1. Human Capital Management Paula Varnes Fussell, Vice President, Human Resource Services October 17, 2013

2. HR Resources Human Resource Services’ Website http://www.hr.ufl.edu/ http://www.hr.ufl.edu/ GatorResources page Benefit and Retirement Tutorials Employee Information Guide InfoGator - Monthly newsletter Biweekly paycheck notification Human Resources’ Office-903 W. University Ave

6. Agenda Baby Gator Child Development & Research Center Benefits, Retirement and Leave Classification and Compensation Equity and Diversity (EEO and Title IX Officer) Employee Relations Recruitment and Staffing (academic personnel, employment and immigration services) Privacy Office Training and Organizational Development

7. Baby Gator Child Development and Research Center Pam Pallas, Director Three locations: Newell Drive, Lake Alice, and PK Yonge Enrollment: ~310 children enrolled Over 300 on the waiting list Center for Excellence in Early Childhood Studies (COM, COE, BG and others)

8. Benefits, Retirement and Leave New hires, retirees, employees leaving the university, leave of absences Health Insurance, voluntary benefits Three retirement plans for faculty and staff FICA Alternative for OPS/Temporary/Residents Vacation, sick, personal leave by salary plan

9. Holidays 2013 Wednesday, November 27 th – Classes Cancelled, University open Tuesday, December 24 th – University open Encourage supervisors to approve employee requests for vacation leave for days around holidays

10. Open Enrollment 2013

11. Reminders for Fall 2013 Open Enrollment Open Enrollment Period from 10/21 – 11/8* (University closed 11/8 – complete by 11/7) Benefits Fair 10/30 @ the Touchdown Terrace 9- 3 pm Keep address current in the myUFL portal For state plans – mailing address and dependent data will need to be validated in the People First system to complete your open enrollment change

12. Plans Benefits Assistance University Benefits392-2477 PPD392-2333 IFAS392-4777 Health Science Center392-3786 Or email benefits@ufl.edubenefits@ufl.edu Retirement Assistance University Retirement 392-2477 Or email retirement@ufl.eduretirement@ufl.edu

13. Health Science Center Clinical Faculty Clinical Faculty will be enrolled in HSC college benefit plans such as Health, Life, Accident and Long term disability. Other State/UF supplemental plans are also available through the main Benefits office at 392-2477. Contact your College representative: Brian Berryman Medicine-Gainesville (352) 273-5077 Nia Turner Medicine-Jacksonville(904) 244-8531 TBDDentistry(352) 273-5786

14. Important Benefit Reminders New Hires  60 days from the date of hire to enroll in benefits (Generally coverage for most plans begin on the 1 st day of the month AFTER enrollment. Some plans will vary.) Annual Enrollment (Benefits Only)  Scheduled from October 21 through November 8, 2013  Enroll/cancel/change with an effective date of January 1 of the following year

15. Benefit Plans We offer a comprehensive package to meet your needs (State and University supplemental plans) Health (multiple plan designs, including domestic partner) Dental (multiple options) Life (3 life plans – 2 employee only & 1 family plan) Disability (Long & Short term plans) Accident LifeEvents with Long Term Care benefit Hospital & Cancer plans Legal & Pet Insurance plans

16. Benefit Plans State sponsored plans- Are a set of benefits managed by the state of Florida’s 3 rd party administrator (PeopleFirst) AND UF sponsored plans (UFSelect and GatorCare) – Are a set of benefits managed by UF’s 3 rd party administrators (FBMC, Florida Blue and Magellan Pharmacy Solutions)

17. State & UF Third Party Administrators People First (state) and FBMC (UF) in general are responsible for: Communications/Correspondence Enrollments Qualifying Status Changes (QSC) Dependent eligibility COBRA Open Enrollment Premium Administration Watch for your benefit mailings…. Do not throw them away!!

