*Important Reminder* Time Entry Reports for PR2023016
Good Afternoon and Happy Friday,Those of you who have been designated as payroll preparers and payroll approvers have started receiving notifications from PeopleSoft when HR reaches certain milestones in their process of making time entry available for processing, such as the burst reports becoming available.
The Burst Report notification alerts the payroll preparer that the Time Entry reports are now available for download in PeopleSoft, which is one of the first steps in the Time Entry process.
As a reminder AAOU SSC departments will disregard these notifications for PR-016 and PR-017 as AAOU SSC is still processing Time Entry through PR-017 to align with the final period in which we processed paperwork.
Departments will need to begin reviewing these notifications and downloading the required reports beginning with PR-018 Time Entry which will be on Monday, February 20, 2023.
While Time Entry may open early some pay periods, HR will send a notification to indicate by when Time Entry approval is due in PeopleSoft, and Payroll Preparers and Approvers should take heed of that deadline to ensure they are able to process and approve Time Entry ahead of it.
Again, this will not be the departments responsibility until PR-018 Time Entry on 2/20/23.
If you have any questions, please feel free to submit a General Inquiry ticket, and we will be happy to provide clarification.
Have a great weekend,
Michael Renda
Assistant Director
]]>
Good Afternoon and Happy Friday, Those of you who have been designated as payroll preparers and payroll approvers have started receiving notifications from PeopleSoft when HR reaches certain...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Fri, 20 Jan 2023 17:08:58 -0500
PR16 & PR17 AAOU SSC Paper Timesheet Submissions
Good Afternoon,
The AAOU SSC will be providing Time Entry support for our departments, through the completion of PR-17, which is being processed on 2/06/2023 and 2/07/2023. However, as our RT system has been adjusted to reflect our current finance based services only, you will not be able to access the standard "Paper Timesheet" request option.
In the event you need to submit a paper timesheet for PR-16 or PR-17, please use the General Inquiry queue, and ensure the approved paper timesheet is attached. Paper timesheets will not be accepted if submitted to an AAOU SSC team member via email. You will receive an RT ticket number as confirmation that your ticket has been submitted.
Paper timesheets for PR-16 processing are due to the AAOU SSC no later than 1/19/2023, and paper timesheets for PR-17 processing are due no later than 2/02/2023.
As a reminder, timesheet processing request tickets do not require approval, as the timesheet must contain all appropriate approvals to be processed.
If you have any questions or concerns, please submit a general inquiry ticket, and we will be happy to help.
Thank you,
Mike Renda
Assistant Director
]]>
Good Afternoon, The AAOU SSC will be providing Time Entry support for our departments, through the completion of PR-17, which is being processed on 2/06/2023 and 2/07/2023. However, as our RT...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Wed, 18 Jan 2023 12:15:20 -0500
Friendly Reminder: P-Card Allocations
Good Afternoon,
We have noticed an increase in the number of JE requests related to charges on PCards. As a friendly reminder, departments are expected to review and reallocate P-Card transactions in a timely manner to avoid the need for additional JE requests. Please find instructions for the P-Card reallocation process below and attached for your reference.
Allocating/Reallocating charges on your P-Card Manual:
Allocating/Reallocating charges on your P-Card Training:
Thank you,
AAOU SSC Team
]]>
Good Afternoon, We have noticed an increase in the number of JE requests related to charges on PCards. As a friendly reminder, departments are expected to review and reallocate P-Card...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Thu, 17 Nov 2022 16:38:30 -0500
AAOU SSC RT Deadlines through January 2023
Good Afternoon,
Please find the finalized version of the FY23 AAOU SSC HR Paperwork Deadline calendar, through January attached. Please note that there are several one day time entry periods this quarter, so please be mindful of submitting all action request tickets by the appropriate deadline.
Please note that we have changed the structure of the deadline calendar to make our deadlines more clear as they relate to your operations, especially for hiring employees.
A copy of the updated calendar is also saved on our website for reference. 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.
If you have any questions, or if you require any additional information, please do not hesitate to contact us via our General Inquiry RT queue.
Thank you,
Michael Renda
Business Specialist
]]>
Good Afternoon, Please find the finalized version of the FY23 AAOU SSC HR Paperwork Deadline calendar, through January attached. Please note that there are several one day time entry periods this...
Document
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Tue, 08 Nov 2022 17:51:24 -0500
Tue, 08 Nov 2022 17:59:56 -0500
*IMPORTANT* In-Person I-9 Verification Process Update
Good Afternoon AAOU SSC Departments,
In an effort to streamline the onboarding process and mitigate delays that are often seen at the in-person I-9 verification stage, the AAOU SSC will no longer perform the in-person I-9 verifications for new hires.
