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.

May 2019 Webinar: Creating a Workplace Free of Sexual Harassment

Date and Time: Wednesday, May 15, 2019 - 11:00am to 12:00pm Central Daylight Time

Description: In the wake of #MeToo, it’s time to examine workplace sexual harassment from a behavioral perspective. Via real case scenarios, you will understand key factors in defining, reporting and responding to inappropriate behavior while identifying whether management or the workplace took appropriate measures.

June 2019 Webinar: Steps to Buying and Selling a Home

Date and Time: Wednesday, June 19, 2019 - 11:00am to 12:00pm Central Daylight Time

Description: Buying or selling a home is complex and can easily overwhelm. Join us as we navigate the process of buying a house while avoiding costly mistakes. Key takeaways include defining an offer, the effects of the Real Estate Purchase Agreement and raising awareness of your rights and responsibilities as a homeowner.

 

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

WRS Annual Statement of Benefits Available in the MyUW Portal

UW employees covered by the Wisconsin Retirement System (WRS) in 2018 can now view their annual WRS Annual Statement of Benefits in the MyUW portal. Log into the MyUW portal for UW System institutions or for UW-Madison.

Launch the Benefit Information module and click on the Statements tab. Choose “2018 ETF Annual Statement of Benefits (WRS) Issued 2019” to view or print your statement.

Understanding Your Statement
The WRS Annual Statement of Benefits includes 2018 earnings and service, years of creditable service as of January 1, 2019, retirement benefit projections, separation benefit, death benefit, and primary beneficiary designation(s) for your WRS account.

The Department of Employee Trust Funds (ETF) has resources available to assist you in understanding your Statement of Benefits. Review and verify each section of your statement using these resources as a guide.

  • An introductory letter and explanation which highlights important information on the statement.
  • The ETF Statement of Benefits web page providing resources including a sample statement, statement FAQ, and an explanation of the statement.
  • Live Webinar: Topics include WRS contributions, vesting status, years of service, and what happens to your account if you die before taking a benefit. Registration is required for the webinar dates below: 
    • April 25, 2019, 11:00 a.m. – 11:30 a.m.
    • May 1, 2019, 6:00 p.m. – 6:30 p.m.
    • May 8, 2019, 10:30 a.m. – 11:00 a.m.
    • May 14, 2019, 12:00 p.m. – 12:30 p.m.

Reviewing Your Beneficiaries
It is important to review your WRS account primary beneficiary (ies) on your statement. If there are no beneficiaries listed on your statement, it may be that you do not have a beneficiary designation on file, or your designation was made before 1998 (beneficiaries added before 1998 are not listed on your statement). It is recommended that if you do not have a beneficiary designation listed on your statement that you complete a Beneficiary Designation Form.

Death benefits are paid according to the most recent valid beneficiary designation form on file with ETF prior to an individual’s death. Your beneficiary information does not automatically change when a significant life event occurs, such as a divorce or a marriage. You may add, change or remove beneficiaries by completing a Beneficiary Designation form (ET-2320) or Beneficiary Designation-Alternate form (ET-2321). Mail your completed beneficiary designation directly to ETF at the address listed at the top of the form.

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

Source: UW Service Center

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

Long-Term Care Insurance Available to UW Employees

Long-Term Care Insurance covers services that are typically not covered by health insurance, but are vital for a patient, such as assistance with activities of daily living (walking, eating, bathing, etc.). This type of insurance provides financial protection from the rising costs of long-term care. Coverage for care in non-institutional settings such as assisted living, adult day care, and in-home care is also available.

Review Long-Term Care Insurance for plan eligibility and enrollment information.

Each year, the Long-Term Care Insurance plan, authorized by the Department of Employee Trust Funds (ETF), may distribute one advertisement piece to employees. This year, ETF is distributing a Long-Term Care Insurance Update prepared by HealthChoice, the plan vendor.

For questions contact HealthChoice at 1-800-833-5823 or info@healthchoice.com. Visit www.healthchoice.com/request.php to request an information packet.

