1. Welcome to the HR Liaison Network Meeting January 14, 2014

2. WELCOME AND INTRODUCTION Roxane Walton

3. Marvin Pyles, CHRO Earned his BA and Masters Degrees at the University of Maryland Left Salisbury University in Maryland where he was the Assoc. Vice-President of Administration & Finance and Director of Human Resources Has over 20 years of experience in Human Resources

4. OD&TRAINING Beth Scheitzach

6. 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

7. 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.

8. You told us… You appreciated the flow, pace. – We’ll continue the 3 question practice after each section You wanted the PPT before the meeting You wanted us to continue the guest presenters and had some suggestions – We’ll have a special April session – details to follow You liked networking and ability to chat with HR – We’ll have a short break and the HR team & Christine Mouton, Victim Services, will stay after the meeting

9. MEETING FEEDBACK HR wants your feedback on these meetings ALSO Next HR Liaisons Meeting April 15, 2014 April 15 th 9:00 – Noon a.m. Special Meeting in Student Union. Guest Speaker: Marvin Pyles plus break-out sessions

10. 2014 Meeting Dates Tuesday, January 14, 2014 – 2:00 – 4:00 p.m. Cape Florida 316ABCD, Student Union Tuesday, April 15, 2014 – Special expanded Meeting – 9:00 – 12:00 a.m. Key West Room 218ABCD, Student Union Tuesday, July 15, 2014 – T.B.A. Human Resources Tuesday, October 7, 2014 – 9:00 – 11 a.m. Cape Florida 316ABCD, Student Union

11. PAYROLL Isha Guerrero-Londeree

12. Topics W-2s Payroll Schedules and Calendars Student FICA Change Effective Spring 2014

13. W-2s ELECTRONIC Targeted release date 01/15 Remind employees of the benefits One time sign up and done for all future years PAPER Postmarked no later than 01/31 Duplicate requests honored after 02/15 Employee Self Service > Payroll and Compensation > W-2/W-2c Consent

14. Payroll Schedules and Calendars HR website Click on A-Z Index Scroll down to P

15. Website Tip…. Clearing the Cache http://hr.ucf.edu/files/ClearingtheCache.pdf (Under “C” on the Human Resources A-Z Index)

16. Student FICA Change Effective date 01/17/2014 “30 is the new full-time” FICA rate is 7.65% Fringe Benefit Rates for C&G Proposals (estimates for budget proposal preparation) > http://fa.ucf.eduhttp://fa.ucf.edu > Contracts & Grants > Manuals – Guidelines > Fringe Benefit Rate for Contract and Grant Proposals > January 2014

17. Who To Contact Contact HR Team button – http://hr.ucf.edu/ http://hr.ucf.edu/ payroll@ucf.edu email payroll@ucf.edu 407.823.2771 phone 407.823.0582 fax

18. Any questions? Next up, Ashley in Benefits.

19. BENEFITS – COMMON FAQS Ashley Longoria

20. COMMON FAQS

21. If I am already enrolled in benefits, will I receive new cards? No, you can continue to use your current cards. Anyone who enrolled in coverage beginning January 1 st should receive their insurance cards by mid- January. If they do not receive them, they can contact the carrier directly to verify their address and request a new card to be sent if necessary.

22. Why did I receive a letter from my dental provider regarding choosing a primary dental provider? Some of the dental plans require new enrollees to elect a primary dental provider. The employee should receive a letter from the dental carrier stating this. They will simply need to contact the dental carrier and tell them who they are choosing as their primary dental provider. If this is not on file, when the employee goes to the dental provider, the dental carrier will state the employee is either not covered or deny the claim.

23. What if I need to have a prescription filled and do not have my pharmacy card yet? The employee can call the carrier (Express Scripts) to obtain their Group # and Member # over the telephone by providing their SSN. They can give this information to the pharmacy to verify coverage, or submit a claim later for reimbursement. Note: Once a Member ID is issued by Express Scripts, the employee can register online and/or download the application on their cell phone to obtain coverage information (including an ID card).

24. Will my W-2 reflect health insurance premiums? The Affordable Care Act requires employers to report the cost of coverage under an employer-sponsored group health plan. This includes employer and employee contributions. Reporting the cost of health care coverage on the Form W-2 does not mean that the coverage is taxable. This reporting is for informational purposes only. The value of the health care coverage will be reported in Box 12 of the Form W-2, with Code DD to identify the amount.

25. HSA & FSA Reminders: Health Savings Account (HSA) and Flexible Spending Account (FSA) deductions begin in January – they are not paid one month in advance like the other insurances. Employees have until April 15, 2014 to submit claims incurred on or before March 15, 2014 for their Flexible Spending Accounts and it will pull money from their 2013 FSA balance.

26. QUESTIONS

27. LEAVE ADMINISTRATION – WORKERS’ COMPENSATION CHANGES Ben Anderson

28. Workers’ Compensation Happy New Year! Effective 1/1/2014 Workers’ Compensation Medical Case Management administered by AmeriSys instead of OptaComp. Contact numbers have changed, all other procedures remain the same.

29. Workers’ Compensation Contact AmeriSys at 800-455-2079 regarding any first report of injury. The AmeriSys Rep. will direct the employee to a nearby treatment provider within the network. Any callers to OptaComp will now hear a recorded message to call AmeriSys.

30. Workers’ Compensation Any claims previously managed by Corvel or OptaComp with a Date of Injury prior to 1/1/2014 have been transferred to AmeriSys. Questions about medical treatment for these claims from the employee can be directed to AmeriSys at 800-427-3590.

31. Workers’ Compensation If you are aware of any particular medical treatment sources who have been providing outstanding service to UCF employees, please forward the name and contact information to loaandworkcomp@ucf.edu. We will ask AmeriSys to confirm they are part of their network or contact them regarding how to join. loaandworkcomp@ucf.edu

32. SHORT BREAK AND RAFFLE ODT

33. RECORDS Abbee Camen

34. Manual Termination Process Notification Emails-Week of 01/21/2014 Key Time for PPE 01/30/2014 Terminations Processed-Week of 01/31/2014

35. Student to Non-Student (OPS Hourly or Adjunct) Submit ePAF and SSA-1945 Form Background Check-30 Days

36. Conversion of Historical Paper I-9 Forms HR-Records Auditing Paper I-9 Forms Will be in contact with Departments Sending Paper I-9 Forms to I-9 Express

37. Records Sign-In Paperwork Documents

38. Teaching Adjunct/Dual Compensation FTE Calculator

39. USPS and Non-Unit A&P Annual Performance Appraisals Due February 15 th Appraisal Period (01/01/2013-12/31/2013) Signatures – Department Head – Supervisor – Employee

40. GUEST SPEAKER Ari Schein -- Office of Emergency Management

41. QUESTION & ANSWER FORUM Managers

42. ANNOUNCEMENTS & WRAP-UP Patty Farris

43. Upcoming Dates January 15 th 9:00 – 11:00 a.m. -- Performance Appraisal Training February 13 th & February 20 th – HR Liaison Network 2-day training Future HR Liaison Network Meetings April 15 th 9:00 – Noon a.m. Special Meeting in Student Union. Guest Speaker: Marvin Pyles plus break-out sessions More information coming soon July 15 th T.B.A. HR Training Room, Innovative Center. October 7 th 9:00 – 11:00 a.m. Cape Florida 316ABCD, Student Union

44. Round Table Discussion You asked for a little more one-on-one time. Following the close of the meeting -- Any of the HR Managers and Christine Mouton with Victim Services are available. Please locate their table.