Income Continuation Insurance: Deferred Enrollment Period and Premium Update

An Income Continuation Insurance (ICI) Deferred Enrollment opportunity is currently available through March 1, 2023, for eligible employees.

Additionally, employees who are currently enrolled in ICI will have a premium update effective February 1, 2023.

ICI provides replacement income if you are unable to work due to a short or long-term disability.

Deferred Enrollment Period

Employees who are eligible for the ICI Deferred Enrollment Period were notified of their eligibility via email the week of January 30. To enroll, submit an application to your institution benefits contact by 4:30 p.m. on Wednesday, March 1, 2023.

Generally, you will be eligible for a deferred enrollment if:

  • You are currently enrolled in ICI and have Standard ICI coverage, you may be eligible to enroll in Supplemental ICI coverage.
  • You are not currently enrolled in ICI, but meet one of the deferred enrollment provisions. This is the only time during the year you may enroll in ICI without evidence of insurability.

Review your personalized ICI employee web page to determine your enrollment opportunity and for an estimate of your premium.

Premium Update

ICI premiums are reviewed annually with any updates effective February 1 each year. Premium changes for 2023 will be reflected on the February 23, 2023, paycheck. Visit your personalized ICI employee web page for your premium summary.

There are several factors that determine your premium amount:

  • Annual Premium Update
    • For Faculty/Academic Staff/Limited Appointees: ICI premium* is based on your 2022 eligible earnings and the elimination period you elected.
    • For University Staff: ICI premium* is based on your 2022 eligible earnings and unused sick leave balance as of December 31, 2022.
  • Premium Rate
    • For 2023 the ICI premium rates will decrease slightly. While premium rates are decreasing, your eligible earnings and sick leave balance may cause your premium amount to increase.

More Information

For ICI plan information visit the UW System Employee Benefits ICI web page. After reviewing the web page, if you have questions, contact your institution benefits contact.

* If you were on an unpaid leave of absence during 2022, review your ICI employee web page for information on how your premium may be affected.

Source: UW System Human Resources

1095-C Forms Now Available Online

Electronic copies of the 2022 Form 1095-C are now available for all active employees in the My UW portal for UW System institutions or for UW-Madison.

Paper copies will also be sent via U.S. mail, postmarked by March 1, 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.

Resources
Instructions to view/print Form 1095-C and tax form resources can be found on the Tax Statements tab on the Payroll Help page.

Form 1095-C
Form 1095-C is provided to all employees who were full-time, as defined by the Affordable Care Act (ACA), for all or some months of 2022. Employees should retain Form 1095-C with their tax records.

Dependents are not listed on the 1095-C. A Form 1095-B, listing dependents, can be requested directly from your health insurance carrier.

More information regarding Form 1095-C and the ACA is available on the Affordable Care Act web page.

For questions, contact serviceoperations@support.wisconsin.edu.

Source: UW-Shared Services, Service Operations

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