Welcome!

1. Welcome! HR Forum March 12, 2008 Human Resource Services University of Florida

2. Today’s Agenda • Voicing Concerns at UF: The UF Compliance Hotline • Performance Appraisals • Faculty & Graduate Assistant Summer Appointments • Short Work Breaks for Nine & Ten Month Employees • Direct Deposit Policy • Gator Jobs Update • Retirement & Benefits Tutorial • Student Assistant Appointment & Termination Process • Important Dates

3. Voicing Concerns at UFThe UF Compliance Hotline

4. Be proactive . . . Report concerns to responsible University staff . . . Support those who come forward to discuss an issue or report a concern! Staff/Faculty/Student Responsibilities: Don’t Ignore Problems You See

5. Local resolution is usually the best place to start Use normal supervisory channels Units may have assigned specific people to handle certain concerns The BEST Option: Local Resolution

6. Americans with Disabilities Act Office (392-7056) College of Medicine, Office of Compliance, Physician Billing Compliance (265-8359) College of Medicine - Jacksonville, Office of Physician Billing Compliance (1-877-264-2520) Division of Sponsored Research (392-9271) Environmental Health and Safety (392-1591) Human Resource Services – Employee Relations (392-1072) Human Resource Services – Equal Employment (273-1778) Some Central Offices

7. Office of Audit and Compliance Review (392-1391) Office of the Ombudsman (392-1308) University Privacy Office (273-5094) REMEMBER . . . each central office: has its own investigative process; has previously processed concerns and complaints; will continue to process concerns and complaints that are both brought directly to that office and/or that are brought by the OACR. More Central Offices

8. For employees or persons that are uncomfortable about raising a concern through normal channels Anonymous/confidential reporting service provided by , an independent company that provides this service to other universities and corporations The NEXT Option: The UF Compliance Hotline

9. Compliance hotline via was placed in operation in January 2007; Accessible 24 hours a day, 7 days a week; Accessible by Phone: 1-866-500-3344; Accessible by Web through several locations: Direct: www.tnwinc.com/reportline/university VIA OACR: www.oacr.ufl.edu VIA UF Compliance: www.compliance.ufl.edu The UF Compliance Hotline is NOT for emergencies. As always, for emergencies you should call 9-911. UF Compliance Hotline

10. UF Hotline Poster Be on the lookout for this poster, the UF Compliance Hotline poster, around campus. It provides details on how to report concerns and includes contact information for the Hotline as well as several of the key Central Offices for the University. If you would like a copy for your offices, please contact Roger Frank in the OACR at 392-1391 ext. 30.

11. UF Compliance Hotline Brochure

12. Academic Fraud Accounting Irregularities Conflicts of Interest Destruction of University Property Discrimination Falsification of Records Fiscal Misconduct Fraud Human/Animal Testing Kickbacks Release of Proprietary Information Research Grant Misconduct or Misappropriation of Costs Safety Issues and Sanitation Scientific Misconduct Sexual Harassment Substance Abuse Theft of Cash Theft of Good/Services Theft of Time Wage/Hour Issues Workplace Violence/Threats Concerns Include (but are not limited to):

13. By Telephone Contact at 1-866-500-3344 An interviewer from will ask the caller to describe/discuss the situation or concern being reported and will document their response in detail. Callers do not have to give their name and the call is notrecorded. A report number is assigned to the caller so they can provide additional input, if requested. Reporting a Concern

14. Over the Web (www.tnwinc.com/reportline/university) Complainant enters maintained website and completes and submits the web based form. They do not have to give their name. When the form is submitted they will receive a confirmation number for their records. Reporting a Concern

15. refers the complaint or concern to the appropriate University area for review. Division of Sponsored Research Finance and Administration General Counsels Office Human Resource Services Office of Audit and Compliance Responsibility for Review

16. http://oacr.ufl.edu/ Nur Erenguc – Chief Audit Executive Roger Frank – Senior Audit Manager, OACR 392-1391 341 Tigert Hall PO Box – 113025 Thank you for your time and attention! Office of Audit and Compliance Review

17. Performance Appraisals

18. Faculty & Graduate Assistant Summer Appointments

19. Faculty and Graduate Assistant Summer Appointments • Summer jobs for faculty and graduate assistants will be processed via the Summer Job Review file. • The review file will be available to departments the week of March 31. • The file will be available via myUFL system and may be accessed via the navigation: Workforce Administration>Job Information>UF Summer Job Review.

20. Faculty and Graduate Assistant Summer Appointments • Data on the Sumer Job Review file will include salary and other information for current 9 month faculty and graduate assistants. • Departments will have until April 17, to review and update the data. • The departments will be able to change the following: FTE - salary will adjust accordingly Title - (for graduate assistants only) Department ID

21. Faculty and Graduate Assistant Summer Appointments • Departments will also need to indicate the term (A, B, or C) of the appointment. A termination row will be applied at the same time the summer job row is applied in job data. • The appointments will be applied into myUFL the weekend of April 25. Departments will be able to view the summer jobs starting on April 28.

22. Faculty and Graduate Assistant Summer Appointments • Distributions for summer jobs will need to be completed once these jobs have been applied to job data. This will be for the pay period of 5/2/08 – 5/15/08. • Instructional guide is located at: • http://www.hr.ufl.edu/training/myUFL/toolkits/HiringAddPay.asp • Questions? Please contact Academic Personnel at 392-1251

23. Short Work Breaks for Nine and Ten Month Employees

24. Short Work Breaks for Nine and Ten Month Employees • Nine and ten month employees (faculty, graduate assistants and TEAMS) will be put on Short Work Break in the myUFL system for the summer semester. • Reports will be available to review on March 17. Navigate to Public Folder>Human Resources>Workforce Information under Enterprise Reporting. • Effective date of the break will be 5/15/08 for 9 month and 6/11/08 for ten month employees. • .

