Human Resources - Employee Handbook

General Job Related Information

Useful Job Related ACC Web Sites

E-mail
http://www.austincc.edu/helpdesk/email/index.html

Employment-at-will
http://www.austincc.edu/admrule/6.06.002.htm

Keys
http://www.austincc.edu/admrule/5.02.005.htm

Resolution of an Employee Complaint or Grievance
http://www.austincc.edu/admrule/6.08.005.htm

Management of Progressive Discipline
http://www.austincc.edu/admrule/6.08.003.htm

Mediation
http://www.austincc.edu/hr/avp/mediation.php

Petty Cash and Mileage Reimbursements
http://www3.austincc.edu/it/eforms/searchproc.php

Parking
http://www.austincc.edu/police/services/permits.htm

Termination
http://www.austincc.edu/admrule/6.08.002.htm (non-faculty)
http://www.austincc.edu/admrule/6.08.001.htm (faculty)

Back to top of page

Absenteeism/Tardiness

All employees are expected to arrive on time for each work day. If an employee is unable to arrive on time or must be absent for a work day, the employee must contact the immediate supervisor prior to the start of the work day to report the absence or tardiness. You must speak with your supervisor directly, unless an emergency prevents you from calling the supervisor. Failure to report to work or report absence/tardiness may result in disciplinary action. Failure to report to work or contact the supervisor for three (3) workdays will subject the non-faculty employee to immediate termination.

Faculty members are expected to contact the Department Chair prior to the expected absence so that a substitute instructor may be assigned to classes. For additional information, see http://www.austincc.edu/admrule/6.10.008.htm.

If a non-faculty staffing table employee expects to be absent five (5) days or more the employee must advise the immediate supervisor and complete a Family Medical Leave application in order to preserve his or her employment position.

Back to top of page

Accidents

If an employee has a work related accident, the employee should report the accident to the immediate supervisor or a member of management as soon as possible. The immediate supervisor is responsible for completing the Supervisor’s Investigation of Accident Report form and coordinating the process with Environmental Health and Safety. Contact Environmental Health and Safety at 223-1015.

Back to top of page

Business Cards

ACC business cards are available for Non-Exempt (Classified), Exempt (Prof-Tech), and full-time faculty. The web page for ordering instructions is online at http://www.orderprinting.com. Please allow 4-6 weeks for processing. Should you need assistance, please contact the Purchasing Department.

Back to top of page

College Information Systems

Employees have access to electronic information in support of the educational and professional goals of ACC’s students, faculty and staff. Access to internally controlled information is a privilege, not a right, and all users are accountable for professional and ethical use of college information systems. The College reserves the right to limit access or to terminate access to internal information systems if deemed in the best interest of the institution. Administrative Rule 3.05.002, Use of College Information Systems, governs use of the internal information systems. For additional information, see http://www.austincc.edu/admrule/3.05.002.htm.

Back to top of page

Dual Employment

Employees are expected to fulfill the duties and responsibilities of the primary position for which the employee was hired. It is the policy of the College that employees may not have a dual assignment that overlaps or conflicts with the primary work assignment.

A staffing table, full-time Non-Exempt (Classified) Employee scheduled to work forty (40) hours per week may not work in an hourly position in the College.  A Non-Exempt (Classified) Employee may work as an adjunct faculty member or teach in Continuing Education, as long as the rate of pay of the dual assignment is equivalent or greater than the overtime rate of the primary Non-Exempt (classified) position, and providing that teaching qualifications are met. 

Non-Exempt (Classified) Employees- A staffing table, full-time Non-Exempt (Classified) employee may participate in proctoring standardized tests (such as GED) if the employee is paid directly by the contractor or if the rate of pay for the proctor position is equivalent or greater than the overtime rate of the primary non-exempt (classified) position.

Non-Exempt (Classified) Employees- A regular part-time Non-Exempt (Classified) employee may hold an hourly position as long as the combined hours of work are 40 hours per week or less.  The part-time non-exempt (classified) position is the primary assignment and the employee may work overtime in that positionwith the approval of the next level supervisor.  The employee may not work overtime in the hourly assignment.

