OFFICE OF HUMAN RESOURCES
HR FORUM
Februar y 4, 2014
Agenda
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•
•
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Introduction
Career Center and Student Employment
Affordable Care Act
Department Updates
Office of Human Resources
• HR Forum will be held on the first Wednesday
of the month 10am – 11:30am. JSOM 2.115.
March 4, 2015
April 1, 2015
May 6, 2015
June 3, 2015
July 1, 2015
August 5, 2015
One UTD
Introducing…
ONE UTD – One Network of Employees, United Through Diversity – is an effort to promote
unity, collaboration, respect and partnership within the employee community. The goal of the
ONE UTD initiative is to help bring awareness of the need to:
1) work together as a team to benefit UTD as a whole;
2) promote understanding and respect for diversity and inclusion of not just age, race,
gender, etc., but diversity of thought, ideas, and initiatives; and
3) show our commitment and concern for diversity to external job seekers.
Career Center
Hiring a Student Employee
The University of Texas at Dallas
utdallas.edu/career
Career Center
Post a position in
Complete these fields in CometCareers:
• Number of openings
• Work schedule
• Hours per week
• Wage/Salary
• Employment Start/End Date
• Supervisor
• Job Description
• Qualifications
• Application Instructions
Jobs will be reviewed and activated within 1-2 business days.
The University of Texas at Dallas
utdallas.edu/career
Career Center
Review and Interview Applicants
All jobs must be posted for at least five (5) business days or until 50
applicants have applied, whichever comes first.
Students can apply via CometCareers or be directed to follow an
alternative process.
Departments are responsible for scheduling and conducting
interviews with applicants.
• CometCareers can be used to schedule on-campus interviews with
applicants. Contact the SEC for more information.
It is recommended that each interviewee fill out a Criminal
Background form (CBC) at the time of interview.
The University of Texas at Dallas
utdallas.edu/career
Career Center
Select Candidates
Once the department selects their candidate, follow
the steps below:
• Have the student complete the top portion of the CBC form if
this was not done during the interview – the bottom section will
be completed by the Career Center.
• Complete the Hiring Proposal Form
• Both forms can be emailed to the SEC, mailed via campus mail SSB 31, or delivered in person to our office – SSB 3.300.
The Hiring Proposal Form will be used as an offer letter for
international students who are in need of a Social Security Card.
The University of Texas at Dallas
utdallas.edu/career
Career Center
Offer Position
Once the Career Center has received the CBC and the Hiring Proposal Form, the
following procedures will take place:
• Career Center will submit the CBC to the Police Department. Please allow one (1) week
to process CBC forms.
• After receiving a cleared CBC, Career Center will extend offer via email to the student.
• Students MUST come to the Career Center to complete the following forms ON or
BEFORE their first day of work:
• I-9/W-4/Direct Deposit
• Conditions & Regulations
• Selective Service Verification
• Personal Data Form
• Departments complete the PAF and any department
specific forms. Work-study PAFs must be sent to the
Career Center for approval.
The University of Texas at Dallas
utdallas.edu/career
Career Center
Stop by the Career Center!
Student Services Building 3.300
972-883-2943
studentemployment@utdallas.edu
The University of Texas at Dallas
utdallas.edu/career
Division Update
BENEFITS
Affordable Care Act (ACA) Update
• UT Dallas is required to be in compliance with all legislative
requirements under the Affordable Care Act (ACA).
• One of the major compliance requirements under ACA
compliance is the offering of health care coverage to all
employees working an average of 30 or more hours per
week or 130 hours per month.
• The UT System Office of Employee Benefits mandated that
this offering become effective January 1, 2015 for the UT
System Health Insurance Plan.
