HR Forum

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Welcome!

• HR Forum
• March 12, 2008
• Human Resource Services
• University of Florida

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Todays 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

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Voicing Concerns at UFThe UF Compliance Hotline

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Staff/Faculty/Student Responsibilities Dont
Ignore Problems You See

• Be proactive . . .
• Report concerns to responsible University staff .
  . .
• Support those who come forward to discuss an
  issue or report a concern!

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The BEST Option Local Resolution

• Local resolution is usually the best place to
  start
• Use normal supervisory channels
• Units may have assigned specific people to handle
  certain concerns

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Some Central Offices

• 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)

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More Central Offices

• 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.

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The NEXT Option The UF Compliance Hotline

• 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

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UF Compliance Hotline

• Compliance hotline via
  was placed in operation in
• January 2007
• Accessible 24 hours a day, 7 days a week
• Accessible by Phone [phone]
• 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.

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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.
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UF Compliance Hotline Brochure
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Concerns Include (but are not limited to)

• 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

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Reporting a Concern

• 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 not recorded.
• A report number is assigned to the caller so they
  can provide additional input, if requested.

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Reporting a Concern

• 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.

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Responsibility for Review

• 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

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Office of Audit and Compliance Review

• 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!

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Performance Appraisals

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Faculty Graduate Assistant Summer Appointments

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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
  AdministrationgtJob InformationgtUF Summer Job
  Review.

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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

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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.

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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/Hiri
  ngAddPay.asp
• Questions? Please contact Academic Personnel at
  392-1251

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Short Work Breaks for Nine and Ten Month Employees

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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 FoldergtHuman
  ResourcesgtWorkforce 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.
• .

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Short Work Breaks for Nine and Ten Month Employees

• Please review your employees 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.

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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.

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Direct Deposit Policy

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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.

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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

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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 holders name, routing
  and account numbers, as well as the name and
  telephone number of the bank employee who
  prepared the correspondence

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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.

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Direct Deposit Policy(continued)

• Changes to an employees 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.

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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.

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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

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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

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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

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Direct Deposit Policy(continued)

• The following DDD memorandum was distributed
  February 11th http//www.admin.ufl.edu/ddd/defaul
  t.asp?doc13.8.2192.5
• Questions? Call University Payroll Services (352)
  392-1321.

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Gator JobsUpdate

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Retirement Benefits Tutorial

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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/retireme
  nt_tutorial_2008.html

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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_t
  utorial_2008.html
• Guide on how to enroll online with People First
• http//www.hr.ufl.edu/benefits/tutorial/
• PeopleFirst/PF_enrollment_2008.html

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Student Assistant Appointment Termination
Process

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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.

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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.

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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.

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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.

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Student Assistant Appointments and Terminations
(continued)

• Please note that the process for Federal Work
  Study (FWSP) employees will not change.
• Additional details regarding the automated
  process, including an instructional guide will be
  distributed in April.

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Thank you for attending