Payroll (cont'd)

Purpose: This document sets forth requirements for maintaining and updating employee personal information.
References: Human Resources Procedures
PT. I: Change of Address, Phone, Name; Directory Services PT. IX: Terminating Employees
PT. II: Hiring Employees PT. X: Routing Approvals for PAR's and Position Requests
PT. III: Leave Accountability PT. XI: Time & Labor and Effort Reporting
PT. IV: Payroll Filing Procedures PT. XII: Work Study Earnings Procedures
PT. V: Payroll Verification PT. XIII: PeopleSoft HRMS Reports
PT. VI: Payroll Checks PT. XIV: Appendix/References
PT. VII: Payroll Reallocations PT. XV: Pending Time and Labor Process for Monthly Employees
PT. VIII: Personnel and Payroll Changes    
Review and Responsibility:
  • Responsible Party: Director, NSM Business Operations
  • Review: Every two years, on or before August 31
  • Director, NSM Business Operations - Fred McGhee
  • Dean, NSM - John Bear
  • Date of Dean's Approval: 09/01/2008

II. Hiring Policies

  • All newly hired males ages 18 to 25 must be registered with Selective Service. The individual cannot be hired until registration has been verified. Selective Service On-line Verification
  • An individual with university debt cannot be hired until the debit is cleared. PS Query UHM_SF_HR_EBD can be run to view individuals who have university debt.
  • Faculty and staff total FTE cannot exceed 1.0 unless prior approval has been obtained (via an Additional Compensation Request form).
  • Graduate student total FTE cannot exceed .50 without prior approval from the Office of Graduate Studies (via an Additional Compensation Request form).
  • International employees must provide proof of eligibility to work in the U.S. and a valid social security card (or a receipt showing that it was applied for) before the employee can be assigned to a position.
  • If hiring international employees (as a new employee or as a transfer), departments must verify the employee's visa type and ensure compliance with visa requirements. An amended visa petition may be required. If the employee is on a H-visa type, the UH Department of Human Resources must be contacted for consultation before initiating the hiring procedure.
  • All new employees must complete sign-up no later than three (3) days prior to his/her employment start date. At sign-up, the employee will complete certain forms and provide documents and identification required for employment.
  • PAR's and Offer Letters need to be submitted to Human Resources for staff personnel and to the Office of the Provost for faculty personnel five (5) days prior to the employee's start date. This will help to ensure that the employee is paid properly and on time.
  • New benefits-eligible (20 hours/week or more) employees must attend Registration Orientation and Review (ROAR). Each department is responsible for registering newly hired faculty and staff for ROAR by noon on the Friday prior to their scheduled attendance.

Continue to PT. III: Leave Accountability...