Frequently Asked Questions

HR’s FAQ webpage provides a list of answers to common UTC Human Resources related questions. Find information on different HR functions and processes by browsing through the list of available topics.
If you have a question you want to see added to the FAQ, submit your suggestion in the drop box to the right.

FML hours must be recorded in ZCAT in conjunction with accrued leave. An employee who takes leave that is designated as medical leave must first exhaust, in order, all unused compensatory time, sick leave, annual leave, and personal leave.  Click on link FML IRIS Time Entry to review time entry screen shots.  Contact Kendra Biggs at ex. 4753 for FML forms and additional guidance.

Setting performance standards and goals/objectives that are directly linked to the employee’s job responsibilities assists the employee in understanding what needs to be accomplished to be successful in the job.  Communicating specific standards/goals and desired results for the employee to work toward during the annual review period is an essential step to successful performance management.  View the Office of Human Resources Performance Management web page for guidance and supplemental forms.

Regular Staff and Faculty employees with at least 50% effort are eligible for the tuition fee waiver discount for undergraduate and graduate classes.
For detailed information – www.utc.edu/human-resources/benefits/fee-waiver.php

Regular full-time employees, 100% effort, are eligible for a student fee discount for their spouses and dependent children, 26 years of age and under, for undergraduate classes.
For detailed information – www.utc.edu/human-resources/benefits/fee-discount-spouse-dependent.php

  1. After an employee or an employee’s dependent/spouse enrolls in classes, complete the appropriate fee waiver.
    - Employee Fee waiver to attend UTC, UTK or any UT institution
    - Employee Fee waiver to attend Chattanooga State or other TN Board of Regents School
    -
    Dependent/Spouse Fee Waiver to attend UTC, UTK, or any UT institution
    -
    Dependent/Spouse Fee Waiver to attend Chattanooga State or other TN Board of Regents School
    -
    Dependent/Spouse Fee Waiver of retiree or deceased employee

    Important Note: Chattanooga State and other TBR schools require tuition fee waiver forms to be completed and submitted to their Bursar’s Office during a specific time frame. It is the employee’s responsibility to know the deadline dates at their enrolled College.

  2. After the Employee and Supervisor sign the completed fee waiver form, send a copy to the UTC Human Resources Office, Dept. 3603 via in-person delivery, campus mail or fax to 423-425-4574.

  3. Employees enrolled in classes at UTC: Human Resources will send the completed fee waiver form directly to the UTC Bursar’s Office within 3 to 5 business days of receiving the fee waiver.
    Employees enrolled in any other College: HR will contact the employee to pick up their completed fee waiver once signed by HR. It is the employees’ responsibility to send their completed fee waiver to the Bursar’s Office at their enrolled College.

Additional Fee Waiver for Graduate Level Courses:
Staff who are classified as graduate level students taking courses required by their employer or to maintain or improve skills needed in their present job are exempt from taxation. To claim this exemption, please complete the Job Related Tuition Waiver Form in addition to completing the Employee Fee Waiver form.  This form requires both the signature of the employee and the department head.  Once the form has been completed, return the form to the University Wide Payroll Office at P115 Andy Holt Tower, Knoxville TN, 37996 or email it to rchance@tennessee.edu

