Human Resource Services

Departmental Business Manager should have working knowledge of items listed below.  Some require in-depth knowledge, others require knowing who to contact for assistance.

1. NON-FACULTY POSITIONS

   1. BUDGET IMPACT

      1. Identify an appropriate funding source.

      2. Evaluate the availability of funds.

      3. Indicate alternative sources of funds, if necessary.

      4. Understand policies related to the Reserve for Unfilled Positions (RUP). 

   2. JOB CLASSIFICATION

      1. Obtain knowledge of job requirements.

      2. Review job description, if it exists.

      3. Assist in the development of a job description, if necessary.

      4. Obtain appropriate approvals, including (but not limited to) the use of job titles such as “Director.” 

   3. POSTING PROCESS

      1. Be aware of University Affirmative Action (AA) goal areas.

      2. Review University pay practices with supervisor to determine appropriate pay range for position.

      3. Assist with internal posting, if appropriate.

      4. Assist with external posting, including review and approval of Form 10/2.

      5. Processing of advertisements.

         1. Understand procurement requirements.

         2. Obtain appropriate approvals.

         3. Process through AA, Human Resource Services (HRS) and Purchasing.

   4. JOB OFFERS

      1. Understand requirements for employment eligibility for non-U.S. citizens. 

      2. Offer Letters

         1. Understand when required.

         2. Possess knowledge of information required, including benefits and moving expenses.

         3. Understand when prior approvals are required and insure appropriate approvals are obtained.

      3. Employment Contract

         1. Understand when required.

         2. Possess knowledge of information required.

         3. Review contract and insure accuracy prior to department/school approval.

         4. Submit to HRS with Payroll Change.  HRS forwards to Budget & Fiscal Planning (BFP).

   5. Provisional Employment Period

      1. Understand the policy and explain/interpret as necessary.

   6. Salary Administration Policies

      1. Understand policy related to Clerical/Service and Administrative/Professional positions.

      2. Coordinate request for exceptions and prior approvals to above policies.

   7. Employee Leaves

      1. Understand and be able to explain/interpret leave policies related to various EMPLOYEE classifications, such as sick leave, vacation, FMLA, Worker’s Compensation, Long-Term Disability (LTD), Short-Term Disability (STD) and other leaves with or without pay.

         1. Academic-year staff

         2. Fiscal-year staff

         3. Bi-weekly staff

   8. Outside Activities/CONFLICT OF INTEREST/NEPOTISM

      1. Understand the policy and explain/interpret as necessary.

      2. Prepare enrollment kit request:

         1. For monthly staff (Monthly BeneFlex Enrollment Request Form).

         2. For bi-weekly staff (Biweekly BeneFlex Enrollment Request Form).

      3. Explain available benefits to staff member.

      4. Assist with the preparation and processing of enrollment forms.

   9. TERMINATION

      1. Understand when a Form 4 is required.

      2. Assist in the preparation and processing of Form 4.

      3. Understand the University Separation Pay Policy.

2. STUDENT EMPLOYMENT

   1. UNDERSTAND REQUIREMENTS FOR ELIGIBILITY FOR STUDENT EMPLOYMENT

      1. Understand requirements for employment eligibility for non-U.S. citizens.

      2. Budget Impact

         1. Identify an appropriate funding source.

         2. Evaluate the availability of funds.

         3. Indicate alternative sources of funds, if necessary.

   2. BI-WEEKLY

      1. Understand the student wage scales.

      2. Insure consistency between classification and compensation.

      3. Understand the procedures and policies related to completion of the timecard.

      4. Insure policies and procedures are followed.

      5. Understand posting requirements through Division of Financial Aid (DFA).

   3. GRADUATE STUDENT

      1. Understand requirements for employment eligibility for non-U.S. citizens. 

      2. Monthly

         1. Understand graduate staff appointments and monthly salary policies.

         2. Understand graduate staff academic load limits.

      3. Understand graduate benefit policies and distribute enrollment packets as needed.

      4. Understand department specific procedures.

      5. Bi-weekly, see above.

3. FACULTY EMPLOYMENT

   1. BUDGET IMPACT

      1. Identify an appropriate funding source.

      2. Evaluate the availability of funds.

      3. Indicate alternative sources of funds, if necessary.

      4. Understand policies related to the Reserve for Unfilled Positions (RUP).

   2. DEPARTMENT SPECIFIC PROCEDURES

      1. Understand role and actions required.

   3. AFFIRMATIVE ACTION REPRESENTATIVE

      1. Coordinate with department/school representative as necessary.

   4. PROCESSING OF ADVERTISEMENTS

      1. Understand procurement requirements.

      2. Obtain appropriate approvals.

      3. Process through AA, HRS and Purchasing.

   5. OFFER LETTERS

      1. Understand requirements for employment eligibility for non-U.S. citizens.

      2. Understand when required.

      3. Possess knowledge of information required, including benefits and moving expenses.

      4. Understand when prior approvals are required and insure appropriate approvals are obtained.

   6. EMPLOYMENT CONTRACT

      1. Understand when required.

      2. Understand differences between Visiting versus Tenure Track appointments.

      3. Understand impact of Tenure/Promotion Policy upon completion of contract.

      4. Possess knowledge of information required.

      5. Review contract and insure accuracy prior to department/school approval.

      6. Submit to HRS with Payroll Change.  HRS forwards to BFP.

   7. OUTSIDE ACTIVITIES/CONFLICT OF INTEREST/NEPOTISM

      1. Understand the policy and explain/interpret as necessary.

4. EMPLOYEE RELATIONS

   1. UNDERSTAND PURPOSE AND SERVICES PROVIDED

   2. UNDERSTAND WHEN CONTACT WITH EMPLOYEE RELATIONS SHOULD BE INITIATED

   3. SEEK AND PROVIDE TRAINING OPPORTUNITIES FOR DEPARTMENT STAFF AND SUPERVISORS ON EMPLOYEE RELATIONS ISSUES, AS NEEDED

   4. EMPLOYEE ASSISTANCE PROGRAM

      1. Understand mission and how to initiate referral process.

   5. GRIEVANCE PROCEDURES

      1. Understand policies related to various staff classifications.

      2. Understand whom to contact when an issue is identified.

   6. DISCIPLINE PROCEDURES

      1. Understand steps involved with progressive discipline.

      2. Understand when Employee Relations needs to be involved in a discipline situation.

      3. Understand documentation requirements.

   7. REDUCTION IN FORCE (RIF)

      1. Understand policy related to RIF.

      2. Coordinate communication to employee and appropriate central offices.

      3. Process appropriate Payroll Change Form – review for accuracy and obtain appropriate approvals.

      4. Process Termination Form 4 or transfer Payroll Change when appropriate.

   8. UNEMPLOYMENT COMPENSATION

      1. Coordinate with Employee Relations staff as necessary.

   9. LABOR RELATIONS

      1. Understand policy related to union organizing.

      2. Understand when Employee Relations should be informed of issues related to Labor Relations.

   10. EXIT INTERVIEWS

       1. Understand value.

       2. Advise supervisors of suggested procedure.

       3. Coordinate communication of information obtained as appropriate.

5. RESOURCES TO ASSIST WITH BUSINESS MANAGER ROLE

   1. HUMAN RESOURCES DEPARTMENT (http://www.purdue.edu/hr/)

   2. GRADUATE SCHOOL (http://www.gradschool.purdue.edu/indexFlash.cfm)

      1. Graduate Employment Manual

      2. Graduate School Manual for Administering Fellowships (http://www.gradschool.purdue.edu/faculty/publications.cfm)

   3. INTERNATIONAL STUDENTS AND SCHOLARS (ISS) (http://www.iss.purdue.edu/)

      1. ISS contacts for Visa questions (http://www.iss.purdue.edu/ISSOffice/OfficeMain/index.htm)

      2. International non-immigrant classifications and employment parameters

   4. DIVISION OF FINANCIAL AID (DFS)

      1. Student employment (http://www.purdue.edu/DFA/stuemp.htm)

   5. FORMS DISTRIBUTION AND CONTACT LIST (for HR and Payroll related documents – see Attachment A)

Attachment A