Transcript Slide 1

HR Liaison Network Meeting
Agenda Topics
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Welcome: Beth Scheitzach
Meeting Guidelines: Beth Scheitzach
Brief summary of the new
Compensation pay practices with
updates and tips: Bob Guarnieri
Benefit Updates : Nancy Gayton
Records: Abbee Camen
• Deadline and completion of annual
performance appraisals
• Electronic I-9/e-Verify updates with
helpful hints
• Giveaway & Raffle:
• UCF Card Service: Tamara Kidder
• Parking Services: Jacqueline Sablain
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Helpful info for new and current
employees
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Payroll: Isha Guerrero-Londeree
• W-2 processing
• Discontinuing the use of the Under 30 Day
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Parental Leave: Ben Anderson
Upcoming Attractions -• Preview HR’s new website: Marty Sibley
• Future HRIS development : Becky Moulton &
Daren Hill ; Bob & Patsy Popelas
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HR’s new Point of Service Contact :
Bob Guarnieri
Q&A Open Forum – Questions
Submitted: HR Managers
HR Announcements & Wrap up
Welcome: Beth Scheitzach
Brief summary of the new
Compensation pay practices
with updates and tips: Bob
Guarnieri
New Compensation
pay practices
SUMMARY
January 2013
USPS New Hire Salaries
 Up to 15% above the position salary minimum of the
classification without HR-Compensation review
provided the candidate or employee exceeds the
minimum qualifications for the USPS classification by
at least two years of appropriate experience.
 Can request above 15% with HR Compensation
review; division head approval; and written justification
supporting significant credentials; specialized skills; or
documented recruiting difficulty.
 Appropriate college course work or vocational/
technical training may substitute at an equivalent rate
for required experience.
USPS Reclassifications
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An employee whose current position is reclassified to a higher
level classification with a higher minimum salary shall receive a
salary increase in accordance with the USPS Employee
Compensation Upon Appointment sections A and B (identical to
new hire practice).
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Minimum salary increase is five (5) percent.
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Employees whose current position is reclassified to a lateral
classification do not normally receive a salary change.
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Voluntary demotions (reclassified to a lower level position) shall
normally receive a lower salary on a pro rata basis using the two
salary minimums to determine the ratio, unless an exception is
approved by the college or unit and the chief human resources
officer or designee and are handled on a case by case basis.
A&P New Hire Salaries
A&P Salary Recommendation Guidelines
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Minimum:
Meets minimum qualifications or exceeds by 1-2 years
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Up to 25th percentile:
Exceeds minimum qualifications by 3-5 years
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25th percentile:
Exceeds minimum qualifications by 5 or more years
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Between 25th percentile
& Midpoint:
Exceeds minimum qualifications by 7 or more years
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Midpoint or above:
Exceeds minimum qualifications by 15 or more years
A&P Reclassifications
• Employees whose current position is reclassified to a higher level
A&P classification shall receive a salary increase based on their
credentials in accordance with the A&P New Hire Salary guidelines
as referenced in Section 1.
• Requested increases of 20% or more require approval by the
president, unless the increase is to an established salary range
minimum.
A&P Lateral Transfers
• A lateral transfer does not normally result in a salary increase.
However, if the employee’s current salary is below the first quartile
of the salary range, the department may request an increase up to
the first quartile of the salary range, provided the employee
significantly exceeds the minimum qualifications.
Special Pay Increases
 Additional Duties – Higher Level Classification
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Recommended 7-10% increase
 Additional Duties or Increase in Workload –
Same Level Classification
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Recommended 3-5% increase
 Temporary Pay Increase
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Recommended 3-5% increase when employee assumes a
portion of the job duties.
Recommended 7-10% increase when employee assumes a
significant portion of the job duties.
Recommended up to 10% or new minimum (for higher level
positions), whichever is greater, when employee assumes
100% of the job duties.
Special Pay Increases
 Counter Offers
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HR Compensation reviews counter offers on a case-by-case
basis.
 Market Adjustments
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HR Compensation will review to provide salary survey/market
data.