  • The employee’s supervisor sends the employee’s resignation letter AND supervisor’s acceptance of resignation letter OR discharge documentation to Jecobi Swafford in HR via email to Jecobi-Swafford@utc.edu. Jecobi Swafford needs to be informed of all terminating employees before their last working day. UT Policy: “Staff non-exempt employees are expected to give a minimum of two (2) weeks notice and staff exempt employees are expected to give a minimum of four (4) weeks notice.”
  • The resignation letter must include the date of the employees last working day.
    UT Policy: “An employee will be terminated on his or her last working day except when termination occurs while the employee is on leave of absence without pay.”
  • If an employee is going to another state agency, please include the name of the state agency and the start date in the resignation letter.
  • Vickie Adkison, Vickie-adkison@utc.edu, must also be informed of all Faculty employees leaving UTC.
  • After Human Resources receives the resignation & acceptance of resignation letters or discharge documentation, Jecobi Swafford will contact the employee via their work email to set up an exit appointment.
    Important Information for Terminating Employees:
  • If enrolled in the Flexible Benefit Plan/Payflex/Healthhub, the services must all be used before the employees last working day which is the termination date.
    Contact the vendor at (800) 284-4885 to inquire about all options and to file any outstanding claims. The employee will only have 30 days from the termination date to file any claims.
  • If enrolled in a Health Savings Account, contact Pay Flex at (855) 288-7345 to inquire about options.
  • If the employee is going to work at another State of Tennessee agency, their leave time will transfer to the new agency.
  • The UTC work email will terminate on the employee’s termination effective date (day after last working date).
  • Ensure your home address is updated in the UT Portal. W-2s are mailed to the home address on file in the UTC system on January 31st.
  • The employee’s department should start the e-termination form in IRIS for non-faculty employees before the employees last working day. Vickie Adkison starts the e-termination form on Faculty employees.
    Directions to start an e-termination form in IRIS
    Please note: Monthly employees e-termination must be completed and approved before monthly payroll locks during their termination month or they will receive overpayment.
  • In addition to completing the required ZPTERM000-Termination Request in IRIS, a notification of all terminations should be sent to UTC Human Resources at terminations@utc.edu with the subject line TERMINATION NOTIFICATION. Please include the following required details for each termination notification:
  • Employee Name,
  • Employee Personnel Number or UTC ID,
  • Termination Date (Last Date Worked),
  • Contact Information for Supervisor of Terminating Employee,
  • Name of Department,
  • Termination Category
    Employee termination categories include: Resignation, Discharge, Reduction in Force, Death, Non-Reappointment, Retirement, and Student Termination.
  • The employee is required to return all UTC items back to the appropriate departments and pay any outstanding fines by the end of their last working day (termination date). It is the responsibility of the employee to ensure all UTC items are returned to the appropriate departments. Failure to return items to the appropriate departments will delay clearance, annual leave payout, and can cause additional fines.
    Review the list of UTC items that may pertain to an employee below.
    • UTC ID card and any dependent ID cards return to Jecobi Swafford in Human Resources.
    • Pay any outstanding parking fines, computer loans, child care, and Continuing Ed classes.
      Bring a copy of the receipt to the exit appointment.
    • Uniform and ID card return to the supervisor.
    • All library materials return to the Library. 
    • Procurement card return to the Purchasing Office.
    • All keys return to Amy Steele in Facilities and ask her to email Jecobi Swafford to confirm all keys are returned. The Facilities Department is located in the Administrative Building on the second floor.
    • Parking decal return to Lisa Keatley and pay any fines in Parking Services. Ask her to email Jecobi Swafford to confirm the decal is returned and any fines paid.Parking Services is located in the Bursar’s Office in the University Center.
  • Exit appointment:
  • The employee will receive both their Separation Notice and Benefits Memo forms during their Exit Appointment in the Human Resources Office.

The Separation notice form is a legal document with the employee’s job title, employment dates, and reason for termination. The separation notice is most commonly used for individuals interested in pursuing unemployment options.

The Benefit memo packet includes a list of benefits the employee is currently enrolled and information explaining all options with their benefits and retirement.

  • The online Exit Survey can be completed during the exit appointment or the employee can complete the survey on their home computer. The Exit Survey is confidential and provides the opportunity to give feedback on their time at UTC as well as the option to speak with an HR representative.
  • Accrued annual leave will be paid out to the employee at the end of the month following their termination month through direct deposit if they are clear from fines and UTC materials.
    UT Policy on Annual Leave:
    – “Upon termination of employment, any accrued annual leave in excess of the maximum carry-forward amount is credited to the sick leave balance of the terminating employee, and the remaining balance is paid to the employee. Employees terminated for gross misconduct will lose all rights to all accumulated annual leave.”
    – “No regular employee of the University of Tennessee may receive pay for accrued, unused annual leave while still in a regular employee group, either on an academic year or a 12-month year basis.” http://policy.tennessee.edu/hr_policy/hr0305/#13
    – Comp Time must be used before the employees last working day at UTC.