Exempt (Professional-Technical)/Administrator/Full-Time Faculty- An Exempt (Professional-Technical) employee, full-time faculty or administrator may work in any other position within the College as long as the position does not overlap or conflict with the regular schedule of the primary position.

Employees may not use leave time to work in a dual assignment position.

For further information, see the Administrative Rule on Dual Employment http://www.austincc.edu/admrule/6.06.003.htm

Back to top of page

E-mail Accounts

As an ACC employee, you will have an e-mail account to support your job. Your e-mail account is to be used for ACC-related business. This account cannot be used for unprofessional, illegal or commercial purposes. Employees are expected to check and respond to their e-mails in a timely manner. The employee’s e-mail should indicate when the employee will be out of the office for an extended period of time. Please view e-mail guidelines at http://www.austincc.edu/helpdesk/email/index.html.

You will need to set up your e-mail account as soon as possible upon reporting to your workstation. Never let another person use your password. If you have a problem with setting up your e-mail account or need more information about your account, call 223-HELP (223-4357) or e-mail the Help Desk at helpdesk@austincc.edu. The Help Desk will contact you with a response to your questions.

College policy, Administrative Rule 3.01.003, Use of Telecommunications Resources, is located at http://www.austincc.edu/admrule/3.01.003.htm.

Back to top of page

Employee Dress

As an ACC employee you are asked to dress in a professional manner appropriate to your position. Different departments may have different expectations depending on the type of work performed and your interaction with the general public. If you have any questions about appropriate dress in your department or work area, discuss it with your supervisor.

Back to top of page

Employment-at-Will

All employees, except full-time faculty with an agreement, are employees at will and subject to termination at any time and without reason or notice, except in accordance with ACC’s written policies and procedures. See ACC Board Policy, http://www.austincc.edu/board/policies/F8.htm and the pertinent Administrative Rules, including Personnel Appointments, 6.06.002, http://www.austincc.edu/admrule/6.06.002.htm; Termination of Non Contract Employees, 6.08.002, http://www.austincc.edu/admrule/6.08.002.htm. Contract employees are subject to termination in accordance with Administrative Rule 6.08.001, Termination of Annual Contract Employees, http://www.austincc.edu/admrule/6.08.001.htm.

Back to top of page

Employment of Minors

Applicants between the ages of fifteen (15) and seventeen (17) may work as hourly employees for no more than 40 hours per week and only during the months of June, July, and August. Employment of a minor that is related to an employee must be hired in accordance with ACC's nepotism policy. See "Nepotism" under Ethics Administrative Rule #6.11.001, http://www.austincc.edu/admrule/6.11.001.htm.

Employment Eligibility -- I-9 Form

All employees hired are required to have a completed I-9 form on file in the Office of Human Resources that documents employment eligibility and authorization to work in the United States in accordance with federal requirements, as well as those employees who are gone for more than one year. This form must be completed within three (3) days of hire. If the employee does not provide the required documentation, the employee may be suspended without pay or terminated. It is the responsibility of the hiring supervisor to ensure that the appropriate paperwork is on file for each new employee. The procedures are described in Administrative Rule 6.05.007 located at http://www.austincc.edu/admrule/6.05.007.htm.

For additional information or assistance contact HR Records, 223-7571.

Back to top of page

Equipment Inventory/Transfer of College Property

All furniture and equipment costing over $500 is processed through the Inventory Receiving Office and tagged with an inventory number. Supervisors periodically receive inventory listings and verify all furniture and equipment assigned to their area.

To move furniture and/or equipment to another department or budget unit, the transfer must be approved by the appropriate administrator and documented on a “Property Movement Request” form. This form is available from Facilities and Operations or available online at http://www3.austincc.edu/it/eforms/frontpage.php?ID=BUSE.011.

Unless specifically authorized by the Board of Trustees policies, Administrative Rules, or approval of the supervisor, employees shall not:

  • Make personal use of any College-owned property, leased vehicles, materials, equipment or services;
  • Use College facilities for any purpose other than College business;
  • Perform services or work for any other business or person during regular work hours.

