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July 2012 HR Bulletin

Employee Benefits Annual Enrollment: July 2 - August 10

  • In an effort to help ERS provide better customer service to all of its members, ERS has assigned a two week phase for each agency to make their annual enrollment changes online. You will be able to make changes any time between July 2 - August 10, but we recommend that you make your change online during our assigned phase of July 16 – July 27.
     
  • You will log in to ERS Online to change your TexFlex and group insurance coverage . (If you do not need to make any changes, your current coverage and TexFlex elections will automatically continue.)
  • Evidence of Insurability (EOI) applications must be post-marked by August 10 if you apply for optional term life, dependent life and/or disability insurance. If you are currently enrolled in long-term disability, you will be able to enroll in short-term disability online this summer without having to go through the EOI process. This is a unique opportunity this summer only.
     
  • Confirmation of changes will be e-mailed to you the next business day after your change has been entered in ERS Online. If no e-mail address is on file, the confirmation notice will be mailed to your home address.
     
  • Annual Enrollment webinars will be hosted by the Benefits Office for employees to attend: Thursday, June 28 and Wednesday, July 11 from 2:00 – 3:00pm in JCK 460. If you are unable to attend these webinars, you can log in online from any computer and watch the presentation at  http://www.ers.state.tx.us/Events/Annual_Enrollment/.
     
  • HR Website – please review our Group Insurance Annual Enrollment webpage for premiums and further details about changes occurring this year.

Prior to Terminating an Hourly Student Worker – Verify Time Entry

Campus departments terminating an hourly student worker should not submit the separation PCR until completion of the verification of time entry as of the indicated termination date on the PCR. The termination date is verified by accessing the transaction CATS_DA in SAP.

The HR Master Data Center is in receipt of a large volume of PCRs that are unable to be processed due to the lack of supporting time entry.

If you are a student worker, please ensure that all time entry is completed by your last day on the job.

July TimeKeeping

For timekeeping purposes, the month of July ends July 28 and should include the following weeks ending:

July 7

July 14

July 21

July 28

Remember, for employees entering their own time using the SAP Portal Employee Self Service (ESS), release your time at the end of each week.

 

 

Key Changes to Benefits for Plan Year 2013

Plan Year 2012- Plan Year 2013 Health Plan Rates Comparison

Reminder - Vacation Carryover to New Fiscal Year

The Hiring Process

How Can Bobcat Balance Help You?

Compliance-Transparency in Government

Support Staff Resources@TxState Website

New Faculty Orientation Set for August

Training Classes Offered by the HR Master Data Center

Academic Courses Fee Payment Policy Changed

Welcome New Employees

Focus on Employees

Employee of the Month

Ask the Director-Benefits

Ask the Director-Compensation


Key Changes to Benefits for Plan Year 2013

 

  • HealthSelect will change third party administrators on September 1 from Blue Cross Blue Shield to UnitedHealthcare.
    Premiums will increase by approximately 7.36%; however, copays and coinsurance maximums remain the same. New ID cards will be mailed to members in August to their home address.
  • Community First HMO members will still be required to name a primary care physician, but you are no longer required to get referrals to specialists beginning September 1. Premiums will increase by approximately 4.2%.
  • Scott & White HMO premiums will increase by approximately 1%.
  • Optional term life premiums will decrease by approximately 10%.
  • Long-term disability waiting period changes from 90 days to 180 days.
  • Members enrolled in long-term disability will be able to enroll in short-term disability without proof of good health, due to the waiting period change for long-term disability.
 

 

 

Plan Year 2012- Plan Year 2013 Health Plan Rates Comparison

Full-time Employees

 

PY12 TXST Pays

PY12 Employee Pays

PY13 TXST Pays

PY13 Employee Pays

Increase for Employee
Per Month

             

HealthSelect

Employee only

$433.30

$0.00

$470.38

$0.00

$0.00

 

Employee/Spouse

$689.04

$250.74

$739.58

$269.20

$18.46

 

Employee/Children

$606.20

$167.90

$650.62

$180.24

$12.34

 

Employee/Family

$856.94

$418.64

$919.82

$449.44

$30.80

Community First

 Employee only

 $384.34

 $0.00

 $400.22

 $0.00

 $0.00

 

Employee/Spouse

$604.06

$219.72

$629.08

$228.86

$9.14

 

Employee/Children

$531.46

$147.12

$553.46

$153.24

$6.12

 