• This will allow UTD and the UT system a 9-month period of
measurements without risk of penalty. This will also allow
the data to be tracked to comply with the year-end
reporting (similar to W-2) due in March 2016 for the
reporting period of January 1, 2015 through December 31,
2015. Penalty of non-compliance will be in effect 9/1/15.
Affordable Care Act (ACA) Update
• Affordable Care Act (ACA) Tracking Compliance effective 1/1/15
– New FTE Calculation for Instructional Faculty (see Table 1 & Table 2)
– ACA Notice to all New Hires/Rehires within 14 days of hire date
– Part-time/temporary/hourly student employees will become eligible if
working an average of 30 hours per week during a 12-month
measurement period (see measurement periods)
– Students under Work Study Program are exempt from ACA tracking
– No premium sharing for ACA eligible currently - subject to legislative
change as of 9/1/15
– Eligible employees must be offered coverage timely – enrollment
required within 31 days of eligibility date
• Timely submissions of changes (i.e. new hires/rehires & FTE
changes)
• 50% employees (not student positions) should receive benefits
• Send all eligible employees to the Benefits Office (FTE .50% or
more)
Affordable Care Act (ACA) Update
• UT System ACA Measurement Periods
• First Measurement – 11/1/2013 – 10/31/14
eligible 1/1/15 through 12/31/15 (12 months stability)
• Initial Measurement - 12 months from hire or rehire date
• Standard Measurement – 6/4 – 6/3 each year; effective 9/1
• Reporting Requirements
• Declaration of coverage offering to IRS
• IRS required reporting begins March 2016 for 1/1/15 12/31/15
• ACA Eligibility Reporting to UT System OEB
• Utilization of Equifax ACA Service Management System to track
hours for ACA eligibility
Penalty for Non-Compliance
• ACA definition of full-time is 30 hours/week
• $3,000 per each full-time employee who enrolls in
coverage through the Marketplace and who receives
subsidy – if they are eligible and we did not offer them
coverage
• $2,000 per every full-time if UTD does not offer
medical coverage to 70% (2015) and 95% (2016 &
beyond) of full-time employees – possible audit trigger
if one enrolls & covered in Marketplace and receives
subsidy
• Affordability – employee coverage not to exceed 9.5%
of salary- premium sharing potential
Important Note: It is critical to have accurate FTE in the
system and tracking of hours worked
FTE Calculation Table-Fall & Spring
FTE calculation tables applies to all Instructional Faculty positions, including all levels of
lecturers, senior lecturers and clinical professors.
Table 1
SCH
UT Dallas - Approved FTE Calculation - Fall and Spring semesters
TEACHING
PREP/GRADING
MEETING
OFFICE
OTHER
1
1.00
1.00
1.00
2
2.00
2.00
1.00
3
3.00
3.00
4
4.00
5
TOTAL WEEKLY HOURS
1.00
-
4.00
0.100
1.00
0.67
6.67
0.167
1.00
1.00
2.00
10.00
0.250
4.00
1.00
1.00
3.33
13.33
0.333
5.00
5.00
1.00
1.00
4.67
16.67
0.417
6
6.00
6.00
1.00
2.00
5.00
20.00
0.500
7
7.00
7.00
1.00
2.00
6.33
23.33
0.583
8
8.00
8.00
1.00
2.00
7.67
26.67
0.667
9
9.00
9.00
1.00
2.00
9.00
30.00
0.750
10
10.00
10.00
1.00
2.00
10.33
33.33
0.833
11
11.00
11.00
1.00
2.00
11.67
36.67
0.917
12
12.00
12.00
1.00
2.00
13.00
40.00
1.000
A Dean may substitute teaching hours for equivalent or additional duties outside the classroom. Example: The Dean may appropriately increase the hours of a lecturer with additional duty for course development.
FTE
FTE Calculation Table - Summer
Table 2
SCH
1
2
UT Dallas - Approved FTE Calculation - Summer
TEACHING
PREP/GRADING
MEETING
OFFICE
1.50
1.00
1.00
1.00
-
4.50
0.113
2.00
1.00
1.00
-
7.00
0.175
3.00
OTHER
TOTAL WEEKLY HOURS
FTE
3
4.50
3.00
1.00
1.00
0.50
10.00
0.250
4
6.00
4.00
1.00
1.00
1.33
13.33
0.333
5
7.50
5.00
1.00
1.00
2.17
16.67
0.417
6
9.00
6.00
1.00
2.00
2.00
20.00
0.500
7
10.50
7.00
1.00
2.00
2.83
23.33
0.583
8
12.00
8.00
1.00
2.00
3.67
26.67
0.667
9
13.50
9.00
1.00
2.00
4.50
30.00
0.750
10
15.00
10.00
1.00
2.00
5.33
33.33
0.833
11
16.50
11.00
1.00
2.00
6.17
36.67
0.917
12
18.00
12.00
1.00
2.00
7.00
40.00
1.000
A Dean may substitute teaching hours for equivalent or additional duties outside the classroom. Example: The Dean may appropriately increase the hours of a lecturer with additional duty for
course development.
