new employee instructions adjunct faculty - lone star college · 2014-09-23 · new employee...

New Employee Instructions

Adjunct Faculty

Welcome to Lone Star College System!

Required New Employee Self Service/Payroll Set-up

Processes You May Complete BEFORE Your Start Date

Access MyLoneStar.............................................................................................................................................. 2

Personal Information ........................................................................................................................................... 3

Complete the I-9 Form................................................................................................................................ 3

Complete the Personal Information Summary.............................................................................................4

Obtaining a Faculty/Staff Parking Permit .........................................................................................................5

Enrolling in Retirement/Savings Plan through TIAA-CREF .......................................................................6-8

Entering Faculty Credentials..........................................................................................................................9-13

Processes You Must Complete AFTER Your Start Date

Payroll Information ............................................................................................................................................15

Complete Direct Deposit Information ......................................................................................................15

Complete W-4 Tax Information ............................................................................................................... 16

Training .............................................................................................................................................................. 17

Required Employee Training .............................................................................................................. 17-18

Additional New Hire Information .................................................................................................................... 19

NOTE: If you need assistance or have any questions please contact your direct supervisor or Division

Operations Manager. Otherwise, contact your LSC-Campus Human Resources Department.

New Employee MyLoneStar Instructions 12/12/2012

NEW EMPLOYEE

MYLONESTAR INSTRUCTIONS

Accessing MyLoneStar

If you do not have a Lone Star username and password, please follow the steps to set up an account:

1. Go to http://www.lonestar.edu

2. Click Forgot your Username to get your username:

3. Fill in the last four digits of your social security number, last name and date of birth then Submit.

Click Here

Complete &

Submit

http://www.lonestar.edu/


NEW EMPLOYEE


Personal Information

Completing the I-9 Verification Form

You must complete and submit the I-9 Verification Form on or before your first day of employment (directions

below). Original verification documents must be provided to your supervisor no later than your 3rd work

day. Failure to provide required Federal documentation by your 3rd work day could affect your employment

status.


NEW EMPLOYEE


Complete the Personal Information Summary

Use the Personal Information Summary page to enter, edit or update your personal information; including

name, addresses, phone numbers, emergency contacts, marital status, ethnicity and other personal information.

Please ensure that all of your personal information is correct and complete. It is especially important to add

emergency contact information.


NEW EMPLOYEE


Obtaining a Faculty/Staff Parking Permit

All students, faculty and staff are required to display a valid parking permit on all vehicles parked at any LSCS

campus. Vehicles must be registered with LSCS to get a valid parking permit and park in designated LSCS lots.

To register you will need the following information: Your vehicle‟s license plate number, make, model, and

color.

Step A

Go to www.lonestar.edu/parking

Click: Get a Faculty or Staff Permit

Enter your MyLonestar username and password

Click Log In

Step B

Click Order/Purchase Permits

Click Next

Select the appropriate permit

Check the box acknowledging you agree to the

rules and regulations

Click Next

Step C

Follow the instructions for adding vehicle(s) to

your account. Your parking permit will be mailed

to your address on file.

http://www.lonestar.edu/parking


NEW EMPLOYEE


Enrolling in Mandatory Retirement Plan through TIAA-CREF website

Employers, by federal mandate, must participate in and provide a retirement plan for all part-

time

employees. Although most employers participate in the social security system, Lone Star

College System does not. Therefore, we provide an alternative retirement plan through

TIAA/CREF for part-timers who are not working full time at another college district or public

school district that are part of Teacher Retirement System (TRS).

If you are a full time employee in another institution under TRS your contribution will be

forward to TRS. If you are not full time at another educational institution your retirement funds

will be placed with TIAA/CREF. They are a well-established non-profit retirement group,

which specializes in college retirement programs. In this plan you are immediately vested and

the money in your account is yours. Your retirement contributions are 6.2% of your salary and

the System will contribute 1.3% for a total contribution to your retirement account of 7.5%.

Participation in a retirement plan is mandatory for all part-time employees and will eliminate

participation in an IRA. However, as a LSCS employee you may also contribute pre-tax

earnings to a tax-deferred annuity. In addition to “sheltering” your current earnings from federal

income taxation, it will provide tax deferred growth and allow a reduction in your current tax

liability. TDA (Tax Deferred Annuity) participation can be an effective way to add to your

retirement savings.

