Following up on our previous communication in the February 7 HR Update, we are providing the timeline for FY20 academic renewals. Please carefully read all of the instructions below and contact your Academic HR Shared Services team if you have any questions. Please note that these dates are subject to change, and if so, you will be notified in a timely manner. As a reminder, Academic HR Shared Services will be offering four workshops in April to help you prepare for FY20 Academic renewals! Register via web form today!

Key Dates



Week of April 1

Renewal data will be available to departments via the new Academic Renewal Tool (ART)* and will include the following populations:

  1. NFA Paid
  2. FY Paid Faculty
  3. All Recalls
  4. Other WOS (Affiliates, FY, NFA)
  5. Joint WOS appointments
  • Please read the instructions tab.

* Departments will receive the HCOMP faculty data with FY20 salary information the week of June 3. See section below.

Due by: April 30

HCOMP Faculty salary increases over 10%: Complete the spreadsheet that will be provided and submit to HR Generalist (required for SOM/SOD/SON departments only)

MPM submissions for above 10% increases will be held until approval is received.

May 1

MPM opens for renewals from departments.

Submit FY19 fund changes before submitting the FY20 renewal in MPM.

On May 1, MPM will default to fund year FY20.

Once the renewal MPM is processed, the system can no longer accept funding changes for the current fiscal year.

Due by: May 13  

Renewal data is due for all except HCOMP Faculty:

  1. NFA Paid
  2. FY Paid Faculty
  3. All Recalls
  4. Other WOS (Affiliates, FY, NFA)
  5. Joint WOS appointments

Submit MPM out of scope renewals via PeopleConnect.

Academic Renewal Tool (ART) actions:

  • HR will change the ART to ‘view only’ for departments.
  • For ‘as-is’ renewals, HR will send renewal data to Transaction Services Unit (TSU) for processing.
  • If there are changes after May 13, departments should contact their HR Academic Manager.

Due by: May 31

Submit individual cases in PeopleConnect for renewals not processed ‘as-is’ (i.e. changes to funding, salary, step, rank, title  code, separations).

A case will not be needed for ‘as-is’ renewals. Submit individual cases if changes do apply – these are needed for payroll processing. 

Due by: May 31

FY19 (current year) Funding Changes due.

JUNE BLACKOUT PERIOD: FY19 fund changes will not be accepted after May 31. If a fund change is needed, the department will need to process via a PET.

HCOMP Faculty renewals submitted in the MPM will generate data in the ART with FY20 salary- See deadlines below.

Due by: May 31

Submit all HCOMP FY20 faculty renewals.

HR will utilize MPM data to further populate the HCOMP Faculty tab of the ART. All renewals submitted in the MPM by May 31 will be captured in the FY20 salary data download.

Departments can continue to submit MPM renewals after May 31, but the salary data will not be included in the ART.

Chair’s salaries should be renewed as-is, until renegotiation has been completed by the Dean’s Office. 

Week of June 3

MPM Download of FY20 salary data.

Departments will be notified of the updated HCOMP Faculty tab the week of June 3  with available FY20 salary pre-filled.

Departments are responsible for reviewing the data and filling in the remaining fields that could not be populated (e.g., out of scope MPM actions, renewals that were not submitted in the MPM by May 31).

Due by: June 10

Last day to update HCOMP Faculty data in the ART.

Departments will be notified of the updated HCOMP Faculty tab the week of June 3  with available FY20 salary pre-filled.

Departments must update the HCOMP faculty tab by 5:00 p.m. June 10.

HR and departments collaborate to complete and send out Compensation Letters for department review/signature.

Departments are responsible for updating the comp letters if there are changes after June 10.

Renewals not completed by deadline:
If required data is not received from the department, existing funding will be renewed in the payroll system through July 31.

Comp Letters for Department Chairs:
Dean’s Offices coordinate the Compensation Letters for Chairs.

June 21    

HR will send departments finalized comp plan / APM137 letters.

Departments will issue the signed compensation/APM137 letters by June 30.

Due by: July 31

Send a signed copy of all comp plan /APM 137 letters to HR to retain in the personnel files.


ART= Academic Renewal Tool                                     VCP= Volunteer Clinical Professor

FSC = Faculty Salary Calculator                                  WOS = Without Salary

MPM = Magical PAF Machine                                      PET= Payroll Expense Transfer

NFA = Non-Faculty Academic


If you have questions, please contact your Academic HR Manager or Generalist.