Operational Update Meeting December 17, 2020
Description: Operational Update Meeting December 17, 2020 Agenda Financial Planning, Budget and Analysis Anaplan Update Human Resources HR Professional Development HCM Workday Updates Updates by areas: Salary Administration, Benefits Leave, and
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slide1. Operational Update Meeting December 17, 2020<br>
slide2. Agenda Financial Planning, Budget and Analysis
Anaplan Update
Human Resources
HR Professional Development
HCM Workday Updates
Updates by areas: Salary Administration, Benefits / Leave, and Recruitment, Employee Relations, etc
Financial Services
Finance Workday Configuration Updates
General Finance Updates, Information, and Reminders<br>
slide3. Updates from Financial Planning, Budget and Analysis<br>
slide4. Anaplan NSHE’s New Budget Software
Go live early 2021 for the FY22 budget season
Users – those who create or assist with departmental budgets
Logins are tied to employee ACE accounts
Budget timelines and policies are the same<br>
slide5. Anaplan Replaces the current Excel-based budgeting process and forms
Benefits Include
Streamlined budgeting process
Reporting
Position budgeting
Works with Hyland OnBase to attach related documentation
Training information will be distributed via direct email to users and through the Headlines from Business Affairs newsletter<br>
slide6. Anaplan Demo<br>
slide7. Updates from Human Resources<br>
slide8. Feedback Request: Professional Development Survey We need your feedback to understand how we are doing as an institution in offering professional development opportunities for employees.
Please take a moment to complete this brief, two-question survey about your professional development experiences during calendar year 2020. Your responses are completely anonymous.
We’d appreciate your response by December 18, 2020.
The feedback we collect will help us to align our professional development offerings with UNLV’s Top Tier pathway goal of Infrastructure and Shared Governance by advancing staff development and excellence and creating pathways for staff members to excel and grow.
Contact mta@unlv.edu with any questions<br>
slide9. 2021 Virtual Professional Development Seminars Announced! Topics include:
Emotional intelligence
Cultural intelligence
Giving feedback
Conflict resolution
Visit Human Resources' learning and development web page for full course and trainer descriptions, session dates and times, and registration links.
Registration is required; opens six weeks before the series begins, and closes the Monday before the series begins. Attendees must join from a computer with a working video camera and microphone.
If you receive a message that your desired course is full, please add your name to the waitlist. During the 2020 sessions, Human Resources was able to successfully accommodate everyone on the waitlist. Ally training
Women leaders
Crucial conversations
High performing teams
Working with difficult people Topics directly relate to the work we do here on campus. Content is delivered through a combination of presentations, discussions, and active learning to create an engaging environment.
Each topic will be offered in a series of 2-4 sessions. Content will build upon previous discussions, so we encourage you to attend all sessions in a series.<br>
slide10. HCM Workday Updates Contact Anthony Guinan
Reassignment of tasks in Workday<br>
slide11. Reminder: Attachments for Pooled Jobs Contact Connie Nolan
Temporary Hourly (1,000 hour) employees should have the Attachment B of the directive (two pages which the employee signs) attached to hires, additional jobs and any changes moving someone from another job profile into a temporary hourly job. https://www.unlv.edu/sites/default/files/page_files/27/HR-TemporaryHourlyEmployeeDirective.pdf
Letter of Appointments (Salaried) should have the job description, resume and LOA Salaried Agreement attached to hires, additional jobs, and any changes from another job profile into a Letter of Appointment salaried. Job changes to increase the compensation or extend the current job should have a new LOA Salaried Agreement. The Agreement has been revised to include AB3 language. Please use the new version at the HR website. https://www.unlv.edu/hr/alpha-index#L<br>
slide12. Benefits and Leave- Leave Reminders Contact Lily Magana
The federal Families First Coronavirus Response Act (FFCRA) is set to end on 12/31/2020. FFCRA is an extension of the Family Medical Leave Act (FMLA) that covered employees impacted by COVID-19.
University faculty and staff have been using administrative leave with pay afforded to us by the state for the purposes of COVID-19 similar to the FFCRA as it was a richer benefit.
