Welcome to

1

• Welcome to
• Wasabi Personnel Actions for Academic Appointments

2
Prerequisites

• Before attending this course, you should have
  completed the following prerequisites
• Understanding HR Data
• Wasabi Personnel Actions

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Course Contents

• Unit 1 HR Process Overview
• Unit 2 Processing Academic Appointments in
  Wasabi

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Wasabi Personnel Actions for Academic Appointments

• Unit 1
• HR Process Overview

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Major Changes within the HR Area

• The Appointment form will be replaced with hire
  forms or the Job Data Change Form
• Org completes appointment transaction
• or

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Major Changes within the HR Area (continued)

• New terms important to understand
• Temporary Academic
• Job Codes
• Standard Hours

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Reminders

• Annual Research Scientist Appointments
• Start and End Date are required
• Salaries must be approved by OAA
• Salary increases require an explanation to OAA
• Faculty
• Coordinate faculty appointments with SCARP and
  OAA
• Business Title is required

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Wasabi Personnel Actions for Academic Appointments

• Unit 2
• Processing Academic Appointments in Wasabi

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Learning Objectives

• At the end of this unit, you will be able to
• Describe the specifics required for processing
  Academic Appointments in Wasabi
• Outline the changes in processing academic,
  unpaid, and temporary appointments

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Topics to be covered

• 1. Academic Appointments
• Employee Classes Job Codes
• Tenured and emeritus status
• Temporary academic appointments
• 2. Additional Types of Harvard Appointments
• Unpaid
• International
• Term Appointments

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Academic Appointments

• Employee Class and Job Code drive
• Employee benefits
• Pay frequencies
• Object codes
• Examples of academic Employee Classes
• Senior Faculty
• Junior Faculty
• Internal Post Doctoral Fellow
• The Employee Class field is used as a filter when
  searching for a particular job code

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Job Code / Employee Code Exercise

• Using the Academic Appointment Job Code list
• Professor Penny just got promoted to be an
  Associate Professor, what is her new Job Code?
  What form would you use?
• In what Employee Class is a stipended research
  fellow?
• Research Associate Ron was just hired on October,
  what is his Job Code?

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• 1.
• 2.
• 3.

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Secondary Faculty Members

• There is no Job Code that specifies a secondary
  faculty member position.
• Choosing Hire/Additional Job defaults to
  secondary in the Job Indicator field.
• For example, a secondary Associate Professor will
  have Job Code 000152 - Professor, Associate, and
  the job indicator will be secondary.

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Tenured Emeritus Status

• Job Codes have not been converted to specify
  Tenured status
• Tenured status is captured through a checkbox in
  Wasabi
• Emeritus Status is also captured through a
  checkbox in Wasabi

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Business Title

• For all faculty members, the Business Title is an
  important and therefore required field
• The correct title can be found on the SCARP
  report
• All titles end in in the Faculty of Public
  Health
• Include 10 or 12 month appointment designation

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Summer Salary for Academic Appointments

• Use the Additional Pay form for Summer Salary
• Required fields
• Pay Period
• End Date

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Temporary Academic Appointments

• The new Employee Class Temporary Academic is used
  for appointments
• Up to six months in length
• No benefit options
• Arrange through OAA
• Job Code defaults in Wasabi

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Key Points to Remember Exercise 1

• How are Secondary Faculty members appointed?
• How are Tenured and Emeritus statii noted?
• What information must go in the Business Title?
• How is Summer Salary processed?
• What are Temporary Academics?

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1. 2. 3. 4. 5.
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Additional Types of Harvard Appts

• Unpaid
• International
• Term Appointments

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Unpaid Appointments

• Appointments not paid by Harvard will be defined
  as follows
• Unpaid Job Code
• Change their Standard Hours 0.01!
• Unpaid employees require the same information as
  standard hires except
• I-9
• Tax Forms (W2 M4)
• FNIF

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International Employees

• International employees should use their local
  address as their home address if they do not
  have a local address, enter the foreign address
• If an employee is not a US citizen, you must
  submit a Foreign National Information Form (FNIF)
• Located in Wasabi under Harvard Apps/Forms

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Term Appt. Process Who is Affected?

• Term appointments include any employee with an
  appointment end date
• Temporary Employees
• Faculty
• Post Docs (Research Fellows)

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Term Appointment Rules

• Local Departments (HSPH)
• Initiate the Term Appointment process through
  Wasabi
• Central Payroll
• Executes daily Auto Termination batch process

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Daily Central Payroll Activities

• Auto Term Appointment batch process
• Set up to automatically run nightly in PeopleSoft
• Terminates anyone with an appointment end date
  equal to system date 1 day
• Terminates employee and processes benefit
  information

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Benefits of the Term Appointment Process

• Automatically terminates employees at the
  appropriate time
• Reduces unintended liability on Harvard
• Ensures that individuals receive timely
  notification of any post-employment benefits
  changes
• Provides consistency across Harvard
• Provides local units with the opportunity to
  audit the process through a reappointment audit
  report

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Key Points to Remember Exercise 2

• What are Standard Hours for unpaid appointments?
• What form is required for international
  employees?
• What is one benefit of the auto-term process?

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1. 2. 3.
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Resources

• Tool Tips
• Work instructions
• www.hsph.harvard.edu/academicaffairs
• www.atwork.harvard.edu
• Wasabi Manual
• ABLE

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Wasabi Personnel Actions for Academic
Appointments Thanks for coming!Your feedback
is appreciated!