ADMINISTRATORS GROUP MINUTES
July 8, 2015 Meeting
NEXT MEETING:
Please Note !!
The next Administrators Group meeting is scheduled for Wednesday, August 5, 2015. The
meeting location will be the Human Sciences building, room 69 in the basement. 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, July 15, 2015 from 8:30 am to 10:00 am in
Doak Conference Center, Training Room 153.
Meeting Location Information
During the July and August time period we have had to adjust the Administrators Group
meeting location and dates. The August meeting has been changed to Wednesday, August 5,
2015 and will be held in the Human Sciences building, Room 69 in the basement.
Beginning with the September 3rd meeting we will be back in the Student Union Building, Red
Raider Lounge.
Legislative Changes
E-Verify
Process Change
Effective September 1, 2015, Texas Tech will no longer verify the identity and employment
authorization of each person hired on paper I-9 forms. Departments will still complete this
function; however, it will now be done through the automated Federal E-Verify system. EVerify is an internet-based system that compares information from the I-9 Form to government
records to confirm that an employee is authorized to work in the United States.
Human Resources is currently working through a revised onboarding process and subsequently
developing departmental training for administrative staff. We anticipate the training to begin
the first week of August.
Potential Civil Money Penalties
Per the US Citizenship and Immigration Services (USCIS) website, "E-Verify’s Monitoring and
Compliance (M&C) Branch monitors usage of E-Verify to detect, deter; and reduce misuse,
abuse, and fraud. M&C monitors E-Verify participants and informs them when they are not in
compliance with E-Verify policies and procedures."
The penalties are not new; however, we will be self-reporting compliance; so it is a good time
to remind you of the potential fines. Completing the I-9 form incorrectly or committing
document abuse ranges in penalties from $110 per I-9 form to $1,100 per I-9 form. Document
fraud ranges in penalties from $375 per worker to $6,500 per worker. Unlawful discrimination
ranges in fines from $375 per violation to $16,000 per violation. To quantify the risk, in a six
month period, the university completed I-9 forms on 2,816 employees.
Administrative Support
Human Resources will continue to support departments in complying with this process;
however, there is no room for error; to include not completing the form within the mandatory
three-day timeframe. We are asking for your support in our compliance efforts with this new
process.
Veteran’s Hiring Preference
Hiring Goal
In compliance with SB 805, the university shall establish a goal of hiring in full-time positions; a
number of veterans equal to at least 20% of the total number of employees.
Interview Goals
If six or less applicants are interviewed, at least one interview must be with an individual
qualified for a veteran’s employment preference. If more than six applicants are interviewed,
20% of the applicants interviewed must be qualified for a veteran’s employment preference. If
no applications are received from individuals who qualify for a veteran’s employment, the
percentages do not apply. Human Resources will continually increase efforts to recruit
individuals who qualify for this preference.
Title IX and the Clery Act
Texas Tech is committed to providing its students, faculty, and staff with an educational and
workplace environment free from any form of unlawful discrimination. The Texas Tech
community is dedicated to fostering and supporting a culture of mutual respect and
communication.
Title IX of the Education Amendments of 1972 states, “No person in the United States shall, on
the basis of sex, be excluded from participation in, be denied the benefits of, or be subject to
discrimination under any educational program or activity receiving federal financial assistance.”
The Clery Act promotes campus safety by ensuring students, employees, parents, and the
broader community are well informed about important public safety and crime prevention
matters. The Violence Against Women Reauthorization Act (VAWA) amended the Clery Act
under its Campus Sexual Violence Elimination Act (SaVE Act) provision by expanding reporting
requirements to include offenses involving domestic violence, dating violence, and stalking.
Mandatory Reporting
The university must take immediate action when notice of sexual misconduct is received.
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Notice
The university has notice if a Responsible Employee knew or, in the exercise of reasonable care;
should have known about the misconduct.
Responsible Employee
A Responsible Employee includes any faculty, staff, or student employee who has the authority
to take action to redress the harassment, has the duty to report sexual harassment or other
misconduct to appropriate university officials, or whom a student could reasonably believe has
this authority or responsibility.
