Category: Payroll & Benefits

For most employees, benefit deductions and contributions will change in 2024.

Health, Dental, Vision, and Accident Insurance
While premiums for all health insurance plans will increase for 2024, vision insurance premiums will remain the same and accident insurance premiums will decrease. Premiums for all dental insurance plans will also change. The change to the premiums will start on your January 11, 2024 paycheck.

Individual & Family Life Insurance
If you will be in a new premium age category as of January 1, 2024, or if you changed your coverage level during the Annual Benefits Enrollment period, your new premium will start on your January 11, 2024 paycheck.

Accidental Death & Dismemberment (AD&D) Insurance
If you enrolled, changed coverage levels, or cancelled coverage during the Annual Benefits Enrollment period, your 2024 premium will start on your January 11, 2024 paycheck.

Wisconsin Retirement System (WRS) Contributions
The WRS employee and employer contributions for 2024 will increase slightly and will start on your January 11, 2024 paycheck.

UW 403(b) Supplemental Retirement Program (SRP) and Wisconsin Deferred Compensation (WDC) 457 Program
2024 contributions will start on your January 11, 2024 paycheck.

Health Insurance Opt-Out Incentive
If you do not need health insurance through the Universities of Wisconsin and elected the health insurance opt-out incentive, it will start on your January 11, 2024 paycheck.

Flexible Spending Account (FSA) and Health Savings Account (HSA)
If you enrolled in an FSA or HSA for 2024, your first contribution will be on your January 11, 2024 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 25, 2024 paycheck.

Income Continuation Insurance (ICI)
2024 ICI premium rate changes will be effective February 1, 2024. The change to your premium will start on your February 8, 2024 paycheck. Additional information will be communicated in January.

State Group Life Insurance
The 2024 State Group Life Insurance premium will increase for most age groups effective April 1, 2024. Spouse & Dependent coverage premiums will decrease. The change to your premium will start on your April 4, 2024 paycheck. Additional information will be communicated in March.

Reminder – Payroll Deduction Schedule Change
The payroll deduction schedule for benefits will be changing. Previously, benefit insurance premiums for most benefits were deducted one month prior to the coverage month. In January 2024, benefit insurance premiums will be deducted in the same month as the coverage month. Additional information about the change is available in the My UW portal article: Benefit Insurance Premiums: Deduction Schedule Change. You also received emails with information about this change.

More Information: https://www.wisconsin.edu/ohrwd/benefits/premiums/ 

Source: Universities of Wisconsin Office of Human Resources

Here are reminders about the benefit plan changes for 2024.

Health Insurance Deductibles
The annual deductibles for the High Deductible Health Plans (HDHPs) will increase to $1,600 for individual coverage and $3,200 for family coverage to remain compliant with the federal minimum deductible requirement for HDHPs.

The annual deductible for the non-HDHP Health Plans will remain the same; however, the out-of-pocket maximum for pharmacy benefits will increase to the federal limits.

Health Insurance Premiums
For all plans, premiums will increase and the accumulators for the deductibles and out-of-pocket maximums will reset on January 1, 2024.

Health Insurance Providers
If you have enrolled in State Group Health Insurance for 2024, contact your health insurance carrier to confirm your preferred doctors, clinics, and hospitals will remain in-network since health insurance carrier networks can change slightly from year to year.

Health Insurance Access Plans
The Access Health Plan and Access HDHP will continue to offer nationwide coverage in 2024. Dean Health Plan will remain the carrier using the Dean Health Plan and First Health networks.

If you changed your health insurance plan carrier, or are newly enrolled, after you receive your ID card, contact your health insurance plan carrier to assign a primary care physician. Your health insurance plan carrier will assist you with designating one, if necessary.

Dental Insurance
Annual deductibles and benefit maximums will remain the same for 2024. The accumulators for the deductibles and benefit maximums will reset on January 1, 2024. Premiums will change for all plans.

Accident Insurance
Premiums will decrease for 2024.

Pre-tax Spending and Savings Accounts
Below are the pre-tax spending and savings accounts annual contribution amounts for 2024.

• Healthcare Flexible Spending Account (FSA): $3,050
• Dependent Day Care Account: $2,500 or $5,000 (depending on tax filing status)
• Health Savings Account: $4,150 for individual health insurance and $8,300 for family health insurance

The Healthcare FSA carryover limit will increase to $610. For the Healthcare FSA, balances less than $50 will be forfeited if you did not re-enroll during Annual Benefits Enrollment for 2024. The Dependent Day Care Account does not have a carryover provision. The Health Savings Account has unlimited carryover.

