January 8, 2015 Meeting
NEXT MEETING:
Please Note !!
The next Administrators Group meeting is scheduled for Thursday, February 5, 2015 in the
Student Union Building – Red Raider Lounge. The agenda will be sent at a later date.
STEPHANIE WEST - HUMAN RESOURCES
I-9 Training
The next I-9 training will be held on Wednesday, January 14, 2015 from 8:30 am to 10:00 am in
Doak Conference Center, Training Room 153.
Length of Service Awards Ceremony
The Length of Service Awards Ceremony will be held on Wednesday, April 29, 2015 from 3 p.m. to 5 p.m. in the Student Union Building - Red Raider Ballroom. Employees will be recognized based on their years of service to the Texas Tech University System in 5 year increments.
Invitations to the Length of Service ceremony will be sent to employees celebrating 15 years of service through 50 years of service (in 5 year increments.) This is a great time to celebrate our employee’s dedication to Texas Tech and all who are being honored are encouraged to attend. Pins for 5 and 10 year employees will be distributed by departments and will be available for pick up after the ceremony or at the May Administrators Group meeting.
Staff Performance Evaluations
Beginning in January of 2015, there is a new evaluation period for all staff employees:
May 1, 2014 through February 28, 2015. Evaluations will be due April 1, 2015.
Beyond 2015, the staff evaluation cycle will run from March 1 through February 28 annually.
This change allows Human Resources to end the conflicting due dates of the annual performance evaluation cycle and the annual budget prep process. ePM is now mandatory for all staff performance evaluations!
 All staff employees should have a Position Description in ePM o
If not, now is the time to get them done.
 ePM Training is available o
Contact HR Talent Management at 742.3650 or via email at hr.talent.management.staff@ttu.edu
.
 A Supervisor’s Training Guide to the ePM system is available on-line.

CANDICE RICE – HR SYSTEMS
Length of Service Verification Web Application
An email regarding the Length of Service Verification process was sent this morning by HR
Systems. There have been some questions about the distribution list. This year in addition to the Org Managers, the Administrators Group email 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, 2014.
 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, 2015. If you have any questions, please contact HR Systems at hrs.systems@ttu.edu
.
JEFF DEITIKER – PAYROLL SERVICES
2014 W2 Information
 Employees need to verify and update (if necessary) their permanent address information for W2 purposes. This is for everyone whether they elected electronic or paper copies, so the correct address information will print on the W2. The deadline for address updates is January 19, 2015. The process for updated address updates is in the
November and December Administrators Group meeting minutes.
 Encourage employees to elect electronic W2’s to receive them earlier, instead of waiting for them in the mail. Electronic W2’s will be available January 21, 2015, paper copies will be mailed beginning January 28, 2015.
 The electronic copy of the W2 is a legal document the IRS will accept.
 Every year there are some email scams that surface around tax time. Please be aware that the Internal Revenue Service (IRS) does not send unsolicited e-mail or faxes about tax account matters to taxpayers. If an employee receives an email claiming to be from the IRS, they should not open it as it likely contains a virus or malware. Never provide
SSN/ITIN to anyone via email.
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Change of Academic Semester
 Departments need to run the HR121 (Current and Future Appointment Report) to verify
January appointments.
 Encourage employees to review their earnings statement after each payroll to verify their earnings and deductions are correct; this is especially important in January as we change academic semesters.
Misc. Payroll Reminders
 Encourage departments to take advantage of TeamApp to update their own Web Time
Entry and Web Leave Report approval queues.
 Departments that use TimeClock Plus to need to review their export and error reports in ePrint once they have exported their file. o
Review for errors o
Review that the total hours exported matches what they expect
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