9-Month Faculty, Forms I-9, and Hire Information in LawLogix

August 16, 2018

To: School/Division HR Officers and Secondary Contacts
From: Samantha Stowell, I-9 Compliance Supervisor

Recently, programming changes were made to more consistently transmit new faculty hire information from ConnectCarolina to LawLogix. In light of this change and the peak hire period, we wanted to provide additional information regarding how to properly handle the Form I-9 for new 9-month faculty hires.

Please note, the below information is related ONLY to 9-month faculty hires.

Hire Date/First Day of Employment on Form I-9

Typically, an employee’s “first day of employment” on the Form I-9 is the hire effective date as reflected in ConnectCarolina. However, the University implemented an exception to this rule for 9-month faculty hires. This is due to the general practice that 9-month faculty are appointed either January 1st or July 1st but often begin performing work at a later date. See Faculty Appointment Service Periods.

For 9-month faculty hires, the first day of employment for Form I-9 purposes may either be the hire effective date or a subsequent date on which the employee is expected to begin work as determined by the hiring department in conjunction with the employee.  Following, are two examples:

Example #1 – A new 9-month faculty member is hired effective 7/01/2018; however, the hiring department and employee agree that the employee will not begin working until 7/23/2018, when s/he will attend a departmental meeting. The “first day of employment” in Section 2 of the Form I-9 should be 7/23/2018. Thus, Section 1 of the I-9 must be completed on or before 7/23/2018 and Section 2 must be completed by 7/26/2018.

or

Example #2 – A new 9-month faculty member is hired effective 7/01/2018; however, the hiring department and employee agree that the employee will not begin working until 8/21/2018, the first day of classes. The “first day of employment” in Section 2 of the Form I-9 should be 8/21/2018.  Thus, Section 1 of the Form I-9 must be completed on or before 8/21/2018 and Section 2 must be completed by 8/24/2018.

Hire Effective Date in LawLogix (Job Details/Employment History)

Once the Form I-9 has been completed by the I-9 preparer, the following action to document the exception must be input into LawLogix by the I-9 preparer.

  1. Add a case note under the Form I-9’s OnDocs tab in LawLogix as follows:
    Activity Type: Note
    Subject: 9-Month Faculty Hire
    Note: Though the hire effective date for this 9-month faculty member in ConnectCarolina is 7/1/2018, the employee first began working on xx/xx/xxxx and this date is accurately reflected in Section 2 of the Form I-9.
  2. On the employee profile, under the Job Details tab in LawLogix, ensure that the most recent hire date reflects the actual hire effective date of 7/01/2018 instead of the date indicated in Section 2 of the Form I-9. This will allow the I-9 Unit the ability to audit and manage this process properly.

As a reminder, be sure to certify the I-9 is complete on the Direct Payroll Deposit Authorization Form for Faculty, Post-Docs, and EHRA Student Employees before submitting to Payroll. 

Questions about this information?

Please contact the I-9 Unit at eevquestions@listserv.unc.edu or 919-962-0985.

ConnectCarolina Year-End Review

August 15, 2018

TO: School/Division HR Officers
FROM: Fran Dykstra, Information Technology Services

As the new academic year is about to begin, I am pleased to share the attached 2017-2018 ConnectCarolina Year-End Review document. It summarizes highlights of the ConnectCarolina team’s efforts on behalf of our many constituents. The improvements and new functionality were the work of many, and we are glad our extraordinary faculty and staff across the University are able to leverage this multi-functioned application to conduct the administration and the business of this great university.

Though we accomplished a great deal, we know there is always more to do. As we adopt new technology and automate more and more in our lives, we continue to look to implement better technology to simplify our work.  The ConnectCarolina team is trying several approaches to manage the many requests we receive because we understand the great value represented by your suggestions. We are striving to increase and manage our capacity while working to establish and improve lines of communication with ConnectCarolina users so we have better information for prioritizing requests.

So please reach out to us if you have a concern or ideas about how we can improve.  We appreciate your input and your support.

