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News & Updates

Benefits Changes for 2018

Earlier today, the Arizona Department of Administration (ADOA) notified us about some substantial changes that will be made to the benefits plans offered for the upcoming calendar year (January 1, 2018 – December 31, 2018).  

Most University of Arizona employees are enrolled in medical plans administered by ADOA. These include the EPO, PPO and HSA plans. 

Reporting Time for the UA Football Game on September 22, 2017

Due to the home football game on September 22, 2017, it has been requested that employees are able to work from home after 12:30 p.m.

Immediate supervisors should work directly with their team members to assure that the work of the University proceeds while they manage individual schedules as appropriate, facilitating work-from-home arrangements whenever possible.

In the event an employee's work does not lend itself to a work-at-home assignment, supervisors may authorize University Release time.

  • University Release (RLE - Exempt Exception Time Reporters)
  • University Release (RLP - Nonexempt Positive Time Reporters)

Please log on to UAccess Employee / Manager Self-Service (link is external) to record this time on your timesheet before the pay period closes.

For questions, please contact the Division of Human Resources at:

Main Campus: (520) 621-3660

hrsolutions@email.arizona.edu

Report from the Childcare Request Taskforce

In May of 2016, then-UA President Ann Weaver Hart asked Senior Vice President for Business Affairs and Chief Financial Officer Gregg Goldman to explore options for childcare services available to students and employees. You can view the findings and recommendations here. 

Welcome & Benefits Orientation Registration

You might have noticed that your new colleagues were experiencing a different process for UA Welcome & Benefits orientation by registering through UAccess Learning. Although we believe UAccess Learning is the University's long-term solution for enrollment in orientation, a number of your colleagues encountered some unexpected issues.

While we explore the best way to utilize UAccess for new employee orientation, business managers and HR Alliance members will continue to be able to enroll new employees on their behalf.

Visit the Division of Human Resources website to enroll an employee in the UA Welcome & Benefits and/or UA Career Foundations sessions.

Thank you to those who have shared your feedback and offered to assist with possible solutions.

If you have any questions, please contact David Magoon, Senior Organizational Consultant, at dmagoon@email.arizona.edu.

Fair Labor Standards Act Regulatory Change Update

If recent news releases regarding the proposed updates to FLSA overtime regulations have you wondering what’s next, you are not alone. 
 
What’s changed?
Not much! Last week the Department of Labor responded to the temporary injunction that halted the regulatory changes by indicating they intend to contest the ruling that they lack the authority to set a salary threshold; however, they will not push forward with their proposed $913 per week threshold at this time. 
 
What does this mean for the University?
While we wait for the wheels of federal litigation to turn and a final ruling to be made, it will be business as usual for the University. The Division of Human Resources will continue to track and communicate developments as they occur. 
 

Learn more about the DOL’s recent announcement.

2017 UA Minimum Wage Increase

As was communicated to campus on December 2, 2016, we will raise our minimum wage from $8.05 to $10.00 per hour effective July 3, 2017.  The passage of Proposition 206, the Arizona Minimum Wage and Paid Time Off Initiative, prompted most Arizona employers to increase their minimum wage in January. To allow for adequate budget planning, the University of Arizona chose to implement changes at the start of the 2018 fiscal year.

Click "Read More" for details about implementation.

Reporting Time For Commencement

President Hart has asked that all employees who do not need to be on the Tucson campus in support of the University's Commencement activities on Friday, May 12, 2017, be allowed to work from home for as much of the day as is practical. In particular, employees should be off campus by 12:30 p.m. This includes the UA Health Sciences Tucson campus.

Immediate supervisors should work directly with their team members to assure that the work of the University proceeds while they manage individual schedules as appropriate, facilitating work-from-home arrangements whenever possible. 

Otherwise, employees may utilize the University Release time code on their time sheets.

