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HR Bulletin

 


The Support Staff Resources Website: Information at Your Fingertips!

The Administrative Support Services Committee (ASSC) and Human Resources (HR) have created a Support Staff Resources@TXSTATE website to assist employees via links to quickly locate information on business processes, services, forms and training opportunities. The website can be found by (1) clicking on the Expand Navigation 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 http://ssr.hr.txstate.edu/.

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

This website has become a primary tool for those who provide administrative support services to the campus. It is a “living” site in that it is continuously improved, expanded, and updated. To steer this development, employees are strongly encouraged to submit their observations and recommendations to the ASSC.
 

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Daylight Saving Time Change

Daylight Saving Time change will be March 10, 2013. Please remember to move your clocks forward by one hour at 2:00 a.m. 
 

Pic of clock

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March Timekeeping 

 

For timekeeping purposes, the month of March ends March 30 and should include the following weeks ending:

 

March 2
March 9
March 16
March 23
March 30

 

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

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Spring Break Timekeeping Reminders

Texas State will observe Spring Break March 11 - 15, 2013. President Trauth and the Board of Regents have approved these dates as energy conservation days.

Essential Offices Open with Skeleton Crew

Most university offices will be closed during Spring Break; however, those offices designated by divisional vice presidents as essential will remain open with limited staffing. A list of these offices may be found on the Human Resources website at:

http://www.hr.txstate.edu/Holiday-Schedule.html


Regular staff required to work during energy conservation days will work their planned working schedule. No charge will be made against their accrued compensatory time or vacation leave.

Reminder: Part-Time Regular Classified Employees (Non-exempt)

Benefits-eligible part-time employees may need to enter leave without pay into SAP for Spring Break. State law does not permit part-time non-exempt (classified) employees to earn state comp time except for paid hours exceeding 40 in one week. The following options are available for part-time employees who do not have a comp time balance to cover the Spring Break period:

• The employee may be assigned to work during the Spring Break period.
• The time may be covered by accrued vacation or leave without pay (LWOP).
• The employee may work additional hours (with supervisor approval) prior to Spring Break then be on leave without pay the week of Spring Break.

If the employee does not work or use vacation, an absence type of 1060 LWOP (Unpaid Absence) must be entered and approved in SAP. This will automatically reduce the employee’s paycheck.

Non-Student Non-Regular Staff (Hourly Temps)

University policy does not allow non-regular employees to earn or accrue comp time. They are paid for all hours as they are worked. Supervisors may allow non-regular employees to work extra hours to recover any pay lost during energy conservation days, but are not required to do so.

If you have any questions, please direct them to the Benefits Section in Human Resources at 5-2557 or e-mail hr@txstate.edu.
 

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New Employee Orientation II Breakfast

All new staff employees hired during the past month are reminded that the second part of New Employee Orientation will occur on Friday, March 8, 2013. This mandatory session will be held in JCK 460 from 8:15 am to 12:00 noon. Employees are asked to arrive by 8:00 am in order to have continental breakfast before the session begins.  Any new faculty members are also invited to attend.  This monthly session (held on the second Friday of each month) is the second part of an orientation program for all new Texas State employees. Employees receive information to enhance their basic understanding of Texas State and the benefits and opportunities associated with employment. For more information, contact the Office of Professional Development at extension 5‐7899.
 

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2012 Volunteer Income Tax Assistance (VITA) Clinic

VITA is a program that provides free tax preparation services to the Texas State University community and San Marcos residents.  VITA is sponsored by the McCoy College of Business and coordinated through the Department of Accounting in cooperation with the Internal Revenue Service.

Hours of Operation and Clinic Location

February 5 through March 28
Tuesday: 4:00 - 8:00 p.m.
Thursday: 6:30 - 8:00
McCoy Hall, room 125

The clinic will be closed during Spring Break, March 10-17

Services are available to individuals who earned less than $50,270 in 2012.  Some other restrictions may apply.

All taxpayers should bring:

• Proof of identity (photo ID)
• Social security cards for all and any dependents
• All forms to include W-2, 1098, 1099
• Information and documentation of all other income and for all deductions and credits
• Copy of 2011 return, if filed; and
• Bank account information for direct deposit of refund (voided check)

  For married taxpayers filing jointly, both spouses should be present

Clinic coordinators are Dr. Linda Campbell (linda.campbell@txstate.edu) and Dr. John Gamino (jg74@txstate.edu

 

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  2013 Financial Planning & Retirement Fair
 
Thursday, March 28, 2013
9:00 am – 3:00 pm
LBJ Student Center, 3rd Floor
 
Make plans to join us at the Financial Planning & Retirement Fair. Presentations will be made by Social Security, ERS, and TRS to help you gain a better understanding of these benefits important to your financial future.
 
