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Student Employee Handbook
Division of Research
March 2020
1 Employee Reference Manual - Division of Research
Welcome!
Ms. Annette L. Shenkir
Associate Vice President for
Research Enterprise Business
Services
979-845-8585
HOWDY!
Welcome to the Division of Research.
We wish you success in your new job, and we hope that you
quickly feel at home. In the Division of Research, we believe
every position is important.
This handbook will provide you with information on the
Research Enterprise Business Services staff, the biweekly pay
schedule, required and optional employee training
opportunities, new employee tasks, and campus emergency
information.
We hope your experience here will be rewarding and
enjoyable. If you have any questions or concerns, please let us
know.
Best wishes!
Research Enterprise Business Services 979-458-5790
Visit the Division of Research website vpr.tamu.edu for additional information.
Employee Reference Manual - Division of Research 2
Th
e T
ex
as A
&M
Un
ive
rsit
y S
yste
m
Universities
Texas A&M University
Texas A&M University at Galveston
Texas A&M University at Qatar
Texas A&M Health Science Center
Prairie View A&M University
Tarleton State University
Texas A&M International University
Texas A&M University-Corpus Christi
Texas A&M University-Kingsville
West Texas A&M University
Texas A&M University-Commerce
Texas A&M University-Texarkana
Texas A&M University-Central Texas
Texas A&M University-San Antonio
State Agencies
Texas A&M Agrilife Research
Texas A&M Engineering Experiment Station
Texas A&M Forest Service
Texas A&M Agrilife Extension Service
Texas A&M Engineering Extension Service
Texas A&M Veterinary Medical Diagnostic Laboratory
Texas A&M Transportation Institute
Texas Division of Emergency Management
Other Member Institution
The RELLIS Campus
Texas A&M University
The System Network
3 Employee Reference Manual - Division of Research
Texas A&M University
University Organizational Structure
Employee Reference Manual - Division of Research 4
Texas A&M University
President
Michael K. Young
President, Texas A&M University
Office of the President
1246 TAMU
President Michael K. Young
President Young became the 25th President of Texas A&M
University on May, 1, 2015.
President Young has proven his appreciation and commitment
to Texas A&M employees by hosting various staff appreciation
events throughout the year and by spearheading programs
dedicated to the wellness of all employees.
Texas A&M is a university known for its rich history and
traditions. As the state’s first public institution for higher
education, Texas A&M’s past successes and future visions
reflect the leadership of its presidents. Past presidents of Texas
A&M range from former governors and legislators to
professors and researchers. Some have guided the university
through the nation’s darkest hours; some have helped further
Texas A&M as a national and international leader in teaching
and research. A list of those who have served in this role with
brief information regarding their presidencies, can be found at
https://president.tamu.edu/administration/past-presidents.
Visit the President’s website president.tamu.edu for additional information.
5 Employee Reference Manual - Division of Research
Texas A&M University
Provost & Executive Vice President
Dr. Carol A. Fierke
Provost & Executive VP
Office of the Provost and
Executive Vice President
1248 TAMU
Dr. Carol A. Fierke
Dr. Fierke serves as Provost & Executive Vice President of
Texas A&M University and the Division of Academic Affairs.
In this role she provides oversight to the academic deans of
sixteen colleges and schools, two branch campuses, our
university libraries and numerous research centers and
institutes, including the Division of Research.
Dr. Mark A. Barteau, Vice President for Research, serves on the
President’s cabinet and the Provost’s leadership team.
The Academic Affairs Climate and Diversity Committee
The Academic Affairs Climate and Diversity Committee
(AACDC) has been delegated the responsibility for division-
wide diversity and climate initiatives in the Division of
Academic Affairs. AACDC is composed of a steering
committee and several standing and short term
subcommittees. The steering committee consists of members
that have been appointed by the academic affairs leadership
team, which includes staff from the Division of Research. For
more information about the AACDC and other Provost office
councils and committees, visit https://provost.tamu.edu/
Initiatives/Councils-Committees.
Visit the Provost’s website provost.tamu.edu for additional information.
Employee Reference Manual - Division of Research 6
7 Employee Reference Manual - Division of Research
The Division of Research
Employee Reference Manual - Division of Research 8
The Division of Research
Vice President for Research
Dr. Mark A. Barteau
Vice President for Research
Division of Research
1112 TAMU
Dr. Mark A. Barteau
Dr. Barteau serves as Vice President for the Division of
Research. In this role he provides leadership and coordination
to deliver strategic support to further Texas A&M University’s
research mission by supporting faculty, as individuals or in
groups; growing federal funding by encouraging
interdisciplinary/multidisciplinary collaborations;
strengthening the research infrastructure; promoting the value
of research; and ensuring compliance with research standards
established by the federal government, the state of Texas,
Texas A&M, and The Texas A&M University System.
