agenda topics welcome – roxane waltonrecords – abbee camen meeting guideline; introduction hr...

Agenda TopicsWelcome – Roxane Walton Records – Abbee Camen

Meeting Guideline; Introduction HR Liaison Graduates – Beth Scheitzach

Online New Employee Orientation – Patty Farris

Leave Administration Recent Changes – Ben Anderson

Payroll – Isha Guerrero – Londeree

Guest Speaker – Employee Assistance Program – Karen Averill

Performance Appraisals – Michelle Brooks

Veteran’s Preference – Renee Grigor

Question & Answer Open Forum – Managers

Short Break and Raffle Announcement and Wrap-Up – Beth Scheitzach

Welcome: Roxane Walton

Meeting Guidelines & Introduction of the February HR Liaison Graduates – Beth Scheitzach

UCF Human Resources – Organization Development & Training

Meeting Purpose

Provide a forum for communication between HR Staff and the HR Liaisons for continuous improvement in HR programs, services, and best practices for the UCF community

Build partnerships with colleges/departments


Meeting Goals

find out about dates and deadlines for events (performance reviews, benefits open enrollment, payroll processing, etc.);

bring problems or concerns from departments to be discussed with HR staff;

share ideas, solutions or obstacles in their positions with other HR liaisons;

take back information to their own departments; act as a point person within a department for HR to

contact with questions or to relay information; occasionally attend round table sessions with HR to

help generate ideas, address concerns, and work with other liaisons.


HR Liaison Accomplishments

Currently 275 HR Liaisons During Fiscal Year 2012, Human

Resources hosted three meetings Average attendance – 89 employees,

representing 51 colleges/departments


Communication Achievements

Meeting Minutes are emailed along with PowerPoint to all registered attendees. Minutes and PowerPoint were posted on HR Website

HR Liaison Group is surveyed prior to meetings for topics/suggestions

Emails (Q&A) blasts are sent to HR Liaison listserv


January Meeting Feedback

Liked: Good speakers, covered many areas! Information flow went well Great staying on time, liked the 3 questions format Loved the guest speakers, please continueDo Differently: Break needed in the middle (put one in for this meeting) Room setting was uncomfortable (changed the room) More training raffle prizes (will do!) Moderators need to repeat question, speak into mic (will do!) Provide PPTs prior to meeting (we email out topics and

expanded agenda prior) Please say please (vs. ‘you must’ or ‘you have to’) – (we will

try our best)


2013 Meeting Dates

January 15, 2013, 2 p. m. – 4 p.m. Key West

Room 218, Student Union

April 15, 2013, 9 a.m. – 11 a.m. Key West Room

218, Student Union

July 9, 2013, 2:30 p.m. – 4:30 p.m. HR Training

Room, Innovative Center

October 22, 2013 9 a.m. – 11 a.m. Key West

Room 218, Student Union


HR Liaison Training

2 HR Liaison Training Programs completed in the last year• March 2012 (26 completed)• October 2012 (20 people completed)• February 2013 (17 people completed)


HR Liaison Training Graduates

Allison Jefferson Deborah Doyle Elizabeth Ann

Nemec Haresh Patel Ida Carpenter Katie Lee Laura Kelley Linda Anderson Linda Wood

Maria Aragon Maria Em Maria Gambino Osepha Felix Patricia Anne

Sheppard Sean Kopaniasz Lee Ann Roberts Tamara Pullin

Leave Administration Recent Changes – Ben Anderson

UCF Human Resources – Leave of Absence & Workers’ Comp

Leave AdministrationFMLA

Happy Birthday FMLA!

Changes in Military Family Leave Entitlements.

Training available at your convenience.

UCF Human Resources – Leave of Absence & Workers’ Comp

Leave AdministrationNew website-Where is LOA and WC? Managers & HR Liaisons at top-CLICK Manager Resources heading on left Personnel Matters-CLICK Leave of Absence, Workers Compensation, FMLA in

tan boxes –CLICK

Current Employees at top-CLICK Leave Administration heading on left FMLA, Leaves of Absence, Sick Leave Pool

Information, Workers’ Compensation-CLICK.

