Year End Information for Classified Employees

**Important information regarding vacation carry over, compensatory time, annual leave conversion, and personal & floating holidays**

Attn:  Classified Employees and their Supervisors:

UW-Green Bay requires that vacation for classified employees be taken in the calendar year in which it is earned.  It is UW-Green Bay’s practice to allow up to 40 hours of vacation to be carried over into the following year, if approved by the employee’s supervisor.  A request to carry over more than 40 hours of vacation must be approved by Human Resources.  Any vacation carried over from 2010 into 2011 must be used by June 30, 2011.

Please complete the Vacation Carry Over Request Form ONLY if requesting to carry over more than 40 hours of vacation into 2011.

Requests must be submitted to HR, ES 107, no later than Friday, December 10, 2010.  A scanned, signed copy of the form may be e-mailed to hr@uwgb.edu in lieu of a hard copy submission.

If a new employee completes his or her original probationary period between July 1 and December 31, 2010, all vacation may be carried over (without supervisor or HR approval).  However, the leave must still be used by June 30, 2011.

 In-so-far as possible, all 2010 Compensatory Time earned should be used by December 30, 2010.  Under exceptional circumstances, approval to carry unused compensatory time into 2011 may be granted by the immediate supervisor.  All 2010 compensatory time must be used by April 30, 2011 or it will be paid.

Personal holiday hours may not be carried into 2011 and if not used by December 30, 2010 will be forfeited.  Also, please remember that Christmas Day falls on a Saturday, resulting in a floating holiday.  You must use this floating holiday by December 30, 2010 or it will be lost.

In 2011, classified employees will be granted three floating holidays due to the dates of certain legal holidays during the year.  Please visit the Legal Holidays section of our website for additional details.

Eligible employees able to utilize the Annual Leave Conversion Option will receive written notification by the end of November.

Please contact Human Resources at 465-2390 if or via e-mail at hr@uwgb.edu you have any questions.

Benefit Enrollment and Change Period

There are important changes to benefits for 2011 that may require you to take action during the Benefit Enrollment & Change Period.  Even if you are satisfied with your current benefit plans, please take time to read about changes to the benefit plans so you know how you may be impacted and if you need to take any action.

The Annual Benefit Enrollment and Change Period begins on October 4th and ends on October 29, 2010 for most plans.  Watch for an email near the beginning of the enrollment and change period that includes important details about changes to your benefit plans and your enrollment and change opportunities.

The My UW System portal will also have personalized benefit enrollment and change information available in early October.   Please review the UW System Benefit Enrollment and Change period website for details.

You may take the following actions during the benefit enrollment and change period:

• Change health insurance plans

• Change from single to family health insurance or add additional eligible family members to family health insurance (including      married children under age 26 and unmarried children under age 27)

• Enroll in plans that have an open enrollment (vision, dental, EPIC Benefits+)

• Enroll in Employee Reimbursement Account (medical expense and dependent care)

• Cancel vision or dental coverage for the 2011 plan year (must submit application by December 1)

• Remove eligible dependent children ages 19-27 or a domestic partner from benefit plans

Watch for benefit plan changes for 2011:

• Stand-alone dental insurance – there will be a new dental plan, Dental Wisconsin, and Anthem DentalBlue will no longer be available to employees not represented by a union.  Action needs to be taken by these employees to apply for the new dental plan.  Coverage will automatically end on December 31, 2010 for Anthem DentalBlue.

• The EPIC Dental & Excess Medical insurance plan changed its name to EPIC Benefits+ and has added an optional vision insurance benefit to their plan.

• Many over-the-counter drugs will no longer be a reimbursable medical expense under the Employee Reimbursement Account (ERA) program.

• Coverage and benefit levels under the Accidental Death & Dismemberment (AD&D) Insurance plan will be expanded.

• Premiums for State Group Health and State Group Life Insurance will be deducted one month in advance of coverage.  Premiums are currently deducted two months in advance of coverage so in order to make the change to paying premiums one month in advance, there will be no health or State Group Life Insurance deduction from your November earnings.  Normal premium deductions will resume on your December earnings.

• Married children under age 26 will be eligible for coverage under State Group Health Insurance.

• State Group Health has a new health plan available in several eastern Wisconsin counties- WEA Trust PPP. For more information, please see the 2011 It’s your Choice Decision Guide.

Please e-mail benefits@uwgb.edu or call 465-2390 if you have any questions.

UWGB Employee Benefits & Wellness Fair

Monday, October 4, 2010

11:00 a.m. to 2:00 p.m.

Phoenix Rooms – University Union

UW-Green Bay is hosting an Employee Benefits & Wellness Fair to provide employees with the opportunity to learn more information about their benefits.  Mark your calendar to attend!

