| ||Front Cover|
| ||Table of Contents|
| ||TEAMS and USPS employee handbo...|
| ||Division of human resources|
| ||General information for TEAMS and...|
| ||About your employment|
| ||Conditions of employment|
| ||Job classification and reclass...|
| ||About your pay|
| ||Job progress|
| ||Career movement|
| ||Leave policy|
| ||University benefits|
| ||University retirement|
| ||Employee relations|
| ||Training and development|
| ||Employee recognition programs|
| ||Safety at work|
| ||Policies to know|
| ||Back Cover|
| Material Information
||University of Florida TEAMS and USPS employee handbook
||Division of Human Resources, University of Florida
||University of Florida -- Division of Human Resources
||University of Florida
||University of Florida. ( lcsh )
||North America -- United States of America -- Florida
| Record Information
||University of Florida
||University of Florida
||All rights reserved, Board of Trustees of the University of Florida
|Table of Contents
Table of Contents
TEAMS and USPS employee handbook
Division of human resources
General information for TEAMS and USPS employees
About your employment
Conditions of employment
Job classification and reclassification
About your pay
Training and development
Employee recognition programs
Safety at work
Policies to know
TEAMS and USPS Employee Handbook...................................... 5
Division of Human Resources
Director's Message ............................................... ............... 6
Keeping You Informed ............................................. ............. 7
Human Resources Advisory Committee....................................7
Your Feedback Is Important ..................................... ............ 7
W eb Site ....................................... .............. ........................ 7
Directory ...................................................... ........................ 7
General Information for TEAMS and USPS Employees
Pay Plans ................................................... ....................... 10
Pay ......................................................... ............ ............ 10
Paydays and Paychecks ........................................ ......... .. 10
Direct Deposit Requirement ................................... ............ 11
UF ID Cards and Numbers .................................... ............ 11
Parking Decals ................................................................ 12
Benefits Enrollment Appointment ........................................... 12
Continuous University Service .................................. ........... 13
Dual Careers .................................................................... 13
Dress Code ....................................... ................ ............... 13
UF Campus Directory ........................................... .......... ... 13
S U N C O M ............................................................................... 14
About Your Employment
Attendance ........................................................................ 15
Lunch ...................................................... .......................... 15
Rest Periods ...................................................................... 15
Working Hours ................................................................... 15
Outside Employment and Conflict of Interest ......................... 16
TEAMS Notice of Non-Reappointment ................................... 16
Notice of Voluntary Resignation ............................................ 17
Conditions of Employment
Non-Exempt and Exempt Status............................................ 18
Probationary Period and Status ............................................... 18
Time Worked ..................................................................... 18
Overtime Compensation ......................................... .......... .. 20
Regular Compensatory Leave .................................................. 21
Special Compensatory Leave .................................. ............ 22
Official University Travel ........................................ ........... .. 22
Job Classification and Reclassification
Classification ................................................ ..................... 23
Reclassification ........................................... ..................... 23
About Your Pay
Salary Increases ................................................. ....... ..... 24
Special Pay Increases ........................................... ...... ... 24
Bonus Pay................................................... ...................... 24
USPS and TEAMS Evaluations ............................................... 25
Job Titles and Qualifications ................................... .......... 26
Changing Positions .............................................. .......... .... 26
Career Counseling Sessions ................................... ........... 27
A Word about Reassignments and Demotions ....................... 27
Annual Leave ................................................ ..................... 28
TEAMS Employees' December Benefits................................ 29
Holidays .................................................... ........................ 29
Personal Holiday: USPS ........................................ .......... .. 30
Sick Leave ................................................... ...................... 30
Sick Leave Pool ................................................. ....... ..... 31
Extended Leaves of Absence/Family and Medical Leave Act...... 32
Family and Medical Leave Act (FMLA) ............................ 32
Permanent USPS Employees and TEAMS Employees ....... 33
Probationary USPS and TEAMS Employees and
TEAMS Exempt Employees on Initial Appointment ............. 34
Serious Health Condition (self or family) .......................... 35
Administrative Leave ............................................. ....... ... 37
Civil Disorder or Disaster ................................... .......... 37
Court, Jury Duty, or Witness ........................................... 38
Death in Immediate Family ............................................ 38
Disaster Volunteer .......................................... .......... ... 39
Florida National Guard Active State Service ..................... 39
Meetings and Conferences ............................................ 39
Natural Disasters ........................................... .......... ... 39
Short-Term Military Training ........................................... 39
Voting ................................................... ....................... 39
Compulsory Leave .......................................... .......... ... 40
M military Leave ........................................... ................... 40
Health Coverage.............................................................. 41
Spouse Program ............................................................. 42
Life Insurance .................................................................... 42
Supplemental Insurance Coverage ........................................... 43
Florida Flexible Benefits Plan .................................. ........... 44
Other Insurances ................................................. ............ 44
Qualifying Status Change Events ........................................... 45
Other Benefits ................................................................... 45
Florida Retirement System ..................................... .......... 47
Deferred Retirement Option Program (DROP) ........................ 48
Optional Retirement Program (ORP) ........................................ 48
Florida Retirement System Investment Plan .......................... 49
Tax-Deferred Annuities ........................................... ......... 49
LifePlans Programs ............................................. .......... .... 49
Human Resources Satellite Offices.......................................... 50
Employee Assistance Program (EAP) ................................... 50
Standards for Performance and Conduct: USPS .................... 50
Standards for Performance and Conduct: TEAMS .................. 51
Right of Appeal .................................................................. 52
Grievance Procedures ............................................ ......... 52
Layoff: USPS ..................................................................... 52
Layoff: TEAMS .................................................................. 52
Your Personnel File .............................................. .......... 53
Visa Status ................................................. ....................... 53
Training and Development
The Supervisory Challenge ..................................... ........... 54
Leadership Series .............................................................. 55
The Computer Challenge ........................................ .......... .. 55
General Training Programs ..................................... .......... 55
O office Retreats ................................... .................................... 56
Employee Education............................................. .......... 56
Higher Education Opportunity for Children
of Full-Time TEAMS Employees. ............................................. 56
GED Preparation Courses...................................... ......... 56
Online Computer Courses .................................... .......... .. 57
Employee Recognition Programs ........................................... 58
Safety at Work
Workers' Compensation ........................................ .......... .. 59
Fraud ....................................................... .......................... 60
What to Do If You Are Injured While Performing Your Job ........ 60
Modified Duty Program ......................................... .......... ... 61
Affirmative Action and Equal Opportunity Employment ............. 62
Reasonable Accommodation.................................................. 63
Identification of Special Needs ............................................ 64
Medical and Disabled Parking Information .............................. 64
G ator Lift..................................................... ....................... 64
Florida Relay Service ........................................... ........... ... 64
Policies to Know
Acceptable Use of Computing Resources Policy ................... 65
HIV/AIDS Policy ................................................. ....... ..... 65
Drug-Free Workplace Policy .................................. ............ 66
Fraudulent or Other Wrongful Acts Policy .............................. 67
Sexual Harassment Policy ..................................... .......... 68
Smoking Policy/Florida Clean IndoorAirAct .............................. 69
Software Copyright Policy .................................... .......... .. 69
W workplace Violence Policy ..................................... ........... 69
Health Insurance Portability and Accountability Act (HIPAA) ...... 70
TEAMS and USPS Employee Handbook
We are pleased to provide this TEAMS and USPS Employee Handbook. As
changes occur, we will promptly incorporate them into our online version of this
handbook, which may be found at . In the event of
differences between the printed and online versions, the online version should be
considered the most recent edition.
Academic personnel will want to refer to the Faculty Handbook furnished by the
Office of Institutional Research, found online at
Additional information about many sections of this handbook is provided in the
appropriate areas of the Division of Human Resources' web site at
. For example, the "Benefits of Employment" section of our site
lists current insurance premiums and gives more in-depth information.
While this handbook is designed to provide helpful information to employees, it is
not to be construed as an employment contract of any kind. The statements
contained in this handbook are intended to offer guidance but do not modify the
terms of employment.
The university, at its discretion, may change, delete, suspend, or discontinue any
or all parts of the policies in this handbook without prior notice. This handbook
does not modify state or federal laws nor does it serve as legal advice.
Should any portion of this handbook be found unenforceable and deemed invalid,
such finding shall not invalidate the entire handbook, but only the subject provision.
Please also consult the established University of Florida Rules (Chapter 6C1,
Florida Administrative Code) found online at
rules.htm>, your individual notice of appointment, and documents in your personnel
Other helpful resources for resolving questions regarding your employment status
include your supervisor and staff members of the Division of Human Resources.
Division of Human Resources
Dear TEAMS and USPS Employees:
The University of Florida is pleased to have you as a member of our community,
and we hope that you find your association with this institution to be an enriching
and engaging work experience. You represent the university in everything you do
and, therefore, are a critical link in our quest to provide educational excellence and
operational efficiency. You play an integral role in enabling the University of Florida
to carry on the tradition of excellence for which it is known.
This handbook was prepared by the Division of Human Resources to provide you
with answers to many of your questions about employment at the University of
Florida. It provides details about university policies and procedures; explains your
responsibilities as an employee; and provides a summary of benefits, opportunities,
and services available to you.
We invite you to share your questions and thoughts about work life at the Univer-
sity of Florida with us. The Division of Human Resources is concerned not only for
your well-being but also for the personal growth and professional development of all
employees in our community. Please feel free to call upon us if we can be of any
assistance to you.
We look forward to continuing to be responsive to your needs and committed to
your success. On behalf of the University of Florida, I offer my appreciation for your
service and dedication to quality, which make us one of the finest institutions in the
Larry T. Ellis
Director, Division of Human Resources
Keeping You Informed
In order to ensure that you have the information you need to do your job well and to
take advantage of the many benefits available to you as a University of Florida
employee, we are committed to communicating with you openly and regularly. As
such, we send information of immediate concern directly to you via mail or e-mail;
design notices and policy statements for posting on bulletin boards; and provide
memoranda that call attention to new or revised policies, practices, or procedures.
The Division of Human Resources also produces the InfoGator
infogator>, a monthly online news bulletin and semi-annually printed newsletter
designed to provide information about the university's human resources program,
training calendars that provide information about available programs, and other
publications designed with you in mind. Contact our Communications Coordinator
at 392-4626, 622-4626 (SC), or for more information.
Human Resources Advisory Committee
The Human Resources Advisory Committee enhances communication between the
university community and the Division of Human Resources. Charged with adding
insight into University of Florida personnel activity, the committee is composed of
faculty and staff from throughout campus.
Your Feedback Is Important
We continually strive to improve the service we provide to the university community
and encourage you to call or e-mail us with questions, suggestions, or concerns.
We regularly send out surveys to determine the areas where we are doing well and,
more importantly, where and how we may improve.
The address for our web site is . This site contains up-to-date
human resources information and news, downloadable forms, job vacancy listings,
training and development program descriptions, holiday information, links to
insurance and other benefits providers, and much more!
While an abbreviated directory is provided below, a directory of Division of Human
Resources staff members is provided in each section of the web site.
The TDD (Telecommunications Device for the Deaf) number for all areas of Division
of Human Resources is 1-800-955-8771.
PO Box 115000, 337 Stadium, 392-1075 phone, SC 622-1075, 392-5495 fax,
Larry T. Ellis, Director, firstname.lastname@example.org
Stuart Clarry, Computer Coordinator, email@example.com
Processing and Records
PO Box 115004, 429 Stadium, 392-1204 phone, SC 622-1204, 846-0668 fax,
Kate Burch, Manager, firstname.lastname@example.org
Employment-related and payroll paperwork, employment verifications, and name/
Central Employment Center
PO Box 115002, 4th Floor Stadium, 392-4621 phone, SC 622-4621, 392-7094 fax,
Jennifer Curtis, Assistant Director, email@example.com
Melissa Curry, Employment Manager, firstname.lastname@example.org
Recruitment and hiring procedures for USPS and TEAMS employees, information
for new and internal applicants, career counseling sessions, ACCESS, and the
Position Vacancy Announcement (PVA) system.
Classification and Compensation
PO Box 115001, 326 Stadium, 392-1213 phone, SC 622-1213, 392-3203 fax,
Kris Pagenkopf, Manager, email@example.com
Position descriptions, position reclassifications, special pay increases, bonus pay,
additional university employment, and perquisites.
PO Box 115003, 432A Stadium, 392-1072 phone, SC 622-1072,392-7991 fax,
Kim Czaplewski, Assistant Director, firstname.lastname@example.org
Employee grievances, performance appraisals, Workers'/Unemployment Compen-
sation/Commercial Motor Vehicle Operator Drug Testing Program, disciplinary
actions, and the human resources satellite offices.
Education and General/Auxiliary HR Satellite Office
PO Box 118505, B-71 Reitz Union, 392-6615 phone, SC 622-6615, 392-1726 fax
Jennifer Hartman, Manager, email@example.com
Health Science Center HR Satellite Office
PO Box 100346, Room H-8, 392-3786 phone, SC 622-3786, 392-3798 fax
Lisa Hodges, Manager, firstname.lastname@example.org
IFAS HR Satellite Office
PO Box 110281, 2038 McCarty, 392-4777 phone, SC 622-4777, 392-3226 fax
Jo Ann Davis, Manager, email@example.com
Physical Plant Division HR Satellite Office
PO Box 117700, Room 106, Bldg. 702, 392-2333 phone, SC 622-2333, 846-2043
Sherry Larson, Manager, firstname.lastname@example.org
Workers'/Unemployment Compensation/CMVO Drug Testing
PO Box 115008, 433A Stadium, 392-4940 phone, SC 622-4940, 392-8329 fax,
Henry Zunker, Manager, email@example.com
Training and Development
PO Box 115006, 317 Stadium, 392-4626 phone, SC 622-4626, 392-1055 fax,
Jodi Gentry, Assistant Director, firstname.lastname@example.org
Bryan Garey, Training Manager, email@example.com
Personal and professional development courses, Employee Education Program,
GED and literary education, and employee recognition and awards programs.
Betsy Spain, Interim Communications Coordinator, firstname.lastname@example.org
Web site, InfoGator, publications for Division of Human Resources including
training calendars, brochures, and programs.
Central Leave Administration
PO Box 115001, 323 Stadium, 392-5732 phone, SC 622-5732, 846-3058 fax,
Susan Bragg, Manager, email@example.com
The Central Leave System, time-worked rules, time card/time slip questions,
holiday pay, leaves of absence, and the Sick Leave Pool.
PO Box 115007, 422 Stadium, 392-1225 phone, SC 622-1225, 392-5166 fax,
Jessie Meeks, Assistant Director, firstname.lastname@example.org
Shannon Williams, Manager, email@example.com
Insurance-related activities and special events such as discounted tickets to
PO Box 115005, 419 Stadium, 392-4941 phone, SC 622-4941, 392-5166 fax,
Joanne Dice, Assistant Director, firstname.lastname@example.org
John Martin, Manager, email@example.com
University retirement programs, retirement planning, and tax-sheltered annuities.
UF Bridges Project
PO Box 113359, 201 SE 2nd Avenue, Suite 215
Bob Willits, Associate Director, Division of Human Resources, 316-6927 phone,
Steve Wing, Assistant Director, Classification and Compensation, 316-6928 phone,
General Information for
TEAMS and USPS Employees
The University of Florida assigns line positions to one of three pay plans-Aca-
demic Personnel; Technical, Executive, Administrative, and Managerial Support
(TEAMS); or University Support Personnel System (USPS). USPS employees
include only those hired prior to January 7, 2003, who have not elected to move to
Positions within these pay plans are monitored by the University of Florida Board of
Trustees and are intended to fulfill and reflect the varying needs of an academic
setting. The University of Florida currently has approximately 7,000 staff members
and 4,000 academic personnel.
