1. HR Liaison Network Meeting
Welcome:
Roxane Walton

2. Meeting logistics- Patty Farris
Purpose, goals, upcoming sessions

3. 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
This slide was presented previously
For those new attendees…

4. 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.
This slide was presented previously
For those new attendees…

5. 2014 Meeting Dates Tuesday, January 14, 2014 Tuesday, April 15, 2014
2:00 – 4:00 p.m. Cape Florida 316ABCD, Student Union
Tuesday, April 15, 2014
9:00 – 11:00 a.m. Key West Room 218ABCD, Student Union
Tuesday, July 15, 2014
9:00 – 11:00 a.m. Human Resources
Tuesday, October 7, 2014
9:00 – 11 a.m. Cape Florida 316ABCD, Student Union

6. Guest Speaker: UCF Victim Services

7. Creative Ways to Boost Employee Morale: Beth Scheitzach

8. Realize that the first step begins with the employer
Realize that the first step begins with the employer. To recognize the value of your employees is key. Many business have the attitude that employees are a 'dime a dozen'. If one leaves, another can be found to take their place without much trouble on their part. While this maybe true to some extent, the cost of advertising, interviewing and training the new employee can be prohibitive.

9. Let people know they are appreciated
Let people know they are appreciated. Simply stating a few words of thanks or sincere admiration for a job well done will help increase morale among employees

10. Casual Friday and gift certificates
Casual Friday and gift certificates. Sponsor social events such as barbecues for employees and their families, or office picnics.

11. Give employees a goal to work towards and can create enthusiasm which is often contagious among employees. Open the lines of communication with employees to find out what kind of things or programs would get them motivated. This will also help them feel like they are an important, contributing factor of the company.

12. Understand that the work environment can greatly affect employee morale. A dreary office lacking light and color can cause depression and a lack of motivation. Brighten up the space with a soothing paint job, green plants, and tasteful artwork. If it is not possible to fix up the environment (i.e. a warehouse or factory), make sure you offer adequate breaks and a break room where employees can relax, eat, and rest.

13. Use 360 degree feedback surveys as a way to illustrate to employees that you support and encourage an atmosphere of continuous improvement and dedication to improving work conditions.

14. Encourage communication between employees and management
Encourage communication between employees and management. Doing so will allow employees to feel comfortable to voice their opinions and make suggestions to improve conditions and work. Listen to the employees you do have. What are their concerns? Well, money probably ranks right up there at the top, but what other concerns do they have? Is it lack of recognition? Lack of perks? Lack of appreciation for the job they do?

15. Revise the company mission statement to include all employees and departments to ensure each employee feels as though they are an integral part of the company’s future.

16. Make sure the values and ethics of the company are of those employees can take pride in. Most employees in the work force want to work for a company they can trust and believe in.

17. Find ways to make life more pleasant in general for employees
Find ways to make life more pleasant in general for employees. Offer flexible schedules, etc.

18. Be loyal to your employees
Be loyal to your employees. If business starts to decline, find ways to keep employees without cutbacks or lay offs. Be sure to offer promotions and pay raises to those who deserve it.

19. Give employees a chance to help others
Give employees a chance to help others. 'Wear a Hat to Work Day' can be turned into a chance to help a local charity. Employees pay a dollar or two for the privilege of looking silly and the money goes to charity. Jeans Day

20. Change the atmosphere. Do you rule by intimidation
Change the atmosphere. Do you rule by intimidation? Surely not, but every atmosphere can be lightened up to a degree. Stop and think, "Will what I'm doing today have an impact a hundred years from now?"; or, "Will what I'm doing today hurt or harm someone if I don't act like a dictator?". If not, come out of the throne room and lighten up!

21. Have fun! You don't have to dress in a clown's costume, but you can promote a feeling of happiness and satisfaction in the workplace. Go out and talk to your employees. Smile. Recognize what they do, for without them, you wouldn't have a business to start with.

