Single Payroll Project

In an effort to align with Operational Excellence goals of 2020FWD and standardize payroll processes, UW System Administration has made the decision to move forward with a single biweekly payroll for all employees beginning in January 2021. This project will transition all monthly payroll activities to the biweekly payroll calendar, meaning that monthly paid employees will be paid biweekly. At this time, it has been communicated that this change will begin after the Jan. 4 monthly pay date.

Specifically, pay dates for employees transitioning from a monthly to a biweekly payroll are expected to be as follows:

      • Full monthly paycheck 01/04/2021 (pay for month of December)
      • Partial monthly paycheck 02/01/2021 (pay through January 16)
      • First biweekly paycheck 2/11/2021 (pay for January 17 – 30)

For all employees (including those that are currently paid biweekly), paycheck deductions also will be evenly split between biweekly A and B paychecks (24 paychecks/year). Deductions will not be taken on C paychecks (2 paychecks/year). Check out the 2021 biweekly payroll calendar here.

All employees should begin reviewing personal finances to budget for biweekly paychecks and the split deduction schedule. If you have automatic/online payments set up (e.g. mortgage payment, car loan, insurance) you will want to review your monthly finances and prepare for bi-weekly paychecks and split deductions.

A dedicated website to answer employee questions has been created and can be found here. UW System Administration also will begin direct communications to employees the week of Nov. 9. The UW-Green Bay Office of Human Resources and Workforce Diversity will provide more information to the University community as it is made available.

 

FY 2021 Pay Plan Information

Last fall, Governor Evers and the Joint Committee on Employment Relations (JCOER) approved the Board of Regent proposed 2019-2021 pay plan for UW System employees. This pay plan provides a base rate increase to all eligible employees of 2% in FY20 and 2% in FY21. President Thompson has indicated that Institutions should prepare for the January 2%  increase for FY21 despite statewide fiscal challenges. A final confirmation from Wisconsin State Legislature and UW System Administration is required, and that should occur in the coming weeks.

Despite these uncertainties, we have been asked to make arrangements for a potential pay plan distribution, including determining which employees are eligible under the UW-Green Bay Compensation and Pay Plan Policy and providing that list of eligible employees to UW System Administration to be included in the application of the proposed FY 2021 pay plan.

Eligible employees for the proposed 2% FY 2021 pay plan include faculty, academic staff, limited, university staff, and university staff project appointments in ongoing positions with a budgeted FTE of 50% or greater. Pursuant to the UW-Green Bay Compensation and Pay Plan Policy and other publicized guidelines, the following list represents employees who would be ineligible for pay plan:

    1. Employees paid from provisional, non-budgeted salary lines, including all temporary appointments and positions less than 50% FTE.
    2. Employees represented by a collective bargaining agreement (CBA). Respective pay increases for pay plan will be negotiated separately through the CBA.
    3. Employees currently under a performance improvement plan.
    4. Employees deemed “unsatisfactory” or “does not meet expectations” in overall level of performance under their most recent performance evaluation.
    5. Ongoing employees with six-months of service or less as of the effective date of pay plan (start date after 6/30/2020)
    6. Employees who have not completed required campus compliance training. Required trainings include:
      • Harassment & Discrimination Prevention (Required every three years)
      • Checkpoint: Data Security & Privacy (Required annually)
      • Protect Children (EDU-WI) (One-time training required at time of hire)
      • Injury and Illness Prevention (EDU) (One-time training required at time of hire)
      • FERPA Basics (One-time training required at time of hire)
      • Touchstone: Tools for an Ethical Workplace (One-time training required at time of hire)
      • Campus Security Authority Training (for employees designated as Campus Security Authority (CSA) only)
    7. Supervisors who do not have completed, up to date evaluations on file for all of their direct reports. The evaluation periods to assess for FY 2021 pay plan are as follows:
      • University Staff: 1/1/2019 – 12/31/2019
      • Non-Instructional Academic Staff / Limited:  7/1/2019 – 6/30/2020
      • Faculty / Instructional Academic Staff: 2018/2019 Academic Year

In order to be eligible for pay plan, eligibility requirements (specifically the required trainings and performance evaluations) must be complete by November 30, 2020.  Please note that as recent provisions of the Harassment and Discrimination Prevention and Data Security trainings by UW Shared Services are not due until mid-January of 2021, eligibility for FY21 pay plan will be assessed based upon previous completion of those two specific trainings.

