Minutes - June 17, 2004

These minutes were approved at the UT Staff Council meeting on July 15, 2004

Members Present: Pat Alfano, Vickie Amidon, Mack Andrews, Karis Beasley, Philemon Brown, Alison Brown, Philemon Brown, Alanna Burney, Oscar Carmona, Melba Catchings,Johnnie Conley, Julie Cunniff, , Marlis Dagg, Neil Fahlund, Patrice Fox, Linda Frost, Rick Garza, Phil Gavenda, Royce Gehrels, Mark Gonzalez,Phillip Guerrero, Christy Habecker, Charlotte Harris, Phillip Hebert, John Hibbits, Gayle Hight, Margaret Hill, Tom Horn, Marcus Horton, Greg Howard, Dreya Johannsen, Amy Jones, Elizabeth Korves, Sonja Lane, Lynn LeCropane, Debra Madden, PG Moreno, John Nelson, Chuck Pearson, Billie Pierce, Jo Ann Richmond, Kathy Romberg, Craig Schroer, Frank Simon, Sandra Sleeper, Didi Smith, Olen Smith, Jerry Spillar, Barbara Thompson, Alayna Wadleigh, Erin Waneck,JR Watson, Sara Jackson Watson, Shane Williams, Teresa Williams, Cynthia Wilson, Glen Worley, Gabby Yearwood

Members Absent with Notification: Margaret Evans, Bert Herigstad, Kim Johnson, Noah Lowenstein, Leslie Saucedo, Sheril Smith

Members Absent: Tara Carlisle, Augustin Collazo, Laura Davis, Freida Golden, George Hughes,Liz Landeros, Suzanne McIntyre, Chuck Pearson, Albert Puga, Jorge Puig, Kay Randall, Verta Thompson

Guests: Jennifer Trost, OPA, Ann Seago, Monica Reed

Quorum: 76 filled UTSC representative places divided by 2-38 (for quorum)

Welcome:

New member Craig Schroer District 130

Chair Glen Worley called to order the regular meeting of the UT Staff council at 2:05 p.m. on Thursday, June 17, 2004 in ACE 2.302. 56 UTSC representatives were present.

Announcements:

The Chair announced that HRS had created new notebooks for UTSC and they would be available in July. Also, Roberts Rules are now on the UTSC web page.

Next meeting is Thursday, July 15, 2004 from 2:00 - 3:30 p.m. in Main 212.

Instillation of new officers: Sandra Sleeper stepped in for Noah Lowenstein to install Glen Worley as Chair, Phil Gavenda as Vice Chair, and Erin Waneck as Recorder.

Chair's report:

Report of University Leadership Council meeting, update on UTSC notebooks

HRS is putting together notebooks for all Staff Council members. The notebooks will contain the following information:

• Goals and Purpose
• Districts
• Members (contact information)
• Officers and Committees
• Meeting schedule
• Issues procedure
• Roberts Rules
• Bylaws
• Forms
• Calendars
• Notes

University Leadership Council meeting highlights

Re-Branding of UT

Advertising professor Neal Burns and his team are working on replacement for ‘We’re Texas’. Goal is to brand UT to send a message in the same way that the ‘Harvard’ brand signifies about Harvard.

Faculty salary survey

Assistant professors and full professors are doing a bit better than associate professors, reflecting UT’s strategic decision to recruit new faculty more aggressively and also retain the established faculty. UT is holding its position among its peers in faculty salary increases, but competition is fierce.

Benefits

From the Hewitt study- annual benefit costs per employee:

• UT $4507
• All universities $5261
• Texas state employees $6166
• Largest US employers $6237

Cost trends - up by double digits, e.g. Hospital costs up by 10%

Insurance Information Packets go out at end of June.

Highlights (available at HRS web site)

• UT Select PPO will remain with no plan changes (projected to have only a 4.5% increase)
• HMO Blue will replace Humana HMO with approximate 11% increase projected. There were only two responses this year to the RFP to provide anHMO for the UT System. It is possible that an HMO may not be offered in the future.
• PayFlex Systems USA, Inc. will administer UT Flex with plan enhancements. There will be a Flex Convenience card, which is a debit card, but you must elect to get the card during enrollment. There is a $9 annual charge for the card.
• Increased life insurance options for retirees
• Everyone must update his or her beneficiary information this year due to a new life insurance carrier.
• UT Touch telephone no longer available (used by less than 1% of people last year)
• Enrollment will be made using UT Direct. Employees without computer access can come to the HRS offices where staff will be available to help with enrollment

Other news

UT will continue to fund the 90 day wait for insurance for new hires.

Grad students will receive full premium sharing.

New hires cannot participate in retirement plan for 90 days.

Vice Chair:

Phil discussed the role of the Vice Chair. Emphasized the need to join committees. UTSC reps will have another opportunity at the end of the meeting today. There is a need to select new chairs for some committees. Encouraged use of web form. Vice Chair requested a list of members and their contact information.

Committees need to report status to the Vice Chair, and let him know if they have a report, before the Executive Committee meeting, so they can be put on the agenda for the next meeting.

Recorder/Secretary:

Approval of minutes

Bylaws Committee - No Report

Committee on Committees - Vacant

Communications Committee – No Report

Issues Committee - Didi Smith

Didi Smith, stated she would have copies of all approved issues for committees at the next general meeting.

