SECTION CONTENTS 210.00 MSU-Bozeman's Personnel and Payroll Services 210.10 Mission 210.20 Services and Responsibilities 210.30 Goals and Objectives 210.40 History 220.00 MSU-Bozeman's Personnel Board 220.10 Charge 220.20 Membership 220.30 Responsibilities 220.40 Procedures 220.50 History 230.00 Classified Employees Personnel Advisory Committee
(Name changed to Staff Senate effective 9/26/07. See http://www.montana.edu/staffsenate/ 230.95 History 240.00 Professional Council 240.10 Charge 240.20 Membership 240.30 Elections and Terms of Appointment 240.40 Procedures 240.50 History
Modified November 2001
MSU-Bozeman's Personnel and Payroll Services provides guidance and processing for the classification, recruitment, payroll, benefits and employee relations functions for the MSU community and the public in a dedicated and professional manner.
210.20 Services and Responsibilities
Personnel and Payroll Services provides consultation and assistance to MSU departments in the following areas: labor/management relations; labor negotiations; employee discipline and terminations; grievance resolution; development, implementation and interpretation of personnel policy; job classification and pay administration; recruitment and selection of classified employees; EEO/Affirmative Action/Veteran's Preference compliance in classified employee recruitment; and operation and management of payroll and benefits.
A. Promote the development, interpretation, and consistent application of policies and procedures governing employment at Montana State University-Bozeman.
B. Respond to the management information needs for ongoing management decision making and long-range planning concerning human resources at MSU-Bozeman.
C. Ensure compliance with all collective bargaining agreements at MSU-Bozeman.
D. Provide technical assistance in personnel management to MSU-Bozeman supervisors and administrators.
E. Provide assistance to all employees with regards to concerns and issues they have involving any aspect of their employment at MSU-Bozeman.
F. Ensure compliance with, clarify, and communicate policies and procedures related to employment at MSU-Bozeman.
Statewide Classification and Pay - Personnel and Payroll Services has delegated authority from the State Classification Bureau to review all classified positions for assignment to the appropriate classification and grade, and to ensure compliance with the statewide classification rules and pay plan rules.
Classified Recruitment and Selection - This section assists departments with the entire recruitment and selection process when filling classified positions. Continuing assistance is provided to the hiring authority and the search committee, covering all aspects of the application process, initial screening, conducting of interviews and reference checks, as well as the final selection. Personnel and Payroll Services approves all final hiring decisions before offers are made to the selected candidate.
The supervisor of the recruitment section monitors all search processes to ensure compliance with Affirmative Action/EEO/Veteran's Preference requirements, collective bargaining agreements, and all state policy and statutory requirements.
Payroll Production and Benefits - This section provides information and processing support of Montana University System functions and programs including Board of Regents policies, MUS and State of Montana pay administration programs, and employee benefits (group insurance, retirement, annuities, etc.). Payroll Production and Benefits establishes and maintains standards, processes and procedures followed by all university departments in preparing and submitting payroll and related HR data into the payroll system. This area also establishes and maintains all terms and conditions of employment for all employees at MSU-Bozeman, including student employees. Personal data as well as budget information is entered and maintained by Payroll Production.
Payroll Production and Benefits administers all leave benefits, including sick leave, annual leave, non-exempt compensatory time, and enters all time and attendance information; the calculation of leave accrued and resulting balances is performed within the HR Banner system.
Payroll Production and Benefits maintains base salary rates and calculates withholdings, deductions and net payments to employees.
Employee/Labor Relations - The Director of Personnel and Payroll Services is responsible for representing Montana State University-Bozeman in negotiations between the Montana University System and each of the collective bargaining units representing employees at MSU-Bozeman. Personnel and Payroll Services is responsible for monitoring compliance with the provisions of our collective bargaining agreements.
The Director of Personnel and Payroll Services is responsible for representing MSU-Bozeman administration in the handling of all grievances, unfair labor practice charges, and other union initiated actions.
MSU Classified Personnel Manual, Section 2:00, dated February, 1981. Update reviewed by MSU Personnel Board on August 20, 1984, and approved by Director of Administration on September 20, 1984. Revision approved by the Vice President for Administration on April 1, 1992. This modification approved by the Vice President for Administration & Finance on November 29, 2001.
Modified November 2001
The MSU-Bozeman Personnel Board was established to provide a vehicle for reviewing and recommending improvements to personnel practices at MSU-Bozeman, and to serve as a grievance review board for non-academic employees who are not represented by a collective bargaining organization.
