General TAMUQ Human Resources Frequently Asked Questions
Leave
Deployment /Redeployment Allowance
Home Leave Allowance
Non-Resident Travel Allowance
HRIS
Employment and Contracts
Relocation/New Employee Arrivals
QIC Health Insurance
Immigration and Transportation
Useful Links
Emergency Contact List
Leave
Q. How do I check my leave balance?
A. Expatriate employees paid through BPP payroll system can access their leave through LeaveTrack. Local and Non-US expatriate employees, who are paid through local payroll, can access leave through HRIS.
Q. Who do I contact if I have questions regarding my leave balance in LeaveTrack or HRIS?
A. Please contact Human Resources Department at TAMUQ.
Q. Where do I find the official TAMUQ holiday schedule?
A. The fiscal year holiday schedule is available on the TAMUQ-HR web page at http://www.qatar.tamu.edu/faculty-staff_holidays.aspx
Q. Where can I find the leave benefits for locals and Non-US Expats?
A. Please consult the TAMUQ-HR web page at LocalLeave
Q. I worked one day during an official holiday, but I did not see a credit on my Comp. Time balance. Why?
A. If you worked during a University official holiday, your direct supervisor needs to inform HR so you can be granted Comp. time for that day if eligible.
Q. When does my Comp leave expire?
A. 12 months after you have earned it. For example, you must use your 8 hours of Comp time earned on July 4, 2007, before July 3, 2008.
Q. Can I use vacation before my 6 months employment period is over?
A. No, you can not take vacation until then, but you can use sick leave, if you need to, or leave without pay. If you are traveling outside Qatar, you may use Deployment/Redeployment allowance.
Q. Who do I contact if my SSO account is completely locked?
A. Only Central Administrators can unlock your SSO account. Please send a request to TAMUQ-HR. Your account will be reset and a new password will be sent out to your TAMUQ e-mail address.
Q. When I tried to login to SSO, a "Password invalid. Account will be locked in 2 more attempts. (Error: 6705)" error message appeared on the login screen. What do I do?
A. That means you have tried to login to SSO with a wrong password. If you try to login with the wrong password two more times, your SSO account will be locked and only the Central Administrators for SSO can unlock your account. If you have forgotten your password, try I forgot my password on the login page. It will ask you to enter your UIN, date of birth and ask some personal questions. A new password will be sent out to your e-mail.
Q. My total years of service are not correct in LeaveTrack or HRIS. How do I get them corrected?
A. Please contact Human Resources Department at TAMUQ.
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Deployment /Redeployment Allowance
Q. Where can I find the definition of the Deployment / Redeployment allowance rule?
A. Click http://rules-saps.tamu.edu/PDFs/31.03.99.Q1.pdf under the main TAMU rules.
Q. Who is eligible for Deployment /Redeployment Allowance?
A. All TAMUQ budgeted full-time employees are eligible.
Q. How do I check my Deployment/Redeployment allowance balance?
A. All employees must submit deployment/redeployment allowance requests through HRIS.
Q. What is the difference between Deployment/Redeployment allowance and vacation?
A. Deployment/Redeployment is NOT leave. It is an allowance that TAMUQ employees can use in conjunction with their personal or business travel outside Qatar as outlined in TAMUQ Rule 31.03.99.Q1. Leave is the hours you get at the beginning of each month that you can carry forward to next year.
Q. How many days of Deployment and Redeployment can I use? And when?
A. You can use up to five work days (40 hours) of deployment at the beginning of your trip from Qatar and five work days (40 hours) of redeployment at the end of your trip to Qatar.
Q. Do I have to use D/R all in one trip?
A. No, you can divide the allowance among your trips during your employment year.
Q. When does my employment year start?
A. Your employment year starts from the effective date of your TAMUQ contract.
Q. Can I carry my Deployment/Redeployment allowance to my next employment year?
A. No, your unused Deployment/Redeployment balance expires at the end of your employment year.
Q. Does D/R expire at the end of the fiscal year or my employment year?
A. It expires, if not used, at the end of your current employment year. (For example if your hiring date is February 1, 2007, you have five work days of Deployment and five of Redeployment to use by January 31, 2008. Otherwise, you will loose them and start a new D/R balance on February 1, 2008.
