ADMINISTRATORS GROUP MINUTES March 6, 2014 Meeting

Transcription

1 ADMINISTRATORS GROUP MINUTES March 6, 2014 Meeting NEXT MEETING: Please Note!! The next Administrators Group meeting is scheduled for Wednesday, April 2, 2014 in the Student Union Building, Matador Room. The agenda will be sent at a later date. JODIE BILLINGSLEY HUMAN RESOURCES I-9 Training The next I-9 training will be held on Wednesday, March 12, 2014 from 8:30 am to 10:00 am in Doak Conference Center, Training Room 153. Space is still available. If you have questions about the training, call either Jill Calcote or Lacey Ellis. Spring Break Holiday University offices will be closed this year to observe a Spring Break holiday on Friday, March 21, Administrators Group Survey Last month Human Resources sent out a survey to the Administrators Group distribution list. The replies were anonymous and we had 130 respondents. Thank you for taking the time to respond. 64% of those who responded felt the meetings were either effective or very effective. 75% said the meeting content was either applicable or very applicable to their job. A few of the most popular requests: There were quite a few requests for online or web-based meetings. Human Resources would love to be able to do that for you; however, right now HR does not have the technology or the resources to accomplish that request. We will keep it on our list of goals. There were several requests for the presenters to speak more slowly. This is definitely something we can work on and remind all speakers. The survey generated some great ideas for meeting content and we will try to incorporate some of your ideas at future meetings. The percentages on becoming better acquainted were: 37% of you want to become better acquainted; and 63% of you do not We will work to find a way to accommodate both requests.

2 Texas Tech s Job Posting Website Texas Tech is in the process of implementing a new applicant tracking system or job posting website by a vendor named Kenexa. Currently all staff and faculty positions are posted online; although the system is mainly utilized for staff positions. With the new system all staff, faculty, and student positions will be posted online and all staff, faculty, and student applicants will apply online. Another change is automated background checks and an automated onboarding process, which means less paperwork for the departments. In order to automate the background process, we had to change vendors for staff and faculty background checks only. The new vendor will be HireRight. Pre-Employ will continue process the student background checks. The go-live date is May 6, By the next Administrators Group meeting we will provide you with a transition timeline. Beginning in April, be sure to watch TechAnnounce and check the HR website for training dates on the new system. The Chronicle s Great Colleges to Work For Survey Texas Tech is participating in the Chronicle s Great Colleges to Work For survey. This survey will be administered to only 600 full-time employees who will be randomly selected from faculty, staff, and administrators. The survey will ask questions pertaining to collaborative governance, compensation and benefits, diversity, supervisor relationships, workspace and work/life balance. The survey dates will be March 17, 2014 April 14, ModernThink is the company who will facilitate the survey. It will be important to check your junk mail in case the survey ends up there. Because the sample size is so small, it will important for all who receive the survey to take a few minutes to complete it. April Retirement Educational Session The next retirement seminar will be on Friday, April 4, 2014 from 12 Noon 1:00 p.m., in Doak Conference Center, Room 156. Dr. Mike Finke, with the Personal Financial Planning department at Texas Tech will talk about New Retirement Realities, Managing the Five Risks of Retirement and Essential Income Planning. Please RSVP at Registration Code 7341LUB11AB. JEFF DEITIKER PAYROLL SERVICES Staff Change Jeff introduced Tina Rodriguez as the new Section Supervisor in the Accounting & Benefit Reporting Section. Enhancements to TeamApp Org managers can now proxy up to 2 employees in their respective areas to establish WTE/WLR approval queues for their ORG. 2

3 To assign proxy access: From Raiderlink, access TeamApp via the A & F Work Tools page. Choose the following options: Access Request; HR Security Request; Enter eraider name or search, Next Web Time Entry/Web Leave Report Proxy, Next, Next The ORG manager submitting the request will receive a message that the request was successfully submitted. They will also receive an confirmation, along with the person they assigned as their proxy. To remove access: From Raiderlink, access TeamApp via the A & F Work Tools page. Choose the following options: Reports WTE/WLR Proxies Click the appropriate box for your ORG proxy Remove Selected Proxy Records A confirmation message that record was successfully deleted will be received. Demo Payroll Reconciliation It is important for all departments to reconcile their payroll registers after each semi-monthly or monthly on-cycle payroll to identify any issues. Reviewing these reports in a timely manner will ensure your employees are paid correctly and the departmental charges are accurate. Also, another benefit is avoiding overpayments and underpayments of wages to employees. When verifying TTU payroll transactions, one method is to use data provided by the HR047 Payroll Expenditures and Encumbrances Report and tie that data to the FI040, FI026, or FI045 reports. For illustration purposes, screen shots containing sample data of a suggested way to verify payroll information with a finance report are shown in the March/April edition of the Payroll Services newsletter at March-April.pdf. Another great report that should be reviewed regularly is HR005 Departmental Payroll Register. This report can be run for an entire organization or on a specific employee in your organization. This report is available the day before a pay date and can be reviewed to ensure all the employees in your organization were paid and paid correctly. Being proactive will reduce the amount of overpayments or issues with employee wages that your departmental accounts may encounter. Summer Insurance Payroll Services has started working on the summer insurance pre-deduction process for faculty who will be on leave this summer. Please remind faculty they will be receiving communications from Payroll Services regarding double deductions in the months of March, April, and May. Payroll Services Newsletter The Payroll Services newsletter will come out 6 times per year with information covering 2 months and can be found via Raiderlink on: TTU Employee Tab Month at a Glance Box 2014 Payroll Services Newsletter 3

