Mid-Year Benefits Check-Up

Are family responsibilities, extra-curricular activities or work-related projects keeping you busy? With so much going on, it can be difficult to keep track of your preventive care or remember what resources are available to help manage your benefits. With that in mind, this article lists several reminders and tips to help you manage your benefits.

Health Insurance

  • Preventive health services are provided at no cost under the State Group Health Insurance plans. Review the services and schedule your preventive visit with your doctor.
  • If you are enrolled in State Group Health Insurance, you and your spouse (if covered) are eligible for the Well Wisconsin Incentive of $150 by completing three requirements by October 11, 2019. Get started today!

Pharmacy Benefits

  • Did you know that you can obtain up to a 90-day supply of some medications for just two copays through the mail order service? Visit the Pharmacy Benefits webpage for additional information regarding the various cost savings pharmacy benefits programs.
  • Create an online account with Navitus to view your medication history, locate participating pharmacies and/or compare costs of prescriptions at different pharmacies.

Dental Insurance
Did you know that oral diseases have been linked to diabetes, heart disease and stroke?

  • Diagnostic and preventive services are covered by the Uniform Dental Benefits at 100% if you are enrolled in State Group Health Insurance with dental. Find an in-network dentist and schedule a preventive visit for you and your covered dependents.

Vision Insurance
Eye exams can detect common vision problems and eye diseases that often have no early warning signs.

  • If you are enrolled in State Group Health Insurance, you and your covered dependents are eligible for an annual eye exam. Locate an in-network provider and schedule your appointment. Note: Out-of-pocket expenses will apply depending on your health insurance plan selection.
  • If you are covered by the vision insurance plan, you are eligible for additional vision benefits such as glasses and/or contact lenses. Locate an in-network provider and schedule your vision appointment today!

Flexible Spending Accounts (FSA)

  • View your FSA balance and file claims timely with TASC (the plan administrator). The last day to incur expenses is December 31, 2019.
  • Up to $500 will carry over to the next plan year (Health Care and Limited Purpose FSA’s only).
  • Login to your TASC account to determine if you have outstanding health care or limited purpose FSA claims that require documentation (substantiation). If so, substantiate them timely.

Health Savings Accounts (HSA)

  • If you are enrolled in the high deductible health plan, view your HSA balance online through your TASC account.
  • Furthermore, if you have outstanding balances with your health, dental and/or vision providers for qualifying health, dental and/or vision expenses, you may use your HSA debit card to pay those out-of-pocket expenses.
  • Since the HSA allows for a triple tax advantage (contributions, distributions and investment earnings), increase your HSA contribution anytime by submitting an HSA Contribution Change Form.

Retirement Savings Programs
Are you on track saving for your future? Below are the retirement savings programs available to you through the UW System.

  • Wisconsin Retirement System (WRS)
  • Tax-Sheltered Annuity 403(b) Program
  • Wisconsin Deferred Compensation (WDC) Program

Review the information and enroll or make changes to your retirement savings contributions today!

Remember, ALEX can help you understand the benefit plans offered to you through the UW System or visit the Employee Benefits webpage to learn more!

Source: UW System Human Resources

Submit Leave Reports by June 30, 2019

Faculty, Academic Staff and Limited appointees who have an active leave-eligible appointment are required to submit a leave report each month, whether or not leave is used. With the end of the fiscal year quickly approaching, now is the time to make sure all leave reports for July 1, 2018 through June 30, 2019 have been submitted by June 30, 2019.

Leave reports may be submitted electronically via the MyUW portal. Log into the MyUW portal for UW-Madison or for all other UW System institutions. Paper leave reports may also be submitted. Visit the Time and Absence Help Pages for assistance with reporting leave.

While June 30, 2019 is the preferred submission date, failure to submit all leave reports for the July through June, 2018 fiscal year by September, 2019 will result in a reduction of employee sick leave hours. Even one unsubmitted leave report may reduce an employee’s sick leave balance. To review this policy:

If you have questions, contact your Institutional Leave Administrator.