Refreshments will be served and door prizes will be given out.  Bellin Health will provide blood pressure checks, Aurora will provide skin cancer screenings, and Prevea Clinics will have information available about headaches and diabetes. The following vendors will be available to talk with you:

  • * Ameriprise
  • * Ameritas
  • * Arise Health Plan
  • * Aurora
  • * Bellin Health
  • * Dental Associates
  • * Dreyfus
  • * Epic Life Insurance
  • * ERA
  • * ETF
  • * Health Choice Long Term Care Solutions
  • * Humana
  • * Kress Events Center
  • * Lincoln Financial
  • * Network Health
  • * Prevea Clinics
  • * Social Security
  • * Standard Plan
  • * T. Rowe Price
  • * TSA/WRS Retirement
  • * UWGB Dietetics/Nutrition
  • * UnitedHealthCare
  • * VSP (Vision Care)
  • * WEA Trust
  • * Western Racquet
  • * Wisconsin Deferred Compensation
  • * YMCA of Green Bay

Please e-mail benefits@uwgb.edu or call 465-2390 if you have any questions.

Use of Christmas Floating Holiday for Classified Employees

This year, Christmas Day falls on a Saturday, resulting in a floating holiday.  Please note that a floating legal holiday may be used at any time during the year it is earned.  You must use this floating holiday by December 30, 2010 or it will be forfeited, as it cannot be carried over into 2011.  You may use this floating holiday prior to it being earned on December 25, 2010 and usage of this time will appear as a negative balance on your earnings statement until after the holiday occurs.

Use of a floating holiday should be reported as “Legal Holiday” on your bi-weekly timesheet.

For more information regarding legal holidays, please visit our website.  If you have any questions, please contact Human Resources or Payroll.

 

Payroll Office, ES 107

payroll@uwgb.edu

920-465-2390

Professional Development Seminars

The Office of the Provost and Vice Chancellor for Academic Affairs, the Office of the Vice Chancellor for Business and Finance, and the Office of Human Resources and Affirmative Action are pleased to present two professional development seminars:

Surviving Difficult Conversations

Wednesday, July 28, 2010

8:30 a.m. to 4:00 p.m.

and

The Power of Real Colors®

Wednesday, August 4, 2010 or Wednesday, August 11, 2010

1:00 to 4:00 p.m. 

All UW-Green Bay employees are invited to attend.  Please view the flyer (http://www.uwgb.edu/hr/training/Real Colors and Difficult Conversations.pdf) for additional information, including a detailed description of both professional development opportunities.

If you have any questions, please contact Human Resources.

Office of Human Resources, ES 107

hr@uwgb.edu

920-465-2390

Office of Human Resources Announces Two New Staff Members

Please join the Office of Human Resources in welcoming two new Human Resources Assistants to UW-Green Bay, Jesse Retrum and Ingrid De Coste.

Jesse Retrum joined the HR staff on Monday, June 28.  Jesse is the campus contact for Kronos and is responsible for the student payroll.  He also assists with classified recruitments and answers I-9 Form questions.  Jesse has a degree in Business Administration and previously served as an HR Coordinator for the past three years.  Jesse can be reached at ext. 2839 or email at retrumj@uwgb.edu.

Ingrid De Coste joined the HR staff on Tuesday, June 29.  Ingrid assists with unclassified personnel activities such as recruitment, processing of criminal background checks, conducting new employee orientations and visa processing.   Ingrid has a degree in Human Resource Management and brings with her over four years of experience in the HR field.   Ingrid can be reached at ext. 2235 or email at decostei@uwgb.edu.

Governor’s Office Proclaims State Employee Recognition Day

University officials and the Human Resources office are calling attention to University of Wisconsin-Green Bay faculty and staff and their outstanding and dedicated service. The following is excerpted from the Governor’s Proclamation:

“…I, Jim Doyle, Governor of the State of Wisconsin, do hereby proclaim Wednesday, May 5, 2010, as State Employee Recognition Day in the State of Wisconsin.  I commend employees of the State of Wisconsin and call on all citizens to recognize the accomplishments and commitment of those who work on our behalf.”

Thank you for all you do to support the University of Wisconsin-Green Bay!

