ADMINISTRATORS GROUP MINUTES
April 2, 2015 Meeting
NEXT MEETING:
Please Note !!
The next Administrators Group meeting is scheduled for Thursday, May 7, 2015 in the Student
Union Building – Red Raider Lounge. The agenda will be sent at a later date.
TODD PHILLIPS
HUMAN RESOURCES
I-9 Training
The next I-9 training will
be held on Wednesday,
April 15, 2015 from 8:30
am to 10:00 am in Doak
Conference
Center,
Training Room 153.
LADONNA JOHNSON
HR EMPLOYEE SERVICES
CENTER
Texas Tuition Promise
Fund
The Texas State 529
College Savings plan is
now available to Texas
Tech faculty/staff. There
will be a presentation at
the
Health
Sciences
Center on 4/15/2015
from 1 – 2 p.m. in Room
HSC 1C125A. For more
information see the
brochure provided or visit
the website addresses
listed.
STEPHANIE WEST – HR TALENT DEVELOPMENT
Length of Service Awards
The Length of Service Awards recognize years of service to Texas Tech in five-year increments.
Employees with 15 or more years of service (completed in 2014) will be honored at the 2015
Length of Service Awards ceremony on Wednesday, April 29, 2015 at 3 p.m. in the Red Raider
Ballroom.
Employees who completed 5 and 10 years of service in 2014 will receive their pins after the
ceremony though their departments. The 5 and 10 year pins will be available for departments
to pick-up at the May 7, 2015 Administrators Group meeting.
Distinguished Staff Awards
The Distinguished Staff Awards is a broad-based staff recognition program rewarding staff for
their excellence, leadership, and exemplary service to Texas Tech. This award program is
designed to be highly competitive and serves to promote greater individual staff recognition.
Human Resources Talent Development, with the support of the Office of the Chancellor, the
Office of the President, and Human Resources, invites you to recognize an outstanding staff
member by nominating them for one of the following awards:
Matador Award
For significant contributions and shared innovative ideas ($250)
Masked Rider
For contributions to the success of Texas Tech through his or her accomplishments at work
($500)
Guns Up
For fostering cooperation with employees internal and/or external to increase productivity and
efficiency in the organization ($2,500 per team)
President’s Award
For demonstrating strong leadership skills throughout the year ($1,000)
Chancellor’s Award
For demonstrating commitment to Texas Tech and significantly increasing productivity and
efficiency ($1,500)
To learn more about the Distinguished Staff Awards, to review eligibility criteria, or to nominate
an employee or team, visit www.hr.ttu.edu and click on the 2015 Distinguished Staff Awards
icon.
Click http://www.depts.ttu.edu/hr/apps/TTUDistinguishedStaffAwards/ to access the new
online nomination system. Nominations will be open from Wednesday, April 15, 2015 through
Monday, June 15, 2015 at 5:00 p.m.
Please contact Talent Development (806-742-0530) or e-mail awards.recognition@ttu.edu with
any questions.
2
TODD PHILLIPS – HR TALENT MANAGEMENT
Introduction of Talent Management Section Manager
Todd introduced Sandra Garza as the new Section Manager of Talent Management.
MICHAEL WALSH – PERSONAL FINANCIAL PLANNING
PlanTechs
The Personal Financial Planning department spoke about their PlanTechs organization, which is
available to Texas Tech faculty and staff members at no charge. (See flyer below)
3
SHELBY JACKSON – PROPERTY MANAGEMENT
Inventory Certification Due Date and Training Classes
It is time to think about departmental annual physical inventory certifications. The annual
certification can be done anytime during the fiscal year, but must be certified by June 30th.
Things to keep in mind:
• Faculty who are required to certify may be away during the summer months.
• Other requirements like summer school ePAF processing and Budget Prep are coming
up, so it is a good idea to check the physical inventory certification off of your to do list!!
• Annual property certification is required to comply with state regulations.