Please take a moment to complete the online TIAA/CREF enrollment. If you do not complete

the enrollment TIAA/CREF will not be able to identify you or make any appropriate refunds to

you if you terminate your employment with us.


NEW EMPLOYEE


Enrolling in Mandatory Retirement Plan through TIAA-CREF website

(Continued on Next Page)


NEW EMPLOYEE


Enrolling in Mandatory Retirement Plan through TIAA-CREF website -

Continued from Page 7


NEW EMPLOYEE


Entering Faculty Credentials In accordance with SACS accreditation guidelines, all Full-Time Faculty, Adjunct Faculty, and Administrators

will be instructed to enter their credential information into the iStar system for accurate reporting of our Faculty

and Administrator Qualifications. If you have questions regarding which credentials you must enter, please

contact your department chair. This information must be entered within 2 weeks of your start date.

Degree Qualifies You

Navigation: Self-Service > Learning and Development > My Current Profile

All current degree information will be listed in the Degrees (Requires Approval) section. If you notice your

degree is listed incorrectly, click the Edit icon to make changes. Any changes will go through the

approval process.

Click the Add New Degrees link to add a new degree.

Click in the Date Received field. This defaults to today‟s date but should be changed to the date you

received this degree. Enter the appropriate date.

Click the Look Up icon next to the Degree field to search for the degree you wish to add.

Select the appropriate degree you wish to add by clicking on the hyperlinked Description.

o Note: Clicking the Description column header will alphabetize the grid.

o If your degree is not listed you may choose from one of the following options:

Unlisted US Associate

Unlisted US Baccalaureate

Unlisted US Doctorate

Unlisted US Master

o If your degree is from a foreign institution you may choose form one of the following options:

Foreign Associate

Foreign Baccalaureate

Foreign Doctorate

Foreign Master

Click the Look Up icon next to the Institution Code field to search for the institution from which you

received this degree.

Click the Look Up icon next to the State field to search for institutions in a particular state.

Select the appropriate state you wish to view the institution listings for by clicking on the hyperlinked State

abbreviation.


Click the Look Up button to view a list of all institutions in that particular state.

Select the institution from which you received this degree by clicking on the hyperlinked Description.


o If you received this degree from a foreign institution please select the option Foreign Institution.

You may search for School Code 88888.

Click in the Total Credit Hours field and enter the total credit hours for this degree.

If you graduated with this degree from this institution select the Graduated checkbox.

Click in the Major text box. You must enter ONLY your major in this field. Ex: History, Music

Composition, General. You have already selected your Degree (Ex: BA, MBA, BS) at the beginning of this

process. You must ONLY enter the name of your major in this field to ensure accurate reporting.


NEW EMPLOYEE


Entering Faculty Credentials (Continued)

Click OK.

Scroll to the bottom of the profile page and click Save.

Click the Submit button to submit this information to your supervisor for approval. Make sure your

supervisor has copies of your transcripts to verify the degree information you have entered.

If you have another degree to enter repeat this process, making sure to Save and Submit after each degree

entry.

Coursework Qualifies You

Click the Add New Additional Higher Ed Courses link.

Effective Date should automatically populate with today‟s date.

Click the Look Up icon next to the Level field.

Select the level of course you are adding, either Graduate Coursework or Undergraduate Course.

Click the Look Up icon next to the Institution Code field to search for the institution from which you

completed this coursework.



abbreviation.


Select the institution from which you completed your qualifying coursework by clicking on the hyperlinked

Description.


Click in the Credits Hours field.

Enter the total number of qualifying credits earned at this institution.

Click in the Course Name text box.

You must enter the qualifying coursework utilizing only the following format:

o BUS 572 Federal Income Tax (3)

o GEO 680 20th

Century US (3)

Click OK



supervisor has copies of your transcripts to verify the coursework information you have entered.

If you need to add additional qualifying courses from another institution repeat this process, being sure to

Save and Submit after every entry.

Licenses & Certifications Qualify You

Add New Licenses & Certification link.

Click in the License or Certification field.

Enter the name of the License or Certification which you hold that qualifies you to teach in a certain

discipline utilizing the following format:

o Certified Public Accountant

o Registered Nurse


NEW EMPLOYEE



Click in the Effective Date field.

