Welcome

Slide 1:Welcome!

HR Forum September 12, 2007 Human Resource Services University of Florida

Slide 2:Today�s Agenda

Homecoming Holiday Veterans� Preference Laboratory Safety Benefits Open Enrollment 2007 Domestic Violence Leave Legislative Bonus 2007-08 Appraisals ePAF for Fellows Superior Accomplishment Awards Program Important Dates

Slide 3:Homecoming Holiday

Slide 4:Homecoming Holiday

The University of Florida will be closed on Friday, November 2, 2007. No classes will be held except for those in the Levin College of Law through 1:00 p.m. Clinics within the Health Science Center will remain open to serve patients: College of Medicine, College of Medicine Jacksonville, College of Veterinary Medicine, PHHP Clinics, and the College of Nursing Archer Clinic. HSC faculty, staff, and students with clinic responsibilities must check with their respective colleges to determine their requirements.

Slide 5:Veterans� Preference

Slide 6:Veterans� Preference

Effective July 1, 2007, several changes were made to the laws relating to Veterans� Preference in employment. All state agencies and any political subdivisions in the state are required to give employment preference to eligible persons for all eligible positions. Preference eligibility no longer expires upon appointment of the eligible person to a position with the state or any political subdivision in the state. Persons who were previously ineligible for preference because they held or are currently holding a job with a public employer are now eligible to use their veterans� preference again with all employers covered by law.

Slide 7:Veterans� Preference

Persons who were previously ineligible for preference because they did not serve during an eligible wartime period may now be eligible for Veterans� Preference if they served during Operation Enduring Freedom or Operation Iraqi freedom. Changes to Recruitment and Selection Procedures: 1. Current or previous employment with the state should no longer be considered when determining preference eligibility. 2. The receipt of a campaign or expeditionary medal is not required, only service during those wartime periods.

Slide 8:Veteran�s Preference

Slide 9:Laboratory Safety

Slide 10:EH&S and YOU

Richard L. Cannon, PhD Laboratory Safety Coordinator University of Florida Environmental Health and Safety POB 112190 BLDG 179 Gainesville FL 32611-2190 352-392-1591 rcannon@ehs.ufl.edu WWW.EHS.UFL.EDU

Slide 12:NEW RESEARCH PERSONNEL

EH&S needs to be informed when a new hire is coming into the research community. This includes OPS positions created until a line opens for the researcher as faculty.

Slide 13:THEY NEED TO KNOW

We have furnished Human Resources with a packet of information that will guide new research personnel in utilizing EH&S resources in preparing to do research at UF. This packet will also be available on the EH&S website. (WWW.EHS.UFL.EDU)

Slide 14:WE ARE HERE TO HELP

Once a new researcher arrives on campus EH&S can work directly with them to get their labs set up and research started quickly and safely.

Slide 15:PERSONNEL LEAVING

When a researcher leaves the university, he or she is required to have a �CLOSE OUT� of their lab space.

Slide 16:DON�T LET THIS HAPPEN TO YOU

A close out is done to ensure that researchers do not leave anything behind that will cost the University (The Department) money to clean up or dispose of.

Slide 17:Job Titles of Interest forNEW �Research� Personnel

assistant professor associate professor professor all the biological scientist titles all the chemist titles all the research scientist titles also the research and clinical asst, assoc and full professor titles All �assistant in� titles

Slide 18:Changing Spaces!

The increase in new research buildings at the University has created another problem that we hope you can help us with. When a researcher moves from one space to another, or space use is changed, we need to now about it when labs are involved. A closeout has to be done, even if just moving within the building.

Slide 19:Benefits Open Enrollment2007

Slide 20:Communication Timeline and Important Dates

July and August HR Forum InfoGator Articles Dedicated Open Enrollment (OE) website Early September InfoGator -- Open Enrollment Edition OE campus DDD Letters to Eagles Dental Participants Pre-enrollment post card from the state

Slide 21:Communication Timeline and Important Dates

Mid to Late September Benefit statement from People First (PF) on state plans including enrollment instructions and changes PF letters to participants in Dental, Life, Vision, and Tricare on plan year changes Letter from HRS to employees via email Link off the UF home page OE posters State brochures & forms available via the PF website Begin OE info sessions at the HRS bldg

Slide 22:Communication Timeline and Important Dates

Early October OE begins on October 1st at 8:30 am Benefits Fair Oct. 1st from 9-4 & Oct. 2nd from 9-2 at the Reitz Union � Grand Ballroom Special dental info sessions during the fair myUFL home and splash page article Marquee message throughout open enrollment Inside UF Article -- Alligator�s Events Section Continue OE info sessions in the HRS bldg

Slide 23:Communication Timeline and Important Dates

Mid to late October OE ends October 26th at 5:30 pm EST myUFL splash page � OE reminder Continue OE & Dental Info sessions at the HRS bldg PF will mail out confirmation statements for changes made during OE

Slide 24:Communication Timeline and Important Dates

November November 9nd at 5:30 pm EST will be the deadline to make any corrections to changes that were made during OE Communications from both UF and State will be posted on HR website at www.hr.ufl.edu under �Benefits�, �Open Enrollment� section

Slide 26:What�s Not Changing?

