HR: Human Resources, Payroll and Budget GO LIVE IS DECEMBER 1, 2008 Finance is Live September 1, 2008 Techris and TechPay remain active using Techfim data through HR Paf system ConnecTech HR introduces New HR Concepts, Processes, ePaf, and Time/Leave reporting

As a TT Employee you will have: A General Person Record  Produces your Tech ID: R  Establishes biographical data: name, SSN, address, gender, date of birth, ethnicity, citizenship, veteran status

An Employment Record  Maintain your Employee Class (EClass), Benefit Category (BCat) and Leave Category (LCat)  Records your Home Organization (Dept) known as ORGN.  Maintains your Hires dates As a TT Employee you will have

Employee Classes (EClass)  E1FT Exempt Staff  E4PT Exempt Staff  F7PT Mo Faculty  F8FT Mo Faculty  M1Without Compensation Employee  N0PT Nonexempt Staff  N1FT Nonexempt Staff  N4PT Nonexempt Correctional  N5FT Nonexempt Correctional  S1PT Nonexempt Graduate Student  S2 PT Exempt RA TA  S4 PT Nonexempt Student  S5 Exempt Resident Physician

Benefit Categories  FTFull Time Benefits Eligible  PTPart Time Benefits Eligible  NENot Benefits Eligible  GSGraduate Student Insurance Eligible  TRTemporary, TRS eligible only  RPResident Physician HSC  WRWorking Retiree, Insurance Only

Leave Categories  HE HSC Leave Eligible Exempt  HN HSC Leave Eligible Nonexempt  NL Not Leave Eligible  H9 HSC Nine Month Faculty

As a TT Employee you will have A Job Record  Assigns your job to a Position Number The Position Number already is established with a Position Class (job class) and Job Title (Students, Residents and Faculty Associates will be pooled at conversion)  Assigns your Salary or Rate of Pay and other Default Earnings  Assigns your Labor Distribution (funding), FOAP

Position Number Every employee’s job is connected to a position number: staff, faculty, students, or residents. Example: H94356 Suffix 00 At Go-live all position numbers will be assigned including vacancies in current budget You will access a COGNOS report to see this data

Positions: You can have  One Primary Position with a Job (has an FTE) Overload jobs to this position number are recurring special pays and are identified by a suffix to the position number, no FTE Example: H94356 Suffix L1 This allows funding from a different FOAP than the Primary Position

Overload Job Suffixes (Recurring Special Pay, same AMT every month)  P1Special Augmentation (SPA)  P2Supplemental Retirement (SRC)  L1General Overload Job (ADC) Will end every fiscal year, requiring approval each year to continue

Secondary Position (No FTE) Formerly known as Supplements  Secondary Positions will have their own Position Number as their own job. With its own position number, it will roll annually during the budget process.

An Employee has Two (or more) Jobs? An employee may have a Primary Job and a Secondary Job. Each will have its own position number and each will carry an FTE.

HR PROCESSES  Create a New Position  Create a Secondary Position (supplement)  Reclassify an Existing Position  ePaf  Change of Funding to a Position  Leave of Absence  One Time Special Pay

Request a New Position  One form for all positions: faculty, staff, student, non paid employee.  Staff request requires a PDQ.  Send form to your HR office.  Lubbock Comp office reviews, establishes position.  Budget office verifies funding sources.  Department receives approval with new Position Number.  Recruitment commences.

Reclassification of Position  Complete request for reclassification, PDQ required for Staff  Forward to HR office  HR Compensation reviews/approves  Budget office reviews and approves funding sources  NO ePAF Required. If there is an incumbent, HR will make change effective the first payroll after the final approval date.

ePAF Categories TTUHSC……. Access through Employee Self Service  New Hire Exempt HNHE  New Hire Nonexempt HNHN  Terminate Employee HTRMEE  Pay Change Exempt HPACHE  Pay Change Nonexempt HPACHN  Transfer Losing HTRFLO  Transfer Gaining Exempt HTRFGE  Transfer Gaining Nonexempt HTRFGN  Job Change – End HJCEND  Job Change – Begin Exempt HJCBGE  Job Change – Begin NonexemptHJCBGN  Add Secondary Job ExemptHSJE  Add Secondary Job NonexemptHSJN  Primary Job Overload or Recurring Special Pay Exempt HPJAEE  Add Supplement or 0 FTE Secondary Position Exempt HSPE  FTE Change ExemptHCFTEE  FTE Change NonexemptHSCFTEN

ePaf  New Hire: Requires more biographical information about employee. Use new Initial New Hire Bio form to make sure you have it.  No Social Security Card  Attachments (new hire application)? Working on it, workaround: scan and

Initial New Hire Bio

ePaf Preparation:  Determine your departmental originators and approvers. Orgn Mgr will set them up through the T.E.A.M site. (At go live we will have already preset many based on current use)  Run your departmental employee inventory report or salary rosters from COGNOS reports  Routing: Determine your approval routing. Mandatory routings are preset on all epaf categories.  ePaf Training: Watch for training opportunities starting in October. Training sessions will continue after go-live.

Change Position Funding  Not an ePAF Process  Two new forms: Current or Future Changes Retroactive Changes. When Budget makes the change it will happen overnight! form to

Report Leave of Absence

Multipurpose One-Time Payment Form  Consolidate all the one time payment types on one form.  OP’s will be changed to reflect using this form.  Can pay more than one employee at a time  Has approval routing  Send to HR  HR routes to Budget for approval of funding sources

One Time Payment

Your responsibilities  Ensure your nonexempt employees Attend Web Time Entry training Have access to a computer to key time Have an eRaider account Understand the pay frequency change by attending info sessions: Lubbock August th, Amarillo Sept 9, El Paso Sept 10, Odessa Sept 11

Your responsibilities  Attend ePaf Training You and your originators attend training. Know how to teach higher level approvers steps to approving and how to proxy. Use TEAM system to add new originators and approvers from your department.

Your Responsibilities  Get familiar with COGNOS reports. They will be your lifeline to Human Resource information on your employees. cognos.texastech.edu Use webraider.ttuhsc.edu to access your processes.

TRANSITION PERIOD: OCT 25-DEC 1 Help us by submitting as few transactions as possible during this time period. No HR Pafs will be accepted with effective dates of or after. Wait to use the Employee Self Service epaf system.

HR ConnecTech Watch for training schedules, information, online demos, and new forms on the ConnecTech page in the HR website (coming soon). THANKS FOR YOUR SUPPORT OF THE GO-LIVE OF THE HR MODULE OF CONNECTECH