I. Requesting and Terminating HRIS Systems Access

  • To gain access to the HRIS System, it requires the submission of the HR Systems Access Request Form - HR-150. Establishing a user's access may also require submission of the HRIS Routing and Roles form. This form can be accessed from the Understanding routing and roles section in this manual.

    If a user leaves, the department for which the user has access is responsible for submitting a new HR-150 form to delete the user. A department must also take into consideration if the routing and/or roles need to be updated due to the departure of key employees and submit the HRIS Roles/Routing/Email form as appropriate.

  • HRIS - InPower allows access to a great deal of confidential and protected information under State of North Carolina law. To comply with these laws and to protect our employee’s information from unauthorized access and identify theft, we do not support access to off campus locationsl. You must use a workstation that is physically connected to the campus network (e.g., connected by wire to a network jack on your office wall) to access HRIS-InPower. Access from off-campus locations or personal residences, directly or via a connection to an on-campus workstation, is strictly prohibited except under highly unusual circumstances and then only with special approvals. Any requests for special arrangements should be directed to the Director of HR Appilication Support. Special requests for at-home access must be made under the signature of the senior administrative official of the School, College, or Division from which the request is made (e.g. Dean, Assistant Dean for Administration, Associate Vice Chancellor, etc.). Campus units/departments with off-campus University owned or leased space that is not directly connected to the campus network are permitted access and special technical arrangements can be made by contacting the Director of HR Application Support.

II. Roles, Routing and Email Notifications in HRIS

  • As actions are processed in HRIS, they route through the system through a chain of roles based on the workflow matrix. The roles are established when users are set up, and can be determined at different levels including the Department, School/College and Central Offices such as Human Resources or the Office of Sponsored Research.

  • While part of the system's email messages are sent to action initiators, other email messages are sent to a person with the given responsibility within the department. Recipients are identified by department and are currently separated into two categories, Action specific & General.

    Action Specific:
    ·    Human Resources/Personnel related
    ·    Position message from Position Management
    ·    Funding

    General:
    Message goes to InBasket owner showing the number of action(s) in the InBasket to be worked.

III. HRIS Desktop Terminology

  • When you sign on and access HRIS, the first window to appear is the Desktop. This is the starting point for accessing different areas within HRIS for maintaining HR data.

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  • Navigating in HRIS is managed by using the File Menu of the main desktop or by using the windows keyboard shortcuts of "Ctrl S" to save a form & F5 when moving between forms in the various workflows.

  • Approvals are an important part of many HRIS workflow actions, ranging from Funding to Recruitment to Salary Adjustments. The following instructions will outline the procedures for approving and disapproving an action.

  • Inbasket tracking can be used to look up certain actions that route through approvals to determine the status of the action and where the action is in the system. Salary adjustment requests, Other Direct Pay and funding actions for permanent employees & positions can be tracked through the InBasket Tracking option.

  • Inquiry Forms are a quick and useful way to see the current information in HRIS about employees, positions and funding. All inquiry forms are read-only.

  • When actions are completed, the Employee History should be updated with an entry. Those entries can be printed by dragging and dropping the action to the Personnel Information Form (PIF). This is a report that is a printable copy of the action that can be placed in the employee file.

IV. Personnel Actions - Permanent SPA Employees & Positions

  • The following instructions will take you through the process of abolishing a vacant position. After a position has been abolished, it cannot be recruited for again. The Abolish Position Request is managed through the Establish/Maintain Position Workflow.

    Note: The system will not allow you to process an abolish request for a position that is filled.

  • An Acting Appointment is a Salary Adjustment Action used to compensate an employee for a temporary increase in the duties, scope, or variety of their job. It is a three-step process that requires approvals at each step. The workflow to end an Acting Appointment must be completed at the end of the appointment. If this change in duties is permanent, you may want to consider performing an In-range increase or a Reclassification.

    NOTE: You must have approval from the Director of the Employment, Classification and Compensation Department prior to initiating this action.

  • An Acting Appointment is a Salary Adjustment Action used to compensate an employee for a temporary increase in the duties, scope, or variety of their job. It is a three-step process that requires approvals at each step. The workflow to end an Acting Appointment must be completed at the end of the appointment. If this change in duties is permanent, you may want to consider performing an In-range increase or a Reclassification.

  • A Branch/Role Change action is designed to change the branch,role and possibly the competency level of a position to one that more accurately reflects the current work that is being done by that position. When appropriate, it is also how the employee's salary gets updated in association with the classification changes.

  • The purpose of this workflow is to allow departments to process salary changes associated with Career Banding, such as Labor Market Increases or Internal Pay Alignment actions.

  • A permanent Change in Hours is a change that applies to the position. If the position is vacant, it is a one-step process (see Change Position Attribute in the HRIS User Guide). However, if the position is not vacant, it is a four-step process with approvals at the end of each step, except the last. If the change in hours is only temporary (less than 3 months) and the employee is going to fewer hours than the position, a Temporary Change in Hours (see the HRIS User Guide) could be done, which will not change the hours of the position, only the employee.

