Author: sipiorsk@uwgb.edu

Income Continuation Insurance Deferred Enrollment Through March 1, 2021

You may be eligible to participate in the annual Income Continuation Insurance (ICI) Deferred Enrollment opportunity now through March 1, 2021. ICI is an ‘income replacement’ benefit that replaces up to 75% of your gross salary if you are unable to work due to a short or long-term disability. Employees who are eligible to participate in the ICI Deferred Enrollment opportunity were notified by email on January 16.

Eligibility

    • If you are currently enrolled in the ICI plan and have Standard ICI coverage, you may be eligible to enroll in Supplemental ICI coverage during the ICI Deferred Enrollment opportunity.
    • If you are not currently enrolled in the ICI plan, you may be eligible to enroll during the ICI Deferred Enrollment opportunity. This is the only time during the year you may enroll in the ICI plan without evidence of insurability.

How are ICI Coverage and Premiums Determined?

ICI coverage and premiums are based in part on your eligible earnings.* For University Staff employees, your sick leave balance* is also a factor in determining premiums. For Faculty, Academic Staff and Limited Appointees, the elimination period you elected is an additional factor in determining premiums.

*If you were placed on an intermittent furlough, temporary work reduction, consecutive day furlough or were on an unpaid leave of absence during 2020, review your ICI employee web page for information on how your premium may be affected.

ICI Benefits

    • Standard ICI pays up to 75% of your salary to a maximum benefit of $4,000/month (based on a maximum salary of up to $64,000 per year).
    • Supplemental ICI pays up to 75% of your salary to a maximum benefit of $7,500/month (based on a maximum salary of up to $120,000 per year).

For More Information or to Enroll in ICI during the Deferred Enrollment Period

Review the UW System Employee Benefits ICI web page or visit ALEX.

To enroll during the ICI Deferred Enrollment Period, submit an application to your human resources office by 4:30 p.m. on Monday, March 1, 2021.

If you have questions after reviewing the available information, contact Human Resources at (920) 465-2390 or payrollandbenefits@uwgb.edu.

Source: UW System Human Resources

Updated Income Continuation Insurance Premiums Effective February 1, 2021

Income Continuation Insurance (ICI) premiums are reviewed annually and any updates are effective February 1, 2021. Any premium change for University Staff will be reflected on the February 25, 2021 paycheck and for Faculty/Academic Staff/Limited Appointees will be reflected on the March 1, 2021 paycheck.

If you are currently enrolled in the ICI program, visit the ICI Premium Notice web page for your personalized updated premium amount. Current enrollees were sent an email January 23 directing them to this customized web page.

Several factors determine your premium amount:

    • For University Staff: the ICI premium* is based on your 2020 eligible earnings and unused sick leave balance as of December 19, 2020.
    • For Faculty/Academic Staff/Limited Appointees: the ICI premium* is based on your 2020 eligible earnings earnings and the elimination period your elected.

*If you were placed on an intermittent furlough, temporary work reduction, consecutive day furlough or were on an unpaid leave of absence during 2020, review ICI Premium Notice web page for information on how your premium may be affected.

Premium Rate

For 2021 the ICI premium rates will remain at current levels.

Note: The ICI annual premium update does not reflect any enrollment made during the ICI Deferred Enrollment period which began in January and ends March 1, 2021. Employees who are eligible to participate in the ICI Deferred Enrollment period received notification about their opportunity via an email sent January 16, 2021.

For ICI plan information visit the UW System Employee Benefits ICI plan web page. If after reviewing the web page you have additional questions, contact Human Resources at (920) 465-2390 or payrollandbenefits@uwgb.edu.

Source: UW System Human Resources

UW System Announces Payroll & Benefits Deductions Changes

UW System will be changing the paycheck frequency for employees who are paid monthly and splitting benefits deductions between biweekly paychecks for all employees.

