hr liaison network meeting welcome : roxane walton
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UCF Human Resources – Organization Development & Training
Meeting logistics-Meeting logistics-Patty FarrisPatty Farris
Meeting logistics-Meeting logistics-Patty FarrisPatty Farris
UCF Human Resources – Organization Development & Training
Meeting PurposeMeeting Purpose
Provide a forum for communication between HR Staff and the HR Liaisons for continuous improvement in HR programs, services, and best practices for the UCF community
Build partnerships with colleges/departments
UCF Human Resources – Organization Development & Training
Meeting GoalsMeeting Goals
find out about dates and deadlines for events (performance reviews, benefits open enrollment, payroll processing, etc.);
bring problems or concerns from departments to be discussed with HR staff;
share ideas, solutions or obstacles in their positions with other HR liaisons;
take back information to their own departments; act as a point person within a department for HR to
contact with questions or to relay information; occasionally attend round table sessions with HR to
help generate ideas, address concerns, and work with other liaisons.
UCF Human Resources – Organization Development & Training
2014 Meeting Dates2014 Meeting Dates Tuesday, January 14, 2014
• 2:00 – 4:00 p.m. Cape Florida 316ABCD, Student Union
Tuesday, April 15, 2014 • 9:00 – 11:00 a.m. Key West Room 218ABCD,
Student Union
Tuesday, July 15, 2014 • 9:00 – 11:00 a.m. Human Resources
Tuesday, October 7, 2014 • 9:00 – 11 a.m. Cape Florida 316ABCD, Student
Union
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
University of Central Florida
UCF Human Resources - Benefits
BenefitsBenefitsBenefitsBenefitsHuman Resources Liaison
Benefits - Human Resourcesbenefits@ucf.edu 407-823-2771
UCF Human Resources - Benefits
Open EnrollmentOpen Enrollment
No plan changes for the 2014 plan year
October 21 – November 8 at 6pm All Open Enrollment elections must
be made through People First, our insurance administrator
1-866-663-4735 or https://peoplefirst.myflorida.com
Hours: 8am – 6 pm EST
UCF Human Resources - Benefits
Open EnrollmentOpen Enrollment
If an employee has not logged on to People First within the last 90 days, they will need to reset their password
Avoid the rush and make changes early through People First
Know your PF password and ID
UCF Human Resources - Benefits
Open EnrollmentOpen Enrollment
Update addresses through Employee Self Service through myUCF
If OPS employees have already received their PF ID#, they can call PF directly to update addresses
Ongoing, Open Enrollment will always be mid October through early November due to the annual measurement period for OPS employees ending 10/2 every year
UCF Human Resources - Benefits
Open EnrollmentOpen Enrollment
Changes made during Open Enrollment period of 10/21/13 – 11/8/13 will be effective January 2014
Correction Period for errors: 11/11/13 – 11/22/13
UCF Human Resources - Benefits
Open Enrollment Open Enrollment ResourcesResources
View the myBenefits website at http://www.myflorida.com/mybenefits/Health/Health.htm to compare plans and check to see if doctors are in the plan network
Insurance plan phone numbers and websites can also be accessed on the myBenefits website
UCF Human Resources - Benefits
Questions??Questions??
UCF – Healthcare Compliance
UCF – Healthcare Compliance
The federal government has postponed the effective
date of the Employer-Shared provision of the
Affordable Care Act (ACA) legislation that stipulates
that large employers offer affordable health
insurance coverage to employees working 30 hours
or more per week until January 1, 2015.
Florida amended current state law to extend
benefits offered through the State Group Insurance
to eligible OPS employees that meet defined
measurement criteria effective January 1, 2014.
UCF – Healthcare Compliance
Plan administrator for State of Florida State Group Insurance program
Responsible for the following: Providing Reporting Requirements Determining Eligibility Notifying Eligible OPS Employees Coordinating Benefit Enrollments
UCF – Healthcare Compliance
People First determines eligibility based on provisions set forth in the federal Affordable Care Act legislation and Florida state law.
OPS Employees are eligible for coverage through the State Group Insurance beginning January 1, 2014 if they meet the following criteria:
Hired to work 30 hours or more per week (or) Worked an average of 30 hours or more per
week for a defined measurement period
Important to note that hours worked with another state agency that participates in the State Group Insurance Program concurrently with UCF employment are combined with hours worked at UCF to determine eligibility.
