Pacific Far East Campus

Welcome!

Welcome to PFEC

About CTC

Central Texas College is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award associate degrees and certificates of completion.

Founded over 40 years ago, Central Texas College is a public, open-admission community college offering associate degrees and certificate programs in academic, professional and vocational/technical fields. With its main campus in Killeen, TX and over 100 other locations around the world, Central Texas College serves over 50,000 students on military installations, in correctional facilities, in embassies and on ships at sea.

MissionCentral Texas College’s accessible education supports student success and employability.

VisionCentral Texas College fulfills the needs of our global community through engaging and innovative education.

ValuesCentral Texas College, in meeting the educational goals and needs of students, is committed to:

● Belief in the worth and dignity of the individual● Excellence in all aspects of operations● Highest standards of ethical professional practice● Accountability and responsibility in the stewardship of public trust and resources

History & CTC Campuses

Founded in 1965 by the citizens of Central TexasThe campus was constructed on 560 acres of land donated by Fort Hood Opened its doors with an initial enrollment of 2,068 students in the Fall of 1967

● Central Campus● Continental Campus● Europe Campus● Fort Hood and Service Area Campus● Navy Campus● Pacific Far East Campus

Central Texas College District Organizational Structure

PFECOrganizational Chart

Campus Dean

Associate Dean, Operations

Okinawa/Guam

Mainland Japan

OkinawaKorea

Support Services HQ

HQ Support Services Organizational Chart

Campus Dean

Director Business Services

Manager Business/Logistical

Services

Director Student Services

Director IT

Manager Personnel

Manager Payroll

Korea Sites

● Regional ManageroAdministrative Clerk

• Camp Stanley• Camp Red Cloud• Camp Casey• Yongsan AG• K-16• Osan• Camp Humphreys• Kunsan• Camp Carroll• Camp Henry

Okinawa & Guam Sites

● Associate Dean, Operationso Administrative Clerk

• Camp Foster• MCAS Futenma• Camp Hansen• Kadena AB• Camp Kinser• Torii Station• Camp Courtney• Camp Schwab• Andersen AB, Guam• Navy Guam

Mainland Japan Sites

● Regional Manager• MwaCkAuSniI• Camp Zama• Misawa AB• NAF Atsugi• Sasebo NB• Yokota AB• Yokosuka NB

New Employee Orientation

Hire Packet

Required Employment Forms

Thank you for choosing the Central Texas College as your next employer.

1. Complete the new hire paperwork online with the symbol;2. Be sure to print and sign the completed paperwork;3. Submit your completed paperwork to your supervisor within three business days.

Please note: it can take up to 7 business days for your position to load into Colleague. Staff must be loaded into Colleague before pay/leave information can be entered. This can affect the date your payroll will begin.

This process should take no more than 30 minutes to complete.

Personnel Status Form

Personnel Status Form (PSF), The PSF Policy 120is the personnel authorization form used for hiring full- and part-time employees. It is also used for pay and status changes (Policies #400, #410 and #420) and for terminations or resignations (Policy#190).

A PSF with all required signatures for approval must be submitted to PFEC HR by the hiring department.Supervisors must obtain all required signatures and approvals prior to obtaining the employee’s signature.

Detailed descriptions of Part IV are found in the next three slides.

Personnel Status Form

Personnel Status Form (PSF), cont’dPart IV, A. I understand that CTCD employees are "at will" and employment can be terminated by either CTCD or the employee with or without notice and with or without cause, unless an employment agreement is applicable and signed accordingly. Policy 100

All Central Texas College District (CTCD) employees, unless on an annual contract, are “at will” employees. At will employees are free to resign at any time with or without notice and with or without cause. CTCD likewise retains the right to terminate any at will employee at any time with or without notice and with or without cause.

Nothing contained in CTCD’s policy or any other document provided to the at will employee is intended to be, nor should it be, construed as a guarantee that employment or any benefit will be continued for any period of time. Any salary figures provided to an employee in annual or monthly terms are stated for the sake of convenience and are not intended and do not create an employment contract for any specific period of time.

