W-2 Forms Available Online

Electronic 2022 W-2 Forms (Wage and Tax Statements) are now available for all active employees in your My UW portal.

View/print your W-2 Form and find tax resources on the Tax Statements tab on the Payroll Help page.

Paper copies will also be sent via U.S. mail, postmarked by January 31, 2023, to all employees who did not consent to electronic only distribution.

Access to electronic documents on the My UW portal ends when you terminate employment. Please remember to print any needed documents prior to departure.

Availability of Other Tax Forms
Some employees will receive additional tax forms from UW System. These additional forms are not applicable to all employees. Examples include the 1095-C Form, the Fellowship Letter and the 1042-S Form. For more information on these forms, visit the Tax Statements tab on the Payroll Help page.

Filing Taxes
Employees should use their W-2 Form, not their final 2022 earnings statement, to file taxes.

The IRS will begin accepting and processing 2022 tax year returns on January, 23, 2023. Employees may want to file their return as soon as all tax forms are received to minimize the chance of a fraudulent return being processed using their Social Security number, or Individual Taxpayer Identification number. More information is available on the IRS website.

If you have questions, please email hr@uwgb.edu.

Source: UW-Shared Services, Service Operations

2023 Benefit Deductions and Contributions

For most employees, benefit deductions and contributions will change in 2023.

Health, Dental, Vision, and Accident Insurance
Premiums for most health insurance plans will increase slightly for 2023. Most dental insurance premiums will remain the same. Vision and Accident Insurance premiums will also remain the same. The change to the premiums will start on your December 15, 2022 paycheck.

Individual & Family Life Insurance and UW Employees, Inc. Life Insurance
If you will be in a new premium age category as of January 1, 2023, or if you changed your coverage level during the Annual Increase Option period for the Individual & Family Life Insurance, your new premium will start on your December 15, 2022 paycheck.

Accidental Death & Dismemberment (AD&D) Insurance
If you enrolled, changed coverage levels, or cancelled coverage during the Annual Benefits Enrollment period, your 2023 premium will start on your December 15, 2022 paycheck.

Wisconsin Retirement System (WRS) Contributions
The WRS employee and employer contributions for 2023 will increase slightly. 2023 contributions will start on your January 12, 2023 paycheck.

UW 403(b) Supplemental Retirement Program (SRP) and Wisconsin Deferred Compensation (WDC) 457 Program
2023 contributions will start on your January 12, 2023 paycheck.

Health Insurance Opt-Out Incentive
If you do not need health insurance through the UW System and elected the health insurance opt-out incentive, it will start on your January 26, 2023 paycheck.

Flexible Spending Account (FSA), Health Savings Account (HSA)
If you enrolled in an FSA or HSA for 2023, your first contribution will be on your January 26, 2023 paycheck.

University Insurance Association (UIA) Life Insurance
If you are enrolled in the UIA Life Insurance Plan, the annual premium will be deducted from your January 26, 2023 paycheck.

Income Continuation Insurance (ICI)
The 2023 ICI premium rate changes will be effective on your February 23, 2023 paycheck. Additional information will be communicated in January.

State Group Life Insurance
The 2023 State Group Life Insurance premium will increase for most age groups effective April 1, 2023. Spouse & Dependent coverage premiums will remain the same. Additional information will be communicated in March.

For additional information, review the Benefit Premiums web page.

Source: UW System Human Resources

2023 Benefits ID Cards

If you enrolled or made changes to your benefits during the Annual Benefits Enrollment (ABE) period, you may receive new benefits ID cards.

Review your ID cards for accuracy. If you discover errors or if by early January you do not receive all the ID cards you expected to receive, contact the plan directly. Your UWGB benefits contact is not able to request ID cards on your behalf.

See below for ID card information specific to each benefit plan.

STATE GROUP HEALTH INSURANCE

If you enrolled or made changes to your dependents, health plan design, or health insurance carrier, you should receive a new ID card by early January. Present your new ID card at appointments after January 1, 2023.

You may be able to obtain an ID card online through your health insurance plan carrier’s website. The website address for your health insurance plan carrier can be found in the Health Benefits Decision Guide (last page).

PHARMACY BENEFITS

If you are newly enrolled in health insurance for 2023 or added/removed dependents, you will receive an ID card from Navitus, the pharmacy benefits manager. You should receive your ID card by early January. To access your ID card online, go to www.navitus.com.

