Transcript End of Year Critical Deadlines

HUMAN
RESOURCES
Claudia White
Lisset Zuniga
Interim Process Continuation
 Interim Workflow Solutions (SharePoint)
 Department Approval (DAF) needs to be attached
 Any other supporting documents
Terminations
 Summer appointments (job rows) that need to be ended
 Use “Review/Request Job record Change for Employee”
 Use Action of Termination
 End by August 31st (action needed by 8/22)
 Beware of overpayments
 Monthly employees
 Expected End Dates
 Weekly reports
 Faculty
 Only term faculty who are truly separating from UTSA
Fall Hires/Rehires
 Faculty
 Use the Review/Create Faculty Contract
 Need approval from Dean and Provost office
 Staff
 Day O.N.E. for benefits eligible
 Hire/Rehire an employee form for non-benefits eligible
 Students
 Must be enrolled
 Multiple jobs- Can only work 19 or 20 hrs. per week
 Student Assistants need Financial Aid approval
 Work study job title no longer needs to change when
they run out of funding
 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
 New Employees may not begin working
until HR approves their SharePoint form
 All new employees must complete the
Employee Self Service Portal
 Complete I-9 Form (within 3 working days)

Will need to bring original documents to HR
 Update Personal Information
 W4
 SharePoint forms due 8/22 for 9/1 start
dates
Processing Dates
 Employee Processing Dates
 Refer to calendar on HR website
 SharePoint forms due 8/22 for 9/1 start
dates
Resources
 Human Resources
 4648
 SPOC
 7762
 Personnel Action and Position Processing
 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 1st, 2014.
• The maximum number of Vacation hours that can be
carried forward can be found at
http://utsa.edu/hr/Leave/VacationAccruals.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 31st.
• Balances for August 1st- 15th can be viewed on August
22nd, 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 31st.
• Balances for August 1st- 15th can be viewed on August
22nd, to include August accruals
• Please ensure all time and absence are reported
into PeopleSoft by Timesheet Deadlines provided
by Payroll at
http://utsa.edu/payroll/TimesheetDeadlines.html
• Any questions regarding Vacation accrual rates,
please feel free to contact HR-Leave Management
at [email protected]