Be prepared: All systemwide applications will be unavailable during the CU Data Center Move, from noon Friday, Oct. 6 through 8 a.m. Monday, Oct. 9.
Learn how to process the following HCM transactions and related tasks:
The Additional Pay transaction adds a bonus, moving/relocation reimbursement or incentive pay to an employee's wages. There are two types of additional payments:
Contract Setup:
Choosing a plan:
A faculty member must choose their payment plan by the start of the academic year (September through May). The election is irrevocable once the academic year has begun, and the contract remains in effect for the entire academic year. Faculty may only change contracts at the beginning of each new academic year.
To comply with IRS regulations regarding deferred compensation, the university cannot allow any changes between 9/9 and 9/12 contract types once the contract period has begun. IRS regulations also provide a limit on the amount of compensation for 9-pay-12 contracts where the Earnings Not Paid (ENP) amounts move from one tax year to the next. See details on these limits and an explanation of the IRS 409a regulation or visit the Faculty Election Page of the employee portal.
Pay Dates:
Faculty are paid on the last working day of each month.
Paid over 9 months (9/9 schedule)
9/9 contract payments will be disbursed throughout the academic year ending in May.
Paid over 12 months (9/12 schedule selected before September)
If a faculty member selects the 12-month pay option, they will receive payments from the beginning of the academic year through the summer months ending in August.
Contracts for academic-year faculty are generally updated in August. Any mid-year changes to contract compensation will affect the remaining payments. Any change made to the full contract amount during the contract period will change future payments so the total contract amount is paid correctly.
Leave
Both contract types (9/9 or 9/12 pay options) do not accrue vacation leave. However, faculty may be eligible for sick leave under certain circumstances. See the Faculty Handbook for guidelines.
By federal law, the university must document the effort expended by employees paid by grants and contracts ( OMB Circular A-21 Cost Principles for Educational Institutions).
The Personnel Effort Report System (PERS) is an after-the-fact certification system that accurately documents these employees' effort on projects for sponsoring agencies. The Personnel Effort Report (PER) certifies the level of effort expended on the sponsored project(s) during a particular timeframe. This provides sponsoring agencies reasonable assurance that the labor costs charged to a sponsored project reflect the actual effort expended on the project.
The PER can be generated on a quarterly, semester, or monthly basis, based upon campus needs. Reports are generated for any employee paid on any sponsored project.
The employing campus-sponsored programs office distributes the PER Form to the employing department for confirmation of accuracy by the employee and/or the designated responsible official. Once the form is certified as correct, and any needed changes have been made, the employing department notifies the campus-sponsored program office. The PER system is then used to track the receipt of the forms, so any missing forms can be identified and located.
For additional information, contact the specific campus-sponsored program offices and the following websites:
For new faculty contracts, you'll enter a hire transaction and a pay rate change transaction.
Job Aid: Working with Contracts
Step-by-step: Pay Rate Change
To prepare for contract renewals and contract amount changes:
If you have campus-specific questions, please contact:
Make sure your staff is up to date on training. Learn how to update your team's training records.
Learn how to create and update position data and the non-person profile (job description), and, if necessary, prepare to feed data to CU Careers for recruitment. The types of changes available include working with vacant positions, reactivating positions, new positions, and moving position and non-person profile data to CU Careers.
Step-by-step: Adding Required Training
Step-by-step: Approving Transactions
Step-by-step: Create a Position
Step-by-step: Creating or Updating a Non-Person Profile
Step-by-step: Updating a Position
Step-by-step: Union Code Field in Position Data
Quick Reference Guide: View Complete ePAR Transactions and Track their Status
Please use the following lists and reference guides when building Non-Person Profiles. (Hint: To sort through these lists, click the dropdown arrow at the top of each column. )
Integration means simplified position creation.
Using HCM and CU Careers, creating job descriptions will center on selection of duty statements, competencies, qualifications, training requirements and other additional position requirements. The Non-Person Profile is the basis of what will become our Job Descriptions.
