Check Banner First

1. Check PEAEMPL 
• Check to see if they are Active or Termed:
  1. New Hires display an "Active" status in PEAEMPL, with an accompanying message: "Query caused no records to be retrieved. Re-enter", and no additional employee information.
  2. Rehires display a "Terminated" status in PEAEMPL, with the termination date and termination code from the employee's previous assignment.
  3. Existing employees are those who are Active in PEAEMPL, with all relevant employee job information and no termation date or termination code.
2. Check if they have other positions (NBIJLST)
• Check the E-Class Compatibility Crosswalk
• Faculty employees cannot simultaneously hold assignments in other e-classes
• Changes to E-Class must take place at the beginning of a pay period

Effective Dates

Faculty member's primary assignments operate on an August to May cycle unless they are on an alternate academic year. For more guidance, refer to the following resouces:

Fall Faculty Training Handouts
Fall Faculty EPAF Guide
Faculty Spring Dates Guide

For assistance in setting up Faculty employees on an alternate academic year, please contact Personnel.

Salary

Faculty employees must be paid per the UNAC Collective Bargaining Agreement (CBA).

All New Hires require at least an offer card, job form, appointment letter and I-9. But what constitutes a New Hire? What about a rehire? In which situations do you need hire documents?

• Active Employee: Only the job form and appointment letter are needed.
• Brand New Employee: All new hire paperwork is required, see “What New Hire Documents are Required” for details. 
• Terminated Less Than 10 Days: Only the job form and appointment letter are needed.
• Terminated Less Than 1 Year Ago: In addition to the job form and appointment letter, an I-9 and Offer Card are required. Direct deposit may be completed (if they want to set up or reactivate).
• Terminated More Than 1 Year Ago: All new hire paperwork is required. 
• All Non-U.S. Citizens and Non-Permanent Resident Aliens: A GLACIER Tax Summary Report, including Required Document Copies, are required. If the employee does not have access to Glacier, please request Glacier access from the Personnel Team.

When hiring faculty, you'll need the following paperwork.

Required Forms:

• Job Form
  • when the Offer Card is not being used as the job form.
• Signed Appointment Letter
• Copy of the Approved myUA Offer Card
• Form I-9 submitted via LawLogix
• Personal Demographic Form
• For Non-U.S. citizens and non-permanent resident aliens:
  • GLACIER Tax Summary Report, including Required Document Copies and Required Forms. If the employee does not already have access, request Glacier access from the Personnel Team. 

As Applicable:

• Disclosure of Employment of Immediate Family Member (Nepotism)
• Disclosure of Employment or Activities Outside of the University of Alaska 

Optional Forms - To Be Completed Online after Set Up in Banner

• Direct Deposit Form - Available in UA Online
• W-4 Form

Optional Union Forms:

• Dues Form:  UNAC (F9)

Print and Deliver to Employee:

• Health Insurance Marketplace Notification
• Employment or Service Outside UA - Memo
• Union Contact Information (if Union Represented)

Faculty members (F9 employees) are represented by the United Academics Union (UNAC). The Collective Bargaining Agreement (negotiated by the Union in conjunction with the University) establishes Pay, Leave, Tenure and Promotion Eligibility as well as grievances. 

A faculty member only needs to submit a union membership dues form in the event that they elect to pay union dues. This form will allow UNAC to deduct dues from the employee’s paycheck.

Paying union dues is optional, and if they do NOT wish to pay dues to the union, the employee does not need to submit a form. 

The revocation form is only for a faculty member currently paying dues, who wishes to end their dues contribution.

For more information on UNAC, and to access the membership dues or the revocation form, please visit the UNAC Faculty page provided by Labor and Employee Engagement.

Job forms are the vehicle that tells the Personnel Technician how to set up an employee’s job in Banner. Our Job Form Completion Guide will provide you with general information on completing a job form. 

For all F9, FN and FR employees, there needs to be a PCN (position number) assigned to the employee/their position description. This number will be created or given to you by your campus budget office. The PCN will have the employee’s Eclass, salary grade, title, and in some cases an end date associated with it.  The PCN information pulls directly into Banner upon entry. Please work with your budget office to ensure the information is up to date and correct.

Additional References: 

Factor Reference Sheet: What are factors and when do they change?
HR Dates & Deadlines: What dates do we use for the next semester and when are things due?

Once your hiring documents are completed, you will combine them into a PDF file as an electronic new or rehire "packet".

When your packet is ready, you will then upload it to the New Hire & Rehire Submissions in NextGen. Personnel has outlined a preferred order for hiring documents within your packet. Ordering the packets this way helps us to greatly expedite the entry of your employee into Banner, and get them up and running as fast as possible. Linked at the bottom of this page you will find access to the NextGen submission form as well as the preferred document order.

