Form Quick Guides and HRMS/Manager Self Service User Manuals

Address Change Q&A

1. What address(es) will this form update?
   1. It updates Home and Permanent addresses.
2. Is a different form needed to change address(es) for benefits?
   1. No, this will form will be used to update address(es) for benefit providers.

Address Change Forms

Address Change From Instructions

1. Complete all personal information.
2. Enter new Local (Home) address.
3. Enter new Permanent address.
4. Enter Mailing address if different from Home or Permanent.
5. Sign and date.
6. Indicate if a benefited or non-benefited employee.
7. Circle the benefits enrolled in.
8. Indicate termination date if leaving the University.

Background Check Q&A

1. Who completes this form?
   1. Any employee that is under 18 and needs a Criminal History Background check, the employees parent/guardian and the employing department.
2. Why does the employees parent have to fill out the consent page?
   1. Anyone under 18 needs to have parent/guardian permission to allow a background check.
3. When is this form required?
   1. When the employee is going to be working with students, money, grades, confidential information.

Criminal History Background Check for Minors

Criminal History Background Check for Minors Form Instructions 

1. First page is to be completed and signed by parent/guardian.
2. The top section of the form should be completed by the employing department.
3. The remaining sections of the form is to be completed by the minor.
4. In the section for any offenses, use the dropdown to choose the type of offense, if applicable. Complete the rest of the information.
5. Sign and date and return to Human Resources for processing.

Medical Provider Q&A

1. When should this form be filled out?
   1. Use this form to add or change the medical provider(s) you listed when hired.
2. Who completes the form?
   1. The employee should complete the form.

Designated Medical Provider Form

Designated Medical Provider Form Instructions

1. Enter the Physician/Clinic and the situation of when you would want to be seen by that provider.
2. Enter name, EMPLID, department name, department number and date.
3. Print and sign the form.
4. Return completed form to Payroll.

Information for the "Current Employee Information" section on the Job Data Change form can be found in the HRMS Job Data screen.

Pay Rate Q&A

1. Is it a benefited employee with a permanent or temporary change to salary?
   A: If a permanent change to base salary, use the Job Data Change and give an explanation in the additional information box for the salary change. You may also need to submit a Position Description. *See Position Description
   If a temporary increase to base salary, then the increase needs to be on an additional pay form.
   
   Submit the Online Add Pay Form in HCM for all add pays other than a Reduced Add Pay.
   
   Additional/Reduce Pay Form (10/21)   /   PDF Version (10/21)   /   Instructions form
   
   **If a temporary change is due to Developmental Leave (Faculty) or Family Medical Leave (all benefited employees) see instructions under Leave of Absence.
   
   
2. Is the change for a student or temp staff position?
   A: Use the Job Data Change form if permanent or a temporary change.
3. Where do I find the position information, current pay rate, record #, etc?
   A: You can find all this information in Job Data in HRMS.

Pay Rate Change Instructions

1. Check the pay rate change box
2. Enter "From" amount (what they are currently making) Indicate frequency (monthly, hourly, annually)
3. Enter "To" amount (what they will be making) Indicate frequency (monthly, hourly, annually)
4. Use the dropdown to indicate reason for the increase or decrease. (Ex. Promotion, Responsibility increase)
5. Check funding sources on the Department Budget Table to verify they are accurate. If accurate check the box. *If a funding source(s) change is needed, submit a Position Funding Form to the Budget Office

*For a salaried position and the paperwork is late, submit an addition pay form.

Submit the Online Add Pay Form in HCM for all add pays other than a Reduced Add Pay.

 Additional/Reduce Pay Form (10/21)   /   PDF Version (10/21)   /   Instructions for the missed salary and pay period(s).

**If a hourly position, time can be entered in the employee's online Timesheet for the correct pay period.

Leave of Absence Q&A

1. Who is the leave of absence for?
   1. Employee will submit a request to Supervisor – use Voluntary “Leave Without Pay/Workload Reduction Request” form if applicable. If for FMLA, make sure HR has the required FMLA documents for approval.
2. When will the Leave begin?
   1. Indicate begin date in Effective Date box and check Begin Leave of Absence box. If the Anticipated Return Date is known you can put a date in this box. A separate JDC will be completed for the actual Return from Leave of Absence.
3. What is the reason for Leave of Absence?
   1. Provide brief reason such as FMLA, Developmental, No Vacation or Sick Leave available, etc. (More comments can be provided in the Additional Information box).
4. Will Salary and/or Benefits continue while on Leave?
   1. If not being paid while on leave, check the Pay Rate Change box and enter the current salary in the “From” box and $0 in the “To” box. If the salary is being reduced for Faculty Developmental Leave enter the reduced salary in the “To” box. Check Temporary (Not used in next FY Budget).

