Author: sipiorsk@uwgb.edu

Upcoming Changes to the UW Tax-Sheltered Annuity 403(b) Program

The UW Tax-Sheltered Annuity (TSA) 403(b) Program, a supplemental retirement program, is working on enhancements in 2021. As a part of the process, UW System and the TSA Review Committee have carefully reviewed the program, including the current providers, investments, and communications with the following objectives in mind:

    • Simplify the enrollment process
    • Communicate with participants in a clear and engaging manner
    • Streamline the program while continuing to provide leading provider(s) and proven investments

There is no action you need to take at this time. We will keep you updated as enhancements are finalized and implemented throughout 2021. For the most up-to-date information on TSA Program changes, visit the UW TSA 403(b) Program Enhancements page.

Source: UW System Office of Trust Funds

Reminder: Student Employee Enrollment in MFA by 3/26/21

As communicated earlier this week by IT, student supervisors have been asked to help with the rollout of multi-factor authentication (MFA) for all student employees.  Student employees need to enroll in the Microsoft MFA system by the end of the day Friday, March 26th.  A communication outlining this request and the steps needed to be taken has been sent to all student employees.

Student supervisors have been asked to visually compare the student employee with their UWGB ID, a state or other government issued photo ID (i.e. driver’s license or passport), and verify that they have enrolled in Microsoft MFA:

  1. Student employee self-enrolls in Microsoft MFA by following instructions emailed to them.
  2. Student notifies their supervisor to let them know that MFA enrollment is complete.
  3. Supervisor schedules a 5-minute meeting with the student employee, either 5-minute Microsoft Teams video call or an in-person, whichever is most convenient.
  4. During the meeting the Supervisor needs to see the student employee, their UWGB student ID, and a state or other government issued photo ID (i.e. driver’s license or passport) to ensure that the student employee is who they say there are. (You can verify enrollment by seeing that they have the Microsoft Authenticator app installed on their smartphone or tablet, or screen sharing the site https://aka.ms/mfasetup)

Once student supervisors have identity-proofed student employees, please send an email confirming that ID proofing is complete and include a list of the student email addresses to helpdesk@uwgb.edu

If a student supervisor is unable to assist with the identity proofing, please direct the student employees to contact the IT Help Desk for assistance.

Failure to complete the Microsoft MFA enrollment will result in the student employee being unable to login in to the My UW Portal to access their timesheet, earnings statement, etc.

Please contact the IT Helpdesk at helpdesk@uwgb.edu or (920) 465-2309 with any questions.

Rollout of Multifactor Authentication for HRS & My UW Portal

As previously communicated by the Information Technology Division, the DUO multifactor authentication process is being rolled out for several systems, including HRS, SFS, the My UW Portal and UWBI.  The primary change will be the look and feel of the login process, going from the current login screen to the Microsoft Single sign on screen:

These changes are being made for a number of reasons, including the ability to utilize additional services through Employee Self Service and for UW-Green Bay to be in compliance with UW System IT security policies.

Any questions or concerns with the implementation of the multifactor authentication process can be directed to the IT Helpdesk at (920) 465-2309 or helpdesk@uwgb.edu or Human Resources at (920) 465-2390 or hr@uwgb.edu.

How to Use Your 2021 Benefit ID Cards

Are you using the right benefit ID card when you see your doctor, pick up a prescription, visit the dentist, or get your eyes checked? Using the right ID card when you check in for your appointment or pick up your prescription can save you time and prevent issues later.

State Group Health Insurance ID Card
Present your health insurance ID card at telehealth/virtual visits, office visits, urgent care visits, emergency room visits, routine eye exam services, and during any other appointments that involve healthcare services.

If you did not receive your ID card or need to request a new one, contact your health plan.

