Human Resources Department (HRD)
PROCEDURE 3
Effective Date: 12/01/2003
Last Modified Date: 12/17/2003
General
The Human Resources Information System (HRIS) is used to reflect each personnel action on an SPA Staff employee in the University's personnel-payroll system. The home department is responsible for the initiation of personnel actions for its employees, accuracy of the information, and timely entry of personnel actions into HRIS.
NOTE: Depending upon legislative action or other circumstances, the customary responsibilities above may vary.
Purposes
HRIS has the following purposes:
- Provide accurate and timely payrolling of SPA employees
- Provide departments and the University with accurate, up-to-date employee information
- Provide required information to the Office of State Personnel and the Office of State Budget
- Support data and reporting needs to meet the University's affirmative action goals, in addition to budgetary requirements, among others
Specific Uses
The Human Resource Information System is used to effect the following personnel-payroll actions:
- Employment Actions—which hire, transfer, reemploy, reinstate, or recall employees from layoff
- Termination and Leave Actions—which terminate employees or effect leave without pay and returns from leave without pay
- Pay Actions—which directly affect an employee's salary or salary source
- Employee Status Changes—such as reclassification, lateral transfer, promotion, demotion, or extension of temporary appointment
- Other Changes—which correct previously prepared personnel actions and provide for miscellaneous changes that have no specific action codes
Forms Submission Schedule
Employee Records develops the personnel action processing deadline schedule in coordination with the budget office(s), Payroll Services, and Information Technology Services. This schedule takes into account the processing time required by these departments in order to provide timely and correct payments to employees.
This timetable is shown on the Biweekly Pay Schedule, available on the Human Resources Web site, which lists the University's specific biweekly pay periods, the beginning and ending dates for each pay period, the scheduled pay days, and the dates by which the personnel actions should be entered into HRIS by the home department.
Any personnel actions initiated by the home department must be entered into HRIS no later than the specified dates on the Biweekly Pay Schedule to ensure timely payments.
Services
The following services are offered by Employee Records:
- Classroom training, individual consultations, online procedural guides, and Help Desk services for completing SPA permanent personnel actions for home department Human Resource Facilitators and related personnel and budget processing representatives
- Notice to departments of changes in University and State policies and procedures
- Verification of employment and Total State Service
- Research on questions concerning state service
Procedure Steps
Specific procedures for submitting SPA permanent personnel actions can be found in the HRIS User Guide for SPA Permanent Personnel Actions on the Human Resources Web site.
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