Job Setups - Faculty Employees (F9, FN, FR)
The resources below will provide you with important information about faculty employees. The basic information you will need to submit job forms, process electronic personnel action forms (EPAF), and make changes to your faculty member鈥檚 assignments is outlined in the tabs below.
F9 faculty members are represented by the . The Collective Bargaining Agreement (negotiated by the Union in conjunction with the 好色tv) establishes Pay, Leave, Tenure and Promotion Eligibility as well as grievances. These employees are hired on 9 month base contracts only (19.5 pay periods).
FN faculty members are non-represented faculty members that are not in academic leadership or administrative roles. This means they are not represented by the . In 2023 all Post-Doctoral Candidates became represented by the UNAC Collective Bargaining Agreement. They are now set up in the F9 E-Class.
The FN category is primarily made up of Visiting Faculty, who may be hired on either a 9 month or a 12 month contract. FN faculty members utilize Faculty Time Off (FTO) and are more aligned with the F9 leave accrual 好色tv.
FR faculty members include those faculty members who have also assumed administrative or leadership roles within the 好色tv. This means they are not represented by the . These employees can be hired on either a 9 month or a 12 month contract. Their leave accruals are calculated differently than F9 employees and mirror a benefited staff member鈥檚 accrual. These employees may also be subject to furlough.
Learn more about the changes made to FR employees in 2021 in the .
This training session was conducted ahead of Fall 2021 and covers academic year setups
for faculty members on a standard academic year contract. Please note that while the
general information will always apply, the dates may change semester to semester.
(Zoom Training Link -- training begins at 7:15)
鈫 For more information on submitting On/Off contract EPAFs please review the .
The diagram shows how faculty transactions work together over the year to make sure they are paid, kept in the right status and their benefits deductions are applied correctly.
Depending on your campus and its faculty requirements, you may need to work with the Provost鈥檚 Office during the faculty hiring process. The Talent Acquisition team can help guide you through what is required for the recruiting process.
Once your recruitment has been completed, and the offer card is approved by Talent Acquisition, you are ready to submit your new hire packet to UA HR! Use the sections below for more information on how to submit your paperwork to UA HR.
Check Banner First
- Check PEAEMPL
- Check to see if they are Active or Termed:
- New Hires display an "Active" status in PEAEMPL, with an accompanying message: "Query caused no records to be retrieved. Re-enter", and no additional employee information.
- Rehires display a "Terminated" status in PEAEMPL, with the termination date and termination code from the employee's previous assignment.
- Existing employees are those who are Active in PEAEMPL, with all relevant employee job information and no termation date or termination code.
- Check if they have other positions (NBIJLST)
- Check the
- Faculty employees cannot simultaneously hold assignments in other e-classes
- Changes to E-Class must take place at the beginning of a pay period
Effective Dates
Faculty member's primary assignments operate on an August to May cycle unless they
are on an alternate academic year. For more guidance, refer to the following resouces:
For assistance in setting up Faculty employees on an alternate academic year, please
contact Personnel.
Salary
Faculty employees must be paid per the UNAC Collective Bargaining Agreement (CBA).
All New Hires require at least an offer card, job form, appointment letter and I-9. But what constitutes a New Hire? What about a rehire? In which situations do you need hire documents?
- Active Employee: Only the job form and appointment letter are needed.
- Brand New Employee: All new hire paperwork is required, see 鈥淲hat New Hire Documents are Required鈥 for details.
- Terminated Less Than 10 Days: Only the job form and appointment letter are needed.
- Terminated Less Than 1 Year Ago: In addition to the job form and appointment letter, an I-9 and are required. may be completed (if they want to set up or reactivate).
- Terminated More Than 1 Year Ago: All new hire paperwork is required.
- All Non-U.S. Citizens and Non-Permanent Resident Aliens: A GLACIER Tax Summary Report, including Required Document Copies, are required. If the employee does not have access to Glacier, please from the Personnel Team.
When hiring faculty, you'll need the following paperwork.
