HR Forum

1
Welcome!

• HR Forum
• November 15, 2006
• Human Resource Services
• University of Florida

2
Todays Agenda

• GatorJobs Update
• 2006 Pension Protection Plan
• 2006 Affirmative Action Plan
• Medicare Part D Letters
• Pro 3 Series
• December Leave Benefits
• In-Unit Faculty Merit Increase

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GatorJobs Update

4

• Go Live October 16 (3 weeks live)
• 2297 Applicants
• 4286 Applications
• 526 UF Users (Originators, Level 1, 2, 3)
• 352 Positions Posted

5

• 295 Positions remain in eRecruit
• December 22, 2006
• Last Day to Complete Interviewing Steps in
  eRecruit
• Last Day to View Posting Requisitions
• January 13, 2007
• Last Day for Core Office Users Have View Only
• Access in eRecruit

6

• Updated Forms are Now Available on the HRS Home
  Page
• Including w-4, 4 in 1, New Hire Checklist
• View Update Instruction Guides
• HRS Home Page
• Satisfaction Survey

7
2006 Pension Protection Act
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Brief Overview of Pension Protection Act 2006

• Makes permanent the changes implemented with
  EGTRRA
• 403(b) Elective Deferrals
• Limitations on deferrals under Section 402(g)
  have increased to 15,500
• Deferred Compensation
• Limitations on deferrals under Section 457 have
  increased to 15,500

9
Brief Overview

• Age-based Catch-up
• Provision for participants who will be 50 years
  or older by 12/31/07 to contribute an additional
  at 5000
• (unchanged from 2006)
• Applies to Deferred Compensation
• and
• 403(b) plans

10
2006 Affirmative Action Plan
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Executive Order 11246

• What is the Executive Order 11246
• ? A requirement of federal contractors to take
  affirmative action toward prospective minority
  employees in all aspects of hiring and
  employment.
• ? Contractors must take specific measures to
  ensure equality in hiring and must document
  these efforts.
• ? On Oct. 13, 1967, the order was amended to
  cover discrimination on the basis of gender.
• Who is required to comply with Executive Order
  11246?
• Federal contractors with 50 or more employees
  and 50,000 or more in federal contracts are
  required comply with this order by developing an
  annual written affirmative action plan (AAP) for
  each of its establishments.

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Executive Order 11246

• What are the penalties for non-compliance with
  Executive Order 11246?
• ? Non-compliance with Executive Order 11246 may
  cancel, terminated or suspend all federal
  contracts in whole or in part.
• ? An employer may be declared ineligible for
  further federal contracts.
• ? UF has over 500,000,000 in contracts and
  grants.
• Who enforces Executive Order 11246?
• The U.S. Department of Labors Office of Federal
  Contract Compliance Programs (OFCCP) administers
  and enforces Executive Order 11246.

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Affirmative Action Plan

• What is an Affirmative Action Plan?
• A written document required under Executive
  Order 11246 through which management assures that
  individuals in protected classes that are
  underrepresented in the organizations workforce
  have equal opportunities in recruitment,
  selection, appointment, promotion, training, and
  compensation.
• How is an Affirmative Action Plan used?
• An AAP is a reporting mechanism used to track
  progress in equal employment opportunity. It
  also forces federal contractors to annually
  evaluate their employment processes as well as
  compensation to ensure that they are free of
  discrimination.
• How are Affirmative Action Plans used by others?
• ? The AAP is in the public domain.
• ? The AAP is an employers first line of defense
  during an OFCCP audit.
• ? The AAP can also be used by others to support
  claims of discrimination or disparate treatment.
  

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What are the Protected Classes in Affirmative
Action Plans

• Women and minorities
• ? Blacks/African Americans
• ? Hispanics/Latinos
• ? Asians/Pacific Islanders
• ? American Indians/Alaskan Natives.
• Veterans
• ? Disabled veterans.
• ? Veterans who served on active duty in the
  armed forces during a war or in a campaign or
  expedition for which a campaign badge has been
  authorized.
• ? Veterans who, while serving on active duty in
  the armed forces, participated in a United
  States military operation for which an armed
  forces service medal was awarded pursuant to
  Exec. Order 12985.
• ? Recently separated veterans - separated from
  service during the 3- year period beginning on
  the date of such veteran's discharge or release
  from active duty.     

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Major Components of Affirmative Action Plans

• Narrative
• Addresses the creative and productive
  initiatives developed within the organization.
• Organizational Profile
• Determines the distribution of women and
  minorities throughout the organization, and
  identifies where women and minorities are
  underrepresented.
• Job Group Analysis
• Determines utilization within similar job
  titles, and whether the contractor needs to
  establish placement goals for minorities and
  women.
• Determining Availability
• The availability of minorities and women for
  each job group by using the most current
  statistical information available.
• Designation of Responsibility
• ? The Vice President for Human Resource Services
  is delegated by the President as the Chief
  Administrative Officer for equal opportunity
  management.
• ? The Director for Equal Employment Opportunity
  is responsible to assure full compliance with
  the plans and regulations governing equal
  employment opportunity.
• ? The Senior Vice Presidents and Vice Presidents
  are responsible for implementing the AAP
  throughout their respective units. .
• Identification of Problem Areas
• Addresses any issues that may need special
  attention in implementing the AAP.

