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April 3, 2013, Human Resource Services

AgendaCampus Earth Day2012-2013 Comp Leave Cashout Summer Job Review File for Faculty & Graduate Assistants Short Work Break for 9 and 10 Month Employees Online Promotion and TenureGatorJobs UpdateePAF EnhancementsLegislative UpdateImportant Dates

Friday, April 5, 10 a.m. 2 p.m.Plaza of the AmericasPresident Machens State of Sustainability AddressPresentation of Champions for Change Awards by Chris MachenGreen-it-Yourself craftsCampus & community organizationsRefreshments!

Wednesday, April 24, 7:30 a.m. 5 p.m.OConnell Center parking lot near Gate 1Personal hazardous and electronic wasteSchool supplies & booksGently used clothing and small household itemsUF assets and IT equipment (with no paperwork!)www.sustainable.ufl.edu/collection

Collection Day

2012-2013 Comp Leave Cashout

Comp Leave CashoutIn past years, cashout was in May Comp cashout for FY 2012-2013 will occur during the 06/07/2013-06/20/2013 pay period for the pay date of Friday, 06/28/2013Employees can enter leave up to 30 days in advanceJune 6, 2013 deadline for employees to enter overtime or special comp leave through 06/30/2013Regular comp leave remains in balance and is not cashed outMore details will be in the April InfoGator for Department Administrators and May HR Forum

Short Work Break for Nine and Ten Month Employees

Short Work Breaks for Nine and Ten Month EmployeesNine and ten month employees (faculty, graduate assistants and TEAMS) will be put on Short Work Break in the myUFL system for the summer semester. Job data will reflect the Short Work Break beginning April 22.

Navigate to Public Folder>Human Resources>Workforce Information under Enterprise Reporting to view employees who will be on Short Work Break.

Effective date of the Short Work Break will be 5/16/13 for 9 month and 6/11/13 for 10 month employees.

Short Work Breaks for Nine and Ten Month EmployeesTime reporting will be inactivated for the short work break period. Departments still need to review employees to ensure that they do not continue to be paid beyond the end of the Spring SemesterQuestions? Contact Human Resource Services at 392-2477

Faculty & Graduate Assistant Summer Appointments

Faculty and Graduate Assistant Summer Appointments

Summer appointments for faculty and graduate assistants can be processed via the summer job file, as appropriate. When the summer job file cannot be used, the unit will need to submit an ePAF for the summer job.

The file will be available via myUFL system and may be accessed via the navigation: Workforce Administration>Job Information>UF Summer Job Review.

The file will be available to departments from April 22 to May 2

Summer jobs will appear in myUFL job data on May 6

13Faculty and Graduate Assistant Summer AppointmentsA termination row will be applied at the same time the summer appointment is applied in job data.Distributions for summer appointments will need to be completed. The pay period for summer jobs is 5/10/13 to 5/23/13.An instruction guide will be available at http://www.hr.ufl.edu/training/myUFL/toolkits/alphalist.asp (Preparing the UF Summer Job Review File)Questions? Please call Human Resource Services at 392-2477Online Promotion and TenureOnline Promotion and Tenure The new Online Promotion and Tenure (OPT) system will be available April 5.

2013-2014 P&T guidelines will be on the Provost website at:www.aa.ufl.edu/tenure

Training courses will be available beginning April 5 for department and college administrators: PST710 OPT for Department Administrators/Designees PST715 OPT for College Administrators/Designees

Dept/College Administrators must complete either a departmental workshop or online training in order to request security roles for the system. Register and complete via myUFL system.

Updated Toolkit materials (simulations, instructional guides and more) will be available on April 5. FAQs are available now via Online Promotion and Tenure Toolkit: www.hr.ufl.edu/toolkits

16Online Promotion and Tenure

HRS will be reaching out to its list of department and college contacts to remind them about training and provide future updates, including hands-on-training opportunities in May.

Please be sure your departments contact information is up-to-date!

Review the P&T Department and College Admin Contact list found at www.aa.ufl.edu/tenure. Contact Janet Malphurs with updates to the list at jmmalph@ufl.edu

17Online Promotion and Tenure Workshop for faculty and reviewers will be held on:

Thursday, April 4, 10 a.m to 12 Noon Room 6120, HSC Shands (Atrium Elevators to 6th floor) Jacksonville employees may attend videoconference in Alumni Auditorium

OPT Hands-on Sessions will be held for staff on:

May 7, 2013 from 2 PM to 4PM Room 119, HR BuildingMay 15, 2013 from 2 PM to 4 PMRoom 119, HR Building

GatorJobs UpdateGatorJobs UpdateWeekly Meeting in resolving critical issuesPosition UploadUser Security AccessIntegrations with Chronicle and Inside HigherEdPeopleAdmin Product Advisory Council

Job PostingsCurrently, there are 1156 active TEAMS & Faculty requisitions in GatorJobs269 are currently posting887 are in the Remove from Web statusSome postings are from the beginning of last yearReview and close your requisitionsMove applicants to appropriate statusWork with your recruitment coordinator in closing the search

ContactsMonica Cuellar, cuellarm@ufl.edu

Jessica Gravano, jfriesen@ufl.edu

Carl Marcelin, carl.marcelin@ufl.edu

Recruitment & Staffing, employment@ufl.edu

ePAF EnhancementsePAF EnhancementsEnhancements currently being tested in BETA and are expected to migrate to production within the next two weksEnhancements include:Candidate search icons changed to make it disability compliantPersonal Data review for every Hire ePAFNew Use Home Address selection under Mailing AddressForeign National ePAFs routing to Payroll and Tax Services for all ePAFs except Leave Cashout

ePAF Enhancements

ePAF Enhancements

ePAF Enhancements

ePAF Enhancements

ePAF Enhancements

Legislative UpdatesImportant DatesApril 15th Deadline to file FSA claims for 2012May 1st Next HR Forum