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Finance and Support Services Division
Office of Human Resources

FAQs

HRIS Staff Contacts

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  • Katie Bonner, Assistant Director, HR Operations

    • Oversees HR Operations and HRIS processes, including personnel actions, personnel records, HR data reporting, employment verifications, Form I-9 compliance, and related HR operational functions.
    • Provides leadership and guidance for the university’s Personnel Change Request process and related HRIS operational processes.
    • Supports HR process improvement, system coordination, and operational guidance for university HR processes.

    Teresa Duggins, Sr. HRIS Analyst | 512-245-2733

    • Serves as the primary contact for SAP Organizational Management and university organizational structure updates for staff, student workers, and non-Academic Affairs graduate students.
    • Processes Non-Student Non-Regular staff appointments, hourly staff appointments, staff task worker appointments, supervisor change requests, and SAP HR security requests for non-academic divisions.
    • Provides guidance, training, and support for SAP organizational structure, position management, and related HRIS processes.

    Lisa Gonzalez, HRIS Analyst | 512-245-4602

    • Serves as the primary contact for staff employee appointment processing.
    • Supports staff personnel actions, related employee record updates, and HRIS processing needs.
    • Provides backup support for other PCR appointment types and related personnel action processing.

    Lori Kinser, HRIS Analyst | 512-245-2732

    • Processes faculty and Academic Affairs graduate student employee appointments.
    • Compiles and submits HRIS data for state reporting requirements.
    • Provides backup support for other PCR appointment types, SAP Organizational Management, and related HRIS processes.

    AJ Arredondo, HRIS Analyst | 512-408-8986

    • Processes faculty and Academic Affairs graduate student employee appointments.
    • Supports Academic Affairs personnel action processing and related HRIS functions.
    • Provides backup support for other PCR appointment types, HRIS state reporting, and SAP Organizational Management.

    Cindy Keilers, HRIS Analyst | 512-245-3061

    • Serves as the primary contact for hourly student worker and student task worker appointment processing.
    • Provides performance management support, including guidance, training, communications, goal plans, evaluations, and employee review processes. 
    • Supports training system configurations, curricula, assignment profiles, course launches, training assignments, reporting, troubleshooting, and backup PCR processing.

    Derek Tanner, HRIS Representative | 512-408-1320

    • Serves as the primary contact for employment verification requests, The Work Number automated verifications, HR open records requests, legal subpoenas, court orders, and university employee list requests.
    • Serves as the primary backup for hourly student worker and student task worker appointment processing.
    • Provides backup support for Form I-9, HireRight, and related HRIS operational processes.

    Jessie Ortiz, HRIS Representative | 512-408-8676

    • Serves as the primary contact for Form I-9 and HireRight support, including related guidance, processing, and troubleshooting.
    • Serves as the secondary contact for employment verification requests, HR open records requests, legal subpoenas, court orders, and university employee list requests.
    • Provides backup support for HRIS operational processes, including employee records and PCR appointment processing.

    Virginia Sierra, Systems Support Specialist I | 512-245-2557

    • Provides technical support for the Office of Human Resources by maintaining department technology resources, equipment, and related systems access.
    • Supports HR SAP support pack testing, technology-related projects, SAP security requests, and audits.
    • Provides backup support for supervisor change requests, SAP security forms, PCRs, system troubleshooting, and related HRIS operational needs.

NSNR and Student Positions

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Organizational Management

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  • Please e-mail hristeam@txstate.edu and budget@txstate.edu with the position number, effective date, and new planned compensation amount, that is within the range of the job title.

  • Please e-mail hristeam@txstate.edu and budget@txstate.edu with the position number and new cost distribution information of where the position should be funded. For grant positions that are more than 50% of the costing, the master level cost center and 8999999999 will be used on the position, unless Budget directs otherwise.

  • For hourly positions, please e-mail hristeam@txstate.edu with the effective date and position number of the position you want to delimit. For salary staff positions, please e-mail hristeam@txstate.edu and budget@txstate.edu with the effective date and position number you want to delimit. Only vacant positions can be delimited from SAP.

  • Less than three business days for Non-Benefit employees, like hourly student workers, NSNRs, and non-academic grads.

    For “Regular” Benefits-eligible employees, the request must be submitted via the People Admin System for audit and approval. This can take up to a couple of weeks or longer.

  • Complete the Supervisor Change Request form on the HRIS website and send it to the HRIS mailbox at hristeam@txstate.edu.

    Changes are not made retroactively. These are processed usually within a few days depending on workload. You will be notified once they are complete.

  • Please submit this completed spreadsheet to hristeam@txstate.edu, and copy the department heads of the former and new org unit where the position is moving from and to on the e-mail. For example, if a position is moving from Human Resources to Budget, each department head (HR and Budget) will need to be included on the e-mail that is submitted to the HRIS mailbox, along with the completed spreadsheet.