Representatives from Texas State approved 403(b) vendors as well as the TexaSaver 457 plan will also be on hand with information concerning voluntary retirement savings plans offered to our staff and faculty.

Attendance at the Financial Planning & Retirement Fair is considered work time. Look for registration information coming soon from Professional Development!

Financial Planning Fair pic

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HealthSelect Online Services

Tips to Keep You on Track

A HealthSelect Online Personal Account lets you:

• print a temporary ID card;
• change your network primary care physician (PCP);
• update coordination of benefits information, which is required once every 12 months to confirm if you have primary medical coverage with another insurance carrier; and
• view referrals to specialists (including referral expiration dates) submitted by your PCP. Your PCP must use the online referral process for the referral to show in your personal account. Your personal account will not show any referrals submitted by paper or transferred from the prior carrier (Blue Cross and Blue Shield).
 

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ERS Audits Insurance Changes Made Mid-Year

Employees are allowed to make a change to insurance benefits during the plan year if they experience a qualifying life event (QLE). These changes must be made within 30 days of the QLE. These changes can be made through the Human Resources benefits office or by going online to the ERS website. ERS randomly audits these insurance changes throughout the plan year. If you are audited, you will receive a letter from ERS requesting documentation pertaining to your QLE.

If ERS does not receive the requested documentation by their stated deadline, ERS will presume that the member and the member’s dependents have not been, and are not currently eligible to retain the coverage change they elected, and any such coverage will be canceled. In addition, ERS may take additional actions as authorized by applicable rules and statutes.

If you have questions about an insurance change, please contact the Human Resources benefits staff at 5-2557 or ERS customer service at 512-867-7711 to determine if you are eligible to make a change to your benefits.
 

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How to Name Your Primary Dentist on the Humana HMO Dental Plan

If you have never named a dentist before:

The quickest way to designate your dentist is to call Humana directly at 877-377-0987 and the change is effective that day. Humana faxes the request to the dentist, and you will not need your ID card to access services at the office. However, if the dentist you chose is listed as a “roster dentist”, then the effective date will be the 1st of the following month (must be reported by 21st of each month).

If you need to change your dentist:

You can either call Humana or submit the form (link below) to Human Resources. For the change to be effective the 1st of the next month, you need to make the change by the 21st. Any change after the 21st of the month won’t be effective until the 1st of the month after next. For example, if you make a change on 2/19/13, your change is effective 3/1/13; if you make a change 2/24/13, your change is effective 4/1/13.

Dentist Selection Form:

 http://apps.humana.com/marketing/documents.asp?file=1384487.

HMO Dentist Provider List:

http://pfp.humana.com/Pfp/PfpMain.aspx?cust=1046&pfpkey=442&provType=6

 

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What is the Human Resources Master Data Center?

The Human Resources Master Data Center (MDC) is:

• A centralized service center responsible for processing staff and student employee appointments, managing the University’s organizational structure, and improving communication with the campus on SAP HR system operational requirements.
• Located in JCK, Suite 314
• Web page located at:  http://www.hr.txstate.edu/hrmasterdatacenter.html
• Staffed by the following employees: 

Rosie Olivo, Human Resources Analyst - responsible for SAP organizational management for staff,  hourly student workers and non-academic department graduate students and for processing non-student non-regular (NSNR) hourly staff appointments.  

Lisa Gonzalez, Human Resources Analyst - responsible for processing hourly student worker appointments.

Roxie Weaver, Manager, HR MDC - manages the MDC and responsible for processing salaried staff employees and non-academic department graduate student appointments.

• Provides assistance on any type of PCR or organizational management issue.
• Conducts training classes to assist the SAP campus users concerning organizational management, electronic PCR creation, research and understanding of SAP, and other training opportunities as needed.
• Provides assistance with understanding University Longevity Pay awards, time entry payroll deadlines, university policies and how they impact your appointment.
• Answers your questions regarding your appointment information.
 

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Mother-Friendly Worksite Program Update

Mother Friendly Pic

The university is pleased to announce the addition of a dedicated room for nursing mothers as part of the Mother-Friendly Worksite Program.