Required Forms:
- Job Form
- when the Offer Card is not being used as the job form.
- Signed
- Copy of the
- Form I-9 submitted via LawLogix
- Personal Demographic Form
- For Non-U.S. citizens and non-permanent resident aliens:
- GLACIER Tax Summary Report, including Required Document Copies and Required Forms. If the employee does not already have access, from the Personnel Team.
As Applicable:
Optional Forms - To Be Completed Online after Set Up in Banner
- Direct Deposit Form - Available in UA Online
Optional Union Forms:
- Dues Form: UNAC (F9)
Print and Deliver to Employee:
- Health Insurance Marketplace Notification
- Employment or Service Outside UA - Memo
- (if Union Represented)
Faculty members (F9 employees) are represented by the United Academics Union (UNAC). The Collective Bargaining Agreement (negotiated by the Union in conjunction with the 好色tv) establishes Pay, Leave, Tenure and Promotion Eligibility as well as grievances.
A faculty member only needs to submit a union membership dues form in the event that they elect to pay union dues. This form will allow UNAC to deduct dues from the employee鈥檚 paycheck.
Paying union dues is optional, and if they do NOT wish to pay dues to the union, the employee does not need to submit a form.
The revocation form is only for a faculty member currently paying dues, who wishes to end their dues contribution.
For more information on UNAC, and to access the membership dues or the revocation form, please visit the UNAC Faculty page provided by Labor and Employee Engagement.
Job forms are the vehicle that tells the Personnel Technician how to set up an employee鈥檚 job in Banner. Our will provide you with general information on completing a job form.
For all F9, FN and FR employees, there needs to be a PCN (position number) assigned to the employee/their position description. This number will be created or given to you by your campus budget office. The PCN will have the employee鈥檚 Eclass, salary grade, title, and in some cases an end date associated with it. The PCN information pulls directly into Banner upon entry. Please work with your budget office to ensure the information is up to date and correct.
Additional References:
: What are factors and when do they change?
: What dates do we use for the next semester and when are things due?
Once your hiring documents are completed, you will combine them into a PDF file as an electronic new or rehire "packet".
When your packet is ready, you will then upload it to the New Hire & Rehire Submissions in NextGen. Personnel has outlined a preferred order for hiring documents within your packet. Ordering the packets this way helps us to greatly expedite the entry of your employee into Banner, and get them up and running as fast as possible. Linked at the bottom of this page you will find access to the NextGen submission form as well as the preferred document order.
All new hires will need to have an offer card submitted. Review the instructions for .
After you have received notification from NextGen that your employee has been entered into Banner, please review the entry to ensure it is correct. If there are any errors (we are only human!) let us know immediately, and we will update it as quickly as possible.
We also suggest sending the following information to your employee, this allows them to update their tax deductions, as well as set up direct deposit if they wish to enroll.
Direct Deposit
If your employee has direct deposit, which is highly encouraged, their pay is usually
received by midnight on Friday morning. If they are receiving a paper check, receipt
timelines are dependent upon their local postal service. Direct deposit may be set
up through UA Online on the Employee Dashboard.
W-4 Form
All new hires are defaulted per IRS guidelines. Your employee may change their withholding rates at any time using the .
Importance of Updating the Employee's Address
It is imperative that your employee's address is up-to-date. HR addresses affect mailout
of all items mailed to the employee from UA HR, including: paper checks, W-2 and benefits
notifications. Employees can update their address online at any time.
Instructions for Updating an Address through UAOnline
To change your HR address please login to your UAOnline account.
- Click on "Personal Information", then "Manage your address, email, and phone information".
- Under the "Mailing Address" click on the box "Change".
- Enter your updated address and click on "Save Changes".
Please note that the HR Address will then update in the 好色tv at the top of the hour.
Benefits
New employees should be signed up for the New Employee Benefits Overview presented
by the UA HR Benefits Team to learn more about their benefit options at the 好色tv.
When do we make changes to existing employees?
