Winter Break 2008

As announced last May as part of the Budget Reduction initiatives, the University will be closed for a “winter break” in December.  The schedule will be as follows:

The University will be closed:

Monday, December 22nd – Vacation Day

Tuesday, December 23rd – Vacation Day

Wednesday, December 24th – Floating Holiday

Thursday, December 25th – Holiday

Friday, December 26th – Floating Holiday

Wednesday, December 31 – Vacation Day

Thursday, January 1, 2009 – Holiday

The University will be Open:

Monday, December 29th

Tuesday, December 30th

Friday, January 2nd

Detailed Guidelines and answers to Frequently Asked Questions, including details on how leave is to be utilized, are posted under Winter Break 2008 on the HR Website at http://usfweb2.usf.edu/usfpers/A&L/a&1_splash.htm.  For questions contact your departmental Leave Coordinator or Beverly Jerry, University Attendance & Leave Administrator at (813) 974-5717.

Announcing HR/Talent Management

As of September 8, 2008, Organization Development & Training (ODT) will become HR/Talent Management.

“”Talent Management’ more fully represents the role we play as part of the Division of Human Resources,” said Tim Miller, Director of HR’s Talent Management.  “It represents the transformation of both the training and development needs that have taken place over the last few years, and the services we provide to the USF community. It reflects how the organization views its people – the ‘talent’ who accomplish the mission of the University. Our success depends on our people and what they can do – their talents, abilities and skills.  HR/Talent Management provides the systems and tools to develop the right people for the right positions to achieve mission success.”

ODT’s new name also reflects a broader understanding of human resource development that begins with recruitment and continues through the on-boarding process. Leading organizations realize that well-executed on-boarding increases employee engagement and retention, and accelerates time-to-productivity.  “On-boarding is not just about filling out forms in HR on an employee’s first day of work,” said Miller. “HR/Talent Management focuses on competency development and building bench strength for success in meeting the many challenges confronting the University now and in the future.”

New programs currently under development include the USF Management Certificate Program, the USF Supervisors Guide, the USF Managers Guide, the USF Annual Management Conference, and Managing at USF. These programs are designed to assist high performing individuals identify growth opportunities within USF and position themselves for the next step in their USF career. Talent Management also offers Succession Planning, which includes consulting and tools for identifying key positions and potential internal successors, and the development and training to prepare those successors and departments for the future.

Talent Management will continue to assist departments and teams with organizational development services, including needs assessment, team development, change management and organization redesign.

Talent Management services now include the new Technical Training Center which replaces the training room in RAN 109 for business systems training and testing.  The new Center is located in the Student Services Building near the HR/Talent Management offices, in SVC 2068.  The Center features state-of-the-art equipment in a centralized location, making delivery of business systems training more convenient and effective. 

Talent Management also announced the debut of the new HR/Talent Management website, designed to make it easy for employees to find the training and programs they need to support their professional and career development.  The website includes detailed information with links to all Talent Management offerings, including business systems training, data management and organization development services.

Talent Management offers training and professional development for all four USF campuses.  For more information, visit the Talent Management website, or call Tim Miller, Director of Talent Management, at (813) 974-5294.

Faculty Staff Appreciation Event – Save the Date

President Genshaft has announced that the next Faculty Staff Appreciation Football Event will be held Saturday November 15th in conjunction with the USF – Rutgers football game.  Ticket information and additional details will be released soon, so keep watching for more information on this unBULLievable event to celebrate the USF employees!

Back by Popular Demand!  Commuter Options Information Sessions

The Division of Human Resources, CUTR and Transportation and Parking Services invite you to find out about innovative, money-saving commuting options available to all USF employees.  Bike helmets and other prizes will be raffled off at each session!