All new hires will need to have an offer card submitted. Review the instructions for Locating & Printing an Offer Card.

After you have received notification from NextGen that your employee has been entered into Banner, please review the entry to ensure it is correct. If there are any errors (we are only human!) let us know immediately, and we will update it as quickly as possible. 

We also suggest sending the following information to your employee, this allows them to update their tax deductions, as well as set up direct deposit if they wish to enroll.

Direct Deposit

If your employee has direct deposit, which is highly encouraged, their pay is usually received by midnight on Friday morning. If they are receiving a paper check, receipt timelines are dependent upon their local postal service. Direct deposit may be set up through UA Online on the Employee Dashboard.

W-4 Form

All new hires are defaulted per IRS guidelines. Your employee  may change their withholding rates at any time using the Online W-4 Form.

Importance of Updating the Employee's Address
It is imperative that your employee's address is up-to-date. HR addresses affect mailout of all items mailed to the employee from UA HR, including: paper checks, W-2 and benefits notifications. Employees can update their address online at any time.

Instructions for Updating an Address through UAOnline
To change your HR address please login to your UAOnline account.

• Click on "Personal Information", then "Manage your address, email, and phone information".
  
• Under the "Mailing Address" click on the box "Change".
  
• Enter your updated address and click on "Save Changes".

Please note that the HR Address will then update in the system at the top of the hour.

Benefits
New employees should be signed up for the New Employee Benefits Overview presented by the UA HR Benefits Team to learn more about their benefit options at the University. Once your employee is set up in Banner, submit the registration form on their behalf.

When do we make changes to existing employees?

After an employee is hired and settled in their jobs, there will come a time when you have to make changes. These can range from changes to the number of hours per pay period to changes in pay. Refer to the Job Change Procedures document for a list of changes that can be made as well as the coinciding required documents. If you ever have questions or more complex situations, please be sure to email Personnel.

Turnaround Job Forms: What are they?
Turnarounds generate a job form based upon entry that has been done in Banner. Depending on the date range used, it will pull all job forms connected to the employee and the TKL that is input. It is a copy of the job form, providing the accurate information currently set up in Banner. 

Using a turnaround makes it easy to update, route for signatures, and turn into UA HR. To make updates, you simply cross out the old information you are changing, and input the new information next to it, preferably in a different color. Using turnarounds makes it easier for the Personnel team to know exactly what sections of the job form are changing. 

See our Printing Turnarounds in Banner 9 Guide for instructions on printing your turnarounds!

For more specific information on completing a Faculty Job Form, check out our Job Form Completion Guides:

• Pointers for Job Form Completion: Faculty (FN/F9)
• Pointers for Job Form Completion: Faculty (FR)

Additional Resources:
Salary Table and Grade Guide
Pooled PCN List
Job Form Submission - Existing Employee Changes
EPAF Information

Having a proper Timesheet Approver allows the timesheets to be completed and submitted by employees through Web-Time Entry. Designating someone as a Supervisor carries over to myUA and impacts organization charts, performance evaluations, and allows supervisors to monitor their employees' training statuses.

Supervisors and Timesheet Approvers can be set up by departments in Banner.

Supervisor and Timesheet Approvers Setup 

FYI Approver Setup for Timesheets

The Faculty Spring Dates Guide will give you dates and details for processing faculty actions at the end of the spring semester. It includes things like:

• Off Contract job forms (OCB) this will put the employee in an off contract status, leaving them active with their benefits, but not receiving a paycheck.
• Contract extensions
• Terminating faculty with and without summer assignments

The Faculty Timeline diagram shows how faculty transactions work together over the year to make sure they are paid, kept in the right status and their benefits deductions are applied correctly.

Summer Additional Assignments

F9, FN and FR employees are all eligible to have summer additional assignments. These assignments are for additional work done in the summer, this can be for credit or non-credit. This is generally for assignments where the pay and hours differ from the employee’s base contract. The employee will not pay benefit deductions on these assignments and they will not fill out a timesheet.

What will Personnel Need?

To set up the summer additional assignment, the Personnel Team will need an appointment letter and a job form. The PCN utilized will be a pooled PCN and it will depend on the assignment type and employee Eclass. These assignments need to be created over full pay periods.

For a list of summer additional assignment PCNs and their coinciding Eclass, please refer to the Pooled PCN List.

F9 faculty and post doctoral candidates are eligible to have a contract extension. Faculty contract extensions occur under the following circumstances:

• Same rate of pay as base pay
• Same type of work 
• Same unit(s) where base contract is issued

During a contract extension FTO and Sick Leave will be accrued and available to use. Faculty should continue to complete a timesheet as they would during the academic year.

Other work performed outside of the base contract period will be set up as additional assignments. For more information, please review the guide covering Contract Extensions and Additional Assignments.

