The HR Service Center (HRSC) provides time collection & payroll services for partnered departments including bi-weekly, monthly, one time payments, & contract appointments. We support transactional compensation for all types of employees during their employee lifecycle.
Contact Us
hrsc@colorado.edu
Get Help With:
Hiring & Set-up Transactions
Hiring for staff positions starts with the Department of Human Resources. The Positions Management Team can assist with getting the position ready, whether you need to create a new position or revise an existing positon. Your recruiter will discuss key areas of the recruitment with you such as: defining a successful candidate, identifying advertising and assessment criteria and search expectations, responsibilities and timeline.
You will:
- Contact your Position Management Consultant
The HRSC:
- Will work with the Position Management and Talent Acquisition teams to enter and approve the new hire into HCM once all relevant steps are completed (Offer letter, background check, etc.). The department PPL, regardless of unit, no longer needs to do the HCM entry.
Hiring for Tenure/Tenure track faculty starts in the college, school, institute or department. These appointments typically mirror the academic year from August to May.
You will:
- Provide budgeted position number
- Identify candidate and draft offer letter
- Send completed spreadsheet to HRSC (as necessary)
- Send signed offer letter to HRSC
- Initiate Docusign Personal Information Worksheet when necessary
The HRSC will:
Once the recruitment process is complete
- Send Section 1 of Form I-9 to new employee
- Request background check (when signed offer letter is received)
- Verify completed faculty contract spreadsheet against offer letter
- Enter new hire in HCM
- Send hire confirmation back to department
How does the employee receive their Identikey?
Visit OIT's Identikey Activation page or call the Office of Information Technology for help at 5-HELP from any campus phone (303-735-4357).
When can an employee access the portal?
The employee can access the portal the next day after the hire is entered and approved. The employee can access different aspects of the portal to help with preparing for work or trainings, but will not be able to access benefits, direct deposit and other pay aspects until the employee’s start date.
Hiring for faculty starts in the college, school, institute or department. These faculty appointments are for permanent faculty in the 11XX job code series, including Professor and Instructor job titles that are doing summer teaching and/or summer research in the months of May – August.
You will:
- Teaching: Send completed offer letter to HRSC
- Research: Send completed Summer Funding Worksheet to HRSC
- Send completed spreadsheet to HRSC for teaching appointments
The HRSC will:
Once all required documents are received:
- Create new or update current position, including funding and supervisor
- Verify completed spreadsheet against offer letter (teaching only)
- Enter new hire in HCM
- Send hire confirmation back to department
What are the limits and guidelines for faculty compensation?
Resources and guidelines for summer faculty compensation can be found on Academic Affairs' Academic Resources page under Summer Resources.
Hiring for research faculty starts in the college, school, institute or department.Visit the Hiring & Onboarding page for more information about hiring research faculty.
You will:
- Send completed Research Faculty Checklist to HR Research Faculty team at ResFacHR@colorado.edu
- Upload advertisement in ATS and receive HR Research approval
- Feed hire into HCM via ATS
- Identify candidate and issue offer letter
- Send signed offer letter to HRSC
The HRSC will:
- Create new or update current position, assign to the department
- Send Section 1 of Form I-9 to employee
- Ensure background check has been completed and is current, request a new background check if necessary
- Verify completed spreadsheet against offer letter
- Enter new hire in HCM and obtain HR Research approval
- Send hire confirmation back to department
Hiring for faculty starts in the college, school, institute or department.
You will:
- Identify candidate and draft offer letter
- Send completed spreadsheet to HRSC
- Send signed offer letter to HRSC
- Send link to new hire: Personal Information Worksheet (as necessary)
The HRSC will:
Once all required documents are received:
- Create new or update current position, including funding and supervisor
- Send Section 1 of Form I-9 to new employee
- Request background check
- Verify completed spreadsheet against offer letter
- Enter new hire in HCM
- Send hire confirmation back to department
When do employees receive access to email, d2l, canvas, etc.?
New faculty employees can access the portal the next day after their hire is entered and approved in the HCM system. They will be able to immediately access email, D2L, Canvas and other academic resources. However, any pay or compensation aspects like direct deposit or benefits selection will not be available until the official start date.
How do temporary employees maintain benefits over the summer?
