Welcome  Happy New Year!

1. WelcomeHappy New Year! HR Forum January 16, 2008 Human Resource Services University of Florida

2. Today’s Agenda • HRS Website • Graduate Student Appointment  Admission Letters • Minimum Wage Increase • I-9 Changes • Update Addresses for W-2s • Direct Deposit • Emergency Notification • Important Dates

3. HRS Website Redesignwww.hr.ufl.edu/newsite

4. Graduate Student Appointment  Admission Letters

5. Appointment and Admission Letters • HRS and Graduate School Developed a template for University Departments • Can be found at: www.hr.ufl.edu/academic/letters • Contact Janet Malphurs at 273-1737 or jmmalph@ufl.edu

6. Minimum Wage Increase

8. I-9 Changes

9. USCIS Update November 7, 2007 • The revision seeks to achieve full compliance with the document reduction requirement of the Illegal Immigration Reform and Immigrant Responsibility Act of 1996 (IIRIRA), which reduced the number of documents employers may accept from newly hired employees during the employment eligibility verification process. The revised Form I-9 is a further step in USCIS’ ongoing work toward reducing the number of documents used to confirm identity and work eligibility. • REVISIONS ~ Removed documents include: • Certification of U.S. Citizenship (Form N-560) • Certificate of Naturalization (Form N-550 or N-570) • Alien Registration Receipt Card (Form I-151) • Unexpired Reentry Permit (Form I-327) • unexpired Refugee Travel Document (Form I-571) • These forms were removed because they lack sufficient features to help deter • counterfeiting, tampering, and fraud.

10. REVISIONS ~ Added documents include:1. The most recent version of the Employment Authorization Document (Form I-766) was added to List A of the List of Acceptable Documents on the revised form.2. a U.S. passport (unexpired or expired)3. a Permanent Resident Card (Form I-551)4. an unexpired foreign passport with a temporary I-551 stamp5. an unexpired Employment Authorization Document that contains a photograph (Form I-766, I-688, I-688A, or I-688B)6. and an unexpired foreign passport with an unexpired Arrival- Departure Record (Form I-94) for nonimmigrant aliens authorized to work for a specific employerThe revision date of the Form I-9 is printed on the lower right corner of the form and states “(Rev. 06/05/07)M”. .

11. Update Addresses for W-2s

12. Update Addresses for W-2s • As discussed in the HR Forum last month, employees’ 2007 IRS Form W-2s will be distributed on or before January 31, 2008, along with Employee Year-End Earnings Statements. • In preparation for the distribution of W-2s this month, please review your home and work addresses in the directory to ensure that they are accurate. Instructions for updating this information will be in the January InfoGator.

13. Direct Deposits

14. Direct Deposit • The University of Florida currently has a direct deposit policy that requires all employees (excluding FWS students) to participate in the Direct Deposit Program as a condition of employment. • For a variety of reasons, a significant number of paper paychecks are still issued each pay cycle (approximately 1,300.)

15. Direct Deposit (continued) • One of the recommendations of the UF Cost Reduction and Efficiency Task Force is that we eliminate paper payroll checks and implement pay/debit cards for those employees not enrolled in the Direct Deposit Program. • The University plans to implement this recommendation over the next 3-4 months.

16. Direct Deposit(continued) • Beginning later this spring, the Direct Deposit Application Form will need to be completed and submitted as part of the hire paperwork for new employees. • A pay/debit account will be available through Wachovia Bank for those employees unable to obtain an account with a financial institution. • Current employees that are do not have a direct deposit account will be sent a letter and asked to enroll in either the direct deposit program or to obtain a pay/debit account.

17. Emergency Notification

18. Emergency Notification • UF is currently working to improve our emergency response system including the collection of emergency contact data from faculty, staff, and students. • Emergency contact data collection page has been centralized and added to my.ufl.edu under My Account > Update Emergency Contact. • Directory Coordinators may add emergency contact information for employees within their department using Manage Directory Information in my.ufl.edu. • Certain information including cell phone, personal e-mail, and emergency contact person and their information is exempt from the Sunshine Law.

19. Logon to my.ufl.edu Navigate to My Account > Update Emergency Contact

20. Emergency Notification • Text messaging to business and personal cell phones has been added to our current emergency notification of e-mails, news releases, and postings to the UF webpage. • Text messaging system was tested Tuesday, January 15, 2008. A survey web site has been created for employees that are appropriately registered and did not receive the test message. http://survey.webadmin.ufl.edu/vtsurvey/entry.jsp?id=1199890842974 • Please see January 8, 2008, DDD http://www.admin.ufl.edu/ddd/default.asp?doc=13.7.2172.3 for more information regarding the UF policy for Emergency Notification information use and access.

21. Important Dates

22. Important Dates • January 21st Martin Luther King Holiday • February 13th Next HR Forum

23. Thank you for attending