Administrative Services

HRS Administration

Human Resource Service Center

Employee Records

Insurance

Retirement

Employee and Management Services

Compliance

Employee Relations

Leave Management

Workers' Compensation

Staffing and Career Management Services

Compensation

Recruiting & Staffing

UTemps

Organization Development

Training

Work/Life Services

Employee Assistance Program

Download Adobe® Reader

HR Forum - February 13, 2008

Also available as a downloadable PDF file: Presentation [PDF: 267KB; 50 pages]

Agenda

• Welcome
• March Merit
• Compliance Training
• Retirement Savings and Spring Financial amd Retirement Planning Fair
• Employee Information System (EIS) and Personal Information Status (PIS) Enhancements, Veteran Status Form Changes, New I-9 Form Reminder, Appointment Deadlines, and I-9 Federal Compliance Issues
• Sys-Aid Update
• Recruiting Summaries, Changing Resumes in the Application System, and Retroactivity
• Time Off for Voting, FML New Legislation, and Shift Worker Inquiry
• Family Friendly Policies and Resources for Faculty, Workplace Rudeness and Incivility

Welcome - Jim McElroy, Director, Human Resource Service Center

Compliance Training, Kay Novello, Training Coordinator, Office of Institutional Compliance

Compliance Office

Director - Rudolph (Rudy) Green
Training Coordinator - Kay Novello
Senior Administrative Assistant - Cristy Oliver

Compliance Training Modules

Required of all employees:

• CW 101 - Introduction to the University of Texas Compliance Program (10 min.)
• CW 121 - Sexual Harassment (9 min.)
• CW 123Equal Employment Opportunity -EEO-(18 min)
• CW 170IT Security Awareness (12 min.)
  (Required if you have an email address in the university directory.)

Required of all full-time employees:

• CW 102 - Use of University of Texas at Austin Property (4 min.)
• CW 103 - Information and Records (6 min.)
• CW 106 - Gifts and Gratuities (4 min.)
• CW 107 - Political Activities and Contributions (3 min.)
• CW 108 - Copyrighted Property (5 min.)
• CW 122 - Drug-Free and Weapon-Free Workplace (6 min.)
• CW 124 - Overtime Compensation, Exempt and Nonexempt Timekeeping (3 min.)
• CW 125 - Family and Medical Leave Act (FMLA) (4 min.)
• CW 126 - Outside Employment (5 min.)
• CW 162 - Purchasing (9 min.)
• CW 163 - Contracts and Agreements (3 min.)

Required of Specific Employees:

There are other modules, but they only apply to small specific groups.

Departmental Compliance Report

Designated HRS representatives are authorized to run reports for their unit codes. Other employees must be authorized by Kay Novello.

To run reports go to UT Direct and select "Department Compliance Status". Reports will show each employee in your unit code who needs training and which modules they need.

Compliance Violations

• Contact Rudy Green (232-7055) or Patti Ohlendorf(471-1241).
• Consult your supervisor.
• Use the Compliance Helpline (1-877-888-0002).
  (Callers are not required to give their name or department.)
• E-mail the helpline

New Conflict of Interest Policy

• Mandated by the state.
• Every employee should review the law and the policy which it spawned.

The University of Texas at Austin
Office of Institutional Compliance

Compliance by Class

Administrative Units

Office of the Executive VP and Provost and related Units

Retirement Savings and Spring Financial and Retirement Planning Fair, Kelly Lomasney, HR Manager, Benefit Applicant Services

Turn Unused Annual Leave into Retirement Savings

• Announcement in University of Texas System Office of Employee Benefits (OEB) January newsletter
• Beginning January 2008, employees separating from the university may defer their unused annual leave payment into a UTSaver DCP 457(b) account
• May defer any portion of the unused annual leave payment, not to exceed the annual DCP contribution limit of $15,500 for anyone under age 50 during 2008 or $20,500 for anyone age 50 or over during 2008
• Federal income tax will not be withheld from the amount deferred, but Social Security and Medicare will be withheld
• Purchase Agreement for Unused Annual Leave must be submitted to HRSC by last employment date
• DCP account with an approved provider must be in place before employment ends
• Upon notice of separation, please update appointment and separation reason code as soon as possible to allow HRSC to send notification of this option to the employee prior to last employment date