Human Resources will be assessing eligibility of employees. During the month of November, the HR Office will be sending reminders to employees, supervisors, and Dean/Division Leaders of any missing training and/or performance evaluation requirements. Please make sure to be looking out for these emails over the next month.

If you have questions about the FY 2021 pay plan, please feel free to contact Human Resources at hr@uwgb.edu or (920) 465-2390.

Fall and Winter Break Office Hours, University Operations, and Travel Reminders

With the academic fall and winter breaks fast approaching, members of the campus community must remain diligent about protecting themselves from COVID-19 infection while away from campus. Large gatherings and travel are customs of the season for many individuals and families. For the protection of both yourself and others, please remember to follow COVID-19 Safety Practices while engaging in these activities.

The following information is provided to assist employees with their planning for the upcoming months.

Office Hours and University Operations:

Winter Break

Chancellor Alexander has determined that commencing Monday, December 28, 2020, all offices which are able may move to fully remote operations through January 25, 2020. This adjustment should allow for Facilities to implement cleaning and sanitation of all campus buildings and de-densify campus buildings for increased safety. Employees should consult with their supervisors regarding the staffing plan for this period. Campus buildings will still be generally accessible during this time to faculty and staff, and specific information about accessing individual campus buildings will be determined and posted prior to December 24, 2020.

All employees have had to adjust to exceptional times and as our University statistics show, we have exceeded all expectations in maintaining a safe environment for students, faculty and staff. The University continues to receive praise directly from students, parents, and UW System for how well we have done in managing the COVID-19 Crisis. This success has not come without the extraordinary efforts of every employee of UW-Green Bay. It is understood that many employees have been under incredible stress and have had to forgo vacation or other time off to facilitate the operational plan.

With this understanding, the Chancellor has determined that for the dates of December 28, 29 and 30th, all offices may choose to close upon approval from their Area Leader consistent with the UW Green Bay Office Hours and Institutional Closing Policy. Individual employees may elect to work on a day in which their office has been closed under this policy. Employees who elect not to work on the date of an office closure under this policy will be required to take paid leave time if their employment classification provides leave. Employees of essential operational areas should work with their supervisors regarding the scheduling of these areas.

It is hoped that this small respite will allow employees to recharge for entry into 2021.

All-Campus Furlough Day: Friday, November 27, 2020

The University has issued an Institution-Wide Furlough for Friday, November 27, 2020.  All ongoing employees not explicitly exempted from workforce-wide furloughs will be assigned to furlough on that day. In consultation with their supervisor, employees with an exemption from this furlough date may either work remotely (if possible based upon their job responsibilities) or use leave time for that date. Employees in essential operational areas should consult with their supervisors on the scheduling for these areas.

A reminder that all faculty and staff returning to work at the Green Bay Campus are welcomed and encouraged to use the Prevea App to schedule an antigen test on Monday, Nov. 30. Faculty and staff who work on the Marinette, Manitowoc and Sheboygan Campuses should use extreme caution in returning and test with their healthcare provider if they deem necessary to protect their own campus communities. Students returning to the Green Bay Campus will be asked to stop at the Kress Center for testing upon their return from break on Sunday, Nov. 29 and Monday, Nov. 30.

Reminders – Large Gatherings and Events:

Even when gathering with family members, if you are unaware of their COVID-19 exposure, it is critically important that you follow the 3 W’s; Wear your mask / Wash your hands / Watch your distance. If you are attending any group event with individuals from outside your home, you should use face coverings and practice social distancing. Ask yourself whether the activity would place yourself, and subsequently your colleagues and students, at risk of infection. If you are at a large-group activity or event where social distancing is not possible, you do not use face coverings, or are unable to confirm that others in that activity are not infected, you must remain away from University buildings for 14 days from the date of that event.  Please review the CDC Event Planning Guidelines to review whether the you should quarantine from campus. You are encouraged to be conservative in regards to applying this practice, and should work with your supervisor to discuss workplace expectations and the potential for flexible work options. If you have further questions about attending events, please contact Human Resources at hr@uwgb.edu.

