Transcript Slide 1

August 12, 2009, Human Resource Services
Agenda
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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 2009
Brett 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 Information
Vaccination 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
H1N1 Information
Questions???
Kenneth Allen
Environmental Health & Safety
[email protected]
Dr. Phil Barkley
Student Health Care Center
[email protected]
Electronic Effort Certification for
Spring 2009
Cost Analysis
Brian J. Kuhl
Accounting Coordinator
Department/User Feedback
• 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.
Department/User Feedback
• Provide department effort reporters
with view of proxy certifier
assignments
– Added view-only “Administration” tab to
“Effort Certification-Admin” menu
Department/User Feedback
• 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.
Department/User Feedback
• 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.
Department/User Feedback
• “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
Department/User Feedback
• 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”.
Reference & Contact Info
• HR Effort Toolkit page:
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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]
Tobacco-Free Campus
Tobacco-Free Together
• 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
• 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
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.
Process for Hiring Retirees
• 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.
Process for Hiring Retirees
• 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.
Process for Hiring Retirees
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Effective 7/1/2010, retirees of any
retirement plan who return to FRScovered 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).
Process for Hiring Retirees
QUESTIONS?
[email protected]
392-2477
Open Enrollment
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
Medical
 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 to
August 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 from
the 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 dates
Pick 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?
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All regular full-time and part-time employees.
• What is the selection for someone who served during peacetime?
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“Other Protected Veterans.”
• Is there a report that indicates who completed the survey?
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MyUFL > PeopleSoft > HRMS People Tools > Reporting Tools >
Query > Query Viewer > UF_HR_VETS_ > (1st Folder / UFID Order)
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Veteran Status Survey
8/10/09 Snapshot
 Non-Veteran
4290
 Disabled Veteran
50
4229 Online
 Special Disabled Veteran
45
 Other Protected Veteran
190
 Armed Forces Service Medal Veteran
136
 Veteran of the Vietnam Era
240
722 Paper
Veteran Status Survey
Faculty Snapshot - 8/10/09
Non-Veteran
7%
1%
4%
1%
0%
Non-Veteran Active
4%
Disabled Veteran
1%
Special Disabled Veteran
Protected Veteran
Service Medal Veteran
Vietnam Era Veteran
Reservists - Non-Active
82%
Veteran Status Survey
Staff Snapshot - 8/10/09
1%
1%
4%
3%
5%
Non-Veteran
0%
Non-Veteran Active
0%
Disabled Veteran
Special Disabled Veteran
Protected Veteran
Service Medal Veteran
Vietnam Era Veteran
Reservists - Non-Active
86%
Race  Ethnicity Survey
Update
Race  Ethnicity Survey
REPORT & RECOMMENDATIONS
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June 19, 2009
July 9, 2009
July 24, 2009
Report to Executive Sponsor
Report to Vice Presidents
Received Executive Feedback
FALL 2009
• Implement Plans to Survey the Workforce
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Review report with Bridges
Review report with Training & Organizational Development
WEBSITE
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www.ir.ufl.edu/OIRApps/ethnicity_code_changes/ethnicityinformation.html
SURVEY NAVIGATION
• MyUFL > My Self Service > UF Race & Ethnicity Survey
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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 Number
www.theworknumber.com
1-800-996-7566
Employer Code : 13570
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 Compliance
Section 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-Verify
Final 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-toRevenue (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