3Meeting PurposeProvide a forum for communication between HR Staff and the HR Liaisons for continuous improvement in HR programs, services, and best practices for the UCF communityBuild partnerships with colleges/departmentsThis slide was presented previouslyFor those new attendees…
4Meeting Goalsfind 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 previouslyFor those new attendees…
52014 Meeting Dates Tuesday, January 14, 2014 Tuesday, April 15, 2014 2:00 – 4:00 p.m. Cape Florida 316ABCD, Student UnionTuesday, April 15, 20149:00 – 11:00 a.m. Key West Room 218ABCD, Student UnionTuesday, July 15, 20149:00 – 11:00 a.m. Human ResourcesTuesday, October 7, 20149:00 – 11 a.m. Cape Florida 316ABCD, Student Union
7Creative Ways to Boost Employee Morale: Beth Scheitzach
8Realize 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.
9Let 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
10Casual Friday and gift certificates Casual Friday and gift certificates. Sponsor social events such as barbecues for employees and their families, or office picnics.
11Give 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.
12Understand 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.
13Use 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.
14Encourage 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?
15Revise 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.
16Make 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.
17Find 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.
18Be 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.
19Give 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
20Change 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!
21Have 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.
22Benefits Human Resources Liaison Benefits - Human Resources
23Open Enrollment No plan changes for the 2014 plan year October 21 – November 8 at 6pmAll Open Enrollment elections must be made through People First, our insurance administratoror https://peoplefirst.myflorida.comHours: 8am – 6 pm EST
24Open EnrollmentIf an employee has not logged on to People First within the last 90 days, they will need to reset their passwordAvoid the rush and make changes early through People FirstKnow your PF password and ID
25Open EnrollmentUpdate addresses through Employee Self Service through myUCFIf OPS employees have already received their PF ID#, they can call PF directly to update addressesOngoing, Open Enrollment will always be mid October through early November due to the annual measurement period for OPS employees ending 10/2 every year
26Open EnrollmentChanges made during Open Enrollment period of 10/21/13 – 11/8/13 will be effective January 2014Correction Period for errors: 11/11/13 – 11/22/13
27Open Enrollment Resources View the myBenefits website at to compare plans and check to see if doctors are in the plan networkInsurance plan phone numbers and websites can also be accessed on the myBenefits website
29UCF – Healthcare Compliance OPS Healthcare Implementation HR Liaison – October 08, Healthcare Compliance – Human ResourcesUCF – Healthcare Compliance
30UCF – Healthcare Compliance AgendaFederal and State lawsDetermining EligibilityReporting to People FirstState Group Insurance Coverage OptionsOPS Information SessionsAdditional InformationUCF – Healthcare Compliance
31OPS 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
32People First Responsible for the following: Plan administrator for State of FloridaState Group Insurance programResponsible for the following:Providing Reporting RequirementsDetermining EligibilityNotifying Eligible OPS EmployeesCoordinating Benefit EnrollmentsUCF – Healthcare Compliance
33Determining 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 periodImportant 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
34Eligibility 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, 2013Six month measurement period determines eligibility for plan yearIneligible 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, 20YYAnnual one-year measurement period determines eligibility for next plan yearFor 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, 2015New Hire Measurement Period (NHMP)Begins 1st of month following hire date for employees hired to work less than 30 hours per weekFor example, NHMP begins 10/1/13 for employee hired to begin work on 9/7/13Extends for 12 months and eligibility is determined at the end of the periodIf 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 benefitsUCF – Health Care Compliance
35Reporting To People First UCF began reporting OPS employees and hours worked to People First last month based on parameters provided by the stateNew 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 9/26/13For 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” TRCRemaining OPS hourly – report hours submitted on timesheet – no business process changePeople First will send eligible OPS employees an enrollment packet containing detailed informationTo 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 universityUCF – Health Care Compliance
36Notification of Eligibility People First will send eligible OPS employees an enrollment packet containing detailed informationConfirming eligibilityInformation on benefit optionsEnrollment processEnrollment deadlinesOPS employees must keep their mailing address updated in my.ucf.edu\Employee Self Service.(OPS employees with an assigned People First ID# must contactPeople First to update their address)UCF – Health Care Compliance
37UCF – Healthcare Compliance State Group Insurance Benefit Options Eligible OPS employees have access to the following pretax benefits offered by the State Group InsuranceHealthBasic Life (employee pays 100% of premium)DentalVisionHospitalizationCancerDisabilityDependent Care FSAHealth Savings Account (eligible for employer contributions)OPS employees are not eligible for Optional Life and Medical Reimbursement AccountsFor the initial Measurement Period, enrollment in state benefits must be made duringOpen Enrollment – 10/21/13 – 11/8/13. ALL enrollments must be made through People First.UCF – Healthcare Compliance