Reminders – Personal Travel:

Prior to any personal travel, you should first review the CDC Travel Guidelines to ensure that the method of travel appropriately protects you from COVID-19 infection. Air travel and other mass transportation continues to dramatically increase your risk of exposure and infection. If you decide to travel, you should make sure that you follow all CDC Travel GuidelinesIn the event that during the trip you were required to remain in close contact (less than six feet) with unknown individuals for periods of time beyond 15 minutes (i.e. airline or other mass transit; lodging in hotels or residence, etc.) in which these guidelines were not required or followed, you will need to remain away from the University for a period of 14 days

Intrastate and interstate travel to private points specific (e.g. to see family members) which is done using private transportation and where lodging occurs at a private residence shall not restrict presence on campus, subject to confirmation that the individual did not have contact with any individual who they know to be COVID-19 infected. Please exercise caution when reviewing your travel plans, and if you have any reason to believe that you may have a risk of exposure or infection to COVID-19, quarantine from the University for 14 days. If possible, work with your supervisor prior to the trip to discuss whether proactive quarantine from campus upon your return is possible. If you have further questions related to travel, please contact Human Resources at hr@uwgb.edu .

As a reminder, the University requests that all faculty and staff who become infected, suspected, or exposed-close contact self-report utilizing the COVID-19 Case Report to the Office of COVID-19 Response. In addition, if any employee of the University receives a first-hand report of someone who is infected, suspected or exposed-close contact, they should be referred immediately to the Office of COVID-19 Response and the recipient of the report should complete the COVID-19 Case Report.

The sincere hope is that everyone is able to have a safe and restful season. By following the above safety measures, you can be reassured that you have done everything you can to be able to return to the University safely.

Virtual Student Employment Job Fair

 

The Office of Financial Aid and Student Employment is hosting a virtual job fair for on-campus employers and community service work study partners.  The event will be held Wednesday, October 21 from 11:00am-1:00pm.  Employers may advertise current openings, recruit for future positions, or simply connect with students who are seeking jobs.  On-campus supervisors should have received an email with a link to register through Handshake.  If you did not receive a link and would like to participate, please contact Allen Voelker (Student Employment and Scholarship Coordinator) at voelkera@uwgb.edu or 920/465-2556.

 

Upcoming Changes to Mandatory Employee Training

As an employee of the University of Wisconsin, you are required by UW System policy to receive training on the following three topics:

      • Title IX (sexual harassment/sexual discrimination) – required training every three years
      • Information Security (securing data and information technology) – annual required training
      • Mandated Reporter (reporting of child abuse and neglect, Executive Order #54) – required training once after institution process is in place

In order to provide a more effective mandatory employee training program, we are moving to a centralized process for course delivery, compliance monitoring, and employee support for the trainings listed above.  With the implementation of the new process, you will no longer receive messages regarding these trainings from your institution’s Human Resources office (some of you may remember receiving messages from Jenny Charapata in combination with our training vendor LawRoom/EverFi).  Instead, you will receive messages from the mandatorytraining@uwss.wisconsin.edu email address.  There will also be a single point of contact for support for these trainings.  If you have questions or need technical support for these mandatory trainings, you can contact serviceoperations@uwss.wisconsin.edu.

During the week of September 21, all UW-Green Bay employees in active pay status may receive a message with one or more course assignments under the new mandatory training process.  Depending upon when you last completed the Mandated Reporter, Title IX, and Info Security courses (course assignment is based upon last completion date), will determine the date of your next course assignment. You will have 120 calendar days from receipt of the message to complete all courses assigned to you. Please note that our former President Ray Cross extended the typical 30 calendar day deadline an additional 90 calendar days (120 calendar days in total) in light of current extraordinary circumstances related to COVID-19.


If you have non-technical support questions regarding these trainings, please contact
hr@uwgb.edu or 920-465-2390.

Antigen Tests Available for Front Line Employees

The University has been able to secure the ability to provide COVID-19 antigen tests to employees who are at risk of exposure based on their job duties.  At-risk employees are those who perform on campus work and engage in frequent face-to-face contact with members of the campus community; have direct and ongoing student contact; or provide essential services on a campus location, and/or are assigned to perform COVID-19 testing for members of the campus community.  Examples of at risk positions include custodians, GBOSS employees, instructors providing face-to-face teaching, and University Police.  Employees who are deemed “at risk of exposure” and desire to have a COVID-19 test can schedule bi-weekly antigen test through the MyPrevea App and have the testing conducted in the turf gym of the Kress Event Center.  There is no requirement that you participate in testing.  Results will be provided to the employee.  Notification of positive antigen tests will be provided to Human Resources who will provide assistance in managing modifications in performance of duties. In the event of a positive antigen test, the employee should immediately contact their medical service provider for follow-up.

At this time testing is only available at the Testing Center located at the Kress Event Center on the Green Bay Campus. The University continues to work with Prevea Health to make antigen tests available at clinics located in Sheboygan, Marinette and Manitowoc,

Because of the limitations of available tests, it is asked that employees limit their testing to once every two weeks.  In the event that additional tests become available more frequent testing and expansion of employees eligible for testing may be implemented.

