Transcript Slide 1

February 5, 2014, Human Resource Services
Agenda
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Mandatory Student Health Insurance
W-2 Information
UF Rising
Social Security Number Printouts
UF-UF Health Wellness Committee
Performance Appraisals
UF On Target
Workers’ Compensation Reporting Posters
HR Forum Meeting Dates
Important Dates
Click to edit Master subtitle style
Mandatory Health Insurance
2/5/2014
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The age range of college students accounts for the largest
group of uninsured and underinsured individuals in the
nation. Here at the University of Florida, preserving our
student’s health and wellness are paramount. There are
times when students’ health or well-being, access to health
services, or payment for healthcare can hinder them from
achieving their academic goals. This change was founded
on removing as many obstacles as possible for our
students to reach graduation.
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A mandatory student health insurance program for incoming University of
Florida students was approved by the UF Board of Trustees to be initiated
by fall 2014. Effective Summer B 2014, all newly admitted or re-admitted
students who are enrolled at least half time * in a degree-seeking program
and are attending any campus of the University of Florida will be required
to show proof of adequate health insurance as a condition of enrollment.
This requirement would also apply to existing students who complete a
degree and move to a new degree-seeking program (e.g. from bachelor’s to
master’s).
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The program allows students and their
families to retain the freedom to
purchase insurance in the marketplace
or through the University-sponsored
plan. More information including
insurance coverage guidelines,
frequently asked questions, how to
submit one’s insurance information,
and more can be found at
http://studentinsurance.shcc.ufl.edu.
Please note that students who have
matriculated at UF Summer A 2014 or
earlier and who are currently enrolled
are exempt from this requirement.

Please include this requirement on websites, admissions
letters, and materials to newly admitted or re-admitted
students. For questions about this requirement, please
contact Dr. Mary Kay Carodine, Assistant Vice President for
Student Affairs at [email protected] or Katherine Lindsey,
Assistant Director, Health Administration, UF Student
Health Care Center, at [email protected].
University Payroll and
Tax Services
Brian Kuhl, Assistant Controller
• Wednesday, January 22, 2014:
– All W-2s were generated
– Email notifications were sent to ACTIVE
employees who had consented for
electronic W-2.
W-2 Comparison
Printed W-2s
2013
13,052
2012
12,286
Electronic W-2s
Total W-2s
22,011
35,063
22,416
34,747
• ACTIVE employees may still consent to
retrieve their 2013 W-2s electronically at:
My Self Service > Payroll and
Compensation > W-2/W-2c Consent
• Employees who provide their consent at
this time should also receive their paper
W-2 for 2013 by mail.
• INACTIVE employees are currently not
permitted to retrieve their W-2s
electronically, even if they already provided
their consent.
• To ensure W-2 delivery, INACTIVE
employees should provided HR with any
updates to their mailing address*.
*Departments need to emphasize this point
during the termination process.
• Friday, January 31, 2014:
--Printed W-2s (for INACTIVE employees and
those who did not consent) were mailed to
the Mailing Address in the UF Directory.
• Department personnel with the
UF_PY_PAYROLL_INQUIRY role have
access to assist both active and
terminated employees with obtaining a
copy of their Form W-2 using the
navigation:
Payroll for North America > U.S. Annual
Processing > Create W-2 Data > View W2/W-2c Forms
PRIVACY REMINDER
• W-2 sent by email: DO NOT include the
SSN
• W-2 sent by fax: YOU MAY include the
SSN, if the employee agrees.
• Employee Year End Statements (EYES)
are also available electronically at:
My Self Service > Payroll and
Compensation> UF Employee Year End
Statement
• Direct W-2 inquiries to:
University Payroll and Tax Services
[email protected]
(352) 392-1231
UF Rising
UF Rising
UF Rising
Social Security Number
Printouts
SSN Printouts
• As of February 2014, SSA will no longer offer Social Security
Number printouts in the field offices.
• To ensure a smooth transition, they will continue to provide
SSN printouts, if requested, until April 2014.
• Because the SSN printout is not an official document with
security features, and is easily duplicated, misused, shared
illegally, or counterfeited, eliminating it helps prevent fraud.
• We have alternatives for tax reporting purposes (W-4) but
there are limited alternatives for the Form I-9.
• We are working with General Counsel and seeking advice
from I-9 vendor with suggestions and recommendations.
• Working on adding applicant communications throughout the
application and pre-hire process.
SSN Printouts
UF-UF Health Wellness
Committee
UF-UF Health Wellness Committee
• Formed in April 2013
• Seeks ways to promote current wellness
opportunities while developing
collaborative wellness initiatives that foster
a healthy community and improved
employee health
• Initial efforts have included:
– Wellness Resources website
– Benefits Fairs: Promotion and questionnaire
UF/UF Health Wellness Resources
gatorcare.org/wellness
UF-UF Health Wellness Month
• March 31 — April 25
• Theme: Make One Change!
• Event will include
– Free biometric screenings
– Free lunch to those who complete a
screening
– Special weeks of workshops/activities
– Champions of Change, April 11
We need your help!
