HR Liaison Network HR Liaison Network MeetingMeetingAgenda Topics

•Welcome: Beth Scheitzach•Meeting Guidelines: Beth Scheitzach•Brief summary of the new Compensation pay practices with updates and tips: Bob Guarnieri•Benefit Updates : Nancy Gayton•Records: Abbee Camen

• Deadline and completion of annual performance appraisals• Electronic I-9/e-Verify updates with helpful hints

•Giveaway & Raffle:•UCF Card Service: Tamara Kidder•Parking Services: Jacqueline Sablain

• Helpful info for new and current employees

• Payroll: Isha Guerrero-Londeree• W-2 processing• Discontinuing the use of the Under 30

Day

• Parental Leave: Ben Anderson• Upcoming Attractions --

• Preview HR’s new website: Marty Sibley

• Future HRIS development : Becky Moulton & Daren Hill ; Bob & Patsy Popelas

• HR’s new Point of Service Contact : Bob Guarnieri

• Q&A Open Forum – Questions Submitted: HR Managers

• HR Announcements & Wrap up

Welcome: Beth Welcome: Beth ScheitzachScheitzach

Welcome: Beth Welcome: Beth ScheitzachScheitzach

Brief summary of the Brief summary of the new Compensation pay new Compensation pay practices with updates practices with updates and tips: Bob Guarnieriand tips: Bob Guarnieri

Brief summary of the Brief summary of the new Compensation pay new Compensation pay practices with updates practices with updates and tips: Bob Guarnieriand tips: Bob Guarnieri

New Compensation New Compensation pay practicespay practices

SUMMARYSUMMARY

New Compensation New Compensation pay practicespay practices

SUMMARYSUMMARY

January 2013

Up to 15% above the position salary minimum of the classification without HR-Compensation review provided the candidate or employee exceeds the minimum qualifications for the USPS classification by at least two years of appropriate experience.

Can request above 15% with HR Compensation review; division head approval; and written justification supporting significant credentials; specialized skills; or documented recruiting difficulty.

Appropriate college course work or vocational/ technical training may substitute at an equivalent rate for required experience.

USPS New Hire SalariesUSPS New Hire Salaries

USPS ReclassificationsUSPS Reclassifications An employee whose current position is reclassified to a higher level

classification with a higher minimum salary shall receive a salary increase in accordance with the USPS Employee Compensation Upon Appointment sections A and B (identical to new hire practice).

Minimum salary increase is five (5) percent.

Employees whose current position is reclassified to a lateral classification do not normally receive a salary change.

Voluntary demotions (reclassified to a lower level position) shall normally receive a lower salary on a pro rata basis using the two salary minimums to determine the ratio, unless an exception is approved by the college or unit and the chief human resources officer or designee and are handled on a case by case basis.

A&P Salary Recommendation Guidelines

Minimum: Meets minimum qualifications or exceeds by 1-2 years

Up to 25th percentile: Exceeds minimum qualifications by 3-5 years

25th percentile : Exceeds minimum qualifications by 5 or more years

Between 25th percentile & Midpoint: Exceeds minimum qualifications by 7 or more years

Midpoint or above: Exceeds minimum qualifications by 15 or more years

A&P New Hire SalariesA&P New Hire Salaries

A&P ReclassificationsA&P Reclassifications•Employees whose current position is reclassified to a higher level A&P classification shall receive a salary increase based on their credentials in accordance with the A&P New Hire Salary guidelines as referenced in Section 1.

•Requested increases of 20% or more require approval by the president, unless the increase is to an established salary range minimum.

A&P Lateral TransfersA&P Lateral Transfers• A lateral transfer does not normally result in a salary

increase. However, if the employee’s current salary is below the first quartile of the salary range, the department may request an increase up to the first quartile of the salary range, provided the employee significantly exceeds the minimum qualifications.

Special Pay Increases Special Pay Increases Additional Duties – Higher Level Classification

• Recommended 7-10% increase

Additional Duties or Increase in Workload – Same Level Classification• Recommended 3-5% increase

Temporary Pay Increase• Recommended 3-5% increase when employee assumes a

portion of the job duties.• Recommended 7-10% increase when employee assumes

a significant portion of the job duties.• Recommended up to 10% or new minimum (for higher

level positions), whichever is greater, when employee assumes 100% of the job duties.