After 12/31/2020, Administrative leave with pay will continue
Request for the usage of admin leave with pay will continue through the Office of Human Resources
Application and medical certification will need to be completed
Absence Management should be contacted for additional information at hrleave@unlv.edu
Change:
For distance learning, administrative leave with pay is limited to 15 weeks per the state’s guidelines for the entire school year (8/2020 - 5/2021).<br>
slide13. Benefits and Leave- Furlough Reminders Contact Lily Magana
PTI’s will not need to take furlough or the 4.6% salary reduction in the month of December 2020.
The furlough and salary reduction will begin on January 1, 2021 through May 31, 2021. The first salary reduction will be noticed on the 2/1/2021 paycheck.
Administrative faculty non-exempt grade A
Full-time employees will have 8 hours of furlough time off uploaded on a monthly basis from 12/1/20 - 5/1/21 for a total of 48 hours or 6 days of furlough days.
Part-time will have a proportionate amount of furlough leave uploaded into Workday based on the FTE on a monthly basis from 12/1/20 - 5/1/21.
Salary reductions will occur in the pay period in which furlough time off is taken.
Academic and administrative faculty can not earn extra-contractual compensation (ECC) while on furlough leave.
The furlough website has been updated with new information (tables for PTIs, Classified, excel tracking forms)<br>
slide14. Recruitment- Temporary Furlough Language Contact Michelle Hogan
Temporary Furlough Language NSHE is finalizing furlough language that will be part of the contracts for classified, admin/academic faculty. PTI’s is pending.<br>
slide15. Recruitment- Updated Forms Academic/Admin Faculty Vacancy Announcement
Classified Vacancy Announcement
LOA Salaried Agreement
Confidentiality Agreement
Essential Functions for Classified, Academic/Admin Faculty https://www.unlv.edu/hr/forms Contact Michelle Hogan<br>
slide16. Recruitment Resources https://www.unlv.edu/hr/search/recruitment-resources Candidate Evaluation Forms
Acceptable/Unacceptable Interview Questions
List of Minority Organizations Contact Michelle Hogan<br>
slide17. Recruitment- Virtual/Remote Interviews https://www.unlv.edu/hr/search/recruitment-resources President/Provost Message on November 24, 2020
“In-person events are suspended and UNLV is not considering exception requests until further notice.”
Virtual interviews will continue until further notice
Review “A Guide to Virtual Interviews” Contact Michelle Hogan<br>
slide18. Recruitment – Training Upcoming Training January 12, 2021 2:00pm – 3:00pm
Recruiting - Covering HR Compliance in your Kickoff Meeting for Search Chairs January 20, 2021 10:00am – 11:00am
Navigating Workday Recruiting Basics for Search Chairs/Coordinators/Committee January 29, 2021 11:00am – 12:00pm
Offer Process for Business/Hiring Managers and HR Liaisons REGISTER
https://www.unlv.edu/hr/calendar Contact Michelle Hogan<br>
slide19. Business Title Changes for Academic/Administrative Staff Contact Damaris Aguirre
We are offering clarification on how departments should submit business title changes for academic/administrative staff.
Note: To maintain consistency with state and NSHE regulations, business title changes for classified staff are not permitted. Classified staff business titles must match the official classification and job profile in Workday.
Definition:
Compensation/Classification defines a business title change as a change in a position’s working title without affecting the position’s compensation or defined job profile and grade.
Change:
Effective immediately, Compensation/Classification will discontinue monitoring the titlechge@unlv.edu email for title changes and, will review business title changes solely via Workday.<br>
slide20. Compensation - Business Title Changes Contact Damaris Aguirre
General Info:
Departments at the University are to ensure correct business titles are associated with any given position. In the event that there is need to change/modify a business title, the department must submit appropriate business title changes for review.
Departments should not commit a position to business title change without obtaining HR’s approval first. Appropriate coordination should occur.
Department business manager or HR liaison will be responsible for obtaining appropriate PDQs, as applicable for submission and review.
