May 2014

Table of Contents ERS Dependent Eligibility Audit Update............................................................................................... 2

Professional Development ................................................................................................................... 2

The Support Staff Resources Website: Information at Your Fingertips! ................................................ 3

May Timekeeping ................................................................................................................................ 3

ERS Announces Annual Enrollment Dates ............................................................................................ 3

Have You Accessed “My UHC Vision” Online? ...................................................................................... 3

SAP for Supervisors Correcting “Rejected” Time ................................................................................. 4

Instructions: .................................................................................................................................... 4

On the selection screen enter: ......................................................................................................... 4

Navigation Tips: ............................................................................................................................... 4

Separation Processing for an Hourly Student Worker........................................................................... 4

EASY Upgrade 2014-2015 ................................................................................................................... 5

Course Management Through SAP....................................................................................................... 5

Ethics and Compliance Testing Tips ...................................................................................................... 6

Excessive Absenteeism .................................................................................................................... 6

Employee of the Month - Karen Bryson ............................................................................................... 7

The Texas State Quarterly Team Award ............................................................................................... 8

Welcome New Employees ................................................................................................................... 9

New Employee Orientation II Breakfast ............................................................................................... 9

Focus on Employees .......................................................................................................................... 10

Featured Discounts for May ............................................................................................................... 10

Ask Human Resources ....................................................................................................................... 11

Benefits: ........................................................................................................................................ 11

Compensation: .............................................................................................................................. 12

Employment: ................................................................................................................................. 13

Professional Development ............................................................................................................. 14

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May 2014

ERS Dependent Eligibility Audit Update

ERS is working with Aon Hewitt to conduct a dependent eligibility audit for the Texas Employees Group Benefits Program (GBP). The audit will lower instances of fraud by ensuring that only eligible dependents receive health coverage.

Aon Hewitt may sound familiar since they currently administer the Texas Income Protection Plan disability insurance for ERS. Also, Aon Hewitt conducted a dependent eligibility audit for ERS in 2011. For the new audit, Aon Hewitt will:

• send letters and email to participants, • answer questions about the audit, • provide a secure audit website, and • receive and review documents.

The new audit has two parts. The first began in April and will include dependents that are currently enrolled in health coverage and were added since the previous audit. The second will be for new dependents as they are added to health coverage. The ongoing audit is scheduled to begin in July 2014.

Participants will not be required to recertify dependents that were identified as eligible in a previous audit. Beginning April 24, Aon Hewitt sent letters to participants who are part of this audit. If you receive any communication from Aon Hewitt, you should open and respond as directed. It is important that you respond to the letter as requested. If you fail to respond, your dependents could lose health coverage!

For questions, please call Aon Hewitt directly at 800-987-6605.Representatives will be available from 7 a.m. to 10 p.m. Monday through Friday.

Professional Development

May Workshops

The following workshops will be coordinated through Professional Development during the month of May. Please go to www.txstate.edu/pdevelop/Services/workshops.html for further information. Registration will open for each workshop three weeks prior to the workshop date and closes the week prior to the workshop date.

For the Record: What You Really Need to Know About Records May 1 The 5 Choices to Extraordinary Productivity (restricted registration) May 2 Job Classification Training May 6 Staff Performance Appraisal Training—Supervisors and Employees May 14 Teambuilding May 15 and May 20

Program planning is underway for the summer. You will be notified about summer workshops with an email announcement around the end of May. Deadline for new workshop proposals for the fall semester is June 1, 2014. See http://www.txstate.edu/pdevelop/proposalinfo for information about proposals.

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May 2014

The Support Staff Resources Website: Information at Your Fingertips! The Administrative Support Services Committee (ASSC) and Human Resources (HR) have created a Support Staff Resources website to assist employees via links to quickly locate information on business processes, services, forms and training opportunities. The website can be found by (1) Opening the Texas State University home page (www.txstate.edu). Hover your pointer over "Faculty & Staff" and a menu will drop down. Select "Support Staff Resources" in the colum below (2) going directly to the website by clicking on http://ssr.hr.txstate.edu/.

The site has the ability to list topics two ways: Alphabetically (A-Z) or by Division. The A-Z listing provides an alphabetical listing of links for a variety of topics. The divisional listing provides a list of departments, sections, and functions within each division.

