HRS Coordinators. September 10, :00 p.m. Room 1106/1108, 21 N. Park UNIVERSITY OF WISCONSIN MADISON

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1 HRS Coordinators September 10, :00 p.m. Room 1106/1108, 21 N. Park

2 Agenda Introductions HR Design FLSA Choice Leave Balances Lump Sum Codes HRS Duplicate Employee IDs Order of Terminations Missed Payroll Request Form Training Update Security Separation of Duties Reports Security Role Review It s Your Choice Open Enrollment Sessions Website Benefits Self Service Division Visits

3 FLSA FLSA exempt salary threshold DOL proposed change - $50,440 Approx. 2,000 current AS exempt employees under $50,440 HR Design employment categories structure based on FLSA status Campus strategy evolving

4 HR Design Employee Choice postponed by campus leadership Campus strategy for dealing with FLSA changes being developed Doesn t make sense to offer choice with FLSA uncertainty Notification to employees in September

5 Leave Balances - State Employee to University Employee All UW employees now under Chapter 36 UW not automatically assuming leave balances of classified employees moving to UW employment Discretionary if a division wants to take earned leave credits (earned vacation, sabbatical) No obligation to rectify leave deficiencies the employee incurred in a state agency outside the UW

6 Lump Sum Codes Codes for lump sums added to HRS (see attached list) Requests for lump sums entered in rate/title change system and entered by OHR New codes for: Performance Maintain Coverage Events Emergency

7 Duplicate Employee IDs Increase in duplicate Empl IDs for new employees Please review both HRS & EPM when creating a new employee to avoid duplicate Empl IDs Search by Name, DOB, SSN Correcting these records requires manual processing

8 Order of Terminations Benefits Primary Flag at Termination Benefits Primary Flag will automatically change upon a job termination if there is another active job. HR should work with benefits to monitor and adjust the flag The benefits flag will move in real time to the lowest active empl record.

9 Order of Terminations Benefits Primary Flag at Termination If an employee has multiple jobs at termination, ALWAYS terminate the secondary jobs BEFORE the primary job (that has the benefits flag) Benefits primary flag is the main driver for benefits eligibility and determines from which job benefits are taken (or not taken!)

10 Missed Payroll Request Form

11 Missed Payroll Request Form

12 Missed Payroll Request Form

13 Missed Payroll Request Form

14 Missed Payroll Request Form

15 Missed Payroll Request Form

16 Missed Payroll Request Form New form active on Monday, Sept 14 Same URL References KB 2218 PY - Submit an Off-Cycle Missed Payroll Request - Monthly KB PY - Submit an Off-Cycle Missed Payroll Request - University Staff KB PY - Approve/Return/Reject an Off- Cycle Missed Payroll Request

17 Training Update Scholarship/Fellowship Lump Sums October 22, 2015 & January 28, 2016 Query Library September 17 th (Full) Funding Employee Jobs In HRS September 29 th & November 10 th HRS Student Help September 30 th JEMS HIRE (Nov. 12 th ) & JEMS CHRIS-HR (Nov. 9 th ) Employee/Manager Self Service Toolkit HR Learning Path Credential Basic Benefits (Oct. 1 st & 2 nd )

18 Security Separation of Duties Reports Reminder: SOD reports are not in Cypress Review/Approval must be via the WED Should occur during the week it is first posted Anyone who still doesn t have access or difficulty using the system?

19 Security Role Review Still attempting to remove conflicts Compare current roles with templates Remove roles not being used Roles will determine who needs to be credentialed Q: Who uses both JEMS-Hire and JEMS-CHRIS? Who uses just JEMS- Hire? JEMS-CHRIS?

