HR Insights

July 2026

Our goal is to keep you informed, supported, and empowered in your roles across the university. In this edition, you’ll find important updates on professional development, recruitment, HR Records, HR accounting & reporting, compensation, benefits & wellbeing, and payroll.

We remain committed to fostering a workplace culture grounded in transparency, collaboration, and growth. Your feedback is always welcome as we continue working to enhance HR services for our staff and faculty.

Our recent Spanish Summer Enrollment event was a major success! This session provided our Facilities team members a great opportunity to receive important benefits information in Spanish, ensuring attendees had access to vital, up-to-date benefits information. A special shout-out to Angela Cagle, Lori Walker, Rebecca Gardner, Sherami Conesa, and Austin Hammond for their incredible help and teamwork in bringing this event together. 

We look forward to continuing initiatives like this to keep our workforce informed, empowered, and supported!

Organizational awareness is often associated with leaders and executives, but it is a valuable skill for employees at every level. Understanding how decisions are made, recognizing informal networks, and seeing the bigger picture can help individuals navigate their workplace more effectively and contribute more strategically.

Taking care of your mental health is just as important as your physical health. Your HealthSelect medical plan includes comprehensive benefits and resources to support you and your family—from stress and anxiety management to confidential support for grief, depression, and more.

Through the Mental Health resources page, you can easily:

Take a moment to explore your available benefits and find the support you need.

As we transition into the fall semester, please take note of the following guidelines and key dates for managing student workers, adjuncts, and faculty assignments in Oracle Cloud.

Important Dates to Remember:

July 20: First day to submit fall assignment changes.  This is also when all new hires will begin being processed for the fall.

August 31: Final day of the Summer semester and the 2025-2026 Academic Year assignments. 

Note: Do not terminate or end assignments for Graduate Workers, Adjuncts, or Faculty prior to this date.

September 1: First day of the Fall semester assignments.

Note: Please do not submit “off-cycle” start dates for Graduate Worker or Adjuncts.

45-Day Rule: Please remember not to submit any changes (including terminations) more than 45 days prior to the effective date.

Department Admin is a responsibility assigned by HR that allows you to process personnel updates for an entire Department. These updates are processed through a tab in Oracle Cloud called My Client Groups.

If you require the responsibility of Department Admin – submit a ticket to Oracle Cloud.  Be sure and include the department you need to process these updates for and the Department Approver’s name for approval for this role to be assigned.   

These functions below begin by going to My Client Groups and then Employment Info. 

Add Assignment – this is performed when you are adding a second assignment to an employee OR if you are moving a student from one department to yours.   This should be used the least often and only for adding a non-budgeted assignment such as Adjunct, Graduate Worker, Student Assistant or Summer Faculty.

Change Assignment – this is performed most frequently.   Assignment changes may include FTE changes, Semester Updates, and position changes.  This can be used on any assignment type.

Change Manager – this is performed when a simple manager change takes place.  The Line Manager will then be able to perform tasks such as approving timecards.  

Change Salary – this is performed when a salary change only takes place.  If the FTE, position information, or line manager is changing at the same time, be sure and use the Change Assignment screen.  

Terminate Work Relationship – this is performed when someone left employment at TWU and did not perform their own Resignation in Oracle Cloud.   Do not Terminate a Work Relationship unless you know they have left TWU employment.

Terminate Assignment and End Assignment – this is used interchangeably to end an assignment when a temporary assignment ends.  This is used for Adjuncts, Graduate Workers or Student Assistant Assignments.  Never use for full time Staff or Faculty.

Program Staff Assignment for Task Payments – use this walkthrough for program staff assignments when needing an active assignment to pay a task payment / ICP.

A Line Manager can process the same personnel updates for direct reports.  These updates are processed through the My Team tab in Oracle Cloud, which only populates if you have at least one direct report.   

Please note that HR does not complete any of these actions. When changes are submitted by the Department Admin or Line Manager, they trigger a required approval flow. This required approval flow will not occur if HR submits changes, so it is essential that changes are submitted by the Department Admin or Line Manager, not HR. 