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EEO Categories for UFs Job Groups

• Executive Administrative Managerial
• Titles President, Vice President, Dean,
  Director and Dept. Heads.
• Faculty
• Titles Professor, Associate Professor,
  Assistant Professor, Instructor and Lecturer.
• Professional Non-Faculty
• Titles Librarians, Coordinators, PK Yonge
  Faculty, Assistant Directors, Managers,
  Specialists, etc..
• Secretarial - Clerical
• Titles Clerk, Program Assistant, Fiscal
  Assistants, Secretaries, etc.
• Technical - Paraprofessional
• Titles IT Positions, Computer Operator,
  Agricultural Assistant, Veterinary Tech, etc.
• Skilled Crafts
• Titles Electrician, Carpenter, Maintenance
  Mechanic, etc.
• Service - Maintenance

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Which Salary Plans are Included in the AAP

• FA 12 Salaried Faculty 12 Month
• FA10 Salaried Faculty 10 Month
• FA09 Salaried Faculty 9 Month
• TA09 TEAMS 9 Month
• TA10 TEAMS 10 Month
• TA12 TEAMS 12 Month
• TU9N TEAMS (Formally USPS) 9 Month Hourly
• TU2N TEAMS (Formally USPS) 12 Month Hourly
• TU2E TEAMS (Formally USPS Exempt)
• US9N USPS 9 Month Non Exempt
• US2N USPS 12 Month Non Exempt
• US2E USPS 12 Month Exempt

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Which Salary Plans are not Included in the AAP

• FASU Salaried Faculty Summer
• OF12 Adjunct Faculty 12 Month
• OF09 Adjunct Faculty 9 Month
• OFSU Adjunct Faculty Summer
• CTSY Courtesy Faculty
• GA12 Graduate Assistant -12 Month
• GA09 Graduate Assistant 9 Month
• GASU Graduate Assistant Summer
• CPFI Clinical Post Doc Associate / Intern
• HOUS Resident College of Medicine
• FELL Fellowship
• ISCR Foreign Nationals as Individual Contractors
• STAS Student Assistant
• FWSP Federal Work-study
• STBW Student Government and Housing
• TASU TEAMS Summer
• TUSN TEAMS (USPS) Summer Appointment
• USSN USPS Non Ex Summer
• OPSE OPS Regular Exempt

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2006 Total University Workforce by Race
12,690 Total Workforce
20
Total University Workforce by Race 2006 Compared
to 2005
12,690
12,579
21
2006 Total University Workforce by Gender
22
Category 1 Executive, Administrative, Managerial
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Category 2 Faculty
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Category 3 Professional
25
Category 4 Secretarial / Clerical
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Category 5 Technical / Paraprofessional
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Category 6 Skilled Crafts
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Category 7 Service / Maintenance
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Good News Percentage of Minorities Increased
in Categories 1, 2 3
Faculty
30
Good News Percentage of Women Faculty Increased
31
Good News Percentage of Women Increased in
Categories 1, 2 3
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Whats Next?

• Work Force Availability
• UF will update its availability analysis
  annually to determine the percentage of
  minorities and women available for employment in
  labor markets specific to each of the EEO job
  categories.   
• ? Faculty national labor markets based on
  Ph.D. production at institutions identified as
  sources for new faculty hires.
• ? Executive / Management - specific labor market
  data from sources like the CUPA Administrative
  Salary Survey, will supplement census market
  data for gender and ethnicity.
• ? Other EEO Categories national and regional
  labor markets defined through US Census data
  will be used to determine availability by gender
  and ethnicity.
• UF shortages will be identified, monitored, and
  evaluated by comparisons to distributions by
  gender and ethnicity in the defined labor
  markets.
•    

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Whats New?

• EEO Race Codes
• September 30, 2007 New format for federal
  contractors   
• ? Adds a new category titled Two or more races
• ? Divides Asian or Pacific Islander into two
  separate categories (Asian and Native
  Hawaiian or other Pacific Islander)
• ? Renames Black as Black or African American
• ? Renames Hispanic as Hispanic or Latino
• OFCCP strongly endorses self-identification of
  race and ethnic categories, as opposed to visual
  identification by employers.
• Salary Compensation Analysis
• On June 16, 2006, OFCCP issued Voluntary
  Guidelines for Self-Evaluation of Compensation
  Practices.   
• ? Requires employers who maintain written AAPs
  to perform in-depth compensation analyses of its
  total employment process to determine whether
  and where impediments to equal employment
  opportunity exists.

