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 the Director of 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 green (vac/sick) sheets 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.
How do I initiate the hire process in order to hire a new employee?
Decide on an employee type.
Recruitment
&
Employment
Booklet
Someone started here three weeks ago, and I was just told about it. What should I do?
A: Notify the DOM-HR office immediately. We will need the usual hire papers and all the other supporting documentation needed for a new hire. However, the bad news is that because a Federal form, the I-9, must be filled out within three days of hire, the person will have volunteered for those days not covered by the form. There is a stiff penalty for providing incorrect information. The DOM-HR Office WILL NOT back date I-9s. Also, the employee will have to fill out e-paperwork, including benefits. Misstating the date of hire will mean that the employee missed out on the opportunity to select health insurance carriers. For these reasons, the DOM-HR office will consider that the employee presented for work on the first date that the employee visits the DOM-HR office to complete the hard copy paperwork, including the I-9.
If the employee is an international visitor, the above applies as well. The employee will have to go to OIS to obtain an employee clearance. That will not be backdated by DOM-HR staff, either.
I don't understand why the hire date on a Search Process Summary form is so far in the future, or before it is approved. Please explain.
A: As an Affirmative Action/Equal Opportunity Employer, UIC has procedures to assure that certain groups are adequately represented. The Office of Access and Equity is in charge of assuring that these procedures are followed. To assist in that goal, the Search Process Summary (SPS) form is a tool to assure that a diverse pool of candidates has been chosen by the department to interview for the position. Approval is partly based upon the number of candidates who applied for the position, and partly by the number of EEO forms returned by the candidates. That is why it is imperative that EEO forms be sent to the candidates as early as possible, and certainly all should be sent out within a week of the closing date stated in the ad. When OAE receives those forms, and checks it with the SPS, approval is granted to interview those candidates based upon that diverse pool. If the section needs time to interview, how can the hire date be shortly after the ad closing date?
TIP: All candidates who meet the minimum requirements should be listed on the SPS. If, in the event that the eventual candidate is hired, and leaves shortly thereafter, any other candidate listed on that form can be called for an interview without having to go through the process again. Just notify someone in the DOM-HR office that 1) the employee has left and 2) you are interviewing other candidates. We will notify OAE of this development. If you have no other candidates who were on that form, but wish to add others, inform the DOM-HR office. We can provide you with additional information on how to do this with a minimum of disruption.
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: First, send the original resignation letter to DOM-HR immediately after receipt (see the CAUTION following this section.) As section business manager, you are acting as the liaison to Campus HR. Please talk with the employee, alert him/her to the following details:
-
How insurance benefits will be affected (resignation date will
be the last day covered by University insurance). Recommend that
the employee schedule an appointment with a Benefits Counselor
at 6-6470.
-
What will happen to their SURS contributions. Urge the employee
to contact the SURS web site (www.surs.org) for important information
regarding their contributions.
- Remember
on the last day worked to fill out the Separation
Form, and request keys, pager, cell phones, i-card, and any
other University equipment. Send a copy of the Separation Form
along with the i-card to DOM-HR. We will take the i-card to the
Photo Office.
-
Remind them to cancel their Parking
When resigning from the University, it is required that the employee write a resignation letter. Ideally, the letter should state a last day worked, and a resignation date.
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:
If the employee is transferring departments, it is not required that the employee submit a resignation letter. A letter of offer from the new department is sufficient. Please ask the HR representative in the new department to contact either the Director of HR or an HR representative to have the ECOS sent to him/her.
CAUTION: If the resignation process is not completed by the calc date, there is a possibility of the employee being overpaid. The section will be responsible for securing that overpayment. To avert this, the original resignation letter, wherever possible, should be forwarded to the DOM-HR immediately after receipt. You can counsel the employee anytime.