HR Insider Newsletter Summer 2021

Summer 2021

Insider Human Resources Respect | Collaboration | Integrity | Stewardship | Professionalism | Science

Summer Edition 2021

Benefits

Open Enrollment Starts in August State Holiday Leave (STHOL) Uniform Reimbursement Allowance Human Resources

Request to Attend a Conference, Training or Symposium NeoGov eForms FAQ

Retirement

TCDRS Destination Retirement Webinar Recording

Training

Online Training & Development Third Quarter Training Schedule

Wellness

Gold’s Gym Membership Changes

Records Humana Third Quarter Wellness Webinars

High School summer intern X-Damian Valadez taking X sampling at Comal Spring 3. X-Damian joined the EAA on June 21, 2021. He recently graduated from Sam Houston High School and will be attending the University of Texas at San Antonio this fall majoring in Electrical Engineering.

Shredders & Shred Bins

Recruitment

Federal Work Study Partner

Building Partnerships

New Hires

Important Dates

Deadlines; Anniversaries; Birthdays and Events

CLICKABLE LINKS:

MEDICAL DENTAL FSA/DCAP/HRA

LIFE/AD&D/LTD

RETIREMENT

ICMA-RC

Summer 2021

Benefits

Human Resources

Open Enrollment Starts in August Our annual Open Enrollment for 2021 will be taking place in August. Open Enrollment is the annual period of time in which you can make changes to your benefits without experiencing a Qualifying Life Event. Examples of changes that you can make

In the event you’ve initiated a process/form in error, you have the ability to cancel this activity by navigating to your Self-Service > My Details > Activity > click the trashcan in the Actions Column. FOrmForm NeoGov eForms FAQ In the event the conference, training or symposium registration fee is over $1000, you will be prompted in Ne- oGov to complete a Salary Reduction Agreement. Once forms have been approved electronically, you may then submit your requisition in the Intacct System and register for the event. If you have any questions regarding this process, please contact Margaret Ross by email or at extension 110. Request to Attend a Conference, Training or Symposium If you’re planning to attend a conference or online training event, don’t forget to submit a Request to Attend a Conference, Training or Symposium form. A Request to Attend Conference, Training or Symposium form must be completed and approved via NeoGov prior to registering for the event.

include adding or removing dependents to your plans, changing medical plans, or dropping a plan. As in previ- ous years, when logging in to ADP on the first day of Open Enrollment, you will be greeted with a pop-up mes - sage asking you to start your Open Enrollment session. You will be able to review each of your elections and will be given options to keep, drop or add benefits. Please be on the lookout for an email from HR in August with more details about the plans and information session.

State Holiday Leave (STHOL) As a reminder, State Holiday hours must be used within 12 months following the date the hours were earned. After this date, state holiday hours are forfeited.

proportionate to the number of hours normally wor- ked by the employee on that given day.

Retirement

Click Here to see forms moved to NeoGov

To view your state holiday balances in ADP, navigate to Myself > Time Off > Time Off Balances > STHOL Time Off Policy > Transactions > Filter by the Date Range > Scroll to see hours earned/taken for the set date range. If you would like more information regar- ding the use of state holidays, please refer to the Leave of Absences (Non-Medical) Administrative Procedure located in Sha- rePoint > Human Resources > Policies & Procedures > Procedures or contact Mar

Leave taken on a state holiday must be observed as a state holiday. This means, if you submit other leave such as sick leave or jury duty on an ob- served state holiday, you will asked to correct the leave request to state holi- day leave. Part-time employees only receive the state holiday if the state holiday falls

TCDRS Destination Retirement Webinar Recording

on a day within their normal work schedule. The sta- te holiday hours earned by part-time employees are Uniform Reimbursement Allowance The EAAprovides a uniform reimbursement allowan- ce for eligible employees whose duties require field activity on a regular basis. Technicians are eligible to receive a $125 reimbursement every calendar year. Other positions that require field work, may request reimbursement for up to $75 every two years. Boots Work boots are eligible for up to a $125 allowance for field personnel. Boots may be replaced only when it becomes necessary due to wear and tear.

garet Ross, ext. 110.

