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August 12, 2009, Human Resource Services

August 12, 2009, Human Resource Services. Agenda. Gator Growl H1N1 Virus Effort Online Certification Tobacco-Free Campus Benefits Open Enrollment Tips on selecting hire and termination dates that affect benefits Veteran Status Survey Race & Ethnicity Code Changes

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August 12, 2009, Human Resource Services

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  1. August 12, 2009, Human Resource Services

  2. Agenda • Gator Growl • H1N1 Virus • Effort Online Certification • Tobacco-Free Campus • Benefits Open Enrollment • Tips on selecting hire and termination dates that affect benefits • Veteran Status Survey • Race & Ethnicity Code Changes • Process for hiring UF Retirees • Myufl Directory Update • Employment Verifications – TALX • New Recruitment & Staffing Website • Employment Updates • Computer Application Fees • Important Dates

  3. Gator Growl 2009 Brett Owens Director of University Sales

  4. H1N1 Virus

  5. H1N1 Information • Pandemics occur when novel strain of influenza virus emerges with ability to efficiently spread among humans due to lack of immunity • Occurred three times in 20th century with varying levels of severity: • 1918, “Spanish Flu” • 1957-58, “Asian Flu” • 1968-69, “Hong Kong Flu”

  6. H1N1 Information Historical UF Impact from Pandemics 1918 • Floyd Hall transformed into hospital • “Large percentage of the student body ill” • President Albert Murphree ill and confined to bed 1957 • 2,092 Infirmary hospitalizations & Florida Gym used as overflow • ~5,000 cases among ~11,000 student body • Opening football game with UCLA canceled

  7. H1N1 Information • Global pandemic (Phase 6) declared by World Health Organization on June 11, 2009 for H1N1 (Swine Flu) • Centers for Disease Control and Prevention (CDC) estimates over 1 million Americans have been infected with H1N1 • Equates to 60,000 Floridians based on 6% population estimate

  8. H1N1 Information • The good news – most people recover without medical intervention • Can be serious illness for those who have an underlying medical condition • Age group with highest percentage of cases is people under 25 • Those over 65 seem to have some level of protection from H1N1

  9. H1N1 Information • First lab-confirmed UF case was announced on May 1st • Assume hundreds of cases have occurred among students, staff and faculty • During summer semesters, SHCC experienced consistent numbers reporting flu-like illness reaching a peak in July with 20-40 cases per week

  10. H1N1 Information If you have flu-like symptoms: • Per CDC recommendations, remain home until at least 24 hours after you are free of fever (100°F) or signs of fever without the use of fever-reducing medications (Stay Home!) • Avoid contact with others to extent possible • Practice good respiratory etiquette and hand hygiene

  11. H1N1 Information For everyone at UF: • Cover nose and mouth with a tissue when you cough or sneeze • Wash your hands often with soap and water, especially after you cough or sneeze (alcohol-based hand cleaners also effective) • Avoid touching eyes, nose or mouth as this can spread germs

  12. H1N1 Information Issues for Fall Semester • Encouraging faculty to work with students who miss class • SHCC may become unable to provide or not recommend excuse notes for all ill students • Departments and colleges should consider potential of increased absences among faculty & staff and ensure continuation of necessary functions

  13. H1N1 Information Vaccination Program • Many unknowns but expected in mid-October at the earliest • Priority groups • Pregnant women • People who live with or care for children younger than 6 months • Health care and emergency services personnel • Persons between 6 months and 24 years of age • People between 25-64 with other health risks • SHCC will work with state and local health departments to receive and administer vaccinations on campus • Independent from seasonal flu vaccination

  14. H1N1 Information Coming Soon! • Letter to faculty discussing academic impacts • Letter to parents • Campus-wide communication at beginning of semester • Website to provide single point of information for UF community – www.ehs.ufl.edu/h1n1

  15. H1N1 Information Questions??? Kenneth Allen Environmental Health & Safety kallen@ehs.ufl.edu Dr. Phil Barkley Student Health Care Center pbarkley@ufl.edu

  16. Electronic Effort Certification for Spring 2009 Cost Analysis Brian J. Kuhl Accounting Coordinator

  17. Department/User Feedback • Allocation Percentages are too light on Effort Certification Page • Non-Internet Explorer Browsers • Bridges removed boxes from totals column, darkening the effort percentages. • “Printer Friendly Version” link was readable

  18. Department/User Feedback • Need better confirmation of having agreed on the Effort Certification page • Currently, the Agree button will “gray-out” when selected. • We will work with Bridges to provide a more obvious confirmation. • “Printer Friendly Version” displays the certification UFID, Name, and Date at the bottom.