Source: UW Service Center

Summer Prepay Deductions: Continuing Insurance Coverage While on Summer Break

What are Summer Prepay Deductions?
If you are a 9-month employee returning to UW employment in the fall of 2019, or a 12-month employee with a contract that does not include work for one or more summer months, then additional insurance premiums should have been deducted from your April 1, May 1 and/or May 31 paychecks to continue your insurance coverage through the summer months. These additional insurance premiums are referred to as summer prepay deductions and are taken along with your regular monthly insurance deductions.

You must be expected to either return for the fall 2019 semester or continue employment in a summer service/summer session appointment to continue benefits coverage during the summer contract break.

Note: Employees in the United States working on a Visa, MUST maintain health insurance coverage during the summer months, or risk losing Visa eligibility. If you have questions about this requirement, contact your human resources office.

Confirming Your Summer Prepay Deductions
Check your spring 2019 earnings statements to verify if you had summer prepay deductions taken from your paychecks. Summer prepay deductions appear as a lump sum on earnings statements.

Deductions taken pre-tax (most medical-related premiums and a portion of State Group Life Insurance premiums) will be added together under ‘Prebtx’ and deductions taken post-tax (most life insurance premiums) will be added together under ‘Preatx.’ Regular benefit deductions for the month will continue to be listed under the plan name.

In the fall, 9-month employees’ regular insurance premium deductions will resume on the October 1, 2019 paycheck. Regular insurance premium deductions for 12-month employees will resume upon return from their summer work break.

What if I Did Not Have Summer Prepay Deductions Taken?
If you did not have summer prepay deductions taken and are returning in fall 2019, contact your human resources office immediately. If your insurance premiums are not collected through summer prepay deductions, you must be set up in benefits billing by your human resource office so a bill is generated for you.

Once your bill is generated, you must remit timely premium payments to continue your insurance coverage. If you do not take the steps to set up benefits billing, a bill will not be generated. If you do not pay for your insurance, it will be cancelled due to non-payment.

What Happens if You Have a ‘Status Change’ During the Summer?
Are you getting married this summer, adopting a baby, terminating employment? If you anticipate a status change during the summer, contact your human resources office immediately about the impact to your insurance benefits.

For example, if you are getting married and need to change from single to family health insurance coverage, you must submit a new health insurance application to your human resources office within 30 days of the date of your marriage. Your new spouse (and family) will be covered as of the date of the marriage. The new rate will be deducted from your prepayments according to the new level of coverage, and you may have to pay an additional portion of the premium if the coverage increases.

If your anticipated fall 2019 employment status changes, refunds may be issued for premiums paid beyond your coverage end date. Your coverage will end at the end of the month in which your employment terminates.

If you will be terminating employment, and will not return in the fall, contact your human resources office immediately to determine when your insurance coverage will end.

Questions
If you have questions, contact your human resources office.

Source: UW Service Center

Faculty, Academic Staff and Limited Appointees May Bank Unused Vacation for Future Use

Faculty, Academic Staff and Limited Appointees (FAASLI), with a 12-month appointment, are eligible to bank unused vacation after they have completed 10 fiscal years (July 1 through June 30) of employment. The Paid Leave Bank is also refer to as Banked Leave and is formerly known as Annual Leave Reserve Account (ALRA).

Twelve-month FAASLI are allocated vacation on a fiscal year basis. While they can carry unused vacation into the following fiscal year, the vacation must be used by the end of that fiscal year, or it will be lost. The option to bank unused vacation is a way to save vacation for future use.

How Much Vacation Can I Bank?
Twelve-month FAASLI are eligible to bank up to 40 hours of vacation per fiscal year after completing 10 fiscal years of employment, and up to 80 hours of vacation per fiscal year after completing 25 years of employment. The amount of vacation that can be banked is prorated for part-time employees.

There is no limit to the total number of hours (balance) that can be saved in the Paid Leave Bank and the hours do not expire.

When banking unused vacation, first the unused vacation allocation will come from any vacation carryover balance that you might have at the end of the fiscal year (June 30). If you bank more unused vacation than you had as vacation carryover, the additional hours to be banked will come from your vacation balance as of June 30.

When Can I Use The Vacation In My Paid Leave Bank?
With your supervisor's approval, you may use the vacation in your Paid Leave Bank at any time and it can be used in any circumstance in which you are allowed to use paid leave.

What If I Terminate Employment?
If you terminate employment any unused banked leave will be paid to you at your current wage rate.

