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News & Updates

Reporting Time For Commencement

President Robbins has asked that all employees and students who work at the main Tucson campus, including health sciences, and who do not need to be on campus in support of our commencement activities, be allowed to work remotely on Friday, May 10, 2019.

Resources from How to Save More for Retirement Workshop

If this workshop inspired you to take the next step toward a prosperous retirement, here are useful resources:

2019-2020 Calendars and Annual Discretionary Increase Moratorium

As you plan and prepare for Fiscal Year 2019–2020, be sure to check out the following resources:

Begin preparing now for the annual moratorium on discretionary pay increases for all employee types, including student workers, in effect from May 20, 2019 through June 30, 2019. Discretionary pay increases may not be submitted with effective start dates of May 20, 2019 through June 30, 2019.

Click on Read More below for additional information and instructions.

9/12 Pay Plan Enrollment or Withdrawal - Due by May 13, 2019

The University offers eligible employees on academic contract the opportunity to enroll or withdraw from the 9/12 Pay Plan.  Enrollment and withdrawal forms for the 9/12 Pay Plan are to be processed as an attachment to an MSS Job Change Request. Find enrollment and withdrawal forms, plus more detailed information (including MSS instructions) on the Division of Human Resources website.

CONTRACT NON-RENEWAL DEADLINES BEGIN FEBRUARY 18

Contract non-renewal deadlines are approaching for providing written notice to employees that the University does not intend to renew their contract. Pursuant to university policy, contract nonrenewal deadlines are as indicated below.

For guidance, forms, and questions regarding contract nonrenewal, please contact your HR Consultant.

For FAQs regarding contract nonrenewal or information regarding employee transitions, click here.

E-Verify Resumes Operations

We are pleased to announce that E-Verify has resumed operations. Department/College Form I-9 and E-Verify Approvers should resume E-Verify processing for all new hires within the standard 3-day window.  Also, E-Verify cases must be created for each employee hired while E-Verify was not available by no later than February 11, 2019. 

Click on Read More below for additional information and instructions.

Sign up for Doctor on Demand!

Have you heard about Doctor on Demand, a telemedicine app offered with UA’s state-sponsored medical plans? Once you download the app, you can connect with a physician in minutes over live video from your smartphone, tablet, or computer—24/7, 365 days a year. For routine cases like the flu, rashes, fevers, or sinus problems,the physician can complete a video examination and prescribe medication, if needed, while you stay in the comfort of your home. Watch a brief video to learn more about how Doctor on Demand works.

Vacation Carry Forward Change for Postdoctoral Scholars

UA-employed postdoctoral scholars can now carry forward accrued vacation hours into the next calendar year.

E-Verify Update

E-VERIFY SYSTEM UNAVAILABLE
The Department of Homeland Security has suspended E-Verify until funding is restored as a result of the partial government shutdown. However, the shutdown does NOT impact an employer’s I-9 responsibilities.  E-Verify representatives are expected to create cases in E-Verify when the system becomes available.

Click on Read More below for additional information and instructions.

University Closure

Most University of Arizona departments close or reduce operations between Christmas and New Year’s Day. To learn more about how to report time, click "read more."

Fiscal Year 2019 One-Time Merit Pay Program

The University made a commitment two years ago to annually recognize the contributions of our faculty, staff, and graduate assistants/associates, and for the current fiscal year, eligible UA employees will receive a one-time merit payment of $1,000 prorated by FTE in January 2019. 

UA Minimum Wage Increase

You may know that most Arizona employers are increasing the minimum wage as a result of the Arizona Minimum Wage and Paid Time Off Initiative that was passed in 2016. In accordance with the law, the University will implement an increase of the minimum wage to $11.00 per hour effective January 1, 2019.

We have included details about the change below.

2018-2019 Winter Supplemental Compensation Schedule

Just what you've been waiting for!  The 2018-2019 Faculty/Appointed Winter Supplemental Compensation Schedule is now available for viewing, printing or saving.

New Professional Development Series Focuses on Leadership at All Levels

This article first appeared on Lo Que Pasa

Have you ever thought of yourself as a leader? If you haven't, you should.

