Important Year End Leave Information for University Staff

As we near the end of the 2016 calendar year, University Staff employees are reminded to review their leave balances.

Vacation Carry Over
Normally, vacation time must be used within the calendar year during which it is earned.  Employees may carry over any unused earned vacation into the following calendar year.  Any vacation carried over from the previous calendar year must be used by December 31 of the following calendar year.

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 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 2017 and if not used by December 31, 2016 will be forfeited.

Annual Leave Conversion Option (Banked Leave or Sabbatical)
Forms for all employees eligible for the Annual Leave Conversion Option are now available on the My UW System Portal, under the Time and Absence section, Leave Reports tab.  All completed forms must be submitted to Human Resources no later than Friday, December 2, 2016.

Please contact the Payroll & Benefits office at 920-465-2390 or payrollandbenefits@uwgb.edu if you have any questions.

Updated I-9 Form Released

U.S. Citizenship and Immigration Services (USCIS) published the revised version of the Form I-9 Employment Eligibility Verification. The updated form includes a separate Instructions Page for Form I-9.

By January 22, 2017 employers must use only the new version, dated 11/14/2016 N.

Among the changes in the new version, Section 1 asks for “other last names used” rather than “other names used,” and streamlines certification for certain foreign nationals.

Other changes include:

  • The addition of prompts to ensure information is entered correctly.
  • The ability to enter multiple preparers and translators.
  • A dedicated area for including additional information rather than having to add it in the margins.
  • A supplemental page for the preparer/translator.

The instructions have been separated from the form, in line with other USCIS forms, and include specific instructions for completing each field.

The revised Form I-9 is also easier to complete on a computer. Enhancements include drop-down lists and calendars for filling in dates, on-screen instructions for each field, easy access to the full instructions, and an option to clear the form and start over. When the employer prints the completed form, a quick response (QR) code is automatically generated, which can be read by most QR readers.

For questions on the revised Form I-9, please contact HR at (920) 465-2390 or hr@uwgb.edu.

FLSA Updated Threshold Implementation- December 1, 2016

Various sessions were held earlier this month to communicate the implications of the U.S. Department of Labor revised provisions of the Fair Labor Standards Act (FLSA) salary threshold. For reference, both sessions can be accessed below. Below is a recap of several action items to consider as the December 1 implementation date approaches:

Supervisors (Recorded Supervisor Session):

  • Provide employees with expectations for time reporting and work hours.
  • Be aware of the bi-weekly payroll schedule and the dates that both timesheets are due and hours need to be approved.
  • Define pre-approval process for overtime/comp time. Understand what your departmental stance is for OT/Comp.
  • Review guidelines for comp time (UW-Green Bay Compensatory Time Policy).
  • Ensure compensatory time doesn’t inhibit vacation/personal holiday use.
  • Evaluate work responsibilities if necessary and determine any adjustments that need to be made.
  • Discuss and define for your department:
    • Standard work hours and expectations
    • Work at home- what is acceptable and/or expected
    • Break and meal periods
    • Training, travel time, work while traveling
    • Volunteering

Employees (Recorded Employee Session):

  • Direct Deposit– if you currently have multiple accounts, you may need to adjust the amount/percentage of payroll being deposited now on a biweekly basis.
  • W-4 withholdings– if you currently have certain amounts setup for withholding, you may want to consider revising for the updated biweekly payroll period.
  • TSA 403(b) Plans– elections that were setup to take monthly will still be taken biweekly unless a new Salary Reduction Agreement is completed.
  • Wisconsin Deferred Compensation- elections that were setup to take monthly will still be taken biweekly unless a change request is completed or by contacting WDC directly at 1-877-457-9327.
  • Any employee garnishments will be reviewed and re-distributed by the UW Service Center.

Our office will be sending out detailed instructions on the timesheet entry and approval process as we get closer to December 1st.

If you have questions, please contact Human Resources at (920) 465-2390 or hr@uwgb.edu. If you are interested in a meeting regarding specific situations related to your department, please contact Melissa Nash at (920) 465-2103 or nashm@uwgb.edu.

Policy on Paid Leave Bank and Vacation Cash Payouts

As communicated recently, UW Green Bay has developed a policy on Paid Leave Bank and Vacation Cash Payouts.  This policy has been developed based upon recently implemented changed by UW System to the accounting process for ALRA & Sabbatical leave payouts.  In an effort to reduce the fiscal and operational impact to departments while establishing a consistent administration of accumulated paid leave bank and vacation payouts.

Please review the full policy and notable highlights below:

Upon Hire
Employees hired to UW-Green Bay from other agencies shall have all accrued leave paid out by the prior employer.

Movement
Internal: UW-Green Bay employees moving from a leave eligible position to another leave eligible position will retain all accrued leave and transfer this to the new appointment.

External: UW-Green Bay employees moving to another agency of the state or UW System employer shall transfer all leave accrued to the new leave-eligible appointment at the approval of the new employer.  If not accepted by the new employer, any accrued/banked leave shall be paid out as a lump sum on the final payroll with UW-Green Bay.

Resignation/Retirement
Effective November 1, 2016, employees who resign or retire from UW-Green Bay will end their employment on the last day physically worked.  Any remaining accrued/banked leave will be paid out as a lump sum on the final payroll.

