HR Liaison Network Meeting

HR Liaison Network Meeting Agenda Topics • Welcome: Roxane Walton • Building Better Communications: Patty Farris • Re-Hire Rule and ORP Distributions: Nancy Gayton • PeopleSoft & PeopleAdmin Updates: Becky Moulton & Patsy Popelas • Giveaway Raffle: Patty Farris • UCF/HR Programs • Sick Leave USPS: Nancy Gayton • Sick Leave Faculty/A&P: Lucretia Cooney • Employee Recognition Programs: Patty Farris • Q&A Open Forum • Upcoming Performance Appraisals: Michelle Brooks • Wrap Up- Raffle Drawing: Patty Farris

Building Better Communications Patty Farris, OD&Training patty.farris@ucf.edu

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

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.

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

Upcoming Dates • April 10, 2012, 9:00 – 11:00 a.m., Garden Key Room 221 • July 10, 2012, 2:30 – 4:30 p.m. in the HR Training Room • October 30, 2012, 9:00 – 11:00 a.m., Garden Key Room 221

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

Communication Achievements • 11/1 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 scheduled for March 15 & 22

d Re-Hire Rule and ORP Distributions Benefits Nancy Gayton Nancy.Gayton@ucf.edu

Rehired Retirees • An employee is considered to have retired once they terminate employment and receive a distribution (including a rollover) from the Optional Retirement Program or FRS Investment Plan. This law went into effect July 1, 2010. • Retirees who are reemployed on or after July 1, 2010 are not eligible to earn another retirement benefit. • If an Ee is reemployed by an FRS participating employer within 6 calendar month after retirement or DROP termination, the retirement will be voided. The Ee will be required to repay any benefits received and the FRS membership will then be reinstated.

Rehired Retirees, cont’d • If an Ee returns to employment with an FRS-covered employer during the 7 – 12 calendar months after retirement, no additional distributions are permitted until either termination of employment or Ee has completed a total of 12 calendar months of retirement.

d Electronic I-9 Forms and E-Verify Records Abbee Camen Abbee.Camen@ucf.edu 407-823-6382

Electronic I-9 Form • Electronic I-9 Form Functionality in People Soft. • All ePAF Originators will have security access to complete Section 2 of the I-9 Form. • Electronic I-9 Form Trainings will be offered, but not required for security access.

Benefits of Electronic I-9 Form • Electronic Signature • Elimination of most Technical Errors • Signing above the signature line • Omitting Required Fields • Inputting a List C document as a List B, and visa versa • I-9 Certification Date not matching Hire Date on the ePAF

How does the Electronic I-9 Form Work? • Department must complete the personal information (Steps 1-3) of the Hire ePAF. (confirm the name on the Social Security Card matches the name in the system) • Within 24 hours of the personal information being submitted via the ePAF, the employee will have access to Employee Self Service through my.ucf.edu to complete Section 1 of the I-9 Form. • Once the employee completes Section 1 of the I-9 Form AND the hire ePAF has been fully executed by HR-Records and loaded into job data, the ePAF Originator will receive an item on their worklist to complete Section 2 of the I-9 Form.

Electronic I-9 Form: What stays the same? Per Federal Regulations: • Department must still see original acceptable I-9 documents. • Section 1 of the I-9 Form must be completed on or prior to the employee’s hire date. • Section 2 of the I-9 Form must be completed by employee’s 3rd dayof hire.

Electronic I-9 Form: What Changes? • I-9 Supporting Documents will be attached to the Electronic I-9 Form. • Hire ePAF will be approved by HR-Records prior to receiving the Electronic I-9 Form. • Hire ePAF and Hire/Rehire Sign-in Paperwork must be received and executed by HR-Records prior to the employee’s start date.

Deadlines • Deadlines will be revised for Hire ePAFs and Hire/Rehire Sign-in Paperwork to ensure ePAF is executed by HR-Records prior to employee’s hire date. • For Example, employee is hired effective 03/30/12. Hire ePAF needs to be submitted by 03/19/12. Hire/Rehire Sign-in Paperwork needs to be submitted to HR-Records by 03/22/12.

Benefits: Employee in the System by Hire Date NO DELAYS: • Signing up for Benefits • Obtaining Parking Decal • Obtaining UCF ID Card • Library Privileges • Accessing Web Courses • GETTING PAID!

I-9 Form Statistics • In FY 2011, ICE (Immigration and Customs Enforcements) conducted 2,496 I-9 audits. • In FY 2011, ICE issued fines and penalties in the amount of $10,463,987. • The penalty for failing to comply with Form I-9 requirements is $110-$1100 for each violation.

What is E-Verify? • An internet-based system operated by the Department of Homeland Security (DHS), U.S Citizenship and Immigration Services (USCIS) in partnership with the Social Security Administration (SSA) that allows employers to verify the employment authorization of employees.

E-Verify and UCF • HR currently inputs the information from the I-9s of all new hires paid under government contracts and I-9s of existing employees paid under government contracts through E-Verify.

E-Verify Executive Orders • Federal Executive Order: Effective September 8th 2009 • AKA E-Verify Federal Contractor Rule or FAR (Federal Acquisition Regulation) Final Rule • All new hires and existing employees paid under Federal Contracts must be run through E-Verify to verify work authorization. • State Executive Order: Effective May 27th, 2011 • All new hires and existing employees paid under State Contracts must be run through E-Verify to verify work authorization.

Provost Decided that UCF Will E-Verify all New Hires in 2012 • ISC’s and Departments’ concern that F-1 students be given the 17 month OPT extension when eligible.

International F-1 Students • When international students under F-1 Status graduate, they are eligible for 12 months of OPT (Optional Practical Training). • OPT is temporary employment that is directly related to a F-1 student’s major area of study. • International Students apply for an EAD (Employment Authorization Card) through USCIS. How does that relate to E-Verify?

E-Verify and STEM • F-1 students who receive science, technology, engineering, and mathematic (STEM) degrees are eligible for an additional 17-month OPT extension ONLY if their employer inputs ALL NEW HIRES through E-Verify in addition to employees paid from Government Contracts.

d PeopleSoft & PeopleAdmin Updates Becky Moulton and Patsy Popelas

Online Employment system System went live on 12/19/2011 Reference Guides Recorded Training Sessions System enhancements

Reference Guides

On-Line Hiring Training

System Enhancements

d Giveaway Raffle Patty Farris

d USPS – Sick Leave Pool Nancy Gayton

USPS Sick Leave Pool • USPS need to be continuously employed with UCF for more than 1 year and have at least 64 hours of unused sick leave at the time of enrollment (prorate for part-time Ees). • SLP open enrollment occurs during March and September of each year. If approved, 16 hours of SL will be deducted from SL balance. • All accrued leave must be used before SLP hours will be granted.

d Faculty/A&P – Sick Leave Pool Lucretia Cooney

d Employee Recognition Programs Patty Farris

d Q&A Open Forum

d Upcoming Performance Appraisals Michelle Brooks

d Wrap Up – Final Raffle Drawing Patty Farris

HR Liaison Network Meeting