25. Short Work Breaks for Nine and Ten Month Employees • Please review your employee’s data by Thursday, March 27, to ensure that an employee does not have any pending or future dated rows and that any terminations are entered by this date. • The process will be completed the weekend of March 28 in which a new job row will be created with the action/reason of Short Work Break. • Time reporting will be inactivated for the short work break period. Departments still need to review their employees to ensure that they do not continue to be paid beyond the end of the Spring Semester.

26. Short Work Breaks for Nine and Ten Month Employees • Questions? Contact Academic Personnel for Faculty and Graduate Assistants at 392-1251 and Recruitment and Staffing for TEAMS employees at 392-4621.

27. Direct Deposit Policy

28. Direct Deposit Policy • Beginning with the March 21 – April 3, 2008 biweekly payroll, all departments will be required to submit the Direct Deposit form as part of the hire packet to Human Resource Services and Student Employment for new employees, instead of directing the form to University Payroll Services.

29. Direct Deposit Policy(continued) • Departments should review the Direct Deposit form for completeness. Common errors that could delay the hire include: • Form not signed by the employee • The voided check attached to the form is not imprinted with the name of the employee • Printed name on the voided check does not match the name on the form

30. Direct Deposit Policy(continued) • Other things to look for when including the Direct Deposit form in the Hire packet: • The voided check cannot be a business account • The action of START must be selected on the Direct Deposit form • If the employee does not have imprinted checks, the correspondence from the financial institution must include the account holder’s name, routing and account numbers, as well as the name and telephone number of the bank employee who prepared the correspondence

31. Direct Deposit Policy(continued) • The University has arranged to have a pay/debit account available through Wachovia Bank for university employees. • Employees who are unable to establish an account at a financial institution (direct deposit) must request to have their salary applied to a pay/debit card.

32. Direct Deposit Policy(continued) • Changes to an employee’s direct deposit information should continue to be sent to University Payroll Services. • Employees not enrolled in the Direct Deposit Program will have until May 1, 2008 to enroll.

33. Direct Deposit Policy(continued) • After May 1, any employee that has not enrolled in the Direct Deposit Program, or established a pay/debit card, will have their paycheck mailed to their local home mailing address. • Individual communications regarding this policy are being distributed each biweekly to employees currently receiving a paper paycheck.

34. Direct Deposit Policy(continued) • Moving in a positive direction… • Some departments are already submitting the Direct Deposit forms with the hire packets • These are being collected by University Payroll Services from HRS and Student Employment and entered in myUFL • For pay period ending March 6, 2008, we printed 854 checks; this compares to 1,610 a year ago

35. Direct Deposit Policy(continued) • Interesting… • Of the 854 printed checks for pay period ending March 6, 2008 • 56 were payable to Federal Work Study Program students, who are exempt from the Direct Deposit requirement • 476 of the remaining checks were paid to employees hired prior to 2008 • 51 of those checks were paid to employees hired prior to 2000

36. Direct Deposit Policy(continued) • Distribution of all other payroll checks, effective May 1, 2008 • Departments will still come to Payroll to obtain emergency checks and leave cashout checks • Refunds of the following will be mailed to the employee: • State retirement (ORP-Employee contribution) • State insurance • Taxes and miscellaneous

37. Direct Deposit Policy(continued) • The following DDD memorandum was distributed February 11th: http://www.admin.ufl.edu/ddd/default.asp?doc=13.8.2192.5 • Questions? Call University Payroll Services (352) 392-1321.

38. Gator JobsUpdate

42. Retirement & Benefits Tutorial

43. Retirement Tutorial • New 9 minute tutorial available on the New Employee website: 3 State Plans Voluntary Plans Fica Alternative Special Pay Plans • http://www.hr.ufl.edu/retirement/tutorial/retirement_tutorial_2008.html

44. Benefits Tutorials 2 Benefits tutorials are available on the New Employee website: • Overview of all available plans • http://www.hr.ufl.edu/benefits/tutorial/benefits_tutorial_2008.html • Guide on how to enroll online with People First http://www.hr.ufl.edu/benefits/tutorial/ PeopleFirst/PF_enrollment_2008.html

46. Student Assistant Appointment & Termination Process

47. Student Assistant Appointment and Termination Process (continued) Several changes are being implemented to streamline the student appointment and termination processes and reduce the workload for departments and students. • Elimination of duplicate hire paperwork for certain appointments. • Development of a streamlined, automated termination process for student appointments. • Reduce requirements for summer work permits.

48. Student Assistant Appointment and Termination Process (continued) 1. Effective immediately, departmental administrators are no longer required to submit copies of new hire paperwork for OPS employees if they have been employed at UF in any capacity (including student assistants) in the last 12 months.

49. Student Assistant Appointments and Terminations (continued) 2. An automated on-line process will be launched in May that will allow departments to easily identify student assistant appointments (STAS) that should be terminated at the end of the spring semester. • This will eliminate the need to submit an ePAF for each termination.

50. Student Assistant Appointments and Terminations (continued) 3. If the student remains eligible for a student assistant position and they continue to be employed in the same department, a work permit for the summer employment will no longer be required.