Benefits Updates: Millicent Downer

Guest Speaker: Karen Averill, MBA Senior Account Executive,

Horizon HealthEmployee Assistance Program

Important Dates to Remember New Faculty Orientation

Human Resources, Training Room 105• Monday, August 5th : 8:30 a.m. to 12:00 p.m. • Monday, August 5th : 1:00 p.m. to 4:30 p.m.

• Tuesday, August 6th : 8:30 a.m. to 12:00 p.m. • Tuesday, August 6th : 1:00 p.m. to 4:30 p.m. Online sessions will also be available for new faculty who are unable to attend one of the scheduled sessions.

Div. of State Group Insurance Open Enrollment• Benefits Fair, Friday, October 4th , Student Union Pegasus Ballroom• Annual Benefits Open Enrollment period begins Monday, October 21st

and continues through Friday, November 8th, 6:00 p.m. ET

Div. of State Group Insurance Employer Health Insurance

Premium Rate Increase • Rate increase effective PPE 4/25/13, May 3rd pay date• New rates for June 1st coverage

• For departments who employ 9M faculty members, this change went into effect on the March 22, 2013 payroll (PPE 3/14/13)

• Employee-paid portion of the premium is not increasing for employee’s with 1.0 FTE – Employees with an FTE < 1.0 will pay a higher premium as they are paying a pro-rated portion of the

employer premium– Employees with Overage Dependents health coverage will see an increase in their premium

Coverage Current Premium Premium effective forJune 1st Coverage

Individual $499.80 $537.74 Family $1,063.34 $1,149.14 Spouse $606.68 $649.58

Veteran’s Preference

Renée GrigorRecruitment

University of Central Florida


Veteran’s Preference on PeopleAdmin

Granted(Applicant Tab)

Not Granted(History Tab)


Interviewing Veterans

• It is the department’s responsibility to determine whether the veteran meets the minimum qualifications for the position (posting preferences are not to be considered)

• Contact the veteran to interview for the position (if you are unable to contact the veteran after multiple attempts or the applicant declines an interview make sure to document this in the system)


Interviewing Veterans Cont.

• Interview for the position (if all of the first round of interviews for the position are phone interviews, this is acceptable as long as the questions are job related)

• Document your interviews and retain interview notes

• If an applicant believes he/she was not afforded employment/retention preference, a complaint may be filed with the Department of Veteran’s Affairs

• Violations are subject to a fine of up to $10,000,


Break & Raffle


Records – Abbee Camen

UCF Human Resources – Records

Electronic I-9 Update

USCIS has issued a new version of the I-9 Form that must be implemented by May 7th, 2013.

The Electronic I-9 System will be updated on May 1st, 2013


I-9 ChangesSection 1 Changes Section 2 Changes

Maiden Name field changed to Other Names Used

Additional Fields under List A to document international employees’ work authorization documents.

Optional Email Address Field

Optional Phone Number Field

Additional fields for international employees to input Foreign Passport Number and Country of Issuance.


Summer-Student Job Code During Summer Semester, if a

student is not taking classes, but hasn’t graduated, they can remain in a student job code.

If a student has graduated and will no longer work for UCF, please submit a termination ePAF.

If a student has graduated and will continue to work for UCF, submit an edit existing job ePAF to change them to a non-student job code, OPS Hourly Non-Student Affirmation Form, and SSA-1945 Form.


International F-1 Students

A UCF international students’ work authorization ends once they graduate.

UNLESS They will be progressing to next

academic level. They have an employment

authorization card (OPT) or other type of work authorization.

The employee must contact ISC to complete an updated Electronic I-9 Form to remain on Payroll.


Incoming Students

Students who begin to work for a department in Summer Semester, but will not be enrolled in courses until Fall Semester, can be hired in a student job code.