Business title changes must be supported by department head/VP area prior to submitting to HR.<br>
slide21. Compensation- Business Title Changes Contact Damaris Aguirre
Administrative Staff:
For filled positions, initiate the “Edit Position” business process, use reason> Edit Job Duties
● Attach the revised PDQ with new business title
● Justification and approval from appointing authority (Provost/VP)
For vacant positions, initiate the “Edit Position Restrictions” business process, use reason> Edit Job Duties
● Initiate this process prior to recruitment
● Attach the revised PDQ with new business title
● Justification and approval from appointing authority (Provost/VP)<br>
slide22. Compensation- Business Title Changes Contact Damaris Aguirre
Academic Staff:
For filled positions, initiate the “Edit Position” business process, use reason> Edit Job Duties
● Justification to include new business title and approval from appointing authority (Provost/VP)
For vacant positions, initiate the “Edit Position Restrictions” business process, use reason> Edit Job Duties
● Initiate this process prior to recruitment
Justification to include new business title and approval from appointing authority (Provost/VP)
Please contact your Compensation/Classification representative if you have any questions.<br>
slide23. Updates from Financial Services<br>
slide24. FIN Workday Configuration Updates In Production: New metric reports
AdHoc Payments count by payment status, payment type and accounting date - FIN - CR(UNLV)
Expense reports count by accounting date - FIN - CR(UNLV)
Expense Reports count by payment type - FIN - CR(UNLV)
Spend Authorizations Cash Advance Count by Accounting Date - FIN - CR(UNLV)
Supplier Payments count by payment type and accounting date - FIN - CR(UNLV)
In Progress
Eliminate future date on Cash Sale<br>
slide25. Unrelated Business Income Tax (UBIT) Definition - income from a trade or business, regularly carried on, that is not substantially related to the tax exempt purpose of the organization
Filing requirements - annually by the 15th day of the 5th month of the end of the tax year if you have unrelated business income of $1,000 or more (for FY20 extended due date to NSHE on January 11, 2021)
Penalties - Subject to interest and penalty charges if we file late or fail to pay the taxes when due
Examples of UNLV departments filing this information previously - The Performing Arts Center; Thomas & Mack Center, Sam Boyd Stadium and the Cox Pavillion; Campus Life; Dental Faculty Practice; and Parking
Click this link for more information about unrelated business income tax<br>
slide26. W-2s now available in Workday Employees are now able to receive electronic copies of their W-2s for 2018 and later years.
• A job aid is available with instructions for how to access W-2s
• 2018 and 2019 W-2s are available for download now. 2020 documents will be available in Workday at the end of January 2021
Paperless elections from ADP do not carry over into Workday.
• To discontinue receiving paper tax documents, please reference the job aid or contact the Workday Support Team at workdaysupport@unlv.edu
Reference: Business Affairs Headlines<br>
slide27. Salary Obligations and Furloughs Furlough Earning is not tied to a compensation plan
Workday not configured to reduce earning commitments and obligations.
When reviewing your manager balance reports, be mindful that salary obligation are calculate at full salary amount<br>
slide28. Monthly Check Printing – Payments Accounts Payable will print and mail paper checks for suppliers once a month during the COVID-19 pandemic.
Drive-up services are provided. The check(s) will be delivered to your vehicle at the south entrance to CSB at the scheduled time. Please have your UNLV employee I.D. available at the time of pickup.
Accounts Payable has scheduled monthly check pick-up and distribution for the rest of the year:
Tuesday, December 30
To arrange check pickup, please email racquel.rodriguez@unlv.edu prior to 7 p.m. the day before the distribution date.
Please contact accountspayable@unlv.edu for any urgent payments<br>
slide29. Thank you and Happy Holidays 17 meetings in CY 2020; 15 held remotely
Average attendance – 135+ attendees. Thank YOU!
Thank you to our business affairs colleagues who presented on various topics throughout the year
To all, Happy Holidays and Best Wishes in the new year! Stay safe!<br>
slide30. Reminders Next Meeting
Date: Thursday, January 14, 2021
Time: 9 a.m. – 10 a.m.
