Human Resource Services

August 2008 > HR Forum > HR Pro > HRS Home

HR Forum - August 13, 2008

Also available as a downloadable PDF file: Presentation [PDF: 485KB; 57 pages]

Welcome - Julien Carter, Associate Vice President, Human Resource Services

Office of Institutional Compliance - Rudolph H. Green, Director

Office of Institutional Compliance

  • Soon to be University Compliance Services
    Flawn Academic Center 405
    (West Mall between Main and Texas Union)
    (512) 232-7055 • (512) 232-3722 (fax)

UCS Office Staff - Here to serve you.

  • Rudolph H. Green, Director
  • TBD, Compliance Coordinator
  • Cristy Oliver, Sr. Administrative Associate
  • Kay Novello, Training Coordinator
  • Darlette Powell, Administrative Assistant

Compliance and Ethics Program - Why do we need one?

  • Fined
  • Fired
  • Flogged
  • Federal Sentencing Guidelines
  • UTS Policy
  • Good business sense

Purpose of Program

  • To promote and support a working environment which reflects the University's commitment to integrity and ethical standards in its operations

    Strategy

  • Create and maintain a culture of integrity and ethics
  • Operate a system to predict, detect and correct
  • Promote awareness of the "curbs"

Program Structure
 

graphic of program structure

  • Risk based process
  • Management resource
  • Proactive problem-solving

How can we help you?

  • Training
  • Risk Assessment
  • Monitoring Plan
  • Reporting

What about training?

  • Online system
  • Mandatory training
  • Specialized training
  • Customized reports
  • Progressive notifications
  • Alternative training methods

What about risk assessments?

  • Currently assisted by the Office of Internal Audit and the Office of Accounting
  • UCS soon to offer these services directly

What should be reported?

  • Conflict of interest
  • Kickbacks, favors or fraud
  • Questionable accounting or audting practices
  • Falsifying payroll/company records
  • Use or sale of illegal drugs
  • Theft

How can it be reported

  • www.reportlineweb.com/utaustin
    (877) 888-0002
    hotline@compliance.utexas.edu
    PO BOX 8118 Austin, Texas 78713

How can you help?

  • Model the desired behavior
  • Manage conscientiously
  • Prevent retaliation

University Compliance Services - Enhancing a Commitment to Integrity

Texas Workforce Commission Audit - Lisa Milne, HR Manager, Employee and Management Services

Thanks to the following colleges/departments for working with Employee and Management Services to provide performance management/evalution materials for last month's TWC Audit:

  • Cockrell School of Engineering
    • Center for Transportation Research
    • Mechanical Engineering
  • College of Communications
  • College of Fine Arts
    • Performing Arts Center
  • College of Liberal Arts
  • College of Natural Sciences
    • Marine Science Institute
    • McDonal Observatory
    • Texas Memorial Museum
  • Facility Services
  • Frank Erwin Center
  • Harry Ransom Center
  • Information Technology Services
  • McCombs School of Business
  • Office of Admissions
  • Office of Technology Commercialization
  • Office of the Registrar
  • Texas Union
  • University Services
  • UT Elementary School

FML Changes , Lisa Milne, HR Manager, Employee and Management Services

FML and Holidays

  • Background
  • Raised as a question and clarified in law
  • Will begin counting holidays as FML days for forms received as of August 15th; will not do it retroactively
  • Exception - Holiday break at end of year, because we are considered closed
  • System changes will happen in the next FY; in the meantime manual adjustments will need to be made

How to do a Manual Adjustment (ETA)
 

screen capture of ETA screen 1

screen capture of manual adjustment screen

FML and STD/LTD

  • Recent clarification from State Auditor's Office
  • If an employee is approved for STD/LTD and is on FML, he or she may elect not to use their remaining leave balances (other than sick) during the time period they are approved for STD/LTD forward AND on FML and instead go on LWOP (L/A-FM) during this time
  • Once FML ends, even if the employee is still on STD/LTD, they will be required to use their paid leave balances

    Procedure:
  • It is up to the employee to make this one time election
  • LWOP benefits' rules will remain the same
  • FML award letters will be revised soon to include this change along with a deadline for the employee to select this option
  • A new letter to advise departments when an employee is awarded STD/LTD and concurrently on FML will be developed soon

Scenario

  • Lisa is awarded FML for surgery.
  • Her FML begins on October 1st.
  • She has enough sick leave for 30 days of her absence.
  • She is awarded STD on the 31st day of her absence.
  • She may elect at t this point to freeze her remaining leave balances and instead go on LWOP for the time period of her STD/LTD AND FML award dates.
  • Her STD/LTD ends before her FML ends.
  • Lisa now has to begin using any available leave.

