Begin to prepare for annual performance appraisals for TEAMS and USPS employees
Once again, it is time to conduct annual performance appraisals for USPS and TEAMS employees.  The standard evaluation period for all USPS and TEAMS employees is from March 1, 2009, through February 28, 2010, with appraisals completed and signed by March 31, 2010. 

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 personnel-related actions; thus, supervisors should give priority to completing performance appraisals.

When completing a performance appraisal, a supervisor should focus on the job performance (an 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.  Performance and development goals should also be identified for the future.

New for this year - Performance Appraisal Form for TEAMS
Exempt Employees
A new performance appraisal form for exempt employees now must be completed for all TEAMS exempt employees.  On the new TEAMS exempt form, an overall rating must be assigned using the categories provided on the form and the rating should be consistent with the evaluative comments in the narrative.  The new form is available at http://hr.ufl.edu/forms/default.asp#p.

Also new this year, appraisal forms include an outside activities disclosure section.  Employees must check the applicable section and submit appropriate documentation if they engage in any outside activities and financial interests.

A few important reminders:

• Supervisors must ensure they use the appropriate HRS forms for their employees (TEAMS non-exempt and USPS form or TEAMS exempt employees form).
• Employee UFID numbers, and complete and correct full names (proper first and last name, not nicknames) should be included so it is clear who is being evaluated.
• Employees must date documents when signing or indicating that they do not wish to sign.
• If an appraisal will result in an overall rating of “minimally achieves” or “below performance standards,” supervisors should contact their Employee Relations office before the evaluation is issued to receive assistance with the appropriate documentation.
• The completed appraisal must be issued to the employee, signed, and dated by March 31, 2010.
• Employees who have been employed for fewer than 60 days, are in the probationary period of employment, or whose probationary evaluation was completed after January 1, 2010, do not need to be evaluated at this time. 

Performance forms are available on the HRS website at http://hr.ufl.edu/emp_relations/performance/default.asp. 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.  Forms that are not completed fully or accurately will be returned to the department for corrections, which could result in delayed processing. 

Other Employee Relations assistance is available at (352) 392-4777 for IFAS, (352) 392-3786 for the Health Science Center, (352) 392-2333 for the Physical Plant, or (352) 392-6615 for E&G and Auxiliaries.

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AvMed Health Plans provide subscribers identity protection due to a security breach
University of Florida employees and retirees who have, or have had, a health insurance plan through AvMed dating back to April 2003, including Medicare, Commercial and Self-Funded options, may have some of their information exposed due to a security breach at the Gainesville AvMed offices.

If you are, or were, an AvMed subscriber, you should receive a letter from AvMed the week of February 8 stating your information was potentially exposed.  Please be advised that this is not a scam.  The letter will also include information about 24-month identity protection being provided by AvMed through Debix Identity Protection Network. The protection is not automatic – you will need to take action, and the letter explains how to activate your Debix account.

If you have any questions, please see the list of frequently asked questions prepared by The Division of State Group Insurance (DSGI) or call Avmed's toll-free number set up to provide affected members with information (877) 263-7998.

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Reminder: Employee Year-End Earnings Statements are
available online
As published in the January InfoGator, the Employee Year-End Earnings Statement (EYES) is only available online. Consent is not required for an employee to access the EYES.  The EYES is available in the myUFL system under My Self Service > UF Employee Year End Statement.  This form is provided to assist employees in comparing amounts on their W-2 forms to the earnings, deductions, taxes, and net pay on their last biweekly earnings statements for 2009. For additional information, please see W-2 Frequently Asked Questions on the Finance and Accounting website.

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Double-deductions begin for nine- and ten-month employees
To ensure coverage for health, state life, optional, and supplemental insurance continues during the summer, nine- and ten-month employees will have double-deductions taken from their paychecks beginning with the February 12 paycheck and continuing through May 7. Normal payroll deductions will resume in September.

Nine- and ten-month employees whose pay will be interrupted during this period or who will terminate employment at the end of the spring semester should contact University Benefits and Retirement at (352) 392-2477 or benefits@ufl.edu.

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2009 earnings reflect an additional paycheck
A number of employees have asked why their 2009 earnings exceeded their 2008 earnings even though they had no increase in compensation.  In most cases, this was the result of receiving 27 paychecks in 2009.  With a biweekly payroll, there are typically 26 paychecks each year.  However, every tenth year has 27 paychecks.  2009 was one of the years with 27 paychecks.

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Experiencing a work or life-event change?
UF employees experiencing a “qualifying status change” should contact University Benefits and Retirement as soon as possible to ensure their benefits are properly adjusted for the remainder of the plan year. Employees have only 31 days to make coverage changes after a qualifying event occurs.

Events that qualify an employee for a benefits status change are:

• 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 (2477) or benefits@ufl.edu.