University of Florida appointments like yours are defined in a variety of ways. One
common term known as full-time equivalency, or FTE, is used to show the effort
required to fulfill your employment appointment.
If you are hired to work 100 percent of the normal or standard workweek (a full-time
position), you will have an appointment of 1.0 FTE. Appointments of less than 100
percent of a standard workweek will be assigned a figure of less than 1.0 FTE. For
example, if you are employed by our university to work 20 hours each workweek,
you will have a halftime appointment, or be employed at .50 FTE.
Throughout this handbook, you will see references to FTE with respect to certain
benefits. Please see your supervisor if you have questions about this aspect of
your employment at the University of Florida.
Your pay is determined primarily by the class title assigned to your position as well
as your overall and specific job performance as assessed by the university. If you
meet all of the minimum training, work experience, and education requirements of
the position at the time you are hired, you are eligible to receive at least the
minimum of the salary range for that position.
If you have training and experience that exceed the minimum requirements and the
hiring department has the available budget, you may receive a starting salary above
the minimum of the pay grade.
Paydays and Paychecks
All university employees are paid on a biweekly basis. Provided you complete
payroll sign-up prior to the payroll closing deadline, you should receive your first
paycheck on the second payday following your initial date of employment and
every other Friday thereafter.
Pay distribution slips that list any deductions from your pay (or paychecks if you
have not yet enrolled in the Direct Deposit Program) are distributed in your depart-
ment or at a location near your workstation. Your supervisor will tell you where to
pick up your check/confirmation or whether it will be brought to you.
In addition to your paycheck/confirmation, you will receive a leave status report,
which provides information about your leave accrual.
All employees have federal income tax and social security tax deducted each pay
period. Other deductions may be made at your request for items such as various
insurance plans, tax-sheltered annuities, and contributions to the community fund-
USPS employees are paid either an hourly rate (non-exempt) or a biweekly
rate (exempt) depending upon their classification.
TEAMS employees are paid an hourly rate (non-exempt) or an annual rate
(exempt) of pay. Biweekly rates for annual salaried employees are calcu-
lated by dividing their annual rate by 26.1 (the number of paydays in a
Your biweekly take-home pay can sometimes vary because of various
types of deductions and reductions required or authorized. For example,
your health insurance deduction is taken only 24 times a year, but you are
paid at least 26 times a year. Therefore, at least two of your paychecks will
be larger because of the absence of that deduction.
Direct Deposit Requirement
All TEAMS and USPS employees are required by Florida Statutes to participate in
the Direct Deposit Program as a condition of employment. To comply, you have 30
days from your date of hire to submit a Direct Deposit Authorization form to the
State Comptroller's Office in Tallahassee. While Direct Deposit Authorization forms
are distributed in new employee orientation, you also may obtain one by visiting our
web site at , stopping by your human resources
satellite office, or contacting Processing and Records at 392-1204, 622-1204 (SC),
Individuals who are employed by UF after having worked at another state agency or
UF department, who change from one pay plan to another, or are a re-employed
retiree do not need to complete this form if they currently participate in the Direct
UFID Cards and Numbers
The UFID card is the official picture ID card of the University of Florida and is
required for all students, academic personnel, and staff. The card costs $10, and
replacement cards are $15. Generally, an employee's department will pay for the
first card. If you lose your UFID card, call ID Card Services at 392-UFID to have it
To receive your UFID card, please bring photo identification and a completed photo
authorization form obtained from your department to ID Card Services, located on
the ground floor of the HUB, near the bookstore and the food court. Regular
operating hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. For more
information, please contact ID Card Services at 392-UFID or visit its web site at
Employees located in the Health Science Center may obtain their ID cards from
Bioengineering located on the ground floor in room DG22. Appointments are
required. Bioengineering is open Tuesdays from 8 a.m. to 12 noon and Thursdays
from 12:30 to 3:30 p.m. and may be contacted at 392-2603.
Along with the UFID Card, you also will be issued an eight-digit UFID number. This
UFID is used as the primary way to identify you in virtually all university records
and transactions. Like a social security number, the UFID number is unique to
each person, and each person has only one number. Once it is assigned to you,
please memorize or keep the number handy. To learn more about the UFID
number, visit .
Transportation and Parking Services is responsible for the regulation of vehicles for
academic personnel, staff, students, and commercial organizations. It issues
parking decals, processes parking fines and appeals, manages the Health Science
Center visitor parking facility, and maintains parking lots and signs.
Decals or permits are required for all vehicles, including mopeds and motorcycles,
in order to park on campus between 7:30 a.m. and 4:30 p.m., Monday through
Friday. Decals may be purchased at the Decal Office located at the corner of
North-South Drive and Mowry Road. Office hours are 8:00 a.m. to 4:30 p.m.,
Monday through Friday. Academic personnel and staff may have the cost of their
decal payroll deducted from each paycheck. For a list of decal options and prices
as well as information about the university's car pool program and bus service, visit
Transportation and Parking Services' web site at or call 392-
Benefits Enrollment Appointment
All new Academic Personnel and TEAMS employees have the opportunity to meet
with a benefits representative to enroll in state and university benefits (see the
"University Benefits" section of this handbook for details). Information and bro-
chures about available insurance plans are provided to you at New Employee
Orientation. Benefit enrollments are offered at the main benefits office located at
the stadium as well as in the Health Science Center, IFAS, and Physical Plant
Division human resources satellite offices. Please see the directory located in the
front of this handbook for phone numbers and locations.
Continuous University Service
Continuous university service for USPS and TEAMS employees will have been
preserved if you left employment, then were reemployed by the University of Florida
within 100 days, with all attending benefits, leave accrual, etc. USPS employees
who leave employment will be rehired as TEAMS employees. Please contact
Processing and Records at 392-1204, 622-1204 (SC), or
firstname.lastname@example.org> to ensure you are credited for continuous state service. Please
contact University Benefits at 392-1225, 622-1225 (SC), or to
ensure your coverage under the state of Florida group health and life insurance
policies continues uninterrupted.
If you have previous state service, please be sure to read the "Florida Retirement
System" section of this handbook.
We understand that a transition to another place of employment for one individual
can affect the career of another. Because of that, we would be pleased to provide
any member of your household with information about career opportunities at the
University of Florida. If you are interested in finding out about this service, please
contact the Central Employment Center at 392-4621, 622-4621 (SC), or
. You may also visit the "Job Opportunities" section of our
While the University of Florida does not have a specific dress code, it is clearly
expected that all employees will dress professionally and in a manner consistent
with the university's public agency corporate environment. It may be appropriate for
certain university departments to develop their own dress codes consistent with the
university's public interests. Any dress code established by a university department
should be enforced consistently within that working environment. Please see your
supervisor about what type of dress is appropriate for your work area.
UF Campus Directory
Every year the University of Florida publishes a directory of the office and home
addresses and phone numbers for university students, academic personnel, and
staff. The directory also includes an academic calendar, information about campus
facilities, departmental directories, and other pertinent campus information. This
same information, including e-mail addresses, also may be accessed by clicking
on "Phonebook" located at the top of UF's home page at .
In the event you wish to change your telephone number and/or address or mark
your record as "private" in the employee section of the directory, please visit UF's
home page at and click on the "Admin Menu." You must login with
your GatorLink ID and password to change your information. A W-4 must also be
submitted to Processing and Records, PO Box 115004, 429 Stadium. Contact
Processing and Records at 392-1204, 622-1204 (SC), or
email@example.com> with questions.
The state of Florida's private, long-distance telephone network is called SUNCOM,
or SC, which serves state of Florida governmental agencies, political subdivisions,
municipalities, and qualified nonprofit corporations. This network is considerably
less expensive than commercial long-distance networks and always should be
used when placing long-distance state business calls. Personal long-distance calls
are not authorized on SC, and audits are made of telephone statements. Individuals
making personal long-distance calls from state facilities will be subject to appli-
cable legal sanctions. Your immediate supervisor will be able to supply you with a
State of Florida Telephone Directory, in which you can find SC dialing instructions.
See our directory in the front of this handbook for Division of Human Resources' SC
About Your Employment
When an employee is hired at the University of Florida, he or she accepts the
responsibility to work every scheduled day. As a general rule, you will be consid-
ered excessively absent if you reach or exceed your department's guidelines for
attendance. Management has the discretion to determine the facts of a specific
situation, taking into consideration any extenuating circumstances.
If you must be unavoidably absent from your job (that is, other than planned
vacations or personal business times that have been approved in advance), it is
your responsibility to let your supervisor know as soon as possible on the first day
of absence why you must be absent and when you expect to return. If your antici-
pated return date changes, keep your supervisor informed.
Please note: A USPS or TEAMS employee who is absent without authorization for
three or more consecutive workdays may be considered to have abandoned his or
her position and to have resigned from the university.
Your lunch break is set by your supervisor. Employees at the university work a
variety of schedules and are permitted varying amounts of time for lunch depending
upon their regular working schedule. For example, if you work from 8 a.m. to 5
p.m., Monday through Friday, you typically will be scheduled for a one-hour lunch
break. If, on the other hand, you work from 8 a.m. to 4:30 p.m., Monday through
Friday, you typically will be provided a half-hour lunch period.
We recognize that employees work better and enjoy their work more when they are
rested and refreshed. During each four hours that you work, you are permitted a 15-
minute rest period whenever possible. During this period, we encourage you to
leave your workstation and relax. Your supervisor will advise you of particular
arrangements necessary for breaks in your department. Rest-period time may not
be accumulated for later use-that is, to extend your lunch hour, arrive late, or
leave early. You also may not combine breaks to allow a half-hour break during an
For full-time employees, the university's normal work schedule is a five-day, 40-
hour week. Most of our employees work this schedule with minor variations.
Employees who work less than full-time will work the number of hours proportional
to their FTEs. Where we must maintain continuous operation, additional work shifts
You must obtain your supervisor's approval in advance for any variations to your
normal schedule. Your supervisor will keep you informed of your work schedule
should there be any change from what was assigned originally. Any approved
adjustment in a work schedule (to make up time missed during regular working
hours or to offset working beyond the regular workday when the 40-hour week must
be maintained) should be arranged within the affected workweek.
For payroll purposes, including overtime accrual issues for non-exempt employees,
the university's workweek ends on Thursdays at 12 midnight.
Outside Employment and Conflict of Interest
As a UF employee you may be permitted to engage in outside employment/
activities that do not pose a conflict of interest if such employment/activities are
properly disclosed and approved by the university. Because of this, you will need to
review potential conflicts with and secure approval from your supervisor before
beginning any such outside employment or activity.
TEAMS employees must complete an outside activities report as part of this
approval process; USPS employees need supervisory permission to engage in
outside employment or activity. Documentation of this permission for USPS
employees may be informal, except in the event a question or appearance of
conflict of interest should arise. In these instances, an outside activities report
must be completed prior to beginning the outside employment or activity.
All TEAMS and USPS employees must complete form OAA-GA-L-267 to secure
university approval if they wish to use university equipment, facilities, or services in
connection with outside employment or activity. You may be charged for this use
as determined by your department chair or director along with the appropriate dean
and/or vice president.
All forms related to outside employment are available from your human resources
satellite office and online at .
University employees engaging in additional employment within the university
require formal review and approval using the HR-600, "Request forApproval of
Additional University Employment" form. For details, please contact Classification
and Compensation at 392-1213, 622-1213 (SC), or .
TEAMS Notice of Non-Reappointment
TEAMS employees may be issued a Notice of Non-Reappointment (i.e., may be
non-renewed) at any time. The decision not to issue another appointment of
employment is not a "termination" for misconduct and therefore does not require
"just cause" to support the decision. The non-reappointment process is governed
by university rules.
Employees provided a written notice of non-reappointment generally have the right
to six months of employment or the end of their contracts, whichever is greater,
from the date of the notice if they have one or more years of service (or three
months of employment or the end of their contracts, whichever is greater, with less
than one year of service). Any employee may be terminated from employment at
any time if he or she has engaged in misconduct or is unable to perform the
essential functions of his or her position. Such "just cause" terminations are
governed by university rules. Any employee may be laid off at any time for legiti-
mate layoff reasons pursuant to university rules.
Notice of Voluntary Resignation
While we hope your employment with the University of Florida is positive and
lasting, should you plan to resign voluntarily university policy asks that you give as
much notice as possible. To help ensure you remain eligible for rehire consideration
at the University of Florida, non-exempt employees who voluntarily resign should
give their departments at least two weeks' notice. Exempt employees should give
their departments one month's notice. Employees who resign normally must wait
100 days before reapplying for University of Florida employment.
Conditions of Employment
Non-Exempt and Exempt Status
Classification titles are designated as either non-exempt or exempt for overtime
payment eligibility under the Fair Labor Standards Act. Non-exempt employees
(time card) are eligible for overtime compensation while exempt employees, whose
duties usually are executive, professional, or administrative, are not eligible for
Probationary Period and Status
Non-exempt TEAMS employees serve a six-month probationary period upon hire at
the University of Florida, unless their probationary periods are extended (in which
case, their probationary periods could be extended to last up to one year). Exempt
TEAMS employees' initial appointments at UF are typically for six months. After
successfully completing their probationary period or initial appointments, TEAMS
employees are issued annual appointments, including upon promotion, reassign-
ment, or demotion.
Please note that USPS and non-exempt TEAMS employees in law enforcement
classes complete a 12-month probationary period.
If an employee is dismissed during the probationary period, he or she does not
have rights to appeal the dismissal. In light of this, it is important for you to get
feedback from your supervisor while you are in your probationary period. Should
you be dismissed during your probationary period, you may not be eligible for re-
employment with the university.
Non-exempt and exempt USPS employees serve probationary periods upon
promotion, reassignment, or demotion to a classification in which they do not hold
Each supervisor is responsible for ensuring that the following time-worked rules be
1. Non-exempt employees must account daily for all hours in the workweek, as
each starting and stopping time occurs, on time cards.
Time card example
i0,.V'Yi .. oOO -o~o |-o 44oo7o 645EO. O7 ,iOO ,O 03/2 0o3 ,ooA Oc-OO,
1STWEEK 2NDWEEK E-ato Hn H1O. S 0M0 O UoS MI
SF Sat Sun Mon o Tuoes w d Thu. F Satl | Sun Mon Tues | w .n T|.u 000 2 O P o OC
S I'l i i 0 1 ta IFI 1o 1 1o i t11C co vo ac00 o vi (H) a 0
o 1 ou 12m A 0 0 1, .. 1., 3s
4i 9 O t I I I S!ov (9) D 7 4 ,
oT l I I I I 8o, I I I I I I |e c... l. (scuI 7
U n iv e rs ity o f F lo rid a TOTAL e.n u T .... .. .- '. ,! e
Included Employee Time Card PAY
Exempt USPS employees may account for all hours in the workweek on time-
worked records (usually called time slips) based on total hours per day of work,
leave, or holiday time. Use of this form is optional (at the supervisor's discre-
tion) with the following exception: the time slip is required for workweeks
when an exempt USPS employee works more than 40 hours (thus, earning
regular compensatory leave) or for workweeks when special compensatory
leave is earned. Exempt TEAMS employees typically do not complete time-
Time slip example
University of Florida
Excluded USPS Employee's Time Record
Department sRCK- 2Cj Sa li LIrl4JvI ee VCL LE Pay Period Ending 03/15/0(
Employee's Name Tt F_. epoij t Pd UFID COO -C0
Record total hours worked or total hours covered by paid leave per day to the nearest quarter hour. Indicate type of leave
used each day.