  • University Release (RLE - Exempt Exception Time Reporters)
  • University Release (RLP - Nonexempt Positive Time Reporters, including student employees)

Please log on to UAccess Employee / Manager Self-Service to record this time on your timesheet before the pay period closes.

For questions, please contact the Division of Human Resources at:

Main Campus: (520) 621-3660
UA Health Sciences - Tucson: (520) 626-5593

hrsolutions@email.arizona.edu

Your Record Retention/Hold Obligations as Part of the 2017 Federal Compliance Review of the University

Some employees may have received an email on May 3, 2017, describing obligations under the Office of Federal Contract Compliance Programs' recently initiated compliance review of the University of Arizona. Please note this email is legitimate and is safe to open/read.

Each year the Office of Federal Contract Compliance Programs (OFCCP) randomly selects for audit organizations that receive federal contracts - to ensure they are complying will all federal hiring and equal opportunity laws.

The OFCCP has initiated a compliance review of the University of Arizona and has requested documentation of all hiring, transfer, promotion, demotion, layoff, termination, and compensation procedures. The Division of Human Resources is in the process of responding to the agency’s request for detailed information about each candidate search, hiring decision, and employment change during 2016, as well as information regarding the total compensation for all individuals employed by the University during this time period.
 
To comply with this audit, it is essential that all employees preserve all past, current, and future physical and electronic documentation related to employment and compensation decisions.

Based on the agency's analysis of the initial data the University provides, it is possible that agency officials will decide to interview employees and supervisors. The Division of Human Resources will notify employees if we learn that a department will be targeted for an on-site review.

Please click "Read More" to learn more about all employees' obligations.

Update on Contract Negotiations between United Healthcare and Northwest Allied Physicians

UPDATE Northwest Healthcare and UnitedHealthcare reached an agreement on May 6, 2017 for an a renewed, 3-year contract. The new agreement is effective immediately and retroactive. Patients who received care at a Northwest Healthcare facility during the out-of-network period of Monday, May 1 to Saturday, May 6, 2017, will be processed as in-network, according to their joint statement.

Annual Discretionary Increase Moratorium

With the annual moratorium* on discretionary pay increases for all employee types, including student workers, fast approaching, here are a few important things to remember:

  • May 8, 2017 is the last effective date for fiscal year 2016-2017 increases. If you have employees slated to receive increases effective May 8, 2017, submit your Manager Self Service (MSS) Job Change requests to Workforce Systems by May 10, 2017
     
  • Discretionary pay increases may not be submitted with an effective date of May 22, 2017 through the end of the fiscal year – even if submitted now.
     
  • Discretionary increases submitted after May 10, 2017 will be effective July 1, 2017 or after.

Questions about the moratorium or processing MSS Job Change requests may be directed to Workforce Systems at (520) 621-3664.

*The moratorium includes ALL pay change reasons with the exception of promotions or transfers for positions that have undergone competitive recruitment.

Flexible Year Program Re-Enrollment Update for FY 2017-2018

The Flexible Year (Flex 1-6) Program will continue for one final year, though the program will not be offered for new enrollees. Employees currently enrolled in the program may continue participation through the end of Fiscal Year 2017-2018 (June 30, 2018) by re-enrolling one final time.  MSS Job Data Changes are due to HR Workforce Systems by May 15, 2017.  More information is available here.

2017-2018 Calendars Now Available!

The Fiscal Year-End (Rollover) Schedule, Appointed Personnel/Faculty Supplemental Compensation Schedule, Document Calendar, Calculation Survival Guide and 9 Pay 12 Calendar are your guides for planning and preparing for Fiscal Year 2017-18.  The calendars and schedules are easily accessible on the Workforce Systems website at: http://hr.arizona.edu/workforce-systems/calendars

New contracts with temporary employment agencies

The University of Arizona has now entered into new contracts with ten agencies that provide temporary staffing services. Eight of the the ten vendors are new to the University of Arizona, and the pricing structure for engaging temporary workers has changed.