Return from Leave of Absence Q&A

1. What is the date the employee returned to work?
   1. Enter the date in the Effective Date box and check Return from Leave of Absence box.
2. Was the salary adjusted to zero while on leave?
   1. If yes, check the Pay Rate Change box and put $0 in “From” box and the salary employee is returning to in the “To” box. Check Temporary (Not used in next FY Budget). If salary was adjusted for Faculty Developmental Leave enter the salary employee is returning to in the “To” box. Check Temporary (Not used in next FY Budget).

Hours Change Q&A

1. What are the current hours and what are they changing to?
   1. You can find the current hours in Job Data in HRMS and the supervisor can provide what the new hours should be.
2. What if it is a benefited employee with a temporary change to hours?
   1. If it is a temporary change you can use the Job Data Change form to adjust the monthly or annual salary to match the change in hours (FTE).
3. What if it is a benefited employee with a permanent change to hours?
   1. If it is a permanent change a Position Request/Change Form (2/21) form will need to be completed to make these changes.

Standard Hours Change Instructions

• Standard Hours Worked/Week: Indicate number of hours currently working in From box and number going to in the To box.
• Reason-example: Decreased hours due to school work load, went from ¼ time to ½ time position.

State any information that would be helpful or pertinent to the change being made on this form. If there is something that you want documented in the employees files relating to the change enter here.

Enter contact person’s name and number. This is the person who filled out the form or can answer questions about the change.

Recommending Department Official (usually person completing form), Approving Department Official (Dean, Chair, VP, AVP). Additional signature is for another department signature, Career Services if work study or institutional student, or Graduate School for grad students.

This should be based on hours in the pay period not on a straight hourly rate. If an employee has an annual rate of $40,000, use 8/1/24-8/15/24 as an example pay period which represents 11 working days or 88 hours. The employee had a sporadic LWOP of 17 hours, the reduction would be $321.97 based on the following calculation: $40,000/24 (pay periods) / 11 (days in the pay period) /8 (hours in a day)* 17 (hours of leave without pay.

Calculating based on an hourly rate would have been $40,000/2080 * 17 = $326.92 and incorrect.

If LWOP is entered via a job data change form, that will be seen and known in an employee’s job data history. To track LWOP entered via a reduction in pay form would be available in the employee’s personnel file by reviewing the compensation folders and reviewing individual add/reduce pay forms.

Job data change forms should be sent to Heidi Gerszewski for processing while reduction in pay forms should be sent to Cheryl Arntz for processing. In both instances Joanne Barstad should be carbon copied so she is aware she needs to manually adjust leave accruals.

Job Data Change

Home to Work on a Special One Day Assignment in a Different City

When an employee must travel out of town for work but returns home the same day, all the time spent traveling during the day is compensable, regardless of the employee's regular work hours. However, an employer may deduct the time the employee would have spent commuting to their regular work location.

Ex. An employee normally works 8 a.m. – 4:30 p.m. but is required to be at a meeting in Fargo that begins at 8 a.m. and ends at 4:30 p.m., the employee shall be compensated for all hours in which it takes to travel to the meeting and back home even though the travel falls outside of the employee’s normal working hours.

Time spent traveling to and from different worksites during the day is work time and must be paid.

(CFR 785.39). When travel requires an overnight stay, any time traveling as a passenger that falls within the employee's normal work hours is compensable, regardless of what day of the week the travel takes place. Time spent traveling to an airport terminal or train station is considered commute time and is not treated as hours worked, but the time spent waiting at the terminal until arrival at the destination is compensable when it falls during normal work hours.

Ex. An employee normally works Monday through Friday, 8 a.m. to 4:30 p.m., and they are required to travel by plane on a Sunday for business in another state, their travel time on Sunday between 8 a.m. and 4:30 p.m. is compensable.

So, if the employee arrives at the airport on Sunday at 3 p.m. and at their destination at 8 p.m. the employer is required to pay them only from 3 p.m. to 4:30 p.m., the hours that correspond with their normally scheduled work hours. However, if they drive themselves in a car or others at the direction of the employer rather than traveling as a passenger, all the time spent driving is compensable work time, regardless of the employee’s normal work hours.

(CFR 785.40). When employees are required to drive themselves or others, all driving time is compensable. However, when an employee is traveling to an overnight stay and has the option to use public transportation (i.e., airplane, train, bus, etc.) but chooses to drive a state fleet or their own vehicle instead, the employer can either choose to pay for all time spent traveling or pay only the travel time that occurs during normal work hours, regardless of what day of the week the employee travels. If an employee volunteers to drive others in his or her own vehicle to the overnight stay, an employee's time could be unpaid for those travel hours outside the normal work hours.

(CFR 785.41). An employee must be paid for any time they are performing work. This includes time spent working during travel as a passenger that would otherwise be non-compensable.

For example, an employee normally works Monday through Friday, 8 a.m. to 4:30 p.m. They arrive at the airport on Sunday at 3 p.m. and at their destination at 8 p.m. Generally, the employer is required to pay them only from 3 p.m. to 4:30 p.m.; however, if the employee works on a presentation during their flight until 6:30 p.m., the employer will need to pay them from 3 p.m. to 6:30 p.m.