ADMINISTRATORS GROUP MINUTES
August 5, 2015 Meeting
NEXT MEETING:
Please Note !!
The next Administrators Group meeting is scheduled for Thursday, September 3, 2015. The
meeting location will be the Student Union Building – Red Raider Lounge. The agenda will be
sent at a later date.
JODIE BILLINGSLEY - HUMAN RESOURCES
E-Verify Training
E-Verify training classes have been scheduled on Tuesdays and Thursdays during the month of
August. Registration is through SumTotal, which lists the date, time, and location for each class.
EEO Non-Discrimination Training
EEO Non-Discrimination classroom refresher training is scheduled for August 25, 2015 from
9:00 a.m. – 10:30 a.m. in Doak Training Center, Room 156. Registration is through SumTotal.
Title IX and the Clery Act Training
Title IX classroom training has been scheduled for August 7, 12, and 14. Registration is through
SumTotal, which lists the time and location for each class.
Labor Day Holiday
University offices will be closed to observe the Labor Day holiday on Monday, September 7,
2015.
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.
Insurance Information not covered at the meeting!
TexFlex Changes
TexFlex has a new administrator beginning September 1, 2015. The ERS Board of Trustees awarded
the third-party administrator contract for the TexFlex program to ADP, LLC. The contract will cover
a four-year term that begins September 1, 2015 through August 31, 2019. ADP will be issuing new
cards 09/01/2015, current Payflex cards will not work after 08/31/2015.
New Medical ID Card
Look for your new medical ID card in the mail this month. If you switched health plans or
enrolled a dependent in a health plan during Summer Enrollment, you will receive a new
medical ID card in the next few weeks. Please use your current card through August 31, 2015
and begin using your new card on September 1, 2015.
All HealthSelect of Texas participants, even those who are not new to the plan, will receive a
new ID card in the mail in late August. The new HealthSelect of Texas cards have updated
information on how to speak with a nurse, by calling HealthSelect at (866) 336-9371.
If you don’t receive your medical ID card by September 1, 2015 call your health plan.
Your health plan can mail another one, or if you already know your Member ID, you can log into
your health plan’s website and print out a temporary card.
HealthSelect of Texas
UnitedHealthcare
(866) 336-9371, TTY: 711
Community First Health Plans
(877) 698-7032, TDD: (210) 358-6080
KelseyCare powered by Community Health Choice
(844) 515-4877, TTY: 711
Scott & White Health Plan
(800) 321-7947, TDD: (800) 735-2989
TODD PHILLIPS – HR TALENT MANAGEMENT
Introduce New FMLA/Leave Coordinator
Todd introduced Kristen Kincannon as the new FMLA/Leave Coordinator for Human Resources.
Follow-up Evaluations for Ratings Below 4.0
Employees who were rated as not meeting expectations during the last evaluation cycle with a
rating below 4.0 will need a follow-up evaluation within 90 days to reevaluate their
performance.
The Performance Improvement Plan (PIP) must be completed in conjunction with the
performance evaluation any time an employee’s overall evaluation rating falls below a 4.0. The
electronic Performance Management System (ePM) automatically provides a PIP template.
PIPs will be reviewed at a minimum of every 30-calendar days, and the employee will receive an
updated evaluation after 90 days have elapsed since performance was rated below 4.0.
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SHERRELL VAUGHN – ACCOUNTING SERVICES, RESEARCH
Fiscal Year 2015 Year-End Accounting & Deposit Deadlines
To ensure timely and accurate financial reporting to the State Comptroller’s Office, the Division
of Administration & Finance (A&F) will enforce the following timeline for year-end document
processing. Documents received after these deadlines will be processed only with approval
from the Chief Financial Officer.
Contact information for A&F accounting and budget departments is included below:
Accounting
Services
University
Financial
Services
University
Deposits
Budget
Office
Drane 215
MS
1091
2-2970
AccountingServices@ttu.edu
Drane 253
MS
1102
2-3271
Accounts.Receivable@ttu.edu
Drane 163
MS
2-3271
Accounts.Receivable@ttu.edu
Drane 247
MS
1096
2-3228
ambud@ttu.edu
Accountant by Fund Class
Grant Specialist by Organization
Budget Analyst by Organization
August 31, 2015 (Monday)
• Departmental deposits must be delivered to University Deposits by 2:00pm. All cash and
check deposits received after this time will be credited to FY 2016. If you have questions
concerning revenue accrual entries, contact Accounting Services.