ACA Compliance FAQs
• What is the impact of ACA to student employees
and TA/RA employees, part-time and temporary
employees?
• TA/RA positions are already eligible for insurance and are
not allowed under policy UTDPP1075 to work more than
20 hours per week. Here is a link to the policy
http://policy.utdallas.edu/utdpp1075
• Work study student positions are not ACA eligible.
• Other student positions are generally not benefits
eligible. However, under ACA if the student works an
average of 30 hours a week during the 12 month
measurement period, they will become ACA eligible.
Supervisors are advised to monitor work hours closely.
• Part-time <.50% and temporary employees will become
ACA eligible if they work an average of 30 hours/week
ACA Compliance FAQs
What should the schools/departments do to ensure ACA compliance?
• Follow the FTE calculation tables to determine the appropriate FTE level.
Submit, review and approve all PAFs/ePARs with the appropriate FTE to be
reflected in the records. Email a list of all FTE changes (increase or
decrease in percentage) effective 1/1/15 – 8/31/15 to benefits
@utdallas.edu so those newly eligible for benefits can be notified and
begin the enrollment process.
• ACA eligible employees are not eligible for premium sharing at this time.
However, the UT System Office of Employee Benefits will be proposing in
the 2015 legislative session that ACA eligible employees receive 100%
premium coverage (same currently full-time). Therefore, schools should
anticipate and plan for this cost in their FY 16 budget in the event it is
approved.
• Submit ongoing employee changes (i.e. new hires and FTE changes) via
PAR/ePAR in a timely manner or in advance when possible to ensure
offering of benefits coverage to eligible employees within 31 days.
• Notify the Benefits Office of new hire/FTE changes that are late
• Notify new employees to attend orientation and/or contact the Benefits
Office to enroll for benefits within 31 days of hire date or status change
ACA Compliance FAQs
What happens if the employee becomes ineligible or eligible for benefits as
of January 2015?
• Changes that drop an employee below a .50 FTE as of 9/1/15 should be
submitted via the annual budget process when possible. If not, the
change must be submitted via PAF/ePAR by 8/25/15. During the new FTE
calculation implementation period, those who are currently benefits
eligible but would become ineligible based on the new FTE table, will not
lose benefits eligibility until 9/1/15. This gives the employee notice to
make other arrangements and the school time to review course load for
appropriate FTE level as of 9/1/15.
• Changes that increase FTE to .50 or more must be submitted via
PAF/ePAR to Budget.
• Inform benefits eligible (.50% FTE) to contact the Benefits Office to enroll
within 31 days of eligibility date
• Collaborate with the Benefits Office if necessary to ensure accurate
processing of benefits eligibility
Benefits/ACA Eligibility Rules
• Benefits Eligible Employees – eligible for premium sharing
– Full-time (100% FTE) faculty and staff working at least 4 ½ months
– Part-time (50% FTE or more) employees working at least 4 ½ months
– RA/TA (50% FTE) working at least 4 ½ months
• ACA Eligible Employees (not currently eligible for premium sharing)
– Part-time/variable hours employees who worked an average of 30 hours
per week (130/month) during a 12-month measurement period
– Seasonal (temporary) employees who worked an average 30 hours per
week for the 12-month measurement period
– Student employees (not federally or state funded) who worked an
average of 30 hours per week during a 12-month measurement period
• Non-Benefits Eligible Employees
– Part-time (less than 50% FTE) or working less than 20 hours per week or
less than 30 on average for the 12-month measurement period*
– Employees in a student positions and worked less than 30 hours*
Note: Students under Work Study Program are not ACA eligible
COBRA Notice-Offer Coverage
• Coverage for faculty & RA/TA generally ends on May
31st (end of school) for those who are not appointed
during the summer period and/or no Fall
appointments. Staff coverage ends at end of the
month of termination or retirement.