DENTAL INSURANCE

If you are newly enrolled in Uniform Dental, Preventive Dental or Supplemental Dental (Select or Select Plus), you should receive an ID card from Delta Dental by early January.

If you are currently enrolled, you will only receive a new ID card if your level of coverage changes January 1 (for example: from single to family) even if you enrolled in a different health plan for 2023.

You may obtain an ID card online at www.deltadentalwi.com/state-of-wi.

VISION INSURANCE

If you are newly enrolled in vision insurance for 2023 you will receive an ID card from the vision insurance administrator, DeltaVision/EyeMed by early January. If you are currently enrolled in 2022, you will not receive a new ID card.

You may obtain an ID card online at www.deltadentalwi.com/state-of-wi.

Note: You may not need to show your ID card at your vision appointment as most vision providers will be able to verify that you have coverage through DeltaVision/EyeMed.

ACCIDENT INSURANCE

Securian, the Accident Insurance plan administrator, does not issue ID cards. Review the Accident Insurance web page for information about how to file claims. Most claims must be filed within a specific timeframe shortly following an accident.

FLEXIBLE SPENDING ACCOUNTS AND HEALTH SAVINGS ACCOUNTS

If you are enrolled in a Health Care Flexible Spending Account (FSA) or a Health Savings Account (HSA) for 2022 and already have a payment card from Optum or ConnectYourCare you may continue to use your current payment card until the expiration date. Shortly before the expiration date Optum will automatically issue you a new payment card.

If you are newly enrolled in a Health Care FSA or an HSA for 2023, you should receive a payment card from Optum by early January.

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

For additional information about each benefit plan, review the UW System Employee Benefits website.

Questions? Please email hr@uwgb.edu or call 920-465-2390.

Source: UW System Human Resources

University Staff: Bank Unused Vacation by 12/31/22

Eligible University Staff have an annual opportunity to bank and/or request a cash payout of their unused vacation. All requests to bank or receive payout must be received by December 31, 2022.

To be eligible, employees must meet the years of service requirement outlined in the vacation policies below. Employees cannot bank or receive payout for Personal and Legal holidays.

Instructions for viewing your leave balances and banking are available in the Banked Leave Tipsheet. Vacation and carryover balance hours eligible to be banked may be viewed beginning December 1.

How Much Can You Bank or Get Paid Out?

Review UW System Administrative Policy 1210 (formerly BN 1) Vacation, Paid Leave Banks, and Vacation Cash Payouts, section 6.E.I.

There is no limit to the total number of hours (balance) that can be retained in your Banked Leave account. Once vacation is banked the hours do not expire.

When Can Banked Leave Be Used?

With your supervisor’s approval, banked leave hours may be used whenever you are allowed to use paid leave.

What If You Terminate Employment?

Unused banked leave hours will be paid to you at your wage rate at termination.

Resource

Questions? Please email hr@uwgb.edu or call 920-465-2390.

Source: UW System Human Resources

Deadlines for using Flexible Spending Accounts

An FSA (Flexible Spending Account) allows you to be reimbursed for certain out-of-pocket expenses with tax-free dollars. Since these are spending accounts, the money should be spent. Eligible expenses include:

  • Medical (post-deductible only if you are also in the HDHP and HSA)
  • Dental
  • Vision
  • Dependent Day Care

To be reimbursed from your 2022 Health Care Flexible Spending Account (FSA), you must incur eligible expenses by December 31, 2022. Then, submit and substantiate your expenses by March 31, 2023.

How to Pay for Eligible Expenses:

For the Healthcare FSA, you can use your payment card from the FSA administrator (Optum) at the point of sale or service. Otherwise, pay for your eligible expenses with a personal credit card, a debit card, cash, or check and submit your eligible expenses for reimbursement through Optum’s mobile app or website.

How to Submit Eligible Expenses for Reimbursement

The most efficient way to submit your eligible expenses for reimbursement is electronically by using the Optum mobile app or website. The links are below.

Remember to include the required IRS supporting documentation with your submission. Optum will contact you directly for additional information. Failure to provide documentation when requested may require repayment through payroll on an after-tax basis. Substantiate your claims by December 31, 2022, to avoid the repayment process.*

* The repayment process applies to the Healthcare FSAs only; it does not apply to the Dependent Day Care FSA.

