Payroll & Benefits

WRS Webinars Offered in January


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. Visit the ETF webinar page to learn more about any of the following sessions. Here is what others have said about these webinars:

“My participation in the webinar was a first for me, and I just want to compliment you on how easy it was to connect, follow along, and provide questions or requests. Excellent job!”

“Thanks for having these valuable webinars.  The professional but conversational style helped me to understand the presentation as easily as an “in office” meeting. Really appreciate that the presenter fully understands the subject. Wonderful job.”

5 Basic Steps to Your Retirement

Consider this webinar your quick reference guide to starting the retirement process within the next 12 months. We’ll review: choosing a termination date, how to request a retirement estimate – and how to read and understand it. We’ll also cover how to schedule a retirement appointment and – drum roll here — how to submit the retirement application.

  • Wed, Jan 9, 2019 11:00 a.m. – 11:30 a.m.
  • Tue, Jan 15, 2019 6:00 p.m. – 6:30 p.m.
  • Fri, Jan 25, 2019 11:30 a.m. – 12:00 p.m.
  • Thu, Jan 31, 2019 12:00 p.m. – 12:30 p.m.

WRS Annuity Adjustments and Effective Rates

Do WRS accounts receive an investment return? Do investment returns affect how much a retiree will initially receive when they begin their pension? Do those retired in the WRS receive adjustments to their monthly pension amount over the years? This webinar will cover the process of how account effective rates and annuity adjustments are calculated, starting with the investment return reported by the State of Wisconsin Investment Board. Also covered during the webinar will be explanations of both the Core and Variable Trust Funds and the calculations specific to each fund for effective rates and annual adjustments. At the end of this webinar, it is hoped that you will have a better grasp on how State of Wisconsin Investment Board investment returns affect your WRS pension.

  • Tue, Jan 8, 2019 12:00 p.m. – 12:30 p.m.
  • Thu, Jan 17, 2019 12:30 p.m. – 1:00 p.m.
  • Wed, Jan 23, 2019 6:00 p.m. – 6:30 p.m.
  • Mon, Jan 28, 2019 11:30 a.m. – 12:00 p.m.

WRS Benefits: For New and Mid-Career Employees

This one-hour webinar is for employees who are five years – or more – from retirement. The information presented will help you make sound, strategic decisions over the course of your career. Topics include vesting, ways to enhance a WRS retirement benefit, purchasing service, military service credit, the Core and Variable Trust Funds, contribution rates, the importance of a beneficiary form and how to complete one, and how “life event” changes affect retirement benefits.

  • Fri, Jan 11, 2019 12:00 pm. – 1:00 p.m.
  • Wed, Jan 16, 2019 11:00 a.m. – 12:00 p.m.
  • Tue, Jan 22, 2019 10:00 a.m. – 11:00 a.m.
  • Thu, Jan 31, 2019 6:00 p.m. – 7:00 p.m.

Register for a webinar

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

Your 2019 Insurance Benefits – Reminder of Changes

Review your 2019 Benefit Enrollments

As 2018 comes to an end, now is a great time to review your 2019 benefits!

To view your Benefits Summary, log in to the My UW System portal and launch the Benefit Information tile. Choose the Summary tab and click View Benefits Summary Detail. On the Benefits Summary page, in the As Of Date field, enter 01/01/2019 and click Refresh to see your 2019 elections.

After you have refreshed your memory on the benefits you elected for 2019, the remainder of this article will remind you of the benefit plan changes for 2019.

Health Insurance
For 2019 there are minimal changes to the State Group Health Insurance Program.

  • Annual deductibles and out-of-pocket maximums will not change for 2019; however, they will reset at the beginning of the new plan year, January 1, 2019.
  • Employees enrolled in the State Group Health Insurance Program and their covered spouses and dependents must select a primary care provider (PCP).
    • For assistance designating a PCP, contact your health plan directly.
    • Employees that do not select a PCP will be auto-assigned a PCP by their health plan. Employees may contact their health plan directly at any time to change the PCP that was auto-assigned to them.
  • Newly Covered Services – Telehealth services, home sleep studies and the initial set of hard contacts for participants with keratoconus are a few of the new services that will be covered in 2019.
  • No Longer Covered – Removal of skin tags (unless medically necessary) and the removal of erupted teeth (covered by Uniform Dental) will no longer be covered services by the State Group Health Insurance Program in 2019.

