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FLSA conversions on hold following judge’s injunction

As previously communicated, a U.S. District Court judge from Texas issued a preliminary injunction postponing the effective date of the U.S. Department of Labor’s overtime threshold increase.  Based upon this injunction, planned and previously communicated employee conversions from exempt to nonexempt status and other position adjustments have been put on hold.  More information, including some helpful FAQ’s can be found below:

What happened?

After hearing arguements from the DOL and 21 states/50 or more business groups that had challenged the DOL’s change, judge Amos L. Mazzant issued a preliminary injunction against the changes.

Is this a final decision that permanently puts an end to the rule?

No. The overtime rule could still be implemented later down the road.

A preliminary injunction isn’t permanent, as it simply preserves the existing overtime rule—which was last updated in 2004—until the court has a chance to review the merits of the case objecting to the revisions to the regulation.

However, the revised regulation may face an uphill battle: The judge wouldn’t have granted the preliminary injunction unless, among other things, he thought the challenge had a substantial likelihood of succeeding.

[Read more: Federal Judge Halts Overtime Rule]

What’s next?

Employees and supervisors have been notified today and further information will be communicated as it becomes available.  Supervisor and Employee question and answer sessions have been scheduled and communicated to affected parties.

For further questions, please contact Christine Olson at olsonch@uwgb.edu or (920) 465-2846.

FLSA Injunction Granted

preliminary injunction has been issued to postpone the effective date of the U.S. Department of Labor’s overtime threshold increase. More information on the impacts of this injunction will be forthcoming.  As soon as we have more information on the impact this will have on our employee population and determine appropriate next steps we will be in touch.

For further information, please see this article from the Society of Human Resources Management.

Important Year End Leave Information for University Staff

As we near the end of the 2016 calendar year, University Staff employees are reminded to review their leave balances.

Vacation Carry Over
Normally, vacation time must be used within the calendar year during which it is earned.  Employees may carry over any unused earned vacation into the following calendar year.  Any vacation carried over from the previous calendar year must be used by December 31 of the following calendar year.

The Human Resources System (HRS) will automatically take any vacation absences entered first from carry over balances before taking from the current year’s allocations.

Compensatory Time
Compensatory time is able to be carried into the following calendar year if approved by the immediate supervisor.  If carried over, unused compensatory time must be used by April 30th of the following year or it will be paid out on the pay period that includes May 1st.

Personal and Legal Holidays
Personal and Legal holiday hours may not be carried into 2017 and if not used by December 31, 2016 will be forfeited.

Annual Leave Conversion Option (Banked Leave or Sabbatical)
Forms for all employees eligible for the Annual Leave Conversion Option are now available on the My UW System Portal, under the Time and Absence section, Leave Reports tab.  All completed forms must be submitted to Human Resources no later than Friday, December 2, 2016.

Please contact the Payroll & Benefits office at 920-465-2390 or payrollandbenefits@uwgb.edu if you have any questions.

Updated I-9 Form Released

U.S. Citizenship and Immigration Services (USCIS) published the revised version of the Form I-9 Employment Eligibility Verification. The updated form includes a separate Instructions Page for Form I-9.

By January 22, 2017 employers must use only the new version, dated 11/14/2016 N.

Among the changes in the new version, Section 1 asks for “other last names used” rather than “other names used,” and streamlines certification for certain foreign nationals.

Other changes include:

  • The addition of prompts to ensure information is entered correctly.
  • The ability to enter multiple preparers and translators.
  • A dedicated area for including additional information rather than having to add it in the margins.
  • A supplemental page for the preparer/translator.

The instructions have been separated from the form, in line with other USCIS forms, and include specific instructions for completing each field.

The revised Form I-9 is also easier to complete on a computer. Enhancements include drop-down lists and calendars for filling in dates, on-screen instructions for each field, easy access to the full instructions, and an option to clear the form and start over. When the employer prints the completed form, a quick response (QR) code is automatically generated, which can be read by most QR readers.

For questions on the revised Form I-9, please contact HR at (920) 465-2390 or hr@uwgb.edu.

FLSA Updated Threshold Implementation- December 1, 2016

Various sessions were held earlier this month to communicate the implications of the U.S. Department of Labor revised provisions of the Fair Labor Standards Act (FLSA) salary threshold. For reference, both sessions can be accessed below. Below is a recap of several action items to consider as the December 1 implementation date approaches:

Supervisors (Recorded Supervisor Session):

  • Provide employees with expectations for time reporting and work hours.
  • Be aware of the bi-weekly payroll schedule and the dates that both timesheets are due and hours need to be approved.
  • Define pre-approval process for overtime/comp time. Understand what your departmental stance is for OT/Comp.
  • Review guidelines for comp time (UW-Green Bay Compensatory Time Policy).
  • Ensure compensatory time doesn’t inhibit vacation/personal holiday use.
  • Evaluate work responsibilities if necessary and determine any adjustments that need to be made.
  • Discuss and define for your department:
    • Standard work hours and expectations
    • Work at home- what is acceptable and/or expected
    • Break and meal periods
    • Training, travel time, work while traveling
    • Volunteering

Employees (Recorded Employee Session):

  • Direct Deposit- if you currently have multiple accounts, you may need to adjust the amount/percentage of payroll being deposited now on a biweekly basis.
  • W-4 withholdings- if you currently have certain amounts setup for withholding, you may want to consider revising for the updated biweekly payroll period.
  • TSA 403(b) Plans- elections that were setup to take monthly will still be taken biweekly unless a new Salary Reduction Agreement is completed.
  • Wisconsin Deferred Compensation- elections that were setup to take monthly will still be taken biweekly unless a change request is completed or by contacting WDC directly at 1-877-457-9327.
  • Any employee garnishments will be reviewed and re-distributed by the UW Service Center.

