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HR Forum - November 14, 2007

Also available as downloadable PDF file: Presentation [PDF: 263K; 37 pages]

Rich Burns - Director , Staffing and Career Management Services

Hiring International Workers

• Departments may hire certain international workers into the workforce using the H1B mechanism
• The H-1B is a visa status that allows a nonimmigrant to work for a specific employer in a "specialty occupation." A specialty occupation is one that requires a specialized body of knowledge and usually requires at least a bachelor's degree to enter the profession.

Criminal Background Check Cost Structure Changes

• Pre 2003, background checks were conducted only on “security sensitive” positions
• Only the Department of Public Safety (DPS) background check was used.
• BPM 29 (Now UTS124) increased scope and requirements for background checks
  • All Staff and Faculty
  • Some student positions
• A vendor capability was added for out-of-state checks

Retroactive Pay

• Problems arise where units request backdated effective dates for:
  • Merit Pay
    • Administrative Error
    • Grant received late
  • Additional Duties
    • Temporary
    • Permanent
  • Equity
     
• Article III, Section 53 of the Texas Constitution prohibits the payment of retroactive increases to State employees.
  • "…there is no power to grant any extra compensation to an individual after the service has been rendered."

Retroactive Guidelines

• Optimum: transaction (appointment change) is submitted in advance or during the same pay period as the effective date.
• Alternative: the transaction (appointment change) does not exceed the effective date of the pay adjustment by 30 days.
• Ensure sufficient lead time for processing and approval by HR for salary adjustment forms.

Jim McElroy - Director, Human Resource Service Center

2008 Staff Excellence Award Nominations

• Nomination Period: November 12 – December 14, 2007
• Recognizing 30 staff employees and 2 supervisors for their outstanding contributions to the university
• Awarded at the Staff Recognition Program on May 1, 2008.
• http://www.utexas.edu/hr/awards/excellence/
   
• Eligibility
  • Current UT Austin Classified and Administrative/Professional staff members who were continuously employed for at least 20 hours per week from September 1, 2005, to August 31, 2007.
  • Previous honorees who received an award more than five years ago are also eligible.

Ray Scott - Sr. HR Representative, Human Resource Service Center Call Center

Call Center Update

• We have now moved to our new Call Tree at 471-4772. We solicited feedback from some of our HR Forum members and we appreciate that input.
• The menu you will hear now is more compact. We have tried to remove any unnecessary verbiage in order for customers to get to their menu options quickly.
• Callers will still be able to press “0” to be directed to the Call Center group at any time. You may also wait to leave a voicemail or instead, send an e-mail to the HRSC (hrsc@austin.utexas.edu)
• We are also now researching and testing with the TRECS team to integrate our hrsc@austin.utexas.edu e-mail account with our Sys-Aid issue tracking software. This will help to allow customers the ability to track their requests to the Service Center.
   
• We do want your feedback
  • You may e-mail us at hrsc@austin.utexas.edu
  • You may also contact Ray Scott at 471-7586 or ray.scott@austin.utexas.edu

Robin Jarman - HR Manager, Records, Human Resource Service Center

NEW Employment Eligibility Verification Form (I-9)

• Effective November 7, 2007, Department of Homeland
• Security issued revised I-9
• Form http://www.uscis.gov/files/form/I-9.pdf
   
• Changes:
  • SSN Voluntary
  • Revised Acceptable Document List
  • Greater emphasis on incomplete I-9s
  • Records retention – Electronic
     
• Please remove ALL old I-9s immediately.

