UF supervisors: It’s time to complete staff performance appraisals

Once again, it is time to issue annual performance appraisals for USPS and TEAMS employees. The evaluation period for all USPS and TEAMS employees is from March 1, 2007, through February 29, 2008, with appraisals completed by March 31, 2008.

Annual performance appraisals are designed to document and summarize feedback that employees have received throughout the year. Feedback through formal performance appraisals is important to employees and can affect various other personnel-related actions; thus, supervisors should give priority to completing performance appraisals.

When completing performance appraisals, supervisors should focus on the job performance (the employee’s competence or ability to perform the job) and work-related behavior (the way in which the employee performs the job), using specific language and examples of work performance or behavior observed throughout the evaluative period.

A few important reminders:

Please include UFID numbers and employees' complete and correct full names (proper first and last name, not nicknames) so it is clear who is being evaluated.
Use the online Performance Appraisal form for all non-exempt TEAMS and all USPS employees, and a narrative document for exempt TEAMS.
Employees must date documents when signing or indicate that they do not wish to sign.
Appraisal ratings on forms must be in whole numbers.
If an appraisal will result in a less than satisfactory rating (minimally achieves or below performance standards), please contact your appropriate Employee Relations office prior to presenting to the employee so that they can assist you with appropriate documentation.
The completed appraisal must be issued to the employee, signed, and dated by March 31, 2008.
Employees in their probationary period of employment or who have been employed for fewer than 60 days do not need to be appraised.

Forms that are not fully or accurately completed will be returned to the department for corrections which could result in delayed processing.

Questions about the UF performance appraisal process should be directed to Paulene Shindelbower, Employee Relations, at 392-6615 (SC 622-6615). For other Employee Relations assistance, please call 392-4777 (SC 622-4777) (IFAS), 392-3786 (SC 622-3786) (Health Science Center), 392-2333 (SC 622-2333) (Physical Plant), or 392-6615 (SC 622-6615) (E&G and Auxiliaries).

2007 flexible spending account claim forms due by April 15

Employees who participated in a medical or dependent care reimbursement account during 2007 must submit claims by April 15, 2008. Claims may be made for money spent on medical or dependent care expenses during 2007.

Reimbursement claim forms are available at http://www.hr.ufl.edu/benefits/forms/flexible_claim_form.pdf. Please follow the instructions found on the form. People First is pleased to announce the addition of a new, toll-free fax line. You may now fax Medical Expense and Dependent Care documentation to this toll-free number: 1-888-800-5217.

Helpful hints for faster service:

Include your People First user ID number
Fax all documents together
Use white paper only
Do not highlight items on the original, as this makes the faxed text difficult to read
Retain the confirmation notice for your records

The current fax number also listed on the Flexible Spending Reimbursement form, (850) 425-4608, is still available for use.

Information about your contributions or the status of your claims may also be viewed online. To access any of your benefits information, a user ID and password are needed. If you have misplaced this information, contact the People First Service Center at 1-866-663-4735 for assistance in resetting your ID and password.

For more information, contact University Benefits and Retirement at 392-2477 (SC 622-2477 or benefits@ufl.edu.

Employee Education Program now accepting applications for summer semesters

The Employee Education Program (EEP) is a popular benefit made available to eligible UF faculty and staff. The program covers the matriculation fees of up to six credit hours of covered college-level courses for eligible employees per semester. In the summer, a combined total of six credits taken during semesters A, B, and C may be covered under the EEP.

For program participation requirements, eligibility, and application deadlines please visit www.hr.ufl.edu/education/eep for additional information. For questions about this program, please contact Amanda Moore, education coordinator, at 273-1761 (SC 622-1761) or amanda-moore@ufl.edu.

Employees interested in participating in the Employee Education Program (EEP) during the summer semesters should register and complete their application forms by the following deadlines:

UF Students only:
Summer A/C 2008: EEP Registration Period: May 8, 2008- May 13, 2008
EEP Application Forms Due: 5:00 p.m. on May 14, 2008. Registration after May 13, 2008 is subject to a $100 late registration fee.
Summer B 2008: EEP Registration Period: June 26, 2008- July 1, 2008
EEP Application Forms Due: 5:00 p.m. on July 2, 2008. Registration after July 1, 2008 is subject to a $100 late registration fee.
SFCC Students only:
Summer/Summer A 2008: May 1, 2008: If you register on or before this date your EEP application form is due to the SFCC Cashier’s office by 4:00 p.m. on May 1, 2008. You may still register after the early registration date listed above; however, the EEP application form must be turned in by 4:00 p.m. on the next business day after registering.
Summer B 2008: June 24, 2008: If you register on or before this date your EEP application form is due to the SFCC Cashier’s office by 4:00 p.m. on June 24, 2008. You may still register after the early registration date listed above; however, the EEP application form must be turned in by 4:00 p.m. on the next business day after registering.
A student attending any other institution must register before the registration deadline at his or her approved institution (see application or EEP policy for approval process). Completed applications should be turned in by Friday, April 11, 2008, for the summer semesters to the Education Coordinator listed above.

