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Amira Ghadeer, Deputy Director, UIC Human Resources Service Center
AY 2015-2016 Key Dates – Salary Planner & HRFE Transactions
Salary Planner training materials available online
Creation of FINAL Scenarios (AC, CS, OR, VAP and UA)
Salary Planner available for colleges to begin edits based on limited guidelines
Lockout date for Academic (AC, VAP) and Open Range (OR) scenarios
MN 8 Payroll Calc (7/16 – 8/15)
All Graduate Assistant Reappointments applied by units for processing of fall tuition waiver by Office of Student Financial Aid (OFSA).
MN 9 HRFE transaction due in UIC HR deadline
BW 18 HRFE transaction due in UIC HR deadline
Upload Academic (VAP) Salary Planner records
Upload Academic (AC) Salary Planner records
Lockout date for Unpaid (UA) scenarios
Upload Unpaid (UA) Salary Planner records
BW 18 Payroll Calc (8/17 – 8/30)
MN 9 Payroll Calc (8/16 – 9/15)
Upload Open Range (OR) Salary Planner records
BW 18 Pay Date
September Board of Trustees Meeting – approval of Grey Book
Notification of Appointments (NOA) released to academics
MN 9 Pay Date
Any corrections for AY2014-2015 increases must be submitted via HRFE to UIC HR by this date. Otherwise will be treated as a midyear increase requiring additional approvals.
BW – Bi-Weekly pay cycles include: Civil Service, AH/GH, EH, Student
MN – Monthly pay cycles include Faculty, AP, Post Doc, GA, Resident
General Appointment Reminders
All new appointments or where an additional job is being added require offer letters. Reappointments involving term changes will require a letter acknowledging the changes.
The salary reflected in the HRFE Transaction must match the offer letter.
Effective 8/16/2015, the minimum AY2014-2015 annual salary will remain in effective for AP and Post-Doc Research Associates
Academic Professional & Academic Hourly appointments require an approved Job Description (approved within the last 3 years) for new hire, reappointments and add a job transactions
Verify the degree information via HRFE prior to submission to the central apply stop to confirm the individual has the degree requirements to hold the position being added.
For international employees, verify that the current I9’s work authorization is valid for the appointment dates reflected in the HRFE transaction.
Post-Doc Research Associate appointments can be held for a maximum of 5 years. Please verify the term limitation before submitting the transaction.
Be sure to use appropriate “document type” for each individual HRFE transaction attachment– do not combine documents into one document. The Position Authorization form goes under “Provost Approval”. Job Descriptions should go under “Position/Job Description.”
Process HRFE transactions as soon as a separation is confirmed, including graduates who have graduated. In addition, submit HRFE separations for inactive appointments that have not been active for more than 1 year.
For separation & employment group changes that require vacation & compensable sick payout, answer “Yes” to payout question.
Graduate Appointment specific
Please review the Fall Processing Job Aid when submitting and approving the HRFE transactions.
The UIC HR’s website has been updated to reflect additional information regarding ‘Hiring Graduate Assistants’. HRFE Processing Jobs for Graduate Appointments can be used as a resource for units submitting HRFE transactions and when direct applying graduate reappointments.
Use the Offer Letter Templates for Graduate Assistantship or Teaching Assistantship available on UIC HR’s website. In addition, we have added an optional template letter for Research Assistantships and Graduate Hourly appointments on our website.
Please adhere to the Graduate minima available on UIC HR’s website.
Standard Graduate reappointments are applied at the College level with the exception of Added Jobs and Org Changes. These must be in by August 14, 2015 in order OFSA to process the initial waivers for tuition.
Verify work authorization is valid with appointment dates and P-Class titles match appropriate position title
Units must confirm enrollment for the term being appointed
For questions regarding Hospital appointments, please contact Hospital Human Resources at Teri Blain at 413-1476, firstname.lastname@example.org
For all other inquiries, please contact the UIC HR Service center via the below listservs:
Salary Planner updates and inquiries: UICHRSalaryPlanner@uillinois.edu
Faculty and Other Academics transactional inquiries: UICHRServiceCenter@uillinois.edu
Civil Service transaction inquiries: UICHRSCivilService@uillinois.edu
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