Electronic Health Assessment Requirement – Supervisor Information

Beginning Monday, July 20th, all employees (including student employees) who are scheduled to be working on campus are required to complete an online health assessment prior to arriving to campus each day. This electronic health assessment will replace any similar processes currently being performed within individual departments.

Please see below for additional details for supervisors related to this requirement:

    • This assessment may be completed on a desktop or mobile device. For best user experience, please use Chrome, IE, Edge, or Safari. Firefox is not recommended. Remember also to turn off pop-up blockers on your browsers.
    • The time performing the self-assessment is considered de minimus (insignificant) time and therefore is unpaid in accordance with FLSA.
    • Employees must complete this assessment each day that they are scheduled to be on campus.
      • For example: If a department is rotating staff on campus and an employee is scheduled to be on campus on Mondays and Thursdays (and working remotely the other three days), they must complete the assessment each Monday and Thursday prior to arriving on campus. They are not required to complete the assessment the other three days of the workweek because they are not scheduled to work on campus.
    • Should the employee not have access to technology needed to complete the assessment, supervisors may allow reporting via telephone.
      • Supervisors should provide to these employees a printed version of the Employee Screening Questionnaire – Telephone Reporting.
      • Supervisors will communicate to the employee an acceptable way to contact the supervisor via phone prior to the start of their scheduled workday.
      • Supervisors should keep a record of which employees have called in to acknowledge the assessment each day. This record can be maintained within the department and does not need to be shared unless requested.
    • If an employee answered “yes” to any of the assessment questions, they should mark the checkbox, submit the form, and communicate with their supervisor via email or phone.
      • If you hear from an employee that they would respond “yes” to any of the questions, please instruct the employee to remain at home.
      • Employees are not required to disclose to their supervisor the reason that they are unable to be present on campus.
      • The supervisor is not required to report any “yes” answers further, as there is not a suspected case at this point. We only know that the employee could not answer “no” to all the questions.
      • If their assigned duties permit it, employees may discuss with their supervisor the ability to work remotely during the time they are unable to work on campus. The ability to work remotely is at the discretion of the supervisor.
      • If sufficient work is unavailable, employees will need to account for any time off through sick, vacation/ personal holiday or if available COVID-19 leave.
      • The self-assessment will need to be completed for each day of scheduled work, even if notice has been given that the condition which prevents presence on campus is on-going.
    • Please see the How To: Employee Screening Questionnaire document for instructions on completing the online health assessment as well as viewing names of those employees you supervise who have completed their assessments each day.
    • HR will not be providing a list of employees completing assessments to supervisors, as supervisors will have access to that information through BP Logix.

For more supervisor information, please see the supplementary Assessment Tool – Supervisor Guidance Document.

If you have technical questions, problems logging in or getting access to the form, please contact help desk at (920) 465-2309 or helpdesk@uwgb.edu.

Questions or concerns regarding the form content or process, please contact Human Resources at (920) 465-2390 or hr@uwgb.edu.

More information on UW-Green Bay’s efforts to ensure a responsible opening of campus can be found in the Phoenix Forward: Return to Workplace Plan and Employee Workplace Expectations for July 1, 2020 – August 31, 2020.

 

Electronic Health Assessment Requirement

Beginning Monday, July 20th, all employees who are scheduled to be working on campus are required to complete an online health assessment prior to arriving to campus each day. This electronic health assessment will replace any similar processes currently being performed within individual departments.

Please see below for additional details related to this requirement:

    • This form may be completed on a desktop or mobile device. For best user experience, please use Chrome, IE, Edge, or Safari. Firefox is not recommended. Remember also to turn off pop-up blockers on your browsers.
    • The time performing the self-assessment is considered de minimus (insignificant) time and therefore is unpaid in accordance with FLSA.
    • Should the employee not have access to technology in order to access the assessment, supervisors may allow reporting via telephone. If an employee will need to utilize a telephone reporting process, they should communicate with their supervisor for details on that process.
    • Employees must complete this assessment each day that they are scheduled to be on campus.
      • For example: If a department is rotating staff on campus and an employee is scheduled to be on campus on Mondays and Thursdays (and working remotely the other three days), they must complete the assessment each Monday and Thursday prior to arriving on campus. They are not required to complete the assessment the other three days of the workweek because they are not scheduled to work on campus.
    • If an employee answers “no” to all the questions, they should mark the checkbox, click “submit”, and they are done.
    • If an employee answered “yes” to any of the questions, they should mark the checkbox, submit the form, and communicate with their supervisor in a fashion consistent with their office policy for absence notification.
      • Employees are not required to disclose to their supervisor the reason that they are unable to be present on campus.
      • If their assigned duties permit it, employees may discuss with their supervisor the ability to work remotely during the time they are unable to work on campus.
      • If sufficient work is unavailable, employees will need to account for any time off through sick, vacation/ personal holiday or, if available, COVID-19 leave.
      • The self-assessment will need to be completed for each day of scheduled work, even if notice has been given that the condition which prevents presence on campus is on-going.
    • Please see the How To: Employee Screening Questionnaire document for instructions on completing the online health assessment.

