HR UPDATES
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HR Updates Homepage
April, 2011

MRA Card Suspension Notice
Medical Reimbursement Account (MRA) participants are required to send documentation for any MRA card transactions that are not automatically approved at the point of sale to prove the expense is eligible. People First sends e-mail reminders to participants when documentation is required.

When participants fail to send documentation timely, their accounts are flagged. People First then sends an e-mail notice that the card will be suspended (deactivated) at the end of the month. The Division of State Group Insurance (DSGI) is allowed by the Internal Revenue Code to take this step to protect the pretax status of Medical Reimbursement Account (MRA) participants.

These suspension notices are sent at the beginning of each month. MRA cards are reactivated once the outstanding card transaction is resolved. People First sends MRA participants an e-mail when the card is turned back on.

During the week of March 1, People First e-mailed these suspension notices to participants who have not yet submitted documentation for certain card transactions. MRA participants who receive one of these e-mails can submit documentation for eligible expenses in one of three ways:

1. Scan documentation and submit it online through People First. Log in to People First then click “FSA Information” on the home page; then click “Online Claim Submission.” Follow the directions and submission requirements; or

2. Fax the documentation and claim form toll-free to (888) 800-5217 or to (850) 425-4608 (Tallahassee); or

3. Mail the documents to People First Service Center, P.O. Box 1800, Tallahassee, FL 32302-1800.

If you have questions, please log in to People First to review your MRA information or call People First at (866) 663-4735.

http://dms.myflorida.com/index.php/content/download/77819/454139


Outside Activity Reporting Requirement
According to University Regulation, FGCU-PR5.012, Outside Employment/Activities, an employee engaged in any outside employment or activity, for which there is compensation, must complete and submit a Request for Approval of Outside Employment Activity Form. Additionally, an employee engaged in uncompensated activities that may create a conflict of interest must also complete the aforementioned form. If there is a question of whether an activity could involve a conflict of interest, the employee should seek approval.

Annual approval for an outside employment or activity is also required. If the outside employment or activity is to extend beyond June 30 or to exceed one year, a new form must be submitted prior to July 1 of each new fiscal year. (Faculty covered by the FGCU-UFF Collective Bargaining Agreement must submit a report at the beginning of each academic year for continuing outside activity previously reported; prior to beginning a new employment or activity; and at such time as there is a significant change in a reported activity (nature, extent, funding, etc.).


Drug-Free Workplace
Florida Gulf Coast University’s Drug-Free Workplace/Schools Policy was promulgated to comply with the Drug-Free Workplace Act adopted by Congress in 1988 and the Drug-Free Schools Communities Act Amendments of 1989, Public Law 101-226. The regulations require publication of a policy statement notifying students and employees of the University’s Drug-Free Workplace/Schools Policy and establishment of a drug prevention program.

We are committed to providing an academic and workplace environment free of the illegal use and abuse of alcohol and the manufacture, sale, purchase, use, possession, or distribution of illicit drugs in and on FGCU owned or controlled property. Florida Law prohibits the sale or distribution of illicit drugs within a 200-foot perimeter of the University property. Further information regarding the health risks associated with substance abuse, available drug and alcohol counseling, treatment, or conduct and penalties for violations are available on the main HR page by clicking here.

Your help is needed to ensure compliance with this policy. Faculty or staff with questions regarding the policy should contact the Department of Human Resources at 239-590-1400.


Personal Holiday for Support Personnel Staff
If you haven't already taken your personal holiday during the current fiscal year, don't forget to take it before July 1st. Personal Holidays are not carried over from one fiscal year to the next; so if you don't use it, you lose it!

If you can’t remember if you have taken your personal holiday, click here to log in to Gulfline and access your leave history.


Social Security Number Requirement for State Group Health Insurance Plan
The Division of State Group Insurance (DSGI) is required to have accurate Social Security Numbers (SSNs) on file for all covered health plan members in accordance with Section 111 of the Medicare, Medicaid and SCHIP Extension Act of 2007 and Chapter 60P-2.002 (2)(a)(b), Florida Administrative Code. The federal government can fine the State of Florida and its contracted health insurance carriers for failure to comply.

In August 2010 and again during Open Enrollment DSGI asked employees to verify and correct their SSN and the SSNs of their covered dependents*, if any.

If you did verify or correct your SSNs, thanks for your quick action!

If you did not, please log in to People First and complete the following steps by April 22, 2011, to ensure your health insurance coverage continues without interruption.

To verify your SSN is correct logon to People First:

1. Click the Employee Information link at the top of the screen.

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, please contact Human Resources at ext. 1400 immediately.

To verify your covered dependents’* SSNs are correct:

1. Click the Health & Insurance link at the top of the screen.

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 can be notated. You may be asked to supply a Visa number or other government-issued identification number.

*Covered dependents are your 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).


Responsibilities for New Employees and Hiring Departments
All new employees must visit HR to complete their "Getting On-Board with Human Resources" Program on or before their first day of employment.