Our office will be sending out detailed instructions on the timesheet entry and approval process as we get closer to December 1st.

If you have questions, please contact Human Resources at (920) 465-2390 or hr@uwgb.edu. If you are interested in a meeting regarding specific situations related to your department, please contact Melissa Nash at (920) 465-2103 or nashm@uwgb.edu.

Policy on Paid Leave Bank and Vacation Cash Payouts

As communicated recently, UW Green Bay has developed a policy on Paid Leave Bank and Vacation Cash Payouts.  This policy has been developed based upon recently implemented changed by UW System to the accounting process for ALRA & Sabbatical leave payouts.  In an effort to reduce the fiscal and operational impact to departments while establishing a consistent administration of accumulated paid leave bank and vacation payouts.

Please review the full policy and notable highlights below:

Upon Hire
Employees hired to UW-Green Bay from other agencies shall have all accrued leave paid out by the prior employer.

Movement
Internal: UW-Green Bay employees moving from a leave eligible position to another leave eligible position will retain all accrued leave and transfer this to the new appointment.

External: UW-Green Bay employees moving to another agency of the state or UW System employer shall transfer all leave accrued to the new leave-eligible appointment at the approval of the new employer.  If not accepted by the new employer, any accrued/banked leave shall be paid out as a lump sum on the final payroll with UW-Green Bay.

Resignation/Retirement
Effective November 1, 2016, employees who resign or retire from UW-Green Bay will end their employment on the last day physically worked.  Any remaining accrued/banked leave will be paid out as a lump sum on the final payroll.

Current employees who submit a resignation notice no later than December 31, 2016 will be eligible for limited continuation of the current practice regarding payroll extension through the use of banked leave (ALRA/sabbatical), vacation and vacation carryover so long as the requesting employee’s last day on payroll is not later than June 30, 2017.

Please contact Human Resources with any questions on this updated policy.

 

Stress Management Lunch ‘n Learn

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The Wellness Champions will be presenting a Lunch ‘n Learn on the topic of Stress Management on Thursday, November 3rd at Noon to 12:45 p.m. in the 1965 Room.  They will be providing a complimentary lunch catered by Chartwells to attendees, and this lunch ‘n learn is limited to 40 attendees.  Please click here to RSVP by Friday, October 28th.

Kroc Center Corporate Membership

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We are super excited to announce that the UW system is now a Corporate Partner of the Kroc Center.

Any UW staff member and their households can now qualify for a waived registration fee when becoming a Kroc Center member, which save $35.  Additionally, all new members from the UW system also receive a 15% discount on the monthly membership fees.  We also offer other discounts for our new members, as well as other benefits for the companies that partner with us.

Please review more on these benefits at:: http://www.gbkroccenter.org/corporate.html

Below are other links that you could find helpful as well:

http://www.gbkroccenter.org

http://www.gbkroccenter.org/about.html

http://www.gbkroccenter.org/membership.html

http://www.gbkroccenter.org/classes.html

Welcome Matthew Nieman!

matt-niemanMatthew Nieman was welcomed by Outreach and Extension on September 19, 2016, as a University Services Program Associate.

Matthew previously worked for the Oshkosh Area Community Foundation. He earned his Bachelor’s Degree in Business Administration, with an emphasis in Marketing, from UWGB in 2014.

He is a huge supporter of the Milwaukee Bucks, and his hometown is Oshkosh, Wisconsin.

Welcome, Matthew!

Student Work Study Awards

Federal work study award confirmation emails were sent to eligible students who did not have active employment positions just before the fall semester began.  Potential supervisors of work study students should be aware that some students declined or had their award cancelled due to receipt of other aid since these forms were emailed.  Students can always locate the most up-to-date information about their work study award in the Student Information System (SIS).

Work study awardees, including those without earnings, are emailed a biweekly balance report after payroll is processed.  Students can forward these messages to aid you in verifying individual award amounts and tracking departmental student employee budgets.  More information about monitoring work study awards is available on the Student Employment website. 

Supervisors are encouraged to list all student employee positions in the Phoenix Recruitment Online (PRO) system.  Employers may post directly in PRO, complete an online Job Posting form, or email details about the job to studentemployment@uwgb.edu 

Please direct any questions about the work study program to the Office of Financial Aid and Student Employment (studentemployment@uwgb.edu or 920/465-2556).