Personnel Status Form

Personnel Status Form (PSF), cont’dPart IV, B. I hereby acknowledge that mandatory participation in the Qualified Pension Plan or the Supplemental Pension Plan is a condition of employment. Policy 515

All regular full-time employees having one year of service with CTCD shall become a participant in the QPP on the “Entry Date” of September 1 or March 1, whichever comes first, after the employee's first anniversary date of employment. The Plan has authorized an institutional contribution of an amount equal to seven percent of the gross salary of an employee, except for deferred compensation, travel, and other benefits, upon the notification that six percent of an eligible employee's salary has been deposited.

The employee is always 100% vested in their employee contributions and related earnings. However, the employee must satisfy a six-year vesting schedule in order to become 100% vested in the employer contributions and related earnings.

The following table illustrates the vesting percentages after a specified number of years of service:

Years of Service of the ParticipantNon-Forfeitable Percentage ofEmployer Contributions and Related Earnings

1 Year of Service 0%

2 Years of Service 20%3 Years of Service 40%4 Years of Service 60%5 Years of Service 80%6 Years of Service 100%

Personnel Status Form

Personnel Status Form (PSF), cont’dPart IV, C. I hereby certify that I have been familiarized with pay and overtime provisions, working conditions, employee benefits, insurance, EEO/SHP training requirement and other policies regarding employment.

This section would normally be reviewed by the supervisor when an employee comes in on his/her first day as part of the New Hire Checklist. Below is a summary:

Pay and Overtime Provisions: The Pacific Far East Campus is paid on the 15th of every month and the last working day of every month. All salaried employees are paid through current payday; meaning that the paycheck for August 15 is inclusive of work performed through August 15.

Working Conditions: We work in an office setting and may travel to the various sites for a site visit as needed.

Employee Benefits: CTCD offers an educational benefit program for eligible employees. Please refer to Policy 555 for full details.

Training Requirement: All CTCD employees must complete the following training: EEO/SHP (Equal Employment Opportunity and Sexual Harassment Prevention), Code of Ethics and Conduct, FERPA (Family Educational Rights and Privacy Act) upon completion of the Hire Packet. PFEC HR will submit the training requests to Main Campus. In addition to the above- you will be registered for the following training:

Administrative Staff: Colleague Basic Navigation & Customer Service.Instructors: Basic Faculty Certification & Blackboard Certification.

Policies Regarding Employment: Basically, once the employee comes in on the first day, the supervisor would review the New Hire Checklist. Anything else outside of the normal policy and procedures is mentioned through the employee’s training during their probationary period.

Memorandum of Agreement

Memorandum of Agreement: Job Performance Standards and Expectations

Nondisclosure & Confidentiality Agreement

Nondisclosure & Confidentiality AgreementDuring the course of performing your duties and responsibilities, you may have access to certain Confidential Information belonging to CTCD and/or other individuals or entities. You must keep in strictest privacy on all such Confidential Information during and after employment with CTCD.

Please review the agreement in full, then type your information at the bottom to print off for signature.

Nondisclosure & Confidentiality Agreement

Personnel Records, Policy 155Personnel records are the property of CTCD. Access to personnel records are restricted to authorized employees of Human Resources, Supervisors, Managers or Directors as it relates to the job performance of employees and employees who want to review a personnel record maintained in their name.

Human Resources

Policies and Procedures

Employment Services

This section of the orientation will introduce you to thegeneral policies payroll,

summaries and reminders ofthe operating for the

Central Texas College District (CTCD) personnel, benefits, risk

management,compensation, training, and equal opportunity/ affirmative action services.

Comprehensive written policies and procedures are available to all personnel through the Central Texas College website here.

For easy reference, each policy is identified with the CTCD policy number, inserted with a hyperlink.

Please initial next to each topic discussed, then sign and date at the bottom. Please mark N/A if policy was not discussed in this orientation, as it does not apply to PFEC.

New Employee Orientation Checklist

Employment Services

Form I-9, Policy 130A Form I-9 Employment Eligibility Verification must be completed for all individuals when they are hired or when they begin work within three business days of an employee’s hire date. Within the PFEC, Form I-9 is applicable to Guam New Hires only.

AA/EEO Form, Policy 105Federal law requires CTCD to request the gender, ethnicity, race and veterans status of all persons who apply for employment, express an interest in employment, or who are employees of the CTCD. This information is used for data collection and reporting purposes including the College’s Affirmative Action Plan.