If an employee is to be discharged due to a disciplinary action, supervisors must contact Kendra Biggs, Senior HR Generalist, Kendra-Biggs@utc.edu, (423) 425-4753, in the Human Resources Office prior to discharging any employee to ensure that such action is appropriate and consistent with university policy. HR will determine university policy has been followed before an employee is discharged due to disciplinary action.  UT Policy http://policy.tennessee.edu/hr_policy/hr0525/

See Exit Process for details on exit procedures. 

UT Policy: “All newly hired Regular staff employees, including those converting from temporary or student to regular appointments, shall serve one probationary period of six calendar months in an active pay status with the university beginning with the first day of regular employment.”
Probationary Period Policy: http://policy.tennessee.edu/hr_policy/hr0135/

Melanie Sadler, Administrative Specialist in Human Resources, will email a probationary period review form to the supervisor for completion. The content of this performance review should be discussed with the employee before it is returned to the Office of Human Resources for inclusion in the employee’s personnel file. The probationary period review form is emailed at 4 months of the employee’s hire date. Follow-up reminders, as needed, are sent at 5 months and 2 weeks before the end of the probationary period.

NOT retaining a new employee within the 6 months probationary period:
The supervisor of the employee must contact Kendra Biggs, Senior HR Generalist via email at Kendra-Biggs@utc.edu or phone at 423-425-4753 to discuss process and receive appropriate documentation BEFORE the supervisor meets with the employee for probationary review.

See Exit Process for details on exit procedures.

One year prior to your estimated retirement date, make an appointment with Kathy Taylor, Benefits Specialist, (423) 425-4452, Kathy-Taylor@utc.edu, in order to receive information on deadlines, insurances, retirement requirements, etc.     
Five months away from your retirement date, make another appointment with Kathy Taylor, Benefits Specialist to start the retirement process.

Notification of all terminations should be sent to UTC Human Resources at terminations@utc.edu with the subject line TERMINATION NOTIFICATION no later than 24 hours prior to the employee’s last date worked. Please include the following required details in the email for each termination notification:

  • Employee Name,
  • Employee Personnel Number or UTC ID,
  • Termination Date (Last Date Worked),
  • Contact Information for Supervisor of Terminating Employee,
  • Name of Department,
  • Termination Category: Student Termination OR Temp Termination

The employee’s department should start the e-termination form in IRIS before the employees last working day. Directions to start an e-termination form in IRIS

Student and Temp employees must return all UTC materials before their last working day at UTC.

Login to the Empower Retirement Account online to change the amount of your contribution - https://www.gwrs.com/login.do OR contact Kathy Taylor, Benefits Specialist via email at Kathy-Taylor@utc.edu to request a paper form.

Contact Empower Retirement at 1-800-922-7772 for assistance.

The change in your contribution amount updates when the biweekly/monthly payroll locks. If the change in contribution is not processed before the payroll locks, then the contribution will not be updated until the following pay cycle. Review the payroll calendars to determine deadlines.