  19. Department/User Feedback • Provide department effort reporters with view of proxy certifier assignments • Added view-only “Administration” tab to “Effort Certification-Admin” menu

  20. Department/User Feedback • Eliminate automated emails to employees with 0% total effort or who are terminated • Bridges stopped emails to employees with 0% total effort for the term. • We will work with Bridges to stop emails to employees who are terminated (have no active job record), as they do not have access to certify their effort electronically.

  21. Department/User Feedback • Proxy Certifier “You are not authorized to access this component…” error • Upon request, Bridges Security manually synchronizes proxy roles to resolve this error. • Bridges will work to automate/correct the synchronization problem related to proxy role assignment.

  22. Department/User Feedback • “Return to Search” option • Implemented with Spring 2009 effort term to facilitate navigation and reduce repetitive input • Provides similar function as “Next In List” by holding search results, rather than replacing with selected employee record

  23. Department/User Feedback • Beginning August 10th, discontinued automated emails to employee, proxy, and department effort administrators regarding effort certification • Loan notification emails will continue to be sent. • All system-generated emails will stop when the Spring 2009 term status is “Closed”.

  24. Reference & Contact Info • HR Effort Toolkit page: • Web Simulations • Effort User Guide • FAQs • Department Effort Contacts List • Effort Activity Definitions • Proxy Certifier Request Form • Spring 2009 term closes Thursday, August 13th at 5:00pm • Core Office: effort@admin.ufl.edu

  25. Tobacco-Free Campus

  26. Tobacco-Free Together • Health Science Center and Shands HealthCare facilities to go “Tobacco Free Together” Nov. 1 • UF’s main campus to follow in July 2010 • The use of cigarettes or other tobacco products in buildings and parking lots—or in vehicles in these areas—will not be permitted • The decision to have tobacco-free campuses system-wide supports a commitment to provide a healthy environment and to improve health in UF’s communities • Tobacco dependence is the nation’s most preventable cause of death and disease • For information, visit the Tobacco Free Together web site at tobaccofree.health.ufl.edu

  27. Tobacco-Free Together • Counseling services, self-help materials, and medicines are available to help smokers and tobacco users quit • Free smoking cessation program offered by Employee Assistance Program (EAP) • (352) 392-5787 or shcc.ufl.edu/occmed/esc.shtml • Available to all employees, including OPS • Groups meet for approximately 90 minutes on 6 consecutive weeks and include education, group support, and medical oversight with pharmaceutical smoking-cessation medications offered at a discount • Attendance at smoking cessation programs during normal working hours is counted as time worked

  28. Process for Hiring Retirees

  29. Process for Hiring Retirees • Legislation passed several months ago redefines the required separation period immediately following retirement or the end of DROP participation before reemployment is allowed.

  30. Process for Hiring Retirees • For FRS Pension Plan members whose retirement is effective on or after 7/1/2010, • or for members who retired through DROP with a termination date of 7/1/2010 or later Separation period is six calendar months (instead of the current one calendar month requirement)

  31. Process for Hiring Retirees • For FRS Investment Plan retirees*, the separation period is 6 months, effective July 1, 2009 • For ORP retirees*, the separation period remains one month • * Investment Plan and ORP participants are considered retirees when they take any distribution of the employer-paid funds.

  32. Process for Hiring Retirees • A university-wide policy for the reemployment of retirees is being developed. • In the meantime, reemployment requires approval of the Dean and Vice President of Human Resource Services. Reemployment of employees that have exited DROP also requires the approval of the Vice President over the area. • Employees in DROP who wish to void their participation (in final 3 months of DROP) must obtain approval from Dean and VP of college or unit, as well as the Vice President for Human Resource Services.

  33. Process for Hiring Retirees • Effective 7/1/2010, retirees of any retirement plan who return to FRS-covered employment will not be eligible to earn a second retirement benefit. • Employees will not be eligible for their retirement benefits from FRS for one full calendar year (no 780 hour exception).

