| A. | 40% | Administer and coordinate payroll policies and procedures for all classified and unclassified employees using the Human Resource System (HRS) according to University and State rules and regulations, Wisconsin Retirement System (WRS), Social Security System (SSS), Fair Labor and Standards Act (FLSA) and payroll and benefits procedures in general. |
| | 1. | Responsible for initiating and accurately preparing the payroll for all members of the department which includes faculty, academic staff, graduate assistants (teaching assistants and research assistants), fellows, visiting scholars, classified, student hourly and limited term employees. |
| | 2. | Interpret and stay up to date on all state and university policies and procedures relating to appointment and payrolling of unclassified, classified, and student hourly employees, including graduate assistants, employees-in-training, fellows and scholars, and LTEs. |
| | 3. | Utilize the Human Resource System (HRS) and the Job and Employee Management System (JEMS) to enter, process, and obtain information to complete various payrolls. |
| | 4. | Manage complex payroll processes for unclassified positions. Analyze each individual employee transaction for appropriate funding and consult with various University Offices, Divisions and Departments for split appointments, funding changes, or joint and affiliate appointments. Monitor percent changes, base adjustments, WRS indicator, SS indicator, and other changes and take appropriate action. |
| | 5. | Provide information to the Administration Office for Criminal Background Check completion. Confirm eligibility for employment in the United States (in compliance with the Federal Immigration Control Act of 1986) and ensure certification form (I-9) is completed by employee in accordance with the regulations. Maintain records of eligibility verification for us in federal audits; recertify forms as required by Federal Law, update international I-9 forms and purge I-9 forms as required for terminated staff. |
| | 6. | Check all personnel forms for accuracy, i.e. W-4, Person File Information, Bank Authorization, and forward to the Office of Human Resources/Benefits for processing. Resolve any problems that occur. |
| | 7. | Enter and review leave accounting for classified and unclassified employees using HRS. |
| | 8. | Accurately process and perform direct entry of student funding information and hours when needed for the bi-weekly student hourly payroll using HRS. Audit and review hours worked, rate changes, prior payments due, funding changes and employee changes. |
| | 9. | Review various reports from HRS prior to final calculation of payroll to make any corrections to the payroll. |
| | 10. | Process summer payrolls for instructional faculty and staff. Check past summer appointments to ensure that faculty adheres to the Board of Regents policy regarding the maximum number of summer months in a three-year period. |
| | 11. | Respond to queries and resolve problems from employees related to earnings, miscellaneous deductions and distribution of checks. |
| | 12. | Maintain payroll and related records according to UW Archival requirements. |
| | 13. | Oversee and audit biweekly payroll timesheets for Classified, Project, LTE employees and student hourly. Audit for accuracy, ensuring that union and FLSA rules are applied pertaining to appropriate overtime and weekend/night differential payments and conform to University rules and department policies. Enter timesheets into HRS Time and Labor Module. |
| | 14. | Initiate and check zero dollar honorary fellow appointment forms and visa papers, if necessary which enables visitors to have access to University facilities. |
| | 15. | Provide collaborative payroll and benefits support for other CoE units as deemed necessary by the College. |
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| B. | 20% | Administer and coordinate payroll policies and procedures for all Graduate student appointments. |
| | 1. | Process graduate student appointments. Monitor appointment percentages, work eligibility forms, and ending dates, especially for non-U.S citizens. |
| | 2. | Prepare teaching assistant, paper/grader, research assistant and project assistant appointment letters for the Chair's signature (or designee). Ensure accurate appointment levels and other payroll information. Communicate and coordinate with Department Administrator or Chair. |
| | 3. | Responsible for timely filing of tuition remissions and third-party deferrals for graduate students. Compile and submit tuition remission eligibility and third-party deferrals to the Bursar's office each semester verifying that the appointments meet remission requirements. For Wisconsin Distinguished Fellowships, contact the Graduate School to ensure that the tuition charged to the fellowship will be the in-state rates. |
| | 4. | In conjunction with the Department Administrator prepare the list of graduate students who will be employed as teaching assistants and the courses they will teach. Verify workloads and the percentages of employment while preparing the appointment. Verify the pay category and determine if the student is in dissertator status. |
| | 5. | Consult with faculty members regarding the hiring of new staff students, including the proper type of appointment, minimum and maximum salary levels, benefit rates and required supporting documentation. Process new student hires using HRS. |
| | 6. | Monitor present appointments by faculty of students and notify faculty members of approaching end dates of funding. Request reappointment information. Review responses for completeness, such as end date of extended appointment, title, funding source, pay basis and salary. |
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| C. | 10% | Serve as Staff Benefits Coordinator. |
| | 1. | Serve as first point of contact for new employees for benefits programs. |
| | 2. | Counsel and advice new employees on fringe benefit options and eligibility. Guide them in the completion of benefit forms and applications and recommend benefit workshops available through the University. |