Date: Monday, September 22, 2008

Times: 10:00 am - 10:30 am
            11:00 am - 11:30 am
            12:00 pm - 12:30 pm

Location: TECO Room, David C. Anchin Center

Presenters: Lou Gomes, Bay Area Commuter Services
                   Julie Bond, Center for Urban Transportation Research (CUTR)

Attend any session, no reservation required. For questions about the sessions contact Susan Boully in HR at (813) 974-5711 or sboully@admin.usf.edu.   For more information on Transportation Choices visit USF’s Parking & Transportation website.

Hurricane and Tropical Storm Information on the HR Website

In the event of a hurricane, tropical storm or other emergency situation, USF emergency closing, information will be posted on the USF Home page and recorded on the emergency hotline at 1-800-992-4231.  On the HR website you’ll find links to both USF emergency closing information and to HR leave policies and procedures as they relate to emergency closings.  If you have questions about leave, contact your departmental leave coordinator or Beverly Jerry, University Attendance & Leave Administrator at (813) 974-5717.

Fall 2008 Benefits Open Enrollment Period

Open Enrollment is that time each year when employees can make changes to their benefits selections.  The 2008 Open Enrollment for State Group Insurance Program Plan Year 2009 will take place from 8:30 AM, September 22, 2008 through 5:30 PM, Eastern Time, October 17, 2008.  Employee Benefit Statements will be mailed to employee home addresses beginning September 2, 2008.  The People First Service Center will be available to respond to inquiries regarding Open Enrollment beginning September 15, 2008.  The Service Center staff will be able to provide information and assistance in preparation for Open Enrollment at that time.  They will not be available to accept Open Enrollment elections or changes until September 22, 2008.

Beginning September 22, 2008 employees will have three ways to enroll in, change, or cancel their benefit elections through People First.  The Interactive Voice Response (IVR) system will not be used to process elections this year.  The IVR will be available only for inquiry.

• Online enrollment – You can access the online system at https://peoplefirst.myflorida.com any time.

• People First Service Center – You can speak with a Service Center Specialist by calling 1-866-ONEHRFL (1-866-663-4735), Monday through Friday, 8:30 AM – 5:30 PM, Eastern Time.

• Paper enrollment forms – You can request forms from a Service Center Specialist by calling 1-866-ONEHRFL (1-866-663-4735) or access enrollment forms online.

As in years past, Benefit Confirmation Statements will be mailed to all who made election changes.  Individuals will have until 5:30 PM, Eastern Time, Friday, October 31, 2008, to make corrections to those Confirmation Statements.  For questions, contact an HR Benefits Representative on your campus.

Meeting with Your HR Benefits Representative

Over the next few months, the HR Benefits department is anticipating a large influx of employee traffic.  To ensure the greatest level of customer satisfaction and that all visitors are handled expeditiously, employees are urged to schedule appointments during this busy time.  HR is open from 8 AM – 5 PM.  Appointments can be scheduled during those hours or outside of normal business hours, if necessary.  Guests without appointments may experience lengthy and extended waits while their Benefits Representatives are busy with other employees.  To schedule an appointment with a Benefits Representative on the Tampa campus, call (813) 974-2970 or visit the Human Resources Office located in SVC 2172.  Regional Campus employees should contact their Benefits Representatives directly.

Benefits Fair Tuesday September 30

The annual USF Benefits Fair will be held from 9 AM to 4 PM on Tuesday September 30th at the Gibbons Alumni Center on the Tampa Campus.  State and other benefits providers plus USF Benefits Representatives will be on hand to talk with employees about benefits.  There will be door prizes, a “Wellness Fair” with information and demonstrations to help you get well and stay healthy, along with representatives from USF departments and local vendors who provide services to USF employees.  A free shuttle will run continuously on Tuesday between ADM and the Alumni Center from 9 AM – 4 PM.  (Parking is limited at the Alumni Center, with no parking on the grass.)  Benefits Open Enrollment runs September 22 – October 17.  For more information, contact HR Benefits at (813) 974-2970.  Regional campus Benefits Fairs:  USF St. Petersburg  October 1st;USF Polytechnic October 1st; USF Sarasota-Manatee October 2nd.