Reimbursement Process Employees eligible for reimbursement may submit their request thru Neogov. When logging in, naviga- te to your NeoGov Dashboard > Click Forms > Uni- form Expense Reimbursement. Follow the prompts to complete the form and upload your supporting do- cumentation directly in the system. Once submitted, the form will route electronically for approval. If you have any questions regarding this process please con- tact Elizabeth Posada by email or at extension 158.

On Wednesday, May 19, Richard Ashcroft of TCDRS presented the annual Destination Retirement Webinar. This webinar highlighted how the EAA’s TCDRS plan works and how to get a jump on retirement planning. To view a recording of this webinar, please click Here.

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Summer 2021

Training

of Public Accounts. Join the event to learn more about these plans offered at the EAA! The Texas Tuition Promise Fund®, the state’s prepaid college tuition plan, allows families to lock in today’s prices for tomorrow’s tuition and school-wide required fees at Texas public col- leges and universities. Tuition units purchased in the plan may be used for all or a portion of these costs, and our flexible payment options fit almost any budget. The Texas College Savings Plan® allows fam- ilies to save for qualified education expenses at schools nationwide, including undergraduate and graduate tuition and fees, certain room and board expenses and other qualified expenses. JOIN Zoom Meeting ID: 850 7022 2051 Passcode: 079191

ONLINE TRAINING & DEVELOPMENT We encourage all employees to sign up for webinars as they become available and continue to explore online tra- ining resources. Check out our HR Training/Events Calendar in SharePoint for upcoming virtual events designed for the EAA. In addition, online training is available thru Fred Pryor, NeoGov, TML, and New Horizons. Please contact Mar- garet Ross if you have any questions or have difficulty logging into these portals and don’t forget to forward any certificates of completion for your personnel file. 3RD QUARTER VIRTUAL EVENTS

JULY

How do you decide which task to tackle first when they’re all stamped “urgent?” How do you decide what’s really urgent and what’s just important? How do you keep tabs on several projects at once without losing your cool? In this session, you’ll learn ways to set priorities and manage tasks more efficiently, in - cluding: • A tracking system to monitor your own projects — and the projects of those you manage • Ways to identify shortcuts and save time • How to eliminate redundancy • Techniques for cutting the clutter on your desk, in your files and on your computer • Jobs to tackle when your energy is high • How to handle demands from others • How to hold others accountable JOIN Zoom Meeting ID: 882 7323 9233 Passcode: 956479 09/09/2021 TEXAS 529 Plans Webinar 10:00 am - 11:00 am Texas offers tax-advantaged 529 plans to help families save for college. These plans are known as 529 plans because they are authorized by Section 529 of the In- ternal Revenue Code. The plans are established and maintained by the Texas Prepaid Higher Education Tuition Board content through the Texas Comptroll er

07/22/2021 ICMA-RC Retirement Seminar: Jug- gling Financial Goals 10:00 am - 10:45 am When it comes to your financial future, it’s all about the numbers. At what age do you want to retire? How much money will you need in retirement? How much have you saved? The number matter! Find out your numbers to better plan your future. Click ICMA-RC Juggling Financial Goals to register for the event and/or schedule a one-on-one counseling session. Once registered, event details will be sent you via email. AUGUST 08/26/2021 ACI Specialty Benefits Webinar: Live a Stress-Less Life 10:00 am - 11:00 am Are you too busy to find time for self-care, hobbies and time with family and friends? Learn quick and easy ways to better organize each day to create more quality time throughout the week. Click ACI Specialty Benefit Webinar to register for the event. Once registered, you will receive a confirmation via email. SEPTEMBER 09/02/2021 See Your Possibilities: Beyond Time Management - Managing Multiple Projects & Pri- orities 8:30 am - 11:30 am

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Summer 2021

Wellness EAA GYM MEMBERSHIPS

Shredders & Shred Bins Records

• DSS shreds the bin contents on-site in the EAA parking lot. PAPER ONLY – staples are okay ➢ NO binder clips or paper clip ➢ NO cardboard ➢ NO hanging folders ➢ NO plastic or metal ➢ NO rubber bands ➢ NO hardcover or spiral bound materials If you need the bin opened for a large paper dump, please contact the Records Coordinator, Nichelle Cun- ningham. Method 2: Shred the documents yourself There are 2 large scanners available for staff use 1st Floor – in the Supplies/Mail/Copy Room →

