Operational Update Meeting November 18, 2021
Description: Operational Update Meeting November 18, 2021 Agenda Business Affairs Customer Service Survey NSHE Legacy Project Human Resources General HR Updates Updates by areas: Salary Administration, Benefits Leave, and Recruitment, Employee
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slide1. Operational Update Meeting November 18, 2021<br>
slide2. Agenda Business Affairs
Customer Service Survey
NSHE Legacy Project
Human Resources
General HR 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 Business Affairs<br>
slide4. Business Affairs Customer Service Survey Contact Heather Ortiz
Business Affairs Customer Service survey
The survey consists of 24 questions
We pose the same question for different areas within the division
Option to provide detailed feedback
Responses are anonymous
Estimated time to complete is 5 to 10 minutes
The survey will close on December 1, 2021.
Responses will help us to improve service
Visit the Headlines from Business Affairs webpage to see some of the steps we’re taking to address feedback we received from last year’s survey<br>
slide5. NSHE Legacy Project Contact Susan Wynn
NSHE retiring mainframe legacy data systems on December 1, 2021:
Advantage, HRMS, SIS
An interdisciplinary UNLV project and stakeholder group was assembled in May (BA, HR, OIT, Student Services, Research).
NSHE Financial Data Warehouse (FDW) will still exist and is not affected.
FDW user interface will not be repaired if it fails.
UNLV has now obtained the data required for retention and is working on developing tools for in-house access.<br>
slide6. NSHE Legacy Project, Advantage Contact Susan Wynn
Advantage
Requirements gathering determined that FDW data was appropriate since it came from Advantage, thus no data was retained from Advantage itself.
We did completely copy the FDW for contingency access.
Local end user access mechanism is under development and is low priority since FDW still exists.
Please let us know immediately if there is a critical business need for Advantage data that is not in the FDW.<br>
slide7. NSHE Legacy Project, HRMS and SIS Contact Susan Wynn
HRMS
This has been copied completely. OIT is working with HR on designing a reporting mechanism using the new SAS Viya tool.
This is under development and anticipated to be selectively available in January 2022 (e.g. Benefits team).
This means there will be no legacy HRMS data access in December 2021.
SIS
All legacy student data was long ago brought over to various UNLV systems. Non-issue.<br>
slide8. Updates from Human Resources<br>
slide9. General HR Updates Contact Cheri Carley
EMERGENCY COVID-19 EMPLOYEE VACCINATION POLICY
TITLE 2 – Nevada System of Higher Education CODE, CHAPTER 12
Direct link to policy:
https://nshe.nevada.edu/wp-content/uploads/file/BoardOfRegents/Handbook/title2//T2-CH12%20Emergency%20COVID-19%20Employee%20Vaccination%20Policy.pdf
UNLV webpage:
https://www.unlv.edu/coronavirus/vaccine-mandate
Put questions about the policy or process in the chat
This is not the forum to share/discuss opinions about the policy<br>
slide10. NSHE Vax Policy (hires on/before Sep 30) Where are we?
Employees hired on or before 9/30/2021
must have proof of a complete vax series
OR
have an approved religious or medical waiver
...on file with HR on or before December 1, 2021
If the employee does not meet this condition of employment, a notice of termination will be issued stating that their employment will be terminated as of December 31, 2021. Non-compliant employees have been notified multiple times through both email and USPS mail to their home address of record.<br>
slide11. NSHE Vax Policy (hires on / before Sep 30) Then what?
After the notice of termination is issued, but on or before December 31, employee may file a
Request for Reconsideration - for mistake of fact only
OR
Request for Stay - only if have received the first dose of a two-dose vax series, then must provide proof of second dose
This information will be included in the notice of termination.<br>
slide12. NSHE Vax Policy - Key Points (hires on/before Sep 30) Waiver requests must be submitted to HR on or before Dec 1.
waiver must fully complete on the required waiver request form
provide all requested information and certifications that are necessary to review and evaluate the request
be submitted to HR through the google submission form
No requests will be considered if it is submitted employee after Dec 1
Student employees must comply with the immunization policy as a student and the NSHE vax policy as an employee.
These are two separate processes. Get the word out!
Appointing authority will be notified of employees who received the notice of termination<br>
slide13. NSHE Vax Policy - Key Points (hires on/after Oct 1) All new hires/rehires must comply with the policy BEFORE they can start work
this is a condition of employment
if they have already complied due to a previous role, that is sufficient
Information regarding the employee mandate available here: https://www.unlv.edu/coronavirus/vaccine-mandate
Questions can be directed to HRVax@unlv.edu.<br>
slide14. Salary Administration Contact Connie Nolan
Reminders:
Spring Part-time Instructor instructions have been sent to all employees with the administrative assistant role in Workday. Please review the message from HR Info for more details.
