myUFL Financial Systems Upgrade “goes live” May 10
All users of my.ufl.edu will be impacted
All users of the myUFL system (my.ufl.edu) will be impacted when the myUFL Financial Systems Upgrade “goes live” on May 10 at 8 a.m. Users are reminded to clear their cache and cookies before using the system for the first time that morning.
Starting on Friday, April 29 at 5 p.m., most areas of the financial system became unavailable for transactions in order to accommodate the transition to the upgraded financial system. Please see the deployment timeline on the upgrade web site for details as to how this process is unfolding.
|Improve your myUFL
A new “Using the My Personalizations Tool” tutorial (12 minutes) is now available. This is highly recommended for the upgraded myUFL system that will launch on May 10! http://upgrade.my.
On Sunday, May 8, my.ufl.edu will be unavailable during the regularly scheduled maintenance window between 6 and 10 a.m. The system also is expected to be unavailable at 3 a.m. for approximately one hour the morning of Tuesday, May 10.
With the upgrade:
- The overall “look and feel” of the myUFL system will be different, including no more left-hand navigation. Please see this 10-minute tutorial for details: http://upgrade.my.ufl.edu/lookandfeel/lookfeel-myufl.html
- Accounts Receivable, Asset Management, Budget and Commitment Control, Journal Entry and Import, PCard, Pre- and Post-Award (Grants), Purchasing—Receiving (but NOT myUF Market), and Travel and Expense will be affected.
- Enterprise Reporting, including those who access reporting for HR and other non-financial data, will be impacted. Also impacted will be all users of Query Studio. See the Reporting Update for details.
- Users of Human Resources, Payroll, and Student Financials will not experience system changes, except as described in the “look and feel” tutorial mentioned above.
- No impact is expected for myUF Market users, except during the deployment timeline period.
Upgrade training is required for those who need security access to the financial systems. Required training must be completed by May 31 in order to keep any requested roles. Please see the Training section of the upgrade web site for more information.
Step–by–step instructions for clearing cache and cookies for Internet Explorer 8 and the entire list of supported browsers and instructions for each are available on the Help Desk’s web site. Please note that while it is expected that Internet Explorer 9 and Firefox 4 will perform adequately with the upgraded myUFL system, these new browsers have not yet been approved by Oracle. The university is performing tests to help determine their compatibility and we will continue to follow up with Oracle to ensure these browsers are fully supported in the near future.
Unfortunately due to a technical issue, emails recently sent to AskGrady@ufl.edu may not have successfully reached the Help Desk. Regrettably that means that you may have to resend your Ask Grady questions. While this problem has now been resolved, if you emailed Ask Grady recently but have not yet received an answer, please send the Help Desk an email directly at email@example.com . We apologize for any inconvenience this technical difficulty may have caused.
Superior Accomplishment Awards ceremony honors top UF staff and faculty
Front (left to right): Gale Ryan, Tina Hall, Cheryl
Bell, Bridget Stokes,
Saunders, Katherine Lindsey
Back (left to right): Kristin Nichola, Linda
Daniel-Maness, Jake Mobley, Tanya
Hughes-Joiner, Shari Robinson, Leslie
More than 400 employees gathered at the Reitz Student Union’s Grand Ballroom on April 21 for the 2011 Superior Accomplishment Awards ceremony. The annual program recognizes staff and faculty members who contribute outstanding and meritorious service, efficiency, and/or economy to the quality of life for students and employees. Many consider recognition by one’s peers as the highest point of achievement.
The Superior Accomplishment Awards are presented each spring semester for the period covering the previous academic year. Awards are given, first at the divisional level and then at the university level, in the following six categories: Clerical/Office Support, Support Services, Scientific/Technical, Administrative/Supervisory, Administrative/Professional, and Academic Personnel.
Division-level award recipients receive cash awards of $200 each, then compete for university-level awards, which offer eight $1,000 and six $2,000 cash awards.