Current employees who submit a resignation notice no later than December 31, 2016 will be eligible for limited continuation of the current practice regarding payroll extension through the use of banked leave (ALRA/sabbatical), vacation and vacation carryover so long as the requesting employee’s last day on payroll is not later than June 30, 2017.

Please contact Human Resources with any questions on this updated policy.

 

Kroc Center Corporate Membership

kroc-center

 

 

 

 

 

We are super excited to announce that the UW system is now a Corporate Partner of the Kroc Center.

Any UW staff member and their households can now qualify for a waived registration fee when becoming a Kroc Center member, which save $35.  Additionally, all new members from the UW system also receive a 15% discount on the monthly membership fees.  We also offer other discounts for our new members, as well as other benefits for the companies that partner with us.

Please review more on these benefits at:: http://www.gbkroccenter.org/corporate.html

Below are other links that you could find helpful as well:

http://www.gbkroccenter.org

http://www.gbkroccenter.org/about.html

http://www.gbkroccenter.org/membership.html

http://www.gbkroccenter.org/classes.html

Welcome Matthew Nieman!

matt-niemanMatthew Nieman was welcomed by Outreach and Extension on September 19, 2016, as a University Services Program Associate.

Matthew previously worked for the Oshkosh Area Community Foundation. He earned his Bachelor’s Degree in Business Administration, with an emphasis in Marketing, from UWGB in 2014.

He is a huge supporter of the Milwaukee Bucks, and his hometown is Oshkosh, Wisconsin.

Welcome, Matthew!

Student Work Study Awards

Federal work study award confirmation emails were sent to eligible students who did not have active employment positions just before the fall semester began.  Potential supervisors of work study students should be aware that some students declined or had their award cancelled due to receipt of other aid since these forms were emailed.  Students can always locate the most up-to-date information about their work study award in the Student Information System (SIS).

Work study awardees, including those without earnings, are emailed a biweekly balance report after payroll is processed.  Students can forward these messages to aid you in verifying individual award amounts and tracking departmental student employee budgets.  More information about monitoring work study awards is available on the Student Employment website. 

Supervisors are encouraged to list all student employee positions in the Phoenix Recruitment Online (PRO) system.  Employers may post directly in PRO, complete an online Job Posting form, or email details about the job to studentemployment@uwgb.edu 

Please direct any questions about the work study program to the Office of Financial Aid and Student Employment (studentemployment@uwgb.edu or 920/465-2556). 

 

Supervisory Leadership Certificate Program

Human Resources is pleased to announce the continuation of a certification opportunity targeted to UW-Green Bay supervisors.  The Supervisory Leadership Certificate Program is a collaboration between the Wisconsin Small Business Development Center and Human Resources.  The program is designed to help supervisors build leadership skills, invest in their employees, and advance their department.  Each semester, five supervisors will be selected to begin this program.  Approximately $300 – $400 in expenses for course materials will be charged to the department. If funding is a barrier to participation, supervisors are encouraged to discuss alternative funding options with Division Heads/Area Leaders. Please review the program flyer for more information.

Please complete and submit the Supervisory Leadership Certificate Program Interest Form to your supervisor to express interest in participation. Supervisors should review and complete their portion of the form, and forward to the Area Leader no later than September 16th. Forms will be forwarded to the Position Review Committee for consideration and decisions made on attendees will be communicated to employees and supervisors by late September.

If you applied for the program last year and were wait-listed, there is no need to resubmit an interest form.  Your form will be continue to be included in consideration going forward. If you are no longer interested in participating, please notify HR by e-mailing hr@uwgb.edu

If you have questions about the Supervisory Leadership Certificate Program, please feel free to contact Human Resources at hr@uwgb.edu or (920) 465-2390.

2016 Inclusivity and Equity Certificate Recipients

Congratulations to the inaugural group of Level 1 Inclusivity and Equity Certificate recipients!

  • John Arendt – Environmental Management and Business Institute (EMBI)
  • Michael Casbourne – TRIO & Precollege
  • Stacie Christian – Inclusive Excellence and Pride Center
  • Joanie Dovekas – Residence Life
  • Nora Kanzenbach – Academic Advising
  • Mike Kline – Athletics
  • Jayne Kluge – TRIO & Precollege
  • Ann Larscheid – TRIO & Precollege
  • Jemma Lund – International Education
  • Melissa Nash – Human Resources
  • Lynn Niemi – Disability Services
  • Loretta Rafter – American Intercultural Center (AIC), Inclusive Excellence, and Pride Center
  • Lisa Schmelzer – TRIO & Precollege
  • Laura Sinclair – Financial Aid
  • Theresa Weise – Counseling and Health Center
  • Lia Xiong – TRIO & Precollege

These employees were honored at the annual UW-Green Bay Fall Convocation on August, 24, 2016.

In order to complete Level 1, the recipient has completed professional development coursework, community service, and self-study that has given them the knowledge and experience needed to respect and accept diverse individuals through personal behavior and communication.

For more information about the certificate program, please see the Chancellor’s Council for Diversity and Inclusive Excellence website or contact iecert@uwgb.edu.