Presentation - Human Resources - University of Central Florida

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Meeting logisticsPatty Farris
UCF Human Resources – Organization Development & Training
Meeting 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 Goals
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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 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
UCF Human Resources – Organization Development & Training
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
Benefits
Human Resources Liaison
Benefits - Human Resources
[email protected]
407-823-2771
UCF Human Resources - Benefits
Open 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 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 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 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 Resources
 View the myBenefits website at
http://www.myflorida.com/mybenefits/Hea
lth/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??
UCF Human Resources - Benefits
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)
Open Enrollment
Measurement Period
(OEMP)
New Hire
Measurement Period
(NHMP)
April 1 – October 2, 2013
October 3, 20YY through
October 2, 20YY
Begins 1st of month following
hire date for employees hired
to work less than 30 hours
per week
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)
• 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
UCF – Health Care Compliance
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
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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

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Health
Basic Life
(employee pays 100% of
premium)

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Dental
Vision

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Hospitalization
Cancer
Disability

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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
Types of Health Insurance:
Standard Plan
Health Investor Health Plan
PPO – Florida Blue (Blue Cross Blue Shield)
HMO – AvMed (FL counties only)
Aetna (Brevard County only)
Plan Type
Coverage
Level
EE Monthly
Premium
ER Monthly
Premium
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
$649.58/
$591.72 (HIHP)
(per spouse)
(per spouse)
UCF – Healthcare Compliance
 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
[email protected]
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 Manager
Shanika Gooding, HR Representative
Karen Sgambati, HR Representative
Phone: 407-823-2771
[email protected]
Why Are Background
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
Recruitment Website
http://hr.ucf.edu
HR Managers
& Liaisons
University of Central Florida
Interviewing & Hiring
Background Checks
Background
Checks
How To Submit A
Background Check Request?
When Requesting A Background Check:
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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: [email protected] or

Fax: 407-823-1095 (with cover sheet)
Before Submitting Forms Verify:
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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 Form
GA-GTA-GRA-GTG-OPS-WORK STUDY-VOLUNTEER-TEMP
Previous Form
University of Central Florida
Updated Form
Applicant Affirmation Form
FACULTY-ADJUNCT-POST DOC-COURTESY APPT.
Previous Form
University of Central Florida
Updated Form
Recruitment 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 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
CHECK 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 Deadlines
GRA-GTA-GA Background Checks
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Spring 2014
Submit by November 18, 2013
Summer 2014
Submit by March 24, 2014
Fall 2014
Submit by June 20, 2014
University of Central Florida
Things To Remember
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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
Questions?
University of Central Florida
Break and Raffle
Recognition of HR Liaisons
Perfect Attendance
HR Liaison Perfect
Attendance
2 Years 2011-2013
Bren Bedford
Jeanette Holder
Deirdre Campbell
Jade Laderwarg
Naya Ramirez
1 Year 2012-2013
Linda Anderson
Janet De Los Santos
Denise Hiatt
Suzanne Lin
Margaret Melli
Salliann Phrampus
Laurie Carroll
Gail Drabczuk
Susan Jefferson
Sandra Major
Judy Minei
Cristina Rever
Barb Woodford
Marta De Corral
Cissy Glowth
Katie Lee
Joanne McCully
Janice Oddo
Chrislee Todd
New HR Liaisons
HR Liaison Graduates
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Patricia Ballard
Teresa Bridges
Angelika Carroll
Sandra Davidson
Pamela Dow
Anita Gabbard
Nicole Henry
Bettyna Lahens
Linda Lockey
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Esther Pennepacker
Tracy Reedy
David Santiago Huertas
Barbara Sherwood
Kelly Slattery-Snavely
Patricia Stroupe
Roxanna Tarrab
Chrislee Todd
Laverne Turner
Susan Wiesen
UCF Human Resources – Organization Development & Training
HR Liaison Survey
In 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 Responded
Of the 214 HR Liaisons –70 (30%) completed the
survey.
•
•
•
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61% USPS staff
49% Administrative staff
49% HR Liaison for 5 years plus
51% HR Liaison 5 years or less
When asked,
HR Liaisons
sought the
following HR
Services …
You Identified the
following:
HR Strengths
HR Needs Improvements
Showed consideration & respect
In being organized
Was Courteous
Operating smoothly and efficiently
Handled my requests efficiently
Meeting my expectations
Followed through well on their
commitments
Looking for ways to improve their
services
Treated me as a valued customer
Responding promptly to my
requests
HR Action Item Plan
More 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
“Not everything that
counts can be counted,
and not everything that
can be counted counts.”
~~Albert Einstein
But YOU
COUNT!
Human Resources:
Records
Resignation 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 Codes
 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 Compensation
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 Information
 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 Deadlines
UCF Human Resources – Records
Adjuncts, Faculty, GAs
Hire/Rehire ePAF Deadlines
UCF Human Resources – Records
Compensation: Yvette Best
Performance Appraisals:
Michelle Brooks
Questions & Answer Open
Forum: Managers
Announcement and WrapUp: Patty Farris
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