Special Pay Increases Special Pay Increases Counter Offers

• HR Compensation reviews counter offers on a case-by-case basis.

Market Adjustments• HR Compensation will review to provide salary

survey/market data.• Employee’s credentials in relation to the minimum

qualifications of the position are considered in determining the recommended market increase.

Internal Equity or Compression HR Compensation review on a case-by-case basis.HR Compensation review on a case-by-case basis.

Special Pay Increases Special Pay Increases Out of Cycle Merit Increase

To recognize meritorious performance outside of the university announced salary increases.

• Employee must have an “above satisfactory” or “outstanding” rating (A&P) or “commendable” or “exemplary” rating (USPS) on the recent performance appraisal on file with HR.

• The request must receive VP (or designee) approval.

• If request is 20% or more, it will require president approval.

• The request must include written justification.

Used when the department wants to reward an employee for the successful completion of a special project or assignment, which is in addition to the employee’s regular assigned duties, or a documented significant increase in productivity or productivity goal achievement, including a group incentive program.

• Employee must have at least a “satisfactory” rating (A&P) or “effective” rating (USPS) on the most recent performance appraisal on file with HR.

• Up to $5,000 maximum

• Submitted as a supplemental payment (payroll form online)

• Must receive approval from appropriate division head (or designee) – Provost approval for areas under Academic Affairs

• Must include written justification

One Time Performance One Time Performance PaymentPayment

• Departments may make official offers of employment including starting salary once the hiring packet receives final approval from HR-Compensation.

• HR-Compensation will contact the hiring official to notify of approval and send the analysis to the department.

• The department will contact the candidate to make the offer and confirm the start date with the candidate.

• The department will then contact HR Compensation to confirm the start date. After the start date is confirmed, HR will print the employment agreement and send to the department.

• Please confirm the start date with the candidate FIRST before confirming the start date with Compensation.

A&P Offers of A&P Offers of EmploymentEmployment

Before posting a position to be advertised, please ensure you have a recent compensation analysis providing you the proposed pay grade.

You will automatically receive an analysis if you are establishing a position via ePAF.

If you are posting an already existing position, and you do not have a current analysis, please contact Compensation prior to posting.

A&P Positions – Salary A&P Positions – Salary RangesRanges

Benefits Updates: Benefits Updates: Nancy GaytonNancy Gayton

Benefits Updates: Benefits Updates: Nancy GaytonNancy Gayton

HR-Records:HR-Records:Abbee CamenAbbee Camen

Performance Appraisals• Due February 15th to Human Resources for USPS

and Non-Unit A&P Employees.• Performance Appraisals are reviewed by HR-

Records and the overall rating is keyed into PeopleSoft.

• If information is missing or incorrect, HR-Records will email or send the document back for corrections. The Performance Appraisal will be put on “Hold” until corrections are received.

Completing Performance Appraisals

• Input Appraisal Period in format of MM/DD/YY-MM/DD/YY (Example: 01/01/12-12/31/12). An Appraisal Period can be no more than one year.

• For USPS Appraisal, select Appraisal Type (Probationary, Annual, or Special).

• Only one Appraisal Statement can be selected for each Performance Factor (Example: You cannot be Effective and Marginal in Job Skills (USPS) or Satisfactory and Above Satisfactory in Quality of Work(A&P).

• Rating Levels: Please review Appraisal Statements selected for each Performance Factor and select the appropriate Overall Rating Level based on its definition. (Example: if a USPS employee was marked effective on all performance factors, you can’t select Exemplary as the overall rating level)

Signatures: Performance Appraisals• Immediate Supervisor AND Department Head must

sign and date the Performance Appraisal. (If the department head is also the immediate supervisor, they can sign once and input the word “same” in the other signature field.)

• Employee must sign the Performance Appraisal. (The employee’s signature acknowledges receipt of Performance Appraisal and not agreement.)

• However, if an employee is unable or unwilling to sign the form, please indicate that in the employee’s signature box.

Florida Driver’s Licenses• The State of Florida is the second state to join the RIDE (Records

and Information from DMVs for E-Verify) Program. This feature allows the E-Verify Program to validate the authenticity of Driver’s Licenses presented by the employee for the I-9 Form.

• When inputting Florida Driver’s License Numbers in the Electronic I-9 Form, please only input Alpha Numeric Characters and omit hyphens, dashes, and spaces.