Weekly PaPeriod Fri Sat Sun Mon Tues Wed Thur Leave Worked Total
T2aio to. :/O I S I 1 1 I H I 3 1 S 1 8 a I40
Iy7/o3 toy/1l5 g I | 8 8 I 0 I 401 40 |
I certify that the above hours are correct:
Employee's Signature 1(/Jlt F5 Ci^ L Comp. Hrs. Eamed
I certify that overtime ws required and I approve the regular compensatory time earned as shown:
Supervisor's Signaturey .- O l _
At the end of each pay period, please submit completed forms to Individual in your area responsible for leave record
2. Non-exempt employee time cards are to be signed by the employee and
approved and signed by the appropriate supervisor. Exempt USPS employee
time slips are signed by the employee and, in the event approval of compensa-
tory leave credit is involved, also by his or her supervisor. (Some supervisors
choose to sign their employees' time records regardless of whether compensa-
tory leave hours have been earned.)
Departments may wish to establish internal procedures to document supervi-
sory/employee relationships for purposes of time-record management and
3. In computing the workweek, time off charged to any type of leave or holiday is
not considered to be hours worked for purposes of overtime pay.
4. Regardless of the amount of leave originally approved for an employee to use
(including some types of administrative leave) an employee only may be
charged with or granted the amount of paid leave necessary to bring the
employee to his or her normal workweek not to exceed 40 hours. See the
"Leave Policies" section of this handbook for details about administrative leave.
5. Non-exempt employees are encouraged to leave their workstations during their
regularly scheduled lunch periods.
6. Non-exempt employees should not begin work before the established starting
time nor should they work beyond the established quitting time unless specifi-
cally authorized by their supervisors. University of Florida policy prescribes that
supervisors be present during their employees' working hours so that they may
verify hours worked.
7. USPS and non-exempt TEAMS employees may not take work home from the
workstations to be completed after hours unless allowed under the university's
alternate work location policy. See DHR's web site at for
information about this policy.
8. Employees who falsify any type of university document, including time-worked
cards, applications for leave, etc., shall be subject to dismissal.
Because the university operates on a set budget each fiscal year, overtime worked
by non-exempt employees (time card) is limited to emergency situations or pre-
planned and approved overtime for peak work periods.
Overtime is defined as work that is required beyond 40 hours in the workweek.
Non-exempt employees who work in excess of 40 hours may be compensated by
cash payment or by being credited with up to 120 hours of overtime compensatory
leave. Cash payment for purposes of overtime compensation is on the basis of one
and one-half times an employee's regular hourly rate of pay for each hour of
Supervisors are encouraged to make a reasonable effort, based on department
needs and mutual agreement, to allow employees to state a preference between
overtime compensatory leave and cash payment. If agreement cannot be reached,
then overtime compensation must be in the form of a cash payment.
Should an employee be compensated with overtime compensatory leave as an
alternative to payment, he or she may be credited with up to 120 hours of overtime
compensatory leave-that is, 80 hours of overtime worked on the basis of one and
one-half hours of leave for each hour worked. Please note that the actual number of
hours worked is entered on the employee's time card. The conversion to one and
one-half is processed automatically by the university's payroll system. Upon
reaching the 120-hour limit of overtime compensatory leave, employees must either
receive cash for additional hours of overtime worked or use accrued overtime
compensatory leave before receiving further overtime compensatory leave credits.
The University of Florida's overtime policy encourages employees to use overtime
compensatory leave as soon as possible after it is earned. For payroll purposes,
overtime may not be projected in the second workweek of the pay period.
When employees reassign, promote, or demote from their budgetary units, as
defined by the appropriate vice president/designee, their overtime compensatory
leave credits must be cashed out before the effective dates of their new positions.
The appropriate vice president/designee also may elect to cash out all overtime
compensatory leave credits when employees transfer within their budgetary units.
In addition, all overtime compensatory leave credits typically must be taken as
leave time or be cashed out prior to any scheduled salary increases. Unused
overtime compensatory leave credits also must be taken as leave time or be
cashed out prior to the end of each fiscal year. This cash out will be automatic and
will occur in May or June. Payroll will advise departments several weeks before the
"cash out" payday.
Please direct questions about overtime compensation to Central Leave Administra-
tion at 392-5732, 622-5732 (SC), or .
Regular Compensatory Leave
Full-time exempt USPS employees who are required to work more than 40 hours in
a workweek are eligible to earn regular compensatory leave on an hour-for-hour
basis. Exempt TEAMS employees are not eligible for regular compensatory leave.
With supervisory approval, an exempt TEAMS employee may adjust his or her
workweek to take equivalent time off for hours worked in excess of the employee's
Part-time exempt USPS employees who are required to work more than their FTE
are eligible to earn regular compensatory leave on an hour-for-hour basis. No
employee typically shall be allowed to accrue more than 120 hours of such regular
compensatory leave credits-although in unusual circumstances exceptions to this
limit may be requested.
No payment for unused regular compensatory leave credits is permitted when
exempt employees separate from the university, transfer out of the USPS, or
transfer to another state agency. However, when an employee moves from a
university position eligible to accrue regular compensatory leave to an ineligible
university position (for example, from an exempt USPS position to an exempt
TEAMS position), he or she may retain his or her accrued regular compensatory
leave but must use it before using any annual leave. Requests for use of earned
regular compensatory leave should be handled in the same manner as requests to
use accrued annual leave.
Special Compensatory Leave
Because this leave typically may be accrued only in a workweek where an official
state of Florida holiday has occurred, please see the "Holidays" section of this
handbook for details.
Official University Travel
Travel to and from an employee's home to the employee's regularly assigned
headquarters cannot be counted as hours worked. If a USPS or non-exempt
TEAMS employee is called back to work after his or her scheduled hours of work
for the day, the employee should be credited with actual time worked, including
time to and from the employee's home to the assigned work location or a minimum
of two hours of work-whichever is greater.
If an employee is required as a result of University of Florida employment to attend
a meeting or conference, or otherwise work at an out-of-town location, such
attendance or work, including travel time to out-of-town meetings, conferences, and
work locations, whether or not such travel occurs during the employee's normal
work schedule, is considered time worked. Please discuss specific situations with
Central Leave Administration at 392-5732, 622-5732 (SC), or
When a non-exempt (time card) employee is in official travel status, time spent in
travel may result in total hours for the week exceeding 40, in which case the
employee is in overtime status and must be compensated according to standard
Please contact Classification and Compensation at 392-1213, 622-1213 (SC), or
Job Classification and Reclassification
The basic principle of position classification is that positions similar in duties and
responsibilities should be grouped together in a common category. The purposes of
a classification system include the following:
To maintain an "equal pay for equal work" policy, thus avoiding inequitable
treatment of employees by assuring positions requiring similar tasks and
duties are grouped and classified together.
To aid in recruitment by establishing meaningful qualification requirements.
To provide a base of common understanding in human resources adminis-
tration through a system of class titles.
To aid in clarifying and improving organizational structure.
To facilitate better employee-management relations.
To facilitate administration of funds allocated for wages and salaries in an
Position classification is based on the duties and responsibilities of the job and not
on the qualifications held by an applicant or incumbent.
If it is believed the duties and responsibilities of a position have changed sufficiently
to warrant a new classification, a request for a reclassification study may be made
by the supervisor or department chairperson through administrative channels to
Classification and Compensation at 392-1213, 622-1213 (SC), or
. The basis of the review will be a position description revised
by the department to reflect the changes in duties.
This study will determine whether the position should be placed in a higher, lower,
or otherwise different classification. An actual change in the level of difficulty,
responsibility, or nature of a job is necessary and must be demonstrated to warrant
the reclassification of a position. "Long and faithful service," "excellent job perfor-
mance," or "increased volume of work" cannot be considered as determining factors
for a reclassification action.
About Your Pay
Salary increases for USPS and TEAMS employees will be made in accordance
with the guidelines issued by the President and the UF Board of Trustees.
Special Pay Increases
Special pay increases may be awarded to TEAMS and USPS employees based on
availability of funding. Such increases may be justified using any of the following
categories: increased responsibilities, market conditions, countering offers from
employers outside of UF, salary compression or inversion, sustained superior
performance, or salary disparity. There is no limit on the amount of the increase
within the salary range. For exceptional circumstances, please contact Classifica-
tion and Compensation regarding possible flexibility in the maximum increase
Initiated at the supervisory level, this type of increase must be reviewed and
approved by the appropriate vice president or designee. Questions may be directed
to Classification and Compensation at 392-1213, 622-1213 (SC),
, or your human resources satellite office.
Bonus payments may be provided to TEAMS and USPS employees based on
availability of funding. Such bonus payments may be justified due to completion of
special projects or enhanced productivity.
Bonus pay is a one-time, lump-sum payment.
Initiated at the supervisory level, bonus payments must be reviewed and approved
by the appropriate vice president or designee. Questions may be directed to
Classification and Compensation at 392-1213, 622-1213 (SC),
, or your human resources satellite office.
USPS and TEAMS Evaluations
So that you may obtain essential information about your work performance,
university policy requires that employees with more than six months of service be
formally evaluated by their supervisors on an annual basis.
Depending upon your status-non-exempt or exempt, USPS or TEAMS-your
performance evaluation may be a form or a narrative written by your immediate
supervisor. Generally, this evaluation addresses the past 6 or 12 months of work
performance as related to the specific duties of your position description, any
special assignments that you may have performed, and the direction of upcoming
goals and timetables. The appraisal period should be designated on the evaluation.
Once your supervisor has reviewed the evaluation with you and both of you have
signed it, your supervisor should forward a copy of the evaluation to Employee
Relations. You should be given the original for your records.
If you have questions about performance evaluations, please contact Employee
Relations at 392-1072,622-1072 (SC), or .
Job Titles and Qualifications
As briefly mentioned in the "Pay" section of this handbook, all positions at the
University of Florida have minimum qualifications that require varying levels of
training, work experience, and education. In addition to these minimum require-
ments, departments frequently have special requirements for their particular
It is possible to meet minimum qualifications for more than one job title. For
instance, you may meet the qualifications for a senior biological scientist, which
means you also meet the qualifications for a biological scientist. You also may
have completed more than one kind of training or experience such that you might
additionally qualify for a chemist position.
Some TEAMS positions require a bachelor's degree and a minimum of two years
experience or a master's degree. However, these positions also may require other
types of specialized experience based on departmental need.
Please direct questions concerning qualifications to the Central Employment
Center at 392-4621, 622-4621 (SC), or . Questions about
job titles may be directed to Classification and Compensation at 392-1213, 622-
1213 (SC), or .
If you are a USPS employee who has successfully completed your probationary
period or a TEAMS employee who has successfully completed six months in your
current position, you may apply for positions outside your department. As a USPS
employee, you must serve a six-month probationary period each time you change
titles. Non-exempt TEAMS employees are required to serve only one six-month
probationary period upon initial hire. If your position is reclassified, you may seek
other opportunities upon completing a total of six months of satisfactory service in
your current department.
Promotions, reassignments, or demotions are not allowed if the employee receives
a below rating on his or her last performance appraisal. Also, an employee who has
received a written reprimand or who has been suspended is not eligible for other
university employment opportunities until six months of satisfactory service have
followed such discipline.
In the event a USPS employee accepts a TEAMS-only position or elects to enroll
in TEAMS, there is no option for him or her to transfer back to USPS.
Detailed application instructions, materials, and pay rules are available on the
Division of Human Resources' web site at , under the "Current
Employees" section of "Job Opportunities."
Career Counseling Sessions
The Division of Human Resources' Central Employment Center and most human
resources satellite offices offer one career counseling session per year to USPS
and TEAMS employees who are interested in moving to other University of Florida
During this session, job credentials, opportunities for advancement, and the
University of Florida's promotion/reassignment/demotion policy will be discussed.
Qualifications for the desired position classifications) and education and work
histories listed in our computer database also will be reviewed. If you are not
competitive for a classification in which you are interested, ways to achieve your
goals will be suggested and discussed. This individualized attention provides you
with a realistic preview of career opportunities at the University of Florida.
To schedule a career counseling session, simply call your human resources
satellite office or Central Employment. An employment counselor will be glad to set
up a counseling session.
A Word About Reassignments and Demotions
When most of us think about changing positions, typically we envision receiving a
promotion. Depending on your career goals, however, there may be times when a
reassignment or demotion is an appropriate move to make.
A reassignment is a move to a job that is in the same classification (job title) as
your present job or in a different classification but the same pay grade. Applications
for reassignment are appropriate when you are interested in moving to another area
or when your background could be put to better use in a different type of work.
Reassignments within a department may be made at the discretion of manage-
A voluntary demotion also may be an alternative for you when considering career
options at the University of Florida. A demotion occurs when an employee moves
from a position in one classification to a position in another classification that has a
lower pay grade.
Employees may receive higher salaries upon reassignment but not upon demotion.
USPS and TEAMS employees earn time off for vacations or personal business
through our annual leave policy. Annual leave is earned each pay period and is
credited to you on the last day of that pay period. There is no waiting period for
using annual leave. USPS and TEAMS employees may use it while probationary,
and exempt TEAMS employees may use it during their first six months of employ-
ment, pending supervisory approval.
Requests for annual leave should be submitted in advance to your supervisor, with
annual leave being taken only after approval has been received. In the majority of
cases, your vacation schedule is a cooperative decision between you and your
supervisor. In unusual or unavoidable situations, your supervisor may require you to
take a portion of your annual leave at a specified time.
For USPS employees, the rate of annual leave accrual increases with years of
service. Part-time employees earn annual leave in proportion to the amount of time
worked during each pay period; their rate of accrual, while prorated, also increases
based on years of service.
Creditable service Hours earned each biweekly pay period
Up to 5 years: 4 (approx. 13 days per year)
5 to 10 years: 5 (approx. 16 days per year)
Over 10 years: 6 (approx. 19 days per year)
USPS employees may accrue annual leave throughout the year. However, any
accrued hours in excess of 240 hours at the end of the calendar year will convert to
sick leave hours on January 1.
Regardless of the amount of annual leave originally approved by your supervisor,
annual leave may be used only in the amount necessary to bring you to your
regular FTE, not to exceed the 40-hour workweek. Should you separate from
university employment, you will be paid for any unused annual leave up to 240
hours. If you transfer to a leave-accruing position within the University of Florida,
your annual leave balance will be transferred.
As a full-time TEAMS employee employed each year for more than nine months,
you typically will accrue annual leave at a rate of 6.769 hours biweekly, approxi-
mately 22 days per year, or a number of hours that is directly proportionate to the
number of hours you are in pay status during a pay period.
If you are a part-time TEAMS employee, you will accrue annual leave in proportion
to the amount of time worked during each pay period. If you are on an academic
appointment (39 weeks) or are a P.K. Yonge employee, you normally will not
accrue annual leave. See your department's personnel administrator or leavekeeper
TEAMS employees may accumulate annual leave throughout the year. However,
any accrued hours in excess of 352 at the end of the calendar year will convert to
sick leave on January 1. Upon separation from UF, you will be paid for up to 352
hours of any unused annual leave. If you transfer to a leave-accruing position within
the University of Florida, your annual leave balance will be transferred.
