Where is...?
Human Resources Development (HRD) and the Office of the Provost partnered with PeopleAdmin, a higher education focused company, to integrate an online applicant tracking system, digitized job descriptions and position management, as well as electronic personnel records. This integration was originally designed to streamline the application process, but we have found the Position Management and Employee Records modules to be extremely effective for our campus as well.
In an effort to use less paper and accommodate those who may be working remotely, most HRD forms (address change, direct deposit, etc.) are available through PeopleAdmin Employee Records for staff and full-time faculty.
All regular full-time and part-time faculty and staff have been assigned a unique user login and password. These login credentials will be necessary to login to your personal portal. Initially, all login credentials have been set to the following: User ID (first portion of your email address, do not include @hartford.edu) and password (your unique University of Hartford ID number).
- How can I see my own job description?
- How do I get to the electronic forms?
- I got an email saying I needed to sign something. How do I do that?
- Help! I can't get in.
If you have any questions regarding the process or if you need assistance at any time, please feel free to contact Lynn Thibodeau, HRIS Analyst at thibodeau@hartford.edu.
Benefits Beyond Pay
You will need a Salary Reduction Form in order to change your HSA contributions. You can find that form on PeopleAdmin Employee Records by following these directions. You can also find a paper copy of the form here, but you will have to bring it into the office in person to use this. In an effort to use less paper and accommodate those who may be working remotely, most HRD forms (address change, direct deposit, etc.) are available through PeopleAdmin Employee Records for staff and full-time faculty.
You can read more about Tuition Remission in the Employee Manual, but a quick explanation can be found here.
You'll need to complete a form, which is available on PeopleAdmin. You can find the directions to access that here.
As many are working remotely and meeting virtually, we are pleased to offer current and newly eligible TIAA participants an option to meet with the University’s TIAA Consultant, Rick O’Brien, from the comfort of their homes.
Newly Eligible:
Please schedule an appointment at TIAA.org/schedulenow, WWW.TIAA.ORG/Hartford, or by calling 800-732-8353. This individual meeting will include a thorough review of the plan and investment options.
Assistance with completing the Agreement for Salary Reduction can be obtained by contacting Dianne Silliman, HR Service Partner, at silliman@hartford.edu.
Current Participants:
Schedule an appointment today at TIAA.org/schedulenow, WWW.TIAA.ORG/Hartford, or by calling 800-732-8353.
You will need a Salary Reduction Form in order to change your TIAA contributions. You can find that form on PeopleAdmin Employee Records by following these directions. You can also find a paper copy of the form here, but you will have to bring it into the office in person to use this. In an effort to use less paper and accommodate those who may be working remotely, most HRD forms (address change, direct deposit, etc.) are available through PeopleAdmin Employee Records for staff and full-time faculty.
I have questions about my pay.
You can find all of this information on Banner Self-Service. Here are the steps to take when you're logged in.
- Employee Tab
- Pay Information
- Pay Stub
You can also check your earning history in this same location.
HOW DO I USE DIRECT DEPOSIT?
To establish a direct deposit account and return to the Human Resources Department, you will need to set up your banking information in Self-Service.
The following bank information is required:
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ABA Routing number: Bank routing number or routing transit number (RTN) is a nine digit number used to identify a financial institution. The routing number appears at the bottom of your bank-issued checks. They can also be found on online banking sites of the financial institution. Please contact your financial institution if you are unsure of your routing number.
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Account number: Your complete account number(s)
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Account type: Indicate checking or savings account.
SAMPLE OF CHECK IDENTIFYING THE TRANSIT ROUTING NUMBER:
PRE-NOTE PROCESS:
A pre-note process is required by the bank for each new direct deposit account that is recorded in the system. During this period a paper check will be issued while the account is tested. Direct deposit will usually start within one to two pay periods. A direct deposit advice that details your gross pay, associated deductions, and net amount deposited to your bank account is available online via the Employee Self-Service Center.
STOPPING A DIRECT DEPOSIT
If necessary, notify the Payroll Department immediately to stop direct deposit for an upcoming payment. A new direct deposit authorization form request must be presented to the Human Resources Department for any changes. Any questions, please contact the Human Resources Department.
Please note: If you close an account before your banking information has been updated with Human Resources, payment may be delayed while funds are recovered. Direct Deposit funds returned from the bank are paid to the employee on their next scheduled pay cycle.
Direct deposit remains in effect until you request to inactivate it. You may inactivate your bank accounts by completing the direct deposit form and returning the form to the Human Resources Department.
CHANGING A DIRECT DEPOSIT
Changes to direct deposit accounts generally take one to two pay periods to process. An actual check will be issued between the inactivation of your current and the activation of your new account unless you choose to waive the pre-note process.
