Table of Contents

	A Message from the HR AVP	Issues that Impact all UTSA Employees
	The Learning Source
	I-9 Issues		UTSA Holiday Schedule
	HR Forms: Are you using the current version?		Avoiding the Holiday Blues
	Out of State Indicator
	Updating Campus Mail Codes
	Benefits Reminders
	Retirement Web Site Update
	HR Web Site
	Welcome and Farewell

The purpose of this newsletter is to improve the communication process between HR and campus Administrative staff.

A Message from the HR AVP

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The Learning Source

Training and Development had a vision of developing a robust online learning management system (LMS) for UTSA.  In 2005 this dream came true; Training and Development worked in conjunction with the Environmental Health and Safety Office to create a program capable of serving all of UTSA’s online training needs. This system is now known as The Learning Source.

To date, the system has been utilized by several departments, especially the people in research laboratories (Hazard Communications & Lab Safety), grant developers (Time & Effort), new employees and part-time staff who have had to take the UTSA Institutional Compliance courses.

The Learning Source is programmed to:

• access and enroll users in both online and instructor-led courses
• ensure that the data is collected and placed in an employee’s training history
• create reports for tracking purposes
• allow SMEs (Subject Matter Experts) to update course material, and
• provide specific class information for just-in-time learning.

You can visit The Learning Source at: http://www.utsatraining.com/. The system is proving itself to be a great asset to UTSA. For any questions about The Learning Source, please contact Training and Development at 458-4658.

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I-9 Issues

This is a compliance issue and the University is at risk and subject to censure and fines if we’re found to be out of compliance. The I-9 form must be completed on all new hires within 3 work days from the hire date, no exceptions. The employee completes section 1 and the employer (department or HR)  completes the certification process in section 2.  Here are lists of the common errors we are finding:

		I-9s are not completed within three work days from date of hire, some are late, some are early (signed before the hire date).
		The employee leaves out information or does not sign and date the form.
		The certification official does not attach the required documents, or omits required information and/or does not sign and date the form.

This is an area of high interest. To raise management’s awareness of this issue, we are compiling statistics regarding the I-9 compliance/accuracy rate and will be forwarding those numbers to each VP for their information/action. 

Please pay special attention to this area.

HR contact point is: Claudia White at ext. 4658.

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HR Forms – Are You Using the Current Version?

By their very nature, the forms used by HR to collect and report information are somewhat volatile and subject to frequent change.  When we change forms, we do attempt to announce the changes via email and/or we cover the changes during the HR Forum.

We have noticed that some of the Administrative Assistants employ a practice whereby they create a stockpile of these forms so they don’t have to go to the web each time and print them. While this may be an effective process, it creates problems when the forms are changed. Instead of replenishing the stockpile with the new version, the old forms are continuously used.

Such is the case with the Employee Separation form and the Separation Processing Checklist. We are receiving many ‘old version’ forms that contain the SSN. We replaced the SSN with EID (not Banner ID) on all applicable forms over a year ago, yet we continue to get the ‘old’ forms with either SSNs or Banner IDs.

New Forms Packet

We also changed the employee packets for temporary, occasional, non-tenure track and adjunct faculty employees. A new checklist was added, some forms deleted and others change. As we approach our peak business cycle, be sure you’re using the current versions of these packets. You can view these by accessing http://www.utsa.edu/hr/forms.cfm.

We suggest that if you create a stock pile of HR forms, that you periodically check them against the forms that are located on the HR Web Site http://www.utsa.edu/hr/forms.cfm to insure you are using the correct version. Most of the HR forms have a revision date at the bottom left hand side of the page and that should facilitate your verification. Please insure that you are using the latest version.

We appreciate your help in this area. If you have any suggestions that would improve the HR Forms change management process, please let us know.

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Out of State Indicator

The DEFINE appointment documents (ANX, ACX, etc.) are being modified to include the capability to report employees working outside Texas. This new functionality is being driven by a requirement to identify and report, primarily for Workers Compensation insurance purposes, those employees who are working outside of Texas. As you’re aware, there are four sections or screens that must be completed when entering a new appointment, the out of state indicator is being added to section 2 of 4. Note: You must complete the Out of State Indicator piece on all employees, regardless if they are working out of state or not. Contact point is Linda Tidd @ 4259.