This is the driving philosophy behind UA Leads, a new professional development series presented by the Office of Leadership and Organizational Development, a unit of the Division of Human Resources.

New Proposed Compassionate Transfer of Leave Policy Available for Review

The proposed Compassionate Transfer of Leave (CTL) policy has been revised a second time in response to questions and concerns raised during the previous review period in April 2018. The full policy is available for review and comment at http://policy.arizona.edu/ in the "Policies under Consideration" box.

2018-2019 Academic Year Contract Generation

If you are a MSS Contract College/Division Approver, you may begin generating 2018-2019 Academic Year NOAs and NORs for your respective departments.

Register for a live, interactive UCAP position mapping webinar

The University Career Architecture Project (UCAP) is hosting a series of interactive webinars in order to engage with employees and supervisors during the mapping phase of the project.

2018-2019 Contract Generation

If you are a MSS Contract College/Division Approver, you may begin generating NOAs and NORs for your respective departments.

Fiscal Year-End Reminders

As you work on fiscal year-end activities in preparation for FY19 and AY19, click on the link below to find some tips and reminders regarding:

  • Fiscal Year-End Rollover Schedule
  • Contracts
  • Job Changes, Sabbaticals, Leaves and Terminations
  • Designated Campus Colleagues (DCCs)
  • FY18 and FY19 Position Distribution

Preparation for the K-12 Educator Walkout

Original Message

A statewide K-12 educator walkout beginning Thursday, April 26th has many school districts announcing or considering plans to close their schools. This will directly impact our faculty, staff, and students with school-age children. The University of Arizona is committed to being flexible for those affected, while ensuring that the work of the University proceeds.
 
Therefore, for Thursday and Friday of this week, the University:

  • Asks supervisors to work with affected employees on work-from-home or other arrangements that help employees balance work and family obligations;
  • Encourages student-parents to work with faculty to find flexible ways classwork and projects can be completed during this time; and
  • Advises graduate assistant-parents to work with faculty supervisors to find flexible alternatives for meeting work and classroom obligations.

    Annual Discretionary Increase Moratorium

    The annual moratorium1 on discretionary pay increases for all employee types, including student workers is coming soon.  Here are a few important things to remember:

    • The moratorium is in effect from May 21-June 30, 2018.
    • May 7, 2018 is the last effective date for fiscal year 2017-2018 increases.  If you have employees slated to receive increases effective May 7, 2018, submit your Manager Self Service (MSS) Job Change requests to Workforce Systems by May 9, 2018.
    • Discretionary pay increases may not be submitted with an effective date of May 21, 2018, through the end of the fiscal year - even if submitted now.
    • Discretionary increases submitted after May 9, 2018 will need to be effective July 1, 2018 or after.

    Questions about this moratorium or about processing MSS Job Change requests may be directed to WorkforceSystems@email.arizona.edu or 520-621-3664.

    1 The moratorium includes all pay change reasons with the exception of promotions or transfers for positions that have undergone competitive recruitment.

    9/12 Pay Plan Enrollment or Withdrawal - Due by May 14, 2018

    The University offers eligible employees on academic contract the opportunity to enroll or withdraw from the 9/12 Pay Plan.  Enrollment and withdrawal forms are to be processed as an attachment to an MSS Job Change Request and are due to Workforce Systems by May 14, 2018.

    2018 – 2019 Calendars Now Available

    Pre-Employment/Background Check Rates

    The Financial Services Office recently completed it's annual rate study for background and Motor Vehicle (DMV) checks.  Below are the current department billing rates, effective March 1, 2018.

    Reminder About Flexible Year Program

    As we are preparing for the end of the fiscal year, the Division of Human Resources wanted to remind you of a change in the Flexible Year (1-6) Program that might impact employees within your units.

    After July 1, 2018, the Flexible Year (1-6) Program will no longer be available as a pay option.

    Your Retirement Plan Investment Options

    As part of our commitment to offer you the best possible opportunities for your financial future, we recently completed a year-long review process of the Optional Retirement Plan (ORP) and Voluntary 403(b) Plan. Division of Human Resources and UA faculty representatives performed this review in partnership with Arizona State University, Northern Arizona University, the Arizona Board of Regents, and financial advisors at CAPTRUST.