REPORTING ACCOUNTS CLOSED DUE TO FRAUDULENT ACTIVITY
Contact the Payroll Department immediately if your bank account(s) must be closed due to fraudulent account activity.
You can find all of this information on Banner Self-Service. Here are the steps to take when you're logged in.
Why didn’t I get a paper W-2? You have probably elected to receive an Electronic W-2. To elect or change your consent for electronic W-2, please log in to Banner Self-Service and follow these directions.
- Employee Tab
- Tax Forms
- Electronic W-2 Consent
To see a past W-2 information, follow these same steps, but choose "W-2 Year End Earning Statement." You will have to choose the correct year for the W-2 to display.
You can find all of this information on Banner Self-Service. Here are the steps to take when you're logged in.
- Employee Tab
- Tax Forms
- W-4 Tax Exemptions/Allowances (Federal form)
To update your CT state tax filing status, select these options.
- Benefits and Deductions
- Miscellaneous
- Update
You can find all of this information on Banner Self-Service. Here are the steps to take when you're logged in.
- Employee Tab
- Leave Balances
I had some big life changes. Now what?
If the addition to the family impacts your health, life, spousal, or dependant insurance, you will have to let us know about it. These are called "Qualifying Events." If you experience a qualifying event, it is imperative that you notify HRD within 30 days of this event. Based on IRS regulations, this 30-day time period provides employees with a special enrollment period in which to make applicable insurance benefit election changes.
You will need to fill out a Qualifying Event form, which is available on PeopleAdmin Employee Records. You can find the directions to access that here. You may also choose to change your life insurance beneficiaries. You can do that with this form.
You may be eligible for FMLA, and you can learn more about that here.
If your marital status impacts your health, life, spousal, or dependant insurance, you will have to let us know about it. These are called "Qualifying Events." If you experience a qualifying event, it is imperative that you notify HRD within 30 days of this event. Based on IRS regulations, this 30-day time period provides employees with a special enrollment period in which to make applicable insurance benefit election changes.
You will need to fill out a Qualifying Event form, which is available on PeopleAdmin Employee Records. You can find the directions to access that here. You may also choose to change your life insurance beneficiaries. You can do that with this form.
If your spouse's insurance changes and it impacts your health, life, spousal, or dependant insurance, you will have to let us know about it. These are called "Qualifying Events." If you experience a qualifying event, it is imperative that you notify HRD within 30 days of this event. Based on IRS regulations, this 30-day time period provides employees with a special enrollment period in which to make applicable insurance benefit election changes.
You will need to fill out a Qualifying Event form, which is available on PeopleAdmin Employee Records. You can find the directions to access that here. You may also choose to change your life insurance beneficiaries. You can do that with this form.
Legal Name Change
If you are an employee (faculty, staff, or student), federal regulations require employers to validate that the employee's name on record exactly matches the name which appears on the individual's social security card to ensure proper tax reporting. In order to reflect your name change on your personnel and payroll records, you must present your documents which reflect your new name to Human Resources Development in CC121.
Benefit plans must be updated with the new name at this time. If the name change is due to a family status change (e.g., marriage or divorce), the employee may also wish to make a midyear change to the benefits plan to add or drop dependents consistent with this family status change as a qualifying event.
Preferred First Name Change, Adding Pronouns and/or Gender Identity
Faculty, staff and students are able to update a preferred first name, which will be visible in Self-Service, Compass, rosters and Blackboard for faculty, staff and students. Employees may also update pronouns and gender identity in this same location.
- Login to Self-Service
- Click on the “Personal Information tab”
- Click on View/Update Personal Information
- If prompted, login using your single-sign on, which is the same as your email information (if you’re not currently logged in to SSO).
- Click the Personal Information button from the landing page.
- To make any updates click on the “edit” or “add new” on the right side of each section.
- Once change is made, click update.
Please Note: The University will honor your chosen first name to the fullest extent possible regardless of what legal documents indicate your name is. This will include, self-service, email addresses, and correspondence. However, there are certain limited contexts where we will be obligated to use your legal name, even if it does not comport to your chosen name – specifically, where the University is providing information to governmental agencies for certain reporting purposes, such as applications for federal financial aid, and payroll tax records, if you decide to work at the University. An official transcript will also remain with your legal name. If you have legally changed your name, we will be able to use a single name in all records. If you have not legally changed your name, we will have to maintain information about your legal name for these limited legal compliance purposes. Should this be the case, we will strive to keep your legal but non-chosen name as confidential as possible, limited to those offices with a reasonable need to know.