Resources
• Property Inventory Web Application Link https://www.fiscal.ttuhsc.edu/propinv/
• Property Inventory Web Application Training is offered by AFISM and the Property
Management staff. Register via the SumTotal Registration link.
http://rod.sumtotalsystems.com/ttu/app/management/LMS_LearnerHome.aspx?FromL
ogin=1
The available training times are:
Date
Time
4/6/2015
1:30 pm – 2:30 pm
4/20/2015
1:30 pm – 2:30 pm
5/4/2015
1:30 pm – 2:30 pm
5/18/2015
1:30 pm – 2:30 pm
•
•
Location
Doak Training 153
Doak Training 155
Doak Training 153
Doak Training 153
Property Inventory System Help section resources can be found at:
https://www.fiscal.ttuhsc.edu/propinv/help.aspx
o Video Tutorial
o Property Inventory Application Guide
o Property Inventory Online Checklist
Contact the division of Property Management Property.management@ttu.edu or 7422970 for assistance.
4
CANDICE RICE – HR SYSTEMS
Workplace Posters
Submit a picture of your workplace posters to hrs.systems@ttu.edu and you will be entered in a
drawing for a pizza party. (See flyer below)
New Employee Self Service Profile
Texas Tech has been working with Ellucian on a new Employee Self Service Profile. The new
Employee Self Service profile will be moved to production in April. Once a secure date has been
determined information will be sent via TechAnnounce.
5
SumTotal EEO Report Changes
EEO compliance reports will no longer be sent from rod-jasper5@sumtotalsystems.com. Talent
Development will begin sending these reports manually beginning in April 2015.
Great Colleges to Work for Survey
The deadline to complete your survey is April 13, 2015.
JEFF DEITIKER – PAYROLL SERVICES
Cognos reports:
• HR145 – TTU Summer Appointment Report
o Summer appointment information for Faculty, Teaching Assistants, and Graduate
Part-Time Instructors
o Select Fiscal Year
o Select Summer Term (either Summer I or Summer II)
o Will only show employees in employee classes F1, F2, F3, F4, F5, F6, and S2
•
HR121 – Current and Future Appointment Report
o FTE percentages
o Status – now displays actual status
o Effective Date and End Date in Earnings Information Section
o Also Displays Special Rate
o Labor Distribution Percentage
6
o If you are the employee’s Home Org, you will see other positions for separate
department
o If you are a department that is not the Home Org, you will see your position
Tax Scams:
• Every year there are some email scams that come out 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.
Summer Insurance Premiums:
• The first set of pre-deductions for summer insurance premiums occurred on the April 1,
2015 check.
• Email notifications have been sent to the individual employees who are in the
population for which the pre-deductions are applicable.
7
Time Clock Plus (TCP) Exports:
• Please be aware of the export deadlines and give yourself plenty of time to run the
exports in Audit mode in order to clear the edits prior to running the export in Update
mode.
o The export deadline is 4:00 pm CT two business days after the pay period ends
(which is posted on the payroll calendar on website). The deadline is for the final
export file, in Update mode.
o Everyone should be receiving a courtesy email reminder the day before the
deadline.
o We recommend starting the export process the day BEFORE the export deadline
so edits can be identified and cleared in a timely manner.
o Waiting too long can potentially cause a file to be submitted after the deadline
and may delay the payroll process.
o It is very important to check the e-print reports for balancing and edits.
BYRON ANDERSON – Admin & Finance Info Systems Mgmt(AFISM)
Summer ePAF Instructions & Review
Monthly classes for Summer ePAF appointments are available on the SumTotal Registration
site. ePAF originators who have never completed Summer appointments should attend class,
and experienced ePAF originators are welcome to attend for a refresher.
The ePAF procedures are the same as last summer. The instruction guides are available on the
AFISM ePAF Job Aids site at http://www.depts.ttu.edu/afism/referencev2/jobAids.asp, along
with the slide presentation presented to the Administrators Group.
If you have any questions, please contact Human Resources Compensation & Operations
at 742-3851 or hrs.compensation.operations@ttu.edu.
8