TEAMS Employees' December Benefits
All TEAMS employees receive four personal leave days to be used between
December 26 and 31 each year. These days are tracked locally by the department
and do not affect the employee's normal annual leave accrual or usage. TEAMS
employees who are considered essential personnel (as designated by their vice
president working with the appropriate dean or director) and are required to work
during this time may take this time at a later time, in any increment, until the end
of that fiscal year.
All TEAMS employees are entitled to cash out up to 16 hours of annual leave each
December, provided at least 40 hours remain on balance.
University of Florida employees, both TEAMS and USPS, have nine paid holidays
each year: New Year's Day, Martin Luther King Jr.'s Birthday, Memorial Day,
Independence Day, Labor Day, Veterans Day, Thanksgiving Day, the day after
Thanksgiving, and Christmas Day.
When these holidays fall on a weekend, changes are made to this schedule. For
example, whenever a holiday falls on a Saturday, it is observed on the preceding
Friday. Whenever a holiday falls on a Sunday, it is observed on the following
Monday. The holiday schedule is announced prior to the start of and throughout
each calendar year. It also is listed in the "Leave" section of our web site.
All full-time TEAMS and USPS employees earn eight hours of holiday pay as long
as they are in pay status for a reasonable portion of their last regularly scheduled
workday before the holiday. (Your supervisor determines what is a reasonable
portion of the workday.) Pay status includes actually working as well as being in an
approved leave-with-pay status (for example, using annual, sick, or compensatory
leave). Part-time employees are entitled to holiday time in proportion to their FTE.
For instance, if you have a halftime, or .50 appointment, you are entitled to four
hours of holiday time for each scheduled holiday.
Employees on an approved leave of absence without pay must be in pay status the
day before a holiday to be paid for that holiday. Paid holidays (except for USPS
personal holidays and TEAMS personal leave days) do not require an application
for leave to be completed.
TEAMS Exempt Employees
If you are required to work on a holiday, you will not earn any type of compensatory
leave credits. Instead, as an exempt TEAMS employee, you are encouraged to
adjust your schedule within the workweek in which a holiday is observed, pending
supervisory approval. That is, if you must work on the holiday, you may take off
another day during that week.
All USPS and TEAMS Non-Exempt Employees
If you are a USPS or TEAMS non-exempt employee who must work on a holiday,
you generally will earn special compensatory leave credits for the number of hours
worked not to exceed eight hours. In other cases, your supervisor may wish to
adjust your work schedule within the workweek in which the holiday falls. If your
schedule is adjusted and you take another day off in the workweek, no special
compensatory leave credits will be earned.
Sometimes a holiday falls on an employee's regular day off. In this instance, you
normally will be credited with special compensatory leave equal to the number of
hours in your regular workday not to exceed eight hours. As an alternative to your
accruing special compensatory leave, your supervisor may wish to adjust your
work schedule by allowing you to take off another day during that workweek (no
special compensatory leave credits will be earned).
When the holiday falls on your regular day off but you must work, the number of
hours worked on the holiday shall be counted as hours worked. In addition, you
normally will be credited with special compensatory leave equal to the number of
hours in your regular workday not to exceed eight hours.
Personal Holiday: USPS
If you are a permanent USPS employee, you will be granted one paid holiday per
fiscal year-in addition to the other nine paid holidays-to be used on any day you
select, pending supervisory approval. If you are a part-time employee, you are
entitled to a personal holiday in proportion to your current FTE.
A personal holiday is credited to eligible employees upon the attainment of perma-
nent status in the USPS and on each July 1 thereafter. Because a personal holiday
must be taken prior to June 30 of the following year or it will be forfeited, you should
consider using your personal holiday early in the fiscal year before using annual
leave. Personal holidays must be taken as a full day-not in hourly increments.
Please note that a USPS employee who promotes to a TEAMS-only position or
elects to move to the TEAMS pay plan must use his or her personal holiday
(subject to supervisory approval) before beginning the TEAMS appointment, or it
will be lost.
We call our sick leave policy the insurance policy that does not cost you anything.
Used wisely, it provides financial protection for you when you really need it. You
begin earning sick leave from the time you are first employed. As with annual leave,
it is credited to you on the last day of each pay period. There is no waiting period
for using sick leave. USPS and TEAMS employees may use it while probationary,
and TEAMS exempt employees may use it during their first six months of employ-
Full-time TEAMS and USPS employees earn four hours each biweekly pay period.
Sick leave for part-time employees is earned in proportion to the amount of time
worked during each pay period. There is no limit on the amount of sick leave that
you may accrue; however, time earned prior to October 1, 1973, must be used first.
Earned sick leave may be approved for your time off from work because of your
exposure to a contagious disease that may endanger others, for your personal
visits to doctors or dentists, and for your personal illness which includes disability
caused, or contributed to, by pregnancy (see "Extended Leaves of Absence"), as
certified by the attending physician.
As a TEAMS or USPS employee, you also may use your sick leave in reasonable
amounts for illness, injury, or death within your immediate family pending supervi-
sory approval. If you or a member of your family has a serious medical condition,
you may be eligible for an extended medical leave of absence under the Family and
Medical Leave Act (FMLA). See the "Extended Leaves of Absence" section for
details, including the definition of serious health condition. The university's defini-
tion for "immediate family" would be the spouse, great-grandparents, grandparents,
parents, brothers, sisters, children, and grandchildren of the employee and his/her
spouse. Regardless of the amount of sick leave originally approved by your
supervisor, sick leave may be used only in the amount necessary to bring you to
your regular FTE, not to exceed the 40-hour workweek.
If you separate from university employment because of retirement (other than for
disability reasons), termination in good standing, or death after you have completed
at least ten years of creditable service, you or your beneficiary will be paid for part
of your unused sick leave credits. Unused sick leave credits are paid at the rate of
1/8 of unused credits earned prior to October 1, 1973, with no limit, plus 1/4 of
credits earned after October 1, 1973, not to exceed an actual payment of 480
hours. If you transfer to a leave-accruing position within the University of Florida,
your sick leave balance will be transferred.
Sick Leave Pool
The university's sick leave pool is a way for employees to combine a portion of their
individually accrued sick leave for collective use.
If you join the sick leave pool, you may be able to draw upon the pool-after ap-
proval from the sick leave pool committee-in instances where you must use all of
your sick, annual, and compensatory leave hours (if applicable) because of per-
sonal, not family, catastrophic* illness or injury. (*Catastrophic injury or illness is
defined as a severe condition or combination of conditions affecting the mental or
physical health of the employee that has resulted in a life-threatening condition
and/or has had a major impact on life functions.)
To be eligible to participate in the sick leave pool, you must be appointed on a
TEAMS, USPS, or Academic Personnel line; have completed one year of employ-
ment with the University of Florida; and have a minimum of 64 hours of sick leave
on balance if you are full-time. Full-time employees whose applications are ac-
cepted will contribute eight hours of sick leave automatically to the sick leave pool.
All figures associated with the sick leave pool are figured on a prorated basis for
There's no entitlement to sick leave pool hours. The decision to grant or deny
applications for sick leave pool hours will be made by the sick leave pool commit-
tee. Employees may appeal the denial of their application for sick leave pool hours
to the sick leave pool committee. If the appeal is denied, employees may appeal to
the sick leave pool appeals board whose decision is final and binding.
To enroll in the pool, you must submit an application for membership within the 30
days following your one-year anniversary or during the October open enrollment
period if all eligibility criteria are met.
Extended Leaves of Absence/Family and Medical Leave Act
"Extended leave" is a term used at the University of Florida that encompasses all
forms of leave with or without pay that last longer than 15 consecutive workdays.
As a result, extended leave may be provided for medical (self and family), parental,
military, and personal reasons.
As appropriate, the University of Florida extended leave of absence policy incorpo-
rates at a minimum the requirements of the federal Family and Medical Leave Act
of 1993 (FMLA)-although not all of the circumstances covered by the university's
extended leave of absence policy are affected by the FMLA.
Please note: When an employee uses annual leave and compensatory leave to
cover an absence of more than 15 consecutive workdays for personal reasons, in
keeping with the university's annual and compensatory leave policies, the em-
ployee will not be considered to be on an "extended leave." An extended leave of
absence for personal reasons is available; however, it must be taken as leave
without pay. Such leave is available only upon supervisory approval and is not
covered by the FMLA.
Family and Medical Leave Act (FMLA)
The FMLA was enacted by Congress in 1993, with final regulations becoming
available in 1995. Under this federal law, eligible employees are entitled upon
request to a total entitlement (not per event) of 12 workweeks of leave without pay
in a 12-month period when an employee becomes a biological parent; when a child
is placed in his or her home pending adoption; for foster-care purposes; when an
employee needs to care for his or her parent, spouse, or child with a serious health
condition; and/or when the employee has a serious health condition. The 12-month
period begins on the employee's first day of FMLA leave.
Employees should submit requests for leave, including FMLA leave, to their
supervisor. At the University of Florida, the leave benefits are frequently more
generous than those provided by the FMLA. As a result, when granting appropriate
leave in keeping with university policy, departments will likely meet the require-
ments of the FMLA as a matter of course. UF supervisors are responsible for
designating whether leave is FMLA-qualifying as appropriate.
At the University of Florida, employees may use their individually accrued paid
leave,* be in leave without pay status, maintain reduced work schedules, or be
absent from work intermittently while on many forms of extended leaves of ab-
sence. As appropriate, all of the above will count toward the 12 weeks of an
employee's FMLA entitlement.
Upon return from an extended leave, including FMLA leave, an employee will be
returned to the same position or a position in the same classification unless he or
she and the university have agreed in writing otherwise. FMLA leave will not affect
the benefits normally accrued by employees during a leave with or without pay, as
appropriate. Employees may be required to present certification from their health
care provider that they are able to resume work.
*Overtime compensatory leave, when used, may not count toward the 12 weeks of
an employee's FMLA entitlement.
Permanent USPS Employees and TEAMS Employees
USPS employees with permanent status in any classification (or law enforcement
employees with six months of satisfactory on-the-job service) and all TEAMS
employees after their initial probationary period or six-month appointment are
eligible for up to six months of leave for the following circumstances. Please
remember: Atotal entitlement (not per event) of 12 workweeks in a 12-month period
is provided to eligible employees by the FMLA. All of the following types of leave,
except military and personal, are FMLA-qualifying. In addition, medical leave
granted for family members who do not meet the FMLA's definition of family does
not count toward an employee's FMLA entitlement.
Medical leave, self (serious personal health condition)
The FMLA guarantees up to 12 workweeks in such instances; however, the Univer-
sity of Florida's policy goes beyond this federal mandate and allows, pending
supervisory approval, up to six months of such leave to eligible employees, which
may be extended up to one year for extenuating circumstances.
Medical leave, family (serious family health condition)
While the FMLA requires up to 12 workweeks of leave be granted when an em-
ployee needs to care for his or her parent, spouse, or child with a serious health
condition, the University of Florida's policy allows, pending supervisory approval, up
to six months of such leave and also may provide leave, again with supervisory
approval, in instances where family members who do not meet the FMLA's strict
definition of family have a serious health condition. In these instances, the
university's definition for "immediate family" would be the spouse, great-grandpar-
ents, grandparents, parents, brothers, sisters, children, and grandchildren of the
employee and his/her spouse.
Parental (the birth of a biological child or placement of a child pending adoption)
Here too, the university's policy goes beyond the federal FMLA mandate of 12
workweeks and provides up to six months of such leave to eligible employees,
which shall be granted upon request. The official parental leave period may begin
two weeks before the expected date of the child's arrival and must occur within the
12-month period beginning with that date.
Up to 12 workweeks of leave for foster-care purposes are available under the FMLA.
Up to 12 months of leave without pay for personal reasons may be available
pending supervisory approval.
Military leave also is available to these employees, so long as they are not on
temporary appointments, which must be granted upon request. Please see the
"Military Leave" section of this handbook for details.
Probationary USPS and TEAMS Employees and TEAMS Exempt Employees
on Initial Appointment
Newly hired USPS and TEAMS employees serving their probationary periods as
well as TEAMS exempt employees in their initial six-month appointments at UF
are entitled to up to 12 workweeks of leave for the following. Please remember: A
total entitlement (not per event) of 12 workweeks in a 12-month period is provided
to eligible employees by the FMLA. All of the following types of leave, except
military, are FMLA-qualifying. In addition, medical leave granted for family members
who do not meet the FMLA's definition of family does not count toward an
employee's FMLA entitlement.
Medical leave, self (serious personal health condition)
The FMLA guarantees up to 12 workweeks in such instances.
Medical leave, family (serious family health condition)
While the FMLA provides up to 12 workweeks of leave when an employee needs to
care for his or her parent, spouse, or child with a serious health condition, the
University of Florida's policy allows probationary employees and those in their
initial appointments, pending supervisory approval, to use such leave in instances
where family members who do not meet this strict definition have a serious health
condition. In these instances, the university's definition for "immediate family" would
be used as described in this handbook.
Parental (the birth of a biological child or placement of the child pending adoption)
University of Florida policy requires that up to six months of leave be granted upon
request to all non-OPS employees for the birth of a biological child or placement of
the child pending adoption (parental). The University of Florida's policy goes
beyond the federal FMLA mandate of 12 workweeks that must be granted when
this event occurs. The official parental leave period may begin two weeks before the
expected date of the child's arrival and must occur within the 12-month period
beginning with that date.
Military leave also is available to these employees, so long as they are not on
temporary appointments, which must be granted upon request.
An employee with fewer than six months of service who is in non-pay status for
more than 15 consecutive workdays (other than in instances of military or FMLA-
qualifying leave as described above, including the extended benefit associated with
medical and parental leave) is considered to have a break in service and must be
dismissed. Depending upon the circumstances surrounding the absence, however,
the employee may be considered for reemployment with the university.
Please note: Time spent on extended leave will not count toward the completion of
an employee's probationary period, and the completion date of the probationary
period will be advanced based on the amount of time the employee is absent. The
employee ultimately must complete his or her probationary period upon return from
the extended leave. Initial appointments of exempt TEAMS employees also will be
adjusted to reflect time spent on extended leaves of absence.
Serious Health Condition
To be eligible for an extended leave for medical reasons (self or family), an em-
ployee must provide documentation from the appropriate health care provider that a
serious health condition exists. (In the event a serious health condition does not
exist, a department at its discretion still may grant a medical leave, in which case
the leave would not be FMLA-qualifying.) Aserious health condition means an
illness, injury, impairment, or physical or mental condition that involves one or more
of the following:
Inpatient care in a hospital, hospice, or residential medical care facility,
including any period of incapacity or any subsequent treatment in connec-
tion with or consequent to such inpatient care.
Continuing treatment by a health care provider, which includes any one or
more of the following:
1. A period of incapacity of more than three consecutive days, and any
subsequent treatment or period of incapacity relating to the same condi-
tion, that also involves one or more of the following: treatment two or more
times by a health care provider, by a nurse or physician's assistant under
direct supervision of a health care provider, or by a provider of health care
services under orders of, or on referral by, a health care provider. Treatment
by a health care provider on at least one occasion which results in a
regimen of continuing treatment under the supervision of the health care
2. Any period of incapacity due to pregnancy or for prenatal care.
3. Any period of incapacity or treatment for such incapacity due to a chronic
serious health condition (for example-asthma, diabetes, epilepsy).
4. A period of incapacity that is permanent or long-term due to a condition for
which treatment may not be effective (for example-Alzheimer's, a severe
stroke, the terminal stages of disease).
