Slide 1

Report
HR Liaison Network Meeting
Agenda Topics
• Welcome: Roxane Walton
• Building Better
Communications: Patty
Farris
• Re-Hire Rule and ORP
Distributions: Nancy Gayton
• PeopleSoft & PeopleAdmin
Updates: Becky Moulton &
Patsy Popelas
• Giveaway Raffle: Patty Farris
• UCF/HR Programs
– Sick Leave USPS: Nancy
Gayton
– Sick Leave Faculty/A&P:
Lucretia Cooney
– Employee Recognition
Programs: Patty Farris
• Q&A Open Forum
• Upcoming Performance
Appraisals: Michelle Brooks
• Wrap Up- Raffle Drawing:
Patty Farris
Building Better
Communications
Patty Farris, OD&Training
[email protected]
UCF Human Resources – Organization Development & Training
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/departments
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.
Meeting Guidelines
• Goal is to establish dialogue, while keeping flow of the
meeting on track
• Maximum of three questions following each presentation
• Giveaway of two items:
– 1 Free Off-cycle paycheck
– 1 Free Series
• Meeting Evaluation is important
– What worked well
– What would you improve
– Suggestions for Topics
Upcoming Dates
• April 10, 2012, 9:00 – 11:00 a.m., Garden Key Room
221
• July 10, 2012, 2:30 – 4:30 p.m. in the HR Training
Room
• October 30, 2012, 9:00 – 11:00 a.m., Garden Key
Room 221
Your Best Practices & Suggestions
• Use one of your index cards for inputting a tip or strategy
you would like to share with your fellow HR Liaisons
Communication Achievements
• 11/1 Meeting Minutes were emailed along with
PowerPoint to all registered attendees. Minutes and
PowerPoint were posted on HR Website
• HR Liaison Group is surveyed prior to meetings for
topics/suggestions
• Emails (Q&A) blasts are sent to HR Liaison listserv
• HR Liaison Program scheduled for March 15 & 22
d
Re-Hire Rule and
ORP Distributions
Benefits
Nancy Gayton
[email protected]
Rehired Retirees
• An employee is considered to have retired once they
terminate employment and receive a distribution (including a
rollover) from the Optional Retirement Program or FRS
Investment Plan. This law went into effect July 1, 2010.
• Retirees who are reemployed on or after July 1, 2010 are not
eligible to earn another retirement benefit.
• If an Ee is reemployed by an FRS participating employer within
6 calendar month after retirement or DROP termination, the
retirement will be voided. The Ee will be required to repay any
benefits received and the FRS membership will then be
reinstated.
Rehired Retirees, cont’d
• If an Ee returns to employment with an FRS-covered employer
during the 7 – 12 calendar months after retirement, no
additional distributions are permitted until either termination
of employment or Ee has completed a total of 12 calendar
months of retirement.
d
Electronic I-9 Forms
and E-Verify
Records
Abbee Camen
[email protected]
407-823-6382
Electronic I-9 Form
• Electronic I-9 Form Functionality in People Soft.
• All ePAF Originators will have security access to
complete Section 2 of the I-9 Form.
• Electronic I-9 Form Trainings will be offered, but
not required for security access.
Benefits of Electronic I-9 Form
• Electronic Signature
• Elimination of most Technical Errors
– Signing above the signature line
– Omitting Required Fields
– Inputting a List C document as a List B, and visa versa
– I-9 Certification Date not matching Hire Date on the ePAF
How does the Electronic I-9 Form
Work?
• Department must complete the personal information (Steps 1-3)
of the Hire ePAF. (confirm the name on the Social Security Card
matches the name in the system)
• Within 24 hours of the personal information being submitted via
the ePAF, the employee will have access to Employee Self Service
through my.ucf.edu to complete Section 1 of the I-9 Form.
• Once the employee completes Section 1 of the I-9 Form AND the
hire ePAF has been fully executed by HR-Records and loaded into
job data, the ePAF Originator will receive an item on their worklist
to complete Section 2 of the I-9 Form.
Electronic I-9 Form: What stays the
same?
Per Federal Regulations:
• Department must still see original acceptable I-9
documents.