Employee/Family

$751.18

$366.84

$782.32

$382.10

$15.26

Scott & White

 Employee only

 $458.62

 $0.00

 $463.18

 $0.00

 $0.00

 

Employee/Spouse

$721.06

$262.44

$728.24

$265.06

$2.62

 

Employee/Children

$634.34

$175.72

$640.64

$177.46

$1.74

 

Employee/Family

$896.78

$438.16

$905.70

$442.52

$4.36

 

Part-time Employees

 

PY12 TXST Pays

PY12 Employee Pays

PY13 TXST Pays

PY13 Employee Pays

Increase for Employee
Per Month

             

HealthSelect

Employee only

$219.15

$219.15

$235.19

$235.19

$16.04

 

Employee/Spouse

$344.52

$595.26

$369.79

$638.99

$43.73

 

Employee/Children

$303.10

$471.00

$325.31

$505.55

$34.55

 

Employee/Family

$428.47

$847.11

$459.91

$909.35

$62.24

Community First

 Employee only

 $192.17

 $192.17

 $200.11

 $200.11

 $7.94

 

Employee/Spouse

$302.03

$521.75

$314.54

$543.40

$21.65

 

Employee/Children

$265.73

$412.85

$276.73

$429.97

$17.12

 

Employee/Family

$375.59

$742.43

$391.16

$773.26

$30.83

Scott & White

 Employee only

 $229.31

 $229.31

 $231.59

 $231.59

 $2.28

 

Employee/Spouse

$360.53

$622.97

$364.12

$629.18

$6.21

 

Employee/Children

$317.17

$492.89

$320.32

$497.78

$4.89

 

Employee/Family

$448.39

$886.55

$452.85

$895.37

$8.82

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Reminder - Vacation Carryover to New Fiscal Year

Below is a chart showing the maximum amount of vacation leave that may be carried over into the new fiscal year. Any hours over the allowable amount on 8/31/12 will automatically be converted to sick leave as of 9/1/12.These amounts are for full-time employees. The carryover amount for a part-time employee is proportional to their FTE. For example, a 50% employee with less than two years of service may carry over up to 90 hours.

If you have a vacation balance that exceeds the maximum carryover, you may want to start scheduling some vacation leave now. You must take the vacation time by 08/31/12 if you want to avoid the excess being rolled into your sick leave.

Vacation Carryover Table

If you are a departmental time administrator or supervisor, you have access to SAP transaction ZPTVTOS Vacation to be converted to sick . You can run this report for your department by entering your organizational unit or by time administrator code.

Instructions:

  • Log into SAP Portal
  • Click on SAP Easy Access tab
  • Enter ZPTVTOS in the white transaction field box and hit enter

Selection screen options:

  • Date Selection – Projected as of date should remain 8/31/2012 (default)

The following will help you narrow your selection:

  • Organizational Unit – department
  • Personnel Number – employee's assignment number
  • Time Admin – time administrator code assigned to a group of employees
  • Personnel Area – division

On the selection screen, you can choose the entire division (personnel area) or narrow it down to your department by using org unit or time administrator code. You may also choose to view a selected employee or employees using the personnel (assignment) number.

Click Execute

The report will show the maximum number of vacation hours that an employee can carry over to the next fiscal year based on one's monthly vacation accrual. Also displayed are the projected hours that will convert to sick leave on September 1. All time entry must be entered and approved to get accurate results.

If you have any questions, please contact Selma Selvera ( ss24@txstate.edu ) in Human Resources (245-2557).

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The Hiring Process

 

The hiring process is a source of many frequently asked questions in the Human Resources Office, specifically the job posting periods and interview procedures.

 

Job Posting Periods

The minimum posting period for most non-exempt positions is ten workdays, not including the date the system posted the requisition. The policy allows the following non-exempt job titles to be posted for a minimum of five workdays:

  • Administrative Assistant I and II
  • Grant Clerk and Secretary
  • Grounds Maintenance Worker I and II
  • Utility Maintenance Worker I and II
  • Guard
  • Custodian

If the hiring manager requested advertising, the system will automatically post the position for ten workdays to allow time to run the ads. Departments may request a posting period exceeding the minimum requirement by completing the appropriate section of the job requisition. The policy allows exempt positions to be posted as “open until filled,” but must remain open for a minimum of eleven workdays. In order to post a job for a shorter period than the minimum requirement, Equity and Access must approve an exception and waiver to the policy.