See College Administrative Rule AR#3.03.001, Equipment Inventory at http://www.austincc.edu/admrule/3.03.001.htm.

Back to top of page

Keys

All keys to offices, furniture, and some types of equipment are issued through the Campus Police Office at your work location. Requests for keys must be approved by your immediate supervisor on a “Key Request Form,” available in the Campus Police Office or at http://www3.austincc.edu/it/eforms/frontpage.php?ID=CAPO.010. Keys should not be loaned or exchanged with other personnel and cannot be duplicated. Keys will be turned in at the termination of your employment or when directed by Campus Police. Keys to the building are issued only by permission of a Vice President or Campus Administration Office. Employees must turn in their keys to the immediate supervisor prior to termination.

Back to top of page

Lost and Found

The Campus Police Office at your site maintains a lost and found service. Unclaimed items are kept for one semester only, then donated to Goodwill Industries or other designated charity.

Back to top of page

Mail Services

Department mailboxes are maintained at each site. Employees, or a designated person within the department, should check their department mailbox in the morning and in the afternoon after the normal mail delivery time. Inter-campus envelopes are available at each location and the proper site abbreviation should be used. Mail is picked up and delivered twice daily at the Highland Business Center and main campuses. Mail to off-campus sites is delivered twice each week. The schedule for mail delivery is available through the Central Warehouse Mail Room. An employee should check with the supervisor to determine how department mail is distributed.

Back to top of page

Management of Progressive Discipline

It is the policy of Austin Community College to informally address disciplinary problems and manage them at the lowest supervisory level. Supervisors are expected to let employees know the performance expectations and to keep employees informed of their progress. Whenever an employee violates a policy or procedure, performs unsatisfactorily, or does not meet the expectations established by the supervisor, the supervisor has the responsibility to implement a plan to improve performance. Any disciplinary action taken is to be just and in proportion to the seriousness of the violation. However, when an infraction necessitates immediate action, the supervisor must respond appropriately. For more information, see http://www.austincc.edu/admrule/6.08.003.htm or contact the Vice President, Office of Human Resources, 223-7572 for assistance.

Probationary Employees

A new employee who is in a probationary status (within 180 days of hire) whose performance is unsatisfactory should be counseled prior to the end of the probationary period, whether he or she is meeting performance expectations. If the employee is not meeting performance expectations, the employee should be counseled. The supervisor may extend the probationary period once. If the employee continues unsatisfactory performance, the employee may be terminated at any time during the probationary period, without prior notice.

ACC Employees who are in a probationary status due to unsatisfactory work performance on September 1st of any given year are not eligible for salary increases.

Discipline Process

The typical process for managing performance issues is as follows:

Oral Warning
When a performance issue is identified, the supervisor shall meet with the employee to discuss the performance and identify specific corrective actions. The supervisor shall let the employee know that the discussion constitutes an oral warning.

Written Warning
If performance problems continue, the supervisor shall discuss the concerns with the employee and provide written documentation of the performance problems, indicating a specific time period for remediation and review of performance. A written warning letter should be given to the employee and a copy placed in the supervisor’s department files. If the employee improves performance, the supervisor should document the improvement and include the letter in the employee’s department/division files with a copy to the employee and the next level supervisor. If the employee’s performance does not improve, further disciplinary action may be taken.

Probation
If satisfactory performance and corrective action are not achieved by giving the employee an oral or written warning, the supervisor may extend the initial period of employment for new employees or place an employee on probation for a specific period of time. The supervisor shall, in writing, document the probation or extension of the initial period of employment, review of the content of the meeting and provide the employee with a copy of the notice of probation, terms and conditions.

Prior to the end of the probationary period, the supervisor should meet with the employee to discuss the employee’s progress. If the employee is removed from probation, a letter indicating removal shall be given to the employee and a copy placed in the supervisor’s department/division files. If the employee successfully completes probation or voluntarily terminates, the letters/documents in the employee’s file regarding the probation shall be maintained for at least twelve months from the date of removal from probation and then removed from the file.

