To:  HR Officers and Secondary Contacts; Business Managers
From: Noreen Montgomery, Senior Director of Employment & Staffing, Office of Human Resources

In an effort to provide continuing education and ensure compliance with university policy, all current and new background check preparers (HR representatives and select business office personnel) who initiate background check requests in CastleBranch will be required to complete a new background check computer-based training module.

Effective December 15, 2018, background check preparers will be able to access the computer-based training via the Sakai website. The training, which consists of a training video and knowledge test, includes a review of the background check policy and procedure, program enhancements, as well as tips and tricks to avoid common mistakes. Preparers must achieve a score of 90 percent or better to pass the knowledge test. This week, the Office of Human Resources (OHR) will send an email with training information and instructions to each background check preparer who has access to CastleBranch.

New background check preparers must complete this training prior to receiving user access credentials to the CastleBranch system. Current background check preparers are expected to complete this training no later than March 1, 2019, in order to retain their access to the CastleBranch system.

We would like to take this opportunity to thank you in advance for sharing this information and ensuring that all background check preparers in your school/division complete the mandatory computer-based training prior to March 1. If you have any questions, please call the OHR background check hotline at (919) 962-5742 or email at backgroundcheck@unc.edu.

To: School / Division HR Officers and Secondary Contacts
From: Mark Haapala, Director, Organization & Professional Development Office of Human Resources

As you may be aware, we are expecting inclement weather in the Raleigh/Durham/Chapel Hill area this weekend and early next week. This notification is to advise you that the “Welcome to Carolina Blue” new employee orientation session scheduled for Monday, December 10, 2018 has been rescheduled for Thursday, December 13, 2018, due to the possibility of inclement weather.

The rescheduled orientation session will be held as follows:

Date:                     Thursday, December 13, 2018.
Time:                     8:30 a.m. until 12:30 p.m. (with lunch served immediately afterwards)
Location:              William and Ida Friday Center for Continuing Education
100 Friday Center Drive, Chapel Hill, NC 27517

The Office of Human Resources will notify all new employees who are affected by this change by email. HR Representatives should reinforce this schedule change to affected new employees.  New employees who were scheduled to begin work on Monday may report to work once the campus operational status returns to normal or Condition 1 even if they have not attended new employee orientation.

If you have questions regarding the adverse weather policy, please contact Employee & Management Relations at (919) 843-3444.  If you have questions regarding new employee orientation, please contact Chris Castelloe, Training Specialist, Organization & Professional Development, at chris_castelloe@unc.edu or (919) 843-7766.

This update email is being sent to HR Officers, HR/Payroll ConnectCarolina liaisons, OHR staff, Originators, and Approvers.

Items in this update include:

• December 2018 Payroll Schedules
• Request from the Director of Payroll Services regarding the W2 opt out
• HELP Desk Support over the holidays
• ConnectCarolina Finance upgrade and December 7^th outage

REMINDER! December 2018 Payroll Schedules – please note M06 and B12 will be a double lockout. Please also be mindful of the B13 deadlines.

B12 Pay Period: November 26 – December 9

• School / Division deadline: December 6
• TIM Admin deadline: December 11
• Central Office deadline: December 10
• Payroll lockout: December 11
• Payroll Confirm: December 13
• Lockout ends: December 18

M06 Pay Period: December 1 – 31

• School / Division deadline: December 6
• TIM Admin deadline: December 10
• Central Office deadline: December 10
• Payroll lockout: December 11
• Payroll Confirm: December 18
• Lockout ends: December 18 

B13 Pay Period: December 10 – December 23

• School / Division deadline: December 18
• TIM Admin deadline: December 24, applied by Payroll
• Central Office deadline: December 20
• Payroll lockout: December 21
• Payroll Confirm/lockout ends: December 28

Request from the Director of Payroll Services: Thank you to the 3,800 employees who have taken advantage of W-2 opt out; however, this means Payroll Services will still be printing nearly 28,000 W-2s in January. W-2s that you and your department’s staff will need to come pick up and distribute to your employees. Will you help us reduce that effort? Based on numerous discussions, many employees falsely believe they have already completed W-2 opt out because they can access the electronic W-2 in Self-Service and completed Duo registration last year. W-2 opt out is brand new functionality this year and requires the employee to actively consent to only receive an electronic copy. Will you encourage your employee to take advantage of this new functionality before they leave for the winter break? Please find more detailed instructions in the October formal notice. Thank you.

