Welcome to HR Forum!

1. Welcome to HR Forum! May 2011

2. BENEFITS UPDATE Vilma L. Santos HRS Coordinator

3. Summer Insurance • Pre-payment of Summer Insurance • Faculty, Extension Instructor, Teaching Assistant, Assistant Instructor • Pre-pay for summer insurance coverage on June 1 paycheck • Graduate Research Assistants – do not pre‐pay • Email Notifications sent on 4/14/2011

4. Retirement • May 31 retirees • Attend Retiring from UT Austin • 2ndWednesday of each month, 1PM to 3PM • Register on TXClass, PN 400 • May 11, 2011 • June 8, 2011

5. Annual Enrollment – This Year is Different • Final details about Annual Enrollment depend upon the outcome of the 2011 legislative session • We know there will be changes • It is imperative that you review all HRS communication • HRS is committed to giving you complete and accurate information

6. Annual Enrollment – This Year is Different • What we do know: • Preventative care visits are covered at 100% • Age 26 dependents • Flex medical elections capped at $2500 for 2012-2013 • No Evidence of Insurability (EOI) for ages 19 or younger

7. FML Forms Change Lisa Milne Assistant Director

8. Clarification of Son or Daughter for FML The Department of Labor has clarified the definition of son or daughter for FML coverage • Child includes: biological, adopted, foster, and step-children and legal wards or children for whom you stand in loco parentis • In loco parentis means that the employee provides day to day responsibilities to care for or financially support a child

9. Reasons for FML • Birth and care of your child or a child for whom you stand in loco parentis • Adopting a child or having a certified foster child placed in your care or a child for whom you stand in loco parentis • Care of your spouse, child, (including biological, adopted, foster, and step-children and legal wards or children for whom you stand in loco parentis) or parent who has a serious health condition. • "Qualifying exigency" due to the fact that your spouse, son, daughter (including biological, adopted, foster, and step-children and legal wards or children for whom you stand in loco parentis), or parent is on military active duty or has been notified of an impending call to military active duty. • "Military caregiver leave"-care of your spouse, son, daughter, (including biological, adopted, foster, and step-children and legal wards or children for whom you stand in loco parentis), parent or next of kin who is a covered military service member who's recovering from serious illness or injury sustained during active duty.

10. Change to Requirements For FML and SLP • Beginning immediately, to obtain FML or SLP coverage for a spouse, we will require a copy of the marriage certificate or declaration of informal marriage. • This change is intended to make our practice consistent for all benefits, including leave • The website has been updated

11. Not Scheduled to Work

12. Not Scheduled to Work • The Leave without Pay policy requires that employees exhaust all paid leave prior to going on LWOP • Only the President can change this • We have received approval to allow employees who are appointed as 12 month employees to go into LWOP during the year when you do not have work for them to do without using their leave balances • We have created a new LWOP code in HRMS for these employees called “not scheduled to work” for the 2-3 months they do not work

13. Not Scheduled to Work, Cont. • The President has approved a delegation to the Deans and VPs to approve this • If you have 12 month employees who you wish to treat as a 9/10 month employee due to business needs, you would still need to go through the reorganization process and provide 60 days notice • We would recommend that you arrange the LWOP to minimize the impact to employees, for example: Appoint them one day in June and one day in August to ensure they received premium sharing for those two months • July would be a full month of LWOP, so the employee would be required to cover the full cost of insurance in the month of July • This change would also impact offices which are closed for Spring Break , Winter Break, or other regularly closed period during the semester

14. Not Scheduled to Work • This code is not for employees who would otherwise take a LOA. • It is intended to assist with department needs, not employee desires. • For example, you have work for an employee all summer, but they want to take two months off. In this case they would need to use a regular LOA and receive Dean/Director approval, and use their paid leave balances first.

15. Performance Appraisals

16. Performance Appraisals • We are developing web content with tools for employees in coordination with Staff Council • We will start sending emails to management and staff with reminders for each step of process • July: Reminder to managers about doing self evaluation • Late July: Reminder to managers about performance appraisals • August: reminder to HR contacts to enter scores into HRMS • August: Reminder to managers to set goals and review expectations with employees

17. Performance Appraisals • If you do not want to use existing performance appraisal on website -http://www.utexas.edu/hr/manager/pm/certification.html#authorized – must develop and submit proposal to Employee Relations Representative with the instrument and instructions following guidelines provided before using another system

18. Web Content • We will add new web content on performance management to the Employee tab on the HRS website • It mirrors the content in the Manager tab and provides some tolls for employees to participate more fully in the performance management process

19. Involuntary Separations of Temporary/Part-time/Non-Benefits Eligible Employees

20. Layoff • When an employee loses their job because their positions ends, it is commonly referred to as a layoff. • Regular employees are afforded notice and special consideration for hiring when laid off. • Section 9.48 of the HOP applies to “all classified and non-teaching employees, other than Administrative Officers, regardless of the length of appointment, or the percent time appointed.” • Generally, the requirement to obtain approval and provide notice to the employee is waived when notice is effectively given at the time of hire.