• We will be promoting the event through
the InfoGator and other campus media
• GatorCare Wellness Coordinator Morgan
Papworth will be helping us to organize,
get the word out
• HR Forum representatives, others can
help spread the word via departmental
listservs, posting fliers, etc.
Annual Performance
Appraisals
• Annual performance appraisals for period
March 1, 2013-February 28, 2014
• Appraisals must be presented and signed
by March 31, 2014
– Recommend planning on presenting second
week in March
• Supervisors should give priority to
documenting specific language and
examples to outline the job performance
and work-related behavior from
throughout the year as well as develop
goals for the coming year.
• Two forms are used for evaluations
– TEAMS Non-Exempt, USPS Non-Exempt and
USPS Exempt
– TEAMS Exempt (designed to accompany an
evaluative narrative or letter)
• Both forms require an overall rating be
assigned.
• Should also include an outside activities
disclosure section.
Reminders
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Use appropriate form
Ensure UF ID’s and correct, full names
Employees must sign and date document.
If overall rating is “minimally achieves” or
“below,” supervisors should contact
Employee Relations before the evaluation
is issued
• Employees employed fewer than 60 days
or who are in probation period do not
need to be evaluated.
• Evaluation forms are available on the
Employee Relations section of the HRS
website.
• Supervisors should review position
descriptions prior to issuing to ensure
accuracy.
• Completed appraisals should be mailed
to: Human Resource Services, Attn:
Employee Relations, PO Box 115003,
Campus
• Employee Relations assistance available
from satellite offices:
– IFAS: 392-4777
– HSC: 392-3786
– PPD: 392-2333
– E&G: 392-6615
UF “On Target” Classification Project
Good Job. Right Title. Great Results.
Designed to identify job titles for TEAMS employees that more accurately reflect
what they do. When implemented will:
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Provide TEAMS employees with more meaningful job titles that reflect what
they do
Establish clearer career paths and potential promotional opportunities through
logical job groupings
Enable UF to align training and development plans with job classifications to
better help employees get the training they need
Allow for more meaningful performance evaluations tied to the jobs being
performed
Help recruit great candidates when jobs are vacant because qualified applicants
will more readily understand what our job titles mean
Not a compensation project; employees’ pay will not change because of this
project.
Will result in meaningful, accurate job titles and clear career paths for TEAMS
employees.
UFIT Pilot Project
 Created a series of new UFIT classifications
 66 new classifications
 Provide more accurate and meaningful job titles
for positions
 Established career progression within numerous
individual classifications
 All core UFIT staff with the exception of USPS
and Faculty appointments transitioned to the
new classification structure
UFIT Pilot Project
 During February we will be meeting with key
campus IT leadership team members to discuss
the implementation of the new UF IT
classifications across campus
UFIT Debrief
 Critical to have a market reference
 Focus on communicating the purpose of the
project and the target results.
 Clarify expectations for management and staff
 Decouple classification from compensation
 Provide training on tools associated with the
project.
 Establish project timelines and benchmarks to
assess progress
Kenexa Competency Manager
JOB COMPETENCY
LIBRARY
 18 Industry specific FRAMEWORKS
 125+ JOB FAMILIES,
 2000+ JOB PROFILES
 1,800+ COMPETENCIES
 4 PROFICIENCY levels w/21 Behaviors
 Interview Questions, Learning Resources,
Development Goals, Coaching Tips
 Tool agnostic structure proven
 over 20 + years
Competency
Manager
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Edit
Create
Manage
Govern
Collaborate
Export
EXCEL
Export
ATS,
LMS,
Performance
Compensation
Succession
Collaboration
Etc.
Excel
THE KENEXA ENTERPRISE TALENT
FRAMEWORK
18 Kenexa Industry Frameworks
Job Competency Models
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Kenexa Job Competency models provide:
job families,
job profiles with competencies critical to each
role and the proficiency level recommended for
each competency
GCF HQ (Finance, Admin, Sales, IT, HR etc)
Manufacturing
– Insurance
Banking/Financial
– CRM
Retail
– Real Estate
Consulting
– Energy
Healthcare
– Education
SFIA
– Media/Publishing
OEM High Tech Software
Job Model Components
Job Families
Competencies
• Function or expertise
Business
Individual
Management
Leadership
Functional/Technical
• 6 Job Bands from IC to
executive to align matrices
Jobs (2,000+)
• Job descriptions
• Job profiles
• Job responsibilities
• Job Focus: Technical, Mgmt,
Business, etc
• Compensation Market Data
Application Accelerators
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1700
4 Levels of Proficiency with 21 unique
behavioral descriptors for action oriented
skill evaluation
Learning References
SMART Development Goals
Coaching Tips
Performance Rating Writing Assistants
Interview Questions
− Level 1: Basic understanding
− −Level
1: Basic understanding
Level 2: Working experience
− −Level
2:3:
Working
experience
Level
Extensive
experience
− −Level
3:4:
Extensive
experience
Level
Subject matter
− depth/breadth
Level 4: Subject matter depth/breadth
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Process
Complete 1st
Phase of UFIT
Redesign/
Lessons
Learned?
