Human Resources, Compensation and Payroll for Administrative Units

• New Position, change of grade and adjustment to salary processes:
• Posting, recruiting and hiring eRecruit for Staff
• Recruiting and hiring Temporary Jobs: Non Students/Students/WorkStudy
• Termination for Staff employee and Temporary Jobs (Non Students/Students/WorkStudy)
• FASIS (formerly HRIS) Reports
• Vista
• NetID Automation
• Conflict of Interest for Staff (COI)
• NU Performance Excellence & Performance Review
• Self Service
• Kronos: Electronic Time System Kronos/ Exempt Staff-Leave Accruals- Family Medical Leave/Extended Sick leave

New Position, change of grade and adjustment to salary processes:

1. The unit director/AVPR makes a proposal to ORPFC with justification for the personnel action. The proposal identifies the funding source and clearly outlines any impact on the unit budget.

2. ORPFC reviews the proposal and funding source and makes an initial determination as to the appropriateness of the action given the staffing structure of the unit, the requested level of the position and funding availability. Evaluation of these elements is necessary for submitting the final proposal to the Compensation Analyst. ORPFC will engage the unit director should modifications be deemed necessary.

3. ORPFC presents the initial proposal (modified if necessary) to the VPR for review and action.

4. If the proposal is approved, the unit director drafts an appropriate job description and works with ORPFC staff to finalize the job description, organization chart, and rationale for the request to the Compensation Analyst. Forms can be found under Jobs/Position Description Template a thttp://www.northwestern.edu/hr/forms/.

5. ORPFC submits the documents to the Compensation Analyst for review.

6. As needed, ORPFC works with the Compensation Analyst to clarify the proposal, answer questions, and make appropriate changes to the documents. Should Compensation determine that changes are necessary, the unit director will be engaged in these discussions until agreement is reached.

7. Once approved by Compensation, the proposal is submitted to the VPR for final approval. If further changes are necessary, the VPR work with ORPFC and the unit director until an agreement is reached.

8. VPR notifies by email appropriate ORPFC staff and the unit director of the decision.

9. ORPFC works with the unit director and HR to implement the decision.
   Note: under normal circumstances, review of current employees for potential grade change and/or mid-year salary adjustments will occur only between November and February. Unless there are compelling circumstances, no such reviews will be performed the rest of the year when the focus is on annual evaluation, salary planning and salary implementation.

Questions: please contact Barbara Beeuwsaert.

Posting, recruiting and hiring eRecruit for Staff:

Posting request of Vacant Staff positions:
No change: The unit director may request approval directly from the AVP-RO and/or VPR to fill the position, as long as there is no requested change to the exiting position. Once approved, the unit director may then request posting the position through ORPFC.

With change(s): If changes to the existing position are needed, the unit director follows the process, "New positions, change of grade, and adjustment to salary."

Recruiting and hiring

1. ORPFC data coordinator enters the job description and associated information into eRecruit to post the position.

2. HR staffing consultants (recruiters) assist the unit director and/or position manager in sourcing and recruiting. Unit director or formal designate is responsible for ensuring that all eRecruit Hiring Manager functions are appropriately completed.

3. Unit director and/or position manager interviews, seeks references (or asks HR to seek references) and makes the selection decision. Unit director informs HR and ORPFC about the candidate of choice.

4. Unit director, HR, and ORPFC agree on a salary offer and start date.

5. For senior positions (exempt 8 and above), the AVPR and/or VPR reviews the final offer. If changes are necessary, the AVPR and/or VPR work with ORPFC and the unit director to reach agreement; ORPFC relays the change to HR to gain their approval.

6. Once a final offer is approved, the unit director may make a verbal offer to the candidate. The unit director should inform ORPFC and HR about the candidate's acceptance.

7. HR drafts the offer letter, which is reviewed by ORPFC and unit director. This is particularly important for positions with end dates, such as backfill or other termed appointments.

8. HR sends the formal offer letter to candidate for signature. This is the legal offer of employment.

9. The unit director works with ORPFC and ORIS staff on any set-up issues associated with a new hire and completes internal OR paperwork New HIRE form (Reports to, computer access, phone, etc.).

10. The unit director ensures that employee attends a New Employee Orientation session, appropriate training classes, and is familiar with the performance excellence framework (schedule and content of evaluations).

The NU recruiter will forward the new hire paperwork. These should be completed prior to the new staff member arrival. The New Employee Orientation will take the new staff member through the benefits packet.

