The University of Michigan maintains a number of IT systems and services that support employee lifecycle, benefits, payroll, time and labor. These systems collect and process data associated with employee management for university faculty and staff. Examples include HCM (PeopleSoft, Ellucian Banner), Time clock (Kaba), My LINC (SumTotal), Faculty Hiring (Interfolio) and Document Imaging.
What Employee Record Data We Collect
- Employee Profile
In addition to the information collected during the recruiting process, we may also collect race, ethnicity, gender, veteran status, pronouns, preferred name, marital status, emergency contact information, disability status, emergency alert contact information, citizenship and visa information.
U-M role and U-M department affiliation, U-M office address, U-M office phone, dates of employment, salary and pay rate history, additional pay, supervisor, job leave and termination information, restricted status, retirement date, employment status, remote/flexible work agreements, union affiliation, tenure status, appointment hours.
Additional information is collected for benefit-eligible individuals, such as smoker status, dependent information (name, date of birth, SSN, relationship, address, Medicare information), Medicare information, retirement and benefit plan elections (e.g. medical, dental, vision, FSA, etc.).
Direct deposit information such as bank name and account numbers, Federal and State W-4 information, garnishment data, voluntary deductions for U-M gifts, parking, rec sports, athletic tickets, etc.
- Time, Attendance, and Leaves
Time worked, time off, in and out time for time clock employees, location of time clock used by employee, IP address of device used for reporting time with web clock, approver/delegates, submitter & approver comments; information related to extended leaves, such as worker’s comp, personal medical, educational, and sabbatical.
- Performance and Discipline Management
Such as performance evaluations, performance improvement plans, grievances, complaints, disciplinary actions, honors and awards, succession planning records.
- Training and Development
Such as certifications and attestations, My LINC completed and scheduled training, LinkedIn transcript of completed courses, etc.
- System Logging
Such as browser type and version, operating system used, date and time of login, IP address, length of session, page visits, transaction timestamps and data.
How We Use Employee Record Data
- Human Capital Management Processes
Support processes associated with HR, benefits, payroll, time tracking and leave management, and employee management and development.
- Decision Support
Provide information to supervisors, managers, and HR staff to support workforce planning and development decisions.
- University Operations
Enable processes that support your activities as a U-M employee, such as parking and transportation, facilities and building access, libraries, travel services, system access provisioning and terminations, directory services, U-M community members’ security and safety, etc.
Send emergency alerts; provide you with information on HR services; promote U-M news, events, etc.
- Institutional Planning and Reporting
Analyze data to identify, evaluate, and respond to trends.
U-M researchers may use employee data for academic research purposes.
- Service Support
Ensure system stability, data integrity, and positive user experience by monitoring service performance, maintaining a reliable record of transactions, and providing end-user support.
A lot of the employee record data is sensitive or confidential and the University of Michigan is committed to its secure and appropriate handling. The use of employee record data for the purposes outlined above is safeguarded through several mechanisms, including Information Assurance capabilities, the Institutional Review Board (IRB), the U-M Standard Practice Guide, the HIPAA Notice of Privacy Practices, and the U-M Data Governance framework.
How We Collect Employee Record Data
- Directly (Self-service)
When you provide it to us when you complete HR and tax forms, when you provide dependent information through Benefits Self-Service, when you update your employee record information on the self-service portal, when you submit time sheets, when you apply for other jobs at U-M, etc.
When human capital management systems generate and store data based on visits, interactions, and system automated rules.
- From U-M Faculty and Staff
When HR, Payroll, and Shared Services Center (SSC) staff enter hiring, benefits and other information into the system, when HR, Payroll and SSC staff update employee record information in response to your request, when U-M employees process your requests for donations and deductions.
- From External Sources
When we receive 1095 benefit forms from a service provider; when we receive approval or denial of coverage from benefits vendors (e.g. life insurance, long-term disability, benefit payments for people who do not receive a paycheck, etc.); social security number validation; identifying information, garnishment type and amount from federal state agencies and court orders to Central Payroll.
How We Share Employee Record Data
The University of Michigan does not sell or rent your U-M employee information. We share it with:
- Service Providers
That support human capital management systems and services offered by the university, such as benefits and claims management. We require our service providers to keep your personal information secure and use it only for providing services on the university’s behalf.
- Service Providers, Organizations, and Individuals of Your Choosing
When you request validation of employment and/or compensation such as job references or mortgage employment verification, or the release of other information related to your employment with the university.
Personal information may also be shared when required by law, or to protect the safety, property, or rights of the university, its community members and guests.