This website has become a primary tool for those who provide administrative support services to the campus. It is a “living” site in that it is continuously improved, expanded, and updated. To steer this development, employees are strongly encouraged to submit their observations and recommendations to the ASSC.

May Timekeeping For timekeeping purposes, the month of May ends May 31 and should include the following weeks ending:

Remember, for employees entering their own time using the SAP Portal Employee Self Service (ESS), release your time at the end of each week.

ERS Announces Annual Enrollment Dates

• Annual Enrollment for group insurance and TexFlex changes will be held June 30 - August 1, 2014.

• The two week phase assigned to Texas State is July 14 – July 25, 2014. • Mark your calendar to attend an Annual Enrollment Fair on Friday, June 27 in JCK 1100 9:00 –

12:00.

Further details will be provided soon and posted on the Human Resources website.

Have You Accessed “My UHC Vision” Online?

Included with your United Healthcare insurance, you have access to vision discounts with UHC Vision. Please visit www.myuhcvision.com to register your account today. You will need your member ID from your UHC medical ID card, or use the last 4 digits of your social security number and date of birth on the registration page. The username and password you create will allow you to login to the member portal.

With your online UHC Vision account, you will gain access to:

• Print a temporary vision ID card • Search for providers • Discounts • Benefit guides • Health & Wellness information

May 3 May 10 May 17 May 24 May 31

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May 2014

SAP for Supervisors Correcting “Rejected” Time

Have you ever had to correct rejected hours for an employee who was not able to correct their own rejected time? To correct rejected hours, use transaction CATS_APPR_LITE – Approve Working Times.

Instructions:

• Log into SAP Portal • Click on SAP Easy Access tab • Enter CATS_APPR_LITE in the white transaction field (between Menu and System)

On the selection screen enter:

• Period – choose reporting period • Selection – enter the assignment number of the employee(s) • Processing Status – choose 40 to 40 (rejected hours) • Approval of Time Sheet – Check Immediate transfer to HR • Click Execute

To correct the rejected time select (highlight) the row with the rejected hours. Click on the white sheet of paper next to the reject button to produce the dropdown box and select “withdraw rejection”. The rejected hours will now show as pending or waiting to be approved.

Please note, as the supervisor you may now approve the time that is pending by selecting (highlighting) the dates and clicking the approve button.

Navigation Tips:

• Use the ‘SHIFT’ key + mouse click to select more than one row • Use the ‘CTRL’ key + mouse click to deselect a row • To select all, highlight the top row and use the ‘SHIFT’ key + mouse click in the bottom row

Please contact Selma Selvera (ss24@txstate.edu) in Human Resources (5-2557) if you have any questions.

Separation Processing for an Hourly Student Worker

With the end of the spring semester, many departments will be terminating employment for their student workers. It is critical that student workers enter their hours worked right away and supervisors complete the approval process in SAP.

The separation action (PCR) must indicate the correct termination date; therefore, please do not submit the separation PCR until all work hours have been entered and approved and you can verify the actual last day worked.

Verification of the last day worked is completed by using SAP transaction CATS_DA - Display Working Times. The HR MDC cannot process any separation PCR until time entry supports the indicated termination date.

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May 2014

EASY Upgrade 2014-2015

Human Resources and PeopleAdmin will begin our electronic application system (EASY) upgrade in the next few months. The project will upgrade the current platform from PA 5.8 to PA 7. The University has been using the current system from PeopleAdmin since 2004.

HR will begin pre-implementation discussions with the PeopleAdmin project team within the next 60 days. A final implementation calendar is being drafted. Implementation is expected to be during calendar year 2014.

The upgrade steps will include engagement, planning, design, build, validate, roll-out, and adoption. The PeopleAdmin project team will include an engagement manager, project

manager, trainer, business process consultant, and a solutions engineer.

The new system upgrade features a new look and navigation. For example, the upgrade system will include an inbox on the home screen which makes finding all pending items for approval in one location; a watch list to monitor status of requests in progress; a new request references by email feature; a change history in the requisition form to track field changes; and a comment area so that the current user can send comments to the next user in the workflow.

HR will continue to work towards gathering feedback from focus groups and preparing a website specifically for the upgrade project.

