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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 ELIGIBLEPOSITIONS
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
Letters to non-selected applicants
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FULL-TIME TEMPORARY FACULTY
Memo approved by Division Dean and Vice President ofInstructional 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 inover 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 processing3 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 processing3 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 personneldata changes:
Address/phone numbers
I-9 statusDirect deposit
Emergency contact
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WORKSTUDY
New (brand new or has not worked for the college in overa year)
Before being added to the Work Study pool, all applicants are firstscreened through a Texas DPS criminal background check. Onlythose who are cleared through this check are given Pre-Approval andare eligible to be hired as STC Work Studies.
Department submits NOE, references, and pre-approval form
Upon notification from HR. have the employee report toan orientation
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ADJUNCTS
If new, returning after a year of absence, or changingdisciplines
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 havebeen 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 personneldata changes:
Address/phone numbersI-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 specialassignment or other stipends
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REMINDERS:
At no point during the hiring process should anapplicant or candidate be told that they have the
job, until HR ensures that all of the proper stepshave been adhered to and satisfied. Make no
commitments!!!
All hiring documents now sent directly to HRStaffing Specialist and/or HR Specialist
The Staffing Plan is a Board reviewed and
approved document, and is updated annually only
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NOTICEOF EMPLOYMENT
FOR EMPLOYEES
PAID MONTHLY
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SUBMITA NOTICEOF EMPLOYMENTWHEN
A NEW EMPLOYEE IS HIRED or REHIRED
AN ADDITIONAL ASSIGNMENT IS GIVEN TOCURRENT EMPLOYEE
A STIPEND IS ADDED TO A CURRENTEMPLOYEES SALARY
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UNRESTRICTED POSITIONS IN THE STAFFINGPLAN FORMERLY CALLED REGULAR POSITIONS
Sections to be completed
1. EMPLOYEE INFORMATION
2. EMPLOYEE STATUS FT UnrestrictedFunds Staff
3. APPROVALS
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TEMPORARY POSITIONSRESTRICTEDAND AUXILIARY
Sections to be completed
1. EMPLOYEE INFORMATION
2. EMPLOYEE STATUSCheck One BoxOnly
3. FUNDING SOURCE INFORMATION with
Approvals
4. APPROVALS
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Sections to be completed
1. EMPLOYEE INFORMATION
2. EMPLOYEE STATUSCheck One BoxOnly
3. FUNDING SOURCE INFORMATION with
Approvals
4. APPROVALS
TEMPORARYSTIPENDS & SPECIAL ASSIGNMENTS
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EMPLOYEE INFORMATION
The division, department, home organization code, campus, buildingand office phone is where the employee performs the specificjob/assignment
The supervisor name is the person directly supervising the employeefor this specific job/assignment. Please print the name of the
supervisor
The accurate assignment start date and end date for this specificjob/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 PlanPosition Leave blank if job/assignment is temporary or not on theStaffing Plan
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Only one box should be checked. HumanResources can only use one classification for eachemployee/payment - SALARIED or DIRECTWAGE
All Special Assignments and Stipend paymentsmust have documentation attachmentsDESCRIPTION OF DUTIES AND/ORMEMORANDUM OF UNDERSTANDING for theGrant Funded
If the NOE is used for a salaried employee, leavethe salary boxes blank
EMPLOYEE STATUS
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IF FUNDINGISINTHE STAFFING PLAN
Temporary or short term assignments can befunded from a STAFFING PLAN POOL. Refer toyour 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 GRANTFUNDED (RESTRICTED)
Split Funded ____________ ___________________________
Percent Fund Code Organization Code
The percentage must be indicated
The Fund Code and Organization for this type of positionsmust be written on the NOE
All grant funded positions/payments must be approved by theGrants/Contracts Compliance Officer The signature line onNOE is the FINANCIAL MANAGER
The NOE is submitted directly to HR for the position numbercreation this position number will always start with thenumber 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 inthe 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 INFORMATIONSECTION must be completed. If the office phone isnot available at the time of hire, please follow up assoon as the phone number is established. The staff
directory website may be used to report officephone number and location changes.
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REMINDERS/NOTES
Revisions must be done on a photocopy of theoriginal NOE. Only the changes must be marked inred ink. The initials of the supervisor and financialmanager must be included with the date of the
revision Changes to the Funding Source Information must
be submitted to HR. HR will write the positionnumber and forward to the Budget Control
Specialist at the Business Office
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DIRECT WAGE NOE
SECTIONS:
1. Employee Information
2. Employee Status
3. Funding Source Information
4. 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 $8.10
*STCs work week is Monday Sunday*Full-Time DW employees are not eligible for benefits
*Full-Time assignments must not exceed 4.5 months (18 weeks ) per academic year (Sept 1-Aug 31)
*
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EMPLOYEE STATUS (CONT.)