To View Eligible Paid Leave Bank Hours
If you have a Paid Leave Bank account, you may view your balance by logging in to the MyUW portal for UW System institutions or for UW-Madison. Launch the Time and Absence app and click on the Leave Balances tab.

To review the vacation policies, see:

If you have questions, please contact your human resources office.

Source: UW Service Center

Earn Your $150 Well Wisconsin Incentive

Employees and spouses currently enrolled in the State Group Health Insurance program are eligible for the $150 Well Wisconsin incentive. The incentive program is administered by StayWell.

Complete the following three activities to reach your health and well-being goals and earn the $150 incentive:

  • StayWell health assessment
  • Health screening and submit the results to StayWell
  • StayWell Well-Being activity

In order to receive the incentive for 2019, activities must be completed by October 11, 2019.

Visit the StayWell portal at https://wellwisconsin.staywell.com to complete the health assessment, to get a list of Well-Being activities, and to schedule a health screening. You may also contact your institution’s benefit office for upcoming health screening dates and locations.

Once you complete all three activities, be sure to claim your incentive by October 25, 2019 by visiting the StayWell portal. You may elect to have the incentive instantly sent to you via email, or have a gift card mailed to your home address. The incentive is considered taxable income.

StayWell will send emails and home mailers throughout the year with information about the program. For additional details visit https://wellwisconsin.staywell.com or contact the StayWell HelpLine at (800) 821-6591.

Health information, including responses to the health assessment, are protected by federal law and will never be shared with The Department of Employee Trust Funds (ETF), the State Group Health Insurancep Program or your employer.

Source: UW System Human Resources

Update Your Address/Personal Information

You are strongly encouraged to review and update your Address/Personal Information. This includes your addresses, phone numbers, name, emergency contacts and disability/veteran status.

Student employees please be aware that you MUST update your address both in the UW Human Resource System (HRS) AND with your campus student information system. Instructions for updating your address in HRS are included below.

Employees who are Moving or Terminating UW Employment

It is especially important to update your information if you plan to move OR if you will terminate UW employment at the end of the semester. If you terminate employment, you will no longer have access to HRS to access documents such as your tax statements.

Why is it Important for All Employees to Update Address/Personal Information?

  • To make sure you receive important notices regarding benefits, paychecks, or UW employment.
  • To make sure your W-2 Tax Form is sent each January to the correct address (if you do not choose electronic only distribution or if you terminate employment).
  • Your employer may need to contact you.


To Review and Update Your Address/Personal Information in HRS

  1. Log into the MyUW portal for UW-Madison or for all other UW System institutions.
  2. Launch the Personal Information app.
  3. Review your information on the Personal Information page.
  4. Click on the Update My Personal Information link to update your information. 

Note: Updating information in the portal may not update information for your benefit plans. See instructions for changing your name or address for your benefits plans.

Pay check Direct Deposit

If you currently have direct deposit, and you will be terminating employment at the end of the semester, it is important that you do not close your bank account BEFORE your last check is direct deposited. Make sure you have received all payments from the UW before you close your account.

Questions?
Review the instructions on updating your personal information or contact your human resources office.

Source: UW Service Center

New Summer Leave Reporting Process Implemented June 2, 2019

A new, simplified summer leave reporting process was implemented June 2 for 9-month Faculty, Academic Staff and Limited Appointees (FAASLI) who have a Summer Session or Summer Service position.

Nine-month FAASLI who are employed over the summer months are required to complete monthly summer leave reports even if no leave was taken during this time period. Failure to report leave during the summer will result in a sick leave reduction. Refer to UPS Operational Policy: BN 3 Sick Leave (section 4.G.(3) and (7) for additional information.

To access the new leave reporting process, Log into the MyUW System portal. Launch the Time and Absence app and click on the new tab: Summer Appointment Leave Reporting. Note: All monthly employees will see the new tab even if they do not have a Summer Session or Summer Service position. If an employee without a summer appointment clicks on the new tab, it will simply indicate that no Summer Session/Service found. Twelve month FAASLI should continue to report all of their leave via the Request Absence tab.

Highlights of the simplified summer leave reporting process include:

  • One screen to record either sick leave taken or no leave was taken
  • Elimination of the need to select a specific job for entry purposes
  • Ability to enter summer leave beyond the summer period

Reference the tipsheet, Enter Summer Leave, for instructions on how to enter leave for the summer. If you have questions, contact your Institution Leave Administrator.