More often than not, new hires have issues scheduling and attending an in-person I-9 verification event with AAOU SSC staff (by or before the required federal deadline), which causes the University to be out of compliance with Federal, State and USM regulations. Since new hires starting with your department are expected to be in your department on their first day of employment, authorizing a department representative to complete the in-person I-9 verification should help minimize the delays in completing I-9 verifications timely.
AAOU SSC will still maintain oversight of the completion of the onboarding process to ensure continued compliance with all Federal, State, USM and UMBC regulations and guidelines; which includes corroborating the in-person I-9 verification step was completed timely and successfully at the department level.
What this means for you?
Your department should continue to submit
New Hire RT Tickets to AAOU SSC with all required supporting documentation as the first step in initiating the onboarding processes.
AAOU SSC will continue to initiate all onboarding paperwork via DocuSign, which includes the new hire onboarding packet and the I-9 packet.
When the I-9 packet is initiated by AAOU SSC it is routed to the new hire (employee) for completion of page 1 of the form. AAOU SSC will list an Authorized Representative from the department on the DocuSign (generally this will be the hiring manager, supervisor or a designated representative from your department).
Our RT system is being updated to include two new fields on all New Hire RT Ticket Request Types:
Who, from your department, will be verifying this hire's I-9 documents in person and completing the associated DocuSign, should one be needed?
- Representatives Name
- Representatives Email
When completing the New Hire RT Ticket, you will indicate who the departments Authorized Representative should be for that hire, and that is the name and email address we will use under the "Authorized Representative" section when initiating the DocuSign I-9 form for that particular new hire.
Once AAOU SSC initiates and routes the form to the new hire, the new hire will complete page 1 of the form, and upon completion and submission the form will automatically route to the listed Authorized Representative.
The Authorized Representative will need to schedule the in-person I-9 verification appointment with the hire for a date by or before their start date.
On the date of the schedule in-person I-9 verification, the Authorized Representative will complete a physical review of the hires acceptable documentation in person, and will update page 2 of the I-9 DocuSign accordingly. They will then scan a copy of the physical documents and attach them to the I-9 DocuSign.
Upon submission of the completed I-9 DocuSign the Authorized Representative will need to download the COMPLETED DocuSign in PDF format, and attach a copy to the New Hire RT ticket confirming the in-person I-9 verification was completed timely and successfully.
A detailed How-to-Article on Completing In-Person I-9 Verifications for New Hires is attached for your reference, and is also saved to our website here.
If you have questions related to this process update, please submit a General Inquiry RT Ticket to AAOU SSC, and one of our team member will assist you.
Thank you,
Vania Cruz
]]>
Good Afternoon AAOU SSC Departments, In an effort to streamline the onboarding process and mitigate delays that are often seen at the in-person I-9 verification stage, the AAOU SSC will no...
https://aaoussc.umbc.edu/aaou-resources/payroll-hiring/
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AAOU Shared Services Center
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Fri, 23 Sep 2022 16:25:54 -0400
From the Desk of Martina Buckley...
AAOU SSC Staffing Update
Colleagues,
I hope you all are doing well. We want to provide you with an AAOU SSC staffing update. As of September 26, our full-time staff will go down to three, Vania, Mike, and myself. We are working on hiring contingent staff while we determine the next steps for the AAOU SSC. We ask for your patience and understanding during this challenging time as there might be delays in processing.
Vania and Mike are reviewing and updating RT tickets. They are working on tickets in the order received. We ask that you be on the lookout for status updates in the tickets and respond timely.
Again, thank you for your understanding and cooperation during this time of transition.
Best,
Martina Buckley, CPA CIAAssociate Provost for Financial Management and Chief of Staff
Office of the Provost
UMBC: An Honors University
Administration Building, Rm 1001B
1000 Hilltop Circle
Baltimore, Maryland 21250
Telephone: 410 455 6578
]]>
Colleagues, I hope you all are doing well. We want to provide you with an AAOU SSC staffing update. As of September 26, our full-time staff will go down to three, Vania, Mike, and myself. We...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Fri, 16 Sep 2022 12:37:28 -0400
*Reminder* AAOU SSC Process Update: Pre-Hire Requests
Reposting of 7/15/22 post, with fixes to broken links...
This is a re-posting of our July 15, 2022 post regarding the Pre-Hire Request process change. This updated post, includes fixes to broken links:
EFFECTIVE IMMEDIATELY, the AAOU SSC will no longer process Pre-Hire requests for AAOU SSC departments. The Pre-Hire option has been removed from our Request Type drop down menu in RT.
Moving forward AAOU SSC departments are responsible for submitting their own Pre-Hire Request directly to HR via the HR Pre-Hire Request DocuSign Submission Portal.
A few important things to note:
The Pre-hire process allows departments to get a new employee access to UMBC resources (CAMPUS ID, EMPLI ID, E-MAIL) before all of their new hire paperwork is processed by Human Resources.
Once the new hire paperwork is processed by Human Resources the new hire will receive access to the same credentials, so a Pre-Hire request is only necessary if you want the employee to have access to UMBC credentials well in advance of their start date.