Interview Procedures

The hiring manager is responsible for scheduling interviews with applicants. HR recommends that department interview at least 3-5 candidates for each position. It is not acceptable to select for hire after interviewing only one candidate. Equity and Access may provide exceptions to this policy prior to scheduling interviews. More information about these topics and the hiring process may be found in UPPS 04.04.03, Staff Employment . For any employment related questions, please contact Human Resources at 245-2557.

 


How Can Bobcat Balance Help You?

  Below is some feedback from employees on how Bobcat Balance has helped them:
 

"Used 5 counseling visits for my family. There were no problems and I appreciate the help"

"I cannot thank you and Texas State enough for this service. I did not know where to turn and a representative I spoke with helped me understand that I can get help"

"I did not know where to turn to for my son. The receptionist let me speak with one of the staff counselors who help me determine what to do with my son. I am so pleased and I now have a direction"

"I am very satisfied and think the service is absolutely wonderful. I was connected with a therapist who was very qualified for all the issues"

"I need legal, financial and child care resources. So I had three different calls. I was very happy with all three that I received"

 

For information on how to contact Bobcat Balance, visit the work life website at www.worklife.txstate.edu .


Compliance-Transparency in Government

The University's Compliance Program reflects the University¹s shared values and focuses on doing the right thing and
promoting a culture of ethics.

A Message from the Compliance Manager

“sunlight is said to be the best of disinfectants”

U.S. Supreme Court Justice Louis Brandeis

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Support Staff Resources@TxState Website

Staff

Resources@TXSTATE website to assist employees via links to quickly locate information on business processes, services, forms, and training opportunities!

The site has the ability to list topics two ways: Alphabetical (A-Z) or by Division. The A-Z listing provides an alphabetized series of links on a variety of topics. The divisional listing provides links associated with departments, sections, and functions within each division.

The website can be found by (1) clicking on the Faculty & Staff button on the main Texas State home page and then clicking on Support Staff Resources, or (2) going directly to the website by clicking on www.ssr.hr.txstate.edu/ .

As you use the site, your comments are encouraged and greatly appreciated. You can provide your feedback to us by clicking on the “ Feedback ” tab at the top of the page.

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New Faculty Orientation Set for August

Texas State is getting ready to once again welcome a new group of faculty members to campus this fall. At orientation, new faculty members will receive important information from the Provost, required EEO training, benefits enrollment information, temporary parking permits, ID cards and resources available from Student Affairs, Technology Resources and the Library.


New Faculty Orientation has been scheduled for:
Monday, August 20, 2012
8:45 a.m. – 1:45 p.m.
JCK 11 th floor

A website has been created to help your new faculty at http://www.ada.txstate.edu/newfaculty .

All new faculty members must attend New Faculty Orientation. Department administrative assistants should register new faculty members by completing the New Faculty Log and submitting it to Heather Steed ( hh19@txstate.edu ) in Human Resources.

 

Training Classes Offered by the HR
Master Data Center

Did you know that the HR MDC offers monthly training classes to assist our campus users in understanding SAP Organizational Management and Staff and Student PCR creation?

Through our website at

http://www.hr.txstate.edu/hrmasterdatacenter.html ,

you can register for training classes and review and print all training presentations. These classes are open to SAP users who have the security role of DEPARTMENT HEAD, allowing access to their department's organizational structure and the Electronic PCR tab in the SAP Portal for E-PCR creation.

The HR Master Data Center offers the following classes:

  • Introduction to Understanding Organizational Management and PCR Processing in SAP
  • Understanding Organization Management in SAP- Managing Positions
  • Understanding Staff PCR Appointments in SAP
  • Understanding Student PCR Appointments in SAP
  • Understanding the Electronic PCR Process

Academic Courses Fee Payment Policy Changed

Update 7/2/12:  President’s Cabinet has decided not to implement this change.  There is no waiting period for the fee payment program.

Texas State provides assistance to full-time faculty and staff to encourage professional development and pursuit of an academic degree. This policy has been in existence for many years and benefitted hundreds of employees.

In 2007, the policy was changed to remove the waiting periods for payment of fees and to be eligible for paid class release time. In order to preserve the integrity of the program, President’s Cabinet has reinstated the three year waiting period for payment of fees. There is still no waiting period for class release time.

This change is effective for the fall 2012 semester. All faculty and staff must have been employed at least three years in a full time status at the beginning of the semester in order to qualify. Employees with less than three years of service and already enrolled in the program in the spring have been grandfathered.

