Typical HR Liaison Duties
HR Liaisons facilitate and provide guidance to department management on the following HR-related and payroll-related processes. A liaison may perform a specific task within a series of processes or all tasks related to a process, and may assist their supervisor or manager with overall guidance, compliance or even completing certain tasks within a process. Across the university - and the System - there is significant variation in how each process is handled and completed by their liaisons, supervisors and employees; therefore, only the "typical" duties are described here.
Core Duties expected of all HR Liaisons:
- Review all articles in the weekly HR Liaison Network News and disseminate pertinent articles to employees in their respective units,
- Complete required training associated with liaison designation and Workday security role(s),
- Attend HR Liaison Network Meetings, and
- Stay current with their HR Liaison membership requirements.
Typical Duties include, but are not limited to, facilitating the following processes (arranged alphabetically and numbered for convenience only):
- Immigration
- Assist employee/supervisor with immigration process
- Assist employee with Glacier online system
- Insurance Benefits
- Assist new employees with benefit enrollment
- Direct employees to benefit plan booklets and brochures
- Redirect employees to appropriate HR benefits staff for retirement, death, disability and other personal insurance/benefits issues
- Disseminate information about open enrollment, the time for employees to review their benefits and consider any changes to make for the next plan year, effective September 1 each year.
- Leave
- Assist employees with time off / leave request questions
- Review and approve time off / leave transactions in Workday
- Prepare and monitor FMLA documentation and process
- Monitor time off / leave balances in Workday
- Complete sick leave pool request forms, adjusting hours for accruals and usage
- New Employee Onboarding
- Complete department-specific employee orientation process
- Work with departmental IT and others to obtain appropriate application access
- Refer employee to registration link for TAMU NEW (new employee welcome)
- Refer employee to registration link for New Hire Benefits Orientation
- Refer employee to complete TAMUS required training via TrainTraq in Single Sign On (SSO)
- Refer employee to complete the online course, Workday: Employee Essentials (TrainTraq Course 2113785)
- Assign department-specific trainings in TrainTraq
- Assemble official personnel file
- Payroll
- Remind employees about payroll processing schedules and deadlines
- Prompt non-exempt employees to complete timesheets
- Review timesheets in Workday
- Assist employees with locating payslips in Workday
- Generate and review payroll reports
- Recruitment
- Complete Non-Faculty (Staff) Hiring Authorization Process (as applicable)
- Follow the recruiting business process for staff new hires.
- Assist hiring supervisor / manager throughout process ensuring compliance with hiring matrix, reference checks, consistent interview questions, hiring preferences (veterans, former foster child, etc.)
- Upload the Recruiting process documents to the secure server. These documents include:
- Screening Matrix
- Interview Documentation
- References Documentation
- All relevant communication with candidates
- Selective Service form(if applicable, male)
- Degree Verification Form
- Approval memo for salary above lower band
- Military/Former Foster Child Documentation (if applicable)
- Assist with offer letter and place signed copy in official personnel file
- Complete record retention for recruitment processes for staff and temp/casual positions
- Encourage supervisor to complete the online course, Hiring Supervisors: Strategies for New Employee Success (TrainTraq Course 2112304)
- Performance Evaluation
- Assist managers with the performance management process including goal setting and completing annual performance reviews
- Encourage compliance with timely completions
- Assist with completion of mid-year reviews as needed
- Official personnel file
- Maintain and manage files
- Request file for employee transferring from another department
- Position Classification and Compensation
- Assist employees with edits/updates to position descriptions
- Submit requests for reclassifications and promotions (change jobs) or creating new positions
- Submit requests for equity, merit or other pay changes
- Progressive Discipline & Complaints
- Work with Employee Relations for involuntary terminations
- Assist management/supervisor with documentation
- Assist with documentation for complaints & appeals process
- Assist with documentation for Reduction in Force
- Rewards/Recognition/Retention
- Assist employee/supervisor with flexible work schedule arrangements
- Submit administrative leave awards request
- Verify/plan for years of service or other awards
- Provide guidance on rewards programs
- Single Sign-On Applications
- Utilize Two Factor Authentication
- Set up supervisor/employee relationships in SSO Dept Admin
- Reset employee passwords/devices in SSO Dept Admin
- Utilize Workday, SSO, UIN Manager, TrainTraq, Guardian I-9 and other online applications to perform HR- or payroll-related processes
- Assist employees with HR- or payroll-related applications
- Terminations and Exiting
- Assure termination business process has been routed in Workday
- Provide COBRA information to employee
- Close out personnel file or transfer file, if needed
- Organizational Development
- Monitor compliance with required, or other, training completions
- Assign employees to training as deemed necessary by department
- Communicate with supervisors/management if employees are past due
- Workers' Compensation
- Submit first report of injury documentation
- Respond to HR for additional information related to work-related injuries
- Workplace Posters
- Annually review required and recommended workplace poster display
- Manage poster display and keep up-to-date with any changes during the year