5. Any period of absence to receive multiple treatments either for restorative
surgery after an accident or other injury or for a condition that would likely
result in a period of incapacity of more than three consecutive calendar
days in the absence of medical intervention or treatment (for example-
severe compound bone fracture, a severe concussion).
Family Member With a Serious Health Condition
Under the provisions of the FMLA and university policy, an employee may care for a
family member (his or her parent, spouse, or child, if FMLA-qualifying, or "immedi-
ate family" under university policy) with a serious health condition if one or both of
the following apply:
The family member requires assistance for basic medical, hygiene,
nutritional, safety, or transportation needs as a result of a serious health
If the employee's presence would be beneficial or desirable for the care of
the family member with a serious health condition, which may include
In the event an employee goes on extended leave without pay for parental, military,
and medical purposes, the employer contribution will be provided up to six months.
If an employee is on approved leave that exceeds six months for extended parental,
military, or medical purposes, the employer contribution typically will be provided if
the employee is in pay status for at least one day per month.
For additional information about insurance premiums, please contact University
Benefits at 392-1225, 622-1225 (SC), or , or your human
resources satellite office. Because insurance premiums are paid a month in
advance, it is recommended that you contact University Benefits five to six weeks
before the beginning of any extended leave.
Employees who participate in the Florida Retirement System will have full-month
service credit and prorated contributions made on their behalf during the months
they are in pay status. Time spent on extended leaves of absence by USPS
employees, regardless of pay status, will count toward higher annual leave accrual.
Employees are required to provide at least 30 days' written notice where possible
when the need for FMLA leave is foreseeable. Please see your departmental
leavekeeper for specifics about required documentation for FMLA-qualifying and
other forms of extended leaves. Departments should submit documentation related
to extended leaves of absence to Central Leave Administration, PO Box 115001,
Administrative leave is leave with pay that is not charged against individually
accrued leave balances. It is designed to keep you in full pay status under certain
circumstances and typically can be granted only in the amount necessary to bring
you to your regular FTE, not to exceed the 40-hour workweek, regardless of the
amount of paid leave originally approved by your supervisor. Administrative leave
benefits are the same for USPS and TEAMS employees with the following excep-
tion: USPS and non-exempt TEAMS employees may earn special compensatory
leave in conjunction with certain types of administrative leave that may not be
reduced. Exempt TEAMS employees are not eligible to earn special compensa-
USPS and TEAMS employees may be granted administrative leave in the following
Civil disorder or disaster
Death in immediate family
Florida Disaster Volunteer leave
Florida National Guard active state service
Natural disasters and other emergency conditions
Short-Term military training
Civil Disorder or Disaster
If you are a member of a volunteer fire department, police auxiliary or reserve, civil
defense unit, or other law enforcement-type organization, you may be granted
administrative leave upon approval by the University President when you are called
to perform duties in times of civil disturbances, riots, and natural disasters. If you
are a member of the Civil Air Patrol or Coast Guard Auxiliary, you may be granted
administrative leave when assisting in emergency search and rescue missions.
Regardless, such leave cannot exceed two days on any one occasion. Depart-
ments should contact Central Leave Administration at 392-5732, 622-5732 (SC), or
before granting such leave.
Court, Jury Duty, or Witness
If you are summoned to jury duty, you will be granted administrative leave for all
hours required for such duty, not to exceed the number of hours in your normal
workday. If the jury duty does not require your absence for the entire workday, you
should return to work immediately upon release by the court. If your court atten-
dance does not coincide with your regular work schedule, you may be granted
administrative leave based on the total hours served on jury duty, not to exceed the
number of hours in your regular workday. The university will not reimburse you for
meals, lodging, and travel expenses that you incur while serving as a juror. How-
ever, you may keep any jury fees paid to you.
If you are subpoenaed as a witness in a court or administrative hearing not involving
personal litigation or service as a paid expert witness, you will be granted adminis-
trative leave and you may keep any witness fees. As in instances of jury duty, the
university will not reimburse you for meals, lodging, and travel expenses. If you are
subpoenaed in line of duty to represent the University of Florida as a witness or
defendant, your appearance will be considered a part of your job assignment (time
worked) rather than being covered by administrative leave. In these instances, you
will be paid per diem and travel expenses but may not keep any fees received from
the court. In the above two instances, the amount of administrative leave may not
be reduced for USPS and non-exempt employees. It will be used only in the
amount needed to fulfill an exempt TEAMS employee's FTE.
Administrative leave will not be granted for court attendance if you are engaged in
personal litigation or service as a paid expert witness. In these instances, however,
you may be approved to use your personally accrued annual leave. If you make an
appearance as an expert witness for which you receive professional compensation,
you may be affected by the university's policies on outside employment and
conflict of interest; please see the "Outside Employment" section of this handbook
for details. Contact Central Leave Administration at 392-5732, 622-5732 (SC), or
Death in Immediate Family
USPS and TEAMS employees may use up to two days of administrative leave for
each occurrence of death in their immediate families (spouse, great-grandparents,
grandparents, parents, brothers, sisters, children, and grandchildren of you and
your spouse). To be approved for this leave, please submit to your immediate
supervisor the name of the deceased and your relationship to him or her. This leave
is to be used for those activities related to the death (attending the funeral, record-
ing of the will, etc.). Only the amount of administrative leave needed to bring an
employee to his or her FTE would be used in any given workweek; however, the
employee would be entitled to the full benefit, if needed, including the balance of
any partial workdays used previously. Sick leave also may be used in reasonable
amounts with your supervisor's approval.
If you are a certified disaster service volunteer of the American Red Cross, you may
be provided administrative leave for up to 15 working days in the fiscal year upon
request of the American Red Cross and with your supervisor's approval. Leave
granted for this purpose must be for level II or above disasters that occur within the
boundaries of the state of Florida. Certification from the American Red Cross as to
the need for your assistance and to the level of the disaster is required in order for
this leave to be granted. Only the amount of administrative leave needed to bring an
employee to his or her FTE would be used in any given workweek; however, the
employee would be entitled to the full benefit, if needed, including the balance of
any partial workdays used previously.
Florida National Guard Active State Service
If you are a member of the Florida National Guard, you will be granted administra-
tive leave for all days when ordered to active state service by the Governor, up to a
maximum of 30 days at any one time. To be granted this leave, you must present
your official orders to your supervisor. A copy of these orders should be filed in your
Meetings and Conferences
Required attendance at professional meetings or conferences is considered time
worked. This includes travel time to out-of-town meetings and conferences.
Because of the unique nature of natural disasters and resulting executive orders,
please contact Central Leave Administration at 392-5732, 622-5732 (SC), or
for information about this form of administrative leave.
Short-Term Military Training
If you are a member of the U.S. Armed Forces Reserves or National Guard, you are
eligible for up to 17 paid working days per federal fiscal year (October 1 to Septem-
ber 30) for reserve training or active or inactive duty training upon presentation of
your official orders. Only the amount of administrative leave needed to bring an
employee to his or her FTE would be used in any given workweek; however, the
employee would be entitled to the full benefit, if needed, including the balance of
any partial workdays used previously.
Normally, employees should vote during non-work hours. In emergency situations,
however, one or two hours of administrative leave may be granted for voting provided
the employee has obtained approval from his or her immediate supervisor.
If you are unable to perform your assigned duties due to illness or injury, you may
be placed on compulsory disability leave. Please contact the appropriate human
resources satellite office with questions about this type of leave.
If you are drafted, volunteer, or are ordered to active military service (not active duty
training), and you present a copy of your official orders to your supervisor, you will
be placed on an extended leave of absence so long as you have not been hired in a
temporary position or on a temporary basis at the University of Florida.
This military leave period will begin with the date of your induction to active duty
and end up to one year after the date of your separation from military service. You
are entitled to extended military leave benefits regardless of length of service at the
University of Florida, and this benefit extends to active duty with any branch of the
Army, Air Force, Navy, Marine Corps, Coast Guard, or National Guard of the state
Your first 30 calendar days of military leave will be with full pay and will not affect
your annual or sick leave balance. However, the remainder of military leave will be
without pay unless you elect to use accumulated leave to cover your financial
obligations. (Please see the "Extended Leave" section of this handbook for addi-
tional information.) Leave payment for the first 30 days can be made only upon
receipt of evidence from an appropriate military authority stating that 30 days of
military service have been completed. Employees called to active duty who earn
more at UF than in the military may be eligible for supplemental pay while on
military leave. Seniority, promotional status, and unused leave credits will be
returned to you upon your return to university employment. To be eligible for these
benefits, you must enter the service within 30 days after your last day on the
payroll. If you choose to use your leave intermittently, you may have continued
insurance coverage; please contact University Benefits at 392-1225, 622-1225
(SC), or for details.
For information about military training, please see the "Short-Term Military Training"
section of this handbook.
A significant portion of your overall compensation is provided by the university's
wide variety of benefits. As your employer, the University of Florida picks up a large
percentage of the overall cost of insurances offered, resulting in lower premiums.
As a new employee, you will have the opportunity to meet one-on-one with a
benefits counselor to enroll in and create your own benefits package. If you choose
to enroll in the benefits plans available to you, you must do so within 60 days of
your date of hire. If you miss this 60-day window, you will not be able to enroll in
benefits until the fall open enrollment period. You may change or add benefits when
you experience a qualifying status change event so long as the change is consis-
tent with the event.
An overview of the various plans available is provided below. More detailed informa-
tion, such as premium rates, dependent coverage, and additional benefits and
options for any of the following plans, is available by contacting University Benefits
at 392-1225, 622-1225 (SC), or , or your human resources
satellite office. Adetailed outline of available benefits also is provided in the "Ben-
efits of Employment" section of our web site at .
Premiums are the same for both the state plan and the HMOs. The university
contributes 85.6 percent of your cost for health insurance-be it an HMO or the
state plan-based on single coverage premium. If you are part-time, your premium
will be prorated based on your FTE. The university also contributes 77.1 percent of
the cost for any dependent coverage.
State Employees' PPO Plan
As a USPS or TEAMS employee, you may participate, in the State Employees'
PPO Plan and choose either individual or family coverage. This plan gives you
worldwide coverage but has deductibles and co-payments. Premium rates are
listed in the benefits materials given to you in new employee orientation and on our
web site. Preexisting conditions for employees or dependents that began within six
months of the coverage effective date are not covered by this plan until 12 months
from the effective date of coverage have passed.
Employees enrolled in the State Employees' PPO Plan will have lower co-pay-
ments and deductibles when treated by a preferred provider organization (PPO)
than a non-PPO. Shortly after enrolling in the plan, you will be sent a list of these
Health Maintenance Organizations
In addition to the statewide State Employees' PPO Plan described above, a variety
of Health Maintenance Organizations (HMOs) are offered in many counties through-
out the state. HMOs are self-administered, pre-paid health plans that provide health
services to people who live or work within each HMO's service area. Most HMOs
provide limited or no coverage for services outside their service area except in the
case of life- or limb-threatening emergencies. HMOs have co-payments but no
HMOs are designed to deliver excellent health care within a well-defined area. Out-
of-pocket costs associated with HMOs are sometimes, but not always, less than
those of a traditional health plan. For additional information regarding HMOs,
including counties covered, please refer to the brochures given to you in orientation
or visit the "Benefits of Employment" section of our web site for links to HMOs at
Employees with spouses who work for any state of Florida agency (including the
University of Florida) are eligible to enroll in the health insurance spouse program.
The spouse program combines the state's matching portion of each member's
insurance premium, which in turn has the effect of providing health insurance at no
cost to these employees so long as both are appointed full-time.
When one spouse terminates employment with the state of Florida, the remaining
employee must drop the spouse program by visiting University Benefits or his or
her human resources office. The employee may either terminate health coverage
completely or convert to family or individual coverage.
State of Florida Group Life Insurance: Basic
As a USPS or TEAMS employee, you are eligible to participate in the basic State
of Florida Group Life Insurance plan, which is a level term insurance. Coverage
amount is equal to 11/2 times your salary. The university pays 80 percent of your
premium, based upon your FTE. This insurance is for the employee only--depen-
dents are not eligible.
State of Florida Group Life Insurance: Supplemental
Employees are eligible to purchase one to five times their salary as part of this
state of Florida sponsored supplemental life insurance plan. Employees may
choose this plan during their first 60 days of employment without evidence of
insurability. Employees pay 100 percent of the premium-dependents are not
eligible to participate.
University Term Life Insurance
This level-term life insurance program is available to all UF Academic Personnel,
USPS, and TEAMS employees with at least a .50 FTE. As a new employee, you
may purchase up to $100,000 of life insurance for yourself, up to $50,000 for your
spouse, and up to $25,000 for your children.
In succeeding years during open enrollment and without evidence of insurability,
you may apply to purchase $10,000 of additional insurance for yourself and $5,000
for dependents. Requests for additional coverage may be submitted at any time
along with a medical application. There is no limit on the amount of insurance
available. Although this coverage may be increased only during open enrollment, it
may be decreased or cancelled at any time.
Individual Whole Life Insurance
This insurance is available to all UF Academic Personnel, USPS, and TEAMS
employees with at least .50 FTE. The cost is determined by age and the amount of
coverage. This insurance is permanent coverage, and the premium will never
increase. New employees are eligible on a simplified issue basis up to $100,000 of
coverage, not to exceed three times their salary. Coverage for spouse and children
There is no limit on the amount of coverage. However, a medical application is
required for amounts over $100,000 and after the initial guarantee offer. The policy
builds cash value, is individually owned, and is portable. Call The Elan Group at
(800) 476-3801 for more information or an appointment.
Supplemental Insurance Coverage
All premiums for supplemental insurance plans must be deducted on a pre-tax
Two plans with four options are available. An individual must be cancer-free to
enroll, and the amount of coverage varies with the plan selected. Every plan has a
first occurrence benefit, which is a lump-sum payment made directly to the insured
at the time cancer is diagnosed. This plan also helps pay toward the cost of
transportation and family lodging-two major expenses that are not covered by
primary health insurance.
Four dental plans with seven options currently are available, which offer pre-paid or
indemnity options. Pre-paid plans generally have lower premiums and no
deductibles, but you must choose a dentist on the plan. Indemnity plans have
deductibles, but you may go to a dentist of your choice.
Hospital Expense Supplemental Plans
Two supplemental hospitalization insurance plans with nine options are available
and provide benefits to fill the gap between what health insurance pays and what
the hospital charges. These charges include hospital deductions, room and board
charges, co-payments, and any special fees.
Short-Term Disability Insurance
This insurance pays from the very first day of disability up to two years. The
amount of total disability benefit may be designed to fit your needs.
This insurance provides routine eye care benefits to employees and their families
from a network of optometrists and ophthalmologists.
Florida Flexible Benefits Plan
All Academic Personnel, TEAMS, and USPS employees paid from salary sources
are eligible to participate in the Florida flexible benefits plan. This plan has three
1. The pre-taxpremium plan deducts premium payments from your salary before
social security and income taxation. University of Florida employees are
enrolled automatically into this plan when they participate in any of the state
group health or life insurance plans. Employees who do not wish to have health
and life insurance premiums paid on a pre-tax basis must sign a waiver each
year to "opt out" of this benefit.
2. By participating in a medical reimbursement account, you may pay certain
medical expenses with tax-free dollars. If you participate, you will deposit a
certain amount of money into an account based on the amount you expect to
spend on medical expenses not covered by insurance. The money is deducted
automatically from your paycheck in equal installments 24 times a year before
taxes are computed.