Secure
competency
library to
“bootstrap
effort”
Integrate
competencies
into UFIT
classifications
Identify
engage work
group(s),
create new
classification
structure
By Job Family
Meaningful:
•Titles
•Specifications
Career Levels
Pay Ranges
Start in Jan 2014
Implement
new
classification
structure
Fall 2014 – Fall 2015
Job Families
 Based on Standard Occupational Classification
established by the US Dept. of Labor
 Grouping are intended to give us a starting point
and system for discussion
 SOC codes are generic and may not have been updated
over the years
 Families should be grouped by duties versus titles.
 Based on feedback, Research positions have been
culled out to form a Research Administration family
 Management Occupations represent the single
largest family – 253 classifications
Job Families
Positions
Classifications
Architecture and Engineering
125
16
Art/Design/Entertainment/Sports/Media
221
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Building and Grounds Cleaning/Maintenance
557
15
Business and Financial Operations
690
73
Community and Social Service
110
14
Computer and Mathematical Occupations
801
106
Construction and Extraction Occupations
101
15
Education, Training, and Library Occupations
613
58
Farming, Fishing, and Forestry
114
5
Food Prep and Serving Related
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Healthcare Practitioners, Tech
585
51
Install, Maintenance, and Repair Occupations
342
23
Legal Occupations
11
7
Life, Physical, and Social Science
688
26
Management Occupations
594
253
Office and Administrative Support
2026
64
Personal Care and Service Occupations
48
4
Production Occupations
3
10
Protective Service Occupations
128
15
Research Administration
550
22
Sales and Related Occupations
8
5
Transportation and Materials Moving Occupations
53
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Job Family Workgroups
 Workgroups will be facilitated by HRS
representatives
 Establish a pilot workgroup
 Apply lessons learned and facilitate
multiple concurrent workgroups
 Will include subject matter experts from
the areas represented by the job family
 A phased approach with application of
lessons learned
Job Family Pilot
 Life, Physical, and Social Sciences
 Consists of 26 classifications
 Represents 688 positions across 17
units.
Life, Physical, and Social Science Classifications
Positions
ARCHAEOLOGIST
BIOLOGICAL SCIENTIST
BIOLOGICAL SCIENTIST, SR
CHEMIST
CHEMIST, SR
ECONOMIC ANALYSIS, CRD 2
ECONOMIC ANALYSIS, CRD 3
ECONOMIC ANALYSIS, CRD 4
ELECTRON MICROSCOPE MGR
ELECTRON MICROSCOPE TECH
ELECTRON MICROSCOPE TECH, SR
ENVIRON HLTH & SAFETY SPEC
ENVIRON HLTH & SAFETY SPEC, SR
ENVIRON HLTH & SAFETY, CRD 2
ENVIRON HLTH & SAFETY, CRD 3
ENVIRON HLTH & SAFETY, CRD 4
FORESTER
GEOLOGIST
HEALTH PHYSICIST
HEALTH PHYSICIST, SR
LABORATORY TECH
LABORATORY TECH, SR
PSYCHOLOGIST 3
PSYCHOLOGIST 6
RADIATION CONTROL TECH
SCIENTIFIC RESEARCH MGR
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231
26
25
1
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2
1
2
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9
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7
15
5
1
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63
77
1
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30
Life, Physical, and Social Science by unit
Positions
Sponsored Research
39
College of Liberal Arts and Sciences
6
College of Engineering
1
College of Health and Human Performance
1
Office of Health Affairs
5
College of Veterinary Medicine
61
College of Medicine
College of Medicine – Jacksonville
220
1
College of Pharmacy
College of Public Health and Health
Professions
13
College of Dentistry
10
Student Health Center
1
Florida Museum of Natural History
14
Various Centers
6
1
IFAS
277
Environmental Health & Safety
43
Emergency Management
2
• 72% of the positions
are found in the
COM and IFAS
• 93% of the positions
are found in SR,
VetMed, COM, IFAS,
and EH&S
Pilot Job Family Workgroup
• Will consist of members from Sponsored
Research, Veterinary Medicine, College
of Medicine and IFAS
• Pilot workgroup will begin working in
February to identify and define new
classifications for the job family
Next Steps
• Apply lessons learned during the job family
pilot to the workgroup process
• Plan to facilitate multiple job family
workgroups concurrently
• Develop and overall classification structure
prior to moving individual employees into
the new system
• While we don’t expect the project to
require significant revisions to individual
position descriptions, units should plan to
review and update their PDs as appropriate
Questions?
You may also e-mail your questions to [email protected] or contact
Classification and Compensation at 392-2477.
Workers’ Compensation
Reporting Posters
HR Forum Meeting Dates
Important Dates
• January 1st to March 15th - Flex Spending Account
grace period
• February 7th - Nine/ten month faculty double
deductions begin
• February 13th - Nine/ten month double deductions
with an employer premium increase begins
• March 5th – Next HR Forum
A list of the upcoming HR Forum dates and presentation archives can be found
on the HR webpage at: http://www.hr.ufl.edu/forum/default.asp.