Q. Can I use Deployment/Redeployment before my 6 months employment period is over?
A. Since Deployment/Redeployment is an allowance and not leave, you may use it if you are traveling outside Qatar.
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Home Leave Allowance
Q. Where do I find the definition of Home Leave Allowance?
A. Please check your most recent incentive package which you received with your contract.
Q. Who is eligible for Home Leave Allowance?
A. All TAMUQ budgeted employees with a multiple year contract, and onsite dependant(s) of Expat employees who are sponsored by them and live in Qatar with them are eligible.
Q. When will I receive my Home Leave Allowance?
A. Expat employees in their first year of employment will receive HLA six months after arrival in Qatar. For the rest of the employment years (second, third, etc) except for the final year of employment, HLA will be received three months after the completion of the third month of the new employment year. For example, if your second employment year begins in September, 2007, you will receive your HLA in December, 2007.
Locals and Non-US expat employees will receive their HLA at the end of each employment year except for the final year of employment. For example, if your employment year begins in September, 2007, you will receive your HLA by the end of August, 2008.
Q. Do I have to request HLA from HR or submit travel receipts to Finance in order to receive my HLA?
A. No, HLA will be paid automatically into your bank account.
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Non-Resident Travel Allowance (for Expat employees only)
Q. Where do I find the definition of Non-Resident Travel Allowance?
A. Please check your most recent incentive package which you received with your contract.
Q. Who is eligible for Non-Resident Travel Allowance?
A. Eligible non-resident spouses and dependants of TAMUQ budgeted expatriate employees with a multiple year contract, who do not have a residency permit in Qatar and do not live in Qatar with them are eligible.
Q. Is my spouse, who does not live in Qatar with me, eligible for Non-Resident Travel Allowance?
A. Yes, send a request to TAMUQ-HR for a NRTA for your spouse.
Q. What are NRTA eligibility criteria for my dependant children who do not live in Qatar with me?
A. Your unmarried and under the age of 18 son, daughter, step-son or step-daughter, or adopted children (both legally adopted or placed for adoption by a placement agency) OR unmarried, between the ages of 18 & 25 but registered full time in university or technical programs.
Q. Is NRTA paid automatically into my bank account?
A. No, NRTA is not automatically paid. You need to send an e-mail to TAMUQ-HR requesting the NRTA and indicating the person(s) eligible as per the eligibility criteria mentioned above.
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HRIS
Q. What is HRIS?
A. The Human Resources Information System (HRIS) is an application intended to aid both TAMUQ HR and TAMUQ Employees in the management of the related information.
Q. What are Roles?
A. If you are only a member of one role, you will not have a role dropdown list. A role indicates in what capacity a user is accessing HRIS. If you are both an employee and supervisor, indicate how you are accessing the system by selecting the appropriate role. For the most part, this will determine what tools are available to you.
Q. How do I navigate HRIS?
A. HRIS is divided into Roles, Modules and Tabs. If you are only a member of one role, you will not have a role dropdown list. Roles indicate in what capacity a user is acting as in HRIS. When you want to access the system as a supervisor you will need to explicitly indicate that by selecting from the list of available roles in the top right hand corner. Modules are used to divide information into related groups. You can switch between modules by clicking one of the links below the role dropdown list. Tabs further divide information into applicable groups. Switch between tabs by clicking on the tab image.
Q. Who do I contact if I have questions about HRIS?
A. If you have any questions about the data in your file, please contact TAMUQ-HR department. Please direct any technical questions to helpdesk@qatar.tamu.edu.
Q. Where is the HRIS manual?
A. Please click here for the HRIS User Manual.
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Employment and Contracts
Q. What is the procedure for hiring someone for a staff position?
A. You must get TAMUQ-Finance and Budgets approval on the position first and then contact TAMUQ-HR.
Q. How do I know the contract and employment status for my direct reports?
A. Access employment history of your direct reports by logging on to HRIS, change your role from Employee to Supervisor at the top right corner of the HRIS first screen, then select Employment module. The employment history is available under the TAMUQ Contracts tab. Or contact TAMUQ-HR.
Q. Where do I find useful information for managers and employees?
A. Please see TAMU Employee Services web site for Employees and Managers.
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Relocation/New Employee Arrivals
Q. I have made an offer to a new employee who will be relocating to Qatar soon. Where does the relocation process start?
A. As soon as the new employee accepts the offer, he/she needs to work with the Qatar Support Office in order to start coordinating the relocation process, such as immigration documents, shipping, air tickets, etc. Please contact Director of the Qatar Support Office at patti.urbina@qatar.tamu.edu , International Programs Office, Texas A&M University, Mail Stop 4251, College Station, TX 77843-4251, 979-845-2297 Phone, 979-845-4824 FAX.