    2017-2018 Winter Supplemental Compensation Schedule

    Just what you've been waiting for! The 2017-2018 Faculty/Appointed Winter Supplemental Compensation Schedule is now available for viewing, printing or saving.

    You're invited: UCAP Hosts Town Hall Discussions

    The University Career Architecture Project (UCAP) is hosting a series of town halls in order to engage with employees regarding this exciting, two-year project. These discussions are an excellent opportunity to participate in direct communication with members of the UCAP project team and advisory council, learn about how the project will benefit our community, and ask questions.

    Salary Increase Program FAQ

    Soon the UA will announce the details for the annual merit increase program, which aims to recognize the contributions of those who support our University's success. The program affects benefits-eligible employees and graduate assistants/associates. 

    You can visit the Salary Increase Program website for answers to some frequently asked questions about the program. 

    Title IX and the UA Community

    President Robbins issued a statement in response to the U.S. Department of Education's announced changes in federal guidance, offering colleges and universities greater discretion in how they address sexual harassment and sexual violence under Title IX. The University of Arizona remains committed to maintaining a safe and welcoming environment for all members of our community.

    Report from the Childcare Request Taskforce

    In May of 2016, then-UA President Ann Weaver Hart asked Senior Vice President for Business Affairs and Chief Financial Officer Gregg Goldman to explore options for childcare services available to students and employees. You can view the findings and recommendations here. 

    Fair Labor Standards Act Regulatory Change Update

    If recent news releases regarding the proposed updates to FLSA overtime regulations have you wondering what’s next, you are not alone. 
     
    What’s changed?
    Not much! Last week the Department of Labor responded to the temporary injunction that halted the regulatory changes by indicating they intend to contest the ruling that they lack the authority to set a salary threshold; however, they will not push forward with their proposed $913 per week threshold at this time. 
     
    What does this mean for the University?
    While we wait for the wheels of federal litigation to turn and a final ruling to be made, it will be business as usual for the University. The Division of Human Resources will continue to track and communicate developments as they occur. 
     

    Learn more about the DOL’s recent announcement.

    2017 UA Minimum Wage Increase

    As was communicated to campus on December 2, 2016, we will raise our minimum wage from $8.05 to $10.00 per hour effective July 3, 2017.  The passage of Proposition 206, the Arizona Minimum Wage and Paid Time Off Initiative, prompted most Arizona employers to increase their minimum wage in January. To allow for adequate budget planning, the University of Arizona chose to implement changes at the start of the 2018 fiscal year.

    Click "Read More" for details about implementation.

    Your Record Retention/Hold Obligations as Part of the 2017 Federal Compliance Review of the University

    Some employees may have received an email on May 3, 2017, describing obligations under the Office of Federal Contract Compliance Programs' recently initiated compliance review of the University of Arizona. Please note this email is legitimate and is safe to open/read.

    Each year the Office of Federal Contract Compliance Programs (OFCCP) randomly selects for audit organizations that receive federal contracts - to ensure they are complying will all federal hiring and equal opportunity laws.

    The OFCCP has initiated a compliance review of the University of Arizona and has requested documentation of all hiring, transfer, promotion, demotion, layoff, termination, and compensation procedures. The Division of Human Resources is in the process of responding to the agency’s request for detailed information about each candidate search, hiring decision, and employment change during 2016, as well as information regarding the total compensation for all individuals employed by the University during this time period.
     
    To comply with this audit, it is essential that all employees preserve all past, current, and future physical and electronic documentation related to employment and compensation decisions.

    Based on the agency's analysis of the initial data the University provides, it is possible that agency officials will decide to interview employees and supervisors. The Division of Human Resources will notify employees if we learn that a department will be targeted for an on-site review.

    Please click "Read More" to learn more about all employees' obligations.

    Update on Contract Negotiations between United Healthcare and Northwest Allied Physicians

    UPDATE Northwest Healthcare and UnitedHealthcare reached an agreement on May 6, 2017 for an a renewed, 3-year contract. The new agreement is effective immediately and retroactive. Patients who received care at a Northwest Healthcare facility during the out-of-network period of Monday, May 1 to Saturday, May 6, 2017, will be processed as in-network, according to their joint statement.

