Instant HR: Periodic reminders
Below are some friendly reminders and maintenance suggestions. Please share this information with employees as needed and contact Human Resources with any questions or concerns.
Administrative Data Review
Remember to review/update administrative levels of faculty and staff and faculty tenure/rank data. PAs should periodically check this information at least quarterly and during contract renewal periods by either reviewing the information directly in Banner or by reviewing the reports available in the PA folder in the VCU Reporting Center.
- Don’t forget to delete the administrative level of an employee whose role changes (for example, a department chair who steps down from the chair role and returns to teaching) or when an employee separates employment. Guidelines on how to process administrative level changes can be found at http://hr.vcu.edu/media/hr/documents/AdministrativeLevel.pdf.
- PAs are responsible for entering rank, tenure status and working title, if applicable, in the PEAFACT form in Banner when faculty are hired or when there is a change in status (e.g., promotion and tenure change, title change, etc.). It is important that information on faculty be current in Banner at all times for accurate reporting and information retrieval, including rank, tenure status data, working titles (if applicable), administrative levels (if applicable) and contact information.
- PAs also enter affiliate faculty information into the Affiliate Database. See the guide at http://hr.vcu.edu/media/hr/documents/AffiliateUserGuide.pdf.
NBAJOBS
The supervisor listed on NBAJOBS must be the supervisor to whom the employee directly reports and who completes the employee’s annual performance review. Recording and maintaining accurate supervisor information in Banner is important for many reasons, including performance management, training and timekeeping. The supervisor is responsible for ensuring that hours worked and leave taken are correct. As VCU RealTime (the new online time and attendance system) is implemented, this becomes even more crucial because timely approval will enable payroll to be processed and ensure that employees are paid correctly.
Please complete the following actions:
- Review the “Supervisor Maintenance” report in the VCU Reporting Center.
- Make any needed corrections using the “Supervisor Update ePAF” at http://hr.vcu.edu/media/hr/documents/SupervisorEPAF.pdf.
Questions? Contact HR Security at hrsecurity@vcu.edu.
Faculty who Hold Multiple Jobs at VCU
Please remind faculty who hold multiple VCU jobs (for example, adjunct faculty positions) that Banner combines all salary payments into one check, which results in one set of tax deductions. Faculty who teach in the spring session should plan how to handle the tax implications. Some faculty may wish to change their tax deductions so the tax impact averages out over the pay periods. We strongly encourage faculty to consult with their tax advisers on what action best fits their needs.
For Personnel Administrators, Timekeepers, and Those with Labor
Distribution Access:
Wireless Device Review
Please have your department heads conduct the required annual review of wireless communication device allowances and determine whether an employee’s job requirements still justify continuing the allowance. To help facilitate this review, reports are available in the personnel administrator and fiscal administrator folders in the VCU Reporting Center. Wireless allowance reports also identify if a payment was made due to a standing agreement or a one-time payment. Any adjustments must be coordinated with VCU Payroll Services in a timely manner to properly adjust pay. For more information, visit http://hr.vcu.edu/payroll-and-leave/payroll-services/wireless-device-policy-and-resources/, email payroll@vcu.edu or call 828-0740.
Telecommuting Agreements
If you haven’t already done so for 2016, please renew and/or complete, as applicable, telecommuting agreements for your employees who are participating in some form of telecommuting. You can link to the telecommuting agreement at http://hr.vcu.edu/media/hr/documents/TelecommutingAgreement.doc. Keep a copy of the completed agreement on file in your department and forward a copy to VCU Human Resources through ImageNow by fax at 827-8250 or by email to hrdocs@vcu.edu. For more information, see the Telecommuting Eligibility Checklist at http://hr.vcu.edu/media/hr/documents/Telecommute_Eligibility_Checklist.doc.
ORG Assignments in Banner
Check your Banner ORG assignments frequently in the VCU Reporting Center to avoid access errors due to incorrect ORG number, position or keying. Email hrsecurity@vcu.eduimmediately if you and/or a member of your staff have access to ORGs outside your area of responsibility.
HR Reports Guide
See the HR Reports Guide at http://hr.vcu.edu/media/hr/documents/VCURC_HR_ReportsGuide.pdf. It includes all current Banner reports available to PAs, timekeepers and those with labor distribution access. Reports indicated in the shaded and bolded areas require regular review to ensure correct payments and compliance with applicable laws and regulations. Please note – failure to review these reports and to take action to reconcile data or correct errors is a violation of good business operations as part of VCU’s Enterprise Risk Management program and the state’s Agency Risk Management and Internal Control Standards (ARMICS).
IRS Form 1095-C for Affordable Care Act Compliance
For tax year 2015, IRS form 1095-C is provided to employees as proof of coverage under an employer-based health plan. Forms for faculty and classified staff in the state employee health benefits program (COVA Care, COVA HealthAware, COVA High Deductible Health Plan or Kaiser Permanente) will be provided in March by the Office of Health Benefits at the Virginia Department of Human Resource Management. VCU employees covered by the Postdoctoral health plan may obtain 1095-C forms through the VCU Office of Postdoctoral Services.
The deadline for employer-based plans to provide 1095-C forms is March 31, 2016. The forms are not required for filing tax returns, and the IRS has published guidance that individual taxpayers do not need to wait for form 1095-C in order to file tax returns. For further information, please see and share the Internal Revenue Service’s “Questions and Answers about Health Care Information Forms for Individuals” at https://www.irs.gov/Affordable-Care-Act/Questions-and-Answers-about-Health-Care-Information-Forms-for-Individuals.
Categories Instant HR, Processes and procedures