Download - UCF Human Resources – Organization Development & Training Meeting logistics- Patty Farris Meeting logistics- Patty Farris

UCF Human Resources – Organization Development & Training

Meeting logistics-Meeting logistics-Patty FarrisPatty Farris

Meeting logistics-Meeting logistics-Patty FarrisPatty Farris


Meeting PurposeMeeting 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 GoalsMeeting 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.


2014 Meeting Dates2014 Meeting Dates Tuesday, January 14, 2014

• 2:00 – 4:00 p.m. Cape Florida 316ABCD, Student Union

Tuesday, April 15, 2014 • 9:00 – 11:00 a.m. Key West Room 218ABCD,

Student Union

Tuesday, July 15, 2014 • 9:00 – 11:00 a.m. Human Resources

Tuesday, October 7, 2014 • 9:00 – 11 a.m. Cape Florida 316ABCD, Student

Union

University of Central Florida

UCF Human Resources - Benefits

BenefitsBenefitsBenefitsBenefitsHuman Resources Liaison

Benefits - Human [email protected] 407-823-2771


Open EnrollmentOpen Enrollment

No plan changes for the 2014 plan year

October 21 – November 8 at 6pm All Open Enrollment elections must

be made through People First, our insurance administrator

1-866-663-4735 or https://peoplefirst.myflorida.com

Hours: 8am – 6 pm EST

https://peoplefirst.myflorida.com/



If an employee has not logged on to People First within the last 90 days, they will need to reset their password

Avoid the rush and make changes early through People First

Know your PF password and ID



Update addresses through Employee Self Service through myUCF

If OPS employees have already received their PF ID#, they can call PF directly to update addresses

Ongoing, Open Enrollment will always be mid October through early November due to the annual measurement period for OPS employees ending 10/2 every year



Changes made during Open Enrollment period of 10/21/13 – 11/8/13 will be effective January 2014

Correction Period for errors: 11/11/13 – 11/22/13


Open Enrollment Open Enrollment ResourcesResources

View the myBenefits website at http://www.myflorida.com/mybenefits/Health/Health.htm to compare plans and check to see if doctors are in the plan network

Insurance plan phone numbers and websites can also be accessed on the myBenefits website

http://www.myflorida.com/mybenefits/Health/Health.htm

http://www.myflorida.com/mybenefits/Health/Health.htm


Questions??Questions??

UCF – Healthcare Compliance

The federal government has postponed the effective

date of the Employer-Shared provision of the

Affordable Care Act (ACA) legislation that stipulates

that large employers offer affordable health

insurance coverage to employees working 30 hours

or more per week until January 1, 2015.

Florida amended current state law to extend

benefits offered through the State Group Insurance

to eligible OPS employees that meet defined

measurement criteria effective January 1, 2014.


Plan administrator for State of Florida State Group Insurance program

Responsible for the following: Providing Reporting Requirements Determining Eligibility Notifying Eligible OPS Employees Coordinating Benefit Enrollments


People First determines eligibility based on provisions set forth in the federal Affordable Care Act legislation and Florida state law.

OPS Employees are eligible for coverage through the State Group Insurance beginning January 1, 2014 if they meet the following criteria:

Hired to work 30 hours or more per week (or) Worked an average of 30 hours or more per

week for a defined measurement period

Important to note that hours worked with another state agency that participates in the State Group Insurance Program concurrently with UCF employment are combined with hours worked at UCF to determine eligibility.


People First determines eligibility based on hours worked reported for defined measurement periods determined by the state.