| | 3. | Receive, record, and forward all applications for insurance, insurance cards and refunds, insurance policies, beneficiary forms and other forms and correspondence regarding benefits. These must be handled promptly and confidentially. Handle SHIP health insurance waivers when necessary. |
| | 4. | Answer inquiries from faculty and principal investigators regarding fringe benefits provisions and rates for proposals and budget preparation. |
| | 5. | Advise and assist employees in changing fringe benefits including rates, new insurances available, open enrollment periods, and critical deadlines. Remain appraised of new or updated benefit issues, and disseminate information in a timely manner. Attend fringe benefit education workshops and serve as department contact. |
| | 6. | Alert faculty and staff going on leave to changes in coverage, and inform them of the need to request reinstatement into the program upon their return to the University. Prepare and sign insurance prepayment forms in a timely and accurate manner to ensure continuous benefit coverage for faculty and staff members on leave. |
| | 7. | Audit the list of departmental employees each May to determine whether multiple deductions for health insurance, life insurance, and other insurances should be taken for the summer months. |
| | 8. | Inform terminating employees of health insurance continuation/conversion options and prepare appropriate forms for terminating employees. |
| | 9. | Verify all work-related injuries. Prepare and forward all worker's compensation accident reports. Answer all questions, review documents for completeness and evaluate. Perform follow-up as needed. |
| | 10. | Assist employees in benefit related activities and questions. Maintain complete and up-to-date files on current employee benefits information for staff. |
| | 11. | Manage employees leave accounting to ensure compliance with University and State policies. Audit monthly leave forms, resolve any reporting discrepancies, and input data via online entry. Answer questions and resolve discrepancies regarding leave balances with staff. |
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| D. | 10% | Coordinate visa applications and payroll processes for international staff and students. |
| | 1. | Advise faculty and staff on appropriate visa types and application process. |
| | 2. | Initiate application forms, obtain necessary signatures and assemble all necessary documents. Review documentations such as degree certifications, English translations when necessary, publication lists, copies of passport and marriage certificates and ensure documents are submitted in a timely manner. |
| | 3. | Work closely with the International Student and Scholar Services and the International Faculty and Staff Services Office to ensure compliance with all laws and guidelines. Inform the appropriate office when international employees enter or leave the department. |
| | 4. | Prepare offer letters to Visiting Scholars identified by faculty. |
| | 5. | Advise and assist international visitors and employees with appropriate benefit coverage, housing, applicable tax and social security laws. Inform them of campus-wide information sessions. |
| | 6. | Disseminate information to foreign appointees on all special requirements relating to Social Security, taxes and visa status. Adhering to proper policy procedure, verify that documents are in order and assist foreign visiting scholars with visa information as required. |
| | 7. | Counsel graduate students who are not U.S. citizens on the requirement to keep reported information current in accord with the SEVIS regulations so they remain "in status" with their student visas. |
| | 8. | Check eligibility of non U.S citizen students to work extra hours as proctors, reader/graders, and other hourly department positions. Inform students if proposed hours are in excess of those allowed by visa regulations. |
| | 9. | Advise departmental faculty, staff and students regarding visa and immigration issues and paperwork, ensuring compliance with all university and federal guidelines. Maintain knowledge of frequently changing policies related to the processing of all visas. |
| | 10. | Counsel employees regarding their options for transfer to different visa types and/or renewal/extension requests as allowed by law. |
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| E. | 15% | Financial Management |
| | 1. | Coordinate and review salary cash transfers with other financial staff (Department Administrator, Grants and Contract Specialists, Research Administrator, PIs) and prepare transfers as necessary. These transactions require monitoring for compliance and allowability with UW policies, Federal Cost Principles, regulations, sponsor specific guidelines, and the Uniform Administrative Requirements that underlie fiscal activities on sponsored projects. |
| | 2. | Monitor the Place Holder Account reports and update the Department Administrator regarding the balance. (In HRS, all employees must be appointed with 100% funding. The place holder account is used when the faculty member is unsure of funding.) Ensure that the place holder account is balanced to zero by the end of the fiscal year. |
| | 3. | Prepare spreadsheet of Teaching Assistants including their salary payments for the Department Administrator to assist with 101 budget projections. |
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| F. | 5% | Miscellaneous |
| | 1. | Participate in monthly staff meetings and provide information about new or revised policies, procedures, or other information that would affect unclassified, classified staff and student hourly staff. |
| | 2. | Initiate improvement activities with the department office to improve operations and adapt to changes in university operations outside the department. |
| | 3. | Serve as backup to Department Administrator for the CHRIS and PVL systems. |
| | 4. | Attend seminars and training sessions to keep abreast of changes in appointment and payroll procedures. |
| | 5. | Provide employment and income verification. |
| | 6. | Other duties as assigned. |
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