Pharmacy Benefits ID Card
If you are enrolled in the State Group Health Insurance Program, you will have a separate ID card to use for pharmacy benefits. The pharmacy benefits are administered by Navitus. Present your Navitus ID card when you:

    • Visit a pharmacy to pick-up your prescription(s) and/or
    • Request prescriptions through mail order (mail order services are provided by ServeYou)

Contact Navitus at 1-866-333-2757 to request a new ID card or go to www.navitus.com to request one or print one.

Uniform and Supplemental Dental Insurance ID Card
The Uniform Dental and Supplemental Dental Insurance plans are administered by Delta Dental. There are separate ID cards for the Uniform Dental and Supplemental Dental Insurance plans. Present both Delta Dental ID cards at your dental appointment(s) if you are enrolled in the Uniform Dental Insurance plan as well as one of the Supplemental plans.

Go to www.deltadentalwi.com to print a dental insurance plan ID card.

      • If you already have an account with Delta Dental, click the Sign In link
      • If you do not have an account with Delta Dental, click the Register link

Once you are logged in, your ID card will appear on the right. Click the appropriate link to download and print or save an electronic version of your ID card. You may also contact Delta Dental at 800-236-3712 to request that your ID card(s) be mailed to your home address.

Vision Insurance ID Card
Vision insurance is administered by DeltaVision/EyeMed. If you are enrolled in vision insurance, present your DeltaVision/EyeMed ID card when you check in for your vision appointment.

Go to the DeltaVision/EyeMed to print a vision insurance plan ID card.

  • If you already have an account, enter your login information, then click Sign In
  • If you do not have an account, click the Need to Register link

Once you are logged in, go to the Account tab, then select Print My ID Card. Contact DeltaVision/EyeMed at 855-544-6035 to request your ID card be mailed to your home address.

Debit Card for Health Care Flexible Spending Account (FSA), Limited Purpose Flexible Spending Account (LPFSA), Health Savings Account, Parking Account
These accounts are administered by ConnectYourCare (CYC). Upon enrollment you will be issued a single debit card even if you are enrolled in multiple accounts. Click the links below to review eligible expenses for each account.

Contact CYC at service@connectyourcare.com or 833-881-8158 with questions.

Review Your Cards for Accuracy
Review your ID cards for accuracy. If there are errors or if you have not received your 2021 benefit plan ID cards, contact the benefit plan to request them.

Source: UW System Human Resources

Corrected 2020 Form 1095-C Available

Due to an incorrect monthly premium amount reported on most 1095-C Forms for the lowest-cost self-only health insurance plan option, corrected 2020 Form 1095-C were issued to employees and are now available online in the MyUW portal. $30 was included on most forms; $31 is the correct amount.

A paper copy will be sent via U.S. Mail in late March to employees that have not authorized electronic receipt of their Form 1095-C.

Form 1095-C is provided to employees who were full-time, as defined by the Affordable Care Act (ACA), for all or some months of 2020. Employees should retain Form 1095-C with their tax records.

For more information regarding Form 1095-C and the ACA: Affordable Care Act. If you have questions after reviewing the available information, contact your Payroll office.

Source: UW System Human Resources

Extended Vacation Carryover & End of Fiscal Year Leave Usage Reminders

Due to the disruptive effect of the COVID-19 pandemic on employees schedules and the ability to take planned time off, the UW Admin Policy 1200-Interim 05: Interim: Vacation, Compensatory Time and Personal Holiday Carryover extended Academic Staff and Limited appointees ability to carryover unused vacation and personal holiday hours through June 30, 2021.  UW System has announced UW Admin Policy 1200-Interim 08: Extended Vacation Carryover, extending vacation carryover through October 9, 2021.

As a result, academic staff and limited employees will have until October 9, 2021 to use any remaining fiscal year 2019 and/or 2020 vacation carryover balances.  On October 10th, unused vacation carryover in excess of the normal policy limits (176 hours, prorated for part-time employees), will be lost and carryover will revert to the standard limits set forth in UW Admin Policy  1210: Vacation, Paid Leave Banks, and Vacation Cash Payouts (i.e. vacation may be carried over for one fiscal year).

