Personnel Action Freeze

Guidelines for Handling All Personnel Actions during the Budget Reduction

Effective Immediately January 18, 2008

Statement of Purpose

In order to meet budgetary cutbacks required by statewide revenue shortfalls, effective immediately (January 18, 2008) the University will begin implementation of a university-wide budget reduction plan.  As a result, all personnel actions that have a cost associated with their implementation will be suspended, delayed or frozen until further notice.

Guidelines

Specifically, this initiative will apply to personnel in ALL pay plans (faculty, staff, administration and non-student OPS) with the exception of the following:

1. Those who are funded 100% from extramural contracts and/or grants (C&G);

2. Student OPS;

3. FWS appointments.

Personnel actions that are suspended, delayed or frozen include:

1. Posting and advertising of vacant positions (including non-student OPS);

2. Appointments of new or current employees to vacant positions (including non-student OPS);

3. Increases in FTE to existing employees;

4. Changing appointments of non-student OPS employees to regular;

5. Extensions of non-regular appointments, including emergency, temporary, visiting, acting, provisional and non-student OPS;

6. Pay for performance, bonus, stipends, special pay increases and/or meritorious service salary increases;

7. Classification actions that do not result directly from workforce reductions or consolidation of areas, responsibilities and/or duties.

Any exceptions must be submitted in writing to the appropriate VP/CEO who will consider the request assuming as much as a 20% budget reduction in the affected college/division.  If the action is approved by the VP/CEO (only the VP/CEO can sign), it will be submitted to the Budget Council for review and approval.  If approved, the Budget Council will forward any recommended exceptions to the President for final approval.  Only those that have received official and final approval will be processed.

Any requests for exception must include the following:

1. Specific reason for the exception, including the direct impact on core and essential business operations;

2. Show how suspending, delaying or freezing requested action would negatively impact on essential or critical business operations;

3. Show that other methodologies and/or options have been explored and exhausted.

All other salary actions (promotions, additional/higher level duties) for all personnel must be submitted in writing, apply the same criteria set out in items 1 through 3 above, and be approved by the respective Vice President/regional CEO.

All personnel actions currently in process (defined as any personnel action currently in the Human Resources Office that is date stamped as received on or before January 18, 2008 and has not yet been entered or processed) will be handled in the same fashion as exceptions (process noted above).  

This process will be in place until further notice.

Issued by the Division of Human Resources, January 18, 2008

Personnel Action Freeze
Frequently Asked Questions

January 18, 2008

When will the hiring freeze be effective?

The Budget Reduction guidelines indicate that a hiring freeze is effective immediately.

Does that include searches that are currently underway?

All current vacancies are affected.  All searches which have not yet resulted in an accepted offer will require approval by the VP/CEO, Budget Council and President to continue the search process.  If an offer has been accepted, that commitment should be honored.

What positions are affected?

All faculty, staff, administration and non-student OPS positions are affected.  Positions funded completely or partially from auxiliary funds are also affected by the freeze, and will require an exemption in order to recruit. 

Does this apply to grants?

The hiring freeze does not apply to positions that are 100% funded by grants or contracts.  If, however, a portion of the position is funded by other funds (E&G, auxiliary, RO), it MUST be approved through the exception process.

Will any exceptions to the freeze on personnel actions be considered?

Yes.  Requests for exceptions should be submitted to the area Vice President or regional CEO.  Upon VP/CEO review and approval (VP/CEO signature required), requested actions will be forwarded to the Budget Council.  If approved by the Budget Council, they will be forwarded to the President for final determination. 

How will I know if my exception has been approved?

Your area VP or regional CEO will notify you of the disposition of your request.

What types of requests might warrant consideration for exception?

Positions that would be deemed mission critical to our overall operations will be considered.

How long will this budget reduction plan be in effect?

The plan will be in effect indefinitely and until further notice. 

Will there be any layoffs as part of the plan?

It is, quite frankly, too early to respond to this.  Unfortunately, the tough economic forecast will undoubtedly warrant serious and significant measures that will ultimately affect our organization (both people and services).  Current programs and services will continue to be closely evaluated in the weeks to come.