After an employee is hired and settled in their jobs, there will come a time when
you have to make changes. These can range from changes to the number of hours per
pay period to changes in pay. Refer to the document for a list of changes that can be made as well as the coinciding required
documents. If you ever have questions or more complex situations, please be sure to email Personnel.
Turnaround Job Forms: What are they?
Turnarounds generate a job form based upon entry that has been done in Banner. Depending
on the date range used, it will pull all job forms connected to the employee and the
TKL that is input. It is a copy of the job form, providing the accurate information
currently set up in Banner.
Using a turnaround makes it easy to update, route for signatures, and turn into UA HR. To make updates, you simply cross out the old information you are changing, and input the new information next to it, preferably in a different color. Using turnarounds makes it easier for the Personnel team to know exactly what sections of the job form are changing.
See our for instructions on printing your turnarounds!
For more specific information on completing a Faculty Job Form, check out our Job Form Completion Guides:
Additional Resources:
EPAF Information
Having a proper Timesheet Approver allows the timesheets to be completed and submitted by employees through Web-Time Entry. Designating someone as a Supervisor carries over to myUA and impacts organization charts, performance evaluations, and allows supervisors to monitor their employees' training statuses.
Supervisors and Timesheet Approvers can be set up by departments in Banner.
The will give you dates and details for processing faculty actions at the end of the spring semester. It includes things like:
- Off Contract job forms (OCB) this will put the employee in an off contract status, leaving them active with their benefits, but not receiving a paycheck.
- Contract extensions
- Terminating faculty with and without summer assignments
The diagram shows how faculty transactions work together over the year to make sure they are paid, kept in the right status and their benefits deductions are applied correctly.
Summer Additional Assignments
F9, FN and FR employees are all eligible to have summer additional assignments. These assignments are for additional work done in the summer, this can be for credit or non-credit. This is generally for assignments where the pay and hours differ from the employee鈥檚 base contract. The employee will not pay benefit deductions on these assignments and they will not fill out a timesheet.
What will Personnel Need?
To set up the summer additional assignment, the Personnel Team will need an appointment letter and a job form. The PCN utilized will be a pooled PCN and it will depend on the assignment type and employee Eclass. These assignments need to be created over full pay periods.
For a list of summer additional assignment PCNs and their coinciding Eclass, please refer to the .
F9 faculty and post doctoral candidates are eligible to have a contract extension. Faculty contract extensions occur under the following circumstances:
- Same rate of pay as base pay
- Same type of work
- Same unit(s) where base contract is issued
During a contract extension FTO and Sick Leave will be accrued and available to use. Faculty should continue to complete a timesheet as they would during the academic year.
Other work performed outside of the base contract period will be set up as additional assignments. For more information, please review the guide covering .
What will Personnel Need?
To set up a contract extension, submit a job form and appointment letter to Personnel.
Please note that while contract extensions may be set up with a different number of hours per pay period from the base 9-month contract, if there is a change to hours then the On/Off EPAF used each year for faculty may not work appropriately. Please contact the Personnel Team if you have any questions.
: Guidance for placing your faculty member on either a semester or academic year sabbatical.
: Guidance for compensating your faculty member for Department Head Chair payments.
Overload Assignments
F9, FN and FR employees are all eligible to have overload assignments. This is work that is done beyond their base contract during the academic year. This can be for credit or non- credit.
For a list of overload PCNs and their coinciding Eclass, please refer to the .
LWOP Process
A Leave of Absence memo is created by the department and signed by the Chancellor
or President and any other intermediate levels required by university leadership.
This approved memo is sent to Personnel with the job forms for LWOP and LWPE. Once
the changes are made to NBAJOBS, Personnel notifies Employee Transitions and Benefits
that an employee is on LWOP, sending them the completed memo and job forms.
Depending on the type of change, there are different things you鈥檒l have to keep in mind when employees move from one employee class (E-class) to another. Regardless of the type of change, they must occur at the beginning of a pay period.