Several State sponsored plan designs remain unchanged for Plan year 2008 Health � PPO, HMO and Health Investor options Health premiums for full-time employee remain unchanged Supplemental Plans (STD, Hospital, Cancer, MRA & DCRA)

Slide 27:Changes for OE 2007

Vision TRICARE Life Health Savings Accounts (HSA) Employer Rates State and UF Dental Plans

Slide 28:Vision Plan

Vision Care will not be offered for plan year (PY)2008 Vision screening available as a preventive care under PPO and HMO plans Some frame, lens, and surgical benefits available through BCBS�s �Blue Complements� Most HMOs also offer additional benefits

Slide 29:Tricare Supplement

Changes in federal law prohibit TRICARE Supp. from being offered Current TRICARE enrollees will be defaulted to the PPO plan Shop around -- the state plan may not be the best option Retirees must consider their inability to re-enroll with the state

Slide 30:State Life PlansBasic and Optional

Contract moves from Prudential to Minnesota Life Benefits unchanged; employee contribution decreases Plan enhancements Will preparation & Beneficiary financial counseling All enrollees must submit a new Beneficiary Designation Form to Minnesota Life

Slide 31:Health Savings Account (HSA)

Max. annual contribution limit increased for 2008 to: $2,900 individual $5,800 family �Catch up� contributions up to an additional $900 for enrollees aged 55 and older For contribution purposes, if you are eligible the last month of the year, you are eligible for the entire year

Slide 32:Health Rate Changes

Health Rate Changes for PY 2008 No impact on: Active full-time employees Increase will affect: Part-time employees with a proportional increase based on FTE in June 2008 Employer contributions effective June 2008 From $377.86 to $399.26 per month - Individual cov. From $787.60 to $835.98 per month - Family cov.

Slide 33:General Rate Changes

Basic Life rates will decrease in December 2007 for FT employees, however, Employer and PT employee contributions will have a slight increase Other supplemental plans may also have slight increases for PY 2008� review company brochures for new rates

Slide 34:State Dental Changes

New plans for increased choice Mapping from Oral Health Services (OHS) Mapping to new coverage tiers Adapted from the Department of Management Services, Division of State Group Insurance

Slide 35:State Dental Changes

New Plans - nine options offering more choice New plans from CompBenefits, UnitedHealthcare and Ameritas through procurement Plus other vendors returning Available options 3 indemnity plans 1 PPO option 5 pre-paid (HMO) options Adapted from the Department of Management Services, Division of State Group Insurance

Slide 36:State Dental Changes

Dental � OHS Mapping Oral Health Services (a pre-paid plan) contract expires end of 2007 Current OHS enrollees mapped equally to two new procured plans: CompBenefits and UnitedHealthcare Adapted from the Department of Management Services, Division of State Group Insurance

Slide 37:State Dental Changes

OHS Dental Mapping Adapted from the Department of Management Services, Division of State Group Insurance

Slide 38:State Dental Changes

Dental � New Tiers & Mapping New tiers to better match customer needs Current tiers: Employee, Employee +1, Employee + 2 or more New tiers: Employee, Employee + Spouse, Employee + Child(ren), Family Customers with coverage other than Employee only will be mapped Adapted from the Department of Management Services, Division of State Group Insurance

Slide 39:State Dental Changes

Tier Mapping Adapted from the Department of Management Services, Division of State Group Insurance

Slide 40:UF Dental Changes

Eagles dental will not be offered for Plan Year 2008 Coverage will end 12/31/07 Letters to participants were sent this week During OE, participants may Enroll in a state sponsored plan OR If no action taken, this will result in no dental coverage for Plan Year 2008

Slide 41:Benefits Open Enrollment How To Enroll

Changes to state sponsored benefits may be made online via the People First website at https://peoplefirst.myflorida.com, calling 1-866-663-4735 or faxing an enrollment form to PF Changes to UF sponsored benefits (Term Life, Long Term Disability, etc. ) are made by completing forms on the HR website at www.hr.ufl.edu and returning them to the nearest HR office on campus All transactions must be completed by October 26th

Slide 42:Open Enrollment Resources

People First Website https://peoplefirst.myflorida.com 2007 HRS Open Enrollment Website http://www.hr.ufl.edu/benefits/openenrollment.htm HRS website also includes: Link to InfoGator Articles Instruction guides -- navigating/enrolling on People First Available employee OE and dental information sessions Important dates and a list of OE mailings

Slide 43:Domestic Violence Leave

Slide 44:Domestic Violence Leave

New Florida law requires employers to provide up to 3 days of leave to employees (or household members) that are victims of domestic violence. Effective date: July 1, 2007. The law covers employers in Florida who employ 50 or�more employees.

