HR Update; February 1, 2008
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- Changes in DOS Codes Effective January 2008
- Communicable Disease and Natural Disaster Preparation
- Expansion of the Family and Medical Leave Act (FMLA)
- AFSCME Rejects UC’s Proposal for Contract Extension
- Resolutions for 2008 - It’s not too late!
- UC Retirement Readiness Education Programs
Changes in DOS Codes Effective January 2008
In order to facilitate improved tracking and reporting capabilities, the Office of the President has undertaken a systemwide project to standardize the use of DOS codes across the UC system. This project involves: 1) the elimination of some existing DOS codes; 2) the creation of some new DOS codes; and 3) re-defining the appropriate utilization of some existing DOS codes.
Changes as the result of this DOS code project will be delivered to campuses on an ongoing basis over the next several months. We have received the first set of changes which our Controller’s Office has been instructed to implement effective January 2008. The Office of the President has indicated that it is not necessary to make changes to the EDB to correct currently assigned DOS codes but to implement the changes on a prospective basis. The changes effective January 2008 are indicated below. Utilization of these new DOS codes should begin immediately. If you have any questions, please contact Susan Wright, Human Resources, Manager, Compensation at .
NEW DOS CODES IMPLEMENTED JANUARY 2008
Housing Allowances:
EHA Employee Housing Allowance
Policy: Campus practice as approved by campus HR/Compensation
Purpose: Housing allowance for staff/academic as part of employment contract but not as a condition of employment (not part of Faculty Recruitment Allowance). Incentive used for recruiting purposes.
Taxability: Supplemental payment. Not for services.
Overtime: Not included in the calculation of the FLSA regular rate.
Retirement: Not included as covered compensation.
Housing Perquisites:
PRG Perquisite Memo Housing
Policy: Accounting Manual Chapter P-196-11
Purpose: Housing perquisite by addition for staff employees who are required to live on campus for the convenience of the University and the value of the perquisite is not included in salary base (e.g., resident assistants).
Taxability: Not subject; for services
Overtime: Included in the calculation of the FLSA regular rate.
Retirement: Included as covered compensation.
Stipends:
SAS Staff Administrative Stipend
Policy: Personnel Policies for Staff Members, Compensation, 30, Salary, March 1, 2002
Purpose: An administrative stipend for temporarily assigned responsibilities of a higher level position or other significant duties not part of the employee’ regular position
Taxability: Subject
Overtime: Included in the calculation of the FLSA regular rate.
Retirement: Included as covered compensation.
STP Academic Administrative Stipend
Policy: Personnel Policies for Academic Members, Compensation, 30, Salary, March 1, 2002.
NOTE: USAGE CHANGE FOR CURRENT DOS CODE
Purpose: An administrative stipend for temporarily assigned responsibilities of a higher level position or other significant duties not part of the employee’ regular position
Taxability: Subject
Overtime: Not applicable to Academics.
Retirement: Included as covered compensation
Comment: Campuses should use STP exclusively for Academic employees
Communicable Disease and Natural Disaster Preparation
Sooner or later it is possible, if not likely, that a communicable disease such as Avian Flu, or other natural disaster will impact UCSF. We have recently pulled together guidelines in the form of common questions and answers to help managers and employees in the event of a wide spread disaster or disease outbreak.
While every possible question can’t be anticipated, we are hopeful these guidelines will address many management and employee concerns. The guidelines can be found at the following link: http://ucsfhr.ucsf.edu/index.php/general/article/2295
Expansion of the Family and Medical Leave Act (FMLA)
On Monday, January 28, 2008, President Bush signed into law an expansion of the Family and Medical Leave Act (FMLA) which provides additional FMLA leave for military families. Specifically, the bill adds two new FMLA-qualifying events, expanding FMLA to include employees caring for an injured service member as well as family members who have a family member called to active duty.
Under the new law, FMLA-eligible employees will now be entitled to the following:
Family Leave Due to a Call to Active Duty—This benefit provides 12 workweeks of unpaid FMLA leave due to a spouse, son, daughter or parent being on active duty or having been notified of an impending call or order to active duty in the Armed Forces. Leave may be used for any “qualifying exigency” arising out of the servicemember’s current tour of active duty or because the servicemember is notified of an impending call to duty in support of a contingency operation.