34
Medicare Part D Letters
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Medicare Part DLetters

• People First mailed out letters to all employees
  within the past week indicating that the State
  Health Program is on average expected to pay out
  as much as the standard Medicare prescription
  drug coverage.
• This letter impacts employees or employee with
  dependents, and Retirees that are age 65 or over
  who may be considering enrollment in Medicare
  Part D.

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Medicare Part DLetters

• For additional information and resources
• Visit www.medicare.gov
• Call 1-800-MEDICARE (1-800-633-4227). TTY users
  should call 1-877-486-2048.
• Assistance for paying Medicares prescription
  plan visit www.socialsecurity.gov or call
• 1-800-772-1213 (TTY 1-800-325-0778)
• Information about the notice or on your current
  prescription plan call the People First Service
  Center at 1-866-663-4735.

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Pro 3 Series
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Introducing a New Initiative!
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What Is It?

• A series of workshops designed to help those in
  administrative positions learn key info and
  develop the key skills they need to be successful
  
• Based on a long-term project that defined
  competencies (knowledge, skills, abilities) for
  administrative professionals at UF

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What Is It?

• The Pro3 Series includes three certifications
• We are previewing many of the new courses for the
  Fiscal Management program starting this month
• Registration for spring workshops will begin
  December 4
• HR/Payroll certification will be launched in
  Spring 2007
• Academic Support certification will be launched
  in Fall 2007

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Who Is It For?

• The Pro3 Series is designed for those who handle
  the administrative functions in departments and
  colleges at UF, such as
• Enter and process financial or HR-related
  transactions
• Monitor departments financial transactions and
  manage budgets
• Provide administrative support for
  academic-related activity (developing course
  schedules)

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December Leave Benefits
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December Leave Benefits

• TEAMS December Leave Cash Out
• Pay periodNovember 17-30
• Receive cash out in December 8 paycheck
• Enter via Weekly Elapsed Screen using December
  Vacation Cash Out Time Reporting Code
• Must have 40 hours of vacation remaining on
  balance after cash out
• Departments responsibility to verify
• Instruction guide available

44
December Leave Benefits

• Personal Leave Days
• Available for 12-month faculty as well as TEAMS
  employees
• Expected to be used during December 26-29 unless
  designated as essential personnel by dean or
  director working with appropriate vice president
• Departments and colleges should begin planning
  now
• Information has been distributed in the InfoGator
  and instructional guide is also available

45
December Leave Benefits

• Personal Leave Days
• Non-exempt employees WILL need to enter personal
  leave days just like they enter holidays
• Exempt employees will NOT need to enter personal
  leave daysjust like other state of Florida
  holidays
• To avoid having the days auto-populated for all
  four days, exempt employees who will be
  designated as essential should enter hours to
  be worked along with any personal leave days in
  the Weekly Elapsed Screen by December 14

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In-Unit Faculty Merit Increase

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In-Unit Faculty Merit Increase

• An agreement between the University and UFF has
  been reached that will allow merit increases for
  eligible in unit faculty to be distributed.
• The merit increase will be retroactive back to
  October 1, 2006 and faculty will receive the
  increase in their December 22, 2006 paycheck.
• Beginning November 13th, departments were able to
  enter merit increases into a merit increase raise
  file.
• Departments will have until Wednesday November
  22, by 500 pm to enter the merit increase into
  the raise file.

48
In-Unit Faculty Merit Increase

• Adjustments will be made by Academic Personnel on
  any future dated rows that are in job data to
  ensure that the 10/1/06 merit raise is
  implemented.
• The agreement between the University of Florida
  and the Faculty Union requires that from the
  established merit-based pool for in-unit faculty,
  funds equal to no less than nine-tenths (.9)
  shall be derived and distributed to each
  department or equivalent unit within the
  bargaining unit for departmental merit salary
  increases.
• On November 8, 2006, the University Budget Office
  distributed to each in unit college/unit a memo
  and funding amounts.
• Merit increases must be determined using existing
  criteria that have been established by the
  faculty of each department or college within the
  bargaining unit in conjunction with the annual
  performance evaluations completed for the
  2005-2006 academic year.

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In-Unit Faculty Merit Increase

• Merit increase should be based upon the eligible
  faculty members September 30, 2006 salary.
• Eligibility
• ? 9 month faculty must have been in pay status
  by May 15,2006.
• ? 12 month faculty must have been in pay status
  by June 30, 2006
• ? 10 month faculty must have been in pay status
  by June 8, 2006
• In determining who received a merit increase, the
  department chairs shall consult with the
  department or colleges merit pay committee.

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In-Unit Faculty Merit Increase

• In units whose existing merit criteria include a
  system for distributing merit increases, the
  number and size of 2006 merit increases shall be
  determined according to that evaluation and
  distribution system.
• Questions?? Contact Janet Malphurs in Academic
  Personnel at 392-1251.
• In units whose existing merit criteria do not
  include a system for distributing merit
  increases, the number and size of the 2006 merit
  increases shall be determined according to the
  recognized practice in the department in the
  recent past, even if that practice is not
  currently in writing or has not been formally
  approved by the faculty of the department.

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Thank you for attending!