The MSU-Bozeman Personnel Board is composed of 9 members as follows:
3 ex-officio members: the Assistant Vice President for Administration and Finance (non-voting), the Director of Personnel and Payroll Services (non-voting) and the Affirmative Action Officer (voting).
6 members are appointed by the President for two-year terms, with members' terms staggered: 2 classified employees (1 union and 1 union exempt) from nominees submitted by the Classified Employees Personnel Advisory Committee; 1 professional non-academic employee from nominees submitted by Professional Council; 2 academic deans; and 1 academic faculty member from nominees submitted by Faculty Senate. Terms will begin at the start of a fiscal year. Elections will be held each spring to replace those members whose terms expire at the end of the current fiscal year.
At least 25% of the Board members must be female or minority.
The Personnel Board's primary responsibility is to assure continuing improvement of personnel management by performing the following duties:
A. Review new personnel policies and procedures and recommend changes to existing policies and procedures.
B. Assist the Director of Personnel and Payroll Services in fostering the interest and cooperation of departments in the improvement of personnel standards, and in maintaining a high public regard for MSU-Bozeman as an employer.
C. Recommend that the Director of Personnel and Payroll Services or the Vice President for Administration conduct investigations considered pertinent to MSU-Bozeman's implementation of programs and policies affecting employment or personnel resource utilization.
D. Hear grievances submitted by non-academic employees not represented by a collective bargaining unit, and make recommendations to the President.
The Assistant Vice President for Administration serves as Chairperson of the Board. The Board shall meet at the call of the Chair as necessary to accomplish its assigned duties and responsibilities. A quorum will be four voting members, and a majority of those voting will determine the decision.
Any board member who is within the line of authority for a grieving employee may not participate in the hearing, deliberations, or vote on that employee's grievance.
Except for grievance hearings, the Personnel Board reports to the Vice President for Administration.
Section 3:00, "Personnel Board", MSU Classified Personnel Manual, dated June, 1976. Board reorganization approved by the President in January, 1979. Revisions approved July 1981, July 1983, June 1988, and December 1989. Revision approved by the Vice President for Administration on April 1, 1992. This modification approved by the Vice President for Administration & Finance on November 29, 2001.
Section 4:00, "Personnel Services Advisory Committee, "MSU Classified Personnel Manual, dated June, 1976. Committees reorganization approved by President Tietz in January, 1979. Revisions approved July 1981, July 1983, and November 1987. Revision approved by the Vice President for Administration on April 1, 1992. Revision approved by the Vice President for Administration & Finance on November 29, 2001. This revision approved by the Vice President for Administration & Finance on May 6, 2005. CEPAC became Staff Senate effective 9/26/07 and their website is located at http://www.montana.edu/staffsenate/.
240.00 Professional Council
Modified November 2001; November 2009
The Professional Council was established by the President to provide a vehicle for communication between the professional staff
and MSU administration. The Council provides information and advice for the improvement of professional staff personnel management in the following ways:
• Identifying areas needing policy development.
• Reviewing proposed policies and procedures and submitting recommendations to the administration of MSU.
• Serving as a communication vehicle from professional staff members to the administration of MSU.
• Assisting in the development and implementation of long-range planning for the University.
The Professional Council is composed of ten members who are elected from professionals employed in four divisions: four members from Academic Affairs, two from Student Affairs, two from Administrative Offices, and two Research Professionals. Professional staff members are defined as non-classified, non-faculty employees appointed on a Montana University System contract or Letter of Appointment who hold a non-instructional position. Employees having more than one assignment, where at least one assignment is administrative/professional in nature, are represented by Professional Council for their professional assignment.
Members serve staggered three-year terms. Terms will begin at the start of the academic year. Elections will be held each spring to replace those members whose terms expire at the end of the current academic year. Nominations will be solicited from the professional staff, and election will be by popular vote of all professional employees. Vacancies occurring during the term may be filled by solicited nominations and then chosen by popular vote, and the replacement may serve out the remainder of the three year term.
At the end of each academic year, the Council will select the Chair and Chair-Elect who will serve in that capacity from September to August in the coming academic year. Regular meetings are held twice monthly during the academic year, and as called by the Chair. The Council is normally a non-voting entity, which operates as a consensus-seeking group.
Committee established by President Tietz in January, 1979. Approved by the Director of Administration on February 2, 1982. Modifications approved by the President on September 8, 1982, Director of Administration on November 20, 1987, and January 17, 1991. Revision approved by the Vice President for Administration on June 17, 1992 and December 14, 1993. This modification approved by the Vice President for Administration & Finance on November 29, 2001. This modification approved by President Geoff Gamble on November 10, 2009.