New health insurance plan introduced for grad assistants and post docs
UF Human Resource Services is pleased to announce a new health insurance plan through BlueCross BlueShield of Florida for the GatorGradCare and PostDocCare programs. The new plan will be available to postdoctoral associates beginning July 1, 2011, and to graduate assistants and pre-doc fellows beginning August 16, 2011. The plan represents a significant improvement in health coverage geared toward the issues facing UF’s postdoctoral associate and graduate assistant populations.
Titled GatorGradCare and PostDocCare, the plans will be offered through Blue Cross and Blue Shield of Florida Inc. and will provide significant enhancements to the existing plan, including:
- A reduction in the cost of individual coverage from $1,570 to $1,188, with considerable price reductions for spouses/partners and children.
- An unlimited prescription benefit.
- A reduced out-of-pocket cost for GatorGradCare and PostDocCare enrollees at in-network providers (from $12,500 to $3,000).
- An annual deductible of $100 instead of a per condition deductible of $100.
- A waived deductible at the Student Health Care Center and UF&Shands.
Additional information regarding the health insurance plan is available on the HRS web site for both the PostDocCare and GatorGradCare plans. You may also contact the HRS GA and Post Doc Associates Benefits Office at firstname.lastname@example.org, email@example.com, or (352) 392-0003.
UF Paid Parental Leave Program requires new time reporting codes
On December 10, the Board of Trustees approved changes to the UF Regulations to include a paid parental leave program for faculty (those not covered by the UFF collective bargaining contract), TEAMS, and USPS employees in leave-accruing positions. Such employees may now request up to six weeks of advanced sick or vacation leave for the birth or adoption of a child or the initial placement of a child in the foster care of the employee. Employees will continue to accrue leave while using Paid Parental Leave.
Employees may also use their personal accrued leave, unpaid leave, or a combination of paid and unpaid leave, so long as the total parental leave period, including the paid parental leave program, does not exceed a total of six calendar months from the first date leave is used. If being used for foster care, the paid parental leave must be used within the FMLA entitlement period of 12 workweeks.
Once an employee completes the form to request use of UF Paid Parental Leave (including the Intermittent Leave Use form) and the department enters the parental leave through ePAF, UF Leave Administration will enroll the employee in the Paid Parental Leave Award and Paid Parental Leave Debt leave plans. Leave Administration also will request that Payroll award the hours for the employee to use. Once the hours appear in the employee’s leave balance, the employee may begin to enter the leave through the myUFL system by using the drop-down menu in Elapsed Time.
The new time reporting codes for using UF Paid Parental Leave are:
A list of commonly used time reporting codes, including Paid Parental Leave codes, may be found in the Time Reporting Codes instruction guide located in the myUFL Toolkits. A complete listing of all time reporting codes by workgroup may be found in the Payroll and Tax Services web site. More information, including procedures and forms to request UF Paid Parental Leave, may be found on the Family and Medical Leave Act section of Human Resource Services’ web site.
- FLL - FMLA Parental leave Used
- FL8 - FMLA Parental Leave Used NRA18-Teach
- PPL - Paid Parental Leave
- PP8 - Paid Parental Leave Used NRA18-Teach
Deadlines approaching to file 2010 flexible spending account claims
Employees enrolled in a medical or dependent-care reimbursement account for the 2010 plan year should note the following deadlines:
March 15, 2011, marks the end of the annual grace period (January 1 to March 15) and is the last date to receive services and claim them on your 2010 reimbursement account. Receipts dated after March 15 will be applied to your account for 2011, if applicable.
- April 15, 2011, is the deadline for filing medical and/or dependent care claims for your 2010 account.
- Claims with postmarks, fax dates, or time stamps after midnight on Friday, April 15, 2011, cannot be honored.
- If you have any money in your 2010 account after eligible claims have been processed, you will lose it.
Employees participating in a medical reimbursement account (MRA) may also claim 2010 money by using the new MyMRA debit card if it’s been properly activated. Some of the expenses paid with your debit card may still require documentation. Whether you choose to file claims using the paper forms or if you pay with the MyMRA debit card, be sure to submit all required documentation, along with a completed claim form to People First before the deadline. Documentation must include the patient’s name, type of service, date of service, provider name, and the total amount. You can submit your documentation one of three ways:
- Scan your documentation and submit it online through People First. Click FSA Information on the home page, then Online Claim Submission. Follow the directions and submission requirements or
- Fax the documentation and claim form toll-free to (888) 800-5217 or (850) 425-4608 (Tallahassee) or
- Mail your documents to the People First Service Center, P.O. Box 1800, Tallahassee, Florida 32302-1800
The new FSA reimbursement claim form may be found on either the state of Florida’s MyBenefits web site or the People First web site. Please follow the instructions found on the form and be sure to keep copies of the documents submitted for reimbursement as well as any mail dates, certified mail receipts, or fax confirmation receipts for your records.
