AAOU SSC RT System Updates

Tue, 04 Aug 2020 00:08:57 -0400

AAOU SSC has made some recent updates to our RT system, please see below for a list of updates:

Request Type: Payroll and Hiring

Payroll Action: "New Hire" (All)

Update(s): Added Fields

Citizenship Status - due to necessary process changes required to ensure the accuracy and efficiency of remote on boarding, we have added a new required field on ALL "New Hire" RT tickets requesting the new hires citizenship status. It is important to note, the department should not inquire with the new hire about their citizenship status until AFTER an offer of employment has been made and accepted.

The new field requires the department to know the new hire's citizenship status prior to submitting the RT ticket. The "Employee's Citizenship Status" field is a drop down box, with two options "US CITIZEN" OR "INTERNATIONAL", if "INTERNATIONAL" is selected, the system will then prompt you to provide:

Citizenship Classification - the classification type is selected from a drop down menu with twelve (12) potential options:

PERMANENT RESIDENT

PERMANENT RESIDENT APPLICANT

ASYLEE, REFUGEE OR TPS

F-1 STUDENT

J-1 STUDENT

J-1 NON- STUDENT

J-2 SPOUSE

H-1B WORKER

G-4 DEPENDENT OF G-1

O-1

TN

PENDING IMMIGRANTS (PP)

Citizenship Status and Classification (when applicable) are needed as part of the on boarding process to ensure all appropriate paperwork is sent to the new hire for completion.

Please begin to incorporate these questions into your hiring process AFTER an offer has been made AND accepted. Under no circumstances should an applicant be asked these questions prior to formally accepting an offer of employment.

In an effort to support departments that do not already have an information collection system for new hires, AAOU SSC has created a short form for your use. Please see the attached document.

Request Type: Payroll and Hiring

Payroll Action: Department Budget Earnings

Update(s): Multi-Chartstring Table Added

DoIT has created a multi-chartstring table for situations when an employee's funding is paid by multiple funding sources. When submitting DBE updates, you will now provide the existing (current) DBE allocation for the employee, and then the updated (new) DBE allocation for the employee using the embedded multi-chartstring table(s). The tables will allow you to "Add" and "Delete" rows for all chartstrings being used. Please note, you only need to enter information for chartstrings that have a % allocation. Once the department is selected from the drop down menu, the multi-chartstring table will auto populate with all chartstrings for the selected department. You will enter the % allocation to each chartstring, for the current DBE allocation, totaling to 100% and then in the next table you will enter the % allocation to each chartstring for the new DBE allocation, totaling 100%.

It is important to note, the system will not let you submit the ticket unless both the current and new allocations total 100%.

We understand that there are instances where an employees salary may be funded across multiple departments, in those situations, you have the option to "Add Row" and manually enter the chartstring information for the other department, along with that department's Approver Name and Email Address. Once the ticket is submitted all department approvers will receive an email notification that they need to approve the RT ticket. AAOU SSC will process the ticket once all necessary approvers have responded to the ticket with "Approved".

Request Type: Payroll and Hiring

Payroll Action: Pay Rate Change

Update(s): Added Field

Current Pay Rate field added ahead of New Pay Rate field. Moving forward when submitting pay rate changes departments will be required to provide the employees current rate of pay, as well as the new rate of pay.

Request Type: Payroll and Hiring

Payroll Action: Termination

Update(s): Removed Field

Is the Employee on UMBC Payroll field has been removed, this question was unnecessary, since if they are being terminated, it is clear, they are currently on UMBC payroll.

Request Type: Payroll and Hiring

Payroll Action: Paper Timesheet

Update(s): Updated Link

Paper Timesheet link has been updated with our fillable PDF version of the timesheet, which allows one click electronic signature via adobe for the employee and supervisor signature fields. The fillable timesheet can also be found on our website here.

Request Type: Purchasing

Update(s): Multi-Chartstring Table Added

Similar to the update made to the DBE request type, DoIT has added a multi-chartstring table for Purchasing requests, to allow the department to split purchases between multiple chartstrings when necessary. The department will have the option to enter an amount or percentage in the multi-chartstring field. The amount across all chartstrings used, must total the "Total Amount" listed from the Item price/quantity table. If Percentage is used instead of Amount, the % across all chartstrings utilized must total 100% in order for the system to allow you to submit the ticket.

We understand that there are instances where departments may share the cost of specific products/services across campus, in those situations, you have the option to "Add Row" and manually enter the chartstring information for the other department, along with that department's Approver Name and Email Address. Once the ticket is submitted all department approvers will receive an email notification that they need to approve the RT ticket. AAOU SSC will process the ticket once all necessary approvers have responded to the ticket with "Approved"

AAOU SSC is continuously working on updating our systems, and processes in an effort to streamline workflows and increase efficiency. As future updates are made, we will continue to notify our SSC departments. We also believe user feedback is invaluable to our success as a shared services center, and encourage you all, as the primary RT system users, to provide any feedback or suggested improvements you may have.

If you would like to provide us with feedback or recommendations, please feel free to contact Vania Cruz directly at vcruz@umbc.edu.

If you have any questions, or if you require any additional information, please do not hesitate to contact us.

Thank you,

AAOU SSC