As one of the world’s leading research institutions, Texas
A&M University is at the forefront in making significant
contributions to scholarship and discovery. Texas A&M is
ranked in the top twenty of the National Science Foundation’s
Higher Education Research and Development survey, based
on expenditures of more than $905 million in fiscal year 2017.
Texas A&M’s research creates new knowledge that provides
basic, fundamental, and applied contributions resulting in
economic benefits and improved quality of life for the citizens
of the state, nation and world. By showcasing newly created
stories about the results of that research, this website seeks to
present concepts and products that will inform, inspire, and
amaze.
To learn more about research at Texas A&M, visit
research.tamu.edu.
Visit the Division of Research website vpr.tamu.edu for additional information.
9 Employee Reference Manual - Division of Research
The Division of Research
Division of Research Organizational Structure
Employee Reference Manual - Division of Research 10
The Division of Research
Senior Administrative Leadership Team & Support Staff
Costas N. Georghiades
Senior Associate Vice President
for Research
979-845-8585
Allison R. Ficht
Senior Associate Vice President
for Research
979-845-8585
Jack G. Baldauf
Senior Associate Vice President
for Research
979-845-8585
Chantel M. Robinson
Senior Administrative
Coordinator
979-862-4183
Mona M. Somers
Administrative
Coordinator
979-458-4932
Shelly M. Martin
Executive Assistant
979-862-2233
Katherine A. Rojo del Busto
Associate Vice President for
Research and Research
Compliance Officer
979-845-8585
Kate Goodman
Assistant to the
Associate Vice President
979-845-8064
11 Employee Reference Manual - Division of Research
Annette L. Shenkir
Associate Vice President for
Research Enterprise Business
Services
979-458-2275
The Division of Research
Senior Administrative Leadership Team & Support Staff
Penny K. Riggs
Associate Vice President
979-458-2275
R. Matt Fry
Associate Vice President
979-845-8585
Cathy Netterville
Administrative
Coordinator
979-458-4993
Mona M. Somers
Administrative
Coordinator
979-458-4932
Gerianne Alexander-Packard
Associate Vice President
979-845-8585
[email protected] Mona M. Somers
Administrative
Coordinator
979-458-4932
Cathy Netterville
Administrative
Coordinator
979-458-4993
Employee Reference Manual - Division of Research 12
The Division of Research
Research Enterprise Business Services—HR Team
13 Employee Reference Manual - Division of Research
Employee Reference Manual - Division of Research 14
The Division of Research
Research Enterprise Business Services—Accounting Team
15 Employee Reference Manual - Division of Research
New Employee Information
Employee Reference Manual - Division of Research 16
New Employee Information
Employee and Training Information
Student Worker Early Registration Students who work on or off campus a minimum of twelve hours per week (Monday - Friday, between
8am and 5pm) are eligible to register early for classes, prior to the general student population, to help
you schedule classes around your work schedule. For more information go to: http://
registrar.tamu.edu/Courses,-Registration,-Scheduling/Registration-Enrollment-Information/Student-
Worker-Early-Registration. Or search for Student Worker Early Registration from the TAMU homepage.
Required Trainings for Texas A&M University Employees The University requires all employees to complete training on certain topics to comply with the Federal
Government, State of Texas, The Texas A&M University System, and Texas A&M University laws, policies,
regulations, rules, and procedures. Employees may also be required by their department heads and
supervisors to complete training based on their job duties. Unless otherwise noted, required courses can
be taken online using TrainTraq, which is accessed through the Single Sign On System (SSO) .
For student employees, the following courses must be taken within 30 days of being hired, and they
must be repeated as indicated.
Orientation to the A&M System
Creating a Discrimination Free Workplace/EEO (Repeated every two years)
Ethics (Repeated every two years)
Reporting Fraud, Waste and Abuse (Repeated every four years)
Information Security Awareness (Repeated every year)
New Student Employee Orientation (required by the Student Employment Office)
Additionally, employees in the Division of Research will be required to complete Export Control Training
and Introduction to Diversity and Inclusion, which will also be taken online.
Training and Development The Student Employment Office also offers a variety of free
workshops designed to sharpen your skills for improving
effectiveness, efficiency and quality of life.