The following individuals received awards at the university-level, the Superior Accomplishment Awards’ highest honors, and were awarded with a $2,000 check, a commemorative award, and an invitation to the President’s Box during an upcoming home football game:
- Clerical/Office Support: Gale Ryan, Extension Program Assistant, IFAS – Food & Nutrition Program
- Support Services: Jake Mobley, Police Service Technician, University Police Department, Patrol Division
- Scientific/Technical: Katherine Lindsey, IT Expert, Student Health Care Center – Administrative Offices
- Administrative/Supervisory: Tanya Hughes-Joiner, Custodial Services Superintendent, Housing & Residence Education
- Administrative/Professional: Leslie Pendleton, Student Affairs Coordinator 2, Office of the Vice President for Student Affairs
- Academic Personnel: Dr. Shari Robinson, Clinical Assistant Professor, Counseling & Wellness Center
Four individuals received the Jeffrey A. Gabor Employee Recognition Award, sponsored by the Gabor Agency. These employees were awarded a $1,000 check and a commemorative award. The recipients include Linda Bingham, Senior Administrative Assistant, Finance and Accounting Division – Payroll and Tax Services; Heather Daniel-Maness, Senior Biological Scientist, College of Veterinary Medicine – Large Animal Clinical Sciences; Michael Dozier, Maintenance Mechanic, IFAS – West Florida REC; Kaylen Saunders, Program Assistant, Housing and Residence Education.
Recipients of the Willis HRH Employee Recognition Award, sponsored by Willis HRH of Gainesville Inc., were awarded a $1,000 check and a commemorative award. Recipients include Cheryl
Bell, Associate Controller 5, Finance & Accounting Division – Treasury Management; Tina Hall, Program Assistant, College of Medicine – Department of Psychiatry; Kristin Nichola, Program Assistant, College of Liberal Arts & Sciences – Department of Physics; Bridget Stokes, Senior Laboratory Teaching Specialist, IFAS – Food Science & Human Nutrition.
“The Superior Accomplishment Awards recognize outstanding individuals and their contributions to the university, the community, and the world,” said Paula Fussell, Vice President for Human Resource Services. “We are very proud of all those selected for this recognition and look forward to seeing how they will continue to help UF grow into the nation’s top university. I encourage all faculty and staff to recognize their peers and colleagues by taking part in the nomination period this fall for the 2011 awards.”
UF’s Superior Accomplishment Awards Program was developed to recognize deserving university employees. The program is coordinated by the Office of Human Resource Services.
For more information about the Superior Accomplishment Awards, and to view photos or the ceremony Power Point presentation along with video testimonials for the winners, visit www.hr.ufl.edu/awards/saa.
[back] Employees must report 2010-2011 compensatory leave use by May 12
All non-exempt TEAMS and USPS employees as well as exempt USPS employees may use overtime and/or special compensatory leave through the end of the fiscal year—June 30—but the leave must be entered into the Weekly Elapsed Screen in the myUFL system no later than 5 p.m. on Thursday, May 12, 2011. If the leave is not entered for use by this deadline, it will be cashed out automatically during the pay period ending May 26 for the payday of Friday, June 3.
If you need to make changes or corrections to prior entries of overtime and special compensatory leave that will impact 2010-2011 balances, those entries must be entered by May 12 and approved by 9 a.m. on Friday, May 13. After that, it is too late and will cause a negative balance/paid twice situation.
If you plan to use overtime or special compensatory leave before June 30, the leave must be entered accurately for the future date on which you plan to use the leave. To do so, enter a future “Week Beginning Date,” click “Refresh Date,” then enter the number of compensatory leave hours (along with the proper time-reporting code; see below) on the anticipated, or projected, date of use. Regardless of the date on which the compensatory leave use will occur through the end of the fiscal year, it must be entered by 5 p.m. on May 12.
After logging in to myUFL, navigate to My Self Service > Time Reporting > Time Reporting Home > Report Weekly Elapsed Time.
Exempt USPS employees:
- Begin with a new blank line
- Input the compensatory leave hours to be used and then select the appropriate leave type in the “Time Reporting Code” menu (“OCT” for overtime compensatory leave use and “SCU” for special compensatory leave use)
- Click the “Save” button to save work
- Review the confirmation screen and click “OK”
- At the default schedule, change the blank “Time Reporting Code” (TRC) field to the "regular" TRC
- Adjust the hours on that line to reflect the actual hours worked
- Click on “Add a New Line” to input your compensatory leave to be used (“SCU” for special compensatory leave use)
- Click the “Save” button to save work
- Review the confirmation screen and click “OK”
Questions? Please contact Leave Administration at (352) 392-2477 or Payroll & Tax Services at (352) 392-1231.
Use your 2011 personal days by July 7
If you have unused USPS personal holidays or TEAMS/faculty personal leave days, now is the time to use them. Any unused USPS personal holidays or TEAMS/faculty personal leave days not used by the end of the fiscal year will expire.
Eligible employees have until the end of the pay period in which June 30 (the end of the fiscal year) occurs–meaning July 7, 2011–to use unused personal holidays (if USPS) or personal leave days (if TEAMS or eligible faculty).