Course Management Through SAP

While Professional Development coordinates workshops for Texas State employees, occasionally an office conducts its own training and wants to give the participants credit for their participation. This is possible through the "Course Management Through SAP" option outlined at www.txstate.edu/pdevelop/Services/SAP-Training-and-Development.html

Requests for Course Management through SAP must be submitted to Professional Development at least one month prior to the anticipated course date. Once approved, the following steps will occur:

• The SAP system will list the course in Training and Development for registration.

• The registrants will receive correspondence similar to any Professional Development or ITAC workshop (confirmation, cancellation, course change, course reminder, and course attendance confirmation).

• The training organizer will receive a participant list and an attendance report.

• Upon completion of the training, participants will see documentation of their attendance in the SAP Portal under My Learner Account—Training Activities—Completed Courses.

• If the training requires documentation of a certification, the expiration date for that training will be listed under Qualifications Profile—My Qualifications in the Portal just as the EEO and Ethics and Compliance certifications are listed.

For questions, please call Professional Development at 5-7899.

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May 2014

Ethics and Compliance Testing Tips

HR receives many questions from faculty and staff regarding the Ethics and Compliance testing modules and process. Most of the questions pertain to completion of the modules and the last step needed to receive a certificate of completion.

In order to receive a certificate of completion you must “Confirm Participation.” The requirement for this action is located at the bottom of the last page and sometimes you must scroll down to the bottom to see it. Once there, complete the steps below. After completing these steps it may take up to 15 minutes for the system to process your completion.

To find the Confirm Participation Section

1. Logon onto the SAP Portal (https://ibis.sap.txstate.edu:50001/irj/portal). 2. Click on the Training and Development tab. 3. Click on “Training Activities” under “My Learner Account”. 4. Click ONCE on the “Ethics and Compliance” course to open it.

All the information on the class will be displayed. Everything should show 100% and Completion Status should show “This course was passed successfully, but it has not been set to Confirmed”. In the next section under the Learning Progress section is a section called “Confirm Participation”. You may have to scroll down on the page to see it. Click on the blue words “Confirm Participation”. Answer OK. You will receive a message in the top section: “Your participation in this course has been completed”.

This addresses some of the more frequent questions we receive. Please contact HR at 5-2557 with any other questions.

Excessive Absenteeism

Managers are responsible for supervising their employees and regulating their leave time. Employees are responsible for managing their leave time, so they do not run out of paid leave. Managers should not approve additional leave for employees who run out of paid leave, except as may be provided by university policy UPPS 04.04.30 University Leave Policy.

Excessive absenteeism can become a performance issue and interfere with the business needs of the university. Excessive absenteeism can result in an employee being placed on a performance improvement plan to address the issue. Supervisors have the option of reprimanding an employee who has excessive absenteeism.

An employee’s performance rating may be impacted by excessive absenteeism if it results in the employee being in a leave without pay status (LWOP); if the leave is not related to an accommodation in accordance with the American’s with Disabilities Act (ADA), an approved FMLA related leave, or other leave approved in UPPS 04.04.30, University Leave Policy.

Please contact Human Resources at 5-2557 with any questions.

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May 2014

Employee of the Month - Karen Bryson

Karen Bryson, Administrative Assistant III, Department of English was selected as the Texas State Employee of the Month for April 2014.As the administrative assistant to one of the largest departments on campus, Karen assists the chair and faculty in innumerable ways, not just those outlined as official duties. These include obtaining materials required to develop contracts for new and returning faculty and staff; creating and forwarding PCRs for faculty, graduate assistants, staff, and student workers; assisting with the appropriate placement of students through late adds and drops; networking with college advisors regarding special cases; working with the chair, associate chair, and program directors to develop schedules for classes and maintain a rotation of classes; supervising other departmental staff; maintaining records and files of departmental actions; working with staff and faculty to determine appropriate classroom and office assignments; and many others. Just as significant as her always efficient and accurate handling of regular duties is her remarkable judgment and knowledge of the department, which provides an essential reservoir of wisdom

and experience for all faculty and staff, as well as for those students whom she assists with certain advising or registration matters. The pleasure she receives from working with faculty, staff, and students is infectious. Her opinion is valued because of her knowledge and experience concerning many departmental matters: recommendations for office assignments, arrangements for luncheons for donors, faculty capable of filling for an instructor who is ill, and suggestions for improving departmental processes such as hiring.