Equal Employment Opportunity, Policy 105CTCD is an equal opportunity, affirmative action institution. We are unequivocally committed to a policy of equal access and equal opportunity in employment practices. The College does not discriminate on the basis of race, color, religion, gender, national origin, age, disability or veteran status. As such, CTCD is committed to providing equal opportunity to all applicants and employees in all phases of the employment process including recruitment, hiring practices, retention, promotions, job assignments, benefits, compensation and training. Accordingly, it is the policy of the College to maintain an academic and work environment free of discrimination and harassment in accordance with all applicable federal, state and local statutes and regulations.

Employment Services

Initial Training Period, Policy 600You will serve an initial training period of four (4) months from your date of hire. This period is used to assimilate you into your job as quickly as possible through a structured performance coaching system.

Your Supervisor will evaluate your performance orally during the first or second month of employment, preparing a written counseling statement only when deficiencies are sufficient to warrant it. You will also be formally evaluated at the end of your initial training period.

If your Supervisor determines that your performance still needs improvement, your Supervisor will advise the PFEC Director, Human Resources and your training period may be extended up to 60 days, or you may be released from employment without further training.

Employment Services

FMLA Policy (Family Medical Leave Act), Policy 390Full-time employees who worked for the institution at a covered location for at least 12 months are eligible.

1. Eligible employees may take up to 12 work weeks of unpaid leave during any 12-month period for any of the following reasons:

a. The birth of a son or daughter. Leave must be completed within the 12-month period beginning on the date of birth.

b. The placement of a minor child with the employee for adoption or foster care. Leave must be completed within the 12-month period beginning on the date of placement.

c. To care for a spouse, son, daughter or parent with a serious health condition.

2. Eligible employees may take up to a total of 26 weeks of leave during a single 12 month period to care for a child, parent, spouse or next of kin who suffers a serious injury or illness in the line of duty while on active duty in the Armed Forces, and for veterans for up to five years after a veteran leaves service if he or she develops a service-related injury or illness that was incurred or aggravated while on active duty.

Forms: The Family and Medical Leave Act of 1993 is found by clicking here.

Contact your Supervisor or Human Resources if you need to go on medical leave.

Employment Services

Identification CardSOFA is available to eligible full-time employees only. Contact your Supervisor or PFEC HR if you need Logistical Support for a SOFA (Status of Forces Agreement) ID and/or dependent ID.

Campus ParkingPlease contact your Supervisor or Educational Services Officer (ESO) if you are not sure where to park.

Job Description - Duties & ResponsibilitiesA comprehensive job description gives an employee a clear and concise resource to be used as a guide for job performance. Likewise, a supervisor can use the job description as a measuring tool to ensure that the employee is meeting job expectations.

Job descriptions ensures that our employees are being evaluated based on current key responsibilities and competencies of the job. Job description are to be reviewed with each employee within 3 days of hire date or when entering a new position. The standards should be written and are to be clearly understood by the employee.

Employment Services

Official Transcripts, Policy 135Official transcripts must be provided to Human Resources within 90 days of the effective date of employment for positions that require a degree. If you have obtained a degree or certification during your course of employment with CTC, please be sure to send a copy to your Supervisor or Human Resources so that we can update your educational profile for career planning purposes.

If official transcripts are not on file in the Human Resources Office by the end of 90 days from the initial date of employment, and the position requires a degree, that individual may not be eligible for continued employment until such time as this requirement is met.

Please have your sealed official transcripts mailed directly to: Central Texas College

ATTN: Employment Services PO Box 1800

Killeen, TX 76540-1800

Non-Exempt Education/Experience FormNot applicable

Drug Policy, Policy 225CTCD prohibits manufacturing, possessing, having under control, selling, transmitting, using or being party hereto any illegal drug, controlled substance, or drug paraphernalia on college premises or in college vehicles, other job sites or at college sponsored activities. Also prohibited is the possession, use, sale or being under the influence of alcoholic beverages or having alcoholic beverage containers in any college owned facility, vehicle, or at any college or installation sponsored event, except when specifically designated by the Chancellor or Board of Trustees of the Central Texas College District.

