August 12, 2009, Human Resource Services

Agenda• Gator Growl• H1N1 Virus• Effort Online Certification• Tobacco-Free Campus• Benefits Open Enrollment• Tips on selecting hire and termination dates that affect benefits• Veteran Status Survey• Race & Ethnicity Code Changes• Process for hiring UF Retirees• Myufl Directory Update• Employment Verifications – TALX• New Recruitment & Staffing Website• Employment Updates• Computer Application Fees• Important Dates

Gator Growl 2009Brett Owens

Director of University Sales

H1N1 Virus

H1N1 Information

• Pandemics occur when novel strain of influenza virus emerges with ability to efficiently spread among humans due to lack of immunity

• Occurred three times in 20th century with varying levels of severity:– 1918, “Spanish Flu”– 1957-58, “Asian Flu”– 1968-69, “Hong Kong Flu”

H1N1 Information

Historical UF Impact from Pandemics

1918• Floyd Hall transformed into hospital• “Large percentage of the student body ill”• President Albert Murphree ill and confined to bed

1957• 2,092 Infirmary hospitalizations & Florida Gym used

as overflow• ~5,000 cases among ~11,000 student body• Opening football game with UCLA canceled

H1N1 Information

• Global pandemic (Phase 6) declared by World Health Organization on June 11, 2009 for H1N1 (Swine Flu)

• Centers for Disease Control and Prevention (CDC) estimates over 1 million Americans have been infected with H1N1

• Equates to 60,000 Floridians based on 6% population estimate

H1N1 Information

• The good news – most people recover without medical intervention

• Can be serious illness for those who have an underlying medical condition

Age group with highest percentage of cases is people under 25

• Those over 65 seem to have some level of protection from H1N1

H1N1 Information

• First lab-confirmed UF case was announced on May 1st

• Assume hundreds of cases have occurred among students, staff and faculty

• During summer semesters, SHCC experienced consistent numbers reporting flu-like illness reaching a peak in July with 20-40 cases per week

H1N1 Information

If you have flu-like symptoms:• Per CDC recommendations, remain

home until at least 24 hours after you are free of fever (100°F) or signs of fever without the use of fever-reducing medications (Stay Home!)

• Avoid contact with others to extent possible

• Practice good respiratory etiquette and hand hygiene

H1N1 Information

For everyone at UF:• Cover nose and mouth with a tissue

when you cough or sneeze• Wash your hands often with soap and

water, especially after you cough or sneeze (alcohol-based hand cleaners also effective)

• Avoid touching eyes, nose or mouth as this can spread germs

H1N1 Information

Issues for Fall Semester• Encouraging faculty to work with

students who miss class• SHCC may become unable to provide or

not recommend excuse notes for all ill students

• Departments and colleges should consider potential of increased absences among faculty & staff and ensure continuation of necessary functions

H1N1 InformationVaccination Program• Many unknowns but expected in mid-October at the

earliest• Priority groups

– Pregnant women– People who live with or care for children younger than 6

months– Health care and emergency services personnel Persons between 6 months and 24 years of age– People between 25-64 with other health risks

• SHCC will work with state and local health departments to receive and administer vaccinations on campus

• Independent from seasonal flu vaccination

H1N1 Information

Coming Soon!• Letter to faculty discussing academic

impacts• Letter to parents• Campus-wide communication at

beginning of semester• Website to provide single point of

information for UF community – www.ehs.ufl.edu/h1n1

http://www.ehs.ufl.edu/h1n1

H1N1 Information

Questions???

Kenneth AllenEnvironmental Health & [email protected]

Dr. Phil BarkleyStudent Health Care [email protected]

mailto:[email protected]


Electronic Effort Certification for Spring 2009

Cost Analysis

Brian J. KuhlAccounting Coordinator

• Allocation Percentages are too light on Effort Certification Page

– Non-Internet Explorer Browsers

– Bridges removed boxes from totals column, darkening the effort percentages.

– “Printer Friendly Version” link was readable

Department/User Feedback

• Need better confirmation of having agreed on the Effort Certification page

– Currently, the Agree button will “gray-out” when selected.