Caregiver Leave for an Injured Servicemember—This benefit provides 26 workweeks of unpaid FMLA leave during a single 12-month period for a spouse, son, daughter, parent, or next of kin caring for a recovering service member. A recovering service member is defined as a member of the Armed Forces who suffered an injury or illness while on active-duty that may render the person unable to perform the duties of the member’s office, grade, rank or rating.
While the Department of Labor (DOL) will need to issue regulations to fully implement this new law, they have released guidance that indicates the caregiver provision of the law is effective as of January 28, 2008, but the call to active duty provision will not be effective until the Secretary of Labor issues final regulations defining “any qualifying exigency.”
Most of the provisions of the FMLA remain unchanged and will apply to these new types of FMLA leave, including employer coverage, employee eligibility requirements, health insurance continuation, and reinstatement rights. Further guidance regarding the application of paid leave while on these types of FMLA leave will be forthcoming from the Office of the President. In the meantime, departments are encouraged to contact their assigned Labor and Employee Relations Analysts if an employee requests leave for either of the above mentioned events.
AFSCME Rejects UC’s Proposal for Contract Extension
The University of California announced today (Jan. 30) that the American Federation of State, County and Municipal Employees union has rejected UC’s proposal to extend through June 2008 the current contract for UC’s more than 7,000 service employees.
The proposal would have provided for approximately $2.8 million in wage increases for employees in a variety of positions throughout the UC system.
“It’s unfortunate that AFSCME refused to accept the university’s most recent offer,” said Howard Pripas, UC’s executive director of labor relations. “Not only would the contract extension have helped the bargaining process, but it would have provided up to 13.5 percent in wage increases for certain employee titles on top of 4.5 percent across-the-board increases, and other previously-agreed-upon increases for this bargaining unit during this fiscal year (2007-08).”
UC has been bargaining with AFSCME over a new contract for UC service employees since October 2007. The previous agreement expired today. The five-month contract extension would have allowed further negotiation on a number of important issues still on the table, such as wages and health and retirement benefits.
AFSCME has filed a request for impasse with the Public Employment Relations Board; the university will respond to the union’s request next week.
Additional information about these negotiations is available at:
http://atyourservice.ucop.edu/employees/policies/labor_relations/index.html
For more news and information about the University of California: http://www.universityofcalifornia.edu
Resolutions for 2008 - It’s not too late!
Suggestions from HR/Benefits and Disability Management
Click here for a printable version of this document!
1. Check your Check - Check your January paycheck to see if you are enrolled in the “correct” benefits plans. If you changed medical plans during Open Enrollment, verify that the plan you selected is shown. Verify your FSA deductions if you are enrolled in HCRA or DCRA. Don’t let small mistakes become big problems.
2. Designate your Beneficiaries - Are your Beneficiary designations in order for your retirement, life insurance and retirement savings plans? Make sure they are up-to-date and current. To confirm your Beneficiary designations, log into your accounts on the At Your Service online website and the FITSCo website and review your current selections. You can make any changes to your current designations online.
3. Save on Supplemental Disability premium costs - You may be able to save monthly premium costs by reviewing your disability insurance to see if your current coverage continues to meet your family needs. If you have over 30 days of accrued sick leave or vacation credits, you may be able to increase your waiting period and reduce your monthly premiums. You may always extend your waiting time, but if you want to decrease it you will need to submit a Statement of Health. Use this handy calculator to determine what your new costs might be!
4. Reduce your Taxes! - You can reduce your taxes and save for retirement by taking advantage of tax-deferred savings opportunities. Review your accounts and take advantage of the many online planning tools available on the FITSCo website. Consider enrolling in a 403(b) and/or 457(b) plan and start saving for your retirement. You can contribute up to $15,500 pre-tax in each plan. If you are 50 years or older during the current tax year, you can contribute up to $20,500 pre-tax in each plan,
5. Know your HCRA/DCRA deadlines - Continue to submit eligible expenses towards your 2007 Health Care Reimbursement and 2007 Dependent Care Reimbursement flexible spending accounts through March 15, 2008. You must submit all 2007 receipts for reimbursement before June 15, 2008. More information about these accounts, including eligible/ineligible expenses can be found on the At Your Service website.
6. Ensure your Medical Plan ID cards are accurate - If you received a new medical plan card for 2008, check to ensure that your information is correct (including your PCP and Medical group if required by your plan). If anything is inaccurate, contact Customer Service for the medical plan.