Flexible spending accounts are a great way to fund medical and dependent expenses with pretax dollars, but if you don’t use services and submit your claims by the deadlines, you lose the benefit of these accounts—and the money.
Information about your contributions and the status of your claims may be viewed online through People First. To access your FSA information, a user ID and password are needed. If you have misplaced this information, contact the People First Service Center at (866) 663-4735 for assistance in resetting your ID and password. Questions? Contact University Benefits and Retirement at (352) 392-2477 or firstname.lastname@example.org.
Annual performance appraisals for TEAMS and USPS employees due March 31
Performance appraisals for all TEAMS and USPS employees for March 1, 2010, through February 28, 2011, must be completed and signed by March 31, 2011. Annual performance appraisals are designed to document and summarize feedback that employees have received throughout the year. For more information about the performance appraisal process, please see the February 2011 issue of the InfoGator.
Performance appraisal forms are available on the Employee Relations section of HRS’s web site. Completed appraisals should be mailed to Human Resource Services, Employee Relations, Attn: Paulene Shindelbower, PO Box 100346, Campus. Questions should be directed to Paulene at (352) 392-3786. Please note that forms that are not completed fully or accurately will be returned to the department for corrections, which could result in delayed processing.
Complete myUFL Financial Systems Upgrade training and you could win an iPod
In an effort to encourage employees to complete training necessary to prepare for “go-live” of the upgraded myUFL Financial Systems, the university will be giving away a total of 20 multi-touch iPod Nanos (16 GB) to employees who successfully complete their required training.
Drawings are being held approximately every two weeks. Anyone who has completed BRG900 or any course with the PST9 course number prefix will be automatically entered. Five employee names will be randomly selected at each scheduled drawing.
Employees who have completed courses will remain eligible for the drawing until they have either won an iPod or the giveaway ends. This also means that the earlier you complete a course, the more chances you will have to win!
To register for upgrade training, visit the myUFL system at my.ufl.edu, My Self Service, Training and Development, Request Training Enrollment. Search for course numbers that begin with PST9.
- All of the upgrade training is being offered online, so you can take it without leaving your office, at a time that’s convenient for you, and most will offer a fast track version (quick—that only explains the differences between the current system and the upgraded version) and start-to-finish training (for those who want a more thorough review). When two versions are provided, you get to decide which one you prefer to take. You must complete an assessment at the end of each online workshop in order to be given credit for completion.
- The training does not need to be completed before requesting security for “go-live” (on May 10), but it does need to be completed by the end of May in order to keep any requested roles.
- A lot of the upgrade training is already available—and other workshops will be available soon. See the schedule to learn when relevant training for you will become available.
- The list of training also is available by security role.
- Once you take a workshop with a course number that begins with PST9, you do not need to take it again.
The schedule for drawings is as follows:
Training Completed Online (PST9XX or BRG900)
Training Summary Information as reflected in myUFL
By 11:59 p.m.
on February 28
Shows completed as of March 1
Friday, March 4
By 11:59 p.m.
on March 15
Shows completed as of March 16
Friday, March 18
By 11:59 p.m.
on March 31
Shows completed as of April 1
Friday, April 8
By 11:59 p.m.
on April 19
Shows completed as of April 20
Friday, April 22
Congratulations to winners from the March 4 drawing:
- Tricia Coraggio, College of Medicine
- Linda Miley, College of Education
- Rhonda Herring, College of Agriculture
- Tina Bolton, Levin College of Law
- Philip Calvert, Baby Gator Child Development and Research Center
Employees who complete the myUFL Financial Systems Upgrade training will be entered into the drawing once for each course completed. If you take multiple courses (different course numbers), you will be entered for each course taken. (Those who take the same course multiple times will only be entered once.) UF Enterprise Systems and UF Training & Organizational Development employees are not eligible for the drawings.
For more information about the myUFL Financial Systems Upgrade, please visit its web site or e‐mail email@example.com.
EEP accepting applications for summer semesters
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. In the summer, a combined total of six credits taken during semesters A, B, and C may be covered by the EEP.
A new EEP tutorial has been added to the HRS web site to provide helpful information regarding this popular educational program.
Employees interested in participating in the EEP during the summer semesters should register and complete their applications by the following deadlines:
Summer A/C 2011
EEP Registration Period: May 5-10
EEP Applications Due: 5 p.m. on May 11
Registration after May 11 is subject to a $100 late registration fee.
