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Overview

WVU Shared Services Overview

  • The WVU Shared Services Center is your one-stop shop for accessing human resources, financial management and sponsored-project financial management services and support.


Get Help

  • You can access live assistance from us  Monday through Friday, from 8 a.m. to 5 p.m. via phone ( 304-293-6006 ) or email ( SharedServices@mail.wvu.edu )

  • You also can interact with our Customer Care agents during standard business hours via online chat through the Salesforce case management and knowledge-base platform.
  • The Salesforce Community provides a 24/7 online platform for faculty and staff to submit and track service requests, access frequently asked questions and share information through a digital library.

  • Salesforce is accessible through portal.wvu.edu .
  • The Shared Services storefronts provide walk-up support for faculty and staff. Locations include:

    • The third floor of One Waterfront Place.

    • The ground floor of the Mountainlair (Room G4A).

    • The first floor of the National Research Center for Coal and Energy building (Room 104).
    • The ground floor of Health Sciences South (Room G280-B)

      • What We Support

      Customer Care
      We are the face of Shared Services in finding answers and/or assisting our faculty, staff and students.

      • Customers can contact Shared Services Customer Care via telephone, email, chat, and community portal .

      • Agents intake important and relevant information for case management.

      • Provide follow up/check in on progression of case and case resolution.

      • Point of contact for University wide current announcements and events.

      • Agents are available at storefronts for in person walk - ins and employee onboarding (from 8:15 am to 4:45 M – F):

        o   One Waterfront (OWP)

        o   Mountain Lair (MTL)

        o   Health Sciences Center (HSC)

        o   Natural Resource Center for Coal and Energy (NRCCE) Building
      Customer Care is committed to providing great customer service and support to our customers.

      Workforce Administration
      • Creating requisitions, performing candidate assessments for classified and certain non-classified positions, job postings, background checks, issuing offer letters and all other functions to support the WVU and Research Corporation staff and faculty hiring process.

      • Monitoring and assisting WVU new hires with the electronic onboarding process.

      • Enrolling all new hires in benefits plans and processes any changes to benefit plans for existing employees. Processing leave adjustments, employee terminations, and maintaining records for catastrophic leave, and compensatory time off (CTO).
      • Conducting one on one in-person or virtual meetings to review benefits options.
      • Processing new hires for payroll, key assignments, position, and benefit deductions into MAP.
      • Overseeing timecard submissions and working with supervisors to ensure time is submitted and approved.
      • Administering the annual Notice of Appointment process.
      • Processing unemployment claims.
      • Maintaining the central employee personnel files.

      Financial Management and Sponsored-Project Financial Management
      • Reviewing and approving transactions submitted through Mountaineer Marketplace and MyExpenses.

      • Handling the reporting of unrecorded assets/liabilities on a quarterly basis.
      • Reviewing and approving purchases on externally funded awards.

      • Reconciling externally funded awards and monthly distribution of reports to principal investigators.

      • Processing financial data related to grants (e.g., billing and invoicing of sponsors, reconciliation of award expenses, initiation of cost transfers, etc.).
      • Initiating and updating subaward agreements in Mountaineer Marketplace" to the Sponsored Project-Financial Management section.

      Operational Excellence
      • Monitoring of cases and reporting case statistics to units.

      • Developing and implementing continuous-improvement procedures, processes and knowledge base articles based on case-management activities.
      • Maintaining and enhancing the CRM Salesforce Systems and Electronic Forms.

      Questions? Contact us at SharedServices@mail.wvu.edu  or 304-293-6006 .