Slide 45:Domestic Violence Leave

Florida one of only a few states that require leave for victims of domestic violence. Colorado, Illinois, and North Carolina are examples of the states that have similar laws that protect the victims of domestic violence. �

Slide 46:Domestic Violence Leave

The law covers leave for specific activities including: seeking an injunction for protection against domestic�violence or repeat violence, dating violence, or sexual violence; obtaining medical care or mental health counseling or both for the employee or a family or household member�to address injuries resulting from domestic violence;

Slide 47:Domestic Violence Leave

obtaining services from victims services organizations such as a domestic violence shelter or rape crisis center;� making the employee's home secure from the perpetrator of domestic violence or finding a new home to escape the perpetrator; seeking legal assistance to address issues arising from domestic violence or attending or preparing for court related proceedings arising from the act of domestic�violence.

Slide 48:Domestic Violence Leave

Advanced notice of the leave required except in cases of imminent danger to the health or safety of the employee or a family member.� The employee is required to use accrued leave. In the event that the employee does not have sufficient leave to cover the event, the leave will be unpaid.

Slide 49:Domestic Violence Leave

Employers must keep all information relating to leave for domestic violence confidential. Employer may not take any disciplinary action against an employee related to the use of domestic violence leave. The leave policy may be found via the HR web site at http://www.hr.ufl.edu/benefits/vac_hol_sick.htm

Slide 50:Domestic Violence Leave

QUESTIONS?

Slide 51:Legislative Bonus 2007-2008

Slide 52:Legislative Bonus

Eligibility Funding Mass Additional Pay File Important Dates

Slide 53:Legislative Bonus

Effective November 1, 2007 All eligible faculty and staff, including postdoctoral associates will receive a non-recurring one-time lump sum bonus payment of $1,000 Faculty and staff in a collective bargaining unit will be governed by the terms of their respective contracts

Slide 54:Eligibility

Faculty and Staff Hire date prior to July 1, 2007 and continuously employed by the University through November 1, 2007 Performance evaluation rating of at least satisfactory Part-time employees will receive a prorated payment

Slide 55:Funding/Distributions

Departments will only receive funding for the portion of the employee�s salary that is paid from state appropriated funds (as reported in the Budget Prep System) All other funding sources are expected to fund the salary increases from existing sources Distributions will follow current set up

Slide 59:Important Dates

October 13 Create mass additional pay file  October 20 File closed to departments October 26 File closed to core offices October 27 File loaded to job data November 9 Pay day

Slide 60:Contacts

TEAMS/USPS: Kim Schares, Classification & Compensation Tel: 392-2477 Email: kim-schares@ufl.edu FACULTY: Janet Malphurs, Academic Personnel Tel: 392-2477 Email: janet-malphurs@ufl.edu

Slide 61:Appraisals

Slide 62:Appraisals � UF2006 vs. 2007

Slide 63:Appraisals � UF2006 vs. 2007

Slide 64:ePAF for Fellows

Slide 65:ePAF for Fellows

ePAFs may now be submitted to hire and terminate fellowship appointments. Changes and corrections to existing appointments may be done by submitting appropriate paperwork to the Academic Personnel Office. Appropriate paperwork is still required. Please refer to University Payroll Services for payroll deadlines.

Slide 66:ePAF for Fellows

As a reminder, please be sure to use the correct earning codes: Pre-Doc FUS - US citizen FTH - US citizen/NIH training grant FR5 - Foreign FG5 - Foreign/NIH training grant Post-Doc FLT - US citizen FTG - US citizen/NIH training grant FN5 - Foreign FT5 - Foreign/NIH training grant

Slide 67:ePAF for Fellows

QUESTIONS? Please contact Janet Malphurs or Judy Emery at 392-1251.

Slide 68:Superior Accomplishment Awards Program

Slide 69:Superior Accomplishment Awards Program

Nomination period runs from: September 14th � October 31st Suggestions for nomination packet: Extensive support from individuals from all levels of department / division Support from individuals outside of department and from other disciplines Focus on what the employee has done above and beyond their scope of employment.

Slide 70:Superior Accomplishment Awards Program

Send nomination packets to Divisional Chair persons: Division 1 (Pres office, Research, Public Relations, General Counsel, UF Foundation, HR): Melissa Orth Box 113157 Ph: 392-4574 Division 3 (Academic Affairs) Elaine Green Box 117047 Ph: 392-0723 x223 Division 4 (IFAS) Dr. Kevin Folta Box 110690 Ph: 392-1928 Division 5 (Health Affairs) Louise Brophy Box 1000014 Ph: 273-5076 Division 6 (Student Affairs) Myra Morgan Box 113250 Ph: 392-1265 x401 Division 7 (Business Affairs) Todd Morrone Box 112195 Ph: 392-1591 x260

Slide 71:For Further Information

Call Kevin Clarke at 392-4777 or email at kevin-clarke@ufl.edu Go to Superior Accomplishment Awards website at http://www.hr.ufl.edu/saa/default.htm

Slide 72:Important Dates

Slide 73:Important Dates

Sept. 14th Superior Accomplishment Awards Nomination Kick-Off Sept. 24th UF Community Campaign  Kick-Off Sept. 28th Davis Productivity Awards nominations due Oct. 10th Next HR Forum Nov. 1st Application deadline for Higher Education Opportunity (HEO)

Slide 74:Thank you for attending!