2020 Winter HR Insider Newsletter

HUMAN RESOURCES INSIDER Respect | Collaboration | Integrity | Stewardship | Professionalism | Science WINTER 2019

Ugly sweater contest contestants starting from left, Dalia Reinders, Walker Cagle (winner), Jaime Childers, Kristy Kollaus, Damon Childs, Mariah Bonham, Laura Hernandez, Maggie Veliz, Destiny Acosta, Branndon Trigg, Teresa Montez, Brock Curry, Nicole Ozuna and Olivia Ybarra.

BENEFIT CARRIER LINKS

MEDICAL

RETIREMENT

FSA/DCAP/HRA

DENTAL

LIFE/AD&D/LTD

Benefits HEALTH REIMBURSEMENT ARRANGEMENT (HRA)

2020 funds are now available! You can log into your Proficient account to view your account balances. A health reimbursement arrangement sometimes re- ferred to as a health reimbursement account is an IRS approved, employer funded, tax-advantaged health benefit used to reimburse employees and their depen- dents for qualified medical expenses. Your 2020 HRA amount is tied to the Humana medical plan you select- ed during open enrollment or as a new hire for plan year 10/01/19 - 09/30/20. If you have an out- standing balance $1,000 for those enrolled in the NPOS (National Point of Service) plan. in your 2019 HRA account, your funds will rollover mid- April to your 2020 account after a 90 day run- o u t period which ends on March 31, 2020. The run-out period allows you to submit expenses in 2020 for ex- penses incurred in 2019. As a reminder, you cannot use your Proficient card to pay for 2019 expenses. You must submit your eligible out of pocket expenses by sistance paying down personal student loan or parent student loan accounts by contributing $50 per month as a secondary payment directly to principal balanc- es. Goodly will serve as our third party administrator and will manage the program by verifying accounts and facilitating payments directly to the student loan servicer. Employees can sign up at goodlyapp.com. Student loan status must be in good standing and employees must continue to make their monthly loan payments on time each month.

completing a claim form . If your 2019 balance exceeds $4,000 on April 1st, funds over the amount will roll over into a Retirement Health Savings (RHS) administered

$4,000 for those enrolled in the HDHP (High Deductible Health Plan)

by ICMA-RC. For example, if you have $5,000 in your 2019 account, $1,000 will rollover into an RHS account and $4,000 will be combined with your 2020 amount. Participation in the RHS program is mandato- ry, employees may not choose to opt out. Employees are eligible to receive medical expense benefits from their RHS account at separation from service and upon completing at least five years of con- secutive full-time service. You can view your balance by logging in to your ICMA account at ICMARC account access and click- ing on plan #801871 if you have completed an RHS enrollment form in the past. You may contact Hilda Campos at extension 127 with any questions.

STUDENT LOAN REPAYMENT BENEFIT Managing student loan debt is an issue that impacts more than 45 million Americans and has exploded to a na- tional total of more than $1.6 trillion. Effective February 1st, the EAA will be offering full-time employees as-

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Goodly also provides value-added services such as planning tools, calculators and student loan counseling. Em- ployees can also invite friends and family to make payments directly to their student loans by using Goodly’s software. If you have any questions regarding the program or registration process, please email support@good- lyapp.com.

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WINTER 2020

NEW 2020 IRS TAX WITHHOLDING FORM (W-4) The IRS recently released a newly designed 2020 Form W-4 on December 31, 2019. The new W-4 form eliminates the number of withholding allowances and includes a new marital status – Head of Household.

marital status. You will be prompted to make a selec- tion. Step 2: should be completed for employees with mul- tiple jobs or two-earner families. ADP will have you select/complete one of three options on- line.