Tax Form 1095-C Available

Your 1095-C tax form is now available in UAccess Employee. Visit the UA Employee Main Homepage and select Benefits > View Form 1095-C. A hard copy has also been mailed to your home address unless you requested to only receive your 1095-C electronically. 

Your 1095-C provides information about the employer-sponsored health insurance offered to you and your dependents by the University of Arizona. This information may assist you in completing your tax return.  

Please see the Frequently Asked Questions for more information about the 1095-C. You may also contact the Division of Human Resources at hrsolutions@email.arizona.edu or 520-621-3660 with questions.

UA's Commitment to a Safe Working and Learning Environment

On Wednesday, February 22, 2017, the Department of Justice and the Department of Education rescinded federal guidelines specifying that transgender students have the right to use school restrooms that match their gender identity.

The University of Arizona has a long-held commitment to maintaining a safe working and learning environment for all members of our community, and that commitment has not changed. Central to the University’s core values is respect and appreciation for the diversity inherent in our campus community. We strive to ensure that everyone who comes to our campus feels safe, respected, and supported. Consistent with the University’s Nondiscrimination and Anti-harassment Policy that prohibits discrimination and harassment on the basis of gender identity, the University supports the option of individuals to use the restroom that meets their individual needs or in which they feel safest.

To that end, it is important to reiterate the University of Arizona’s Statement on Restroom Access.

2016 Campus Resource EXPO Recap

Last Fall's 2016 Campus Resource EXPO was a huge success! Nearly 50 organizations met with over 850 employees and faculty, sharing their resources and knowledge, and creating thousands of new connections. 

Can't wait until the Fall 2017 EXPO to learn more or want a refresher on some of the information you received at the previous EXPO? Check out our interviews of the various organizations at the 2016 EXPO.

Changes to FLSA Implementation Due to Recent Nationwide Injunction

Last week, we communicated news that on Tuesday, November 22, 2016, a U.S. District Court judge issued a preliminary, nation-wide injunction halting implementation of the U.S. Department of Labor (DOL)’s new overtime rule. While that injunction is considered preliminary, it is indefinite in duration.  As a result, the University of Arizona (UA) is adjusting its scheduled implementation of FLSA regulation changes.

University Closure

Most University of Arizona departments close or reduce operations between Christmas and New Year’s Day. In the interest of greater consistency, we are standardizing our approach to managing time during this period.

2017 UA Minimum Wage Increase

You may know that most Arizona employers are increasing their minimum wage as a result of the recent passage of the Arizona Minimum Wage and Paid Time Off Initiative (Proposition 206). As a state agency, the University of Arizona is exempt from the new regulation, however we believe increasing compensation gives us a competitive advantage in attracting and retaining a quality workforce.

While we are committed to raising our minimum wage, we want to do so thoughtfully and strategically. Therefore we will raise our minimum wage from $8.05 to $10.00 per hour effective July 3, 2017. We believe this is a fiscally responsible approach that will give us time to build the increase into our FY18 budgets and planning.

Details about the minimum wage increase follow.

Changes to FLSA implementation due to recent nationwide injunction

On Tuesday, November 22, 2016, a U.S. District Court judge issued a preliminary, nation-wide injunction halting implementation of the U.S. Department of Labor (DOL)’s new overtime rule. While that injunction is considered preliminary, it is indefinite in duration.  As a result, the University of Arizona (UA) is adjusting its scheduled implementation of FLSA regulation changes.  Individuals who were transitioned to non-exempt status effective November 21, 2016 will be transitioned back to exempt status effective December 5, 2016. All affected employees will receive a notification when the change has been processed.

Details and important information you need to know about this change follows.

