Welcome: Roxane Walton

2. Welcome: Roxane Walton

3. Meeting Guidelines & Introduction of the February HR Liaison Graduates – Beth Scheitzach

4. 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

5. 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.

6. HR Liaison Accomplishments • Currently 275 HR Liaisons • During Fiscal Year 2012, Human Resources hosted three meetings • Average attendance – 89 employees, representing 51 colleges/departments

7. Communication Achievements • Meeting Minutes are 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

8. January Meeting Feedback Liked: • Good speakers, covered many areas! • Information flow went well • Great staying on time, liked the 3 questions format • Loved the guest speakers, please continue Do Differently: • Break needed in the middle (put one in for this meeting) • Room setting was uncomfortable (changed the room) • More training raffle prizes (will do!) • Moderators need to repeat question, speak into mic (will do!) • Provide PPTs prior to meeting (we email out topics and expanded agenda prior) • Please say please (vs. ‘you must’ or ‘you have to’) – (we will try our best)

9. 2013 Meeting Dates • January 15, 2013, 2 p. m. – 4 p.m. Key West Room 218, Student Union • April 15, 2013, 9 a.m. – 11 a.m. Key West Room 218, Student Union • July 9, 2013, 2:30 p.m. – 4:30 p.m. HR Training Room, Innovative Center • October 22, 2013 9 a.m. – 11 a.m. Key West Room 218, Student Union

10. HR Liaison Training • 2 HR Liaison Training Programs completed in the last year • March 2012 (26 completed) • October 2012 (20 people completed) • February 2013 (17 people completed)

11. HR Liaison Training Graduates • Allison Jefferson • Deborah Doyle • Elizabeth Ann Nemec • Haresh Patel • Ida Carpenter • Katie Lee • Laura Kelley • Linda Anderson • Linda Wood • Maria Aragon • Maria Em • Maria Gambino • Osepha Felix • Patricia Anne Sheppard • Sean Kopaniasz • Lee Ann Roberts • Tamara Pullin

12. Leave Administration Recent Changes – Ben Anderson

13. Leave Administration FMLA Happy Birthday FMLA! Changes in Military Family Leave Entitlements. Training available at your convenience.

14. Leave Administration New website-Where is LOA and WC? • Managers & HR Liaisons at top-CLICK • Manager Resources heading on left • Personnel Matters-CLICK • Leave of Absence, Workers Compensation, FMLA in tan boxes –CLICK • Current Employees at top-CLICK • Leave Administration heading on left • FMLA, Leaves of Absence, Sick Leave Pool Information, Workers’ Compensation-CLICK .

15. Benefits Updates: Millicent DownerGuest Speaker: Karen Averill, MBA Senior Account Executive, Horizon HealthEmployee Assistance Program

16. Important Dates to Remember • New Faculty Orientation Human Resources, Training Room 105 • Monday, August 5th : 8:30 a.m. to 12:00 p.m. • Monday, August 5th : 1:00 p.m. to 4:30 p.m. • Tuesday, August 6th : 8:30 a.m. to 12:00 p.m. • Tuesday, August 6th : 1:00 p.m. to 4:30 p.m. Online sessions will also be available for new faculty who are unable to attend one of the scheduled sessions. • Div. of State Group Insurance Open Enrollment • Benefits Fair, Friday, October 4th, Student Union Pegasus Ballroom • Annual Benefits Open Enrollment period begins Monday, October 21stand continues through Friday, November 8th, 6:00 p.m. ET

17. Div. of State Group Insurance Employer Health Insurance Premium Rate Increase • Rate increase effective PPE 4/25/13, May 3rd pay date • New rates for June 1st coverage • For departments who employ 9M faculty members, this change went into effect on the March 22, 2013 payroll (PPE 3/14/13) • Employee-paid portion of the premium is not increasing for employee’s with 1.0 FTE • Employees with an FTE < 1.0 will pay a higher premium as they are paying a pro-rated portion of the employer premium • Employees with Overage Dependents health coverage will see an increase in their premium

18. Veteran’s Preference Renée Grigor Recruitment University of Central Florida

19. Veteran’s Preference on PeopleAdmin Granted (Applicant Tab) Not Granted (History Tab)

20. Interviewing Veterans • It is the department’s responsibility to determine whether the veteran meets the minimum qualifications for the position (posting preferences are not to be considered) • Contact the veteran to interview for the position (if you are unable to contact the veteran after multiple attempts or the applicant declines an interview make sure to document this in the system)