Thank you,

Fran

Frances A. Dykstra
Associate Vice Chancellor
Enterprise Applications and Reporting
Information Technology Services
ITS Manning, Suite 5210
Campus Box 3420
Chapel Hill, NC 27599-3420
Phone:  919-962-5065
Email: fran_dykstra@unc.edu

Weight Watchers at Work: UNC-Chapel Hill

August 13, 2018

The Weight Watchers (WW) Freestyle Program builds on the highly successful SmartPoints® system. Now with over 200 delicious zero-point foods and points roll over, the Freestyle program allows for more flexibility than ever before. First piloted at UNC-Chapel Hill, FreeStyle™ is now Weight Watchers’ most popular weight loss program.

Interest Sessions (Aug. 13 & Aug. 15)

29-week Evening Series

Day/Time: Monday, August 13 | 5:15-5:45 p.m.
Location: Kenan-Flagler Business School, McColl Building
Room 3050 (3rd Floor)

12-weeks Morning Series

Day/Time: Wednesday, August 15 | 7:30-8:00 a.m.
Location: UNC Highway Safety Research Center, Bolin Creek Center
730 Martin Luther King Jr. Blvd., Suite 300

12-weeks Afternoon Series

Day/Time: Wednesday, August 15 | 12:30-1:00 p.m.
Location: UNC School of Nursing, Carrington Hall
120 N. Medical Dr., Room 15, Ground Floor of Old Bldg.

Reserve Your Seat

Weight Watchers Sessions (Begin the week of Aug. 20)

12-Week Series—Morning Session, Aug. 22 – Nov. 7

Day/Time: Wednesdays at 7:30 a.m.
Location: UNC Highway Safety Research Center
Bolin Creek Center
730 Martin Luther King Jr. Blvd
Room 318, Suite 300

Parking
is available

*To register for the Wednesday morning class, email Rachel Prasek at rachelp@unc.edu.

29-Week Series (3 weeks free!) — Evening Session, Aug. 27 – April 8*

*Must have 20 people registered to start class

Day/Time: Mondays at 5:15 p.m.
Location: Kenan-Flagler Business School, McColl Building
Room 3050 (3rd Floor)

Parking is available

*To register for the Monday night class, email Tamala Grissett at Tamala_Grissett@kenan-flagler.unc.edu.

12-Week Series—Afternoon Session, Aug. 29 – Nov. 14

Day/Time: Wednesdays at 12:30 p.m.
Location: UNC School of Nursing – Carrington Hall
120 N. Medical Dr.
Ground Floor of Old Building, Room 15

Parking
in Bell Tower Parking Deck, if needed. PERMIT REQUIRED.

*To register for the Wednesday afternoon class, email Kathy Lebbad at kterry@email.unc.edu.

The Freestyle program supports you through:

  • A leader who has been successful on the program
  • A convenient location at UNC
  • Digital tools such as trackers, apps and recipe-building tools
  • Personalized food and fitness recommendations
  • Access to a Weight Watchers members-only social media community

Bigger, Better Results (UNC 2017)

  • At UNC-Chapel Hill, participants experienced an average weight loss of 7.9% of their body weight
  • 93.6% of participants reported feeling healthier after the program
  • 82.2 % of participants reported that Weight Watchers Freestyle is easier than other weight loss programs
  • “It’s simple, effective, safe, scientifically based, and produces great results!”  – UNC participant

Pricing

  • 12-weeks @ $156 ($13.00 per class)
  • 26-weeks (plus 3 additional weeks) @ $242 ($8.34 per class)

All payments are due at the first meeting on Aug. 20 or 22.

Payment methods accepted include: cash, check, credit/debit.

Need more time to pay? Split pay is available, which allows you to submit 3 checks upfront, each for 1/3 the cost of the class. Checks are cashed monthly, instead of all at once.

FSA Reimbursement: Available, if a physician prescribes a weight-loss program to treat obesity (BMI 30+) or an obesity-related condition. Note: Member must pay upfront and work with their FSA to submit for reimbursement at 866-916-3475 or ncflex.padmin.com.

Learn more about FSA reimbursement by viewing the documents below.

