1. HUMAN RESOURCES Claudia White Lisset Zuniga

2. Interim Process Continuati on  Interim Workflow Solutions (SharePoint)  Department Approval (DAF) needs to be attached  Any other supporting documents

3. Terminations  Summer appointments (job rows) that need to be ended  Use “Review/Request Job record Change for Employee”  Use Action of Termination  End by August 31 st (action needed by 8/22)  Beware of overpayments  Monthly employees  Expected End Dates  Weekly reports  Faculty  Only term faculty who are truly separating from UTSA

4. Fall Hires/Rehires  Faculty  Use the Review/Create Faculty Contract  Need approval from Dean and Provost office  Staff  Day O.N.E. for benefits eligible  Hire/Rehire an employee form for non-benefits eligible  Students  Must be enrolled  Multiple jobs- Can only work 19 or 20 hrs. per week  Student Assistants need Financial Aid approval  Work study job title no longer needs to change when they run out of funding  Retroactive processing causes problems in the system

5. TitleFall/SpringSummer Graduate Research Assistant (GRA) * 6 hours3 hours Graduate Assistant (GA)6 hours3 hours Student Assistant (work-study) 6 hoursSee Financial Aid Teaching Assistant (TA) * 6 hours3 hours Undergraduate Research Assistant (URA) 9 hours6 hours Enrollment Requirements * paid monthly

6.   New Employees may not begin working until HR approves their SharePoint form   All new employees must complete the Employee Self Service Portal   Complete I-9 Form (within 3 working days)   Will need to bring original documents to HR   Update Personal Information   W4   SharePoint forms due 8/22 for 9/1 start dates Important Information

7. Processing Dates   Employee Processing Dates   Refer to calendar on HR website   SharePoint forms due 8/22 for 9/1 start dates

8. Resources   Human Resources   4648   SPOC   7762   Personnel Action and Position Processing   Classes begin in October

9. Guidelines for Maximum Vacation Accrual Rates Vacation Accrual rates have a maximum amount of hours that can be carried from one fiscal year to the next. Vacation hours are not lost, but are converted to sick leave at the end of each fiscal year, which will occur September 1 st, 2014. The maximum number of Vacation hours that can be carried forward can be found at http://utsa.edu/hr/Leave/VacationAccruals.html http://utsa.edu/hr/Leave/VacationAccruals.html Vacation Accrual rates have a maximum amount of hours that can be carried from one fiscal year to the next. Vacation hours are not lost, but are converted to sick leave at the end of each fiscal year, which will occur September 1 st, 2014. The maximum number of Vacation hours that can be carried forward can be found at http://utsa.edu/hr/Leave/VacationAccruals.html http://utsa.edu/hr/Leave/VacationAccruals.html

10. As of 8/12/2014, any vacation time taken up to 7/31/14 and entered by 8/7/14 is accounted for and is available to Employees through Employee Self Service (ESS) Employees will need to add August Vacation Accruals to the balances displayed in ESS to determine the amount of vacation hours (if any) will be transferred to sick leave. Employee and Supervisor may determine if any vacation time may be scheduled off in August to reduce hours transferred to sick leave. Vacation time over the maximum must be taken no later than August 31 st. As of 8/12/2014, any vacation time taken up to 7/31/14 and entered by 8/7/14 is accounted for and is available to Employees through Employee Self Service (ESS) Employees will need to add August Vacation Accruals to the balances displayed in ESS to determine the amount of vacation hours (if any) will be transferred to sick leave. Employee and Supervisor may determine if any vacation time may be scheduled off in August to reduce hours transferred to sick leave. Vacation time over the maximum must be taken no later than August 31 st.

11. Balances for August 1 st - 15 th can be viewed on August 22 nd, to include August accruals Employee and Supervisor may determine if any vacation time may be scheduled off in August to reduce hours transferred to sick leave. Vacation time over the maximum must be taken no later than August 31 st. Balances for August 1 st - 15 th can be viewed on August 22 nd, to include August accruals Employee and Supervisor may determine if any vacation time may be scheduled off in August to reduce hours transferred to sick leave. Vacation time over the maximum must be taken no later than August 31 st. Balances for August 1 st - 15 th can be viewed on August 22 nd, to include August accruals

12. Please ensure all time and absence are reported into PeopleSoft by Timesheet Deadlines provided by Payroll at http://utsa.edu/payroll/TimesheetDeadlines.html http://utsa.edu/payroll/TimesheetDeadlines.html Any questions regarding Vacation accrual rates, please feel free to contact HR-Leave Management at leaveadmin@utsa.eduleaveadmin@utsa.edu Please ensure all time and absence are reported into PeopleSoft by Timesheet Deadlines provided by Payroll at http://utsa.edu/payroll/TimesheetDeadlines.html http://utsa.edu/payroll/TimesheetDeadlines.html Any questions regarding Vacation accrual rates, please feel free to contact HR-Leave Management at leaveadmin@utsa.eduleaveadmin@utsa.edu