1. What is the effective date for the changes in the system?
All of the changes being done on the SEMU system will have an effective date of 6/1 for the Spring session and for the beginning of Fall it will be 9/1 (8/16 for Resident Life). Any changes which require a different effective date should be done on a JED.
2. Why don’t I have to put in a funding end date?
Contract End date is needed for Extending Funding and New Job Title. The funding end date will be defaulted to the same date.
3. What if my grad has a change to their funding and a title change?
Please choose the action of Data/Title change. This will allow you to change the jobcode/title as well as the funding information. If you chose the wrong action you may go back and correct, however the new information will revert back to the default(for extend funding it will default to the current and for Data/Title change it will only default once you have chosen the new job code)
4. When can I update the LAM?
The SEMU changes will be loaded into HRPRD by 5/30 for spring and 8/30 for fall (8/13 for Resident Life), so any needed LAM entries can be done on after the load.
5. What if my Grad on contract has more than one line of funding? Howdo I indicate that?
Split funding as well as multiple earnings codes can be indicated in the system.
To indicate split funding, please show the full comp rate for the earning code and then show the distribution split by funding source (speedtype). The total of the distribution percent for each ern code must be 100
Example
Ern code STU Comp Rate 1100.00
Speedtype ABCD112123 Acct 122600 Class 300 Dist pct 50
Speedtype ABCD112134 Acct 122600 Class 300 Dist pct 20
Speedtype CDEF132145 Acct122600 Class 300 Dist pct 30
Total 100
6. What if my grad student is graduating but will be doing other work after graduation?
If the student has graduated, his/her job classification will no longer be Grad Student. A JED needs to be done to change him/her to a new job title.
7. If a grad student was a GSL and will remain GSL, what do I put? Will the end date be updated somehow?
There is an option to indicate no change to a student. Please only do so if the current funding end date covers the period needed for the employee. If not choose Extend Funding – JED and indicate a new contract end date.
8. Do we use this system for new grads on contract?
No, new grads on contract will still be handled through onboarding.
9. Does this take care of all I need to do for changing grad student labor (GSL) to grad on contract?
This takes care of the JED only. You will still need to do the other grad forms (GSCRF and SFAF)
10. If I have an employee going from grad student labor (GSL) to grad on contract and that employee has an additional assignment, will the additional assignment be impacted?
No, as long as it is an active assignment.
11. I have a grad on contract whose contract will be ending, however they still have an active additional assignment. What should I indicate in SEMU?
If this grad will no longer be in your department as their primary assignment, you should contact the department the additional assignments is with and transfer the employee to that department (through a JED). Then the additional assignment(s) should be ended (through additional assignment form). On SEMU you can indicate no change since it will be taken care of outside the system.
12. Will I still need to do separation checklists for those who I am terminating in the SEMU system?
No, you will not need to do a separation checklist for those terminating in the SEMU system.
13. I have a grad student labor employee who was hired after the SEMU system session opened. How can I update him/her to grad on contract?
Please complete a JED to make this change.
14. What should I use for the comp rate?
For Grads on contract please provide the semimonthly rate they will be paid, NOT the full contract amount. For GSL, please provide the hourly rate (must be at least minimum wage).
15. Can I download the SEMU data when it is released to work off a spreadsheet?
Yes, on the SEMU screen there is button labeled Download Current Data on the screen so you can download the 'before' picture.
16. Can I download the SEMU data after I make changes?
Yes, before you submit to your HR Manager, you can take a download of the new information you added to SEMU by clicking the button labeled Download New Data. It will NOT be available to you after the due date.
17. What do the letters after the action description mean on the SEMU page Action drop down menu?
The drop down menu for Action shows the action you want to perform followed by the code that our HR system uses for that action. This will be the 3 digit code that shows in the action column next to the employees name and employee ID.
Example
Termination – TER
Data/Title Change – DTA
Extend Funding - JED