Faculty members with active full-time appointments that are not working over summer breaks maintain their benefits access. Please see the Employee Services page for more information.
Hiring for students starts in the college, school, institute or department.
You will:
- Identify and coordinate students that are to be hired by the HRSC
- Determine if the position needs a background check
- Send completed spreadsheet to HRSC
- Send link to student: Personal Information Worksheet
The HRSC will:
- Send Section 1 of Form I-9 to student
- Request background check (when requested)
- Create new or update current position
- Enter new hire in HCM
- Send hire confirmation back to department
How do I determine if the student position needs a background check?
Please see the background check policy.
How do I determine the job code and salary associated with their work?
Please see the Student Employment website for more details and policies.
There are two types of temporary appointments: professional temporary (university staff) or temporary aid (classified staff). Learn more about hiring temporary employees in the hiring temporary employees section.
You will:
- Identify candidate
- Send completed offer letter to HRSC
- Send link to new hire: Personal Information Worksheet
- Monitor 9 month work limit in a rolling 12 month calendar year
The HRSC will:
Once the recruitment process is complete:
- Create new or update current position, including funding and supervisor
- Send Section 1 of Form I-9 to temporary employee
- Ensure background check has been completed and is current, request a new background check if necessary
- Verify completed spreadsheet against any department documentation (if necessary)
- Enter new hire in HCM
- Send hire confirmation back to department
For specific guidance on when to use temporary positions and the difference between classified or professional temps, please visit the hiring temporary employees section.
You will:
- Identify the need for an individual to gain access to the CU Portal and Library, to track training for compliance purposes, etc.
- Determine what level of clearance is necessary (see POI Types under Forms & Tools) and if the individual needs a background check.
- Identify the POI Sponsor’s position number.
- Complete the Department portion of the POI Request Form and route it to the appropriate individual.
The HRSC will:
- Request a background check (when selected on the form).
- Create a record for the specified individual upon receiving the completed form routed through Docusign.
- Send entry confirmation and new EID to the Requestor.
- POI DocuSign Powerform
- POI Types
- Use of Social Security Numbers – Employee Services Procedural Statement
When should an individual be set up as a POI instead of hired as an employee?
Any person not paid by the university, such as a volunteer, who needs access to a university system as part of their relationship with the university should be set up as a POI (for example, a visiting scholar who needs access to parking and library privileges but is not being paid by the university).
What if an individual will be working for the university at a future date, but needs access ahead of time?
When an employee’s hire is entered into the system, their access will be provisioned for six months prior to their start date, making a POI unnecessary.
Who should be listed as the POI Sponsor?
The POI Sponsor is an individual who is responsible for the POI while they have system access. Usually this is whomever the POI is reporting to. If you are unsure who the sponsor should be, please contact your HR Liaison or Coordinator.
How do I know if an individual needs a background check?
To determine if a background check is required, please contact Trent DeLong at hr-bgc@colorado.edu
What should I list as the POI End Date?
List the first date that the individual should no longer require access. Please note that you cannot enter an End Date that is greater than five years from today. POIs with expired planned end dates will be inactivated when Employee Services runs a POI Mass Termination on the third Thursday of each month.
When is a Social Security Number required to set up a POI?
A valid SSN is required for Pre-employment and Security level clearances.
Appointment Changes
Personnel transactions may include promotions, reclassification, transfers, early certification, demotions, temporary pay, etc. Please refer to your Dean’s Office for guidance and to Faculty Affairs as the guiding resource on appropriate ways forward. HRSC is able to help when these offices (particularly Faculty Affairs) have been consulted and approve of any changes.
You will:
- Work with your Dean’s office to acquire approval (If necessary)
- Draft addendum letter, send to Dean’s Office (if necessary) and Office of Faculty Affairs for routing
- Send completed offer letter to HRSC with desired changes
The HRSC will:
- Verify completed spreadsheet against signed offer letter or addendum received
- Enter change in HCM
- Send documentation back to PPL with transaction ID
Faculty Contract Election Form - Tenure/ Tenure-track
Please refer to the Faculty Affairs website for process for any faculty changes.
Personnel transactions may include promotions, reclassification, transfers, early certification, demotions temporary pay, and classified-to-university staff conversions. Visit the positions & compensation page for more information regarding research faculty appoinment changes.