Non-Person Profiles compile information from a variety of sources:
Transaction pages let us create the position and the profile on the same page, so the Manager/HCM Department User/HR will not have to navigate to different pages. They enable automatic transactions between integrated systems. This means less data entry for everyone involved. Driving human resources by position lets us define specific attributes of various positions and then move workers in and out of those positions.
Funding Entry allows you to determine and allocate funding to a position. This pay action modifies funding pages, which make up the Department Budget Table. DBTs store distribution information for earnings, deductions and taxes.
For more information about Combination Codes (speedtypes), visit the CU Controller's website.
HCM lets you make changes for a number of employees at a time in your department. The types of changes you can make include FLSA (Overtime Eligibility), pay group, appointment authority, supervisor/reports to and location changes.
HCM lets you terminate multiple employee records at once.
Before your submit the transaction, make sure to run these queries:
For more information on running queries, please visit Run Reports.
Learn how to hire employees with or without CU Careers as well as rehire previous employees.
Through this transaction, you can change an employee's appointment, supervisor, location, pay group and much more.
This transaction allows you to put an employee on leave, whether it's sabbatical, paid leave or a short work break. You'll also use this transaction to return someone from leave status.
The Family Medical Leave Act of 1993 (FMLA) is a federal statute that provides job protection for employees for the following reasons:
Campus human resource offices assist departments and employees regarding all family medical leave requests, communications and actions.
Faculty and university staff should contact their campus human resources office for assistance with family medical leave.
For classified staff, state personnel rules apply. Employees or departments should contact the human resources office on their campus for assistance with family medical leave. Please refer to Your Rights and Responsibilities under Family/Medical Leave for state FMLA information.
A POI is affiliated with the university but is not paid as an employee. POIs include volunteer faculty, off-campus Work-Study employers, employees of CU Medicine and visiting scholars.
A POI may have multiple affiliations with the university without having a job record. However, they may also have multiple affiliations as well as a paying job with CU.
POI are defined as a relationship with a sponsor in the Human Capital Management (HCM). Much of the POI relationship is handled at the department level and through the POI sponsors.
POI are often subject to many of the same rules and policies as employees (Office of Discrimination and Harassment (ODH), background checks, smoking, information technology (IT), etc.), but some unique situations or applications of those policies may apply to POI. The policies themselves will typically cover those details.
POI should work closely with their sponsors and HCM Community members as they will likely be able to provide the most current information about how to obtain access to buildings, parking, systems, etc.
POI are often subject to many of the same rules and policies as employees (Office of Discrimination and Harassment, background checks, smoking, information technology, etc.), but some unique situations or applications of those policies may apply to POI. See the University-Wide Administrative Policy Statements Related to Affiliates.
POI, at least those in what we call security-sensitive positions, are subject to background checks either through their own employer or through the university's program. More information can be found at the Office of Policy and Efficiency webiste.
POI are subject to university policies on Protected Class Discrimination and Harassment and Sexual Harassment, and must comply with the mandatory training requirements through the Office of Discrimination and Harassment.
CU-Boulder: POI HCM Records Practices - Identikey/HCM access, etc.
CU System: Access the employee portal
CU Denver: Access to ERA (INFOED) System Information Form for POI Number
UCCS: POI Accounts
POI are subject to university policies on protected class discrimination and harassment and sexual harassment, and must comply with the mandatory training requirements through the Office of Discrimination and Harassment.
CU-Boulder: POI (particularly those in volunteer, non-paid positions) may be eligible for special parking arrangements while on campus, and should work with their department liaison and Parking and Transportation Services (PTS) Department at 303-492-7152 for more information.
In most cases, POI will be eligible for a temporary BuffOne Card to grant them access to facilities as needed, access the library, load dining dollars and other campus services for which they are eligible. For more information, employees should work with their HR liaisons and the BuffOne Card office. Find more BuffOne Card information for CU visitors and guests.