Initial Measurement Period

(IMP) April 1 – October 2,

2013 Six month

measurement period determines eligibility for 2014 plan year

Ineligible OPS employees will continue to be measured during the next measurement period

(refer to Open Enrollment Measurement Period)

UCF – Health Care Compliance

Open Enrollment Measurement Period (OEMP)

October 3, 20YY through October 2, 20YY

• Annual one-year measurement period determines eligibility for next plan year

For example, next OEMP begins 10/3/13 and extends through 10/2/14 and will determine eligibility for 2015 plan year with coverage beginning January 1, 2015

New Hire Measurement Period (NHMP)

Begins 1st of month following hire date for employees hired to work less than 30 hours per week

For example, NHMP begins 10/1/13 for employee hired to begin work on 9/7/13

Extends for 12 months and eligibility is determined at the end of the period

If an OPS employee is determined to be eligible at the end of NHMP a qualifying event window will open allowing the employee 60 days to enroll in benefits

UCF began reporting OPS employees and hours worked to People First last month based on parameters provided by the state New Leave & Pay Exception Report distributed for OPS

contract employees in non-instructional roles to report hours for new “ACA” Time Reporting Code – went into production for PPE 9/26/13

For teaching adjuncts we are reporting using the calculation provided by the state equating 1 credit hour to 3 hours worked (or 3 – 3 credit courses= 27 hours worked)

Graduate Assistantships employees reported, do not need to report “ACA” TRC

Remaining OPS hourly – report hours submitted on timesheet – no business process change

People First will send eligible OPS employees an enrollment packet containing detailed information

To continue to comply with the state’s OPS reporting requirements it is important that we hire employees and submit hours worked in a timely fashion and terminate inactive employees’ job records when they are no longer actively working for the university

UCF – Health Care Compliance

People First will send eligible OPS employees an enrollment packet containing detailed information

Confirming eligibility Information on benefit options Enrollment process Enrollment deadlines

OPS employees must keep their mailing address updated in my.ucf.edu\Employee Self Service.

(OPS employees with an assigned People First ID# must contact

People First to update their address)UCF – Health Care

Compliance

Health Basic Life

(employee pays 100% of premium)

Dental Vision

Hospitalization

Cancer Disability

Dependent Care FSA

Health Savings Account (eligible for employer contributions)

OPS employees are not eligible for Optional Life and Medical Reimbursement Accounts

For the initial Measurement Period, enrollment in state benefits must be made during

Open Enrollment – 10/21/13 – 11/8/13. ALL enrollments must be made through People First.UCF – Healthcare Compliance

Plan TypePlan Type Coverage Coverage LevelLevel

EE EE Monthly Monthly PremiumPremium

ER ER Monthly Monthly PremiumPremium

PPO or HMO – Standard/HIHP

Individual $50.00/ $15.00

$537.74

PPO or HMO – Standard/HIHP

Family $180.00/ $64.30

$1,149.14

Spouse Program

Family $15.00 (per spouse)

$649.58/ $591.72 (HIHP)

(per spouse)UCF – Healthcare Compliance

Types of Health Insurance:Standard PlanHealth Investor Health Plan

PPO – Florida Blue (Blue Cross Blue Shield)HMO – AvMed (FL counties only) Aetna (Brevard County only)

Information Sessions for OPS employees will be held at the Student Union the week before Open Enrollment begins

Monday, Oct. 14, 2013 from 9:00 – 10:30 AM Student Union – Cape Florida 316AB

Wednesday, Oct. 16, 2013 from 9:00 – 10:30 AM Student Union – Cape Florida 316CD

Friday, Oct. 18th from 3:00 – 4:30 PM Student Union – Garden Key 221

Employees should register in Employee Self Service for Course Number: OPS01 - OPS Healthcare Information


Questions regarding OPS healthcare can be sent to [email protected]

Additional information on the state and federal healthcare reform laws can be found on the

following websites:

State of Florida OPS Healthcare Implementation

http://www.dms.myflorida.com/human_resource_support/state_group_insurance

U.S. Department of Labor – Comprehensive information about the Affordable Care Act

http://www.dol.gov/ebsa/healthreform/UCF – Healthcare Compliance

mailto:[email protected]




http://www.dol.gov/ebsa/healthreform/



Thank You!

??