If the employee does not successfully complete the probation period, the supervisor may extend the probation period or terminate the employee’s employment. Probations and terminations must be approved by next level supervisor and the Vice President of Human Resources before being submitted to the employee.

Suspension
If an employee commits a serious offense that mandates that the employee be immediately removed from the workplace, the supervisor may suspend the employee for a specific period of time, with or without pay. The supervisor shall, in writing, document the suspension and provide a copy of the letter to the employee and to the Vice President, Office of Human Resources.

Termination
When it is determined that an employee should be terminated, the supervisor shall secure the approval of the next level supervisor, the appropriate Associate Vice President and the Vice President of Human Resources prior to executing the termination.  To effect an involuntary termination, the supervisor is expected to meet with the employee   to discuss the steps taken in the disciplinary process and to advise the employee of the termination date. The supervisor is expected to complete the separation form online through the ACCeHire System.  The url for ACCehire is http://www5.austincc.edu/ehire/mod1/login.phpThe supervisor is expected to complete the appropriate termination papers prior to the termination. See http://www.austincc.edu/hr/records/terminationguidelines.php for the guidelines, http://www3.austincc.edu/it/eforms/frontpage.php?ID=HURE.015 for the termination checklist.

See Administrative Rule 6.008.002, Termination of Non-Contractual Employees, at http://www.austincc.edu/admrule/6.08.002.htm and Termination of Annual Contract Employees at http://www.austincc.edu/admrule/6.08.001.htm.


Back to top of page

Resolution of an Employee Complaint or Grievance

Austin Community College supports good employee relations and harmonious working conditions. To attain such goals, the College shall make an earnest effort to resolve grievances promptly. This policy provides the mechanism for employee complaints regarding conditions of work, interpretation of policies and procedures, disciplinary actions or any other personnel matter related to their employment. Supervisors are responsible for the management of employee concerns, problems, and complaints. Supervisors shall ensure that employee complaints are resolved at the lowest possible level in a timely manner.

An employee with a complaint, problem or concern shall request an informal meeting with his or her immediate supervisor within ten (10) working days of the time the employee becomes aware of the event. The supervisor shall meet with the employee within ten (10) working days to resolve the matter. If the situation is not resolved, the employee has ten (10) working days to discontinue the complaint or proceed to a formal grievance.

If the employee wishes to file a formal grievance, the employee must secure the appropriate forms from the Office of Human Resources and complete and return the Statement of Grievance form to the Office of the Vice President of Human Resources. Forms are also available in the Campus Manager’s Office.

The following process will be followed:

  1. The Office of Human Resources will notify the supervisor and next level supervisor of the complaint and response time period.
  2. If the supervisor has not had an opportunity to respond to the employee’s complaint, the supervisor shall do so within the ten (10) day period.
  3. If the employee is not satisfied with the resolution at the supervisor’s level, the next level supervisor shall consider the complaint and meet with the employee within ten (10) working days.
  4. The Office of Human Resource shall notify the employee of the outcomes.

If the employee does not accept the resolution of the next level supervisor’s decision, the employee may request a review and decision by the Executive Office or a Grievance Committee. The decision of the Executive Officer or Grievance Committee is a final decision.

No reprisals or retaliation of any kind shall be taken at any level against an employee for filing a grievance.

The Vice President of Human Resources maintains all records of grievances as confidential.
Additional information about the grievance process is located at: http://www.austincc.edu/hr/avp/grievance.php or contact the Office of the Vice President of Human Resources.

The policy, Administrative Rule 6.08. 005, Resolution of an Employee Complaint or Grievance, is located at http://www.austincc.edu/admrule/6.08.005.htm.

Back to top of page

Mediation

The College encourages employees to use mediation as a method to resolve issues or concerns regarding employment related matters. Trained mediators facilitate the process to enable the parties to reach a resolution. Mediators maintain impartiality, neutrality and confidentiality at all times. Mediation can occur at any time in the discipline process and does not toll the management of discipline process.