Once the new hire paper has been processed in payroll, the new staff member can be hired in FASIS. A NetID is generated within 24 hours. Barbara Beeuwsaert contacts the new employee's supervisor with instructions on how to access the "Activate Your NetID" page. New staff must enter key personal information on this page to officially activate their NetID and password/passphrase. Once a NetID has been activated the employee can obtain a Northwestern WildCard.

Questions: please contact Barbara Beeuwsaert.

eRecruit hands-on training

Training is required for all users. Definitions of eRecruit Roles

Please submit the eRecruit Access Authorization Form to Barbara Beeuwsaer prior to attending the class. Register for hands-on training.

Questions: please contact Barbara Beeuwsaert.

Recruiting and hiring Temporary Jobs: Non Students/Students/WorkStudy:

If a "Temporary employee" Candidate has been identified by the Units:
Follow the process below to have the candidate directly hired in FASIS:

• The identified candidate must complete the personal data form and other new hire forms.
  
  
• The hiring department should forward the completed personal data form and communicate the starting date, hourly rate, chartstring and the name of the timesheet Kronos approver to Barbara Beeuwsaert at ORPFC, 633 Clark Street, Crown Building North tower 2nd Floor, Evanston Il 60208.
  
  
• To comply with Federal Law, Northwestern University participates in Electronic I-9s and E-Verify.
  All employees must complete section 1 of Form I-9 online by the first date of employment. They must also be able to provide acceptable documentation to a University representative with access to our I-9 Service Center to complete section 2 by the third date of employment. http://www.northwestern.eu/hr/payroll/E-Verify.html
  
  

• Once a temporary employee is hired in FASIS a NetID is generated for them within 24-48 hours. and Barbara Beeuwsaert, NetID Coordinator, is notified by e-mail. The NetID Coordinator contacts the new employee’s supervisor with instructions on how to access the "Activate Your NetID" page.
  New Temporary employees must enter key personal information on this page to officially activate their NetID and password/passphrase.
  The NetID will allow the employee to access the Kronos Time System.
  

If a "WorkStudy" Candidate has been identified by the Units:

Employers who wish to post a job on the work study website website may do so by downloading a Job Posting Form from.
http://ug-finaid.northwestern.edu/work-study/handbook/elist.html
Follow the process below to have the candidate directly hired in FASIS:

• The identified candidate must complete the personal data form, other new hire forms and complete the electronic I-9 online by the first date of employment.
  It is the student's responsibility to return the completed Federal Work-Study Authorization Form to the Work-Study Office. The form must be completed by the student's employer and returned to the Work-Study Office in order to be authorized. Here is the work study website: http://ug-finaid.northwestern.edu/work-study/information/index.html
  
  

• The hiring department should forward the completed personal data form and communicate the starting date, hourly rate, chartstring and the name of the timesheet Kronos approver to Barbara Beeuwsaert at ORPFC, 633 Clark Street, Crown Building North tower 2nd Floor, Evanston Il 60208

  
  

• Once a temporary employee is hired in FASIS a NetID is generated for them within 24-48 hours. and Barbara Beeuwsaert, NetID Coordinator, is notified by e-mail. The NetID Coordinator contacts the new employee’s supervisor with instructions on how to access the "Activate Your NetID" page.
  New Temporary employees must enter key personal information on this page to officially activate their NetID and password/passphrase.
  The NetID will allow the employee to access the Kronos Time System.

 

NOTE: Temporary Non student will be paid from account 60111.
Temporary Student will be paid from account 60120.
Temporary regular Fed Work Study will be paid from account 60122.

If Units require assistance from the Temporary Staffing Center to identify a candidate:

Northwestern University has developed a Temporary Staffing Center managed by the Department of Human Resources. The Center was established to supply temporary staffing coverage for various needs throughout the university: vacations, leave of absences, temp to hires, special projects, seasonal peaks, and unexpected business demands. The core services provided by the Center will be recruiting, interviewing, and assigning individuals in temporary administrative and financial support positions, solely at Northwestern University.
The Temporary Staffing Centers are centrally located on each campus:

EVANSTON CAMPUS 1801 Maple Avenue First Floor, Suites 1101a and 1101b Evanston, Illinois 60208 a-watson@northwestern.edu Phone: (847) 467-1048 Fax: (847) 563-1324

CHICAGO CAMPUS 710 Lake Shore Drive Abbott Hall  Room 150 Chicago, Illinois 60611 b-barden@northwestern.edu Phone: (312) 503-1234 Fax: (847) 563-1324

• Please communicate to Barbara Beeuwsaert your need for assistance from the Temporary Staffing Center to identify a candidate.
  To request a temporary employee the unit director/and or AVP complete the Temporary Requisition Form.