You can determine whether you have personal leave time to be used by following this navigation: My Self Service>Payroll and Compensation (Home)>View Leave History. Select the most recent pay period end date by clicking on it in the drop-down box. USPS employees should look for an ending balance for USPS Hol to determine if they have the 2010-2011 personal holiday available. TEAMS employees and faculty should look for TMSFacPer and check the ending balance. If there is a balance, it should be used by July 7.
What is a personal holiday?
What are personal leave days?
- A one-day holiday awarded to USPS employees each fiscal year. It must be taken in a full-day increment.
- TEAMS/faculty personal leave days are the four days awarded to TEAMS employees and faculty members to be used during the UF holiday closing period that occurs annually from December 26-31. If you were off from work December 26-31, 2010, you likely have already received your personal leave benefit. If you were considered essential and required to work part or all of the holiday closing period from December 26-31, 2010, your record should reflect a personal leave balance for use by the end of the pay period in which the fiscal year end occurs (July 7, 2011).
Personal days are in addition to any sick or vacation leave that is accrued. Sick and vacation leave does not expire at the end of the fiscal year.
If you have questions or concerns about your personal leave balances, please contact your departmental payroll/personnel office for assistance. You can also contact Leave Administration at (352) 392-2477 or firstname.lastname@example.org.
State health insurance plans require verification of social security numbers
People First, the state’s health plan administrator, is required to have accurate social security numbers (SSNs) on file for health plan members, according to the Medicare, Medicaid, and SCHIP Extension Act of 2007 and the Florida Administrative Code. The federal government can fine the State of Florida and contracted health insurance carriers for failure to comply. Last August and again during Open Enrollment, People First asked employees to verify and correct their SSNs and the numbers of covered dependents*.
If you did not verity the SSNs of yourself and your covered dependents, please log in to the People First web site and complete the following steps as soon as possible to ensure your health insurance coverage continues without interruption.
Verify your SSN is correct:
1. Click the Employee Information link at the top.
2. Click Personal Information.
3. From the list, select Personal Info.
4. Be sure your SSN is correct.
a. If it is correct, great! You don’t need to do anything.
b. If it is not correct, contact your Human Resources office at 392-2477 and ask for Kate Burch.
Verify your covered dependents’* SSNs are correct:
1. Click the Health & Insurance link at the top.
2. Click Your Dependents’ Information.
3. Select one of your covered dependents* in the list.
4. Click the Update Dependent button.
a. If the SSN is correct, click Cancel to return to the previous screen.
b. If the SSN is not correct, click Edit and enter the correct number and save.
5. Repeat for each covered dependent*.
If you are not eligible for an SSN or are in the process of obtaining one, please call People First at (866) 663-4735 so your record may be notated. You may be asked to supply a visa number or other government-issued identification number. Questions? Contact University Benefits at (352) 392-2477 or email@example.com, your nearest HRS satellite office.
*Covered dependents include eligible dependents who are currently enrolled under your plan. In People First, the Dependent Information screen shows a list of dependents who either were previously covered or are now covered under your plan(s).
What MyMRA card holders should know
If you activated your MyMRA debit card to use money set aside in your medical reimbursement account, here are a few things you should know.
Documentation: Some card transactions require documentation to prove the expense is eligible under IRS guidelines. For example, with a dental visit, the card knows where you are, but not what you are purchasing, so you may get an e-mail requesting documentation. If the transaction was for an eligible expense, submit a statement, bill, or receipt from your provider, or an Explanation of Benefits (EOB) from your health insurance carrier, along with a completed claim form, to People First. The documentation must include the patient’s name, type of service, date of service, provider name, and the total amount. Remember to save your receipts!
You may submit documentation one of three ways:
• Scan and submit online via People First
• Fax documentation and claim form toll-free to
• Mail documentation and claim form to:
People First Service Center
P.O. Box 1800
Tallahassee, Florida 32302-1800
Expenses: Many healthcare expenses are eligible, but some are not. If you use your MyMRA card for an ineligible expense, such as teeth whitening or for the warranty on your eyeglasses, People First will send you an e-mail letting you know the expense is ineligible after receiving your documentation. There are a few options to fix the mistake:
• Submit a paper claim and documentation to People First
for an eligible expense that you paid out of pocket. On
the claim form, check box C and People First can
substitute the paper claim for the ineligible card
• Send a personal check made out to the Division of State
Group Insurance for the amount of the outstanding card
transaction. Write your People First ID number on
the check and mail it to:
State of Florida - Division of State Group Insurance
P.O. Box 864684
Orlando, Florida 32886-4684
You may avoid this inconvenience in the future by learning what expenses are eligible for purchase with your MyMRA card. View a list of eligible expenses on the People First web site.