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New federal withholding tables effective beginning January 29
The paycheck dated January 29, 2010 was the first check to reflect the new 2010 Federal Withholding Tables.  As referenced in IRS Publication 15, page 39, the tax brackets and rates have changed.  This may result in employees having an increase in federal withholding tax even if there has been no change in their earnings, deductions, or W-4.

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Are you an active employee who is also eligible for Medicare?
Active employees in benefits-eligible positions who are also eligible for Medicare have state group insurance as their primary health insurance coverage.  Medicare will pay as secondary coverage.  Most individuals are eligible for Medicare Part A (hospital coverage) at age 65 at no cost.  There is a premium, however, for Medicare Part B (medical).

Three months prior to turning 65, active benefits-eligible employees should contact the Social Security Administration (SSA) to discuss Medicare enrollment and inform the SSA of active working status and coverage under a group health plan.

If you are a benefits-eligible employee, state group health insurance pays as primary health coverage so you may choose to delay enrolling in Medicare Part B.  When you separate employment, a special enrollment period is available that allows enrollment in Medicare Part B without being subject to a late enrollment penalty.  Please note that in some situations, such as a diagnosis of renal failure, enrolling in Medicare Part B may be a better option.

It is important to discuss individual circumstances with a Medicare specialist at (800) 633-4227.  Comprehensive information regarding Medicare enrollment and the program in general is available at www.ssa.gov and www.medicare.gov.

This information also applies to spouses who become eligible for Medicare while covered under an active employee group health plan.

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Want to change your retirement plan within the Florida Retirement System?
Florida Retirement System (FRS) members are given one opportunity during their careers to change retirement plans.  This is referred to as the member’s 2nd Election and must be used while still earning service credit and before termination of employment.

Florida Investment Plan participants who would like to change to the FRS Pension Plan must buy back into the Pension Plan.  FRS Pension Plan members who wish to change to the Investment Plan option will have the present value of their Pension Plan benefit moved into the Investment Plan.  Members should research this option carefully and should discuss eligibility and calculation issues with the MyFRS Financial Guidance Line team at (866) 446-9377. 

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Flex spending account grace period ongoing through March 15
If you haven’t used all the money in your 2009 Flexible Spending Account (FSA), you still have time.  The state’s FSAs feature a grace period that allows participants to continue to use medical and dependent care accounts for eligible expenses from January 1 through March 15. This annual grace period gives you more time to use your 2009 FSA pre-tax funds for qualified expenses.

Be aware that your 2009 expenses must be incurred by the end of the grace period —March 15—or the IRS "use-it-or-lose-it" rule will apply. Additionally, all 2009 FSA claims must be submitted via a reimbursement form to the People First Service Center no later than April 15 of each calendar year – no exceptions! If you have questions, please contact University Benefits and Retirement at (352) 392-2477 or benefits@ufl.edu.

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“Introduction to RCM”workshop (RCM100)
now available online
The “Introduction to RCM” workshop, now available online, is designed for faculty and staff who are interested in learning more about Responsibility Center Management (RCM).  RCM is a new budget system to which the university is currently transitioning.  This workshop introduces the new system, explains why a different system is being implemented, defines key concepts, and describes the expected impact of RCM once it is fully implemented. 

To take this online workshop, please sign on to the myUFL system: my.ufl.edu.  Navigate to My Self Service> Training and Development> Request Training Enrollment.  Click "Search by Course Number," then enter RCM100.  Click “View Available Sessions,” then choose Online.  Upon successfully enrolling in RCM100, you'll receive a link that will take you to the online workshop. 

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Second annual Sustainable Solutions Awards slated for Earth Day
The Office of Sustainability will host the second annual Sustainable Solutions Awards as part of the “40 Days of Change for the Earth” for Earth Day 2010.  Award recipients will be announced April 21 at the Earth Day Celebration following President J. Bernard Machen’s annual State of Sustainability address. Nominations open February 15 and run through March 26.  To nominate an individual or department, visit the Office of Sustainability website.

The awards recognize individuals or teams that have made significant contributions toward advancing sustainability at UF. Qualifying projects will have helped to realize UF’s sustainability vision in the categories of waste reduction, water conservation, or energy conservation.

Nominations are judged based upon their positive impact, the extent to which they have engaged others, and their ability to be expanded or replicated among departments, units, or groups on campus.

Awards will also be presented to the most active Green Team and student organization, and the “Bright Idea” award calls on students and staff to submit sustainable ideas for the university.  Ideas are judged based upon their integration of the “triple bottom line” analysis (environmental health, human wellbeing, and financial performance) as well as their feasibility.

Contact the Office of Sustainability for more information at info@sustainability.ufl.edu.  

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©2010 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, Angela Gould; Human Resource Services; P.O. Box 115006; (352) 392-4626; TDD 800-955-8771. The InfoGator is available in an alternative format upon request.