ADMINISTRATORS GROUP MINUTES February 5, 2015 Meeting

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1 ADMINISTRATORS GROUP MINUTES February 5, 2015 Meeting NEXT MEETING: Please Note!! The next Administrators Group meeting is scheduled for Thursday, March 5, 2015 in the Student Union Building Red Raider Lounge. 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, February 11, 2015 from 8:30 am to 10:00 am in Doak Conference Center, Training Room 153. Length of Service Verification Web Application An regarding the Length of Service Verification process was recently sent by HR Systems. There have been some questions about the distribution list. This year in addition to the Org Managers, the Administrators Group list was included. Each year, Texas Tech Human Resources requests that you verify the number of Texas Tech service years recorded in our system for your employees. To verify the employee records in your home organization, sign into the Length of Service web application using your eraider credentials. You may complete the verification yourself or delegate to an employee in your home organization. A few things to remember: This total reflects Texas Tech University System, Texas Tech University, and Texas Tech Health Sciences Center service years combined. The service year total is as of December 31, If you have an employee that was hired January 1, 2013, the report will show 1 year of service, which is correct for this calculation. If you have an employee that was hired January 1, 2014, the report will show 0 years of service, which is correct for this calculation. Please complete and submit this report by February 9, If you have any questions, please contact HR Systems at hrs.systems@ttu.edu.

2 LADONNA JOHNSON HR EMPLOYEE SERVICES CENTER Strategic Hiring Training Sessions The HR Talent Acquisition office is re-launching its Strategic Hiring Training. This new series consists of two sessions. Together these sessions cover a variety of topics relating to the recruitment and hiring processes for staff positions at Texas Tech University. The trainings are designed to inform and increase the knowledge of hiring managers to support appropriate hiring practices. The available training times are: Session Date Time Session 1 2/10/2015 8:30 am 12:00 pm Session 2 2/11/2015 8:30 am 12:00 pm Session 1 2/27/2015 8:30 am 12:00 pm Session 2 2/27/2015 1:00 pm 4:00 pm Sessions are available for registration in SumTotal; be sure to enroll in both sessions of the training classes. Departmental training is available upon request. For more information about the courses, requests, or questions; please contact the HR Talent Acquisition office via at hrs.recruiting@ttu.edu or by phone at Applicant Tracking System Refresher Sessions The HR Talent Acquisition office is offering refresher sessions for Texas Tech Careers Kenexa Applicant Tracking System. Registration is through the SumTotal system. The available training times are: Date Day/Room Time 2/12/2015 Thursday, Doak Training 155 3:00 pm 4:00 pm 2/25/2015 Wednesday, Doak Training :00 am 11:00 am 3/9/2015 Monday, Doak Training 155 3:00 pm 4:00 pm 3/24/2015 Tuesday, Doak Training 155 9:30 am 10:30 am March Lunch and Learn Session The next Lunch and Learn Session is sponsored by Pentegra and will be on Friday, March 6, 2015 from 12 Noon 1:00 p.m., in Doak Conference Center, Room 156. Deena Katz, Associate Professor with the Personal Financial Planning department at Texas Tech will speak about Financial Planning for Women. Please RSVP by 3/2/2015 to nnavarro@pentegra.com. CAROLYN LUGO-ALLRED HR TALENT MANAGEMENT 2015 Performance Evaluations The 2015 Staff Evaluation Period is May 1, 2014 through February 28, Employees who began work at Texas Tech prior to September 1, 2014 require an evaluation. 2

3 Employees who received an evaluation for the period between January 1, 2015 through February 28, 2015; do not require an evaluation. Evaluations are due to Human Resources no later than April 1, Use of the Electronic Performance Management Systems (epm) is mandatory for all staff evaluations. If a supervisor is a Non-Tech employee, please contact Talent Management for instructions. Improvements have been made to the Performance Evaluation Form for 2015: The rating description of 4, which equated to Meets Expectations, has been changed to Strong Performer. This will allow supervisors to set a standard of excellence and rate employees accordingly. The supervisory ratings have been reduced from 5 competencies to 4. Leadership Ability and Coaching have been combined. Global Competencies have been reduced from 6 to 4. The following have been combined: o Customer Service, Relationships with Others, and Communications o Planning and Organizing Work, Quality of Work, Initiative and Adaptability epm Training sessions are available on the following days and enrollment is through SumTotal. The training sessions are available for any Faculty or Staff who have not previously attended training or for those who would like a refresher. Date Day/Room Time 2/16/2015 Monday, Doak Training 156 3:30 pm 5:00 pm 2/19/2015 Thursday, Doak Training :00 am Noon 2/20/2015 Friday, Doak Training :00 am - Noon There is an updated Supervisors Guide to epm on the Human Resources Forms page. If a department would like to request a training session for their staff, please contact Talent Management at hr.talent.management@ttu.edu or call In addition, Talent Management staff is available to answer questions and assist with any problems or concerns. LACEY ELLIS HR COMPENSATION & OPERATIONS Confirming Hours for Part-time Instructors, TAs, GPTIs, and RAs for Affordable Care Act In the coming week, HR will be sending a spread sheet to the college deans with all part time Instructors, teaching assistants, graduate part-time instructors, and research assistants assigned to their department. The goal of this spread sheet is to document the average weekly hours of the employees listed to ensure compliance with the Affordable Care Act regulations. For part time instructors, teaching assistants and graduate part-time instructors, your department is being asked to provide information regarding how many semester credit hours the employee is teaching. This will include any lab or discussion semester credit hours. In addition, you will be asked to provide required office hours or meeting time. 3