7. Learn about your Behavioral Health benefits - Are you struggling with personal, family, and/or work stress issues? Behavioral Health benefits are now administered separately from your medical plan for most employees. You can learn more about United Behavioral Health benefits including a list of in-network providers and/or to get authorization for services. (You will need to log-in to the website using account number 11280.) UCSF also has an employee assistance program (Faculty and Staff Assistance Program) which provides confidential assessment, counseling, crisis intervention and referral services to faculty, staff, and healthcare professionals of the campus community.
8. Save on Medications - Utilize your medical plan’s prescription mail order provider for maintenance medications. Contact information is available here.
9. Be proactive about changes in family status - If you have a change in family status this year, remember to add any new dependents to your insurance plans within 31 days from the change in family status. Review your life insurance and disability plan to see if your current coverage still meets your family needs. To learn more about family status changes that affect benefit plans, please go to the At Your Service website.
10. Keep your work area free of clutter - Ensure that your work space is free of all hazards, for example stray computer cords and boxes. The area below your desk should allow you to comfortably place your legs and feet without obstruction.
11. Stretch and take breaks during the day - It is important to intermittently rotate your position while working. Build into your work day short stretch breaks.
12. Report any workplace hazards - If you see any visible workplace hazards take the time to report them immediately to the appropriate person. For example, this may include torn carpeting or water on the floor.
13. Review workplace safety procedures - Be informed of required safety procedures such as Emergency Evacuation plans, proper chemical handling, use of protective equipment and safe lifting techniques. Some of these are available on the EH&S website.
14. Promote a Supportive Work Environment - Work to create a positive work environment for yourself and others. University resources regarding a Supportive Work Environment can be found here.
15. Commit to Wellness - Learn more about UC Wellness Resources. Eligible employees and their family members can check out the StayWell website and complete the Heath Assessment questionnaire to receive a $75 gift certificate. Stay tuned for UCSF-specific Wellness programs.
UC Retirement Readiness Education Programs
Are you ready for retirement? Are your ducks all in a row?
Start to plan now-it’s never too early.
- UC Retirement Plan - UCRP
- UC Retirement Savings Plan - 403(b), 457(b), and DC Plans
Please pass this on to your colleagues, circulate invitations, post the actual schedules, or otherwise re-broadcast these weekly reminders about our valuable (FREE) education programs for faculty and staff. Bring your lunch; your questions; your spouse/partner. . .
- UC Retirement Plan (UCRP)-UC’s Defined Benefit Plan
- “The Features of UCRP”
- February 13, SFGH, Carr Auditorium, 12:00 p.m. - 1:00 p.m.
- Refer to these schedules for details and future workshops
- The Future of UCRP
- UC Retirement Savings Plans-the 403(b), 457(b) and DC Plans
- “Enrolling in Your UC Savings Program”
- February 4, Mount Zion, C - 126, 8:00 a.m. - 9:00 a.m.
- February 7, Laurel Heights, LHts - 376, 9:00 a.m. - 10:00 a.m.
- February 13, Mission Center, MCB - 126, 8:00 a.m. - 9:00 a.m.
- February 15, SFGH, Carr Auditorium, 8:00 a.m. - 9:00 a.m.
- “Determining Your Right Investment Strategy”
- February 4, Mount Zion, C - 126, 9:30 a.m. - 10:30 a.m.
- February 7, Laurel Heights, LHts - 376, 11:00 a.m. - 12:00 p.m.
- February 13, Mission Center, MCB - 126, 9:30 a.m. - 10:30 a.m.
- February 15, SFGH, Carr Auditorium, 10:00 a.m. - 11:00 a.m.
- “Achieving a Sound Retirement”
- February 15, SFGH, Carr Auditorium, 12:00 p.m. - 1:00 p.m.
- “Understand the How-to’s of FITSCo’s NetBenefits Website”
- February 4, Mount Zion, C - 126, 11:00 a.m. - 12:00 p.m.
- February 7, Laurel Heights, LHts - 376, 1:00 p.m. - 2:00 p.m.
- February 13, Mission Center, MCB - 126, 11:00 a.m. - 12:00 p.m.
- Refer to these schedules for details and future workshops
- Schedule one of these meetings for your department
- Focus on Your Future!
Usually there can be at least one (or more) workshop(s) per week scheduled at various UCSF locations around town. For more details and listings for upcoming scheduled presentations, please refer to our Workshops and Presentations Schedules menus found at our local UCSF HR/Benefits website.
Submit this survey and assist UC in developing new topics for Retirement Readiness.
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