Protecting pretax status: If you fail to submit requested documentation, People First may withhold payment for an eligible paper claim to offset an outstanding card transaction, suspend your card, deduct the outstanding card transaction amount from your salary (as permitted by law), and/or start collections.
E-mail: All documentation requests and card notifications are sent via e-mail. If your account status shows a request for documentation, but you did not receive an e-mail, verify your e-mail address under the FSA Information link on the People First home page. If the e-mail address is correct, check your e-mail settings to make sure the notifications are going to your inbox instead of your junk or spam folder.
Learn More: Log on to People First. Click FSA Information under the My Quick Links section on the left to see:
• Your account balance
• MyMRA card transactions
• Claims history
• A guide to eligible expenses
• Claim forms
• Documentation requirements
• How to upload scanned claim
forms and documentation
You may also view Frequently Asked Questions (FAQs) about the MyMRA card and reimbursement accounts or call the People First Service Center at (866) 663-4735 or TTY (866) 221-0268, Monday through Friday, from 8 a.m. to 6 p.m. Eastern time.
Employee Education Program accepting applications for summer semesters
The Employee Education Program (EEP) is a popular benefit available to eligible UF faculty and staff. The program provides tuition assistance for up to six credit hours of eligible college-level courses per semester. In the summer, a combined total of six credits taken during semesters A, B, and C may be covered by the EEP. An EEP tutorial has been added to the HRS web site to provide helpful information regarding this popular educational program. Employees interested in participating in the EEP during the summer semesters should register and complete their applications by the following deadlines:
UF students only:
Summer A/C 2011:
EEP Registration Period: May 5–10
EEP Applications Due: 5 p.m. on May 11. Registration after May 11 is subject to a $100 late registration fee.
Summer B 2011:
EEP Registration Period: June 23–28
EEP Applications Due: 5 p.m. on June 29. Registration after June 29 is subject to a $100 late registration fee.
SFC students only:
Summer/Summer A 2011:
EEP Applications Due: April 28. If you register on or before this date, your EEP application is due to the SFC Cashier’s Office by 4 p.m. on April 28. You may still register after the registration date listed above; however, the EEP application must be turned in by 4 p.m. the next business day after registering.
Summer B 2011:
EEP Applications Due: June 21. If you register on or before this date, your EEP application is due to the SFC Cashier’s Office by 4 p.m. on June 21. You may still register after the early registration date listed above; however, the EEP application must be turned in by 4 p.m. the next business day after registering.
Students attending other institutions should register before the registration deadlines at their approved institutions. Completed applications for the summer 2011 semesters must be turned in by Friday, April 8, to Kenya Williams, education coordinator, by fax at (352) 392-1055 or via e-mail at firstname.lastname@example.org.
For program participation requirements, eligibility, and application deadlines, please visit www.hr.ufl.edu/education/eep. If you have questions about this program, please contact Kenya Williams, UF Training and Organizational Development, at (352) 273-1761 or email@example.com.
Don't fall for e-mail phishing scams
Have you ever received email asking for a password, credit card number, or other personal information? Legitimate UF departments and companies will never send e-mail asking for passwords or personal information so do not send personal information in e-mail, no matter how official the request appears. "Phishing" scams are produced by criminals and can result in identity theft and theft of money from your accounts, and can compromise university data. Even if you receive e-mail that appears to be genuine, do not reply or click on links within the mail. Instead, go to the company's web site by typing in the address in the web browser yourself, or call the company using a published number—not a number provided within the e-mail.
You may have received notification from companies including Citibank, US Bank, Best Buy, Target, Verizon, and more, that state your e-mail address was stolen from a marketing company called Epsilon. Criminals may use this stolen information to create very real looking e-mail messages claiming to be from companies you use. They may even send e-mail asking you to "verify" your password or account information as a result of the Epsilon data breach, but do not send your information without verifying the sender is genuine.
To learn more about how to recognize phishing and protect yourself visit http://infosec.ufl.edu/athome/phishing.shtml or http://krebsonsecurity.com/2011/04/after-epsilon-avoiding-phishing-scams-malware.
For information about the Epsilon data breach visit http://www.nytimes.com/2011/04/05/business/05hack.html.
