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: R99999999 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)

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

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

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 L1This allows funding from a different FOAP than the Primary Position

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

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 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

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

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!

Email form to hscbud@ttuhsc.edu

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

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 26-28th, 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 12-1-08 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