Review the Universities of Wisconsin Employee Benefits website for additional information.

Source: Universities of Wisconsin Office of Human Resources

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 your insurance carrier directly. Your 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 are enrolled in State Group Health Insurance for 2024, you should receive a new ID card by early January.

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

PHARMACY BENEFITS

If you are newly enrolled in health insurance for 2024 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, the Select or Select Plus plans, 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 you changed your level of coverage for 2024 (for example: from individual to family) even if you selected a different health plan for 2024.

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 2024, you will receive an ID card from the vision insurance administrator, DeltaVision/EyeMed by early January. If you are currently enrolled in 2023, 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 with 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 injury that resulted from 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 2023 through the Universities of Wisconsin and already have a payment card, you should 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 2024, you should receive a payment card from Optum by early January.

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

MORE INFORMATION

For additional information about each benefit plan, review the Universities of Wisconsin Employee Benefits website.

Source: Universities of Wisconsin Office of Human Resources

At the end of each calendar year, eligible University Staff employees have the opportunity to convert unused annual leave (vacation or vacation carryover) to a banked leave account, receive a cash payout, or a combination of both.

All requests to bank or receive payout must be received by December 31, 2023.

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

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

Banked Leave and cash payments are processed based on the date you enter your request and when the biweekly payroll is processed.

Timesheet Entry   >   Pay Date
December 3-16, 2023   >   December 28, 2023
December 17-30, 2023   >   January 11, 2024
December 31, 2023   >   January 25, 2024

How Much Can You Bank or Get Paid Out?

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.

To assess how much you can get paid out, review UW System Administrative Policy 1210 (formerly BN 1) Vacation, Paid Leave Banks, and Vacation Cash Payouts, section 6.E.I.

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

UW System Administrative Policy 1210 (formerly BN 1) Vacation, Paid Leave Banks, and Vacation Cash Payouts

Questions? Please contact serviceoperations@support.wisconsin.edu or 888-298-0141.

Source: Universities of Wisconsin Office of Human Resources

The last day of work for graduating student employees or those not returning for the spring semester is Friday, December 22, 2023.  If a student employee in your area will be ending employment, please submit a Student Employment Change Request form.

Please continue to monitor your student employee’s hours to stay within the hours limit for each week, as noted on the payroll schedule: https://www.uwgb.edu/UWGBCMS/media/hr/images/2023-2024Non-ExemptBiweeklyPayrollSchedule.pdf

2023 W-2 forms will be sent to employee’s home addresses (unless they selected to receive them electronic only), and a copy will be available in the My UW Portal at the end of January 2024. Please remind student employees to review their personal information in the portal. If the address listed is incorrect, they should update it online as soon as possible (instructions).

Questions? Please contact UW-Green Bay Human Resources at hr@uwgb.edu or (920) 465-2390.

The Department of Employee Trust Funds offers in-person group retirement appointments statewide. ETF benefits specialists will be in your area at one of the cities listed below.

Requirement: Before scheduling an appointment, you must have received a Retirement Benefit Estimates and Application (ET-4301). You may request an estimate if you are within 12 months of your minimum retirement age.

January Group Retirement Appointments

• Whitewater – January 4 (a.m. and p.m. sessions)
• Wausau – January 10, 11
• Milwaukee – January 17 (a.m. and p.m. sessions)
• Appleton – January 17, 18

February Group Retirement Appointments

• Waukesha – February 1 (a.m. and p.m. sessions)
• Oshkosh – February 8 (a.m. and p.m. sessions)
• Eau Claire – February 13, 14
• Kenosha – February 21 (a.m. and p.m. sessions)
• Green Bay – February 28, 29

March Group Retirement Appointments

• Wausau – March 5, 6
• Appleton – March 18, 19
• La Crosse – March 27 (a.m. and p.m. sessions)

What is a group retirement appointment? Group appointments can accommodate up to 12 members and their guests; therefore, wait times for group appointments are usually much shorter than for individual appointments. The ETF benefits specialist reviews the same topics covered in an individual appointment, and attendees will have the benefit of learning from other members’ questions. No individual or personal information is shared with the group.

Topics include:

• Your retirement benefit estimates and application
• Health and life insurance
• Beneficiaries and death benefits
• Mailings you can expect to receive from ETF after retirement
• Annual annuity adjustments
• Wisconsin Retirement System return to work rules

See the complete schedule of group retirement appointments.

