Human Capital Management

1. Human Capital Management Paula Varnes Fussell, Vice President, Human Resource Services October 18, 2012

5. 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

6. 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)

7. 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

8. Holidays 2013 • Wednesday, November 21st – Classes Cancelled, University open • Monday, December 24th – University open • Encourage supervisors to approve employee requests for vacation leave for those days

9. Open Enrollment 2012

10. Open Enrollment 2012 • Open Enrollment -- 10/8/12 thru 11/2/12 • GatorCare • PeopleFirstBenefits (State of Florida) • UFSelect Voluntary Benefits • Post Doc Open Enrollment - 10/8/12 until 11/2/12 at 6:00 p.m. • UF’s Benefits Fair 10/23/12, 9am - 3pm in the Touchdown Terrace (Free flu shots, gifts and food)

11. Open Enrollment 2012 • State/People First Changes • FSA annual contribution maximum amounts decrease from $5,000 to $2,500 annually • Name change • BlueCross and BlueShield of Florida to Florida Blue • Medco has changed to Express Scripts • CompBenefitshas changed to Humana • Some dental rates and copays are changing • New Address Updates and Verification Process • New Dependent Eligibility Certification Process • New Enrollment Screens/Process

12. Open Enrollment 2012 • GatorCare • New UF’s self-insured health plan • Florida Blue is the claims administrator • Magellan Pharmacy Solutions is the pharmacy manager • 2 new health plan options • Prime Plus plan (PPO with steerage ) • Premium plan (PPO) • Eligibility for specific employee groups • UF domestic partners effective 1/1/2013 • UF Foundation- 5/1/2013 • Clinical faculty & housestaff/residents – 7/1/2013 • Post docs and postdoc fellows – 7/1/2013 • Vet Medicine residents- 7/1/2013 • GA’s on appointment and Predoc Fellows- 8/16/2013 • UFICO -5/1/2013 • Florida Seed Producers – 5/1/2013 • Other entities joining GatorCare 1/1/2013 include: Shands Gainesville and Jacksonville, UF JHI/JPI

13. UF Open Enrollment – UF Select

14. UFSelect • New voluntary plans managed by FBMC Management company • Various post-tax plan options available during open enrollment • Eligible groups: • UF Faculty, TEAMS, USPS • Clinical faculty, Housestaff/Residents • Post doc associates and post doc fellows • Vet Medicine residents for 7/1/13 • 2 ways to enroll: • Online enrollment via the myUFL portal. Navigation: Main menu > My Self Service >Benefits > UFSelect & GatorCare Benefits • Meet with an FBMC Enrollment counselor • Visit https://www.myenrollmentschedule.com/uf • Or call (866) 998-2915

15. UF Open Enrollment During the open enrollment period, please contact Jordon Schultz for the following issues: • Your department needs additional enrollment days scheduled • Your department needs additional Enrollment Counselors • Any questions or concerns for Worksite/FBMC jordon_schultz@worksitecomm.com Direct Line: 888-636-0112 ext 126

16. Enrollment Scheduling • Go to www.myenrollmentschedule.com/uf • Click on the SCHEDULE YOUR APPOINTMENT BOX • Locate your Department/Work Location from the pull down menu. You may choose any location that is convenient. • Select the day then time that best works for you. • Enter your name, phone number and e-mail address. • You will receive an e-mail within 24 hours confirming your appointment. • You will also receive a reminder e-mail the day before your appointment. OR • Call 1-866-998-2915and a representative will be able to schedule your appointment.

17. Voluntary Benefits Provider CompanyBenefit Eagles Direct Reimbursement Dental Humana Dental (Preventive Plus PPO) Humana Dental (Advantage Plan AVN1) Humana Vision Standard Insurance Group Term Life Trustmark Critical Illness w/ Cancer Trustmark Accident Trustmark Life Events Allstate/AHL Hospital Indemnity Standard Insurance Disability Hyatt Legal Legal Insurance Preferred Legal Discount Legal Plan VPI Pet Insurance Retail Benefits Cash Back Retail

18. Voluntary Benefits • All UF Select plans are offered on a post tax basis • Domestic partners and their dependents are considered eligible on all UF Select plans • New plans include dental, vision, critical illness, hospital, universal life with long-term care, accident, pet insurance and legal insurance • UF Select plans do not affect eligibility for state-sponsored benefits, but employees should take care to avoid duplications of coverage

19. 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 Contact Leave Administration at 392-2477 with questions

20. Qualifying Status Change (QSC) • Major “life or work events” • Marriage/divorce • Birth/adoption • Dependent’s changes • Employment changes • Loss of coverage • Change must be made within 31calendar days of the QSC • Need documentation

21. FMLA Family and Medical Leave Act

22. 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

23. 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)

24. 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

25. UF Policy (Extensions) • Parental leave • UF policy grants 6 months - new program to advance 6 weeks • 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)

26. Recent Leave Regulation Changes • Reduce vacation leave payment when leaving UF to 200 hours, 352 max accrual • Staff (TEAMS and USPS) and Faculty not covered by the collective bargaining contract • No payment of unused sick leave after June 30, 2016, none for employees hired after April 1, 2010 • Provided funding for 3% salary increases to reimburse for retirement contributions

27. Classification and Compensation

28. UF Employment Groups Staff Appointments • TEAMS (~7,100) • Technical, Executive, Administrative, and Managerial Support • USPS (~1,200) • University Support Personnel System • No new USPS after 1/7/03 • OPS • Other Personnel Services/Temporary

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

30. UF Employment Groups Student Appointments • Student OPS • Graduate Assistants

31. 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

32. 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

33. 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)?

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

35. 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

36. 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

37. 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

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

39. 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 (up from $9.75, effective October 2012)

40. Equity & Diversity How Federal Laws Affect Employment Decisions

41. 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)

42. 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)

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

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

45. 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

46. Prevention of Sexual Harassment • 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 sexual harassment. UF has a zero tolerance policy for sexual harassment which prohibits any member of the University community—student, faculty, or staff—from harassing any other member or visitor. • Individuals who engage in such conduct will be subject to disciplinary action. • Reporting requirements: http://www.hr.ufl.edu/eeo/sexharassment.htm • All employees of the university are expected to complete the online training for the prevention of sexual harassment within 30 days of hire and a refresher course ever two years. http://www.hr.ufl.edu/eeo/training.htm

47. Protection of Vulnerable Persons Law • On October 1, 2012, a state law goes 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

48. 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

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

50. Criminal Background Checks for New Employees