  • A Temporary Change in Hours is an action that only applies to the employee and does not affect the position. If a Temporary Change in Hours is going to exceed three months then a permanent change must be made on the position. In addition, Policy states that the employee's hours cannot be greater than what the position is set at. The Temporary Change in Hours is a two-step process. As with the Permanent Change in Hours, this also requires approvals at the end of each step.

  • A Competency Change action is designed to change overall competency level of a position or a component competency to one that more accurately reflects the current work that is being done by that position. When appropriate, it is also how the employee's salary gets updated in association with the competency change.

  • The following workflow changes the funding on the position, including the position rate and salary sources. All salary actions in HRIS require a corresponding funding action. Funding can be done on a vacant or filled position, since it is tied to the position and not the employee. All permanent funding actions require approvals, except for positions funded solely off of Trust fund accounts and/or State fund accounts.

  • This workflow will complete the request to transfer a position from one department to another within the University of North Carolina at Chapel Hill. The transfer action is initiated by the department that the position is currently in. Positions cannot be transferred outside of the University, at this time. This is a one-step action that must be approved by the HR Services Department.

  • The Payroll Journal Entry Request in HRIS is completed to change salary source distributions for a retroactive period in time. It is not used for a salary amount change nor is it used for additional pay. An employee must occupy the position for the retroactive time period for the source distributions change. This form does not require approvals.

  • This position action in HRIS is used to change attributes of a position such as FTE, working title, manager code, shift differential flag, Severe Weather Essential, Public Health Essential, etc. A change position attribute action can be prepared for a filled or vacant position. Filled positions may require submission of additional workflows depending on what you are trying to do. For example: To change an employees hours permanently (over 90 days) you would need to submit 4 workflows, one of which is a change position attribute action. Best practice is to reference the user guide to find the section of the user guide that is related to the action you are to process. If you have any questions as to what workflow(s) you should use to process a particular action, please contact the HR Application Support help desk by submitting a web based Remedy ticket or calling 962-HELP.

  • The Payroll Journal Entry Request in HRIS can be reversed or inactivated using this process. This will allow the user to create another Journal Entry (JE) that is during the time period of an existing JE. It is important to note that if the journal entry has already been processed by Payroll, the inactivation of the JE does not reverse the action in payroll and should be taken into consideration when processing any new journal entries.

  • This workflow will place an employee on Leave Without Pay, taking them out of pay status and it will forward on the notice to the Benefits Department so they can contact the employee. The employee will need to be brought back from leave using the Return from Leave workflow. Modifications to the leave status can be made using this workflow, as well. If the employee did not return from leave, a Termination must be done, with a reason code of "Did Not Return from Leave".

  • The purpose of this workflow is to record an SPA permanent employee's overall competency assessment. It is not designed to replace the paper form as it is the document of record for the employee's signature.

    Employee Competency Assessments (ECAs) must be completed and signed within ninety (90) days of any new hires/agency transfers, voluntary transfers, branch/role changes, or position competency changes. Employee Competency Assessment forms shall be retained in the departments personnel files; however, departments are also responsible for entering and maintaining that information in HRIS.

  • The Maintain Employee Information Form can be used to update mulitple data fields such as Name, SSN, Birth Date or
    Retiree Status.

  • The purpose of this workflow is to record an SPA permanent employee's overall performance evaluation and is not designed to replace the Form HR-100, "Performance Review". This information needs to be entered by departments before certain deadlines close to the end of the fiscal year so that it can be determined if an employee will be eligible for any legislative salary increase that may be approved for the following year. HRIS users will be notified of these deadlines via email. The HR Applications programming staff will process any legislative salary adjustments in HRIS for all UNC-Chapel Hill employees (EPA and SPA).

  • The probationary period serves as an extension of the selection process. It provides time for the new employee to adjust to the duties and expectations of the position, as well as allows the supervisor time to ensure the new employee can satisfactorily meet performance expectations before granting permanent status. This workflow will allow the employee's probationary period to be extended past the initial probationary period established upon hire. This workflow can not be used to extend an employee's probationary period if the end date for that employee's probationary period has already passed.

  • The purpose of this form is to allow a department to perform a mass update the supervisory reporting relationship all or a specified group of the SPA permanent and temporary positions in the department.

    Every position must report to another position. HRIS keeps track of this departmental organizational information through the Reporting Relationship fields. This data can be updated through the Establish/Maintain Position workflow to initially enter or maintain any changes in the organizational structure.

  • This workflow will complete a request to create a new position. This request will be reviewed by the ECC Specialist. Once approved, recruitment can begin immediately.

  • This workflow will send an advance notification to Benefits that the employee is leaving the University. This does not, however, actually terminate the employee. On the actual day that the employee leaves, a termination workflow must be completed.

  • This workflow is used to give one-time payments to employees, commonly used for additional employment but can also be used for certain awards, dock in pay, pro rated longevity, and time payouts.

  • This workflow is used to give one-time payments to employees, commonly used for additional employment but can also be used for certain awards, dock in pay, pro rated longevity, and time payouts.