– We will work with Bridges to provide a more obvious confirmation.

– “Printer Friendly Version” displays the certification UFID, Name, and Date at the bottom.


• Provide department effort reporters with view of proxy certifier assignments

– Added view-only “Administration” tab to “Effort Certification-Admin” menu


• Eliminate automated emails to employees with 0% total effort or who are terminated

– Bridges stopped emails to employees with 0% total effort for the term.

– We will work with Bridges to stop emails to employees who are terminated (have no active job record), as they do not have access to certify their effort electronically.


• Proxy Certifier “You are not authorized to access this component…” error

– Upon request, Bridges Security manually synchronizes proxy roles to resolve this error.

– Bridges will work to automate/correct the synchronization problem related to proxy role assignment.


• “Return to Search” option

– Implemented with Spring 2009 effort term to facilitate navigation and reduce repetitive input

– Provides similar function as “Next In List” by holding search results, rather than replacing with selected employee record


• Beginning August 10th, discontinued automated emails to employee, proxy, and department effort administrators regarding effort certification

– Loan notification emails will continue to be sent.

– All system-generated emails will stop when the Spring 2009 term status is “Closed”.


• HR Effort Toolkit page:– Web Simulations– Effort User Guide– FAQs– Department Effort Contacts List– Effort Activity Definitions– Proxy Certifier Request Form

• Spring 2009 term closes Thursday, August 13th at 5:00pm

• Core Office: [email protected]

Reference & Contact Info

Tobacco-Free Campus

• Health Science Center and Shands HealthCare facilities to go “Tobacco Free Together” Nov. 1

• UF’s main campus to follow in July 2010 • The use of cigarettes or other tobacco products in buildings

and parking lots—or in vehicles in these areas—will not be permitted

• The decision to have tobacco-free campuses system-wide supports a commitment to provide a healthy environment and to improve health in UF’s communities– Tobacco dependence is the nation’s most preventable cause of

death and disease• For information, visit the Tobacco Free Together web site at

tobaccofree.health.ufl.edu

Tobacco-Free Together

Tobacco-Free Together• Counseling services, self-help materials, and medicines

are available to help smokers and tobacco users quit • Free smoking cessation program offered by Employee

Assistance Program (EAP)– (352) 392-5787 or shcc.ufl.edu/occmed/esc.shtml– Available to all employees, including OPS– Groups meet for approximately 90 minutes on 6

consecutive weeks and include education, group support, and medical oversight with pharmaceutical smoking-cessation medications offered at a discount

– Attendance at smoking cessation programs during normal working hours is counted as time worked

Process for Hiring Retirees


• Legislation passed several months ago redefines the required separation period immediately following retirement or the end of DROP participation before reemployment is allowed.


• For FRS Pension Plan members whose retirement is effective on or after 7/1/2010,

• or for members who retired through DROP with a termination date of 7/1/2010 or later

Separation period is six calendar months (instead of the current one calendar month requirement)

Process for Hiring Retirees• For FRS Investment Plan retirees*, the

separation period is 6 months, effective July 1, 2009

• For ORP retirees*, the separation period remains one month

• * Investment Plan and ORP participants are considered retirees when they take any distribution of the employer-paid funds.


• A university-wide policy for the reemployment of retirees is being developed.

• In the meantime, reemployment requires approval of the Dean and Vice President of Human Resource Services. Reemployment of employees that have exited DROP also requires the approval of the Vice President over the area.

• Employees in DROP who wish to void their participation (in final 3 months of DROP) must obtain approval from Dean and VP of college or unit, as well as the Vice President for Human Resource Services.


Effective 7/1/2010, retirees of any retirement plan who return to FRS-covered employment will not be eligible to earn a second retirement benefit.

Employees will not be eligible for their retirement benefits from FRS for one full calendar year (no 780 hour exception).


QUESTIONS?

[email protected] 392-2477


Open Enrollment

Medical

Open Enrollment (OE) Updates

Open Enrollment dates/times: Begins -- Monday 9/14/09 @ 8:30 am EST Ends -- Friday 10/09/09 @ 5:30 pm EST

Benefits Fair – Friday 9/25/09 Touchdown Terrace -- 9am to 4pm Vendors, Food, and Prizes! Exploring a shuttle service with limited

times/routes ---- Feedback ??