All university faculty, staff, and student employees who are either the subject of, witness to, or
receive a report of gender-based harassment, discrimination, or sexual misconduct, including
sexual harassment, sexual violence, domestic violence, dating violence, and stalking have the
obligation to report such information.
Training
To comply with the SaVE Act requirements, all faculty, staff, and student employees must
complete Title IX training annually. Human Resources is in the process of implementing an
online Title IX training module and will begin notifying the campus when it is available.
Scott Lewis with the Association of Title IX Administrators (ATIXA) will be on campus September
14, 2015. During his visit, he will offer two Mandatory Reporter training sessions. If you attend
his class, it will satisfy your training requirement for FY16. Invitations and additional
information will be sent in August.
Title IX Coordinators and Websites
Please visit the websites below for additional resources and Texas Tech contact information for
the Title IX Coordinator and Deputy Coordinators:
http://www.depts.ttu.edu/hr/TitleIX/
http://www.depts.ttu.edu/sexualviolence/index.php
http://www.ttu.edu/administration/president/unicounsel/titleIX.php
Next Steps
Human Resources will work with departments to achieve compliance with the new processes.
If you have questions, concerns, or would like additional information please contact our office
at (806) 742-3851 or visit our website www.depts.ttu.edu/hr.
LADONNA JOHNSON - HR EMPLOYEE SERVICES CENTER
Insurance Information
Annual Enrollment Dates
Texas Tech’s Annual Enrollment Insurance dates are from July 10 – July 24, 2015. Employees
will have a two-week period to make their benefit elections.
Don’t forget
Employees should be prepared to submit their dependent’s proof of age documents showing
eligibility, before they enroll someone new.
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Employees should have received their Summer Enrollment packet in the mail from ERS in the
last couple of weeks. It includes their Personal Benefits Enrollment statement, which shows
their benefits, enrollment choices, enrollment dates, and information on premium or benefit
changes. The ERS 2015 Summer Enrollment guide is also enclosed. More information is
available on the ERS website…you can learn about your benefits and updates by watching
videos about the benefits available to you or by viewing the Summer Enrollment guide.
Benefits/Vendor Fair
ERS and its program partners are traveling around the state this summer, hosting events to help
employees make informed decisions when it comes to choosing their benefits. The events are
free and open to all employees and for retirees who are under age 65.
No registration is necessary. The Lubbock Fair will be held on July 24, 2015 at 9:00 a.m. - Noon,
at the Health Sciences Center Academic Classroom Building, Room 100. Presentation begins at
9:00 a.m.
Same-Sex Marriage Benefits Enrollment
Following the Supreme Court's ruling last week on same-sex marriage, employees eligible for
benefits through the Employees Retirement System (ERS) of Texas can enroll their same-sex
spouses in coverages previously available only to opposite-sex spouses. The amendment went
into effect July 1, 2015.
Regarding existing same-sex marriages that took place in other states, spousal enrollments are
due by July 25, 2015. For new marriages occurring on or after June 26, 2015, application within
30 days of the marriage date is required. Coverage will begin immediately upon enrollment.
Human Resources will assist employees in completing the required enrollment forms.
Prescription Drug Deductibles
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You and your covered dependents each have a $50 deductible for prescription drugs.
The HealthSelect $50 prescription drug deductible is now based on a calendar year,
which is from January 1 to December 31. Beginning January 1, 2016, this change aligns
total network out-of-pocket maximum amounts for both medical and prescription
benefits.
For Plan Year 2015, the $50 prescription deductible that began on September 1, 2014,
will now carry participants through December 31, 2015.
For Plan Year 2016, the $50 prescription deductible is from January 1, 2016 to
December 31, 2016.
Teacher’s Retirement System of Texas (TRS)
Contribution Increase
The increase in the contribution rates for TRS active members continues to be phased in.