Employment Services

Workers’ Compensation, Policy 540Please contact your Supervisor or Human Resources if you are injured on the job. All injuries are to be immediately reported, within 24 hours, to Risk Management at Central Campus in Killeen, Texas to ensure timely processing. The point of contact for all work related injuries, illnesses and accidents for all campuses is:

POC: Ms. Deborah Shibley, Director, Risk Management Email: dshibley@ctcd.eduPhone: (254) 526-1347 (CST)FAX: (254) 526-1556

Toll Free:In State: 1-800-223-4760, ext. 1347Out-of-State: 1-800-792-3348, ext. 1347

Central Texas CollegeATTN: Risk Management DepartmentP.O. Box 1800Killeen, TX 76540-1800

The Employee and Supervisor Injury/Incident/Property Damage Report must be signed by the preparer and reviewer. Receiving an improperly completed report could delay the processing of a workers’ compensation claim or the restoration of property. Written witness statements should accompany the Supervisor’s Report.

Employment Services

Workers’ Compensation, Policy 540 cont’dForms are found in Section 5 (pages 176-184) of the Safety Policies and Procedures Manual.

Employment Services

Workers’ Compensation, Policy 540 cont’dForms are found in Section 5 (pages 176-184) of the Safety Policies and Procedures Manual.

Employment Services

Social Security Form SSA-1945Your earnings from this job are not covered under Social Security. When you retire, or if you become disabled, you may receive a pension based on earnings from this job. If you do, and you are also entitled to a benefit from Social Security based on either your own work or the work of your husband or wife, or former husband or wife, your pension may affect the amount of the Social Security benefit you receive.

Please visit the Official Website of the U.S. Social Security Administration for more details at http://www.ssa.gov/slge/.

Please view and complete the statement concerning employment in a job not covered by Social Security with the information provided below:

– Employee Name: your full name– Employee ID#: your full SSN– Employer Name: Central Texas College– Employer ID#: 74-1539003– Be sure to sign and date the form when complete

Social Security Form SSA-1945

Employment Services

Disclosure of Personal Information Form, Policy 111Central Texas College - Central Campus may obtain information about you from a consumer reporting agency in connection with your employment application, found under Disclosure and Authorization. This was submitted with your application prior to your appointment with CTC.

Teacher Retirement System (TRS), Policy 530TRS is a retirement plan for all tax-supported educational institutions or agencies in the State of Texas, including institutions of higher learning, such as CTCD. The retirement law allows members who terminate employment permanently with every TRS-covered employer to withdraw their deposits and any accrued interest.

You are required to become a member of TRS as a condition of employment in accordance with TRS Laws and Rules-1994. Membership in TRS will begin on the first day of full-time employment. Currently, employees contribute 7.2 percent and the employer contributes 6.4 percent of gross salary to employee TRS retirement accounts.

If you permanently terminate employment, as evidenced by a termination Personnel Status Form (PSF), rather than retire, you may submit a Notice of Final Deposit and Request for Refund form (TRS-6) to withdraw your deposits and interest. Generally, requests for refunds require 90 days for processing.

Visit www.trs.state.tx.us for more information on Texas State retirement.

Supplemental Pension Plan (PT only)See next slide for information.

Employee Benefits

Optional Retirement ProgramNot applicable

Qualified Pension Plan (QPP), Policy 515All regular full-time employees having one year of service with CTCD must become a participant in the QPP on the “Entry Date” of September 1 or March 1, whichever comes first, after the employee's first anniversary date of employment. The Plan has authorized an institutional contribution of an amount equal to seven (7) percent of the gross salary.

You are always 100% vested in your employee contributions and related earnings. However, you must satisfy a six-year vesting schedule in order to become 100% vested in the employer contributions and related earnings. For more information, click here.

Supplemental Pension Plan (SPP), Policy 520Part-time employees, such as adjunct instructors, shall become a participant in the SPP on their first day of employment. The Plan has authorized an institutional contribution of an amount equal to 3.75 percent of the gross salary of an employee, upon the notification that 3.75 percent of an eligible employee’s salary has been deposited. All participants are 100% vested in their employee contributions, the employer contributions, and the related earnings, effective with their first paycheck. Eligible employees will automatically be enrolled in SPP, effective on their date of hire. For more information, click here.

Insurance Benefits and COBRANot applicable

Employee Benefits

Educational Benefits, Policy 555As a full-time employee you are eligible to start using Educational Benefits for CTCD courses after you have completed your initial training period. If you, the employee, want to take courses at another institution, you must be employed with CTCD full-time for no less than one year.

