Recent Communications


2011

2012 Holiday Schedule

2011 Employee Service Awards

Online New Employee Orientation
The UAMS Office of Human resources is pleased to announce the option of an online new employee orientation process for employees not located on the main campus, not eligible for benefits, student employees, contract employees, and temporary employees.  

The following applies ONLY to employees who will NOT be attending the New Employee Orientation program held on campus, because:

1.       They are not eligible for benefits and will be receiving orientation within their department.    This includes student employees, temporary employees, contract employees, and employees working less than 20 hours a week (SAP Planned Working Time is less than 50%).

2.          They are located outside the Little Rock area, such as Area Health Education Centers (AHEC’s) and Kids First.

3.       Faculty unable to attend day two of regular orientation. (This does not take the place of the FGP, Non-FGP, or Residents 2 hour benefits orientation sessions)

Procedures:

·         Departments should wait 3 days after the new hire process has been completed with Recruitment and department and payroll forms have been submitted to OHR before the employee can complete the online modules. 

·         Payroll forms must still be submitted on the date of hire. (this has not changed)

·         Most modules require a SAP ID #, Last Name and/or Domain Login and Password to complete.  If you do not have the SAP ID, click here to lookup the SAP ID #. 

·         To obtain the domain login and password contact IT Security 3 days after the payroll forms have been submitted to OHR.

Once the above steps have been completed click on the New Employee Training Page.  Please note there are 4 sections.  Depending on the job title employees must complete all modules in one or more sections.  Departments should determine which section the new hire should complete.

Training:

There will be an information session held on Thursday, October 6 at 1:00 pm in IDW 105A.  To sign up click here then look for the course, UAMS Orientation Day 2, under Enroll in a scheduled class, sign up for the Online New Employee Orientation Training. HR Managers, HR Representatives, Business Managers and those responsible for the new hire process should plan to attend.  Available via videoconference – contact Stephanie Tackett @ 501-686-8356.

The online process is an option; the regular orientation sessions in EDII are still available.  We can also offer the option of videoconference orientation sessions for faculty located off campus if given a two week advance notice.

Click on this link for other important information such as payroll forms, orientation dates, agenda, and more.

Please note: it is the University's policy that all new hires attend a New Employee Orientation Session.  All employees, regardless if they are benefits-eligible or not, must participate and receive the required training.

August 2011

HR Newsletter Distribution readers:

Last spring, the Arkansas Legislature amended the law which allows long term classified employees for their unused sick time.... institutions of higher education are now allowed to include non-classified employees in this benefit if they chose.  The UAMS Administrative Council and the Cabinet have approved this benefit effective 7-1-2011.

The details are found in Administrative Guide 4.6.02, Sick Leave, Section 11 (http://uams.edu/AdminGuide/PDFs/4_6_03_Sick_Leave.pdf).  Specifically, an employee must have a sick balance of 400 or more hours, and terminate because of

·         Death – payable to heirs

·         Retirement, by meeting the rule of “70”  (age plus state service = 70 or more).

Once in one of these categories, the amount of payment depends on the amount of the employee’s sick leave balance, so that

·         Between 400 and 480 will be paid 50% of the hours times 50% of the hourly rate

·         Between 480 and 560 will be paid 60% of the hours times 60% of the hourly rate

·         Between 560 and 640 will be paid 70% of the hours times 70% of the hourly rate

·         And over 641  will be paid 80% of the hours times 80% of the hourly rate

·         All limited to a maximum payout of $7,500.

Each month, OHR staff will capture the “termination-leaving UAMS” actions for reasons of “Death” and “Retirement”  (It is very important for you to be timely and accurate in your PA40 action and reason!!),  determine the eligibility and the payout amounts, request payment from Payroll, and contact the departments affected.

Should you have questions, please contact OHR at 686-5650 or me directly. 

Thanks,  Norman

June 2011

All HR Newsletter Distribution readers:

You should know about two changes (minor for some, major for others) recently made to SAP HR:

1)      Contract Code Revision: New designations have been added to the field “contract” on infotype 0001 (see below).  In addition to those codes that indicate some special benefit plan (MCPG, residents), there are now codes for appointment terms as 9, 10 and 11 months. 

Please note that

·         These are for FACULTY only....do not use for short term staff, part time staff, or temporary staff

·         The absence of one of these (“blank”) means they are 12 month --- 99% are 12 month, with these traditional academic contract types existing mostly within CHRP, College of Nursing, and College of Public Health

o   Thus, a physician designation of “MCPG” implies a 12 month period of employment.

o   Same is true for all residents – blank means 12 month.