Payroll Guidelines for 2013-2014


Online ePAF Originator Training Course

Upgrade to ePAF System by Fall 2013


Attaching Hire/Rehire Sign-In Paperwork to

ePAF Attach the Hire/Rehire Sign-In

Paperwork (excluding Direct Deposit and W-4 Form) with file name of HR_HIRE_Emplid_Name (Ex. HR_HIRE_1234567_Jolie)

Fax the Direct Deposit and W-4 Form to your Point of Contact in HR-Records

Graduate Assistantship Paperwork still needs to be attached separately as instructed by College of Graduate Studies.

New Employee Orientation

Updates 2013

Patty FarrisO D & [email protected]


mailto:[email protected]


AGENDA

• Defining terms• The process• Attendee email• Course content• Follow up• Questions?


Defining Terms/Jargon

• NEO- New Employee Orientation

• Mixed Mode- 4 modules presented in person followed by 5 modules online

• Online- 9 modules online


The Process


NEO Email Invitation


Mixed Mode Content


Content Cont.

• Mixed Mode: A blend of in-person and 5 online modules- 3 ½ hours in-person with Subject

Matter Experts present- Approximately 1 ½ online content

• Fully online: 9 modules online - Approximately 3 hours of online

content


Content Modules


Email Post NEO Attendance

After Mixed Mode (day of NEO)• Canvas instructions• Canvas invite

Two weeks after NEO• Course closed out for attendees• No show

- Response email to department and the new hire


Computer Labs

Technology Commons 2 (CCII) • M-Th, 8AM-10PM

- F, 8AM-7PM- Sa & Su, Closed

Technology Commons 1 (CCI)- M-F, 8AM-7PM

https://publishing.ucf.edu/sites/itr/cst/Pages/TechCommons.aspx

http://map.ucf.edu/?show=29

http://map.ucf.edu/locations/13/computer-center-i/


Follow up

• NEO attendance will be processed the following pay day Friday

• Departments will be notified of any no shows or incomplete attendance


Website cont.

Charges and

Time Reporting

Payroll Services


1.Off Cycle Checks2.Overpayment

Recovery Fee3.Federal College

Work-Study4.Leave Payouts

Payroll Services can

accommodate your request to

process charges/fees to

an alternate funding

department if notified in advance.

Charges


Detailed Information on Charges

OFF CYCLE CHECKS “Alternate account

to charge fee” on the revised form

OVERPAYMENT RECOVERY FEES

Overpayment Notice email now says, “…if you prefer that this fee be charged to an alternate operations or overhead department please let us know ….”

FEDERAL COLLEGE WORK STUDY

LEAVE PAYOUTS

You should not prepare journals for departments ending in xx-xx-0601 or xx-xx-0602. This causes the financial aid system to be out of balance. Contact Shameika Daye, Financial Aid Workstudy Coordinator.

Notify [email protected] prior to the leave payout being processed.

mailto:[email protected]


Time Reporting Timesheets Required

• OPS Hourly (student and non-student)

• USPS Non-exempt

Reasons:1) DOL requires

accurate time reporting records

2) FLSA covered employees eligible for overtime pay

Leave & Pay Exception Reports Required• All employee types

(exception: OPS Hourly)

Reason:1) University

requirement to report exceptions to the schedule (> or <) to account for leave balances


Time Entry & Approval in PeopleSoft

Input Timesheets For:• OPS Hourly

(daily hours worked)

Input LAPERS For:• All employee

types


Time Entry & Approval in the Future……..

Time Reporting, Entry and Approval will be automated in the future.

Dependent upon the implementation of future versions of PeopleSoft

As this would be a major project, it would also be contingent upon available funding.

Two more things………

College Distribution &

Payrolling it Forward


Who To Contact

Payroll Contact Person’s Name & Information - www.hr.ucf.edu

Email [email protected] Main Phone # 407.823.2771 Fax 407.823.0582


Performance Appraisals – Michelle Brooks


Question & Answer Open Forum – Managers


Announcement and Wrap-Up – Beth Scheitzach

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