An employee may request mediation at any time; however, all parties must agree to mediate. Upon agreement, the parties select a mediator from the mediation pool. The Office of Human Resources coordinates the mediation process and provides guidelines for Mediation. Information can be found at http://www.austincc.edu/hr/vp/mediation.php or contact the Office of Vice President of Human Resources, 223-7572.

Back to top of page

Nepotism

Related employees may not work within the same organizational unit of the College where one has supervisory authority over the other. This policy shall apply to all family members within the first, second, and third degrees of consanguinity (descended from same ancestor) and affinity (relationship by marriage). Employment of relatives of members of the Board of Trustees shall comply with all state and federal laws including Article 5996a of the Texas Education Code.

Back to top of page

Non-smoking Ordinance

Austin Community College complies with the City of Austin Non-Smoking Ordinance, Section 12-5-4, which states that smoking is prohibited in public places. Under the city ordinance, a person commits an offense if he knowingly smokes in a public place or knowingly smokes within 15 feet of any pedestrian entrance. If you wish to report a violation of this ordinance, contact Campus Police or nearest ACC official or report the violation to your supervisor. See Administrative Rule 3.01.001, Smoke Free Workplace, at http://www.austincc.edu/admrule/3.01.001.htm.

Back to top of page

Parking Permit

A parking permit is required if you wish to park a vehicle on an ACC campus.

  • Student Parking permits cost $15 per academic year.
  • Faculty/Staff parking permit costs per academic year.
Administrators  $50
Full Time Faculty $40
Staff-Prof/Tech  $35
Staff-Classified $30
Adjunct Faculty  $20
Hourly employee $15
  • Pay the parking permit fee in person at a Cashier's Office.
  • Complete and submit a parking permit request form available at any Cashier's Office.
  • Cashier will issue the parking permit to you.

Please click here for more information.

Parking is limited at some campuses.  Employees are encouraged to use alternative transportation resources.  Parking information is located at http://www.austincc.edu/locations/parking.php.  Capital Metro summarizes the routes to and from ACC Campuses athttp://www.austincc.edu/locations/capmetro/campus.phpand http://www.austincc.edu/locations/capmetro/parkandride.php

Employees at the Rio Grande Campus are encouraged to use the ‘dillo Express for convenience. Time schedules for the ‘dillo are available in the LRS or Student Development Office. Parking is provided for employees and students at their own risk. ACCD is not responsible for damage, theft, or vandalism to vehicles or their contents. The ACCD does not have liability for damages that may occur on its property. 

Back to top of page

Professional Development

Austin Community College requires its employees to participate in professional development opportunities that will enhance their abilities, provide job-related knowledge, improve their productivity and efficiency, and prepare them for higher-level positions. This commitment to growth is demonstrated by the fact that professional development is incorporated into the Performance Excellence Program (PEP), the performance review system developed and used by ACC for non-faculty positions.

Austin Community College follows the guidelines outlined in Chapter 21, Section 21.010 (Employment Discrimination Training for State Employees) of the Texas Labor Code with regard to training about the Americans with Disabilities Act (ADA) and Sexual Harassment Prevention. In accordance with these guidelines all ACC employees shall receive employment discrimination prevention training that includes information about ACC’s policies and procedures relating to employment discrimination and sexual harassment. New employees shall be required to attend the training program no later than the 30th day after the date of employment and employees shall attend supplemental training every two years.

Back to top of page

Recognition and Awards

Service Awards

ACC employees are recognized for 1, 5, 10, 15, 20, 25, 30 and 35 years of service. The   Office of Human Resources is responsible for implementing a recognition program each year.

Cheers! Recognition

The ACC Recognition Awards Program is Cheers!

ACC employees may nominate fellow employees who exhibit one or more of these valued behaviors: exemplary teamwork, inspirational integrity, uncommon quest for quality, noteworthy customer service, magnificent morale building, phenomenal professionalism, remarkable communication and other outstanding service.  A committee on each campus will decide which Cheers! recipient has made the greatest contribution to ACC and its community during the semester.  The Cheers! Winner will receive some great prizes. 