Carryover Reminders

Up to $570 of unused funds in a Health Care FSA will carry over from 2022 to 2023 on/around April 15, 2023. Unused funds greater than $570 will be forfeited. The IRS does not allow carryover for the Dependent Day Care FSA.

For questions about your claims, eligible expenses, or your payment card, contact Optum at (833) 881-8158.

For general information, review the UW System Employee Benefits FSA web page or email hr@uwgb.edu.

Source: UW System Human Resources

Electronic Distribution of Tax Forms Available

Active UW employees can receive W-2 and 1095-C forms via electronic-only distribution. Electronic forms are available earlier than mailed paper forms and delivery is environmentally friendly and secure.

Complete consent forms by January 12, 2023, using the instructions in the Electronic Only Consent tipsheet. Consent can also be withdrawn at any time using the instructions in the tipsheet.

The W-2 form includes compensation and tax withholding for the previous calendar year. The 1095-C form documents that an employee who worked full-time for all or some months in the previous year was offered health insurance.

Employees who do not complete consent forms, who have withdrawn consent or have terminated prior to January 12, 2023 will be receive W-2 and 1095-C via U.S. Mail at the address on file.

Note: The consent option in this article does not apply to the 1042-S form. 1042-S forms are available electronically in the Glacier Online Tax Compliance System for employees who choose electronic delivery through that system.

If you have questions, contact serviceoperations@uwss.wisconsin.edu.

Source: UW-Shared Services

Legal Holiday Reminder

UW-Green Bay observes 9 legal holidays each year (click here for dates), in which university offices are closed.  When a legal holiday falls on an employee’s regularly scheduled day off (ex. Saturday), a floating legal holiday may be granted.

In 2022, New Year’s Day (1/1/22), Christmas Eve (12/24/22), and New Year’s Eve (12/31/22) fall on a Saturday, so employees (in leave earning positions) are granted floating legal holiday hours.

Christmas Day (12/25/22) falls on a Sunday, so it will be observed on Monday, December 26th.  New Year’s Day (1/1/23) also falls on a Sunday, and will be observed on Monday, January 2nd.

As a reminder, floating legal holiday hours may be used any time during the year they are earned.

University Staff employees must use the floating legal holiday hours during the calendar year they are earned, which means that the floating legal holiday hours must be used by December 31, 2022.  If you aren’t sure how many floating legal holiday hours you have, full-time employees can take their available legal holiday balance minus the observed legal holidays (ex. 8 hours for Thanksgiving and 8 hours for Christmas Day) to get their floating legal holiday hours.  To see your paid leave balances, click on the Absence Balances tab under your timesheet.  In the example below, there are 8 legal holiday hours in the earned balance column (from January 1, 2022), and 40 hours in the available balance column.  The 40 hours includes those 8 hours from 1/1/22, 8 hours for Thanksgiving, 8 hours for Christmas Eve, 8 hours for Christmas Day and 8 hours for New Year’s Eve.  Of those 40 hours, 16 hours (Thanksgiving and Christmas Day) are observed days (8 hours each), and the remaining hours (24) are floating legal holidays.

Academic Staff and Limited employees must use floating legal holiday hours during the fiscal year they are earned, and will need to use the floating legal holiday hours for Christmas Eve and New Year’s Eve by June 30, 2023.

Use of floating legal holiday hours should be reported as “Legal Holiday” on either your timesheet (University Staff) or absence entry (Academic Staff/Limited). Please review the instructions for entering a floating legal holiday:

Please contact Human Resources at hr@uwgb.edu with any questions.

WRS Webinars in October and November

ETF is offering a series of 30-minute, live, interactive webinars designed to increase your understanding of Wisconsin Retirement System benefits.  Individuals can also ask questions at the end of these sessions. To avoid connectivity issues during webinars, we highly recommend using Google Chrome as your web browser.

Additional Contributions

Looking to increase your WRS retirement? Learn how Additional Contributions can increase your WRS retirement benefit.