Karen embodies the very best of quality service at Texas State: she knows and follows policies and procedures; she provides knowledgeable and accurate information to faculty, staff, and students; she interacts with all well, even when informing faculty and staff of the need to provide updated or corrected information; she brings an excellent sense of humor to her job, lifting the morale and spirits of all those around her. Karen has been recognized previously with the Honors advisor of the year award (2001), the Muir mentoring award (2008), and the Employee of the Month Award (2009). Karen continues to maintain all the traits and skills that led to her receiving those awards and to grow even more--just this year, she led the way and took on new duties as procedures changed for preparing the department's Awards Day and other events, stating that she enjoys doing so for the variety they add, despite her already extremely varied and full list of duties.

Congratulations, Karen, on a job well done and being recognized as the April 2014

Employee of the Month!

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May 2014

The Texas State Quarterly Team Award

The Texas State Quarterly Team Award was presented to the TExES/ETS Testing Team. The team members include Annette Hamon, Sonya Evans, Luz Benitez, Martin Zavala, Diane Osborne, Maria Sanchez, DeLara Julian, Andrea Nieto, Amy McAllister, Mike Bolles and Andrew Cortez.

The TExES/ETS Testing Team was nominated and selected to receive the February 2014 Texas State Quarterly Team Award. Each semester the TExES Testing Team administers/proctors the certification exams for students going through the student teaching portion of their degree and certification process. The testing center is open to off-campus community members, principal, superintendent and counselor candidates. The test center administered 2,752 tests during 127 testing session from January 1, 2013 through December 31, 2013. Each person testing is completing the exam as part of the certification process. These tasks were accomplished with a very dedicated and hardworking team of people. No test can be administered without each and every member of each testing date showing up, checking in each of the individuals and providing them the best testing environment to take such an important exam. People drive from other parts of the state because of our staff and testing environment.

This team not only works well together but also interacts comfortably with both Texas State students and outside test takers in

situations that are often stressful. They must operate within very strict testing guidelines, enforcing rules and making difficult decisions without other administrative support immediately available. In most situations, the testing team is on campus in an isolated location at a time when most offices are closed. The team must rely on each other to ensure not only the integrity of the testing environment but the safety of all individuals involved. ETS requirements have recently been amended to require test administrators to use a security wand (much like airport security personnel use) to scan each test taker for hidden recording devices or weapons. I believe that this added requirement emphasizes the importance of the role this Testing Team plays in maintaining the safety and security of the testing staff, the test takers, and the entire testing process. Their diligent and conscientious efforts to serve our students as well as the test takers who choose to test on our campus represent both the College of Education and Texas State University very well.

Congratulations to the TExES/ETS Testing Team on its achievements and its outstanding efforts!

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May 2014

Welcome New Employees We would like to welcome the following employees hired between March 24, 2014 and April 21,

2014

Matthew I Carson Manager, Ticket Office Strutters/Ticket/Mktg/Cheer

Christopher A Medina Administrative Assistant II University College

Dustin P Olivo Grounds Maintenance Worker II Campus Recreation

John W Thompson Assistant Coach Football

Tina M Howard Medical Technologist II Student Health Center

Gilda G Garcia Chief Diversity Officer and Director, Equity and Access Equity and Access

Maria K Wasley Research Associate Prospect Research

Marcy A Gamez Custodian Department of Housing and Residential Life

Shirley A Gonzales Administrative Assistant II Office of Undergraduate Admissions

Ana C Meraz Coordinator, Advancement Support Donor Services

Alaina S Archer Administrative Assistant II Associate Provost, Academic Affairs

Joshua R Van Meter Library Facilities Assistant University Library

Maria L Cerar Assistant Director, Undergraduate Admissions Office of Undergraduate Admissions

Bianca N Rodriguez Administrative Assistant II Office of Disability Services

Shannon M Gonzales Dispatcher University Police

Twyla J Poe Administrative Assistant III VP for Student Affairs

Kyle A Katcher Athletics Intern Strahan

Jeremy D Moore Digital Media Specialist University Library

Alexa Z Hormann Athletics Intern Bobcat Club

Rose M Castillo Administrative Assistant II Student Health Center

New Employee Orientation II Breakfast

All new staff employees hired during the past month are reminded that the second part of New Employee Orientation will occur on Friday, May 9, 2014. This mandatory session will be held in JCK 460 from 8:15 am to 12:00 noon. Employees are asked to arrive by 8:00 am in order to have continental breakfast before the session begins. Any new faculty members are also invited to attend. This monthly session (held on the second Friday of each month) is the second part of an orientation program for all new Texas State employees. Employees receive information to enhance their basic understanding of Texas State and the benefits and opportunities associated with employment. For more information, contact Professional Development at extension 5‐7899.