22. Benefits Human Resources Liaison Benefits - Human Resources

23. Open Enrollment No plan changes for the 2014 plan year
October 21 – November 8 at 6pm
All Open Enrollment elections must be made through People First, our insurance administrator or
Hours: 8am – 6 pm EST

24. Open Enrollment
If an employee has not logged on to People First within the last 90 days, they will need to reset their password
Avoid the rush and make changes early through People First
Know your PF password and ID

25. Open Enrollment
Update addresses through Employee Self Service through myUCF
If OPS employees have already received their PF ID#, they can call PF directly to update addresses
Ongoing, Open Enrollment will always be mid October through early November due to the annual measurement period for OPS employees ending 10/2 every year

26. Open Enrollment
Changes made during Open Enrollment period of 10/21/13 – 11/8/13 will be effective January 2014
Correction Period for errors: 11/11/13 – 11/22/13

27. Open Enrollment Resources
View the myBenefits website at to compare plans and check to see if doctors are in the plan network
Insurance plan phone numbers and websites can also be accessed on the myBenefits website

28. Questions??

29. UCF – Healthcare Compliance
OPS Healthcare Implementation HR Liaison – October 08, Healthcare Compliance – Human Resources
UCF – Healthcare Compliance

30. UCF – Healthcare Compliance
Agenda
Federal and State laws
Determining Eligibility
Reporting to People First
State Group Insurance Coverage Options
OPS Information Sessions
Additional Information
UCF – Healthcare Compliance

31. OPS Healthcare is Florida State Law
The federal government has postponed the effective date of the Employer-Shared provision of the Affordable Care Act (ACA) legislation that stipulates that large employers offer affordable health insurance coverage to employees working 30 hours or more per week until January 1, 2015.
Florida amended current state law to extend benefits offered through the State Group Insurance to eligible OPS employees that meet defined measurement criteria effective January 1, 2014.
UCF – Healthcare Compliance

32. People First Responsible for the following:
Plan administrator for State of Florida
State Group Insurance program
Responsible for the following:
Providing Reporting Requirements
Determining Eligibility
Notifying Eligible OPS Employees
Coordinating Benefit Enrollments
UCF – Healthcare Compliance

33. Determining Eligibility
People First determines eligibility based on provisions set forth in the federal Affordable Care Act legislation and Florida state law.
OPS Employees are eligible for coverage through the State Group Insurance beginning January 1, 2014 if they meet the following criteria:
Hired to work 30 hours or more per week (or)
Worked an average of 30 hours or more per week for a defined measurement period
Important to note that hours worked with another state agency that participates in the State Group Insurance Program concurrently with UCF employment are combined with hours worked at UCF to determine eligibility.
UCF – Healthcare Compliance

34. Eligibility Measurement Period
People First determines eligibility based on hours worked reported for defined measurement periods determined by the state.
Initial Measurement Period
(IMP)
April 1 – October 2, 2013
Six month measurement period determines eligibility for plan year
Ineligible OPS employees will continue to be measured during the next measurement period
(refer to Open Enrollment Measurement Period)
Open Enrollment Measurement Period (OEMP)
October 3, 20YY through October 2, 20YY
Annual one-year measurement period determines eligibility for next plan year
For example, next OEMP begins 10/3/13 and extends through 10/2/14 and will determine eligibility for plan year with coverage beginning January 1, 2015
New Hire Measurement Period (NHMP)
Begins 1st of month following hire date for employees hired to work less than 30 hours per week
For example, NHMP begins 10/1/13 for employee hired to begin work on 9/7/13
Extends for 12 months and eligibility is determined at the end of the period
If an OPS employee is determined to be eligible at the end of NHMP a qualifying event window will open allowing the employee 60 days to enroll in benefits
UCF – Health Care Compliance

35. Reporting To People First
UCF began reporting OPS employees and hours worked to People First last month based on parameters provided by the state
New Leave & Pay Exception Report distributed for OPS contract employees in non-instructional roles to report hours for new “ACA” Time Reporting Code – went into production for PPE 9/26/13
For teaching adjuncts we are reporting using the calculation provided by the state equating 1 credit hour to 3 hours worked (or 3 – 3 credit courses= 27 hours worked)
Graduate Assistantships employees reported, do not need to report “ACA” TRC
Remaining OPS hourly – report hours submitted on timesheet – no business process change
People First will send eligible OPS employees an enrollment packet containing detailed information
To continue to comply with the state’s OPS reporting requirements it is important that we hire employees and submit hours worked in a timely fashion and terminate inactive employees’ job records when they are no longer actively working for the university
UCF – Health Care Compliance

36. Notification of Eligibility
People First will send eligible OPS employees an enrollment packet containing detailed information
Confirming eligibility
Information on benefit options
Enrollment process
Enrollment deadlines
OPS employees must keep their mailing address updated in my.ucf.edu\Employee Self Service.
(OPS employees with an assigned People First ID# must contact
People First to update their address)
UCF – Health Care Compliance

