January 14 2014 Welcome and Introduction Roxane Walton Marvin Pyles CHRO Earned his BA and Masters Degrees at the University of Maryland L eft Salisbury University in Maryland where he was the Assoc VicePresident of Administration amp Finance and Director of Human Resources ID: 711545
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Slide1
Welcome
to the
HR Liaison Network Meeting
January 14, 2014Slide2
Welcome and Introduction
Roxane WaltonSlide3
Marvin Pyles, CHRO
Earned his BA and Masters Degrees at the University of Maryland
L
eft Salisbury University in Maryland where he was the Assoc. Vice-President of Administration & Finance and Director of Human Resources
Has over 20 years of experience in Human ResourcesSlide4
OD&Training
Beth ScheitzachSlide5Slide6
Meeting Purpose
Provide
a forum for communication between HR Staff and the HR Liaisons for continuous improvement in HR programs, services, and best practices for the UCF
community
Build
partnerships
with colleges/departmentsSlide7
Meeting Goals
find out about dates and deadlines for events (performance reviews, benefits open enrollment, payroll processing, etc.);
bring problems or concerns from departments to be discussed with HR staff;
share ideas, solutions or obstacles in their positions with other HR liaisons;
take back information to their own departments;
act as a point person within a department for HR to contact with questions or to relay information;
occasionally attend round table sessions with HR to help generate ideas, address concerns, and work with other liaisons.Slide8
You told us…
You appreciated the flow, pace.
We’ll continue the 3 question practice after each section
You wanted the PPT before the meeting
You wanted us to continue the guest presenters and had some suggestions
We’ll have a special April session – details to follow
You liked networking and ability to chat with HR
We’ll have a short break and the HR team & Christine Mouton, Victim Services, will stay after the meeting Slide9
Meeting Feedback
HR wants your feedback on these meetings
ALSO
Next HR Liaisons Meeting April 15, 2014
April 15
th
9:00 – Noon a.m.
Special
Meeting in Student Union.
Guest Speaker: Marvin Pyles plus break-out sessions Slide10
2014 Meeting Dates
Tuesday, January 14, 2014
2:00 – 4:00 p.m. Cape Florida 316ABCD, Student Union
Tuesday, April 15, 2014
– Special expanded Meeting
9:00 –
12:00
a.m. Key West Room 218ABCD, Student Union
Tuesday, July 15, 2014
T.B.A. Human
Resources
Tuesday, October 7, 2014
9:00 – 11 a.m. Cape Florida 316ABCD, Student Union Slide11
Payroll
Isha Guerrero-LondereeSlide12
Topics
W-2s
Payroll Schedules and Calendars
Student FICA Change Effective Spring 2014Slide13
W-2s
ELECTRONIC
Targeted release date 01/15
Remind employees of the benefits
One time sign up and done for all future years
PAPER
Postmarked no later than 01/31
Duplicate requests honored after 02/15
Employee Self Service > Payroll and Compensation > W-2/W-2c ConsentSlide14
Payroll Schedules and Calendars
HR website
Click on A-Z Index
Scroll down to PSlide15
Website Tip….
Clearing the Cache
http://
hr.ucf.edu/files/ClearingtheCache.pdf
(Under “C” on the Human Resources A-Z Index)Slide16
Student FICA Change
Effective date 01/17/2014
“
30 is the new full-time”
FICA rate is 7.65%
Fringe Benefit Rates for C&G Proposals (estimates for budget proposal preparation)
>
http://fa.ucf.edu
> Contracts & Grants
> Manuals – Guidelines
> Fringe Benefit Rate for Contract and Grant Proposals
> January 2014Slide17
Who To Contact
Contact HR Team button
http://hr.ucf.edu/
payroll@ucf.edu
email
407.823.2771 phone
407.823.0582 faxSlide18
Any questions?
Next up, Ashley in Benefits.Slide19
Benefits – Common FAQs
Ashley LongoriaSlide20
Common faqSSlide21
If I am already enrolled in benefits, will I receive new cards?
No, you can continue to use your current cards.
Anyone who enrolled in coverage beginning January 1
st
should receive their insurance cards by mid-January. If they do not receive them, they can contact the carrier directly to verify their address and request a new card to be sent if necessary.Slide22
Why did I receive a letter from my dental provider regarding choosing a primary dental provider?