Experiencing a work or life-event status change?

UF employees experiencing or expecting to experience a “qualifying status change” should contact University Benefits and Retirement as soon as possible to ensure they receive the appropriate benefits. Employees have only 31 days after a qualifying event occurs to make coverage changes. A status change includes any of the following:

• Start or return from leave
• Marriage
• Termination
• Birth or adoption of a child
• Death or ineligibility of a dependent
• Court order pertaining to children (i.e., legal guardianship or a divorce decree)
• Change in FTE
• Gain or loss of other coverage
• Eligibility for Medicare or Medicaid
• Change in spouse's employment

If you need additional information or have any questions, please contact University Benefits and Retirement at (352) 392-2HRS (SC 622-2477) or benefits@ufl.edu.

Additional training on Microsoft Office software now available

Training and Organizational Development is proud to announce that, in conjunction with Florida Works, an additional 12 Microsoft-based computer training sessions will be available in May. Please log-in to myUFL or visit www.hr.ufl.edu/training/schedule.asp#ms to view available dates and times.

Training and Organizational Development is aware of the high demand for these sessions and has been working diligently to find alternative ways to lower the number of participants on the waitlists. If you are unable to attend a workshop for which you are registered, please cancel your registration by phone (392-4626) or e-mail to make space for another UF employee who needs the training. When possible, please give 48 hours’ notice that you can’t attend.

In addition, in response to requests from campus, we will be offering training for MS Windows 2007 beginning in September.

Retirement planning information from the Florida Retirement System

As a UF employee, you may occasionally receive communications via e-mail, phone, or mail from financial management firms or financial planners. These companies offer their services and sometimes appear to be authorized by or affiliated with the Florida Retirement System. These services may be helpful as you prepare for retirement, but please know that the University of Florida does not endorse private financial firms or planners and does not guarantee their claims.

If you receive information that appears to come from or be approved by the FRS, you can make sure by contacting FRS’s Research and Education Section toll-free at (877) 377-1737 or (850) 488-5706 or by e-mail at REP@dms.MyFlorida.com.

If you decide to hire someone to help you with your financial planning, consider your options carefully, because there are many different levels of service and related costs.

Ask about the financial planner's background, training, education, and certification.

Ask how fees are calculated: on an hourly basis, a percentage of your assets, or a combination of these methods.
Ask how the fees and other charges will affect your account balance over time.
Ask for a detailed list of the services that will be provided.
Ask for references.

Despite tough economic times, employees gave generously to 2007 UFCC

In this year’s UF Community Campaign (UFCC), employees gave $1,167,446—a significant increase over funds raised last year. Many university employees donated to the campaign through the traditional payroll deduction, but others also gave through their involvement in silent auctions, bake sales, and a golf tournament.

“In a year like this, when there were no state-funded raises, it is a true testimony to the generosity and altruism of University of Florida employees,” said Steve Dorman, dean of UF’s College of Health and Human Performance and 2007 UFCC chair.

Each year, the UFCC asks employees to give to one or more of 80+ local community agencies. Participating agencies provide a range of services to the greater Gainesville community, including medical assistance, legal help, environmental protection, counseling, recreational opportunities, and efforts to ensure children start school ready to learn. Many of these organizations count on generous donations each year to fulfill their mission and meet the needs of their target populations.

For more information about the UF Community Campaign, please visit its web site at http://www.ufcc.ufl.edu/.

Network with local businesses at the 17th Annual Small Business Conference and Trade Fair

On March 26, the University of Florida will host its 17th Annual Small Business Conference & Trade Fair at the Hilton Hotel & Conference Center. The event will begin with a welcome/breakfast networking session hosted by the Gainesville Area Chamber of Commerce. Details and ticket prices are available on the Chamber’s web site at http://gainesvillechamber.com/small_business_month.aspx.

The annual trade fair opens at 9:00 a.m. and is expected to continue throughout the day until 4:00. Numerous workshops are scheduled throughout the day covering such topics as “How to Save Money and Energy in Your Business,” “Successful Strategies for Financing Your Business,” and the popular “One-On-One vendor networking sessions.”

Exhibitors will soon be signing up for the opportunity to meet and talk with representatives from UF and other agencies. You are invited to attend and network with the various businesses, win prizes, and help make this another successful event.