TEXAS WOMAN’S UNIVERSITY New Temporary Employee Online Orientation Revised 07/26/2017

Welcome To Temporary Employment at TWU! This online orientation is designed for new temporary employees. We hope you find it informative. If you have any questions, please contact Human Resources at 8-1-3555 or 8-1-3558.

Contents Temporary Assignments Payroll Forms Employment Eligibility Payday Portal Account Timesheets Keys TWU Policies EEO/Sexual Harassment Ethics End of Assignment

Temporary Employment What does that mean? Temporary employees are employed for less than four and one-half months. Temporary employees are paid on an hourly basis and are not usually eligible for University benefits.

What do I do first? Complete payroll forms on the first day of employment in the Office of Human Resources (OHR) located at 1219 Oakland on the Denton campus.

What information is needed to complete Payroll forms? Personal biographical data Emergency contact information W-2 elections Employment eligibility verification (I-9) Job title Bank routing and account numbers for direct deposit (if elected) Prior State of Texas service information

Employment Eligibility (I-9) What is the I-9? Do I have to complete it? What documents can I show? The Immigration Reform and Control Act of 1986 requires all employers to verify the legal status of all employees hired after November 6, 1986. Yes. All offers of employment extended by TWU will be contingent upon the applicant’s ability to supply documents that provide proof of identity and eligibility for employment in the U.S. Click here for a listing of acceptable documentation.

When is Payday? Payday is on the first working day of the month following the pay period. Hourly employees are paid from the 16th of the month through the 15th of the month.

Timesheets Temporary employees enter their hours on the Pioneer Portal. Hours are due on the 15th of each month and are approved by the supervisor. The employee will NOT be paid unless a time report is completed and approved!

Timesheets Cont. Go to Time Sheet Entry and Approval Tutorial to learn how to enter your time worked. (Note: you need TWU Portal access to view this tutorial.) For additional information regarding temporary payroll questions, please visit the TWU OHR website.

Payroll Information Amanda Noday Manager, Payroll X81-3562 Jane Sewald Sr. HR Generalist X81-3561

Portal Account When you have been entered into the Oracle system, you will be able to request a Portal account which includes email access. Go to https://portal.twu.edu to create a Portal account.

I need a key to my department/office building Requests for university keys must be made to the University Access Control Office. Information concerning university keys is located at the Facilities Management and Construction web site. (Note: you must have TWU portal access to view this information.)

Employment Discrimination and Sexual Harassment Federal Laws Title VII of the Civil Rights Act of 1964 Equal Pay Act of 1963 (‘09) Age Discrimination in Employment Act of 1967 Americans with Disabilities Act of 1990 and as amended 2008 Title IX of Education Amendments of 1972

EEO/Sexual Harassment It is the policy of TWU to maintain a workplace and classrooms free of discrimination and harassment

EEO/Sexual Harassment The State of Texas mandates that all new employees receive EEO/Sexual Harassment training within their first 30 days of employment. Please contact Melissa Ozuna at mozuna@twu.edu or x81-3558 for access to training.

Ethics State employees are bound by specific ethical guidelines which apply to all TWU employees. It is mandatory for all employees to take the Ethics Training. Please contact Melissa Ozuna at mozuna@twu.edu or x81-3558 for access to training.

Title IX of the Educational Amendments of 1972 No person in the U.S. shall, on the basis of sex be excluded from participation in, or denied the benefits of, or be subjected to discrimination under any educational program or activity receiving federal aid. Any employee has the opportunity to obtain a just and timely review of issues evolving from any policy or practice, which is considered, by the claimant to be harmful, unfair, prohibited or discriminatory. Sexual harassment and sexual violence/assault are types of sex discrimination. The Title IX Coordinator for TWU is Dr. Monica Mendez-Grant, Associate VP Student Life: MMendezGrant.@twu.edu 940-898-3615 

Title IX of the Educational Amendments of 1972 Sexual Assault is de­fined as the oral, anal, or vaginal penetration by a sexual organ of another or oral/anal/ vaginal penetration by any means against the victim’s will or without his/her consent. An individual who is mentally incapacitated, unconscious, or unaware that the sexual assault is occurring is considered unable to give consent. Sexual Harassment is the same as defined under Title VII. This prohibition applies to conduct on and off campus and protects students, faculty, staff, and visitors.

Obligation to Report Child Abuse; Child Abuse Training Texas law is clear. Under Chapter 261 of the Texas Family Code any person who has reason to believe that a child’s physical or mental health or welfare has been adversely affected by abuse or neglect by another person must immediately report the suspected abuse or neglect to the Texas Department of Family and Protective Services (“DFPS”) or to state or local law enforcement. This responsibility is applicable to all members of the Texas Woman's University (“TWU”) community. Penalties for Failure to Report Required Information 1. The name and address of the child; 2. The name and address of the individual who is responsible for care or welfare of the child; and 3. Any other pertinent information concerning the suspected abuse or neglect

Obligation to Report Child Abuse; Child Abuse Training Where to Report. While employees and students are encouraged to report incidents of child abuse or suspected abuse to a supervisor or responsible university official, the first obligation is to protect the child by immediately contacting one of the following: Dept. of Family & Protective Services at its toll-free, 24-hour hotline at 1-800-252-5400 Local City or County Law Enforcement Campus Law Enforcement - TWU Department of Public Safety (“DPS”) at Denton - (940)898-2911 - TWU DPS at Dallas - (214)689-6666 - TWU DPS at Houston - (713)794-2222 Confidentiality and Immunity For one who makes a good-faith report or assists in the investigation of a report or any resulting judicial proceeding, the law provides immunity from any resulting civil or criminal liability.

DRUG-FREE WORKPLACE Texas Woman's University is required by the Drug Free Workplace Act of 1988 to notify all employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance in or on any premises or property owned or controlled by the University is prohibited. TWU employees are required, as a condition of employment, to report any criminal convictions for drug-related activity in the workplace. Employees are required to notify the appropriate divisional vice president no later than five days after a conviction. (This requirement is mandated by the Drug-Free Workplace Act of 1988.)

University Policies University Policy Manual http://www.twu.edu/policy/ Staff Handbook: http://www.twu.edu/humanresources/staff-handbook.asp

Information Technology Services (ITS) When you are entered in the Oracle system, you will be able to create a Portal account. You will also be able to request email, long distance telephone codes, voice mail and Phoenix access. ITS Website

Contact the TIS Help Desk at x8-1-3971 Computer Problems? Contact the TIS Help Desk at x8-1-3971

What do I do when my assignment ends? Return all University property, such as keys, to the appropriate University office. Your department will verify that this has been done. Complete an exit packet with OHR.

Questions? If you have additional questions, please contact the Office of Human Resources at 8-1-3555.