Preliminary injunction on FLSA – what to do now

On Tuesday, November 22, 2016, a U.S. District Court judge issued a preliminary injunction halting implementation of the U.S. Department of Labor (DOL)'s new overtime rule. This news came as a significant surprise to many external analysts as well as those of us at the University of Arizona (UA) who have followed this closely and planned for implementation in time for the DOL's December 1, 2016 effective date. The FLSA task force is working quickly to determine appropriate next steps. As soon as we are able to ascertain more information about the anticipated duration of the injunction and consult with ABOR and peer institutions for consistency, further guidance will be shared.

UPDATE: Judge Issues Injunction Postponing Effective Date of Fair Labor Standards Act (FLSA) Overtime Rules

Today, November 22, 2016, a U.S. District Court judge from Texas issued a preliminary injunction postponing the effective date of the U.S. Department of Labor (DOL)’s overtime rule. The judge issued the injunction in response to a legal challenge brought by a coalition of more than 50 business groups and 21 state attorneys general. The rule was scheduled to go into effect on December 1.

The UA FLSA Taskforce will issue a communication to the University community soon with more information.

Elect electronic delivery of your IRS tax form 1095-C

Please take a brief moment to choose electronic delivery of your IRS 1095-C form. The 1095-C helps you report health insurance coverage to the IRS when you complete your tax return, and electronic delivery is the most efficient way to receive the form. 

To elect electronic delivery, visit UAccess Employee at uaccess.arizona.edu. Once on the UA Employee Main Homepage, select the Benefits tile and then click on the 1095-C Consent option. 

2016-2017 Winter Supplemental Compensation Schedule

Just what you've been waiting for! The 2016-2017 Faculty/Appointed Winter Supplemental Compensation Schedule is now available for viewing, printing or saving.

Fair Labor Standards Act (FLSA) Regulatory Changes

Earlier this week the Department of Labor (DOL) made its long-awaited announcement of the final Fair Labor Standards Act (FLSA) regulatory changes. This message briefly summarizes the changes and describes next steps in the University’s implementation plan.

Fair Labor Standard Act (FLSA) Implementation Details

Would you like to know more about how and when the Fair Labor Standards Act (FLSA) regulatory changes will be applied?  We encourage you to review the key implementation details below.

2016-17 Workforce Systems Signature Authorization List

It’s time to update the Workforce Systems Signature Authorization Lists for FY 2016-17 to meet yearly audit requirements and to avoid delays in document processing.

Systems Control Joining the Division of Human Resources

We are pleased to announce that Systems Control is joining the Division of Human Resources on July 1, 2016.  This is an opportunity for us to review existing functions and processes, align strategies, and work towards gaining efficiencies to support you, the campus community. We look forward to the invaluable exchange of ideas and perspectives from a diverse group of talented individuals within the Human Resources organization.

FY 2016 - 2017 Rollover Updates and Reminders

FY 2016-2017 Flexible-Year Program, Notice of Appointments/Reappointments (NOAs/NORs), Manager Self Service (MSS) Job Change Transactions, and Position Distribution

FY 2016 and FY 2017 Position Distribution

MSS Position Distribution, Continuation Accounts, Tips, Tricks and Reminders, and Helpful Resources

FY 2017 Salary Program

The University of Arizona has announced a compensation investment program that will raise annual salaries for all benefits-eligible faculty, classified staff, and appointed professionals, and also elevate stipend levels for our graduate assistants and associates. Through this program, the University is demonstrating its commitment to increasing the competitiveness of our compensation and stressing the importance of recognizing the contributions of those who support the University’s success.

Watch for Affordable Care Act Subsidy Notices

We Need Your Help! In the coming weeks, some of you or your colleagues may receive notification letters from the Federal Health Insurance Marketplace regarding UA employees who have enrolled in health insurance through the Marketplace. 

It is imperative that you promptly send the Division of Human Resources a copy of these letters to prevent potentially significant IRS penalties.

Reminder--MSS Termination Requests for 9 pay 12 Faculty and Appointed

Have you submitted termination requests for the 9 pay 12 faculty or appointed ceasing employment with the University?  If you haven’t, you still have time.

