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Be on the lookout for your W-2 and year-end earnings statements
UF employees’ 2008 IRS Form W-2s will be distributed on January 28, 2009. UF also will provide employee year-end earnings statements, which will assist employees in comparing the amounts on the W-2 form to the earnings, deductions, taxes, and net pay on their last biweekly earnings statement for 2008. The year-end earnings statement also will include other nontaxable items as well as the university’s contributions on behalf of employees.
Employees may use the following calculation to match their calendar year-end gross earnings to their net pay, as provided on the employee year-end earnings statements.
Employee’s Gross Earnings |
|
Add: |
Non-Salary Earnings (Not included in Gross Pay) |
|
=Total Income |
Less: |
Before Tax Deductions |
|
=Total W-2 Earnings |
Less: |
Non Salary Earnings (backed out for Net Pay calculation) |
Less: |
Tax Deductions |
Less: |
Other Miscellaneous (After-Tax) Deductions |
|
=Net Pay (Calendar Year) |
Nonresident aliens receiving IRS 1042-S forms will not receive employee year-end earnings statements.
If you have questions or if you do not receive a 2008 W-2 form or employee year-end earnings statement, please notify University Tax Services at (352) 392-1324 or fa-tax-forms@admin.ufl.edu.
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Ensure your address is up-to-date for W-2 distribution
In preparation for the distribution of W-2s this month, please review your home and work addresses in the directory to ensure that they are accurate by completing the following steps:
Log on to the myUFL portal with your GatorLink username and password. (Call 392-HELP if you don’t know your GatorLink username or password.)
- Click “My Account” in the myUFL system menu.
- Select “Update My Directory Profile.” Once you are on the Gatordex Self Service page, you may modify the appropriate address information by clicking on the orange hyperlinked text that reads “Addresses and Phone Numbers.”
- You will be able to update address and phone information on this page. Your W-2 will be sent to your Local Home Address.
IMPORTANT NOTE: Foreign nationals are required to maintain a foreign address for tax purposes and therefore should not modify the Permanent Home Mailing Address which is reserved for the foreign address. Instead, the Local Home Mailing Address field should be used for the local address. Questions regarding foreign addresses or tax implications should be directed to the Tax Services Office at 392-1324.
- Fill in your updated address information and click “submit” at the bottom of the page to complete the address change.
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Verify your benefits deductions
It is important to review your payroll information each payday to ensure the proper premiums are being deducted for items such as health and life insurance. Beginning January 2, 2009, based on recent open enrollment elections, you may have noticed a change in deductions or new deductions for one or more of the following plans:
Medical/Dependent Care Reimbursement and Health Savings Accounts
Long-Term Disability
UF Term Life (Lincoln Financial, formerly Jefferson Pilot)
Premiums and coverage for new supplemental plans requiring medical application will not begin until approved by the insurer. Employees should receive notification of approval or denial from the insurer in the upcoming months. If you notice your paycheck does not reflect proper deductions for plans you currently have or may have elected during the 2008 open enrollment period, please contact University Benefits and Retirement at (352) 392-2477 or benefits@ufl.edu as soon as possible.[back]
Department of Labor revises Family and Medical Leave Act
The Department of Labor published new regulations in November interpreting and guiding the operation of the Family and Medical Leave Act (FMLA). These are the first significant changes to the regulations since the 1994 enactment of the law and will become effective on January 16, 2009. The new regulations address and clarify many issues including two new forms of military leave adopted in 2008 and employer notice obligations. New military family leave entitlements for eligible specified family members include:
Up to 12 weeks of leave for certain qualifying exigencies arising out of a covered military member's active duty status, or notification of an impending call or order to active duty status, in support of a contingency operation, and
Up to 26 weeks of leave in a single 12-month period to care for a covered service member recovering from a serious injury or illness incurred in the line of duty on active duty. An eligible employee who is the spouse, son, daughter, parent, or next of kin of a service member is entitled to a combined total of up to 26 weeks of all types of FMLA leave during the single 12-month period.
Also stated in the new regulations, employers are now required to issue a personalized “Eligibility Notice, Rights and Responsibilities Notice, and a Designation Notice” within five days of either a request for leave or after learning that a leave may be FMLA-qualifying. Department administrators responsible for administering FMLA will need to be familiar with the required forms and procedures. Additional information regarding revisions to FMLA and updated forms will be available on the FMLA section of HRS's web site later this month.[back]
Retirement and financial planning series provides free workshops
Retirement and financial planning workshops, sponsored by University Retirement, cover information especially relevant to the current financial climate. Upcoming offerings include:
GET124 5 Habits of Highly Successful Investors
Monday, February 16, 9 to 11 a.m.