Some of the dental plans require new enrollees to elect a primary dental provider. The employee should receive a letter from the dental carrier stating this. They will simply need to contact the dental carrier and tell them who they are choosing as their primary dental provider. If this is not on file, when the employee goes to the dental provider, the dental carrier will state the employee is either not covered or deny the claim.Slide23
What if I need to have a prescription filled and do not have my pharmacy card yet?
The employee can call the carrier (Express Scripts) to obtain their Group # and Member # over the telephone by providing their SSN. They can give this information to the pharmacy to verify coverage, or submit a claim later for reimbursement.
Note: Once a Member ID is issued by Express Scripts, the employee can register online and/or download the application on their cell phone to obtain coverage information (including an ID card). Slide24
Will my W-2 reflect health insurance premiums?
The Affordable Care Act requires employers to report the cost of coverage under an employer-sponsored group health plan. This includes employer
and
employee contributions. Reporting the cost of health care coverage on the Form W-2 does not mean that the coverage is taxable. This reporting is for informational purposes only. The value of the health care coverage will be reported in Box 12 of the Form W-2, with Code DD to identify the amount. Slide25
HSA & FSA Reminders:
Health Savings Account (HSA) and Flexible Spending Account (FSA) deductions begin in
January
– they are not paid one month in advance like the other insurances.
Employees have until April 15, 2014 to submit claims incurred
on or before March 15, 2014
for their Flexible Spending Accounts and it will pull money from their
2013
FSA balance. Slide26
QuestionsSlide27
Leave Administration – Workers’ Compensation Changes
Ben AndersonSlide28
Workers’ Compensation
Happy New Year!
Effective 1/1/2014 Workers’ Compensation Medical Case Management administered by AmeriSys instead of OptaComp.
Contact numbers have changed, all other procedures remain the same.Slide29
Workers’ Compensation
Contact AmeriSys at 800-455-2079
regarding any first report of injury. The AmeriSys Rep. will direct the employee to a nearby treatment provider within the network.
Any callers to OptaComp will now hear a recorded message to call AmeriSys.Slide30
Workers’ Compensation
Any claims previously managed by Corvel or OptaComp with a Date of Injury prior to 1/1/2014 have been transferred to AmeriSys.
Questions about medical treatment for these claims from the employee can be directed to AmeriSys at 800-427-3590.Slide31
Workers’ Compensation
If you are aware of any particular medical treatment sources who have been providing outstanding service to UCF employees, please forward the name and contact information to
loaandworkcomp@ucf.edu
. We will ask AmeriSys to confirm they are part of their network or contact them regarding how to join.Slide32
Short Break and Raffle
ODTSlide33
Records
Abbee CamenSlide34
Manual Termination Process
Notification Emails-Week of 01/21/2014
Key Time for PPE 01/30/2014
Terminations Processed-Week of 01/31/2014Slide35
Student to Non-Student (OPS Hourly or Adjunct)
Submit ePAF and SSA-1945 Form
Background Check-30 DaysSlide36
Conversion of Historical Paper I-9 Forms
HR-Records Auditing Paper I-9 Forms
Will be in contact with Departments
Sending Paper I-9 Forms to I-9 ExpressSlide37
Records Sign-In Paperwork DocumentsSlide38
Teaching Adjunct/Dual Compensation FTE CalculatorSlide39
USPS and Non-Unit A&P Annual Performance Appraisals
Due February 15
th
Appraisal Period (01/01/2013-12/31/2013)
Signatures
Department Head
Supervisor
EmployeeSlide40
Guest Speaker
Ari Schein -- Office of Emergency Management Slide41
Question & Answer Forum
ManagersSlide42
Announcements & Wrap-Up
Patty Farris Slide43
Upcoming Dates
January 15
th
9:00 – 11:00 a.m.
-- Performance
Appraisal Training
February 13
th
& February 20
th
– HR Liaison Network 2-day training
Future HR Liaison Network Meetings
April 15
th
9:00 –
Noon
a.m.
Special Meeting in Student Union.
Guest Speaker: Marvin Pyles plus break-out sessions
More information coming soon
July 15
th
T.B.A. HR Training Room, Innovative Center.
October 7
th
9:00 – 11:00 a.m. Cape Florida 316ABCD, Student Union Slide44
Round Table Discussion
You asked for a little more one-on-one time.
F
ollowing the close of the meeting --
Any of the HR Managers
and
Christine Mouton with Victim Services
are available.
Please locate their table.