Reminder--FY16 Discretionary Pay Increase Moratorium

The Moratorium on discretionary pay increases for FY16 is now in effect.  Requests submitted after today will be effective July 1, 2016 or after.

FY2016-2017 Flexible-Year Program Deadline Extended

The Flexible-Year Program open enrollment for FY2016-2017 has been extended through May 27, 2016. 

During the next fiscal year, a non-exempt employee’s ability to participate in the Flexible-Year Program may be directly impacted by regulations expected to be issued by the Department of Labor under the Fair Labor Standards Act (FLSA).  We are working expeditiously to determine what impact, if any, there will be on this program. 

Note:  Employees currently participating in the flex-year program must re-enroll to ensure continuation in the plan.

MSS Graduate Assistant/Associate Job Data Requests Now Available

The Manager Self Service (MSS) Graduate Assistant/Associate Job Data Change requests are now available for the current year changes and Fiscal rollover transactions. 

Coming Soon! MSS Graduate Assistant/Associate Job Data Changes

The Manager Self Service (MSS) Graduate Assistant/Associate Job Change request is in the final stage of development and is scheduled for release to department/college initators and approvers on Wednesday, May 4, 2016.

2016-2017 Flexible-Year Program Enrollment

The Flexible-Year Program is now open for enrollment for FY2016-2017.The program offers schedules that meet operational and staffing needs during peak-periods and provide cost savings throughout the year.

UA Resources for Expecting & New Parents Added

Check out these new web pages packed with information about family-friendly UA policies, available UA resources, useful information, and child-friendly activities on campus.

2016-2017 Fiscal Year-End (Rollover) Schedule

The Fiscal Year-End (Rollover) and Appointed Personnel/Faculty Supplemental Compensation schedules as well as the Calculation Survival and Document Calendars are your guides for planning and preparing for Fiscal Year 2016-17.

Mailing of 1095-C Tax Form

If you are a benefits-eligible employee you should have received a new IRS tax form called a 1095-C. This form was mailed on March 28, 2016, to the home address you have on file in UAccess Employee.

Announcing New Designated Campus Colleague (DCC) Types

Thanks to the work of a University project team, managing appointments for many Designated Campus Colleagues (DCC) is now much easier. The project team focused on two deliverables. The first was a streamlined approach to managing departmental interns and those who serve as intermittent and occasional volunteers. The second was a set of guidelines that facilitate appointments for physicians who serve the College of Medicine-Phoenix while employed by other organizations. Four new DCC roles have been created:  Intermittent and Occasional Volunteers, University Interns, Affiliate Partners, and Associate Partners. An additional category of Departmental Intern will be available shortly.  Descriptions for the new DCC types are provided below and these are followed by links to available resources.

2016 Background Check Rates Announced

Good news! The rates for any background checks initiated after January 1, 2016, are slightly lower than the 2015 rates. Click here to learn more.

HR Debuts New Website

As part of our ongoing efforts to better serve you, welcome to our completely reimagined new website. We hope you agree the new site is easier, faster, and smarter - getting you to the right content, right when you need it. We invite you to take a look and share your feedback on how to make it even more useful.

2016 Systems Control Spring Semester Update

New!  Revised Other Professional Service (OPS) Form, Winter Break Supplemental Compensation Schedule, Important Dates and Deadlines

Spring 2016 Graduate Assistant/Associate Worksheets and Faculty Hires/Reappointments

Roses are red, violets are blue, the graduate worksheets are ready for you.  Read the instructions, review the report,  extend the job end dates, if they are too short.  FTE’s and salaries from the Fall are displayed and can be validated before grads are paid.

Manager Self Service requests may be submitted to include, Faculty spring hires and reappointments with end dates renewed.   See below for additional information.

FY16 Notice of Appointment/Reappointments

Notice of Appointments/Reappointments
Academic Notice of Appointments/Reappointments for Faculty, Appointed Personnel and Graduate Assistant/Associates are available for generation, submittal and approval.

