Thursday, January 31, 2019

ISSS Update

We want to be sure all who need to see this have seen it.  Please let Joy know if you have any questions.


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University of Minnesota Driven to Discover
International Student & Scholar Services (ISSS)

In This Update


General Announcements

  1. OHR Operations - Updates for Foreign National Employees
  2. Recent Regulatory Changes Bring Attention to Need for Supervisors to Review Limits for F-1 and J-1 Students
  3. How to Hire UMN International Students
  4. Agreement Reached for Temporary End to Government ShutdownGovernment Shutdown
  5. ISSS Intercultural Workshop Series

H-1B Announcements

  1. ISSS No Longer Processing O-1 extensions
  2. Employee ID Will Be Required for H-1B/E-3 Processing
  3. New Employment Visa Case Assistant (Student Worker)

J-1 Announcements

  1. New J Visa Assistant

PR Announcements

  1. Visa Bulletin Workshop - Thursday, March 7

General ISSS Announcements


1. OHR Operations - Updates for Foreign National Employees

On January 15, OHR Operations sent an email regarding the new I-9 process for foreign national employees. This email contains important information about I-9 processes, ISSS check-in requirements, and other required steps for new F-1 and J-1 Foreign National Employees. Please read the message here if you did not receive the email.

2. Recent Regulatory Changes Bring Attention to Need for Supervisors to Review Limits for F-1 and J-1 Students

At the beginning of the semester, it’s important for supervisors to understand the limitations international students in F1 and J-1 visa status have on employment in the U.S.  While the rules regarding employment for F-1 students and J-1 studentshave not changed, recent regulatory changes have impacted the severity of the repercussions for students who do not follow the F-1 and J-1 visa rules regarding work eligibility.
ISSS continues to reach out to students to make sure that they understand what is permitted in their visa status. It is also important, however, that departments help by encouraging supervisors to review and follow  these rules. Please contact ISSS if you have any questions.

3. How to Hire UMN International Students

At the University of Minnesota, we encourage hiring units to seek out the talent our UMN international students have to offer. Our recent webinar offers tips to employers, including UMN departments, on how easy it is to diversify your workforce with international candidates. The recording is less than 30 minutes long and can be watched in brief, individual segments.

4. Agreement Reached for Temporary End to Government Shutdown

An agreement was reached on Friday to allow the federal government to temporarily reopen while budget negotiations occur. While most immigration functions had not been affected due to the shutdown, we do not know whether there may be delays as operations resume. Additionally, as the current agreement will only allow the government to be open for three weeks, it is possible that there may be another government shutdown if an agreement cannot be reached.
Some media outlets have reported that grant funds from NIH and other government agencies were not made available during the shutdown. It is important to note that H-1B/E-3 employees must continue to be paid per the terms of their most recent petition, as agreed to in the employer-signed certification statement.

5. Register for the ISSS Intercultural Workshop Series

ISSS is pleased to announce the ISSS Intercultural Workshop Series for Spring 2019. The series includes sessions focused on intercultural competency and skills development as well as “Culture In-Depth” sessions discussing the unique practices, customs, and values of some of the largest international student populations on our campus.   The workshops help UMN staff members gain greater cultural self-awareness, an understanding of the contributions of international students, and communication skills to improve interactions and relationships with international students, staff, and faculty. The full descriptions for each session, including a list of learning outcomes, can be found on the ISSS website, and registration is now open on Training Hub.

H-1B Announcements


1. ISSS No Longer Processing O-1 extensions

Effective October 2018, ISSS is no longer processing O-1 extension petitions. Departments wishing to support O-1 employment must work with outside counsel, with prior approval from the Office of General Counsel.

2. Employee ID Will Be Required for H-1B/E-3 Processing

ISSS will transition to a new software program during 2019 to handle scholar and employment-based visa applications. With this transition, an Employee ID number will need to be created at the time the H-1B/E-3 request is initiated. We have updated our current intake forms to request the Employee ID at the first stage of the process. Providing this ID currently remains optional at the point of the initial request, but it will become required in the near future.

3. New Employment Visa Case Assistant (Student Worker)

We are pleased to announce that Pa Kou Lee Her has been hired as an Employment Visa Case Assistant (student worker). She has replaced Miriam Diaz, who left ISSS in December 2018. Pa Kou’s contact information can be found here.

J-1 Announcements


1. New J Visa Assistant

There have been some staff changes at ISSS over the past semester. Brooke transitioned to another role at ISSS last summer. We are happy to announce that Ruibi Wang has been hired as the new J Visa Assistant. We are confident that Ruibi will provide you with the level of service you expect from ISSS. When you submit initial DS-2019 applications to ISSS, Ruibi will be in touch if anything is missing. You can reach her at isssjast@umn.edu.

PR Announcements


1. Visa Bulletin Workshop - Thursday, March 7

ISSS will host a Visa Bulletin Workshop on Thursday, March 7 from 3:00-4:00 p.m. at 101 University International Center (317 17th Avenue SE). This workshop will include an explanation of the Department of State Visa Bulletin, how to read and use the Visa Bulletin, and what impact this has on the backlog of permanent residence applications. Please RSVP to attend this session. If you have questions, please contact Marissa Hill-Dongre (hill0707@umn.edu).