Spring Financial and Retirement Planning Fair

• All employees are welcome!
• No registration is required.
• Location: The Texas Union
• Date: Tuesday, March 18, 8:30 a.m. – 3 p.m.
• Approved Retirement Providers will be available.
• There will be financial education presentations.
• Date: Thursday, March 20, 8:30 a.m. – 5 p.m.
  • TRS, Social Security, Medicare and university Retiree Insurance and Estate Planning information will be available.
• Final schedule will be sent to campus.

Employee Information System (EIS) and Personal Information Status (PIS) Enhancements, Veteran Status Form Changes, New I-9 Form Reminder, Appointment Deadlines, and I-9 Federal Compliance Issues
Robin Jarman, HRS Manager, Human Resource Service Center

Employee Information System Follow-up Enhancements

Monthly email notice to departmental HR contacts now includes:

• A list of affected employees (No need to request the report online.)
• Employee name, EID, and e-mail address
• Specific information about which items are missing:
  I9, SSN, EMR, SEL, BIO, ETH
• EMR –Emergency Contact information will be removed from future emails. HRS Contacts can still request a report from online EIS

Personal Information Status Page Enhancements

You asked for a way to check that a new employee has completed all required documents. HRS Contacts for the unit code can view this page for anyone appointed within their unit code. See which items the employee needs to complete in their record in the Employee Information System

Veteran Status Form Changes

New categories mandated in August 2007 were based upon:

• Vietnam Era Veterans' Readjustment Assistance Act of 1974 (VEVRAA)
• Jobs for Veterans Act of 2002 (JVA)
• Online, mainframe, and paper versions of the form will be revised
• The new paper form is two pages. The old version will not be accepted after March 10.
• Re-survey of current employees will occur on a date to be determined.

New I-9 Form Reminder

All new I-9 Verification of Employment Eligibility forms must use the current form version (revised June 5, 2007). HRSC Records will return any outdated form signed after December 1, 2007 to the departmental representative who processed the form.

Appointment Deadlines

Please be aware of appointment processing deadlines. HRS is experiencing a high volume of submissions after the deadline has passed. Documents received after the processing deadline may not be approved before the payroll.

January volume:

• Automated Reappointments: 1314 received January 15 to January 22, 828 approved manually
• Hourly appointments received on day of voucher deadline: 697, 512 approved manually

Ensure Federal Compliance, I-9 Employment Eligibility Verification

New Employees

• Employee must produce documents by the third work day.
• End the appointment immediately if there are no documents.
• Send an urgent notice to the HRS contact by e-mail if the appointment continues and a paycheck is issued – don’t wait for it!

Work Authorization to Expire

• Give notice to employee and HR contact 90, 60, and 30 days prior to expiration.
• Notices can be sent by email or campus mail if no e-mail is on file.
• Employee must not work past expiration date.

Notices have been revised and now notify employees that they cannot continue to work.

Coordinate with the International Office, Payroll and/or HRS immediately if:

• There is a delay in documents from immigration.
• An international employee is waiting for a SSN
• An academic employee who no longer works but whose pay continues through January 15.

There are no payroll holds, so compliance depends upon departmental level processing

HRS will intervene and escalate when it is necessary.

Sys-Aid Update, Ray Scott, Senior HRS Representative Call Center/HRS Reception

Sys-Aid Update

Sys-Aid is the software that we are utilizing to track customer requests that come through the Service Center, by allowing call center members to set up service requests for HRS Representatives. We are preparing for Sys-Aid Phase II (February 25) which will include a couple of new features.