 
  1. Complete the University of Tennessee Enrollment/Salary Reduction Form 403(B) Plan
  2. After fully completing the 403(B) Plan form, email the form to Kathy Taylor, Benefits Specialist at Kathy-Taylor@utc.edu

Deferred Compensation Forms - http://hr.tennessee.edu/benefits/retirement/deferred-compensation/forms/

Tax Deferred Income Plans - http://www.utc.edu/human-resources/benefits/tax-deferred-income-plans.php

A Life Qualifying Event is defined as one of the following:

  • Death of employee's spouse or ex-spouse
  • Divorce from the employee's spouse
  • Legal Separation
  • Spouse's or ex-spouse's termination of employment (voluntary or non-voluntary)
  • Reduction in the number of spouse's work hours causing loss of eligibility for insurance
  • Employer's discontinuation to the spouse's insurance coverage (total contribution, not partial; other than non-payment)
  • Acquiring a new dependent (spouse, newborn or adoptee)
  • Cancellation of TennCare coverage (other than non-payment)

Contact Kathy Taylor, Benefits Specialist at 423-425-4452 or via email Kathy-Taylor@utc.edu immediately following the event.

Required documents to change coverage must be completely processed within 60 days from the day of the life qualifying event in order to make a change on insurance coverage. 

Optional Term Life offered through Minnesota Life requires the application for coverage to be submitted within 31 days from the day of the life qualifying event.

For more information - http://www.utc.edu/human-resources/benefits/insurance/life-qualifying-event.php

Pay Flex Spending Account
Employees are required to enroll every year into the Pay Flex Spending Account during the Open Enrollment period. IRS regulations require the employee to use their contribution funds in that calendar year. For more information - https://www.healthhub.com/info/what_is_HealthHub/Default.aspx

Health Savings Account
Employees do not need to reenroll into the HSA every year during the Open Enrollment period. The HSA and all unused funds in the account will remain in the account until used.
For more information - https://stateoftn.payflexdirect.com/EmployeeLogin.aspx

Student employees must be enrolled in classes at UTC in order to be placed in a student position. Multiple student employees can work under the same position number. Temp employees cannot work under the same position number.
The Background Check form is required for all Temp employees and Student employees working in the Housing department, Children’s Center, or any role working with minors. See Background Check process. 

  • Select the category the new hire meets below and complete the required hire forms.
  1. The Student or Temp never worked for any UT institution.
    Student Hire Short form OR Initial Hire/Rehire formPersonal Data formW-4I-9 form & copy of Supporting DocumentsDirect Deposit form
    Note: You can list multiple student hires on the Student Hire Short Form if all listed students have never previously worked for any UT institution. Never use the Student Hire Short form for Temp employees.
  2. Student or Temp previously worked for the University, but is NOT active in IRIS.
    Initial Hire/Rehire form, Personal Data formW-4I-9 form & copy of Supporting DocumentsDirect Deposit form
  3. Student or Temp is currently active in IRIS.
    Personnel Change form
    Additional documents required for Non-US Citizens:

    Copies of their Visa, I-20/F-1, and I-94 documents

Directions to determine the category the new hire meets:
Search for the new hire in IRIS - PA20 Display HR Master Data to determine the category they meet. Tips on searching for an employee in IRIS.

Top right corner in IRIS PA20 shows if the employee is active or withdrawn in the system.

  1. If the employee does not appear in IRIS, they never worked for any UT institution and they fall within Category A.
  2. If the employee appears as Withdrawn in IRIS, then they fall within Category B.
  3. If the employee appears as Active in IRIS PA20, then they fall within Category C.
  4. If the employees Personnel # populates in PA20, but you are unable to view any information, contact Jackie Strand at x5743 or Jina Johnson at x4014 in Human Resources.
  • All new hire paperwork must be submitted to the Office of Human Resources within the first 3 days of the employee’s first day of work via campus mail or in-person delivery. The Department of Homeland Security must verify the I-9 Employment Eligibility Verification within 3 days of the start date or the hiring department is at risk of fines if audited.

All new hire paperwork forms, time sheets, payroll calendar, and other important information can be found on the UTC HR Compensation and Payroll Website.

Every department owns multiple position numbers for all active employees and vacant positions.
Review the list of departmental position numbers:

  • IRIS: PPOS_OLD Display Organizational Plan.
  • Organizational Unit: Type in the departments’ E04 account number & Enter.
  • Double click the Department Name highlighted in blue to review a list of available positions. A list of position numbers will appear in yellow and the name of the employee in the position number will appear in green. If the position numbers are not visible, click View > Key On located on the top row in IRIS.
  • Note: Multiple students can be in the same student position number. Student employees must be enrolled in classes at UTC in order to be placed in a student position.