UCF – Healthcare Compliance
People First determines eligibility based on hours worked reported for defined measurement periods determined by the state.
Initial Measurement Period
(IMP) April 1 – October 2,
2013 Six month
measurement period determines eligibility for 2014 plan year
Ineligible OPS employees will continue to be measured during the next measurement period
(refer to Open Enrollment Measurement Period)
UCF – Health Care Compliance
Open Enrollment Measurement Period (OEMP)
October 3, 20YY through October 2, 20YY
• Annual one-year measurement period determines eligibility for next plan year
For example, next OEMP begins 10/3/13 and extends through 10/2/14 and will determine eligibility for 2015 plan year with coverage beginning January 1, 2015
New Hire Measurement Period (NHMP)
Begins 1st of month following hire date for employees hired to work less than 30 hours per week
For example, NHMP begins 10/1/13 for employee hired to begin work on 9/7/13
Extends for 12 months and eligibility is determined at the end of the period
If an OPS employee is determined to be eligible at the end of NHMP a qualifying event window will open allowing the employee 60 days to enroll in benefits
UCF began reporting OPS employees and hours worked to People First last month based on parameters provided by the state New Leave & Pay Exception Report distributed for OPS
contract employees in non-instructional roles to report hours for new “ACA” Time Reporting Code – went into production for PPE 9/26/13
For teaching adjuncts we are reporting using the calculation provided by the state equating 1 credit hour to 3 hours worked (or 3 – 3 credit courses= 27 hours worked)
Graduate Assistantships employees reported, do not need to report “ACA” TRC
Remaining OPS hourly – report hours submitted on timesheet – no business process change
People First will send eligible OPS employees an enrollment packet containing detailed information
To continue to comply with the state’s OPS reporting requirements it is important that we hire employees and submit hours worked in a timely fashion and terminate inactive employees’ job records when they are no longer actively working for the university
UCF – Health Care Compliance
People First will send eligible OPS employees an enrollment packet containing detailed information
Confirming eligibility Information on benefit options Enrollment process Enrollment deadlines
OPS employees must keep their mailing address updated in my.ucf.edu\Employee Self Service.
(OPS employees with an assigned People First ID# must contact
People First to update their address)UCF – Health Care
Compliance
Health Basic Life
(employee pays 100% of premium)
Dental Vision
Hospitalization
Cancer Disability
Dependent Care FSA
Health Savings Account (eligible for employer contributions)
OPS employees are not eligible for Optional Life and Medical Reimbursement Accounts
For the initial Measurement Period, enrollment in state benefits must be made during
Open Enrollment – 10/21/13 – 11/8/13. ALL enrollments must be made through People First.UCF – Healthcare Compliance
Plan TypePlan Type Coverage Coverage LevelLevel
EE EE Monthly Monthly PremiumPremium
ER ER Monthly Monthly PremiumPremium
PPO or HMO – Standard/HIHP
Individual $50.00/ $15.00
$537.74
PPO or HMO – Standard/HIHP
Family $180.00/ $64.30
$1,149.14
Spouse Program
Family $15.00 (per spouse)
$649.58/ $591.72 (HIHP)
(per spouse)UCF – Healthcare Compliance
Types of Health Insurance:Standard PlanHealth Investor Health Plan
PPO – Florida Blue (Blue Cross Blue Shield)HMO – AvMed (FL counties only) Aetna (Brevard County only)
Information Sessions for OPS employees will be held at the Student Union the week before Open Enrollment begins
Monday, Oct. 14, 2013 from 9:00 – 10:30 AM Student Union – Cape Florida 316AB
Wednesday, Oct. 16, 2013 from 9:00 – 10:30 AM Student Union – Cape Florida 316CD
Friday, Oct. 18th from 3:00 – 4:30 PM Student Union – Garden Key 221
Employees should register in Employee Self Service for Course Number: OPS01 - OPS Healthcare Information
UCF – Healthcare Compliance
Questions regarding OPS healthcare can be sent to healthcarecompliance@ucf.edu
Additional information on the state and federal healthcare reform laws can be found on the
following websites:
State of Florida OPS Healthcare Implementation
http://www.dms.myflorida.com/human_resource_support/state_group_insurance
U.S. Department of Labor – Comprehensive information about the Affordable Care Act
http://www.dol.gov/ebsa/healthreform/UCF – Healthcare Compliance
Thank You!
