What do I do when an appointment is due to expire?
If you would like to extend the appointment, please send an e-mail to DOM-HR explaining your intentions on whether you would like to extend or end this appointment.Please check with someone in DOM-HR to determine whether there may be extenuating circumstances (visa/visiting).
If you do not intend to extend the position, please be sure the employee is aware that their appointment will expire. A terminal benefit payout may be due to the employee. Please discuss this with HR upon expiration/separation.
What do I do when an employee's visa is due to expire? Contact DOM-HR as soon as possible. If you would like to extend this visa, an application must be completed. A minimum of six months advance filing is usually sufficient for most classifications. Send the completed application to DOM-HR, which will then forward it to the Office of International Services. This application must be complete in part by the employee, Business Manager and DOM-HR.
What do I do when I receive an employee's letter of resignation? Forward it to DOM-HR along with completed monthly leave reports up to the last date of employment. See FAQ Separations.
Who do I contact with questions regarding benefit plans? Employee's are assigned a Benefit Counselor according to their last name. Contact the Benefit Center to find out who your Benefit Counselor is.
Benefits Center
Room 305 HRB, M/C 524
General Phone #: (312) 996-6471
Fax: (312)996-5733
What do I in order to decrease an employee's FTE (percent time)
Reduction in FTE:
When an employee voluntarily reduces his/her employment at the University, there is a letter that should contain the following elements:
A letter written by the employee that s/he is voluntarily reducing the amount of time worked at the university (from ____% to ______%) (for what period of time?) Effective?The following sentences (if applicable):
- I understand that I will be responsible for the portion of my health insurance premiums between what the State pays for a full-time employee and my FTE. (The employee will have to fill out a Part-time Employment Insurance Election Agreement)
- I understand that my vacation and sick leave benefits will be prorated according to the percentage of time that I work.
- I understand that I am relinquishing my notice rights.
DOM-HR will change the employee record to reflect the above. It is recommended that we be informed of this FTE change BEFORE the effective date.
Q. How do I initiate the process to fill a vacant position, or open a new position?
A: Contact DOM-HR to determine the position category. You may review the recruitment and hiring procedures by position category:
Q. Someone started here three days ago, and I was just told about it. What should I do?
A: Notify the DOM-HR office immediately. The Employment Eligibility Verification form, the I-9, must be completed on or before the employee's date of hire. There is a stiff penalty for providing incorrect information. The DOM-HR Office WILL NOT back date I-9s.
Q: An employee just told me that she is resigning. What, in my role as Section Business Manager, what do I have to tell him/her?
A: Forward the original resignation letter to DOM-HR immediately and work with the employee to complete a Separation Checklist.
If the employee is a physician, the employee should add a statement that s/he is resigning privileges from the Medical Center. This is to assure Medical Staff Services that the employee is resigning from there as well.
Additionally, if the employee is a faculty member, it would be helpful to ascertain the reason for leaving. We are required to report to the Provost quarterly the following information on faculty who leave: