payroll: Update About September New Hires

[BAO Payroll Office News]

Sent on behalf of Human Resources

Dear colleagues,

We're writing to follow up on earlier communications about new hires with September 2017 start dates.

Offer Letters for September Starts

As promised in the September HR Partners meeting, Human Resources has issued formal offer letters for September start dates where offer details were entered into MyTrack by September 8 and applicants' statuses updated to indicate a contingent offer had been made and accepted. This timeline was established so that offer letters could be issued and payroll records set up in time for September payroll and start of term access.

Payroll for September Starts

Please note that at this point, individuals who have not received offers and had payroll set up will not automatically be included in September payroll.

We are currently processing offers for new hires with September start dates that were submitted after September 8.
If you haven't moved candidates into the appropriate status and/or submitted an offer card for hires through MyTrack for September starts, please do so immediately. In order to process pay for these individuals, units will need to

*         Complete the offer details ("offer card") in MyTrack. Instructions for this step are available online at https://hr.uoregon.edu/recruitment/mytrack-talent-management-system/mytrack-user-guides-tools/offers/mytrack-user-guide.

*         For those offers that require a background check, candidates will be prompted to complete a background check authorization form once they are put into "contingent offer accepted" status. Units will be notified when background checks are successfully completed, typically within three days of authorization being submitted to HR.

*         HR will need to review the offer details, confirm the search documentation has been updated, and release the formal offer letter. Please note that with current volume, this can take up to a week. If offer details or search documentation are incomplete, this will extend processing time.

*         Candidates will receive email notification once an offer is ready for their acceptance. They will need to accept the offer in MyTrack by logging into the applicant portal.

*         Once candidates accept their online offer, they will be prompted to complete a new starter form in MyTrack, which initiates their record in Banner. Payroll is acting on this information as quickly as possible and will need a maximum of three days for 95# creation. For new hires, once the I-9 and W-4 are received, Payroll will need a minimum of three days to enter the job record.

*         Once the new hire has a Banner record, you can submit a Manual Check Request to payroll for completion for hourly employees. For salaried faculty and Officers of Administration, the Payroll office automatically generates and processes manual check requests for missed or late pay.
Employment Information Forms (EIFs)

Please note that EIFs will be accepted by Payroll only for recruitments that occurred outside of MyTrack (typically, only searches or pools that were launched prior to October 18, 2017).

Partner Hires

If you have any approved partner hires that have not yet been submitted via MyTrack or (for partner hires approved prior to the October 2016 launch) through the faculty appointments system (RTO), please contact talent at uoregon.edu<mailto:talent at uoregon.edu> at your earliest opportunity to discuss setup procedures.

Faculty and Canvas Access

For faculty hires, we have submitted a list of pending offers and offer letters released this month as of 2 p.m. on Friday, September 22, 2017, to the Registrar's office. This will enable the Registrar's office to grant Canvas access for new faculty with 95#s while the complete setup of payroll records is pending. For offers delivered through MyTrack, unit representatives will see the candidate's status has changed to "95# created" once payroll has assigned or confirmed a 95#.

We appreciate your attention to these important matters. Please let us know if you have questions.

Thank you.

Nancy Nieraeth
Director, Talent Acquisition
University of Oregon
Human Resources
nancyn at uoregon.edu<mailto:nancyn at uoregon.edu>
V 541-346-8007
F 541-346-2548

Pronouns: she/her/hers
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists-prod.uoregon.edu/pipermail/payroll/attachments/20170925/b50043ed/attachment.html>