Human Resource Services

August 2009 > HR Forum > HR Pro > HRS Home

HR Forum - August 12, 2009

Also available as a downloadable PDF file: Presentation [PDF: 1.27MB; 36 pages]

University Compliance Services—Cristy Oliver, Senior Administrative Associate

Office Updates

  • New word mark
  • Web site redesign in process
    • Projected launch October 2009
  • Office relocation
    • Projected move to UTA February/March 2010
  • Training Binders

New Word Mark

University Compliance Services logo

 

 

 

 

 

Flawn Academic Center 405
(512) 232-7055 ▪ (512) 232-3722 (fax)

Training Binders

  • Please help us update our records!
  • If your department has a training binder, please e-mail us with the following information:
    • Department name
    • Unit Code
    • Receipt date of binder (if known)
    • Frequency of use

New Training Coordinator

  • Jane Shaughness, (512) 232-7842
  • Jane has been with the university for several years, most recently with the School of Architecture as Graduate Admissions Coordinator.  Before that, Jane worked for 12 years in the Office of the Registrar.  She is very familiar with the campus environment and will be a great asset to University Compliance Services.

State Auditor's Office–New Requirement—Luther Johnson, Assistant Director, Employee & Management Services

New Hotline Posting Requirement

  • General Appropriations Act (81st Legislature) requires the university to provide information on how to report suspected fraud, waste, or abuse to the State Auditor’s Office.
  • SAO Hotline Fliers – Post near your Employee Notices poster or where ever you post HR items.

Questions

  • If you have any questions about the new requirement, please contact Clay Simmons
  • Clay Simmons, 471-7147

Annual Enrollment Statistics 2009—Ray Scott, Human Resource Manager, Human Resource Service Center

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

    Service Center                           My UT Benefits Updates

    5,149 Calls Received                  11,091 Updates       

    92% Answer Rate

    1,068 Walk-ins

    1,080 Emails

Benefits for New Employees—Vilma L. Santos, Interim HR Manager, 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 and submit I-9
    • Employee must also update their Paycheck Profile
  • Once appointment is final approved, and employee has updated their Paycheck Profile and submitted I-9, eligible full-time and graduate student employees will be automatically enrolled in the Basic Coverage
    • 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 HR Service Center
  • HRSC@austin.utexas.edu or 471-HRSC (4772)

Benefits Orientations

  • Graduate Student Insurance Orientation Presented by HRS
    • Schedule and registration link available on the HRS Web site
  • UT Austin Faculty 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 21
  • New Employee Welcome & Orientation Presented by HRS
    • Information and registration available on the HRS Web site
  • Insurance Enrollment Forms

Benefits Administration System

  • 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

HRSC Records Update—Robin Jarman, HR Manager, Human Resource Service Center

HRSC Records Update

  • On-boarding - Best Practices
  • On-boarding - Common Reasons for Delay
  • E-Verify Update
  • Appointment Deadlines

On-boarding Best Practices

Common Reasons for Delay

  • Employee has no record in DEFINE (OVE/ANN)
  • Incomplete or incorrect I-9
  • Incomplete Background Check Request
    • Signatures missing
    • No account number
    • Out-dated version of the form
  • HRS papers sent to Payroll

What is E-Verify

  • Online tool employers can use to verify that a new hire is eligible to work in the United States
  • Checks against Social Security Administration and Homeland Security databases

E-Verify for Federal Contracts

  • Effective September 8, federal contractors are required to use the system
  • E-Verify for new and current employees with work on federal contract
  • Only for contracts that include the e-Verify clause
  • Small possibility of further delay or changes to the rules

What’s the plan?

  • Identify covered contracts
    • Coordination among department contacts, OSP, HRS
  • Provide training on demand
    • How e-Verify fits into our campus I-9 process
    • Available in September
    • Required for all HR Contacts
  • HRS will provide support and administer e-Verify account

Appointment Deadlines

  • 8/1 - Reappointment (ARM) commands open
  • 9/9 - Reappointment documents to HRS in time for 10/1 payroll
  • 9/16 - Individual appointment documents to HRS in time for 10/1 payroll
  • 9/30 - Reappointment commands close

Work/Life Services & EAP—Christopher Solis, Office Manager

Workplace Rudeness & Incivility

Presenter: Rita Handrich, Ph.D., Psychologist
For Managers
Wednesday, September 2, 2009
And again
Tuesday, October 20, 2009
8:30 to Noon
North Office Building A, Training Room, NOA 4.106A

Registration required
Contact: eap@austin.utexas.edu

Today’s Economic Climate—What Employees Want and Need to Know During Tough Economic Times

Co-Presenters: Julien Carter, Associate Vice President, Human Resource Services & Susan Harnden, LCSW, EAP Counselor
Wednesday, August 26, 2009
Noon to 1:00 p.m.
North Office Building A, Training Room, NOA 4.106A
Contact: eap@austin.utexas.edu

Brown Bag Presentation—Finances & Families

Presenter: Angie Hardy
Wednesday, September 16, 2009
Noon to 1:00 p.m.
Texas Union, Sinclair Suite, UNB 3.128

Creating Solutions for Management Challenges

Co-Presenters: Susan Harnden, LCSW & Tracy Tarver, Dispute Resolution Officer
For Managers & Supervisors
Wednesdays 11:00 a.m. to 1:00 p.m.
September 16 - November 4

Registration required
Contact: eap@austin.utexas.edu

Upcoming Classes—Tom Rapp, Senior Program Coordinator, Organizational Development

  • Grad Student Orientation, PN200, August 19, August 21, 26, 2009.

  • Insurance and Retirement – Spanish, PN300, September 8, 2009.

  • Managing Workers’ Compensation for Supervisors, PN605, September 8, 2009.

For more information click on this link.

Next HR Forum

  • Wednesday, September 9, 2009, 10 a.m.