Source: UW Service Center

Employee Assistance Program Webinars

The Employee Assistance Program (EAP), administered by FEI, provides UW employees and members of their household with confidential resources to address personal and/or work-related concerns. EAP services are offered at no cost to employees.

The 2019 Monthly Webinar Series is open for registration. Click here for webinar information and registration.


July 2019 Webinar: Raising Children in a Social Media Era

Date and Time: Wednesday, July 17, 2019 - 11:00am to 12:00pm Central Daylight Time

Description: As parents who are raising children in an age of electronics, social media and peer pressure, behaviors can be different, intensified and stressful to manage. Learn about key identifiers to watch for as well as basic ways to communicate and engage with your children in order to help improve their behaviors.


August 2019 Webinar: Put Your Compensation to Work

Date and Time: Wednesday, August 21, 2019 - 11:00am to 12:00pm Central Daylight Time

Description: During benefits enrollment, it's easy to make the same benefit choices as last year - but the easy way might not be the best way. Take full advantage of the employee benefits available to you by uncovering "hidden" compensation opportunities you may not know about.


Webinar Registration: Registration is required. Click here to register. Follow the individual links on each webinar for registration.  Note: Employees must attend a webinar on their own time or consult with their supervisor for approval to attend.

Source: UW System Human Resources

Life Events and your Benefits

This article explains what qualifying life events are and the timeframe to make changes to your benefit plans if/when a qualifying life event occurs.

Will you experience a marriage, birth/adoption of a child or another qualifying life event in 2019?

A qualifying life event is a change in your personal situation. This could be a family change like a marriage, birth/adoption of a child, divorce, loss of other coverage or an employment change like a leave of absence or retirement.

Events like these may allow you to make changes to your benefit plans mid-year such as adding a dependent, enrolling in a plan you do not currently have, or cancelling coverage in a plan. If you are not sure if your event is considered a qualifying life event, review the Life Event webpage or visit ALEX, your personalized benefits counselor to help make this determination.

If you have a qualifying life event, when should you make changes to your benefit plans?

Mid-year life event changes are time-sensitive and typically need to be made within 30 days from the date of the qualifying life event. It is important to complete and submit the necessary paperwork to your human resources office in a timely manner.

What if you miss the 30-day window to make changes to your benefits mid-year?

If you miss the opportunity to make changes to your benefit plans mid-year, your next opportunity to make a change will be during the Annual Benefits Enrollment period. This period is held each Fall for coverage effective January 1 of the next calendar year.

You may also have another opportunity to make changes to your benefit plans mid-year if you experience a second or subsequent life event mid–year. For example, an employee gets married in January and does not make any benefits changes, then has an August employment change. The employee would have another 30-day window to make changes due to the August employment change.

Are you able to update your beneficiaries if you experience a qualifying life event?

Yes! Updating your beneficiary information does not require a qualifying life event. You may update your beneficiaries at any time throughout the year. Some of the plans that have beneficiaries are the life insurance plans, the health savings account and the retirement plans. Review the Beneficiary webpage for additional beneficiary information.

Reminder: You typically have just 30 days from the date of the qualifying life event to make changes to your benefit plans. Complete your research now so you know what to expect once your qualifying live event occurs.

Source: UW System Human Resources

WRS News Online, May 2019

External link: https://etf.wi.gov/news/wrs-news-online/issue/16406

Review Your Beneficiary Designations

When was the last time you reviewed your beneficiary designations? Naming someone as beneficiary is an opportunity to pass a financial interest to your loved ones after you’re gone. If it’s been a while since you’ve reviewed your beneficiary designations, or if you have experienced a major life event such as a marriage, divorce or birth of a child, now may be a good time to review your designations.

