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 email 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 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.
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
Session 1
2/10/2015
Session 2
2/11/2015
Session 1
2/27/2015
Session 2
2/27/2015
Time
8:30 am – 12:00 pm
8:30 am – 12:00 pm
8:30 am – 12:00 pm
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 email at
hrs.recruiting@ttu.edu or by phone at 742-3851.
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
2/12/2015
Thursday, Doak Training 155
2/25/2015
Wednesday, Doak Training 155
3/9/2015
Monday, Doak Training 155
3/24/2015
Tuesday, Doak Training 155
Time
3:00 pm – 4:00 pm
10:00 am – 11:00 am
3:00 pm – 4:00 pm
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, 2015.
• Employees who began work at Texas Tech prior to September 1, 2014 require an
evaluation.
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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, 2015.
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
2/16/2015
2/19/2015
2/20/2015
Day/Room
Monday, Doak Training 156
Thursday, Doak Training 156
Friday, Doak Training 156
Time
3:30 pm – 5:00 pm
10:00 am – Noon
10:00 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 742-3650. 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.
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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 15.75 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 18.75.
6 + 1 X 2.25(IRS multiplier) = 15.75 + 3 = 18.75
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 email at hrs.compensation.operations@ttu.edu or by phone at
742-3851 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, 2015.
•
Every year there are some email scams that come out around tax time. Please be aware
the Internal Revenue Service (IRS) does not send unsolicited e-mail or faxes to taxpayers
about tax account matters. If an employee receives an email 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 email.
•
W-2 reprints will start on February 13, 2015.
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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:
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Online Direct Deposit Setup and Updates
o Raiderlink > TTU Employee Tab > Update My Direct Deposit in the “My Texas
Tech Information” section.
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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 emails to originators and
department level 20 approvers, when ePAF’s are applied.
o Departments should verify the information on the email 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
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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
http://www.depts.ttu.edu/afism/trainingv2/trainingMaterials.asp
•
Email 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.
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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 email
D’Andrea Young at dandrea.young@ttu.edu or call 834-7312, 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!
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