38Health Insurance Options – PPO & HMO Cost Types of Health Insurance:Standard PlanHealth Investor Health PlanPPO – Florida Blue (Blue Cross Blue Shield)HMO – AvMed (FL counties only)Aetna (Brevard County only)Plan TypeCoverage LevelEE Monthly PremiumER Monthly PremiumPPO or HMO – Standard/HIHPIndividual$50.00/ $15.00$537.74Family$180.00/ $64.30$1,149.14Spouse Program$15.00(per spouse)$649.58/ $ (HIHP)UCF – Healthcare Compliance
39OPS Information Sessions Information Sessions for OPS employees will be held at the Student Union the week before Open Enrollment beginsMonday, Oct. 14, 2013 from 9:00 – 10:30 AM Student Union – Cape Florida 316ABWednesday, Oct. 16, 2013 from 9:00 – 10:30 AM Student Union – Cape Florida 316CDFriday, Oct. 18th from 3:00 – 4:30 PM Student Union – Garden Key 221Employees should register in Employee Self Service for Course Number: OPS01 - OPS Healthcare InformationUCF – Healthcare Compliance
40Additional Information Questions regarding OPS healthcare can be sent toAdditional information on the state and federal healthcare reform laws can be found on the following websites:State of Florida OPS Healthcare ImplementationU.S. Department of Labor – Comprehensive information about the Affordable Care ActUCF – Healthcare Compliance
43Why Are Background Checks Necessary? Ensure Integrity of OrganizationEnsure Safety of EmployeesReduce Risk and Protect the UniversityReduce Workplace ViolenceNegligent Hiring LiabilityFalsified Information
45How To Submit A Background Check Request? When Requesting A Background Check:Go to websiteDownload Affirmation Form/Applicant Affirmation FormApplicant completes Affirmation Form/Applicant Affirmation FormSubmit completed Affirmation Form/Applicant Affirmation Form viaRecruitment orFax: (with cover sheet)Before Submitting Forms Verify:Affirmation Form/Applicant Affirmation Form is signed, completed, accurate, and legibleApplicant dated and signed formDepartment number is not payroll number (5th digit is a #2)Department account has adequate funding for background check
46Affirmation Form GA-GTA-GRA-GTG-OPS-Work study-Volunteer-Temp Previous FormUpdated Form
47Applicant Affirmation Form Faculty-adjunct-post doc-courtesy appt. Previous FormUpdated Form
48Recruitment Process Receive Affirmation Form From Department Applicant TrueScreen LinkPlease Note: Applicant has 2 business days to complete online FCRA formReview Information And Submit For ProcessingDepartment Results
49Why Do Some Background Checks Take Longer? Alias NameLived In Another StateDriver’s License From Another StateCriminal RecordsSome States/Counties Are Slow!
50BACKGROUND CHECK WAIVER International Applicants:Without valid Social Security Number (For Example: Numbers starting with 666 or 998)Recently received Social Security NumberBackground 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.
51Recruitment Deadlines GRA-GTA-GA Background Checks Spring 2014Submit by November 18, 2013Summer 2014Submit by March 24, 2014Fall 2014Submit by June 20, 2014
52Things To Remember Affirmation Form is clear, complete and legible Do not send Recruitment an Affirmation Form more than onceHaving trouble accessing the updated affirmation forms ? Clear your internet cacheDepartment 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 numberBackground checks for A&P and USPS hires should ALWAYS be sent to your designated coordinator in RecruitmentAn ePAF should NOT be submitted nor should the employee begin working until the background check is cleared by Recruitment
59HR Liaison SurveyIn June 2013, an online survey link was ed to the HR Liaisons.The survey message conveyed:HR specifically interested in communication and customer serviceResponses would help HR enhance improvements to HR Liaison
60HR Liaison RespondedOf the 214 HR Liaisons –70 (30%) completed the survey.61% USPS staff49% Administrative staff49% HR Liaison for 5 years plus51% HR Liaison 5 years or less
61When asked, HR Liaisons sought the following HR Services …
62You Identified the following: HR StrengthsShowed consideration & respectWas CourteousHandled my requests efficientlyFollowed through well on theircommitmentsTreated me as a valued customerHR Needs ImprovementsIn being organizedOperating smoothly and efficientlyMeeting my expectationsLooking for ways to improve their servicesResponding promptly to my requests
63HR Action Item Plan Topic 1 Topic 2 Topic 3 Topic 4 Topic 5 More training for HR Liaisons and HR staffWorking to improve search engines on HR web-siteTopic 2Topic 3Continue to implement changes to streamline efficienciesContinue to look for ways to make improvementsTopic 4Topic 5Continue 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 EinsteinBut YOUCOUNT!
66RecordsFall 2011Resignation LettersEffective 10/21/2013, resignation letters/forms will be required for OPS Employees when the termination reason of RES is selected on the ePAFA termination checklist has been created. Further communication will be sent out.
67Teaching Adjunct Job Codes RecordsFall 2011Teaching Adjunct Job CodesOnly individuals who are the instructor of record should be in the following teaching adjunct job codes:9001A-Adjunct Professor9002A-Adjunct Associate Professor9003A-Adjunct Assistant Professor9004A-Adjunct Instructor9005A-Adjunct Lecturer
68Teaching Dual Compensation Job Codes RecordsFall 2011Teaching Dual Compensation Job CodesOnly individuals who are the instructor of record should be in the following teaching adjunct job codes:9001X-Professor-Dual Compensation9002X-Associate Professor-Dual Compensation9003X-Assistant Professor Dual Compensation9004X- Instructor Dual Compensation9005X- Lecturer Dual Compensation
69Records Website Information Fall 2011Records Website InformationRecords informationManager & HR Liaisons- (scroll all the way to the bottom)Records -Employee Sign-In PaperworkManager & HR Liaisons- (scroll all the way to the bottom)-Records-ePAFA-Z Index