HR: Human Resources, Payroll and Budget

1. 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

2. As a TT Employee you will have: A General Person Record • Produces your Tech ID: R99999999 • Establishes biographical data: name, SSN, address, gender, date of birth, ethnicity, citizenship, veteran status

3. As a TT Employee you will have 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

4. Employee Classes (EClass) • E1 FT Exempt Staff • E4 PT Exempt Staff • F7 PT 11 12 Mo Faculty • F8 FT 11 12 Mo Faculty • M1 Without Compensation Employee • N0 PT Nonexempt Staff • N1 FT Nonexempt Staff • N4 PT Nonexempt Correctional • N5 FT Nonexempt Correctional • S1 PT Nonexempt Graduate Student • S2 PT Exempt RA TA • S4 PT Nonexempt Student • S5 Exempt Resident Physician

5. Benefit Categories • FT Full Time Benefits Eligible • PT Part Time Benefits Eligible • NE Not Benefits Eligible • GS Graduate Student Insurance Eligible • TR Temporary, TRS eligible only • RP Resident Physician HSC • WR Working Retiree, Insurance Only

6. Leave Categories • HE HSC Leave Eligible Exempt • HN HSC Leave Eligible Nonexempt • NL Not Leave Eligible • H9 HSC Nine Month Faculty

7. 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

8. 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

9. 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

10. Overload Job Suffixes(Recurring Special Pay, same AMT every month) • P1 Special Augmentation (SPA) • P2 Supplemental Retirement (SRC) • L1 General Overload Job (ADC) Will end every fiscal year, requiring approval each year to continue

11. 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.

12. 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.

13. 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

14. 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.

16. 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.

17. 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 Nonexempt HJCBGN • Add Secondary Job Exempt HSJE • Add Secondary Job Nonexempt HSJN • Primary Job Overload or Recurring Special Pay Exempt HPJAEE • Add Supplement or 0 FTE Secondary Position Exempt HSPE • FTE Change Exempt HCFTEE • FTE Change Nonexempt HSCFTEN

18. 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 email

19. Initial New Hire Bio

20. 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.

21. 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! Email form to hscbud@ttuhsc.edu

22. Report Leave of Absence

23. 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

24. One Time Payment

25. One Time Payment

26. 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 26-28th, Amarillo Sept 9, El Paso Sept 10, Odessa Sept 11

27. 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.

28. 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.

29. 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 12-1-08 or after. Wait to use the Employee Self Service epaf system.

30. 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