??
UCF – Healthcare Compliance
Patsy Fan Popelas, Recruitment ManagerPatsy Fan Popelas, Recruitment ManagerShanika Gooding, HR RepresentativeShanika Gooding, HR RepresentativeKaren Sgambati, HR Representative Karen Sgambati, HR Representative
University of Central Florida
Why Are Background Why Are Background Checks Necessary?Checks Necessary?
Ensure Integrity of Organization
Ensure Safety of Employees
Reduce Risk and Protect the University
Reduce Workplace Violence Negligent Hiring Liability Falsified Information
University of Central Florida
RecruitmentRecruitment Website Websitehttp://hr.ucf.edu
HR Managers& Liaisons
Interviewing & HiringBackground Checks
BackgroundChecks
University of Central Florida
How To Submit A Background How To Submit A Background Check Request? Check Request?
When Requesting A Background Check: Go to website http://hr.ucf.edu Download Affirmation Form/Applicant Affirmation Form Applicant completes Affirmation Form/Applicant Affirmation Form Submit completed Affirmation Form/Applicant Affirmation Form
via Recruitment email: employment@ucf.edu or Fax: 407-823-1095 (with cover sheet)
Before Submitting Forms Verify: Affirmation Form/Applicant Affirmation Form is signed,
completed, accurate, and legible Applicant dated and signed form Department number is not payroll number (5th digit is a #2) Department account has adequate funding for background check
University of Central Florida
Affirmation FormAffirmation FormGA-GTA-GRA-GTG-OPS-WORK STUDY-
VOLUNTEER-TEMPPrevious Form Updated Form
University of Central Florida
Applicant Affirmation FormApplicant Affirmation FormFACULTY-ADJUNCT-POST DOC-COURTESY
APPT.Previous Form Updated Form
University of Central Florida
Recruitment ProcessRecruitment Process
Receive Affirmation Form From Department
Email Applicant TrueScreen Link Please Note: Applicant has 2 business
days to complete online FCRA form
Review Information And Submit For Processing
Email Department Results
University of Central Florida
Why Do Some Background Checks Why Do Some Background Checks Take Longer?Take Longer?
Alias Name
Lived In Another State
Driver’s License From Another State
Criminal Records
Some States/Counties Are Slow!
University of Central Florida
BACKGROUND BACKGROUND CHECK WAIVERCHECK WAIVER
International Applicants: Without valid Social Security Number (For Example:
Numbers starting with 666 or 998) Recently received Social Security Number
Background Check Waiver May Be Granted: If the background check was not processed at the time of
hire, one must be completed one calendar year from the date of hire. It is the hiring department’s responsibility to follow up with Recruitment concerning the processing of the background check.
University of Central Florida
Recruitment DeadlinesRecruitment DeadlinesGRA-GTA-GA Background Checks
Spring 2014Submit by November 18, 2013
Summer 2014Submit by March 24, 2014
Fall 2014Submit by June 20, 2014
University of Central Florida
Things To RememberThings To Remember
Affirmation Form is clear, complete and legible Do not send Recruitment an Affirmation Form more than once Having trouble accessing the updated affirmation forms ? Clear
your internet cache Department number to be charged CANNOT be a payroll
number (In general if the 5th digit is a #2.) Verify if Department number provided has adequate funding for
background check. If not, Recruitment will charge operating department number
Background checks for A&P and USPS hires should ALWAYS be sent to your designated coordinator in Recruitment
An ePAF should NOT be submitted nor should the employee begin working until the background check is cleared by Recruitment
University of Central Florida
QuestionsQuestions??
