HR/Payroll Cluster Team Newsletter
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Effective hiring and onboarding are essential to setting an employee up for success!
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Please remember to provide at least two weeks' notice when processing new hires. For non-academic hires and staff not processed through a Workday job requisition (e.g., students and temporary staff), please complete the HR and Payroll web form. This form should also be used for:
- Job changes for current employees
- Terminations
- Leaves/work breaks
- Summer research salary
- One-time payments
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Important: Employees should not begin working until both the supervisor and employee receive approval from the HR partner. Employees who begin working before their official start date and prior to completing their onboarding and I-9 documentation place the University out of compliance and could expose us to potential fines.
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Time Approval: Employees are responsible for logging their hours in Workday as they work, and supervisors are responsible for approving those hours. HR partners will only step in to approve time in emergency situations when the supervisor is unavailable. Please review the payroll calendar for payroll and time approval deadlines. Bi-weekly full-time employees are expected to work 7.5 hours per day, resulting in a total of 37.5 hours per week. Central HR does not want any missing hours to be categorized as unpaid time off so employees should be entering vacation or sick time to reach the required 75 hours in a bi-weekly pay period. However, if an employee is still in their probationary period and is granted a day off, unpaid time off is permissible.
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| Job Requisitions/Postings |
- Student positions are posted exclusively through Handshake.
- Staff positions are posted through a Workday job requisition after reviewed by compensation.
- Faculty, lecturer, and postdoc positions are posted through Interfolio and handled at the department level.
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Please ensure that all new hires have the proper original I-9 documents to avoid any delays in the hiring process. Employees have 3 days from their hire date to have their I-9 documents reviewed.
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MO minimum wage is $12.30 and $14 for Illinois. Please note for remote workers, you must use the minimum wage for the state where they are located and working remotely from.
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Onboarding Outcomes?
Making a first impression counts! |
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Failed Onboarding: From Excitement to Disillusionment |
- I'm so excited about my job! I hope I made the right choice!
- They don't seem ready for me to here.
- My onboarding is over. Was that all?
- My manager doesn't seem to have any time for me.
- I've been here a month and I don't know what I'm supposed to be doing.
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This isn't what I expected. Maybe there's a better place for me.
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| The Journey from Excitement to Long Term Commitment |
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I'm so excited about my job! I hope I made the right choice.
- Wow! I really feel like they are excited to have me here.
- Orientation is over. Loo at all these activities and resources to help me learn more.
- My manager and teammates are accessible and seem to appreciate my contributions.
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I've been here a month and I feel like I'm finding my place. It's great to feel like I belong here.
- This is better than I expected. I think I have a future here!
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Due to compensation policies and regulations set by the Department of Labor, one-time payments cannot be processed for work or services. Regardless of the length or type of work, individuals providing services must be hired, set with an hourly rate, and have their hours tracked. If you are uncertain about what qualifies as hiring versus a one-time payment, please reach out to your HR partner before any work begins.
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Adhering to best practices ensures efficiency and accuracy in all HR processes. This includes timely submission of required documents, clear communication of any changes, and proactive coordination with HR partners. Following these guidelines helps prevent delays and promotes a smooth workflow for all involved.
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Submit new hire information to your HR partner in a timely manner; processing can take up to two weeks.
- Changes or additional jobs may take 3-5 days to process.
- All paperwork must be completed before an employee begins working.
- Send student employee names to your HR partner to verify their status in Workday.
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Provide students with the I-9 document list found on our website under "Cluster Resources."
- Attach appointment letters and backup documentation for your HR partner.
- Notify your HR partner of any employee status changes directly.
- Provide hourly employees with the "Entering Time" guide found on our cluster website.
- Submit all necessary forms for new faculty hires to avoid delays.
- Notify your HR partner of any employees going on leave.
- Notify your HR partner of any supplemental salary or additional earnings that you are to receive.
- If you are unsure, ask questions!
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Please note that all new and revised job descriptions must be approved by Tina Brammer-Thomas in Compensation before a job requisition can be entered by your HR partner. To avoid delays, ensure this step is completed and that the approval is submitted to your HR partner.
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As we approach the end of the year, please review your payroll information to ensure that your W-2 forms are accurate.
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Visa and Permanent Residency Support |
| Supporting Faculty Leave and Part-time Lecturers |
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If you are hiring a foreign national or hosting a foreign visitor, please contact your HR partner as soon as possible. While we do not process or file visas, we facilitate paperwork and act as a liaison between the department and the Office of International Students and Scholars (OISS). It is extremely important that this process is initiated as early as possible to prevent delays, as visa and permanent residency cases can take months to years to complete. Please visit the OISS site for more detailed information.
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Faculty members who were on leave last academic year should submit their leave reports via the annual activity reporting site. For questions, reach out to Heather Sloan-Randick directly.
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For part-time adjunct letters in cluster departments, the Adjunct CBA Letter Form needs to be completed. It will route to Heather Sloan-Randick who will verify the information, process the letter, and send it through DocuSign for signatures. If you have any part-time adjunct lecturers for spring 2025 that a letter has not been requested yet, please do so by November 22, 2024, especially for new hires requiring onboarding.
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Our A&S HR webpage contains important forms and templates that can help streamline HR and payroll processes. Utilizing the available resources and forms is key to streamlining HR processes and ensuring efficiency. These tools provide valuable guidance, help reduce errors, and allow us to complete tasks accurately and on time.
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Cluster HR Partner Contacts and Expectations |
- Primary Contact: Your HR partner is your main resource for HR and payroll-related concerns.
- Response Time: HR partners aim to respond to communications within the same business day, or within 24-48 hours.
- Task Completion: Most HR and payroll tasks should be completed within five business days. If any task requires more time, your HR partner will notify you accordingly.
- Out of Office: HR partners will inform their respective units if they will be out of the office for an extended period, allowing for any immediate concerns to be addressed ahead of time.
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The HR/Payroll team is here to support you with all HR and payroll matters. We take pride in delivering excellent service while ensuring processes run efficiently and accurately. We appreciate your cooperation in adhering to our policies and procedures, and we highly value your input. Your feedback is always welcome as we strive for continuous improvement.
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Coming Soon in the Spring Issue |
| Upcoming Holiday Schedule |
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- Salary Planning
- Short Work Breaks, Terms, Completions
- Summer Salary Requests
- Job Requisitions, postings, boards
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| - November 28th and 29th - Thanksgiving
- December 24th and 25th - Christmas
- December 31st and January 1st – New Year’s
- January 20 – Martin Luther King Jr.
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| Washington University in St. Louis
Arts & Sciences
1 Brookings Dr 1094
St. Louis, MO 63130
artsci.washu.edu
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