The new room is located in Commons Hall - Room 215 and is now available for use. For details on how to access the room and a list of other available rooms and resources, go to www.worklife.txstate.edu/mfw.html.

Texas State University has been designated as a Mother-Friendly Worksite by the Texas Department of State Health Services by providing resources for nursing mothers upon return to work. Questions may be directed to Rose Trevino in Human Resources at 5-2557 or rt24@txstate.edu.
 

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Staff Background Checks

Human Resources conducts staff background checks for all new staff employees, NSNR temporary workers, and some student workers.  HR also conducts background checks for current staff employees with pending personnel change requests including promotions, transfers, and reclassifications.

HR completes background checks for new staff employees through an outside vendor on their hosted website solution.  The vendor background screening includes county, state, and federal criminal records for criminal felonies and misdemeanors and a national criminal database search.  The vendor also validates social security numbers through the Social Security Administration database to identify any irregularities that may exist in association with the social security number. 

Staff background checks may take up to 5-7 days and in some instances up to 30 days.  Some staff background checks take longer for the vendor to complete due to the unavailability of electronic records.    
If you have any further questions, please contact LynnAnn Brewer at 5-2557.  The Staff Background Check UPPS link is:

 http://www.txstate.edu/effective/upps/upps-04-04-17.html

 

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Professional Development Plan

Human Resources has received several questions concerning the professional development plan which is attached to the performance plan/appraisal document.

The professional development plan is an optional form for supervisors to use in planning out their employees’ professional development for the coming year. It would be used in the planning stages of the performance appraisal process, so we would not anticipate receiving it with the performance appraisal. Our performance appraisal/plan form is used twice during the year; initially as a planning document at the beginning of the year, and then later as an appraisal document. The professional development plan would be used during the planning phase.

The “development needs” section would identify the areas where an employee would benefit from training, the “action plan” would indicate the planned training/seminar, “involvement of others” might indicate the training presenter or others in the training process,”target dates” and “status” allow the manager to track when the training will occur and when it was completed. The sections on the bottom can indicate when any planning took place during the year between the manager and employee. And then there is a general comments section.

Questions concerning the use of the professional development plan can be forwarded to the Human Resources Compensation Section at 5-2557.

  

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Conflicts of Interest-Relevance of Relationships and Compliance

Relationships typically are thought of in reference to friendships or the connections of people in groups. Ultimately, relationships always involve people, a situation, and an agreement of some form regarding that relationship. Compliance is the last thing most people would consider when thinking about relationships.

Relevant means there is a significant and demonstrable bearing or social significance of the matter at hand, so you might wonder what the relevance of relationships are to compliance. The most typical relevant relationship in compliance is the situation known as conflict of interest.

A conflict of interest is a clash that most often occurs between requirements and interests. Various types of conflicts of interest can occur because of the nature of relationships versus rules of organizations or federal and state laws. People can easily become biased (have an unfair preference) because of small things like friendship, food, or flattery, or they may be influenced to make a decision because of the potential to gain power, prestige, or money. Conflicts can occur when an individual makes or influences a decision and does so for some personal gain that may be unfair, unethical, or even illegal.

Transparency (being completely open and frank) becomes important when dealing with both actual and potentially perceived conflicts of interest. Perception happens when an individual observes something (behavior or activity) and comes to a conclusion. Perceiving a conflict of interest does not make it a conflict of interest. The true test of verifying whether a matter is just a potentially perceived conflict of interest, or an actual conflict of interest, is disclosure.

Disclosure is typically a more formal and documented process that most organizations have adopted in policy to address conflicts of interest. The disclosure process is intended to help the work force be transparent and accountable for (explain or justify) their actions and decisions. Disclosure of a potential conflict of interest does not make it an actual conflict, but may help eliminate the perception. On the other hand, disclosure of an actual conflict of interest does not remove the conflict, but helps get it in the open to be properly addressed. It’s important to disclose both potentially perceived and actual conflicts of interest to allow others to evaluate the matter and make the decision, rather than keep it to oneself and then create an ethical or legal situation. The individual cannot make the determination as to whether it is a conflict or not, because he/she does not have an independent or objective point of view.

“When in doubt, ask” is an old saying that makes a great deal of sense when working through conflicts of interest. There is no harm in asking, but there could be a great deal of harm to an individual, the organization, or both, by not asking. It is always best to be transparent and accountable to ensure we eliminate either the perceived or actual conflict of interest.
 

