inside this issue: annual health care open...
TRANSCRIPT
Issue #11 May, 2012 thru July, 2012
Inside this Issue:
Tax Corner 2
Helpful Tips & Reminders 2
Important Payroll Information for Separating Employees
2
Distributing Checks & Direct Deposit Advices
3
Coping with Grief and Loss 3
Do You Have a Hobby to Share-Demonstrate-Teach Other Employees?
3
Dependent Child Tuition Waiver
4
Organization & Staff Development Services
4
Attention All Gardeners!! 4
Upcoming Events! 5
Annual Health Care Open Enrollment May 1, 2012 - May 31, 2012
Important Dates! The Comptroller’s Office announced that the 2012 Health Care Open Enrollment period for state employ-ees will be held during the month of May 2012. Coverage selected during the open enrollment period will be effective July 1, 2012 for employees and September 1, 2012 for Graduate Assistants. The annual open enroll-ment period is the only time employees and Graduate Assistants may change health plans or the dependents they cover without a qualifying status change. It’s also the time when employees can change their Health Enhancement Program (HEP) election and self report their compliance with HEP requirements.
Plan Updates Information on plan offerings and changes for this year for employees is posted on the Office of the State Comptroller’s Open Enrollment 2012-2013 website, including a schedule of the Open Enrollment Fairs being held throughout the state during the month of May. Below is a brief description of what’s happening with the plan for employees:
Medical - In accordance with the SEBAC V Agreement, office visit co-payments under all POE and POE-G plans will increase from $10 per visit to $15 per visit. There are no changes to payroll deductions for 2012-2013.
Dental - There will be no changes in the dental plans. There are no changes to payroll deductions for 2012-2013.
Pharmacy - Use of the State of Connecticut Maintenance Drug Network for maintenance drugs will continue.
HEP – During open enrollment, participants may self report their compliance online at www.cthep.com.
Enrollment Change Forms Employees interested in making changes may request enrollment change forms from the Benefits Unit at [email protected] or (860) 486-0400. As a reminder, any employee adding a dependent to his or her insurance is also required to provide proof of relationship, such as a marriage license for a spouse or a full-length birth certificate for a child.
Deadline: May 31, 2012 Completed forms with supporting documentation must be received in Human Resources by May 31, 2012.
Please email the Benefits Unit at or call (860) 486-0400 with questions.
The deadline is May 31, 2012 to visit www.cthep.com and confirm that you and your spouse have completed or scheduled any outstanding required screenings or exams. Those required exams must be completed before Dec. 31, 2012.
Please visit the site immediately to verify your compliance status -- even if you did not receive a letter from your carrier. Also, if you previously had difficulty entering the site at www.cthep.com please try again. The site is working and has been updated with improvements.
If you have additional questions, please go to www.osc.ct.gov or contact the Office of the State Comptroller by email at [email protected] or call at 860-702-3560.
Important Reminder! Are you a CT state employee who is either
legally separated, divorced or serving as a
legal guardian? Please go here
for an important message!
Page 2 HR & Payroll Newsletter
Graduate Assistant Payroll - End of Year Reminders The final payment of the semester for Graduate Assistants will
be dated 05/18/12. This payment represents 1.2 pay periods (12 days). If a Graduate Assistant will not be returning for the Fall 2012 semes-ter, you must remember to process a separation in Genesys. If you have questions regarding how to process a separation, please email Gena Twarz, Graduate Payroll Manager, or call 860-486-6797.
J-1 Work Authorization Letters If you are employing a J-1 student, please be sure that the student has obtained a J-1 work authorization letter from
their sponsor. This letter will indicate the type of employment, as well as the dates and hours, which the student is eligible to work. Students sponsored by UConn can request their J-1 work authoriza-tion letters from the Department of International Services and Programs (DISP). Students should not begin working until this letter has been received.
Form I-9 Tip Corner With summer here, many departments are wondering, “Who needs a Form I-9?” If you are continuing an authorization for an individual who is currently employed by your department,
it is not necessary to complete a new Form I-9. If the individual you are hiring is new to the University, or has had a change in status, then a new Form I-9 is required. If you are ever unsure about Form I-9 requirements, please contact the Payroll Department for clarification.
When are my Student Workers Exempt from FICA? Student workers are exempt from FICA tax withholdings (i.e. Social Security and Medicare) during the academic year. Student workers are subject to FICA taxes dur-ing the summer months, unless they are actively enrolled in classes. This exemption only applies while the summer class is in session. For example, if a student is only en-rolled in a Summer Session I class, he/she is only exempt from FICA during Summer Session I. He/she would not remain exempt for the entire summer.
Exemption from FICA is represented on the FOCUS student timecard by the FICA code "B." This code is auto-matically populated during the academic year. During the summer, timecards reflect a FICA code of "A" (subject). If your student is a taking a summer class, you must manu-ally change the FICA code on his/her timecard from “A” to “B” for each pay period in which the class is in session.