Pharmacy Benefits with Navitus
In 2019, there will be increased cost sharing for level 3 drugs that have alternatives available on the formulary list; known as “dispense-as-written” drugs. Navitus has contacted affected members to provide additional information.

Find in-network pharmacies and formulary lists on the Navitus website, or contact Navitus directly with questions at 1-866-333-2757.

Well Wisconsin Program Incentive
Employees (and spouses) enrolled in the State Group Health Insurance Program are eligible for the Well Wisconsin Program Incentive. To receive the Wellness Incentive for 2019, a health screening, health assessment and a Well-Being activity will need to be completed. Direct mailings will come from StayWell in early 2019.

Uniform Dental Benefits
Delta Dental will continue to administer the Uniform Dental Benefits in 2019. If you elected State Group Health Insurance with Uniform Dental Benefits, you will have access to preventive dental services in 2019.

  • Newly Covered Service – Removal of erupted teeth (no longer covered by State Group Health insurance).
  • Orthodontia Reminder – Covered for children up to the age of 19.

Reminder: Evidence Based Integrated Care allows employees access to additional dental services (cleanings or topical fluoride treatments) for certain medical conditions such as cancer therapy, periodontal disease, diabetes, pregnancy, high-risk cardiac conditions, suppressed immune systems, kidney failure or dialysis. Contact Delta Dental directly for additional information.

Supplemental Dental Benefits
Delta Dental will administer the supplemental dental plans in 2019. Two plans are available:

  • PPO – Select plan
  • PPO plus Premier – Select Plus plan

One of the main differences between the plans is the provider network. If you enrolled in the Select plan for 2019, you should confirm that your dentist is in the PPO network. If you enrolled in the Select Plus plan, you should confirm that your dentist is in the PPO or Premier network. Find a Delta Dental network dentist here.

  • Newly Covered Service – Orthodontia will be covered for children and adults under the PPO plus Premier – Select Plus plan.

Review the dental comparison chart for details surrounding the annual maximums and the level of coverage for different services provided by each of the dental plans.

Vision Benefits
Changes to the vision coverage include no charge for standard progressive lenses and an increase to the frame allowance for featured frame brands from $150 to $200.

Flexible Spending Accounts (FSA)
The annual maximum for the Health Care and Limited Purpose FSA’s for 2019 is $2,650.

Health Savings Accounts (HSA)

  • For 2019, the HSA annual maximum contribution increased from $3,450 to $3,500 for single coverage and from $6,900 to $7,000 for family coverage.
  • There is an additional $1,000 catch-up contribution amount maximum for employees that are or will attain age 55+ during the calendar year.
  • All employer HSA contribution amounts will remain the same for 2019: $750 for employees enrolled in single coverage and $1,500 for employees enrolled in family coverage. Employees with less than half time rates will receive $375 if enrolled in single coverage and $750 if enrolled in family coverage. Crafts workers are not eligible for the employer HSA contribution.
  • Employee contribution changes may be made at any time.

Accidental Death & Dismemberment (AD&D)
Effective January 1, 2019, an identity theft protection benefit was added to the plan (LifeStages Identity Management Services from CyberScout).

If you have any questions, please contact us at or (920) 465-2203.

2019 Benefits ID Cards

State Group Health Insurance Plans

Health insurance plan ID cards are typically sent by health insurance carriers to participants by the end of December for enrollments that occurred during the Annual Benefits Enrollment (ABE) in October. The ID cards are effective January 1, 2019. Present your new ID card at appointments that occur on or after January 1, 2019. Remember, before seeing a health care provider in 2019, check to make sure they are in-network by visiting your health plan’s online provider directory.

The following employees will receive health insurance ID cards for 2019:

  • Employees who chose a different health plan: Employees who chose a different health plan design or a different health insurance carrier during the Annual Benefits Enrollment (ABE) period will receive a new ID card.
  • Employees who chose the same health plan: Employees who chose the same health plan design with the same health insurance carrier during the Annual Benefits Enrollment (ABE) period will typically only receive a new ID card if they added or removed dependents.

Pharmacy Benefits

Newly enrolled employees in health insurance will also receive an ID card from Navitus for pharmacy benefits. Currently enrolled employees will only receive a new card if they added or removed dependents. If a change was made, employees can expect to receive their ID card in early January.