Available Workshops
Business Communications Skills
Finding a Balance
Gaining Cross-Cultural Communication Skills
Managing Anger and Conflict in the Workplace
Preventing Sexual Harassment
Quality Customer Service
Workplace Etiquette
All workshops are held in Room 236 of the Pavilion. To learn more about the workshops offered or to
register, go to http://jobsforaggies.tamu.edu/TRAINING-WORKSHOPS/Student-Workshops.
The Division or Research encourages and supports all employees to take advantage of training
opportunities to enhance their skills, job knowledge, and professional growth.
17 Employee Reference Manual - Division of Research
New Employee Information
Tools and Resources
The Division’s Research Enterprise Business Services Office (REBS) provides support to all units
reporting to the Vice President for Research. We strive to provide excellent service and resources to
meet your business needs. Visit rebs.dor.tamu.edu to view all of the information and tools available
to you. Here you can find out about updates from Human Resources, Financial Management
Services, and REBS. You will also have quick and easy access to business forms and guidelines,
Division Newsletters, and the Employee Reference Manual.
We have also made sure to include many useful resources
to help you find answers about travel, making purchases,
professional development opportunities, employee
discounts and services, and much, much more!
If you have any questions about these resources, are
having problems, or cannot find what you are looking for,
email REBS at [email protected].
An arsenal of tools and resources...
https://rebs.dor.tamu.edu
Employee Reference Manual - Division of Research 18
Counseling & Psychological Services
Counseling & Psychological Services (CAPS) contributes to student learning and development.
CAPS provides exceptional services and programming focused on student mental health. CAPS
offers a variety of services, including workshops to increase different coping skills and wellness
habits aimed towards improving a students mental health and wellbeing. Any student can attend
the workshops offered regardless of whether they are receiving other services at CAPS. Some
options are one-time events, and others are brief two-or-three-week series requiring prior
enrollment. To learn more about CAPS, the services they provide, and to get access to self-help
resources, please visit their website at caps.tamu.edu.
HelpLine
HelpLine is an after-hours mental health service for Texas A&M University. It provides telephone,
peer support, information, crisis intervention, and referrals to students, as well as those concerned
about students. The HelpLine is available from 4 p.m. to 8 a.m. weekdays and 24 hours a day on
weekends when school is in session. The HelpLine is supervised and run by Counseling &
Psychological Services (CAPS), a department in the Division of
Student Affairs. HelpLine can be reached at 979-845-2700.
HelpLine can provide information, support, and referrals over the
phone. If you need to speak to someone face-to-face, go to the
nearest hospital emergency room.
Student Counseling Resources
New Employee Information
Graduate Assistantships
Graduate Assistant Employees Most of these positions require service of 20 hours per week. Although individual colleges may have
higher requirements, graduate students holding assistantships must be registered for a minimum of nine
semester hours during a fall or spring semester, or for six credit hours during the summer. Assistantships
terminate upon failure to maintain the minimum enrollment requirement. Students serving in these roles
are eligible for insurance benefits and may pay tuition and fees at the in-state rate. The Office of
Graduate and Professional Studies Graduate Council enforces guidelines for employing graduate
students at greater than a 50% effort.
For more detailed information on graduate student assistantship requirements, check the Graduate
Catalog or directly contact your department head, chair of the intercollegiate faculty, or your graduate
advisor.
Request to Work Additional Hours
Students that hold positions of Graduate Assistant Teaching (GAT), Graduate Assistant Non-
Teaching (GANT), Graduate Assistant Research (GAR), and Graduate Assistant Lecturer (GAL) are
normally required to work 20 hours per week (50%).*
These positions are not allowed to work beyond 50% efforts without the approval of the Office of
Graduate and Professional Studies.
International students are not allowed to work beyond whatever percent of effort their assistantship
is for the fall and spring semesters, in accordance with immigration rules.
International students are allowed to work extra hours during the summer or breaks in the semester
(such as Spring Break, Thanksgiving week and Winter Break). During this time, international students
who hold an assistantship are allowed to work full time during the summer or breaks in the semester
provided they are correctly registered and the department giving the assistantship approves the
extra hours form.
Domestic students are allowed to work no more than 9 additional hours per week beyond the
assistantship anytime during the semesters provided they are correctly registered and the
department giving the assistantship approves the extra hours form. During break periods and when
academics are not in session, the student may work full-time.