Questions?

Click here for answers to Frequently Asked Questions.

For more information, please email totalwellbeing@unc.edu.

EHRA Non-Faculty Performance Ratings Deadline – August 15, 2018

August 9, 2018

To: School/Division HR Officers and Secondary Contacts
From: Vanessa Ragland, Director EHRA Non-Faculty HR

As a reminder, overall performance ratings of Exceeds Expectations, Meets Expectations or Not Meets Expectations must be assigned for all permanent EHRA Non-Faculty employees except those employees (SAAO Tier I’s, Athletic Coaches, Post-Docs, and EHRA Non-Faculty employees who concurrently hold tenured faculty appointments) for whom an alternative performance appraisal procedure has been established.

Please enter the overall performance rating on the spreadsheet titled “Employee List for Performance Cycle 2017-2018” that you received in June and return to perf_review_audit@unc.edu by Wednesday, August 15, 2018.

The information must be returned by this date in order for the Office of Human Resources to meet System Office reporting requirement.

New Minimum State Salary of $31,200

August 6, 2018

TO: HR Officers and Secondary Contacts
FROM: Linc Butler, Associate Vice Chancellor for Human Resources

We have been formally notified by the UNC System Office and OSHR that the new minimum annual salary for SHRA and EHRA Non-Faculty permanent positions is $31,200 (pro-rated for part-time employees) effective July 1, 2018. This new minimum may impact positions in your School/Division that are currently posted or have been offered, and we have been instructed to handle as follows:

  • Going forward, all postings must reflect a minimum salary of no less than $31,200.
  • Current, active postings for which you have yet to provide notice of interviews must be reposted to reflect the new minimum salary of $31,200.
  • For current, active postings in any other stage of the recruitment process, you may continue the process through to completion and ensure the salary offer is no less than $31,200 for full-time permanent employees (pro-rated for part-time employees).

We understand that this directive comes at a time when campus units may not have completed their annual budget planning for the coming year. Please ensure you are working with your leadership to work through any funding issues.

Instructions for Handling In-Process and Fully Executed Hiring Actions

For in-process or fully executed hiring actions that have a salary of less than $31,200 for which the start date has not yet been reached, please take the following steps in ConnectCarolina:

  • In-Process: The Employment Consultant will recycle the action so the department can resubmit with the new minimum salary of $31,200 by August 10, 2018.
  • Fully executed to the system (with all required approvals implemented): Initiate a pay rate change action changing the salary to $31,200 by August 10, 2018, using an effective date that matches the employee’s hire date.

Note: This guidance and legislative salary floor impacts only permanent positions, not temporary positions. Additionally, we’re all aware that implementation of the minimum salary requirement in this manner may create possible inequities with similarly situated employees who have already been hired prior to July 1, 2018, below the new $31,200 minimum.  The UNC System Office has advised that it will provide instructions regarding moving current employees to this new rate once the Board of Governors has provided instruction on the application of the annual increases for University employees.

Please address any questions regarding postings to your department’s assigned Employment Consultant in OHR Employment and Staffing. The central Finance and Operations team is also aware of this directive and is in the best position to answer budget-specific questions.

2018 Special Annual Leave Bonus

August 2, 2018

UNC-Chapel Hill recently received guidance from the Office of State Human Resources (OSHR) on implementation of the Special Annual Leave Bonus provided by the General Assembly in the Appropriations Act of 2018. The legislature has granted a one-time award of five days of special bonus leave to SHRA and EHRA permanent and part-time employees who are in active pay status and eligible to earn leave effective July 1, 2018. This newly awarded leave is now available for use in TIM and can be tracked as “Bonus 2018 No Payout.”  To use the leave, select the “Bonus 2018 Taken” code.

In short, for newer employees, this leave provides the opportunity for extra time off in addition to your vacation leave. For longer-service employees, these days provide an extra layer of security if your leave balances are reduced for any reason.