    Annual Discretionary Increase Moratorium

    With the annual moratorium* on discretionary pay increases for all employee types, including student workers, fast approaching, here are a few important things to remember:

    • May 8, 2017 is the last effective date for fiscal year 2016-2017 increases. If you have employees slated to receive increases effective May 8, 2017, submit your Manager Self Service (MSS) Job Change requests to Workforce Systems by May 10, 2017
       
    • Discretionary pay increases may not be submitted with an effective date of May 22, 2017 through the end of the fiscal year – even if submitted now.
       
    • Discretionary increases submitted after May 10, 2017 will be effective July 1, 2017 or after.

    Questions about the moratorium or processing MSS Job Change requests may be directed to Workforce Systems at 520-621-3664.

    *The moratorium includes ALL pay change reasons with the exception of promotions or transfers for positions that have undergone competitive recruitment.

    Flexible Year Program Re-Enrollment Update for FY 2017-2018

    The Flexible Year (Flex 1-6) Program will continue for one final year, though the program will not be offered for new enrollees. Employees currently enrolled in the program may continue participation through the end of Fiscal Year 2017-2018 (June 30, 2018) by re-enrolling one final time.  MSS Job Data Changes are due to HR Workforce Systems by May 15, 2017.

    2017-2018 Calendars Now Available!

    The Fiscal Year-End (Rollover) Schedule, Appointed Personnel/Faculty Supplemental Compensation Schedule, Document Calendar, Calculation Survival Guide and 9 Pay 12 Calendar are your guides for planning and preparing for Fiscal Year 2017-18.  The calendars and schedules are easily accessible on the Workforce Systems website at: http://hr.arizona.edu/workforce-systems/calendars

    Tax Form 1095-C Available

    Your 1095-C tax form is now available in UAccess Employee. Visit the UA Employee Main Homepage and select Benefits > View Form 1095-C. A hard copy has also been mailed to your home address unless you requested to only receive your 1095-C electronically. 

    Your 1095-C provides information about the employer-sponsored health insurance offered to you and your dependents by the University of Arizona. This information may assist you in completing your tax return.  

    Please see the Frequently Asked Questions for more information about the 1095-C. You may also contact the Division of Human Resources at hrsolutions@email.arizona.edu or 520-621-3660 with questions.

    UA's Commitment to a Safe Working and Learning Environment

    On Wednesday, February 22, 2017, the Department of Justice and the Department of Education rescinded federal guidelines specifying that transgender students have the right to use school restrooms that match their gender identity.

    The University of Arizona has a long-held commitment to maintaining a safe working and learning environment for all members of our community, and that commitment has not changed. Central to the University’s core values is respect and appreciation for the diversity inherent in our campus community. We strive to ensure that everyone who comes to our campus feels safe, respected, and supported. Consistent with the University’s Nondiscrimination and Anti-harassment Policy that prohibits discrimination and harassment on the basis of gender identity, the University supports the option of individuals to use the restroom that meets their individual needs or in which they feel safest.

    To that end, it is important to reiterate the University of Arizona’s Statement on Restroom Access.

    2016 Campus Resource EXPO Recap

    Last Fall's 2016 Campus Resource EXPO was a huge success! Nearly 50 organizations met with over 850 employees and faculty, sharing their resources and knowledge, and creating thousands of new connections. 

    Can't wait until the Fall 2017 EXPO to learn more or want a refresher on some of the information you received at the previous EXPO? Check out our interviews of the various organizations at the 2016 EXPO.

    Changes to FLSA Implementation Due to Recent Nationwide Injunction

    Last week, we communicated news that on Tuesday, November 22, 2016, a U.S. District Court judge issued a preliminary, nation-wide injunction halting implementation of the U.S. Department of Labor (DOL)’s new overtime rule. While that injunction is considered preliminary, it is indefinite in duration.  As a result, the University of Arizona (UA) is adjusting its scheduled implementation of FLSA regulation changes.

    University Closure

    Most University of Arizona departments close or reduce operations between Christmas and New Year’s Day. In the interest of greater consistency, we are standardizing our approach to managing time during this period.