New Hire/Rehire Contract Rate Adjustments
Contract rate adjustments are an option for compensating FULL contract amounts for late “new hire” academic Faculty and Graduate Assistants/Associates.  Click here for detailed instructions and guidelines.

FY16 Systems Control Update

Notice of Appointments/Reappointments, Position Distribution, Employee/DCC Analytic Reports

FY 2015-2016 Signature Authorization List

It’s time to update the Systems Control Signature Authorization Lists for FY 2015-16 to meet yearly audit requirements and to avoid delays in document processing.  Please coordinate the distribution, completion and collection of the forms for individuals authorized to sign hiring, personnel action (PAF), position control (PCF), and leave request forms within your respective departments/units. 

FY 2015-2016 MSS Position Distribution Available

It’s the time of the season to shift into gear— to manage the funding for the new fiscal year.  Position distribution and budget data too—combined to enhance the information you view.  Jump into action, don’t wait ‘til year end--early is better—‘tis what we recommend.

FY16 Reference Sheets and Graduate Asst/Assoc Worksheets

It’s beginning to look a lot like rollover season!  The FY2015-2016 Rollover Reference Sheets and the Graduate Assistant/Associate Rollover Worksheets are now available in UAccess Analytics.  Additionally, the Fiscal Year End Rollover Schedule is featured on the Systems Control Website and in a calendar format in the “Business Calendar” section of University Business Event Tracking (UBET).

FY 2015-2016 Designated Campus Colleage (DCC) Rollover

If you’re not sure, haven’t had a chance, or are waiting for the right moment—don’t delay—take a look at your DCC Year-End Rollover list today.  The navigation to the UAccess Employee DCC Rollover list and a link to the DCC Rollover Quick Reference Guide are provided below.

Student Worker Short Work Break - Summer 2015

Finals week is approaching with testing soon to start, student workers are preparing for the moment to depart.  Short work breaks may be the answer, for those who will return, in the coming fall semester, to continue to work and learn. 

Information provided in this message will assist you with the task, if unfamiliar with short breaks help is available for those who ask.  The Fiscal Year End (Rollover) Schedule is also available today, the link in dates and deadlines is sure to lead the way.

FY 2015-2016 Fiscal Year-End Position Distribution Change

It is official, the Budget Office Position Funding Tool is retiring and Manager Self Service (MSS) Position Distribution will be available for 2015-2016 Fiscal Year rollover processing.

Establishing position distribution funding using the UAccess Employee Manager Self Service (MSS) component for fiscal year rollover creates a single source process throughout the year; routes transactions based on established MSS rules and roles; and allows a series of effective dated changes per position.  Additionally, new Analytics reports will be developed to incorporate budget and position distribution information to assist with planning. 

Key dates, processes and account information are provided below.

FY 2015-2016 Flexible-Year Program Enrollment Period

The Flexible-Year Program is now open for enrollment for FY2015-2016.  The program offers schedules that meet operational and staffing needs during peak-periods and provide cost savings throughout the year.

FY 2014-15 Signature Authorization List

It’s time to update the Systems Control Signature Authorization Lists for FY 2014-15 to meet yearly audit requirement and to avoid delays in document processing.  Please coordinate the distribution, completion and collection of the forms for individuals authorized to sign hiring, personnel action (PAF), position control (PCF), and leave request forms within your respective departments/units. 

Spring 2015 Graduate Asst/Assoc Worksheets and Faculty Hires/Re-Appointments

Manager Self Service requests may be submitted to include, Faculty spring hires and re-appointments with end dates renewed.   See below for additional information.

FY15 Systems Control Update

The new fiscal year is now in full gear--the day we've been waiting for is suddenly here.  Contracts and funding and job data too--may need your attention before they are due.

FY 2014 Salary Increase Program

Letter from President Hart regarding FY 2014 Salary Increase Program