If a department needs to create a new Student or Temp position, review the directions below. If the department needs a new Regular position created, see directions to hire a new Regular employee.

  • IRIS – ZPPOSITION000 Position Create/Change
  • Effective Date: xx/xx/20xx (date the position will be in use/hire date)
  • Position Title: ei. Student Assistant (title of the position)
  • Org Unit Cost Center: E04xxxxx (departments E04 account number)

Click ‘Create’

Divide the number of hours the employee works in a week by 40 hours. 
Example: 10 hours / 40 hours a week = 25% of effort
Important Note: When completing the hire forms, it is important to remember that according to the Affordable Care Act (ACA) and UT Fiscal Policy FI092, any student or temporary employee listed as working at 75% of effort or more and/or recorded working an average of 30 hours or more per week during a 10-month measurement period will be offered insurance by the University. Therefore, no student worker is permitted to be entered at 75% of effort or more and/or work 1,300 hours in a 10-month measurement period.

It is the policy of the University of Tennessee at Chattanooga to perform a background check on all individuals recommended for hire into regular and temporary positions (faculty and staff).

New hires into regular staff positions:
All regular staff positions are posted online through UT Jobs (Taleo). As a candidate is advanced through a series of step/statuses during the selection process, the online applicant system will generate an email to the final candidate selected for a position requesting the applicant to log into their online account and complete the Background Check Authorization Form.

New hires into temporary staff and faculty (adjunct instructor) positions:
Departments are responsible for submitting hiring paperwork, with signatures from manager/department head, to the Office of Human Resources in advance of the hire date, to include the background check form.

If a Staff or Faculty search is exempt from hiring through the Taleo system, the Background Check form will need to be completed by the new hire and sent to Human Resources.
Any employees associated with Program for Minors should continue to submit background check forms to the department of Safety and Risk Management.
See directions on how to send a Background Check to Human Resources.

Background checks submitted to Human Resources should be done via mail, fax, in-person delivery, or by using vault.utk.edu, a secure email system. All UT employees and non-UT users may use vault.utk.edu. Background checks submitted through Outlook email to Human Resources will not be opened or processed.

UT Vault Directions for UTC Employees:

  1. Log into UT Vault at utk.edu using your alias address and UTC password. Every UTC employee has an alias address. Example: John-Doe@utc.edu would enter his email address as ABC123@tennessee.edu.
  2. Address the message to Melanie Sadler at HZK254@tennessee.edu or Jackie Strand at VWV738@tennessee.edu.
    Subject: Background Check – Name on background check
    Compose your message and attach the completed background check form.
    Check the box “Send me verification when the message is received.”

Non-UT Users

  1. Non-UT employees must first register an email address at utk.edu > register.
  2. Enter your email address. A verification email will be sent to the address that you provide with the subject line “UT Vault – Secure Courier Account.”
  3. Click on the link provided in the verification email to establish a password.
  4. Address the message to Melanie Sadler at HZK254@tennessee.edu or Jackie Strand at VWV738@tennessee.edu.
    Subject: Background Check – Name on background check
    Compose your message and attach the completed background check form.
    Check the box “Send me verification when the message is received.”

All Regular Staff hiring processes are managed with Taleo, the university’s online applicant management system. Instructions on how to navigate Taleo for all staff searches can be found at: Hiring Guidelines for Regular Staff.pdf

For any non-exempt staff searches, all hiring departments can contact Jackie Strand in HR for assistance. Jackie can be reached at (423) 425-5743 or via email at jacqueline-strand@utc.edu.
Additionally, Staci Lee, Recruitment and Employment Specialist, may be contacted for any needed assistance in selecting search committee members, designing a selection process/timeline, developing rating scales/rubrics to assess candidates, developing interview questions, conducting reference checks, and documenting hiring decisions.  Staci can be reached at 423-425-4760 or staci-lee@utc.edu.

