Human Resource Services

June 2008 > HR Forum > HR Pro > HRS Home

HR Forum - June 11, 2008

Also available as a downloadable PDF file: Presentation [PDF: 325KB; 35 pages]

Welcome - Cindy Posey, Communication Coordinator, Human Resource Services

Positions of Special Trust - Cam Beasley, Information Security Officer, Information Technology Services

Positions of Special Trust

  • As part of ISO’s annual risk assessment, supervisors will be asked to identify positions that
    • Manage systems that process and/or
    • Have access to Category 1 Data
  • Category-I Data-University data protected specifically by federal or state law or University of Texas rules and regulations (e.g., HIPAA; FERPA; Sarbanes-Oxley, Gramm-Leach-Bliley; the Texas Identity Theft Enforcement and Protection Act; University of Texas System Policies; specific donor and employee data). University data that are not otherwise protected by a known civil statute or regulation, but which must be protected due to contractual agreements requiring confidentiality, integrity, or availability considerations (e.g., Non Disclosure Agreements, Memoranda of Understanding, Service Level Agreements, Granting or Funding Agency Agreements, etc.)
  • Descriptions of Category I Data
  • Those identified (annually and throughout the year) must read policy and sign agreement.
  • Policy;
  • Agreement
  • Supports university’s compliance:
    • TAC-202 (rule 202.71)(state law)
    • UT-System UTS165 (sec 4)(policy)
    • UT-Austin UTS165 (sec 4)(policy)
  • Helps to clearly communicate expectations and responsibilities for university employees who have been provided special access to information resources
  • Helps to ensure supervisors are knowledgeable of authorized employees under their purview with a need to access sensitive university data

Department System Contacts

  • IT Contacts
    • IT Owners
    • IT Security Custodians
    • IT Systems Custodians
    • IT Networking Custodians
    • IT Application Custodians
  • Be sure to communicate to the employee and their respective supervisor as these roles are assigned
  • Roles are used for training, compliance, authorization, etc.

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HRS Web Update & Rideshare, Cindy Posey, Communication Coordinator, Human Resource Services

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Work/Life Services & EAP, Connie Deutsch, Director

StressLess

Thursdays at Noon

Guided Imagery , June 12, Quadrangle TU 3.304

Breathing & Meditation, June 19, Quandrangle TU 3.304

Positive Thinking, June 26, PRC, The Commons 1.164

Office Exercise, July 3, Quadrangle TU 3.304

Presenters: Work/Life Services & EAP Counselors Jeff Stellmach and Connie Deutsch

Work/Life Services and EAP Workshop:

Workplace Rudeness & Incivility

For HR Reps: Tuesday, June 24, 8:30 a.m. to Noon

Presenter: Rita Handrich, Ph.D., Psychologist, Work/Life Services & EAP Counselor

Brown Bag Series :

Lasting Relationships

Friday, June 20, Noon to 1 p.m.

Presenter: Vagdevi Meunier, Ph.D., Psychologist, Faculty, St. Edwards University

Automated Reappointments Update, Robin Jarman, HR Manager, Human Resource Service Center

  • June 10 submit reappointments to HR for first July payroll
  • June 17 individual appointments to HR for first July payroll
  • 6/30 reappointment commands close
  • Automated Reappointment Instructions

Recruiting Summary Appointment Audit, Rich Burns, Director, Staffing & Career Management Services

  • Went into production May 27th
  • Requires completion of the recruiting summary prior to processing appointment
    • Recruited jobs only
    • Audit looks for department level approval
    • Multiple vacancy capability
  • Recruiting summary document must be approved on the final signer desk
  • Document routing is unique to each department
  • Recruiting summary document may route to multiple desks before department level approval has been reached

OV2 Voucher Process, Kirsha Torres, HR Manager, Staffing & Career Management Services

  • The OV-2 voucher process is a mechanism used to pay certain regular employees if appropriate.
  • It is also used to pay “flat rate” or “casual” workers. These employees are not in our pay plan, they do not receive benefits and they are not appointed.
  • Where all employee pay is outside the appointment, there is the potential for problems:
    • The employees are not shown in the employee file, only in payroll records. Affects
      • History of positions, job codes, etc. in the employee file.;
      • Not shown in time keeping system
  • The casual or flat rate worker category should only be used for “event-driven” employment. Examples are:
    • Sports events—ushers, security, ticket takers, etc.
    • Entertainment events—ushers, stage hands, security, ticket takers
    • Certain sporadic events that occur infrequently
  • Examples of users of flat rate workers are PAC, Erwin Center, Intercollegiate Athletics.
  • Some voucher payments are appropriate for current employees
    • Correct administrative error
    • Other lump sum pay adjustments
    • * Consult with your SCMS representative to determine if a voucher payment is appropriate.
  • When reviewing a flat rate or OV-2 request, SCM verifies:
    • The type of work, do we have these in our pay plan system, e.g. administrative assistants, building attendants.
    • The estimated duration of the work and the hours per day.
    • Consultant will review and make a determination for appropriateness of voucher payments.
  • Request authorization from the Staffing and Career Management Services section of Human Resource Services before initiating an OV2 voucher payment.
  • To request authorization, use the OV2 Request form [PDF]. Through this form the department will provide:
    • the unit code
    • job code
    • maximum amount per check
    • time period the payment will be made
    • a brief explanation of the payment
    • two levels of approval—one must be a signer on the account
  • Complete the new OV2 Request form [PDF]
  • Fax the form to the SCMS Fax Number: 512-232-3523 OR
  • Email a scanned copy to: ov2@utlists.utexas.edu
  • View Payroll’s OVM Web Tutorial
  • For SCMS consultation, please contact: Staffing and Career Management Services 475-8027

Annual Enrollment July 1-31, 2008, Kelly Lomasney, Interim Assistant Director, Human Resource Service Center

UT Touch

  • Enhancement to online enrollment system
  • Will be able to update dependent biographical information or remove dependent
  • Previously, could only add dependents to the system and had to submit a paper form to update biographical information or remove dependent

Communication

  • Postcard should be arriving soon via Campus and U.S. Mail
  • Includes:
    • Benefit fair and informational session information
    • Annual Enrollment Web site
    • New wallet card to cut-out and carry

Important Reminders

  • Must re-enroll in UT Flex
    • Must re-elect medical debit card
  • Must complete, print, sign and then mail Evidence of Insurability forms to insurance company
    • Postmarked no later than August 15, 2008

Next HR Forum

  • Wednesday, July 9, 10 a.m.