*Students are required to provide proof of summer enroll-ment from the University of Connecticut. Students who take summer classes at other schools or colleges do not qualify for the FICA exemption.*
Extension of Payroll Tax Cut Under the Middle Class Tax Relief and Job Creation Act of 2012, employees will continue to receive the social security tax rate cut through the end of 2012. This Act continues the lower social security tax rate of 4.2% that was in effect last year. The social security tax appears on your paystub in the TAXES block with a description of: Fed OASDI/EE. If you have any questions regarding your social security deductions please contact the Payroll Department at 860-486-2423.
There are so many things to think about when you retire or otherwise separate from employment. For instance, it’s easy to forget to provide your forwarding address to the Payroll Department. It may seem early (or unbearable) to start thinking about filing your 2012 taxes; but, providing your new address to Payroll, now, will ensure that you receive your W-2 form, next January. You can notify Payroll of your forwarding address by submitting a Personal Information Change Form.
You may also be unaware that direct deposit records are inactivated during the separation process. This process causes your final payment to be generated in the form of a hard-copy check. Final checks are issued, via departments, on standard distribu-tion dates (alternating Thursdays). If you will not be able to claim your final check in person, please be sure to make arrange-ments with your department to have the check mailed to your current address.
Important Payroll Information for Separating Employees !
HR & Payroll Newsletter Page 3
You’ve claimed your department’s checks and direct deposit advices at the Natatorium. You’ve carefully sorted through all the envelopes, and made sure that you received payments for all of the appropriate individuals. You’ve notified your staff, faculty, and students that their checks and deposit advices are ready to be claimed. You have done everything in your power to responsibly prepare checks for distribution and yet. . .you always seem to have envelopes left over. Multiple pay periods go by and certain employees just never claim their checks or deposit advices. What do you do?
First, you can learn to differentiate between checks and direct deposit advices. The names of employees on hard-copy checks are printed in regular font, with the first letter of the first and last names capitalized. The names of employees, on direct deposit advices; are printed in bold font and the entire name is capitalized. Once you can tell the difference between checks and deposit advices, you can make sure that physical checks do not stack up. There are no fixed guidelines regarding when you must mail an employee’s check, however, we recommend that un-claimed checks be mailed to employees’ home addresses if they are not claimed within one pay period. Departments
are asked to use discretion when deciding when to mail checks (i.e. it may be appropriate to hold on to a check if you know that the employee is temporarily unable to receive mail at his or her home).
Now, what to do with the mound of deposit advices in so-and-so’s departmental mailbox? Although not all em-ployees regard them as such, deposit advices are important financial documents that employers must show due diligence in distributing. Multiple departments have cited the rising expense of postage as an impediment to mailing unclaimed deposit advices each pay period; however, it is not acceptable to mail a semester’s worth of advices back to Payroll, nor is it acceptable for departments to shred them! Departments must determine which distribution processes work best for them. Please attempt to reach out to employees who do not regularly claim their stubs. If these attempts are unproductive; you may consider mailing several pay periods of stubs, in one envelope, to reduce postage costs.
If you have any questions regarding check or direct deposit advice distribution please do not hesitate to contact Renee Ferriere at (860) 486-2423.
In response to employee re-quests, a Coping with Grief and Loss section has been added to the Work/Life Connections website. The website contains information on grieving, local resources and support groups, and specific information for co-workers and managers.
New!
Do You Have a Hobby to Share-Demonstrate-Teach Other Employees?
We want to hear
from you!
Do you rock or mountain climb, repair small engines, snowboard, dance the tango, knit, remote control race, bird watch, make jewelry, travel or have any other interesting hobby? We would like to offer employees a "Happy Hobby Hour" program; employees will share their interests with others during lunch hours this fall. Please email Vicki Fry or Pamela Heath-Johnston , if you would like to share your hobby or expertise with others or if there is a topic that you would like to learn about. Sponsored by Human Resources
Distributing Checks & Direct Deposit Advices
When life gives you lemons…
Use them to clean and freshen!
Many common cleaning products are irritating to the lungs and eyes. Lemons are great for freshening a room or cleaning the sink.
from the Be Well Eastern Highlands Health District (EHHD) Newsletter - The UConn Buzz
Page 4 HR & Payroll Newsletter
Dependent Child Tuition Waiver The University of Connecticut offers certain employees a tuition waiver benefit for their dependent children. The benefit covers the tuition charges of a dependent child’s fall and spring semesters as a matriculated, undergraduate student. If you are eligible, and are planning to take advantage of this benefit, please be advised that the administrative deadline for waiver applications for the Fall 2012 semester is June 1, 2012. Applications for this waiver are accepted online only. It takes a few moments to complete the application and then the request is automatically routed to the appropriate offices. To access the online waiver application, please go to http://dtw.uconn.edu.