The 2020 Form W-4 is designed to be both easier and more accurate, permit- ting easy adjustments for anticipated tax credits, other income, and deduc- tions. If you would like to adjust your withholding to account for these factors, it is recomended that you download and review the new Form W-4 so that you can update your information online by logging into your ADP account and se- lecting; Myself > Pay > Tax Withholdings Form W-4 Highlights The new Form W-4 calculates withhol- ding by having you complete five steps. Not all the steps are required for ever- yone. Doing so will make your withhol- ding more accurately to match your tax liability. Step 1: includes personal information such as your name, social security number, address, and anticipa- ted filing status. ADP will automatically pre-fill this information for you with the exception of your filing/

The 2020 Form W-4 is far easier and more accurate with respect to adjusting for tax credits, other income, and deductions. Prior ver- sions required the employee to perform a 9- or 10-step worksheet to calculate an additional amount to with- hold or establish additional allowances. With the new version, employees will simply enter a full year esti- mate in dollars. The payroll system will apply those amounts automatically to per-payroll wage and tax withholding calculations.

Step 3: should be completed for em- ployees with dependents. It provides instructions for determining the amount of the child tax credit and the credit for other dependents that you may be able to claim. Step 4: is optional and is for other in- come such as dividends, retirement, etc. This section is also used to claim exemp- tion from withholding or withhold addi- tional tax each pay period. Step 5: is for your signature and date if completing a paper form (only for new hires). The IRS urges everyone to see if they need to adjust their withholding by

using the Tax Withholding Estimator to perform a Paycheck Checkup for the most accurate withholding. Employees are not required to complete a newW-4 for 2020. ADP will continue to observe the withholding allowances and filing status elected by employees who completed a pre-2020 Form W-4.

Retirement SICK LEAVE RETIREMENT SAVINGS ACCOUNT (401A) Employees with sick leave hours in excess of 480 hours at the end of the calendar year in 2019 will have their hours converted into real dollars and placed in a 401a Money Purchase Plan. These contributions will be made at the beginning of the plan year into an account in your name for the exclusive benefit of you and your beneficiaries. The value of the account is based on the contributions made and the investment performance you select over time. No taxes are due, including on earnings, until you make withdrawals. When you leave employment, you are el- igible to withdraw money from your account as you see fit, but you are not required to take payments until after age 70½. You have the flexibility to take money as needed, including the ability to have payments automatically deposited to your bank account every month. Payments are generally subject to taxes and an IRS-imposed 10% early withdrawal penalty may apply to payments taken prior to age 59½. If you have any questions, you can con- tact Margaret Ross at entension 110 or Raquel Garza at entension 137.

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Training Below is the training calendar for the first quarter. To sign up for a class, click on the workshop title for infor- mation and registration link. For workshops/training designated for a specific audience (i.e., supervisory staff or site owners) registration through the online registration portal is not required as a meeting invite will be sent via outlook to those groups. If you have difficulty registering for a course, please contact Margaret Ross. JANUARY 01/08/2020 Wednesday Humana Go365 Biometrics Screening 01/21/2020 Tuesday ICMA-RC Retirement Seminar & Counseling 01/29/2020 Wednesday MANDATORY TRAINING - INTACCT: Requisitions, Purchase Orders & Reimbursements FEBRUARY 02/06/2020 Thursday ICMA-RC Retirement Seminar & Counseling 02/19/2020 Wednesday Procurement Procedures & EAA Inclusion Initiatives 02/26/2020 Wednesday HR 101 Navigating NeoGov - Recruitment 02/28/2020 Friday SharePoint Site Owner Training MARCH 03/04/2020 Wednesday The Latest Nutritional Developments from the SA Food Bank 03/18/2020 Wendesday Fred Pryor Workshop Positive Thinking & Peak Performance 03/25/2020 Wednesday Navigating Reviewsnap for Employees 03/31/2020 Tuesday Microsoft Power BI Training from New Horizons

NEOGOV LEARN AND EFORMS This year we will be implementing two new products, Learn and eForms under our current NEOGOV plat- form. Neogov is a cloud based learning management system designed to help public sector organizations modernize HR data management. Currently, the EAA utilizes Neogov’s Insight applicant tracking system, which assists with recruitment and compliance report- ing and Onboard . The Onboard self service module ensures day-one readiness for new employees which allows new hires to become more productive from their first day on the job by streamlining new hire paperwork. Beginning in the Spring of 2020, the EAA will imple- ment Learn and eForms which will give us the ability to automate more HR activites in order to support em- ployees and managers. NEOGOV’s Learn system will provide EAA employ- ees with a robust catalog of courses in health and safety, professional growth, compli- ance training, etc.

