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 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 benefits@ucf.edu 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 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 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 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 Manager Shanika Gooding, HR Representative Karen Sgambati, HR Representative Phone: 407-823-2771 employment@ucf.edu 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: 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 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 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 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 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 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. • • • • 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