• Section 1 of the I-9 Form must be completed on or
prior to the employee’s hire date.
• Section 2 of the I-9 Form must be completed by
employee’s 3rd day of hire.
Electronic I-9 Form: What
Changes?
• I-9 Supporting Documents will be attached to the
Electronic I-9 Form.
• Hire ePAF will be approved by HR-Records prior
to receiving the Electronic I-9 Form.
• Hire ePAF and Hire/Rehire Sign-in Paperwork
must be received and executed by HR-Records
prior to the employee’s start date.
Deadlines
• Deadlines will be revised for Hire ePAFs and
Hire/Rehire Sign-in Paperwork to ensure ePAF is
executed by HR-Records prior to employee’s hire
date.
• For Example, employee is hired effective 03/30/12.
Hire ePAF needs to be submitted by 03/19/12.
Hire/Rehire Sign-in Paperwork needs to be submitted
to HR-Records by 03/22/12.
Benefits: Employee in the System
by Hire Date
NO DELAYS:
•
•
•
•
•
•
Signing up for Benefits
Obtaining Parking Decal
Obtaining UCF ID Card
Library Privileges
Accessing Web Courses
GETTING PAID!
I-9 Form Statistics
• In FY 2011, ICE (Immigration and Customs
Enforcements) conducted 2,496 I-9 audits.
• In FY 2011, ICE issued fines and penalties in
the amount of $10,463,987.
• The penalty for failing to comply with Form
I-9 requirements is $110-$1100 for each
violation.
What is E-Verify?
• An internet-based system operated by the
Department of Homeland Security (DHS), U.S
Citizenship and Immigration Services (USCIS) in
partnership with the Social Security Administration
(SSA) that allows employers to verify the
employment authorization of employees.
E-Verify and UCF
• HR currently inputs the information from
the I-9s of all new hires paid under
government contracts and I-9s of existing
employees paid under government
contracts through E-Verify.
E-Verify Executive Orders
• Federal Executive Order: Effective September 8th 2009
– AKA E-Verify Federal Contractor Rule or FAR (Federal Acquisition
Regulation) Final Rule
– All new hires and existing employees paid under Federal Contracts
must be run through E-Verify to verify work authorization.
• State Executive Order: Effective May 27th, 2011
– All new hires and existing employees paid under State Contracts must
be run through E-Verify to verify work authorization.
Provost Decided that UCF Will
E-Verify all New Hires in 2012
• ISC’s and Departments’ concern that F-1
students be given the 17 month OPT
extension when eligible.
International F-1 Students
• When international students under F-1 Status graduate, they
are eligible for 12 months of OPT (Optional Practical Training).
• OPT is temporary employment that is directly related to a F-1
student’s major area of study.
• International Students apply for an EAD (Employment
Authorization Card) through USCIS.
How does that relate to E-Verify?
E-Verify and STEM
• F-1 students who receive science, technology,
engineering, and mathematic (STEM) degrees are
eligible for an additional 17-month OPT extension
ONLY if their employer inputs ALL NEW HIRES
through E-Verify in addition to employees paid from
Government Contracts.
Becky Moulton and
Patsy Popelas
d
PeopleSoft &
PeopleAdmin Updates
Online Employment system
•
•
•
•
System went live on 12/19/2011
Reference Guides
Recorded Training Sessions
System enhancements
Reference Guides
On-Line Hiring Training
System Enhancements
Patty Farris
d
Giveaway Raffle
Nancy Gayton
d
USPS – Sick Leave Pool
USPS Sick Leave Pool
• USPS need to be continuously employed with UCF
for more than 1 year and have at least 64 hours of
unused sick leave at the time of enrollment
(prorate for part-time Ees).
• SLP open enrollment occurs during March and
September of each year. If approved, 16 hours of
SL will be deducted from SL balance.
• All accrued leave must be used before SLP hours
will be granted.
d
Faculty/A&P – Sick Leave
Pool
Lucretia Cooney
Patty Farris
d
Employee Recognition
Programs
d
Q&A Open Forum
Michelle Brooks
d
Upcoming Performance
Appraisals
Patty Farris
d
Wrap Up – Final Raffle
Drawing

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