HR Liaison Network Meeting

1. HR Liaison Network Meeting Agenda Topics • Welcome: Roxane Walton • Open Meeting: Patty Farris • 12 Month Payment Option, USPS Exempt Compensation Balances: Isha Guerrero-Londeree • UCF’s Smoke Free Initiative: Dr. Michael Deichen and Tom Hall • What’s the difference between PeopleSoft and PeopleAdmin?: Becky Moulton & Patsy Popelas • Non-Student or Student Job Code, Payroll Guidelines for 2012-2013, Termination Procedures and Exit Checklist Requirements : Abbee Camen • Give-a-way Raffle Drawing • New Hiring Procedures: Christine Keena & Patsy Popelas • Q&A Open Forum • Wrap Up – Final Raffle Drawing:

2. HR Liaison Network Meeting April 10, 2012 Patty Farris, OD&Training patty.farris@ucf.edu

3. Welcome new members!

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. Meeting Guidelines • Goal is to establish dialogue, while keeping flow of the meeting on track • Maximum of three questions following each presentation • Giveaway of two items: • 1 Free Off-cycle paycheck • 1 Free Series • Meeting Evaluation is important • What worked well • What would you improve • Suggestions for Topics

6. Upcoming Dates • April 10, 2012, 9:00 – 11:00 a.m.  in the Garden Key Room 218, Student Union • July 10, 2012, 2:30 – 4:30 p.m. in the Teaching Academy • October 30, 2012, 2:30 – 4:30 p.m. in NEW NEW HR Training Room Open House • January 15, 2013, 2 – 4pm Key West Room 218, Student Union  • April 16, 2013, 9:00 – 11:00 am Key West Room 218, Student Union • July 9, 2013, 2:30 – 4:30 p.m. in HR Training Room • October 22, 2013, 9:00 – 11:00 a.m. Key West Room 218, Student Union

7. Your Best Practices & Suggestions • Use one of your index cards for inputting a tip or strategy you would like to share with your fellow HR Liaisons

8. Communication Achievements • 1/17 Meeting Minutes were emailed along with PowerPoint to all registered attendees. Minutes and PowerPoint were posted on HR Website • HR Liaison Group is surveyed prior to meetings for topics/suggestions • Emails (Q&A) blasts are sent to HR Liaison listserv • HR Liaison Program completed for March 15 & 22

9. Reminders from Payroll Services payroll@ucf.edu

10. Twelve Month Payment Option • Applicable to 9 month faculty only. • Open enrollment period 04/01 – 06/29. • www.hr.ucf.edu

11. USPS Exempt Reminder • Change was effective 09/02/2011. • Regular and Special Compensatory hours should be used or paid no later than 06/30/2012. • Personal Holiday should be used by 06/30/2012 or risk forfeiture.

12. Michael Deichen, M.D., M.P.H. Mary Owens, Ph.D. Thomas Hall, LCSW

13. Why? • Tobacco is a Class-A carcinogen and there exists no safe levels of exposure. • Secondhand smoke has been shown to be a health risk to others. • Observing persons smoking tobacco increases the likelihood of non-smokers becoming smokers. • More than 600 colleges and universities in the United States currently prohibit smoking on campus. • Policy that prohibits smoking has been shown to decrease the prevalence of smoking.

14. Smoke-Free Policy Draft The University of Central Florida prohibits smoking on all university owned, operated, leased, and/or controlled properties in order to maintain a healthy and safe environment for its faculty, staff, students, and visitors.

15. Smoke-Free Policy Data Collection • Pre-post survey implementation to assess support for the UCF Smoke-Free Policy • Faculty, staff and students will participate • Focus groups related to implementation challenges with selected groups • Link to Survey • Faculty, staff and students will be asked to participate • Focus groups related to implementation challenges will also be conducted  with selected groups

16. Timeline • 10.27.2011: President Hitt State of the University address to the UCF community • November: Steering Committee • December: All-In Grant application • January: Begin Outreach Forums/Presentations • February: Website developed • March: Smoking cessation program/classes • April: Policy presentation • March / April: Student Ambassadors identified • May: Marketing Advances • June: Train supervisors • July: Finalize rollout • August: Building Signage; Policy Implementation

17. All-In • Center for Disease Control and Prevention Grant • Orange County Health Department • Banners, Building Signage; Print Ads; Bus Stop Posters; T-shirts; Billboards • UCF’s award amount: $123,456 • Other partners awarded funding: Orange County Public Schools, Valencia College

18. Smoking Support Services • Departmental Resources – QuitSmart, UCF Pharmacy • Florida Quitline • AHEC Quit Smoking Now group classes • Insurance sponsored quit assistance

19. Community Participation • Effective implementation depends upon the courtesy and cooperation of all members of the university to not only comply with the policy but also to encourage others to comply in a non-confrontational manner.

