Human Resources (HRD)
PROCEDURE 5
Effective Date: 03/01/2003
Content Modified Date: 08/25/2003
Coding Modified Date: 12/02/2003
General
The Human Resources Information System (HRIS) is used to reflect each personnel action on a Student or SPA Temporary 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 fulfills the following purposes:
- Provides accurate and timely payrolling of student and SPA temporary employees
- Provides departments and the University with accurate, up-to-date employee information
- Transmits required information to the Office of State Personnel and the Office of State Budget
- Supports data and reporting needs to meet the University's affirmative actionn and budgetary requirements, among others
Specific Uses
HRIS is used to effect the following personnel-payroll actions:
- Employment actions, which hire, extend, or terminate student and SPA temporary employees
- Pay actions, which directly affect an employee's hourly wage
- 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.
The timetables for each pay period in the current calendar year are available on the Bi-Weekly Run Schedule and Cutoff Dates, which lists pay period numbers, their ending dates, the dates time sheets and PD forms are due in Payroll, payroll run dates, and the scheduled pay days.
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
- Notification to departments of changes in University and State policies and procedures
- Verification of employment
Procedure Steps
Specific procedures for submitting SPA permanent personnel actions can be found in the HRIS User Guide for Student and SPA Temporary Employee Personnel Actions.
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