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 helpdesk@ufl.edu .  We apologize for any inconvenience this technical difficulty may have caused.

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Superior Accomplishment Awards ceremony honors top UF staff and faculty

Front (left to right): Gale Ryan, Tina Hall, Cheryl Bell, Bridget Stokes, Kaylen
Saunders, Katherine Lindsey
Back (left to right): Kristin Nichola, Linda Bingham, Michael Dozier, Heather Daniel-Maness, Jake Mobley, Tanya Hughes-Joiner, Shari Robinson, Leslie Pendleton

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.

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• 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.

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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?

• 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 central-leave@ufl.edu.

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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.

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  benefits@ufl.edu, 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).

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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
    (888) 800-5217
•  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
   transaction.
•  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.

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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 kenya-williams@ufl.edu.
 
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 kenya-williams@ufl.edu.

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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.

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©2011 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.
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