Enter the date this license or certification went into effect.

Click in the Expiration Date field.

Enter an Expiration Date if applicable.

Click in the Awarding Authority text box.

Enter the Awarding Authority for this license or certification utilizing the following format:

o Texas Board of Nursing

o Texas State Board of Public Accountancy

Click OK



supervisor has copies of your license and certifications to verify the information you have entered.

If you have additional licenses or certifications to add repeat this process, being sure to Save and Submit

after each entry.

Adding Teaching Disciplines (Must be completed for all faculty/adjunct faculty credentialing options)

Click the Teaching Disciplines link.

Click the Add New Eligible Teaching Disciplines link.

Click in the Date Effective field. This defaults to today‟s date but should be changed to the date you

became eligible to teach in this discipline based on your credentials.

Click the Look Up icon next to the Teaching Discipline field to search for the teaching discipline you

wish to add.

Select the teaching discipline you wish to add by clicking on the hyperlinked Description.


Click the Course Type drop-down list.

o Note: If you are qualified to teach based only on certifications/licenses, or work experience skip this

field and move on to the next field (Qualifying Institution Name).

If coursework or degree qualifies you select the appropriate course type that makes you eligible to teach.

o Developmental

o Transferrable (Credit)

o Non-Transferrable (Continuing Education)

Click the Look Up icon next to the Qualifying Institution Name field to search for the institution from

which you completed your qualifying coursework.

o Note: If you are qualified to teach in this discipline based upon licenses/certifications or work

experience you must choose one of the following for qualifying institution name:

LC0001 for N/A – License/Certificate

WE0001 for N/A – Work Experience



abbreviation.



NEW EMPLOYEE



Select the institution you attended by clicking on the hyperlinked Description.


o If your qualifying coursework was taken at a foreign institution please select the option Foreign

Institution.

You may search for School Code 888888.

Click in the Qualifying Credits Earned field.

Enter the Number of Credits earned from this institution that qualifies you to teach in this discipline.

o Note: If you are qualified to teach in this discipline based upon licenses/certifications or work

experience you must enter 99 for qualifying credits earned.

Click in the Qualifying Courses Completed field.

Enter the coursework that qualifies you to teach in this discipline. You must enter the qualifying coursework

utilizing only the following format:

o BUS 572 Federal Income Tax (3)

o GEO 680 20th

Century US (3)

If you are qualified to teach in this discipline based upon work experience you must enter the type and

number of years work experience into the Qualifying Courses Completed field utilizing the following

format:

o 3 years Auditing experience

o 7 years Income Tax experience

If you are qualified to teach in this discipline based upon Certifications or Licenses you must enter the

information in the following format:

o RN-Texas State Board of Nursing (expiration date)

o Healthcare Provider-American Heart Association (exp. Date)

Click OK.

Scroll to the bottom of the page and click Save.


supervisor has copies of your transcripts, licenses, or certifications so they can verify and approve the

information you have entered.

If you have additional teaching disciplines to add repeat the process, making sure to click the Save and

Submit button after each entry.

Work Experience Qualifies You

Note: All Job Experience will be in one entry, and all Teaching Experience should be in a separate entry.

Click the Teaching Discipline link.

Add New Related Work Experience link.

Click the Look Up icon next to the Experience Type field to choose the appropriate Experience Type.

Select Job Experience or Teaching Experience based upon the related experience you are entering.

Click in the Total Years of Experience field.

Enter the total number of years of experience being entered.

o Note: This must be a whole number such as „3‟ or „7‟.

Click in the Work Experience & Job Title text box.


NEW EMPLOYEE



Enter the Job Title, followed by the Related Experience using the following format as a guide:

o Accountant, Big Four Accounting Inc.

3 years Auditing experience

7 years Income Tax experience

o Published Composer

4 produced symphonies

1 opera which debuted last winter at the Houston Metropolitan Opera

CIick OK.



supervisor has copies of your resume to verify the information you have entered.

If an additional entry is needed for another Experience Type repeat this process being sure to Save and

Submit after the entry.

Mail, email (official electronic transcripts only), or hand deliver official copies of all credentials entered to:

Mary Soos

Lone Star College System

H.R.-Employment Services (Records)

5000 Research Forest Drive

The Woodlands, Texas 77381

[email protected]

Official transcripts must be received within 30 days of hire date.