4 The March/April 2014 edition includes: Earnings statement Holiday schedule Payroll calendar Payroll reconciliation CANDICE RICE HR SYSTEMS Safety Training in SumTotal Environmental Health & Safety (EH & S) provides and tracks mandatory training for everyone who works within a studio, stage, or laboratory at TTU. This includes training on the proper handling of all potentially hazardous materials, and the use of any protective gear or equipment that is necessary within the facility. Safety is a culture centered on our commitment to assure that all known hazards are reduced within our workplace. Tracking currently resides on an internal EH & S database and certification is not available. Lab Safety training is now required every two years and research is underway to identify which labs will need to take the training. Testing is currently underway to transfer the training and certification to SumTotal and hopefully everything will be finalized by the end of March. Everyone who has already taken the training will be migrated to SumTotal and will receive credit/certification. MACY LAYNE HR TALENT ACQUISITION Dual-Career Couples Assistance Program The purpose of the Dual-Career Couples Assistance Program is to support Texas Tech University's mission to recruit and employ exceptional faculty and key administrators by providing resources and support to candidates' spouses/partners in finding career opportunities across campus and in the Lubbock area. How Does it Work? If during the search process a candidate discloses information to the committee regarding the need for a partner hire, or the partner hire's needs are generally known during the search, the candidate should be referred to the contact within Human Resources for the Dual-Career Couples Assistance Program, for information and assistance. Support services are provided to a spouse or a partner in a committed relationship without regard to either marital or registered domestic partnership status. Though the assistance is designed for partners of new hires, current employee partners may also wish to benefit from this program. Once an offer is made to the initial hire, the Department Chair, Dean, or appropriate administrator should complete the form and attach a resume or curriculum vitae to request services for the partner of the new hire. Human Resources will review the submission and determine which services will be made available and make the appropriate contacts. Those seeking an academic appointment will work with the Provost s Office. More information can be found on their website at 4

5 Those seeking staff or other local employment will work with Human Resources and their website link is TODD PHILLIPS HR TALENT MANAGEMENT Annual Staff Performance Evaluations: The evaluation period for staff employees is annually from May 1 to April 30. Supervisors should start planning now to complete 2014 evaluations for each employee they supervise. Final evaluations are due to Human Resources no later than June, 2, There have been changes to the form based on feedback we received last year. The new form and instructions can be accessed on the HR website. Changes include reducing the Global Competencies from 12 to 6; better definition of the 7 performance ratings, and a weighted score as follows: o Non-Supervisory = 80% from essential functions, 20% from global competencies. o Supervisory = 45% from essential functions, 40% from supervisory factors, 20% from global competencies. Electronic Performance Management (epm): Human Resources will be introducing epm this year as an option for completing staff performance evaluations. epm is expected to be released on or about March 17, 2014 and offers the following: An automated system tied into Banner, which will pre-populate administrative data and link position description information to the evaluation. Electronic routing ability allows supervisors to move forms to supervisors and employees for review and signature without producing paper copies. Electronic signatures Customization of forms to show only applicable information (such as supervisory sections), and weighting of essential job functions, if desired. Automatic updating of scores in Banner and filing the evaluation in Xtender. HR Talent Management will offer training sessions for epm in the upcoming weeks. Dates are to be determined. BYRON ANDERSON ADMIN. & FINANCE INFO. SYSTEMS MGMT. (AFISM) Summer epaf Appointments Monthly classes for Summer epaf Appointments will be available on the SumTotal Registration site, beginning the last week of March. epaf Originators who have never completed Summer appointments should attend class, and experienced epaf Originators are welcome to come for a refresher. The epaf procedures are the same as last summer. The instruction guides are available on the AFISM epaf Job Aids site, along with the Slide Presentation presented to the Administrator s Group. If you have any questions, please contact Human Resources Compensation & Operations at or hrs.compensation.operations@ttu.edu. 5