Changes Coming Soon!

In January 2013, the UNT System Business Service Center (BSC) will be introducing some valuable process improvements designed to make payroll and payments processes easier for our customers.

Payments and Travel

BSC Payments will begin offering centralized travel services through a contract with Corporate Travel Planners (CTP). CTP’s role will be to serve as a booking agent for services such as airfare, lodging and rental vehicles. The travel services will be offered as a preferred program, and will be available to institutions throughout the entire UNT System in early 2013. Additionally, BSC Payments will introduce revised travel guidelines in January. One of the most significant changes will be the transition of all payment of travel to local funds. This allows greater flexibility with the guidelines, and campuses should benefit from the change. The only exception that will allow for travel on state funds is if funding is appropriated from the State, and includes allocations for travel purposes. 

Payroll

BSC Payroll is planning to introduce an innovative time and cost saving improvement. Effective January 2013, the deadline to process timesheets for hourly paid employees will be extended an additional five business days allowing departments more time to gather, enter and approve time for hourly paid employees. Through this change, hourly employees will be paid on the regular pay date and the current hourly supplemental will be eliminated. 

BSC Payroll will also move the date of the supplemental payroll beginning in January 2013 for all other employees to be the third business day after the regular pay date. This additional time will enable those payments to be distributed via direct deposit.

What do these changes mean for departments?

• Increased efficiency and cost savings across the UNT System.
• Departmental timekeepers have more time to process timesheets.
• Departmental personnel will have a limited number of paper checks to distribute on supplemental pay dates.
• Most employees will be paid on regular pay dates.
• In most cases, hourly paid employees will receive payment on one check for time worked during a given period. 

For more insight regarding these improvements, and many more, employees are encouraged to attend BSC Partner meetings scheduled for their campus (see schedule below), visit the BSC website at http://bsc.untsystem.edu or register to receive BSC information by email at http://bsc.untsystem.edu/newsletter/subscriptions. Additional information regarding these specific changes will be shared in the future.   

Stay Informed 

Occasionally, the BSC will send updates to system employees to announce a new program, changes to procedures, or reminders about deadlines. In order to stay up-to-date with news from the BSC, UNT System employees are encouraged subscribe to BSC Updates online at http://bsc.untsystem.edu/newsletter/subscriptions.

TRS Members Planning To Retire At End Of Fall Semester 

Employees who are members of the Teacher Retirement System of Texas (TRS) and are planning to retire at the end of the fall semester should ensure the following steps are completed:  

1. Complete a TRS 18 online form and submit to TRS
2. Schedule a Retiree Exit Meeting with BSC Human Resources - Benefits (940-369-5545 or 855-868-4357) upon receipt of retirement packet from TRS.

After submitting the TRS 18, employees will receive a TRS packet in approximately two to four weeks. The packet will contain a direct deposit form. Retiring employees will need to take this form to the bank and have it signed by bank personnel. In addition to the direct deposit form, retiring employees should have a valid proof-of-age document (birth certificate, passport, etc.) available at time of exit meeting. A proof-of-age document for any beneficiaries is also needed if choosing Options 1, 2 or 5 (options are detailed in the TRS packet).  

Remember: The BSC HR-Benefits team is here to help with all retirement questions. Please contact the BSC to review your retirement benefits, or get help with estimated retirement dates and annuity amounts. Call BSC HR-Benefits at 940-369-5545 or 855-868-4357 or email to HRBenefits@untsystem.edu.  

90-Day Deadline for New Faculty to Choose between TRS and ORP

New faculty members who were hired September 1 and who are eligible to choose between the Texas Teacher Retirement System (TRS) and Optional Retirement Program (ORP) were automatically enrolled in TRS effective on September 1, 2012.  

Enrollment in TRS continues until or unless the employee chooses to enroll in ORP through Retirement Manager. Retirement Manager is a convenient, secure, web-based access point for virtually managing retirement plan accounts anytime and anywhere, 24 hours a day, seven days a week. The deadline to enroll in ORP is November 30, 2012.  

Employees are reminded that this is a one-time irrevocable choice and cannot be changed at a later date.  

