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More than 6,000 employees have opted for electronic IRS W-2/W-2c forms

Are you among the more than 6,000 UF employees who have elected to receive their W-2s electronically?  If you haven’t signed up, there’s still time to provide your consent and to receive your W-2s electronically. Not only will this help reduce paper use, but electronic W-2s will be available earlier than the mailed copies.  Employees who do not consent will receive their W-2s by U.S. mail.  Log in to my.ufl.edu and navigate to My Self Service > W-2/W-2c Consent.

Electronic W-2 forms will provide unlimited access to prior years’ documents dating back to 2005. Once an employee has given his or her consent, it is valid for all subsequent years unless the employee chooses to withdraw consent or upon termination of employment.

Printed forms will be mailed by January 31, 2010, to the address listed in the UF directory.  Employees are responsible for updating their contact information in the myUFL system. 

The W-2/W-2c consent initiative provides convenience to employees and furthers UF’s efforts to be a sustainable campus. Employees who consent will be eligible for prize drawings. Drawings will also be held for departments with 100% participation – watch for details in the weeks to come!

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Health Science Center and Shands HealthCare facilities are “Tobacco-Free Together”
UF’s main campus to follow in 2010

To promote the health and well-being of faculty, staff, and students, the University of Florida is going tobacco-free. As of Nov. 1, the use of cigarettes or other tobacco products in any of the Health Science Center, Shands or UF Physicians buildings and parking lots, or in vehicles in these areas is not permitted. UF plans to implement the policy on its main campus in July 2010.

The decision to have tobacco-free campuses system-wide supports a commitment to provide a healthy environment and to improve health in UF’s communities. Tobacco dependence is the nation’s most preventable cause of death and disease.

If you would like to break the habit, a wide selection of counseling services, self-help materials, and medicines are available through the university to help smokers and tobacco users quit successfully. For information, visit the Tobacco-Free Together web site at tobaccofree.health.ufl.edu, contact the Employee Assistance Program (EAP) at (352) 392-5787, or go to http://shcc.ufl.edu/occmed/esc.shtml.

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December leave cash-out period is Nov. 13-26

UF TEAMS employees are eligible to cash out up to 16 hours of vacation leave—regardless of FTE—during the pay period of November 13 to 26, provided 40 hours of vacation leave remain on balance after the end of that pay period. If eligible, you will receive the cash-out payment in your December 4 paycheck. To participate, report the number of hours you wish to cash out by entering them in the Weekly Elapsed screen in the myUFL system.

Due to the Thanksgiving holidays, you must report the hours between November 13 and November 24 using the “DLC – 280 December Vacation Leave” time reporting code on a day when you are not scheduled to work during that time period to prevent the myUFL system from blocking the entry by using the “exceeds 24 hours” exception. Please note:

• The pay period specified is the only pay period the DLC time reporting code can be used.

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Did you add new dependents during Open Enrollment?

If you added new dependents to your state-sponsored plans during the Open Enrollment period, People First will be requesting documentation for each dependent as indicated on your Open Enrollment confirmation statement.  Appropriate documentation includes a marriage certificate, birth certificate(s), and/or adoption orders.  Documentation should be sent immediately to People First with your name and People First user ID (not UFID) on each document. Failure to send in requested information within 60 days following the January 1, 2010, coverage start date for Open Enrollment transactions may result in a loss of coverage for dependents.  

If you have questions about documentation or dependent eligibility, please contact University Benefits and Retirement at (352) 392-2477 or benefits@ufl.edu or contact your HRS satellite office.

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Monitoring dependent(s) eligibility on your benefits plans is critical

Both the university and the state sponsor a variety of plans that allow you to take advantage of dependent coverage.  Based on what you’ve enrolled in, dependent eligibility criteria may vary from one plan to another.  To avoid potential coverage/claims problems, you should periodically monitor your plans to ensure your dependents still meet the criteria as specified by the plan.

As a general rule, if your child falls in any of these categories you should review the plan brochure for more information or consult UF Benefits regarding any impact to eligibility:

• Turns age 19 or older
• Is no longer a student
• Does not live at home and no longer financially dependent

Questions?  Call University Benefits at (352) 392-2477 or e-mail benefits@ufl.edu.

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Employee Education Program accepting applications for spring semester

The Employee Education Program (EEP) is a popular benefit available to eligible UF faculty and staff. The program provides tuition assistance for up to six credit hours of eligible college-level courses per semester.

Employees interested in participating in the EEP during the spring semester should register and complete their applications by the following deadlines:

UF students must register between December 24, 2009, and January 11, 2010, for the spring semester. All completed applications must be turned in to the University Registrar’s office located at 222 Criser Hall or by fax to (352) 846-1126 by 5 p.m. on January 13, 2010. No late applications will be accepted.

Santa Fe students should register during regular registration, which ends December 10, 2009. All completed applications should be turned in to the Santa Fe cashier’s office by this date. Registration after December 10, 2009, is permitted, but those applications must be turned in to the cashier’s office by 4 p.m. the next business day after registration.

Students attending other institutions should register before the registration deadlines at their approved institutions. Completed applications for the spring 2010 semester must be turned in by December 4, 2009, to Kenya Williams, Education Coordinator, by fax at (352) 392-1055 or via email to kenya-williams@ufl.edu.

For program participation requirements, eligibility, and application deadlines, please visit the Employee Education Program section of HRS’s web site. For questions about this program, please contact Kenya Williams, UF Training and Organizational Development, at (352) 273-1761 or kenya-williams@ufl.edu.

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©2009 University of Florida Office of Human Resource Services
The InfoGator is a monthly e-publication produced by the University of Florida’s Office of Human Resource Services. It is distributed electronically to UF faculty and staff and is available online. Please direct questions or comments to its editor, Angela Gould; Human Resource Services; P.O. Box 115006; (352) 392-4626; TDD 800-955-8771. The InfoGator is available in an alternative format upon request.