Simplified Leave Payout Process

A new, streamlined process for paying out accumulated leave to employees leaving the University began September 2, 2008.  The new process ensures all departing employees receive payment for their unused annual leave (or sick or compensatory leave, as applicable) approximately 30 days after terminating their employment with USF.

The old process required departments to send a form to University Payroll requesting a leave payout.  As a result of payment delays identified during a routine audit, the responsibility for initiating leave payouts has shifted from individual departments to the Division of Human Resources.  “The new, automatic process enables the University to complete the leave payment for departing employees in a timely manner in accordance with University procedures,” said Brett Jordan, Director of University Payroll. 

Terminal leave payouts will now be made approximately 30 days after the employee’s last day of work, based on leave balances recorded in ALT, USF’s system of record for tracking leave information.  Departments will have approximately 2 weeks following the departure of an employee to complete leave balance audits and make any adjustments in ALT.  After that 2 week period, the ALT balance will be used to pay out leave to the departing employee.

The leave payout process for employees transferring to a new department within the University or entering DROP remains the same.  To review the new process click here.  New forms are on the HR website here.  For questions contact Beverly Jerry, University Leave Administrator, at (813) 974-5717.

Adoption Benefits Program

The 2008 open enrollment period for the State’s Adoption Benefits Program runs through September 30, 2008.  If you adopted a child on or after October 1, 2000, and you are a full-time or part-time USF employee, you are eligible to apply for adoption benefits during the open enrollment period.  Temporary (OPS) employees are not eligible for this benefit.  Employees who applied in previous years and were not awarded a benefit must reapply in order to be considered for the adoption benefit

An eligible adoption is the adoption of a child whose permanent custody has been awarded to the Florida Department of Children and Family Services or to a Florida-licensed child-placing agency, provided that a final order of adoption is awarded on or after October 1, 2000.

Adoption of a Special Needs Child:  A monetary benefit in the amount of $10,000 per child may be available.  Adoption of a Non-Special Needs Child:  A monetary benefit in the amount of $5,000 per child may be available.  The benefit for part-time employees will be pro-rated.  The amount of benefits available to fund this program is contingent upon Legislative Appropriation. 

For more information and to access the adoption benefit application, visit the Department of Children and Families website here.  If you have any questions regarding the Adoption Benefit Program, please contact Kathleen Waters at (850) 922-5055 or kathleen_waters@dcf.state.fl.us  or call an HR Benefits Representative at (813) 974-2970.

Using the eUSF Portal to Access GEMS Self Service

As a USF employee, you can use GEMS Self Service to print your paycheck, request leave, review your benefits, update your address and personal information, etc. 

The eUSF Portal is a more secure port of entry into GEMS Self Service (and other USF business systems).  All regular line employees have access to the eUSF Portal.

In the past employees have used their GEMS ID to log into GEMS Self Service.  The University is in the process of shifting all employees from that old way to the new way -- accessing GEMS Self Service via the eUSF Portal.  If you are not yet using the portal, follow the instructions below to get started.

You can access the eUSF Portal on or off campus.  You can set it up to automatically log you in using your regular computer ID and password, so you won’t need separate passwords for different applications. 

How to get started:

You’ll find the link to the eUSF Portal throughout the USF website.  For example, on the “A-Z Index” the Portal link is just above the “Search” box.

Step by step instructions, links, frequently asked questions and help are on the ePortal homepage here.  There is a short on-line training that walks you through it here.   

To log in:  click on the eUSF Portal link and log in using your “domain name\regular computer ID” and “regular computer password” in this format:

USERID:  domainname\jsmith

PASSWORD:  enter your regular computer password

Don't know your domain name?  Click here for a list of most USF domain names.  Still can’t find it?  Email helpdesk@admin.usf.edu.

Set up automatic access to the Portal by following the step-by-step instructions here.

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