When This Change Will Occur

For Employees Who Are 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
    • In months when there are three paychecks, benefits deductions will not be taken from that paycheck with the exception of Wisconsin Retirement System, Tax Sheltered Annuity 403(b) and Wisconsin Deferred Compensation 457 contributions

For Employees Who Are Paid Monthly:

    • On July 30, 2021, you will receive a partial monthly paycheck for days worked between July 1-July 17
    • Starting August 12, 2021, you will begin receiving biweekly paychecks every other Thursday (except on Legal Holidays)
    • 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 August 26, 2021, paycheck
    • In months when there are three paychecks, benefits deductions will not be taken from that paycheck with the exception of Wisconsin Retirement System, Tax Sheltered Annuity 403(b) and Wisconsin Deferred Compensation 457 contributions

What You Need to Do

    • If you have automatic payments set up (for example, mortgage, car loan, utilities, etc.) review your monthly budget and prepare for biweekly paychecks and split benefits deductions. You may want to adjust your automatic payments to match your biweekly paycheck amounts.
    • If you have payroll deductions that are flat dollar amounts (for example, Tax-Sheltered Annuity (TSA) 403(b), Wisconsin Deferred Compensation (WDC) 457, additional tax deductions, direct deposits into multiple accounts, etc.), you may want to change these amounts.

How You Can Learn More

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-Shared Services, Service Operations

Employee Assistance Program & Resources

The Office of Human Resources and Workforce Diversity understands that with the losses we have experienced within our campus community, COVID-19 pandemic, and turbulence in our country and the world, faculty and staff (and their families and friends) may be dealing with a great amount of grief and stress. Our office is committed to providing resources to both employees and supervisors during this time. Please see below for important resources that can be utilized at any time:

Employee Assistance Program

The University of Wisconsin-Green Bay’s Employee Assistance Program is a free, confidential service which can provide support for both personal and work-related concerns. The EAP may also assist with legal/financial situations or help with work-life balance. Employees have access to confidential, completely private, 24-hour, 7-days-a-week counseling and online services.

As of January 1, 2021, EAP services are now provided through Kepro. Kepro may be contacted by:

  • Phone: (833) 539-7285
  • Website: mylifeexpert.com. (Username: SOWI).  Employees will need to create an account to access the EAP resources online.
EAP Services & Resources

Additional information pertaining to the services and resources available through the EAP may be found here.

Grief Handout

Given the recent losses within our community, we have also made available a handout provided by Kepro related to grief.

Recorded Webinars

Kepro has a number of recorded webinars available on their website to view at any time.  A few examples include:

  • Dealing with Grief and Loss – The death of a family member or close fried is, undoubtedly, one of the most difficult experiences in life.  This webinar discusses the process and stages of grief and learning to move toward resolution of this emotionally trying time.
  • Emotional Composure – Remaining Unruffled & Dynamic Under Stress – Emotions are a healthy part of the human experience.  Acknowledging emotions and understanding your personal stress style is the first step in beginning to control them.  This webinar discusses a selection of customary stressors as well as techniques for exercising control over them.
  • COVID is No Longer a Sprint – It’s Now a Marathon – This webinar addresses how the COVID-19 pandemic is no longer a sprint but is now a marathon.  It focuses on the categories of anxiety, common COVID apprehensions, and tools for reducing your COVID anxiety.
  • Practicing Mindfulness to Reduce Stress – Mindfulness, the practice of maintaining a moment-by-moment consciousness of our thoughts, feelings, physical sensations, and environment, through a calm nurturing lens, that stresses that there is no “right or wrong” way of thinking, feeling or doing things and reflecting only upon the present moment can lead to greater perspective, and calm from life’s stresses.
Monthly Webinars

Kepro provides live monthly webinars on a wide variety of topics.  Click here to view the webinar schedule for 2021.  January’s webinar – Leading During Uncertainty – is scheduled for Wednesday, January 13, 2021 from 12:30-1:30 p.m., and is designed to provide guidance for leading during the pandemic. You may register to attend this webinar through Kepro’s website.  The monthly webinars are recorded, uploaded to Kepro’s website and available to view at your convenience.

