April 3, 2013, Human Resource Services

Agenda Campus Earth Day Comp Leave Cashout Summer Job Review File for Faculty & Graduate Assistants Short Work Break for 9 and 10 Month Employees Online Promotion and Tenure GatorJobs Update ePAF Enhancements Legislative Update Important Dates

Friday, April 5, 10 a.m. – 2 p.m. Plaza of the Americas President Machen’s State of Sustainability Address Presentation of Champions for Change Awards by Chris Machen Green-it-Yourself crafts Campus & community organizations Refreshments!

Wednesday, April 24, 7:30 a.m. – 5 p.m. O’Connell Center parking lot near Gate 1  Personal hazardous and electronic waste  School supplies & books  Gently used clothing and small household items  UF assets and IT equipment (with no paperwork!) Collection Day

Comp Leave Cashout

In past years, cashout was in May Comp cashout for FY will occur during the 06/07/ /20/2013 pay period for the pay date of Friday, 06/28/2013 – Employees can enter leave up to 30 days in advance – June 6, 2013 deadline for employees to enter overtime or special comp leave through 06/30/2013 – Regular comp leave remains in balance and is not cashed out – More details will be in the April InfoGator for Department Administrators and May HR Forum

Short Work Break for Nine and Ten Month Employees

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. Job data will reflect the Short Work Break beginning April 22. Navigate to Public Folder>Human Resources>Workforce Information under Enterprise Reporting to view employees who will be on Short Work Break. Effective date of the Short Work Break will be 5/16/13 for 9 month and 6/11/13 for 10 month employees.

Short Work Breaks for Nine and Ten Month Employees Time reporting will be inactivated for the short work break period. Departments still need to review employees to ensure that they do not continue to be paid beyond the end of the Spring Semester Questions? Contact Human Resource Services at

Faculty & Graduate Assistant Summer Appointments

Faculty and Graduate Assistant Summer Appointments Summer appointments for faculty and graduate assistants can be processed via the summer job file, as appropriate. When the summer job file cannot be used, the unit will need to submit an ePAF for the summer job. The file will be available via myUFL system and may be accessed via the navigation: Workforce Administration>Job Information>UF Summer Job Review. The file will be available to departments from April 22 to May 2 Summer jobs will appear in myUFL –job data on May 6

Faculty and Graduate Assistant Summer Appointments A termination row will be applied at the same time the summer appointment is applied in job data. Distributions for summer appointments will need to be completed. The pay period for summer jobs is 5/10/13 to 5/23/13. An instruction guide will be available at p (Preparing the “UF Summer Job Review File”) p Questions? Please call Human Resource Services at

Online Promotion and Tenure

The new Online Promotion and Tenure (OPT) system will be available April P&T guidelines will be on the Provost website at: Training courses will be available beginning April 5 for department and college administrators: PST710 OPT for Department Administrators/Designees PST715 OPT for College Administrators/Designees Dept/College Administrators must complete either a departmental workshop or online training in order to request security roles for the system. Register and complete via myUFL system. Updated Toolkit materials (simulations, instructional guides and more) will be available on April 5. FAQs are available now via Online Promotion and Tenure Toolkit:

Online Promotion and Tenure HRS will be reaching out to its list of department and college contacts to remind them about training and provide future updates, including hands-on-training opportunities in May. Please be sure your department’s contact information is up-to-date! Review the P&T Department and College Admin Contact list found at Contact Janet Malphurs with updates to the list at

Online Promotion and Tenure Workshop for faculty and reviewers will be held on: Thursday, April 4, 10 a.m to 12 Noon Room 6120, HSC Shands (Atrium Elevators to 6 th floor) Jacksonville employees may attend videoconference in Alumni Auditorium OPT Hands-on Sessions will be held for staff on: May 7, 2013 from 2 PM to 4PM Room 119, HR Building May 15, 2013 from 2 PM to 4 PM Room 119, HR Building

GatorJobs Update

Weekly Meeting in resolving critical issues – Position Upload – User Security Access – Integrations with Chronicle and Inside HigherEd PeopleAdmin Product Advisory Council

Job Postings Currently, there are 1156 active TEAMS & Faculty requisitions in GatorJobs – 269 are currently posting – 887 are in the Remove from Web status Some postings are from the beginning of last year Review and close your requisitions – Move applicants to appropriate status – Work with your recruitment coordinator in closing the search

Contacts Monica Cuellar, Jessica Gravano, Carl Marcelin, Recruitment & Staffing,

ePAF Enhancements

Enhancements currently being tested in BETA and are expected to migrate to production within the next two weks Enhancements include: – Candidate search icons changed to make it disability compliant – Personal Data review for every Hire ePAF – New “Use Home Address” selection under Mailing Address – Foreign National ePAFs routing to Payroll and Tax Services for all ePAFs except Leave Cashout

ePAF Enhancements

Legislative Updates

Important Dates April 15 th – Deadline to file FSA claims for 2012 May 1 st – Next HR Forum