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December 2013


Insurance Elections for 2014: Deduction Updates

Employees who made insurance changes for the new year should verify deduction updates on the December 13, 2013 paycheck.

Flexible spending account deductions begin with the January 10, 2014 paycheck. Carefully review changes to pay details and report any discrepancies to Adrian Rowley at 850-474-2604 or Jeff Comeau at 850-474-2610.

For individuals electing new health plans, identification cards should be received by mid-January 2014. Take note that Express Scripts (Medco) Prescription Plan cards will arrive separately from healthcare mailings.


Early Payroll Processing:
Winter Break

Due to the December 23 declared holiday and Winter Break observed December 24 through January 1, 2014, online time sheets and leave reports for the December 8 through December 21 pay period must be submitted electronically no later than 3:00 p.m. Wednesday, December 18 and approved no later than 10:00 a.m. Thursday, December 19.

Non-exempt employees (those who complete time sheets) should report this time during the break as “Holiday” hours on their time sheets. Exempt employees are not required to complete a leave report for days included in the Winter Break.

All employees should report any leave taken outside the break as annual or sick leave (as appropriate) on their online time sheets or leave reports.

If you have questions, please contact Jeff Comeau at 850-474-2610 or Christine Niemann Dillard at 850-474-2508.


Annual Leave Rollover


Maximum rollover for annual leave accruing employees (except Executive Service) is 352 hours. All annual leave hours over 352 will be converted to sick leave effective January 1, 2014.

To assure accurate rollover processing, all outstanding leave reports should be submitted and approved by Friday, December 20, 2013.

Employees with more than the year-end maximum of 352 hours should make plans to schedule use of annual leave, with supervisory approval, as soon as possible.

The last day to use accrued leave before the Winter Holiday will be Friday, December 20, 2013.

If you have questions regarding leave, please contact Jeff Comeau at 850-474-2610.


Minimum Wage Increase

Effective Wednesday, January 1, 2014, the Florida minimum wage will increase to $7.93 per hour. Human Resources will process pay increases for all hourly OPS student and OPS staff employees whose hourly wages are below that amount effective Wednesday, January 1, 2014.

Departments do not need to prepare Action Sheets for these increases. A Report of Personnel Action Form documenting these increases will be forwarded to the affected departments by Wednesday, January 1, 2014.

If you have questions, please contact Nicole Lohr at 850-474-2608 or Carol Gentry at 850-474-2605.


Deadline Approaching:
Employee Tuition Fee Waivers

Eligible employees who have not done so "may apply" for tuition waivers for the Spring 2014 semester at this time. Remember to allow a minimum of five business days for processing of waiver requests.

For employees assigning waivers to dependents, allow additional time for the verification of dependent documentation by Human Resources.

If you have questions regarding course eligibility for the tuition fee waiver, please contact the UWF Cashier’s Office at 850-474-3110.

If you have questions, please contact Adrian Rowley at 850-474-2604.


Mandatory Training

Mandatory training for Preventing Discrimination and Harassment (Supervisor and Non-Supervisor) is now available via eLearning. To enroll:

  1. Register via the Reservation Desk.
  2. After registering, you will receive an email notifying you that you have been enrolled in the eLearning course.
  3. You should then log into the course from the eLearning application in MyUWF and sign-in using your MYUWF username and password.
If you have any questions, please contact LaBratta Epting at 850-474-2292, or Sharon Jones at 850-474-2611.


Aetna Resources for Living

The following newsletter is provided as a service of our Employee Assistance Program (EAP) which is provided by Aetna Resources for Living.

EAP services are free, confidential, and available 24 hours a day, seven days a week. Call 1-800-272-7252 or visit their website and use login ID: UWF and password: UWF.

For additional information or questions regarding the EAP, please contact Sharon Jones at 850-474-2611


Outside Activity and Conflict of Interest Form

The University of West Florida Employee Code of Ethics Policy HR 15.00-2004/07 provides guidance to employees seeking to engage in outside activities. Employees in the Division of Academic Affairs should review the Academic Affairs policy – AC-11.02-05/13.

In accordance with both policies, employees are required to report their outside activities to the University and obtain approval to participate in these activities prior to engaging in them. Outside activities are those activities, whether compensated or not, which are not part of the employee’s assigned duties and for which the University has provided no compensation.

The Outside Activity/Conflict of Interest Form (there is one form for both Academic Affairs and Non-Academic Affairs employees) may be accessed by clicking on this link. The Outside Activity/Conflict of Interest form and HR-15.00-2004/07 Employee Code of Ethics policy are both under revision.

For more information, please contact Sharon Jones at 474-2611.


Information on December Bonus Payments Authorized by President Bense

The bonus payments for eligible employees will be paid December 20. The base bonus will be $500 less Social Security/Medicare of 7.65 percent and Income Tax Withholding of 25 percent for eligible full time employees. Part-time employees will receive a bonus payment prorated based on the full-time equivalency of their position.

University Work Force employees, out-of-unit Faculty, and employees covered by the AFSCME or PBA collective bargaining agreements must be employed on or before October 1, 2013 and not be separated from the university on December 7, 2013 or earlier. Faculty covered by the UFF bargaining agreement must be employed on or before August 8, 2013.

Other Personal Services (OPS) employees and adjunct instructors are not eligible for a bonus payment.

For more information about eligibility, contact Jeff Comeau at 474-2610. For more information about the bonus payment, contact Nancy Wilson at 474-3051.


Employee Equity and Compression Program

Dr. Bense is committed to addressing the issue of employee equity and compression at the University of West Florida. Funds have been made available this fiscal year for eligible employees. An Employee Equity and Compression Program Frequently Asked Questions which details the program, eligibility, the process, and other questions has been placed on the Human Resources website. For additional questions, please contact Jamie Sprague in Human Resources at 850-474-2694.

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