Human Capital Management

Paula Varnes Fussell, Vice President for Human Resource Services

Agenda• HR Resources• 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

HR Resources• Human Resource Services’ Website http

://www.hr.ufl.edu/

• GatorResources page (new and existing employees)

• Benefit and Retirement Tutorials

• Employee Information Guide

• InfoGator - Monthly newsletter

• Biweekly paycheck notification

• Human Resources’ Office – 903 W. University Ave

Baby Gator Child Development and Research Center

Pam Pallas, DirectorFour locations:• Diamond Village, Newell Drive, Lake Alice, and

PK YongeEnrollment:• ~350 children enrolled• Over 250 on the waiting listCenter for Excellence in Early Childhood Studies

(COM, COE, BG and others)

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

Open Enrollment 2014

Reminders for Fall 2014Open Enrollment

• Open Enrollment Period from 10/20 – 11/7 (6 p.m.)

• Benefits Fair 10/29 @ 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

Plans

Benefits Assistance

• University Benefits 392-2477• PPD 392-2333• IFAS 392-4777• Health Science Center 392-3786• Or email benefits@ufl.edu

Retirement Assistance • University Retirement 392-2477• Or email retirement@ufl.edu

Important Benefit Reminders

• New Hires 60 days from the date of hire to enroll in

benefits (Generally coverage for most plans begin on the 1st day of the month AFTER enrollment. Some plans will vary.)

• Annual Enrollment (Benefits Only) Scheduled from October 20 through

November 7, 2014 (6 p.m.) Enroll/cancel/change with an effective date

of January 1 of the following year

Benefit PlansWe 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

Benefit Plans

State sponsored plans- Are a set of benefits managed by the state of Florida’s 3rd party administrator (PeopleFirst)

AND

UF sponsored plans (UFSelect and GatorCare) –Are a set of benefits managed by UF’s 3rd party administrators (Florida Blue and Magellan Pharmacy Solutions)

State & UF Third Party Administrators

People First (state) and UF Select 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!!

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

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 are uncertain whether an event allows a change to your benefits, always contact the UF HR Benefits Office for guidance

Affordable Care Act and OPS health insurance

• In compliance with the employer mandate, the state of Florida has expanded benefits eligibility to individuals hired into OPS positions and in other temporary job classifications who work on average 30 hours per week over the state’s defined measurement period.

• If determined eligible by the state, the temporary employee will receive a notification regarding their eligibility and enrollment instructions from People First, the state of Florida’s third party administrator.

UF Retirement Plans (all include a 3% employee contribution)

• FRS Pension Plan• FRS Investment Plan• SUS Optional Retirement

Program

Some Key Differences

Supplemental Plans (Employee Contributions)• UF 403(b)

Traditional (tax-deferred) Roth (after-tax)

• State of Florida Deferred Compensation (457)

“This is National Save Through Retirement Week.”

 

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., Friday, October 31• Information and forms

http://www.hr.ufl.edu/leave/sickleavepool/default.asp

• Contact Leave Administration at 392-2477 with questions

Holidays 2014• Wednesday, November 26th – Classes

Cancelled, University open

• Wednesday, December 24th – University open• December 25th - January 1st – University closed

(except for clinics and essential employees)

• Encourage supervisors to approve employee requests for vacation leave for days around holidays

FMLAFamily and Medical Leave Act

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

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)

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

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)

Classification and Compensation

UF as an Employer• On any given payday, approximately

27,000 employees will receive a “paycheck”– Includes student assistants and temporary

employees• UF’s average biweekly payroll is

$49,507,000 – FY 13 payroll (salary only) was $1.3 billion

UF Employment GroupsStaff Appointments:• TEAMS (~7,300)

– Technical, Executive, Administrative, and Managerial Support

• USPS (~1,000)– University Support Personnel System– No new USPS after 1/7/03

• OPS – Other Personnel Services/Temporary

UF Employment Groups

Faculty Appointments:• Salaried Faculty (~5,000)• Adjunct Faculty (OPS/Temporary) Other Appointments:• Postdoc Associates• Residents• Student Assistants• Graduate Assistants• Fellows

– Pre- and Post-Doctoral

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

Performance Management

• Effort on the job classifications is being accomplished in two phases:– UFIT Project– UF On Target

• Project steering committee, work groups, HR project team

UF On Target Classification Project

When implemented, the “On Target” Classification Project will :• Provide staff employees with more

meaningful job titles that reflect what they do• Establish clearer career paths and promotional

opportunities through job groupings• Enable UF to align training and development

plans with job classifications

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

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)?

