day on Dec. 30. Employees who do not have sufficient leave to cover one or both University closed days will not be paid for the University closed day(s).

View the full holiday schedules for 2019 and 2020
View the University Closed Day FAQs document

If you have any questions about the holiday schedule, please contact the Office of Human Resources Benefits & Leave Administration at 919-962-3071 or benefits@unc.edu.

Best,

Linc Butler
Associate Vice Chancellor for Human Resources
The University of North Carolina at Chapel Hill

Department Deactivation Request

November 20, 2019

Campus Unit Finance Leads and HR Officers,

A recent analysis revealed that there are several departments without employees and expenses. There are also several departments with very few employees and very small expenses. This may have resulted from reorganization of the departments, or decisions not to use the department after it was established. This leads to more departments than necessary, and it increases the risk of inaccurate reporting. Please review your department structure, and close out any departments that are not needed.

Here’s a quick guideline to follow in order to accomplish closing out activities for department(s) for deactivation:

For Finance:

  • The chartfield string balances will need to be closed out including budgets, cash, fund balance, requisitions, encumbrances, etc.
  • Review defaults on pCard, commitment accounting funding, CBM module, income allocations, etc. and change accordingly.
  • Review and modify the owning department of source if necessary.
  • The OSR projects will need to be closed out.
  • Review and modify the department workflow if necessary.

The following queries can be used (in RPT) to review financial activities of the department(s):

o   NC_GL_ATTRIBUTE_SOURCE_DPT — to determine if the department id owns sources

o   NC_CPS_TB_DETAILS — to determine if the department id has financial activity

o   NC_GL_DEPT_INACTIVATE — to determine if the department id has finance activity inflight/pending transactions

For Personnel:

  • All positions (including vacant) and active employees/affiliates will need to be moved to another department via ePars (including funding grid).
  • Initiate and complete ePars for lump sum payments (MCD) and fundswaps (PAATs) as necessary to remove the department (deactivation) off of the chartfield string.
  • Review and modify ePar workflow if necessary.

To view personnel activity, go to Infoporte and click on the HR icon, then click on the following tabs to view the information:

  • Employees tab — to determine all appointing employees for the department id
  • Positions tab — to determine all positions including vacant for the department id
  • Affiliates tab — to determine if the department has affiliates assigned to the department id
  • Payroll tab — to determine if the department id has other payroll expenses assigned to it

For Student:

  • Confirm that there are no active students (enrollment) for the academic program tied to the department.  If so, contact student registrar/admissions office to determine the appropriate action.

For Campus Unit Leads, there are materials on the Teams site “UNC-CH Campus Unit Finance Leads” in the folder(click on Files) called “Department ID” for your convenience.  Please collaborate with the HR Officer in your campus unit regarding this initiative.

Attached is the Department Deactivation Request and Checklist form to help you with additional information.  Please complete the form and submit to me.

Please contact me with any questions.

Thanks,

Wendy Andrews
Subject Matter Expert for OEVC&P
Executive Business Manager
Office of the Executive Vice Chancellor & Provost
University of North Carolina at Chapel Hill
224F South Building, CB 8000
200 E. Cameron Ave.
Chapel Hill, 27599-8000
Phone: (919) 962 9301

Department Deactivation Request

Advance notice: W-4 tax form changes coming in 2020

November 12, 2019

To: University Business Managers; Campus Unit Finance Leads; HR Officers and Secondary Contacts
From: Walter Miller, Director of Payroll Services
Re: Advance notice: W-4 tax form changes coming in 2020

Effective Jan. 1, 2020, the Internal Revenue Service (IRS) will update the Federal Form W-4 Employee Withholding Allowance Certificate. To comply with the form redesign, the University will need to update the current W-4 format in ConnectCarolina Self Service. While updating ConnectCarolina Self Service to the new W-4 format, neither W-4 nor NC-4 tax forms will be available in Self Service.

We are working closely with our partners in ITS to ensure the update is timely with minimal disruption to employees. We anticipate that the new form will be live in ConnectCarolina Self Service prior to the mid-February 2020 time frame and we will update quick reference guides accordingly. Other Self Service functionality will remain available during this time.

Here’s what employees can expect:

  • Action is not required by existing University employees unless changes to W-4 or NC-4 tax forms are needed.
  • Effective January 1, 2020, any first-time submission or employee change to the W-4 or NC-4 will need to be submitted on a paper form until ConnectCarolina Self Service is updated to match the new federal W-4 form requirements.  Please note that only the 2020 version of form W-4 will be accepted, and prior versions (2019 or before) cannot be accepted.
  • For security purposes, please write the PID at the top of the form and leave the Social Security number blank. Forms without a Social Security number can be emailed to payroll@unc.edu. Forms may also be sent via campus or US mail to the Payroll Services department.
  • Once the federal W-4 form changes are available in Self Service, employees will notice that the new NC-4 and W-4 forms will be separate forms in ConnectCarolina Self Service.
  • There will be significant changes to the 2020 W-4 federal form.
  • There will not be significant changes to the 2020 NC-4 state form.