4 HR will use this information along with the IRS provided formula to calculate the weekly hours worked by these employees; to ensure the FTE assigned is comparable to the actual hours worked. For example if a GPTI is teaching 6 semester credit hours and 1 lab semester credit hour; using the IRS formula, this will equal hours per week. The office hours required by the department will also be added. In the example below, if there are 3 office hours per week, the total hours per week will be X 2.25(IRS multiplier) = = For research assistants, you are being asked to provide the average hours per week the student is required to work on the research project. If you have questions or concerns after receiving the spread sheet, please contact HR Compensation & Operations by at hrs.compensation.operations@ttu.edu or by phone at and we will set up a time to assist you in getting these sheets filled out correctly and accurately. JEFF DEITIKER PAYROLL SERVICES Balancing Exports in TCP Departments that use TimeClock Plus to need to review their export and error reports in eprint once they export their file. o Review for errors o Review that the total hours exported matches what is expected Balance Payroll Detail Report in TimeClock Plus to the Total Hours in the eprint report Question should be directed to Support.payrollservices@ttu.edu 2014 W2 Update This year we had record number of W-2 s as well as record enrollment in electronic delivery. o 23,045 W-2 s o 54% Electronic Delivery up 10% from last year W2 s are now available electronically to all employees via Raiderlink. o The electronic copy of the W-2 is a legal document the IRS will accept. Physical copies were mailed January 28-29, Every year there are some scams that come out around tax time. Please be aware the Internal Revenue Service (IRS) does not send unsolicited or faxes to taxpayers about tax account matters. If an employee receives an claiming to be from the IRS, they should not open it, as it possibly could contain a virus or malware. Never provide your SSN/ITIN to anyone via . W-2 reprints will start on February 13,

5 Online Direct Deposit and Earnings Statements We have seen a higher volume of questions from employees on updating direct deposit information and finding their earnings statements. Below is the navigation to each: Online Direct Deposit Setup and Updates o Raiderlink > TTU Employee Tab > Update My Direct Deposit in the My Texas Tech Information section. Online Earnings Statements o Raiderlink > TTU Employee Tab > My Earnings Statement in the My Texas Tech Information section. Misc. Payroll Reminders Payroll Services is in the final stages of epaf notification s to originators and department level 20 approvers, when epaf s are applied. o Departments should verify the information on the is correct o Also run HR121 to get additional information on employee appointments o Information for frequently asked questions, tips, and payroll deadlines and pay dates are available in the current and prior Payroll Newsletters Departments are encouraged to take advantage of TeamApp to update Web Time Entry and Web Leave Report approval queues. o Advantages of TEAM application Update Approval queues for Web Time Entry / Web Leave Reports Reports on employees and approvers Information can be found on the November / December 2014 Payroll Newsletter and/or on the AFISM site at notifications for summer insurance premiums will go out to faculty and graduate students who are paid over 9 months at the beginning of March. Please avoid entering 0 hours on timesheets as it causes issues with loading time from Web Time Entry. Please delete the hours so the timesheet reverts back to Enter Hours in the daily box. D ANDREA YOUNG UNIVERSITY STUDENT HOUSING Social Justice Advocacy Institute The Social Justice Education Committee within University Student Housing will be hosting the Social Justice Advocacy Institute. The Institute is designed to create a space and opportunity where TTU faculty, staff, and graduate students can come together to explore aspects of identity and social justice themes; while establishing a network of social justice educators willing and prepared to engage students in meaningful dialogue. 5

6 It is a free two-day professional development opportunity jam-packed with engaging activities and sessions related to social justice in higher education. The Institute will be on Tuesday, February 17, 2015 and Wednesday, February 18, 2015 from 9am-5pm in the Multipurpose Room in Talkington Hall. Interested participants who have questions or would like to RSVP for the Institute can D Andrea Young at dandrea.young@ttu.edu or call , no later than Friday, February 13, 2015 by 5pm. Enrollment will be on a first-come, first-serve basis so you will need to sign up quick! 6