If hiring remote workers from out of state, please reach out to your salary administration analyst for assistance with the Form I-9. The process must be completed by the first day of work.<br>
slide15. Student Employment Contact Theresa Barrett Clark
Eligibility rule reviewed and approved by SEAC/Provost/CPO - students at other NSHE institutions are not eligible for student employment at UNLV.
Please submit any current student employee names to me via email, theresa.barrettclark@unlv.edu, prior to January 1 to grandfather them in.<br>
slide16. Recruitment Contact Michelle Hogan
Search Advocate Pilot Program
https://www.unlv.edu/hr/search-advocate
Advocates are still available to partner with search committees for Academic and Administrative Faculty positions
Contact: Michelle Hogan or Nicole Hawkins for more information<br>
slide17. Employee Relations Jared Christensen Kristen Lowrimore Regina Rivera Allyson Alexander Lucy Pineda-Roman<br>
slide18. ER Partnerships<br>
slide19. ER<br>
slide20. Jared Christensen Academic Resources
Compliance/Title IX/EEO
Faculty Affairs
Faculty Senate
General Counsel
Philanthropy & Alumni Engagement
President/University Support
Provost Administration Support<br>
slide21. Kristen Lowrimore Academic Success Center
Business Affairs
College of Business
College of Education
College of Engineering
Decision Support
Educational Outreach
Government Affairs
Graduate College
Integrated Marketing
Lincy Institute/ Mountain West
Top Tier Initiatives<br>
slide22. Regina Rivera Academic Programs
College of Fine Arts
College of Hospitality
Diversity Initiatives
Honors College
Intercollegiate Athletics/TMC/National Athletic Association
Law School
Liberal Arts
Library
Student Affairs
Undergraduate Education & Student Success (Online Education)<br>
slide23. Allyson Alexander College of Sciences
College of Urban Affairs
Integrated Health Sciences
Office of Information Technology
Police Services
Research and Economic Development (VPRED)
School of Dental Medicine
School of Medicine
School of Nursing
School of Public Health<br>
slide24. Lucy Pineda-Roman Administrative support
Unemployment
Performance evaluations<br>
slide25. Located in the Campus Services Building Just a phone call away 702-895-5984
employeerelations@unlv.edu<br>
slide26. Updates from Financial Services<br>
slide27. FIN Workday Configuration Updates Contact Elora Paik
Sprint#5 - last minute wins
Drilldowns on Discovery Boards
Projects, Journal Lines, and Business Assets
Asset Alert - REQ, PO, SI -
Please review lines with trackable spend categories (...greater than 50...please distribute items into multiple lines...)
WD2021R2 - deployed activity stream and comments on supplier invoice adjustments
Award Activity Reconciliation (V2) - FIN - CR (NSHE) - corrected report
Sprint#6
GASB87 - New Ledgers for Lease - Payments for Buildings/Offices and Equipment and Land (testing)<br>
slide28. FIN Discovery Boards and Drilldowns Contact Mike Ellison - mike.ellison@unlv.edu<br>
slide29. Purchasing and PCard Contact Betsy Drellack
New Series starting in January: Debunking Purchasing and PCard Myths and Legends Call to Action: Send your questions, comments, suggestions, items that need to be clarified, myths, and/or legends to betsy.drellack@unlv.edu.<br>
slide30. Payment Card Industry (PCI) Compliance Contact Kahaunani Hernandez
Active Merchant Accounts:
Compliance Portal (CampusGuard Central)
Merchant specific SAQ
Merchant Inventory
Annual PCI Training
Please contact kahaunani.hernandez@unlv.edu with any questions<br>
slide31. Payroll Contact Cindy Fitzgerald
Student/Hourly Time Entry
2022 Payroll Schedule
https://payroll.nshe.nevada.edu/essentials/payroll-calendar/
Coming soon: Training for Hourly Employee Supervisors on Time Entry (be on the lookout for an invitation)<br>
slide32. Check Printing – November Payments Accounts Payable continues to issue weekly ACH payments with paper checks issued once a month.
Check printing for November is today: Thursday, November 18 (NOTE: Early to accommodate 4-day Thanksgiving weekend and holiday mailing)
Drive-up services are provided on the date of printing for those checks that require special handling. Please email racquel.rodriguez@unlv.edu to arrange check pickup.
Check Distribution for December will be: Monday, December 27, 2021
Please recommend that suppliers register for ACH payment as the most convenient and expedient method to receive payments.
