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
• Staff employees can hold other jobs, but may require special handling
• Changes to E-Class must take place at the beginning of a pay period

Effective Dates

Staff employees can start and stop at any time during the pay period, however E-class changes require starting and stopping at the beginning or end of a pay period for Banner processing. 

Salary

Staff employees must be paid on the Staff Salary Structure, based upon the job classification for their position. Starting higher than step 1 or paying off scale?  Get Compensation approval before submitting to Personnel.

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 regular staff (EX/CR/NR/XR), you'll need the following paperwork.

Required Forms:

• Job Form
  • When not using the Offer Card 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 listed on the tax summary report.

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
• W-4 Form

Optional Union Forms:

• L6070 Dues Form (CR Employees Only)
• FFA Voluntary Dues Deduction Form (Firefighter Only)

Print and Deliver to Employee:

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

There are two groups of benefited staff members that are represented by unions. Guidelines in the respective Collective Bargaining Agreements impact many pay procedures for these employees.

Craft and Trades Employees (CR)

This group of employees is represented by Local 6070 under the terms found in the Collective Bargaining Agreement (CBA) which can be found on the Labor and Employee Engagement site. 

Firefighters (NR)

This group of employees is represented by the Fairbanks Fire Fighters Union under the terms found in the Collective Bargaining Agreement (CBA) which can be found on the Labor and Employee Engagement site.

Union Dues

Employees must be given the opportunity to elect to join the union. If they choose to do so, then the appropriate Voluntary Dues and Fair Share Deduction form must be submitted to Personnel. Employees who choose to stop the deductions for union dues or fair share fees will need to submit the Dues/Fees Deduction Revocation Form. You can find these forms on the Labor and Employee Engagement sites listed above.

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 regular, benefited 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.

For more specific information on completing an Staff Job Form, check out our Job Form Completion Guides:

• Pointers for Job Form Completion: Staff (EX/NR/XR)
• Pointers for Job Form Completion: L6070 (CR/CT)

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?
Regular Staff Salary Schedule: Pay rates for staff members
Exceptional Salary Placements: What additional steps are needed to hire above a step 1?

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 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.

W4 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.

UAA HR Coordinators will also need to follow the UAA Onboarding Process. Reach out to uaa_onboarding@alaska.edu for more information. 

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. Following the steps below will help you with basic changes. 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 document for instructions on printing your turnarounds!

How to Complete a Job Form 
Job Change Procedures
PCNs to Use
Staff Salary Schedules
Exceptional Placement (EXPL) Information
Job Form Submission - Existing Employee Changes

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

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

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

Leave of Absence memo is created by the department and signed by the Chancellor/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 Transition and Benefits that an employee is on LWOP, forwarding the completed memo and job forms to them.

Staff Additional Assignments

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 UA 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.

Required training can be found on the TA&D website.

UA employs a number of persons who are eligible or required to be a part of a union as part of their employment. For staff, this refers to CR employees.

An employee only needs to submit union dues forms in the event that they are a union employee, and elect to join the union. If joining the union is optional and they do NOT wish to join the union, the employee does not need to submit either the union dues form or the revocation form. The revocation form is for any current employee wishing to leave the union, where that is a possibility.

For more information on unions at UA, please see the Labor Relations website.

Yes, though there are restrictions based on the type of staff assignment the employee holds. Please see the Employee Compatibility Crosswalk for more details.

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.