Recently, we communicated that the Contingent I contract was updated to include controls surrounding background checks where necessary. One of the new questions asks if a background check has been initiated by the hiring department, if a background check is required. 

In instances where background check services outside of UMBC are being employed, we have established the following practices to ensure that hiring can be conducted timely.

This link leads to a google form that must be completed and attached to the New Hire RT request as supporting documentation in PDF format, in any circumstances when an independent background check is being conducted.

To protect the private information of new hires, this form does not ask for any personal information or background check results. Instead, it serves as a certification from the hiring department that a background check has been conducted and that the new hire is eligible to be hired based on the results. With that said, the individual completing the form must be able to certify the background check.

In circumstances where the background check has been initiated, but not completed, it is the department's responsibility to update the RT ticket when the results are received with the following information:

-- Confirmation of background check completion

-- Date of completion

-- Confirmation that the candidate is "Eligible for hire."

Until this information is received HR will not process the new hire paperwork, so please be mindful of the timing for background checks to ensure timely processing. Once we are able to confirm this information, we will alert HR, who will then be able to add the new hire to payroll for your department, allowing them to begin work.

If you have any questions about this policy, please reach out to our shared mailbox at aaoussc@umbc.edu.

Thank you,

Mike

To ensure all transactions for FY21 are processed and approved by the central office(s) FY21 year-end deadlines, and the expenses post against your FY21 budget, the AAOU SSC has developed a year-end calendar for your reference.

Please note this calendar also includes activities that are not processed via shared services, and those transactions still remain the departments responsibility to complete prior to the listed deadline. All AAOU SSC related deadlines are listed in RED.

We have also added these dates to the deadline calendar on our website: aaoussc.umbc.edu and a copy of this document has been added to our website as well for easy reference.

The AAOU SSC deadlines listed in RED, indicate the date in which your RT Requests must be received by shared services for processing. Please ensure all requests are submitted by or before COB on the deadline specified to ensure your transaction is included in your FY21 budget. 

If the deadline is missed, the transaction will still be processed, however, it will hit your FY22 budget instead of FY21.

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

Thank you,

AAOU SSC

Please find the latest AAOU SSC Newsletter attached!

As always, we are open and looking forward to your questions and feedback to address and clarify in future newsletters and trainings. Feel free to submit your feedback via the surveys once your RT Tickets are closed and by emailing the shared mailbox, aaoussc@umbc.edu. 

The newsletter is also located on our website under "News and Updates."

Have a safe and enjoyable Spring Break!

AAOU SSC Team

In the last year, Human Resources published an update to the Contingent I contract. The template document, once two pages, now includes a third page and additional questions that the hiring manager needs to complete. Primarily, the new sections generally address nepotism and introduce a control on background checks.

Now, each contract must identify any family also working for UMBC. “Family members” include spouses, children, stepchildren, parents, in-laws, grandparents and grandchildren, aunts and uncles, nephews and nieces, as well as sons-in-law and daughters-in-law. The key consideration in the contract demands that we define whether candidates will have a working relationship with a family member.

Although not new in principle, the contract features three questions on the second page that address background checks. Background checks must be requested for job candidates who will have financial responsibilities, interact with youth or minors, or any other responsibility that would require a background check. Financial responsibility includes cash handling, P-card access, Payroll, budgeting, and fund handling.

There is a section on the revised contract for additional terms. While most contracts do not include additional terms, this section allows for specific contractual terms that fall outside normal business operations. Normal business operations are defined in the Terms and Conditions found on the third page.

Generally, contingent I employees work “if and when needed” for one year or less under twenty hours per week or if they are temporary employees working more than twenty hours per week and the term is for six months or less. In the latter case, the contingent I contract may be renewed one time by executing a new contract for six months or less.

The revised agreement is available on UMBC HR’s Employment Forms page

(https://hr.umbc.edu/forms/employment-forms/) as well as a request for an emergency extension, and an application form for Contingent I positions only.

Due to the extension of the Universities Spring Break, we have had to make a slight change to the AAOU SSC FY21 HR Paperwork Deadlines for PR-2021-020 and PR-2021-021.  Please review the attached REVISED deadline calendar (revised deadlines are in *white* text for easy identification), and make any necessary adjustments internally  to ensure the new deadlines are able to be met. 