37. UCF – Healthcare Compliance
State Group Insurance Benefit Options Eligible OPS employees have access to the following pretax benefits offered by the State Group Insurance
Health
Basic Life (employee pays 100% of premium)
Dental
Vision
Hospitalization
Cancer
Disability
Dependent Care FSA
Health Savings Account (eligible for employer contributions)
OPS employees are not eligible for Optional Life and Medical Reimbursement Accounts
For the initial Measurement Period, enrollment in state benefits must be made during
Open Enrollment – 10/21/13 – 11/8/13. ALL enrollments must be made through People First.
UCF – Healthcare Compliance

38. Health Insurance Options – PPO & HMO Cost
Types of Health Insurance:
Standard Plan
Health Investor Health Plan
PPO – Florida Blue (Blue Cross Blue Shield)
HMO – AvMed (FL counties only)
Aetna (Brevard County only)
Plan Type
Coverage Level
EE Monthly Premium
ER Monthly Premium
PPO or HMO – Standard/HIHP
Individual
$50.00/ $15.00
$537.74
Family
$180.00/ $64.30
$1,149.14
Spouse Program
$15.00
(per spouse)
$649.58/ $ (HIHP)
UCF – Healthcare Compliance

39. OPS Information Sessions
Information Sessions for OPS employees will be held at the Student Union the week before Open Enrollment begins
Monday, Oct. 14, 2013 from 9:00 – 10:30 AM Student Union – Cape Florida 316AB
Wednesday, Oct. 16, 2013 from 9:00 – 10:30 AM Student Union – Cape Florida 316CD
Friday, Oct. 18th from 3:00 – 4:30 PM Student Union – Garden Key 221
Employees should register in Employee Self Service for Course Number: OPS01 - OPS Healthcare Information
UCF – Healthcare Compliance

40. Additional Information
Questions regarding OPS healthcare can be sent to
Additional information on the state and federal healthcare reform laws can be found on the following websites:
State of Florida OPS Healthcare Implementation
U.S. Department of Labor – Comprehensive information about the Affordable Care Act
UCF – Healthcare Compliance

41. UCF – Healthcare Compliance
Thank You! ?
UCF – Healthcare Compliance

42. Human Resources Recruitment
BACKGROUND CHECK PROCESS
Patsy Fan Popelas, Recruitment Manager
Shanika Gooding, HR Representative
Karen Sgambati, HR Representative
Phone:

43. Why Are Background Checks Necessary?
Ensure Integrity of Organization
Ensure Safety of Employees
Reduce Risk and Protect the University
Reduce Workplace Violence
Negligent Hiring Liability
Falsified Information

44. Recruitment Website http://hr.ucf.edu
HR Managers
& Liaisons
Interviewing & Hiring
Background Checks
Background
Checks

45. How To Submit A Background Check Request?
When Requesting A Background Check:
Go to website
Download Affirmation Form/Applicant Affirmation Form
Applicant completes Affirmation Form/Applicant Affirmation Form
Submit completed Affirmation Form/Applicant Affirmation Form via
Recruitment or
Fax: (with cover sheet)
Before Submitting Forms Verify:
Affirmation Form/Applicant Affirmation Form is signed, completed, accurate, and legible
Applicant dated and signed form
Department number is not payroll number (5th digit is a #2)
Department account has adequate funding for background check

46. Affirmation Form GA-GTA-GRA-GTG-OPS-Work study-Volunteer-Temp
Previous Form
Updated Form

47. Applicant Affirmation Form Faculty-adjunct-post doc-courtesy appt.
Previous Form
Updated Form

48. Recruitment Process Receive Affirmation Form From Department
Applicant TrueScreen Link
Please Note: Applicant has 2 business days to complete online FCRA form
Review Information And Submit For Processing
Department Results

49. Why Do Some Background Checks Take Longer?
Alias Name
Lived In Another State
Driver’s License From Another State
Criminal Records
Some States/Counties Are Slow!

50. BACKGROUND CHECK WAIVER
International Applicants:
Without valid Social Security Number (For Example: Numbers starting with 666 or 998)
Recently received Social Security Number
Background Check Waiver May Be Granted:
If the background check was not processed at the time of hire, one must be completed one calendar year from the date of hire. It is the hiring department’s responsibility to follow up with Recruitment concerning the processing of the background check.