  • There is a checklist to help you with this process. You can find it on the HRIS website under Organizational Management.

    You will need to submit the VP approval memo, spreadsheet with all the positions impacted, and all information requested on the checklist to hristeam@txstate.edu.

  • Multi-holder positions are allowed in SAP, with approval by the HRIS, on certain hourly student and hourly staff (NSNR) positions. A multi-holder position allows the department to use the same position number for multiple employees.

    To be considered for a multi-holder position, five or more hourly employees (student/NSNR) must be doing the same job in your department, reporting to the same supervisor, and have the same cost distribution on the position. New and current positions can be a multi-holder position upon request and approval. Requests can be sent to hristeam@txstate.edu.

  • No, this is not possible. Only one supervisor is allowed on record for all employees in a multi-holder position. If you need to change the reporting relationship for one employee in a multi-holder position, you will need to create a change in position PCR to move the employee to a different position number, and then change the supervisor on the position the employee is moving to, if it needs to be changed.

  • No, only “regular” Staff employees are eligible for SAP HR security roles.

  • To view reporting relationships in SAP, you can access the SAP transaction PPSS. At the SAP Easy Access Menu enter PPSS in the blank field; the following Display Structure screen will appear.

    If you do not see position numbers,

    • Go to the top tool bar.
    • Select View
    • Select Key On

    Position numbers will then be displayed.

  • (Accessible to SAP users who are assigned the Department Head role)

    Using the PPOSE – Organization and Staffing Display transaction allows users to display/view all of the positions in their organization and the employees assigned to the positions.

    Follow these steps:

    • At SAP Easy Access Menu enter transaction PPOSE in the blank field
    • In the “Find by” box, click on the triangle by “Organizational unit”
    • Select “Structure search”
    • This will display one or more org units in the bottom left box on the screen(based on which org units you have authority to work with).
    • Select the triangles to find the org unit you desire to view
    • By double clicking on the selected org unit, a list of positions assigned to the organizational unit will be displayed on the upper right side of the screen.
    • Select the Column Configuration icon and select additional information to be
    • displayed for each position and holder
    • Select the triangle by any position title to view the employee assigned to the position

    NOTE: A Welcome message is displayed the first time you execute PPOSE. Thereafter, organizational
    units are automatically displayed when you execute the transaction.

  • The Time Administrator for your department has access to SAP Transaction ZWFTS1.  The transaction indicates the supervisor for the employee.  Steps to take to access this transaction are as follows:

    • At SAP Easy Access Menu enter transaction ZWFTS1 and click on the green check 
    • Enter the employee’s personnel assignment number
    • Select the execute icon 

    The results will display the employee’s current supervisor.

  • Yes, you can access the SAP transaction P013D – Display Position

    This transaction allows users to display data for positions in their organizations. The enterprise structure assigned to a position includes information critical to every aspect of Human Resources management within SAP. The enterprise structure includes personnel area, personnel subarea, employee group, employee subgroup and planned compensation for vacant positions only. Positions must be assigned at least one element from each of the groups in the enterprise structure. Dates are reflected as begin and end dates. 
    NOTE: SAP transaction PO13D contains data only in the Active tab
     
    Instructions:

    Step 1: At the SAP Easy Access Menu enter transaction PO13D in the white text box and click the green check or press the Enter key on your keyboard.

    Step 2: The Display Position screen will populate.

    Step 3: Enter the Position Number in the Position field and click the green check 

    NOTE:  Plan version field will always populate Current plan – do not change

    Step 4: This will display information about the position – each infotype* containing information has a green check next to it.  *Infotype ‐ similar group of information (object, relationships, planned compensation, vacancy, account assignment, employee group/subgroup, cost distribution). 

    Step 5: Select the infotype you want to review by clicking in the left box next to the infotype title.

    Step 6: After selecting the infotype, click on either the eyeglasses or mountain icon

     

    You will be able to view information on the following info types:

    Object (1000): Indicates the job title for the position
     
    Relationships (1001):
    • Reports ‐ to whom does the position report to 
    • Holders ‐ persons who have held the position and the dates that they have the position
    • Organization ‐ what organization the position belongs to
    • Master Cost Center – The master cost center for the position
    • Description – What job describes the position
     
    Planned Compensation (1005): The maximum amount that the position is budgeted to be paid. This amount is determined at the time the position was created or with the salary of the last person who held the position 
     
    Vacancy (1007):
    • Open (Vacant) means the position is vacant; there is no holder
    • Filled/On Hold means the position is held by someone 
    (Done by PCR actions to hire and separate employees)
     
    Account Assignment (1008):
    • Personnel Area ‐ Division to which the position belongs
    • Personnel Subarea ‐ distinguishes whether the position is fulltime or part‐time and benefits eligibility
     
    Employee Group/Subgroup (1013):
    • Employee Group indicates whether the position is Staff, faculty, student, etc.
    • Employee Subgroup indicates whether the position is for 12 month or less than 12 month appointments and whether exempt or non‐exempt.
     