ACC Leadership Awards

The ACC Leadership Award Program is intended to recognize individual employees of Austin Community College District who have demonstrated excellence in the performance of their College duties and responsibilities.

ACC Teaching Excellence Awards honor full-time and adjunct faculty who promote special learning opportunities, student interaction, and innovation.  Other criteria are depth/breadth of knowledge in subject area and a profound teaching philosophy. 

Back to top of page

Travel -- How You're Paid

In-District Travel

In-district travel is reported on a monthly basis on a “Monthly Mileage” form. It is the employee’s responsibility to track mileage traveled and submit the form when necessary.

Out-of-District Travel

  • Lodging expenses will be reimbursed under an accountable plan for the actual and reasonable hotel room cost. Employees should attempt to secure the lowest rate for which they are eligible.
  • Meals per diem are $39 per day.
  • All travel reimbursed on an “actual expenses” basis must have advanced written approval by the President and original receipts for backup.
  • The President or Provost must approve rental car usage in writing in advance.
  • The College will reimburse no room service charges or personal long-distance telephone charges.

Complete Travel Guidelines are printed on the back of the “Request for Travel” form. For further information, see Administrative Rule 7.03.001, Travel, located at http://www.austincc.edu/admrule/7.03.001.htm.

Travel Reimbursement Procedures
      It is the employee’s responsibility to submit an “Out-of-District Travel Reimbursement Voucher” to the President or Provost. The employee should allow sufficient time for travel checks to be processed.

      Travel vouchers, when properly completed, are processed on a first come first serve basis. The Senior Accounts Payable Clerk processes the reimbursement requests within 10 business days of submission. Requests for reimbursement are delivered to the Accounts Payable department either by inter-campus mail or hand carried by an employee of Austin Community College.

      Delays occur when requests for out-of-district travel are turned in to the Business Office incomplete, incorrect, inappropriately approved and/or under funded.

Step one–Employee decides to travel for either business or professional development purposes.

Step two–Employee completes a Request for Travel Form and submits it to their supervisor and to the budget authority. If an advance is required there must be vice-presidential approval. Cash advances are limited to 80% of the estimated total out-of-pocket expenses. Out-of-pocket expenses do not include airfare or registration cost which Austin Community College pays in advance by way of requisitions duly approved by the budget authority. The request form also includes fields for special requests such as reimbursement of actual expenses and special vice-presidential approval for a rental car. Submit a copy of this form to Accounts Payable prior to departure. The employee signs his approval form agreeing to submit the corresponding travel reimbursement within ten days of return. The employee’s signature also represents agreement for the Payroll department to deduct the unpaid advance from any employee’s subsequent paycheck. If the advance is approved, the form must arrive in Accounts Payable at least 10 days prior to departure.

Step three–The travel advance is processed in time for check to arrive via U.S. Postal Service to the employee’s home address. If the form is submitted later the Accounts Payable office will attempt to process no less than one day prior to departure.  The employee may then retrieve the advance from the HBC Cashier’s Office.

Step four–The employee travels.

Step five–The employee submits a completed travel reimbursement expense voucher to Accounts Payable within 60 days of their return.

Step six (1)–If form is complete and correct, proceed to step 7.

Step six (2)–The Accounts Payable Specialist audits the voucher for compliance. If errors are detected and the employee cannot be contacted that day for corrections then the form is returned to the employee with a memo requesting further action. Examples are no proof of attendance, missing receipts, invalid account number used, account insufficient to fund travel and a budget transfer required, requesting actual expenses for reimbursement without pre-authorization, submitting a hotel receipt without detailed charges. Corrections are made and voucher is resubmitted. Proceed to step 7.

Step seven–Clerk processes voucher for payment.

Step eight–Accounts Payable Supervisor reviews voucher.

Step nine–The approved voucher is pulled into daily check run.