• Submit termination/FTE change PAFs/ePARs timely
• UTD will offer COBRA coverage if employee and
dependents lose coverage
• COBRA notice mailed to home - contact the Benefits
Office for application forms
• Conversion to individual coverage may be available for
voluntary insurance, if eligible, and apply within 31
days from coverage end date
76
2015 IRS Retirement Plan Limits
Mandatory Retirement for Eligible Employees (20 hours or more for 4 ½ months)
Teacher Retirement System of Texas (TRS) – State Contribution: 6.8% Employee: 6.7%
Compensation Limit - $265,000 (if hired on or after 9/1/96 – otherwise no limit)
Optional Retirement Program (ORP)
Compensation Limit - $265,000 (if hired on or after 9/1/96 – otherwise no limit)
UTD Contribution: $22,525.00 (8.5% of $265,000) if hired on or after 9/1/96
Employee Contribution: $17,622.50 (6.65% of $265,000) if hired on or after 9/1/96
Total Deduction Limit is $53,000 in 2015 – combining ORP, 403(b) & Roth
$6,000 age 50 catch-up – this is in addition to the $53,000
Voluntary Retirement Programs
All Employees are Eligible
Tax Sheltered Annuity(TSA) – 403(b)
TSA limit-ORP Participants on/after 9/1/96
$18,500.00 Max + $6,000 age 50 Catch-up
$12,852.50 Max + $6,000 age 50 Catch-up
Roth 403(b) – After tax /earnings tax-free
Shares limit with TSA noted above
Deferred Compensation Plan (DCP) 457(b)
$18,500 Max; $6,600 age 50 Catch-up
77
Absence Management Process
FMLA & Parental Leave
• FMLA – Eligibility requires 12 months of state service; 1,250 hours
– Job-protected leave; employee must complete forms (online) 30 days in
advance or as soon as practicable if unforeseeable for absence of more than
3 days; department should notify employee to complete required forms
– Up to 12 work weeks for birth/adoption, serious health condition of
employee, spouse, child and parent and military exigency
– Up to 26 work weeks (combined total) to care for a covered military
servicemember with a serious injury or illness (spouse, son, daughter, parent
or next of kin)
– Unpaid unless employee has leave balance or using disability benefits or
qualified for Sick Leave Pool
– Consecutive or intermittent leave
– Eligible for Premium Sharing even if the leave is unpaid
• Parental Leave – applies if employee is not FMLA eligible
– Up to 12 weeks for birth or adoption/placement of a child
– Not eligible for Premium Sharing if the leave is unpaid
FML & Parental Leave FAQs
•
•
•
•
Is Family Medical Leave paid or unpaid?
– During the time that an employee is on leave for a FMLA reason, he/she must
exhaust all APPLICABLE sick leave and vacation. Once that is exhausted, the
employee will be placed on Leave Without Pay for the remainder of the 12
weeks. Employee will be responsible for paying the insurance that they normally
have deducted from their paychecks (i.e., cost of coverage for dependents, longterm disability insurance, etc.). Premium sharing available.
Can I choose to exhaust my own paid leave prior to beginning FMLA leave?
– No, you cannot choose to exhaust your own paid leave prior to beginning FMLA
leave. The UT Dallas’ Administrative Policies and Procedures (D6-155.0) require
you to use your available paid leave when you are missing work due to an FMLArelated reason. Exceptions: FMLA leave due to an on-the-job injury will have
option to use available paid leave or being in a leave without pay status; you are
not required to FLSA comp time but have option to do so.
What other payments are available during FML/Parental leave ?
– Short Term Disability and/or Long Term Disability , if coverage is elected
– Sick Leave Pool – must apply separately and qualify as catastrophic
Link to more FAQs (https://www.utdallas.edu/hrm/benefits/lifeevents/famlvfaq.php5)
Other Leave
• Sick Leave Pool (cannot be retroactive)
– catastrophic illness and injury – employee must be on approved leave
– Must exhaust all available leave and be unpaid for one full day
– 720 hours maximum
• Leave without Pay
– requires department approval and
– coordination with the Benefits Office for benefits processing
– Medical or other documentation will be required as applicable.