    Cost Distribution (1018): Indicates from where the position is budgeted to be paid. Generally, this is the same as the person, with the primary exceptions being individuals paid from grants.
     
    Tips and Tricks:
    • Select the “All” radio button on the right side of the screen under “Time period” to see all entries for each info type
    • Select the mountain with the sun icon (known as overall view) to view all the information in the info type
    • Select the display icon (eyeglasses) to view only the latest data in the info type
    • After selecting the overall view (previous bullet) select the row that you want to view the detail and click the magnifying glass
    • Relationships are best viewed by using overall view   

PCR

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  • Hiring

    • If the new hire is starting on the first work day of the month, the hire date on the PCR should be the 1st of the month.

    • When must Section 1 of Form I-9 be completed?
      Section 1 of Form I-9 must be completed by the employee no later than their first day of employment.

      When must Section 2 of Form I-9 be completed?
      Section 2 must be completed by the hiring department no later than the third business day after the employee’s first day of employment.

      Who is responsible for completing the Form I-9 process in HireRight?
      The hiring department is responsible for processing the Form I-9 in HireRight, completing E-Verify, and reviewing the supporting documents used for the Form I-9.

      Can a PCR be processed before the Form I-9 is complete?
      No. PCRs will not be processed without a completed Form I-9 on file.

      What is the new document upload feature in HireRight?
      Employees can now upload their supporting Form I-9 documents directly in HireRight when completing Section 1. Form I-9 admins will be able to view the uploaded documents and review them as part of the employer verification process when completing Section 2.

      Do uploaded documents replace the admin’s responsibility to review the documents?
      No. Uploaded documents do not replace the admin’s responsibility to review the employee’s documents. Admins must confirm that the documents provided, whether remotely or in person, match the employee, are clear and readable, and include the front and back when applicable.

      What should admins do if the uploaded documents are unclear or incomplete?
      If there are issues with the uploaded documents, the admin may replace them in HireRight before completing Section 2.

      Why is virtual document review required?
      Viewing the documents virtually is a USCIS requirement for the employer to remain in compliance with the U.S. Department of Homeland Security when using the remote verification process.

      When must the E-Verify case be created?
      The E-Verify case must be created no later than the third business day after the employee starts work for pay.

      What if an international employee has applied for, but has not yet received, a Social Security number?
      E-Verify cannot be completed until the Social Security number is available. The employee must provide the SSN in HireRight so the Form I-9 can be updated and the E-Verify case can be completed.

      Should departments monitor work authorization and document expiration dates?
      Yes. Departments should monitor work authorization and document expiration dates for their employees. If an employee has expiring work authorization, the department may send a neutral reminder that reverification is required before the current work authorization expires.

      Can departments tell employees which document to provide for reverification?
      No. Departments should not direct the employee to provide a specific document.

      When should departments contact HR about expiring work authorization or document concerns?
      Please contact HR at least 60 days in advance for employees with expiring work authorization or document concerns. HR can help route international employment, F-1 student, or J-1 scholar questions to the appropriate office.

      Who should admins contact with questions?
      For questions, please contact hr@txstate.edu.

    • The HRIS staff can assist with your request to create a dummy SSN, if needed, by e-mailing hristeam@txstate.edu. This is only done for PCR validation, and the employee will need to eventually provide an SSN to HR when it arrives.

  • New Hires

  • Changes in pay

    • If hiring an existing employee who is going from hourly to salaried or salaried to hourly, please remember to establish the new effective date as the first day of the next month.

      Employees cannot change payroll areas within the same pay period. All hours worked in the old position must be entered and approved in time management within the month earned and prior to the processing of the new appointment.

    • Award payments cannot be paid out of “1” prefix account.

    • Per the Texas Constitution and the policy supported by the VPFSS, an employee cannot receive a retroactive pay increase beyond the month of the current pay period, i.e.: retroactive to 9-1-17, but the PCR is not submitted until after 10-1-17. Earliest date of pay increase would be 10-1-17 to pay on the October pay period.

  • Changes in classification

    • An employee cannot change FTE in the middle of the work week. Always start the new FTE at the start of the work week (Sunday).

      Exception: If the 1st of the month falls on a Saturday; change in FTE is effective on the 1st.

    • An employee cannot change classifications within the same work week. If going from an exempt position (unclassified) to a non-exempt (classified) position or non-exempt to exempt, always start the new classification at the start of the work week (Sunday)

  • Grants

  • Separations

    • If your employee is no longer working for you and has left Texas State (not just changing departments), you must remember to process a separation PCR. This is especially true for salary staff, grad, hourly student workers and NSNR temporary staff employees.

    • The effective date on the PCR should match the last day the employee physically worked. This date can be verified by executing the CATS_DA transaction in SAP GUI with the employee’s personnel number.