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Welcome!. HR Forum November 15, 2006 Human Resource Services University of Florida. Today’s Agenda. GatorJobs Update 2006 Pension Protection Plan 2006 Affirmative Action Plan Medicare Part D Letters Pro 3 Series December Leave Benefits In-Unit Faculty Merit Increase. GatorJobs Update.
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Welcome! HR Forum November 15, 2006 Human Resource Services University of Florida
Today’s Agenda • GatorJobs Update • 2006 Pension Protection Plan • 2006 Affirmative Action Plan • Medicare Part D Letters • Pro 3 Series • December Leave Benefits • In-Unit Faculty Merit Increase
Go Live – October 16 (3 weeks live) • 2297 Applicants • 4286 Applications • 526 UF Users (Originators, Level 1, 2, 3) • 352 Positions Posted
295 Positions remain in eRecruit • December 22, 2006 • Last Day to Complete Interviewing Steps in eRecruit • Last Day to View Posting Requisitions • January 13, 2007 • Last Day for Core Office Users Have View Only Access in eRecruit
Updated Forms are Now Available on the HRS Home Page • Including: w-4, 4 in 1, New Hire Checklist • View Update Instruction Guides • HRS Home Page • Satisfaction Survey
Brief Overview of Pension Protection Act 2006 • Makes permanent the changes implemented with EGTRRA • 403(b) Elective Deferrals • Limitations on deferrals under Section 402(g) have increased to $15,500 • Deferred Compensation • Limitations on deferrals under Section 457 have increased to $15,500
Brief Overview • Age-based Catch-up • Provision for participants who will be 50 years or older by 12/31/07 to contribute an additional at $5000 (unchanged from 2006) Applies to Deferred Compensation and 403(b) plans
Executive Order 11246 • What is the Executive Order 11246 A requirement of federal contractors to take affirmative action toward prospective minority employees in all aspects of hiring and employment. Contractors must take specific measures to ensure equality in hiring and must document these efforts. On Oct. 13, 1967, the order was amended to cover discrimination on the basis of gender. • Who is required to comply with Executive Order 11246? Federal contractors with 50 or more employees and $50,000 or more in federal contracts are required comply with this order by developing an annual written affirmative action plan (AAP) for each of its establishments.
Executive Order 11246 • What are the penalties for non-compliance with Executive Order 11246? Non-compliance with Executive Order 11246 may cancel, terminated or suspend all federal contracts in whole or in part. An employer may be declared ineligible for further federal contracts. UF has over $500,000,000 in contracts and grants. • Who enforces Executive Order 11246? The U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) administers and enforces Executive Order 11246.
Affirmative Action Plan • What is an Affirmative Action Plan? A written document required under Executive Order 11246 through which management assures that individuals in protected classes that are underrepresented in the organization’s workforce have equal opportunities in recruitment, selection, appointment, promotion, training, and compensation. • How is an Affirmative Action Plan used? An AAP is a reporting mechanism used to track progress in equal employment opportunity. It also forces federal contractors to annually evaluate their employment processes as well as compensation to ensure that they are free of discrimination. • How are Affirmative Action Plans used by others? The AAP is in the public domain. The AAP is an employer’s first line of defense during an OFCCP audit. The AAP can also be used by others to support claims of discrimination or disparate treatment.
What are the Protected Classes in Affirmative Action Plans • Women and minorities: Blacks/African Americans Hispanics/Latinos Asians/Pacific Islanders American Indians/Alaskan Natives. • Veterans: Disabled veterans. Veterans who served on active duty in the armed forces during a war or in a campaign or expedition for which a campaign badge has been authorized. Veterans who, while serving on active duty in the armed forces, participated in a United States military operation for which an armed forces service medal was awarded pursuant to Exec. Order 12985. Recently separated veterans - separated from service during the 3- year period beginning on the date of such veteran's discharge or release from active duty.
Major Components of Affirmative Action Plans • Narrative: Addresses the creative and productive initiatives developed within the organization. • Organizational Profile: Determines the distribution of women and minorities throughout the organization, and identifies where women and minorities are underrepresented. • Job Group Analysis Determines utilization within similar job titles, and whether the contractor needs to establish placement goals for minorities and women. • Determining Availability: The availability of minorities and women for each job group by using the most current statistical information available. • Designation of Responsibility: The Vice President for Human Resource Services is delegated by the President as the Chief Administrative Officer for equal opportunity management. The Director for Equal Employment Opportunity is responsible to assure full compliance with the plans and regulations governing equal employment opportunity. The Senior Vice Presidents and Vice Presidents are responsible for implementing the AAP throughout their respective units. . • Identification of Problem Areas: Addresses any issues that may need special attention in implementing the AAP.