The employee’s contribution rate will increase from the current 6.7% to 7.2% in fiscal year
2016. Looking ahead, the rate will increase to 7.7% in fiscal year 2017. The state
contribution rate remains at 6.8%.
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Reporting Changes
Effective September 1, 2015, the new member contribution period is changing to include the
entire month in which the employee reaches his/her 90th day of employment. This
change will primarily impact the amount reimbursed by the state.
Kenexa Training
The Kenexa training has been split into two courses. Registration is through SumTotal: Find the
Applicant Tracking System section, choose "Comprehensive Training"; select either the 3 hour
Comprehensive Training Course OR the Introduction Course and/or Candidate Management
courses.
The training dates are listed below:
7/14/2015, 8:30am-10:00am: Introduction Course
7/15/2015, 8:30am-10:00am: Candidate Management Course
8/7/2015, 1:30pm-4:30pm: Comprehensive Course
8/19/2015, 8:30am-10:00am: Introduction Course
8/19/2015, 10:15am-11:45am: Candidate Management Course
Texas Tech Careers - Applicant Tracking System: (this is the 3 hour course)
The Texas Tech Careers-Applicant Tracking System training is for all users who need Hiring
Manager (working) access to the site. This course trains users on all necessary functions of the
site:
1) create a requisition for faculty*, staff, and student positions;
2) view candidate records;
3) track candidates (update their status and complete required forms);
4) see candidates through the onboarding process.
NOTE* Persons who need to learn specifically about the faculty process in the system; should
be prepared to stay an extra 20-30 min.
Texas Tech Careers - Candidate Management Course:
The Texas Tech Careers - Applicant Tracking System: Candidate Tracking course is for any users
who have Hiring Manager (working) access to the site. The Candidate Tracking course reviews
the candidate workflow, updating statuses, and completing required forms, and seeing
candidates through the onboarding process.
NOTE* Persons who need to learn specifically about the faculty process in the system should
be prepared to stay an extra 20-30 minutes. Those who need Hiring Manager (working) access
to the site are required to take this course and the Texas Tech Careers - ATS: Introduction
course OR the Texas Tech Careers - ATS: Comprehensive Training.
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Texas Tech Careers - Introduction Course:
The Texas Tech Careers - Applicant Tracking System: Introduction course is for any users who
have Hiring Manager (working) access to the site. The Introduction course provides an
overview of the site, how to post a requisition, and reviews all resources available.
NOTE* Persons who need to learn specifically about the faculty process in the system should
be prepared to stay an extra 20-30 minutes. Those who need Hiring Manager (working) access
to the site are required to take this course and the Texas Tech Careers - ATS: Candidate
Tracking course OR the Texas Tech Careers - ATS: Comprehensive Training.
KARA NEWCOMB – TAX COMPLIANCE & REPORTING
Foreign Nationals
• Types of Payments
o Wages
o Scholarships
o Honorarium/Guest Speaker
o Royalty
o Stipend
• Tax status is different than that of a U.S. Citizen/Permanent Resident Alien. Internal
Revenue Code requires 30% tax to be withheld on all payments unless there is a
reduction or exception.
• Glacier is the software used to determine and track foreign national tax status.
• Send an email to tax.forms@ttu.edu with First and Last Name, email address (doesn’t
have to be TTU), pay frequency – monthly or semi-monthly, and R# if known.
• Email will be sent from online-tax.net with login information.
• Tax withholding reduction or exemption cannot be granted until all signed Glacier and
immigration documents have been received by the Tax Office. This includes a signed
Form W-4 from Glacier.
• Treaty exemptions are renewed annually in November/December.
Moving Expenses/EOPS Payments
• OP 72.10
• Contract directly with moving companies through TechBuy
• MOV – Taxable moving reimbursement
o Meals
o Additional nights lodging
o Utilities
o Lease contract termination
o Additional trips to move
o House hunting
• NMV – Nontaxable moving reimbursement
o Mileage @ $.23
o Airfare
o U-Haul
o Lodging
 One night in old location
 Travel nights
 One night in new location
• Submit cover sheet and original receipts to MS1091 once EOPS has been submitted.
