Human Resource Services (HRS) would like to provide a few important reminders that impact increment processing and fall semester appointments.
Processing Deadlines for Temporary Instructors and Temporary Supportive Professional Staff (SPS) Appointments
The campus to HR deadline for the first pay period of the fiscal year (July 1 to July 15) is Friday, June 21. All hiring and reappointment requests, including signed offer letters, onboarding completion, approved background checks, and additional pay requests must reach HR by this date to be processed on time for the first payroll of the new fiscal year.
Per the Collective Bargaining Agreement between the university and the University Professionals of Illinois (UPI) all eligible bargaining unit members are to receive an increment effective with the start of their contract for FY2025. While there are some contracts that begin before mid-August, the vast majority of instructor appointments begin on Aug. 16. In order for these bargaining unit members to be paid on time, including the correct increment, all reappointment requests, including signed offer letters must reach HR by Thursday, August 8.
Signed Offer Letters
Please submit the signed offer letter with your PeopleAdmin and additional pay requests. Consistent with what was communicated this past winter, it is no longer necessary to wait for the “ok to offer” from HRS on reappointments, FTE changes, or additional pay requests. Submitting these documents at the time of the initial request will make the process more efficient for all. Units must continue to wait for an “ok to offer” from HR for initial hires and rehires.
With this change, units must utilize the offer letter templates in PeopleAdmin with the revised acceptance language to safeguard this process. The additional pay offer template on the HR website should also be utilized.
Notice of Non-Renewal, Resignations, and Termination of Temporary Instructors
If a notice of non-renewal is issued to a tenure track faculty member, please send a copy of that notice at the time of issuance to FacultyEmployment@niu.edu.
Whenever a letter of resignation or retirement is received for a faculty member or SPS employee, please forward a copy of the letter to FacultyEmployment@niu.edu or SPSEmployment@niu.edu upon receipt. This initial notification to HR will help to ensure the separation is processed timely and overpayment situations can be avoided. Please note, the letter should still be attached to the PeopleAdmin vacate action.
Any temporary instructors that are not being reappointed for the fall semester should have their position vacated in PeopleAdmin by Tuesday, Oct. 1. Any break in service requires a termination and a rehire. There is a vacate guide for Faculty and SPS in the AAEO Help and Support SharePoint.
Please direct any questions to FacultyEmployment@niu.edu or SPSEmployment@niu.edu.
*This communication is being sent to all Deans, Chairs, and Business Managers. Please forward to those in your units that process these types of HR transactions.