As a part-time employee, such as adjunct instructor, you are eligible to start using Educational Benefits for CTCD courses once you have worked 2,080 hours or teach 10 courses. If you want to take courses at another institution you must work 4,160 hours or teach 20 courses. Please refer to Policy 556 for Part-Time Employees.Each of these four (4) programs is described below:

● CTCD – Degree Objective/Non-Degree Objective: This benefit is available to all full- time employees. The purpose is to encourage employees to attain an Associate Degree from CTCD and/or to assist employees in taking credit courses of special interest. This benefit pays up to 100 percent (100%) of the tuition and fees, excluding special fees. Participants are limited to a maximum of six (6) courses per academic year.

● CTCD – Special Courses: This benefit is available for those full-time employees who must take a CTCD credit course as a job-related necessity determined by the employee’s Supervisor. Participants are limited to a maximum of six (6) courses per academic year. This benefit will be at no cost to the employee. Textbooks will be purchased through the department’s supply account and returned to the department at the end of the course. Special courses offered through Continuing Education are eligible for this benefit provided the benefit is approved by management. The Supervisor must submit a justification memorandum explaining the job related necessity through his/her chain of command to include the Dean or Division Director and the Director of Human Resources Management.

Employee Benefits

Educational Benefits, Policy 555 cont’d

● Other Educational Institutions – Degree Objective/Non-Degree Objective: This benefit is available for full-time employees with one (1) year of full-time employment who seek to attend courses from other institutions of higher learning. This benefit amounts to:

After more than one (1) year but less than five (5) years of full-time employment: Fifty percent (50%) of the tuition and fees, not to exceed $250 per term or semester. Participants are limited to a maximum of three (3) courses per academic year.

After five (5) or more years of full-time employment: Fifty percent (50%) of the tuition and fees, not to exceed $500 per term or semester. Participants are limited to a maximum of six(6) courses per academic year. Faculty members who wish to participate in this program may, when they are not teaching, exceed the term or semester limitations up to the appropriate maximum amounts specified.

● Tuition Assistance for Spouses and Dependent Children: This benefit is available for the spouses and dependent children of full-time employees who wish to enroll in CTCD credit courses or wish to earn credit needed for high school completion through the American Preparatory Institute (API). This benefit pays fifty percent (50%) of the tuition only. Participants are limited to six (6) credit courses per academic year and a one (1) time enrollment with API.

Employee Benefits

Educational Benefits, Policy 555 cont’d

NOTE: Participants are allowed to take a total of six (6) credit courses per academic year.

Participants receiving benefits under this program must provide a grade report to the Employee Benefits department within thirty (30) days of the end of the course in order to comply with the requirement for making a minimum grade of “C” in the course.

You must not take courses under this program which conflict with your job duties and responsibilities. Supervisors may allow you to take courses during regularly scheduled working hours, provided that you document how you will make up the time and/or use accrued vacation leave. Additionally, you must obtain approval through the employee’s chain-of-command to include the Division Director/Dean, and the Director, Human Resource Management.

****VERY IMPORTANT****

Participants who leave employment with CTCD prior to six months after the course ends must repay past benefits received for courses taken at CTCD, either by the participants or their eligible dependents.

Participants taking courses at educational institutions other than CTCD must be employed by CTCD for at least one (1) year following the completion of the course(s) or repay the amount of any benefit received during the 12-month period immediately preceding the date of separation of employment.

Participants who leave employment with CTCD while they or their eligible dependents are actively attending course(s) at CTCD under this program are allowed to complete the course(s) but must repay the amount of the benefit received.

Employee Benefits

Educational Benefits, Policy 555 cont’dPlease obtain the Employee Educational Benefits Application and Promissory Note from here and submit to your Supervisor for review and approval / signature before the class start date to ensure timely processing.

PFEC HR will review your completed form and forward to Campus Dean for final approval and send to the appropriate department for processing.

A new request must be completed for each semester/term. Please notify PFEC HR immediately if a class has been cancelled or withdrawal has been processed.

Tax Deferred Annuities and Pre-Paid LegalNot applicable

Employee Training

Sexual Harassment Policy & Training/Appt., Policy 220It is the policy of the College to maintain an academic and work environment free of discrimination and harassment in accordance with all applicable federal, state, and local statutes and regulations. In accordance with CTC policy, all employees are required to complete the training within 30 days of hire and every two years thereafter.