The week of May 2 is a great time to complete your upgrade training!
Employees who need to complete training associated with the myUFL Financial Systems Upgrade are encouraged to do so during the week of May 2. During this week, most of the financial systems will be unavailable as the upgrade is implemented. Please see the upgrade’s Deployment Timeline for details about the transition period leading up to the “go-live” date of May 10.
Access to training will be available during the deployment period, as will access to myBeta, except from 6 to 10 a.m. on Sunday, May 8, and 3 to approximately 4 a.m., May 10. Even then, if needed, users may access and complete their training directly via Sakai‐‐the university’s learning management system‐‐if they were already registered to take the online training.
Please remember that any required training must be completed by the end of May.
DID YOU KNOW? Your training record updates overnight, NOT on the same day—therefore, if you complete an online workshop on one day (including successful completion of the assessment), your training will show as completed in your training summary starting the next day.
If you were hoping for a chance to win an iPod, you have one more opportunity! Employees who have completed the training necessary to prepare for the myUFL Financial Systems Upgrade by 11:59 on Wednesday, May 4, will be automatically entered in the final drawing for a chance to win one of five multi-touch iPod Nanos (16 GB).
Anyone who has completed BRG900 or any course with the PST9 course number prefix since the training was released earlier this spring will be automatically entered. Five employee names will be randomly selected at each scheduled drawing. See the list of winners thus far.
To register for upgrade training, logon to the myUFL system and navigate to My Self Service, Training and Development, Request Training Enrollment. Search for course numbers that begin with PST9. For more information about training being offered, please visit the Training section of the Upgrade web site.
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
- 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 firstname.lastname@example.org.
Are you in DROP? Will you retire in the next six months?
UF faculty and administrators (assistant director or higher in a department, center, etc.) retiring this spring or summer are invited to join the Retired Faculty of the University of Florida (RFUF). RFUF meets in the fall and early spring on Wednesday mornings at 9 a.m., beginning October 12 through the end of March, at the Harn Museum of Art. Add this to your fall calendar and enjoy visiting with friends and meeting new people over coffee and doughnuts. From 10 to 11 a.m., a lecture followed by Q&A is held in the Harn’s Chandler Auditorium. Visit www.retiredfaculty.ufl.edu for more information on this friendly, active group!
Reminder – BCBS/Caremark’s mandatory mail-order for maintenance prescriptions is now in effect
Effective January 1, 2011, BlueCross BlueShield plan participants are required to fill certain maintenance prescriptions by mail-order after the third refill at a retail pharmacy. Participants should visit the Caremark web site for additional information about this change and how to establish an online account. Also review the article in last’s month InfoGator for additional details.
If you have any questions, please call (800) 227-3728, or visit the Caremark web site.
MyFRS retirement workshops available this month
FRS members are invited to attend “Using the FRS to Plan for Your Retirement” on May 17 and “Nearing Retirement in the FRS” on May 19. Both workshops will begin at 9 a.m. and be held at the Alachua County Sheriff’s Office. For more information and to register, please call the MyFRS Financial Guidance Line at (866) 446-9377 and select option 2. For a complete list of public workshops currently scheduled visit http://www.myfrs.com/new_
Thirteenth annual International Gator Day is Saturday, May 21
From London to Seattle to Dallas to Key West, Gators Clubs® worldwide are coordinating community service events for International Gator Day. This day of service utilizes the size and spirit of The Gator Nation to help positively impact local communities. Many clubs partner with organizations like Habitat for Humanity and food banks and participate in beach clean-ups and beautification projects.
To learn more on how you can get involved, please visit the UF alumni web site.
Sustainability reading group to meet throughout June
Join the UF Office of Sustainability this summer for a reading and discussion group of The Small-Mart Revolution: How Local Businesses are Beating the Global Competition by Michael Shuman. Learn alongside peers and colleagues how small businesses stimulate the economy by buying supplies and services locally, adapt to local environmental and labor regulations, and contribute to healthier communities. Discussions will be facilitated by Office of Sustainability staff and provide a casual and open atmosphere to consider the role you can play in supporting your own local economy and being a sustainable citizen and consumer.
The group will meet for four consecutive Tuesdays in June in the University of Florida Follett Bookstore at the Reitz Union. Each session will run 12 to 1 p.m., and will host up to 15 individuals. If interested, please RSVP to Ashley Pennington to reserve a spot. Spots will fill on a first-come, first-served basis and participants must be available for all four weeks to participate.