Contact the CU-Boulder Human Resources Department for more information.
For more information for your campus/office:
When an employee has a change of address, phone, email or other personal details, ask them to update that information using the self-service features in the CU Resources area of the employee portal.
Changing phone numbers, including cell phone, campus 1, campus 2 or home numbers, must go through multi-factor authentication. This process protects W-2, W-4, direct deposit and phone information by asking employees to authenticate their identity using a passcode, provided through a phone call or text message.
If an employee's phone number has changed and they no longer have access to an old number, the employee will need you to update the phone number within HCM.
If an employee's legal name has changed, advise them to contact their campus Human Resources office.
Anschutz Medical Campus
CU Boulder
CU Denver
UCCS
CU System
If a retiree, surviving spouse, terminated or resigned employee needs to update personal information, please ask that person to contact Employee Services at 303-860-4200, option 3, or EmployeeServices@cu.edu for assistance.
For other employee data issues, please email Employee Services at hcm_community@cu.edu. Please include your name, employee ID, contact information and a description of the problem.
Note: Address changes entered in HCM will update the employee's address with health, dental and life insurance providers. However, the employee must contact PERA and the university's flexible spending account administrators with address changes.
Payroll Expense Transfers (PETs) move expenses related to earnings, deductions and/or taxes to different combination codes (speedtypes). PETs do not increase or decrease expenditures and cannot change anything except the combination code (speedtype). Transactions are available for update once they have posted to the general ledger (GL).
See the HR/GL section for additional resources.
Assist employees on their journey to retirement. This transaction processes retirement for employees.
Step-by-step: Terminating an Employee
Step-by-step: Approving Transactions
Retiree Data
Employees preparing to retire must notify their hiring department to coordinate final pay. Certain aspects of the retirement process are time sensitive and require advance preparation.
For example, a PERA Final Six Months' Salary Report for classified employees should be sent to Employee Services by the employee enough in advance to ensure Employee Services can complete and forward it to PERA. Also, you must make advance arrangements to deposit any terminating vacation or sick payouts into a tax-deferred account.
In addition, employees may be eligible to continue retiree benefits and need to arrange for this with Employee Services before they retire. Employees must contact an Employee Services benefits counselor for retirement counseling and benefits enrollment (if eligible) within 31 days after their termination date of active employment. If retiree benefits are not elected within 31 days, employees may permanently lose their eligibility to enroll in certain university medical, dental and other benefits, depending on their retirement plan (CU 401(a) or PERA).
Find more retirement planning information on the Employee Services Retirement Ready webpage.
Post-Retirement
Information for faculty, classified staff and university staff who retire from the university is maintained in HCM, post-retirement. After an employee retires, Employee Services is responsible for setting up a retiree job in the CUR company. However, before the retired employee can be set up as a retiree in the system, his/her pre-retirement department(s) must terminate all active jobs in the CU company (reason code should indicate retirement).
Upon retirement, the employee is assigned a retiree job code. Employee Services will be responsible for future demographic and address changes for retirees.
Note: Vacation at separation/retirement (VCT) and sick leave at retirement (SKS) should be entered in CU Time during the employee's final month of regular pay so it can be included on the employee's final check. See Terminations section on this page for additional information.
Employees separate from the university for a variety of reasons, and several parties may be involved in processing a termination.
To effectively process Termination for Cause, there must be coordination among the department supervisor/department administrator/appointing authority, the campus human resources office, the department's HCM Community member and Employee Services.
University of Colorado employees who are terminated for cause are entitled to receive their final payment as quickly as business allows. For employees who live and work in other states, those state regulations must be reviewed to determine proper final payment rules for terminations. Meeting this requirement involves effective and timely coordination, and sufficient advance notice to Employee Services.
Processing may be delayed if HCM is not available.
This transaction transfers an employee, either within the same campus (to another department) or across campuses (to another campus). Because the transfer affects two departments, there are multiple stages and roles involved in this process:
