ADMINISTRATORS GROUP MINUTES
November 5, 2015 Meeting
NEXT MEETING:
Please Note:
The next Administrators Group meeting is scheduled for Thursday, December 3, 2015. The
meeting location will be the Student Union Building – Red Raider Lounge. The agenda will be
sent at a later date.
JENNIFER CHAVIRA – STAFF SENATE
TTU Staff senate represents you! We are the liaison between staff, administration, faculty and
students. Elections are in late spring so if interested in running for next year please visit our
website for information. Terms are three years and you serve on committees such as the
scholarship committee, OP review committee, issues committee, parking ect. General meetings
are only once a month.
We give staff scholarships!! Scholarships are $300 each and could help cover book costs.
Deadline for spring scholarships is Friday January 29th 2016.
Staff Senate is hosting the Presidential Speakers Tuesday December 15th in the TTU ballroom.
This is a great opportunity for professional development. This year we are teaming up with
athletics so speakers will be TTU coaches. Topics that will be covered are
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Leadership and team work
Life balancing –how to balance home and work life
Building the bridge in the gap of generations.
We know not everyone in the office may be able to attend at the same time so sessions
will be from 10 to 12 and will be repeated from 1-3. Lunch will be served at noon …who
doesn’t like a free meal! During lunch we will have a Tech traditions talk. Raider Red will
also be making a special appearance.
RSVP information will be sent out soon so please watch Tech-Announce, emails and post
cards that will be mailed to you.
So please pass this info along to those in your department because this is a great
opportunity for professional development and to hear some of your favorite TTU
coaches speak.
If you have any questions please email us staffsenate@ttu.edu
Thank you HR for helping us promote this great event.
CANDICE RICE – HUMAN RESOURCES
Effective January 1, 2016, the university has new IRS reporting requirements for the 2015 tax
year. To comply with new reporting requirements, Human Resources must record the number
of hours worked by variable hour employees. For hourly employees, we are able to collect the
data through the payroll system; however, we need your assistance in reporting hours for all
part-time exempt employees. The majority of the university’s part-time exempt employees are
classified as Instructor, TA, GPTI, or RA.
The ACA Employment Verification application allows you to directly submit these hours to us.
The link to the ACA application is https://www.depts.ttu.edu/hr/apps/acaverification/index.php
Please complete the application as follows:
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Credit Hours, Office Hours, Meeting Hours will be used to record Instructor, TA, and GPTI
hours
o Complete the Credit Hours column by documenting how many semester credit
hours (including lab hours), each Instructor, TA, or GPTI is scheduled to teach
o Complete Office Hours column by documenting the number of required office
hours per week each Instructor, TA, or GPTI is assigned
o Complete Meeting Hours column by documenting the number of hours per week
each Instructor, TA, or GPTI, works by attending mandatory or required meetings
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RA Hours will be used to record RA hours
o Complete the Meeting Hours column by documenting the number of hours per
week each RA works by attending mandatory or required meetings
o Complete RA Hours by documenting the number of hours per week each RA is
required to work in order to receive a RA assistance ship
Please submit your verifications by November 25, 2015.
LADONNA JOHNSON – HUMAN RESOURCES
Changes to TRS laws, effective September 1, 2011, established a new five-year time limit for you
to notify TRS and provide verification to TRS of service not credited on your annual statement
and to provide verification to TRS of any unreported service and/or compensation, including
substitute service. All unreported service rendered prior to September 1, 2011, and any service
not credited on your annual statement for the fiscal year ended August 31, 2011, must be verified
no later than August 31, 2016. Please see the TRS website for more details.
http://www.trs.state.tx.us/
Benefits Orientation
Benefits Orientation has been removed from NEO due to several requests for it to be longer so
that more questions can be answered. Some people due to certain circumstances need more
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personalized care. Because of this we are holding at least two Benefits Orientations per month
in Doak Conference Center. The room has laptops and internet capabilities so if someone is ready
to enroll, we can be there to assist them. We have created a shortcut on the HR home page that
will take you directly to the calendar of the upcoming Benefits Orientations and you can even
register right from there. http://www.depts.ttu.edu/hr/
AUSTEN HUBBARD – TALENT ACQUISITION
How to determine if an applicant is claiming “Veterans Preference”
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If a veteran has identified themselves as a protected veteran in their application then
their candidate type will be “Veterans Preference”
Their DD 214, or discharge from service form will be located in the attachments portion
of the applicants talent record
The attachment type will be “Preference Documentation (veteran or orphan)”
The DD 214 contains information about military service such as length of time served,
primary job specialty, rewards, and character of discharge
What to do if there is a Veteran Applicant in your candidate pool that does not meet the minimum
requirements of the job posting?
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You are not obligated to interview a veteran candidate for a position if they do not meet
the minimum requirements for the job posting, do not return your calls or emails for an
interview, or decline the interview.
If you did not interview them please mark their HR status to “did not meet minimum
qualifications” and call or email me so that I can make a note in their talent record.
If you do interview a qualified veteran for a position but do not hire that veteran, please
mark their HR status as “interview complete” before you submit the offer outline form
for the candidate you are going to hire.
o Please call or email me with any questions about Senate Bill 805 or if you would
like me to explain how a veterans military experience applies to a position they
have applied for.
o Austen Hubbard
(806) 834-4806
austen.hubbard@ttu.edu
BYRON ANDERSON – AFISM
Budget Managers:
The Job Labor Distribution Change – Future form is now available as an ePAF, “TTU Current and
Future Labor Change, TLABOR,” which routes directly to the Budget Office. Instructions for
completing and submitting the ePAF can be found on the Budget website under ‘Resources and
Links,’ on the ‘Salary Budgeting’ tab. For assistance, contact the Budget Office:
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Contact List by Org:
Phone:
Email:
http://www.depts.ttu.edu/budget/contact/organizationList.php
806-742-3228 Main Office
ambud@ttu.edu
ePAF Originators:
Three calculators were added to HR Job Aids to assist with converting Hours to/from FTE, or
Hourly Rate to/from Annual Salary:
1. Convert Hours to, from FTE. Enter the work hours to find the FTE. Or vice-versa, enter an FTE
to find the work hours.
NOTE for the following two calculators: The Annual Salary is associated to the FTE, and must
maintain the same ratio, such as – If a 1.0 FTE Annual Salary is $10,000, then the .5 FTE Annual
Salary is $5,000, and a .25 FTE Annual Salary is $2,500. To assist with this ratio, the following two
calculators require an FTE entry.
2. Convert from “Annual Salary and FTE” to an Hourly Rate. Pick the correct calculator (either
Exempt 12 month or Faculty 9 month) and enter the salary and FTE to find the hourly rate.
3. Convert from an Hourly Rate to “FTE and Annual Salary.” Enter the hourly rate and FTE to find
annual salary for both Exempt 12 month and Faculty 9 month.
For inquiries or assistance, contact AFISM 2KNOW in the Outlook Address Book, or 806 742-5364.
JEFF DEITIKER – PAYROLL SERVICES
Addresses and W2 Consent:
• Employees should update their address or verify their addresses for W2 purposes
o To review:
 Log on to raiderlink
 Select TTU Employee Tab
 Select My Personal Information
 Select View Addresses and Phones
 Review the Permanent Address
o To Update:
 Log on to raiderlink
 Select TTU Employee Tab
 Select My Personal Information
 Select Update Addresses and Phones
 Select Current under the Permanent Heading
 Update information
• Use Today’s date in the “Valid From This Date” field
• Do not enter any date in the “Until This Date” field
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Encourage consent to electronic receipt of W-2s through Raiderlink
o Log on to raiderlink
o Select TTU Employee Tab
o Select My Employment Information
o Select Tax Forms
o Select W-2 Consent
o Check Consent to receive W-2 Electronically
o Receive Confirmation
Deadlines:
• MCR’s submitted by December 11th will pay on December 18th
o This is the final MCR process for 2015
• MCR’s received after December 11th will pay on January 8th, 2016
• Monthly employees being paid by EOPS must be fully approved by December 18th by 5pm
central time to meet the deadline
2015 Outstanding Overpayments:
• All outstanding overpayments must be paid by December 18th to have a correct W2 for
2015
Other:
• Departments should have all employee submit their WTE timesheets on time for the
December 1st-15th payroll, otherwise those who did not submit may not get paid until
January 8th, 2016
o This is especially critical for student employees who may leave after final exams in
December.
CAREY HEWITT - OPERATIONS DIVISION
TTU SHRED WEEK FREE of Charge!
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