Furlough Information for Classified and LTE Employees

IMPORTANT FURLOUGH INFORMATION FOR CLASSIFIED AND LTE EMPLOYEES:

  • Required furlough hours must be taken by June 19, 2010.  If you plan to use furlough time during the pay period ending June 19, 2010, it is very important that you submit your timesheet no later than Monday, June 21st to ensure your furlough time is properly recorded in the payroll system before the start of the 2010-2011 fiscal year.
  • UW-Green Bay has designated Friday, May 28, 2010 as a fixed-furlough day; employees who will not be taking the mandatory furlough day will need to select an alternative furlough day.
  • Employees can review their furlough balances on the bottom of their earnings statements.  The remaining furlough hours listed on your earnings statement includes the mandatory fixed furlough day on Friday, May 28, 2010.
  • Employees are encouraged to utilize remaining furlough time as soon as practicable.
  • Any remaining furlough balances cannot be carried over into the 2010-2011 fiscal year.
  • The percent reduction for all non-exempt (hourly) classified staff will be 3.065% in the 2010-2011 fiscal year since there will be 26 pay periods available.
  • Limited Term Employees (LTE’s) will be required to reduce their hours worked by 3.065% for the 2010-2011 fiscal year.

Please visit our furlough information page or contact Human Resources if you have any questions.

Furlough Reporting and Leave Reports for Unclassified Staff

YEAR END FURLOUGH REPORTING

 12-Month Unclassified Staff

* Required 2009-10 furlough time off (FTO) must be taken and reported no later than June 30, 2010.  In order to have the salary reduction in the 2009-10 fiscal year, FTO must be entered in the payroll system before June 23, 2010.

* June Furlough Time reports will need to be completed and returned to Payroll by June 14, 2010 to meet the June 23, 2010 deadline.

* For those whose pay is reduced as FTO is used, both the May and June FTO will be deducted on the paycheck payable July 1, 2010.

* One mandatory furlough day remaining for the 2009-10 fiscal year – Friday, May, 28, 2010

9-Month Unclassified Staff

* Earned 2009-10 furlough time off (FTO) must be taken and reported no later than May 23, 2010.  In order to have the salary reduction in the 2009-10 fiscal year, FTO must be entered in the payroll system before May 25, 2010.

* May FTO will need to be reported on your May Leave Report and returned to Payroll by May 14, 2010 to meet the May 25, 2010 deadline.

DISTRIBUTION OF FUTURE LEAVE REPORTS FOR UNCLASSIFIED STAFF

The distribution of leave reports will be modified so they are in sequence with the furlough reports.  As a result, on April 29, 2010, unclassified staff will receive their April and May Leave Reports.   Thereafter, for 12 month unclassified staff, the distribution for both the leave and furlough reports will be for the same month.

Please visit our furlough information page or contact Human Resources if you have any questions.

Long Term Care Insurance Options

New Insurance Protection for Employees, Annuitants and their Family Members is now available.  Please see the information below regarding United of Omaha Long Term Care insurance policies that were approved by the State of Wisconsin Group Insurance Board.

United of Omaha Life Insurance Company is now offering two new plans; CASH-First and Assured Solutions Gold policies to eligible State and University of Wisconsin Employees, Annuitants, and their family members. These voluntary purchase long-term care insurance policies are offered at a group-discounted premium.

Long-term care insurance is designed to help protect against the high costs of long-term care if you or a family member can no longer perform activities of daily living without the need of assistance. Medicare and most health insurance will not pay for these services. For many, long-term care insurance is an important part of planning for their long-term financial security. Please consider whether the CASH-First or Assured Solutions Gold policies are right for you and/or your parents. (Spouse, parents and in-laws are all eligible to apply, even if you don’t).

The CASH-First and Assured Solutions Gold policies offer additional built-in benefits that include:

  • CASH-First benefits can be used any way you choose – you simply receive the full monthly cash benefit you select to pay for anything at all… family travel expenses, lost income, housekeeping services or other out-of-pocket expenses – there’s no need to collect or submit bills.
  • CASH-First provides cash beginning with the first day of need – no elimination period to satisfy.
  • Waiver of Premium – No premiums are due while you are receiving CASH-First or reimbursement benefits for home health care, assisted living or nursing home care.
  • Many other additional benefits and features listed in the information packet.

HealthChoice also offers CareOptions OnLine (COOL.net) services that are currently available to those who purchase an insurance plan through HealthChoice.

The CareOptions OnLine Program can assist you or family members with issues related to wellness, illness, disability, or aging. As an additional convenience, the CareOptions OnLine service can help you and your family members create Living Wills (advance directives for health care) as well as allow you to conduct online care provider searches and medical information research seven days a week, 24 hours a day.

To receive a complete information packet regarding your long-term care insurance options and the new CareOptions OnLine resources, click here to request an information packet. You may also call HealthChoice toll-free at 1-800-833-5823 or in the Madison area at 833-5823 or email info@healthchoice.com . Direct information link; click or paste in your web browsers address line: http://www.healthchoice.com/reply1

Please e-mail benefits@uwgb.edu or call 465-2390 if you have any questions.