New Fiscal Year Means Time to Review Earnings, Deductions &   
  Benefits 

Have you reviewed your October 1, 2012, paycheck detail? Did you know you can review your paycheck through your employee portal?  

Employees wanting to review a paycheck can log-on to https://www.my.unt.edu or https://www.my.hsc.edu. User ID (EUID) and password are required to log into the site.  

1. Choose the Human Resources tab
2. Select “view paycheck” on the left side of the page 

The October 1 paycheck is the first paycheck of the new fiscal year for employees who are paid monthly, so it is important to review the paycheck as soon as possible. When viewing the paycheck, please carefully review earnings and deductions.  

Benefit deductions should be reviewed in order to verify enrollment in coverage chosen during annual enrollment. As a reminder, there was a 7.36 percent increase in health insurance premiums for plan year 2013. If incorrect deductions are being taken, please contact the BSC HR-Benefits at 940-369-5545 or 855-868-4357 or via email to HRBenefits@untsystem.edu.  

Note: Life insurance and disability insurance premiums are salary- and age-based. Therefore, if you had a salary change you should expect to see a change in your premium. In addition, if you changed age bands (counted in 5 year increments, example: 30-34, 35-39, 40-44, etc.) you can expect to see a premium change. Age and salary are determined only on September 1 of each fiscal year, and remain unchanged until the next fiscal year. 

Important TexFlex Reminders

The TexFlex grace period gives participants an additional two months and 15 days to use up the plan year account money in the Flexible Spending Account – Health Care and/or Flexible Spending Account – Dependent Day Care.  

Employees with Plan Year 2012 (September 1, 2011-August 31, 2012) TexFlex accounts have until November 15 to incur expenses. All claims for Plan Year 2012 must be submitted by December 31st, 2012.  

Don't Forget! – Save all receipts and “Use it or Lose it”  

Make sure to save receipts and any other documentation, such as an Explanation of Benefits from the insurance company or prescription drug label, showing it was an eligible expense. Employees may be asked for copies of receipts. Any money remaining in the account after December 31, 2012, will be forfeited, losing any funds that are not spent. Employees enrolled in TexFlex can check account balances at any time on the TexFlex website.  

Helpful Benefit Websites

• Employees Retirement System of Texas (Medical Benefits)
  www.ers.state.tx.us
• Teacher Retirement System (Retirement Benefits)
  www.trs.state.tx.us
• Retirement Manager (Retirement and Tax Deferred Account Benefits)
  https://www.myretirementmanager.com/?unts
• HealthSelect (Health Insurance)
  http://healthselectoftexas.welcometouhc.com/
• Humana Dental (Dental insurance)
  http://www.humana.com/custom_clients/ers/
• PayFlex (Healthcare and Dependent Daycare accounts)
  https://texas.payflex.com/CustomLandingPage.aspx
• CareMark (Prescription Drug Benefits)
  http://www2.caremark.com/ers/cda/

 I-9 Process for Timekeepers and Authorizers

In September, an update was sent to Timekeepers regarding experiences with the I-9 verification process, and also what the BSC has learned to date with the new electronic I-9 process.  

The electronic process has proven to be a much more efficient means of collecting the I-9 than in the past. For the most part, I-9’s are being completed within the three-day window allowed under Federal law. Some lessons have also been learned regarding the process:

1. Many I-9 authorizers are not entering the “hire date” correctly, or are not entering anything at all. Remember, it is important that the date on the I-9 match the date on the HRM form.
2. Once an I-9 has been completed by both the employee and the employer and submitted (accepted), the I-9 authorizer cannot go back in and make corrections. Because this is proving to be a problem, the BSC is working with Information Technology Shared Services (ITSS) to create an “edit” button that will be available to I-9 authorizers. The edit button will allow the authorizer to go back and correct items such as hire date, expiration date, issuing authority, etc. The BSC will send a notification as soon as this feature has been created.
3. If an employee enters I-9 information incorrectly, the employee will need to go to https://my.unt.edu or https://my.hsc.edu and create the I-9 again.
   ***Once in the portal, employees will need to click on the Human Resources tab. There is a link on the right hand side of the page that says “Complete and Submit I-9 Form”. If this is done on the same day as the original I-9 submission, Timekeepers and/or I-9 authorizers will be able to verify the I-9 documents on that day or the next. If it is done on a different day than the original submission, authorizers will have to wait 24 hours to be able to complete the verification section. This is because submitting an I-9 on different days creates a “duplicate record” that has to be deleted by ITSS.
4. The BSC is also experiencing situations where the employee completes the I-9, the department verifies the information, and then tries to go back and view the I-9 again and is not able to see it. This happens because the employee is going back into the onboarding page, presumably to make other changes such as W-4, direct deposit, address change, etc. Because the onboarding page requires each item be opened again, the employee is submitting the I-9 information again.
   ***To alleviate this problem, the BSC has set the onboarding page to only allow the employee to go through it once. After completing onboarding, the employee will not be able to access the link again. Should they need to make other changes after completing onboarding, the employee must do that through the Employee Self Service portal at https://my.unt.edu or https://my.hsc.edu.

Are you an I-9 Authorizer?

The BSC has developed a website especially for those who are responsible for the employer authorization of I-9 documents. This website contains learning tools, instructional videos, the employer handbook, and frequently asked questions.    

Please visit http://bsc.untsystem.edu/i-9-information.

Co-op Spotlight – The Cooperative Purchasing Network

A number of state and privately sponsored buying cooperatives offer special pricing. Purchasing from a cooperative or taking advantage of a state contract may exempt the purchase from bidding requirements. To find a complete list of the cooperative agreements available for University of North Texas System member institutions, access http://bsc.untsystem.edu/contract-pricing.  

Highlighted in this issue is The Cooperative Purchasing Network. TCPN is a co-op available for use by all government entities in the State of Texas with no bidding required. TCPN is a national governmental purchasing cooperative that is able to leverage the purchasing potential of governmental entities in all 50 states - this means equal pricing for the smallest entity and the largest buyer. TCPN competitively bids and awards contracts to national vendors in accordance with purchasing procedures mandated by state procurement laws and regulations. TCPN contracts are available for use, and benefit, public and private schools, colleges and universities, cities, counties, non-profits and all governmental entities.  

To view the full list of products offered, and to learn how to purchase from TCPN, access http://www.tcpn.org/default.aspx?name=tcpn.vendors&ST=TX.  

Submitting Invoices For Processing

When sending an invoice to invoices@untsystem.edu, it is important to have the following information in the Subject line of the email:  

• VENDOR, PO NUMBER, INVOICE NUMBER

Any additional instruction for processing should be in the body of the email. This will help the BSC Payments team to expedite payment as well as researching the purchase order when necessary.  

Department Contacts for Payment Questions

The department information used by the BSC Payments team is the information provided in a requisition. Institutions or departments needing to make changes are encouraged to work with their assigned buyer to change the information on the purchase order.  

The BSC Solution Center

Below were some of the most common questions fielded by The BSC Solution Center team in September. Click the questions to access the Solution Center and see the answer.  

• How do I register for a training class?
• How do I disencumber (finalize) funds from a purchase order or requisition?
• How can I get a copy of my paycheck stub?

October Training Opportunities

Self-Discipline/ Anger Management:  Choosing Healthy Options for Your Anger:  Managing one’s own anger is an important skill in life and at work.  This dynamic course focuses on our anger and how to manage it effectively, as opposed to other people’s behavior and feelings.  Ideas are discussed about the value of anger and how to harness it for positive change in our lives.  The emotional, physiological, and cognitive components that frame the anger pathway are discussed.  This session is facilitated by the Employee Assistance Program.  

F & J Visas: This session is appropriate for staff and faculty who interact with international students and scholars.  Participants will learn the updated basic regulations that F-1 and J visa students and scholars must follow and how UNT International can assist with the process. The session will also address payroll implications.  This session is facilitated by UNT International and Payroll.  