New Features:

• Service requests will automatically be generated for customers with university e-mail addresses who contact the Service Center via our e-mail accout. We are continuing to work on Sys-Aid automation for customers without university e-mails.
• Along with the service request, an automated e-mail response will be sent to these customers. This response will provide confirmation that their e-mail has been received and provide a service request number for reference.
• An automated e-mail notification will be sent to the customer when their service request has been closed.

Call Center

We do want your feedback.

You may email us or contact Ray Scott at 471-7586.

Recruiting Summaries, Changing Resumes in the Application System, and Retroactivity, Linda Casarez, Director, HRS Information Systems

Recruiting Summaries

Last year we were able to simplify completion of the recruiting summary. But there are still a number of outstanding documents. This has lead to serious issues in responding to inquiries. We will be contacting departments to request assistance in completing these.

Changing Resumes in the Application System

In the current configuration of the electronic application, applicants can edit resumes after they have been submitted. In order to ensure that the resume considered is the resume that was submitted, we will be "locking down" the resume after it has been submitted for a posting.

Applicants can store up to 15 resumes.

Retroactivity

Retroactive appointments was a major audit finding for another Texas public institution last year. We are still seeing this problem, especially in academic appointments, both faculty and students. We are sending back appointments that arrived in January dating back to September 2007. We ask cooperation of departments to put controls in place to address this issue.

Time Off for Voting, FML New Legislation, and Shift Worker Inquiry, Lisa Milne, HRS Manager, Employee and Management Services

Time Off for Voting

There is a primary election on March 4, 2008.

Time Off for Voting

• The University of Texas at Austin provides an employee sufficient time off, without a deduction in salary, to vote on a national, state or local election day.
• The employee shall notify the supervisor of the intent to use work time in order to vote. There is no need to record the time taken to vote; this time is reported as time worked.
• The supervisor has the discretion to schedule voting absences.

FML New Legislation

Effective January 28, 2008: spouse, son, daughter, parent or next of kin eligible for up to 26 weeks of leave in a single 12 month period to care for service member who is undergoing medical treatment, recuperation, or therapy or is otherwise on the temporary disability retired list, for a serious illness or injury.

Qualifying Exigency Leave

Effective when DOL issues regulations: Employee may also take FML for any qualifying exigency arising out of the fact that a spouse, son, daughter, or parent is on active duty or has been notified of a pending call or order to active duty in the support of a contingency operation.

Shift Worker Inquiry

• How many of your departments have 24-hour operations?
• Approximately how many employees work the second and third shifts?

Family Friendly Policies and Resources for Faculty, Workplace Rudeness and Incivility, and Pre-Tenure Faculty Discussion Group, Connie Deutsch, Director, Work/Life Services

Work/Life and EAP Faculty Series Family Friendly Polices and Resources for Faculty

Thursday, February 14, Noon to 1 p.m., Texas Union Eastwood Room (TU 2.102)

Guest Speaker: Dorothea Adams, Associate Vice President, Office of the Executive Vice President and Provost

Discussion for pre-tenure faculty regarding leave and other policies and procedures which may have an effect on the tenure clock. Additionally other resources for faculty.

Work/Life and EAP Manager Workshop Series Workplace Rudeness and Incivility

Special Session for Departmental HR Reps

Wednesday, March 5, 8:30 a.m. to Noon
Register immediately after this forum in the back of the room.

Managers session

Wednesday, March 19, 8:30 a.m. to Noon

Facilitator: Rita Handrich, Ph.D., Psychologist

Work/Life and EAP Faculty Series

Pre-Tenure Faculty Discussion Group –4 Parts

Wednesdays, 1:30-2:30 p.m., Texas Union, Board of Director’s Room TU 4.118 February 20, 27 and March 5, 19

Facilitated by: Susan Harnden, LCSW with presenters including, professors Steinhardt, Ritter, Jacobwitz, Kockelman and Srinivasan

Focus: Maintain a resilient approach to stress while preparing for tenure, creating work/life balance and more.

Next HR Forum

Wednesday, March 12th, 10 a.m.