Temporary to Regular
Follow these steps when a temporary employee, including adjuncts and students, moves into a regular, benefited position:
- Submit a stop job for the temporary position if it is not already ended
- Upload a resignation letter (if applicable) through
Regular to Temporary
When a regular employee moves into a temporary position, they must be entered through Termination Workflow. This process will ensure that their leave balances are adjusted, their benefits end, and that they are offered COBRA continuation options. Here are the steps you鈥檒l need to follow:
- Enter the termination in Banner on
- Upload a resignation letter through
- Submit the temporary job
The temporary job will not be able to be set up until the benefited position completely processes through termination workflow, which cannot occur until after that pay cycle is finalized. Payroll finalizes one week after the end of the pay period, and it can take up to 5 days to finish the termination after that point. A paper timesheet may be required for the first pay period in the temporary position. Be sure to watch your email; you will be notified as soon as the new position is entered.
Department Coordination
If you are hiring an employee that is coming from another department, please coordinate with that department before submitting documents to Personnel. It works best if you are able to submit the stop job and the start job at the same time. The provides contact information for HR Coordinators across the 好色tv.
Additional References:
When an employee is terminating, there are a couple of things that you will need to do: enter the termination in Banner and submit the supporting documentation to UA HR.
Entering a Termination
Terminations should be entered into Banner as soon as you are notified. Future dated terminations will be automatically held by the 好色tv and won鈥檛 start the termination process until 10 days prior to their last day.
Termination Codes
When you enter a termination into Banner, it is essential to use the right termination code. These codes are used to understand why people leave the 好色tv and if there are any items requiring special handling.
The document provides you a list of termination codes that can be used. Pay attention to the termination types that require coordination with UA HR Teams. Those types of termination will require coordination with HR before you enter the termination in Banner.
Submitting Termination Documentation
Whenever an employee is terminated, the back up documentation needs to be submitted to UA HR through . Examples of documentation include resignation letters or emails; or notice of non-renewal. Even when you are coordinating a termination with a UA HR team, it is the department鈥檚 responsibility to upload the final documents after the termination has been entered. You鈥檒l need the information from NEA2TRM to submit the documents online.
Faculty Overloads are held during the academic year or when the faculty is on a contract extension.
Summer Additional Assignments (SAAs) are held during the summer months when the faculty member is off contract on their primary assignment.
In both instances, Overloads and SAAs are in addition to the primary assignment and have their own PCNs, depending upon whether or not they are for credit or non-credit. Please review the to see which PCN is appropriate for your faculty member鈥檚 Overload or SAA!
Required training can be found on the TA&D website.
This will depend on the kind of assignment held by your faculty members. An F9 faculty member cannot hold other types of positions at the
same time, per the Faculty CBA.
FN and FR faculty members are not represented and as such can hold temporary assignments
subject to TA approval. They cannot hold adjunct positions.
Please see the for more details.
Please submit a to the Personnel team with a detailed explanation of what needs to be corrected. You can always attach documents
to your request, if applicable to your situation.
Please remember that any documents which contain sensitive information should be sent
through an ESM ticket, not an email, to ensure that the information is sent securely.
Job Form Submissions
Submission of job forms and supporting documentation is done through NextGen. Use the links below to submit your paperwork to UA Human Resources.
This envelope is for employees who have never worked for the 好色tv of 好色tv before, as well as those who are returning. These individuals are inactive in PEAEMPL. | This envelope is for employees currently or recently employed by the 好色tv of 好色tv. These individuals are active in PEAEMPL. |
鈥
When submitting job form packets and hiring documentation to UA HR, there is a preferred order for the required documents (shown below). The advantage to placing documents in this order is that it can significantly shorten time spent on data entry, allowing us to process your employee's paperwork much more efficiently and quickly.
Job Form
Offer Card
Student Waiver (if applicable)
Memo (if applicable)
Appointment Letter
Demographics Form
All other applicable forms
EPAF Submissions
Submission of supporting documentation for EPAF transactions is done through the NextGen .