SilverCloud

SilverCloud is an online platform that offers self-guided, interactive programs and skill-building tools to help with mental health well-being and stress management.  It is available to all employees and students at no cost. To learn more or to begin using SilverCloud, click here.

 

The Office of Human Resources and Workforce Diversity stands ready to support employees and supervisors during this time.  Please feel free to contact Human Resources at (920) 465-2390 or hr@uwgb.edu if you would like additional information or have any questions.

2021 Benefit Premium Deductions

Are you wondering when your UW System paycheck will reflect your 2021 benefit premiums? Or are you wondering when deductions for your 2021 Flexible Spending Account (FSA) and/or Health Savings Account (HSA) will begin? If so, continue reading.

Health, Dental, Vision and Accident Insurance Premiums
Below are the paycheck dates that will start 2021 deductions:

    • Biweekly paid employees: December 17, 2020
    • Monthly paid employees: January 4, 2021

Reminder: State Group Health Insurance premiums (for most plans) and Accident Insurance premiums will increase slightly for 2021. Dental Insurance premiums will remain the same. Vision Insurance premiums will decrease slightly.

Flexible Spending Account (FSA), Health Savings Account (HSA) and Parking & Transit Accounts
If you enrolled in an FSA, HSA and/or Parking & Transit Account for 2021, your first contribution will be on the following paycheck (based on your pay frequency):

    • Biweekly: January 14, 2021
    • Monthly: January 4, 2021

Individual & Family Life Insurance and UW Employees, Inc. Life Insurance Premiums
If you will be in a new premium age category as of January 1, 2021, your premium will change on the following paycheck (based on your pay frequency):

    • Biweekly: December 17, 2020
    • Monthly: January 4, 2021

Your premium will also change on the paycheck dates listed above if:

    • You increased your coverage for the Individual & Family Life Insurance Plan during the Annual Increase Option period and/or
    • The premium rate for your age category changed.

Accidental Death & Dismemberment (AD&D) Insurance Premiums
If you enrolled, changed coverage levels or disenrolled through Self Service during the Annual Benefits Enrollment, your premium will change on the following paychecks (based on your pay frequency):

    • Biweekly: December 17, 2020
    • Monthly: January 4, 2021

Income Continuation Insurance (ICI) Premiums
ICI premium rates will remain the same for 2021. However, if you have an earnings category change or a sick leave category change (university staff plan only) your premium may change depending on your situation. Premium changes will occur on the following paychecks (based on your pay frequency):

    • Biweekly: February 25, 2021
    • Monthly: March 1, 2021

Wisconsin Retirement System (WRS) Contributions: Employee and Employer
The WRS employee and employer contributions for 2021 will remain at 6.75% for most employees.

Source: UW System Human Resources

2021 Benefits ID Cards

If you enrolled or made changes to your benefits during the Annual Benefits Enrollment (ABE) period, you may or may not receive new ID cards. See below for information specific to each plan.

STATE GROUP HEALTH INSURANCE
For 2021 enrollments/changes that occurred during the ABE period, health insurance plan ID cards are typically sent by the end of December if you chose a different health plan design or carrier. Present your new ID card at appointments that occur on or after January 1, 2021.

If you chose the same health plan design with the same carrier, you will typically only receive a new ID card if you added or removed dependents.

You may be able to login and print an ID card online. Remember, before you see a health care provider in 2021, check to make sure they are in-network by using the Health Plan Search.

PHARMACY BENEFITS
If you are newly enrolled in health insurance for 2021 or added/removed dependents, you will also receive an ID card from the pharmacy benefits manager, Navitus. You can expect to receive your ID card early January.

You may be able to register and login to print an ID card online at www.navitus.com.