EEO Categories for UF’s Job Groups • Executive – Administrative – Managerial Titles: President, Vice President, Dean, Director and Dept. Heads. • Faculty Titles: Professor, Associate Professor, Assistant Professor, Instructor and Lecturer. • Professional Non-Faculty Titles: Librarians, Coordinators, PK Yonge Faculty, Assistant Directors, Managers, Specialists, etc.. • Secretarial - Clerical Titles: Clerk, Program Assistant, Fiscal Assistants, Secretaries, etc. • Technical - Paraprofessional Titles: IT Positions, Computer Operator, Agricultural Assistant, Veterinary Tech, etc. • Skilled Crafts Titles: Electrician, Carpenter, Maintenance Mechanic, etc. • Service - Maintenance Titles: Groundskeeper, Custodian Worker, Law Enforcement Officer, etc.
Which Salary Plans are Included in the AAP • FA 12 Salaried Faculty 12 Month • FA10 Salaried Faculty 10 Month • FA09 Salaried Faculty 9 Month • TA09 TEAMS 9 Month • TA10 TEAMS 10 Month • TA12 TEAMS 12 Month • TU9N TEAMS (Formally USPS) 9 Month Hourly • TU2N TEAMS (Formally USPS) 12 Month Hourly • TU2E TEAMS (Formally USPS Exempt) • US9N USPS 9 Month Non Exempt • US2N USPS 12 Month Non Exempt • US2E USPS 12 Month Exempt
Which Salary Plans arenot Included in the AAP • FASU Salaried Faculty – Summer • OF12 Adjunct Faculty 12 Month • OF09 Adjunct Faculty 9 Month • OFSU Adjunct Faculty Summer • CTSY Courtesy Faculty • GA12 Graduate Assistant -12 Month • GA09 Graduate Assistant – 9 Month • GASU Graduate Assistant – Summer • CPFI Clinical Post Doc Associate / Intern • HOUS Resident College of Medicine • FELL Fellowship • ISCR Foreign Nationals as Individual Contractors • STAS Student Assistant • FWSP Federal Work-study • STBW Student Government and Housing • TASU TEAMS – Summer • TUSN TEAMS (USPS) Summer Appointment • USSN USPS Non Ex Summer • OPSE OPS Regular Exempt • OPSN OPS Regular Non Exempt
2006 Total University Workforce by Race 12,690 Total Workforce
Total University Workforce by Race 2006 Compared to 2005 12,690 12,579
Good News:Percentage of Minorities Increased in Categories 1, 2 & 3 Faculty
Good News:Percentage of Women Increased in Categories 1, 2 & 3
What’s Next? • Work Force Availability: UF will update its availability analysis annually to determine the percentage of minorities and women available for employment in labor markets specific to each of the EEO job categories. Faculty – national labor markets based on Ph.D. production at institutions identified as sources for new faculty hires. Executive / Management - specific labor market data from sources like the CUPA Administrative Salary Survey, will supplement census market data for gender and ethnicity. Other EEO Categories – national and regional labor markets defined through US Census data will be used to determine availability by gender and ethnicity. UF shortages will be identified, monitored, and evaluated by comparisons to distributions by gender and ethnicity in the defined labor markets.
What’s New? • EEO Race Codes: September 30, 2007 – New format for federal contractors: Adds a new category titled “Two or more races” Divides “Asian or Pacific Islander” into two separate categories (Asian – and – Native Hawaiian or other Pacific Islander) Renames “Black” as Black or African American Renames “Hispanic” as Hispanic or Latino OFCCP strongly endorses self-identification of race and ethnic categories, as opposed to visual identification by employers. • Salary Compensation Analysis: On June 16, 2006, OFCCP issued Voluntary Guidelines for Self-Evaluation of Compensation Practices. Requires employers who maintain written AAPs to perform in-depth compensation analyses of its total employment process to determine whether and where impediments to equal employment opportunity exists.