This policy change will be published in UPPS 04.04.01 Miscellaneous Human Resources Policies and Procedures (Section 2.01) in the coming weeks. Questions may be directed to the Benefits Section in Human Resources at 245-2557 or hr@txstate.edu.

 

Welcome New Employees

Allen, Matthew John
Custodian
Custodial Operations

Brown, Erin Leigh
Administrative Assistant II
Registrar

Bungart, Cindy Rachele
Accountant I
Accounting Office

Cantu, Donaciano Oscar
Senior Lab Services Tech
Chemistry and Biochemistry

Carranco de Teuttli, Ana L.
Buyer III
Purchasing

Cortez, Monique
Physician
Student Health Center

Davidson, Karen Louise
Coordinator, Resource Development
VP for University Advancement

Davis, Jason Daniel
Systems Programmer II (SPS)
Core Systems

Degollado, Albert
Graphic Artist I
Office of University Marketing

Dorsey, Denise Jane
Administrative Assistant II
Health Prof Academic Advising Center

Guel, Autumn B
Student Development Specialist I

RRHEC

Kepner, Raechel L
Coordinator, Housing & Residential Life
Dept of Housing and Residential Life

Martinez, Jesus
Financial Aid and Scholarships Asst
Office of Financial Aid and Scholarships

Pattullo, Heather Ann
Custodian

Custodial Operations

Scheffler, Ryan M
Academic Advisor I
PACE Advising Center

Scheid, Cynthia Marie
Assistant Director, Accounting
Accounting Office

Thompson, Annette G
Accounting Clerk II
Bookstore

Torres, Jesus
Major Gift Officer
Office of the VP for University Advancement

Vega, Bobby
Custodian
Custodial Operations
Villalpando, Javier
Custodian
Custodial Operations
Washington, Latasha Christine
Cashier
Student Business Services & Bursars

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Focus on Employees

We would like to recognize the following employees who were either promoted or reclassified between May 21, 2012 and June 18, 2012 .

  • Leslie Yvonne Allen, promoted to Administrative Assistant III from Administrative Assistant II, Office of Financial Aid and Scholarships
     
  • Brandi Michelle Beck, promoted to Administrative Assistant III from Administrative Assistant II, Department of Management
     
  • Dean C Brennan, promoted to Supv, Educational Technology from Digital Video Specialist, Educational Technology Center
     
  • Maricela Cruz, promoted to Administrative Assistant II from Cashier, Student Business Services & Bursars
     
  • Mariel Gomez, promoted to Sales Assistant II from Inventory Control Clerk I, Bookstore
     
  • LaShonda Eunice Gurley, promoted to Student Development Specialist from Academic Advisor I, PACE Advising Center
     
  • Timothy Allen Harding, promoted to Facilities Maintenance Worker II from Facilities Maintenance Worker I,

Department of Housing and Residential Life 
 

  • Kelsey N Solis, promoted to NCAA Athletics Compliance from Financial Aid & Scholarships Compliance Administrator, Athletics
     
  • Melissa A Bentley, reclassified to Graduate Admissions Coordinator from Administrative Assistant II, The Graduate College
     
  • Patricia J Ferrer, reclassified to Graduate Admissions Coordinator from Administrative Assistant II, The Graduate College
     
  • Sonya Krystal Garza, reclassified to Systems Support Specialist I from Administrative Assistant II, The Graduate College
     
  • Erin C Magee, reclassified to Graduate Admissions Coordinator from Administrative Assistant II, The Graduate College
     
  • Jennifer L Mendez, reclassified to Administrative Assistant III from Administrative Assistant II, International Office
     
  • Melanie M Mooney, reclassified to Senior Graduate Admissions Coordinator from Admin Assistant II, The Graduate College
     

Employee of the Month - Donya Villarreal

Picture of Donya Villarreal Employee of the Month

Donya Villarreal, Administrative Assistant III, was selected as the Texas State Employee of the Month for June 2012.

Donya, aka Speedy Gonzalez, came to Curriculum and Instruction in November 2010 ready to work. In the midst of transitioning from one administrative assistant to another, there was much to be done. Donya's first words were, “OK, what needs to be done first?” She is self-motivated and a team player with a professionalism, dedication, a tremendous work ethic, and perhaps one of the greatest attitudes ever. She is detail oriented, organized, and watching her lead her staff is fascinating. She is able to cultivate camaraderie while keeping others on task.