Employee’s credentials in relation to the minimum qualifications
of the position are considered in determining the recommended
market increase.
 Internal Equity or Compression
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HR Compensation review on a case-by-case basis.
Special Pay Increases
Out of Cycle Merit Increase
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To recognize meritorious performance outside of the university
announced salary increases.
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Employee must have an “above satisfactory” or
“outstanding” rating (A&P) or “commendable” or
“exemplary” rating (USPS) on the recent performance
appraisal on file with HR.
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The request must receive VP (or designee) approval.
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If request is 20% or more, it will require president approval.
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The request must include written justification.
One Time Performance Payment
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Used when the department wants to reward an employee for the
successful completion of a special project or assignment, which is in
addition to the employee’s regular assigned duties, or a documented
significant increase in productivity or productivity goal achievement,
including a group incentive program.
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Employee must have at least a “satisfactory” rating (A&P) or
“effective” rating (USPS) on the most recent performance appraisal
on file with HR.
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Up to $5,000 maximum
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Submitted as a supplemental payment (payroll form online)
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Must receive approval from appropriate division head (or designee)
– Provost approval for areas under Academic Affairs
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Must include written justification
A&P Offers of Employment
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Departments may make official offers of employment
including starting salary once the hiring packet receives
final approval from HR-Compensation.
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HR-Compensation will contact the hiring official to notify of
approval and send the analysis to the department.
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The department will contact the candidate to make the
offer and confirm the start date with the candidate.
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The department will then contact HR Compensation to
confirm the start date. After the start date is confirmed, HR
will print the employment agreement and send to the
department.
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Please confirm the start date with the candidate FIRST
before confirming the start date with Compensation.
A&P Positions – Salary Ranges
 Before posting a position to be advertised,
please ensure you have a recent compensation
analysis providing you the proposed pay grade.
 You will automatically receive an analysis if you
are establishing a position via ePAF.
 If you are posting an already existing position,
and you do not have a current analysis, please
contact Compensation prior to posting.
Benefits Updates:
Nancy Gayton
HR-Records:
Abbee Camen
Performance Appraisals
• Due February 15th to Human Resources for
USPS and Non-Unit A&P Employees.
• Performance Appraisals are reviewed by HRRecords and the overall rating is keyed into
PeopleSoft.
• If information is missing or incorrect, HRRecords will email or send the document back
for corrections. The Performance Appraisal
will be put on “Hold” until corrections are
received.
Completing Performance
Appraisals
• Input Appraisal Period in format of MM/DD/YY-MM/DD/YY (Example:
01/01/12-12/31/12). An Appraisal Period can be no more than one
year.
• For USPS Appraisal, select Appraisal Type (Probationary, Annual, or
Special).
• Only one Appraisal Statement can be selected for each Performance
Factor (Example: You cannot be Effective and Marginal in Job Skills
(USPS) or Satisfactory and Above Satisfactory in Quality of Work(A&P).
• Rating Levels: Please review Appraisal Statements selected for each
Performance Factor and select the appropriate Overall Rating Level
based on its definition. (Example: if a USPS employee was marked
effective on all performance factors, you can’t select Exemplary as the
overall rating level)
Signatures: Performance Appraisals
• Immediate Supervisor AND Department Head must
sign and date the Performance Appraisal. (If the
department head is also the immediate supervisor, they can sign once and
input the word “same” in the other signature field.)
• Employee must sign the Performance Appraisal. (The
employee’s signature acknowledges receipt of
Performance Appraisal and not agreement.)
• However, if an employee is unable or unwilling to
sign the form, please indicate that in the employee’s
signature box.
Florida Driver’s Licenses
• The State of Florida is the second state to join the RIDE
(Records and Information from DMVs for E-Verify) Program.
This feature allows the E-Verify Program to validate the
authenticity of Driver’s Licenses presented by the employee
for the I-9 Form.
• When inputting Florida Driver’s License Numbers in the
Electronic I-9 Form, please only input Alpha Numeric
Characters and omit hyphens, dashes, and spaces.
