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February 2010 > HR Forum > HR Pro > HRS Home

HR Forum — February 10, 2010

Also available as a downloadable PDF file: Presentation [PDF: 1.8 MB, 26 pages]

Contractors—John Moore, Director, Workforce Planning & Total Rewards

Independent Contractor Guidelines

  • Based on IRS guidelines:
    An employer/employee relationship exits when the person for whom the services are performed has the right to control and direct the individual who performs the services.  The control refers not only to the results to be accomplished but also to the means and details by which the result is accomplished.
  • Factors to consider are on the CFO Web site

Existing employees on AIS Contracts

  • Employees can be engaged through AIS contract when:
    • The need is for short term or on a sporadic basis of two weeks or less;
    • The anticipated cost of the contract is less than $25,000;
    • The duties are outside of the department of the employee’s employment appointment;  and,
    • Prior written approval has been received by the employee’s appointing department (as well as sponsoring agency if the employee is paid on a grant or contract).
  • If approved, employees may not perform duties under the AIS contract during the scheduled hours of their regular employment unless the employee is on approved leave.
  • Equipment and resources of the employing department may not be used for the AIS contract without prior authorization of the employee’s employing department.
  • When a non-exempt employee is retained in an AIS contract to provide services to another UT Austin department, the:
    • Duties must be dissimilar to those the individual performs in regular employment;
    • Aggregated hours worked in excess of forty hours attributed to the AIS contract for both the employee’s regular and contracted work will be paid by the contracting department at one and one-half times the employee’s rate as calculated below.
      • ((Hourly rate of regular position x hours worked) + (Hourly rate of contracted position x hours worked))/ Aggregated hours worked for both regular and contracted position.
  • Concurrent Appointment
    • When two or more departments need the services of an employee on an ongoing basis or the cost is anticipated to exceed $25,000, then the employee should be appointed in both departments.  In aggregating the appointments, care should be taken so that the combined appointment does not exceed 100%.

HRMS Phase 2.5: Budgetary Funding, BUD, SUD, MUD, and Summer Assignments—Leslie Saucedo, Director, Payroll Services

Budgetary Funding

  • Positions can have two types of funding for their base pay on the funding tab in HRMS: 
    • Actual funding and/or budgetary funding
  • Actual funding identifies the account(s) on which an incumbent will actually be paid.
  • Budgetary funding identifies the account(s) on which a position will be budgeted.
  • Funding distribution for these two types may be different
  • Budgetary Funding went live Tuesday, February 9th for the Budget Office.  It will not be available/viewable in HRMS until September 2010.  Further information for departments will be available at that time.

Budget for next FY loads into BUD

  • The Budget Update Document (BUD) will replace *DEFINE, BDL for the FY 10-11 budget.
  • The BUD is a web-based document with a similar “look and feel” of HRMS.
  • “Go Live” is scheduled for March 1st.
  • University Business Officers and budget contacts in the departments have been testing and will begin training the week of February 15th.

Salary Update Document (SUD)

  • After BUDs are received in Budget Office, the Salary Update Documents can be loaded.
    • Budget Office will control the date the SUD opens
  • Purpose of the SUD:
    • Make rate and existing permanent additional pay recommendations effective 9/1 for incumbents in filled monthly paid positions that are owned by one unit. 
  • SUDs:
    • Are created by owning unit and job type
    • Will not display funding accounts
    • Will not include changes to funding distribution
    • Do not include vacant positions
  • “Go Live” is scheduled for April.

Mass Update Document (MUD)

  • Used for making the same change(s) to multiple positions
  • Based on positions in owning unit
    • Positions can be selected to be placed on the document
  • Same change(s) have to apply to all positions
  • Examples
    • Positions being moved to new Owning Unit
    • Positions being moved to new Reports To Position
    • Positions being moved to new location, new phone number, mail code, etc.
  • “Go Live” is scheduled for March.

Faculty Summer Assignments

  • Will be in HRMS as a separate section under Incumbent.
  • Purpose is to pay faculty for summer pay periods – both Teaching and Additional Activities.
  • “Go Live” is scheduled for April.

UT Austin Temporary Services (UTemps) Enhancements—Jim McElroy, Director, Human Resource Service Center

UTemps Enhancements

  • UTemps Web site
    • Step by step process designed for easy to follow instructions for applicants and hiring departments.
    • Redesigned and shortened electronic performance evaluation for supervisors to complete.
  • “Temp to Perm” Program
    • Ability to hire a UTemp and move them into a permanent position without a recruiting effort.
    • Benefits
      • UTemps Office handles the entire recruiting process. Department does not need to post, manage applicant pool, nor complete the recruiting summary.
      • “Try before you buy” - department can bring in several UTemps.
        • UTemps – 45 days
        • Day Break in Service
        • Department Places
  • Contact Information:
  • Phone Number -  232-TEMP (8367)
    E-mail
    UTemps Web site (Manager Portal)

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

January Retirements

  • Vonny Brown
  • Ector Gonzalez

Records & On-boarding

  • Specialists
    • Jason Clark
    • Pam Clements
    • Regina Garza
  • Team Lead: Mary Lopez
  • Records Phone: 471-5127 (or 471-HRSC)

Benefits Updates—Robin Jarman, HR Manager, Human Resource Service Center

Financial & Retirement Planning Fairs

  • Save the dates!
    • Tuesday, March 23 – Teacher Retirement System, Medicare and Retiring from UT Austin, Social Security, and Estate Planning
    • Thursday, March 25 – Retirement Provider booths and presentations
  • Events will take place in the Texas Union
  • Watch for e-mail communication, postcards and postings on the HR Web site as well as the UT Austin KnowEvents

Suggested Guidelines for Transportation of Injured or Ill Co-workers—Adrienne Howarth-Moore, Director, HealthPoint—Occupational Health Program (OHP)

Guidelines available to members of HR Forum on the HR Forum SharePoint site

Next Month

  • International Office Presentation by Andrew Thorley
  • Interpersonal Safety Issues on Campus presented by EAP & UTPD

Next HR Forum

  • Wednesday, March 10, 2010, 10 a.m.