    2017 UA Minimum Wage Increase

    You may know that most Arizona employers are increasing their minimum wage as a result of the recent passage of the Arizona Minimum Wage and Paid Time Off Initiative (Proposition 206). As a state agency, the University of Arizona is exempt from the new regulation, however we believe increasing compensation gives us a competitive advantage in attracting and retaining a quality workforce.

    While we are committed to raising our minimum wage, we want to do so thoughtfully and strategically. Therefore we will raise our minimum wage from $8.05 to $10.00 per hour effective July 3, 2017. We believe this is a fiscally responsible approach that will give us time to build the increase into our FY18 budgets and planning.

    Details about the minimum wage increase follow.

    Changes to FLSA implementation due to recent nationwide injunction

    On Tuesday, November 22, 2016, a U.S. District Court judge issued a preliminary, nation-wide injunction halting implementation of the U.S. Department of Labor (DOL)’s new overtime rule. While that injunction is considered preliminary, it is indefinite in duration.  As a result, the University of Arizona (UA) is adjusting its scheduled implementation of FLSA regulation changes.  Individuals who were transitioned to non-exempt status effective November 21, 2016 will be transitioned back to exempt status effective December 5, 2016. All affected employees will receive a notification when the change has been processed.

    Details and important information you need to know about this change follows.

    Preliminary injunction on FLSA – what to do now

    On Tuesday, November 22, 2016, a U.S. District Court judge issued a preliminary injunction halting implementation of the U.S. Department of Labor (DOL)'s new overtime rule. This news came as a significant surprise to many external analysts as well as those of us at the University of Arizona (UA) who have followed this closely and planned for implementation in time for the DOL's December 1, 2016 effective date. The FLSA task force is working quickly to determine appropriate next steps. As soon as we are able to ascertain more information about the anticipated duration of the injunction and consult with ABOR and peer institutions for consistency, further guidance will be shared.

    UPDATE: Judge Issues Injunction Postponing Effective Date of Fair Labor Standards Act (FLSA) Overtime Rules

    Today, November 22, 2016, a U.S. District Court judge from Texas issued a preliminary injunction postponing the effective date of the U.S. Department of Labor (DOL)’s overtime rule. The judge issued the injunction in response to a legal challenge brought by a coalition of more than 50 business groups and 21 state attorneys general. The rule was scheduled to go into effect on December 1.

    The UA FLSA Taskforce will issue a communication to the University community soon with more information.

    Elect electronic delivery of your IRS tax form 1095-C

    Please take a brief moment to choose electronic delivery of your IRS 1095-C form. The 1095-C helps you report health insurance coverage to the IRS when you complete your tax return, and electronic delivery is the most efficient way to receive the form. 

    To elect electronic delivery, visit UAccess Employee at uaccess.arizona.edu. Once on the UA Employee Main Homepage, select the Benefits tile and then click on the 1095-C Consent option. 

    2016-2017 Winter Supplemental Compensation Schedule

    Just what you've been waiting for! The 2016-2017 Faculty/Appointed Winter Supplemental Compensation Schedule is now available for viewing, printing or saving.

    Fair Labor Standards Act (FLSA) Regulatory Changes

    Earlier this week the Department of Labor (DOL) made its long-awaited announcement of the final Fair Labor Standards Act (FLSA) regulatory changes. This message briefly summarizes the changes and describes next steps in the University’s implementation plan.

    Fair Labor Standard Act (FLSA) Implementation Details

    Would you like to know more about how and when the Fair Labor Standards Act (FLSA) regulatory changes will be applied?  We encourage you to review the key implementation details below.

    2016-17 Workforce Systems Signature Authorization List

    It’s time to update the Workforce Systems Signature Authorization Lists for FY 2016-17 to meet yearly audit requirements and to avoid delays in document processing.

    Systems Control Joining the Division of Human Resources

    We are pleased to announce that Systems Control is joining the Division of Human Resources on July 1, 2016.  This is an opportunity for us to review existing functions and processes, align strategies, and work towards gaining efficiencies to support you, the campus community. We look forward to the invaluable exchange of ideas and perspectives from a diverse group of talented individuals within the Human Resources organization.