• Extended Unpaid Military Leave
– job protection under USERRA (Uniform Services and Reemployment Rights
Act of 1994)
– Coordination with the Benefits Office for benefits processing
• Return to work release for all medical related leave – generally 5 days prior to
return to work
• Link to Leave Policies: https://policy.utdallas.edu/utdbp3054
Leave Online Resources
Absence Management Process
 View Balances
• Galaxy
• Staff Tools
• Absence Balances
• “As of ” date
Absence Management Process
Absence Management Module
• Identify
• Calculate
– Entitlement(s) - Accruals
– Take(s) - Absences
– Adjustments
– Balance
• Finalize
• Now viewable in Galaxy
Absence Management Process
How does data get to payroll?
Absence Management Process
Absences – Event Table vs Timesheet
Absence Management Process
Absence Management Process
Benefits Team
Marita M. Yancey, Director (x2127)
Insurance, Retirement, Longevity
Benefits Specialists
Nora Pena – x4559
Debra York – x5338
Vacant – x2131
Vacation & Sick Leave, FMLA, Sick
Leave Pool
Christine Moldenhauer
Leave Administrator
x5151
Reporting, Funding and Billing
Thi Nguyen
Reporting Coordinator
x2605
HRIS & Technical Support
Tina Sharpling
HRIS Manager
x4132
NEW
35
Division Update
EMPLOYEE RELATIONS/
ORGANIZATIONAL DEVELOPMENT
& INSTITUTIONAL EQUITY
Employee Relations –
Performance Appraisals
Appraisal Deadlines:
• April 7, 2015 – Employees who were
employed during 2014.
• June 30, 2015 – Employees who were hired
between January 1, 2015 & April 15, 2015.
(Probationary Evaluation accepted)
Appraisal not required for:
• Employees with an appointment of less than 4.5 months or if
they are in a student position.
• Employees currently out on leave – Complete when they
return from leave.
Employee Relations & Organizational
Development & Training
Training Opportunities
Performance Review for Supervisors
• February 5 (10:00 A.M. – 12:00 P.M.)
Performance Review for Employees (“What Does it Mean for Me?)
• February 10 (2:00 P.M – 4:00 P.M.)
• February 19 (10:00 A.M. – 12:00 P.M.)
• March 10 (2:00 P.M – 4:00 P.M.)
• March 19 (10:00 A.M. – 12:00 P.M.)
Catch Comet Pride
• February 11 (2:00 P.M. – 4:30 P.M.)
Managers/Supervisor’s Certificate Series
• February 18 (2:00 P.M – 4:00 P.M.)
Institutional Equity
New Regulations Regarding Veterans and Persons with Disabilities
Dear Faculty and Staff:
The U.S. Office of Federal Contract Compliance Programs (OFCCP) has announced new regulations to
strengthen federal contractors’ affirmative action and nondiscrimination responsibilities as they relate to
veterans and persons with disabilities. The new regulations require federal contractors to provide an
opportunity for all job applicants, new hires and employees to voluntarily self-identify in these two categories.
As a UT Dallas employee, you have the opportunity to complete the following two voluntary self-identification
surveys by logging in to Galaxy and navigating to “Staff Tools/Voluntary Self Identification”.
For further information, please review the online PDFs of frequently asked questions regarding the disability
and veteran surveys, or contact the Office Institutional Equity at institutionalequity@utdallas.edu or (972) 8832223. If you are a person with a disability who requires a workplace accommodation, you may contact the
Office of Human Resources, Employee Relations at (972) 883-2221 or EmployeeRelations@utdallas.edu.
Additional resources related to this new regulation include Section 503 Rehabilitation Act of 1973 and the
Vietnam Era Veterans Readjustment Assistance Act (VEVRAA).
Thank you,
UT Dallas Office of Human Resources
Division Update
EMPLOYMENT SERVICES
General Updates
• Don’t forget...New PRR
• Criminal Background Checks
– International students
• The will be accepted in lieu of a CBC for international
students who have been in the US no longer than six (6)
months after the issuance of their visa.
– General
• We can rely on a CBC conducted within the past 12 months,
if there is no break in service of more than six (6) months.
• Ask YODA is coming soon for HR!
Compensation Standards
• Compensation Standards and Practices were
distributed to Deans/VPs in January.
• Addresses key concepts and standards that will
be used going forward in determining starting
pay, pay increases, and job changes.
• Key dates to remember:
– March 1 and September 1
– All changes that impact compensation
(reclassifications, promotions, equity adjustments,
market reviews, etc.)
Q&A