Visit the Headlines from Business Affairs website to download a comprehensive copy of this PowerPoint presentation
Complete a short survey to let us know how we can improve
Send questions and suggestions to headlines@unlv.edu<br>
slide31. Questions?<br>
slide2. Agenda Financial Planning, Budget and Analysis
Anaplan Update
Human Resources
HR Professional Development
HCM Workday Updates
Updates by areas: Salary Administration, Benefits / Leave, and Recruitment, Employee Relations, etc
Financial Services
Finance Workday Configuration Updates
General Finance Updates, Information, and Reminders<br>
slide3. Updates from Financial Planning, Budget and Analysis<br>
slide4. Anaplan NSHE’s New Budget Software
Go live early 2021 for the FY22 budget season
Users – those who create or assist with departmental budgets
Logins are tied to employee ACE accounts
Budget timelines and policies are the same<br>
slide5. Anaplan Replaces the current Excel-based budgeting process and forms
Benefits Include
Streamlined budgeting process
Reporting
Position budgeting
Works with Hyland OnBase to attach related documentation
Training information will be distributed via direct email to users and through the Headlines from Business Affairs newsletter<br>
slide6. Anaplan Demo<br>
slide7. Updates from Human Resources<br>
slide8. Feedback Request: Professional Development Survey We need your feedback to understand how we are doing as an institution in offering professional development opportunities for employees.
Please take a moment to complete this brief, two-question survey about your professional development experiences during calendar year 2020. Your responses are completely anonymous.
We’d appreciate your response by December 18, 2020.
The feedback we collect will help us to align our professional development offerings with UNLV’s Top Tier pathway goal of Infrastructure and Shared Governance by advancing staff development and excellence and creating pathways for staff members to excel and grow.
Contact mta@unlv.edu with any questions<br>
slide9. 2021 Virtual Professional Development Seminars Announced! Topics include:
Emotional intelligence
Cultural intelligence
Giving feedback
Conflict resolution
Visit Human Resources' learning and development web page for full course and trainer descriptions, session dates and times, and registration links.
Registration is required; opens six weeks before the series begins, and closes the Monday before the series begins. Attendees must join from a computer with a working video camera and microphone.
If you receive a message that your desired course is full, please add your name to the waitlist. During the 2020 sessions, Human Resources was able to successfully accommodate everyone on the waitlist. Ally training
Women leaders
Crucial conversations
High performing teams
Working with difficult people Topics directly relate to the work we do here on campus. Content is delivered through a combination of presentations, discussions, and active learning to create an engaging environment.
Each topic will be offered in a series of 2-4 sessions. Content will build upon previous discussions, so we encourage you to attend all sessions in a series.<br>
slide10. HCM Workday Updates Contact Anthony Guinan
Reassignment of tasks in Workday<br>
slide11. Reminder: Attachments for Pooled Jobs Contact Connie Nolan
Temporary Hourly (1,000 hour) employees should have the Attachment B of the directive (two pages which the employee signs) attached to hires, additional jobs and any changes moving someone from another job profile into a temporary hourly job. https://www.unlv.edu/sites/default/files/page_files/27/HR-TemporaryHourlyEmployeeDirective.pdf
Letter of Appointments (Salaried) should have the job description, resume and LOA Salaried Agreement attached to hires, additional jobs, and any changes from another job profile into a Letter of Appointment salaried. Job changes to increase the compensation or extend the current job should have a new LOA Salaried Agreement. The Agreement has been revised to include AB3 language. Please use the new version at the HR website. https://www.unlv.edu/hr/alpha-index#L<br>
slide12. Benefits and Leave- Leave Reminders Contact Lily Magana
The federal Families First Coronavirus Response Act (FFCRA) is set to end on 12/31/2020. FFCRA is an extension of the Family Medical Leave Act (FMLA) that covered employees impacted by COVID-19.
University faculty and staff have been using administrative leave with pay afforded to us by the state for the purposes of COVID-19 similar to the FFCRA as it was a richer benefit.