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May 2014

Focus on Employees We would like to recognize the following employees who were either promoted or reclassified

between March 24, 2014 and April 21, 2014.

Elizabeth M Ellis, promoted to Senior User Service Consultant from User Service Consultant II, Client Services

Kathlyn C Dailey, promoted to Director, Counseling Center from Supervising Psychologist, Counseling Center

Randle R Martin, promoted to Assistant Director, Core Systems from Programmer Analyst II, Core Systems

Reginald S Cajayon, promoted to Grant Coordinator from Grant Specialist, Tx School Safety Center

Aaron K Sinkar Jr., promoted to Assistant Director, Administrative Services from Administrative Financial Analyst, University Library

Justin R Lewandowski, promoted to Academic Advisor I from Administrative Assistant II, Health Profession Academic Advising Center

John Bartko, promoted to Systems Programmer I from Programmer Analyst I, Core Systems

Meredith R C Williams, promoted to Grants Assistant from Administrative Assistant II, College of Liberal Arts

Jennifer M Scharlach, reclassified to Alumni Marketing Officer from Coordinator, Marketing and Promotions, Alumni Relations

Estella L M Gonzales, reclassified to Head Accounting Clerk from Accounting Clerk II, Educational Technology Center

Featured Discounts for May

To help you stay up to date on new ways to save, check out this month’s featured discounts from the Texas State Employee Discount Program. Highlights include:

• Make Mom happy this year with a truly original arrangement or gift – and keep your budget under control with special employee savings. Get same-day delivery on most products.

• Double your discount is back for members. For a limited time, double your member discount on select Dell.com purchases. See website for details.

• Save up to 70%! Free shipping on orders over $70! FragranceNet.com offers more than 11,000 designer fragrances, hair and skincare products and more!

• Save on Walt Disney World attractions! Special offers available for Park Hopper, Water Park Fun & More and combination passes to Disney's theme parks.

• Citibank’s team of home lending professionals will assist you through the entire process, from your first call to closing.

Limited-time offers and regional programs are also available. Find out more about the Texas State Employee Discount Program, and make these discounts and services work for you!

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May 2014

Ask Human Resources Benefits:

Question: How do I find out who my beneficiary is for my TRS account?

Answer: You will need to contact TRS directly at 1-800-223-8778 to find out who you have listed as a beneficiary. If you haven’t named one or need to make a change, complete this form http://www.trs.state.tx.us/benefits/forms/form_15.pdf and have it notarized before mailing it to TRS. There are two notaries in the HR Benefits office that can help you with this.

Question: I am planning to retire at the end of the semester. When should I meet with Human Resources to complete this process?

Answer: We recommend at least 4-6 weeks prior to your anticipated retirement date. You may contact Debbie at 5-2557 or email dad145@txstate.edu to schedule an appointment.

Question: I need to add my wife to my insurance because she lost her coverage. How long do I have to make this change, and what do I need to do?

Answer: You can make a change outside of annual enrollment due to a qualifying life event, like a family member losing their coverage. However, you only have 30 days from the date they lost coverage to make the change with ERS. The change will be effective the first of the month after the event date. For example, your wife lost coverage on 3/31/14 so coverage is effective 4/1/14 as long as you made the change within 30 days of March 31. If you miss your 30-day window, your next opportunity to make a change is another qualifying life event or annual enrollment. Please view this link for additional information: http://www.ers.state.tx.us/Customer_Support/Glossary/Q/qualifying_life_event_(QLE). The change can be made through your ERS online account, over the phone with ERS, or in the HR Benefits office.

Question: I have a file drawer of departmental files for terminated employees. How long should I keep these files?