  • The SPA Recruitment Requisition workflow is to be used to request that a position be posted to the University job board. In order for a position to be filled, this recruitment workflow must be completed. This action can be set up to go through departmental approvals but the final approval must be made by the HR Representative before being posted.

  • If a position has been vacant for over 1 year, policy states that this position must be re-established. This action is processed via the Establish/Maintain position workflow which routes to the Employment, Classification and Compensations analyst for review and approval.

  • The purpose of this workflow is to allow a department to update the supervisory reporting relationship and/or the TIM Approver for a specific position and employee.

    Every position must report to another position. HRIS keeps track of this departmental organizational information through the Reporting Relationship fields. This data can be updated through the Establish/Maintain Position workflow to initially enter or maintain any changes in the organizational structure. These changes must be approved by the Class & Compensation Team Assistants in OHR before it will be reflected in HRIS.

    The data maintained in HRIS for the TIM Approver will export to the TIM system so it is most important that this data be kept up to date and accurate. This action is processed in the Establish/Maintain Position workflow.

  • This workflow will bring an employee back from leave and put them back in pay status. Benefits will also be notified. This action does not require approvals in HRIS. However, departmental approval is required.

  • The process described below will complete the Demotion action for an internal employee by placing that employee in their new position. A Demotion action can only be completed once the funding has been set up on the position to match the employee's new salary.

  • This workflow will place the external applicant or Agency Transfer into their new position within the University and notify Benefits and Payroll.

    Note: The funding must be set up for the new employee's salary prior to completing this workflow.

  • This workflow is used to move an employee from one position to another position. This move can be within the same department or to another department. Regardless of transfer direction, a termination is not necessary since the employee is not leaving the University. This action will forward to payroll.

  • The Termination action is only necessary if the employee is leaving the University. If they are transferring to another position the Promotion, Lateral, or Demotion workflows will remove them from their current position. The Termination workflow is also where a retirement action would be performed. If a Notice of Termination has not been completed then please contact benefits immediately to ensure that the terminating employee receives the appropriate benefits information (962-3071).

V. Personnel Actions - SPA Temporaries & Students

  • The purpose of this workflow is to allow a request to extend a temporary employee beyond the 12 month period provided by policy. This workflow is set up for the department to state their justification of why the extension is needed. The workflow then routes through the HRIS system to the Director of Employment for approval or disapproval. Once approved, the request is forwarded to the payroll department. If disapproved, the request will route back to the initiator's in-basket, with comments as to why the request was denied. It is highly recommended that this request be processed as soon as the need for the extension is determined.

  • The purpose of this workflow is to allow the departments to process funding changes for student and temporary funding actions such as position rate changes and salary source changes.

  • The purpose of this workflow is to allow departments to process a change in hours (FTE) for an employee. HRIS has built in business rules and policies that only allows for an employee's total FTE to be 40 hours per week or 1.0 FTE.

  • The purpose of this workflow is to allow a department to process a change in job classification for a temporary employee.

    Example: A Student Assistant has finished classes and is now employed by the department. The employee's status of student must be changed to either a temporary or intermittent temporary as there are different tax rules that would now apply since the employee is no longer a student.

    Different minimum hourly rates apply to specific classifications. If the job classification change is from a student job class to a temporary or intermittent temporary job class, a salary change may also be necessary.

  • The purpose of this workflow is to allow the extension of SPA Students and Temporary employee's appointments.

  • The purpose of this workflow is to allow a department to place a temporary or student employee on payroll either for their very first appointment or in secondary appointments. this workflow is used for temporary, intermittent temporary, student assistant appointments, and specialized temporary appointments. Examples of specialized temporary appointments would be Athletic Events employees, Desk staff-Student Family Housing employees, Legislative Aides, Other Student Assistants (Non UNC-Chapel Hill Student Assistant), and Summer Interns (specific to School of Government).

    The University of North Carolina at Chapel Hill is committed to providing a safe and secure workplace for all employees. To that end, it is the policy of the University of North Carolina at Chapel Hill to conduct North Carolina criminal conviction checks on all persons hired (with the exception of Students and EPA Faculty). Departments directly hiring temporary employees in positions covered under this policy must forward a copy of selected candidate's application for positions covered under this policy and an "Authorization for Criminal Conviction Check", Appendix J, to the Background Investigator, UNC Public Safety, CB 1040. The Background Investigator will conduct an investigation in all North Carolina counties in which the applicant has lived and/or worked to the extent known to the University to determine whether there is any criminal conviction that may affect the hiring decision.

  • The purpose of this workflow is to allow a department to update the reporting relationship for a Student and Temporary employee.

  • The purpose of this workflow is to allow a department to change the salary for a student or SPA temporary employee. Position funding must be completed and approved at the new hourly rate before starting this workflow. Refer to Change Position Funding , in the HRIS User Guide, to set up new hourly rate.

  • The purpose of this workflow is to allow a department to terminate Students and SPA Temporaries when their appointments end prior to their planned end date.

VI. Position Funding Information and Business Rules

VII. Reports

VIII. General Information & Tips

IX. How do I get Help?