  View Temporary Staffing Center Forms.

  For more information review our Frequently Asked Questions for Managers of Temporary Employees.

  
  
• Once a temporary employee is hired in FASIS a NetID is generated for them within 24-48 hours. and Barbara Beeuwsaert, NetID Coordinator, is notified by e-mail. The NetID Coordinator contacts the new employee’s supervisor with instructions on how to access the "Activate Your NetID" page.
  New Temporary employees must enter key personal information on this page to officially activate their NetID and password/passphrase.
  The NetID will allow the employee to access  the Kronos Time System.
  

NOTE: NU Temporary Payroll will be paid from account 60133.

The NU Temporary Staffing Center Temp Fees which are charged out on a bi-weekly basis will no longer be charged to account 60113, but instead will be charged to account 75021 per the request of Accounting Services and the Budget Office.  No action needs to be taken on your end as the NU Temporary Staffing Center handles the processing of these charges.  

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Termination for Staff employee and Temporary Jobs (Non Students/Students/WorkStudy):

• Unit Director or Supervisor works with ORPFC and ORIS staff on any issues associated with the employee's separation and completes internal OR Paperwork Termination/transfer form (Computer server access, phone, etc.)
  
  
• Exempt Staff should complete the leave accrual usage online (available in Kronos) and submit the balance to their supervisor for approval prior to termination. If the approver listed is incorrect or have questions please contact Barbara Beeuwsaert.
  
  ***NOTE:
  Payments not made within regulated timeframes could result in a Department of Labor investigation and substantial penalties for non-compliance. Penalties and damages could exceed 20 percent of the underpaid amount.
  The new process will work as follows:

  When the Payroll Division receives the Position/Appointment form to terminate an exempt employee, it will process a payment for any Vacation/Personal Floating Holiday (PFH) balances if the employee’s final timecard has been approved by his/her manager in Kronos. 
  If the final timecard has not yet been approved in Kronos, a phone call will be made to the manager followed by an email informing the manager that he/she has five days to review and approve the timesheet. After five days, if the timecard has still not been approved, Payroll will send a second reminder. If the Kronos timecard has still NOT been approved within five days of the second reminder, Payroll will assume that the Vacation PFH data in Kronos is correct and will initiate payment for the next available payroll run.
  
  This new procedure will help ensure that the University is compliant with government regulations and should limit overpayment of paid time off benefits at termination. We thank you in advance for your cooperation in administering this new process.
  

• Please refer to the Leave Accrual Instructions, Guidelines, Training and Procedures.

Questions: please contact Barbara Beeuwsaert.

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Management & Administrative Tools

FASIS Reports to:

If you need to change the approver for Conflict of Interest (COI), Training (Learning & Development), Performance, Bi-Weekly Kronos approver and Exempt employee leave accrual, please contact Barbara Beeuwsaert

Vista:

Payroll Expenses Reports are sent to Directors on a monthly basis upon request.
please contact Barbara Beeuwsaert.

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NetID Automation:

    How are new NetIDs for Faculty and Staff Created?

Once a new faculty, staff member or temporary employee is hired in FASIS, a NetID is generated for them within 24 hours and Barbara Beeuwsaert, NetID Coordinator, is notified by e-mail. The NetID Coordinator contacts the new employee’s supervisor with instructions on how to access the "Activate Your NetID" page.

The NetID will allow the employee to access the Kronos Time System and other applications.

If you have questions relating to your NetID or password, contact the NUIT Support Center at:
847-491-HELP (4357) or consultant@northwestern.edu

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Conflict of Interest for Staff (COI):

Each year, members of the University staff examine their activities for possible conflicts of interest between personal activities and University responsibilities. This periodic review is intended to remove any questions about conflict of interest and resolve any doubt about any activity that might present a conflict. Conduct in business and academia has been the subject of public scrutiny and legislation in recent times, and it is good practice for us to demonstrate that our work is free from any question about our motivation and our dedication to the University mission.

NU Performance Excellence & Performance Review:

The Performance Excellence Process  helps the individuals and organizations of Northwestern accomplish their goals. It encourages leaders and their teams to set priorities for what needs to be accomplished and how things need to be done. This results in greater workplace effectiveness, efficiency and engagement.