For any exempt staff searches, all hiring departments can contact Melanie Sadler in HR for assistance. Melanie can be reached at (423) 425-4729 or via email at Melanie-sadler@utc.edu. In addition, hiring departments are required to contact the Office of Equity and Diversity for information and guidance on developing rating scales/rubrics, interview questions, and other documentation. OED may be reached at (423) 425-5468.

All Faculty hiring processes are managed with Taleo, the university’s online applicant management system.  Staci Lee, Recruitment and Employment Specialist, is the main liaison for all faculty hiring processes.  You can reach Staci via email at staci-lee@utc.edu or at 423-425-4760.

For Adjunct Faculty, you may reference the Adjunct Faculty hiring guidelines, which includes instructions on how to notate qualified Adjunct Faculty applicants within Taleo, as well as paperwork to complete for hire. 

The hiring process for Regular Faculty, called “Regular Faculty HIRES”, includes a main set of guidelines that details this process flow, as well as the hiring department’s involvement with both HR and OED during this entire process.  The Hiring Guidelines, as well as other useful hiring toolkits, checklists, and documentation can be found on the UTC Learn Organization, Regular Faculty Hire Process website.  If you need access to this Organization, contact Staci Lee.

 

UTC utilizes an Applicant Tracking System called Taleo to house all job opening announcements, applications, and applicant profiles.  Please visit our main Recruitment Page to learn more about job openings currently available for both Faculty and Staff.  If you have difficulty applying for an open job position, please visit our FAQ: Help with Taleo page.

Complete the Direct Deposit form and attach a voided check if available to the back of the form. Send the original document via campus mail or in-person delivery to the Human Resources Office. The Employee ID number, also known as the six digit Personnel number, is required on the form and can be found on the top of the employees pay statement. 

Human Resources sends the Direct Deposit form to UT System for processing and may take 5 business days to go into effect upon UT System receiving the form.  It is advised to not close your old bank account if you are switching banks until your new direct deposit form is fully processed. Review the payroll calendars for time entry & approval deadlines.

First Tennessee Pay Card
The First Tennessee Pay Card is a debit card used for cash withdrawals from ATM’s and purchases from merchants who accept Visa branded debit cards. Direct deposit is set up through the First Tennessee bank. Contact the First Tennessee Payroll Office to set up a Pay Card at (865) 974-5251.

  • No Credit Check or checking account required.
  • Can be used anywhere Visa® debit cards are accepted - including ATMs and online.
  • No load fees or monthly service charges
  • Free online access to view balance information, transaction history, and statements
  • Funds are FDIC insured and much safer than carrying large amounts of cash
  • For more information, please call the UWA Payroll Office at (865) 974-5251.

Log into the UT Portal using your Mocs Net ID number (ABC123) and password.
Employee Self-Service tab > Personal Information: Personal Profile > Personal Profile
Under Addresses: Permanent Residence, Primary Office, or Emergency Contact > click pencil icon to Edit
After making changes, click Save

Contact the Help Desk at 425-4000 for help logging into the UT Portal.

Log into the UT Portal using your Mocs Net ID number (ABC123) and password.
Employee Self-Service tab > Personal Information > W-4 Tax Withholding > Edit
After making changes, click Save

Contact the Help Desk at 425-4000 for help logging into the UT Portal.

W-2s are available on January 31st. If an employee is no longer employed at UTC, the W-2 will be mailed to the home address on file.

To obtain a copy of your W-2, log into the UT Portal > Employee Self-Service > W-2 Statement.
If you are no longer employed by UTC for over 6 months and need a copy of your W-2, email Pam Quick at UT Human Resources at pquick@utk.edu to request your W-2 to be mailed to the address you provide in the email. All requests must be submitted via email.