Eligibility

  • Permanent full-time or part-time (pro-rated basis) employees.
  • Employees in an active pay status as of July 1, 2018.
  • The 2018 bonus leave is available for immediate use to employees on workers’ compensation leave or military leave for reserve active duty, effective July 1, 2018.
  • The 2018 bonus leave will be available to other employees in a leave without pay status upon return to work.

Bonus Leave Conditions
The 2018 bonus leave will remain available during the length of employment, will not expire, has no cash value, cannot be donated as Voluntary Shared Leave, and cannot be paid out at the end of employment or applied to Total State Service.

How the Special Annual Bonus Leave Impacts Sick Leave Accrual
Annually, vacation leave amounts of more than 30 days (240 hours) are transferred to sick leave accrual on December 31. Each hour of the 2018 bonus leave used during a calendar year will be deducted from the amount of vacation leave transferred to sick leave accrual. 

Example: An employee has 300 hours of vacation leave at the end of the calendar year.

  • Under normal circumstances 60 hours of vacation leave would roll over to sick leave and the employee would carry over a balance of 240 vacation hours into the new year.
  • Under the 2018 bonus leave, if that employee chose to use all 40 hours of 2018 bonus leave during the year, then the 40 hours of bonus leave used would be deducted from the 60 hours in excess of 240. Therefore, the employee would roll over 20 hours of vacation leave to sick leave at the end of the calendar year but would still carry a 240-hour balance of vacation leave into the new year. Unused 2018 bonus leave also carries into the new year.
  • As a reminder, TSERS members can use sick leave toward creditable retirement service.

Questions
For questions about the Special Annual Leave Bonus in TIM, please contact your manager or your department’s TIM administrator.  For policy-related questions, please contact your department’s designated HR representative or assigned leave consultant in the Office of Human Resources. The leave provisions and a frequently asked questions document are also available on the OSHR website.

Note: We will update you on the legislative salary increase program once more information becomes available from the UNC System Office about awarding and implementing salary increases.

 

2018 Special Annual Leave Bonus

August 1, 2018

To: HR Officers and Secondary Contacts

From: Felicia A. Washington, Vice Chancellor for Workforce Strategy, Equity and Engagement; Linc Butler, Associate Vice Chancellor for Human Resources

As you may have read, the Appropriations Act of 2018 granted a one-time award of five days of special bonus leave to permanent employees (SHRA and EHRA) who earn leave, effective July 1, 2018.  As noted in the legislation, the five days (40 hours) are to be credited on a pro-rata basis for eligible part-time employees. This leave will remain available during the length of the employee’s employment, will not expire, has no cash value, and cannot be paid out at the end of employment or applied to Total State Service.

We had been awaiting details from the Office of State Human Resources on how to implement this “Special Annual Leave Bonus.”  We have now received that guidance and wanted to alert you that hours are to be loaded into TIM Wednesday, August 1, 2018, under the name “Bonus 2018 No Payout,” and will be effective in TIM as of July 1, 2018.  To use the leave, employees will select the “Bonus 2018 Taken” code from the pay code drop down menu in TIM; the code will be available to permanent employees in TIM on Thursday, August 2, 2018.

Implementation Details 

According to the Act, if an employee uses any Special Annual Leave Bonus during the year, the amount of Special Annual Leave Bonus used will be deducted from the amount of vacation leave that would ordinarily be transferred each December 31 to sick leave accrual. (You’re aware that each December 31, amounts in excess of 30 days (240 hours) of vacation leave are transferred to each employee’s sick leave accrual.) Thus, it will be important to remember that the calculation of vacation leave days that would normally convert to sick leave must reflect a deduction of all Special Annual Leave Bonus days used during the year.

Payroll is currently developing a Hyperfind for TIM Administrators to identify employees who have accrued 240 vacation hours and who have used any Bonus 2018 No Payout in a given year.  This Hyperfind will assist with monitoring and informing employees of their usage, and for making any necessary adjustments in TIM at the end of the calendar year prior to the rollover of vacation leave in excess of 240 hours to sick leave.  TIM Administrators will be notified when this Hyperfind is available.