In an audit of our processes we found that Pre-Hire requests being submitted to AAOU SSC for processing tend to occur at the same time the new hire paperwork is being submitted for processing, and therefore, there is no value-add by having the pre-hire process run through the shared services center, because more often than note both items are being processed concurrently.
If a department wishes to initiate a Pre-Hire action before they are able or ready to submit the complete New Hire request to AAOU SSC, in order to get the new hire access to their UMBC credentials sooner; enabling departments to submit these request directly to HR allow's the process to be executed as it was intended, and will produce the desired outcome of the new hire receiving access to UMBC credentials ahead of the new hire's paperwork being processed by HR.
Again, the Pre-Hire process is completely voluntary, and not required, and reaps the most benefits for those departments who have future dated start dates for their hires, but want to get them access to their credentials well in advance of their first day of work.
IMPORTANT NOTE: when hiring, initiating a hiring action with the AAOU SSC is still REQUIRED, and you should continue to do so using the AAOU SSC HR Paperwork Deadline calendar as your guide to when RT requests are due to AAOU SSC for the corresponding start date(s), selecting the appropriate payroll action, under the Payroll & HiringRequest Type within our RT ticketing system.
If you have any questions or concerns regarding this change, please submit a General Inquiry RT Ticket to AAOU SSC, and a member of our team will respond within two (2) business days.
For detailed information about the Pre-Hire process, and links to the Faculty & Staff Pre-Hire Form, and Pre-Hire DocuSign Portal, please visit the link below:
https://hr.umbc.edu/payroll/pre-hire-process/
]]>
This is a re-posting of our July 15, 2022 post regarding the Pre-Hire Request process change. This updated post, includes fixes to broken links: EFFECTIVE IMMEDIATELY, the AAOU SSC will no...
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AAOU Shared Services Center
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Fri, 15 Jul 2022 01:45:20 -0400
Wed, 19 Oct 2022 09:53:24 -0400
The AAOU SSC is Hiring!
Interested in joining our team...
Good Afternoon,
The Academic Affairs Other Units, Shared Services Center (AAOU SSC) within the Office of the Provost is hiring! We currently have one (1) Regular Full-Time Staff position available (Business Services Specialist) and three (3) Temporary Contingent I positions available.
The AAOU SSC, provides transactional support to 20+ AAOU departments in the areas of Payroll, Human Resources, Finance and Budgeting.
If you or someone you know are looking for new opportunities, please view our current openings on the UMBC jobs page here:
If you are not interested in this opportunity but know someone who may be, please forward this along! This position is open to both internal and external applicants.
Please submit your application by July 29, 2022 for consideration.
Thank you,
AAOU SSC Team
]]>
Good Afternoon, The Academic Affairs Other Units, Shared Services Center (AAOU SSC) within the Office of the Provost is hiring! We currently have one (1) Regular Full-Time Staff position...
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OPSSC - Office of the Provost Shared Services Center
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Thu, 07 Jul 2022 15:34:31 -0400
AAOUSSC FY23 Deadline Calendar - Finalized
Deadlines for June '22 - October '22
Good Morning,
Please find the finalized version of the FY23 AAOU SSC HR Paperwork Deadline calendar, through October 2022 attached. Please note that there are several one day time entry periods this quarter, so please be mindful of submitting all action request tickets by the appropriate deadline.
There is a one day time entry coming up in the next few weeks, so please be aware that Monday, 6/20/22 is the deadline for PR-02 paperwork requests. Please be sure any requests are submitted through the RT system by COB Monday to ensure all paperwork can be processed timely.
A copy of the updated calendar is also saved on our website for reference. 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 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 via our General Inquiry RT queue.
Thank you,
Michael Renda
Business Specialist
]]>
Good Morning, Please find the finalized version of the FY23 AAOU SSC HR Paperwork Deadline calendar, through October 2022 attached. Please note that there are several one day time entry periods...
Document
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Thu, 16 Jun 2022 09:52:02 -0400
AAOU SSC Deadline Calendar - PRELIMINARY June - August
Good Afternoon and Happy Friday,
Please find a preliminary version of the FY23 AAOU SSC HR Paperwork Deadline calendar, through August 2022 attached. Please note that HR has not yet released their final deadline calendar, so these dates are subject to change.
A copy of the updated calendar is also saved on our website for reference. 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 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 via our General Inquiry RT queue.
Thank you,
Michael Renda
Business Specialist
]]>
Good Afternoon and Happy Friday, Please find a preliminary version of the FY23 AAOU SSC HR Paperwork Deadline calendar, through August 2022 attached. Please note that HR has not yet released...
https://aaoussc.umbc.edu/aaou-resources/
Document
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OPSSC - Office of the Provost Shared Services Center
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Fri, 10 Jun 2022 15:29:09 -0400