Tuesday, September 18, 2018

Events including employee families

Per the Controller's Office, under the new Hospitality and Business Expense policies, central views gatherings like department-wide welcome picnics that include families or other large gatherings that include employee families to fall under the Business Expense policy, so family member expenses are not allowable without an exception from the Controller's Office.  If you are planning such an event, let me know so we can request an exception.  DJP

Wednesday, August 22, 2018

New I9 process

To ensure broad dissemination and as an archive, I'm posting a message from CSE's HR Director below.  Best, DJP

Colleagues,
I appreciate your questions and feedback, regarding the I-9 process, during the Administrator’s meeting last week.  
As discussed, in both our meeting and during today’s Payroll Forum, the University of Minnesota is committed to being fully compliant with the University of Minnesota’s business practice, as well as the I-9 federal law.  As a result, I wanted to highlight a few key points to keep in mind:
·         Currently the University’s business practice states that all faculty, staff and student hires must have sections 1 and 2 of their I-9 form completed on or before their first day of employment ("Day 1").
·          Employment will be terminated if the employee is out of compliance with the University’s business practice; specifically,  when Section 1 and/or Section 2 is not complete by the end of the employee's first day of employment.
·         All offer letters and I-9 training materials have new language that will address the University’s commitment to full compliance.
·         Going forward, all employee groups should receive an offer letter of employment.
·         Within CSE, Emily Nelson will be the key contact for the I-9 compliance monitoring done through payroll and I will be the Human Resources key contact.
Attached is our CSE internal business process for I-9 monitoring and a link to the email sent from Kathy Brown, for your reference.  I shared the feedback that we discussed regarding the verbiage and length, and thus far we have been directed to utilize what has been approved.
If you have any additional questions or comments, please contact me at 612-301-1070 or jwisedav@umn.edu.
Thanks much!
Joy

-------------------------------------------------------------------------------------------------
Joy Wise Davis, SPHR 
Director of Human Resources
College of Science & Engineering
University of Minnesota
612-301-1070


Thursday, July 19, 2018

Revised University Policies on Hospitality and Business Expenses

I expect most have already seen this announcement, but the long-awaited policy revisions relating to hospitality and business expenses are now official.  Please see the message below from the University Controller's Office and review the new policies carefully if they relate to your work.  DJP

Controller's Office
The new Business Expenses policy and updated Hospitality & Entertainment of Non-Employees policy have been posted.

The new Business Expenses policy pertains to expenses that involve employees only and the contents of the now-retired Cell Phone and Business Data Plan policy were rolled into this policy.

The Hospitality & Special Expenses policy was renamed to Hospitality & Entertainment of Non-Employees.

WebEx information sessions are open to anyone, though registration is required. 

Tuesday, July 17, 2018

Off-cycle salary request process

Please see the message below announcing the new process for off-cycle salary requests in CSE.  This was also emailed from Joy to administrators on 7/16/18.  DJP

Good afternoon all~

The documents for the new off-cycle process are complete and attached, for your review.  The input form will be used for the following types of adjustments:

·         
Market Adjustments are considered when inequities can be demonstrated relative to the comparable external market.
·         Internal Equity Adjustments are considered when inequities can be demonstrated among unit, college, and/or University employees in comparable job codes and situations.
·         Retention Adjustments are considered when an employee has a competing employment offer. The employee must provide documentation of the competing offer, and the unit must describe the criticality of retaining the employee rather than refilling the position.
·         Job Change Adjustments are considered when an employee’s duties or responsibility level have changed significantly, but not in such a manner as to justify a reclassification.
·         Augmentations are considered when an employee is temporarily performing duties above and outside of their job classification.

For now, the plan is to review off-cycle forms every two weeks, beginning Monday, July 30th.   

If you have a form for review, email it along with the requested materials to, cse-admin@umn.edu no later than noon, the Thursday before the request is to be reviewed. 

Thank you for your support of this new process and please do not hesitate to let Dave or me know if you have any questions.

​Dave and Joy​


Business process

Request template (open link and then download to Excel to use the template)

Thursday, June 14, 2018

Finance policies on 30-day review

If you haven't already seen it, please review the message below from the Controller's Office.  There are some big changes in the policies.  DJP

Controller's Office
The new Business Expenses policy and changes made to the policy Hospitality & Entertainment of Non-Employees policy are up for 30 day review.

The new Business Expenses policy pertains to expenses that involve employees only. The Cell Phone and Business Data Plan policy will be retired, since its contents have been rolled into the Business Expenses policy. The Hospitality & Special Expenses policy has been renamed to Hospitality & Entertainment of Non-Employees and all employee related expenses moved to the new Business Expense policy.

Comments are due by July 5, 2018. To view these policies visit the Policy website:https://policy.umn.edu/policies-under-review

Information Sessions

Brown bag information sessions about these policies have been scheduled for after the review period and are open to anyone who wishes to attend, though registration is required. A WebEx attendance option is available. 
Additional sessions will be scheduled if needed and announced via the RRC-L, EFS Cluster Director, and FSUN General Membership listservs.

Monday, June 4, 2018

Budget entry deadline reminder

This is a reminder that budgets are due to be submitted to the Dean's Office in EFS by this Thursday morning (6/7).  I've pasted the original message below.  Thanks, DJP



The Budget Office recently released the FY19 budget entry instructions:

http://finance.umn.edu/Budget_FY2019/2018-03-14_FY19FinalBudgetEntryInstructions.pdf

In addition, the link below is to a CSE budget entry best practices document, which has been expanded from last year's version.  Please review it and follow the guidance.  For FY19, we will be reviewing departmental budget details after budgets are submitted to the college.  In cases where the best practice guidance does not meet your needs, please discuss with Cathy Burke in advance.

CSE budget entry best practices:

https://drive.google.com/open?id=17Ns2roifYPfQwDzDcvFnpySNq-8aMNh2

Budgets are due to be submitted in EFS to the Dean's Office by 8AM Thursday, June 7th, 2018.