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Funds Held on Behalf of Others (FHOBO) Appointments

Submitted by ipthomps on Fri, 09/21/2012 - 12:55pm

HR Processes for FHOBO Appointments

FHOBO (Funds Held on Behalf of Others) organizations are non-profit organizations located on the University campus. The University holds funds for these organizations and pays its employees on their behalf. Each FHOBO organization is managed by its Executive Director/Project Manager. FHOBO employee’s can be hired on an hourly or salaried basis via the Template-Based Hire form using the FHOBO – Hourly or FHOBO Salaried template.

Hiring

Once the FHOBO organization has identified a candidate who requires pay through the University of Calgary, they should initiate a Template Based Hire form. It is important to remember that University of Calgary cannot pay anyone who is not legally entitled to work in Canada. The Template-Based Hire form can only be initiated once all immigration documentation is in place.

Submit a Template-Based Hire form

Once the job code has been selected and an offer has been accepted you can hire the FHOBO job via the Template-Based Hire form in Human Resources PeopleSoft. See below for step-by-step job aids that outline this process in detail.

The online TBH form will automatically flow to all applicable approvers. Once the hire is processed in PeopleSoft an automatic notification is sent to the employee’s Reports to Manager.

Submitted by 21232f297a57a5a... on Fri, 06/27/2014 - 3:05pm

Job Changes

When changes to an existing FHOBO appointment are required, those changes are processed via the Job Change Request form. There are many types of Job Changes for Non-classified appointment types. Each job change is outlined next. Job Aids related to Job Change transactions are included below as well.

Extensions

The most common change to a FHOBO salaried appointment is to extend the original contract. Provided the appointment is eligible for extension it can be extended using the Job Change Request form.

The transaction type: Extension – Other allows users to change:

  • Expected End Date of the Appointment &
  • Accounting where the salary should be charged
  • Accounting where the benefits should be charged (if different from salary), and
  • Compensation (if required)
  • Changes to Schedule (of required)

Extension (of auto-end jobs that have terminated)

Used when a Temporary job/appointment is extended beyond the original end date BUT where the automatic termination has already been processed. If the job record is still active see Extension transaction above. *Note – when a job is extended after its termination date compensation must be adjusted on a separate transaction (See Compensation Changes) below.

The transaction type: Correction – End Job allows users to change:

  • Expected End Date of the Appointment &
  • Accounting where the salary should be charged (if changing)
  • Accounting where the benefits should be charged (if different from salary)
  • Changes to schedule

Accounting Changes

Used when the salary and or benefits of a FHOBO appointment are to be charged to a different funding.

The transaction type: Accounting Change – TBH allows users to change:

  • Accounting where the salary should be charged
  • Accounting where the benefits should be charged (if different from salary)

Compensation Changes

Used when the monthly compensation is changing. Compensation Changes can be permanent or can be used to increase or decrease compensation for a period of time.

The transaction type: Compensation Change - Increase or Compensation Change - Decrease allows users to change:

  • Compensation &
  • Accounting where the salary should be charged
  • Accounting where the benefits should be charged (if different from salary)

Corrections to Compensation

Used when the monthly compensation needs to be corrected back to the hire or rehire date. The intent of this transaction is to correct errors at the time of hire.

The transaction type: Correction - Compensation allows users to change:

  • Compensation back to the original Hire or Rehire effective date

Correction to Effective Date

Used when the effective date of the Hire or Rehire must be changed.

The transaction type: Correction – Effective Date allows users to change:

  • The effective date of the Hire or Rehire

Job Aids

Submitted by 21232f297a57a5a... on Fri, 06/27/2014 - 3:01pm

Termination - Salaried Appointments

There are different types of terminations and the process to administer the termination depends on the type. Each type of termination and the process to administer the termination are reviewed next. In each case an online Termination form may or may not be required. See the Termination Decision Matrix for a summary of when a form is required.

Whether an employee is transferring or leaving the university, both the manager and employee should complete an offboarding checklist prior to the employee’s departure. These checklists provide each a summary of the actions that need to be considered when an employee transfers or leaves the university. The checklists are intended as a tool for both the manager and employee. Completed checklists should be kept by the manager and DO NOT need to be sent to Human Resources.

Resignation

A resignation is a voluntary termination and is initiated when an employee submits a resignation letter to their manager. Whether the appointment is regular or temporary, if the resignation is at the employee’s discretion it is voluntary and a Job Termination Request form should be submitted as part of the termination process.

Casual or Student Hourly jobs will automatically terminate after 6 months of timesheet inactivity. However if a department wishes to terminate a casual job record before the six month auto term process is run, they can submit a Job Termination Request form to terminate the casual job record.

A Job Termination request form is not required, unless a department is terminating a job prior to six months of timesheet activity. A termination checklist is required for all jobs that are terminated using the online termination form. Job aids for initiating the online termination form and a direct link to the offboarding checklists are included next.

In addition to the online termination request form, managers and employees should complete their applicable offboarding checklists, even when the employee is transferring somewhere else in the univesity.

End of Contract

When a contract approaches its expected end-date and will not be extended beyond that date the termination is automatically processed effective that date. No online termination form is required for this type of termination, but an offboarding checklist should still be completed by both the Manager and the Employee.

A job aid to initiate a termination checklist for a job that is terminating upon its contract end-date and a direct link to the offboarding checklists are included next.

Termination (involuntary)

When a regular appointment is being terminated at the discretion of the department or when a temporary appointment is being terminated prior to its expected end-date and at the discretion of the department it is considered involuntary and must be processed via a manual termination process. Departments are expected to contact their HR Services team for support with involuntary terminations.