Employees will also have the ability to track license and certification renewals specific to the public sector.

With eForms , we will be able to modernize our pro- cesses by eliminating paper forms and managing all employee documents digitally by using a self-service portal or mobile app. Employees will be able to self-ini- tiate processes and track statuses to completion. Below are some of our current paper processes that will be dig- itized in the next couple of months. • Request to attend conference, meeting, training or symposium • Staff expense reimbursement for boots and pants • ICMA contribution change form • Educational Assistance Reimbursement • Life event updates Be on the lookout for more information from Margaret Ross coming in the next few months.

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WINTER 2020

Records

EAA INFORMATION SITE MAP

The EAA Information Site Map is available to help staff easily locate necessary information. The Site Map is located at https:// edwardsaquifer.sharepoint.com/sites/EAARecords/sitemap/Site- Pages/Home.aspx . Links to the site map can also be found on the SharePoint home page, the EAA Records Home Page and in the Global Navigation across the EAA Records sites.

The colorful interactive map allows staff to visually see the information maintai- ned by each EAA department and provide links to the various sites/information. There is also a searchable list of the map

(see below). This collapsible/expandable list shows all links found within the interative map. Using the seach bar found at the top of the list, a user can search the list for specific links. Please note, if you do not have permissions to a particular SharePoint site, you will be denied access.

CLASSIC EXPERIENCE OF THE SEARCHABLE LIST

MODERN EXPERIENCE OF THE SEARCHABLE LIST

If you have any questions or would like something added to the site map, please contact Nichelle Cunningham, Records Coordinator at extension 136.

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Wellness HUMANA Go 365

Recruitment D ON’T DELAY AND GET STARTED NOW! We encourage everyone to register on Humana.com. Are you a member of a gym? Do you have a fitness tracker? Have you had your eyes checked? If you an- swered yes to any of these questions, did you know that you can get rewarded points for these activities and oth- er activities by Humana’s Go365 wellness program?! WHAT IS Go365? With Go365, you have access to the resources you need to take charge of your health and make better lifestyle choices every day. In addition, Go365 rewards you for engaging in your health! Check out this video for an overview of the program. How exactly does it reward you? First, eligible healthy activities earn you Points. These Points convert into Bucks to spend in the Go365 Mall for items such as gift cards to Target, Lowe’s and Amazon.com, movie tickets, and fitness devices. Accruing points also raises your Status level, making you eligible for Bonus Bucks to spend in the Go 365 Mall.

Once you create an account, you can use the same user- name and password on Go365.com and the Go365App. TO REGISTER: 1. Visit Humana.com/register and “Get Started.” 2. Enter member ID number (or Social Security num- ber), date of birth and ZIP code. 3. Create a username, password and security prompt, and click “Next” to finish. Once logged in, click on the Go365 tab. If you participated in the biometric screeings earlier

this month, you should already have 2000 points. See below for a list of items available for re- demption. A minimum of 2500 is needed to redeem a gift card for $25 so get signed up!

On January 15, 2020, Maggie Veliz attended a Career Fair at the University of Phoenix. She promoted the EAA as an employer of choice and shared the news of the EAA’s education center, as well as the research center. Mag gie also attended a networking event in support of Project Come Home. The program is designed to partner employers with an MIT or Harvard student over the summer to encourage these students to return to San Antonio and to apply their classroom knowledge. NEW PARTNERSHIP

PANEL DAY Maggie will be participating in Trinity University’s panel day, where she will speak to students and parents on what employers look for in new hires. This event will take place on Friday, March 27, 2020 at 12:30 p.m.

The EAA has partnered with Trinity University’s Fed- eral Work Study Program. We are excited about this new partnership and the opportunity it brings as we continue to serve our community. We will welcome our first work study student from Trinity University on Monday, January 27th. The student will begin his work study internship with the Communications and Devel- opment department.