Since Donya has begun, the office has such a great atmosphere. She has been able to streamline business processes which promote accuracy, effectiveness, and efficiency. You combine these qualities with her positivity and helpful attitude, which have increased the level of customer satisfaction within the department. Her eagerness to step in to help get the job done and her ability to remain calm under pressure is done with such grace and poise. Donya is truly an asset to not only the department, but to the university.

Congratulations, Donya, on being recognized as the June 2012 Employee of the Month!

  


Ask the Director-Benefits

Question

My statement from ERS says I need to make my annual enrollment changes between July 16 – July 27.  I'm going to be out of town during that period, so what do I do?

Answer

ERS has requested that we use our assigned period for better customer service and system performance.  Remember that you can log in from anywhere to make your online changes.  If that is not an option for you, ERS Online will still be available for you to make your changes anytime between July 2 and August 10 (until 7:00 pm).  The Texas State Benefits staff is also here to help you during the entire period.

Question

Does the tobacco user family member question apply both to medical and dental insurance or just to medical?

Answer

Just to medical.  If you or a family member covered on our medical plan uses tobacco, there is a surcharge added to your monthly medical insurance premium.  This applies to both active employees and retirees .

Question

I have several questions regarding the University's policies regarding vacation accrual, funeral leave, service awards, etc.  Is there one location where I can find information without having to navigate through all the University Policies and Procedures?

Answer

An organization as large as Texas State requires many personnel policies that affect you and your work life. The Staff Handbook was written for regular staff members and is designed to give you a basic overview of Texas State policies, procedures, and benefits. The handbook is located at
http://www.hr.txstate.edu/about/staffhandbook.html .

Question

We posted a salaried staff position and received approval to hire a current salaried employee at Texas State.  The selected individual will be transferring with the same job title but a different rate of pay.  What type of PCR do I do?

Answer

This would be a lateral transfer for the employee; therefore, the type of PCR should be Change in Position with reason Lateral Move .

Question

I completed the Electronic PCR training previously but now that it's time to create a PCR, I cannot
remember what to do.  Are there additional training classes available?

Answer

Yes. The HR Master Data Center offers an Understanding Electronic PCR training class once a month.  For the calendar of available classes and registration form, visit the HR MDC website at
http://www.hr.txstate.edu/hrmasterdatacenter.html .

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Ask the Director-Compensation

Question

Can I change my EEO category?

Answer

EEO categories are established based on our job analysis and the descriptions provided to us by the federal government (EEOC). After reviewing the job duties and responsibilities, Human Resources determines which EEO category is the best fit. Changing the category for one position would also impact the other employees who hold the same title.

Question

Can an employee change their work schedule?

Answer

While employees may work an alternative work schedule other than 8a-5p M-F, all alternative schedules must be approved by your supervisor. Some employees, due to the nature of the work performed at the university, work schedules other than 8a-5p, M-F. But changing a work schedule to a “flex time” arrangement of 9-6, or 7:30-4:30 or other similar arrangements must be approved in advance by the supervisor. Full-time employees who work a “flex time” schedule must still work 40 hours each week.  

Question

Can an employee work on weekends to make up time due to sick leave or vacation?

Answer

Employees can request approval to work on weekends and after hours to make up work missed during the regular work week. In some instances this may become a necessity as determined by the work load and the supervisor. In all instances though, the supervisor must approve working on the weekends to make up missed hours during the week. Typically this will result in the accumulation of state compensatory time and may even result in the accumulation of FLSA overtime. For these reasons employees must gain the prior approval of their supervisor before working on weekends to make up for used sick or vacation time.

Question

As a supervisor, what should I do if I  add some significant new duties to an employee during the year?

Answer

You should update the GOJA and the performance plan accordingly and immediately.  Don't forget that both you and the employee need to initial and date the updated plan.  Give the employee a copy of both documents. If you believe the changes will impact the employee's classification, or if you have any questions, contact HR.

Question

I am an Administrative Assistant II. My supervisor wishes to give me a pay increase but does not know whether there is a ceiling on the amount I can earn per month. Where can we find the pay range for my position? 

Answer

Simply access the site at http://www.hr.txstate.edu/univpayplan.html . Your job title of Administrative Assistant II is a classified/non-exempt title; therefore click on the STAFF- Classified/Non-Exempt Titles option. At that point, scroll down to the listing for Administrative Assistant II. The base monthly salary and the maximum monthly salary will be displayed. The maximum is the ceiling for your position.

 

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