The document provides an agenda and updates from the Business Service Center A-Team meeting on March 9, 2012. Key topics discussed include major projects like an eForms implementation project and applicant tracking system consolidation. Process improvement projects for vendor setup, employee onboarding/offboarding were also covered. Standardization efforts across the UNT system for business practices like travel reimbursements and staff hiring were reviewed. The human resources section outlined the international student insurance waiver process and new job posting workflows.

1. Business Service Center Update
A-Team
March 9, 2012
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2. Agenda
• Check-in: How are we doing?
• Projects Update
 Major projects
—Status report on E-Forms project
 Process improvement projects
 Standardization of Business Practices
• Vendor Setup
• HUB Program
• Human Resources
 International Student Insurance Waivers
 Hourly Termination Process
 Job Postings for Staff
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3. Agenda (cont’)
• Payments
 Travel for Prospective Employees
 Corporate Card for Employee Travel
 HEAF funds reminder
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4. Major Projects Update
• Implementation of eForms (e.g. electronic HRM forms
with workflow, etc.)
 Initiated project January 2012
• Consolidation of 4 applicant tracking systems into 1.
 Continuing research on options – expected FY13 project
• Implementation of Expenses module (e.g. electronic
travel and payments processing, etc.)
 Initiated preliminary research on options – expected FY13
project
• Implementation of electronic time sheets and leave
approvals
 Currently undergoing a pilot on electronic timesheets
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5. Process Improvement Projects Update
• Vendor Setup
 Pilot Complete for Phase 1; Rolling out to UNT System in March
2012
• Employee On-boarding
 Beginning discussions with stakeholders; initial concept 50%
complete.
• Employee Off-boarding
 Finalizing concept with ITSS; beginning discussions with
stakeholders.
• Lump Sum Payout
 Merged into eForms implementation.
• ePro Requisition Processing
 initial EIS/processing changes completed; rolling out additional
training and outreach to customers in Spring 2012.
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6. Standardization of Business Practices
• BSC Operations Committee
• Charge is to standardize business practices across the
UNT System
• Members from each institution (9 members):
 Chief Finance Officers
 Chief HR Officers
 Controllers
• Meet on regular basis
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7. Standardization of Business Practices
• Meal Reimbursements at Conferences
 Monitor to ensure that meals were not covered in
registration fees when reimbursements are requested
• Meal Reimbursement with No Overnight Stay
 Tax meal reimbursement when there was no overnight
(not to be confused with business meal reimbursements)
• Tax Reimbursements >60 Days Old
 Monitor the age of reimbursements and tax accordingly
• Gifts/Tips – Allowable Source of Funds
 Allow non-state (local) deptids to fund gifts/tips
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8. Standardization of Business Practices (cont’)
• Annualize Hourly Rate for Payroll Calculations–2080 Rule
 Convert from monthly hourly rate calculation to
annualized hourly rate calculation
 NOT IMPLEMENTED YET
• Initiation of Staff Employment Postings by Department
 Allow departments to initiate postings using approved
(and restricted) templates
 NOT IMPLEMENTED YET
• Staff Employment Offer Letters
 Require written offer letters for staff appointments
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9. Vendor Setup
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10. HUB Program
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11. BSC Human Resources
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12. Job Posting
Introduction of the Employment Team
– Chris Campbell
– Linda Gray
– Gwen Bartelle
Review of Workflow

13. Job Postings
Workflow for Postings
Departments will continue to
create the HRM4 for new
positions and reclassifications.
HRM4’s will be accompanied by a
HRM5 for recruitment.

14. Job Posting
• HRM5’s must be accompanied with a detailed
UPO-31 and purpose statement.
• All HRM’s must follow regular procedure of
signature process before coming to the BSC
for processing.
• The BSC will receive the paperwork (HRM4 (if
applicable), HRM5 and UPO-31)

15. Job Posting
• The BSC will send the template to the hiring
department for creation.
• The steps are as follows:
1. Log into PeopleAdmin – https://jobs.unt.edu/hr
2. Select view pending, which will now give you the
option to edit the posting.
a) Enter the department overview
b) Enter the job description
c) Enter the preferred qualifications
d) Enter the posting specific questions
3. The department will then submit the requisition to
their HR Consultant Team for review/approval.

16. Template Example

17. Posting Example

18. Posting Example

19. Posting Example

20. Job Posting
• Your HR Consulting Team will review the
posting and work with you if changes are
needed.
• Once changes are complete, Campus HR will
submit the requisition to the BSC for posting.
• The BSC will post the requisition live to the
web for job applicants.

21. Job Posting
Questions?

22. Hourly Termination Process
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24. Enter your Base Department ID number and click “Search”

25. • To select an employee for termination, click the box in the “Terminate” column
• Verify the employee name and the specific record number(s) to terminate
• Be sure to click on the “Save” button

26. • Once you have saved your selections, the “Activate” column appears
• “Activate” is used to re-instate any record number selected for termination
• Changes can be made at any time during the week
• Friday evening, the Hourly Termination Process runs to terminate selected records
Once the Hourly Termination Process is run, a new HRM must be submitted to reinstate

27. International Insurance Process
Graduate Student becomes benefits eligible
– All newly benefits eligible graduate students receive an email from BSC Benefits
notifying them of their eligibility to enroll in employee health insurance. The email also
provides instructions on how to elect their coverage via the ERS website, as well as the
deadline to do so.
– Their insurance is NOT automatic and they MUST elect coverage themselves during their
90 day waiting period. If the graduate student does not elect health insurance during
their initial 90 day waiting period they will not be eligible again until Annual Open
Enrollment.
– Newly eligible international graduate students have a 90 day waiting period and must
pay UNT International Insurance during this period.
– Grad Students whose employee insurance is still in effect from the previous semester
will receive the insurance waiver.
International Graduate Students who need to have their Student Insurance waived, should go
directly to the Student Health and Wellness Center Billing Window.
Student Health and Wellness Center verifies insurance coverage. Once verified, the International
Insurance fee will be waived from the tuition bill.

28. Questions?
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