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WINTER 2020

New Hires

Cesar joined External & Re- gulatory Affairs on January 6, 2020. Cesar comes to the EAA

CesarVelez - Electonics Technician

with over 13 years of experience in electronic communications and networking. He received his Bachelor of Science in Technical Management from DeVry Uni- versity. Prior to joining the EAA, Cesar worked at Edwards Air Force Base in California where he held the position of Systems Administrator. Cesar will be wor- king with the Field Inspection team performing installations and repairs of remote gauging systems.

MadeleineWalshak Intern

William Barret Mattingly Intern William joined our Modeling depart- ment on January 21, 2020. He is cu- rrently pursuing a Bachelor of Arts degree in Computer Science from the University of Texas in San Anto- nio with an expected graduation date of May 2020.

Frances Gerald Intern

Frances joined our Administration and Financial Services division on October 7, 2019. She is current- ly pursuing a Bachelor of Business Administration in Human Resources Management from Strayer Universi- ty with an expected graduation date of May 2020.

Madeleine joined our Communica- tions & Development division on January 13, 2020. She is currently pursuing a double Bachelor of Arts degree in Environmental Policy and in Economics from Trinity Universi- ty with an expected graduation date of May 2020.

Anniversaries We would like to recognize and congratulate this quarter's EAA Anniversaries. Thank you for your dedicated service and we wish you many more successful years ahead!

RECOGNIZED AT BOARD YEARS

DATE OF HIRE

NAME

Deana Watson (pictured on right)

12/13/1999 1/14/2020 01/07/2015 1/14/2020 01/26/2015 2/11/2020 02/02/2015 2/11/2020

20

Ann-Margaret Gonzalez (pictured on bottom right)

5 5 5

Jared Morris Kyle Craig

Jennifer Wong-Esparza 02/08/2000 2/11/2020

20

Jessica Quintanilla

02/09/2015 2/11/2020 02/09/2015 2/11/2020

5 5

Julia Carillo

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Deadlines & Events

January 01 New Years Day - EAA Closed January 03 Payday January 08 Humana Go 365 Biometrics Screenings

January 10 Timesheets Due January 14 Board Meeting January 16 Staff Breakfast January 17 Payday

January 20 Martin Luther King Jr. Day - EAA Closed January 21 ICMA-RC Retirement Seminar & Counsel- ing January 24 Timesheets Due January 29 INTACCT: Requisitions, Purchase Orders & Reimbursements January 31 Payday February 06 ICMA-RC Retirement Seminar & Counseling February 07 Timesheets Due February 11 Board Meeting February 13 Staff Breakfast February 14 Payday February 17 President’s Day - EAA Closed February 19 Procurement Procedures & EAA Inclusion Initiatives February 21 Timesheets Due February 26 HR 101 Navigating NeoGov - Recruitment February 28 Payday February 28 Sharepoint Site Owner Training March 02 Texas Independence Day - EAA Open March 04 The Latest Nutritional Developments from the SA Food Bank March 06 Timesheets Due March 10 Board Meeting March 12 Staff Breakfast March 13 Payday March 18 Fred Pryor Workshop: Positive Thinking & Peak Performance March 20 Timesheets Due March 25 Navigating Reviewsnap for Employees March 27 Payday March 31 Microsoft Power BI Training from New Horizons

1ST QUARTER BIRTHDAYS Jessica Quintanilla January 4 Matthew Schwarz January 9 Bryan Anderson January 9 Michael De La Garza January 16 Charles Bradshaw January 20 Destiny Acosta January 20 Mounika Dereddy January 30 Emily Thompson February 7 Jared Morris February 9 Jamie Childers February 16 SandyHaglund February 17 Joe Gonzales February 18 Roberto Esquilin February 23 Joseph Sterzenback February 26 Newfel Mazari March 3 Paul Bertetti March 3 Kristy Kollaus March 5 Elizabeth Posada March 7 Jennifer Wong-Esparza March 11 Isabel Martinez March 17 Laura Hernandez March 21 Robin Tremallo March 22 Magdalena Veliz March 26 Sarah Valdez March 30