December personal leave days to be used December 26 through 29

In addition to the Christmas and New Year holidays, the university also observes a holiday closing period from December 26 through December 29, which is designed to offer departments the flexibility to close or significantly reduce staffing during the holiday season as decided by the appropriate vice presidents working with deans, directors, and department chairs in their areas.

On December 1, all TEAMS employees and 12-month Academic Personnel (excluding Post Doctoral associates) were credited with four personal leave days to be used during the period of December 26 to December 29 (or adjusted as needed through December 31 depending upon an employee’s normal work schedule). UF vice presidents—working with deans, directors, and department chairs—will determine which TEAMS employees and 12-month Academic Personnel should be deemed “essential” personnel and are, therefore, required to work during this period. Twelve-month Academic Personnel and TEAMS employees unable to use all or a portion of their four personal leave days during the scheduled period may use the personal leave days at another time from December 1, 2006, through June 30, 2007.

Essential personnel may use personal leave days in less than full-day increments. Therefore, if a designated essential 12-month Academic Personnel or TEAMS employee is required to work part of a day, the hours remaining in that workday (when the employee is not at work) should be reported using the “DPL-270 December Personal Leave” time-reporting code (TRC). The employee will be able to use the unused portion of his or her personal leave day(s) before the end of the fiscal year, even though it may be in less than a full-day increment.

In keeping with past practice, in order to be eligible for any paid holidays, employees must be in pay status for a reasonable amount of time on their last scheduled workday before the holiday.

How to report the December personal leave days

12-month Academic Personnel and TEAMS exempt employees:
Non-essential TEAMS exempt employees and 12-month Academic Personnel will not need to report their personal leave days via the Weekly Elapsed Time screen.  However, by December 14, 2006, essential TEAMS or 12-month Academic Personnel employees (i.e., those who will be working during the holiday period) will need to report the number of hours to be worked and any personal leave days to be used between December 26 through 29 (or through 31 depending upon an employee’s normal schedule).

Essential employees will also need to report the December 25 and January 1 holidays via the Weekly Elapsed screen using the “HOL” time reporting code.

TEAMS non-exempt employees:
All TEAMS non-exempt employees will report the personal leave days by using the “DPL-270 December Personal Leave” time reporting code through the Weekly Elapsed Time screen in the myUFL system.

Reminder: Personal leave days for exempt employees will not require approval; however, personal leave days for non-exempt employees will require approval.

USPS employees:
USPS employees are not eligible for these four personal leave days, but they may be required to use vacation leave during the holiday closing period if a department chooses to close or upon supervisory request. In the event a USPS employee does not have vacation leave to cover the period, he or she may request that vacation leave be advanced to cover that absence, in which case the department is obligated to provide it. See below for additional information. USPS employees also may use leave without pay, in keeping with University of Florida policy, during this time.

HRS’ holiday closing plan includes adjusted deadlines

In preparation for reduced staffing December 25 through January 1, Human Resource Services has established the following plan to ensure the needs of departments and employees are met. Normal deadlines will resume when Human Resource Services opens with its regular staffing on January 2, 2007.

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Review your Open Enrollment changes and check your payroll deductions

Before the New Year begins, you should review any changes you made during the fall benefits Open Enrollment period. To access your benefits information, visit the People First web site and log in with the user ID and password you used during Open Enrollment. If you have questions about your online enrollment or forgot your password, please contact the People First Service Center at 1-866-663-4735.

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This year, vacation leave conversion will take place at the end of the December 29, 2006, to January 11, 2007, pay period. If an employee’s vacation leave balance exceeds 480 (for TEAMS/eligible Academic Personnel employees) or 240 (for USPS employees) at the end of that pay period, then the excess vacation leave hours will be converted to sick leave. Please note that the vacation leave accrual for the December 29, 2006, to January 11, 2007, pay period will be included in the conversion.

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Vacation leave may be advanced to eligible USPS employees during holiday closing period

USPS employees may request vacation leave advancement in the event they do not have sufficient leave to cover normal working hours for the period of December 26 to December 31 during the university’s holiday closing period. Departments are obligated to grant the advancement when requested.  

As in the past, if you are a USPS employee who wishes to be advanced vacation leave during the holidays, please report all vacation leave usage through Weekly Elapsed Time in the myUFL systems in a timely manner, allowing your vacation leave balance to become negative. A negative vacation leave balance will be allowed December 26 through 31, 2006. The system will automatically disallow vacation leave usage after January 11, 2007, until your vacation leave balance is positive again.

Higher Education Opportunity applications due January 16

The University of Florida’s Higher Education Opportunity (HEO) provides children of full-time TEAMS employees with the opportunity of tuition assistance for an undergraduate education at the University of Florida. In March 2007, Human Resource Services will select, at random from a pool of eligible HEO applicants, 50 TEAMS employees to participate in this program. Each eligible employee may submit one child’s name into the drawing. To be considered for this benefit, the TEAMS employee must apply for the HEO by January 16, 2007.

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If you are participating in a medical and/or dependent daycare reimbursement account plan for the year 2006, please remember that you have until December 31 to spend the money in the account or it will be forfeited. The deadline to file for reimbursement is typically around April 15 of the new calendar year (2007). Visit the People First web site to download the appropriate form. Please contact University Benefits and Retirement at 392-2477 (SC 622-1225) or benefits@ufl.edu with questions.

Training registration now open

Interested in signing up for workshops offered this spring by Training and Organizational Development? T&OD’s workshop schedule, including its very popular computer application training as well as the Supervisory Challenge and new Pro3 series, is now open at www.hr.ufl.edu/training.

If you enroll in a supplemental plan that requires underwriting (medical approval), your coverage is pending until People First receives notification from the company that the underwriting has been approved or disapproved. If the underwriting is approved, your enrollment will be processed and premium deductions will begin. You should receive notification from the company regarding your approval or disapproval.

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Converting your State Life insurance coverage into retirement?

The state life insurance program, administered by the state of Florida for retiring employees, has undergone a plan change this year. Employees who retire after October 31, 2006, are required to elect one of the two available benefit levels to continue their life insurance coverage as retirees:

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