18. Qualifying Status Change Events Major “life or work events” You must make changes within 60 days of the event Changes must be consistent with the event and may require additional documentation Important Reminders

19. Examples of Qualifying Status Change Events Marriage/Divorce Birth/Adoption (even if you already have family coverage) Change in dependent’s eligibility Change in employment status of employee or spouse (part-time, leave of absence, etc.) Loss of other insurance coverage If you’re uncertain whether an event allows a change to your benefits, always contact the UF HR Benefits Office for guidance

20. UF Retirement Plans FRS Pension Plan FRS Investment Plan SUS Optional Retirement Program

21. UF Retirement Plans FRS Pension Plan Defined benefit plan Eight-year vesting requirement 3% employee contribution required Employee will default to this plan if an ORP election is not made within 90 days

22. UF Retirement Plans FRS Investment Plan Defined contribution plan One-year vesting requirement 6.3% of gross eligible earnings deposited to your retirement account  Includes 3% employee contribution

23. UF Retirement Plans SUS Optional Retirement Program Immediate vesting 403(b) tax-sheltered plan 8.14% of gross eligible salary deposited to your retirement account - Includes 3% employee contribution Allows additional voluntary contributions through plan Health Science Center faculty required to participate

24. Some Key Differences

25. Supplemental Plans (Employee Contributions) UF 403(b)  Traditional (tax-deferred)  Roth (after-tax) State of Florida Deferred Compensation (457)

26. Sick Leave Pool Open Enrollment October 1-31 Eligibility: Minimum balance of 64 hours of accrued sick leave Contribution of 8 hours of sick leave upon enrollment in pool Balance, contribution pro-rated based on FTE Applications must be received in Leave Administration by 5 p.m., Wednesday, October 31 Information and forms http://www.hr.ufl.edu/leave/sickleavepool/default.asp http://www.hr.ufl.edu/leave/sickleavepool/default.asp Contact Leave Administration at 392-2477 with questions

27. FMLA Family and Medical Leave Act

28. What Is the FMLA? Federal law designed to protect employees when leave is required due to: – Serious medical situations/serious health condition of employee, parent, spouse, or child – Birth or adoption of a child – Foster care – Military Family Leave and other updates in 2008

29. Under the FMLA... All USPS, TEAMS, and salaried faculty are eligible – OPS employees, upon meeting criteria, have protection as well 12 workweek “entitlement” in the fiscal year (or 480 hours) – Prorated for part-time employees (OPS- 1,250 hours per year to be eligible)

30. FMLA Entitlement Leave must be approved unless FMLA entitlement has been met No additional paid leave is accrued under the FMLA – It is a designation associated with accrued vacation, sick, or leave without pay Accurate record keeping is essential

31. UF Policy (Extensions) Parental leave – UF policy grants 6 months - new program to advance 6 weeks of leave – faculty and staff Medical leave – For self or immediate family Immediate family – Spouse, domestic partner, great- grandparents, grandparents, parents, brothers, sisters, children, and grandchildren of employee and spouse or domestic partner (“Step” relations are also included)

32. Classification and Compensation

33. UF Employment Groups Staff Appointments: TEAMS (~7,100) – Technical, Executive, Administrative, and Managerial Support USPS (~1,100) – University Support Personnel System – No new USPS after 1/7/03 OPS – Other Personnel Services/Temporary

34. UF Employment Groups Faculty Appointments: Salaried Faculty (~4,900) Adjunct Faculty (OPS/Temporary) Other Appointments: Residents Fellows – Pre- and Post-Doctoral

35. UF Employment Groups Student Appointments: Student OPS Graduate Assistants

36. Staff Classification and Compensation Framework Designed to help ensure that staff positions similar in duties and responsibilities are grouped together Facilitates administration of funds allocated for wages and salaries in an equitable and legal manner

37. Reclassifications? When there is a significant change in the duties assigned to a position, a reclassification should be requested – Focus on duties and responsibilities assigned to a position, rather than the individual occupying the position – The employee should already be performing the work

38. In General … HRS can provide information related to: – What’s the average pay on campus for a particular classification? – What’s an appropriate range to use when advertising a vacancy that takes into account appropriate market data? – What’s an appropriate amount for a Special Pay Increase, or SPI – market, counter-offer, additional duties (temporary or permanent)?

39. Fair Labor Standards Act (FLSA) originally 1938 (updated in 2002)

40. Fair Labor Standards Act Prescribes standards for wages and overtime pay that affect most private and public employment Requires employers to pay covered employees (non-exempt) – Overtime pay of one and one-half times the regular rate of pay – At least the federal minimum wage

41. Fair Labor Standards Act Non-exempt - (hourly) – Not exempt from the FLSA – Must be compensated for hours worked over 40/workweek with overtime (1.5) – UF’s workweek: Friday–Thursday – NOT calculated on biweekly period “Exempt” – Exempt from, or not covered by, the provisions of the FLSA

42. Overtime Overtime compensation for USPS/TEAMS is provided either as pay or accrued compensatory leave – Both calculated at 1.5 – Employees cannot volunteer for their own job In the event of a disagreement between payment and compensatory leave accrual, it’s the employee’s choice

43. Overtime Even unauthorized overtime must be compensated if worked NOTE: OPS employees must be paid for overtime worked

44. Minimum Wage Federal - $7.25/hour State of Florida (Student and OPS) - $7.79/hour (effective January 1, 2013) UF Staff Employees - $10.00/hour

45. Equity & Diversity How Federal Laws Affect Employment Decisions

46. Federal Laws Title VII of the Civil Rights Act of 1964, as amended, and CRA of 1991 Age Discrimination in Employment Act (ADEA) of 1967, as amended Americans with Disabilities Act (ADA)

47. Federal Laws Equal Pay Act of 1963, as amended Veterans Readjustment Act of 1974 Pregnancy Discrimination Act Immigration Reform and Control Act Executive Order 11246 from 1960’s (Affirmative Action Plans) - Office of Federal Contract Compliance Programs (OFCCP)

48. Affect All Employment Practices Hiring Promoting Training Disciplining Providing benefits Firing Layoffs

49. Non-Discrimination Age Race Color Religion Pregnancy Veteran status Genetic Information Sex Disability National origin Marital status UF policy added sexual orientation, gender identity and expression

50. It’s Illegal to... Refuse to hire or pay based on sex, age, race, or disability Make employment decisions based on appearance, accent, religion or ethnic background Discriminate based on citizenship status

51. The University promotes and integrates the principles of equal opportunity, nondiscrimination and excellence through diversity. It is the policy of the University of Florida to provide an educational and working environment for its students, faculty, and staff that is free from discrimination and sexual harassment. http://www.hr.ufl.edu/publications/eeo_harassment_ brochure.pdf http://www.hr.ufl.edu/publications/eeo_harassment_ brochure.pdf To this end, every new employee is expected to complete the online Preventing Sexual Harassment training within 30 days of hire. Navigation: My Self Service > Training and Development > Preventing Sexual Harassment Institutional Equity and Diversity

52. Protection of Vulnerable Persons Law On October 1, 2012, a state law went into effect that requires a state university ADMINISTRATOR, to report known or suspected child abuse, neglect or abandonment (including physical, sexual and/or emotional abuse) that occurred on university property or at a university sponsored event directly to the Department for Children and Families (“DCF”) via the Florida Abuse Hotline at (800) 962-2873 or via myflfamilies.com. Children are people (including students and others) under 18 years old. Definition of administrators and training on HRS web site under policies http://www.hr.ufl.edu/policies/policies.asp#abuse http://www.hr.ufl.edu/policies/policies.asp#abuse

53. President’s Council on Diversity Chaired by Director of Equity and Diversity (Amelia Luisa Dempere) Representatives from campus and Gainesville community UF’s Diversity Action Plan Additional information: http://www.hr.ufl.edu/eeo/diversity.htm

54. Recruitment and Staffing

55. Criminal Background Checks E-Verify Immigration Services Rehired Retirees

56. Criminal Background Checks for Employees

57. Criminal Background Checks To foster and maintain safety and security of students, faculty, and staff Already performed for many hires Began 2011 for all new hires and many transfers Excludes temporary employees (OPS) unless legally required (Federal or State).

58. Criminal Background Checks Cost of background check paid from central funds, including those for existing employees funded by departments. Coordinate through UF Human Resource Services Recruitment and Staffing. Form - http://www.hr.ufl.edu/recruitment/forms/bac kground_screening_form.pdf http://www.hr.ufl.edu/recruitment/forms/bac kground_screening_form.pdf

59. E-Verify An employment eligibility verification system operated by the U.S. Department of Homeland Security Implemented January 2010 Continues to be updated by Homeland Security

60. What does E-Verify Mean to UF? All employees, including adjunct faculty and graduate assistants, must sign the I-9 ON OR BEFORE the first day of employment. All employees must produce documents proving authorization to work in U.S by the end of the third day of work. Hires must be entered into the UF payroll system, which is now connected to E-Verify, by the end of the third workday.

61. Penalties for not complying with E- Verify within 3 days of the hire include fines and loss of federal funding. By law, employees who do not produce documents by the end of the third business day are not eligible to return to work and must be terminated. What does E-Verify Mean to UF?