Eligibility Details

To be eligible to receive the Special Annual Leave Bonus, an employee must meet the following criteria:

  • Permanent full-time or part-time (half-time or more) employee
  • Employed (in pay status) with the State of North Carolina on July 1, 2018
  • Eligible to earn vacation leave on July 1, 2018
  • Have a permanent, probationary, or time-limited appointment type

Please note that full-time employees who work less than 12 months (9-, 10-, or 11-month employees) and permanent part-time employees (half-time or more) will receive a pro-rated amount of leave.

Employees on Leave Without Pay (LWOP)

Employees on LWOP will receive the Special Annual Leave Bonus when they return to work based on their appointment type at the time of LWOP, except that employees on workers’ compensation leave or military leave for reserve active duty will receive the Special Annual Leave Bonus leave as of July 1, 2018.

Questions

For questions about TIM, please contact your department’s TIM Administrator or timsupport@unc.edu.  For policy-related questions, please contact your department’s designated HR Representative or assigned Leave Consultant in the Office of Human Resources.

Note: We will update you on the legislative salary increase program once more information becomes available from the UNC System Office about awarding and implementing salary increases.

 

August Learning Opportunities at the Office of Human Resources

July 27, 2018

All UNC-Chapel Hill faculty and staff are invited to attend classes hosted by the Office of Human Resources Organization and Professional Development team. Included in the course catalog for the month of August are classes such as Effective Communication, Stress Management, and Emotional Intelligence. These classes are free to UNC employees, but you must register for them in advance through ConnectCarolina.

Flyer: August 2018 Learning Opportunities & Registration Instructions Course Catalog Calendar: August Courses

Fall Into Fitness: Free Fitness Classes with Campus Recreation

July 27, 2018

UNC-Chapel Hill Campus Recreation will be offering employee-only fitness classes to all faculty and staff at UNC-Chapel Hill free of charge beginning August 28. You do not need a Campus Recreation membership to participate – just present your OneCard. These classes – including Tai-Chi, Yoga, cardio, and more – will either be held on campus at the Rams Head Recreation Center or the Student Recreation Center (SRC).

Tai-Chi & Mindful Yoga Evenings

Come relax, release, and reconnect at early evening Tai-Chi and mindful yoga classes.

Location: Rams Head Recreation Center
Dates: August 28 through December 11
Time: Tuesdays at 4:00 p.m. & 5:15 p.m.

Tai-Chi (4:00 – 5:00 p.m.)
Slow down and enjoy what the Chinese call the “supreme ultimate exercise”! Tai chi is a form of ancient Chinese exercise that involves slow continuous movement through the joints.

Health Benefits: Practicing Tai Chi regularly has shown to reduce stress, improve balance, reduce falls, strengthen bones and increase focus and concentration.

Mindful Yoga (5:15 – 6:15 p.m.)
Incorporates a slower, deeper approach to the yoga practice that builds inner awareness and presence.

Health Benefits: Practicing yoga regularly has shown to increase flexibility, strength and movement. Mindful yoga is particularly helpful for stress reduction and finding a sense of calm and balance.

Fitness Afternoons

Location: Student Recreation Center (Studio B)
Dates: September 6 through December 6 (See schedule below)
Time: Thursdays, 1:15 – 1:55 p.m.

Ever wanted to give Pilates a try? How about a cycling class? Don’t miss out on the opportunities to try new fitness activities this fall! These employee-only classes will be at the Student Recreation Center (Studio B) and will last 40-minutes.

Date Class
09/06/18 Pilates
09/13/18 Cycle
09/20/18 Upper Body Sculpt
09/27/18 HIIT
10/04/18 Barre
10/11/18 Step
10/18/18 FALL BREAK—No Class
10/25/18 Yoga
11/01/18 Lower Body Sculpt
11/08/18 Kickboxing
11/15/18 Cardio Dance
11/22/18 THANKSGIVING—No Class
11/29/18 Pilates
12/06/18 Cycle

 

Interested in a Campus Recreation membership?

Campus Recreation offers a free one-week trial membership to permanent employees of the University and UNC Hospitals. It is not available to family members (spouse/partner or children). Please submit a trial membership request form if interested.