When you pay a medical expense that qualifies for reimbursement, you submit
a claim to the Division of State Employees' Insurance along with proof of the
expense. After review, the state sends you a reimbursement check. Thus, you
ultimately pay certain medical expenses, such as eye glasses, prescriptions,
health and dental deductibles, and co-payments, with money that is not taxed
because it is never reported as income. The catch here is that you must use
all the money deposited into your reimbursement account; otherwise, you will
3. A dependent daycare reimbursement accountworks in the same manner as
does the medical reimbursement account. This account allows you to pay
daycare expenses with tax-free dollars. Again, money deposited into this
account must be used by the year-end, or it will be lost.
Long-Term Care Insurance
This insurance is available to all USPS and TEAMS employees with at least a .50
FTE and their spouses. In addition, parents and grandparents of both the employee
and his or her spouse are eligible to enroll via medical application through the age
of 79. Long-term care insurance provides coverage for extended care for a chronic
illness or disabling condition. Care may be provided in the home, a community-
based facility, or an institution.
Long-Term Disability Insurance
All employees with FTEs of at least .50 may participate in long-term disability
insurance, which provides a lifetime partial income in the event of disability in
excess of 90 days. This income benefit is tax-free and can help maintain an
income source in the event of a disability.
Personal Accident Insurance/Accidental Death and Accidental
This insurance provides 24-hour, worldwide coverage for you and your dependents
for accidental death and accidental dismemberment. Various coverage limits are
You are paid regardless of any other insurance you may have, including workers'
compensation, hospitalization, annual leave, or sick leave. Benefits are paid
directly to you unless you specify otherwise.
Qualifying Status Change Events
As a result of participation in the Florida flexible benefits plan, which means that
premiums are taken on a pre-tax basis, employees may make changes to their
benefits only within the first 31 days of a qualifying status change event or during a
scheduled open enrollment. Changes made to insurance because of a qualifying
status change event must be in keeping with the event.
A qualifying status change event is a major change in family or employment status,
including marriage or divorce; the death of a spouse or dependent; the birth,
adoption, or legal guardianship of a child; a spouse's employment or termination of
employment; your unpaid leave of absence or that of your spouse; a change from
full- to part-time employment for you or your spouse; a change in health coverage
attributable to your spouse's employment; and a change in a dependent's eligibil-
Automobile and Homeowners Insurance
You may purchase automobile and homeowners insurance under a contract
between the university and a major insurance carrier that serves large employee
groups. Information regarding the company and its agent may be obtained from
University Benefits, your human resources satellite office, or the "Benefits of
Employment" section of our web site at . Although this is
not a group plan, payment of premiums can be handled through payroll deductions.
Discounts to Florida Attractions
As a benefit of your employment, you are eligible to receive discount cards for
Busch Gardens, Sea World, Cypress Gardens, Weeki Wachee, Silver Springs,
Wild Waters, Universal Studios, Six Flags Over Georgia, and other attractions.
Employees may obtain these cards by visiting University Benefits or their human
resources satellite office.
U.S. Savings Bonds
You may elect to purchase U.S. Savings Bonds through payroll deduction. The
amount of your deduction will vary depending on the bond denomination you
choose and the rate of your bond purchases. For example, you may choose to
purchase a bond each pay period or spread the purchase of a bond over several
pay periods. Once you have enrolled in this program, your biweekly deductions will
continue until you terminate your employment or cancel your enrollment.
Florida Retirement System
One of the best benefits available to university employees is membership in the
Florida Retirement System (FRS). This system is combined with social security to
provide an income for your later years or in instances of an unforeseen disability.
Since January 1,1975, the University of Florida has assumed total contributions for
all FRS members.
If you participate in the FRS, you will have vested rights in the retirement system
after six years of service, and you may retire at age 62 with full benefits or at an
earlier age with reduced benefits. Annual benefits are figured on an average of your
best five years of earnings multiplied by a percentage factor (listed below) that is
based on your age or years of service with the state. Thirty years of service also
will give you full benefits upon retirement, regardless of your age.
The following factors apply to FRS benefits:
1.60% Age 62 or 30 years of service at time of retirement
1.63% Age 63 or 31 years of service at time of retirement
1.64% Age 64 or 32 years of service at time of retirement
1.68% Age 65 + or 33 + years of service at time of retirement
The FRS includes provisions for retirement income; disability income; credit for
wartime military service prior to state employment if employed before January 1,
1987; beneficiary options; and 3 percent annual cost of living increases. You may
wish to supplement these provisions by considering the various tax-deferred
annuities available through University of Florida payroll deduction (see the "Tax-
Deferred Annuities" section of this handbook for more information).
If you leave state employment, regardless of your length of service, you may
receive a full refund of your contributions made prior to January 1,1975. You may,
however, choose to leave your contributions in your account and retain your
retirement credits in case you are reemployed with an FRS employer at a later
Any previous FRS service will be credited to you immediately upon reemployment.
Upon returning to work, you may purchase prior service credit for which you
previously received a refund. This amount is based on a percentage of your annual
salary and would include interest compounded annually.
Employees who plan to retire should contact University Retirement or their human
resources satellite office at least 90 days prior to their anticipated retirement date
to begin the application process to receive benefits.
For more information, please contact University Retirement at 392-4941, 622-4941
(SC), or , or your human resources satellite office.
Deferred Retirement Option Program (DROP)
Effective July 1,1998, the Florida Retirement System (FRS) benefits were en-
hanced to provide additional choices for employees upon reaching normal retire-
ment age, age 62, or 30 years of service at any age.* (Special Risk normal retire-
ment date is age 55, or 25 years of special risk service, whichever comes first.)
Participating employees may retire and have their FRS benefits accumulate in
DROP and earn interest while continuing to work for a FRS employer up to five
years. When the designated DROP period ends, the employee must terminate
employment. He or she will receive payment of the accumulated DROP benefits,
and then monthly FRS retirement pension benefits will begin.
*A few exceptions exist to the normal retirement eligibility criteria outlined above.
The exception that occurs most frequently involves employees completing 30 years
of service before reaching age 57. When this happens, they may defer DROP until
they reach age 57; then, at age 57, the 12-month window begins. Another excep-
tion to the standard rule applies when an employee has gained 30 or more years of
creditable service only from buying back eligible prior service and/or military time.
In this instance, they can defer enrolling in DROP until they have completed 30
years of actual service and are at least 57 years old.
Employees who meet either of the above exceptions may defer participating in
DROP until they naturally reach normal eligibility. Then, upon reaching the normal
eligibility criteria, they have 12 months in which to decide whether to participate in
DROP. After the 12 months from date of normal eligibility have passed, employees
no longer are eligible to enroll in DROP. Employees covered by Special Risk should
contact University Retirement for exceptions.
Several options are available for cashing out accrued annual leave. For details,
please visit the "Retirement" section of our web site at
retirement.htm> or contact University Retirement. Because DROP is complex, you
are encouraged to schedule a one-on-one retirement counseling session with a
university retirement specialist. To do so, contact University Retirement at 392-
4941, 622-4941 (SC), or .
Optional Retirement Program (ORP)
Certain TEAMS employees may choose instead to participate in the Optional
Retirement Program-or the ORP. With this plan, the university will contribute a
percentage of your earnings so that you may purchase an annuity for your retire-
ment. Regardless of your length of service, you will receive a lifetime monthly
annuity income at retirement that will be based on the amount of funds contributed,
the investment earnings of those funds, and the type of annuity that you have
selected. In the ORP, you are vested immediately.
Employees participating in the ORP will be eligible for benefits under social
Florida Retirement System Investment Plan
Exempt and non-exempt employees may choose instead to participate in the FRS
Investment Plan, also known as the Public Employees Optional Retirement
Program (PEORP). The plan is a defined contribution pension where the employer
contributes a percentage of the employee's salary into an annuity on a biweekly
basis. Pension benefits are determined by the amount in an employee's account
at the time of retirement. Employees have until the end of the fifth month after
appointment to enroll.
Employees participating in the investment plan also are eligible for benefits under
social security coverage.
As a University of Florida employee, you may purchase fixed, variable, flexible, or
investment annuities from several companies by payroll deduction. These 403(b)
tax-sheltered annuities result in a tax deferment for you because the dollars put
into the program, as well as interest or other earnings, are not taxed until you
receive them. To achieve maximum benefit, this program should be considered only
for long-term saving, including retirement planning. If you choose to participate in
403(b) plans, you will need to review your deductions each calendar year to ensure
that they do not exceed the maximum limits allowed by the IRS. Your tax-sheltered
annuity company is available to assist you with these calculations.
Each fall and spring University Retirement sponsors LifePlans-a series of pro-
grams offered free of charge and open to all university employees. LifePlans is
designed to help you set financial objectives and create a plan to ensure you reach
them. Contact University Retirement at 392-4941, 622-4941 (SC), or
, or visit the "Employee Training" section of our web site at
for a schedule and program descriptions.
Human Resources Satellite Offices
The Employee Relations section of the Division of Human Resources encourages
and promotes a positive working relationship among university employees through
the efforts of its satellite offices located in
the Health Science Center, Institute of Food and Agricultural Sciences (IFAS),
Physical Plant Division (PPD), and Reitz Union (which serves the Auxiliaries as
well as Education and General [E&G] budgetary units).
These offices provide a comprehensive, service-oriented employee relations
agenda. This involves assistance with performance appraisals, disciplinary actions,
grievances, and appeals. Additional services include an employee medical evalua-
tion program, employment and classification information, career counseling
sessions, layoff coordination, exit interviews, and the probationary employee follow-
up program. Employee Relations also provides new employee orientation as well
as payroll and benefits sign-up.
Employee Assistance Program
The Employee Assistance Program is available free of charge
to all University of Florida employees-including OPS. The purpose of the EAP is to
promote, maintain, and support a positive and productive workplace. The EAP
provides a wide range of services including individual employee evaluation and
referral, consultation services, workshops and training sessions, and support
Typically, up to three visits for individual consultation are available by calling the
EAP at 392-5787 to schedule an appointment. These confidential sessions are
provided by licensed mental health professionals employed by the University of
Florida. If additional counseling is necessary, EAP professionals will refer employ-
ees to community providers and agencies that accept university health insurance
or charge fees based on income level.
The EAP is administered by the Student Health Care Center's Student Mental
Health Service and is housed in room 242 of the Infirmary Building. The EAP
entrance is separate from the student entrance, thus providing employees with a
private setting. The contact you have with the EAP will remain confidential.
For more information or to schedule an appointment, please contact the EAP
Office at 392-5787.
Standards for Performance and Conduct: USPS
The University of Florida encourages all staff members to contribute to a positive
and productive environment in which to work and learn. With this in mind, the
university has established Standards for Performance and Conduct. These stan-
dards seek to help administrators, supervisors, and employees understand and
interpret the university's expectations of its work force. Questions about perfor-
mance and conduct standards should be directed to the appropriate human
resources satellite office. Consultation services also are available.
While the majority of university employees never need discipline, exceptions do
occur. Disciplinary actions may include oral reprimands, written reprimands,
suspensions, and dismissals, depending on the severity of the offense. Manage-
ment, in accordance with applicable policy, has the discretion to determine the
degree of discipline to administer for a particular offense.
The university's Standards for Performance and Conduct shall govern the manner
and extent to which disciplinary action is taken, except that greater or lesser
penalties may be imposed depending upon the seriousness of the offense and any
aggravating or mitigating circumstances or as otherwise required by law.
To ensure equity in disciplinary action, the following categories act as guidelines for
the university administrator and supervisor: unsatisfactory attendance; misconduct;
negligence; and violation of provision of law, university rule, or departmental policy,
procedure, or practice that is either verbal, written, or understood. The university
also reserves the right to consider other discipline-related offenses collectively
when in the best interest of the University of Florida. As a result, we all benefit
from stronger employer-employee relationships at the University of Florida.
For additional information about disciplinary issues, please refer to university rules
or consult your supervisor or local human resources satellite office. Off-the-job
offenses of habitual drunkenness or drug addiction or conviction of any crime other
than minor traffic violations also may result in disciplinary action.
In instances where regulations conflict with policies and procedures as outlined in
this handbook, please contact a human resources satellite office or other appropri-
ate section in Division of Human Resources.
Standards for Performance and Conduct: TEAMS
The appointment of a TEAMS employee may be terminated or suspended with or
without pay for just cause, except that lesser penalties may be imposed depending
upon the seriousness of the offense and any aggravating or mitigating circum-
stances or as otherwise required by law. Just cause is defined as incompetence;
misconduct, whether on or off the job; or unsatisfactory performance of assigned
Management, in accordance with applicable policy, has the discretion to determine
the degree of discipline to administer for a particular offense. Disciplinary actions
may include oral reprimands, written reprimands, suspensions, and dismissals,
depending on the severity of the offense.
Right of Appeal
The university does not approve arbitrary action and strives to ensure each disci-
plinary action is for just cause. Therefore, all USPS employees with permanent
status and TEAMS employees have the right to appeal some disciplinary actions
to an arbitrator.
You will be provided your notice of appeal rights as well as any appeal forms should
an appealable action affect you.
Because the University of Florida encourages informal resolution of grievances and
complaints, your immediate supervisor is available to help you resolve any work-
related concerns or misunderstandings. Should this type of informal resolution be
unsuccessful, you may choose to initiate a formal grievance or complaint. USPS
and TEAMS employees have different procedures; therefore, please contact your
human resources satellite office for assistance.
A USPS layoff is defined as a termination of employment due to abolishment of
positions caused by a shortage of funds or work or a material change in the duties
or organization of the university. The layoff of a USPS employee is a serious action
that has significant impact on an employee. Therefore, great care must be taken to
ensure that due process and proper procedures are recognized and followed. Under
no circumstances is a layoff to be considered a disciplinary action.
USPS employees with permanent status in any USPS classification have exten-
sive rights relative to layoff. These rights, in turn, can affect other USPS employees
and/or positions, either in the same or different department, college, or vice-
presidential area. This requires careful planning of the layoff action prior to commu-
nication with an employee who may be affected. Employee Relations representa-
tives must be contacted for assistance with this planning process. At minimum, a
45 calendar-day notice of layoff is provided.
For one year following his or her layoff, a USPS employee who has not otherwise
been employed in an equivalent UF position will be offered reemployment when a
vacancy occurs or a new position is established in the same classification from
which he or she was laid off, provided the employee meets the realistic qualifica-
tions for the position.
An employee appointed to fill a full- or part-time contract, grant, or auxiliary posi-
tion, which has been designated as a time-limited appointment, will not have layoff
A TEAMS staff member may be laid off at any time as a result of adverse financial
circumstances; reallocation of resources; reorganization of degree or curriculum
offerings or requirements; reorganization of academic or administrative structures,
programs, or functions; or curtailment of one or more programs or functions.
A minimum 45 calendar-day notification of layoff will be provided.
An employee appointed to fill a full- or part-time contract, grant, or auxiliary posi-
tion, which has been designated as a time-limited appointment, will not have layoff
Your Personnel File
Your personnel file is kept and maintained by Processing and Records. This file
may contain items such as your application, performance appraisals, deficiency
reports, changes in work or personal status, and any other information pertinent to
your job at the University of Florida. We depend on you to help us keep your
personnel file up to date; however, because of space restrictions, we only are able
to add to your file information necessary to support your work status at the univer-
You may review your file by contacting Processing and Records at 392-1204, 622-
1204 (SC), or . Please provide at least a 24-hour
notice. This office also can provide instructions regarding changes to your name,
address, telephone number, etc.
