Office of Human Resources

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Office of Human Resources

• How To
• Hiring Process

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Todays Topics

• Overview of hiring processes
• Full-time benefit eligible positions
• Full-time temporary faculty
• Direct wage
• Workstudies
• Adjuncts
• Special Assignments
• Notice of Employment (NOE)
• Direct Wage NOE
• New Hire Orientations
• Miscellaneous Informational Items

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Full-time, Benefit Eligible Positions

• Personnel Requisition
• On staffing plan
• Not on staffing plan
• Advertise for 10 business days
• Interviews by Search Committees
• Faculty position minimum 5 people two outside
  department
• Staff position minimum 3 people one outside
  department
• Recommendation
• Letter of Recommendation
• Notice of Employment (salary not yet established)
• Affirmative Action compliance statement
• Search committee signature and confidentiality
  forms
• Interview summaries and blank question form
• Application of recommended candidate(s)
• References
• Transcript extension request (if needed)
• Miscellaneous forms as needed
• Make job offer and schedule orientation/start
  date
• HR will order e-mail and Timeforce accounts

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Full-time Temporary Faculty

• Memo approved by Division Dean and Vice President
  of Instructional Services
• NOE
• Three professional references
• Credential Review form (if new)
• Primary Language form (if new)
• Transcript extension request (if needed)

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Direct Wage

• New (brand new or have not worked for the college
  in over a year)
• If your candidate has applied with HR
• 1 - Submit NOE, references, and transcript
  extension (if needed)
• 2 Await an e-mail from HR that the NOE has been
  forwarded for processing
• 3 At least three business days later have the
  employee report to an orientation
• If your candidate has not applied with
• 1 - Submit NOE, references, STC application, and
  transcript extension (if needed)
• 2 Await the e-mail from HR that the NOE has
  been forwarded for processing
• 3 At least three business days later have
  employee report to an orientation

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Direct Wage (continued)

• Returning (less than a year) or rollover
• Submit NOE with accurate dates
• Employee only needs to report to HR if any
  personnel data changes
• Address/phone numbers
• I-9 status
• Direct deposit
• Emergency contact

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Workstudy

• New (brand new or has not worked for the college
  in over a year)
• Before being added to the Work Study pool, all
  applicants are first screened through a Texas DPS
  criminal background check. Only those who are
  cleared through this check are given Pre-Approval
  and are eligible to be hired as STC Work Studies.
• Department submits NOE, references, and
  pre-approval form
• Upon notification from HR. have the employee
  report to an orientation

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Workstudy (continued)

• Returning (less than a year) or rollover
• Department submits NOE with accurate dates
• Employee only needs to report to HR if any
  personnel data changes
• Changing department/status (except when W.S.
  assignment ends and is hired by department as
  D.W., department must inform employee of change)
• Address/phone numbers
• I-9 status
• Direct deposit
• Emergency contact

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Adjuncts

• If new, returning after a year of absence, or
  changing disciplines
• Submit
• Intent to hire
• Credential review form
• Primary language form
• 3 references
• Transcript extension request (if needed)
• Have employee report to HR after all documents
  have been submitted to HR

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Adjuncts (continued)

• If returning after less than a year
• Submit
• Intent to re-hire form
• Employee only needs to report to HR if any
  personnel data changes
• Address/phone numbers
• I-9 status
• Direct deposit
• Emergency contact
• Degree status

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Stipends/Special Assignments

• If on Staffing Plan
• No NOE is needed except for Chair stipends
• If not on Staffing Plan
• Submit NOE and memo of justification for special
  assignment or other stipends

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Reminders

• At no point during the hiring process should an
  applicant or candidate be told that they have the
  job, until HR ensures that all of the proper
  steps have been adhered to and satisfied. Make no
  commitments!!!
• All hiring documents now sent directly to HR
  Staffing Specialist and/or HR Specialist
• The Staffing Plan is a Board reviewed and
  approved document, and is updated annually only

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Notice of Employment For
Employees Paid Monthly
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Submit a Notice of Employment When

• A NEW EMPLOYEE IS HIRED or REHIRED
• AN ADDITIONAL ASSIGNMENT IS GIVEN TO CURRENT
  EMPLOYEE
• A STIPEND IS ADDED TO A CURRENT EMPLOYEES
  SALARY

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UNRESTRICTED POSITIONS IN THE STAFFING PLAN
Formerly Called Regular Positions

• Sections to be completed
• 1. EMPLOYEE INFORMATION
• 2. EMPLOYEE STATUS FT Unrestricted Funds
  Staff
• 3. APPROVALS

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TEMPORARY POSITIONSRestricted and Auxiliary

• Sections to be completed
• 1. EMPLOYEE INFORMATION
• 2. EMPLOYEE STATUS Check One Box Only
• 3. FUNDING SOURCE INFORMATION with
  Approvals
• 4. APPROVALS

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TEMPORARY STIPENDS SPECIAL ASSIGNMENTS

• Sections to be completed
• 1. EMPLOYEE INFORMATION
• 2. EMPLOYEE STATUS Check One Box Only
• 3. FUNDING SOURCE INFORMATION with
  Approvals
• 4. APPROVALS