  34. Process for Hiring Retirees QUESTIONS? retirement@ufl.edu 392-2477

  35. Open Enrollment

  36. Medical • Open Enrollment (OE) Updates • Open Enrollment dates/times: • Begins -- Monday 9/14/09 @ 8:30 am EST • Ends -- Friday 10/09/09 @ 5:30 pm EST • Benefits Fair – Friday 9/25/09 • Touchdown Terrace -- 9am to 4pm • Vendors, Food, and Prizes! • Exploring a shuttle service with limited • times/routes ---- Feedback ?? • Long Term Care – Buy up option • Must be currently enrolled in the plan • To keep it with inflation -higher facility costs & care • Buy ups range from $20-$70 based on your current plan • Guaranteed issued – no medical application

  37. Open Enrollment (OE) Updates • Health Insurance rates for Plan Year 2010 • Employee rates stay the same • Employer rates increase in May 2010 (June Coverage) • Individual -- from $448.68 to $473.62 /mo. • Family – from $947.74 to $1,004.14 /mo. • Part-time employees will have an increase based on FTE • Update addresses before Open Enrollment begins. • See instructions in the August InfoGator • State Conference call on 8/13 -- as more information becomes available we’ll share it thru the usual channels

  38. Tips on selecting Hire and Termination dates that affect benefits

  39. Choosing Hire dates • When does the employee need benefits to begin? Avoid stating on the 1st day of the month. • If hired 8/1/09,and assuming timely enrollment -- coverage for health and life will begin 9/1/09 • If your new hire expects to have coverage on 8/1/09 for example, both the hire date and completed enrollment must occur prior to • August 1st

  40. Choosing Hire dates • Recommend that your prospective hire check with their benefits office. • Find out when coverage under their existing plan end? • Compare cost and consider continuation options under COBRA to bridge the gap until their UF plans can begin

  41. Choosing Hire dates • Start at the beginning of a pay period. • Choosing a start date at the beginning of a pay period helps ensure there’s enough hours to cover any deductions taken. • Some plans require payment in advance -- Ex.) Both August (8/14 & 8/28) paychecks pay for September coverage • Depending on the employee’s coverage date and # of missed paychecks -- multiple deductions (double or triple) may be taken on their next paycheck

  42. Choosing Hire dates • Pending Visa or SSN? Consider hiring on OPS first and then in a Benefits Eligible job. • The main point here is …new hires only have 60 calendar days to enroll in benefits from date of hire • New hires not in the UF payroll system, but who want to enroll will have difficulty and delays in coverage because they are not in the state’s system • Employees will also be responsible to pay all premiums even though they are unable to use the coverage during this time

  43. Choosing Hire dates • Allow enough time to process necessary paperwork and ePAF transactions. • Avoid using retroactive start dates when possible • Late appointments create delays in the enrollment process. Each day its not in the UF payroll system equals another day your employee can’t enroll and deductions can’t be collected via the UF payroll Remember new hires only have 60 calendar days from the date of hire to enroll... so the clock keeps ticking each day they’re not in the system!

  44. Choosing Termination dates • Call UF Benefits as soon as your employee begins thinking about termination. • We can advise on termination of coverage and continuation options available under COBRA • Suggest that employees consult with their new employer – when will the new coverage begin? • For the majority of our plans (not all), coverage will continue thru the end of the next calendar month after the employee’s termination date • Ex.) Term date 8/20 ---insurance ends 10/1

  45. Choosing Termination dates • Pick a termination date that allows enough time to process paperwork and ePAF transactions. • It helps to avoid: • Under payments and disruption of coverage • Over payments requiring refunds • For Leave Cash outs • Submit cash out one pay period after term • Wait for partial pay period/check before submitting cash out • Enter all used leave & wait for accrual before entering the termination. Once term is processed no other leave can be entered

  46. Hire and Termination dates • As a general rule, timely processing of both new hires and terminations actions is the key! • Departments should aim to complete HR actions at least 2 weeks prior to the effective date QUESTIONS?

  47. Veteran Status Survey Update

  48. Veterans Status Survey Survey Period  July 1, 2009 through September 1, 2009 Navigation  MyUFL > My Self Service> UF Veterans Status Survey Frequently Asked Questions  Who should complete the veterans status survey? All regular full-time and part-time employees.  What is the selection for someone who served during peacetime?  “Other Protected Veterans.”  Is there a report that indicates who completed the survey?   MyUFL > PeopleSoft > HRMS People Tools > Reporting Tools > Query > Query Viewer > UF_HR_VETS_ > (1st Folder / UFID Order) 49

  49. Veteran Status Survey8/10/09 Snapshot Non-Veteran 4290 Disabled Veteran50 Special Disabled Veteran 45 Other Protected Veteran 190  Armed Forces Service Medal Veteran136 • Veteran of the Vietnam Era 240 4229 Online 722 Paper

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