As a University of Florida employee, all public records, including your personnel
file, shall be made available, upon reasonable request, to any person requesting to
review it. This includes home addresses and phone numbers, as well as education
and employment information. Copies of such documents will be provided upon
request once appropriate payment is received. Exemptions may apply to certain
individuals and their spouses according to current and former employment classifi-
cations. Exempt classifications include law enforcement personnel, firefighters,
judges, and attorneys.
For more information, please contact Processing and Records at 392-1204, 622-
1204 (SC), or .
An employee's visa status affects appointment eligibility as well as tax liability and
departmental FICA requirements. Please provide Processing and Records with any
changes in visa status so as to avoid retroactive personal tax liability. Employees
remain responsible for their individual tax liabilities and are encouraged to consult
with their own accountants.
Training and Development
Training and Development helps provide employees with opportunities to learn new
skills and polish old ones. Through participation in training and development, good
employees become even better. In addition, not only do they come away with
improved skills, they also acquire the kind of confidence in themselves that trans-
lates into greater on-the-job efficiency and productivity.
Because of that, we encourage you to take advantage of an excellent benefit of
University of Florida employment: the university's training agenda, GED prepara-
tion, and online computer courses.
The Division of Human Resources' training agenda is coordinated by its Training
and Development section.
Attendance at these training programs typically is counted as time
Employees must get permission from their supervisors to attend these
Training programs offered by the Division of Human Resources are a
benefit of employment. As such, no charge is assessed to you or your
department for attendance at any of these programs.
Program schedules usually are announced via a training calendar, which is distrib-
uted to all employees in the spring and fall. A list of program dates, times, loca-
tions, and descriptions also may be found under the "Employee Training" section of
our web site at .
While our training programs generally are held in room 316 or 451 of the stadium,
the J. W. Reitz Union, or the Brain Institute, programs can be scheduled on-site
throughout the university's campus and off-campus locations per departmental
request. For information, visit our web site at or contact
Training and Development at 392-4626, 622-4626 (SC), or .
The Supervisory Challenge
The Supervisory Challenge is designed to provide University of Florida supervisors,
regardless of level or length of service, with meaningful information about success-
fully addressing the ultimate challenge: managing people for peak performance.
Our Supervisory Challenge series involves two types of training modules: certain
modules are considered core course; others, electives. Employees who are
interested in taking the Supervisory Challenge and working toward certification
attend four established core courses and at least two electives of choice (in any
order). There is no time limit for completion; employees who choose to work toward
supervisory certification may do so at their own pace.
While most programs in the Supervisory Challenge are designed with supervisors in
mind, there are several programs that are appropriate for any interested university
employee. That's why employees who are not supervisors also are invited to attend
any of the Supervisory Challenge courses of interest. Training modules address
such issues as providing feedback; interviewing and hiring; supervisory style;
difficult employee situations; planning, setting priorities, and delegating; and
managing conflict. Additional modules are added as interest and need are identi-
fied; please visit the "Employee Training" section of our web site at
training> or contact Training and Development at 392-4626, 622-4626 (SC), or
The Leadership Series is designed for supervisors and managers at UF. While the
Supervisory Challenge explores management skills, the Leadership Series asks
participants to examine their core values to determine their long-term goals as UF
The Computer Challenge
A campus-wide initiative, the Computer Challenge gives employees-and their
managers-some recommended structure when pursuing their information technol-
ogy training goals. The objective of the Computer Challenge is to provide a coordi-
nated approach to information technology (IT) training opportunities at the Univer-
sity of Florida. For more information, visit the Computer Challenge web site at
Training and Development administers the Computer Challenge and offers computer
workshops as part of the training curriculum. Please visit the "Employee Training"
section of our web site at for the current schedule.
General Training Programs
Beyond those programs offered as part of the Supervisory Challenge, our training
agenda includes workshops that deal with a vast array of subject matter-all
designed with the University of Florida employee in mind! From technical and
policy-driven issues at our university (leave and time cards, for example) to pro-
grams dealing with personal and professional development, you can expect to find
a program that is right for you. Our "Be Your Best" courses are designed to en-
hance polish, poise, and perspective. The Business Communication series is
devoted to helping employees learn how to communicate more effectively in a
business environment-from basic grammar to listening skills and more. Writing
refreshers also are available.
Training and Development also is available to help you plan your faculty and staff
retreats to help ensure they are focused and productive. Our trained facilitators
can help clarify goals and guide group discussions while ensuring your retreat
stays on track and avoids unnecessary tangents or pitfalls. We also can work with
you to add motivational or experiential elements to your day. Whether you simply
need a session facilitated or need additional help, we can provide services to meet
Both TEAMS and USPS employees are offered the opportunity to take post-
secondary courses. USPS employees are eligible to take up to six credits at the
University of Florida each semester, while TEAMS employees are eligible for
expanded benefits including the ability to take courses at community colleges and
vo-tech institutions. For more information, visit the "Employee Training" section of
our web site at .
Higher Education Opportunity for Children of Full-Time TEAMS
Each year, 50 children of eligible TEAMS employees are drawn at random from
eligible applicants to receive up to 132 paid credit hours at the University of Florida
or a Florida community college. For details, including an application, visit the
"Employee Training" section of our web site at .
GED Preparation Courses
GED preparation courses are designed for University of Florida employees who do
not have their high school diplomas.
There is no charge for participation in a GED preparation course.
All of the time spent in a GED preparation course if during the employee's
normal work schedule is counted as time worked.
Classes typically meet twice a week for two hours each time. Because
there is no time limit for completion, independent study semesters may be
appropriate for some employees depending upon their skill levels.
Classes typically are held in room 316 of the stadium.
In order to participate in GED preparation, an employee must be nomi-
nated in writing by his or her supervisor.
Contact Training and Development at 392-4626, 622-4626 (SC), or
Online Computer Courses
All UF faculty, staff, and students have free access to more than 400 online training
courses on computing topics. Courses range from introductory courses (such as
Basic Computer Literacy, Getting Started on Windows 98/2000, and Introduction to
the Internet) to advanced topics for technical personnel, programmers, and system
administrators (such as client/server, Microsoft, Novell administration, and certifica-
tion courses for Microsoft, Novell, and CISCO). Also available are courses on
productivity tools such as Microsoft Office and Lotus Notes.
For more information, visit the NETg NetSkillVantage Manager at
Employee Recognition Programs
The best ideas-those that save time or money, increase efficiency, or improve the
quality of life for students, academic personnel, and staff-often come from em-
ployees. Therefore, the university has several employee award programs to encour-
age and recognize this outstanding service. For up-to-date information, such as
nomination details, deadlines, or forms, please visit the "Employee Recognition"
section of our web site at .
Safety at Work
The university is committed to providing a safe and healthy environment in which
academic personnel, staff, and students may work and study. The following
information is designed to promote a general understanding of the university's
responsibilities under the state of Florida Workers' Compensation Law. The
information provided does not necessarily have the full effect of the law and/or its
As a university employee, you will want to practice good safety habits and observe
appropriate precautions at all times for the protection of yourself and your cowork-
ers. Even then, accidents or injuries on the job can happen. If you sustain a work-
related injury, your medical expenses and a portion of your earnings are covered
under the University of Florida workers' compensation program.
Our workers' compensation program is built around an insurance plan provided by
the university and the state of Florida. This plan has two components. First, it pays
all reasonable and necessary medical care if you, as a university employee,
become injured or develop an occupational disease due to work-related conditions.
Second, it provides payment to you for part of the wages you might lose if any
such injury or illness disables you for more than seven calendar days. Workers'
compensation coverage begins the first day you are on the job.
Under the first component, medical care is provided through a designated network
of medical care providers. As a university employee, you must use this network of
providers in order for your medical expenses to be paid. The medical provider
network ensures that you receive the appropriate surgical, hospital, and dental care
should you sustain a work-related injury or illness. The network also ensures that
you receive items such as drugs, braces, crutches, and other medical supplies
when prescribed by a network provider.
Under the second component, you generally are entitled to receive a wage benefit
equal to approximately 66 2/3 percent of your pre-injury average weekly wage. By
law, however, a wage benefit may not exceed the maximum benefit in effect for the
year in which an injury occurs. Wage benefits basically are determined by combin-
ing an employee's total earnings (plus certain other benefits) for each of the 13
weeks before an injury and then dividing the total by 13.
The university provides an additional benefit to you as a TEAMS or USPS em-
ployee if you sustain a work-related injury. This benefit is currently referred to as
workplace injury leave. This leave is used to keep you in full pay status during your
initial treatment and recovery from a work-related injury. Full-time employees are
eligible for up to forty hours of this leave. If you are not a full-time employee, your
benefit is pro-rated accordingly. To be eligible to receive this leave benefit, you must
be a TEAMS or USPS employee and have written documentation from a workers'
compensation authorized medical care provider supporting your absence from
If you have questions, please contact Workers' Compensation at 392-4940, 622-
4940 (SC), or .
If you believe that someone is receiving workers' compensation benefits fraudu-
lently, please call the Department of Insurance, Bureau of Workers' Compensation
Fraud, at (850) 413-3116. You can remain anonymous, and you may be eligible for
a reward of up to $25,000 for information leading to the arrest and conviction of a
person committing insurance fraud.
What to Do If You Are Injured While Performing Your Job
1. Notify your supervisor immediately. You/your supervisor must then contact
the University of Florida Workers' Compensation Office (UFWC) at 392-
4940, SC 622-4940, or . UFWC will complete a First
Report of Injury or Illness form for you. Even if you do not think you need
medical care, you should contact UFWC to discuss your injury.
2. If you require medical attention, contact UFWC prior to going to a medical
care provider. UFWC will assist you in selecting an authorized medical
care provider to treat your injury, thereby insuring that you do not incur any
3. Remember to seek treatment only from an authorized medical care
provider and follow all guidelines as set forth in UF's Workers' Compensa-
tion Employee Handbook. If you have any questions, please contact
UFWC for guidance.
4. When you arrive at an authorized medical care provider's facility, be
prepared to show the provider your copy of the First Report of Injury or
5. Provide both your supervisor and UFWC with medical documentation of
your initial work status and any subsequent changes to it. Your authorized
medical care provider must support, in writing, all injury-related time away
6. Contact your supervisor daily or according to a schedule established by
the supervisor in order to keep him/her informed about your treatment and
7. Attend all of your scheduled medical appointments. Failure to do so may
result in disciplinary action up to and including termination.
8. Read UF's modified duty program statement. When your medical care
provider releases you to return to work (regardless of your assigned
limitations or restrictions), you must be willing and available to return to the
If you are uncertain as to which medical care providers are authorized
If you are unable to attend a scheduled medical appointment.
For assistance with completing your time cards and/or leave slips.
For assistance if you have concerns related to your claim or require
additional medical attention.
If your work unit does not provide you with modified duty work.
Remember: Absence from work due to a work-related injury or illness will count
toward your Family and Medical Leave Act (FMLA) entitlement as set forth in the
Modified Duty Program
The University of Florida deeply appreciates and values the workplace efforts and
contributions of its employees. As a reflection of that appreciation, the university
created the Workers' Compensation Modified Duty Program in 1994. The purpose
of the program and its statement of policy are to ensure that each injured employee
is provided the opportunity to remain an active and productive member of the
university community. To that end, every effort is made to provide modified duty
work to those employees who sustain a workers' compensation compensable
The policy and provisions of the Modified Duty Program are administered by the UF
Workers' Compensation office (UFWC) and go into effect when an injured
employee's authorized medical care provider assigns physical restrictions to the
employee and then releases that employee to return to work. From that point
forward, the employee must be available to return to work and perform duties
identified by the department that are within the restrictions established by the
employee's authorized medical care provider. Responsibility for ensuring that
modified duty work is provided to injured employees rests with the chair or director
of an employee's department.
The Workers' Compensation Modified Duty Program Policy establishes the
following obligations and limitations on departments and injured employees:
All departments must provide modified duty work to injured employees. UFWC is
available to assist administrators with clarifying, identifying, and assigning modified
duty work in accordance with the written restrictions provided by the injured
employee's authorized medical care provider.
If providing such work causes a department an unreasonable hardship, that
department's vice president may assign the injured employee to work in a different
unit. The vice president may also waive the obligation to provide modified duty work
by notifying UFWC.
Injured employees must perform assigned modified-duty work to the best of their
ability within the restrictions established by their authorized medical care provider.
Departments, however, are under no obligation to provide work to employees who
fail to make a good faith effort to perform the modified duty work. Employees who
refuse to cooperate with and/or participate in the program jeopardize their benefits
and face discipline up to and including termination.
All modified-duty work is of a temporary nature and may not exceed 90 consecutive
calendar days from its initial commencement without the authorization of the
director of Human Resources. The obligation to provide modified duty work ends
when employees reach maximum medical improvement or when 90 consecutive
calendar days have passed since the initial commencement of the modified duty
The Division of Human Resources is available to assist a department if an em-
ployee is unable to resume the essential functions of his or her regular job at the
conclusion of the modified duty work assignment or at the time that maximum
improvement is reached, whichever occurs first.
Affirmative Action and Equal Opportunity Employment
Access, Equality, Mobility: It Works for You
The University of Florida is committed to nondiscrimination on the basis of race,
color, marital or veteran status, sex, religion, creed, national origin, political
opinions or affiliations, age, or disability. The policy applies to students, academic
personnel, and staff. It also applies to the university's relations with contractors and
suppliers of goods and services as well as to the use of university facilities.
The university believes in equal opportunity practices that conform to both the spirit
and the letter of all laws against discrimination. To comply with this commitment to
nondiscrimination, equal opportunity, and affirmative action in employment prac-
tices, the university follows the employment procedures set forth in the Florida
Administrative Code, university rules and policies, and affirmative action plan.
The University of Florida shall assure each applicant or employee, using both
objective and subjective merit principles, without regard to that person's race, color,
sex, religion, creed, national origin, marital status, political opinions or affiliations,
or age, an equal opportunity in all university practices, programs, policies, and
procedures. This activity includes but is not limited to recruitment, examination,
appointment, training, promotion, demotion, compensation, retention, discipline,
and separation. The University of Florida shall likewise assure equal opportunity/
equal access to any disabled person, who is an applicant or employee, with
respect to the employment practices specified above. Equal opportunity is assured
unless the disability involved prevents satisfactory performance of the work re-
quired. Preference in appointment is given to eligible veterans and spouses of
veterans, as protected under the Vietnam Era Veteran's Readjustment Act and
Chapter 295, Florida Statutes.
Any applicant or employee who believes that he or she has been discriminated
against may file a complaint with the Affirmative Action Office at 145 Tigert Hall, PO
Box 113050, 392-6004. All complaints shall be treated in accordance with the
procedures set forth by law or Florida Administrative Code.
Upon request, the university provides reasonable accommodations to individuals
with disabilities. Under the employment provisions (Title I) of the Americans with
Disabilities Act, orADA (PL 101-336), employers are required to provide "reason-
able accommodation" as a means of overcoming unnecessary barriers that prevent
or restrict employment opportunities for otherwise qualified individuals with disabili-
The ADAdefines a qualified individual with a disability as a person who "satisfies
the requisite skill, experience, education, and other job-related requirements of the
employment position such individual holds or desires and who, with or without
reasonable accommodation, can perform the essential functions of such position."
The term "reasonable accommodation" means a modification or adjustment to the
job, the work environment, or the way things usually are done that enables a
qualified individual with a disability to enjoy an equal employment opportunity.