Support for ConnectCarolina, InfoPorte, and University Services Systems Over the Holidays: If you need to work while the University is closed and encounter an issue, you can submit a help ticket by calling 919-962-HELP or through help.unc.edu.  From Saturday, December 22 through January 1, the ConnectCarolina team will review critical tickets on a case-by-case basis and respond if the ticket cannot wait until after the break. The team will respond to routine tickets after the holidays.

REMINDER! The ConnectCarolina Finance system is being upgraded to the latest software version to include important security, accessibility and functional updates and we’d like to call your attention to a few things.

1. Upgrading the software requires a ConnectCarolina outage.
2. The outage for the HR/Payroll and Finance components begins at NOON on Friday, December 7.

Reporting:

• InfoPorte and SAS Visual Analytics reports will be available during the outage weekend with data current as of Thursday, December 6th. Visit the Finance Upgrade website for additional information on Reporting.
• The Ad-hoc Queries (RPT)environment will not be available until Tuesday, Dec. 11, 2018 at 7:00 am.

ConnectCarolina Outage Times HR / Payroll and Finance applications will be unavailable beginning at NOON on Friday, Dec. 7 until 7:00 am on Monday, Dec. 10. Student Administration (Faculty & Students):  Beginning at 10:00 pm on Saturday, Dec. 8 until 8:00 am, Sunday, Dec. 9.

Important to Know about the System Outage

• TIM and Viewing Paychecks
  • You will not able to use the Self-Service functions such as View Paycheck during the outage. December 7 is a payday, and you will be able to view your paychecks until noon when the HR/Payroll system goes offline.
  • The TIM system will be available, but you will not be able to access it using the link in ConnectCarolina.  If you need to use TIM during the outage, go to unctim.unc.edu/employee.
• The Finance Upgrade web page on ccinfo.unc.edu has outage details, key changes you will notice, a list of the specific systems affected, and sample screenshots of changes.

Questions?

Contact the Service Desk at 919-962-HELP or help.unc.edu if you have questions or concerns.  For more information on the outage and changes you can expect (if you work with Finance component­­), go to https://ccinfo.unc.edu/fin-9-2-upgrade/.

TO: HR Officers & Secondary Contacts
FROM: Ann Lemmon, Assistant Provost for Academic Personnel

The Academic Personnel Office has a developed a new submission process for requesting approval of faculty new positions with a full FTE budgeted salary of $70,000 or greater (both permanent and temporary positions).

The process begins with submitting the completed Faculty New Position Request form to thefacultypositions@unc.edu mailbox, following the Faculty New Position schedule.  The form and the schedule can be found on the Recruitment and Selection page of the Academic Personnel website.  The schedule is not a guarantee of review or approval.

Justifications for these new positions should be presented as a business case, answering the following questions – What is happening, Why does it need to happen, and Why does it need to happen now.  If your need is based on growth, metrics supporting the growth should be included.  These should be short, concise paragraph.  Spelling and grammar should be checked prior to submitting.  New positions based on grants or other awards should include 1-2 sentences that indicate the purpose of the grant/award, as well as the amount.  Incomplete request forms will be returned.

The requests will be reviewed weekly by the Assistant Provost for Academic Personnel, and upon her approval, will then be submitted to the System Office for final approval during their Review and Consultation process.  Once approved by the System Office, APO will send out an email notification with the approved request form attached.  This approved form will need to be attached to the posting in PeopleAdmin.

During this process, there may be questions from APO, as well as questions from the System Office.  Turnaround for approval is impacted by timeliness in responding to the questions.

New position postings in PeopleAdmin should not be entered until the approval notification and approved form are received.  Those submitted prior to approval will be returned by APO.

Communications and questions regarding this process and updates on the progress of the request should be emailed to facultypositions@unc.edu.

