HUMAN RESOURCES Claudia White Lisset Zuniga Interim Process

HUMAN RESOURCES Claudia White Lisset Zuniga

Interim Process Continuation Ø Interim Workflow Solutions (Share. Point) Ø Department Approval (DAF) needs to be attached Ø Any other supporting documents

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

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

Enrollment Requirements Title Fall/Spring Summer Graduate Research Assistant (GRA) * 6 hours 3 hours Graduate Assistant (GA) 6 hours 3 hours Student Assistant (work-study) 6 hours See Financial Aid Teaching Assistant (TA) * 6 hours 3 hours Undergraduate Research Assistant (URA) 9 hours 6 hours * paid monthly

Important Information Ø New Employees may not begin working until HR approves their Share. Point form Ø All new employees must complete the Employee Self Service Portal Ø Complete I-9 Form (within 3 working days) Ø Will need to bring original documents to HR Ø Update Personal Information Ø W 4 Ø Share. Point forms due 8/22 for 9/1 start dates

Processing Dates Ø Employee Processing Dates Ø Refer to calendar on HR website Ø Share. Point forms due 8/22 for 9/1 start dates

Resources Ø Human Resources Ø 4648 Ø SPOC Ø 7762 Ø Personnel Action and Position Processing Ø Classes begin in October

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/Vacation. Accruals. html

• 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.

• 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

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