Welcome!: Welcome! HR Forum March 13, 2007 Human Resource Services University of Florida


Today’s Agenda: Today’s Agenda HRS Building Employee Education Program Cell Phones & Other Wireless Communication Devices Paycheck Email Extended Leave of Absence Gator Jobs Update Performance Appraisal Timeline UF Compliance Hotline UPK


HRS Building: HRS Building


HRS Building: HRS Building


Slide5: Employee Education Program Tuition Assistance for Faculty and Staff


What is the EEP?: What is the EEP? Employee Education Program Opportunity for full-time TEAMS, Academic Personnel, and USPS to take up to six hours of college credit at a reduced rate Changes to EEP application process Allow HRS to communicate more efficiently with employees regarding the EEP Maintain records for compliance purposes Track employee participation Simple for employees to use- streamlines process


Application Process: Application Process Complete EEP online application at www.hr.ufl.edu/eep


Cell Phones & Other Wireless Communication Devices: Cell Phones & Other Wireless Communication Devices


Cell Phones & Other Wireless Communication Devices: Cell Phones & Other Wireless Communication Devices The Internal Revenue Service (IRS) requires that all cell phone calls by the University be specifically and properly identified as to their purpose. This requirement significantly increases our record keeping responsibility and has resulted in the need to implement a new Cell Phone and Other Wireless Communication Devices Directive No. 1.4.17


Cell Phones & Other Wireless Communication Devices: Cell Phones & Other Wireless Communication Devices Option available to departments:  Paying of allowances to employees to acquire cell phones and other devices for business use rather than providing the devices and service by the University.  This option would eliminate the need for the extensive record keeping requirements; however, the allowances will be treated as taxable income.


Cell Phones & Other Wireless Communication Devices: Cell Phones & Other Wireless Communication Devices Informational training sessions will be held in the Reitz Union, Room 282 on March 15th, from 2 pm to 3 pm. For your convenience, the presentation will be available for viewing on the Finance and Accounting website located at: http://fa.ufl.edu/ After March 15th. An instructional guide also has been developed: http://www.bridges.ufl.edu/training/docs/ePAF_AddPay_CellPhones.pdf


Cell Phones & Other Wireless Communication Devices: Cell Phones & Other Wireless Communication Devices To register for this informational sessions, please visit my.ufl.edu, My Self Service, Training and Development, Request Training Enrollment, Course Number - GET 160 or Course Name - Cell Phone Directive Info. Additionally, you can contact Larry Reese at 392-1321, Greg Dubois at 392-1331 or Brenda Harrell 392-5778 ext. 627.


Paycheck Email: Paycheck Email


Extended Leave of Absence: Extended Leave of Absence


Extended Leave of Absence: Extended Leave of Absence Extended Leave of Absence - a leave that is longer than 15 consecutive work days. Effective March 1, 2007, Central Leave Administration will begin administering the Extended Leave of Absence program for the Academic Personnel, in addition to Staff. Completes the consolidation of leave administration under one office.


Extended Leave of Absence (continued): Extended Leave of Absence (continued) Central Leave staff will also act as the Second Level Approver for ePAF transactions related to extended leave. The leave request and approval process will remain the same except for one change – instead of a written request currently used by Academic Personnel (AP), both AP and Staff will submit the same form.


Extended Leave of Absence (continued): Extended Leave of Absence (continued) The form that should be used is the Extended Leave of Absence Form and may be found via the following web site http://www.hr.ufl.edu/forms/benefits/extendedleave.pdf Questions? Please call Central Leave at 392-5732 or central-leave@ufl.edu


GatorJobs Update: GatorJobs Update


GatorJobs: GatorJobs Contact your recruiter prior to scheduling interviews. 1. Avoids the possibility of terminating post-hire. 2. R&S will clear those to be interviewed after reviewing HB Notes, NEFR & NERDC


Performance Appraisal Timeline: Performance Appraisal Timeline


Performance Appraisal Timeline: Performance Appraisal Timeline March 1st to February 28th – Evaluation Period  Use Form - Non Exempt TEAMS & All USPS  Use Narrative Format – Exempt TEAMS March 31st – Due Date Call Employee Relations with:  Minimal Achieves  Below


Accountability &IntegrityOptions to Voice Concerns: Accountability &Integrity Options to Voice Concerns UF Compliance Hotline


Employee Responsibility: Employee Responsibility Policy Against Fraudulent or Other Dishonest Acts Code of Ethics for Public Officers and Employees, Chapter 12, Part III; 112.311-112.326, Florida Statutes The University of Florida Ethics Policy


