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.

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

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.

As expected, now that central HR has released their calendar, a number of AAOU SSC deadlines have changed due to the upcoming holiday's and campus closures. Please review the updated deadline calendar thoroughly to familiarize yourselves with the upcoming deadlines.

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

Attached to this post, please find an updated copy of the AAOU SSC responsibility matrix. We have added a section to explain the process and responsibilities for terminations and mass terminations. 

To summarize, individual terminations need to be submitted via RT, with the resignation letter or termination memo attached to the request as supporting documentation. For instances where multiple employees are being terminated at the same time, departments should make sure that ALL of the following things are true:

-- Effective termination date is the same for all employees being terminated

-- Reason for termination is the same for all employees being terminated

-- Department from which employees are being terminated is the same for all employees being terminated

If all of these criteria are met, the department should fill out the mass termination spreadsheet, which is also attached, and can be found on our website, under "Departmental Resources." A termination memo will need to be provided with the request that should be applicable for all employees being terminated. 

If ANY of the criteria above are not able to be met or if a single termination memo cannot be used for all employees being terminated, separate tickets will need to be submitted. 

If you have any questions about the process, or what needs to be submitted, please feel free to reach out to our shared mailbox at aaoussc@umbc.edu. 

Best,

Mike Renda

It was brought to our attention that the Journal Entry "Request Type" drop down option is not working. When the option is selected, all information can be entered, however upon submission of the ticket, the request does not go through, and a confirmation notice and email is not received by the requestor.

DoIT has been made aware of the issue, and is working to fix it as soon as possible. Once the issues has been fixed another notification will go out.

If anyone experiences issues with any other RT Request Type options, please notify Vania Cruz directly to expedited resolution of the issue. 

Please remember, all RT ticket submissions should receive an email confirmation, if an email confirmation is not received it is highly likely your request did not go through. If this happens please attempt to submit your request again (since generally this is due to the system timing out and will be resolved upon resubmission) however, if the issue persists, please contact Vania Cruz so the issue can be looked into further.

Thank you for your understanding and patience as we work to get the Journal Entry request type back online.

AAOU SSC Team

Good Afternoon,

We have recently made some updates to our AAOU SSC Responsibility matrix to reflect the process of paying invoices against existing UMBC vendor contracts, as well as how to establish a new contractual vendor agreement. The updated version of the responsibility matrix can be found attached, or on our website under "AAOU SSC Department Resources."

To summarize, the AAOU SSC is not involved in the process for establishing new contracts. It is the department's responsibility to submit a "New Contract Request Form" in PAW or work with your POC in Procurement to get contracts submitted, reviewed, negotiated, and executed. Once a contract number is received from Procurement, invoices will be able to be charged against the contract. When invoices are received from contracted vendors, the department needs to review and verify that all goods or services have been received. Once verified, an RT ticket should be submitted to the AAOU requesting payment of the invoice. In the RT ticket, please make sure that the contract number is provided, so the AAOU SSC staff knows that a contract exists. It will also be the department's responsibility to work with Procurement to ensure that all contracts are renewed timely, if there are more expected invoices from the vendor.

If you have any questions, please let us know.

Thank you,

AAOU SSC Team

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

Request Type: Payroll and Hiring

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:

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.

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%.

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".

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.

The AAOU SSC has updated the AAOU SSC RT Ticket for immediate use. This update has relocated the RT Tickets to our website.

The new url for the AAOU SSC RT Ticket is now https://aaoussc.umbc.edu/aaou-rt-tickets/. It is listed in our menu as "AAOU RT Tickets" replacing the previous menu button. 

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

Thank you,

AAOU SSC

The AAOU SSC has updated the AAOU SSC Timesheet for departments to use moving forward. This update has made the form a fillable PDF for ease of completion and routing for signatures. 

The AAOU SSC Timesheet is also saved to our website under our AAOU SSC Department Resources page, for your convenience.

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

Thank you,

AAOU SSC