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Employee of the Month

 

Employee of the Month Pic 

 

Michele Miller, Publications Coordinator, in University Alkek Library, was selected as the Texas State Employee of the Month for February 2013.

Michele has been the Media Relations and Publications Coordinator for the Wittliff Collections at the Alkek Library since 2002.  During her tenure at Texas State, she has been instrumental in creating every aspect of the distinctive “look and feel” of the Wittliff Collections through the award-winning newsletter.   Michele’s work not only instills a sense of high quality in the public’s mind in regard to the Wittliff Collections, it also positively influences the discerning writers and photographers who choose to place their materials at Texas State.  Michele is a recognized leader in graphic design in the State of Texas and has won numerous state and national awards. 

Michele’s impact on visitors to the Collection extends far beyond the invitations, posters, and newsletters that she designs.  As Media Relations Coordinator, she has a hand in every press release that is sent out.  She maintains an exhaustive list of media contacts and she is tireless in her efforts to spread the word about what is happening. Michele works long hours before, during and after events to make sure that every visitor’s experience lives up to the promise.  She joins the staff in greeting attendees, handing out name tags and thanking them for attending afterwards.

Congratulations, Michele, on being recognized as the February 2013 Employee of the Month!

 

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Welcome New Employees
We would like to welcome the following employees hired between January 28, 2013 and
February 18, 2013 

 

Liesbeth E. I. Demaer
Grant Secretary
Institute of Criminal Justice Studies
Megan J North
Librarian
University Library
Sithilert J Sivilay
User Services Consultant II
Client Services
Christopher L Salazar
Media Specialist
Student Publications
Michael G Breck
Grant Specialist
Small Business Development Center
Surnetra M Earnest
Undergraduate Admissions Counselor
Office of Undergraduate Admissions
Marla K Burum
Administrative Assistant III
Associate Provost, Academic Affairs
Lisha A Garcia
Grant Specialist
Small Business Development Center
Joshua C Flanagan
Graphic Artist I
Sports Information
Amanda P Garza
Graduate Admissions Specialist
The Graduate College
Anna W Strong
Grant Specialist
Biology
Laurie J Westfall
Case Manager
Counseling Center
Kobi L Sloane
Academic Advisor I
Fine Arts & Communication Academic Advising Center
Brittany N Baker
Procurement Analyst
Procurement and Strategic Sourcing
John Palmer
Coordinator, Emergency Management
University Police
Anthony Irwin
Grant Specialist
Edwards Aquifer Research
Joslyn S Johnson
Student Development Specialist II
LBJ Student Center
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Focus on Employees
 We would like to recognize the following employees who were either promoted or reclassified between January 28, 2013 and February 18, 2013.

Carolyn S Holesovsky, promoted to Senior Administrative Assistant from Administrative Assistant III, FSS Planning

Barbara Vansant, promoted to Academic Budget Specialist from Administrative Assistant III, College of Science and Engineering

Jessica A Schneider, promoted to Academic Budget Specialist from Budget Assistant, McCoy College of Business

Eric P Amidon, promoted to Assistant Director, Undergraduate Admissions from Academic Advisor I, Office of Undergraduate Admissions

Julie L Haupt, promoted to Accounting Clerk II from Warehouse Worker, Bookstore

Rodolfo A Zelaya, promoted to Supervisor, Plant Operations from Power Plant Operator, Utility Operations

Paul E De La Rosa, reclassified to Network Administrator from Senior User Services Consultant, Network Operations

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Ask the Director 

Benefits:

Question: One of the supervisors in my department has changed duties, and now I need to change the supervisory reporting line for one of my employees. How do I do this?

Answer: To correct the supervisor reporting relationship between an employee and their designated supervisor, the Supervisor Change Request Form must be completed and routed to the HR Master Data Center for approval and processing. The form is under the Organizational Management section on the HR Master Data Center web site at http://www.hr.txstate.edu/hrmasterdatacenter.html. Upon completion, route the form to Rosie Olivo at ro03@txstate.edu.

Question: When will I receive my next University Longevity Pay (ULP) increase? How many times will I receive a ULP?

Answer: Per UPPS 04.04.11, 04.02 - Each regular staff employee is entitled to receive a 1.5% increase every 2 years up to a maximum of 4 such increases from each appropriate eligibility date.