If you have technical questions, problems logging in or getting access to the form, please contact help desk at (920) 465-2309 or helpdesk@uwgb.edu.

Questions or concerns regarding the form content or process, please contact Human Resources at (920) 465-2390 or hr@uwgb.edu.

More information on UW-Green Bay’s efforts to ensure a responsible opening of campus can be found in the Phoenix Forward: Return to Workplace Plan and Employee Workplace Expectations for July 1, 2020 – August 31, 2020.

Performance Evaluations: Non-Instructional Academic Staff & Limited Employees

As we begin a new fiscal year, it is time for annual performance evaluations for Non-Instructional Academic Staff & Limited Employees. Annual performance evaluations are a key component to employee performance and development. The objectives of annual performance evaluations are to provide all employees and their supervisors an opportunity to:

      • Discuss job performance
      • Set goals for professional development
      • Establish objectives for contributing to the department’s mission
      • Discuss expectations and accomplishments
      • Discuss career progression eligibility

Non-instructional academic staff and limited employees and their supervisors should begin the performance evaluation process for the prior fiscal year (July 1, 2019 – June 30, 2020) as soon as possible. Please follow the procedure outlined on the Performance Evaluation Narrative Form, submitting the completed evaluation to the area leader’s office no later than Friday, August 28, 2020. Please note – An annual performance evaluation is not required for individuals hired after July 1, 2019 if a six-month evaluation has already been completed.

Part of the performance review process should be a discussion regarding changes in position responsibilities, appropriateness of the assigned title, and the eligibility towards career progression if employees are in a progression series title.

Per the UW-Green Bay Compensation and Pay Plan Policy, compensation adjustments must be based upon merit and employee performance.  Therefore, any future pay adjustments will be contingent upon satisfactory performance.

If you are interested in receiving training related to performance evaluations, career progression and title change, and/or academic staff contracts, or have any questions regarding these processes, please contact hr@uwgb.edu or (920) 465-2390.

Please review the statement published by the Academic Staff Committee on Annual Reviews here.

Workplace Expectations Update Regarding Meetings and Events

As you are returning to your on-campus workplace, please ensure that you have reviewed the Employee Workplace Expectations for July 1, 2020 – August 31, 2020 and completed the electronic acknowledgment form.  At this time, there are a few updates to the Phoenix Forward: Return to Workplace Plan regarding meetings and events on campus.

Meetings Update
Convening in groups increases the risk of viral transmission. It is recommended that no more than three (3) individuals engage in any face-to-face communication if it is expected to exceed 30 minutes. Whenever possible, meetings should be held virtually in whole or in part by using available technology. While on campus, consider communicating with your colleagues and supervisors as needed by email, instant message, telephone, or other available technology rather than face-to-face.

In-person meetings should only occur when no other options are available. During any face-to-face communications, personnel must adhere to not less than six feet of separation between participants. Under no circumstance should any room exceed 50% of its total capacity. Common Conference Rooms are not available for reservations at this time. If one of these rooms must be used to facilitate required physical distancing for a face-to-face meeting, the request should be made to Facilities Planning & Management:

Phone: 920-465-2394
Email: facilities@uwgb.edu

Departments requesting use of these areas will be responsible for physical distancing practices among attendees. The Department will be responsible for all preparations, including disinfection using materials provided as well as disinfection at the end of use.

Office Events/Common Dining
Office events which include participants from outside the University and involve more than ten (10) people or encourage the gathering of individuals for more than 30 minutes, will not be permitted until further notice. Events involving common food or beverage service should not be held and employees should avoid participating in common dining.

For more information about UW-Green Bay’s return to campus operations, please see the Phoenix Forward: Return to Workplace Plan.