HR Liaison Network Meeting

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HR Liaison Network Meeting

• Agenda Topics
• Welcome Roxane Walton
• Open Meeting Patty Farris
• 12 Month Payment Option, USPS Exempt Compensation
  Balances Isha Guerrero-Londeree
• UCFs Smoke Free Initiative Dr. Michael Deichen
  and Tom Hall
• Whats the difference between PeopleSoft and
  PeopleAdmin? Becky Moulton Patsy Popelas

• Non-Student or Student Job Code, Payroll
  Guidelines for 2012-2013, Termination Procedures
  and Exit Checklist Requirements Abbee Camen
• Give-a-way Raffle Drawing
• New Hiring Procedures Christine Keena Patsy
  Popelas
• QA Open Forum
• Wrap Up Final Raffle Drawing

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HR Liaison Network Meeting April 10, 2012

Patty Farris, ODTraining patty.farris_at_ucf.edu
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Welcome new members!
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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.

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Meeting Guidelines

• Goal is to establish dialogue, while keeping flow
  of the meeting on track
• Maximum of three questions following each
  presentation
• Giveaway of two items
• 1 Free Off-cycle paycheck
• 1 Free Series
• Meeting Evaluation is important
• What worked well
• What would you improve
• Suggestions for Topics

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Upcoming Dates

• April 10, 2012, 900 1100 a.m.  in the Garden
  Key Room 218, Student Union
• July 10, 2012, 230 430 p.m. in the Teaching
  Academy
• October 30, 2012, 230 430 p.m. in NEW NEW HR
  Training Room Open House
• January 15, 2013, 2 4pm Key West Room 218,
  Student Union 
• April 16, 2013, 900 1100 am Key West Room
  218, Student Union
• July 9, 2013, 230 430 p.m. in HR Training
  Room
• October 22, 2013, 900 1100 a.m. Key West Room
  218, Student Union

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Your Best Practices Suggestions

• Use one of your index cards for inputting a tip
  or strategy you would like to share with your
  fellow HR Liaisons

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Communication Achievements

• 1/17 Meeting Minutes were 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 (QA) blasts are sent to HR Liaison
  listserv
• HR Liaison Program completed for March 15 22

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Reminders from Payroll Services

payroll_at_ucf.edu
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Twelve Month Payment Option

• Applicable to 9 month faculty only.
• Open enrollment period 04/01 06/29.
• www.hr.ucf.edu

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USPS Exempt Reminder

• Change was effective 09/02/2011.
• Regular and Special Compensatory hours should be
  used or paid no later than 06/30/2012.
• Personal Holiday should be used by 06/30/2012 or
  risk forfeiture.

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• Michael Deichen, M.D., M.P.H.
• Mary Owens, Ph.D.
• Thomas Hall, LCSW

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Why?

• Tobacco is a Class-A carcinogen and there exists
  no safe levels of exposure.
• Secondhand smoke has been shown to be a health
  risk to others.
• Observing persons smoking tobacco increases the
  likelihood of non-smokers becoming smokers.
• More than 600 colleges and universities
• in the United States currently prohibit
• smoking on campus.
•  
• Policy that prohibits smoking has been
• shown to decrease the prevalence of
• smoking.

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Smoke-Free Policy Draft

• The University of Central Florida prohibits
  smoking on all university owned, operated,
  leased, and/or controlled properties in order to
  maintain a healthy and safe environment for its
  faculty, staff, students, and visitors.

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Smoke-Free Policy Data Collection

• Pre-post survey implementation to assess support
  for the UCF Smoke-Free Policy
• Faculty, staff and students will participate
• Focus groups related to implementation challenges
  with selected groups
• Link to Survey
• Faculty, staff and students will be
• asked to participate
• Focus groups related to implementation
• challenges will also be conducted  with
  selected
• groups

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Timeline

• 10.27.2011 President Hitt State of the
  University address to the UCF community
• November Steering Committee
• December All-In Grant application
• January Begin Outreach Forums/Presentations
• February Website developed
• March Smoking cessation program/classes
• April Policy presentation
• March / April Student Ambassadors identified
• May Marketing Advances
• June Train supervisors
• July Finalize rollout
• August Building Signage Policy Implementation

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All-In

• Center for Disease Control and Prevention Grant
• Orange County Health Department
• Banners, Building Signage Print Ads Bus Stop
  Posters T-shirts Billboards
• UCFs award amount 123,456
• Other partners awarded funding Orange County
  Public Schools, Valencia College

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Smoking Support Services

• Departmental Resources QuitSmart, UCF Pharmacy
• Florida Quitline
• AHEC Quit Smoking Now group classes
• Insurance sponsored quit assistance

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Community Participation

• Effective implementation depends upon the
  courtesy and cooperation of all members of the
  university to not only comply with the policy but
  also to encourage others to comply in a
  non-confrontational manner.