Q. Where do I find information about new employee arrivals relocating to TAMUQ?
A. Look in the share drive for "TAMUQ Travel List" Excel sheet. The relocators details including arrival date and time, housing, cell phone number, visa status, etc., are available on the New Employee Arrivals tab.
Q. What is the TO DO list for new employee arrivals relocating to TAMUQ?
A. If you are a new employee relocating to TAMUQ from outside Qatar, the To Do list once you arrive in Doha is as follows:
1. Driver picks you up from Doha airport and transports you to your new home in Qatar.
2. You will be loaned a cell phone, which will have emergency contact numbers. You will also be provided a welcome packet with a map of Doha, Marhaba and Qatar Explorer books with useful information about Qatar, and a TAMUQ phone directory list.
3. You will also be provided with a rental car, if eligible. The car key will be at the security gate of the compound and parked in your parking lot.
4. You can drive to TAMUQ or ask the driver to pick you up the next morning.
5. The first person you should see is the Administrative Assistant of the Department for which you are employed.
7. The Administrative Assistant will take you to the following TAMUQ Departments:
-HR for Immigration orientation.
-IT for an IT account setup.
-Facilities to get an access card to the building.
-Reception desk at the Executive Office to get a car sticker to access the main gate.
-Finance to fill in a direct deposit form or any other Finance forms required.
Q. What immigration documents do I need to prepare for orientation?
A. It is recommended to have the following immigration documents in hand as soon as you can:
1. Original passport(s)
2. 14 passport size photos (If you wear glasses while you drive, your photos must be taken with your glasses on)
3. Copy of the blood type
4. Original Police Clearance Certificate + 20 Qatari riyals to get it notarized by the Ministry of Foreign Affairs.
5. Original home country driving licenses.
6. 150 Qatari Riyals (temporary driving license fees)
1-3 are required for the employee, spouse and each dependant, while 5 &6 are only required for the employee and his/her spouse.
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Qatar Insurance Company (QIC) Health Insurance
Q. Where do I find information about QIC Health Insurance?
A. See QIC Policy Guidelines Booklet
Q. How do I enroll myself in QIC Medical Insurance?
A. Complete the QIC Medical Insurance Registration Form and send electronically to TAMUQ-HR at hr@qatar.tamu.edu to enroll in QIC Health Insurance Program.
Q. Who is eligible for QIC Health Insurance Program?
A. All TAMUQ budgeted full-time employees who have a valid residency permit in Qatar are eligible.
Q. Can I enroll my family with QIC Health Insurance?
A. If you are a TAMUQ full-time budgeted employee sponsored by Qatar Foundation, you can enroll your sponsored spouse and dependants under 18 years of age who have a valid residency permit in Qatar. Non QF-sponsored employees are eligible for themselves but not their spouses and dependents.
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Immigration and Transportation
Q. What is Qatar Residency Permit (RP)?
A. A Residency Permit is a governmental stamp placed in your passport signifying that you are recognized as a resident, typically for a period of one year. It is required for those people who are coming to work in Qatar or for those coming to live as dependents of an employee. A residence permit is also known as a working visa and it must be obtained before you can get a Qatari driving license, health card, ID card, Exit Permit, or any other related immigration documents.
Q. How long does it take to process my residency permit?
A. The complete Residency Permit process normally takes about four to five weeks if there are not any complications.
Q. Can I travel before I complete my residency permit process?
A. No, you have to have your RP stamp on your passport and an Exit Permit before you travel from Qatar.
Q. What do I need in order to leave the country on a business trip or vacation?
A. A valid Residency Permit and an Exit Permit are required.
Q. Is the Exit Permit required for my spouse and children before traveling?
A. The Exit Permit is only required for the employee, not for his/her sponsored spouse or dependants.
Q. Do my children need to do medical checkup and fingerprinting?
A. The medical checkup is required for the spouses and dependants over the age of 14 years old. The fingerprinting is required for spouses and for male dependants over 10 years old and female dependants over 14 years old.
Q. Who is responsible for the renewal of immigration paperwork?
A. The immigration department at TAMUQ-HR is responsible for immigration paperwork.
Q. Do I need to carry my passport with me all the time?
A. No, your Qatar ID card suffices as an official piece of identification.
Q. Am I able to open a bank account in Qatar before I receive my Residence Permit?
A. Yes, The Education City Branch of Qatar National Bank (QNB) will allow you to open a bank account.
Q. Do I need to register at the U.S. Embassy in Doha before I arrive in Qatar?
A. It is recommended that you register yourself and your family with the U.S. Embassy. Go online to the US Embassy at Qatar home page for more information.