New Faculty, A&P, and SP employees will have a scheduled appointment time on their first day of work which will be stated in their Letter of Offer. For the convenience of our OPS employees, 'Getting On-Board' Sessions are offered 5 days a week:

• Mondays 1:00 pm

• Tuesdays 4:00 pm

• Wednesdays 11:00 am

• Thursdays 10:00 am

• Fridays 11:30 am

A critical component of the new employee sign-on process is the completion of the Department of Homeland Security, U.S. Citizenship and Immigration Services' (USCIS) I-9 Form. Completion of the I-9 form is required to verify the identity and employment eligibility of anyone hired by the university.

According to USCIS requirements, all new employees must complete the I-9 Form on or before their first day of work. They must also present an original document or documents that establish identity and employment eligibility. Employees can choose which document(s) they want to present from a list of acceptable documents. Click here to view the list of acceptable documents.

Employees should also bring a photocopy of their social security card for Payroll W-4 purposes if they will not be presenting their original social security card as one of the I-9 documents.

New employees must arrive promptly for the scheduled time and bring their completed sign-on packet that is available for download on the HR website http://www.fgcu.edu/HR/packets.html. Those who arrive late or do not have their completed paperwork will be required to attend a later session. Once the session is completed the employees will receive a ‘Sign-On Verification’ form which they are directed to return to their supervisor. This form notifies the supervisor that the employee has completed the “Getting On-Board” requirements and is able to begin work.

Please feel free to contact HR (590-1400) with any questions about "Getting On-Board with Human Resources". Thank you for your help ensuring all employees complete their "Getting On-Board with Human Resources" program on or before their first day of FGCU employment.


Renewal of Volunteer Acknowledgment form
FGCU is very grateful for the time donated by our dedicated volunteers. If your department currently has any volunteers, this is to remind you that Volunteer Acknowledgment forms on file in HR will expire on June 30th. If your volunteers will be continuing their service after June 30th, please have them complete a new form which is available by clicking here. All forms should then be submitted to Human Resources.

Attendance at SAC Meetings (reprint from Feb 2009 HR Updates)
Question:

Could you please clarify something regarding attendance at SAC meetings and activities? As the department director/supervisor, employees have asked about taking time off to attend SAC meetings. For instance, staff members have requested permission to attend the two hour SAC monthly meeting. Are supervisors required to approve a staff members request to attend SAC meetings? In the case of the monthly meetings would part of the meeting time be considered lunch and the remainder considered work time or leave?

There has been some confusion among my various supervisors on how to handle this.

Reply:

The Staff Advisory Council (SAC) states that their mission is “to facilitate effective communication between the Staff, the President and the Administration. As a proactive partner in the University’s Shared Governance processes, SAC will provide a forum that will directly address the issues and concerns of the Staff at Florida Gulf Coast University, and strive to ensure a campus climate that reflects a strong, enthusiastic and positive quality work life.”

Like other established University community organizations, such as the Faculty Senate and Student Government, SAC is composed of elected representatives consisting of A&P and Support Personnel employees. Therefore, as an elected representative, attendance at SAC meetings and related committee assignments is considered work time. Service as an elected SAC member is considered a secondary activity in respect to the primary functions of the SAC member’s position. The department head and/or supervisor should be informed of scheduled SAC meetings and related committee assignments. Requests by SAC representatives should not be unreasonably denied. However, there may be instances in which attendance at a specific meeting or event may be denied due to the needs of the department.

All staff members are strongly encouraged to participate in SAC’s efforts to serve the University’s mission. Similar consideration should be given by department heads and/or supervisors to non-elected staff members’ requests to attend SAC meetings that are held during regular work hours between 8:00 a.m. and 5:00 p.m. As an effort to accommodate work demands and allow for more staff participation, SAC meetings are currently scheduled between 11:00 am and 1:00 pm.

Attendance at a SAC meeting is not part of an employee’s regular position responsibilities; therefore, an employee may use their lunch break or off time to attend the meeting. Any additional time needed to attend the SAC meeting would require department head and/or supervisor approval, and would be considered as work time if the meeting is held during regular work hours. The department head and/or supervisor is encouraged, where possible, to allow employees to attend SAC meetings. However, such requests may be denied if the work requirements of the department do not allow the employee to be away during that time.

The annual and periodic Staff Assembly meetings present a different issue in regard to employee attendance. Since the purpose of such meetings is to inform staff of upcoming elections, proposed charter changes, etc., department heads and/or supervisors are encouraged to allow staff to attend during work time when department work demands allow them to be released.

 

 


Prior Approval for Attending Professional Development Programs
All employees are strongly encouraged to attend programs that promote professional and personal growth. In an effort to accommodate work demands within your area, prior approval must be received from your supervisor. There may be instances in which attendance at a specific meeting or event may be denied due to the needs of the department or budgetary constraints.