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Office of Human Resources

Department Representative Meetings

May 20, 2014


Meeting Agenda
Download Meeting Agenda (PDF format)

PowerPoint Presentation
Download Full PowerPoint Presentation (PowerPoint format)
Download Full PowerPoint Presentation (PDF format)

Meeting Video
Department Representative Meeting 05/20/2014

Q&A Session
Note: These Questions & Answers have been modified somewhat to fit the online format.

Q: Will health insurance premiums be going up this year?
A: Employee-paid premium rates will remain at their current levels for 2014. At this time, we do not know if the employer-paid premium rates will be changed. Once this information is available, we will forward it to all department representatives.
Q: How does supporting documentation for the Domestic Partnership Health Insurance Stipend work with the State of Florida?
A: Please see the HR website for additional information on the Domestic Partnership Health Insurance Stipend and the required documentation.
Employee Data Management
Q: Is the old Dual Comp Form acceptable?
A: No. Only the current version is acceptable. A suggestion would be to bookmark highly used forms from the HR website and keep them in a folder on your internet browser as opposed to saving them to your desktop in order to ensure the current version of the form is always used.
Q: I've been submitting Courtesy appointments months before the paid appointment paper is submitted. Can we now submit the paid appointment paperwork early, let the professor get access to email/BlackBoard, and then get paid based on funding dates?
A: Yes, for salaried faculty appointments (Regular, Research, Visiting), as long as the appointment is in OMNI, the new faculty member can gain access to email and BlackBoard ahead of their start date.
Q: Will there ever be ChartFields in HR?
A: ChartFields are still on a list of items to be addressed in OMNI HR.
Time & Labor
Q: As the Representative, when I need to approve time, I print the "needs Approval" OMNI screen and then approve. I then have the supervisor sign both pages. Is that a good way to help show that the employee's time is accurate and we're in compliance?
A: In a self-service department, you should first attempt to have the time approved by the immediate supervisor or the second level supervisor. In the event that both supervisors are unavailable, you can approve it on their behalf and maintain documentation of the supervisor authorizing the approval. The example above is appropriate documentation.
Q: If the group number is removed in Time & Labor, will the employees automatically show up under secondary level supervisors or does that have to be set up?
A: Yes, second level supervisors have access to approve second level employees. They can either search without a search criteria (no group ID) or by the employee's specific employee ID.
Q: Is there a possibility to have OPS OMNI timesheets default to elapsed instead of punch for those of us who use manager self-service? My Director has decided against moving to self-service time entry.
A: Directors and Deans that are hesitant to move to self-service should contact HR to address their concerns. The Office of Human Resources is here to help and assist departments in overcoming these hurdles. We do have the capability to change timesheet views, but would be reluctant to do so without hearing the department's concerns first.
Training & Organizational Development
Q: What sections of New Employee Orientation (NEO) do OPS employees need to complete?
A: OPS employees should complete the Benefits session designated for OPS. All other NEO sessions include information applicable to all employee classifications. If your department offers new employees the same training covered in an online NEO session (i.e. Sexual Harassment Training, Time and Labor Training) or if your OPS employee will never be dealing with records or utilizing email for business purposes (Records Management), the employee can indicate the individual NEO sessions that they do complete on the Certificate of Completion Form.
Q: Is Central HR tracking that the orientation is completed timely? How can a department keep track of employees completing the orientation?
A: All employees receive an immediate confirmation message when they submit the Certification of Completion successfully. The Office of Training and Organizational Development (TOD) receives and tracks all submitted NEO Certification of Completion Forms. Currently, non-OPS employees who have not completed NEO receive an email reminding them to do so. Questions regarding completion of NEO can be directed to the Office of Training and Organizational Development at 644-8724 or