Monthly HRMS Advisory Meeting

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October 18, 2022

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Agenda

• Welcome new members to the HRMS Advisory Leadership Team!
• Payroll Updates
• Leave Management Update
• Open Enrollment
• Open PEAK positions
• Talent Acquisition Analytics Advisory Group

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Welcome & Meeting Protocols

With an online meeting of well over 100 participants, the host will be placing all participants on mute to reduce distractions and interruptions

Given the number of folks in attendance, questions should be submitted via the chat function of Zoom.

All other follow up questions should be submitted to the OHR Contact Center at ohr@umn.edu. OHR Operations expects to provide follow up materials and individual answers following the meeting.

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Accessibility Check-in

• Audio transcript is on
• Is there something we can do to make the HRMS Advisory meeting more accessible for you or a colleague?
• Send your feedback to Heather Kidd - Kidd0029@umn.edu

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Advisory Meeting Topics

To attempt to address the most important questions and topics in the ongoing HRMS Advisory Meeting Agenda, a 3 step process has been developed -

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Members submit suggested topics and questions via this form

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HRMS Advisory Executive Committee meets biweekly to determine most critical and timely topics and sets the agenda

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Committee works across units and OHR to provide best guidance or input at subsequent meeting

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HRMS Advisory Leadership Team

• Welcome Jess Neau
• Welcome Justin Yarrington

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Payroll Update

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New Faces in Payroll Services

• Adam Hanson - International Employment Consultant
• Hannah Mein - Payroll Specialist
• Hannah Schaffer - Student Payroll Assistant

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Payroll Update

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• Overpayments
• Revised Policy

https://hr.umn.edu/sites/hr.umn.edu/files/2022-09/Overpayment_collection%20process_9-30-22.pdf

• Reminder to use the new form

HR-Community/Payroll-Administration/Payroll-Forms

• Payroll Update & Off-cycle FAQs

https://hr.umn.edu/HR-Community/Payroll-Administration/Payroll-Forms

• Quarterly Time and Absence Audit starting this week

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Payroll Update

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Preparing for Year-end - Missing Social Security Numbers

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Payroll Services needs your help…

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• Please contact your new foreign national employees to obtain their social security numbers.
• These need to be entered into PeopleSoft for year-end wage and tax reporting.
• Best practices:
• View the social security card to make sure the name in PeopleSoft matches the name on the social security card.
• Check I-9 Express to make sure the social security number is entered there as well.

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Payroll Update

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Pay period ending 11/20/22 - "Payroll close during Thanksgiving week"

Time and Absence deadline is changed to 12:00 noon on Tuesday Nov. 22nd, Job Data deadline is at the end of day that day as well. Pre-confirm payroll reports will be available by 7am on Wednesday Nov. 23rd. Payroll Update deadline is changed to Wednesday, Nov. 23rd at 1pm.

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Pay period ending 12/18/22 - "Payroll close during Christmas week"

Time and Absence deadline is changed to 12:00 noon on Tuesday Dec. 20th, Job Data deadline is at the end of day that day as well. Pre-confirm payroll reports will be available by 7am on Wednesday Dec. 21st. Payroll Update deadline is changed to Wednesday, Dec. 21st at 3pm.

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Here is a link to the payroll cutoff calendar:

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https://hr.umn.edu/sites/hr.umn.edu/files/2022-06/payroll_cutoff_calendar_fy23_.pdf

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Student Worker/Temp Casual Pay Rate Update

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How many were done? Approximately 6200 were loaded centrally by HRMS

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Was an audit done to make sure all job records were captured? The minimum wage increase is an annual project so there is a documented process to run reports before the update for data cleanup, as well as capture anyone below the minimum wage and future dated rows below the minimum.

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Pay change notices are not needed for undergraduate students who received a pay increase to $15/hr, the university-wide communication from VP Ken Horstman served that purpose.

OHR Compensation has provided HR Leads with wage change memos for all employees (non-undergraduate student workers) that were increased to $15/hr centrally.

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For a full list of those who received pay increases, a report is now available. To access this report, navigate to MyU / Key Links / Reporting Center and find the report labeled Employees with Change of Job Data in Pay Period. Enter 9/26/2022 as the pay begin date, enter college code, and click view results.

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Leave Management Team Update

• On track for December 1st go live
• Developing training
• Creating procedure documents
• Communication plan is in progress
• User Acceptance testing for PeopleSoft functionality will start mid November

Positions:

• Leave Manager will start 10/31/2022
• Leave Specialist - 2 out of 5 roles filled
• Leave Coordinator - 1 opening

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Open Enrollment

Enrollment for 2023 plans will be open November 1-30

https://hr.umn.edu/Benefits/Open-Enrollment

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Reminder!! Employees do need to re-enroll in FSA (dependent and health care) every year. This does not roll over.

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Open PEAK Positions

Leave of Absence Specialist - Job ID:350729 (x3)

Leave of Absence Coordinator - Job ID:350731

• questions about roles reach out to Tina Derby tderby@umn.edu

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Staffing Ops Manager - Job ID:352127

• questions about role reach out to Amy Kucera kuce0011@umn.edu
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WFDM - HR Mgr. 2 - Job ID: 351225

• questions about role reach out to Chris Boldon cboldon@umn.edu

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Talent Acquisition Analytics Advisory Group

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Wish you had insights into data related to finding and hiring talented employees?

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Nominate people from your unit to our Advisory Group!

Email Chris Boldon (cboldon@umn.edu)

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Question and Answer Session

Follow up questions should be submitted to the OHR Contact Center at ohr@umn.edu. OHR Operations expects to provide follow up materials and individual answers following the meeting.

Please submit questions using the the chat function in Zoom.