Personal holiday hours will not be extended and will expire on June 30, 2021 for Academic Staff and Limited appointees.

UW-Green Bay leadership encourages employees to take the time off that they are entitled to; time off from work at regular intervals is important to physical, mental and emotional well-being.  Supervisors are encouraged to provide employees with the flexibility to use their accumulated leave, with consideration to operational needs.

Leave Usage Reminders:

Vacation –

    • Fiscal year 2019 and 2020 Vacation Carryover hours must be used by 10/9/2021.
    • Employees eligible to bank vacation (individuals with 10+ years of adjusted continuous service) may bank vacation first from current vacation carryover balances and then from current 2020-2021 vacation allocation.  A communication regarding the banked vacation process (formerly ALRA) will be sent to eligible employees in early July.
    • All remaining 2020-2021 vacation allocated hours will automatically be converted to vacation carryover as of 7/1/2021 for the 2021-2022 fiscal year and will need to be used by 6/30/2022.
    • UW Admin Policy 1210: Vacation, Paid Leave Banks, and Vacation Cash Payouts

Personal Holiday –

Legal Holiday –

    • Memorial Day is the last legal holiday in the 2020-2021 fiscal year.  8 hours (pro-rated for part-time staff) should be remaining for Memorial Day and will automatically be removed from balances in May.
    • The 2020-2021 fiscal year included one floating legal holiday (4th of July).  Floating legal holiday hours will need to be used by 6/30/2021 or the hours will be lost as of 7/1/2021.

Employees should review their leave balances and work with supervisors to make arrangements for time off.  Leave balances can be found under ‘Time and Absence’ in the My UW Portal. 

For University Staff, the current interim policy extends vacation carryover through December 31, 2021.  No additional extensions will be granted.

Employees with questions pertaining to their leave balances can contact Human Resources at payrollandbenefits@uwgb.edu or (920) 465-2390 for assistance.

Summer Prepay Insurance Premium Deductions

Summer prepay insurance premiums are deducted from spring paychecks to cover the cost of continuing insurance coverage through the summer (contract break) months for eligible Faculty, Academic Staff, Limited Appointees, Student Assistants, and Employees-in-Training.

The following employee groups will have Summer prepay deductions taken for State Group Health Insurance and other insurance programs in which enrolled* in addition to regular monthly insurance premium deductions.

    • Academic (9-month) employees who will return to UW employment in the fall of 2021 will have deductions on April 1, April 30 and June 1 paychecks.
    • Academic (9-month) employees with a summer service/summer session appointment will have deductions on April 1, April 30 and June 1 paychecks.
    • Academic (biweekly non-exempt employees) will have deductions on March 25, April 8 and 22, May 6 and 20 and June 3 paychecks.

Employees will receive an email with an estimated summer prepay deduction amount prior to the above pay dates.

Why are Summer Prepay Deductions Taken in the Spring?
The additional summer prepay deductions are taken to continue an employee’s insurance coverage through the summer (contract break) months. The Summer prepay deductions must be taken in the spring since these insurance premiums cannot be taken during a contract break and cannot be deducted from summer service/summer session earnings.

What if an Employee’s Employment Status Changes?
If an employee’s summer or fall 2021 employment status changes after they have had summer prepay deductions, they may receive deduction refunds. If an employee will be terminating employment, and will not return in fall 2021, they should contact their human resources office to determine their employment termination and insurance coverage end dates.

Employees who anticipate that they will experience any other status change; marriage, adoption, birth, divorce, etc., should contact their human resources office immediately regarding the impact to their insurance benefits.

What if an Employee does not Have Summer Prepay Deductions Taken?
If an employee does not have summer prepay deductions taken in the spring, and then has a summer session/summer service appointment, they will be billed directly for payment of the additional premiums due to provide them with insurance coverage during the summer months.