• For employees whose last name begins with the letter O who
provide a Florida Driver’s License, please make sure that you
input the first value of the license number as the letter O and
not the number 0. (Example: Employee’s Name is Jason Oscar,
Florida License will start with letter O).
E-Verify: Closing Cases
• Review the E-Verify Status by clicking on View Case Details:
• If the status shows Employment Authorized, you can click on
Close the Case and select Yes, employee is currently employed
and continues to work after receiving employment authorized
result.
• If you receive a result other than Photo Matching or
Employment Authorized, please DO NOT close the case.
DHS or SSA Case Incomplete
• You will sometimes receive an E-Verify result of DHS or SSA
Case Incomplete. The system is giving you a second chance to
review the data before it’s sent to E-Verify.
• Review the E-Verify Status by clicking on View Case Details.
Click on Review/Edit Case. Review the information and update
as necessary and click Continue.
Duplicate SSN Message
• Sometimes you will see this message when
completing the I-9 Form if the employee had ever
worked at UCF.
• If it’s the same person, you can click same.
• If it’s a different person, click Different and you will
have to update the employee’s SSN in Section 1 of
the I-9 Form or have the employee update their SSN.
Giveaway & Raffle
UCF Card Service:
Tamara Kidder
Parking Services:
Jacqueline Sablain
By Payroll Services
68%
electronic
participation
rate for
Tax Year
2012
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Electronic – target date is January 18
Paper – postmarked by January 31
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Proposing to eliminate the usage of the form.
Reasons:
 1. Employment Verifications
 2. Supplemental Tax Rate
 3. Student FICA Tax Determination
 4. Graduate Students Workload Limitation
 5. Payment Timing
 6. Departmental Approvals
 Dual Comps
 Use an ePAF
 For OPS non-students
 Hire in ePAF
 For students
 Hire in ePAF
 For reimbursements
 Go to Accounts Payable
 For stipends
 Define stipends…..
 For awards
 Should be using Salary
Supp Form already
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Looking to revise it to include specific categories
and ORC signature line:
 Award
 Criminal Justice Incentive Pay
 Uniform/Tool Allowance
 Non-Qualified Moving Expenses
 Other (insert description)
 One Time Performance Payment
 9-Month Faculty (summer, working less than 1.00 FTE)
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Phone
Email
Fax
407.823.2771
[email protected]
407.823.0582
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Parental Leave:
Ben Anderson
Parental Leave
An employee may be granted an unpaid parental leave of absence not to exceed
six months when the employee becomes a biological parent or when an
employee becomes an adoptive parent. The period of parental leave shall begin
no more than two weeks before the expected date of the child’s arrival and not
later than twelve months after the arrival of the child.
Upon request, employees may use accrued leave, with management approval;
otherwise, the leave will be without pay. The employee may use accrued sick
leave for two weeks prior to the anticipated delivery date and six or eight weeks
after the actual delivery based on the method of birth, with submission of a UCF
Medical Certification form that states the biological mother is unable to work.
Parental Leave
Sick leave may be used while an immediate family member is under the care of a
physician and the employee is required to assist the mother with basic medical or
personal needs, safety, transportation, or to provide psychological support. The use of
sick leave for a family member will depend on the information submitted on the UCF
Medical Certification form.
When an employee becomes an adoptive parent, sick leave may be used under the
provisions of the documented information of a serious health condition of the child on
the UCF Medical Certification form. Documentation must be provided to show that the
child has been placed in the employee’s home.
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Upcoming Attractions:
HR’s new website: Marty Sibley
Future HRIS Development: Becky Moulton, Daren Hill, Bob
Guarnieri, Patsy Popelas
Preview of HR’s Website
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https://hr.cms.smca.ucf.edu/
UCF Standard Design
Role Based Design
Improved Search Functionality
Future HRIS Developments:
Becky Moulton, Daren Hill; Bob
Guarnieri, Patsy Popelas
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HR's new Point of Service Contact:
Bob Guarnieri
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Q&A Open Forum
HR Managers
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HR Announcements and
Wrap Up
Nancy