NEW EMPLOYEE


The remaining processes in this packet cannot be completed until

AFTER your start date. (First day of Semester)

Processes You Must Complete AFTER Your Start Date

Payroll Information ...........................................................................................................................................15

Complete Direct Deposit Information ......................................................................................................15

Complete W-4 Tax Information ............................................................................................................... 16

Training .............................................................................................................................................................. 17

Required Employee Trainings ............................................................................................................ 17-18

Additional New Hire Information .................................................................................................................... 19


NEW EMPLOYEE


Direct Deposit Information – Add New Account NOTE: This process cannot be completed until your OFFICIAL Date of Hire which is the first day of

classes for the semester

All Lone Star College employees must have at least one direct deposit account on file at all times. You must

enter this information directly into the MyLoneStar system. You will have access to view and update this

information at any time. You should NOT edit or make any changes to your Direct Deposit Account within

a 24 hour time frame. You can only update it once a day. The records are effective dated, if you try to update

your accounts more than once a day it will inactive all direct deposits.

STEP A

Click: Self Service

Click: Payroll & Compensation

Click: Direct Deposit

STEP B

Click: Add Account

STEP C Enter: Routing and account numbers. If entire check is to be deposited,

choose „balance‟ as Deposit Type. The system will default Deposit Order to

„999‟. If you elect funds to be deposited into more than one account, select

„amount‟ in deposit type, enter amount to deposit, and enter 1 for Deposit

Order. You must add another account for the balance of your check. Select

„balance‟ as Deposit Type on this account & the system will default Deposit

Order to „999‟.

Click: OK

Click: Submit

Click: OK


NEW EMPLOYEE


Updating W-4 Tax Information NOTE: This process cannot be completed until your OFFICIAL Date of Hire which is the first day of

classes for the semester

You must complete Form W-4 so the Payroll Department can calculate the correct amount of tax to withhold

from your pay. Federal income tax is withheld from your wages based on marital status and the number of

allowances claimed on this form. You may also specify that an additional dollar amount be withheld. You can

file a new Form W-4 anytime your tax situation changes and you choose to have more, or less, tax withheld.

Whether you are entitled to claim a certain number of allowances or exemption from withholding is subject to

review by the IRS. Your employer may be required to send a copy of this form to the IRS.


NEW EMPLOYEE


Civil Rights Orientation (LSC-1586) NOTE: This process cannot be completed until the DAY AFTER your OFFICIAL Date of Hire.

Recommended to complete during your first week of hire.

Completion of the 2 online Civil Rights Training modules (Preventing Employment Discrimination and

Preventing Sexual Harassment) is Mandatory. Each module takes approximately 30-45 minutes to complete

and is password protected. Both programs are self-paced, and as you go through the material, you must

complete the mastery test at the end of each section in order to receive a certificate of completion. A passing

score of 85% on each test is required to pass; the tests can be retaken, if necessary.

Step A

Click: Professional Development

Click: MyWorkshops

Click: Access

(MyWorkshops will Open in new Window)

Step B

Click: Main Menu

Click: Self Service

Click: Learning

Click: Search Catalog

Step C

Enter: Activity Code LSC-1586 in the Code field

Click: Search

(Continued on Next Page)


NEW EMPLOYEE


Civil Rights Orientation (LSC_1586)/Continued from Page 9

Step D

Click: Civil Rights Orientation link

Step E

Click: Select

Click: Submit Enrollment

Step F

Click: Launch

The training will open in a new window


NEW EMPLOYEE


Additional New Hire Information

Optional Savings Plans

Adjunct employees have the option of opening a 403b Tax Sheltered Annuity or a 457b Defer

Compensation Plan through one of our approved providers. Contributions are conveniently taken by

payroll deduction. For more information, please visit your campus Human Resources office.

Additional Training

You may find it beneficial to take additional training on ANGEL or Faculty Center. Please access

MyWorkshops (Instructions on Page 9) and use the search tool to search for relevant training

opportunities. You may also find it helpful to visit the Professional Development department on your

campus.

E-Mail

Once you have successfully set up your MyLonestar account you will have access to your employee

email. Please ensure you check this email often for important information and updates around Lone Star

College System.

new employee instructions adjunct faculty - lone star college · 2014-09-23 · new employee...

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