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Important Benefits Reminders

Reminder to administrative assistants, please remember to send us contact information, using the form located at http://www.utsa.edu/hr/docs/Benefits-Eligible-Faculty-Staff-Student.xls, regarding your new benefits eligible faculty and graduate students. This form may be faxed (7890) or emailed to benefits@utsa.edu.  Please also create appointments as soon as possible, so benefits and paychecks for these employees are not delayed.

Terminating appointments need to be created as soon as possible for all employees who are not returning in the spring semester. State Law now requires one additional month's insurance premium for all late terminations.  These penalties (employee and employer medical insurance costs) are now being assessed to the University by UT System.

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Updating Campus Mail Codes

In conjunction with entering appointments on new hires, it’s also required that you enter the following data items:

		Campus Mail Code  (see http://www.utsa.edu/hr/docs/MailCodes/MailCodeDept.cfm)
		Building and Room Numbers (see http://www.utsa.edu/hr/docs/bldgcodes/bldgcode.cfm)
		Email address
		Home Phone
		Campus Phone

The creator of the DEFINE appointment (typically the department Administrative Associate) is closest to the source of the data and is in the best position to enter it. So when the person inputs the appointment (new or changed) transaction into DEFINE, they must also input the above data via section 4 and 5 on the Employment Information (EI1) screen. The appropriate codes for Campus Mail and Building Numbers are located on the links furnished above.

We monitor this area on a weekly basis (erroneous campus mail codes could impede timely distribution of pay stubs, earning statements, etc.,) and we’re finding pockets of departments that are not entering this data. Contact point is Linda Tidd @ 4259.

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UTSA Holiday Schedule

Just a reminder that the new FY06/07 Holiday schedule is published on the HR Web Site.
See http://www.utsa.edu/hr/benefits/leave/UTSAHolidays.cfm

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Avoiding the Holiday Blues

The holiday season is a time full of joy, cheer, parties, and family gatherings. However, for many people, it is a time of self-evaluation, loneliness, reflection on past failures, and anxiety about an uncertain future.  According to many studies, numerous people try to cope with emotions resurfacing during the holiday season and this leads to depression. These emotions are often caused by failure to meet high expectations, loneliness, anxiety from too many commitments and finances, and memories of loved ones passed on.  As a service to University employees and their dependents, the Employee Assistance Program is available to offer guidance on how to combat the “Holiday Blues” and focus on what is truly important this season. 

For an appointment and confidential consultation we encourage you to contact the Family Service Association at 210-299-2400. For weekends, after hours or emergencies, please call the EAP hotline 1-800-442-0024 (24 hours a day/7 days a week)

For additional information visit the HR website: http://www.utsa.edu/hr/EmployeeRelations/eapinfo.cfm

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Retirement Web Page Update

The HR Retirement web pages have been recently updated.

Please visit http://www.utsa.edu/hr/benefits/Retirement/Index.cfm.

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HR Web Site

We are constantly updating and ‘tweaking’ the HR Web site with information to assist our employees, managers and administrative staff. Please don’t be a stranger and pay us a visit. Check out the Administrator and Management Tool Boxes and see how these will help you through some of the trouble spots regarding leave administration, entering new appointments, working STARS issues, etc.. See tabs on the right hand side of the home page. HR Contact point is Martha Hinojosa @ 7875.

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Welcome and Farewell

Benefits Human Resources Representative Angela Hardwick will be leaving UTSA after 7 1/2 years of service. Angela has accepted a new position with a local school district. Good luck and Farewell.

Betty Settlemeyer has retired and Denni McCarter is now providing administrative support to the Training & Development department. We wish Betty the best and look forward to working with Denni.

Please welcome Lisa Fernandez, new HR Specialist I employee in Comp/Employment. Lisa just graduated from the UTSA with a degree in Human Resources.

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