REGISTER NOW

Source: Wisconsin Department of Employee Trust Funds (ETF)

Starting in 2024, the payroll deduction schedule for most benefits will be changing. Please review the information below to learn about the change and how it may affect your paycheck.

Currently, benefit insurance premiums for most benefits are deducted one month prior to the coverage month (for example, deductions in November are for December coverage). Starting in 2024, benefit insurance premiums will be deducted in the same month as the coverage month (for example, deductions in January will be for January coverage).

If you are currently enrolled in any of the benefit plans listed in the left column of the chart below, you will not have these benefit insurance premiums deducted from your December 14 and December 28 paychecks. You may have more take-home pay on these paychecks.

Benefit Plans Affected Premiums Not Deducted in December 2023	Benefit Plans Not Affected Contributions/Premiums to Continue in December 2023
State Group Health Insurance	Income Continuation Insurance
Dental Insurance	Flexible Spending Accounts
Vision Insurance	Health Savings Account
Life Insurance	University Insurance Association Life Insurance
Accidental Death & Dismemberment Insurance	Health Opt-Out Incentive
Accident Insurance	Wisconsin Retirement System (WRS)
	UW 403(b) Supplemental Retirement Program *
	Wisconsin Deferred Compensation 457 Program*

*Contributions will be deducted from 24 pay periods. If you participate in these programs, you have received an email providing additional information.

Your benefits coverage will remain active in December 2023 because your December premiums will be deducted in November. Deductions for benefit insurance premiums will resume on your January 11, 2024, paycheck.

You do not need to take any action in response to this announcement. Your benefit deductions will automatically be stopped on your December 2023 paychecks and will automatically resume in January 2024. Benefit deductions can be reviewed on your earning statement for each payroll. See Access Your Earning Statement for more information.

Payroll Schedules

If you have questions about the payroll deduction schedule changes, please email serviceoperations@support.wisconsin.edu.

Source: Universities of Wisconsin Office of Human Resources

University Staff employees are encouraged to plan ahead and schedule paid leave now to avoid losing hours that are not eligible for carry over into 2024.

Personal, Legal and Floating Legal Holidays – Use by December 31, 2023
Personal, Legal, and Floating Legal Holidays granted for 2023 must be used by December 31, 2023, or they will be lost.

Floating Legal Holidays will be granted for December 24 and December 31, 2023, and must be used by December 31, 2023.

Vacation
All vacation hours carried over from 2022 must be used or banked (if eligible) by December 31, 2023, or they will be lost.

Vacation not used within the calendar year earned may be carried over until December 31 of the following year.

Leave Swap
Employees may swap unused vacation, personal and floating legal holiday hours for sick leave taken during the year. For University Staff employees requests to change or swap leave previously reported must be received Universities of Wisconsin Benefits (serviceoperations@support.wisconsin.edu) by the end of the calendar year in which the absence occurred.

Use the View Absence Balances tipsheet to review your Vacation Carryover, Personal Holiday, and Legal Holiday leave balances. Your Legal Holiday balance includes any Floating Legal Holiday hours.

Note: For Faculty, Academic Staff, and Limited Appointees, paid leave is granted on a fiscal year basis (July 1 – June 30).

UW System Policies:

• UW System Administrative Policy 1210 (formerly BN1) Vacation
• UW System Administrative Policy 1211 (formerly BN2) Personal Holiday and Legal Holiday Administration

Source: Universities of Wisconsin Office of Human Resources

If you have a Flexible Spending Account (FSA), make sure you meet the deadlines to incur and submit eligible expenses. To be reimbursed from your 2023 Health Care FSA, you must incur eligible expenses by December 31, 2023. Then, submit and substantiate your expenses by March 31, 2024.

An FSA 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

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. You can also 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 Optum website.

Remember to include the required IRS supporting documentation with your submission. Optum will contact you directly for additional information, if necessary. Failure to provide documentation when requested may require repayment through payroll on an after-tax basis. Substantiate your claims by December 31, 2023, to avoid the repayment process*.

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

Carryover Reminders

Up to $610 of unused funds in a Health Care FSA are eligible for carry over from 2023 to 2024. The carry over process happens after April 15, 2024.

• Unused funds greater than $610 will be forfeited.
• Unused funds less than $50 will also be forfeited if you did not re-enroll for the 2024 plan year during Annual Benefits Enrollment, which ended on October 20, 2023.

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 FSA Enrollment Handbook.

Source: Universities of Wisconsin Office of Human Resources