Websites: Websites Policy Against Fraudulent or Other Dishonest Acts http://www.generalcounsel.ufl.edu/downloads/Fraudulent.pdf Code of Ethics for Public Officers and Employees, Chapter 12, Part III; 112.311-112.326, Florida Statutes http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=Ch0112/part03.htm&StatuteYear=2006&Title=%2D%3E2006%2D%3EChapter%20112%2D%3EPart%20III The University of Florida Ethics Policy http://www.generalcounsel.ufl.edu/downloads/Ethics.pdf


Don’t Ignore Problems You See: Don’t Ignore Problems You See Be proactive Report concerns to responsible University staff Support those who come forward to discuss an issue or report a concern


Local Resolution: Local Resolution Local resolution is usually the best place to start Use normal supervisory channels Units may have assigned specific people to handle certain concerns


Some Central Offices: Some Central Offices Americans with Disabilities Act Office (392-7056) College of Medicine, Office of Compliance, Physician Billing Compliance (265-8359) College of Medicine - Jacksonville, Office of Physician Billing Compliance (1-877-264-2520) Division of Sponsored Research (392-9271) Environmental Health and Safety (392-1591) Human Resource Services – Employee Relations (392-1072)


Some Central Offices: Some Central Offices Office of Audit and Compliance Review (392-1391) Office of the Ombudsman (392-1308) Privacy Office (273-5094) Each central office has its own investigative process, has previously processed complaints, and will continue to process complaints brought directly to that office, including that of the OACR.


Effective Compliance Management: Effective Compliance Management Complaint intake mechanisms that are independent of local management and promise anonymity have been recommended by: Sarbanes-Oxley legislation Federal Sentencing Guidelines Guidelines on effective compliance management


Another Option: Another Option UF Compliance Hotline Uncomfortable about raising a concern through normal channels Anonymous/confidential reporting service Provided by, an independent company that provides this service to other universities and corporations


UF Compliance Hotline: UF Compliance Hotline Available, Toll-free, 24 hours a day, 7 days a week By Phone: 1-866-500-3344 By Web: www.tnwinc.com/reportline/university The UF Compliance Hotline is not for emergencies. For an emergency call 911.


Concerns Include: Concerns Include Academic Fraud Conflicts of Interest Discrimination Falsification of Records Fiscal Misconduct Fraud Human/Animal Testing Kickbacks Research Grant Misconduct or Misappropriation of Costs Release of Proprietary Information Safety Issues and Sanitation Scientific Misconduct Sexual Harassment Substance Abuse Theft of Cash Theft of Good/Services Theft of Time Wage/Hour Issues Workplace Violence/Threats


How It Works: How It Works By Phone (1-866-500-3344) An interviewer from will ask you to describe in detail the situation that concerns you and will document your response in detail. You do not have to give your name and the call is not recorded. A report number is assigned to you so you can provide additional input. You make contact with to determine if more information is needed.


How It Works: How It Works On the Web (www.tnwinc.com/reportline/university) You enter maintained website, complete the web form and submit it. You do not have to give your name. When submitted you will receive a confirmation number for your records.


Responsibility for Review: Responsibility for Review refers the complaint or concern the appropriate University area for review. Division of Sponsored Research Finance and Administration Human Resource Services Office of Audit and Compliance


Whistle Blower: Whistle Blower Sections 112.3187-112.31895, Florida Statutes is called the Whistle-blower’s Act. The State of Florida maintains a Whistle-blower’s Hotline (1-800-543-5353) A Whistle-blower cannot be anonymous when making a complaint. A complaint must have certain criteria to qualify for whistle blower consideration.


Whistle-blower: Whistle-blower Complaints from an identified complainant, that meet Whistle-blower review criteria may be made through: UF Compliance Hotline Direct contact with the Office of Audit and Compliance Review. The Office of Audit and Compliance Review has the responsibility to determine if the complaint is a Whistle-blower complaint and to review such complaints


Office of Audit and Compliance Review: Office of Audit and Compliance Review http://oacr.ufl.edu/ Nur Erenguc – Chief Audit Executive 392-1391 341 Tigert Hall PO Box - 113025


UPK: UPK


UPK—What is It?: UPK—What is It? Introducing a new training tool—the User Productivity Kit, or UPK! A web-based training tool that allows us to create simulations of the myUFL system It’s like working on the real system with the added feature of being guided through the task


Benefits of Using UPK: Benefits of Using UPK Short-term benefit: No more training instance used in the classroom Long-term benefit: Online simulations that may be used “at the desk” May take the place of some classroom training Supplement classroom instruction as needed Integration with myUFL “Help” also on horizon


Different Modes: Different Modes See It—Watch animated demonstration of tasks Try It—Learn interactively by completing tasks in the simulated environment with prompts Know It—Test your knowledge by completing tasks with minimal instruction


Let’s Take a Quick Look: Let’s Take a Quick Look http://www.hr.ufl.edu/training/myUFL/instructors/


Thank you for attending!: Thank you for attending!