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

Effective Dates

Temporary employees can start and stop at any time during the pay period. 

Salary

Temporary employees must be paid on the Temporary Staff Salary Structure, based upon the job classification for their position. Starting higher than step 1 or paying off scale?  Get Talent Acquisition 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 temporary employees (NT/CT/XT), you'll need the following paperwork.

Required Forms:

• Job Form
  • when the Offer Card is not being used as the job form
• Copy of the Approved myUA Offer Card
• Signed Appointment Letter
• Form I-9 submitted via LawLogix
• Personal Demographic Form
• Social Security Exemption Form for Temps

As Applicable:

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

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.

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

• Direct Deposit Form
• W-4 Form

Optional Union Forms:

• L6070 Dues Form (CT or NX L6070 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)

Temporary craft and trades employees are 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. Guidelines in the CBA impact many pay procedures for these employees.

Employees must be given the opportunity to elect to join the union. If they choose to do so, then the Voluntary L6070 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 site.

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 more specific information on completing an Temporary Employee Job Form, check out our Job Form Completion Guides:

• Pointers for Job Form Completion: Temps (NT/XT)
• Pointers for Job Form Completion: L6070 (CR/CT)

Additional References: 

Temporary Employee Guidelines: Outline for temporary employee service limitaitons
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?
Temporary 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 (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.

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.

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. For temporary employees, the types of changes that you can use are limited. Temporary employees are not eligible for pay increases like benefitted staff. You can extend their positions or change their number of hours that they will be working. If you have other changes that you want to make, please contact Talent Acquisition.

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
Temporary Employee Guidelines
Temporary Employee Salary Schedule
Exeptional 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. 

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

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.

Temporary employees who work fewer than 750 hours in a 12-month period may continue to work in a temporary capacity indefinitely. 

Temporary employees who have worked 750 hours or more within the past 12 months will be assigned a temporary service expiration date. The temporary service expiration date allows them to continue in their position for another 12 months.  

Please note that ALL temporary hours count towards the 750 hour threshold. If the employee works more than one temporary position, those hours are also counted. 

The 12 month period is on a rolling basis, not connected to the fiscal or calendar year.

For more information, please see our Temporary Employee Guidelines.

HR Coordinators have access to a reporting tool that provides easy access to temporary employee hours worked and service expiration dates. 

Supervisors and employees will also receive an email notifying them when a temporary service expiration date has been created and a break in service is required.

A temporary service expiration date is one year after a temporary employee has worked 750 hours in a 12-month period. They must start their break in service no later than this date. For more information please review our article on service expiration dates.

The temporary service expiration date will automatically populate in Banner PEAEMPL and can be viewed by clicking on More Information (upper right corner). 

 

This is the time for your department to analyze staffing needs. You have one year to plan for the opportune time to schedule the break in service; or you may find that the need is now for a regular benefited position. For more information, please review our article on options for departments. 

No. Once a temporary employee has a service expiration date, they must take a break in service of 9 full pay periods, no later than that date in order to be eligible for future temporary service.

The following notices will be generated:

• Notice of Temporary Service Expiration Date
• When the temporary employee reaches 750 hours within the past 12 months
• Sent to temporary employee, supervisor, and HR Coordinator 
• 60 Day Reminder: Notice of Temporary Service Expiration Date
• When the temporary employee reaches 60 days prior to their service expiration date
• Sent to supervisor and HR Coordinator
• 30 Day Reminder: Notice of Temporary Service Expiration Date
• When the temporary employee reaches 30 days prior to their service expiration date
• Sent to supervisor and HR Coordinator

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.