You will:
- Create and route research offer addendums to HRSC for approval and entry
- Send addeundum to HRSC with desired change
The HRSC will:
- Verify completed spreadsheet against signed addendum received
- Enter change in HCM
- Send addendum back to PPL with transaction ID
Please refer to the HR website for any questions or reach out to that team at ResFacHR@colorado.edu.
Personnel transactions may include promotions, transfers, demotions, etc. For consultantive advice, please refer to the Student Employment website. Otherwise, please send all requests to HRSC@colorado.edu via the below spreadsheet.
You will:
- Send student spreadsheet and/or completed offer letter to HRSC with desired changes
The HRSC will:
- Verify completed student spreadsheet against signed offer letter or addendum received
- Enter change in HCM
- Send spreadsheet back to PPL with transaction ID
For any consultative question, please refer to the CU Boulder Student Employment website.
You will:
- Send PET spreadsheet to HRSC with desired changes
The HRSC will:
- Enter change into HCM
- Send spreadsheet back to PPL with transaction ID
For specific guidance on when to request a funding change or a PET (Payroll Expense Transfer), please refer to the Campus Controller’s website.
Payroll
Biweekly paydays generally fall on Fridays. The reporting period for this cycle runs from the beginning of each two-week cycle through its end.
You will:
- Ensure the employee’s timesheets are correct
- Maintain notifications to employees that timesheets should be submitted and approved
- Follow-up with supervisors if service center is not getting a response for approval
- Check payroll register per the CU payroll production calendar
- Note: Employees are responsible for entering their time worked in a timely manner, and it is the supervisors responsibility to review and approve in a timely manner.
The HRSC will:
- Perform a preliminary sweep to check for students/ supervisors that have not submitted or approved time. This is done 2 days prior, 1 day prior and the day of the deadline.
- Enter any manual and paper timesheets submitted before deadline, and review against CU Time
- Perform final approval and submission of time
- Notify departments if there are unapproved timesheets after the deadline
Student Employment Guidelines
For reference to biweekly pay (for students and temps) visit the Employee Servies website for more information.
MyLeave Trainings
For step-by-step guide for MyLeave entry, please see the HCM Step-by-Step Guide.
Monthly paydays always fall on the last business day of the month.
You will:
- Ensure the employee’s timesheets are correct
- Maintain notifications to employees that timesheets should be submitted and approved
- Follow-up with supervisors if service center is not getting a response for approval
- Check payroll register per the CU payroll production calendar
- Check FIN statements for pay suspensions. Request PET if necessary.
- Note: Employees are responsible for entering their time worked in a timely manner, and it is the supervisor’s responsibility to review and approve in a timely manner.
The HRSC will:
- Check HCM Time Entry report for dock pay or other abnormalities, and alert department if any are found
- For variable employees, manually adjust holiday hours based on hours worked in that time period
- Perform a preliminary sweep to check for employees/supervisors that have not submitted or approved time. This is done 2 days prior, 1 day prior and the day of the deadline.
- Enter any manual and paper timesheets submitted before deadline, and review against CU Time
- Performs leave payout of employee separates from CU
- Send payroll register once available to department liaisons.
What if an employees’ leave balances do not appear correct?
You can request a leave audit via the Leave Audit Request form.
How does monthly payroll work for different employee types?
- Faculty
- University Staff
- Classified Staff
- International Employees (May apply to any employee types)
Who do I contact about benefits, taxes, deductions, etc.
For any questions about benefits, taxes, deductions and other automatic things, please refer to Employee Services at 303-860-4200, or visit the Employee Services website.
For help on submitting time, please see the MyLeave guide. If your department uses something other than MyLeave, please speak with your local HR liaison or PPL for assistance.
Valid reasons for using the off-cycle payroll include: late entry, or approval of hire or job changes, incorrect entry of job data, hours or amounts not entered or approved before payroll is processed, late hire of employees, late Social Security number obtained by an international employee.
You will:
- Submit any late pay or off-cycle requests via the late pay spreadsheet
The HRSC will:
- Enter late pay or off-cycle requests on the next available payroll run
- Confirm to department completion and date of pay
When is it appropriate to use an off-cycle?
Off-cycles are best used for when timesheets, promotions, etc. come past the payroll deadline and when there is an adverse effect on an employee’s pay status.