51. Recruitment Deadlines GRA-GTA-GA Background Checks
Spring 2014
Submit by November 18, 2013
Summer 2014
Submit by March 24, 2014
Fall 2014
Submit by June 20, 2014

52. Things To Remember Affirmation Form is clear, complete and legible
Do not send Recruitment an Affirmation Form more than once
Having trouble accessing the updated affirmation forms ? Clear your internet cache
Department number to be charged CANNOT be a payroll number
(In general if the 5th digit is a #2.)
Verify if Department number provided has adequate funding for background check. If not, Recruitment will charge operating department number
Background checks for A&P and USPS hires should ALWAYS be sent to your designated coordinator in Recruitment
An ePAF should NOT be submitted nor should the employee begin working until the background check is cleared by Recruitment

53. Questions?

54. Break and Raffle

55. Recognition of HR Liaisons Perfect Attendance

56. HR Liaison Perfect Attendance
Records
Fall 2011
HR Liaison Perfect Attendance
2 Years
Bren Bedford Jeanette Holder
Deirdre Campbell Jade Laderwarg Naya Ramirez
1 Year
Linda Anderson Laurie Carroll Marta De Corral
Janet De Los Santos Gail Drabczuk Cissy Glowth
Denise Hiatt Susan Jefferson Katie Lee
Suzanne Lin Sandra Major Joanne McCully
Margaret Melli Judy Minei Janice Oddo
Salliann Phrampus Cristina Rever Chrislee Todd
Barb Woodford

57. New HR Liaisons

58. HR Liaison Graduates Patricia Ballard Esther Pennepacker
Teresa Bridges
Angelika Carroll
Sandra Davidson
Pamela Dow
Anita Gabbard
Nicole Henry
Bettyna Lahens
Linda Lockey
Esther Pennepacker
Tracy Reedy
David Santiago Huertas
Barbara Sherwood
Kelly Slattery-Snavely
Patricia Stroupe
Roxanna Tarrab
Chrislee Todd
Laverne Turner
Susan Wiesen

59. HR Liaison Survey
In June 2013, an online survey link was ed to the HR Liaisons.
The survey message conveyed:
HR specifically interested in communication and customer service
Responses would help HR enhance improvements to HR Liaison

60. HR Liaison Responded
Of the 214 HR Liaisons –70 (30%) completed the survey.
61% USPS staff
49% Administrative staff
49% HR Liaison for 5 years plus
51% HR Liaison 5 years or less

61. When asked, HR Liaisons sought the following HR Services …

62. You Identified the following:
HR Strengths
Showed consideration & respect
Was Courteous
Handled my requests efficiently
Followed through well on their
commitments
Treated me as a valued customer
HR Needs Improvements
In being organized
Operating smoothly and efficiently
Meeting my expectations
Looking for ways to improve their services
Responding promptly to my requests

63. HR Action Item Plan Topic 1 Topic 2 Topic 3 Topic 4 Topic 5
More training for HR Liaisons and HR staff
Working to improve search engines on HR web-site
Topic 2
Topic 3
Continue to implement changes to streamline efficiencies
Continue to look for ways to make improvements
Topic 4
Topic 5
Continue to work with CS&T to improve job posting web-with eRecruit and electronic position descriptions

64. “Not everything that counts can be counted, and not everything that can be counted counts.”
~~Albert Einstein
But YOU
COUNT!

65. Human Resources: Records

66. Records
Fall 2011
Resignation Letters
Effective 10/21/2013, resignation letters/forms will be required for OPS Employees when the termination reason of RES is selected on the ePAF
A termination checklist has been created. Further communication will be sent out.

67. Teaching Adjunct Job Codes
Records
Fall 2011
Teaching Adjunct Job Codes
Only individuals who are the instructor of record should be in the following teaching adjunct job codes:
9001A-Adjunct Professor
9002A-Adjunct Associate Professor
9003A-Adjunct Assistant Professor
9004A-Adjunct Instructor
9005A-Adjunct Lecturer

68. Teaching Dual Compensation Job Codes
Records
Fall 2011
Teaching Dual Compensation Job Codes
Only individuals who are the instructor of record should be in the following teaching adjunct job codes:
9001X-Professor-Dual Compensation
9002X-Associate Professor-Dual Compensation
9003X-Assistant Professor Dual Compensation
9004X- Instructor Dual Compensation
9005X- Lecturer Dual Compensation

69. Records Website Information
Fall 2011
Records Website Information
Records information
Manager & HR Liaisons- (scroll all the way to the bottom)Records -Employee Sign-In Paperwork
Manager & HR Liaisons- (scroll all the way to the bottom)-Records-ePAF
A-Z Index

70. Regular ePAF Deadlines
Records
Fall 2011
Regular ePAF Deadlines

71. Adjuncts, Faculty, GAs Hire/Rehire ePAF Deadlines
Records
Fall 2011
Adjuncts, Faculty, GAs Hire/Rehire ePAF Deadlines

72. Compensation: Yvette Best

73. Performance Appraisals: Michelle Brooks

74. Questions & Answer Open Forum: Managers

75. Announcement and Wrap-Up: Patty Farris