FLEXIBLE SPENDING ACCOUNTS (FSA) AND/OR HEALTH SAVINGS ACCOUNT (HSA)
If you are enrolled in a Health Care FSA and/or an HSA for 2020 and already have a payment card from the plan administrator, ConnectYourCare (CYC), you may continue to use your current payment card until the expiration date.

If you were not enrolled in a Health Care FSA and/or an HSA in 2020, however, enrolled for 2021, you will receive a payment card from CYC by the end of December.

If you have money in multiple accounts (FSA, HSA and/or Parking), the same payment card should be used for all accounts.

PARKING AND TRANSIT ACCOUNTS
If you are enrolled in a Health Care FSA and/or an HSA for 2020 and already have a payment card from the plan administrator, ConnectYourCare (CYC) and are also enrolled in a Parking Account for 2021, you may use your current payment card for your qualifying parking expenses.

If you were not enrolled in a Health Care FSA and/or an HSA in 2020; therefore, do not already have a CYC payment card, you will receive a payment card from CYC by the end of December to use for qualifying parking expenses.

If you have money in multiple accounts (FSA, HSA and/or Parking), the same payment card should be used for all accounts.

Note: The Transit Account does not have a payment card. If enrolled, you will need to submit manual claims for reimbursement (through the myCYC app, CYC portal or paper claim form).

DENTAL INSURANCE
If you are newly enrolled in Uniform Dental, Preventive Dental, and/or Supplemental Dental (Select or Select Plus), you will receive an ID card from Delta Dental by the end of December. If you are currently enrolled, you will only receive a new ID card if your level of coverage changed (e.g. single to family).

You may be able to login and print an ID card online at www.deltadentalwi.com/state-of-wi.

VISION INSURANCE
If you are enrolled in vision insurance in 2021, you will receive an ID card from the new vision insurance administrator, DeltaVision/EyeMed. Remember to provide your vision insurance ID card to your provider at your next appointment.

You may be able to print an ID card online at www.deltadentalwi.com/state-of-wi.

Note: You do not need your ID card to seek services.

ACCIDENT INSURANCE
Securian, the Accident Insurance plan administrator, does not issue ID cards. Review the Accident Insurance page for claims filing information.

Note: Most claims must be filed shortly following an accident.

REVIEW YOUR CARDS FOR ACCURACY
Review your ID cards for accuracy. If you discover errors or if you do not receive your ID cards by mid-January, contact the plan directly to request new ID cards.

Note: Your institution’s Human Resources team is not able to request ID cards on your behalf.

Source: UW System Human Resources

UW Employees, Inc. Life Insurance Premiums to Change January 1, 2021

If you are enrolled in the UW Employees, Inc. Life Insurance, your premium rates may change slightly effective January 1, 2021 if:

    • Your age puts you in a new age category. Coverage level and premium are based on your age as of January 1st of the current year.
    • The premium rate for your age category changes. The premium rates for some age categories are changing effective January 1, 2021.

Review the 2021 UW Employees, Inc. Life Insurance premiums on the Benefit Premiums webpage. As a reminder, you pay the full cost for coverage for this life insurance.

Timing of Premium Change(s)
Premium changes for Faculty, Academic Staff and Limited Appointees (paid monthly) will be on the January 4, 2021 paycheck. For University Staff employees and Academic Staff non-exempt employees (paid biweekly) premium changes will be reflected on the December 17, 2020 paycheck.

Questions?
For general information about the UW Employees, Inc. Life insurance plan, visit the UW Employees, Inc. Life Insurance plan page or visit ALEX. If after reviewing the available resources you have questions about the premium update or increase, contact Human Resources at payrollandbenefits@uwgb.edu or (920) 465-2390.