Revised FML/SLP Forms

  • FML/SLP Forms have been simplified
  • Reduced from a large packet to a two-page set of forms
  • Authorization to release records included as part of the request form rather than as a separate form
  • Easier for employee to provide all required information
  • One Page Certification of Healthcare Provider (CHP) for ease of completion by physician
  • One CHP for use for both FML and SLP (although additional information may still be required for SLP)
  • EMS will begin using the new forms immediately
  • The new forms will be available on the Web later today and will be made interactive by September 1
  • Old forms will still be accepted

EAP Update, Christopher Solis, Administrative Associate, Work/Life Services & Employee Assistance Program

StressLess

  • Thinking Healthy, August 14, Noon - 1 p.m., Texas Union, Eastwood Room, TU 2.102
  • Breathing & Meditation, August 21, Noon - 1 p.m., Texas Union, Governors Room, TU 3.116
  • Guided Imagery, August 28, Noon - 1 p.m., PRC, The Commons, PRC 1.106
  • Physical Stress Relief in the Workplace, September 4, Noon - 1 p.m., Texas Union, Eastwood Room, TU 2.102

Tools for Managing Distress and Disruption in the Workplace: When to Consult with EAP


Presenter: Rita Handrich, Ph.D., Psychologist, EAP Counselor
Tuesday, September 9, 2008
9:00 a.m. to Noon
North Office Building A
NOA 4.106A

Contact: eap@austin.utexas.edu

Parenting Preschool-Aged Children - An Essential Toolbox for Parents of Young Children

Presenter: Suzanne Duncan, Ph.D., Behavioral Consultant, Private Practice
Thursday, September 18, 2008
Noon to 1:00 p.m.
Texas Union
UNB 3.128

Contact: eap@austin.utexas.edu

HRSC Employee Records, Robin Jarman, HR Manager, Human Resource Service Center

Employee Information System (EIS) HR Contact E-mails

  • HR Contact message improvements
    • New e-mail subject line
      • EIS Compliance Follow-up (was HR Info)
  • Abbreviation key
    • ETH = Standards of Conduct “Ethics” Acknowledgement needed
    • SSN = Social Security Number Policy Acknowledgement needed
    • ETH = Standards of Conduct “Ethics” Acknowledgement needed
    • SSN = Social Security Number Policy Acknowledgement needed
    • SEL = Selective Service Registration Verification needed
    • I-9 = Employment Eligibility Verification Form needed or expired
    • BIO = Employee Biographical Information incomplete
      • Ethnicity, Birth date, Gender, Veteran Status incomplete
      • US Mail or E-mail address invalid

New EIS Notice to Employee

  • Subject line
    • Important: Your employee record is incomplete
  • Sent 15th of the month, same day as HR Contact notice
  • By paper when no e-mail is available

I-9 Form, Verification of Employment Eligibility

  • Check for expiration date June 30, 2009, upper, right corner
  • The HRS page has a direct link to USCIS
  • You may notice the revision date at bottom, right reverted back to 2007 – no wonder we couldn’t find any changes!

E-Verify

  • Still no clear guideline about whether we must enroll or when
  • HRS will administer the program and will authorize E-Verify users at the departmental level
  • Plan is to use the HR Contact system
  • Consistent with the current compliance role of HR Contacts
  • Benefits
    • Improved I-9 compliance
    • Better management of 3-day deadline and tentative non-confirmations
  • Challenges
    • Impact on departmental on-boarding processes
    • Some will need additional HR Contacts (Contacts will be allowed to verify for any unit/sub-unit)

New Separation Checklist, Ray Scott, Sr. HR Representative, Human Resource Service Center

New Separation Checklist

Annual Enrollment Statistics, Ray Scott, Sr. HR Representative, Human Resource Service Center

We've wrapped up this year's enrollment period. Here is a look at the stats:

Service Center

  • 4643 Calls received
  • 89% Answer rate
  • 923 Walk-ins
  • 769 E-mails
  • 854 Sys-Aid service request tickets

UT Touch System

  • 9201 Updates

Benefits for New Employees , Kelly Lomasney, Interim Assistant Director, Human Resource Service Center

Insurance Enrollment

  • New benefits eligible employees often need to visit a doctor or fill a prescription immediately
  • To facilitate their benefits enrollment, please approve appointments as soon as possible
  • Once the appointment is final approved, eligible full-time and graduate student employees will be automatically enrolled in the Basic Coverage and we can enroll them and their dependents in any optional coverage selected within their 31-day enrollment period
  • Eligible part-time employees are not automatically enrolled and must submit enrollment forms within their 31-day enrollment period so we can complete their insurance enrollment
  • If a new employee contacts you about an urgent need to utilize their insurance, please refer them to the HRSC Customer Center

Benefit Orientations

  • Graduate Student Insurance Orientation
    • Presented by HRS
    • Schedule and registration link available on the HRS Web site 
  • New Faculty Teaching, Learning, and Orientation Seminar
    • Sponsored by Division of Instructional Innovation and Assessment (DIIA) –Schedule and registration available on the DIIA Web site
    • Benefits orientation on Friday, August 22
  • New Employee Welcome & Orientation
    • Presented by HRS
    • Information and registration available on the HRS Web site 
  • Insurance Enrollment Forms

Benefits Administration System

  • Fiscal year based system with a “blackout period” each September 1 to change to new fiscal year
  • Affects when insurance enrollment for new employees can be completed
  • Blackout period expected to be only one day this year, on September 1, thanks to no plan changes and because September 1 falls on a holiday
    • May be longer in future years, but we will always minimize as much as possible
  • Once enrollment is completed it will take a few days for the insurance company to update their information
    • If there is an urgent need to utilize insurance coverage, please direct employees to the HRSC for assistance

Remember to Pick Up Your Compliance Poster Stickers Before You Leave Today!

Next HR Forum

  • Wednesday, September 10, 10 a.m.