If you have questions or need additional information you may contact:
Department of Human Resources Patricia Geissler Tuition Benefits Coordinator (860) 486-2670
Department Retreats Clearly communicate the roles and responsibilities of individual
members within your work group Identify success factors for effectively working together as a team
and develop these skills in others
360 Assessments Clearly communicate the roles and responsibilities of individual
members within your work group Identify success factors for effectively working together as a team
and develop these skills in others
Meeting Facilitation OSD can consult with you to prepare for your meeting by helping
you establish meeting goals, meeting outcomes, and an agenda OSD can facilitate the meeting for you helping to ensure you
meeting goals and outcomes are achieved
Department Specific Training Clearly communicate the roles and responsibilities of individual
members within your work group Identify success factors for effectively working together as a team
and develop these skills in others
o
Organization & Staff Development (OSD) Services
Let Us Help You!
Stay safe when walking or biking on the road (when there is no sidewalk): walk facing traffic; but when riding a bike, go with the traffic (as a vehicle, bikes should follow ALL traffic laws).
Attention All Gardeners!!! Insects & Disease in Your Garden? What About Integrated Pest Management! Tuesday, June 12, Noon - 12:45 pm, Student Union Room 312
Integrated Pest Management (IPM) is an effective and environmentally sensitive approach to pest management that relies on a combination of common-sense practices. Different insects and diseases will be discussed along with control measures. Presented by Carol Quish who is a horticulturist at the UConn Home and Garden Education Center. She provides plant disease diagnosis and insect identification, and answers plant and pest questions via a toll free phone line, email, and in person. Carol is an Advanced Master Garden, Master Composter, and a CT Nursery and Landscape Association Professional. Register at prodev.uconn.edu (NetID required) by Thursday, June 7.
Page 5 HR & Payroll Newsletter
Upcoming Events!
www.payroll.uconn.edu www.hr.uconn.edu
Questions and/or Comments about this Newsletter and/or its Contents?
Email: HRPY Newsletter
Summer Eldercare Meetings Noon - 1:00 pm ~ Student Union Room 321
Meeting Dates: June 14th, July 12th, & August 9th
Do you have questions or need resources to help care for an elder parent, family member or friend? Join us over the summer for open forums with Marion Donato from Senior Resources, Agency on Aging. No specific topics will be discussed. Instead, Marion will be available to help whoever attends with their specific questions and needs.
What is the Eldercare support Group? It is a monthly meeting for faculty and staff who are caring for an elderly family member, friend, or neighbor. This information is for you whether your are a novice caregiver or a seasoned caregiver. Join us every month on the second Thursday from noon - 1:00 pm. If you would like to be on the Eldercare distribution list, please email Pamela Heath-Johnston. Sponsored by Human Resources.
Welcome to UCONN New Employee Orientation
June 1st, 15th, & 29th July 13th & 27th
August 10th & 24th 9:00 am - 12:30 pm ~ Human Resources
Allyn B. Brown Building on the Depot Campus Please check in at the front desk upon arrival.
~ More Information
~New Faculty Orientation~ MARK YOUR CALENDARS!
We are pleased to announce
~New Faculty Orientation~ Thursday, August 23rd
9:00 am - 3:00 pm Rome Ballroom
Sponsored by the Office of the Provost and Human Resources.
More details will be announced this summer. If you have any questions, comments or suggestions,
please email Pamela Heath-Johnston
Need an Accommodation? To request an accommodation under the Americans with Disabilities Act (ADA), to attend any program, course or session listed in this newsletter, University employees are encouraged to contact Human Resources.
Summer Yoga in the Sun Celebrate summer by practicing yoga outside with yoga instructor Jane Bachand. The class will begin with yoga stretches to warm up the body, then move into a graceful flow of Sun Salutation sequences (Surya Namaskar), and end with Shavasana (resting pose). When: On Wednesdays May 23, June 20, July 18 and August 15 from 12:05-12:50 pm Where: On the lawn between Wilbur Cross & Koons Hall, (rain location- Hawley Armory Fitness & Wellness gym) Register at prodev.uconn.edu (NetID required).
Cost: $25 (free to Hawley Armory Fitness & Wellness Center exercise class members). Please purchase a punch card pass in advance from Hawley Armory Fitness & Wellness ($25). The pass includes the 4 yoga classes and one additional class of your choice. Or plan to arrive at 11:30 am on May 23 to purchase the punch pass.
Sponsored by Hawley Armory Fitness & Wellness and Human Resources in support of Just Move.
Welcome In Summer Walk - June 21 at noon around Horsebarn Hill. Led by JM Ambassador and faculty member, Jen Nadeau. Meet at the Horsebarn Hill Arena paved parking lot. Part of the walk will be on pavement and part on a dirt path going across Horsebarn Hill for a bird's eye view.
Cool off this Summer- Hike in the Forest on July 11 at noon. Led by JM Ambassador and faculty member, Jen Nadeau. Meet at Horsebarn Hill Arena paved parking lot. The walk will be in the
forest around Horsebarn Hill.
Please register for these walks at prodev.uconn.edu (NETID required) no later than 3 business days prior to the scheduled date.
JUST MOVE Challenge - UConn Health Center vs UConn Storrs & Regional Campuses. Both campuses will compete. Only one cam-pus will win. The campus that logs the most minutes for the month of June 2012 will take the trophy!
Learn More