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  1. Welcome! HR Forum July 2, 2008 Human Resource Services University of Florida

  2. 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 Today’s Agenda

  3. Guns in the Workplace

  4. 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.

  5. E-Verify

  6. 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"

  7. Overview • 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 citizenship.  • 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.    

  8. E-Verify • Partnership between the Department of Homeland Security and Social Security Administration. • Provides a means for participating employers to verify the employment eligibility status of newly-hired employees.

  9. E-Verify • Reduces unauthorized employment • Minimizes verification-related discrimination • Quick response time ~ 24 hrs or less

  10. E-Verify • Executive Order, June 9, 2008 • Homeland Security Secretary Chertoff support June 9, 2008 • House Appropriations Committee votes “no” on funding E-Verify

  11. 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 birthb) 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 applicablee) Type of document presented for the Form I-9 to establish identity and/or work eligibility statusf) In some cases the document number and expiration date

  12. 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 pay.

  13. Flexible Schedules

  14. 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.

  15. 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.

  16. 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.

  17. Flextime SchedulingWeekly Elapsed Time • The default schedule for exempt employees will always populate time in each weekday regardless of the work schedule. • Each day is populated using the formula FTE * 8.

  18. Default Schedule for Fulltime Exempt Employees

  19. Flextime SchedulingWeekly 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 vacation.

  20. Must record 8 hours of no pay or PeopleSoft will add 8 hours of regular pay.

  21. Flextime SchedulingWeekly 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.

  22. Open Enrollment Dates 2008

  23. Open Enrollment (OE) Dates 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.

  24. 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 soon...

  25. New Roth 403(b) Vendors MetLife, Fidelity,  ING

  26. 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

  27. Roth 403(b) Options Fidelity Investments and ING will be added in near future QUESTIONS? Call University Retirement at 392-4941 Retirement@ufl.edu

  28. Leadership Development • 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 18

  29. Next Level Leadership • Designed for assistant directors and above as well as faculty members in leadership positions • 15-20 participants will be selected • 4 quarterly events, each 2 to 3 days in length

  30. Next Level • FranklinCovey—Leadership: Great Leaders, Great Teams, Great Results • 360-degree assessment with 6-month follow-up • Facilitated discussions/keynotes from UF vice presidents • Reading series • Group project

  31. 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

  32. 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 leaders • Travel to Tallahassee to meet with key legislators

  33. UF Academy • “Book club” to discuss relevant issues related to effective management • “Leadership Foundations” (FranklinCovey) • Job shadowing, observing meetings, and other interactive activities

  34. Leadership Development • For more information, please visit: http://www.hr.ufl.edu/training/leadership/default.asp • July and August InfoGator

  35. UF Appointment Review

  36. 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.

  37. 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 studentLSPs. • The departmental administrator will select appointments that are no longer active and should be terminated.

  38. 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)

  39. UF Appointment Review

  40. UF Appointment Review

  41. UF Appointment Review

  42. 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 terminations

  43. UF Appointment Review • An instructional guide will be available at: http://www.hr.ufl.edu/training/myUFL/toolkits/JobPositionActions.asp • Questions? Please contact Recruitment and Staffing or Academic Personnel at (352) 392-2477.

  44. Faculty Promotions  Salary Pay Plan Increases

  45. 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

  46. Faculty and Graduate Assistant Summer Job Terminations

  47. 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