Office of Human Resources - Manager News

7.1.08
Faculty Renewals Online

Managers can now complete faculty renewals online. more

5.21.08
Intermittent MSS Processing Problems

The HR Data Management team has identified an intermittent problem with processing MSS, Ad Hoc Salary Changes and Promotions. 
If you are experiencing any problems, please contact the Employee Service Center immediately at 480.965.2701
or fill out a Customer Service ticket at www.asu.edu/hr/askhr.  

03.11.08
OHR improves MSS Promotion process

Questions? Benefits Design & Management 480.965.2701 HR Data Management 480.965.9546

The Office of Human Resources has eliminated the HR review step from the MSS Promotion process.
The streamlined process will now update an employee’s job record immediately after department manager approval. 

Managers should use MSS Promotion to promote employees into vacant positions that report to them. Use Position Management to promote an employee for non-competitive career advancement in the same position.

Be sure to assess how the promotion will affect the employee’s benefits because the employee’s job record will be immediately updated upon approval. Call Benefits Design & Management if you have any questions regarding benefits.

The MSS Promotion process now offers:

• additional information within your list of employees to facilitate the promotion process;
• the option to select a variable compensation frequency for faculty and graduates;
• message alerts when a change may affect an employee’s pay or benefits; and
• synchronization of the job record update with compensation-related information.

Managers cannot use the MSS Promotion process to promote existing contract employees.
Contact the Human Resource Data Management team when you want to promote a contract employee.

For a more detailed look at the changes to the MSS Promotion process, read the training materials listed under Related Links.

02.20.08
OHR improves Reports To process

The Reports To process now only takes one business day because OHR has eliminated the OHR review step.  This improvement only applies to a change in the Reports To information on an existing position using the Position Management “Create/Modify Positions” functionality.   

NOTE: If you change other position information at the same time, the transaction must go to OHR for review. When evaluated, OHR will manually update the job records.

If you need more information on how to make a Reports To change, go to:
Make Corrections to get Your Employee on the Promote Employee List.

 

Manager Self-Service and Position Management Process Adaptations

	Current Process	Changes	Comments
MSS – Ad Hoc Salary Change	Once approved by unit, changes are reviewed by OHR and then entered into Job Record by OHR.	Once approved by unit, transaction will directly update the database.  Error transactions will need to be cleared by OHR. Target Date for implementation: Jan 14, 2008	Will allow a much quicker turnaround, as transactions will immediately populate job database. Transaction for current pay period needs to be completed by payroll deadlines.
Position – Modify Supervisor “reports to”	Once submitted, still must be approved by Central Process	Once approved by unit, will directly update the database.  Will update job record with effective date entered in position change. Target Date for implementation: February Will allow a much quicker turnaround, as transactions will immediately populate job database. Transaction for current pay period needs to be completed by payroll deadlines. Incorrect effective dates may cause issues with the job record.	Will allow a much quicker turnaround, as transactions will immediately populate job database. Transaction for current pay period needs to be completed by payroll deadlines. Incorrect effective dates may cause issues with the job record.
MSS – Promotion	Once approved by unit reviewed by OHR and entered into Job Record by OHR.	Once approved by unit, will directly update the database.  Error transactions will need to be cleared by OHR. Target Date for implementation:: February	Will allow a much quicker turnaround, as transactions will immediately populate job database. Transaction for current pay period need to be completed by payroll deadlines
MSS – Terminations	Dates entered by units and the database is immediately updated.	Target Date for implementation: Jan 14, 2008	Back dating “retroactive” transactions must be approved and entered by OHR.  Retroactive dates frequently generate compliance issues.

 

Manager Self-Service Enhancements

QUESTIONS? HR Compensation 480.965.2702 www.asu.edu/hr/partners/areas_of_responsibility.html

The ad-hoc salary adjustment transaction has been enhanced to allow the transaction to immediately update the employee’s job and bypass the Human Resource approval step.  This is will expedite the processing of salary adjustments.

• The submitter and approver of the ad-hoc salary adjustment transaction will receive email notification that the database has been updated upon approval of the transaction.  If there is an issue with the transaction, the email will indicate that the transaction requires administrator attention and HR will need to review and, if necessary, correct the transaction.
• The functionality requires that the ad-hoc salary adjustments be made on a pay period beginning date and not more than 30 days in the future. If the payroll process has been started and an ad-hoc salary adjustment has not been completed, it will need to be denied by the approver and resubmitted with an effective date of the next pay period beginning date.
• The employee selection page has been improved by adding the employee’s record number and position number for assistance in selecting the correct job when an employee has multiple jobs.
• An Action Reason is required when entering the salary adjustment and a Help link has been provided to aid in selecting the appropriate reason.
• A system check has been added to prevent entering a salary adjustment where the change percent is greater than and equal to +/- 50%.  Please contact HR Compensation for changes greater than +/- 50%.

The termination transaction has been enhanced to prevent entering an effective date of the termination that is prior to a payroll period end date that is in process or has already been processed.

Text has been added to the page to provide clarity on the difference between the termination date and the effective date of the termination.

The system treats the effective date that you enter as the day the termination starts and the first day the employee is no longer paid. For example, if the worker's last day of employment is June 1, set the effective date of termination or retirement as June 2 because that’s when the termination begins. If you set it as June 1, the employee isn't paid for the last day of work.

Revised I-9 Form

The U.S. Citizenship and Immigration Service (USCIS) has issued a revised I-9 Employment Eligibility and Verification Form. The most significant change to the revised I-9 form is the elimination of five documents from "List A." You must use the revised I-9 form no later than December 26, 2007. Please destroy all prior versions of the I-9 form you may have in your unit.

Now would be a good time to retrain your employees who sign and accept I-9 forms on behalf of ASU on all aspects of the I-9 form. We have developed an online training module that should be completed by January 14, 2008. The online training takes approximately 20 minutes.

Enroll your employees in the training by sending an email to I-9@asu.edu.

Revised I-9 For Legal Arizona Workers Act
(a.k.a. Arizona Employer Sanctions Law)

Beginning January 1, 2008, this new state law will require ASU to verify the social security numbers of all new hires through the Department of Homeland Security (DHS). The Office of Human Resources has enrolled in the E-Verify program and will take responsibility for running social security numbers of all hires through the DHS database. There is no action needed on your part to ensure compliance with the new Act.

If you have any questions about the revised I-9 form, online training, or the E-Verify process, send an email to I-9@asu.edu.