DIRECT WAGE
WORK STUDY
NOE PROCESSING
SUBMITTING AN NOE:
New hire
 Re-hire

◦ 6 month separation requires: New background check
◦ 1 year separation requires: Application packet, references,
background check and orientation
Changing from WS to DW employment
or vice versa
 Changes made to hours, pay rate, title, or
funding source

HR Direct Wage NOE Processing
Department
sends
application
packet and
NOE to HR
Email sent to
supervisor
regarding
orientation
Reviewed by
Staffing
Specialist
ERO will
conduct
background
check
Sent to HR
for Director
approval
NOE sent
to BO for
budget
approval
NOE sent
to Payroll
Tech for
position
control
EMPLOYEE INFORMATION:
STUDENT vs NON-STUDENT?


Student pay:
$7.50 minimum
Non-Student pay: $8.10 minimum
Department Supervisor/FM is responsible for verifying student/non-student
status before submitting NOE’s



Definition of Student: A person who has enrolled in one of the
Fall/Spring semesters for the academic year and including a person who
enrolls in any summer semester.
Definition of Non-Student: A person whose intention is solely for
employment at the college or has graduated and is no longer a student.
Non-Student Employees hired as temporary direct wage shall meet
the same educational and experience requirements as full-time
regular staff. The hourly rate may be comparable to those of regular
staff and will be approved by the Director of Human Resources.
Employee
Titles, Pay and Hours
Full-time Equivalent Title
Non FT Equivalent Title
19 hours per week
 Ex: Secretary, Lab Assistant
 Needs to meet
education/experience
requirements


14 hours per week
 Ex: Clerk, Note taker
 No requirements
New titles require a job description, memo and HR approval.
Request job description template from HR Staffing Specialist.
STATUS AND HOURS

14 hour assignments are those which there is no full-time title
equivalent to the job and duties.
◦ ex. Clerks and Note takers

19 hour assignments are those which there is a full-time title
(employee) equivalent or the duties are equivalent to a full-timer.
◦ ex. Secretary and Lab Assistant

20+ hour assignments are those which occur due to a vacancy in
the department or a project which needs to be temporarily filled.
◦ A memo and job description needs to be submitted to HR Director. If
approved, you will be notified to start assignment.
NEW!
EFFECTIVE 9/1/2013
**INCREASING HOURS IS ONLY A ONE-TIME EXCEPTION TYPICALLY FOR
REPLACING A FULL-TIME EMPLOYEE ON LEAVE OR FOR A TEMPORARY
POSITION NOT EXPECTED TO CONTINUE. THESE ASSIGNMENTS MUST
NOT EXCEED 4 ½ MONTHS – NO EXCEPTIONS.
DEPARTMENTS CANNOT INCREASE HOURS DUE TO PEAK PERIODS!
**UPCOMING IN FY 2014-2015, DEPARTMENTS WILL HAVE TO BUDGET
FOR BENEFITS AS THOSE WORKING 30+ HOURS WOULD BE CONSIDERED
FULL-TIME EMPLOYEES UNDER THE AFFORDABLE CARE ACT.
EMPLOYMENT WITH AN INSTITUTION OF HIGHER EDUCATION
(INCLUDING COMMUNITY AND JUNIOR COLLEGES) IS “REGULAR
EMPLOYMENT” IF IT IS EXPECTED TO CONTINUE FOR MORE THAN ONE
FULL SEMESTER OR CONTINUES FOR MORE THAN ONE FULL SEMESTER
IN THE SAME SCHOOL YEAR.
TRS GUIDELINES
Employment eligible for membership in TRS must meet the three (3) requirements
listed below:



1. Employment must be on a regular basis for either an indefinite period of time or a
definite period of 4 ½ months or more.
2. Employment must be for one-half or more of the time required of the standard
workload for the same or similar full-time position.
3. Salary must be comparable to the rate of pay earned by other employees in the same
or similar position types. The rate of pay is comparable if it is in the range of pay set by
the board of trustees or is the customary rate of pay for that position.* **
Membership eligibility for positions requiring a varied work schedule is based on the average of
the number of hours worked in a calendar month and the average number of hours worked
must equal or exceed one-half of the hours required for a similar full-time position.
*If an employee is working 20 hours or more per week for a definite period of 4 ½ months or
more, the requirement for the comparable rate of pay does not have to be considered.
**Rate of pay should not usually exclude a member considered for membership; if requirements
number 1 and 2 as listed above are met, contact TRS for review before excluding an employee from
membership based solely on rate of pay.
FUNDING SOURCE INFORMATION
FUNDING SOURCE INFORMATION

 Direct Wage Pool Position Number
◦ Pool positions are established to fund direct wage assignments. They are
usually designated as “Student” or “Non-Student” .

 Salary Savings from Position Number
◦ This is an actual board approved staffing plan position which is currently
“Vacant”. Departments can use these funds for DW positions.

 Split Funded
◦ This is used for positions being paid from 2 different sources. The most
common scenario has at least one grant fund. Split funding requires the
signature from BOTH financial managers.
APPROVALS:
**If the Financial Manager of the department and the Assoc.
Dean/Director are the same, you will need a VP/President signature.
NOE REVISIONS:
Are only submitted to change the end
date to an earlier date. NOE’s cannot
be extended past the original end date.

Make changes on a photo copy of the NOE in
red ink

Check off: Revised NOE

Financial manager needs to initial each change
Voiding
an NOE
EMPLOYEE RESIGNATIONS:




A resignation letter is
not needed when the
assignment ends
naturally
Supervisor must review
timecard to ensure
letter matches last date
worked
Employee and
Supervisor must verify
last timecard
Financial Aid will
notify both HR and the
department if
employment is
terminated early - the
department will be
responsible for any
hours worked after the
termination date.
WS NOE’s
Financial Aid will generate the Work Study
NOE’s
 Work Study NOE’s do not need budget
approval from Business Office
 Financial Aid will notify the department
and HR should fund be exhausted or
ineligibility occur
 Resignation letters should be forwarded
to HR to be filed in personnel file

DELAYS IN PROCESSING NOE’S
Missing information
 Missing/Wrong Financial Manager signature
 Hours per week do not match title
 Overlapping assignments (need resignation/revised NOE)
 Lack of funds
 Duplicate NOE’s
 Missing memo for assignments 20+ hours
 Grant approval needed
 No response to HR requests

DELAYS IN PROCESSING PAYROLL
TimeForce verification
Incomplete timecards
NOE has not been submitted prior to starting
assignment
 Missing NOE list: A list of employees working without
authorization will be sent to HR prior to payroll. The
department will be notified via email with “SRXX
Missing NOE” in the title.
 NOE’s must be diligently expedited ASAP and walked
in to HR to ensure payroll is processed as per Texas
Pay Day laws.
 Note: This list should be minimal, as NOE’s should be
submitted for approval at least 2 weeks in advance or
upon knowledge of assignment.



Payroll

Pay periods are:
◦ 1-15
◦ 16-31
◦ Business Office sends out a reminder every pay
period
◦ Timecards need to be verified for accuracy
before each payroll
◦ Semi-monthly payroll calendar is available on the
Business Office website.
◦ Banner records are locked once payroll feed is
run. Changes cannot be made prior to Last Paid
Date.
Important Dates to Remember
◦ September 1,2014 - New fiscal year begins
 NO one should return to work unless an NOE
has been sent to HR and been budget approved
by business office.
◦ January - returning employees need to have a
budget approved NOE BEFORE returning to work
◦ May 31st/June 30th – end of work study
assignments
◦ July 1st – only direct wage NOE can be submitted
for part-time employees
◦ August 31st – End of Fiscal year
 Assignments do not rollover into new year
EPAF TRAINING
EPAF - Electronic Personnel Action
Form.Terminating part-time employee
assignments via JagNet
 Financial managers have been sent an
email requesting their attendance to an
EPAF training.
 Trainings are required