Summer B 2011
EEP Registration Period: June 23-28
EEP Applications Due: 5 p.m. on June 29
Registration after June 29, 2011 is subject to a $100 late registration fee.
Summer/Summer A 2011
EEP Applications Due: April 28
If you register on or before this date, your EEP application is due to the SFC Cashier’s Office by 4 p.m. on April 28. You may still register after the registration date listed above; however, the EEP application must be turned in by 4 p.m. the next business day after registering.
Summer B 2011
EEP Applications Due: June 21
If you register on or before this date, your EEP application is due to the SFC Cashier’s Office by 4 p.m. on June 21. You may still register after the early registration date listed above; however, the EEP application must be turned in by 4 p.m. the next business day after registering.
Students attending other institutions
Students attending other institutions should register before the registration deadlines at their approved institutions. Completed applications for the summer 2011 semesters must be turned in by Friday, April 8, to Kenya Williams, education coordinator, by fax at (352) 392-1055 or via e-mail at firstname.lastname@example.org.
For program participation requirements, eligibility, and application deadlines, please visit the EEP 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 email@example.com.
Fifty TEAMS employees will receive tuition assistance for their children
The drawing for the University of Florida’s Higher Education Opportunity (HEO) program for the 2011-12 academic year will be held on Friday, March 11, from 2 to 4 p.m. in Room 120 of the Human Resource Services Building.
The university’s HEO provides children of full-time TEAMS employees with the opportunity of tuition assistance for an undergraduate education at the University of Florida. (If the student is not accepted to UF, the benefit may be used at any public community or state college in Florida.)
At the March 11 event, 50 TEAMS employees who submitted applications by the November 1, 2010, deadline will be selected, at random, from a pool of eligible applicants. Chief Linda Stump from the University Police Department will preside over the event.
Please visit the HEO section of HRS’s web site for more information about the Higher Education Opportunity or contact Kenya Williams, UF Training and Organizational Development, at (352) 273-1761 or firstname.lastname@example.org.
Baby Gator to host conference for parents of
On Saturday, April 2, Baby Gator Child Development and Research Center and the Harn Museum of Art will host its second annual conference for parents of young children.
The daylong conference will be held at the Harn Museum of Art at the University of Florida and will feature presenters from the Colleges of Education and Medicine, as well as numerous organizations and agencies that support and educate parents. Twenty-five workshops and presentations will focus on the needs and concerns of parents of children from infancy through age five.
For more information and to register for the conference, please visit the Baby Gator web site.
UF introduces new living community for faculty, staff, and graduate students
The University of Florida has entered into a student housing agreement with Provident Resources Group and Capstone Management Company to increase its housing options. With plans to build just northeast of UF’s new Innovation Square, located between the UF campus and midtown Gainesville, “The Continuum” will be a premier community specifically developed for UF graduate and professional students as well as faculty and staff.
The Continuum will be an academically focused and mature student community that invites faculty and staff to connect with graduate and professional students. The complex will have amenities including granite countertops, stainless appliances, laundry in-unit, modern furnishings, and a fitness center, and will feature on-campus resources including a full-time, UF-employed residence director and programming designed specifically for graduate and professional students. This is the only off-campus community with a direct relationship with the University of Florida.
Fully furnished units will include living and dining room furniture, desk and desk chair, full-size captain’s bed with storage, in-apartment washer/dryer, refrigerator, stove, and microwave. Units will also feature extended cable TV, Internet (ethernet and wireless), water, heat, electricity (cap per unit), 24-hour emergency maintenance, courtesy officer (local sheriff/police), parking garage, business center, fitness center, and outdoor pool.
To qualify for residency, you must be a matriculated, full-time or part-time (or equivalent) student enrolled in a graduate or professional school at UF or a UF faculty or staff member. Also eligible are undergraduate seniors who have been accepted by a university graduate or professional school or program or a fourth- or fifth-year UF student enrolled in a five-year (or more) dual degree program intended to result in at least one graduate degree.
For more information, please contact email@example.com and view the Continuum web site.
Summer training registration opens April 4
Mark your calendar now for April 4 when registration for UF Training and Organizational Development’s summer workshops begins. Interested in the UF Academy—UF’s emerging leader program—or the Advanced Leadership for Academics and Professionals program? A call for applications will be sent out in April. Both leadership development programs will start in August 2011.
Visit the HRS web site for the latest retirement forms
As policies and plans change, it’s important to ensure you are using the latest version of HRS’s forms when completing transactions. UF Retirement reminds you that all of its forms, brochures, and guides can be found on the Forms section of HRS’s web site. Rather than saving them on your computer, please be sure to visit the site for the latest information and documents.