You will automatically be scheduled to participate in this mandatory Equal Employment Opportunity and Sexual Harassment Prevention (EEO/SHP) online training once your PFEC email is activated.

New Employee Orientation Schedule/Appt., Policy 150During in-processing, all new and returning employees will be scheduled for New Employee Orientation and will be requested to sign a New Employee Orientation Checklist. This form is part of your new hire packet.

Hazard Communication Training/Appt.Not applicable

Safety Training/Appt., Policy 700The Safety Policies and Procedures Manual has been designed to ensure a safe, healthy campus community for students, faculty, staff and visitors of Central Texas College District. This manual has been established as a tool to eliminate hazards and accidents. All employees are required to become familiar with the contents of the manual and to follow its guidance. Failure to adhere to any policy herein may lead to discipline up to and including termination.

Employee Training

Safety Training/Appt., Policy 700 cont’dPlease acknowledge that you understand the safety manual by signing the Employee Acknowledgement under Section 6, page 211.

Safety Policies and Procedures Manual

W-4 Employee's Withholding Allowance CertificateComplete IRS Form W-4 so that CTC can withhold the correct federal income tax from your pay. Each year in January, CTC will require you to complete a new Form W-4 to update your personal or financial changes.

If you are exempt, complete only lines 1, 2, 3, 4, and 7 and sign the form to validate it.Please also complete IRS Form 673, Statement for Claiming Exemption from Withholding on Foreign Earned Income.

Physical Presence Test: You meet the physical presence test if you are physically present in a foreign country or countries 330 full days during a period of 12 consecutive months. The 330 qualifying days do not have to be consecutive. Guam is not considered a foreign country.

Bona Fide Resident Test: To qualify, you must either be a U.S. citizen, or a U.S. resident alien who is a citizen or national of a country with which the United States has an income tax treaty in effect. If this does not apply, then please select the physical presence test. Guam is not considered a foreign country.

If you are withholding tax from your state of residency, please also provide the exemption certificate of that state. There are no state taxes for the following states: AK, FL, GU, NH, NV, PR, DS, TN, TX, WA, WY.

If you have any questions regarding your tax situation, please consult with your tax advisor for assistance or visit www.IRS.gov for help and resources.

IRS Form W-4 IRS Form 673 (optional, if claiming exempt)

Payroll Services

Payroll Services

DeductionsNot applicable

Payday ProceduresALL payroll documentation (see Time and Effort Record) is due to PFEC Payroll Services no later than 3 days prior to the pay period ending date. Example: If payday is the 15th, documentation is due on the 12th. For more details please check the payroll calendar or ask your supervisor.

● Paydays are semi-monthly (on the 15th and last working day of the month)

● Hourly (non-exempt) employees are paid 2 weeks arrear based on hours actually worked during the pay period based on the hours shown on the employee’s TER

● Salaried (exempt) employees are paid current

Keep in mind that your PSF and new hire packet may take up to 2 weeks for processing with Central Campus before payday can be initiated.

ScheduleCampus Payroll Calendar

Payroll Services

Holidays, Policy 310A specific holiday calendar is published each year on or about July 1 for the subsequent year. The following are, at a minimum, the official college holidays:

Part-time employees, including adjunct instructors, are not eligible for holiday pay.

CTC Holiday Calendar

Payroll Services

Direct Deposit, Policy 440Direct deposit payroll service is mandatory for all CTCD employees. You may receive a paper check until your direct deposit is activated.

Direct Deposit Form

Important: attach a blank voided check or deposit slip showing transit and account numbers in order to provide payroll with accurate information for your deposit.

You can access your pay advice through WebAdvisor. Please note that WebAdvisor may take up to 2 weeks for processing with Central Campus before access can be initiated.

Payroll Services

Time and Effort Record (TER), Policy 450Hourly employees are required to complete a Time and Effort Record (TER) daily and submit, at least 3 days prior to the ending of the pay period, to your Supervisor for review and approval/signature. You are also responsible for ensuring that data is recorded timely and accurately. TERs must be turned in to PFEC Payroll Services no later than 3 days prior to the ending of the pay period. Delays in TER submission will result in a delay of pay. False data could result in disciplinary action, up to and including termination.