    FY 2016 and FY 2017 Position Distribution

    MSS Position Distribution, Continuation Accounts, Tips, Tricks and Reminders, and Helpful Resources

    FY 2017 Salary Program

    The University of Arizona has announced a compensation investment program that will raise annual salaries for all benefits-eligible faculty, classified staff, and appointed professionals, and also elevate stipend levels for our graduate assistants and associates. Through this program, the University is demonstrating its commitment to increasing the competitiveness of our compensation and stressing the importance of recognizing the contributions of those who support the University’s success.

    Reminder--MSS Termination Requests for 9 pay 12 Faculty and Appointed

    Have you submitted termination requests for the 9 pay 12 faculty or appointed ceasing employment with the University?  If you haven’t, you still have time.

    Reminder--FY16 Discretionary Pay Increase Moratorium

    The Moratorium on discretionary pay increases for FY16 is now in effect.  Requests submitted after today will be effective July 1, 2016 or after.

    FY2016-2017 Flexible-Year Program Deadline Extended

    The Flexible-Year Program open enrollment for FY2016-2017 has been extended through May 27, 2016. 

    During the next fiscal year, a non-exempt employee’s ability to participate in the Flexible-Year Program may be directly impacted by regulations expected to be issued by the Department of Labor under the Fair Labor Standards Act (FLSA).  We are working expeditiously to determine what impact, if any, there will be on this program. 

    Note:  Employees currently participating in the flex-year program must re-enroll to ensure continuation in the plan.

    MSS Graduate Assistant/Associate Job Data Requests Now Available

    The Manager Self Service (MSS) Graduate Assistant/Associate Job Data Change requests are now available for the current year changes and Fiscal rollover transactions. 

    Coming Soon! MSS Graduate Assistant/Associate Job Data Changes

    The Manager Self Service (MSS) Graduate Assistant/Associate Job Change request is in the final stage of development and is scheduled for release to department/college initators and approvers on Wednesday, May 4, 2016.

    Mailing of 1095-C Tax Form

    If you are a benefits-eligible employee you should have received a new IRS tax form called a 1095-C. This form was mailed on March 28, 2016, to the home address you have on file in UAccess Employee.

    HR Debuts New Website

    As part of our ongoing efforts to better serve you, welcome to our completely reimagined new website. We hope you agree the new site is easier, faster, and smarter - getting you to the right content, right when you need it. We invite you to take a look and share your feedback on how to make it even more useful.

    FY16 Systems Control Update

    Notice of Appointments/Reappointments, Position Distribution, Employee/DCC Analytic Reports

    FY 2015-2016 MSS Position Distribution Available

    It’s the time of the season to shift into gear— to manage the funding for the new fiscal year.  Position distribution and budget data too—combined to enhance the information you view.  Jump into action, don’t wait ‘til year end--early is better—‘tis what we recommend.

    FY16 Reference Sheets and Graduate Asst/Assoc Worksheets

    It’s beginning to look a lot like rollover season!  The FY2015-2016 Rollover Reference Sheets and the Graduate Assistant/Associate Rollover Worksheets are now available in UAccess Analytics.  Additionally, the Fiscal Year End Rollover Schedule is featured on the Systems Control Website and in a calendar format in the “Business Calendar” section of University Business Event Tracking (UBET).

    FY 2015-2016 Fiscal Year-End Position Distribution Change

    It is official, the Budget Office Position Funding Tool is retiring and Manager Self Service (MSS) Position Distribution will be available for 2015-2016 Fiscal Year rollover processing.

    Establishing position distribution funding using the UAccess Employee Manager Self Service (MSS) component for fiscal year rollover creates a single source process throughout the year; routes transactions based on established MSS rules and roles; and allows a series of effective dated changes per position.  Additionally, new Analytics reports will be developed to incorporate budget and position distribution information to assist with planning. 

    Key dates, processes and account information are provided below.

    FY15 Systems Control Update

    The new fiscal year is now in full gear--the day we've been waiting for is suddenly here.  Contracts and funding and job data too--may need your attention before they are due.