Patsy Fan Popelas, Recruitment ManagerPatsy Fan Popelas, Recruitment ManagerShanika Gooding, HR RepresentativeShanika Gooding, HR RepresentativeKaren Sgambati, HR Representative Karen Sgambati, HR Representative


Why Are Background Why Are Background Checks Necessary?Checks Necessary?

Ensure Integrity of Organization

Ensure Safety of Employees

Reduce Risk and Protect the University

Reduce Workplace Violence Negligent Hiring Liability Falsified Information


RecruitmentRecruitment Website Websitehttp://hr.ucf.edu

HR Managers& Liaisons

Interviewing & HiringBackground Checks

BackgroundChecks


How To Submit A Background How To Submit A Background Check Request? Check Request?

When Requesting A Background Check: Go to website http://hr.ucf.edu Download Affirmation Form/Applicant Affirmation Form Applicant completes Affirmation Form/Applicant Affirmation Form Submit completed Affirmation Form/Applicant Affirmation Form

via Recruitment email: [email protected] or Fax: 407-823-1095 (with cover sheet)

Before Submitting Forms Verify: Affirmation Form/Applicant Affirmation Form is signed,

completed, accurate, and legible Applicant dated and signed form Department number is not payroll number (5th digit is a #2) Department account has adequate funding for background check


Affirmation FormAffirmation FormGA-GTA-GRA-GTG-OPS-WORK STUDY-

VOLUNTEER-TEMPPrevious Form Updated Form


Applicant Affirmation FormApplicant Affirmation FormFACULTY-ADJUNCT-POST DOC-COURTESY

APPT.Previous Form Updated Form


Recruitment ProcessRecruitment Process

Receive Affirmation Form From Department

Email Applicant TrueScreen Link Please Note: Applicant has 2 business

days to complete online FCRA form

Review Information And Submit For Processing

Email Department Results


Why Do Some Background Checks Why Do Some Background Checks Take Longer?Take Longer?

Alias Name

Lived In Another State

Driver’s License From Another State

Criminal Records

Some States/Counties Are Slow!


BACKGROUND BACKGROUND CHECK WAIVERCHECK WAIVER

International Applicants: Without valid Social Security Number (For Example:

Numbers starting with 666 or 998) Recently received Social Security Number

Background Check Waiver May Be Granted: If the background check was not processed at the time of

hire, one must be completed one calendar year from the date of hire. It is the hiring department’s responsibility to follow up with Recruitment concerning the processing of the background check.


Recruitment DeadlinesRecruitment DeadlinesGRA-GTA-GA Background Checks

Spring 2014Submit by November 18, 2013

Summer 2014Submit by March 24, 2014

Fall 2014Submit by June 20, 2014


Things To RememberThings To Remember

Affirmation Form is clear, complete and legible Do not send Recruitment an Affirmation Form more than once Having trouble accessing the updated affirmation forms ? Clear

your internet cache Department number to be charged CANNOT be a payroll

number (In general if the 5th digit is a #2.) Verify if Department number provided has adequate funding for

background check. If not, Recruitment will charge operating department number

Background checks for A&P and USPS hires should ALWAYS be sent to your designated coordinator in Recruitment

An ePAF should NOT be submitted nor should the employee begin working until the background check is cleared by Recruitment


QuestionsQuestions??

Break and RaffleBreak and Raffle

Recognition of HR Liaisons Recognition of HR Liaisons Perfect AttendancePerfect Attendance

HR Liaison Perfect HR Liaison Perfect AttendanceAttendance

2 Years 2011-2013Bren Bedford Jeanette Holder

Deirdre Campbell Jade Laderwarg Naya Ramirez

1 Year 2012-2013Linda Anderson Laurie Carroll Marta De

CorralJanet De Los Santos Gail Drabczuk Cissy

GlowthDenise Hiatt Susan Jefferson Katie LeeSuzanne Lin Sandra Major Joanne

McCullyMargaret Melli Judy Minei Janice Oddo

Salliann Phrampus Cristina Rever Chrislee Todd

Barb Woodford

New HR LiaisonsNew HR Liaisons


HR Liaison GraduatesHR Liaison Graduates

Patricia Ballard Teresa Bridges Angelika Carroll Sandra Davidson Pamela Dow Anita Gabbard Nicole Henry Bettyna Lahens Linda Lockey

