Welcome!

1. Welcome! HR Forum February 1, 2006 Human Resource Services University of Florida

2. Today’s Agenda • Centralization Project Demonstration • ePAF Project (Communication & Training) • W-2 Distribution Process • Medicare Part D • FICA Alternative • Visa Status Report • Performance Management • Reporting Initiative (Department Reconciliation) • Leave Conversion Update

3. Centralization Project Demonstration

4. ePAF Training & Communication Update

5. ePAF Project Communication • DDD with online demonstration to announce ePAF project • InfoGator article to department administrators • Targeted e-mail to employees with relevant security regarding training

6. ePAF Project Rollout • Colleges will start using ePAFs in a cascading fashion • Before each college’s “go live” date, those who will need access will be asked to attend hands-on training • During each college’s week of training, five to six sessions will be available • Make-up sessions also will be available

7. ePAF Project Rollout • Workshops will be hands-on at the Bridges computer lab • To accommodate as many people (up to 30 per session) as possible in a short amount of time • Information regarding training schedules, directions, parking, etc., will be available at www.hr.ufl.edu/epaf

8. W-2 Distribution Process

9. W-2 Distribution Process • Distributed over 35,000 W-2s in packets to the departments (sorted by dept ID and social security #) • Departments were provided a letter with their W-2 packets discussing the procedures for requesting duplicate W-2s • In summary, W-2s may be requested from University Tax Services by completing the W-2 or 1042-S Duplicate Request Form (FA-UTS-W2DUP)

10. W-2 Distribution Process • This form is found on our website at: Finance and Accounting Forms • How to read your W-2: • View in PeopleSoft your last paycheck or earnings statement for the end of the calendar year (December 23, 2005). • Review the year-to-date cumulative tax balances found on your last paycheck or earnings statement to your W-2. • Your W-2 will balance to your year-to-date earnings statement. If they do not, please call or e-mail University Tax Services at 392-1324 or e-mail

11. W-2 Distribution Process • OFA-FA Tax Services – Forms. The W-2 instructions may be found on the IRS website at: http://www.irs.gov/pub/irs-pdf/iw2w3_05.pdf • W-2Cs or Corrected W-2s will only be issued after thorough research and when adjustments are necessary.

12. W-2 Distribution Process • Foreign Nationals or Nonresident Aliens (NRAs) will not receive their 1042-S forms until March 15, 2006. • NRAs that receive fellowships/scholarships are not required to file their US income tax returns until June 15, 2006.

13. Medicare Part D

14. Medicare Part D • New prescription drug program which began January 1 • Enrollment in Part D will continue through May 15 • Information sessions have been scheduled in the Reitz Union on the following dates: • February 14 10:00-12:00 Room 287 • February 28 2:30-4:00 Room 285 • March 7 1:30-3:30 Room 285 • David Angaran – College of Pharmacy will be the speaker

15. FICA Alternative Plan

16. FICA Alternative Plan • Implementation date - pay period 1/13/06-1/26/06 with first paycheck 2/3/06 • 4,050 employees contributing to the plan in the first pay period • Information and enrollment forms available http://www.hr.ufl.edu/benefits/ficaalternative.htm

17. FICA Alternative Plan (continued) • Existing employees should submit an enrollment form for beneficiary and investment information to BENCOR. • New employees or existing employees that become eligible will be enrolled automatically. • Employees enrolled in the plan for the first time will be sent a welcome letter and enrollment form.

18. Visa Status Report

19. Visa Status Report • UF Bridges has developed a report to assist with the tracking of the VISA expiration date. • Myufl/Enterprise reporting/Access reporting/Human resource reporting/Workforce information/VISA status report by expiration date • Memo to be sent from HRS early next week with the report by College and Unit. • Copies of the extensions are needed in the core HR offices. (A copy will be sent to tax services.)

20. Performance Management

21. Performance Management • Have your supervisors attended? • Sessions are still available in February and March • Session is available on the web at www.hr.ufl.edu/performance

22. Performance Management • Final guidelines will be distributed from Employee Relations via the InfoGator

23. Reporting Initiative(Department Reconciliation Training)

24. Reporting Initiative • Department Reconciliation training • Overview: More than 500 people attended in January • Hands-On: Began in late January for those who wanted or needed more assistance • Train-the-Trainer for college and division reps • January 26 • 18 “trainers” to deliver hands-on in their areas

25. Reporting Initiative • Evaluation feedback very positive—although campus is ready for grant information to be included in the reports

26. Leave Conversion Update

27. Leave Conversion Update • Leave conversion (excess vacation leave to sick leave at the end of the pay period in which 12/30 occurred) will be reflected on two employee paychecks (despite happening only once): • January 20 (pay period 12/30/05-01/12/06) • February 2 (pay period 1/13/06-1/27/06)

28. Leave Conversion Update • Any converted balance will be reflected in My Self Service after January 27

29. Thank you for attending!