HR Newsletter
October 2014

Auburn University Human Resources
332 James E. Foy Hall
Auburn University, AL 36849

Happy Halloween!!

Picture of Foy Hall
AU Seal

Good News! TES Rates are Going Down!

We are very pleased to inform you that the TES rate for 2014-2015 will be going down! The new rate will be 15.49%, down from 19.07% last fiscal year. The new rate will be assessed beginning with the 9/21/2014 pay period.

We will continue to monitor hours worked to keep on-site supervisors informed as your TES employees approach their 1,450 maximum hour limit. We appreciate the commitment that supervisors have made during this past year to help the University adher to this new requirement.

As always, TES is available to assist you with meeting your temporary, seasonal, and high activity work requirements. Please be reminded that, if your unit’s needs are on-going and require at least a 50% work schedule or higher, you need to create a classified, budgeted position to fill that need via a regular employment appointment.


More Good News! Recruitment Fees are Going Down, Also!!

HR Liaisons were provided the new Recruitment Fees for the 2014-2015 fiscal year which will go into effect on 10/1/2014. All of the rates have gone down(!) thanks to our continuing efforts to streamline and make recruitment more efficient and as effortless as possible for our hiring departments!

Here are the changes that have been made:

We dropped activities that were not driving traffic to our sites (OANow,,, and used that money to do the following:

  1. Monthly marketing ads in Montgomery Advertiser and Columbus Ledger-Enquirer to continue outreach to those two major metropolitan areas
  2. Entered into contracts with RecruitMilitary and RecruitDisability to automatically scrape both auemployment and the faculty employment site to ensure our compliance with new OFCCP regulations

Our Sunday print ads in the OA News will continue, as well as our monthly marketing ads with Tuskegee News. will also continue to scrape auemployment so that we have exposure both with them as well as through their partnership with Alabama JobLink.

For those of you in our academic areas, previously the Provost’s Office shared the cost for the University’s subscription to allow unlimited posting of faculty positions at no charge to the departments.  They have now agreed to share the cost of a subscription to to allow the same exposure for all of your faculty positions.

But it gets even better - - - - Not only will all of your jobs posted on the faculty employment site be posted on these two major recruitment sites, but these two sites will automatically scrape the faculty employment site-requiring no additional action or request on your part!
Human Resources has also renewed its contract with the Chronicle of Higher Education to continue to benefit from a 10% discount on the print ads required for Administrative/Professional national searches.  If you would like assistance with the placement of faculty ads on CHE, contact the Director of Employment Services, Angela Erlandson.


On-Campus Student Supervisor Handbook Updated

The On-Campus Student Supervisor Handbook has been updated to include better descriptions of at-will employment, performance evaluation and documentation, and guidelines for termination of student employees.  This handbook is a one-stop shop for all the needs of supervisors that oversee on-campus student employees.  It includes a detailed breakdown of the hiring process, including how to use Banner, how to properly complete paperwork and ePAFs, hourly scheduling requirements, how to handle disciplinary problems and the termination process if necessary, and how to nominate your employees for the annual Student Employee of the Year (SEOTY) Award.  To access this handbook online, please click .  Any additional questions regarding Student Employment can be directed to Alexandra Reiner, Student Employment Coordinator, Auburn University Career Center at or (334) 844-3867.


Diabetes’ Basics Seminar

The American Diabetes Association reported in 2009 that 23.6 million children and adults in the United States, 7.8% of the population, have diabetes. While an estimated 18 million in the US alone have been diagnosed with diabetes, nearly one in four (5.7 million) diabetics are unaware that they have the disease. Employees can become more aware of this debilitating disease by attending the workshop entitled "Diabetes 101."  Facilitated by Dr. Pamela Stamm, Associate Professor, Pharmacy Practice Department, and scheduled for October 7, 2014, from 9:30 to 11:30 a.m. in the HRD Training Facility, room 1081, Beard-Eaves Memorial Coliseum, this workshop will explain the underlying causes of diabetes, ways to prevent it, and methods for controlling it. Participants can register for the course in Fast-Train; for Fast-Train connectivity go to . For questions, contact Mary Elizabeth Fukai (  or 844-7363).


Basics of Retirement Investing, October 21, 2014, 2:30-4:30 PM

This two-hour workshop, presented by a representative from Johnson Sterling, Inc., will cover potential investments in retirement savings plans so that participants are able to confidently review their own retirement savings and make informed decisions about how those savings need to be managed in the future.  The program will define and give examples of how the components of retirement investing work; explain how mutual funds, fixed and variable annuities, and their underlying securities fit in to retirement plans; and cover risk, compounding, and the impact of fees on retirement savings.  Participants will be able to ask general question concerning retirement investing as well as questions specific to Auburn University’s retirement plans.  The workshop will be presented  in the HRD classroom, room 1081 Beard-Eaves Memorial Coliseum, and participants can register for the course in Fast-Train; for Fast-Train connectivity go to . For questions, contact Mary Elizabeth Fukai ( or 844-7363).