Esther Pennepacker Tracy Reedy David Santiago

Huertas Barbara Sherwood

Kelly Slattery-

Snavely Patricia Stroupe

Roxanna Tarrab

Chrislee Todd

Laverne Turner

Susan Wiesen

HR Liaison SurveyHR Liaison SurveyIn June 2013, an online survey link was emailed to the HR Liaisons. The survey message conveyed:•HR specifically interested in communication and customer service •Responses would help HR enhance improvements to HR Liaison

HR Liaison HR Liaison RespondedResponded

Of the 214 HR Liaisons –70 (30%) completed the survey.

•61% USPS staff•49% Administrative staff•49% HR Liaison for 5 years plus•51% HR Liaison 5 years or less

When When asked, HR asked, HR Liaisons Liaisons

sought the sought the following following

HR Services HR Services ……

You Identified the You Identified the following:following:

HR Strengths

Showed consideration & respect

Was Courteous

Handled my requests efficiently

Followed through well on theircommitments

Treated me as a valued customer

HR Needs Improvements

In being organized

Operating smoothly and efficiently

Meeting my expectations

Looking for ways to improve their services

Responding promptly to my requests

HR Action Item PlanHR Action Item PlanMore training for HR Liaisons and HR staff

Working to improve search engines on HR web-site

Continue to implement changes to streamline efficiencies

Continue to look for ways to make improvements

Continue to work with CS&T to improve job posting web-with eRecruit and electronic position descriptions

But YOUCOUNT!

“Not everything that counts can be counted, and not everything that can be counted counts.”

~~Albert Einstein

Human Resources: Human Resources: RecordsRecords

UCF Human Resources – Records

Resignation LettersResignation Letters

Effective 10/21/2013, resignation letters/forms will be required for OPS Employees when the termination reason of RES is selected on the ePAF

A termination checklist has been created. Further communication will be sent out.


Teaching Adjunct Job Teaching Adjunct Job CodesCodes

Only individuals who are the instructor of record should be in the following teaching adjunct job codes:• 9001A-Adjunct Professor• 9002A-Adjunct Associate Professor• 9003A-Adjunct Assistant Professor• 9004A-Adjunct Instructor• 9005A-Adjunct Lecturer


Teaching Dual Teaching Dual Compensation Job CodesCompensation Job Codes

Only individuals who are the instructor of record should be in the following teaching adjunct job codes:• 9001X-Professor-Dual Compensation• 9002X-Associate Professor-Dual

Compensation• 9003X-Assistant Professor Dual

Compensation• 9004X- Instructor Dual Compensation• 9005X- Lecturer Dual Compensation


Records Website Records Website InformationInformation

Records information • Manager & HR Liaisons- (scroll

all the way to the bottom)Records -Employee Sign-In Paperwork

• Manager & HR Liaisons- (scroll all the way to the bottom)-Records-ePAF

• A-Z Index


Regular ePAF DeadlinesRegular ePAF Deadlines


Adjuncts, Faculty, GAs Adjuncts, Faculty, GAs Hire/Rehire ePAF Hire/Rehire ePAF

DeadlinesDeadlines

Compensation: Yvette BestCompensation: Yvette Best

Performance Appraisals: Performance Appraisals: Michelle BrooksMichelle Brooks

Questions & Answer Open Questions & Answer Open Forum: ManagersForum: Managers

Announcement and Wrap-Announcement and Wrap-Up: Patty FarrisUp: Patty Farris

Download - UCF Human Resources – Organization Development & Training Meeting logistics- Patty Farris Meeting logistics- Patty Farris

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