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Welcome!. HR Forum April 12, 2006 Human Resource Services University of Florida. Today’s Agenda. Graduate Student Health Insurance ePAF Update Performance Management – Reminder & Reports Short Work Break for 9 & 10 Month Employees Faculty & Graduate Assistant Summer Appointments

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Welcome!

HR Forum

April 12, 2006

Human Resource Services

University of Florida


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Today’s Agenda

  • Graduate Student Health Insurance

  • ePAF Update

  • Performance Management – Reminder & Reports

  • Short Work Break for 9 & 10 Month Employees

  • Faculty & Graduate Assistant Summer Appointments

  • Student Employees

  • Visa Status Report





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ePAF Project

Training and Security

  • 500 with New Security at Present

  • 100 in Training This Week

  • Make-up Sessions Next Week

  • Old Security Inactivated After Next Week

  • DSA’s – Bridges Will Continue to Enter ePAF Roles

  • DSA’s - UF_HR View/Inquiry Role Available for Others

  • Level 1 Approvers – all in by Monday


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ePAF Project

Update on Activity and Feedback

  • 1100 ePAF Actions Entered to Date

  • Feedback Very Positive

  • Work Continues

    • Matching Benefits Records and Empl Records

    • New Hires Populating Personal Data Date

    • Security Being Addressed


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ePAF Project

Future Enhancements

  • Add Salary Plan Search to Worklists

  • Change Leaving Current Job Checkbox to a Radio Button (avoid errors)

  • Check Box on Address Page – Default Mailing Address from Home Address



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W-2 Distribution Process

  • Distributed over 35,000 W-2s in packets to the departments (sorted by dept ID and social security #)

  • Departments were provided a letter with their W-2 packets discussing the procedures for requesting duplicate W-2s

  • In summary, W-2s may be requested from University Tax Services by completing the W-2 or 1042-S Duplicate Request Form (FA-UTS-W2DUP)


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W-2 Distribution Process

  • This form is found on our website at: Finance and Accounting Forms

  • How to read your W-2:

    • View in PeopleSoft your last paycheck or earnings statement for the end of the calendar year (December 23, 2005).

    • Review the year-to-date cumulative tax balances found on your last paycheck or earnings statement to your W-2.

    • Your W-2 will balance to your year-to-date earnings statement. If they do not, please call or e-mail University Tax Services at 392-1324 or e-mail


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W-2 Distribution Process

  • OFA-FA Tax Services – Forms. The W-2 instructions may be found on the IRS website at: http://www.irs.gov/pub/irs-pdf/iw2w3_05.pdf

  • W-2Cs or Corrected W-2s will only be issued after thorough research and when adjustments are necessary.



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Performance Management

  • Due Date

  • Reports

  • Default Letters 

  • Feedback



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Short Work Breaks

A Deans, Directors, and Department Chairs memorandum was distributed in March. http://www.admin.ufl.edu/ddd/default.asp?doc=11.9.1907.14

Nine- and ten-month employees—including graduate assistants, faculty, and TEAMS—will be automatically placed on “Short Work Breaks” in the myUFL system for the summer semester.


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Short Work Breaks

  • Effective date of the break is 5/16/06 for nine-month and 6/9/06 for ten-month employees.

  • Please review your employees’ data by Thursday, April 13, to ensure that there are no pending or future dated rows and that any terminations are entered by this date.


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Short Work Breaks

  • The process will be completed the weekend of April 15.

  • Reports are available via Enterprise Reporting. Navigate to Public Folder > Human Resources Information > Workforce Information.

  • Additional instructions may be found in the April InfoGator and on our web site. http://www.hr.ufl.edu/infogator/default.htm



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Faculty and Grad Assistant Summer Appointments

  • To reduce the departmental workload, these will be processed via a Summer Job Review file that will be available to departments the week of April 17.

  • Data on the Job Review file will include salary and other information for current 9- month faculty and graduate assistants.


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Faculty and Grad Assistant Summer Appointments

  • Departments will have until May 1, 2006 to review and update the data.

  • The departments will be able to change the following:

    • FTE – salary will adjust accordingly

    • Title (for graduate assistants only)

    • Department ID


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Faculty and Grad Assistant Summer Appointments

  • Departments will also need to indicate the term (A, B, or C) of the appointment. A termination row will be applied at the same time the summer job row is applied in job data.

  • The appointments will be applied into myUFL the weekend of May 7.


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Faculty and Grad Assistant Summer Appointments

  • Appointments for new employees or for existing employees that are appointed for only a portion of a term will need to be entered into ePAF.

  • Distributions for the summer jobs will need to be completed once these jobs have been applied to job data.  


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Faculty and Grad Assistant Summer Appointments

  • An instructional guide will be distributed later this week. Some important dates to remember:

  • April 17 – Summer Job Review file available to departments.

  • May 1 – all changes to Job file must be completed by departments.

  • May 6-7 – appointments applied to job data



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Student Employees

Student Employees Are:

  • Both graduate and undergraduate students enrolled half-time and working <33 hours per week

  • Exempt from FICA

    - Current FICA exemption is through 5/18/06

    - Eligibility for FICA exempt status is determine

    each semester based on enrollment


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Student Employees

How many student employees are there?

  • Spring 2006

    Student Assistant 3,500

    Federal Work Study 1,100

  • Summer 2005

    Student Assistant 1,400

    Federal Work Study 775


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Student Employees

Work Permits

  • Now Available

    Student pick-up

    Phone Student Employment 392-0296

  • Salary administration plan

  • Summer 2006

    5/19/2006 through 8/10/2006


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Student Employees

  • If you have a current student employee that is eligible to get a work permit for summer 2006:

    - No Action Required

  • If you have a current student employee who will not be working during the summer they must be terminated:

    - Termination effective 5/18/06

     In ePAF “Change Employment Status”


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Student Employees

  • If you are hiring a student that:

    - Was terminated by another department

    - Is returning to your department after not working

    the summer term

     In ePAF “Hire An Employee”

  • If you have a current student employee that will continue working during the summer, but will not attend summer school:

    - They must be changes to OPS through

    Processing & Records

     In ePAF “Edit Existing Job”


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Student Employees

Paperwork Requirements

  • A new application and paperwork are not required if it has been less than one year since the employees last assignment through processing and records

  • A new application and paperwork are required if the employee has never had an assignment through processing and records



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Visa Status Report

  • A Deans, Directors, and Department Chair memorandum was distributed in March.

  • A separate memorandum was sent to departmental HR managers that have employees in this category along with a custom report for their area.


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Visa Status Report

  • The report may also be accessed online: myufl/enterprise reporting/access reporting/human resource reporting/workforce information/VISA status expiration report by department.

  • Updated paperwork for VISAs listed as expired or close to expiration are due to the HR core offices by April 24.


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Visa Status Report

  • Departments are asked to run these reports quarterly and send the appropriate paperwork for employees whose VISA status is within a month of expiration to the following areas:

  • Academic Personnel: P.O. Box 113005

  • Recruitment and Staffing: P.O. Box 115002

  • Student Financial Affairs: P.O. Box 114025



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