Answer: According to the Texas State Retention Schedule, personnel files in the department are to be kept 5 years after an employee separates. You can get details on exactly what can be disposed of and when at the Library Records Management website: http://www.library.txstate.edu/about/departments/records/records-management/rrs.html.

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May 2014

Ask Human Resources

Compensation:

Question: I am using an Apple computer and can’t log in to sign up and complete the Ethics and Compliance test. What do I do?

Answer: When using an Apple computer you will need to sign in using search engine FireFox, 3.6.8 and a PDF add-on.

Question: I just completed the course, logged off and logged right back on to confirm my participation. It doesn’t show that I have completed it. How do I confirm my completion of the course?

Answer: You need to wait a few minutes before logging back on. The confirm participation button will not appear unless you are at 100% on all objectives. Below is an alternate set of instructions for confirming your participation:

1. Logon onto the SAP Portal 2. Click on the Training and Development tab 3. Click on “Training Activities” under “My Learner Account” 4. Click ONCE on the Ethics and Compliance” course to open it.

All the information on the class will be displayed. Everything should show 100% and Completion Status should show “This course was passed successfully, but it has not been set to Confirmed”. In the next section under the Learning Progress section is a section called “Confirm Participation”. Click on the blue words “Confirm Participation”. Answer OK. You will receive a message in the top section: “Your participation in this course has been completed.”

Question: I have an employee who is constantly late for work. How do I handle this?

Answer: Determine the impact of his/her tardiness on the rest of the department and its operations. Remind the employee of the importance for timely attendance and the impact on the overall operations of the office/work group. Consult with HR to discuss options.

Question: I have a new employee who started in the middle of the month. When will they be required to take the online Ethics & Compliance course?

Answer: On the 1st of the month, after the employee was hired, the supervisor and the employee will receive an email stating the employee has 30 days to complete the online course. If the employee does not complete the course during that month, the supervisor and employee will continue to receive the reminder email on the 1st of every month, until the employee completes the course.

Question: I have an employee who took the online Ethics and Compliance Course when they were a Non-Student Non-Regular. This employee is now a regular full-time employee. Is she required to take the course again?

Answer: No. Once the employee has taken the class, regardless of status, their certificate of completion is good for 2 years from the date of completion.

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May 2014

Ask Human Resources

Employment:

Question: Is there any office skills testing offered by Human Resources to screen applicants?

Answer: Hiring managers may coordinate with Human Resources to schedule applicants for office skills testing in general administrative skills such as typing, proofreading, and Excel spreadsheets. There are other tests available. Please email Stacia Moore, slm260@txstate.edu for more information and questions.

Hiring managers may use the test results in the hiring matrix to score and/or screen applicants. Testing may be conducted before interviews, with the interviews, or after the interviews.

Question: What are a hiring manager’s options to fill a position?

Answer: There are three recruitment options that managers can use to fill positions: Internal selection – This means conducting an internal search to fill a position from within an organization or department. This recruitment creates an applicant pool of current employees in the department. Students and non-regular employees are not eligible to be considered for employment under this option.

This is a good option to use if hiring managers have employees in the department that have the skills to fill the position. It also allows a current departmental employee an opportunity for a promotion or transfer.

University-wide recruitment – This means conducting a university wide search to fill a position from within the university. This option creates an applicant pool of current university employees. Students and non-regular employees are eligible to be considered for employment under this option.

This is a good option to use if hiring managers want to create an applicant pool of only current university employees.

Open recruitment – This means that recruitment is open to the public community. This option usually brings in the most diversified applicant pool.

Please see UPPS 04.04.03 Staff Employment for details on all recruiting options.

Question: How does a hiring manager change an employee from part time to full time?

Answer: If an employee is paid from the same cost center and fund, the hiring manager will:

1. Email the HR Master Data Center, Rosie Olivo, ro03@txstate.edu, that they are changing a position from part time to full time and the effective date.

2. Process an e-PCR to change the employee from part time to full time.

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May 2014

Ask Human Resources

Professional Development

Question: When will we know what workshops will be offered this summer?

Answer: Program planning is underway for the summer. You will be notified about summer workshops with an email announcement around the end of May.

Question: What is the deadline for submitting a proposal for a workshop for the fall semester?

Answer: Deadline for new workshop proposals for the fall semester is June 1, 2014. See http://www.txstate.edu/pdevelop/proposalinfo for information about proposals.

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