21. How to Mitigate 9.48 • For benefits eligible positions this occurs when the posting gives a specific date the position ends. In that case, no approvals or further notice is required if the offer letter parameters are met (e.g, no extensions) • For non-benefits eligible positions, if no notice is given at the time of hire, then, in accordance with HOP 9.48, the position will end only after appropriate approvals are obtained and appropriate notice is given to the employee

22. More: How to Mitigate 9.48 • To mitigate the procedural requirements of HOP 9.48 (Reorganization) for non-benefits eligible employees, departments are encouraged to communicate clearly the terms of employment. • The best way to accomplish this is through a written offer. Because there is no posting for these positions, an offer letter becomes even more important. The offer letter should clearly spell out basic terms like pay, hours, duties, and reporting relationships. • For purposes of ending the position, the letter should also give a specific end date. If that date is unknown, then the position should backstop the duration with a no-later-than end date. • If hours are variable and based on demand, then the letter should also state that.

23. Probationary • University dismissal policies apply to all classified employee regardless of their benefits eligible status. • The only distinctions that are made are to whether the classified employee is probationary or non-probationary. • Probationary employees may be dismissed due to poor performance or misconduct with minimal due process and no right to appeal. • The university’s probationary employee policy, HOP 9.45, defines a probationary employee as a classified employee in their first 180 days of university employment with breaks in service (not LWOP) necessitating a new 180 day probationary period. Each day of LWOP during the probationary period, extends the probationary period by one day. • Termination during probation may occur at any time at any time during the probationary period if the employee is judged not to be competent or otherwise not qualified. This judgment is made by the first-line supervisor of the probationary employee with the concurrence of the department head. • This policy applies to most “temporary” employees since they would likely be employed for less than 180 days.

24. Non-Probationary • Non-probationary employees are likely covered by HOP 9.49 when it comes to dismissal for poor performance or misconduct. • That policy does not apply to employees during probation or otherwise appointed for less than 180 days. • It also does not apply to employees who are not appointed but who are employed on a per diem or hourly rate and work on an as needed basis. • When it comes to non-benefits eligible employees, the policy DOES apply to those 19-hour, hourly employees if they past 180 days of employment, i.e. non-probationary. • That policy requires notice of intent to terminate and opportunity to respond. • It also gives the employee a right to appeal their dismissal.

25. HR Forum May 18, 2011 Position Funding

26. Funding New Functionality • Display entire current fiscal year on the Modify document regardless of the document effective date. • Ability to pull in the entire prior fiscal year’s funding. User no longer required to delete document and change effective date. • Increase the total number of funding lines on a single document from 50 to 100. • Allow users to view estimated appointment allocations prior to final approval of the Modify document.

27. Estimated Allocation View

28. Funding New Audits • A new audit will check funding when the assignment dates are modified. • When funding is required, the error message will now provide a date range. • A new error message will indicate when the prior fiscal year must be pulled into the document and a button labeled LOAD PRIOR will be displayed.

29. Tips and Tricks • Search by account number • Insufficient Funds v. Unfunded (Default Account) • Funding is associated with the position, not the incumbent. • Positions can be funded by more than one unit. The owning unit manages all funding on the position but the document routes to each unit funding the position. • LWOP is associated with the incumbent, not the position.

30. Tips and Tricks • Adjustments to Base Pay are paid from the same account that funds the position. • Additional Pay requires separate funding at the time it is applied to the incumbent’s assignment. This separate funding may be the same as the account number funding the position. • End date of 8/31 is no longer necessary and should not be used unless the position, funding, or assignment is actually ending. • Account distribution percentage is not the same as appointment percent time.

31. Tips and Tricks • Funding distribution for positions must total 100%. If 100% distribution is not provided, then HRMS will display an UNFUNDED line for the missing funding percentage. • Pooled positions require 100% funding by a single account. • Salary Encumbrances • Only apply to accounts for monthly positions • Apply to the account at final approval • Only apply through the end of the current fiscal year or the end of the assignment (whichever is later).

32. Reporting HRMS - Position Reports • Positions Funded but Not Owned by a Unit • Positions Owned but not Funded by a Unit • Positions and Assignments by Date and Unit or Account • Positions Unfunded or Funded by a Default Account • Positions and Funding for a Unit HRMS - IQ Reports • Workforce Cube with drill through • Assignments by Unit Report

33. Questions?

34. Health Fair – Save the date! Adrienne Howarth-Moore

36. New Employee Office of Institutional Equity

37. Introducing: • Robert Garcia • Associate Director of Institutional Equity

38. That’s all folks!See you next time – June 8th, 2011