Spring Automated Reappointments

• Automated reappointment commands opened December 1, 2007
• Instructions online Human Resource Service Center, Employee Records page
  • http://www.utexas.edu/hr/records/reappt_spring.html
• AR* documents due January 14; regular monthly appointments due January 16

Salary/Reporting Units After Separation

• Salary/Reporting Unit codes will not be deleted from employee record (ET1) if transactions are pending:
  • Vacation balance
  • Overtime balance
  • Floating holiday
  • Pending timesheets

FLSA Overtime Notice

• Inactive employees with OT balance on file will now appear
• Reentered salary/reporting units from last active record
• Active employee payout; use OV5 electronic voucher
• Inactive employee payout; use manual (paper) voucher – send to HRSC Records J5600
• Zero OT balance (ETA) and inactive employee will be removed from unit automatically

Veteran Status Reporting Requirement

• Recent changes to reporting categories based on Jobs for Veterans Act of 2002 (JVA)
• Online biographical information and paper form will be revised
• Employee will be able to review and update previously reported status

Updated Forms

• Effective December 1, 2007, HRSC Records will be unable to accept outdated forms.
• Encourage use of online tools:
• New Employee Checklist
• Employee Information System
  • https://utdirect.utexas.edu/pnbiog/index.WBX [UT EID required]
     
• Please review your stock of the following forms in particular:
  • Employee Information Form
    • http://www.utexas.edu/hr/PDF/pnbiog.pdf
  • Ethics Statement
    • http://www.utexas.edu/hr/PDF/Ethics_Statement.pdf
  • Selective Service Eligibility and Verification
    • http://www.utexas.edu/hr/PDF/selective_service.pdf
  • SSN Acknowledgement
    • http://www.utexas.edu/hr/PDF/ssn_acknowledgment.pdf

Kelly Lomasney - HR Manager, Benefits, Human Resource Service Center

Grandfathered Providers

• UT System Office of Employee Benefits reminder e-mails
• November 19
• December 1
   
• New provider must be selected by December 10
• ORP funds will remain at Payroll until a new provider is selected.
• Voluntary TSA participation will be cancelled
   
• To make the selections:
  • UT Retirement Manager
    • http://www.utexas.edu/hr/benefits/retire/retireman.html
       
      
  • Or Purchase/Change Agreement Form (send to HRSC – J5600)
    • http://www.utretirement.utsystem.edu/pubs/Purch-Change.pdf
       
      
  • Or Call HRSC at 471-HRSC (4772) or e-mail HRSC@austin.utexas.edu

PRC Retirement Fair

• First time at the Pickle Research Campus
• Events occurring in the Commons Center
• Tuesday, November 13
  • Retirement Provider Booths
  • Retirement Provider Presentations
• Friday, November 16 in the Li'l Tex Auditorium, 1.122
  • 8:30 – 10:30 a.m.: Teacher Retirement System
  • 11 a.m. – 1 p.m.: Social Security
  • 1:30 – 3:30 p.m.: Medicare & UT Retiree Insurance

FY 06/07 UT Flex Reminder           

• UT System Office of Employee Benefits sent final e-mail reminder to participants on November 5
• Medical Expense Reimbursement Account Grace Period ends November 15
• Claims filing deadline for Medical and Day Care Reimbursement Accounts is November 30
  • Claims must be postmarked by November 30
• PayFlex
  • http://www.utflex.com
  • 866-887-3539

Renee Wallace - Director, Payroll Services

Glacier Implementation

• Third party software that replaces Payment Request form
• Two informational meetings held in October
• 2008 renewal process is underway
• Approximately 70% of the UT Austin international population has been notified; the remaining 30% will be done by end of week
• Providing user assistance as needed

January 2, 2008

• Payday
• Skeleton Crew Holiday
• Payroll Services will be open 10 a.m.– 2 p.m.
• Campus Mail checks will be available for pickup in Payroll Services on January 2
• Campus Mail checks not picked up on January 2 will be delivered on January 3
• December 3 check will have insert

Connie Deutsch - Director, Work/Life Services & EAP

Upcoming Work/Life & EAP Events

• Work/Life Brown Bag: Balancing Time and Energy: Work & Life
  • Friday, November 9, noon to 1 p.m.
    • Texas Union, Sinclaire Suite, UNB 3.128
  • Friday, November 16, noon to 1 p.m.
    • PRC Commons Room 1.112G
• Guest Speaker: Rolando Roman, Worksite Health and Wellness, UT Systems

The End!

Everyone is invited to our
Holiday Open House
(In lieu of HR Forum)
Wednesday, December 12
10 a.m. - noon
Please join us!

Happy Thanksgiving!