• Year-end valuation letters for the following are due by 5:00pm to Shelby Jackson,
Property Manager, at shelby.jackson@ttu.edu. Reporting templates will be provided by
Shelby via email around July 31.
o Library book and reference material purchases exceeding $5,000 FY 2015
o Art and historical treasure collections
o Livestock inventory
• Effort certifications for the January 1, 2015 to June 30, 2015 certification period are due
by 5:00pm. Outstanding effort certifications will be escalated after this date in
accordance with TTU Operating Policy 65.02.
• Salary charges must be completely cleared from all temporary salary FOPs. Requests to
carry negative fund balances to FY 2016, should be directed to Simone Hasie at
simone.hasie@ttu.edu.
September 1, 2015 (Tuesday)
• FY 2016 Accounting Period 01 opens.
September 4, 2015 (Friday)
• Institutional vouchers (IV’s), cost transfers (CT’s), revenue transactions (RT’s), and journal
vouchers (JV’s) must be either entered into FiTS or submitted to Accounting Services with
all departmental approvals by 5:00pm.
o Remember to use a transaction date of August 31, 2015. Generally, cost transfers
are not allowed across fiscal years. However, if cost transfers are required due to
funding compliance and they are received after the deadline, they will be
processed in FY 2016.
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Any IVs for consumable supplies and services must be processed in the fiscal year
in which the goods/services were provided/received. However, if IV’s are received
after the deadline, they will be processed in FY 2016.
Wires must be claimed by 5:00pm through Jaci Velasquez, University Financial Services, at
jaci.velasquez@ttu.edu. Unclaimed funds will be swept centrally.
Accounts Receivable listings (revenue earned from external sources in FY 2015 but not
received as of August 31, 2015) must be emailed by 5:00pm to Matt Heider, Accounting
Services, at matthew.heider@ttu.edu.
Year-end inventory of consumable supplies and items for resale in excess of $10,000 as of
August 31, 2015, must be emailed by 5:00pm to Matt Heider, Accounting Services, at
matthew.heider@ttu.edu. Reporting templates will be provided by Matt via email around
August 15.
Labor redistributions are due to the Budget Office via ambud@ttu.edu by 5:00pm.
o Labor redistributions are not allowed across fiscal years. If you have salary
transfers necessary to meet cost share commitments for FY 2015, they must be
submitted by this date.
o Please review the program code on all faculty salaries to ensure that the program
code and/or program codes allocation is correct.
One-time payroll requests (additional compensation, lump sum payments, and payments
to temporary employees) must be entered with all departmental approvals in EOPS by
5:00pm to process in FY 2015. Requests received after this date will be processed in FY
2016.
All transfer documentation to clear negative fund balances must be submitted to the
respective Accounting Services fund accountant by 5:00pm.
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JILL LINDSEY – AF INFORMATION SYSTEMS MGMT
Financial Dashboard – Operating Expenses
Operating Expense Dashboard Overview
The Financial Dashboard is located in Cognos. From the Home Page of Public Folders, select the
link labeled “TTU Finance”
Dashboards”
. Within this folder, select the link labeled “Financial
. The Operating Expense Report Dashboard is housed in
the Financial Dashboards folder and appears as:
link to access the parameter page.
Click on the
Parameter Options are found at the top section of the dashboard. When the parameter page
opens, you will find the Chart, Fiscal Year and Fiscal Period defaulted as shown below with
yellow highlights. These can be modified using the drop downs provided. The Organization
Code is required and will auto-populate with the last Organization Code entered. Both the
Fund Code and Program Code are optional, allowing you to execute it at various combinations
of the FOP. You may find the dashboard easier to use if you will enter a complete FOP rather
than just an Organization Code.
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The dashboard is comprised of 5 sections of data: Encumbrance, Blanket PO’s, P-Card, PO
Payments, and Travel Payments. The column titles reflect the same information as found in the
Cognos reports. The dashboard allows viewing of all at one time. Each section can be
expanded to see all of the data.
To expand any section in order to see all data, right click in the report area as shown below:
Then, select “Maximize this Widget” as shown below in the box on the left. To return the
widget to the original size, right click inside the expanded report and select “Restore this
Widget”. Notice that there is an option for printing as a PDF as well.
Open Encumbrance Section.
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Provides Encumbrance Number, Vendor, Original Amount, Adjustments and Liquidations and
Remaining Balance. If multiple pages of data exist, use the Page Down option to access other
page, as shown in the lower portion of screen shot below:
Blanket PO Section. View the details regarding the Original Blanket Order as well as payments
made against the Blanket Order. The Remaining Blanket Amount displays within the top
section. Remember that Blanket Orders do not encumber funds.
P-Card Section. View details such as Transaction Date, Document ID, Transaction Description,
and the Transaction Amount.
P0 Payments Section. By Vendor, the Vendor Invoice, P0 number, and Check number are
displayed, along with the Check Date, Transaction Amount, and Check Amount.
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Travel Payments Section. View the Transaction Date, and either the Doc Ref Number or the
Encumbrance Number for the Travel Expense, followed by Transaction Description, Account
Description and the Expense Amount.
At the top of the dashboard are options that allow you to return to the home page of Cognos or
to the folder which houses the dashboard:
1. The Home Icon
returns you to the home page of Cognos,
2. The curved arrow icon
returns you to the Financial Dashboard folder.
JEFF DEITIKER – PAYROLL SERVICES
End of Fiscal Year Deadlines
• EOPS
o 8/18/2015 by 5:00 pm for August monthly payroll – will charge FY15 funding
o 9/1/2015 by 5:00 pm for August 16 - 31 semi-monthly payroll – will charge FY15
funding
• Manual Check Requests
o 8/21/2015 by 5:00 pm, will pay on 8/28 and charge FY15 funding
o 8/28/2015 by 5:00 pm, will pay on 9/4 and charge FY15 funding
o 9/4/2015 by 5:00 pm, will pay on 9/11 and charge FY16 funding
Announcements
TRS Changes
• The employee’s contribution rate will increase from the current 6.7% to 7.2% on
September 1, 2015. The state contribution rate remains at 6.8%.
o Impacts September 25th semi-monthly payroll
o Impacts October 1st monthly payroll
• Reporting changes
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o Effective September 1, 2016 employee deductions and employer matching
amounts will be reported in the month in which the employee is paid. Currently
these are reported in the month in which the employee earned the payment.
 This could (and probably will) impact Termination Certifications and TRS
refund requests for exempt employees, as the employee’s final month
contribution must be reported prior to processing Termination
Certifications and refund requests.
Deferred Pay (12 Month Spread)
• This year Payroll Services is going to recertify all faculty members who are on Deferred
Pay. Each faculty member who is on Deferred Pay will receive an email with an
attachment for recertification (email will be sent within the next couple of weeks).
o All faculty members who wish to continue to have their 9 month pay spread over
12 months will need to recertify.
o Due to IRS regulations (IRC 409A limits the amount of deferrals from one tax year
to the next); there may be some faculty members who will be unable to defer
their salary. Payroll Services will work with those faculty members directly on an
individual basis.
LACEY ELLIS – HR COMPENSATION & OPERATIONS
Miscellaneous Announcements
The ePAF is the driving force for many other processes such as eRaider, email access, Instructor
of Record designation, and graduate student fee waivers and tuition benefits. It is very
important to get your new fiscal year appointments in the system via ePAF so these other
processes will not be delayed.
Salary Planner will be rolled into the Banner system this weekend. We are encouraging
departments to review all new fiscal year appointments beginning August 17, 2015. You can
review these appointments by reviewing Cognos report HR121.
• Carefully review any employees you might have made a change to over the summer
(May through first week of August).
Pay Plan Information
HR has worked with a consultant over the last year to review the Texas Tech pay plan structure
and how our jobs are laid out in that structure. During that review, it was determined that our
pay grades were too narrow and we needed to broaden those amounts so employees could be
rewarded based on performance and work duties, instead of giving them new titles to get them
into the next pay grade. As a result, the new pay plan structure will be effective 9/1/2015.
There is a small increase in the minimum salary for each grade.
Another result from this review was the creation of an unclassified pay plan. The positions in
this plan will be those that are highly specialized and recruited for nationally. Positions not
fitting the definition of unclassified were moved to other pay grades.
There were a few positions evaluated, which were determined to have been placed in the
wrong pay grade. Those positions were moved and placed in the correct pay grade.
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The new pay plan is published on the HR website at http://www.depts.ttu.edu/hr/ under
“Shortcuts”. You are encouraged to review the positions and new pay structure. Please call HR
Compensation and Operations with any questions at 742-3851.
Pay Plan Structure Effective September 1, 2015
Salary
Grade
MIN
25th
Midpoint
75th
MAX
Non-exempt Pay Grades
500
$15,099
$18,015
$20,931
$26,291
$31,652
501
$15,407
$18,720
$22,032
$27,485
$32,938
502
$15,831
$19,511
$23,192
$28,932
$34,672
503
$16,275
$20,344
$24,413
$30,455
$36,497
504
$17,577
$21,971
$26,366
$32,891
$39,416
505
$18,983
$23,729
$28,475
$35,522
$42,570
506
$20,502
$25,627
$30,753
$38,364
$45,975
507
$22,142
$27,677
$33,213
$41,433
$49,653
508
$23,913
$29,892
$35,870
$44,748
$53,626
509
$25,826
$32,283
$38,740
$48,328
$57,916
510
$27,893
$34,866
$41,839
$52,194
$62,549
511
$30,124
$37,655
$45,186
$56,369
$67,553
512
$32,534
$40,667
$48,801
$60,879
$72,957
513
$35,137
$43,921
$52,705
$65,749
$78,794
514
$37,947
$47,434
$56,921
$71,009
$85,097
515
$40,983
$51,229
$61,475
$76,690
$91,905
516
$44,262
$55,327
$66,393
$82,825
$99,257
517
$47,803
$59,754
$71,704
$89,451
$107,198
518
$51,627
$64,534
$77,441
$96,607
$115,774
519
$55,757
$69,697
$83,636
$104,336
$125,036
Exempt Pay Grades
801
$25,444
$34,922
$44,400
$54,050
$63,700
802
$30,863
$42,359
$53,855
$65,478
$77,100
803
$34,026
$46,700
$59,375
$72,137
$84,900
804
$39,081
$53,727
$68,372
$83,116
$97,860
805
$44,316
$60,747
$77,177
$93,907
$110,638
806
$52,967
$72,697
$92,427
$112,464
$132,500
807
$63,585
$87,271
$110,956
$134,928
$158,900
808
$76,248
$104,650
$133,052
$161,676
$190,300
809
$91,497
$125,748
$159,999
$194,249
$228,500
$160,170
$999,999
Unclassified Pay Grade
800
$25,444
$70,353
$115,261
E-Verify
What is E-Verify?
E-Verify is an electronic system that verifies the employment eligibility of:
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 Newly hired employees
 Existing employees assigned to work on a qualifying federal contract
E-Verify is a FREE web-based service provided by the Federal Government
E-Verify is FAST and EASY to use
During this last legislative session, Governor Greg Abbot signed a bill that requires all State
of Texas Agencies to use the Federal E-Verify System for all New Employees.
Performance and accuracy
Partnership between the U.S. Department of Homeland Security (DHS) and the Social Security
Administration (SSA) electronic systems allows for a 98.81% instant work authorization.
I9 vs E-Verify – What is the difference?
Form I9 rules and regulations still apply
• New employee must complete section 1 on or before the first day of work for pay
• Employer must complete section 2 on or before the third day of work for pay
E-Verify is designed to be used in conjunction with Form I9.
• E-Verify does not replace Form I9
• It is considered “step 2” of the I9 verification process
• Should be done immediately after the I9 is verified
How does E-Verify affect you?
Departmental Accountability
• Strict adherence to the 1 day and 3 day rule
Human Resources Tracking
• Non-compliant cases in E-Verify
• Hold departments responsible for non-compliant cases
TTU Statistics for 12 months
• 4715 - Total I9 forms
• 325 - Total I9 forms not meeting the 1 and 3 day rule
• Fines would result from all 325 out of compliance forms
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E-Verify is free to use; however, using it incorrectly could cost Texas Tech University in fines and
penalties because reporting is done directly to the Federal Government.
Training - Where can I learn more?
To receive access to the E-Verify system – YOU MUST ATTEND TRAINING.
• We are asking for each department to send at least 2 representatives to one of the
following trainings. Trainings will be held in Doak Conference Center Room 156.
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Tuesday
th
Thursday
August 11
8:30am – 12:00pm
August 13
1:30pm – 5:00pm
August 18
8:30am – 12:00pm
August 20
8:30am – 12:00pm
August 25
1:30pm – 5:00pm
August 27
8:30am – 12:00pm
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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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