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

This email is to answer questions and provide additional clarification regarding the IT position assignments that were sent to you on November 19, 2018. I’ve also attached a copy of the full levels/ranges for the IT Job Family. (Please note that the ranges have not been approved by the Board of Trustees; and, therefore, should not be widely distributed. We anticipate receiving approval of the ranges in January 2019)

1. Only individual employees currently in SHRA information technology classifications that are FLSAexempt (those salaried and not subject to overtime) will be offered an opportunity to convertfrom SHRA to EHRA non‐faculty status. FLSA non‐exempt employees (those paid hourly andsubject to overtime) are not affected by this change and will not change to EHRA. The FLSAexempt IT employees who do not choose to convert to EHRA status will continue as SHRAemployees.
2. Managers will have the same flexibility to pay up to the reference rate of next job family level for IT positions that is currently available for research positions. Decisions regarding job level assignments should be based on the scope and complexity of the position rather the salary of the current incumbent.
3. For SHRA employees who do not convert to EHRA status position, their position will remain in theSHRA career banding classification system and they will remain eligible for legislatively mandated increases that apply to SHRA employees. A SHRA employee would not be eligible to participate in the Annual Raise Process (ARP).
4. If a SHRA employee applies for and is hired into an EHRA position, then the SHRA employee must become an EHRA employee
5. The effective date for SHRA to EHRA Conversions has been changed from July 1 to June 10. This decision was made after discussions with the HR Information Team to better align the effective date with the end of a biweekly pay-cycle and minimize risk for downstream processing for Benefits and Payroll.
6. Although it is true that EHRA positions generally require a college degree, the Universityrecognizes that employees in the IT field commonly qualify for positions with substantial andequivalent training and experience, so in the initial implementation of this change, any educationand experience requirements for these positions will be waived for employees converting fromSHRA to EHRA. The UNC System Office will provide guidance to the institutions on expectededucation and experience standards for the IT classifications, along with guidance ondetermining substantially‐ equivalent training and experience for applicants without a degree.
7. The IT Job Leveling Matrix is not intended to address each specific type of IT position in each unit; however, if there are specific criteria that should be added to make the matrix more comprehensive and robust, please send that information directly to your designated EHRA Non-Faculty HR Consultant.
8. Early next year, the Office of Human Resources will host information sessions for affected employees and managers with impacted direct reports. For convenience, sessions will be held at various locations across campus. Attendees will be able to register through ConnectCarolina.

View Salary Structure (PDF)

 

TO:       University Business Managers
HR Officers and Secondary Contacts

FROM: Chuck Sockell, Associate Director of Auxiliary Services

RE:        Updated 2019 UNC Employee Calendars now available

The 2019 UNC Employee Calendars distributed during Employee Appreciation Day and to University offices between Oct. 19 and Oct. 26 have some incorrect biweekly and monthly pay dates. The UNC Print Stop regrets this error and has produced corrected calendars.

New calendars with corrected information are available at the UNC Print Stop, located on the third floor of UNC Student Stores, or you may contact our office at 919-962-7016 to have them delivered to your building. The new calendars have the words “Revised, 11/15/2018” at the bottom.  Please recycle 2019 calendars that do not have this text since they are incorrect.

Please share this information with staff so they can ensure they have an accurate copy of the calendar.

The 2019 payroll schedules also are on the University’s Payroll Services website and are subject to change. For the most up-to-date information, refer to the online payroll schedules.

Updated Payroll Calendar

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 December are classes such as Introduction to Situational Leadership, Developing Creativity, and Effective Decision Making. These classes are free for all UNC-Chapel Hill employees, but you must register for them in advance through ConnectCarolina.

 

Flyer: December 2018 Learning Opportunities & Registration Instructions

Course Catalog

Calendar: December Courses

 

 

TO: School/Division HR Officers and Secondary Contacts
FROM: Jessica Pyjas, Work/Life & Wellness Program Manager

As mentioned at previous HR Council meetings, Total WellBeing is conducting a university-wide assessment of wellness activities to better understand where each School/Division is in their workplace wellness continuum and beliefs.

