July by shimeiyan5



  HR Forum
     July 2, 2008
Human Resource Services
  University of Florida
     Today’s Agenda
• Guns in the Workplace
• E-Verify
• Flexible Schedules
• Open Enrollment Dates 2008
• New Roth 403(b) Vendors
• Leadership Development Initiative for 08-09
• UF Appointment Review
• Faculty Promotions  SPP
• Summer Job Terminations
Guns in the Workplace
 Guns in the Workplace
• Effective July 1st, a new state law in Florida that becomes will allow
  employees who have a concealed weapons permit to keep their
  guns in their cars while at work.

• The law makes special exception for educational institutions,
  including the University of Florida. In addition, Florida Statute
  790.115 prohibits guns on campus.

• University Regulation 6C1-2.001 is still in effect which strictly
  prohibits guns on campus or any land or property occupied by the
  University of Florida.

• For more information:
  http://regulations.ufl.edu/chapter2/2001.pdf or contact the UF Police
  Department at (352) 392-1409 if you have any questions.
Executive Order June
      9, 2008
• …by striking the title and inserting in lieu
  thereof "Economy and Efficiency in
  Government Procurement Through
  Compliance with Certain Immigration and
  Nationality Act Provisions and Use of an
  Electronic Employment Eligibility
  Verification System"
• E-Verify is an Internet-based system operated by the
  U.S. Citizenship and Immigration Services that allows
  employers to electronically verify the employment
  eligibility of all newly hired employees, regardless of

• Based on the information provided by the employee on
  their Form I-9, E-Verify electronically checks this
  information against records contained in Department of
  Homeland Security (DHS) and Social Security
  Administration (SSA) databases.
• Partnership between the Department of
  Homeland Security and Social Security
• Provides a means for participating
  employers to verify the employment
  eligibility status of newly-hired employees.
• Reduces unauthorized employment
• Minimizes verification-related
• Quick response time ~ 24 hrs or less
• Executive Order, June 9, 2008
• Homeland Security Secretary Chertoff
  support June 9, 2008
• House Appropriations Committee votes
  ―no‖ on funding E-Verify
• What information is required to conduct an initial
  verification using E-Verify?
• All new hires are required to complete the Form I-9 before an
  E-Verify query is conducted. Federal Contractors, who are
  enrolled participants, must submit a query that includes
  information from sections 1 and 2 of the Form I-9, including:
• a) Employee's name and date of birth
  b) Social Security Number (SSN)
  c) Attested citizenship status (US Citizen, Lawful Permanent
  Resident, or Alien Authorized to Work)
  d) Alien number or I-94 number, if applicable
  e) Type of document presented for the Form I-9 to establish
  identity and/or work eligibility status
  f) In some cases the document number and expiration date
• What is the required timeframe for conducting
  an employment eligibility check through E-Verify
  on a newly hired employee?
• The earliest the employer may initiate a query is
  after an individual accepts an offer of employment
  and after the employee and employer complete the
  Form I-9. For newly hired employees, the employer
  must initiate the query no later than three business
  days after the newly hired employee starts work for
Flexible Schedules
Flextime Scheduling
• Flextime is a work option where an
  employee works an approved alternate
  work schedule that enables completion of
  the traditional forty (40) hours per week in
  fewer or more than five (5) full workdays.
• Flextime may include varying the time of
  day an employee works, the days of the
  week an employee works, or both.
Flextime Scheduling
• The department has the discretion to
  determine if staffing coverage is adequate
  and sufficient to meet the operating
  requirements of the department.
• Departments must ensure that flextime is
  administered consistently and equitably
  and that arrangements conform to
  University policy.
Flextime Scheduling
• Core hours may be established in which
  all employees must be on the job.
• Vacation and sick leave accrual is based
  on actual hours worked in the UF
  workweek of Friday - Thursday.
• The maximum holiday leave benefit an
  employee can use is eight (8) hours.
Flextime Scheduling
Weekly Elapsed Time
• The default schedule for exempt
  employees will always populate time in
  each weekday regardless of the work
• Each day is populated using the formula
  FTE * 8.
Default Schedule for Fulltime Exempt Employees
Flextime Scheduling
Weekly Elapsed Time
• Employee needs to report time so that the total
  hours recorded for the week equals their FTE
  and that in any given weekday the total hours
  recorded equals their FTE * 8.
• Example:
  – Employee works Monday – Thursday
  – 10 hours per day (40 hours per workweek)
  – Employee requests Monday and Tuesday as
Must record 8 hours of no pay or PeopleSoft will
add 8 hours of regular pay.
Flextime Scheduling
Weekly Elapsed Time
• Other combinations of time will also work.
• Employee needs to report time so that the total
  hours recorded for the week equals their FTE
  and that in any given weekday the total hours
  recorded equals their FTE * 8.
Open Enrollment Dates
    Open Enrollment (OE)
 Tentative dates -- 9/22/08 to 10/17/08.
 No major changes to the plan designs
 Vision may be added
 No increase to the employee health
  premium – going on the 3rd year.
 Both state and UF sponsored plans will be
  available. Any changes made in OE will
  be effective January 1, 2009.
 Open Enrollment Dates

