Human Resources Liaison Network April 4 2017 Welcome

Human Resources Liaison Network April 4, 2017

Welcome to the HR Liaison Network Meeting April 4, 2017 2

Maureen Binder, CHRO and Assoc. Vice President Human Resources WELCOME & INTRODUCTIONS 3

Shreya Trivedi, University Ombuds Officer GUEST SPEAKER 4

Ashley Longoria, Benefits Manager BENEFITS 5

UCF Tuition Waiver Benefit Program

Program Overview • (6) credit hours each semester • Space available basis • UCF courses only Updates effective Spring 2017 semester: • Employees can transfer credit hours to family members (spouses & dependent children) • Employees (and/or family members) can register two hours ahead of state employees

Eligibility • Regular Employees • Faculty • Administrative & Professional (A&P) • University Support Personnel System (USPS) • Full Time • 30+ Hours per Week • Includes employees on sabbatical, professional development and medical leave • Must possess a high school diploma (or its equivalent) and meet the University’s admission requirements • Employee (or spouse/dependent) must apply & be admitted to the University as a student • Not required to be degree seeking

Contingent Waiver Program • Spouses • Dependent Children (under the age of 26) • Defined as “any natural, adopted or step child of the employee, or any other child for whom the employee is a legal guardian, who is under the age of 26 at the time of enrollment. ” • May be used by up to two individuals (including employee) during any given semester

Ineligible Programs & Courses • Continuing Education classes/courses • Market Rate or Cost Recovery Programs • Thesis Hours • Dissertation • Internships • Directed Independent Study • Practicum • Clinical • Supervised Research • Doctoral Special Topics/Seminars • Cooperative Education • Late Payment Fees, Repeat Surcharge, Non-Resident or Excess Hour Fees • Courses offered through other State Universities or State/Community Colleges • Waivers cannot be used in conjunction with any other tuition waiver or exemption that would cover the same course(s) *The University has the authority to designate which UCF courses are classified as eligible for the tuition waiver.

Registration • Space Available Only • Must wait to register for courses until the last day of regular registration at 1: 00 p. m. (or thereafter) to register. *Specific registration dates and times are listed on the academic calendar. Summer term has two employee registration dates – one for Session A, C and D; and one for Session B. • The following registration activities prior to registration may invalidate waiver: • • Course added and dropped later Putting courses in shopping cart Department/Advising registration Adding course to waitlist

Procedure Complete UCF Tuition Waiver Benefit Program Form • Available on Human Resources website: http: //hr. ucf. edu/currentemployees/tuition-waiver-program/ Email completed form to Student Accounts (saswaivers@ucf. edu) prior to the payment deadline • Failure to submit form by payment deadline may result in a late payment fee of $100, which is not covered by the waiver Access fee invoice three days prior to the fee payment deadline date to ensure the waiver was applied to account

Income Taxation • Tuition waiver amounts in excess of $5, 250 per calendar year for graduate level courses are included in UCF employee earnings and the appropriate payroll and federal withholding taxes will be taken. Currently there is no limit to employees for undergraduate courses. • If employee is subject to the tax, the Human Resources Payroll section will send them a personalized email that gives them their specific taxable/tax amount and how many pay periods the taxes will be deducted.

Utilization • Fall 2016 • 344 Employees • Spring 2017 • 338 Employees • 95 Spouses/Dependents

• http: //hr. ucf. edu/current-employees/tuitionwaiver-program/ • UCF-3. 0031 Tuition Waiver Benefit Program regulation • Forms • FAQ • http: //www. studentaccounts. ucf. edu/ • http: //calendar. ucf. edu/

2017 Financial Wellness Series

Financial Wellness Series • Sessions: • • • Nearing Retirement in the FRS Income Tax Planning Upcoming UCF 403(b) Plan Enhancements Retiring From UCF Florida Retirement System Overview Social Security & Medicare Budgeting Workshop Understanding Credit Reports & Scores Workshop Paying for College 101 Investing Basics NEW for 2017: Webcast option available

Q&A

Sarah Lovel, Compensation Manager COMPENSATION 19

Classification & Compensation Update

UCF Staff Compensation Study Project Phases The grey shading below indicates points where we involve various UCF stakeholders: 1 2 Job Family Experts All UCF Staff The grey shading below indicates points where Establish Compensation Philosophy we involve various UCF stakeholders: Determine Job Architecture, Including HR Leadership CPAG Job Families and Career-Leveling Frameworks 3 Determine Job Titles, Collect Position Descriptions, and Map Employees to Jobs 4 Conduct Market Competitiveness Assessment and Update Job Descriptions to Reflect Current Jobs 5 Develop Salary Structure and Job Evaluation System 6 Develop Pay Guidelines 7 Communicate and Plan for Implementation The project is currently in Phase 3. The entire project is expected to take 22 – 24 months.