Ready to Join?

For the low cost of $12.50 a month, UNC employees can enjoy access to Campus Recreation facilities (Fetzer Hall, Woollen Gym, Rams Head Rec Center, Bowman Gray Indoor Pool, Kessing Outdoor Pool) any day of the week, all year round.

Questions?

For more information, contact Lindsay Brookey, Assistant Director for Fitness and Wellness at lbrookey@email.unc.edu or 919-843-6785.

Weight Watchers at Work

July 27, 2018

The Weight Watchers (WW) Freestyle Program builds on the highly successful SmartPoints® system. Now with over 200 delicious zero-point foods and points roll over, the Freestyle program allows for more flexibility than ever before. First piloted at UNC-Chapel Hill, FreeStyle™ is now Weight Watchers’ most popular weight loss program.

Interest Sessions (Aug. 13 & Aug. 15)

29-week Evening Series

Day/Time: Monday, August 13 | 5:15-5:45 p.m.
Location: Kenan-Flagler Business School, McColl Building
Room 3050 (3rd Floor)

12-weeks Morning Series

Day/Time: Wednesday, August 15 | 7:30-8:00 a.m.
Location: UNC Highway Safety Research Center, Bolin Creek Center
730 Martin Luther King Jr. Blvd., Suite 300

12-weeks Afternoon Series

Day/Time: Wednesday, August 15 | 12:30-1:00 p.m.
Location: UNC School of Nursing, Carrington Hall
120 N. Medical Dr., Room 15, Ground Floor of Old Bldg.

Reserve Your Seat

Weight Watchers Sessions (Begin the week of Aug. 20)

12-Week Series—Morning Session, Aug. 22 – Nov. 7

Day/Time: Wednesdays at 7:30 a.m.
Location: UNC Highway Safety Research Center
Bolin Creek Center
730 Martin Luther King Jr. Blvd
Room 318, Suite 300
Parking is available

12-Week Series—Afternoon Session, Aug. 22 – Nov. 7

Day/Time: Wednesdays at 12:30 p.m.
Location: UNC School of Nursing – Carrington Hall
120 N. Medical Dr.
Ground Floor of Old Building, Room 15

Parking
in Bell Tower Parking Deck, if needed. PERMIT REQUIRED.

29-Week Series (3 weeks free!) — Evening Session, Aug. 20 – April 1

Day/Time: Mondays at 5:15 p.m.
Location: Kenan-Flagler Business School, McColl Building
Room 3050 (3rd Floor)

Parking is available

The Freestyle program supports you through:

  • A leader who has been successful on the program
  • A convenient location at UNC
  • Digital tools such as trackers, apps and recipe-building tools
  • Personalized food and fitness recommendations
  • Access to a Weight Watchers members-only social media community

Bigger, Better Results (UNC 2017)

  • At UNC-Chapel Hill, participants experienced an average weight loss of 7.9% of their body weight
  • 93.6% of participants reported feeling healthier after the program
  • 82.2 % of participants reported that Weight Watchers Freestyle is easier than other weight loss programs
  • “It’s simple, effective, safe, scientifically based, and produces great results!”  – UNC participant

Pricing

  • 12-weeks @ $156 ($13.00 per class)
  • 26-weeks (plus 3 additional weeks) @ $242 ($8.34 per class)

All payments are due at the first meeting on Aug. 20 or 22.

Payment methods accepted include: cash, check, credit/debit.

Need more time to pay? Split pay is available, which allows you to submit 3 checks upfront, each for 1/3 the cost of the class. Checks are cashed monthly, instead of all at once.

FSA Reimbursement: Available, if a physician prescribes a weight-loss program to treat obesity (BMI 30+) or an obesity-related condition. Note: Member must pay upfront and work with their FSA to submit for reimbursement at 866-916-3475 or ncflex.padmin.com.

Learn more about FSA reimbursement by viewing the documents below.

Questions?

Click here for answers to Frequently Asked Questions.

For more information, please email totalwellbeing@unc.edu.