 Benefits Fair is scheduled for October 2nd
  and 3rd in the Reitz Union. The Benefits
  Fair is an opportunity to meet with Benefit
  and Retirement vendors to learn more
  about our plans.
 Additional information will be coming
   New Roth 403(b)

MetLife, Fidelity,  ING
  Roth 403(b) Options

 MetLife now offering a Roth 403(b) option
           (post-tax savings plan)

 For more information call MetLife at:
      (352) 371-7638 or (352) 219-0835
  Roth 403(b) Options

 Fidelity Investments and ING will be added
  in near future


    Call University Retirement at 392-4941
• Announcing 2008-09
  Next Level Leadership and the UF Academy
  – Entering our 2nd year of this effort
  – Applications will be accepted July 21-August 29
  – Selection committee will review and announce
    selection on or around September 22
  – Programs will run from October 1 through June
     Next Level
• Designed for assistant directors and above
  as well as faculty members in leadership
• 15-20 participants will be selected
• 4 quarterly events, each 2 to 3 days in
      Next Level
• FranklinCovey—Leadership: Great
  Leaders, Great Teams, Great Results
• 360-degree assessment with 6-month
• Facilitated discussions/keynotes from UF
  vice presidents
• Reading series
• Group project
    UF Academy
• For emerging leaders
• Up to 15 participants will be selected
• Designed for exempt employees up to and
  including the assistant director level as
  well as interested faculty members
  – With at least two years of supervisory or
    decision-making responsibility at the
    University of Florida
    UF Academy
• Meet two to three times each month
• 8-15 hour per month commitment
  – Meet with the university president, UF vice
    presidents, and other key UF and community
  – Travel to Tallahassee to meet with key
  UF Academy
– ―Book club‖ to discuss relevant issues related
  to effective management
– ―Leadership Foundations‖ (FranklinCovey)
– Job shadowing, observing meetings, and
  other interactive activities
• For more information, please visit:
• July and August InfoGator
UF Appointment
UF Appointment Review
•   Due to the success and positive comments for the
    automatic termination process for student assistants,
    we are please to provide an automated process for
    other types of appointments.

•   This is not to replace our current best practice of
    terminating inactive employees timely via ePAF, but
    rather an opportunity to clean-up outdated data.
UF Appointment Review
•   An online screen, similar to the one used for the
    student appointment termination process, will list
    current courtesy faculty, OPS exempt and non-
    exempt, and lump sum payment appointments,
    including academic and student LSPs.

•   The departmental administrator will select
    appointments that are no longer active and should be
UF Appointment Review
•   The file will be made available for departmental
    administrator review on Monday, July 7 to include:
    1) Courtesy Faculty (CTSY)
    2) OPS Non-Exempt Hourly (OPSN)
    3) OPS Exempt (OPSE)
    4) OPS Lump Sum Payments (OPSE)
    5) STAS Lump Sum Payments (STAS)
    6) Academic Lump Sum Payments (OF12)
UF Appointment Review
UF Appointment Review
UF Appointment Review
UF Appointment Review
Critical Dates:
• Monday, July 7 – File available for review
• Monday, July 28 – File closed to departments
  at 5:00 p.m.
• Friday, August 1 – Terminations downloaded
  into myUFL
• Monday, August 4 – Terminations ready for
  review in job data
• Friday, August 8 – Effective date of
UF Appointment Review

• An instructional guide will be available at:
• Questions? Please contact Recruitment
    and Staffing or Academic Personnel at
    (352) 392-2477.
   Faculty Promotions
 Salary Pay Plan Increases
     Faculty Promotions
   Salary Pay Plan Increases

• Promotional increases and Salary Pay
  Plan Increases will be effective:
     7/1/08 for 12 month faculty
     8/16/08 for 9 month faculty
     8/11/08 for 10 month faculty
  These will be entered by Academic
  Personnel Office
Faculty and Graduate Assistant
  Summer Job Terminations
 Faculty  Graduate Assistant
   Summer Job Terminations

• Please make sure that summer jobs that
  have been entered through ePAF are
  terminated on a timely basis
• Term A ends June 30, 2008
• Term B ends August 15, 2008
• Term C ends August 15, 2008
 Have a great
July 4th Holiday!

To top