Q. What is the procedure to get a liquor permit?
A. First, you have to have your Residency Permit to get a liquor permit. Complete the liquor permit application form attach a copy of your passport, the RP page, and 2 photos. The form must be signed by your sponsor. A 1,000 Qatari Riyals deposit is required.
Q. Where can I use my local health card?
A. At Al Rayyan Medical Center and Hamad General Hospital.
Q. What do I need to get a permanent driving license?
A. You need a valid Residence Permit, letter from your sponsor (TAMUQ-HR will prepare this letter), three photos (you need to have your picture taken with glasses on if you wear any), process fees (250 QR) which will be on your expenses, and a valid home country driving license. You may be able to receive a temporary driving license, which is valid for three months if you entered Qatar on a permanent visa and one month if entered Qatar on an official visit visa. The temporary driving license can be extended.
Q. Can I use my international driving license until I get my residence permit?
A. If you entered Qatar on a permanent visa, you will not be able to use your international driving license. You can drive for the first week with you home country driving license until you get your Qatari temporary driving license.
Q. Do I need insurance to drive?
A. All TAMUQ rental cars are fully insured before we deliver them to you.
Q. What should I do in case of an accident?
A. Call the police to come and investigate.
Q. What do I need to register my new vehicle?
A. If you decide to buy a car, you will need a No Objection Letter from QF.. Send a request to TAMUQ-HR to prepare it for you.
Q. What is the recommended vehicle color for Qatar?
A. The light colored vehicles are widely used in Qatar due to the summer heat.
Q. Who pays for the immigration documents and related service costs?
A. TAMUQ covers most of the immigration documents processing and government fees for eligible sponsored employees and family members. Any other immigration issues related to relatives or friends, such as visit visas, are your responsibility.
Q. What if I lose or someone steals one of these documents?
A. Contact HR/Immigration Department which will arrange for someone who speaks Arabic to go with you to the Police Station to file a police report and assist you in obtaining replacement documents. It is recommended that you keep a photocopy of each of your immigration documents for backup use.
Q. What do I need to hire a nanny?
A. You need to request a letter from HR/Immigration Department stating that you are an employee of TAMUQ, your job title, and monthly salary. Attach a copy of your and your spouse's passports with the Residency Permit and a copy of your marriage certificate.
Q. What do I need to get a Residency Permit for my newborn?
A. You need to submit the following documents to the TAMUQ-HR/Immigration Department:
-Passport copy of the newborn
-4 recent photographs
-Copy of the legalized birth certificate
-Copy of passport of parents with RP
-Blood type document for the newborn.
Q. What do I need to relocate my pets to Qatar?
A. You need to submit the following documents to HR/Immigration Department:
-Application form (which has been completed by you)
-Copy of your passport with the RP if you are already in Doha
-Valid health certificate copy of pet
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Useful Links
Q. As an expatriate employee, what are the useful on-line applications that will help me manage my personal benefits?
A. The following information is for our new faculty and staff who are paid through the TAMU College Station payroll system (expatriates), and is also a reminder for returning faculty and staff. The following on-line applications will help you manage your personal benefits:
Single Sign On (SSO): https://sso.tamu.edu/
This is the portal to access HRConnect and LeaveTraq. You will be asked to set a password. If you are asked the TAMUQ ADLOC (address location), it is 02470000. If you have trouble logging in, I can reset your password and send it to you.
HRConnect:
You will see a button for HRConnect after you logon through Single Sign On at https://sso/tamu/edu/. In HRConnect you can check your personal data, review your pay records and tax status, verify your insurance benefits, and take online training courses. There are two state required courses that new employees are required to take. Those will be noted for you under the Training tab in HRConnect.
LeaveTraq
You will also see a button for the automated leave system, LeaveTraq, when you logon to Single Sign On at https://sso/tamu.edu/. This is where you request leave and view your leave balances. Your supervisor will be notified by e-mail of your request. If you are a hiring supervisor, you will receive e-mail notifications to go to LeaveTraq and review leave requests.
Q. Where do I find information about position description, salary range, career ladder, salary administration, etc?
A. The Employee Services web site contains useful information for Employees and Managers.
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Emergency Contact List
Q. How can I find the emergency contact details?
A. The TAMUQ Emergency Contact Directory can be accessed through HRIS.
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