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Eligible GatorGradCare participants to receive ID cards

The enrollment period for GatorGradCare ended on January 30 with enrollment totaling nearly 4,000! The Graduate Assistants' Benefits Office currently is confirming eligibility for all enrollees. Those confirmed eligible will receive their insurance identification cards over the next couple of weeks.

The latest information for GatorGradCare can be found by visiting http://www.hr.ufl.edu/benefits/gatorgradcare.htm. If you have any questions about GatorGradCare, please contact the GA Benefits Office at 392-0003 (SC 622-0003).

Central Leave to oversee extended leave program for Academic Personnel

Effective March 1, Central Leave Administration will begin administering the extended leave of absence program for Academic Personnel. This will complete the consolidation of leave administration to one central office.

Employees and departments will no longer need to contact two different offices to obtain leave information for their staff and Academic Personnel. Central Leave Administration will become a one-stop shop for the university to obtain information or assistance regarding leave issues.

Please note that the Faculty Development Office will continue to handle the professional development leave program for Academic Personnel.

The process for approving an extended of leave absence request--an absence that lasts longer than 15 consecutive workdays—will remain largely unchanged. The only procedural changes are as follows:

• Employees (staff and Academic Personnel) will utilize the new Extended Leave of Absence form, formerly known as the Personnel Leave of Absence form, to seek approvals from their departments or colleges. This is a change for Academic Personnel.
• The ePAF will be used to place Academic Personnel on or return from an extended leave of absence and will be routed to Central Leave Administration for approval rather than the Academic Personnel Office.
• The appropriate forms, including the Extended Leave of Absence form, must be submitted to Central Leave Administration prior to the approval of the ePAF by Central Leave Administration.

The Extended Leave of Absence form can be found on the HRS web site. For leave information, visit the Central Leave section of HRS’ web site.

Outstanding extended leave of absence records can cause problems

When an employee goes on or returns from a leave of absence, the appropriate ePAF must be submitted timely to ensure the appropriate job action is created in the myUFL system. Failure to do this may result in a re-creation of an employee’s job and time and labor records, which could potentially affect an employee's pay.

If you are responsible for managing the leave of an employee who has been on extended leave of absence but for whom no job records reflecting the leave of absence have been created in the myUFL system, please contact Central Leave Administration immediately to get the appropriate job record(s) entered into the system.

If you have any questions about the change or need assistance with your leave issues, please contact Central Leave Administration at 392-5732 (SC 622-5732) or e-mail central-leave@ufl.edu.

Two ePAFS needed for terminating employees who cash out leave

Please remember that in addition to processing an ePAF to terminate the job record for an employee, an additional ePAF is needed for any leave payout due to that employee.

To ensure the timely processing of the leave payout, please make sure the termination is processed before the termination date; the leave payment is processed as soon as all of the leave has been entered for the last pay period worked; and adjustments have been processed including, but not limited to, check cancellation.

Reports and time audits available to help with performance evaluations

As supervisors are preparing performance evaluations, there are two features that will allow a department to view an employee’s leave activity within a specified time frame. These tools are the Audit Elapsed Time feature and the Reported Time and Leave by Department report.

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Vacation-to-sick leave converted in January

As you may have noticed, vacation leave hours exceeding the year-end maximum that were converted to sick leave were reflected on employees’ January 25 earnings statements. Converted vacation hours appeared as a deduction on the vacation leave row, while hours added to sick leave appeared as a positive adjustment on the sick leave row.

Administrators who review the reports “Leave Accruals, Usage, and Balance by Pay Period, Department” and “Leave Accruals, Usage, and Balance by Employee ID” will also notice these transactions for affected employees when running these reports for the January 25 pay period.

Compensatory leave accrual: To report or not to report

According to UF leave policies, three types of compensatory leave are accrued based on an employee’s work time, FTE, and/or holiday pay. Compensatory leave is accrued automatically based on the reported work-time hours and holiday benefit.

The myUFL system automatically calculates compensatory leave for full-time employees who, therefore, do not need to report these types of leave manually using the “OCE,” “SCE,” or “RCE” code in the Weekly Elapsed screen.

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Planning for fiscal year-end cash-out can begin now

Departments may wish to start planning for the fiscal year-end compensatory leave cash-out for eligible USPS and TEAMS employees. Any unused overtime and special compensatory leave hours are cashed out at the end of each fiscal year. Even though a date has not yet been established for the fiscal year-end cash-out, departments can start preparing for the cash-out by pulling the “Leave Accruals, Usage, and Balances by Pay Period, Department – COMP ONLY” report.

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Make sure to read these important articles in the regular edition of the InfoGator:

As an administrator in your department, you have an important role to play in ensuring your employees are up to date about HR-related issues that affect them. Please make sure to review and ensure they see the following articles in the regular edition of the InfoGator, which was distributed earlier this month!

Experiencing a work or life event? Don’t forget to update your benefits

Department and part-time employees' health insurance premiums to increase in April

Roth post-tax retirement option introduced

UF supervisors: It’s time to complete performance appraisals

Double-deductions begin for nine- and ten-month employees