Long Term Care – Buy up option Must be currently enrolled in the plan To keep it with inflation -higher facility costs & care Buy ups range from $20-$70 based on your current plan Guaranteed issued – no medical application

Open Enrollment (OE) Updates

Health Insurance rates for Plan Year 2010 Employee rates stay the same Employer rates increase in May 2010 (June Coverage)

Individual -- from $448.68 to $473.62 /mo. Family – from $947.74 to $1,004.14 /mo. Part-time employees will have an increase based on FTE

Update addresses before Open Enrollment begins. See instructions in the August InfoGator

State Conference call on 8/13 -- as more information becomes available we’ll share it thru the usual channels

Tips on selecting

Hire and Termination dates that affect benefits

Choosing Hire dates

When does the employee need benefits to begin? Avoid stating on the 1st day of the month.

If hired 8/1/09,and assuming timely enrollment -- coverage for health and life will begin 9/1/09

If your new hire expects to have coverage on 8/1/09 for example, both the hire date and completed enrollment must occur prior toAugust 1st

Choosing Hire dates

Recommend that your prospective hire check with their benefits office.

Find out when coverage under their existing plan end?

Compare cost and consider continuation options under COBRA to bridge the gap until their UF plans can begin

Choosing Hire dates

Start at the beginning of a pay period. Choosing a start date at the beginning of a pay period helps

ensure there’s enough hours to cover any deductions taken. Some plans require payment in advance -- Ex.) Both

August (8/14 & 8/28) paychecks pay for September coverage

Depending on the employee’s coverage date and # of missed paychecks -- multiple deductions (double or triple) may be taken on their next paycheck

Choosing Hire dates

Pending Visa or SSN? Consider hiring on OPS first and then in a Benefits Eligible job.

The main point here is …new hires only have 60 calendar days to enroll in benefits from date of hire

New hires not in the UF payroll system, but who want to enroll will have difficulty and delays in coverage because they are not in the state’s system

Employees will also be responsible to pay all premiums even though they are unable to use the coverage during this time

Choosing Hire dates

Allow enough time to process necessary paperwork and ePAF transactions.

Avoid using retroactive start dates when possible

Late appointments create delays in the enrollment process. Each day its not in the UF payroll system equals another day your employee can’t enroll and deductions can’t be collected via the UF payroll

Remember new hires only have 60 calendar days fromthe date of hire to enroll... so the clock keeps ticking

each day they’re not in the system!

Choosing Termination dates

Call UF Benefits as soon as your employee begins thinking about termination.

We can advise on termination of coverage and continuation options available under COBRA

Suggest that employees consult with their new employer – when will the new coverage begin?

For the majority of our plans (not all), coverage will continue thru the end of the next calendar month after the employee’s termination date

Ex.) Term date 8/20 ---insurance ends 10/1

Choosing Termination datesPick a termination date that allows enough time to process paperwork and ePAF transactions.

It helps to avoid: Under payments and disruption of coverage Over payments requiring refunds

For Leave Cash outs Submit cash out one pay period after term Wait for partial pay period/check before

submitting cash out Enter all used leave & wait for accrual before

entering the termination. Once term is processed no other leave can be entered

Hire and Termination dates

As a general rule, timely processing of both new hires and terminations actions is the key!

Departments should aim to complete HR actions at least 2 weeks prior to the effective date

QUESTIONS?

Veteran Status Survey Update

Veterans Status Survey

SURVEY PERIOD

• July 1, 2009 through September 1, 2009

NAVIGATION

• MyUFL > My Self Service> UF Veterans Status Survey

FREQUENTLY ASKED QUESTIONS

• Who should complete the veterans status survey?

All regular full-time and part-time employees.

• What is the selection for someone who served during peacetime? “Other Protected Veterans.”