To see which benefit plans you are enrolled in, log into MyUW for UW-Madison or for all other UW System institutions. Go to the Benefit Information app and click “Launch full app.” Review the “Coverage” column on the “Summary” page to determine the plans you are enrolled in (“waive” indicates you are not enrolled). To see additional plans, click “Next” at the bottom of the screen. Then compare the plans you are enrolled in to the list below. These are the benefit plans that have benefits payable to beneficiaries:

  • State Group Life Insurance
  • Individual & Family Life Insurance
  • UW Employees, Inc. Life Insurance
  • University Insurance Association Life Insurance
  • Accidental Death & Dismemberment (AD&D) Insurance
  • Health Savings Account (HSA)
  • Wisconsin Retirement System (WRS)
  • UW Tax-Sheltered (TSA) Annuity 403(b)
  • Wisconsin Deferred Compensation (WDC) 457

Next, go to the UW System Beneficiary Information page to print the applicable beneficiary form(s). Note: Some of the plans may allow you to update your beneficiary designations online.
Once you have completed the appropriate forms, send them directly to the benefit plan listed on the form (not to your human resources office).

If you do not remember who you have listed as a beneficiary for your benefit plans, you can simply submit a new beneficiary designation. The beneficiary designation on file at the time of your death is binding in the payment of your benefits. If you do not have a beneficiary designation on file when you pass away, your benefits will be paid out according to standard sequence. Go to the UW System Beneficiary Information page to learn more about standard sequence.

Source: UW System Human Resources

2019 Benefits ID Cards

Are you using the appropriate benefit ID cards at your office visits or dental appointments? The appropriate benefit plan ID cards should be presented at office visits, urgent care visits, emergency room visits, the pharmacy as well as dental and vision appointments. This article will explain which ID card to present for which types of services.

State Group Health Insurance
Your health insurance plan ID card should be presented at office visits, urgent care visits, emergency room visits, routine eye exam services and during any other appointments that involve healthcare services.

Pharmacy Benefits
If you are enrolled in the State Group Health Insurance Program, you will have a separate ID card to use for pharmacy benefits. The pharmacy benefits are administered by Navitus; therefore, you should present your Navitus ID card when you visit a pharmacy to pick-up prescriptions. Contact Navitus at 1-866-333-2757 to request a new ID card or go to www.navitus.com for a temporary ID card.

Uniform and Supplemental Dental Insurance
Effective January 1, 2019, the Uniform Dental and Supplemental Dental Insurance plans are all administered by Delta Dental. There are separate ID cards for the Uniform Dental and Supplemental Dental Insurance plans. Present both Delta Dental ID cards at your dental appointment(s) if you are enrolled in the Uniform Dental Insurance plan as well as one of the Supplemental plans.

Go to www.deltadentalwi.com to print a dental insurance plan ID card. If you have created an account with Delta Dental, click the Sign In link in the upper right hand corner, or if you have not set up an account with Delta Dental, click the Register link. Once you are logged into your account, in the right hand navigation click ID Card. A screen will show your Information Card that can be printed. You may also contact Delta Dental at 800-236-3712 to request your plan ID cards.

Vision Insurance
VSP, the vision insurance plan administrator, does not issue ID cards. Employees enrolled in vision insurance 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. Employees should also bring their Employee ID with them to their appointment. This will help their vision provider verify coverage with VSP.

Flexible Spending Accounts (FSA) and Health Savings Account (HSA)
The Health Care Flexible Spending Account (FSA), Limited Purpose Flexible Spending Account (LPFSA) and Health Savings Account (HSA) are all administered by TASC. Use your debit cards for these accounts as follows:

Contact TASC at 1customercare@tasconline.com or 844-786-3947 to request a new debit card.

Review Your Cards for Accuracy
Review the ID cards for accuracy. If there are errors or if you have not received your 2019 benefit plan ID cards, contact the benefit plan directly to request them.

Source: UW System Human Resources

Employees and Approvers to Receive Missing Leave Report Reminders

Starting in April, and monthly thereafter, employees with missing leave reports and approvers who have leave requests pending approval will receive an email reminding them to take action. The email will be sent from the uwsystemhr@uwsa.edu address.

The missing leave report email reminders have been developed in an effort to reduce employee sick leave reductions.

All Faculty, Academic Staff and Limited appointees who have an active leave-eligible appointment are required to submit a leave report each month, whether or not leave is used. This report may be submitted either electronically or via a paper leave report.

Failure to submit timely leave reports will result in a reduction of employee sick leave hours. Even one unsubmitted leave report may reduce an employee’s sick leave balance. To review this policy:

Questions should be directed to your Campus Leave Administrator.

Source: UW Service Center