The overall effect will be to enable us to count these less-than12-month employees plus modify the accrual to 8 hours sick but 0 hours of vacation (as they take off days according to the school’s calendar)

The overall effect will be to enable us to count these less-than12-month employees plus modify the accrual to 8 hours sick but 0 hours of vacation (as they take off days according to the school’s calendar)

2)    Cost Center Owner messages: A new message will be emailed to you as the “cost center owner” when an employee paid from your funds terminates UAMS employment, as 

Cost Center Owner,

Employee 00025472 Newman, Alfred E .
  has terminated on06/09/2011

Your cost center will no longer be charged for a share of
salary expense.

This message was sent by the SAP workflow system (system QAS

April 2011

All:  

Human Resources continues to receive the Separation Clearance forms with check-points neither visited nor signed-off by the department.  Many of these are on part-timer employees, student employees or temporary employees.  Please remember that the real purpose of this process is to get any “stuff” (computers, cell phones, keys, books, etc.) back from the employee ....and students and temps may have such.

But if students, temps, part-timers, etc.  don’t have any “stuff” or if they’ve returned it all to you, then please

·         Initial check-points as a department sign-off

OR

·         mark the check-points “not applicable” or “N/A”

Otherwise, we will continue to call you and return the form with all check-points accounted for.

Finally, per the email from Payroll/Finance  to “Timekeepers” yesterday, the form needs to show the hours of terminal vacation to be paid – Payroll will no longer honor email requests.  Obviously, this would exclude temps, student, and many part-timers who don’t earn vacation....you may put “zero” in that field or just leave it blank.

Thanks Norman

New I9 Feb. 2, 2009
On February 2^nd, you’ll notice a new I-9 (see attached).  There are a couple of changes that I would like to highlight:

 1) In Section 1 to be completed by the employee, there are now 4 choices available instead of 3 regarding their status.  The new choice is “non citizen national of the United States”, this is to accommodate those individuals from the Federated States of Micronesia and the Republic of the Marshall Islands (independent, but having a special relationship to the U.S.).
2) The list of acceptable documents no longer allows expired documents, i.e. expired U.S. passports, expired driver’s licenses, etc. 

I would encourage everyone charged with completing I-9’s for employees to familiarize themselves with the new form and documents available to establish identity and eligibility to work.  Please note you must start using the new I9 on February 2.  Therefore if you have new hires who will be attending new employee orientation on Monday, February 2 they will need the new I9. 

The Payroll forms for new hires are on our website at http://www.uams.edu/ohr/New_Employees.asp click on New Employee Payroll Signup. 

May 2011

HR Newsletter readers:

The spring storms continue to affect many of us.  Governor Beebe has declared seven (7) counties as “disaster areas” due to tornadoes and severe weather from the past week...see http://governor.arkansas.gov/Pages/default.aspx

And we have employees in most of these counties, based on counts from June 30, 2010:

·         Baxter (12)

·          Benton (54)

·         Carroll (4)

·         Franklin (7)

·         Johnson (0)

·         Marion (3)

·         and Washington (188)

Please be mindful of the policy on disaster leave (http://uams.edu/AdminGuide/PDFs/4.6.13.pdf) which is designed to help our employees help themselves or to help them help others during such disasters....as

·         Employees and their principal place of residence

·         Volunteers with Red Cross

·         Volunteers with DMAT teams.

·         And we’ve discovered also that Civil Air Patrol and US Coast Guard Auxiliary  called into emergency and rescue services are allowed fifteen (15) per calendar year, per A.C.A. 21-4-104  (revision of policy in progress).

November 2008
Open enrollment information for 2009 - Deadline was December 12, 2008

April 7, 2008

HR Newsletter recipients:
Possible time off for flood and tornado victims

We understand from OPM that the Governor’s Office will issue a new proclamation (Executive Order) some time this week similar to the one issued in February for tornado victims (below).  The new proclamation will address victims of recent flooding and the tornados of last week.  Human Resources will notify you when this is official.

But we are not free at this time to post emergency leave hours.  Once the EO is received and reviewed, we may be able to restore vacation you have posted.

The policy on volunteers is standard policy….those employees certified by the American Red Cross and requested to service in the recovery may be paid up to 15 days per year.

If you have questions regarding either authorization, please contact me.

January 7, 2008