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Employee Information

• The division, department, home organization code,
  campus, building and office phone is where the
  employee performs the specific job/assignment
• The supervisor name is the person directly
  supervising the employee for this specific
  job/assignment. Please print the name of the
  supervisor
• The accurate assignment start date and end date
  for this specific job/assignment must be within
  the current fiscal year
• The position title is used to state what is being
  paid for (check with HR when in doubt)
• The position number is only provided if NOE is
  used for a Staffing Plan Position Leave blank
  if job/assignment is temporary or not on the
  Staffing Plan

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Employee Status New Categories

• Salaried Employee Paid Monthly
• FT UNRESTRICTED FUNDS STAFF (new)
• FT RESTRICTED FUNDS STAFF (new)
• FT AUXILIARY FUNDS STAFF (new)
• TEMPORARY FT FACULTY
• STIPENDS
• SPECIAL ASSIGNMENT

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Employee Status

• Only one box should be checked. Human Resources
  can only use one classification for each
  employee/payment - SALARIED or DIRECT WAGE
• All Special Assignments and Stipend payments must
  have documentation attachments DESCRIPTION OF
  DUTIES AND/OR MEMORANDUM OF UNDERSTANDING for the
  Grant Funded
• If the NOE is used for a salaried employee, leave
  the salary boxes blank

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Employee Status Continued

• The annual salary for a full-time position is
  assigned by the Director of Human Resources per
  Board approved Pay Plans
• The total payment for a stipend or special
  assignment is assigned by the supervisor
  assigning the job and is approved by the Division
  Dean/Director and Vice President

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Funding Source Information

• This section must always be completed for all
  positions not on the staffing plan. The funding
  needs to be identified in order to process the
  payment.
• For an Unrestricted Position which is also
  called a staffing plan position, this section
  should BE LEFT BLANK. Funding has been budgeted
  and there is no question regarding how to pay for
  this assignment.

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If Funding is in the Staffing Plan

• Temporary or short term assignments can be
  funded from a STAFFING PLAN POOL. Refer to your
  deparments staffing plan or contact the Budget
  Control Office
• DIRECT WAGE POOL Position Number
• OR
• SALARY SAVINGS from Position Number

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If Grant funded (Restricted)

• Split Funded ____________ _______________
  ____________
• Percent
  Fund Code Organization
  Code
• The percentage must be indicated
• The Fund Code and Organization for this type of
  positions must be written on the NOE
• All grant funded positions/payments must be
  approved by the Grants/Contracts Compliance
  Officer The signature line on NOE is the
  FINANCIAL MANAGER
• The NOE is submitted directly to HR for the
  position number creation this position number
  will always start with the number 6
• HR will forward NOE to Budget Control to continue
  with the funding process

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Approvals

• 1. Supervisor
• The same person as the supervisor listed in the
  employee information section
• 2. Division Dean or Director
• 3. Vice President or President
• 4. Director of Human Resources

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Reminders/Notes

• All fields in the EMPLOYEE INFORMATION SECTION
  must be completed. If the office phone is not
  available at the time of hire, please follow up
  as soon as the phone number is established. The
  staff directory website may be used to report
  office phone number and location changes.

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Reminders/Notes

• Revisions must be done on a photocopy of the
  original NOE. Only the changes must be marked in
  red ink. The initials of the supervisor and
  financial manager must be included with the date
  of the revision
• Changes to the Funding Source Information must be
  submitted to HR. HR will write the position
  number and forward to the Budget Control
  Specialist at the Business Office

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DIRECT WAGE NOE

• SECTIONS
• Employee Information
• Employee Status
• Funding Source Information
• Approvals

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Employee Information
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Employee Status

• Direct Wage Employee
• Check off either
• ? Part-Time 19.00 hours or less per
  week
• ? Full-Time DW 20.00 hours or over per week
• Check off either ?Student minimum
  pay rate 7.50
• ?Non-Student minimum pay rate 8.10
• STCs work week is Monday Sunday
• Full-Time DW employees are not eligible for
  benefits
• Full-Time assignments must not exceed 4.5 months
  (18 weeks ) per academic year (Sept 1-Aug 31)

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Employee Status (cont.)

•  If an employee works more than 19 hours per
  week, for a period of more than 4 ½ months (18
  weeks) per academic year (Sept 1 Aug 31), we
  have to offer benefits in accordance with TRS
  rules.
• Each week totaling 19.25 hours or more is counted
  towards the 18 week maximum. TimeForce
  supervisors are responsible for monitoring the
  employees time cards and tallying the number of
  weeks worked over 19 hours per week
• All Direct Wage employees must abide by the 18
  weeks per academic year.
• Please monitor your employees hours using the
  reports available on TimeForce

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Funding Source Information1. To be paid from one
of the following

• ? Direct Wage Pool Position Number
• This number has been established for the
  department to pay direct wage assignments. They
  are usually designated as student or
  non-student
• ? Salary Savings from Position Number
• This is an actual staffing plan position which is
  currently vacant and has funds left in it
• ? Split Funded
• This is used for positions being paid by 2
  different funds. The most common has at least one
  grant fund