Each School/Division is asked to complete a brief 10-minute questionnaire by Friday, December 7 regardless of whether they have an established wellness committee or wellness activities in place. Only one assessment is requested from each School/Division, however multiple assessments may be completed by other departments within the same School/Division if necessary.

Please do not distribute this assessment to employees. An all employee interest survey will be forthcoming.

Follow-up emails and calls will be made to ensure that all Schools/Divisions have the opportunity to participate.

Click here to complete the wellness activity assessment for your School/Division.

If you have questions about the wellness assessment, please feel free to reach out to Jessica Pyjas at 919-962-6008 or jessica_pyjas@unc.edu.

To:  School/Division HR Officers and Secondary Contacts
From:  Noreen Montgomery, Senior Director Employment & Staffing
Vanessa Ragland, Director EHRA Non-Faculty Human Resources

As has been done in years past, a moratorium period for SHRA layoffs and EHRA Non-Faculty discontinuations will be instituted for the upcoming winter holidays.

SHRA Employees

SHRA employees should not have a layoff effective date from Friday, November 30, 2018 through Wednesday, January 2, 2019. Departments will be able to notify employees of a layoff until Friday, November 30, 2018, provided that the effective date of the layoff is January 2, 2019, or later. For layoff plans received and approved after November 30^th, the earliest notification that can be given to an employee will be January 2, 2019.

EHRA Non-Faculty Employees

EHRA Non-Faculty employees cannot have an effective date of discontinuation from Friday, November 30, 2018, through Wednesday, January 2, 2019. For individuals due a minimum of 30 days’ notice, we ask that you avoid providing notice during this period as well. With regard to individuals due a 90-day notice, we ask that maximum consideration be given to avoiding notice being provided in close proximity to the holidays. However, given the extended period of notice in these cases, School/Division HR Officers may use appropriate discretion as to the specific timing of notifying these individuals.

All of the regular pre-approval requirements still apply for both SHRA layoffs and EHRA Non-Faculty discontinuations. Please carefully consider the timing of submitting these requests with these moratorium dates in mind. Exceptions will be made only in very limited and exceptional circumstances.

Questions?

If you have any questions regarding these parameters, please feel free to contact your OHR Employment Consultant or EHRA Non-Faculty HR Consultant.

TO: HR Officers & Secondary Contacts
FROM: Vicki Bradley, Associate Vice Chancellor, Workforce Strategy, Equity & Engagement

The ConnectCarolina Finance system is being upgraded to the latest software version to include important security, accessibility and functional updates and we’d like to call your attention to a few things.

1. Upgrading the software requires a ConnectCarolina outage.
2. The outage for the HR/Payroll and Finance components begins at NOON on Friday, December 7.
3. Reporting:

• InfoPorte and SAS Visual Analytics reports will be available during the outage weekend with data current as of Thursday, December 6th. Visit the Finance Upgradewebsite for additional information on Reporting.
• The Ad-hoc Queries (RPT) environment will not be available until Tuesday, Dec. 11, 2018 at 7:00 am.

ConnectCarolina Outage Times HR / Payroll and Finance applications will be unavailable beginning at NOON on Friday, Dec. 7 until 7:00 am on Monday, Dec. 10. Student Administration (Faculty & Students):  Beginning at 10:00 pm on Saturday, Dec. 8 until 8:00 am, Sunday, Dec. 9.

Important to Know about the System Outage 

TIM and Viewing Paychecks

• You will not able to use the Self-Service functions such as View Paycheck during the outage. December 7 is a payday, and you will be able to view your paychecks until noon when the HR/Payroll system goes offline.
• The TIM system will be available, but you will not be able to access it using the link in ConnectCarolina.  If you need to use TIM during the outage, go to unctim.unc.edu/employee.
• The Finance Upgrade web page on ccinfo.unc.edu has outage details, key changes you will notice, a list of the specific systems affected, and sample screenshots of changes.

Questions?

Contact the Service Desk at 919-962-HELP or help.unc.edu if you have questions or concerns.  For more information on the outage and changes you can expect (if you work with Finance component­­), go to https://ccinfo.unc.edu/fin-9-2-upgrade/.