HR Liaison Network Meeting Welcome : Roxane Walton

1. HR Liaison Network Meeting Welcome: Roxane Walton

2. Meeting logistics- Patty Farris

3. 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

4. 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.

5. 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

6. Guest Speaker: UCF Victim Services

7. Creative Ways to Boost Employee Morale: Beth Scheitzach

22. Benefits Human Resources Liaison Benefits - Human Resources benefits@ucf.edu 407-823-2771

23. 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

24. 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

25. 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

26. 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

27. Open Enrollment Resources • 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

28. Questions??

29. OPS Healthcare Implementation HR Liaison – October 08, 2013Healthcare Compliance – Human Resources healthcarecompliance@ucf.edu 407-823-2771 UCF – Healthcare Compliance

30. Agenda • Federal and State laws • Determining Eligibility • Reporting to People First • State Group Insurance Coverage Options • OPS Information Sessions • Additional Information UCF – Healthcare Compliance

31. OPS Healthcare is Florida State Law • 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

32. People First 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

33. Determining Eligibility 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

34. Eligibility Measurement Period 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) • 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 – Health Care Compliance

35. Reporting To People First • 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

36. Notification of Eligibility • 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

37. State Group Insurance Benefit OptionsEligible OPS employees have access to the following pretax benefits offered by the State Group Insurance • 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

38. Health Insurance Options – PPO & HMO Cost 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) UCF – Healthcare Compliance

39. OPS Information Sessions • 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

40. Additional Information • 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

41. Thank You! ? UCF – Healthcare Compliance

42. Human Resources Recruitment BACKGROUND CHECK PROCESS Patsy Fan Popelas, Recruitment Manager Shanika Gooding, HR Representative Karen Sgambati, HR Representative Phone: 407-823-2771 employment@ucf.edu

43. 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

44. RecruitmentWebsitehttp://hr.ucf.edu HR Managers & Liaisons Interviewing & Hiring Background Checks Background Checks

45. 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

46. Affirmation FormGA-GTA-GRA-GTG-OPS-Work study-Volunteer-Temp Previous Form Updated Form

47. Applicant Affirmation FormFaculty-adjunct-post doc-courtesy appt. Previous Form Updated Form

48. 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

49. 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!

50. 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.