Asbestos Awareness: The 2 hour Asbestos Awareness Course is for employees who may disturb asbestos containing materials as part of their job duties. Any employee that performs maintenance, repairs, installation, or renovation is required to attend this course. Participants will learn about the characteristics of asbestos, where it is found, health effects, and UNT’s policy on what to do if you need to disturb a suspect material.  This session is facilitated by UNT Risk Management.  

Managing Workplace Negativity:  Negativity can greatly impact employee engagement and productivity.  This session provides managers hints and tips on how to manage the negativity in a positive productive way. Participants will learn to identify attitudes that cause negativity, promote positive attitudes, and influence behavior changes. 

Asset User: Staff members that maintain asset information for their department will learn the responsibilities of the asset user and reporting activities for asset management at UNT. Attendees will learn how to maintain asset information (condition and location) in EIS FS and how to conduct the annual asset inventory required by all departments. This course is facilitated by Asset Management.  

Substance Abuse 101:  This seminar defines substance abuse, discusses signs and symptoms, and provides guidance on how to handle these issues in the workplace. The session is geared toward supervisors and provides information on available resources.  This session is facilitated by the Employee Assistance Program.

Leadership:  This course is designed to provide the basics of leadership.  The session discusses leadership style, leading versus managing, coaching, and mentoring. 

H-1b Visa: This session is appropriate for faculty and staff who may be involved with hiring or assisting in changing a foreign national faculty or staff member’s visa to H-1b.  Participants will gain a basic understanding of the H-1b step-by-step process at UNT and the governmental agencies involved with the H-1b visas.  This session is facilitated by UNT International. 

Diving Into ImageNow: This session is designed to help ImageNow-using departments understand some basic concepts of ImageNow, including the roles/responsibilities of key departmental staff and the administrative tools at the department's disposal to accomplish their goals. It is recommended for directors, team leads, ACEs, permanent scanning staff, and other high-end users of departments using ImageNow. This session is facilitated by the Imaging Team. 

ImageNow Workflow: Imaging Services is offering a session of ImageNow Workflow/Project. The class focus on designing and utilizing workflow and projects in ImageNow. It is intended for departmental ImageNow team leads and other high-end users. This session is facilitated by the Imaging Team. 

Upcoming BSC Partner Meetings

The Business Service Center hosts Partner Meetings on a monthly basis at UNT System campuses in order to pass on key information to those employees at each campus who are responsible for various business functions.  

Partner meetings can include information about procedures related to purchasing, payments, payroll, human resources, and various other functions managed by the BSC. Any employee wishing to learn more about UNT System business functions or ask a question about BSC business practices are invited to attend the meeting according to the schedule below.  

To receive invitations to future partner meetings, email bsc@untsystem.edu. To view presentations and notes from past partner meetings, access http://bsc.untsystem.edu/presentations. 

UNT Dallas & UNT System (Virtual)  

• October 9, 10-11 a.m.

UNT Health Science Center  

• October 10, 9:30-10:30 a.m., 2 RES 114 

Cirque du Soleil Discounted Tickets

Employees at all UNT System institutions have been extended an offer for discounted tickets to attend Kooza by Cirque Du Soleil in September and October.  

The show is being presented in a limited run, September 20-October 28, 2012, under the Grand Chapiteau at Lot E of the former Reunion Arena, 777 Sports Street, Dallas, Texas 75207. 

Learn more about the show, as well as ticket pricing and availability online at http://www.ticketsatwork.com/tickets/packages.php?sub=venue_events&action=view_event&id=2028&company=UNTSYSTEM. 

Stay Connected

Follow the Business Service Center on Facebook at http://www.facebook.com/UNTSystem.BSC, and subscribe to BSC Updates online at http://bsc.untsystem.edu/newsletter/subscriptions.  

The BSC encourages customers to contact the BSC Solution Station call center at 940-369-5500 or toll free to 855-868-4357 for any questions. The BSC Client Services team also administers a knowledge base system known as the BSC Solution, containing the answers to many of your questions, online at http://untsystembsc.custhelp.com/. 

©2012 The Solution Source. 
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Questions or comments? 
email: bscfeedback@untsystem.edu
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