For reconsideration from last month:

2004-7 Recommendation for a University Time Reporting Compliance Officer, submitted by Greg Murphy, Distr. 160

Objective:To follow-up on a 6/18/03 recommendation to Pres. Faulkner by the UT System Dir. Of Audits that an individual be assigned to be responsible for compliance with federal and state time reporting laws and UT System & UT time reporting policies and practices.

Reason:University and Federal Labor Standards Act time reporting policies and official employee classifications that fall under them are not well known by staff. Violations have been found by UT System auditors prompting the recommendation for a compliance officer. Some of the violations have resulted in additional compensation for current and former UT staff. Other UT staff members may be owed additional compensation. Staff members may be afraid to ask their managers or question the policy, for fear of retaliation. There is no independent officer in charge of compliance who staff can go to for help.

If accepted by UTSC vote, Issues Committee recommends referral to: Compensation & Classification

Frank Simon recommended that we do not refer to committee; just send a letter to the president to follow up.

Gayle Hight made a further suggestion that it not be considered a follow up, but state that the UTSC supports this.

Another suggestion from the floor was that all correspondence be made available for anyone at UTSC to review.

Result: This issue was accepted. Rather than refer if to committee, the Chair will write President Faulkner asking the status of the recommended Compliance Officer

2004-10 Savings Bond Issue

Objective: Access savings bond form through individual employee’s paycheck profile through UT Direct.

Reason: To facilitate the processing of Savings Bond applications between employee and the Payroll Department. Currently there is a Savings Bond Application online as a PDF file for easy access. It can be found at: http://www.utexas.edu/hr/PDF/bond.pdf (requires Adobe Reader)

They will also accept faxed applications at 471-1299.

Amended motion: Letter to HRS to move link to more prominent position in addition to Doc Express.

2004-14 Online Separation Form submitted by Sandra Sleeper, District 550

Objective:To update the Separation Form and provide it on-line using UT-EID

Reason:The current form is on NCR paper. The employee's copy is usually illegible. Also, some of the information requested is already covered under the State Exit Interview. Current UT Austin and UT System policy does not require this specific form; therefore, we believe that a new form should be developed.

If accepted by UTSC vote, Issues Committee recommends referral to: Compensation & Classification

Suggestion from the floor that we could just call HR instead of referring to Compensation & Classification.

Result: HRS is working on an online system to replace the Separation Form. In the interim the form will be converted into a PDF file for downloading from the Web.

2004-15 UT Staff Employee Discount Program submitted by Debra Madden, District 382

Objective:Initiate a discount program for UT staff via the web. Local and national vendors that give state employees and UT employees discounts for goods and services would be listed on the website. Discounts listed would also include on campus discounts available to staff. Discounts would range from hotel/travel to oil changes and car wash.

Reason: Added benefit for UT staff. UT staff could access discounts/perks from one website. Discounts would vary throughout the year. Voluntary participation from off campus vendors. Vendors would benefit by potential customer base. Staff would benefit from $$ saved.

Documentation provided from similar programs offered to Michigan State University staff and Florida State University.

If accepted by UTSC vote, Issues Committee recommends referral to: Misc. Benefits

Discussion: Who would coordinate this program?

The issue was accepted and will be referred to committee who will investigate and make suggestions.

Result: Accepted as an issue and referred to Miscellaneous Benefits.

Unfinished Business:

Compensation & Classification Committee - vote on issues presented at April's meeting - Sandra Moro Sleeper

Issue 2003-3 Non-Exempt/Exempt Time Reporting and Pay for UT Austin Staff

Objective: It would be mandatory for supervisors to inform staff as to what their status is: exempt/non-exempt and to make known to staff the rules are that go with each status.

• The C&C committee recommends the UTSC Chair to write a letter of recommendation to HRS that they develop a standard offer letter and reappointment letter which would specify FLSA status of the employee. The committee also recommends that the Chair request that HRS add a FLSA status link on the electronic time sheet. This link would relate the employee’s status and would list non-exempt and exempt status definitions.

Sandra reported that the link is already there with FAQ’s.

Discussion about what information should be included in the link included suggestions that there be a definition of the different status’ as well as compliance training.

Another suggestion was that payroll stubs should have the information on them as well.

A link to the state comp-time policy might be made available.

Frank Simon stated the real issue is to make the information plain and understandable, and limited in how it could be interpreted.

Sandra informed us that there is a change for the Fair Labor Standard Act which is taking place in August, with the intent of making the laws more consistent.

Shane made a new motion that this issue be referred back to committee for more specific resolutions.

Result: Referred back to Compensation and Classification

The Chair recommended we pass this information on to our constituents,that the exempt/non exempt status is now on timesheets.

New Business:

No new business

The Chair welcomed comments from the floor.

In response to a question concerning which groups get to speak at the UTSC, the Chair explained that many groups want access to the UTSC meetings, and that we try to choose speakers who will provide information important to all staff: for example, the UT Chief Financial Officer, or head of Parking and Transportation.

Old Business:

John Hibbits thanked everyone who had worked on the daycare center and reported that the daycare would service 100 potential recipients, mostly night care.

Adjournment:

The meeting was adjourned at 3:30.

The next meeting of the UTSC will be July 17 at 2:00-3:30 in Main 212

Erin Waneck
Secretary/Recorder
District 692 Representative
UTSC
Email: Waneck@mail.utexas.edu
Office: 475-7621