Self Service Direct Deposit option available
Did you know you can use UF’s portal to make updates to an active and existing direct deposit? After logging on to myUFL, navigate to My Self Service > Payroll and Compensation> Direct Deposit to make changes at your convenience without mailing or faxing a form. The option of entering multiple bank accounts is also available. Please be sure to review the Distribution FAQ and Instructions located at either the My Self Service area or on the University Payroll web site to determine the best timing for your changes. For further assistance with Direct Deposits contact the Payroll direct deposit staff at (352) 392-1231, extension 514 or 508.
UF Earth Day Celebration slated for April 1
The UF Office of Sustainability will host its Campus Earth Day Celebration on April 1 at the Plaza of the Americas. UF President Bernie Machen will give his annual State of Sustainability address, followed by the presentation of this year’s Sustainable Solutions Award Recipients. The awards recognize individuals or teams that have made significant contributions toward advancing sustainability at UF. Individuals can submit nominations now through March 15. As part of the event, people will have the chance to REthink their spring cleaning and drop off various items for donation and/or disposal. For more information, please visit the Office of Sustainability web site.
Complete a Gator Dining survey for a chance to win a gift card
Gator Dining is conducting a survey to better understand employees’ campus lifestyle and preferences. By sharing your thoughts, the organization will gain valuable insight to help improve your overall campus dining experience. The online survey, which will take 5 to 10 minutes to complete, may be found at http://www.college-survey.com/florida. Those who complete the survey will be eligible to win a $150 or one of three $50 MasterCard GiveCards.
Free Windows 7 training available in April
UF Information Technology will host “Deployment Done Right,” a free three-day class by Microsoft Windows® deployment expert Rhonda Layfield, April 20 to 22, in Smathers 1-A. Participants will receive step-by-step guides to help them avoid the most common—and very time-consuming—mistakes. All class fees and materials are free of charge, but pre-registration is required. Anyone registering should have a basic understanding of networking and experience installing Microsoft operating systems. A working knowledge of a virtual environment (either HyperV or VMWare) is helpful but is not required. The instructor will be using VMWare Workstation for all demonstrations. Visit the UF IT web site’s Training section to view the class outline or for more information.
Sustainable Products Trade Show slated for April 19
Faculty and staff are invited to participate in the University of Florida's Sixth Annual Sustainable Products Trade Show, to be held on April 19 from 10 a.m. to 2 p.m. in the Grand Ballroom of the Reitz Union. Learn more about UF’s commitment to sustainability and sustainable purchasing requirements for furniture, carpeting, computers, copiers, office supplies, lab supplies, and other products and manufacturing processes.
TerraCycle founder to give REThink keynote
Tom Szaky, co-founder and CEO of TerraCycle and star of National Geographic’s Garbage Moguls, will present “REthinking Waste: Eco-Capitalism in Challenged Economic Times” on March 22 at 7 p.m. in the Reitz Union’s Grand Ballroom. A young innovative thinker who took a small idea and enterprise and transformed it into a premier company, Szaky and his company are helping to repurpose waste and engage the public in thinking about its personal impacts and opportunities for sustainability. TerraCycle is the producer of affordable, up-cycled products made entirely from consumer waste. For more information, please visit the Office of Sustainability web site.
Orange, Blue and You campaign seeks faculty and staff support
The Orange, Blue and You (OB&Y) faculty and staff campaign kicks off on Monday, March 14. The goals of the OB&Y Campaign include educating, connecting, and motivating all members of UF faculty and staff to support UF programs and initiatives. Faculty and staff are encouraged to explore using payroll deduction, which makes giving to UF easy and manageable. For more information, please visit the OB&Y web site or contact the Florida Fund at firstname.lastname@example.org.
Network with local businesses at the Small Business Conference and Trade Fair
On March 24, UF will host its 20th Annual Small Business Conference & Trade Fair at the Hilton Hotel & Conference Center from 10 a.m. to 4 p.m. Numerous workshops have been scheduled to take place throughout the day, and exhibitors will be on hand to meet and talk with UF representatives and other agencies to discuss potential opportunities. Employees are invited to attend, network with the various businesses, and win prizes. If you have questions or need additional information, please call (352) 392-0380 or e-mail Darlean Manning.
Faculty and staff invited to Undergraduate Research Symposium
Each year, students participating in the University Scholars Program present their work at the Undergraduate Research Symposium. The symposium is free and open to the public, and parents, faculty, staff, and fellow students are invited to attend. The 2011 symposium will be held on Friday, March 25, in the J. Wayne Reitz Union between 9 a.m. and 6 p.m.; light refreshments will be served. For more information about the University Scholars Program, please contact Donna Jackson at email@example.com or visit the University Scholars web site.