1)   Eligibility Date – For a new hire, a rehire, or an employee changing from a non-ULP-eligible position to a ULP-eligible position, the employee's first ULP increase will be effective 24 months after appointment, if appointed on the first day of a month; otherwise the increase will be effective on the first day of the month following completion of 24 months of service. Subsequent ULP increases will be effective accordingly at either the first of the month after 24 months or the first of the month following completion of the 24-month period as appropriate. 
2)   Should any of the following actions occur the employee assumes a new eligibility date as of the date of the action and restarts the ULP program. The employee’s first ULP increase will be effective 24 months after the action, if the action is effective on the first day of a month; otherwise the increase will be effective on the first day of the month following completion of 24 months after the action. Subsequent ULP increases will be effective 24 months after receiving the last increase.

• Promotion
• Reclassification to a title with a higher pay grade
• Re-hire of an employee who had previously received ULP increases
• Assignment of the employee’s position to a higher pay grade due to a market increase.

Question: I have not received my W-2 for 2012; who can I contact to receive a copy?

Answer: The Office of Payroll and Tax Compliance processes the W-2’s.You will need to contact them directly with your questions at 5-2543.

Question: I do not have enough comp time to take the week of Spring Break off. My department is not an essential office so we are not scheduled to work that week. What can I do to avoid being on leave without pay?

Answer: In a directive from Bill Nance, Vice President for Finance and Support Services, the Holiday Schedule 2013 memo states “Supervisors must provide ample opportunity for those employees observing energy conservation days to earn the comp time in advance. If comp time is not available, an employee must use available vacation or take leave without pay”.  Ask your supervisor if you can work additional hours to accrue comp time for Spring Break. If your supervisor does not approve your request then you must use your vacation time or take leave without pay for that week.  Specific rules for energy conservation days are outlined in UPPS 04.04.16 Overtime and Compensatory Time, Section 5.03.

Question: I am on the Humana DHMO dental plan.  How can I change my dentist?

Answer: You can contact Humana at 877-377-0987. If your request is before the 21st of the month, your change will be effective by the 1st of the next month. If it is after the 21st of the month, it will not be effective until the 1st of the month after next. For example, if you make a change on 2/19/13, your change is effective 3/1/13. If you make a change 2/24/13, your change is effective 4/1/13. The quickest way is to call Humana directly, but you may also complete a form in Human Resources to designate your dentist.
 

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 Ask the Director

Compensation:

Question:  Do I need to use the new performance appraisal form and the professional development form?

Answer:    No. We will accept earlier versions of the performance appraisal form as long as the information on the form conforms to policy. The professional development form is optional.

Question:  When are the performance appraisals due?

Answer:    They are due to the VP by April 1 and HR by April 15.

Question:  What do I do if an employee scores below a 300 on their appraisal?

Answer:    Put them on a Performance Improvement Plan. Make sure HR reviews a copy of the plan before presenting it to the employee. Performance Improvement Plans are usually made for 90 calendar days.

Question:  What is Veterans’ Preference in Employment?

Answer:  The university provides employment preferences to veterans who self identify and can provide documentable honorable discharge form DD 214 from any U.S. military branch.  A veteran may request employment preference by completing the request form.  HR verifies the completed request form and DD 214.  The hiring manager may see the veteran applicants’ status in the applicant list.  HR encourages hiring managers to use the resource O*NET OnLine to better understand and assess a veteran’s education, skills and experience.  If you have more questions about employment preferences for veterans, please contact LynnAnn Brewer, Employment Manager in the HR Office at 5-2557 or by email at lb64@txstate.edu

Question:  What does KSA mean?

Answer:  KSA is an abbreviation for knowledge, skills and abilities.  This abbreviation is commonly used in the requisition, recruitment, selection, and hiring process.  KSA is a statement explaining competencies for specific job qualifications.  Knowledge is an organized body of information obtained through education or previous experiences, e.g., Biology, Accounting, etc.  Skills refers to a manual, verbal, or mental trait that is directly observable, quantifiable, and measureable, e.g., typing.  Abilities are the aptitude to perform an observable activity which results in a product or consequence, e.g., ability to communicate orally. 

A hiring manager may not infer a candidate’s specific abilities and accomplishments from an application, cover letter, or resume.  HR encourages employment applicants to write KSA statements in the application, cover letter, and resumes that give specific accomplishments and abilities tailored to the job qualifications.   
 

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