Timeliness of HR Front End Changes
Timeliness of HR Front End Changes
This Information Alert provides details about the submission of HR Front End (HRFE) transactions in a timely manner to UIC Human Resources (UICHR).
The University is committed to timely payment for work completed. This is a reminder that payroll loans are available to eligible bargaining unit members who will not be paid on their regular pay date, and select bargaining units require that payroll loans be made available to employees who will not be paid on their regular pay date. The Office of Business and Financial Services (OBFS) payment process and pay loan forms are listed below.
It is vital that College/Unit HR Representatives submit all HR action items via the HR Front End system prior to the effective date of the hire or change of HR action. When changes relate to salary modifications, FTE changes, leave of absence or separations, Unit HR Representatives are required to submit all changes/separations at least two weeks prior to the effective (personnel) date of the change.
New Hires
All employees should be paid correctly and in a timely manner based on their first employment date with the University. The following guidelines will ensure this happens:
- Colleges/units should routinely work with their department HR representatives and supervisors to make sure all appropriate on-boarding steps are completed in a timely manner.
- This includes, but is not limited to, securing all requisite supporting documentation that will be needed by UICHR to complete the approval of the HR Front End transactions.
- Transactional timeliness plays a critical role in ensuring compliance and maximizing benefits for eligible employees, as well as those who are covered under the State Universities Retirement System (SURS).
Health Insurance Eligible Employees
We are required to submit health insurance information to the State of Illinois Department of Central Management Services (CMS) through a third-party vendor, Morneau Shepell.
- Employees have 30 days from their hire/eligibility date to select their insurance plans. Colleges and administrative units are required to submit their New Hire/Employee Group Change transactions impacting benefit eligibility at least two weeks prior to the effective date of hire.
- Submitting new hire transactions in advance will allow employees to opt out of insurance or select which health insurance plan they wish to choose based on their personal needs, so they are not defaulted into Quality Care.
- FTE and leave of absence changes should also be submitted at least two weeks in advance as these can impact either eligibility for benefits and/or the cost to the employee.
In addition to submitting the HRFE transactions in a timely manner, colleges/units are also responsible for updating the appropriate Banner leave forms and timesheet earn codes. Untimely submissions may impact employees.
Any unapproved absences, unpaid personal leave, and suspensions exceeding 30 days will result in a classification adjustment to part-time status for the purposes of state group insurance. Therefore, the employee will be responsible for covering a portion of the state’s contribution in addition to their own employee contribution.
The University has undergone several part-time compliance audits with CMS where employees were retroactively charged for unpaid premiums.
Please reach out to the UIC HR Service Center if you have additional questions regarding this topic.
- Civil Service employees: UICHRSCivilService@uillinois.edu
- Academic employees: UICHRServiceCenter@uillinois.edu