• For employees whose last name begins with the letter O who provide a Florida Driver’s License, please make sure that you input the first value of the license number as the letter O and not the number 0. (Example: Employee’s Name is Jason Oscar, Florida License will start with letter O).

E-Verify: Closing Cases• Review the E-Verify Status by clicking on View Case Details:

• If the status shows Employment Authorized, you can click on Close the Case and select Yes, employee is currently employed and continues to work after receiving employment authorized result.

• If you receive a result other than Photo Matching or Employment Authorized, please DO NOT close the case.

DHS or SSA Case Incomplete• You will sometimes receive an E-Verify result of DHS or SSA

Case Incomplete. The system is giving you a second chance to review the data before it’s sent to E-Verify.

• Review the E-Verify Status by clicking on View Case Details. Click on Review/Edit Case. Review the information and update as necessary and click Continue.

Duplicate SSN Message• Sometimes you will see this message when

completing the I-9 Form if the employee had ever worked at UCF.

• If it’s the same person, you can click same. • If it’s a different person, click Different and you will

have to update the employee’s SSN in Section 1 of the I-9 Form or have the employee update their SSN.

Giveaway & Giveaway & RaffleRaffle

UCF Card ServiceUCF Card Service: : Tamara Kidder Tamara Kidder

Parking Services: Parking Services: Jacqueline Jacqueline

SablainSablain

By Payroll Services

68% electronic participation rate for Tax Year 2012

Electronic – target date is January 18 Paper – postmarked by January 31

Proposing to eliminate the usage of the form.

Reasons: 1. Employment Verifications 2. Supplemental Tax Rate 3. Student FICA Tax Determination 4. Graduate Students Workload Limitation 5. Payment Timing 6. Departmental Approvals

Dual Comps For OPS non-

students For students For reimbursements

For stipends For awards

Use an ePAF Hire in ePAF Hire in ePAF Go to Accounts

Payable Define stipends….. Should be using

Salary Supp Form already

Looking to revise it to include specific categories and ORC signature line: Award Criminal Justice Incentive Pay Uniform/Tool Allowance Non-Qualified Moving Expenses Other (insert description) One Time Performance Payment 9-Month Faculty (summer, working less than 1.00 FTE)

Phone 407.823.2771 Email payroll@ucf.edu Fax 407.823.0582

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Parental Leave: Parental Leave: Ben AndersonBen Anderson

Parental LeaveAn employee may be granted an unpaid parental leave of absence not to exceed six months when the employee becomes a biological parent or when an employee becomes an adoptive parent. The period of parental leave shall begin no more than two weeks before the expected date of the child’s arrival and not later than twelve months after the arrival of the child.

Upon request, employees may use accrued leave, with management approval; otherwise, the leave will be without pay. The employee may use accrued sick leave for two weeks prior to the anticipated delivery date and six or eight weeks after the actual delivery based on the method of birth, with submission of a UCF Medical Certification form that states the biological mother is unable to work.

Parental Leave

Sick leave may be used while an immediate family member is under the care of a physician and the employee is required to assist the mother with basic medical or personal needs, safety, transportation, or to provide psychological support. The use of sick leave for a family member will depend on the information submitted on the UCF Medical Certification form.

When an employee becomes an adoptive parent, sick leave may be used under the provisions of the documented information of a serious health condition of the child on the UCF Medical Certification form. Documentation must be provided to show that the child has been placed in the employee’s home.

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Upcoming Attractions: Upcoming Attractions: HR’s new website: Marty SibleyHR’s new website: Marty Sibley

Future HRIS Development: Becky Moulton, Daren Hill, Future HRIS Development: Becky Moulton, Daren Hill, Bob Guarnieri, Patsy PopelasBob Guarnieri, Patsy Popelas

Preview of HR’s Website• https://hr.cms.smca.ucf.edu/• UCF Standard Design• Role Based Design• Improved Search Functionality

Future HRIS Developments: Becky Moulton, Daren Hill; Bob

Guarnieri, Patsy Popelas

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HR's new Point of Service Contact: HR's new Point of Service Contact: Bob GuarnieriBob Guarnieri

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Q&A Open Forum Q&A Open Forum

HR Managers

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HR Announcements and Wrap Up

Nancy