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Self Service:

Find resources for using components of FASIS Self Service:
Accessing the Self Service Sign-in Page

• Life Insurance Beneficiary Changes
• Retirement Elections
• eBenefits - Self Service Benefits Enrollment
• Employment Information FASIS Self Service allows all active Northwestern employees to access various details about their current and previous appointments at the University. The page includes basic compensation, hours, and department information for each job, as well as Service History, Benefits, and Tenure information.
• Online Directory Personal information such as name, phone numbers, home and email addresses, job location, and job title is stored in FASIS and viewed through the Online Directory. Such information can be updated by faculty or staff whenever necessary. Allow 24 hours for such updates to show up in the Online Directory. In addition to the Online Directory, faculty and staff may enter their Emergency Contact information. The Emergency Contact panel is part of Northwestern University's Emergency Planning effort. Having emergency contacts in the system will allow us to have the information readily available in case of an emergency or disaster.
• The FASIS eDevelopement module provides users a means to administer University training and development programs.
  - Courses set up through it are displayed in FASIS Self Service under the "Learning and Development" menu, through which employees across the University can enroll.
  - It provides course scheduling, enrollment tracking, and waitlist management accessible to course administrators and instructors.

 
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Kronos:

Supervisors must approve both time sheets for biweekly employees and leave accruals for exempt employees using the Kronos Time System.

• Kronos Time Entry for Biweekly Employees:
  Northwestern University's Kronos is used to record time for all biweekly staff and temporary employees. Access to Kronos is only available on campus not including the dorms unless using VPN.
  -Need to change the approver for Bi-weekly Timecard? Please contact Barbara Beeuwsaert
  
  

• Kronos Exempt Staff Leave Accruals:
  -Beginning September 2012, exempt employees will be required to enter time off into Kronos each month, and managers must approve that time, on a monthly basis.
  Time off for each month must be completed by the tenth day of the following month, and must receive manager approval by the fifteenth day. For example, all time away from work for September 2012 must be entered by the employees by Oct. 10, and their managers must approve the time record by Oct. 15.
  -Need to change the approver for your Exempt employee leave accrual? Please contact Barbara Beeuwsaert
  
  
• Recording Part-Time and Flex-Time Schedules (only for exempt staff employees)
  Employees who work part-time or work full-time with a flex schedule must submit a Monthly Employee Part-Time or Flexible Schedule Form to HR. This will allow employees to enter a day off in Kronos and accurately record half and full-day absences associated with their daily schedules
  
  
• New Absence Management Program Coming September 1, 2012.
  Plan Design Summary, FAQs can be viewed at http://www.northwestern.edu/hr/benefits/disability-plans/program-changes.html

Questions: please contact Barbara Beeuwsaert.             
Kronos HELP Desk (8:30-5:00 Mon-Fri), Call: (847) 467-7606 (7-7606), E-mail:kronoshelp@northwestern.edu

Family Medical Leave: Responsibilities of Managers and Employees at Northwestern University

The Family Medical Leave Act of 1993 (FMLA), that falls under a division of the US Department of Labor, was enacted to provide employees with up to 12 weeks of job protection while caring for their own serious health condition, care for a family member's serious health condition, and military leave. Supervisors and managers need to document this time for the protection of their employees. Proper compliance is essential since FMLA regulations hold the employer responsible for ensuring that employees are aware of their FMLA rights. Northwestern University, as a covered employer under this federally mandated program, must ensure that managers are aware of our compliance responsibilities.

 Managers have certain responsibilities on behalf of Northwestern University, which include:

• Report extended absences of over 5 days to the Benefits Division. The Benefits Division will follow up with the employee to see if a Leave of Absence is needed.
• Do not request medical information from the employee. The employee will communicate any needed medical information directly to the Leave Administrator in the Benefits Division.
• Do not discuss Leave details with other employees.
• Do not allow employees to return to work after a medical leave without a release to work from the Benefits Division.
  
  
  

Extended Sick Leave Procedures:

For covered employees, who work more than 17.5 hours per week, the department may be eligible for reimbursement of extended sick leave. Part-time employees earn sick leave on a prorated basis depending on their regular scheduled work hours.

Procedures:

• The first 10 days of sick leave are charged to the budget accounts that regularly support the employee.
  Sick leave absences that continue beyond 10 days up to the maximum of the employee's accrued sick leave are reimbursed to the departmental budget, whether restricted or unrestricted. Reimbursement is available for both exempt and nonexempt staff.
• The department submits the written request to Barbara Beeuwsaert for reimbursement of extended sick leave after the employee has exhausted all of the accrued sick leave or returns to work. Please submit:

• Copy of Northwestern University's letter of approval for the leave
• Copy of the Kronos “work & absence summary” for the employee with sick days taken recorded.

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