Who do I contact if I have questions?

Contact your VP/CEO or the Division of Human Resources.

Using the USF ePortal to Access GEMS Self Service

eUSF is a single, secure point of entry into the USF business systems you use.  These business systems might include, for example, GEMS Self Service, GEMS Pro, FAST or Data Marts. 

If you already use the eUSF Portal, you can stop reading right now.  You’re already enjoying the Portal’s benefits.  But if you don’t use the Portal, read on!  You’ll be glad you did.

You may or may not use all of USF’s business systems.  However, you do need to use GEMS Self Service.  All USF employees have access to GEMS Self Service.  You use GEMS Self Service to print your paycheck, request leave, review your benefits, update your address and other personal information, etc. 

eUSF is the University’s Portal (i.e., port of entry) for accessing GEMS Self Service (and other business systems) quickly, easily and securely.  All regular line employees have access to the eUSF Portal.

eUSF provides:

• a secure sign-on to GEMS Self Service and other USF business applications,

• a single point of entry – you won’t have to log into different systems with different IDs and passwords all day long,

• a customized view of your information – no screen clutter, just the USF business applications you use are displayed.

Without the Portal, you have to log into GEMS Self Service separately, using a different ID and Password from your regular computer or domain log in (the log in you use each morning to get into your computer).

The eUSF Portal makes life easier!  You can log into all your applications with one ID and password.  It’s quick, simple and, best of all, more secure than what you are doing now.

You can access the eUSF Portal on or off campus.  You can set it up so you automatically log into GEMS Self Service (and any other business systems you use) just by using your regular computer or domain ID and password.  No more having to remember separate passwords for different applications. 

Once you’re set up, you might even want to consider making the eUSF Portal your browser’s Home page.  Using the Portal will save you time and keep your personal information safe and secure. 

Over the next few months, the University will gradually be making the switch from the old, separate ID, way of accessing GEMS Self Service to having everyone use the eUSF Portal.  But why wait?  It’s so much easier than what you are doing now. 

Just follow the simple instructions and get started with using the eUSF Portal today!

How do I get started? 

You may want to start by viewing a short, step by step on-line training you’ll find here http://usfweb2.usf.edu/ODT/gems_online_trng/GEMS_Self_Service/GEMS_Self_Service.htm.  It’s an easy way to jump into accessing the Portal and using GEMS Self Service.  The training only takes about 15 minutes, and gives you a chance to practice each step.  It even has audio instructions to guide you along.

You can also check out the step-by-step instructions, links, frequently asked questions and lots of help on the ePortal homepage here http://usfweb2.usf.edu/PortalHelp/.

Then log into the eUSF Portal at https://eusf.admin.usf.edu.  (HINT:  You can also find the link to the Portal at various spots on the USF website.  For example, click on the A-Z Index from any USF web page.  You’ll find the eUSF Portal link just above the “Search” box.)

How do I log in?

Log in using your domain name\regular computer ID and regular computer password.  Here’s the format you need to use:

USERID:  domainname\jsmith

PASSWORD:  enter your regular computer password

I don't know my domain name. 

Click here http://usfweb2.usf.edu/portalhelp/domainref.htm for a list of most USF domain names.  Still can’t find it?  Email helpdesk@admin.usf.edu.

How do I set up my Portal so I’m automatically in, just by logging into my computer in the morning?

You’ll find a list of step-by-step instructions here http://usfweb2.usf.edu/eusf/intsignonproc.htm.

Need more help?  Email helpdesk@admin.usf.edu.

Floating Holidays for 2008

President Judy Genshaft has announced the dates for the two additional floating holidays to be celebrated in 2008.  The designated days will be Wednesday, December 24 and Friday, December 26, 2008.  While most offices will close, there will be exceptions due to the nature of the work performed. These decisions are made by the Vice Presidents and Deans on a case-by-case basis.  You’ll find the 2008 Holiday Schedule here.   The 2008 Timesheets are available here.
 