If an employee works more than 19 hours per week, for a period ofmore than 4 months (18 weeks) per academic year (Sept 1Aug31), we have to offer benefits in accordance with TRS rules.
Each week totaling 19.25 hours or more is counted towards the 18week maximum. TimeForce supervisors are responsible for
monitoring the employees time cards and tallying the number ofweeks worked over 19 hours per week
All Direct Wage employees must abide by the 18 weeks peracademic year.
Please monitor your employees hours using the reports available on
TimeForce
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FUNDING SOURCE INFORMATION (CONT)2. AMOUNTOF FUNDINGFOR TEMPORARY POSITIONS
Hrly Rate X Hrs per Week X # of Weeks =$ 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 toBusiness Office for budget approval
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APPROVALS
All approvals, with the exception of the Director ofHuman Resources, must be obtained beforesending the NOE to the HR office
It is required to have a signature on line 3
Supervisor signature must match the printedsupervisor 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 newNOE. This is the start of the new fiscal year
Changing from part-time employment to full-time employment orvice versa
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REVISING AN NOE
Make changes on a photo copy of the NOE in redink
Check off: Revised NOE orCancellation/Deletion at the top of NOE
Initial and date each change
Financial manager and supervisor need to initialand date the NOE
Please verify with TimeForce that any changes toassignment dates coincide with time worked inTimeForce before submitting to HR
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EXTENDINGAN ASSIGNMENT
The department may continue an employees
assignment by:
Revising a photo copy of the NOE and entering thenew 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 assignmentfor 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 availableon the HR webpage under Forms. Please make sure to usethe most current version of the letter.
The employee should submit the letter to the supervisor ifhe/she will not work until the original end date.
He/She should verify their last time card if permanentlyleaving the college
The supervisor will then verify that the resignation datematches TimeForce punches and forward the letter to HR forprocessing
Supervisor must submit BO-7710 form to the Payroll Office todelete the employees access to TimeForce, if applicable
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EMPLOYEE RESIGNATIONS (CONTINUED)
A supervisor can also fill out the resignation letter if theemployee is not available to do so
Financial Aid has the authority to end Work Study assignmentbase upon their criteria for employment. Financial Aid willnotify both HR and the department if employment isterminated early
Please note: Resignations must be turned in to HR before the
payroll affected by this date is processed. After the payroll is
processed, theoriginalend date cannot be changed, merelya personnel date will be entered which will not change any
encumbrances.
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KEY PROBLEMS
Supervisors allowing employees to work without anauthorized assignment
Late NOEs
Extending assignments
Overlapping assignments
Effective dates on letters of resignation notmatching hours punched on TimeForce
Multiple NOEs
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TIMEFORCE
Inactivity for more than 30 days leads todeactivation of account. Employee must report toHuman 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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HELPIS AVAILABLE
Contact one of the following staff members in theOffice of Human Resources for assistance with NOEs
Rosisela Salinas, HR Payroll Technician II for Faculty Assignments
[email protected] Phone: 872-5050
Carlos Hernandez, HR Payroll Technician, for MonthlyAssignments/Payments
[email protected] Phone: 872-3806
Linda Ortiz, HR Payroll Technician, for Semi-monthly Assignments and
Partnership [email protected] Phone: 872-3730
Daniel Salazar, HR Payroll Tech, for Adjunct and Overload NOEs
[email protected] Phone: 872-5096
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected] -
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MORE HELP
Andrew Fish, HR Specialist, for Hiring Process
[email protected] Phone: 872-3812
Aldi Gomez, HR Assistant, for New Hires
[email protected] Phone: 872-3721
Lizette Moreno, HR Assistant, for New Hires
[email protected] Phone: 872-3637
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EVEN MORE HELP
Brenda Balderaz, Coordinator of Benefits
[email protected] Phone: 872-5057
Hilda Soliz, Benefits Specialist
[email protected] Phone: 872-3728
Ruth Galvan, Benefits Assistant
[email protected] Phone: 872-3808
Frank Gomez, Employee Relations Officer, for employee issues
[email protected] Phone: 872-3646
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected] -
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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!