• Is there a report that indicates who completed the survey? MyUFL > PeopleSoft > HRMS People Tools > Reporting Tools >

Query > Query Viewer > UF_HR_VETS_ > (1st Folder / UFID Order)

49

Veteran Status Survey8/10/09 Snapshot

Non-Veteran 4290

Disabled Veteran 50

Special Disabled Veteran 45

Other Protected Veteran 190

Armed Forces Service Medal Veteran 136

Veteran of the Vietnam Era 240

4229 Online

722 Paper

82%

0% 1%1%

4%4%

8% 1%Non-Veteran

Non-Veteran Active

Disabled Veteran

Special Disabled Veteran

Protected Veteran

Service Medal Veteran

Vietnam Era Veteran

Reservists - Non-Active

Veteran Status SurveyFaculty Snapshot - 8/10/09

86%

0%1%

1% 4%2% 5% 0% Non-Veteran

Non-Veteran Active

Disabled Veteran

Special Disabled Veteran

Protected Veteran

Service Medal Veteran

Vietnam Era Veteran

Reservists - Non-Active

Veteran Status SurveyStaff Snapshot - 8/10/09

Race Ethnicity Survey Update

Race Ethnicity Survey

REPORT & RECOMMENDATIONS• June 19, 2009 Report to Executive Sponsor

• July 9, 2009 Report to Vice Presidents

• July 24, 2009 Received Executive Feedback

FALL 2009

• Implement Plans to Survey the Workforce

Review report with Bridges

Review report with Training & Organizational Development

WEBSITE• www.ir.ufl.edu/OIRApps/ethnicity_code_changes/ethnicityinformation.html

SURVEY NAVIGATION • MyUFL > My Self Service > UF Race & Ethnicity Survey

54

Myufl Directory Update

Employment Verifications

The Work Number

• The Work Number is now implemented for employment and salary verifications.

• We are conducting a “soft” roll in—encouraging verifiers and employees to use the work number as of today.

• Will require employment and salary verifications to be done through The Work Number starting September 1.

Login through myUFL

Main Menu

Instructions

Main Menu

Salary Key

www.theworknumber.com

Employment Verification

With Income

The Work Number• Launching communication campaign

today. • Contact Information:

The Work Numberwww.theworknumber.com1-800-996-7566Employer Code : 13570

http://www.theworknumber.com/

New Recruitment & Staffing Website

Recruitment and Staffing Website

Employment Updates

Employment Updates• Timely Fall Processing

As always, it’s imperative to process appointments timely as it affects benefits, retirement, time and labor, I-9 compliance, fee waivers, and employee’s pay.

• I-9 ComplianceSection 1 of the I-9 must be completed on or before the first day of employment and the section 2 within the first 3 days of employment.

Employment Updates

• E-VerifyFinal rule still pending, but we are preparing for a September 8 launch.

• Veteran’s Status form for new hires will now be a required part of payroll paperwork.

Computer Application Training

Computer Application Training• Fall registration opened August 3• Computer application now available for a fee

– Courses offered by New Horizons—typically, Microsoft applications

– $75 per day fee– CCH course numbers only

• Fee is listed in course title—– For example, Microsoft Excel – Basic ($75)

• Confirmation and reminder e-mails also provide info fee and cancellation policy

Computer Application Training• Invoice will be sent at end of month to college or

division—or, in some cases, vice president’s office – Invoice will request ChartField info for Expense-to-

Revenue (E2R) transaction– Your decision whether to pass along to

departments or cover as a college expense

Computer Application Training• Charges assessed for

– Completions (the employee attended the workshop as registered)

– “No shows” (the employee registered but did not attend)

– Last-minute cancellations (the person registered, then cancelled, but with fewer than three days’ notice)

• No charge for timely cancellations

Important Dates• September 9th - Next HR Forum• September 14th - Open Enrollment Begins• UF Academy for 2009-2010

– Applications to participate are being accepted now through close of business on August 28

– This year's program kicks off September 23– Participation will run from October through June

2010– www.hr.ufl.edu/training/leadership/academy.asp

http://www.hr.ufl.edu/training/leadership/academy.asp

August 12, 2009, Human Resource Services

Documents

Transcript of August 12, 2009, Human Resource Services