Essential functions are, by definition, those that the individual who holds the job
would have to perform, with or without reasonable accommodation, in order to be
considered qualified for the position.
It is the policy of the University of Florida to extend reasonable accommodation to
the known limitations of qualified persons with disabilities who are employees or
applicants for employment, in order that these individuals may perform the essen-
tial functions of a position and/or participate in the employment application pro-
cess. In general, it is the responsibility of the applicant or employee with a disabil-
ity to inform the employer that an accommodation is needed in order for him or her
to participate in the application process, to perform the essential job functions, or
to receive benefits and privileges of employment.
All requests for accommodations will be evaluated on an individual basis to deter-
mine the appropriateness of the request. Moreover, employment opportunities shall
not be denied because of the need to make reasonable accommodations to an
individual's disability. To request a reasonable accommodation, contact your
immediate supervisor and make your request known. At that time, it will be neces-
sary to complete the "Reasonable Accommodation Based on Disability Request
If you have questions at any time during the process, you may contact the ADA
Compliance Office, located in 354 North-South Drive, PO Box 115055, by e-mail at
or by telephone at 392-7056 (voice), 846-1046 (TDD). For more
information, visit UF's Americans With Disabilities Act Compliance Office web site
Identification of Special Needs
Individuals are encouraged to report any special needs to their supervisor and ADA
Office so that they may be protected during emergency procedures. The employee
should make arrangements with his or her department if assistance exiting a
building during an emergency is needed.
Medical and Disabled Parking Information
The University of Florida provides special parking to individuals with both temporary
and permanent disabilities. Full-time employees may apply for temporary (30 days
or less) disabled parking passes by submitting a letter from a doctor stating the
nature of the disability and the length of time the pass will be needed. Employees
who qualify for either the permanent or temporary Florida-disabled parking placard
(state-issued at county tag agencies) may qualify for a reserved parking space.
For employees utilizing a state-issued disabled parking placard, the appropriate UF
decal will be required to park in one of the lots or garages maintained by UF. The
university issues a disabled decal to employees with either a temporary or perma-
nent state-issued placard. To apply for the UF disabled decal, contact the ADA
Office in building 354 on North-South Drive (next to the Decal Office) or call 392-
7056, 846-1046 (TDD). Your may visit the ADA web site at
parking/park.htm> for more information on disabled parking at the university.
The Student Traffic Court sponsors the "Gator Lift" that when called will transport
disabled employees and students to and from their job, classes, or dorm. To
schedule a ride for Monday through Friday, 7 a.m. to 4 p.m., call 374-6547, ext.
482, 24 hours in advance if possible, or dial 374-6547 and leave a detailed mes-
sage for Unit 482.
Florida Relay Service
Persons with speech or hearing impairments may contact the Florida Relay
Service when trying to reach an office that does not list a TDD number. The Florida
Relay Service links the deaf, deaf-blind, the hard of hearing, and speech-impaired
to anyone within the reach of a phone at any time.
To make a call, simply dial 1-800-955-8771 (TDD) or 1-800-955-8770 (voice). For
more information, visit UF's Americans With Disabilities Act Compliance Office web
site at .
Policies to Know
Acceptable Use of Computing Resources Policy
All university employees are responsible for understanding their rights and respon-
sibilities regarding the use of the university's computing resources as well as the
university's policies about their use.
Please take the time to become familiar with the university's policy on the Accept-
able Use of Computing Resources .
The policy of the University of Florida is to assess the needs of students or em-
ployees with HIV infection on a case-by-case basis. With the permission of the
affected individual (whether student, academic personnel, or staff member), the
Director of the Student Health Care Center will assist in the coordination of re-
sources and services.
The confidentiality of the individual's HIV status, as well as the individual's welfare,
is respected. Breach of confidentiality of information obtained by a university
employee in an official university capacity may result in disciplinary action.
Based on current medical information concerning risk of infection, the university
does not isolate persons with HIV infection orAIDS from other individuals in the
educational or work setting.
Furthermore, the university supports the continued participation, to the fullest
extent reasonably possible, of these individuals in the campus education/work
It also is the policy of the university to provide education that seeks to prevent the
spread of HIV infection. Those at risk for HIV infection are encouraged to get
tested; those who are infected are urged to seek treatment. With current advances
in HIV/AIDS treatment, early intervention can be crucial to maintaining well-being
and delaying complications of illness.
In keeping with the Americans with Disabilities Act, the university considers HIV/
AIDS to be a disability. Existing support services can be utilized by students or
employees who are disabled by HIV infection orAIDS.
For more information, please contact the official University of Florida resource: the
Director of the Student Health Care Center at 392-1161. You also may contact
Employee Relations at 392-1072, 622-1072 (SC), or , or your
human resources satellite office for assistance.
Drug-Free Workplace Policy
The University of Florida is committed to providing a campus environment free of
the abuse of alcohol and the illegal use of alcohol and other drugs. To enhance this
commitment, the university has adopted and implemented programs that seek to
prevent the illicit use of drugs and the abuse of alcohol by university community
The unlawful manufacture, distribution, dispensation, possession, or use of a
controlled substance or the unlawful possession and use of alcohol are harmful and
prohibited in and on property owned and controlled by the University of Florida or
any other University of Florida facility. No employee or student is to report to work,
class, or any university activity while under the influence of illegal drugs or alcohol.
The use of alcoholic beverages by members of the University of Florida community
is at all times subject to the alcoholic beverage laws of the state of Florida, appli-
cable county and city regulations, and the University Alcohol Policy, Rule 6C1-
2.019, Florida Administrative Code.
The possession and use of controlled drugs by members of the University of Florida
community must at all times be in accordance with the provisions of Florida law,
the rules of the Board of Education, and the rules of the University of Florida.
Under Florida law, no person may possess substances regulated under the
provisions of Chapter 893, Florida Statutes (controlled substances and "designer
drugs"), unless dispensed and used pursuant to prescription or otherwise autho-
rized by law. Sale and delivery of such substances are prohibited unless authorized
University of Florida Sanctions
Violation of university policies and applicable laws by an employee or student is
grounds for disciplinary action up to and including termination or expulsion in
accordance with applicable University of Florida and Board of Education rules and/
or collective bargaining agreements. Student organizations also may be sanctioned
for violation of these policies and laws. Additionally, a violation may be reason for
evaluation and treatment for a drug- and/or alcohol-use disorder or referral for
prosecution consistent with local, state, and federal criminal law.
Disciplinary action against a student or employee by the university does not
preclude the possibility of criminal charges against that individual. The filing of
criminal charges similarly does not preclude action by the university.
Federal Drug-Free Workplace Act Requirements
The following are required of the university and its employees:
1. An employee shall notify his or her supervisor or other appropriate manage-
ment representative of any criminal drug statute conviction for a violation
occurring in the workplace no later than five days after such conviction.
2. The university shall notify any federal contracting agency within ten days of
having received notice that an employee engaged in the performance of such
contract or grant has had a criminal drug statute conviction for a violation
occurring in the workplace.
3. The university will take appropriate personnel action against any employee who
is convicted for a violation occurring in the workplace or will require the
employee's satisfactory participation in a drug abuse assistance or rehabilita-
Please contact Employee Relations at 392-1072, 622-1072 (SC), or
with questions you may have about university policies and
procedures. If your questions are about academic personnel and academic person-
nel OPS, including "post-docs," please call the ADA Office, Academic Affairs, at
392-7056, 846-1046 (TDD). Questions about students may be directed to Student
Affairs at 392-1274 or the Dean of Students Office at 392-1261. Detailed information
about alcohol consumption, the use of illegal drugs, and the misuse of prescription
and other drugs may be obtained by calling Health Education in the Student Health
Care Center at 392-1161.
Please note: There are certain types of jobs at the University of Florida that may
require pre-employment and other forms of alcohol and drug testing. Please
contact the university's CMVO Drug Testing Program Office by contacting 392-
4940, 622-4940 (SC), or .
Fraudulent or Other Wrongful Acts Policy
Staff and academic personnel with a reasonable basis for believing fraudulent or
wrongful acts have occurred have a responsibility to report such incidents to the
Office of the Inspector General of the University of Florida (OIG) and should not
confront the individuals who may be investigated. Employees also should not
initiate investigations on their own because such actions can compromise any
ensuing investigations. The OIG will work in consultation with General Counsel,
university administrators, law enforcement personnel when appropriate, and other
levels of management in instances where fraud or other wrongful acts are sus-
pected. This office also is available to assist with ensuring proper internal controls
are in place.
In those instances where the OIG's investigation indicates the probability of
criminal activity, the investigation will be turned over to the university police or other
appropriate law enforcement agency. An investigation will be completed expedi-
tiously but always in a thorough manner and in accordance with established
procedures. It is the duty of all employees to cooperate fully with those performing
an investigation pursuant to this policy. The constitutional rights of those involved
always will be observed. When appropriate, the results of an investigation con-
ducted by the OIG will be communicated in a written report to the appropriate
university administrators and to the president of the university.
Employees found to have participated in fraudulent or other wrongful acts will be
subject to disciplinary action, up to and including termination of employment and
prosecution if appropriate. The Division of Human Resources is available to assist
with disciplinary matters involving TEAMS and USPS employees and should be
consulted prior to taking such actions. Individuals who report suspected fraudulent
or other wrongful acts under Section 112.3187, Florida Statutes (Whistle Blower's
Law), and those cooperating with the ensuing investigation will be protected from
Sexual Harassment Policy
The University of Florida is committed to maintaining a safe and comfortable
workplace and academic environment. Our sexual harassment policy is available in
the Affirmative Action Office, Division of Human Resources, the frequent training
conferences conducted on campus every semester, and through the university's'
web site at . Sexual harassment of employees,
students, or visitors will not be tolerated by the university.
Sexual harassment occurs in a variety of situations that tend to share a commonal-
ity: the inappropriate introduction of sexual activities or comments in a situation
where sex would otherwise be irrelevant. Sexual harassment is a form of sex
discrimination and a violation of state and federal laws as well as of the rules and
regulations of the university.
The university's policy is to protect all members of the community from sexual
harassment. As a result, the responsibility for reporting incidents of sexual harass-
ment also must rest with all members of the university community. Any employee
or student who has knowledge of sexual harassment is encouraged to report it to
the appropriate dean or director. Employees with supervisory responsibility who
have knowledge of sexual harassment are required to report the matter directly to a
university official. Any co-worker or student who has knowledge of sexual harass-
ment is strongly encouraged to report it promptly. It is the university's goal to
process complaints of harassment in a prompt and responsive manner to enable
appropriate corrective action.
The law and university policy provide sanctions for any employee with supervisory
responsibility who fails to report incidents of sexual harassment. In addition, there
are sanctions for any person who knowingly files a false complaint of sexual
harassment or who takes retaliatory action against someone who files a sexual
harassment complaint. Sexual harassment at the University of Florida will not be
tolerated and should not be ignored.
Call the Affirmative Action Office at 392-6004 with your questions or concerns about
sexual harassment, including information about reporting procedures, or attend a
sexual harassment conference sponsored by the Affirmative Action Office and
Division of Human Resources. To register, contact Training and Development at
392-4626,1622-4626 (SC), or .
Smoking Policy/Florida Clean Indoor Air Act
The Florida Clean Indoor Air Act of 1992, implemented by Section 386.201, Florida
Statutes, became effective October 1, 1992. This act prohibits smoking in educa-
Accordingly, the University of Florida's policy forbids smoking areas to be desig-
nated within any university facility including, but not limited to, classrooms, offices,
dining facilities, student residential facilities, or any other building owned or leased
by the university.
Each department chair and director is responsible for ensuring policy compliance
within their areas.
Software Copyright Policy
The principles for using and managing software are derived from U.S. copyright law,
the Florida Computer Crimes Act, and legal agreements in the form of licenses and
purchase agreements. That foundation makes the University of Florida's basic
policy governing software clear:
All academic personnel, staff, and students of the university are required and
expected to obey the laws and legal agreements governing software use.
Failure to do so can lead to monetary damages and/or criminal penalties for
the individual violator. Because such violations also are against university
policies and rules, disciplinary action will be taken as appropriate. The software
copyright policy is provided on the basis of endorsement by the Council on
Information Technologies and Services (May 12, 1994).
Guidelines for following this policy can be found at UF's Software Copyright Policy,
Guidelines, and Training Materials web site at .
Workplace Violence Policy
As a part of the University of Florida's goal to maintain a safe and comfortable
workplace and academic setting, the university has established standards of
conduct that cover every member of our community. Specifically, violent acts,
threats (direct or implied), unlawful harassment, verbal or physical abuse, stalking,
intimidation, and other disruptive behavior will not be tolerated and will result in
appropriate university response including disciplinary action and criminal prosecu-
As further support of this commitment, the university has established a three-tiered
program that focuses on prevention, threat management and related behavioral
issues, and crisis intervention. Follow the link below to read this policy, which
includes insight as to steps to take under certain circumstances and resource
Safety and security are personal and shared responsibilities. While all supervisors
and administrators are called on to report inappropriate behavior immediately, the
collective involvement of every member of the university community is important
For more information regarding this policy and related material, read UF's Work-
place Violence Policy Statement at .
Health Insurance Portability and Accountability Act (HIPAA)
The Health Insurance Portability and Accountability Act (HIPAA) is federal legisla-
tion designed to limit gaps in insurance coverage and to improve the privacy of
personal health information. Compliance involves taking a required training course
and signing a confidentiality agreement.
Full HIPAAcompliance ensures that patients and their families have the privacy of
their health information and their medical records protected. HIPAA regulations set
tight boundaries on the use and release of health records and give patients more
control over and access to their health information, enabling them to find out how
their information may be used, and about certain disclosures of their information
that have been made.
HIPAA rules provide clear standards for protecting personal health information
recorded or transmitted on paper, e-mail, and the computer and/or telephone,
including billing records and fund transfers. They also prohibit individuals from
looking into patient records without a well-defined professional reason and place
limitations on who can access such records. Clinical departments and units
related to business operations must make sure all of their systems, security
measures, and procedures meet HIPAA requirements. HIPAA includes civil or
criminal penalties for those who violate patients' privacy rights. Additionally, if you
are found to be in violation on this law, appropriate disciplinary action may be taken
up to and including dismissal.
For further information about HIPAA, visit the UF Privacy web site at
or contact the Office of Vice President for Health Affairs at
The University of Florida TEAMS and USPS Employee Handbookwas
revised in March 2003.
Division of Human Resources
337 Stadium, PO Box 115000
(352) 392-1075, 622-1075 (SC), (352) 392-7734 (TDD)
This publication is available in an alternative format. Please contact Betsy
Spain, editor, at 392-4626, 622-4626 (SC), or .
This handbook is for informational purposes only and does not necessarily
have the full effect of law and/or policy. This handbook or its contents may
be changed at any time. For the latest news and information, visit our web
site at .
The University of Florida TEAMS and USPS Employee Handbookwas
revised in March 2003.
Division of Human Resources
337 Stadium, PO Box 115000
(352) 392-1075, 622-1075 (SC), (352) 392-7734 (TDD)
This publication is available in an alternative format. Please contact
Betsy Spain, editor, at 392-4626, 622-4626 (SC), or
This handbook is for informational purposes only and does not necessar-
ily have the full effect of law and/or policy. This handbook or its contents
may be changed at any time. For the latest news and information, visit
our web site at .
SCHWARTZ NELDA M
PO BOX 117001
GAINESVILLE FL 32611-7001