After 12/31/2020, Administrative leave with pay will continue
Request for the usage of admin leave with pay will continue through the Office of Human Resources
Application and medical certification will need to be completed
Absence Management should be contacted for additional information at hrleave@unlv.edu
Change:
For distance learning, administrative leave with pay is limited to 15 weeks per the state’s guidelines for the entire school year (8/2020 - 5/2021).<br>
slide13. Benefits and Leave- Furlough Reminders Contact Lily Magana
PTI’s will not need to take furlough or the 4.6% salary reduction in the month of December 2020.
The furlough and salary reduction will begin on January 1, 2021 through May 31, 2021. The first salary reduction will be noticed on the 2/1/2021 paycheck.
Administrative faculty non-exempt grade A
Full-time employees will have 8 hours of furlough time off uploaded on a monthly basis from 12/1/20 - 5/1/21 for a total of 48 hours or 6 days of furlough days.
Part-time will have a proportionate amount of furlough leave uploaded into Workday based on the FTE on a monthly basis from 12/1/20 - 5/1/21.
Salary reductions will occur in the pay period in which furlough time off is taken.
Academic and administrative faculty can not earn extra-contractual compensation (ECC) while on furlough leave.
The furlough website has been updated with new information (tables for PTIs, Classified, excel tracking forms)<br>
slide14. Recruitment- Temporary Furlough Language Contact Michelle Hogan
Temporary Furlough Language NSHE is finalizing furlough language that will be part of the contracts for classified, admin/academic faculty. PTI’s is pending.<br>
slide15. Recruitment- Updated Forms Academic/Admin Faculty Vacancy Announcement
Classified Vacancy Announcement
LOA Salaried Agreement
Confidentiality Agreement
Essential Functions for Classified, Academic/Admin Faculty https://www.unlv.edu/hr/forms Contact Michelle Hogan<br>
slide16. Recruitment Resources https://www.unlv.edu/hr/search/recruitment-resources Candidate Evaluation Forms
Acceptable/Unacceptable Interview Questions
List of Minority Organizations Contact Michelle Hogan<br>
slide17. Recruitment- Virtual/Remote Interviews https://www.unlv.edu/hr/search/recruitment-resources President/Provost Message on November 24, 2020
“In-person events are suspended and UNLV is not considering exception requests until further notice.”
Virtual interviews will continue until further notice
Review “A Guide to Virtual Interviews” Contact Michelle Hogan<br>
slide18. Recruitment – Training Upcoming Training January 12, 2021 2:00pm – 3:00pm
Recruiting - Covering HR Compliance in your Kickoff Meeting for Search Chairs January 20, 2021 10:00am – 11:00am
Navigating Workday Recruiting Basics for Search Chairs/Coordinators/Committee January 29, 2021 11:00am – 12:00pm
Offer Process for Business/Hiring Managers and HR Liaisons REGISTER
https://www.unlv.edu/hr/calendar Contact Michelle Hogan<br>
slide19. Business Title Changes for Academic/Administrative Staff Contact Damaris Aguirre
We are offering clarification on how departments should submit business title changes for academic/administrative staff.
Note: To maintain consistency with state and NSHE regulations, business title changes for classified staff are not permitted. Classified staff business titles must match the official classification and job profile in Workday.
Definition:
Compensation/Classification defines a business title change as a change in a position’s working title without affecting the position’s compensation or defined job profile and grade.
Change:
Effective immediately, Compensation/Classification will discontinue monitoring the titlechge@unlv.edu email for title changes and, will review business title changes solely via Workday.<br>
slide20. Compensation - Business Title Changes Contact Damaris Aguirre
General Info:
Departments at the University are to ensure correct business titles are associated with any given position. In the event that there is need to change/modify a business title, the department must submit appropriate business title changes for review.
Departments should not commit a position to business title change without obtaining HR’s approval first. Appropriate coordination should occur.
Department business manager or HR liaison will be responsible for obtaining appropriate PDQs, as applicable for submission and review.
