Points
to Remember
The
following is information that is important to remember and/or reference when
necessary:
MEMORANDUM
OF EMPLOYMENT – MOE’s
need to be completed entirely. There
are some very important questions on the MOE that need to be answered to the
best of the department’s knowledge. When
an MOE is left blank or is answered incorrectly, errors or delays occur. For example, if you indicate that the employee is a “New Hire," we
expect that the employee will be coming in to our office to complete the entire
employment packet prior to starting work. Therefore,
we do not set-up this employee on payroll until the person comes in to complete
the packet. So what this means is
that the employee doesn’t come in to complete the packet, he/she may not get
paid. Please
complete all blanks on MOE’s. Whatever
questions you do not have answers for, ask the employee or call Human Resources.
NEW
HIRES – need
to come by the Human Resources Office to complete employment forms in order to
be set-up on the payroll system. They
must bring with them the appropriate identification required for certification
of the I-9. If the position that
they are being hired for requires a degree or certification, they must bring an
official transcript or a copy of the request slip for an official transcript to
be mailed to UTB, Attn: Human Resources, Brenda Martinez, 80 Fort Brown,
Brownsville, TX 78520.
REHIRED
– if
you are rehiring an employee, who was not employed by UTB for a year, they need
to go by Human Resources to update their employment records, including their
I-9.
LATE
MOE’s – will
be processed on a supplemental payroll to be paid on or before the 15th
of the following month provided that all other documentation required is
available.
FISCAL
YEAR – The
fiscal year runs from September 1 through August 31.
Fiscal = $$$ Physical = Calendar
START
DATE – Employees
should not begin working until all paperwork has been completed (i.e., an
approved MOE and the completed employment packet).
SELECTIVE
SERVICE REGISTRATION VERIFICATION FORM (New Law) – This
is a new law effective 9/1/99 that requires all male U.S. citizens/nationals
from 18 up to 26 years of age provide proof of registration with the Selective
Service System or exemption from such registration PRIOR
TO EMPLOYMENT.
CONFIRMATION
NOTICES – A
copy of the MOE is returned to the department when all required signatures
approve the MOE. This confirms that
the employee can start working in your department provided that the employment
packet is complete.
40
HOURS PER WEEK – Temporary
employees cannot work more than 40 hours per week under no circumstances. If an employee is teaching a 3-hour course (which is the equivalent to 10
hours per week), than they are allowed to work up to 30 hours in another
department.
DUAL EMPLOYMENT – When a person works for more than one account number. The first MOE submitted will be the primary account and the timecard
should be submitted to the Payroll Office on the due date. The second MOE received will be the secondary account and the timecard
for this assignment should be submitted on an orange timecard (Dual Employment
Timecard). If you are not sure which account is primary, call Human
Resources at the following extensions 3887, 7530, or 7024. Under no circumstances should an employee working on a temporary basis,
work over 40 hours per week in the combined accounts/departments.
BREAK-IN-SERVICE– It
is extremely important to give a temporary employee a break-in-service of
one-day minimum, but it is preferable to give them a break-in-service of one
week. If the employee is working in
two different accounts/departments, the break-in-service has to be the same for
both departments.
Example: Dept. 1 – period of assignment is 1/2/2002 through
4/15/2002
Dept.
2 – period of assignment is 2/11/2002 through 4/30/2002
The
next possible rehire date needs to be 5/2/2002 (break-in-service for both is
5/1/2002).
FUNDING
SOURCES – You
need to use the Datatel System account numbers (i.e., 01-1-1-500000-6015).
SPECIAL
ASSIGNMENTS – These
are special appointments to do a specific project for a specific period of time
and a specific payment amount. You
need to explain in the description what the duties and responsibilities are for
this special assignment. In
addition, you need to explain the “Remarks” section the reason for the
special assignment and how the assignment amount was determined.
TERMINATION NOTICES – Once
you’ve determined that a temporary employee will no longer be re-employed in
your department, you must submit a Termination Notice immediately.
ANNUALIZED AMOUNT – indicate
the amount that you would normally pay if the person was to be hired for the
whole fiscal year (9/1 through 8/31 for staff; 9/1 through 5/31 for faculty).
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