The FRS mailed notices to each ORP participant in November. If you are an ORP participant and did not receive a notice, please refer to the USF Retirement website at http://usfweb2.usf.edu/usfpers/Benefits/Retirement.htm for a copy of the notice and election form.   

If you are considering switching plans, it is highly recommended that you request an estimate from the Division of Retirement at 1-866-446-9377, option #3, prior to making your decision.

Workshops will be held on campus throughout the year to review the differences in the plans, the pros and cons of changing plans, and what steps need to be taken to request estimates and to make the change if it is the right choice for you.  To enroll in a workshop click here: http://usfweb2.usf.edu/ODT/Career.htm

Appointment times are available to discuss your options one-on-one with the University Retirement Coordinator, Sonya Techton.  For an appointment, contact Sonya at (813) 974-5718 or stechton@admin.usf.edu.

Faculty & Staff Softball Event

The 25th Annual USF Faculty & Staff Softball Event and Taste of “Bulls Country” is coming up on Saturday April 5.  Watch for more information coming soon!

Outstanding Staff Award Nomination Time

The nomination period for the 2007 Outstanding Staff Awards is open now through February 8, 2008.  The Outstanding Staff Award is the highest award given to staff members by the University and all USF employees are asked to take the time to consider and nominate employees who exemplify USF’s vision, values and standards of service.  All Staff and Administration employees who have at least one year of continuous service qualify for nomination.

The nomination process has been opened earlier this year to encourage nominators to submit nominations when they see outstanding contributions being made. The nomination form and instructions are available on-line here or contact Human Resources at (813) 974-5711 or sboully@admin.usf.edu.  All nominations must be submitted to the nominee’s Dean/Director no later than Friday February 8, 2008.

“Recognizing people when they do great things is key.  We invite everyone in the USF community to recognize and nominate those individuals who demonstrate the excellence, commitment and exceptional service that make USF a great University,” said Sandy Lovins, Associate Vice President, Division of Human Resources.  “It is an honor to be nominated and we hope every area will take this opportunity to recognize their outstanding staff members.”

All nominees will receive a copy of their nomination form and supporting letters, and a copy will be placed in their official personnel file.  The winners receive $500, an engraved award and will be honored at the award ceremony to be held on Tuesday May 13, 2008 at 2 PM in Theatre 1. For additional information contact Judy Lowry in Human Resources at (813) 974-5484 or JLowry@admin.usf.edu

Saving for Your Retirement

2008 IRS Contribution Limits for 403(b) and 457 Plans

The maximum contribution USF employees may make to their 403(b) and 457 Retirement Plans remain the same for 2008.

USF offers all employees (Administration, Faculty, Staff and OPS) the opportunity to participate in Tax Sheltered Annuities (403b) and the State Deferred Compensation program (457).  Employee contributions into one or both of these programs are regulated by the IRS.

The 2008 limits are:

• 403(b) Tax Sheltered Annuity and/or Optional Retirement Plan:   $15,500

• 457 State Deferred Compensation Plan: $15,500

If you are age 50 or over, you may contribute an additional $5,000 into each plan which would increase your total limit for each plan to $20,500 for the year.  If you qualify for catch-up, you may be able to contribute even more.  Contact your provider company to calculate if you may contribute an additional amount.  Your employee contributions will automatically stop once the IRS limit has been reached for the year, and resume automatically at the start of the next calendar year.

For more information visit the HR website or contact Sonya Techton, Retirement Coordinator, HR Services, at (813) 974-5718.

Deductions from Your Paycheck – Changes in Benefits Deductions

Did you make changes to your 2008 employee benefits?  If you made changes to your insurance during Annual Enrollment, or if your existing insurance vendors made rate changes that take effect this month (see list below), you would have seen those changes beginning with your 12/7/07 paycheck.

Here are plans with rate changes:

            All dental plans

            ALTA Hospital Supplemental – All plans

            Group Life Insurance – should be slightly lower

            Optional Life Insurance – lower if covered at same amount