To ensure all EAA information remains secure and doesn’t fall into the wrong hands, it should be securely shredded and NOT thrown into to the trash. There are two Shredding Methods: 1) Place the documents in the locked shred bins. 2) Shred the documents yourself Method 1: Place the documents in locked shred bins There are 4 large locked bins located around the EAA 1st Floor – in the Supplies/Mail/Copy Room and in the space located next to room 114 (Marc Friberg’s office). →

With gyms opening up again, we wanted to remind everyone that the EAA has two membership options for you to join the YMCA or Gold’s Gym at a discounted rate. The EAA contributes $20.00 towards your membership fees and you may only join ONE gym to receive a discount. YMCA MEMBERSHIP PACKAGES

City Wide Adult

City Wide Family I

City Wide Family II

To enroll in the YMCA, simply visit any YMCA loca- tion and show your EAA ID badge at the front desk. You will be asked to complete an enrollment form and to provide your bank information. Available is a list of locations and pricing. Family and spouse enrollments are available through the YMCA. To enroll in Gold’s Gym, please complete an enro- llment from through NeoGov eForms. There are 2 membership options available. Level 1 membership

Category

PARTNER Rate

$50

$78

$91

YMCA Match

($20)

($20)

($20)

EAA Pay via 3rd Party Billing MEMBER PAYS DIRECTLY TO THE Y

($20)

($20)

($20)

$10

$38

$51

gives you access to all SanAntonio locations excluding for Rogers Ranch, Medical Center, or Alamo Heights, and is $4.99 per month. Level 3 membership gives you access to all Gold’s Gym locations including Rogers Ranch, Medical Center and Alamo Heights, and is $24.99 per month. Both memberships include GGX classes (group classes). Available is a list of locations. Employee only membership is available through Gold’s Gym. To enroll in Gold’s Gym, please complete an enrollment form through NeoGov eForms. You will be provided with a temporary pass that you can use on the same day that you submit your enrollment form. As a reminder, employees can choose to enroll in only ONE discount gym membership.

2nd Floor – in the space located next to room 208 (Mark Hamilton’s office).

2nd Floor – in the back corner near the Communica- tions & Development team’s cubicles and in the space located next to room 208 (Mark Hamilton’s office) .

HUMANA 3RD QUARTER WELLNESS WEBINARS

• All shreddings from these machines are placed in the locked shred bins for DSS pick up. • Machine shred- dings should never be placed in the Recycling dumpster in the back. • When the bag

Topic: Get going with Go365 Thursday, September 30th, 12:00 p.m. - 1:00 p.m. Learn the ins and outs of Go365, including how to get started and best ways to take advantage of the pro- gram.

See below for wellness webinars available this quar- ter and click on a topic to register. Be sure to register as soon as possible as space is limited! Topic: Find your well-being spark: Tips from the pros Thursday, July 29th, 12:00 p.m. - 1:00 p.m. Get inspiration from some of our most experienced Go365 users in this interactive session. Topic: Emotional well-being habits to keep you grounded Thursday, August 26th, 12:00 p.m. - 1:00 p.m. Join Humana for an instructor-led meditation and leave with Go365 resources to help you establish or maintain healthy habits.

is full please notify the Records Coordinator, Nichelle Cunningham.

• These bins are normally picked up bi-weekly on Friday by Data Shredding Services (DSS) who is NAID AAA Certified.

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Summer 2021

Recruitment Federal Work Study Partner We welcomed our recent Community Federal Work Study Program Partner, the University of Incarnate

Simran Jesani - Intern Simran joined the EAA on June 1, 2021. Simran is currently pursuing a Bachelor of Business Administration degree in Cyber - security and Information Systems from the University of Texas at San Antonio with an expected gradation date of December 2022.