Business title changes must be supported by department head/VP area prior to submitting to HR.<br>
slide21. Compensation- Business Title Changes Contact Damaris Aguirre
Administrative Staff:
For filled positions, initiate the “Edit Position” business process, use reason> Edit Job Duties
● Attach the revised PDQ with new business title
● Justification and approval from appointing authority (Provost/VP)
For vacant positions, initiate the “Edit Position Restrictions” business process, use reason> Edit Job Duties
● Initiate this process prior to recruitment
● Attach the revised PDQ with new business title
● Justification and approval from appointing authority (Provost/VP)<br>
slide22. Compensation- Business Title Changes Contact Damaris Aguirre
Academic Staff:
For filled positions, initiate the “Edit Position” business process, use reason> Edit Job Duties
● Justification to include new business title and approval from appointing authority (Provost/VP)
For vacant positions, initiate the “Edit Position Restrictions” business process, use reason> Edit Job Duties
● Initiate this process prior to recruitment
Justification to include new business title and approval from appointing authority (Provost/VP)
Please contact your Compensation/Classification representative if you have any questions.<br>
slide23. Updates from Financial Services<br>
slide24. FIN Workday Configuration Updates In Production: New metric reports
AdHoc Payments count by payment status, payment type and accounting date - FIN - CR(UNLV)
Expense reports count by accounting date - FIN - CR(UNLV)
Expense Reports count by payment type - FIN - CR(UNLV)
Spend Authorizations Cash Advance Count by Accounting Date - FIN - CR(UNLV)
Supplier Payments count by payment type and accounting date - FIN - CR(UNLV)
In Progress
Eliminate future date on Cash Sale<br>
slide25. Unrelated Business Income Tax (UBIT) Definition - income from a trade or business, regularly carried on, that is not substantially related to the tax exempt purpose of the organization
Filing requirements - annually by the 15th day of the 5th month of the end of the tax year if you have unrelated business income of $1,000 or more (for FY20 extended due date to NSHE on January 11, 2021)
Penalties - Subject to interest and penalty charges if we file late or fail to pay the taxes when due
Examples of UNLV departments filing this information previously - The Performing Arts Center; Thomas & Mack Center, Sam Boyd Stadium and the Cox Pavillion; Campus Life; Dental Faculty Practice; and Parking
Click this link for more information about unrelated business income tax<br>
slide26. W-2s now available in Workday Employees are now able to receive electronic copies of their W-2s for 2018 and later years.
• A job aid is available with instructions for how to access W-2s
• 2018 and 2019 W-2s are available for download now. 2020 documents will be available in Workday at the end of January 2021
Paperless elections from ADP do not carry over into Workday.
• To discontinue receiving paper tax documents, please reference the job aid or contact the Workday Support Team at workdaysupport@unlv.edu
Reference: Business Affairs Headlines<br>
slide27. Salary Obligations and Furloughs Furlough Earning is not tied to a compensation plan
Workday not configured to reduce earning commitments and obligations.
When reviewing your manager balance reports, be mindful that salary obligation are calculate at full salary amount<br>
slide28. Monthly Check Printing – Payments Accounts Payable will print and mail paper checks for suppliers once a month during the COVID-19 pandemic.
Drive-up services are provided. The check(s) will be delivered to your vehicle at the south entrance to CSB at the scheduled time. Please have your UNLV employee I.D. available at the time of pickup.
Accounts Payable has scheduled monthly check pick-up and distribution for the rest of the year:
Tuesday, December 30
To arrange check pickup, please email racquel.rodriguez@unlv.edu prior to 7 p.m. the day before the distribution date.
Please contact accountspayable@unlv.edu for any urgent payments<br>
slide29. Thank you and Happy Holidays 17 meetings in CY 2020; 15 held remotely
Average attendance – 135+ attendees. Thank YOU!
Thank you to our business affairs colleagues who presented on various topics throughout the year
To all, Happy Holidays and Best Wishes in the new year! Stay safe!<br>
slide30. Reminders Next Meeting
Date: Thursday, January 14, 2021
Time: 9 a.m. – 10 a.m.
Visit the Headlines from Business Affairs website to download a comprehensive copy of this PowerPoint presentation
Complete a short survey to let us know how we can improve
Send questions and suggestions to headlines@unlv.edu<br>
slide31. Questions?<br>