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  • In order for your staff or student employee to be paid on the next available payroll date, the PCR and support documents must be received in the Human Resources Master Data Center by the published payroll deadline. Below is the link to payroll deadline schedule:

  • 1. Prior to offering an opportunity for additional compensation to an existing employee, the department should refer to UPPS 04.04.12. - Compensation in Excess of Base Annual

    2. Contact Human Resources for guidance

    3. Be aware of the restrictions and method of correct compensation in accordance with the Fair Labor Standards Act (FLSA), state law, and university policy.

    If wishing to compensate a current exempt employee who is also performing exempt level job duties in a situation outside their normal position, additional compensation is paid by a lump sum Stipend payment.

    The department must complete a Special Payment PCR, indicating in the comments section the date, time worked and an explanation of the duties performed. If the employee performed the additional duties during their normal day, the time away should be covered by use of vacation or state compensatory time to avoid dual compensation for the same period of time.  Please keep in mind that Human Resources will be review the job duties and compare them to the GOJA or job description for the employee’s current position. We have returned PCRs in instances where the department has attempted to pay an employee additional compensation for work that is already a part of their regular job. In these instances the stipend PCR may be rejected.

    If wishing to compensate a current non-exempt employee for additional job duties performed outside of their normal position, compensation must be paid by use of the Event Work Hours option in time entry.  Consistent with federal law and university policy, a non-exempt employee cannot receive a lump sum stipend payment. Any hours worked on the additional assignment must be recorded on a paper timesheet, certified by the employee’s signature as being true and accurate, and approved by the supervisor who is responsible for funding the additional employment.  The paper timesheet is then sent to the time administrator for the employee’s main appointment for completion of the designated time and dates. Upon selection of the Event Work Hours option (code 0130), the time administrator will have the ability to enter the cost center/internal order and fund of the correct funding source.   Dates and hours must accurately reflect the actual number of hours worked and the department is to never falsify the time entry to reach a pre-determined amount.  Doing so may be a violation of state law and university policy.  Payment is determined by paying time and one-half x the employee’s hourly rate (based on their current annual salary)

    Compensation for additional work performed cannot exceed more than 25% of the staff employee’s base annual salary each fiscal year.

    Managers must contact HR prior to any offer of additional employment or compensation.

Organizational Changes

  • Students and temporary employees must compete for any posted vacancy. They will need to follow standard application procedures and apply for the position once it has been opened for recruitment via the PeopleAdmin employment system.

  • A terminating PCR from the employee’s department is needed if the employee is leaving Texas State. If the employee is simply changing positions and/or changing departments within the university, the “receiving” department will complete the PCR.  

    Once notified of an absolute termination date, the account manager needs to prepare the PCR form to remove the person from payroll and prepare a Position Requisition via the PeopleAdmin employment system in order to post the vacancy. 

    Once the hiring manager completes the necessary information on the requisition it is routed through administrative channels for signature.  The requisition is then routed to Human Resources for posting for recruitment.  A Human Resources representative will notify the hiring manager when they are in receipt of the requisition and at that point monthly salary, the posting period, any questions/revisions regarding the job posting will be determined. The hiring manager will also need to develop the minimum qualifications, KSAs, the hiring matrix, and any supplemental questions to be asked via the PeopleAdmin system.

    The supplemental questions must be open ended and applicants cannot be excluded from consideration for failure to answer the supplemental questions. The supplemental questions must link back to the knowledge, skills and abilities in the GOJA for the posted position.

Veteran's Preference (Hiring Managers)

  • Eligible applicants who meet the minimum qualifications for a position will be shown preference in multiple aspects of the hiring process, including interviews and employment decisions.

    An individual who qualifies for a veteran's employment preference is entitled to a preference in employment over other applicants for the same position who DO NOT have a greater qualification.

    Veteran's preference means if two applicants are finalists for a position, and equal in all respects, the veteran would be offered the job.

    However, the Veteran’s Preference statute does not guarantee the veteran a job

    Positions at the University are filled with the best qualified candidate as determined by the hiring manager.

    • Interviews
      • If the total number of applicants interviewed for a position is 6 or fewer, then at least 1 of those applicants must be a qualified individual eligible for veteran’s preference
      • If the total number of applicants interviewed for a position is more than 6, then at least 20% of the total number of those applicants must be qualified individuals eligible for veteran’s preference
    • Employment Decisions
      • If two applicants are finalists for a position, and both are equally qualified for the position in every way except that one is eligible for veteran’s preference and the other is not, then the applicant eligible for veteran’s preference will be selected for hire
  • When the applicant submits their application and claims veterans' preference they are asked to attach their DD214.

    Human Resources audits these forms so that the hiring manager only needs to look at the veteran's employment preference column of the applicant’s tab of the job posting.

    • A veteran, including a veteran with a disability

    • A veteran's surviving spouse who has not remarried

    • An orphan of a veteran if the veteran was killed while on active duty

  • If the total number of individuals interviewed for the position is six or fewer, the state agency is required to interview at least one individual qualified for veteran's employment preference.

    If the total number of individuals interviewed for the position is more than six, the state agency is required to interview at least 20% of total applicants that qualify for veteran's employment preference. (i.e. if you are interviewing 10 applicants at least 2 applicants are required to have veteran's preference)

    * If the applicant pool does not have any applicants who self-identify as eligible for Veteran’s Preference, this interview requirement does not apply.

    # of individuals Selected for Interview Minimum # of individuals to interview with Veteran's Preference (required)*
    1-6 1
    7+ 20%
  • No. If the minimum requirement is not met in the time that the job is posted you are not required to extend the job posting.