What will Personnel Need?

To set up a contract extension, submit a job form and appointment letter to Personnel.

Please note that while contract extensions may be set up with a different number of hours per pay period from the base 9-month contract, if there is a change to hours then the On/Off EPAF used each year for faculty may not work appropriately. Please contact the Personnel Team if you have any questions.

Faculty Sabbatical: Guidance for placing your faculty member on either a semester or academic year sabbatical.
Faculty Department Head Chair Payments: Guidance for compensating your faculty member for Department Head Chair payments.

Overload Assignments

F9, FN and FR employees are all eligible to have overload assignments. This is work that is done beyond their base contract during the academic year. This can be for credit or non- credit.

For a list of overload PCNs and their coinciding Eclass, please refer to the Pooled PCN List.

LWOP Process
A Leave of Absence memo is created by the department and signed by the Chancellor or President and any other intermediate levels required by university leadership. This approved memo is sent to Personnel with the job forms for LWOP and LWPE. Once the changes are made to NBAJOBS, Personnel notifies Employee Transitions and Benefits that an employee is on LWOP, sending them the completed memo and job forms.

Depending on the type of change, there are different things you’ll have to keep in mind when employees move from one employee class (E-class) to another. Regardless of the type of change, they must occur at the beginning of a pay period. 

Temporary to Regular

Follow these steps when a temporary employee, including adjuncts and students, moves into a regular, benefited position:

• Submit a stop job for the temporary position if it is not already ended
• Upload a resignation letter (if applicable) through NextGen
• Sign them up for New Employee Benefits Overview to learn about benefits

Regular to Temporary

When a regular employee moves into a temporary position, they must be entered through Termination Workflow. This process will ensure that their leave balances are adjusted, their benefits end, and that they are offered COBRA continuation options. Here are the steps you’ll need to follow:

• Enter the termination in Banner on NEA2TRM
• Upload a resignation letter through NextGen
• Submit the temporary job

The temporary job will not be able to be set up until the benefited position completely processes through termination workflow, which cannot occur until after that pay cycle is finalized. Payroll finalizes one week after the end of the pay period, and it can take up to 5 days to finish the termination after that point. A paper timesheet may be required for the first pay period in the temporary position. Be sure to watch your email; you will be notified as soon as the new position is entered.

Department Coordination

If you are hiring an employee that is coming from another department, please coordinate with that department before submitting documents to Personnel. It works best if you are able to submit the stop job and the start job at the same time. The HR Coordinator List provides contact information for HR Coordinators across the University.

Additional References:

Compatible Employee Classes Crosswalk

When an employee is terminating, there are a couple of things that you will need to do: enter the termination in Banner and submit the supporting documentation to UA HR.

Entering a Termination

Terminations should be entered into Banner as soon as you are notified. Future dated terminations will be automatically held by the system and won’t start the termination process until 10 days prior to their last day.

How to enter a termination

Timing of Terminations

Termination Codes

When you enter a termination into Banner, it is essential to use the right termination code. These codes are used to understand why people leave the University and if there are any items requiring special handling.

The UA Terminations Codes: Definitions & Special Handling document provides you a list of termination codes that can be used. Pay attention to the termination types that require coordination with UA HR Teams. Those types of termination will require coordination with HR before you enter the termination in Banner.  

Submitting Termination Documentation

Whenever an employee is terminated, the back up documentation needs to be submitted to UA HR through NextGen. Examples of documentation include resignation letters or emails; or notice of non-renewal. Even when you are coordinating a termination with a UA HR team, it is the department’s responsibility to upload the final documents after the termination has been entered. You’ll need the information from NEA2TRM to submit the documents online. 

Faculty Overloads are held during the academic year or when the faculty is on a contract extension.

Summer Additional Assignments (SAAs) are held during the summer months when the faculty member is off contract on their primary assignment.

In both instances, Overloads and SAAs are in addition to the primary assignment and have their own PCNs, depending upon whether or not they are for credit or non-credit. Please review the Pooled PCN list to see which PCN is appropriate for your faculty member’s Overload or SAA!

Required training can be found on the Labor and Employee Engagement training page.

This will depend on the kind of assignment held by your faculty members. An F9 faculty member cannot hold other types of positions at the same time, per the Faculty CBA.

FN and FR faculty members are not represented and as such can hold temporary assignments subject to TA approval. They cannot hold adjunct positions.

Please see the Employee Compatibility Crosswalk for more details.

 Yes; faculty members may have overloads or summer additional assignments in addition to their primary assignment.

Please submit a Request for Assistance to the Personnel team with a detailed explanation of what needs to be corrected. You can always attach documents to your request, if applicable to your situation.

Please remember that any documents which contain sensitive information should be sent through an ESM ticket, not an email, to ensure that the information is sent securely.