Flexible Spending Accounts (FSA) and Health Savings Account (HSA)

Newly enrolled employees in a Health Care Flexible Spending Account (FSA), Limited Purpose Flexible Spending Account (LPFSA) or Health Savings Account (HSA) will receive their debit card for these plans from TASC, the FSA & HSA plan administrator in early January. New enrollees can submit claims through the manual claims submission process until their debit card is received.

Employees who previously participated in these plans and already have a debit card may use the same card as previous years until the expiration date listed on the card. If you no longer have your FSA or HSA debit card from previous years, contact TASC at 1-844-786-3947 or to request a new card.

Dental Insurance

Newly enrolled employees in Uniform Dental through Delta Dental will receive an ID card. Currently enrolled employees in Uniform Dental with Delta Dental will only receive a new ID card if their level of coverage has changed (single to family, etc.). If a change was made, employees can expect to receive their ID cards late December.

All employees that enrolled in a supplemental dental plan for 2019 will receive an ID card from Delta Dental late December.  If you have both uniform dental benefits as well as supplemental dental benefits through Delta Dental, you will have two Delta Dental ID cards.  Please present both cards to your dentist’s office.

Vision Insurance

VSP, the vision insurance plan administrator, does not issue ID cards. Employees that are enrolled in vision for 2019 should notify their vision provider that they have VSP vision insurance when they schedule their vision appointment. The provider will then contact VSP to verify coverage.

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 benefit plan directly to request new ID cards.

If you have any questions, please contact us at or (920) 465-2390.

Student employee hours limit at 40 over Winter Break

The student employee hours limit will change to 40 hours per week on December 16, 2018, and will continue until January 13, 2019 when the limit goes back to 25 hours per week.  The hours limit is in place to make sure we are in compliance with the Patient Protection and Affordable Care Act (ACA).

Please review the Student Payroll Schedules from the Human Resources website:

If you have any questions, please contact us at or ext. 2390.

Important Year End Leave Information for University Staff

As we near the end of the 2018 calendar year, University Staff employees are reminded to review their leave balances.

Vacation Carry Over
Employees may carry over any unused vacation earned in 2018 into 2019.  You don’t need to do anything to have your unused 2018 vacation carry over to 2019 – it will carry over automatically.

Any vacation carried over from 2017 must be used by December 31, 2018.  The Human Resources System (HRS) will automatically take any vacation absences entered first from carry over balances before taking from the current year’s allocations.

Compensatory Time
Compensatory time (comp time) is able to be carried into the following calendar year if approved by the immediate supervisor.  If carried over, unused compensatory time must be used by April 30th of the following year or it will be paid out on the pay period that includes May 1st.

Personal and Legal Holidays
Personal and Legal holiday hours may not be carried into 2019.  If personal and legal holiday hours are not used by December 31, 2018, they will be forfeited.

Your legal holiday balance includes upcoming observed legal holidays.  The remaining observed legal holidays this calendar year include Thanksgiving, Christmas Eve, Christmas, and New Year’s Eve.

Annual Leave Conversion Option (Banked Leave or Sabbatical)
Forms for employees eligible for the Annual Leave Conversion Option are available on your My UW System Portal, under Time and Absence > Leave Reports tab > 2018 Banked Leave Report.

Please note that the above information applies to University Staff positions, not Academic Staff, Limited, or Faculty positions.

How do I check my paid leave balances?  On your My UW System Portal, under Time and Absence > Leave Balances tab

Questions? Please contact Payroll & Benefits at (920) 465-2390 or

Annual Benefits & Wellness Fair held on October 9th

Thank you to everyone who attended the Annual Benefits & Wellness Fair on Tuesday, October 9th!  About 44 vendors were on hand to help with our questions and provide information and hand outs, and over 200 employees and retirees attended.

AuroraBooth WEAbooth DeanBooth VSPbooth DeltaDentalBooth ChartwellsBooth AHAboothRobinBooth

Of the 32 drawing entries at the Wellness table, we randomly selected 5 winners to pick out a wellness prize:

  • Laura Delikowski
  • Jennifer Schwahn
  • Laura Sinclair
  • Mary Valitchka
  • Amanda Wildenberg

Also, Kimberly Vlies won the VSP drawing prize, and Jana Fogaca won the Garden to Doorstep Organics box of fruits and vegetables!

