HR Business Office
Forum
March 19, 2015
Agenda
Welcome
– Denise Montoya, Executive Director HR
– Loretta Montoya, CNM Comptroller
Separation Workflow
– Karen Montoya, HR Consultant
– Ben Rollag, Process Improvement Analyst
Agenda
Payroll Deadlines
– Veronica Gonzales, Accounting Supervisor
Accounts Payable Update
– Jessica Spence, Accounting Technician
– Susan Lederle, Accounting Supervisor
Background Checks
– Michael Brown, Director Talent Management
and HR Consulting
Agenda
General Updates
– Michael Brown
CNM Jobs (Old Postings)
– Michael Brown
Upcoming Events
Welcome
First HR Business Office Forum
– Thank you for attending
– Joint Effort of Human Resources, Payroll, and
Budget
– Third Thursday of each month
Separation Workflow
Separation My Processes
 Allows department initiators to create or revise a
separation
Separation Workflow
 Create Workflow
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Workflow Specific Name and Workflow Note is not required information for the
separation
Enter Employee ID, Employee Position No , Position Suffix are the only required
fields to create a separation
It is important to attach related documentation such as letters of resignation or
retirement
Click Start Workflow
Separation Workflow
 NBIJLIST is a screen in Banner which will provide you with the
information you need to create the separation
Separation Workflow
 Worklist
 You will click on Worklist to locate and submit the separation
you initiated.
Separation Workflow
 Select the Separation Schedule you initiated from your
Worklist to submit to HR
 This will take about 30 seconds to appear in your Worklist
Separation Workflow
 Employee Class
 Used for employee grouping by HR and Payroll (this will be auto
filled)
 Employee Organization
 This the time sheet organization (this will be auto filled)
 Date of Separation
 Last day that individual will hold the position at CNM
 Make absolutely sure this will be the last day in that position
Separation Workflow
 Separation Type
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S1 – Resignation – Employee who left CNM voluntarily, including no call no show, failure
to report to work, etc.
S2 – Retirement – Employees who retire and are eligible for retirement benefits
S3 – Contract Not Renewed – Executive position contract not renewed.
S4 – Deceased – Employee dies while employed at CNM.
S5 – Discharged – Employee is discharged for cause.
S6 – Inactivated – Not actively working. (PT Instructors: pool employees, casual workers)
S7 – Layoff – Employees whose position is eliminated due to reorganization or loss of
funding.
S8 – Limited Term Ends – Employees whose assignment ends, typically a limited term
appointment, temporary assignment, medical or LTD leave unable to perform essential
functions of position.
S9 – Trail Period – Employees let go during their trial period.
Transfer – Will remain an employee of CNM .
Separation Workflow
 Employee Action
 Associated with how the workflow is processed
 Transfer
 Separate from Position
 Terminate
 Immediate
Separation Workflow
 Click on Complete
 This will submit your separation workflow to HR
Separation Workflow
 Revise Workflow
 Revise Schedule will appear under your Worklist after you
complete the HR Separation
Separation Workflow
 Revise Workflow
 Click on the Separation Schedule you need to revise
 You will now edit the separation
 Click on start workflow
Separation Workflow
 Revise Workflow
 Revise Separation Code
 Revise Separation Date
 Add Comments
 Action
 Cancel
 Revise
 No Changes
 Click Complete
Separation Workflow
Important Things to Remember
 Select appropriate separation code
 Enter correct end date
 Attach documentation
 Initiate and submit separations timely
 Edit revised separations timely
Payroll Deadlines
Paper timesheets are due by noon on the
Friday before payday - NO Later than 1pm
on Monday
– This is the standard rule, exceptions such has
holidays may change the due date. Always
refer to the payroll calendar.
Payroll Deadlines
Electronic timesheets should be submitted
and approved by 1pm on the Monday
before payday (again, except for holidays)
W-4 forms and direct deposit forms should
be submitted and received by the Payroll
Office the day before paper timesheets are
due
Accounts Payable Update
Background Checks
February 1, 2015
– All employees background checked
– Started using new Criminal Conviction Form
at time of interview
• Attach to CNMJobs in document section
– Can discuss applicants self disclosure of
convictions at time of interview
Background Checks
Self disclosure of conviction not an
automatic bar of employment
– Length of time since conviction
– Conviction reason and job duties
HR will send applicant link to complete the
background check authorization form
– Worked with IT to develop electronic secure
form
General Updates
 Developing a New Learning Management
System
– Target implementation July 2015
– Banner data cleanup – department will be
asked to participate in cleanup
• Supervised by
• Orphaned employees
General Updates
Second Phase – New Applicant Tracking
System
– Paperless on-boarding
– Email notifications to applicants
– Integration with Banner
– More attractive careers page
– Single sign-on
– Simplified processes
CNM Jobs
Look at your old postings
– Make sure applicants have been dispensed
and old posting closed or canceled
– As of 3/9/15 – 32 postings, oldest 8/14/14
If still planning to hire, then keep the
postings active
– May want to take down and repost if older
than 3 or 4 months
Upcoming Events
Recruit 50
– Job fair to recruit Nursing and Part-Time
Faculty
– April 10th – 2 to 7 p.m.
– Smith Brasher Hall
– Contact Stacie Carviso (224.4718)
Upcoming Events
Retirement Seminar
– Friday, March 27
– 8:30 to 12:00
– Smith Brasher Room 100
Developing a Plan for Wellness
– Class dates on handout
– Walk-ins welcome
Future Topics?
Let us know what you want to discuss
during these sessions
Upcoming topics
– Family Medical Leave
– Policy Changes – working on hiring policy
– Recruitment
– On-Boarding – Department Orientations
Future Topics?
Electronic W-2 consent
W-2 reprint requests
Electronic W-4 changes
Any questions contact your HR Consultant.
Academic Affairs:
Karen Montoya
Lori Nawman
President’s Office/Finance & Operations:
Alma Aguilar
Student Services:
Miguel (Angel) Porras