Please contact accountspayable@unlv.edu for any urgent payments.<br>
slide33. Reminders Next Meeting
Date: Thursday, December 16, 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>
slide34. Questions?<br>
slide2. Agenda Business Affairs
Customer Service Survey
NSHE Legacy Project
Human Resources
General HR 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 Business Affairs<br>
slide4. Business Affairs Customer Service Survey Contact Heather Ortiz
Business Affairs Customer Service survey
The survey consists of 24 questions
We pose the same question for different areas within the division
Option to provide detailed feedback
Responses are anonymous
Estimated time to complete is 5 to 10 minutes
The survey will close on December 1, 2021.
Responses will help us to improve service
Visit the Headlines from Business Affairs webpage to see some of the steps we’re taking to address feedback we received from last year’s survey<br>
slide5. NSHE Legacy Project Contact Susan Wynn
NSHE retiring mainframe legacy data systems on December 1, 2021:
Advantage, HRMS, SIS
An interdisciplinary UNLV project and stakeholder group was assembled in May (BA, HR, OIT, Student Services, Research).
NSHE Financial Data Warehouse (FDW) will still exist and is not affected.
FDW user interface will not be repaired if it fails.
UNLV has now obtained the data required for retention and is working on developing tools for in-house access.<br>
slide6. NSHE Legacy Project, Advantage Contact Susan Wynn
Advantage
Requirements gathering determined that FDW data was appropriate since it came from Advantage, thus no data was retained from Advantage itself.
We did completely copy the FDW for contingency access.
Local end user access mechanism is under development and is low priority since FDW still exists.
Please let us know immediately if there is a critical business need for Advantage data that is not in the FDW.<br>
slide7. NSHE Legacy Project, HRMS and SIS Contact Susan Wynn
HRMS
This has been copied completely. OIT is working with HR on designing a reporting mechanism using the new SAS Viya tool.
This is under development and anticipated to be selectively available in January 2022 (e.g. Benefits team).
This means there will be no legacy HRMS data access in December 2021.
SIS
All legacy student data was long ago brought over to various UNLV systems. Non-issue.<br>
slide8. Updates from Human Resources<br>
slide9. General HR Updates Contact Cheri Carley
EMERGENCY COVID-19 EMPLOYEE VACCINATION POLICY
TITLE 2 – Nevada System of Higher Education CODE, CHAPTER 12
Direct link to policy:
https://nshe.nevada.edu/wp-content/uploads/file/BoardOfRegents/Handbook/title2//T2-CH12%20Emergency%20COVID-19%20Employee%20Vaccination%20Policy.pdf
UNLV webpage:
https://www.unlv.edu/coronavirus/vaccine-mandate
Put questions about the policy or process in the chat
This is not the forum to share/discuss opinions about the policy<br>
slide10. NSHE Vax Policy (hires on/before Sep 30) Where are we?
Employees hired on or before 9/30/2021
must have proof of a complete vax series
OR
have an approved religious or medical waiver
...on file with HR on or before December 1, 2021
If the employee does not meet this condition of employment, a notice of termination will be issued stating that their employment will be terminated as of December 31, 2021. Non-compliant employees have been notified multiple times through both email and USPS mail to their home address of record.<br>
slide11. NSHE Vax Policy (hires on / before Sep 30) Then what?
After the notice of termination is issued, but on or before December 31, employee may file a
Request for Reconsideration - for mistake of fact only
OR
Request for Stay - only if have received the first dose of a two-dose vax series, then must provide proof of second dose
This information will be included in the notice of termination.<br>
slide12. NSHE Vax Policy - Key Points (hires on/before Sep 30) Waiver requests must be submitted to HR on or before Dec 1.
waiver must fully complete on the required waiver request form
provide all requested information and certifications that are necessary to review and evaluate the request
be submitted to HR through the google submission form
No requests will be considered if it is submitted employee after Dec 1
Student employees must comply with the immunization policy as a student and the NSHE vax policy as an employee.
These are two separate processes. Get the word out!
Appointing authority will be notified of employees who received the notice of termination<br>
slide13. NSHE Vax Policy - Key Points (hires on/after Oct 1) All new hires/rehires must comply with the policy BEFORE they can start work
this is a condition of employment
if they have already complied due to a previous role, that is sufficient
Information regarding the employee mandate available here: https://www.unlv.edu/coronavirus/vaccine-mandate
Questions can be directed to HRVax@unlv.edu.<br>
slide14. Salary Administration Contact Connie Nolan
Reminders:
Spring Part-time Instructor instructions have been sent to all employees with the administrative assistant role in Workday. Please review the message from HR Info for more details.