Time and Effort Record form (please type)

Payroll Services

Overtime Pay, Policy 460Overtime (OT) is defined as those hours in excess of forty hours per work week, physically worked, not including vacation, sick, and holiday time. An Overtime Authorization Form is initiated by the Supervisor, signed by the employee who will work the overtime, reviewed and signed by the responsible Dean or Division Director and forwarded to the appropriate Executive Officer for approval prior to the OT work being performed.

Sick Leave, Policy 360Sick Leave may be used AFTER successfully completing your initial four (4) month training period. Full-time employees/faculty requesting sick leave are required to complete a Leave Request and Verification form. The Leave Request and Verification forms shall be forwarded to Payroll Services upon approval.

Sick Leave taken prior to completing the four (4) month training period will be leave without pay (LWOP).

Sick leave time may be used in half-hour (0.5) increments.

Employees must submit a written statement from a licensed physician if they use three or more consecutive working days of sick leave. Employees must attach the physician’s written statement to their Leave Request and Verification form.

Part-time employees, including adjunct instructors, are not eligible for sick leave.

Payroll Services

Vacation Leave, Policy 320Full-time administrative staff accrue paid vacation allowances from the date of employment, but these allowances will not be granted until after six (6) months of continuous full-time service. Employees are encouraged to take vacation annually; however, only a maximum of two (2) years of vacation can be accrued based on a rate determined by length of service as follows:

Vacation taken prior to completing six (6) months of continuous full-time employment will be leave without pay (LWOP).

Employees may use vacation leave in half-hour (0.5) increments.

Full-time faculty do not accrue vacation, but are granted time off between academic semesters or at other times which do not conflict with assigned teaching schedules.

Part-time employees (>20 hours per week), including adjunct instructors, are not eligible for vacation leave.

Payroll Services

Leave Without Pay (LWOP) , Policy 380Full-time employees who must take leave and are not entitled to leave with pay (sick or vacation) must take leave without pay (LWOP). The Leave Request and Verification forms shall be forwarded to Payroll Services upon approval by both Supervisor and Campus Dean/Associate Dean.

Sick and vacation leave will not accrue while an employee is in a leave without pay (LWOP) status.

Leave without pay (LWOP) may be taken in one-fourth (1/4) hour, one-half (1/2) hour or three- fourth (3/4) hour increments.

Full-time employees on leave without pay (LWOP) will not be paid for an official holiday unless they have worked at least one-half of time during the scheduled pay period in which the holiday falls. The exception to this requirement is the Christmas/New Year’s holiday period when the work hours for the full month of December must be considered for the calculation of the one- half time work requirement.

Payroll Services

Leave Form Processing, Policy 300A Leave Request and Verification form must be used to request leave of any type including leave without pay.Non-exempt staff members should submit their approved Leave and Request forms with their TER’s.

Be sure to fill-out the leave request and verification form completely prior to submission to your supervisor with the following information:

Institution: PFECDept: Region/Site Code

Non-exempt staff members should submit their approved Leave and Request forms with their TER’s (Time and Earnings Record’s).

Payroll Services

Instructional Employee Compensation, Policy 400Part-time Employment Agreements (PTEA) willbe initiated for adjunct instructors.

employees classified aswill be offered Part-Time

instructional Employment

Part-time personnel Agreements

(PTEAs) as needed to covertheinstructional period of the classes taught. The hiring

department will prepare the part-time employment agreement and forward it to the appropriate department for PFEC Payroll Services to process once the necessary signatures have been obtained.

Human Resource Management

Human Resource Management

Employment Services & AA/EEO

Employee Benefits & Pension Plan

Training Payroll Services

• HRM Policies / Procedures Manual

• Job Descriptions

• Employee Performance Evaluations

• Dress Code

• New Employee In-Processing

• Initial Training Period

• Family Medical Leave Act (FMLA)

• Employment Verifications

• Personnel Files

• Equal Employment Opportunity

• Educational Benefits

• Teachers Retirement Systems of Texas (TRS)

• General Retirement Information

• Supplemental Pension Plan (SPP)

• Qualified Pension Plan (QPP)

• New Employee Orientation

• Equal Employment Opportunities / Sexual Harassment Training

• Colleague Basic Navigation Training

• Family Educational Rights and Privacy Act Training

• Direct Deposit• Time Sheets• Vacation Leave• Sick Leave• Overtime Pay• Tax Exemptions• Leave without

Pay• Holiday

Final Checklist

You should have completed and printed out:

Personnel Status Form Nondisclosure & Confidentially Agreement New Employee Orientation Checklist Social Security Form SSA-1945 Employee Acknowledgment of Safety Policies and Procedures Manual IRS Form W-4: Employee's Withholding Allowance Certificate

– (if applicable) IRS Form 673: Statement for Claiming Exemption From Withholding on Foreign Earned Income

– (if applicable) State Tax Withholding Form(s) Depiroescitt Dof Payroll

Include Voided check or bank direct deposit form SutigienseadnDd Responsibilities FdiveisldorAMemorandum of Agreement: Job Performance Standards and Expectations

Reminder: please complete and submit these documents within three business days from the date of hire to ensure prompt processing. If you need assistance completing these documents, please contact your Supervisor or HR.

Thank you for completing your new hire paperwork. We’re glad that you’re joining us in our mission!

WebAdvisor

WebAdvisorEmployees can view information such as their current leave balances and benefit deductions.

In order to access your information through WebAdvisor, complete the following steps:

1. GCoentotral Texas College homepage athttps://webadvisor.ctcd.org.

2. YseourrIUDwill be ‘c’ (lower case) + your CTC ID – example John Smith, CTC ID

7654321, User ID will be c7654321.3.YsosuwroPrad

will be your birth date: month, day, and year with no separators.(Example: 042672)

If you do not know your CTC ID number, you can find it by accessing the “WebAdvisor User ID Lookup” page on WebAdvisor. Once you complete the information requested, you will receive an e-mail with your CTC ID.

Note: Once you enter your initial password (see item #6), you will be prompted to change your password. Simply follow the steps on the screen in order to change your password.

Employees now have the capability to view Position Summary, Leave Plan Summary, Stipends, Total Compensation, Pay Advices, W-2 Statements & CTC – Emergency Alert.

FERPA Training

Family Education Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act of 1974 grant students certain rights, privileges, and protections relative to individually identifiable student educational records which are maintained by the College. Central Texas College's institutional policy is consistent with the intent, guarantees, and safeguards embodied in the legislation.

Remember, you should not discuss with friends or unauthorized users updating or accessing student records. A casual conversation may give unauthorized users sufficient information to be able to get into the system.

Remain knowledgeable regarding College/Governmental policies for use of educational information. If in doubt, contact your Supervisor or Human Resources.

Administrative staffs will be automatically be scheduled to participate in this mandatory online training once your PFEC email is activated. You are also required to pass this training and submit the Training Completion Form to HR in order to obtain your username and password for Datatel Colleague. Contact your Supervisor for details.

CBN Training

Colleague Basic Navigation (CBN)Datatel Colleague is a database system used for most of what we do on a day-to-day basis, including, but not limited to, the following:

● Registration● Posting of grades● Scheduling of classes● Personnel actions● Payroll● Purchasing● Processing Financial Aid

Administrative staff will automatically be scheduled to participate in this mandatory online training once your PFEC email is activated. You are also required to pass this training and submit the Training Completion Form to HR in order to obtain your username and password for Datatel Colleague. Contact your Supervisor for details.

Logistical Support

Identification CardSOFA is available to full-time employees only. Contact your Supervisor or Human Resources Office if you need Logistical Support / SOFA (Status of Forces Agreement) ID and/or dependent ID.

Required document(s):● Copy of current Passport Picture and Signature Page● Copy of the stamped (Immigration Admitted) entry page from your passport● Home of Record (City & State)

Additional document(s) for dependents:

● Current Marriage and/or Birth Certificates● Copy of current Passport picture/signature page and visa entry page(same as above)● Last 4 of Social Security Numbers

*Region A- command sponsored employees should include a copy of sponsor orders.

Contact Us

Many of the answers to your Human Resource Operating Policies and Procedures questions can be found on our website at:

http://www.ctcd.edu/faculty-staff/human-resources/human-resources-policies-and-procedures- manual/

Additional questions regarding the Human Resources orientation may be directed to the PFEC Human Resources Office at:

Email: hr-svcs@pfec.ctcd.edu DSN Military: 225-1543

Local Japan: 042-552-2510 ext. 5-1543

Questions regarding Payroll and Leave should be directed to:

Email: payrollmgr@pfec.ctcd.edu DSN Military: 225-1543Local Japan: 042-552-2510 ext. 5-1543