Instructor: Carolyn Robin, TIAA-CREF
GET504 Planning for Financial Security
Monday, February 9, 1:30 to 3:30 p.m., HRS Building, Room 120
Friday, February 13, 1:30 to 3:30 p.m., HRS Building, Room 120
Instructor: AIG Retirement
GET573 FRS/DROP Workshop
Monday, February 9, 9 to 11 a.m., HRS Building, Room 120s
Monday, February 9, 1:30 to 3:30 p.m., HRS Building, Room 120
Instructor: Eric Kegley, University Retirement
Please refer to the Training and Development section of HRS’s web site to view the entire spring schedule.
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Want to stop smoking in 2009?
In a joint effort, the Student Health Care Center, UF’s Employee Assistance Program, and the UF Area Health Education Centers are offering UF employees a comprehensive smoking cessation program. All employees, including OPS, who are interested in quitting smoking are encouraged to learn more about this program.
Groups will be offered on Tuesdays, starting January 20, from 12 to 1 p.m. The seven-week program (one hour per week) comprises three components: education, group support and medical oversight with pharmaceutical smoking cessation medications. Discounted medications will be available under the prescription and management of a skilled medical provider. There will be no cost for attending the smoking cessation classes and medications prescribed to assist with cessation attempts will be significantly discounted.
Spouses and partners are encouraged to participate with the employee as successful quitting is dramatically increased when partners quit together. There will be a flat fee of $100 for spouse/partner participation plus cost of medication.
For more information about the Student Health Care Center or to register for the program, log on to SHCC's web site or call Frankie Tai at (352) 846-1030. Group sessions may also be facilitated for departments if interested.
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Spring training now underway—register today!
Registration for UF Training and Organizational Development’s spring 2009 roster of personal and professional development courses is now open. Available programs include the Pro3 Series, Managing at UF: the Supervisory Challenge, business communication courses, and myUFL system training.For more information about UF Training and Organizational Development’s range of services—including special workshops, retreats, strategic planning, and more—visit its web site , call (352) 392-4626, or e-mail training@ufl.edu .
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Florida Prepaid open enrollment runs through January 31
Open enrollment for the Florida Prepaid College Plan is now underway and runs through January 31. Both the Florida Prepaid Plan and the Florida Investment Plan (a 529 plan) offer affordable ways to save for your children’s future college expenses. Sign up by visiting the Florida Prepaid web site or call 1-800-552-GRAD (4723) to request an enrollment kit and application.Your application must first be submitted and approved by Florida Prepaid before you can request a UF payroll deduction. To request payroll deductions, you must complete a separate payroll deduction form. Contact University Benefits and Retirement at (352) 392-2477 or benefits@ufl.edu to request a form.
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New flex spending account grace period is now effective
The State of Florida’s Flexible Spending Accounts (FSAs) will feature a grace period that enables participants to continue to use their medical and dependent care accounts for eligible expenses from January 1 through March 15 for each calendar year. You now have more time to use your FSA pre-tax funds and will be able to use and file claims on services that occur during the grace period using your previous 2008 FSA contributions.Be aware that expenses must be incurred by March 15 or the IRS "use-it-or-lose-it" rule will still apply. All FSA claims must be submitted for reimbursement by April 15 of each calendar year. If you have any questions, please contact University Benefits and Retirement at (352) 392-2477 or benefits@ufl.edu .
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Stick to your New Year’s resolution with the Walking Gators
As the New Year kicks off, make a healthier lifestyle your priority. The Healthy Gators 2010 Coalition encourages faculty and staff of all fitness levels to take time to relieve stress, meet new people, and get fresh air during the workday.The lunchtime walking program includes a variety of routes conveniently located throughout campus. More than 3,000 miles have been walked collectively since the program began a year ago. Visit the Healthy Gators web site for information including activity dates, times, and detailed walking routes.
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Flu shots available through the SHCC
Students, faculty and staff can visit the Student Health Care Center on a walk-in basis to get a flu shot Monday through Friday from 8:00 to 11:30 a.m or 1:00 to 4:00 p.m. The cost is $5 for students and $25 for faculty and staff.[back]
Consultants available to help employees with financial planning
Investment company representatives are on site on a regular basis at the HRS Building, located at 903 W. University Avenue. Please refer to the schedule below if you wish to call for an appointment. TIAA-CREF
1-877-358-4221
Jan. 13-15 and Feb. 17-19
HRS Building, 903 West University Ave.
Fidelity
1-800 841-3363 x73381 or
(239) 560-0701
January 13 & January 29
HSC, Room H-8 Communicore Building
January 14 & January 28
HRS Building, 903 West University Ave.
February 10 and February 25
HRS Building, 903 West University Ave.
February 11 & February 26
HSC, Room H-8 Communicore Building
AIG Retirement
1-800-892-5558, x87260
Mondays
ING
(352) 372-1802
MetLife
(352) 371-7638 or (352) 219-0835
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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, Angie Brown; Human Resource Services; P.O. Box 115006; (352) 392-4626; TDD 800-955-8771. The InfoGator is available in an alternative format upon request.
