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Timely Onboarding of KU Employees

From: 
Carl Lejuez, interim provost and executive vice chancellor
Sent: 
Thursday, Aug. 2, 2018, 3:35 p.m.
To: 
Deans, Directors and Department Chairs
HR Staff List

Colleagues,

I want to update you on employee onboarding efforts for the start of the upcoming academic year.

As many of you recall from last year, the start of the academic year was a particularly challenging time in our onboarding of new employees. The result was delayed paychecks for a significant number of graduate students and student hourly employees. When the depth of the situation was recognized our administrative team took great measures to ensure all new employees were processed as quickly as possible and that financial resources were available to anyone who might experience financial duress as a result of the delay.

Throughout the past year, our onboarding team in Human Resource Management and the Shared Service Centers have reviewed our processes and took several measures to ensure a similar set of events will not happen again. The team also has worked closely with our units across campus to understand their needs and to increase awareness of important processing and payroll dates and the steps involved to promptly onboard a new or returning employee to KU.

Two weeks out from the start of the semester, I am happy to report that every new hire whose onboarding paperwork has been completed and submitted to HRM will be successfully on-boarded by the start of the semester resulting in timely pay according to the university payroll calendar. For employees whose appointment has yet to be initiated by their unit and submitted to HRM, our team will do our best to complete the appointment quickly; however, with the short time frame that remains we can’t guarantee they will receive their first paycheck on schedule. In these cases, we will communicate with the impacted unit and employee to ensure their appointment is completed and that they start receiving their checks as soon as possible. Together, with your help, we can ensure the impact on all our new and returning employees is minimal.

  • If you know of employees whose onboarding process has not yet begun, please encourage them to begin the process immediately.
  • The onboarding system allows staff to see exactly where delays in processing are occurring. If you receive a notification from the Shared Service Center about an onboarding delay with an employee, please address it as promptly as possible. 
  • If you have concerns about the progress of a specific individual, please reach out to me and I will work with HR and the SSCs to expedite the onboarding process as much as possible for that individual.
  • As a reminder, start dates for student hourly employees are determined by the Shared Service Center and communicated directly to the supervisor after all university, state, and federally required paperwork is finalized. Please do not authorize a student to begin work prior to this step.

I want to assure you, our staff are working very hard to complete the onboarding process for as many individuals as possible before the first payroll period of the season, and they will continue to work hard to ensure all new employees are promptly welcomed into the KU community. We have taken the lessons of the previous year very seriously, and I believe with good communication and a strong push in the coming weeks that our community will realize the benefits of this effort.

If you have questions, please feel free to reach out to me. You may also contact Vice Provost for Administration Mike Rounds, or Associate Director of Human Resources for Recruiting and Compensation Angie Loving for questions specific to HRM, or Senior Associate Vice Provost Jason Hornberger for questions specific to the SSCs.

Carl Lejuez,

Interim Provost and Executive Vice Chancellor

Office of the Provost
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