April Myers - Intern

April joined the EAA on June 1, 2021. April is currently pursuing a Bachelor of Science degree in Public Relations and Mass Com- munication from Texas State Uni- versity with an expected gradua- tion date of August 2021.

Summer is about venturing the outdoors and explo- ring new opportunities. The EAA is happy to an- nounce that we have welcomed two new community partnership opportunities, the City of San Antonio Ambassador Summer Internship Program and CAST Tech High School Internship Program. Join us in wel- coming Ambassador Interns, Roxanne Eugia, who is working with the Communications & Development team and Brandon Torres, who is working with the Aquifer Science team. From CAST Tech high school, welcome Marguerite Parker and Nathan Landin, both students are providing support to the Information Te- chnology department. Building Partnerships Jessica joined Financial Services on June 28, 2021. Jessica comes to the EAA with over 5 years of experience in accounting. She re- ceived Bachelor of Arts degree in Accounting from St. Leo’s Univer- sity. Jessica will be coordinating and performing daily accounting, finance, budgeting, and contract administration/procure - ment functions for the EAA. Jessica Dycus - Accountant

We would like to recognize and congratulate our 3rd quarter EAA employee anniversaries. Anniversaries

Word and sent them some EAA goodies. It was a great first spring semes - ter as partners, we look forward to having additio- nal students in the future. Thank you to Samantha Leonard for receiving and distributing our goodies to UIW students.

Name

Date Of Hire Recognized at Board Years of Service

Chuck Ahrens Felix Marquez

8/29/2016 9/5/2006

9/14/2021 9/14/2021

5 Years 15 Years

Deadlines and Events July 02 Payday July 05

Eduardo joined Communications on April 20, 2021. Eduardo comes to the EAA with over 20 years of experien- ce in marketing, branding and creative direction. He received a Bachelor of Fine Arts degree in Design Commu- nication from Texas Tech University. Eduardo will be directing and provi- ding creative direction and design for the marketing and communication of the EAA. Eduardo Flores - Creative Manager New Hires Otis“Scotty”Scott, Jr. - Business Diversity & Inclusion Manager Scotty joined Business Development on June 28, 2021. Scotty comes to the EAA with over 20 years of experience in developing and implementing diversity initiatives and community partnerships. He re- ceived a Bachelor of Science degree in Management from National-Louis University and a dual Master’s degree in Human Resource Development and Management from Webster Universi- ty. Scotty will be developing and implementing the EAA’s business diversity initiatives and strategies.

Birthdays

Rachel Mitchell Omar Garcia

July 04 July 14 July 12 July 17 July 19 July 20

Independence Day - Office Closed Professional Leadership Seminar

July 07 July 09 July 15 July 16 July 22 July 23 July 30

Scotty Otis Sarah Eason

Timesheets Due

Matthew Rogers Simran Jesani Scott Storment Chris Morgan Felix Marquez II Mariah Bonham

EAAVirtual Staff Meeting via Zoom

Payday

August 07 August 13 August 15 August 16

ICMA-RC Retirement Seminar

Timesheets Due

Payday

August 06 August 12 August 13 August 20 August 27 August 27

Timesheets Due

Megan Crinklaw - Intern

Jose Barela August 17 Ann-Margaret Gonzalez August 18 Nichelle Cunningham August 22 Mark Hamilton August 26 Taylor Bruecher August 27 Victor Hutchison September 02 Shelly Hendrix September 10 Raquel Garza September 13 Gizelle Luevano September 15 Marcus Gary September 21 Natasha Ponce September 21 Kristina Tolman September 23

EAAVirtual Staff Meeting via Zoom

Payday

Megan joined the EAA on May 17, 2021. Megan is currently pursuing a Bachelor of Arts degree in Envi - ronmental Science from Southwes- tern University with an expected graduation date of May 2023.

Timesheets Due

LBJ Day - State Holiday

Payday September 02 See Your Possibilities Seminar September 03 Timesheets Due September 06 Labor Day - Office Closed September 10 Payday September 09 Texas 529 Plans Webinar September 16 EAAVirtual Staff Meeting via Zoom September 17 Timesheets Due September 24 Payday

Welcome Aboard!

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