21. Interviewing Veterans Cont. • Interview for the position (if all of the first round of interviews for the position are phone interviews, this is acceptable as long as the questions are job related) • Document your interviews and retain interview notes • If an applicant believes he/she was not afforded employment/retention preference, a complaint may be filed with the Department of Veteran’s Affairs • Violations are subject to a fine of up to $10,000,

23. Break & Raffle

24. Records – Abbee Camen

25. Electronic I-9 Update • USCIS has issued a new version of the I-9 Form that must be implemented by May 7th, 2013. • The Electronic I-9 System will be updated on May 1st, 2013

26. I-9 Changes

27. Summer-Student Job Code • During Summer Semester, if a student is not taking classes, but hasn’t graduated, they can remain in a student job code. • If a student has graduated and will no longer work for UCF, please submit a termination ePAF. • If a student has graduated and will continue to work for UCF, submit an edit existing job ePAF to change them to a non-student job code, OPS Hourly Non-Student Affirmation Form, and SSA-1945 Form.

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 Electronic 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 2013-2014

31. Online ePAF Originator Training Course • Upgrade to ePAF System by Fall 2013

32. Attaching Hire/Rehire Sign-In Paperwork to ePAF • Attach the Hire/Rehire Sign-In Paperwork (excluding Direct Deposit and W-4 Form) with file name of HR_HIRE_Emplid_Name (Ex. HR_HIRE_1234567_Jolie) • Fax the Direct Deposit and W-4 Form to your Point of Contact in HR-Records • Graduate Assistantship Paperwork still needs to be attached separately as instructed by College of Graduate Studies.

33. New Employee Orientation Updates 2013 Patty Farris O D & Training Patty.farris@ucf.edu 407-823-0558 University of Central Florida

34. AGENDA • Defining terms • The process • Attendee email • Course content • Follow up • Questions?

35. Defining Terms/Jargon • NEO- New Employee Orientation • Mixed Mode- 4 modules presented in person followed by 5 modules online • Online- 9 modules online

36. The Process

37. NEO Email Invitation

38. Mixed Mode Content

39. Content Cont. • Mixed Mode: A blend of in-person and 5 online modules • 3 ½ hours in-person with Subject Matter Experts present • Approximately 1 ½ online content • Fully online: 9 modules online • Approximately 3 hours of online content

40. Content Modules

41. Email Post NEO Attendance After Mixed Mode (day of NEO) • Canvas instructions • Canvas invite Two weeks after NEO • Course closed out for attendees • No show • Response email to department and the new hire

42. Computer Labs Technology Commons 2 (CCII)  • M-Th, 8AM-10PM • F, 8AM-7PM • Sa & Su, Closed Technology Commons 1 (CCI) • M-F, 8AM-7PM

43. Follow up • NEO attendance will be processed the following pay day Friday • Departments will be notified of any no shows or incomplete attendance

44. Website cont.

46. Charges and Time Reporting Payroll Services

47. Off Cycle Checks • Overpayment Recovery Fee • Federal College Work-Study • Leave Payouts Charges Payroll Services can accommodate your request to process charges/fees to an alternate funding department if notified in advance.

48. Detailed Information on Charges OFF CYCLE CHECKS OVERPAYMENT RECOVERY FEES Overpayment Notice email now says, “…if you prefer that this fee be charged to an alternate operations or overhead department please let us know ….” • “Alternate account to charge fee” on the revised form FEDERAL COLLEGE WORK STUDY LEAVE PAYOUTS • Notify payroll@ucf.edu prior to the leave payout being processed. • You should not prepare journals for departments ending in xx-xx-0601 or xx-xx-0602. This causes the financial aid system to be out of balance. Contact Shameika Daye, Financial Aid Workstudy Coordinator.

49. Time Reporting • Timesheets Required • OPS Hourly (student and non-student) • USPS Non-exempt Reasons: • DOL requires accurate time reporting records • FLSA covered employees eligible for overtime pay • Leave & Pay Exception Reports Required • All employee types (exception: OPS Hourly) Reason: • University requirement to report exceptions to the schedule (> or <) to account for leave balances

50. Time Entry & Approval in PeopleSoft • Input Timesheets For: • OPS Hourly (daily hours worked) • Input LAPERS For: • All employee types