We appreciate your help and patience in preparing for this change. Please expect a formal communication to all employees about this change in December. For any further information or questions, please contact payroll@unc.edu.

2019-20 SHRA Mid-Cycle Review Reminder

November 1, 2019

TO: All Human Resources Officers
FROM: Angenette McAdoo, Senior Director, Employee & Management Relations
DATE: November 1, 2019

The current performance management cycle for SHRA permanent employees started April 1, 2019, and ends March 31, 2020. Any employee who received a rating of Not Meeting Expectations in either their Overall, Institutional or Individual Goals for the performance management cycle ending March 31, 2019, must receive a mid-cycle review.  Mid-cycle reviews are typically due on October 31; however, OHR is extending the due date until November 31, 2019.  Please remind your managers that all off-cycle reviews must be submitted to HR leads for review.

Mid-cycle review guidance:

  • Mid-cycle reviews should be completed on the “Off-cycle and Probationary Review” forms.
  • Mid-cycle reviews should not contain the same quantitative review as the Annual Appraisal.
  • Supervisors should focus on where the employee is performing above and below expectations.
  • Mid-cycle reviews should focus on the elements that the employee received a rating(s) of “not meeting expectation.”

For additional guidance, please direct supervisors to https://hr.unc.edu/managers/toolkit/ 

If you have any questions or problems, please contact your EMR consultant.

REMINDER: FLSA Minimum Data Request

October 29, 2019

TO: HR Officers and Secondary Contacts

If you have not already returned your employee data related to the new FLSA minimum, please remember that we must have your response by noon on this Friday, November 1. The timetable remains very tight for compliance and we need to have an accurate count of the number of affected employees in order to evaluate options. Please return your spreadsheet to adam_beck@unc.edu. Thank you.

 

UNC System Salary Increase Freeze – FY 2019-2020

October 28, 2019

TO: HR Officers and Secondary Contacts
FROM: Linc Butler, Associate Vice Chancellor for Human Resources; Lachonya Williams, Assistant Provost for Academic Personnel
SUBJECT: Important Update re: UNC System Salary Increase Freeze – FY 2019-2020

This is an important update regarding the temporary freeze on selected salary increase actions originally communicated via notice sent July 24, 2019.

Effective immediately, based on guidance from the Office of State Budget and Management (OSBM), the previously communicated freeze on select salary actions (reclassification, labor market, equity, additional duties, distinguished professorships, etc.) is ended under the following conditions:

  • No salary increase shall be implemented that relies on entirely new funding expected in the FY 2019-2020 budget until such funds are officially appropriated in an enacted State budget or through an enacted mini-bill.
  • Increases should not rely on funding that is identified as a potential budget cut in any of the pending budget bills for FY 2019-2020.

These conditions will ensure that new permanent salary commitments are not made against funding that is not yet confirmed or may be at risk for any reason. Otherwise, existing eligible funding sources in the FY 2018-2019 budget or from non-State appropriations may be used to address salary actions that were previously delayed by this freeze. To assure compliance with this funding requirement, campus units should attest in the notes section of ePARs, “Your School or VC is using existing funds to cover this obligation.”

Generally, salary actions are processed on a current basis only. However, in light of the interruption to various salary actions over the past several months, retroactive salary actions may be proposed for actions delayed by the freeze where there is appropriate documentation of a prior intended effective date. Examples include salary adjustments for prior reclassifications, the prior assumption of additional duties, or equity actions that were previously documented but delayed by this freeze.

This is a one-time opportunity for situations that occurred from July 1, 2019 to present, and must adhere to the following conditions:

  • No retroactive actions related to the freeze may be processed after December 31, 2019
  • Salary actions processed for these situations must include appropriate documentation as to the basis of the retroactive date
  • No retroactive date in these circumstances may fall before July 1, 2019

Any pending faculty salary increase requests subject to the freeze that have been submitted to Academic Personnel do not need to be resubmitted to Academic Personnel.  Those pending increases will be processed according to the requisite approval guidelines.  You will be notified when the relevant salary increase approvals are obtained.

For SHRA and EHRA Non-Faculty actions, please work with your assigned consultant to process any actions previously reviewed that had been held pending the end of the freeze.

It is important to note that the existing Board of Governors (BOG) consultation process for salary actions of 5% and $100,000 and new positions budgeted at $70,000 or greater remains fully in effect. Therefore, any actions delayed as a result of the temporary salary freeze must still receive all of the necessary System Office and/or BOG pre-approvals per normal procedures prior to implementation.

At this point, we are still not in the position to release annual raise process (ARP) instructions or authorize the implementation of bonus leave until either an enacted State budget or mini-bill covering salary funding for the University.

Please address any questions to your department’s designated OHR Classification and Compensation and EHRA Non-Faculty HR contacts or the Academic Personnel Office as appropriate.

See also: