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handbooks:pattern_of_administration [2025/01/08 01:37] – [SEHD HR and Payroll Staff] Kelley Patienthandbooks:pattern_of_administration [2025/03/13 17:09] (current) – [Lecturer Appointment/Offer Letter Administrative Process] Kelley Patient
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 |**Patricia Ball, **//Assistant Dean of Finance and Human Resources// |**315-4947, **LSC 1143| |**Patricia Ball, **//Assistant Dean of Finance and Human Resources// |**315-4947, **LSC 1143|
 |**Hiromi Agena**, //Associate Director of Finance// |**315-6320, **LSC 1121| |**Hiromi Agena**, //Associate Director of Finance// |**315-6320, **LSC 1121|
-|**Patricia Ball, **//Interim SEHD Grants and Contracts Administration// |**315-4947, **LSC 1143|+|**Sophie Eggert, **//SEHD Grants and Contracts Administration// |**315-4947, **LSC 1143|
 |**Daisy Salazar, **//Accountant// |**315-4921**, LSC 1122| |**Daisy Salazar, **//Accountant// |**315-4921**, LSC 1122|
 |**Keiko Goldman, **//Finance & HR Business Services Coordinator// |**315-4921**, LSC 1122| |**Keiko Goldman, **//Finance & HR Business Services Coordinator// |**315-4921**, LSC 1122|
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   - You may use your travel card for meals but you should not exceed the applicable per diem rate for the locale in which you are traveling. If you exceed this amount, you will have to reimburse the University for the difference. If you pay for food using personal funds, you will be reimbursed up to or for the applicable per diem rate for the locale in which you are traveling. If the meal expense exceeds this amount, this is a personal expense to you and you will not be reimbursed.   - You may use your travel card for meals but you should not exceed the applicable per diem rate for the locale in which you are traveling. If you exceed this amount, you will have to reimburse the University for the difference. If you pay for food using personal funds, you will be reimbursed up to or for the applicable per diem rate for the locale in which you are traveling. If the meal expense exceeds this amount, this is a personal expense to you and you will not be reimbursed.
   - **__Keep itemized receipts for ALL expenses.__**  You will have to submit a conference agenda for any conference related expenses. The agenda must include a schedule of the conference including the meals that were provided by the conference.   - **__Keep itemized receipts for ALL expenses.__**  You will have to submit a conference agenda for any conference related expenses. The agenda must include a schedule of the conference including the meals that were provided by the conference.
-  - When you return, please immediately submit all receipts to your Concur delegate. Contact **Daisy Salazar**  for general fund and professional development account purchases, **Jamie Purevsuren**  for grant related purchases and **Jenna Ronnebaum** for Extended Studies purchasing and services.+  - When you return, please immediately submit all receipts to your Concur delegate. Contact **Daisy Salazar**  for general fund and professional development account purchases, **Jamie Purevsuren**  for grant related purchases and **Jenna Ronnebaum**  for Extended Studies purchasing and services.
   - You should reimburse CU for any personal expenses on your travel card at the time when you turn in your receipts, or if you have enough per diem to cover these expenses, your per diem will be reduced by this amount.   - You should reimburse CU for any personal expenses on your travel card at the time when you turn in your receipts, or if you have enough per diem to cover these expenses, your per diem will be reduced by this amount.
   - **Your travel expenses __MUST__  be reallocated within 90 days of the end of your trip or this becomes taxable income to you. This is a firm deadline that cannot be changed. Please allow your Concur delegate 2-3 weeks before the 90 day deadline to submit reimbursements on your behalf.**   - **Your travel expenses __MUST__  be reallocated within 90 days of the end of your trip or this becomes taxable income to you. This is a firm deadline that cannot be changed. Please allow your Concur delegate 2-3 weeks before the 90 day deadline to submit reimbursements on your behalf.**
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 ==== Workgroup Members & Major Responsibilities ==== ==== Workgroup Members & Major Responsibilities ====
  
-|**Patricia Ball** \\ //Assistant Dean of Finance and HR // |LSC 1143 \\ 303-315-4947 \\ [[PATRICIA.BALL@UCDENVER.EDU|PATRICIA.BALL@UCDENVER.EDU]]| | +**Patricia Ball, **//Assistant Dean of Finance and HR, //LSC 1143, 303-315-4947, [[PATRICIA.BALL@UCDENVER.EDU|PATRICIA.BALL@UCDENVER.EDU]] 
-|**Kelley Patient** \\ //Human Resources and Payroll Manager// | \\ 303-315-0010 \\  \\ 303-335-9567 \\  \\ [[KELLEY.PATIENT@UCDENVER.EDU|KELLEY.PATIENT@UCDENVER.EDU]]|Initiates personnel actions; including recruiting, hiring, promotions, staff additional pay, progressive discipline, etc. Responsible for staff performance management – professional plans and evaluations, coordinating lecturer pay, FML, Leave of Absence, Worker’s Comp, and Immigration.| + 
-|**Hiromi Agena** \\ //Associate Director of Budget and Finance// |LSC 1121 \\ 303-315-6320 \\ [[HIROMI.AGENA@UCDENVER.EDU|HIROMI.AGENA@UCDENVER.EDU]]|Handles faculty payrolls; including faculty additional pay and coordinating summer pay. Other duties include position budgeting, and faculty moving expense reimbursements.| +Oversees the Finance and Human Resources functions for the School of Education & Human Development. 
-|**Keiko Goldman** \\ //Finance & HR Business Services Coordinator// | \\ LSC 1147 \\ 303-315-0010 \\ [[KEIKO.GOLDMAN@UCDENVER.EDU|KEIKO.GOLDMAN@UCDENVER.EDU]] \\   \\  [[SEHDHR@UCDENVER.EDU|SEHDHR@UCDENVER.EDU]] \\   \\  [[SEHDFINANCE@UCDENVER.EDU|SEHDFINANCE@UCDENVER.EDU]]|  This role is split between Finance and HR functions. Support with Forms and recordkeeping, hiring paperwork and onboarding activities, and faculty searches.| + 
-|**Joseph Magoffe** \\ //HR and Payroll Coordinator// | \\ LSC 1142 \\ 303-315-6631 \\ [[joseph.magoffe@ucdenver.edu|joseph.magoffe@ucdenver.edu]] \\   \\  [[SEHDHR@UCDENVER.EDU|SEHDHR@UCDENVER.EDU]]|  Onboarding/off-boarding of all employees; student hiring (including TAs, GAs/RAs and graduate part-time instructors), payroll and time reporting; email/portal and sponsored user accounts.|+**Hiromi Agena, **//Associate Director of Budget and Finance, //LSC 1121, 303-315-6320, [[HIROMI.AGENA@UCDENVER.EDU|HIROMI.AGENA@UCDENVER.EDU]] 
 + 
 +Handles faculty payrolls; including faculty additional pay and coordinating summer pay. Other duties include position budgeting, and faculty moving expense reimbursements. 
 + 
 +**Kelley Patient, **//Human Resources and Payroll Manager, //303-335-9567, [[KELLEY.PATIENT@UCDENVER.EDU|KELLEY.PATIENT@UCDENVER.EDU]] 
 + 
 +Handles personnel actions including recruiting, hiring, promotions, staff additional pay, progressive discipline, staff performance management, coordinating D1 lecturer pay, leaves, and immigration. 
 + 
 +**Keiko Goldman, **//Finance & HR Business Services Coordinator, //LSC 1147, 303-315-0010, [[KEIKO.GOLDMAN@UCDENVER.EDU|KEIKO.GOLDMAN@UCDENVER.EDU]], [[SEHDFINANCE@UCDENVER.EDU|SEHDFINANCE@UCDENVER.EDU]] 
 + 
 +This role is split between Finance and HR functions. For HR, handles forms and recordkeeping, hiring paperwork and onboarding activities, and hr-related processes for faculty. 
 + 
 +**Joseph Magoffe, **//HR and Payroll Coordinator, //LSC 1142, 303-315-6631, [[joseph.magoffe@ucdenver.edu|joseph.magoffe@ucdenver.edu]], [[SEHDHR@UCDENVER.EDU|SEHDHR@UCDENVER.EDU]] 
 + 
 +Handles onboarding/off-boarding of all employees; student hiring (including D1 TAs, GAs/RAs and Graduate Part-time Instructors), payroll and time reporting; email/portal and sponsored user accounts.
  
  
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 ====== Lecturer Appointment/Offer Letter Administrative Process ====== ====== Lecturer Appointment/Offer Letter Administrative Process ======
  
-|   \\ +//(this format is changing from a table to a list in spring 2025 for digital accessibility and to head off wiki formatting snafus)// 
-   Summer and Fall deadline is Apr 30 \\  \\ + 
-   Spring deadline is Nov 30|   \\ +**One week before the last curriculum committee meets ** (Summer and Fall deadline is April, Spring deadline is Nov) 
-   Program Lead, \\  \\ + 
-   Jenna & SEHD HR|   \\ +- Program leads (PLs) complete the Hire Request formstack for each new hire. Jenna and SEHD HR works on hiring steps for new hires. 
-   Program leads (PLs) complete the Hire Request formstack for each new hire. \\  \\ + 
-   HR works on hiring steps for new hires.| +**8 weeks before start of term ** 
-|   \\ + 
-   8 weeks before start of term|   \\ +- Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans (AD’s), and copies SEHD HR 
-   Shakira|   \\ + 
-   Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans (AD’s), and copies Hiromi, Kelley, Emilie and Tricia.| +- Program Leads complete the Hire Request formstack for each TA hire, as courses reach [[https://wiki.cu.studio/handbooks/pattern_of_administration#enrollment_and_scheduling_policies|the approved student enrollment count.]] 
-| |   \\ + 
-   Jenna|   \\ +- Jenna provides D2/CPE appointment list to Hiromi and sends offer letters. 
-   Jenna provides D2/CPE appointment list to Hiromi, Kelley, Emilie and Tricia & sends offer letters CC to SEHD HR.| + 
-| |   \\ +- SEHD HR creates master spreadsheet for D1 offer letters (from Shakira’s enrollment reports and new hire formstacks) and works with Shakira and Tricia on any discrepancies and questions. SEHD HR cross-checks information with list of CPE employees for anyone over the two-course limit and then notifies Jenna and Program Leader. SEHD HR works on hiring steps for brand new hires. 
-   Kelley|   \\ + 
-   Kelley creates master spreadsheet for D1 offer letters (from Shakira’s enrollment reports new hire formstacks) and works with Shakira on any discrepancies and questions (copy Tricia).| +**5 weeks before start of term ** 
-| |   \\ + 
-   Kelley|   \\ +- Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans, and copies SEHD HR. 
-   Kelley cross-checks information with list of CPE employees for anyone over the two-course limit and then notifies Jenna and Program Leader.| + 
-| |   \\ +- SEHD HR reviews hiring requests with the Dean, then generates D1 Lecturer/GPTI/TA contracts (offer letters/LOOs) using mail merge and sends them via email to the employee’s university email account. 
-   Program Lead & \\  \\ + 
-   SEHD HR & Jenna|   \\ +**2-6 weeks before start of term ** 
-   Program Lead completes the Hire Request formstack for each TA hire, as courses reach the approved student enrollment count. HR works on hiring steps for new hires for D1 & Jenna works on hiring steps for D2 as usual.| + 
-|   \\ +- Shakira emails students of canceled courses and copies advisor and program lead. 
-   5 weeks before start of term|   \\ + 
-   Shakira|   \\ +- Jenna sends D2 pay information to Hiromi each month leading up to and during the semester. 
-   Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans, and copies Hiromi, Kelley, Emilie and Tricia.| + 
-| |   \\ +**4 weeks before start of term ** 
-   Emilie|   \\ + 
-   Emilie generates D1 Lecturer/GPTI/TA contracts (letters of offer) using mail merge and sends them via email to the employee’s university email account.| +- Enrollment Report – Shakira notifies Program Leaders, ADs, Sandy and SEHD HR of possible cancellation (fall, spring, summer) and prorate status updates (summer only). 
-|   \\ + 
-   2-6 weeks before|   \\ +- Program Leaders need to respond to Shakira whether to cancel (fall, spring, summer) or to accept possible prorates (summer only). 
-   Shakira|   \\ + 
-   Shakira emails students of canceled courses and copies advisor and program lead.| +**2-3 weeks before start of ter****m (depending on holidays) - Final Decisions Due** 
-| | |   \\ + 
-   Jenna sends D2 pay information to Hiromi each month leading up to and during the semester.| +- Shakira notifies Program Leaders, ADs, Sandy, and SEHD HR of cancellation and prorate status. Shakira works with Dean & Dorothy for final decisions on cancellations and prorates. SEHD HR sends a reminder email to PLs about prorates going out soon, and to review Shakira’s emails for the details. Program Leaders will communicate with employees regarding course cancellations/prorates (no later than 1 week before start of term).\\ 
-|   \\ +\\ 
-   4 weeks before|   \\ +//SUMMER ONLY - SEHD HR sends prorate list to Dorothy & Dean for final review. After receiving approval, SEHD HR emails each employee prorate notice 1 of 2, with CC to: PL, Hiromi, Tricia, Shakira.// 
-   Shakira & Program Leaders|   \\ + 
-   Enrollment Report – Shakira notifies Program Leaders, ADs, Sandy, Tricia, Hiromi, Kelley, and Emilie of possible cancellation and prorate status updates. Program Leaders need to respond to Shakira whether to cancel or accept possible prorates.| +**Start of term - [[https://www.ucdenver.edu/student/registration-planning/academic-calendars|Classes Begin!]]** 
-|   \\ + 
-   2 weeks before|   \\ +\\ 
-   Shakira & ADs & Program Leaders & SEHD HR|   \\ +- Shakira sends final enrollment report (previously census report) to SEHD HR, Dorothy & the Dean.\\ 
-   Final Decisions – Shakira notifies Program Leaders, ADs, Sandy, Tricia, Hiromi, Kelley, and Emilie of cancellation and prorate status. Shakira works with Dean & Dorothy for final decisions on cancellations and prorates. HR sends a reminder email to PLs about prorates going out soon, and to review Shakira’s emails for the details. Program Leaders will communicate with employees regarding course cancellations/prorates (no later than 1 week before start of term). \\  \\ +\\ 
-   Kelley sends prorate list to Dorothy & Dean for final review. After receiving approval, SEHD HR emails each employee prorate notice 1 of 2 based on information from Shakira, CC: PL, Hiromi, Tricia, Shakira.| +- Jenna sends D2 pay information to Hiromi. Hiromi and Kelley adjust pay to prorate amounts.\\ 
-| | |   \\ +\\ 
-   Jenna sends D2 pay information to Hiromi each month leading up to and during the semester.|+//SUMMER ONLY - SEHD HR sends prorate notice 2 of 2 ONLY to those whose prorate will increase based on final enrollment report , CC: Tricia, Hiromi, PL.// 
 + 
 +**After term is underway **-  SEHD HR follows up with D1 employees who have not returned signed offer letters.\\ 
 +\\ 
 +- Jenna follows up with D2 employees who have not returned signed offer letters 
 + 
 +|   \\ Summer and Fall deadline is Apr 30 \\  \\ Spring deadline is Nov 30|   \\ Program Lead, \\  \\ Jenna & SEHD HR|   \\ Program leads (PLs) complete the Hire Request formstack for each new hire. \\  \\ Jenna and SEHD HR works on hiring steps for new hires.| 
 +|   \\ 8 weeks before start of term|   \\ Shakira|   \\ Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans (AD’s), and copies SEHD HR.| 
 +| |   \\ Jenna|   \\ Jenna provides D2/CPE appointment list to Hiromi & sends offer letters.| 
 +| |  SEHD HR|   \\ SEHD HR creates master spreadsheet for D1 offer letters (from Shakira’s enrollment reports new hire formstacks) and works with Shakira on any discrepancies and questions (copy Tricia).| 