If hiring remote workers from out of state, please reach out to your salary administration analyst for assistance with the Form I-9. The process must be completed by the first day of work.<br>
slide15. Student Employment Contact Theresa Barrett Clark
Eligibility rule reviewed and approved by SEAC/Provost/CPO - students at other NSHE institutions are not eligible for student employment at UNLV.
Please submit any current student employee names to me via email, theresa.barrettclark@unlv.edu, prior to January 1 to grandfather them in.<br>
slide16. Recruitment Contact Michelle Hogan
Search Advocate Pilot Program
https://www.unlv.edu/hr/search-advocate
Advocates are still available to partner with search committees for Academic and Administrative Faculty positions
Contact: Michelle Hogan or Nicole Hawkins for more information<br>
slide17. Employee Relations Jared Christensen Kristen Lowrimore Regina Rivera Allyson Alexander Lucy Pineda-Roman<br>
slide18. ER Partnerships<br>
slide19. ER<br>
slide20. Jared Christensen Academic Resources
Compliance/Title IX/EEO
Faculty Affairs
Faculty Senate
General Counsel
Philanthropy & Alumni Engagement
President/University Support
Provost Administration Support<br>
slide21. Kristen Lowrimore Academic Success Center
Business Affairs
College of Business
College of Education
College of Engineering
Decision Support
Educational Outreach
Government Affairs
Graduate College
Integrated Marketing
Lincy Institute/ Mountain West
Top Tier Initiatives<br>
slide22. Regina Rivera Academic Programs
College of Fine Arts
College of Hospitality
Diversity Initiatives
Honors College
Intercollegiate Athletics/TMC/National Athletic Association
Law School
Liberal Arts
Library
Student Affairs
Undergraduate Education & Student Success (Online Education)<br>
slide23. Allyson Alexander College of Sciences
College of Urban Affairs
Integrated Health Sciences
Office of Information Technology
Police Services
Research and Economic Development (VPRED)
School of Dental Medicine
School of Medicine
School of Nursing
School of Public Health<br>
slide24. Lucy Pineda-Roman Administrative support
Unemployment
Performance evaluations<br>
slide25. Located in the Campus Services Building Just a phone call away 702-895-5984
employeerelations@unlv.edu<br>
slide26. Updates from Financial Services<br>
slide27. FIN Workday Configuration Updates Contact Elora Paik
Sprint#5 - last minute wins
Drilldowns on Discovery Boards
Projects, Journal Lines, and Business Assets
Asset Alert - REQ, PO, SI -
Please review lines with trackable spend categories (...greater than 50...please distribute items into multiple lines...)
WD2021R2 - deployed activity stream and comments on supplier invoice adjustments
Award Activity Reconciliation (V2) - FIN - CR (NSHE) - corrected report
Sprint#6
GASB87 - New Ledgers for Lease - Payments for Buildings/Offices and Equipment and Land (testing)<br>
slide28. FIN Discovery Boards and Drilldowns Contact Mike Ellison - mike.ellison@unlv.edu<br>
slide29. Purchasing and PCard Contact Betsy Drellack
New Series starting in January: Debunking Purchasing and PCard Myths and Legends Call to Action: Send your questions, comments, suggestions, items that need to be clarified, myths, and/or legends to betsy.drellack@unlv.edu.<br>
slide30. Payment Card Industry (PCI) Compliance Contact Kahaunani Hernandez
Active Merchant Accounts:
Compliance Portal (CampusGuard Central)
Merchant specific SAQ
Merchant Inventory
Annual PCI Training
Please contact kahaunani.hernandez@unlv.edu with any questions<br>
slide31. Payroll Contact Cindy Fitzgerald
Student/Hourly Time Entry
2022 Payroll Schedule
https://payroll.nshe.nevada.edu/essentials/payroll-calendar/
Coming soon: Training for Hourly Employee Supervisors on Time Entry (be on the lookout for an invitation)<br>
slide32. Check Printing – November Payments Accounts Payable continues to issue weekly ACH payments with paper checks issued once a month.
Check printing for November is today: Thursday, November 18 (NOTE: Early to accommodate 4-day Thanksgiving weekend and holiday mailing)
Drive-up services are provided on the date of printing for those checks that require special handling. Please email racquel.rodriguez@unlv.edu to arrange check pickup.
Check Distribution for December will be: Monday, December 27, 2021
Please recommend that suppliers register for ACH payment as the most convenient and expedient method to receive payments.
Please contact accountspayable@unlv.edu for any urgent payments.<br>
slide33. Reminders Next Meeting
Date: Thursday, December 16, 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>
slide34. Questions?<br>