What Is the Position Description Collection Process? What This Process Is A phased process for collecting and reviewing updated position descriptions A process that facilitates identification of jobs and titles for comparison versus market and grouping of like jobs What This Process Is Not × An opportunity for complete reorganization of reporting structures × A guarantee of pay or title change × An organizational design assessment A key step towards creating updated job descriptions Downsizing and/or significant reorganization of jobs are not the purpose of this process.

Non-Administrative Support Position Description Collection Process UCF and Sibson will follow the below general process for position description collection and analysis for non-administrative support positions: 1 4 Employees and supervisors will be notified of the collection timeline for their positions Sibson will review each position description and begin initial grouping of similar position descriptions to create job descriptions and map employees to job descriptions 2 5 Employees will complete, review, and submit the position description form to their supervisor Sibson will review analysis with the UCF HR Project Team, CPAG, and job family experts to ensure job descriptions capture generic duties of job and that employees are mapped appropriately 3 6 Supervisor will review employee’s position description to ensure it does not under- or over-estimate duties. If appropriate, supervisor submits for final approval Sibson and UCF HR Project Team to finalize job descriptions and mapping of employees to job descriptions. Output to be used in hiring, job classification, and market matching This process will repeat for all staff jobs in scope until all position descriptions have been collected and reviewed. The job groupings and order of collection are detailed on the following slides.

Non-Administrative Support Job Groupings Group A Group B Group C · Audit and Compliance · Admissions · Academic Affairs · Campus Safety · Advising · Communications and Marketing · Advancement · Diversity · Auxiliary Services · Information Technology · EEO/Affirmative Action · Finance · Institutional Knowledge Management · Facilities · Grants Administration · Health Services · International Services · Student Affairs · Research · Legal · Library There is no disadvantage or advantage for being earlier or later in the process. All staff must participate in the position description collection process, through either the broader position description collection tool or the Administrative Support survey tool.

Accessing the Position Description Collection Tool This Position Description Collection Tool will be distributed to staff employees at various times throughout the spring and summer in an orderly manner, in groups of like work functions. Initial Step: Once your group’s position description collection has begun, you will receive an e-mail from centralflorida@salary. com prompting you to create a log-in for the tool. Copy and paste the link into your browser. PRO TIP If possible, use Google Chrome or Fire. Fox when working with the tool

Questions?

Chris Vakhordjian, University Information Officer Ayesha Benjamin, IT Business Analyst INTERNET SECURITY – WHAT’S NEXT? 27

Abbee Camen, Employment Services & Records Manager EMPLOYMENT SERVICES & RECORDS 28

Employment Verifications and Public Records Requests • Employment Verifications and Public Records Requests (related to HR information) are completed by Central Human Resources. • If received in department, please forward to HR -Employment Services & Records. • Records’ Team Members • Karen Black (3 -5186): Karen. Black@ucf. edu • Shay Vickers (3 -3780): Shay. Vickers@ucf. edu

Reports

Dual Comp Job Codes • Instructional Based Dual Comp Job Codes • 9001 X-9005 X • Non-Instructional Dual Comp Job Code-A&P • APX • Non-Instructional Dual Comp Job Code-Faculty • FOX

Remote I-9 • What is a Remote I-9? • This occurs when an employee will not physically be at UCF in order for the hiring department to see the original documents and complete the Electronic I-9 form. • UCF must designate an individual where the employee resides to complete Section 2 of the I-9 form on behalf of the university. • Currently a Paper I-9 Form is completed in these situations. Departments must reach out to HR-Records for the appropriate documents and instructions. • UCF is still held liable for any errors on the I-9 form in connection with the Remote I-9.

I-9 Anywhere • Equifax Workforce Solutions (I-9 Express vendor) has a product named I-9 Anywhere. • The Remote I-9 could be completed through the electronic system. • UCF would still need to identify a user who could complete the electronic I-9 form on behalf of UCF. HR-Records would set up the user with the electronic I-9 Anywhere system. • Implementation (one time fee) and annual fee. • Please contact Abbee Camen at 3 -6382 or Abbee. Camen@ucf. edu if your college or division is interested in the product and is willing to contribute to the implementation and annual cost of the product. A commitment of one year minimum would be required due to the annual contract.

Summer e. PAFs/Agreements • Faculty, Adjuncts, Graduate Assistantships • Submit to HR by Monday, 04/10/2017

Dismiss to Break-Out Sessions HR Meets Finance & Accounting - Pcards Sand Key Room 220 Introductions to Micro-Messages Garden Key Room 221 What is FMLA? Cedar Key Room 223 How to Work With Difficult People Key West Main Room 218 ABCD 35