Source: UW System Human Resources

Reminder: Workforce Wide Intermittent Furlough

Commencing July 1, 2020 and continuing through December 31, 2020, UW-Green Bay has implemented workforce-wide furloughs for all ongoing employees for the purpose of reducing overall institutional expenses in anticipation of reduced program revenue and loss of state funding. Eligible employees were furloughed November 27, 2020 (Day after Thanksgiving). In addition to that day, eligible employees are required to take additional days of intermittent furlough between July 1, 2020 and December 30, 2020, with the number of furlough days based upon base annual salary as outlined within the Workforce-Wide Furlough Plan. On Friday, June 19th, employees received an email from Human Resources with designation of their individual number of furlough days.

As a reminder, all workforce wide intermittent furlough needs to be taken by December 30, 2020.  Due to the timing of payroll processes, monthly paid employees are strongly encouraged to submit their furlough entries for December by Friday, December 18, 2020 in order to facilitate accurate processing on the corresponding payrolls.  Employees need to record their intermittent furlough dates via the My UW Portal as outlined below, based on employee classification.

University Staff & Academic Staff Hourly (Employees paid on a Bi-Weekly basis):

Non-Instructional Academic Staff & Limited (Employees paid on a Monthly basis):

  • Instructions: https://uwservice.wisconsin.edu/docs/covid19/Furlough_timesheet_entry_monthly.pdf
  • Items to note for employees paid on a monthly basis:
    • Subject to supervisor’s discretion, an employee may take the furloughs in half-days or full-days .  Employees may not take more than one full-day (8 hours) or two half-days (4 hours) of furlough day every two-week biweekly pay period.
    • You will need to complete a bi-weekly timesheet for the week you are on intermittent furlough.
    • Entering furlough does not meet the requirement to enter time used or no leave taken for the month.  You will still need to enter your monthly leave report as usual for the month.

Instructional Academic Staff & Faculty (Employees paid on a Monthly basis, 9-Month):

As a reminder, the furlough entry for November 27, 2020 (Day after Thanksgiving) has been automatically completed for all required employees.  No additional action is needed by employees for the 27th.

Please contact Human Resources at hr@uwgb.edu or (920) 465-2390 with any questions.

Update Your Address for Tax Form Distribution

Now is the time to make sure your address information is up-to-date for tax form distribution (such as the W-2 Form). Review and update your address as soon as possible.

Your 2020 W-2 Form will be mailed to the first available address on record in the following order: mailing, home or office address. Note: Active employees who have signed up for electronic-only W-2 Form delivery will not receive a mailed copy.

To ensure your W-2 Form and other tax forms are sent to your preferred address, follow these steps:

  1. Log in to the My UW Portal .
  2. Launch the Personal Information tile to view your current mailing and/or home address. If the address you prefer for W-2 Form distribution is not displayed, update your mailing address by clicking on the Update My Personal Information link. Refer to Change Your Personal Details for instructions.
  3. If you want to update your office address, you must contact your human resources office.
  4. While in the portal review your other personal information, such as work and personal email, phone number, etc. and make updates as needed.

An online copy of your W-2 Form will be available in late January in the portal Payroll Information tile.

Update your address by January 4, 2021 to guarantee that your address has been received in time for tax form distribution. If you have questions, contact serviceoperations@uwss.wisconsin.edu.

Source: UW-Shared Services

Monthly Pay Date for December Earnings is January 4, 2021

For UW employees who are paid on the 1st of each month, the monthly pay date for December 2020 earnings is Monday, January 4, 2021. January 4 is the pay date because January 1 (New Year’s Day) is a Federal Reserve holiday.

When a pay date falls on a weekend or Federal Reserve holiday, the pay date is usually the previous business day. An exception to this is the monthly pay date that falls on New Year’s Day, January 1.

To avoid tax-related issues, the January 1 pay date for December earnings is paid in the new calendar year and must be the first “official banking business day” following the New Year’s holiday. The “official banking business day” is defined as a calendar day other than a Saturday, Sunday or a Federal Reserve holiday.

Source: UW-Shared Services