 +| |  SEHD HR|   \\ SEHD HR cross-checks information with list of CPE employees for anyone over the two-course limit and then notifies Jenna and Program Leader.| 
 +| |   \\ Program Lead & \\  \\ SEHD HR & Jenna|   \\ Program Lead completes the Hire Request formstack for each TA hire, as courses reach the approved student enrollment count. HR works on hiring steps for new hires for D1 & Jenna works on hiring steps for D2 as usual.| 
 +|   \\ 5 weeks before start of term|   \\ Shakira|   \\ Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans, and copies SEHD HR.| 
 +| |   \\ SEHD HR|   \\ SEHD HR generates D1 Lecturer/GPTI/TA contracts (letters of offer) using mail merge and sends them via email to the employee’s university email account.| 
 +|   \\ 2-6 weeks before|   \\ Shakira|   \\ Shakira emails students of canceled courses and copies advisor and program lead.| 
 +| | |   \\ Jenna sends D2 pay information to Hiromi each month leading up to and during the semester.| 
 +|   \\ 4 weeks before|   \\ Shakira & Program Leaders|   \\ Enrollment Report – Shakira notifies Program Leaders, ADs, Sandy and SEHD HR of possible cancellation and prorate status updates. Program Leaders need to respond to Shakira whether to cancel or accept possible prorates.| 
 +|   \\ 2 weeks before|   \\ Shakira & ADs & Program Leaders & SEHD HR|   \\ Final Decisions – Shakira notifies Program Leaders, ADs, Sandy, and SEHD HR of cancellation and prorate status. Shakira works with Dean & Dorothy for final decisions on cancellations and prorates. HR sends a reminder email to PLs about prorates going out soon, and to review Shakira’s emails for the details. Program Leaders will communicate with employees regarding course cancellations/prorates (no later than 1 week before start of term). \\  \\ SUMMER ONLY - SEHD HR sends prorate list to Dorothy & Dean for final review. After receiving approval, SEHD HR emails each employee prorate notice 1 of 2 based on information from Shakira, CC: PL, Hiromi, Tricia, Shakira.| 
 +| | |   \\ Jenna sends D2 pay information to Hiromi each month leading up to and during the semester.|
 | | | \\ **[[https://www.ucdenver.edu/student/registration-planning/academic-calendars|Classes Begin!]]** | | | | \\ **[[https://www.ucdenver.edu/student/registration-planning/academic-calendars|Classes Begin!]]** |
-|   \\ +|   \\ Census date \\  \\ Census report to HR|   \\ Shakira, SEHD HR|   \\ Shakira sends census enrollment report to SEHD HR, Dorothy & the Dean. \\  \\ Jenna sends D2 pay information to Hiromi. Hiromi and Kelley adjust pay to prorate amounts. \\  \\ SUMMER ONLY - SEHD HR sends prorate notice 2 of 2 to those whose prorate will increase based on census, CC: Tricia, Hiromi, PL.| 
-   Census date \\  \\ +| |   \\ SEHD HR & Jenna|   \\ SEHD HR follows up with D1 employees who have not returned signed offer letters. \\  \\ Jenna follows up with D2 employees and TAs who have not returned signed offer letters.|
-   Census report to HR|   \\ +
-   Shakira, Hiromi, Kelley, Emilie|   \\ +
-   Shakira sends census enrollment report to Hiromi, Kelley, Emilie, Tricia, Dorothy & the Dean. \\  \\ +
-   Jenna sends D2 pay information to Hiromi. Hiromi and Kelley adjust pay to prorate amounts. \\  \\ +
-   Kelley sends prorate notice 2 of 2 to those whose prorate will increase based on census, CC: Tricia, Hiromi, PL.| +
-| |   \\ +
-   Emilie & Jenna|   \\ +
-   Emilie follows up with D1 employees who have not returned signed offer letters. \\  \\ +
-   Jenna follows up with D2 employees and TAs who have not returned signed offer letters.|+
 | | | | | | | |
 +
  
 ====== APPENDIX A: Pattern of Organization ====== ====== APPENDIX A: Pattern of Organization ======
handbooks/pattern_of_administration.1736300272.txt.gz · Last modified: 2025/01/08 01:37 by Kelley Patient