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LACEY ELLIS – HR COMPENSATION & OPERATIONS
Non-Exempt Employees and the Fair Labor Standards Act (FLSA)
Fair Labor Standards Act Purpose
The United States Department of Labor Wage and Hour Division is responsible for establishing
guidelines included in the Fair Labor Standards Act (FLSA).
The FLSA establishes minimum wage, overtime pay, recordkeeping, and youth employment
standards affecting employees in the private sector and in Federal, State, and local governments.
Covered nonexempt workers are entitled to a minimum wage of not less than $7.25 per hour
effective July 24, 2009. Overtime pay at a rate not less than one and one-half times the regular
rate of pay is required after 40 hours of work in a workweek.
Work Week Definition by Department of Labor
Any fixed and regularly recurring period of 168 hours or seven consecutive 24-hour periods.
Texas Tech University – OP 70.17
A fixed and regularly recurring period of 168 hour, 7 consecutive 24-hour periods, beginning at
12:01am Sunday through 12:00 midnight on the following Saturday.
Record Keeping Requirements
The FLSA requires an employer to keep records for each non-exempt employee. These records
must include certain identifying information about the employee and data about the hours
worked and the wages earned.
Texas Tech University’s record keeping system is Banner. Web time entry and/or Time Clock
Plus are the means to get the information into Banner.
Good Record Keeping
Starts with the employee – must enter hours AS THEY ARE WORKED.
Continues with the Supervisor – REVIEWS AND APPROVES ALL HOURS submitted by the
employee.
Employee Responsibilities
Report hours as they are worked
Report leave as it is used
Communicate with supervisor about work load
Work the hours required by the supervisor to meet the business needs of the department and
university
Supervisor Responsibilities
Review and approve hours worked by employees
Set expectations about overtime...How and when it should be utilized.
Ensure accurate record keeping of the daily work hours
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Penalties
Civil
Employers who willfully or repeatedly violate the minimum wage or overtime pay requirements
are subject to a civil money penalty of up to $1,000 for EACH violation.
Criminal
Willful violations may be prosecuted criminally and the violator fined up to $10,000. A second
conviction may result in imprisonment.
FAQs
Q: Can an employee report 8 hours of work each day even if they did not work 8 hours each
day, but the total hours worked adds up to 40 at the end of the week?
A: No - Hours should be reported accurately at the end of each day reflecting the true number of
hours worked that day.
Q: Who is in charge of the employee’s schedule?
A: The Supervisor - It is the responsibility of the supervisor to have enough staff scheduled to
ensure that all business need are met. This means that overtime will sometimes be paid to an
employee.
Q: Can an employee hold an exempt and non-exempt position in the same work week?
A: No - If an employee is in a non-exempt position anytime during the work week, any exempt
work should be counted as hours worked and overtime will be paid when applicable.
Quiz
1. I have an academic advisor who will need to work the Saturday, May 16th graduation
ceremony for 4 hours. What date range can he work less hours so the 4 hours on Saturday
will not put him in an overtime status?
Answer - Date Range: May 10 - May 16 – Any day within this date rage can have flexed
hours.
2. How will the time sheet look if he works the following schedule for the week of graduation?
 Monday – 6 hours
 Tuesday – 8 hours
 Wednesday – 7 hours
 Thursday – 7 hours
 Friday – 8 hours
 Saturday – 4 hours
3. True or False: It is okay to report 8 hours of work each week day even if the employee
worked 10 hours Monday thru Thursday and was off on Friday.
Answer - False: Hours should be reported as they are worked. The appropriate way to
report the above scenario would look like this:
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4. What is Texas Tech’s documented FLSA work week?
Answer – 12:01 am Sunday through 12 midnight on the following Saturday
5. Who is responsible for setting expectations about the work schedule?
Answer – The Supervisor
For questions about this process, please contact Human Resources Compensation & Operations
806.742.3851 or by email at hrs.compensation.operations@ttu.edu.
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