Graduate Assistantship Benefits The Grad Student Health Plan, HMO with low out-of-pocket costs, is exclusively available to benefit-
eligible title codes* including Graduate Assistant Teaching (GAT), Graduate Assistant Non-Teaching
(GANT), Graduate Assistant Research (GAR), Graduate Assistant Lecturer (GAL) and eligible dependents
of students employed in the aforementioned titles. Eligibility for the university's employee group
insurance benefits depends on the job title, the length of employment period, and scheduled weekly
hours.
The Grad Student Health Plan is administered by Academic Health Plans (AHP) and underwritten by
BlueCross BlueShield (BCBS) of Texas. Prescription drug coverage is included with enrollment with Prime
Therapeutics. Dental & vision are also offered with Delta Care USA & Superior Vision.
Helpful Websites Office of Graduate and Professional Studies: http://ogaps.tamu.edu
Academic Health Plans: https://myahpcare.com/
Prescription Drug Coverage: https://www.myprime.com/
A&M Dental PPO: https://www.deltadentalins.com/tamus/
Vision Insurance: https://superiorvision.com/
19 Employee Reference Manual - Division of Research
New Employee Information
Biweekly Pay Schedule
Employee Reference Manual - Division of Research 20
New Employee Information
SSO Login Instructions
Logon Instructions for the Single Sign On System
1) Go to https://sso.tamus.edu
2) Enter your UIN
3) Enter your password (if you do not have a password, click on “New Employee—Set up Password”)
4) Click submit
5) Then click on the menu item you wish to access
a. HRConnect Legacy— online tool to view historical payroll/benefit related documents. Will be
used to upload any confidental documents required for benefits related purposes.
b. TrainTraq—online system for employees to complete online training and register for Texas A&M
training courses.
c. Workday—cloud based application designed to help employees manage their HR and Payroll
information in one system, with self-service and mobile capabilities.
d. Workday Help—tools and resources to help you learn Workday with job aids and tutorials to
help you complete day-to-day tasks.
21 Employee Reference Manual - Division of Research
New Employee Information
Say Hello to Workday
You will be able to enter time worked from the TIME worklet (View the Enter Time Job Aid
Employee Reference Manual - Division of Research 22
Perks, Discounts, and Services for Texas A&M Employees
Tel: 979-845-1234
MSC OPAS at Texas
A&M presents
professional productions
of theatre, music, and
dance programs that
enlighten, entertain, and
inspire audiences of the
Brazos Valley.
To view upcoming OPAS events, sign up for the
OPAS newsletter, or to purchase tickets, visit
opas.tamu.edu or contact the MSC Box Office.
FITLIFE is a university-based
exercise & physical fitness
program. This program is
designed to provide faculty,
staff, students, and community
members with high quality
cardiovascular testing along
with a variety of low cost
exercise classes.
Each class is led by Texas A&M
senior-level students and
managed by university
professors and graduate
students within the clinical
exercise science discipline.
To sign up for their newsletter,
view the semester schedule, or
to register for classes, visit
fitlife.tamu.edu.
FITLIFE
Texas A&M departments,
faculty, staff, and students
can purchase discounted
software for personal use. To
view eligibility requirements,
product list, prices, or to
purchase available products
online , go to sell.tamu.edu.
Discounted Prices or No Charge
Tel: 979-862-4104
For questions call
Discounted Software
for Faculty, Staff, & Students
MSC Box Office
23 Employee Reference Manual - Division of Research
Perks, Discounts, and Services for Texas A&M Employees
A free, on-campus, service to assist faculty, staff,
students, and guests with air for flat tires, a gallon of
gas if your vehicle runs out, or a jump start for dead
batteries, while on University property.
Services are available Mon.-Fri., 6am-10pm, and on
weekends 7am-5pm. Services not available when the
University is closed. For assistance, call 845-0057.
Motorist Assistance Services
Provided by Transportation Services
Vendor Discounts for Personal Cell Phone Plans
Texas A&M Employees are Eligible for Discounts
Vendor Discount Instructions
AT&T 15% off monthly rates Visit www.att.com/wireless/texasamuniversity
Sprint 15% off monthly rates Call 1.800.639.6111. You must have your Texas A&M ID and pay stub,
and mention this code: corporate ID GAUNV_TAM_ZZZ
T-Mobile 17% off monthly rates (some restrictions may apply)
Call 1.800.464.8662. You must provide two pieces of ID for employment
verification. The promo code for new service is 3032TMOFAV.
Existing customers can go to www.t-mobile.com/corpdiscount.
Verizon 10% off monthly rates Visit www.verizonwireless.com/b2c/employee/
emaildomainauthenticaion.jsp.