Fair Labor Standards Act (FLSA) originally

1938 (updated in 2002)

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

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

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

Overtime

• Even unauthorized overtime must be compensated if worked

• NOTE: OPS employees must be paid for overtime worked

Minimum Wage• Federal - $7.25/hour• State of Florida (Student and OPS) -

$7.93/hour (effective January 1, 2014) – expected to increase in 2015

• UF Staff Employees - $10.00/hour

Institutional Equity & Diversity

How Federal Laws Affect Employment Decisions

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)

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)

Affect All Employment Practices

• Hiring• Promoting• Training• Disciplining• Providing benefits• Firing• Layoffs

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

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

• 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

• 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

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

Title IX• Title IX of the Education Amendments of 1972

prohibits discrimination based on sex in any educational program or activity that receives financial support from the Federal government. Under Title IX, discrimination based on sex includes sexual harassment, sexual violence and sexual assault. Title IX also prohibits retaliation against individuals who complain about or participate in an investigation regarding an alleged Title IX violation.

• Additional resources are available: http://hr.ufl.edu/working-at-uf/support/title-ix-at-uf/

President’s Council on Diversity• Chaired by Dr. Shari Robinson, Interim

Director Counseling & Wellness Center• Representatives from campus and

Gainesville community• UF’s Diversity Action Plan• Additional information:http://www.hr.ufl.edu/eeo/diversity.htm

Recruitment and Staffing

Recruitment and Staffing• Criminal Background Checks• E-Verify• Immigration Services• Rehired Retirees

Criminal Background Checks for Employees

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 most

transfers and promotions• Excludes student employees (OPS)

unless legally required (Federal or State).

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/background_screening_form.pdf

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

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.

• 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?

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.

• 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.

• http://www.hr.ufl.edu/ics/index.html

Rehired Retirees • New state and university requirements• State guidelinehttps://www.rol.frs.state.fl.us/forms/reminder.pdf

• UF form http://www.hr.ufl.edu/recruitment/forms/rehire_request.pdf

TEAMS Appointments

TEAMS Appointments

• “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

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

Non-Reappointments• TEAMS employees receive three months

notice• Does not apply if serving a probationary

period• Employees may apply for other jobs on

campus

Time-Limited Positions and Layoffs• 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

Employee Relations

Staff Performance Appraisals

UF’s performance appraisal system is designed to improve communication between supervisors and employees

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

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, 2014 – February 28, 2015

• Signed form returned to HR by March 31

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

Labor Relations at UF

Union Representation• AFSCME – Staff USPS (1,000)• GAU – Graduate Assistants (4,000)• PBA –Police Benevolent Association (68)• UFF – United Faculty of Florida (1,670)

Collective Bargaining Agreements/Contracts

• Define working conditions• Determine salary increases• Provide grievance procedures• Typically three years in duration,

with reopeners each year

Discipline

UF encourages all staff members to contribute to a positive and productive

work environment

Progressive Discipline

• Oral reprimand• Written reprimand• Suspension• Dismissal

Appealable Actions

• Predetermination Conference• Option to Arbitrate

Complaints & Grievances

• Various options for faculty and staff• Includes internal and external reviews • UF Regulations http://regulations.ufl.edu/chapter3/

• Union Contractshttp://www.hr.ufl.edu/labor-relations/default.asp

• Non-reappointments/Non-renewals– Not considered disciplinary

Privacy Office

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/

Training & OrganizationalDevelopment

Training & 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)

Training and Organizational Development

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

HR Resources Are Available• Jodi Gentry, Assistant Vice President• Melissa Curry, Director for

Recruitment and Staffing• Kim Baxley, 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

Questions?