If you have any questions about any of these actions, contact hrrecords@twu.edu

Fiscal year end is nearing soon and now is an important time to focus on your employees and your budget.  HR Accounting & Reporting is here to assist in ensuring your employees’ W-2s are accurate, and your budgets reflect a clear picture of funds available between now and the end of the fiscal year.  

To ensure accurate and timely payment to your employees, and to avoid overpayments, process payroll related transactions promptly.  See the Payroll website for scheduled deadlines. Delays can severely impact your employees and your department’s bottom line.

Utilize the TWU Payroll Details by Account report to confirm the accuracy of your payroll and fringe benefit expenses each month.  Bring any discrepancies to our attention as soon as possible.  Overpayments not only affect the employees’ W-2, but also your funds available.  If collections are required, we cannot credit your account until repayments are made. 

Departmental Budget Reports can be found here:

*Payroll costing:  check grant expiration dates for employees on grant accounts. For those that are due to expire, you’ll need to extend the end date or change the employee costing to a valid account number.  

With this being our third Fiscal Year End in our new Oracle Cloud System, we wanted to share with everyone the upcoming final Retrocosting deadline for payroll costing changes related to FY26.

We will be running this final Retrocosting process on Tuesday, August 18th, 2026.  Oracle Cloud is configured to post the retro run during the same accounting period it is processed in; therefore, this last and final Retro run will need to be processed in August this year and all future years in order to post to the current FY as intended. 

Please review each of your Departmental accounts to ensure all payroll-related costing changes for FY26 have been entered and approved prior to Monday, August 17th end of day.  After this time, any costing changes made within Oracle Cloud will not pick up, as this is the year's final run.  We will be kicking off the Retrocosting at 10am on Tuesday morning.  Please feel free to reach out if you have any questions or concerns.

Accounting & Reporting Team:

Nature Miller, HR Accounting & Reporting Manager, nmiller11@twu.edu, ext.3594

Brenda Villareal, Accountant IV, bvillarreal1@twu.edu, ext. 3693

Upcoming Pay Dates

Monthly: August 3, 2026, September 1, 2026

Semi-Monthly: August 3, 2026, August 17, 2026, September 1, 2026

The FY 27 payroll calendar deadlines are now published.

The calendar identifies approval deadlines for timecards and payroll related transactions for each payroll cycle. To ensure timely processing please submit transactions as early as possible. Early submission provides time for approvals, review and any necessary corrections before payroll is processed.

Time and Leave Reminders:

Payroll Staff:

Amanda Noday, Manager, anoday@twu.edu, (940) 898-3562

Emily Laughlin, Payroll Specialist, elaughlin2@twu.edu, (940) 898-3586

Grace Bouchard, Payroll Specialist, gbouchard1@twu.edu, (940) 898-3561

Are you looking to hire or extend an assignment for an ADJUNCT, GRADUATE WORKER, or STUDENT employee?  Here’s the guidelines to get you through each semester change:

If you plan to hire multiple non-budgeted employees (adjuncts, graduate workers, or students) in an academic year, you can create a requisition with multiple or unlimited openings. Keep in mind that all hires under a single requisition must share the same details—including funding source (grant/non-grant), FTE, and line manager. These requisitions may remain open for up to one academic year, at which time you can create a fresh requisition if needed.

Human Resources Recruitment Team:

Nadine Clark, Shantellee Brown, and Lisa Taylor

Preparing for Fiscal Year 2027

As we begin Fiscal Year 2027, we'd like to share a few important reminders to help ensure a smooth transition.

Please note that all recurring FY26 stipends must be reentered for FY27. Recurring stipends don't carry forward into the new fiscal year. Please review your records and submit new entries as needed.

Additionally, the updated ICP deadlines for FY27 are now available on our Knowledge Base. Please review these dates to help with planning and timely submissions.

If you would like a step-by-step guide for submitting ICP entries, or if you're new to the process, please visit the ICP Walkthrough for detailed instructions.

If you have any questions or need assistance, please don't hesitate to reach out by emailing HRCompensation@twu.edu.

Questions or suggestions? Please contact HR at hrtraining@twu.edu

1201 Oakland St
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