Break and RaffleBreak and Raffle
Recognition of HR Liaisons Recognition of HR Liaisons Perfect AttendancePerfect Attendance
HR Liaison Perfect HR Liaison Perfect AttendanceAttendance
2 Years 2011-2013Bren Bedford Jeanette Holder
Deirdre Campbell Jade Laderwarg Naya Ramirez
1 Year 2012-2013Linda Anderson Laurie Carroll Marta De
CorralJanet De Los Santos Gail Drabczuk Cissy
GlowthDenise Hiatt Susan Jefferson Katie LeeSuzanne Lin Sandra Major Joanne
McCullyMargaret Melli Judy Minei Janice Oddo
Salliann Phrampus Cristina Rever Chrislee Todd
Barb Woodford
New HR LiaisonsNew HR Liaisons
UCF Human Resources – Organization Development & Training
HR Liaison GraduatesHR Liaison Graduates
Patricia Ballard Teresa Bridges Angelika Carroll Sandra Davidson Pamela Dow Anita Gabbard Nicole Henry Bettyna Lahens Linda Lockey
Esther Pennepacker Tracy Reedy David Santiago
Huertas Barbara Sherwood
Kelly Slattery-
Snavely Patricia Stroupe
Roxanna Tarrab
Chrislee Todd
Laverne Turner
Susan Wiesen
HR Liaison SurveyHR Liaison SurveyIn June 2013, an online survey link was emailed to the HR Liaisons. The survey message conveyed:•HR specifically interested in communication and customer service •Responses would help HR enhance improvements to HR Liaison
HR Liaison HR Liaison RespondedResponded
Of the 214 HR Liaisons –70 (30%) completed the survey.
•61% USPS staff•49% Administrative staff•49% HR Liaison for 5 years plus•51% HR Liaison 5 years or less
When When asked, HR asked, HR Liaisons Liaisons
sought the sought the following following
HR Services HR Services ……
You Identified the You Identified the following:following:
HR Strengths
Showed consideration & respect
Was Courteous
Handled my requests efficiently
Followed through well on theircommitments
Treated me as a valued customer
HR Needs Improvements
In being organized
Operating smoothly and efficiently
Meeting my expectations
Looking for ways to improve their services
Responding promptly to my requests
HR Action Item PlanHR Action Item PlanMore training for HR Liaisons and HR staff
Working to improve search engines on HR web-site
Continue to implement changes to streamline efficiencies
Continue to look for ways to make improvements
Continue to work with CS&T to improve job posting web-with eRecruit and electronic position descriptions
But YOUCOUNT!
“Not everything that counts can be counted, and not everything that can be counted counts.”
~~Albert Einstein
Human Resources: Human Resources: RecordsRecords
UCF Human Resources – Records
Resignation LettersResignation Letters
Effective 10/21/2013, resignation letters/forms will be required for OPS Employees when the termination reason of RES is selected on the ePAF
A termination checklist has been created. Further communication will be sent out.
UCF Human Resources – Records
Teaching Adjunct Job Teaching Adjunct Job CodesCodes
Only individuals who are the instructor of record should be in the following teaching adjunct job codes:• 9001A-Adjunct Professor• 9002A-Adjunct Associate Professor• 9003A-Adjunct Assistant Professor• 9004A-Adjunct Instructor• 9005A-Adjunct Lecturer
UCF Human Resources – Records
Teaching Dual Teaching Dual Compensation Job CodesCompensation Job Codes
Only individuals who are the instructor of record should be in the following teaching adjunct job codes:• 9001X-Professor-Dual Compensation• 9002X-Associate Professor-Dual
Compensation• 9003X-Assistant Professor Dual
Compensation• 9004X- Instructor Dual Compensation• 9005X- Lecturer Dual Compensation
UCF Human Resources – Records
Records Website Records Website InformationInformation
Records information • Manager & HR Liaisons- (scroll
all the way to the bottom)Records -Employee Sign-In Paperwork
• Manager & HR Liaisons- (scroll all the way to the bottom)-Records-ePAF
• A-Z Index
UCF Human Resources – Records
Regular ePAF DeadlinesRegular ePAF Deadlines
UCF Human Resources – Records
Adjuncts, Faculty, GAs Adjuncts, Faculty, GAs Hire/Rehire ePAF Hire/Rehire ePAF
DeadlinesDeadlines
Compensation: Yvette BestCompensation: Yvette Best
Performance Appraisals: Performance Appraisals: Michelle BrooksMichelle Brooks
Questions & Answer Open Questions & Answer Open Forum: ManagersForum: Managers
Announcement and Wrap-Announcement and Wrap-Up: Patty FarrisUp: Patty Farris
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