Employee Reference Manual - Division of Research 24
Campus Emergency Information
25 Employee Reference Manual - Division of Research
Tell Somebody
Step In. Stand Up. was created
to bring awareness to our
community and encourage other
to share our message. Aggies
step in as active bystanders to
prevent sexual harassment and
sexual violence and stand up to
support survivors. It creates
opportunities to change the
culture, the perception and the
conversation.
Get Involved
Stand with the entire Texas A&M
community in creating
awareness and action in an
effort to prevent sexual violence
on our campus, in our
community and throughout our
country.
How can you Step In and Stand
Up?
Stepping In and Standing Up
can make a world of difference.
This can be learning how to
recognize and intervene when
needed or supporting a friend
who has gone through a
traumatic experience. You can
make a difference!
Educate yourself
Know how and where to
report incidents
Know about the resources
and people who are
available to help
To learn more, and to show your
support, visit
stepinstandup.tamu.edu
Employee Reference Manual - Division of Research 26
27 Employee Reference Manual - Division of Research
New Employee Onboarding
Employee Reference Manual - Division of Research 28
New Employee Onboarding
Employee Onboarding Tasks to be
Completed in Workday
Onboarding procedures are an important step in completing your hire to ensure a smooth start and timely receipt of your first paycheck. Within the first few days of your hire, you will receive several tasks to complete in your Workday inbox. Some tasks may appear as a “To Do” item that must be completed outside of Workday. Please be sure to read the instructions carefully and submit the task only after the “To Do” has been completed. Although the majority of your onboarding documentation will be completed in Workday, we will need to complete the Federal form I-9 in our office, either on or before your date of hire. On the following pages you will find a list of onboarding steps that you may receive in Workday. If at any time you have questions or need assistance with a task, please do not hesitate to contact us.
Renee’ Weidemann Stacy Cohn Jessica Beck-Guerrero [email protected] [email protected] [email protected] 979-845-2060 979-458-8459 979-458-5790
29 Employee Reference Manual - Division of Research
New Employee Onboarding
Onboarding Flowchart & Instructions The following flowchart details the list of steps in the onboarding process to complete the hire and to set up the Workday worker profile.
Group 1 Group 2 Group 3
Personal Information
Contact Information
Change Emergency Contacts
Additional Data – Privacy Flag
Additional Data – State Veteran’s Preference
Additional Data – TRS Question
Additional Data – Insurance & Retirement Benefits Onboarding Questions
Additional Data – Direct Deposit Declaration (Y/N Question – will you be transferring funds to a foreign bank account. You
Edit Government ID (SSN)
Complete Federal Withholding Elections
Complete State and Local Withholding Elections
Change Self-Identification of Disability
Change Veteran Status Identification
Review Required New Employee Notices
Edit Passports and Visa
Complete W-4 in GLACIER and Submit to Payroll (non-US citizens only)
The employee will initially receive 3 groups of onboarding tasks to complete. After each group, the employee will be alerted to refresh their Workday inbox in order to receive the next set of tasks.
Employee Reference Manual - Division of Research 30
New Employee Onboarding
Onboarding Flowchart & Instructions Finally, after the appropriate data has been entered to determine benefit eligibility dates and rates, retirement options, service dates, etc., the employee will receive a final group of tasks to complete.
Group 4
Change Benefits for Life Event
Manage Payment Election (First, set up accounts for direct deposit (up to 10), then man-age payment elections to establish how you want your funds transferred.)
Other Useful Tips for the Onboarding Process:
Be sure to read each “To Do” step carefully
If you are directed to complete a “To Do” task outside of the Workday inbox:
You must first go and complete the “To Do” step as instructed
Then, return to the Workday inbox and submit the “To Do” request, confirming it has been done
During the onboarding process, employees will receive a notification, both in Workday and email, to do the following:
Add educational accomplishments to Workday profile
Add a photo to Workday profile
Select a Texas Optional Retirement Plan (ORP) Vendor (if ORP eligible)
Enroll in Electronic W-2 in Workday
During the Change Benefits, employees will receive a notification, both in Workday and email, to do the following:
Enroll in Electronic 1095-C in Workday
31 Employee Reference Manual - Division of Research
New Employee Onboarding
Federal Form I-9 Completion
For employment eligibility verification, employees must provide original (no photocopies), unexpired identification within 3 days of being hired.
From the list below, employees may present 1 item from List A, or a combination of items from
Lists B and C.
Employee Reference Manual - Division of Research 32
Do you have questions about information in this Employee Reference Manual? Do you have any suggestions for information to include?
Do you have any revisions or corrections?
If so, please send your questions, comments, or suggestions to [email protected]