By the end of this webinar, you will be able to:

  • Define additional contributions
  • Identify how additional contributions increase your retirement fund
  • Arrange to make additional contributions to your WRS account(s)
  • Find and use ETF resources to calculate your additional contributions amount

Wed, Nov 9, 2022 11:00 am – 11:30 am
Thu, Nov 17, 2022 1:00 pm – 1:30 pm
Tue, Nov 29, 2022 6:00 pm – 6:30 pm

To register, go to: https://register.gotowebinar.com/rt/5926226262307348495

Choosing When to Retire

Did you know that when you retire can change how much money you get in retirement? We’ll discuss how retiring throughout the year can change your retirement benefit. We’ll also answer one of the most common questions we receive: “Should I retire in December or January?”

By the end of this webinar, you will be able to:

  • Define Wisconsin Retirement System termination date and WRS benefit effective date
  • Research and prepare to choose a benefit effective date
  • Choose a benefit effective date to receive your best benefit
  • Find resources to help you choose a benefit effective date

Thu, Nov 10, 2022 6:00 pm – 6:30 pm
Tue, Nov 15, 2022 11:00 am – 11:30 am
Wed, Nov 30, 2022 1:00 pm – 1:30 pm

To register, go to: https://register.gotowebinar.com/rt/7923033936348758287

Variable Fund

Does putting money in the Variable Fund make sense for you? You and your employer put money in to your WRS account to save for your future. The money in your account is then invested to increase your savings. By default, your money goes into the Core Fund, but you can choose to put half your money into the Variable Fund.

By the end of this webinar, you will be able to:

  • Define Variable Trust Fund and explain how it works
  • Analyze how the Variable Fund can affect your retirement benefit
  • Elect to join or cancel the Variable Fund

Thu, Nov 10, 2022, 1:00 pm – 1:30 pm
Wed, Nov 16, 2022 6:00 pm – 6:30 pm
Tue, Nov 29, 2022, 11:00 am – 11:30 am

To register, go to: https://register.gotowebinar.com/rt/5069858436874735372

Preparing for Your Retirement

Planning to retire in the next 5 years? Then this webinar is for you. Learn about your WRS benefits and the retirement process.

By the end of this webinar, you will be able to:

  • Explain how the WRS retirement benefit works
  • Recognize eligibility and prepare to apply for benefits
  • Identify the different types of annuity options
  • Prepare for health and life insurance changes in retirement
  • Find additional resources

Thu, Oct 20, 2022 6:00 pm – 7:00 pm
Wed, Nov 2, 2022 1:00 pm – 2:00 pm
Thu, Nov 17, 2022 6:00 pm – 7:00 pm
Thu, Dec 1, 2022 11:00 am – 12:00 pm
Tue, Dec 13, 2022 6:00 pm – 7:00 pm

To register, go to: https://register.gotowebinar.com/rt/2592441029449835020

Finding a New Health Insurance Plan Carrier

With WEA Trust no longer available in 2023, many of us need to find a new health insurance plan carrier.  The following steps can help with this process.

  • Determine which doctors and hospitals/clinics that you and your covered dependents currently use.
  • Visit the Health Plan Search website: https://etf.wi.gov/its-your-choice/2023/health-plan-search/state 
  • Enter your county in the Where You Want to Get Care box (ex. Brown County) and click Submit.  (Make sure to click on the county name that displays under the box when you are typing it in.)  This will list only those carriers who have coverage in that county.
    • Access Plan by Dean – provides freedom of choice for doctors and hospitals across the country, however the monthly premium is quite a bit higher (premiums: https://www.wisconsin.edu/ohrwd/benefits/premiums/).  The other carriers are regional plans, and you would need to see a provider covered by that carrier – out-of-network benefits are only covered for emergency and urgent care services.
    • Robin – there is a place for a member log in, but you can skip that.  On their search page, click “Find a doctor” and then click “State of Wisconsin Robin Network Directory (PDF)”.
  • Review the Major Health Systems listed under each carrier, and look for the hospitals/clinics that you use.  For example, Common Ground Healthcare Cooperative has Advocate Aurora Health Care, ThedaCare, and BayCare Clinic.
  • Click on the carrier name, and then View Provider Directory to see which doctors are covered.  The Health Plan Carrier’s phone number is also listed right there, so you can contact them if you have questions.
    • You may be able to search online in their provider directory, or it may open a PDF document of providers.  If the provider directory is a PDF, you can click [CTRL] + [F] to get a search bar.  Then type in the last name of your doctor and hit Enter.
  • What if my primary care provider is covered, but my specialist is not?
    • If your specialist is not covered, but your primary care provider is, you will have to decide which you would rather change.  Contact your current provider for recommendations on selecting a new provider or contact your new health plan for help.
    • You can also consider switching to the Access plan, which has nationwide coverage, but the monthly premium is higher.
  • If you are in the middle of medical treatment or have complex healthcare needs, it’s a good idea to contact the health plan you are interested in and explain your care situation, so they can help guide you through the transition.
  • Transitioning Care information from the Department of Employee Trust Funds:

Questions? Please stop by a Benefits Open Lab, schedule a meeting with a Benefits Specialist, attend the Health Plan Fair, or email hr@uwgb.edu.

WRS Webinars in September

ETF is offering a series of 30-minute, live, interactive webinars designed to increase your understanding of Wisconsin Retirement System benefits.  Individuals can also ask questions at the end of these sessions. To avoid connectivity issues during webinars, we highly recommend using Google Chrome as your web browser.

Additional Contributions

Looking to increase your WRS retirement? Learn how Additional Contributions can increase your WRS retirement benefit.

By the end of this webinar, you will be able to:

  • Define additional contributions.
  • Identify how additional contributions increase your retirement fund.
  • Arrange to make additional contributions to your WRS account(s).
  • Find and use ETF resources to calculate your additional contribution amount.

Tue, Sep 13, 2022 1:00 pm – 1:30 pm
Thu, Sep 29, 2022 6:00 pm – 6:30 pm

To register, go to: https://register.gotowebinar.com/rt/5016408976452107536

Beneficiary Designations – What Happens to My Account When I Die?

Death is never easy to talk about, but it’s important to know where your money is going. Learn what happens to your WRS account when you pass away, why it’s important to designate a beneficiary and the importance of keeping your account up to date.

By the end of this webinar, you will be able to:

  • Define beneficiary and standard sequence.
  • Explain the importance of a beneficiary form.
  • Identify who or what could be a beneficiary.
  • Select the appropriate beneficiary form.
  • Update your beneficiary.

Tue, Sep 6, 2022 11:00 am – 11:30 am
Wed, Sep 14, 2022 1:00 pm – 1:30 pm
Wed, Sep 21, 2022 11:00 am – 11:30 am

To register, go to: https://register.gotowebinar.com/rt/3261614806801359888

Variable Fund

Does putting money in the Variable Fund make sense for you? You and your employer put money in to your WRS account to save for your future. The money in your account is then invested to increase your savings. By default, your money goes into the Core Fund, but you can choose to put half your money into the Variable Fund.

By the end of this webinar, you will be able to:

  • Define Variable Trust Fund and explain how it works.
  • Analyze how the Variable Fund can affect your retirement benefit.
  • Elect to join or cancel the Variable Fund.

Wed, Sep 7, 2022, 1:00 pm – 1:30 pm
Tue, Sep 13, 2022 11:00 am – 11:30 am
Tue, Sep 27, 2022, 6:00 pm – 6:30 pm

To register, go to: https://register.gotowebinar.com/rt/6428457883935944720

Preparing for Your Retirement

Planning to retire in the next 5 years? Then this webinar is for you. Learn about your WRS benefits and the retirement process.

By the end of this webinar, you will be able to:

  • Explain how the WRS retirement benefit works.
  • Recognize eligibility and prepare to apply for benefits.
  • Identify the different types of annuity options.
  • Prepare for health and life insurance changes in retirement.
  • Find additional resources.

Thu, Sept 8, 2022 11:00 am – 12:00 pm
Wed, Sept 21, 2022 6:00 pm – 7:00 pm
Tue, Oct 4, 2022 6:00 pm – 7:00 pm
Thu, Oct 20, 2022 6:00 pm – 7:00 pm
Wed, Nov 2, 2022 1:00 pm – 2:00 pm
Thu, Nov 17, 2022 6:00 pm – 7:00 pm
Thu, Dec 1, 2022 11:00 am – 12:00 pm
Tue, Dec 13, 2022 6:00 pm – 7:00 pm

To register, go to: https://register.gotowebinar.com/rt/2592441029449835020