20. Questions?

21. d Explain the difference between PeopleSoft and PeopleAdmin? Becky Moulton & Patsy Popelas

22. d Summer Processing HR-Records Abbee Camen Abbee.Camen@ucf.edu 407-823-6382

23. Student Job Code • During Fall and Spring Semester, a student job code can only be used if an OPS employee is enrolled in UCF credited courses.

24. Non-Student Job Code • During Fall and Spring Semester, if an OPS student employee is not enrolled in an UCF credited course, an ePAF must be submitted to change the employee from a student job code (OPSSTU, OPSGRD, etc.) to a non-student job code. • In addition, a completed staff application at www.jobswithucf.com and a signed SSA-1945 Form must be submitted to HR-Records.

25. FICA Taxes • OPS employees in a student job code are either exempt from Social Security and Medicare or pay into Social Security and Medicare • OPS employees in a non-student job code pay into the FICA Alternative Plan (FAPLAN) and Medicare.

26. Summer Exception • For Summer Only, if a student hasn’t graduated and is not taking classes in the Summer Semester but will enroll in Fall Semester, they can remain in a student job code.

27. Students who Graduate • If a student graduates in Summer Semester, and is not progressing to another academic level at UCF in the Fall Semester, an ePAF must be submitted to change the student employee to a non-student job code. • In addition, a completed staff application at www.jobswithucf.com and a signed SSA-1945 Form must be submitted to HR-Records.

28. International F-1 Students • A UCF international students’ work authorization ends once they graduate. UNLESS • They will be progressing to next academic level. • They have an employment authorization card (OPT) or other type of work authorization. • The employee must contact ISC to complete an updated I-9 Form to remain on Payroll.

29. Incoming Students • Students who begin to work for a department in Summer Semester, but will not be enrolled in courses until Fall Semester, can be hired in a student job code.

30. Payroll Guidelines for 2012-2013 • Payroll Guidelines for 2012-2013 are posted on the HR website. • Please review deadline dates for Faculty, Adjuncts, Graduate Assistantship, and Phased Retiree employees for the upcoming semesters. The deadlines in the Payroll Guidelines supersede the regular ePAF deadlines on the monthly Payroll Calendar.

31. Fall Faculty Orientation • Fall Faculty Orientation will be held in the UCF Student Union, Cape Florida Room 316CD • For Fall Faculty, they must complete the Fall Faculty Orientation Notice and enroll online at http://www.hr.ucf.edu/web/records/NFO_registration.shtml .

32. Exit Checklist • Per University Audit, the Exit Checklist must be completed for all terminating employees (including OPS Student Employees). • If an employee leaves unexpectedly, the form still needs to be completed. • You can mark on the form that the employee was not available to sign the form. • Forms are kept at the departmental level

33. d REVISED NEW HIRE PROCESSING PROCEDURES FOR A&P AND USPS EMPLOYEES Christine Keena – Assistant Compensation Manager Patsy Popelas – Manager of Recruitment Robert Guarneri - Associate HR Director

34. Revised New Hire Procedures • Compensation Department position description (PD) review and establishment analysis strongly recommended prior to posting. • If PD is older than 2 years old or duties and responsibilities have changed over the past 2 years, an updated establishment analysis is in order. • Posting must align with the job description and ensure that a salary structure is established based on a compensation analysis. • Compensation Department review and salary analysis can be requested when final candidate has been identified.

35. Revised New Hire Procedures • The Hiring Department is responsible for submitting a fully completed application as well as related documents. • ORIGINAL HARD COPIES OF DOCUMENTATION ARE NO LONGER NEEDED TO BE SUBMITTED EXCEPT FOR ORIGINAL OFFICIAL TRANSCRIPTS! • REQUESTED START DATES MUST BE 7-10 BUSINESS DAYS POST SUBMITTAL FOR RECRUITMENT AND COMPENSATION REVIEW. THIS TIMELINE DOES NOT INCLUDE THE NOTIFICATION PERIOD PROVIDED BY THE CANDIDATE TO JOIN UCF!

36. Revised New Hire Procedures • OFFICIAL OFFER OF EMPLOYMENT CAN BE MADE ONCE THE HIRING PACKET RECEIVES FINAL APPROVAL FROM HR-COMPENSATION!

37. Questions?

38. d Q&A Open Forum

39. d Wrap Up – Final Raffle Drawing OD&T