Step ten–Check run is submitted to Information Technology department and the checks are   printed and delivered to Cashier’s Office for distribution. For emergencies, executives and special circumstances, checks may be retrieved at one of the campus cashier’s office. All other checks are mailed to the employee’s current address as shown in Datatel.

*Austin Community College does not reimburse charges for alcoholic beverages or personal expenses such as telephone calls, video rentals and entertainment.

An employee may alternate days between per diem and actual expenses as long as the actual receipts are attached. Employee may request per diem for meals and actual expenses for lodging and vice versa as long as the actual receipts are submitted.

When the employee spends less than the cash advance, the Travel Reimbursement form along with excess funds must be submitted to the Cashier’s Office.

Grant employees and employees traveling on behalf of a gift account must submit their forms to the Restricted Accounting Supervisor. The authorized forms are then delivered directly to Accounts Payable.
Missing receipts must be documented by a memo from the employee, approved by the budget authority, with details of the charges and reason for their omission.

Austin Community College will not reimburse for sales tax paid in Texas. Employees are encouraged to travel with a Texas Hotel Occupancy Tax Exemption Certificate and a pre-printed Sales Tax Exemption form for miscellaneous expenses.

Only the employee traveling is reimbursed. If traveling with another Austin Community College employee that pays the travel expenses, that employee must receive reimbursement from the other employee directly.

Petty Cash and Mileage Reimbursements

Petty Cash Reimbursement forms and Monthly Mileage Reports for over $30 are submitted to the Accounts Payable Office for payment by check. These forms are submitted primarily by ACC employees; however students, guests, applicants and contract employees, with proper budget authority may also submit requests for reimbursement. If the reimbursed amount if $30 or less, the employee will be reimbursed in cash by the campus Cashier’s Office.

Forms are available at the ACC home page web site. The web site is located at: http://www3.austincc.edu/it/eforms/, then click on “Business Service” and then select the type of form needed.

There is no limit on the dollar amount submitted for reimbursement; however reimbursements for over five hundred dollars are presented to the internal auditor for guidance. If the reimbursement request is for a fixed asset, the warehouse is notified of the need for an inventory tag.
Only properly completed forms are approved for payment.

Petty Cash

      Original receipt(s) must be securely attached to the form. If the receipts are missing the employee may submit a memo describing, in detail, the purchase(s) made and the resulting loss of documentation. The budget authority must also initial this memo to indicate approval.

            Austin Community College does not reimburse employees for sales tax. The total receipt amount will be reduced when applicable tax is deducted. Employees may avoid this expense by providing the vendor with a copy of a completed Austin Community College Sales Tax Exemption form. The Purchasing Department at the Service Center has these forms available at SVC.

            The account codes are a 14-digit number consisting of the Budget and General Ledger codes. The Accounts Payable department will not accept or reimburse any employee using the object code ending in “00”. These are pool account numbers; therefore the employee must provide a more descriptive account code. If the employee is unavailable, an Accounts Payable Clerk will decide which object code is to use. The employee name and personal information must be legible and the budget authority must indicate approval by signing eachform.

            The Senior Accounting Clerk carefully audits each form. They will verify that the general   ledger account is valid and approved for payment by the appropriate budget authority. They will also verify that the individual requesting payment has been set up as a vendor in the Datatel system. They verify that the documentation attached includes a valid proof of  payment. They see to it that sales tax is omitted from the total if necessary and will run a calculator tape to insure accuracy. If there is a material difference in totals, the department is          contacted. If the reimbursement is for more than original request, the budget authority needs to approve.

Mileage

            Monthly Mileage Reports are submitted to Accounts Payable for check processing if they exceed $30.

            The account codes are a 14-digit number consisting of the Budget and General Ledger codes. The mileage form will not be accepted or reimbursed if any employee used the object codes ending in “00”.  These are pool account numbers and the employee must provide a descriptive account code.

            Object codes used for these forms are limited to 6401 and 6402 depending on whether the travel is in-district or out-of-district.

            The employee name and personal information must be legible and the budget authority must indicate approval by signing each form.

            Reimbursement for mileage is calculated at .50 cents per mile.