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Funding Source Information (Cont)2. Amount of
Funding for Temporary Positions

• Hrly Rate X Hrs per Week X of Weeks
• This section must be calculated by department
• Financial Manager
• Mandatory to have at least one signature
• Financial Manager (2)
• For split funded positions
• Budget Control
• Once HR receives the complete NOE, we will send
  it to Business Office for budget approval

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Approvals

• All approvals, with the exception of the Director
  of Human Resources, must be obtained before
  sending the NOE to the HR office
• It is required to have a signature on line 3
• Supervisor signature must match the printed
  supervisor name in the Employee Information
  section

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When Do I Submit A New NOE?

• A new NOE is needed when
• Changing from WS to DW employment or vice versa
• The funding source will change
• Accepting a new job position even if it is in the
  same department
• September 1st- All DW and Work-Study employees
  need a new NOE. This is the start of the new
  fiscal year
• Changing from part-time employment to full-time
  employment or vice versa

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REVISING AN NOE

• Make changes on a photo copy of the NOE in red
  ink
• Check off ?Revised NOE or ?Cancellation/Deletion
  at the top of NOE
• Initial and date each change
• Financial manager and supervisor need to initial
  and date the NOE
• Please verify with TimeForce that any changes to
  assignment dates coincide with time worked in
  TimeForce before submitting to HR

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Extending an Assignment

• The department may continue an employees
  assignment by
• Revising a photo copy of the NOE and entering
  the new date in the extended date field
• Submitting a new NOE for the new assignment
• New NOEs need to be submitted for every employee
  in September, which is the start of the new
  fiscal year. Employees who do not have an
  authorized assignment for the new fiscal year
  should not report to work until HR has received
  the new NOE.

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Employee Resignations

• The Workstudy/Direct Wage letter of Resignation
  is available on the HR webpage under Forms.
  Please make sure to use the most current version
  of the letter.
• The employee should submit the letter to the
  supervisor if he/she will not work until the
  original end date.
• He/She should verify their last time card if
  permanently leaving the college
• The supervisor will then verify that the
  resignation date matches TimeForce punches and
  forward the letter to HR for processing
• Supervisor must submit BO-7710 form to the
  Payroll Office to delete the employees access to
  TimeForce, if applicable

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Employee Resignations (Continued)

• A supervisor can also fill out the resignation
  letter if the employee is not available to do so
• Financial Aid has the authority to end Work Study
  assignment base upon their criteria for
  employment. Financial Aid will notify both HR and
  the department if employment is terminated early
• Please note Resignations must be turned in to HR
  before the payroll affected by this date is
  processed. After the payroll is processed, the
  original end date cannot be changed, merely a
  personnel date will be entered which will not
  change any encumbrances.

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Key Problems

• Supervisors allowing employees to work without an
  authorized assignment
• Late NOEs
• Extending assignments
• Overlapping assignments
• Effective dates on letters of resignation not
  matching hours punched on TimeForce
• Multiple NOEs

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Timeforce

• Inactivity for more than 30 days leads to
  deactivation of account. Employee must report to
  Human Resources to get re-activated in Timeforce.
• Contact Payroll office if you have any special
  circumstances.

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Q A?
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Help is Available

• Contact one of the following staff members in the
  
• Office of Human Resources for assistance with
  NOEs
• Rosisela Salinas, HR Payroll Technician II for
  Faculty Assignments
• rsalinas_at_southtexascollege.edu Phone [phone]
• Carlos Hernandez, HR Payroll Technician, for
  Monthly Assignments/Payments
• jcarlosh_at_southtexascollege.edu Phone
  872-3806
• Linda Ortiz, HR Payroll Technician, for
  Semi-monthly Assignments and Partnership Trainers
• lortiz_at_southtexascollege.edu Phone [phone]
• Daniel Salazar, HR Payroll Tech, for Adjunct and
  Overload NOEs
• dsalazar_at_southtexascollege.edu Phone [phone]

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More Help

• Andrew Fish, HR Specialist, for Hiring Process
• atfish_at_southtexascollege.edu Phone [phone]
• Aldi Gomez, HR Assistant, for New Hires
• aldi_at_southtexascollege.edu Phone [phone]
• Lizette Moreno, HR Assistant, for New Hires
• lmoreno_at_southtexascollege.edu Phone [phone]

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Even More Help

• Brenda Balderaz, Coordinator of Benefits
• brendajb_at_southtexascollege.edu Phone [phone]
• Hilda Soliz, Benefits Specialist
• mgsanche_at_southtexascollege.edu Phone [phone]
• Ruth Galvan, Benefits Assistant
• galvan72_at_southtexascollege.edu Phone [phone]
• Frank Gomez, Employee Relations Officer, for
  employee issues
• fdgomez_at_southtexascollege.edu Phone [phone]

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• Thank you for your time
• and please do not hesitate to contact
• YOUR Friendly HR Staff
• if we can help in any way!