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Questions?
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Explain the difference between PeopleSoft and
PeopleAdmin?
d

• Becky Moulton Patsy Popelas

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Summer Processing
d

• HR-Records
• Abbee Camen
• Abbee.Camen_at_ucf.edu
• 407-823-6382

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Student Job Code

• During Fall and Spring Semester, a student job
  code can only be used if an OPS employee is
  enrolled in UCF credited courses.

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Non-Student Job Code

• During Fall and Spring Semester, if an OPS
  student employee is not enrolled in an UCF
  credited course, an ePAF must be submitted to
  change the employee from a student job code
  (OPSSTU, OPSGRD, etc.) to a non-student job code.
  
• In addition, a completed staff application at
  www.jobswithucf.com and a signed SSA-1945 Form
  must be submitted to HR-Records.

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FICA Taxes

• OPS employees in a student job code are either
  exempt from Social Security and Medicare or pay
  into Social Security and Medicare
• OPS employees in a non-student job code pay into
  the FICA Alternative Plan (FAPLAN) and Medicare.

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Summer Exception

• For Summer Only, if a student hasnt graduated
  and is not taking classes in the Summer Semester
  but will enroll in Fall Semester, they can remain
  in a student job code.

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Students who Graduate

• If a student graduates in Summer Semester, and is
  not progressing to another academic level at UCF
  in the Fall Semester, an ePAF must be submitted
  to change the student employee to a non-student
  job code.
• In addition, a completed staff application at
  www.jobswithucf.com and a signed SSA-1945 Form
  must be submitted to HR-Records.

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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 I-9 Form to remain on Payroll.

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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.

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Payroll Guidelines for 2012-2013

• Payroll Guidelines for 2012-2013 are posted on
  the HR website.
• Please review deadline dates for Faculty,
  Adjuncts, Graduate Assistantship, and Phased
  Retiree employees for the upcoming semesters. The
  deadlines in the Payroll Guidelines supersede the
  regular ePAF deadlines on the monthly Payroll
  Calendar.

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Fall Faculty Orientation

• Fall Faculty Orientation will be held in the UCF
  Student Union, Cape Florida Room 316CD
• For Fall Faculty, they must complete the Fall
  Faculty Orientation Notice and enroll online at
  http//www.hr.ucf.edu/web/records/NFO_registration
  .shtml .

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Exit Checklist

• Per University Audit, the Exit Checklist must be
  completed for all terminating employees
  (including OPS Student Employees).
• If an employee leaves unexpectedly, the form
  still needs to be completed.
• You can mark on the form that the employee was
  not available to sign the form.
• Forms are kept at the departmental level

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REVISED NEW HIRE PROCESSING PROCEDURES FOR AP
AND USPS EMPLOYEES
d

• Christine Keena Assistant Compensation Manager
• Patsy Popelas Manager of Recruitment
• Robert Guarneri - Associate HR Director

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Revised New Hire Procedures

• Compensation Department position description (PD)
  review and establishment analysis strongly
  recommended prior to posting.
• If PD is older than 2 years old or duties and
  responsibilities have changed over the past 2
  years, an updated establishment analysis is in
  order.
• Posting must align with the job description and
  ensure that a salary structure is established
  based on a compensation analysis.
• Compensation Department review and salary
  analysis can be requested when final candidate
  has been identified.

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Revised New Hire Procedures

• The Hiring Department is responsible for
  submitting a fully completed application as well
  as related documents.
• ORIGINAL HARD COPIES OF DOCUMENTATION ARE NO
  LONGER NEEDED TO BE SUBMITTED EXCEPT FOR ORIGINAL
  OFFICIAL TRANSCRIPTS!
• REQUESTED START DATES MUST BE 7-10 BUSINESS DAYS
  POST SUBMITTAL FOR RECRUITMENT AND COMPENSATION
  REVIEW. THIS TIMELINE DOES NOT INCLUDE THE
  NOTIFICATION PERIOD PROVIDED BY THE CANDIDATE TO
  JOIN UCF!

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Revised New Hire Procedures

• OFFICIAL OFFER OF EMPLOYMENT CAN BE MADE ONCE THE
  HIRING PACKET RECEIVES FINAL APPROVAL FROM
  HR-COMPENSATION!

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Questions?
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QA Open Forum
d

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Wrap Up Final Raffle Drawing
d

• ODT