The revised Deadline Calendar can also be found on our website here.

If you have any questions, please do not hesitate to reach out to a member of our team, via our shared mailbox: aaoussc@umbc.edu.

Thank you,

Vania Cruz 

Good Afternoon,

I hope everyone's new year is off to a good start. This is a friendly reminder to be mindful of our AAOU SSC deadline calendar, which can be found on our website, as you are submitting RT requests. It is vitally important that requests get submitted in a timely manner, so that we can ensure that all necessary paperwork is being processed and submitted to the respective central office ahead of their deadlines. If the AAOU SSC deadline calendar is not being followed, we cannot guarantee that paperwork will be processed on time, which can result in UMBC not being in compliance with certain state and federal laws. 

As such, effective immediately, if RT tickets are submitted, for which the relative AAOU SSC deadline has passed, we will be requiring a memo explaining why the deadline was missed and what steps are being taken to prevent future deadlines from being missed. The memo must be signed by the department approver and attached to the related RT ticket as supporting documentation before the ticket will be processed. 

If you have any questions about these expectations, or need assistance with determining when the deadline is for certain tasks, please reach out to our shared mailbox at aaoussc@umbc.edu, and we will assist you. 

Best,

Mike Renda

Please find the updated FINALIZED version of the FY21 AAOU SSC HR Paperwork Deadline calendar, through the end of the fiscal year (June 2021), linked below. Please replace any existing versions of the deadline calendar you have, with this one moving forward.

A copy of the updated calendar is also saved on our website here. Anytime updates are made to this document, the most up to date version is saved on our website. We highly recommend accessing the calendar from our site, to ensure you are referring to the most recent version at all times.

RT tickets for any new hires requiring complete onboarding paperwork (not currently active on UMBC payroll in any department, and have not been active on UMBC payroll within the last 3 years from the date of hire for the new position), will need to be submitted at least two weeks ahead of the listed deadline associated with their start date, to ensure enough processing time, for SSC staff to initiate the hiring process, and for the new hire to complete and return all paperwork and supporting documentation by the deadline listed that is associated with their start date.

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

Thank you,

AAOU SSC Team

In this edition, we are tackling topics such as payment requests, employment eligibility verification, and faculty supplemental forms!

As always, we are open and looking forward to your questions and feedback to address and clarify in future newsletters and trainings. Feel free to submit your feedback via the surveys once your RT Tickets are closed and by emailing the shared mailbox, aaoussc@umbc.edu. 

The newsletter is also located on our website under "News and Updates."

Have a safe and enjoyable holiday!

AAOU SSC Team

Please find the updated FINALIZED version of the FY21 AAOU SSC HR Paperwork Deadline calendar, through January 2021, linked below. Please replace any existing versions of the deadline calendar you have, with this one moving forward.

A copy of the updated calendar is also saved on our website here. Anytime updates are made to this document, the most up to date version is saved on our website. We highly recommend accessing the calendar from our site, to ensure you are referring to the most recent version at all times.

Please also remember: Start dates for new hires should be coordinated with AAOU SSC in advance, to ensure the date you wish to hire, is in line with the processing time required and associated deadlines, to ensure a smooth onboarding process, and to avoid payroll delays for new hires.

RT tickets for any new hires requiring complete onboarding paperwork (not currently active on UMBC payroll in any department, and have not been active on UMBC payroll within the last 3 years from the date of hire for the new position), will need to be submitted at least two weeks ahead of the listed deadline associated with their start date, to ensure enough processing time, for SSC staff to initiate the hiring process, and for the new hire to complete and return all paperwork and supporting documentation by the deadline listed that is associated with their start date.

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

Thank you,

AAOU SSC Team

Attached please find an updated version of the FY21 AAOU SSC HR Paperwork Deadline calendar, through the end of the calendar year. Please replace any existing versions of the deadline calendar you have, with this one moving forward.

A copy of the updated calendar is also saved on our website here. Anytime updates are made to this document, the most up to date version is saved on our website, we highly recommend accessing the calendar from our site, to ensure you are referring to the most recent version at all times.

If you have any questions, or if you require any additional information, please let us know.

Thank you,

AAOU SSC Team