UW Employees May Choose Electronic-only Distribution of W-2 and 1095-C Forms

UW employees now have the option of receiving all future W-2 and 1095-C forms each January via electronic-only distribution, thus eliminating paper form distribution via U.S. mail.

The W-2 form states an employee’s compensation and tax withholding amounts 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 coverage.

How Do I Choose Electronic-only Distribution of my W-2 and 1095-C Forms?
To choose electronic-only distribution of your W-2 and 1095-C forms, you are required to complete a consent form for both the W-2 form and the 1095-C form. Both consent forms must be submitted by January 11, 2019 for electronic-only distribution of these tax forms in 2019.

If you consent to W-2 and 1095-C form electronic-only distribution, you may withdraw your consent at any time. Your consent will cease if you terminate UW employment. Note: These consent options do 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 do not complete the consent forms, your W-2 and 1095-C forms will continue to be mailed to the mailing address you have listed in the MyUW portal. You may review and update your address in the MyUW portal via the portal Personal Information tile.

Why Should I Consent to Electronic-only Distribution?

  • Secure method of delivery with less risk of lost or stolen forms.
  • Electronic forms are available earlier than mailed paper forms.
  • Reduced administrative costs of generating W-2 and 1095-C forms.
  • Environmentally friendly.

Completing the Electronic-only Consent Form(s)
The option to choose electronic-only distribution is now available. Follow the instructions below. It’s quick and easy:

  • Log into the My UW Portal
  • Go to the Payroll Information tile and select “Tax Statements.”
  • On the Tax Statements page, choose “Consent to receive W-2 electronically” and/or “Consent to receive 1095-C electronically.” Reminder: you must complete the two separate consent forms to choose electronic-only distribution for both the W-2 form and the 1095-C form.
  • Read the provided instructions.
  • Check the “I consent…” checkbox.
  • Choose the “Submit” button.
  • You will receive an email confirming your consent within 24 hours. You will also receive an email by January 31, 2019 alerting you to the electronic availability of your W-2 and/or 1095-C forms.

Withdrawing Consent: The same instructions noted above apply to withdrawing consent, except that an alternative checkbox must be chosen to submit consent withdrawal. An email is sent within 24 hours of submitting withdrawal.

If you have any questions regarding choosing electronic-only distribution of your W-2 and 1095-C forms, contact Human Resources at (920) 465-2390 or

Source: UW Service Center

Upcoming Tax-Sheltered Annuity 403(b) Webinars: Achieving Financial Goals & Your Retirement Savings Options

Register now to attend these informative webinars about the UW System Tax-Sheltered Annuity 403(b) Plan, hosted by a T. Rowe Price representative.

Achieving Financial Goals
Explore your personal financial goals for retirement and how to balance them with life’s other financial priorities, such as building emergency savings, paying down debt, or saving toward a college education.

You’ll also explore planning tools and resources from T. Rowe Price, your plan service provider, that can help you along the way.

Date: Wednesday, December 5, 2018

Time:  11:00 a.m.

Register to Attend

Your Retirement Savings Options
Learn important details about your distribution options under your retirement plan, explained by representatives from T. Rowe Price, your plan’s service provider.

You’ll hear about key financial considerations for each option and have the opportunity to ask questions to determine which might be best for you.

Date:  Thursday, December 6, 2018

Time:  11:00 a.m.

Register to Attend

UIA Life Insurance Annual $24 Premium Deduction

The University Insurance Association (UIA) Life Insurance annual $24.00 premium will be deducted from October monthly earnings, paid November 1, 2018.

Participation in the UIA Life Insurance plan is a condition of employment for UW System Faculty/Academic Staff/Limited Appointment (FA/AS/LI) employees. Additionally, eligible employees must meet the minimum monthly salary threshold which is $2,658.00 for the 2018-2019 plan year. The minimum monthly salary threshold is determined each year and is based on 45% of the average instructor’s salary for the previous year.

Once an employee becomes eligible for coverage, eligibility will continue for the full plan year of October 1, 2018 through September 30, 2019. Employees must re-qualify for eligibility each year.

For more information about the plan, visit the UW System Employee Benefits website.

Source: UW System Human Resources