            The Accounts Payable Specialist audits each reimbursement request, verifying accuracy and reviewing attachments for admissibility prior to processing.

  • Incomplete forms are returned to the employee.
  • If an invalid general ledger account number is referenced, the employee listed is notified and processing is delayed.
  • If an employee has an improper object code assigned to a purchase, Accounts Payable will note the correct account on the voucher and debit that account in the system.
  • When a departmental budget has insufficient funds available to key the transaction into the system, the department is notified and a transfer needs to be requested. When the transfer is complete, processing can resume. This can delay processing 1 or more days. If the funds are used or encumbered before Accounts Payable can complete the process, Accounts Payable will have to request another budget transfer.
  • The completed voucher is submitted for payment. When processing is complete, the check is mailed to the employee’s home address.

Back to top of page

Employment Terminations

Terminations of employment with ACC can be voluntary or involuntary. Voluntary terminations are initiated by the employee usually with a letter of resignation and 2 weeks or more notification to the supervisor. Involuntary terminations are initiated by the supervisor and approved by management as being in the best interest of the College.

Terminated employees may elect to continue their health and dental insurance on themselves and their covered dependents for up to 18 months provided they are not covered under another group health plan or Medicare. The Office of Human Resources will notify eligible employees of their right to elect “COBRA” at the time of termination.  COBRA enrollment forms and information will be sent to the employee’s home address by ERS upon termination.

Voluntary Terminations

Voluntary terminations include resignations and retirement. Two weeks notice is  expected from employees who voluntarily resign their employment with ACC. Employees should notify their supervisor in writing of their resignation and last day of employment. Employees must work with their supervisor to fill out the appropriate termination papers and  return all college property before the last day of employment.

The supervisor is expected to complete the separation form online through the ACCeHire System athttp://www5.austincc.edu/ehire/mod1/login.php

Involuntary Terminations

Involuntary terminations involve the dismissal of an employee due to reorganizations, unsatisfactory job performance or circumstances that may dictate immediate termination, such as theft, intoxication, use of drugs, conviction for a felony offense, acts of violence,misconduct, unprofessional behavior, falsification of information on an employment application or resume or other serious offense.

Employees who are not performing adequately will be notified of performance deficiencies  by their supervisor. Terminations based on performance must be conducted in accordancewith the Progressive Discipline policy, Administrative Rule 6.08.003, located at http://www.austincc.edu/admrule/6.08.003.htm.

Non-faculty Staffing Table employees may have their employment terminated without   further compensation either for good cause or immediate termination as interpreted under Texas law.

Terminations may include the following:

  • An employee is considered “at will” during their first 180 days of initial employment with the College and may be terminated at anytime, without notice.
  • An employee may be terminated if he/she fails to attain a satisfactory performance level within 90 days of being placed on probation.
  • An employee may be terminated as part of reduction in force or change in type of work skills needed.
  • Specified managerial and administrative employees may be terminated after a 120-day notice from the President. No probationary process is required in such cases.
  • The employment of other College employees may be terminated at-will and in accordance with ACC policies.

Failure to report to work or report absence/tardiness may result in disciplinary action. Failure to report to work or contact the supervisor for three (3) workdays will subject the non-faculty employee to immediate termination.

See http://www.austincc.edu/hr/records/termination_guide.php for the guidelines,       http://www3.austincc.edu/it/eforms/frontpage.php?ID=HURE.015 for the termination checklist.

See Administrative Rule 6.008.002, Termination of Non-Contractual Employees, at       http://www.austincc.edu/admrule/6.08.002.htm and Termination of Annual Contract Employees at http://www.austincc.edu/admrule/6.08.001.htm.

College Property Upon Termination

Keys, ID cards and other College property issued or checked out to an ACC employee must be returned to the College before the last active day of employment. If an item of property cannot be returned, monetary reimbursement must be made to ACC. The immediate supervisor is responsible for securing ACC property upon termination of an employee and completes the Supervisor’s Exit Checklist.  The supervisor should also contact Information Technology to terminate the employee’s e-mail account.

Back to top of page