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Slide 2 UCF Human Resources Organization Development & Training Meeting logistics- Patty Farris Meeting logistics- Patty Farris Slide 3 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 Slide 4 UCF Human Resources Organization Development & Training 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. Slide 5 UCF Human Resources Organization Development & Training 2014 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 Slide 6 Slide 7 Slide 8 University of Central Florida Slide 9 Slide 10 Slide 11 Slide 12 Slide 13 Slide 14 Slide 15 Slide 16 Slide 17 Slide 18 Slide 19 Slide 20 Slide 21 Slide 22 UCF Human Resources - Benefits BenefitsBenefits Human Resources Liaison Benefits - Human Resources [email protected] 407-823-2771 Slide 23 UCF Human Resources - Benefits Open 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 https://peoplefirst.myflorida.com Hours: 8am 6 pm EST Slide 24 UCF Human Resources - Benefits Open Enrollment 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 Slide 25 UCF Human Resources - Benefits Open Enrollment 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 Slide 26 UCF Human Resources - Benefits Open Enrollment 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 Slide 27 UCF Human Resources - Benefits Open Enrollment Resources View the myBenefits website at http://www.myflorida.com/mybenefits/Hea lth/Health.htm to compare plans and check to see if doctors are in the plan network http://www.myflorida.com/mybenefits/Hea lth/Health.htm Insurance plan phone numbers and websites can also be accessed on the myBenefits website Slide 28 UCF Human Resources - Benefits Questions?? Slide 29 UCF Healthcare Compliance Slide 30 Slide 31 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. UCF Healthcare Compliance Slide 32 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 UCF Healthcare Compliance Slide 33 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. UCF Healthcare Compliance Slide 34 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 1 st 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 Slide 35 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 states 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 Slide 36 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 Slide 37 Health Basic Life (employee pays 100% of premium) Dental Vision Hospitalizatio n 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 Slide 38 Plan Type Coverage Level EE Monthly Premium ER Monthly Premium 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 ProgramFamily$15.00 (per spouse) $649.58/ $591.72 (HIHP) (per spouse) UCF Healthcare Compliance Types of Health Insurance: Standard Plan Health Investor Health Plan PPO Florida Blue (Blue Cross Blue Shield) HMO AvMed (FL counties only) Aetna (Brevard County only) Slide 39 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. 18 th 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 UCF Healthcare Compliance Slide 40 Questions regarding OPS healthcare can be sent to [email protected]@ucf.edu 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_insur ance U.S. Department of Labor Comprehensive information about the Affordable Care Act http://www.dol.gov/ebsa/healthreform/ UCF Healthcare Compliance Slide 41 Thank You!? UCF Healthcare Compliance Slide 42 Patsy Fan Popelas, Recruitment Manager Shanika Gooding, HR Representative Karen Sgambati, HR Representative Phone: 407-823-2771 [email protected] Slide 43 University of Central Florida Why Are Background Checks Necessary? Ensure Integrity of Organization Ensure Safety of Employees Reduce Risk and Protect the University Reduce Workplace Violence Negligent Hiring Liability Falsified Information Slide 44 University of Central Florida Recruitment Website Recruitment Website http://hr.ucf.edu HR Managers & Liaisons Interviewing & Hiring Background Checks Background Checks Slide 45 University of Central Florida How To Submit A Background 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 (5 th digit is a #2) Department account has adequate funding for background check Slide 46 University of Central Florida Affirmation Form Affirmation Form GA-GTA-GRA-GTG-OPS-WORK STUDY-VOLUNTEER-TEMP Previous FormUpdated Form Slide 47 University of Central Florida Applicant Affirmation Form Applicant Affirmation Form FACULTY-ADJUNCT-POST DOC-COURTESY APPT. Previous FormUpdated Form Slide 48 University of Central Florida Recruitment 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 Slide 49 University of Central Florida Why Do Some Background Checks Take Longer? Alias Name Lived In Another State Drivers License From Another State Criminal Records Some States/Counties Are Slow! Slide 50 University of Central Florida BACKGROUND CHECK 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 departments responsibility to follow up with Recruitment concerning the processing of the background check. Slide 51 University of Central Florida Recruitment Deadlines Recruitment Deadlines GRA-GTA-GA Background Checks Spring 2014 Submit by November 18, 2013 Summer 2014 Submit by March 24, 2014 Fall 2014 Submit by June 20, 2014 Slide 52 University of Central Florida Things 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 5 th 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 Slide 53 University of Central Florida Questions ? Slide 54 Break and Raffle Slide 55 Recognition of HR Liaisons Perfect Attendance Slide 56 HR Liaison Perfect Attendance 2 Years 2011-2013 Bren BedfordJeanette Holder Deirdre CampbellJade Laderwarg Naya Ramirez 1 Year 2012-2013 Linda AndersonLaurie CarrollMarta De Corral Janet De Los SantosGail DrabczukCissy Glowth Denise HiattSusan Jefferson Katie Lee Suzanne LinSandra MajorJoanne McCully Margaret MelliJudy MineiJanice Oddo Salliann PhrampusCristina ReverChrislee Todd Barb Woodford Slide 57 New HR Liaisons Slide 58 UCF Human Resources Organization Development & Training HR 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 Slide 59 HR Liaison Survey In 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 Slide 60 HR Liaison Responded 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 Slide 61 When asked, HR Liaisons sought the following HR Services Slide 62 You Identified the following: HR Strengths Showed consideration & respect Was Courteous Handled my requests efficiently Followed through well on their commitments 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 Slide 63 HR Action Item Plan More 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 Slide 64 But YOU COUNT! Not everything that counts can be counted, and not everything that can be counted counts. ~~Albert Einstein Slide 65 Human Resources: Records Slide 66 UCF Human Resources Records Resignation 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.termination checklist Slide 67 UCF Human Resources Records Teaching Adjunct Job Codes 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 Slide 68 UCF Human Resources Records Teaching Dual Compensation 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 Slide 69 UCF Human Resources Records Records Website Information 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 Slide 70 UCF Human Resources Records Regular ePAF Deadlines Slide 71 UCF Human Resources Records Adjuncts, Faculty, GAs Hire/Rehire ePAF Deadlines Slide 72 Compensation: Yvette Best Slide 73 Performance Appraisals: Michelle Brooks Slide 74 Questions & Answer Open Forum: Managers Slide 75 Announcement and Wrap- Up: Patty Farris