Medicare Part DLetters • People First mailed out letters to all employees within the past week indicating that the State Health Program is on average expected to pay out as much as the standard Medicare prescription drug coverage. • This letter impacts employees or employee with dependents, and Retirees that are age 65 or over who may be considering enrollment in Medicare Part D.
Medicare Part DLetters • For additional information and resources: • Visit www.medicare.gov • Call 1-800-MEDICARE (1-800-633-4227). TTY users should call 1-877-486-2048. • Assistance for paying Medicare’s prescription plan visit www.socialsecurity.gov or call 1-800-772-1213 (TTY 1-800-325-0778) • Information about the notice or on your current prescription plan call the People First Service Center at 1-866-663-4735.
What Is It? • A series of workshops designed to help those in administrative positions learn key info and develop the key skills they need to be successful • Based on a long-term project that defined competencies (knowledge, skills, abilities) for administrative professionals at UF
What Is It? • The Pro3 Series includes three certifications – • We are previewing many of the new courses for the Fiscal Management program starting this month • Registration for spring workshops will begin December 4 • HR/Payroll certification will be launched in Spring 2007 • Academic Support certification will be launched in Fall 2007
Who Is It For? • The Pro3 Series is designed for those who handle the administrative functions in departments and colleges at UF, such as: • Enter and process financial or HR-related transactions • Monitor department’s financial transactions and manage budgets • Provide administrative support for academic-related activity (developing course schedules)
December Leave Benefits • TEAMS December Leave Cash Out • Pay period—November 17-30 • Receive cash out in December 8 paycheck • Enter via Weekly Elapsed Screen using December Vacation Cash Out Time Reporting Code • Must have 40 hours of vacation remaining on balance after cash out • Department’s responsibility to verify • Instruction guide available
December Leave Benefits • Personal Leave Days • Available for 12-month faculty as well as TEAMS employees • Expected to be used during December 26-29 unless designated as “essential personnel” by dean or director working with appropriate vice president • Departments and colleges should begin planning now • Information has been distributed in the InfoGator and instructional guide is also available
December Leave Benefits • Personal Leave Days • Non-exempt employees WILL need to enter personal leave days just like they enter holidays • Exempt employees will NOT need to enter personal leave days—just like other state of Florida holidays • To avoid having the days “auto-populated” for all four days, exempt employees who will be designated as “essential” should enter hours to be worked along with any personal leave days in the Weekly Elapsed Screen by December 14
In-Unit Faculty Merit Increase • An agreement between the University and UFF has been reached that will allow merit increases for eligible in unit faculty to be distributed. • The merit increase will be retroactive back to October 1, 2006 and faculty will receive the increase in their December 22, 2006 paycheck. • Beginning November 13th, departments were able to enter merit increases into a merit increase raise file. • Departments will have until Wednesday November 22, by 5:00 pm to enter the merit increase into the raise file.
In-Unit Faculty Merit Increase • Adjustments will be made by Academic Personnel on any future dated rows that are in job data to ensure that the 10/1/06 merit raise is implemented. • The agreement between the University of Florida and the Faculty Union requires that from the established merit-based pool for in-unit faculty, funds equal to no less than nine-tenths (.9%) shall be derived and distributed to each department or equivalent unit within the bargaining unit for departmental merit salary increases. • On November 8, 2006, the University Budget Office distributed to each in unit college/unit a memo and funding amounts. • Merit increases must be determined using existing criteria that have been established by the faculty of each department or college within the bargaining unit in conjunction with the annual performance evaluations completed for the 2005-2006 academic year.
In-Unit Faculty Merit Increase • Merit increase should be based upon the eligible faculty members September 30, 2006 salary. • Eligibility: 9 month faculty must have been in pay status by May 15,2006. 12 month faculty must have been in pay status by June 30, 2006 10 month faculty must have been in pay status by June 8, 2006 • In determining who received a merit increase, the department chairs shall consult with the department or college’s merit pay committee.
In-Unit Faculty Merit Increase • In units whose existing merit criteria include a system for distributing merit increases, the number and size of 2006 merit increases shall be determined according to that evaluation and distribution system. • Questions?? Contact Janet Malphurs in Academic Personnel at 392-1251. • In units whose existing merit criteria do not include a system for distributing merit increases, the number and size of the 2006 merit increases shall be determined according to the recognized practice in the department in the recent past, even if that practice is not currently in writing or has not been formally approved by the faculty of the department.