If a bill is received, payment must be made by the billing invoice due date to ensure that insurance benefits are not canceled due to non-payment. If benefits are canceled due to nonpayment, the next opportunity to enroll in the insurance benefits may be during the fall 2021 Annual Benefits Enrollment period with an effective insurance coverage date of January 1, 2022.

For questions, contact Human Resources at payrollandbenefits@uwgb.edu or (920) 465-2390.

* Does not include: Flexible Spending Account (FSA), Health Savings Account (HSA), Tax Sheltered Annuity (TSA), and Wisconsin Deferred Compensation (WDC) deductions. Health Opt-Out Incentive payments and HSA Employer contribution will be processed in the summer months.

Source: UW System Human Resources

America Saves Week, February 22 – February 26

Register now for America Saves Week events!

This year, you may have experienced challenges adjusting to a new normal. America Saves Week, a national campaign encouraging savings and financial planning, is happening Monday, February 22 – Friday, February 26, 2021.

UW System is offering free webinars and financial resources during this time to support your financial goals for 2021. Register for over a dozen webinars on budgeting, saving, retirement and much more on the UW System America Saves Week website.

Webinars are presented by the UW Tax-Sheltered Annuity (TSA) 403(b) providers (Fidelity, T. Rowe Price, and TIAA), Wisconsin’s 529 plan provider (Edvest), UW Credit Union, and Wisconsin Deferred Compensation (WDC) Program provider (Empower). All events are offered at no cost to you – but you must register!

America Saves Week can keep you motivated with information, tips, and reminders to help you reach your financial goals. The America Saves Week campaign is an opportunity to commit – or recommit – to saving for today and for the future.

Source: UW System Human Resources

Workshops to Offer Details on Upcoming Employee Paycheck Changes

UW System recently announced benefits deduction and payroll frequency changes for employee paychecks. Benefits deductions will be split evenly between biweekly paychecks for all employees and paycheck frequency will change for employees who are currently paid monthly.

If you are currently paid biweekly, most deductions for benefits such as health, dental, vision, and life insurance will be split evenly over the first two biweekly paychecks each month starting with your April 22, 2021, paycheck. Learn more about how this will affect you and your paycheck on the Split Benefits Deductions resources website.

If you are currently paid monthly, you will be paid on a biweekly schedule beginning in July. Learn more about when these changes to your paycheck will go into effect on the Single Payroll resources website.

Town Hall Meeting for Split Benefits Deductions – February 16
If you are currently paid biweekly, you are invited to attend a virtual Split Benefits Deductions Town Hall Meeting on Tuesday, February 16, from 2:00-3:00 p.m. Learn when the split benefits deductions go into effect, how they will affect your paycheck, and what to do to prepare for the change. You will be able to ask questions of the presenters in the chat feature.

Join the Town Hall Meeting, Tuesday, February 16, 2:00-3:00 PM
Event password: UWSAsbdth216
Audio conference: 1-415-655-0003
Access code: 120 655 5923

Town Hall Meetings Schedule for Single Payroll Change
If you are currently paid monthly, attend one of four virtual Single Payroll Town Hall Meetings. Learn how you will be paid during the transition, how the new payroll schedule will affect your paycheck, and what you can do to prepare for the change. Each session will provide the same information. Go the Single Payroll resources website to join one of these town hall meetings:

Wednesday, March 3, Noon-1:00 PM
Tuesday, May 4, 8:00-9:00 AM
Thursday, May 13, 4:00-5:00 PM
Monday, May 17 1:00-2:00 PM

Spending and Savings Plan Workshops
UW System is teaming with UW Credit Union Financial Mentors to help you plan for changes in your paycheck. The Spending and Savings Plan Workshops will help you create a spending and savings plan that works for you. You must register for the workshop. You can register right up until the workshop starts.

Get More Information on Your Payroll Change
Visit the payroll change website that corresponds to your current pay schedule to get FAQs, Personal Budget Planning Seminars, Town Hall Meeting Schedule, and Paycheck Schedule.

Source: UW System Human Resources