62. Immigration Compliance Services (ICS) ICS provides administrative support services to departments/centers and foreign nationals as they relate to processes associated with sponsorship of exchange visitors, temporary workers and employment-based permanent residents. Nonimmigrant Workers (H-1B, TN, O-1, E-3) Foreign national employees with an educational background which meets the qualifications for a “specialty occupation” with the intent to either return to a place of residence abroad or remain in the U.S. permanently. Nonimmigrant Workers (H-1B, TN, O-1, E-3) Employment Based Permanent Resident Status Foreign national employees whose employment conditions meet federal and University requirements for sponsorship under an immigrant classification, which allows the employee to adjust status to one which permits one to reside and work. Employment Based Permanent Resident Status http://www.hr.ufl.edu/ics/index.html

63. Rehired Retirees New state and university requirements State guideline https://www.rol.frs.state.fl.us/forms/reminder.pdf UF form http://www.hr.ufl.edu/recruitment/forms/rehire_request.pdf

64. TEAMS Appointments

65. “New to UF” staff hires: – TEAMS non-exempt (hourly)  Serve six-month probationary period  Then issued annual appointment – TEAMS exempt  Department should issue six-month initial appointment  Then issued annual appointment

66. TEAMS Appointments Internal candidate – May be USPS or TEAMS (employee brings current status) unless position is TEAMS only – USPS employee will serve six-month probationary period if never been in classification – TEAMS issued annual appointment—no probationary periods—if employee has completed initial 6 months at UF

67. Non-Reappointments Hired after June 30, 2005: – Three months notice Hired before June 30, 2005: – Six months notice Does not apply if serving a probationary period Employees may apply for other jobs on campus

68. Time-Limited Positions When possible, employees are provided a minimum of 45 days’ notice in the event funding is being eliminated Time-limited provisions in appointment letter take precedence over appointment and non-reappointment requirements

69. Employee Relations

70. Staff Performance Appraisals UF’s performance appraisal system is designed to improve communication between supervisors and employees

71. Performance Appraisals for Staff Exempt staff: Evaluated by supervisor via a narrative letter and form in March each year Non-exempt staff are evaluated via a form, using a set of established ratings – Exceeds, Above Average, Achieves, Minimally Achieves, Below Performance Standards

72. Types for Non-exempt Staff Probationary – Typically completed during an employee’s sixth month Annual – In March of each year—unless another appraisal was completed within the last 60 days – Next evaluation period: March 1, 2013-February 28, 2014 Signed form returned to HR by March 31

73. Other UF Staff Appraisals “Special” appraisals – Covers evaluation for period of 60 days to 6 months – Notes changes in performance Best practice – Please contact HR satellite office if you believe a special appraisal is warranted or when there are overall performance concerns

74. Labor Relations at UF

75. Union Representation AFSCME – Staff USPS (1,000) GAU – Graduate Assistants (4,500) PBA –Police Benevolent Association (69) UFF – United Faculty of Florida (1,650)

76. Collective Bargaining Agreements/Contracts Define working conditions Drive salary increases Provide grievance procedures Typically three years in duration, with reopeners

77. Discipline UF encourages all staff members to contribute to a positive and productive work environment

78. Progressive Discipline Oral reprimand Written reprimand Suspension Dismissal

79. Appealable Actions Predetermination Conference Option to Arbitrate

80. Complaints & Grievances Various options for faculty and staff Includes internal and external reviews UF Regulations http://regulations.ufl.edu/chapter3/ Union Contracts http://www.hr.ufl.edu/labor-relations/default.asp Non-reappointments/Non-renewals – Not considered disciplinary

81. Privacy Office

82. UF Privacy Office Dedicated to preventing unauthorized access to information, maintaining the accuracy of information, and ensuring the appropriate use of information. Strive to put in place appropriate physical, electronic, and managerial safeguards to secure the information collected in all formats. Susan Blair, UF Chief Privacy Officer http://privacy.ufl.edu/

83. Training & Organizational Development

84. Training and Organizational Development Leadership Development: UF management/leadership competency model – “Managing at UF” curriculum supports competency development 360-degree assessment available – Year-long leadership programs: Advanced Leadership for Academics and Professionals program UF Academy (emerging leaders)

85. Training and Organizational Development Training – business and compliance Education Benefits Awards Programs Strategic planning and retreat facilitation Managerial coaching Visit www.hr.ufl.edu/trainingwww.hr.ufl.edu/training

86. HR Resources Are Available Jodi Gentry, Assistant Vice President Melissa Curry, Director for Recruitment and Staffing Kim Czaplewski, Director for Employee Relations Mark Hollis, Director for Benefits Leave and Retirement Elnora Mitchell, Title IX Officer, EEO Bob Parks, Director for Training & Organizational Development

87. Questions?