TES Maximum Hours Threshold Reminder

In October 2013 all HR Liaisons were asked to inform on-site supervisors utilizing TES services that there would be a maximum of 1,450 hours a TES employee can work during any twelve-month period. With the assistance of Payroll & Employee Benefits and Information System Services, we began tracking hours worked beginning October 6, 2013.

We expect a number of TES employees to begin approaching this threshold during the May/June time period. We will begin sending notifications in mid-April to on-site supervisors and TES employees regarding how many hours employees have available to be scheduled to work thru September/October 2014.

No exceptions will be made to these maximum number of hours allowed in any non-benefits eligible assignment.

In addition, we continue to monitor hours worked of any employee working 50% time or more to require the one-month break-in-service every eleven months. This long-standing policy remains in place.


FLSA Reminder

It is vital to report all time worked by non-exempt employees accurately, as required by the Fair Labor Standards Act (FLSA). The following are some pitfalls which we need to steer clear of:

Sometimes employees prefer to arrive at the worksite before their shift starts. That's fine, so long as they're engaged only in personal activities; but if they perform work before clocking in, then we must pay them (or credit comp time) for that work. Answering the phone, handling business-related emails, cleaning off one's desk -- these are all work activities. Obviously, the same principles apply when we allow our people to work after they've clocked out.

Make sure you're clear on how call-back pay applies under AU policy. Non-exempt employees are entitled to a minimum of 4 hours pay if they are called in to work after their regular work schedule, but this applies only when they have literally left work and been called back in. If you inform your employee during her work shift that she's to stay late, or come in on Saturday morning to work, that is scheduled work after hours, not a call-back situation. Scheduled work time is not subject to the call-back minimum; if the employee works 1.5 hours, they should be paid for 1.5 hours.

Remember that non-exempt employees need to be compensated for all work performed!


Exempt vs. Non-Exempt

Exempt and non-exempt are two terms most people have heard but may not fully understand. One major misconception is that a person can simply choose whether a particular position is classified as exempt or non-exempt. Many people believe that simply by paying a salary and not an hourly wage that an employee is exempt from receiving overtime pay. Neither of these statements is true.

The terms exempt and non-exempt come from a federal law - the Fair Labor Standards Act or FLSA. This law has many provisions including minimum wage provisions, recordkeeping, child labor standards, and overtime provisions. It is from the overtime provisions of the Fair Labor Standards Act that we find the terms exempt and non-exempt. The law requires employers to classify positions as either exempt or non-exempt and provides the guidelines employers use to make such a determination. Non-exempt employees are entitled to overtime pay. Exempt employees are not entitled to overtime pay; hence, they are "exempt" from the overtime provisions of the law.

For non-exempt employees, the law provides for a minimum hourly wage, the maintenance of detailed records of hours worked, and overtime pay of one and one-half the regular rate for work in excess of 40 hours during a seven day pay period. Public institutions, such as Auburn University, are authorized to award compensatory time off at the premium rate equal to one and one-half hour for each overtime hour worked in lieu of pay.


Requirements of Alabama Child Labor Law

During the summer months, a number of our local youth start looking for jobs with the University. The state of Alabama requires employers to purchase Certificates to allow us to hire minors ages 14-17. These Certificates are purchased under the auspices of Temporary Employment Services; therefore, employees in these age groups can only be hired thru TES.

For any department wishing to place a minor under the age of 16, an additional form is required to be completed by the student's school. This is the Alabama Child Labor Eligibility Form, and it can be found on our Forms web site at:

Minors under the age of 18 are restricted as to the type of work they can perform; minors under 16 have even stricter restrictions. You may access the State's brochure covering the Alabama Child Labor Law at the following link:


Nominations Sought for Spirit of Excellence Award

The Department of Human Resources is seeking nominations for the Spirit of Excellence Award. Each month the award is given to an employee from each of the following employment groups: Service and Maintenance, Secretarial and Clerical, Technical and Paraprofessional, and Administrative and Professional. To nominate an employee, a form must be completed and sent to the Spirit of Excellence Award, Department of Human Resources, 332 Foy Hall. To print a form, go to this link. For more information, contact Sonya Dixon at 844-7612 or


Spirit of Excellence Winners

Each month AU presents Spirit of Excellence awards to four employees for outstanding service.

Recipients for June 2014 are:    
Category Name Unit
Office Admin Ginger Vedder Risk Management & Safety
Admin Professional Cassandra Calloway McWhorter School of Business Science
Technical Michael Chesnutt OIT


Do you know a fellow AU employee whose performance is consistently beyond what is expected? One who exemplifies professionalism and routinely puts forth extra effort? One whose contribution to the department's or university's mission is significant? If so, that person would be a perfect nominee for AU's monthly Spirit of Excellence award. You can link to the nomination form at


Moving? Want to Continue your Career In Higher Education?

The Department of Human Resources routinely receives position announcements from other colleges and universities. These are maintained in notebooks in the lobby of our department in 332 James E. Foy Hall. Please feel free to come by to review these during our lobby hours of 7:45 a.m. to 4:45 p.m, Monday through Friday.


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Auburn University is an EEO/Vet/Disability Employer


Last Updated: October 1, 2014

Human Resources | 332 James E. Foy Hall | Auburn University, Alabama 36849-5126 | (334) 844-4145 |
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