20 It s Your Choice (IYC) Open Enrollment (also referred to as ABE by UW System Administration) October 5 30, 2015 Timeline of upcoming events: Sept 24 Employee Trust Funds (ETF) Kick-off meeting Attended by Madison Benefits Services team Sept 25 UW System Administration Training Attended by Madison Benefits Services team Oct 1 & Oct 2 Administrative Benefit Changes for 2016 sessions: Oct 5 First day of Annual Benefits Enrollment Period Oct 6 Employee Benefits & Resources Fair; Union South 9am-3pm Oct 7-27 Benefits Seminars open to all employees; pick up poster(s) for full list of dates, times, locations Oct 4:30pm end of Annual Benefits Enrollment; applications must be signed in and dated as received Nov 6 All Annual Benefits Enrollment applications must be submitted to Madison Benefits Services team (central OHR)

21 Annual Benefits Enrollment October 2015 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY All I&F coverage effective 10-1 or earlier must be entered in HRS Main sent from SC to ebenefits campuses (pm) Annual Benefits Period Begins Benefits Fairs: UW- Madison UW- Eau Claire 13 Benefits Fairs: UW- Milwaukee UW- River Falls UW- Green Bay 14 Benefits Fairs: UW- Stout UW- Whitewater 10A confirm Benefits Fairs: UW- Parkside Benefits Fairs: UW-Stevens Point UW-Platteville Benefits Fairs: UW- Superior Benefits Fairs: UW- Oshkosh 10M confirm Benefits Fairs: UW- La Crosse 10B confirm Annual Benefits Period Ends at 4:30pm 21

22 Annual Benefits Enrollment - Health Health Plan Name Changes It s Your Choice (IYC) branding 2015 Name 2016 Name UW will refer to as Health Maintenance Organizations (HMOs) It s Your Choice (IYC)Health Plan Health Plan Standard Plan It s Your Choice (IYC) Access Health Plan Access Plan High Deductible Health Plan (HDHP) It s Your Choice (IYC) High Deductible Health Plan High Deductible Health Plan (HDHP) HDHP Standard Plan It s Your Choice (IYC) Access High Deductible Health Plan Access HDHP Plan Employees will face higher out of pockets and deductibles which will impact health services and prescriptions 22

23 Annual Benefits Enrollment Dental Changes: Shifting current dental benefits to a self-insured dental plan. Delta Dental of Wisconsin has been selected as the plan administrator. In-Network only Providers. This also applies to Standard Plan/Access Health Plan. Benefits will be substantially similar to 2015 Uniform Dental Benefit offered to state employees in participating health plans Current employees will be converted into current Health Plan w/dental and must ELECT no Dental. ETF State Employer Dental FAQ 23

24 Annual Benefits Enrollment Copayment: A fixed amount (for example, $15) you pay for a covered health care service, usually when you receive the service. The amount can vary by the type of covered health care service. Coinsurance: Your share of the costs of a covered health care service, calculated as a percent (for example, 20%) of the allowed amount for the service. You pay co-insurance plus any deductibles you owe. For example, if the health insurance or plan s allowed amount for an office visit is $100 and you ve met your deductible, your co-insurance payment of 20% would be $20. The health insurance or plan pays the rest of the allowed amount. Deductible: The amount you owe for health care services your health insurance or plan covers before your health insurance or plan begins to pay. For example, if your deductible is $1000, your plan won t pay anything until you ve met your $1000 deductible for covered health care services subject to the deductible. The deductible may not apply to all services. 24

25 IYC Website Different than last year UW-Madison landing page UW System Administration links Feedback from employees, departments, and divisions to determine whether we go back to a UW-Madison IYC website

26 2016 Benefit Update State Group Life (SGL) Insurance Changes: 2015 WI Act 55 eliminated 6 month waiting period for University Staff and AS/FA/LI, eff 1/1/2016; All State Group Life eligible employees must submit applications within 30 days Remove Child Evidence of Insurability (EOI); Changes in when you may add Spouse and Dependent coverage; Terminate coverage at end of month when employment ends; It is our understanding cancellations will still be based on paid through date of coverage No change to SGL Rates for 2016 Income Continuation Insurance (ICI): 2015 WI Act 55 eliminated 6 month waiting period for University Staff and AS/FA/LI, eff 1/1/2016; All ICI eligible employees must submit applications within 30 days regardless of options being elected. AS/FA/LI (formerly Unclassified ) have the option to elect early coverage paying full amount or wait for 12 months when employer contribution begins. 26

27 Benefits Self Service Who is participating in Benefits Self Service for open enrollment? DoIT OHR Chemistry Provide metrics Encourage others to participate

28 Division Visits Meetings with divisions within the next 2 months Meet and Greet Role of OHR currently ID any problems/concerns What else can we help with?

29 Next HRS Coordinator Meetings Thursday, October 8 Thursday, November 19 No meeting in December Next Meetings