Source: UW System Human Resources

State Group Life Insurance Annual Premium Update

Each year, State Group Life Insurance premiums are updated on April 1. For University Staff (paid bi-weekly), the premium update will be reflected on the March 28, 2019 paycheck. For Faculty/Academic Staff/Limited Appointees (paid monthly), the premium update will be reflected on the April 1, 2019 paycheck.

Current enrollees in the State Group Life insurance program can review their updated premiums at this link: State Group Life Premium Notice. Additionally, current enrollees in the program were sent an email with a link to this customized web page.

State Group Life Insurance premium and coverage levels are based on:

  • An employee’s highest calendar year of eligible earnings
  • An employee’s age as of April 1 each year
  • The coverage level the employee has elected

Employees who have changed age categories, or have had a salary change since April 1, 2018, will have a premium change effective April 1, 2019.

Premium Increase

Effective April 1, 2019, in addition to the annual premium update, there is also a premium increase for the first time in many years. Whether or not an employee will experience a premium increase will depend on his/her age.

Employees in higher age ranges may have a slight premium increase. Employees in lower age ranges may not see an increase at all. View State Group Life insurance premiums and age ranges.  Please note the premiums for spouse and dependent coverage are not changing.

The premium increase was approved by the Group Insurance Board which oversees the administration of the State Group Life insurance program.

Questions?

For general information about the State Group Life insurance plan, visit the State Group Insurance plan page or visit ALEX. If you have questions about the premium update or increase, contact your human resources office

Source: UW Service Center

Duplicate Tax Statements

Tax statements (Form W-2, 1095-C, 1042-S*, etc.) for the current and previous four years are available for active employees in the MyUW portal. To print duplicate tax statements, log into the portal for UW System institutions or for UW-Madison. Launch the Payroll Information module and choose the Tax Statements tab. Statements for 2015 through 2018 are available.

Please note that tax statements from 2017 and prior do not include Social Security numbers. If you require a tax document that displays your Social Security number, or you need a statement from a year prior to 2015, you may request a duplicate tax statement by completing a Duplicate Tax Statement Request.

*1042-S Requests: If you have a Glacier account, your 2018 1042-S form is now available in Glacier. For those without a Glacier account, 1042-S forms were mailed in early March and will be available on the MyUW portal after March 26.

Duplicate Tax Statement Fee Information

Previous year (2018) requests: processed at no charge. Requests will be accepted and processed after the following dates:

  • W-2: After February 15
  • Fellowship Letters: After March 1
  • 1042-S: After March 15

Request for years other than previous year:

  • Requests for duplicates from 2-5 years ago are $5.00 per form, per year
  • Requests for duplicates from before 6 or more years ago are $10.00 per form, per year

Submit a check, cashier's check or money order payable to the University of Wisconsin for the correct dollar amount. Mail the check to: UW Service Center, 660 W. Washington Ave., Suite 201, Madison, WI 53703.

Duplicates will not be processed or issued without payment. Please allow 10 days for processing.

Source: UW Service Center

Summer Prepay Insurance Premium Deduction Schedule for 2019

Summer prepay insurance premiums will be deducted from April 1, May 1, and/or May 31 paychecks, along with regular monthly insurance premium deductions, for the following employee groups:

  • Academic (9-month) employee who will be returning to UW employment in the fall of 2019
  • Academic (9-month) employee with a summer service/summer session appointment

ATTENTION VISA HOLDERS: 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.

Why are Summer Prepay Insurance Premiums Deducted in the Spring?
The additional summer prepay insurance premium deductions are taken to continue an employee’s insurance coverage through the summer (contract break) months. These additional premium deductions must be taken in the spring, along with regular monthly premium deductions, since insurance premiums are not deducted from summer service/summer session earnings.

What if an Employee’s Employment Status Changes?
If an employee’s summer 2019 or fall 2019 employment status changes after they have already had summer prepay deductions, they may receive refunds for the summer prepay deductions. If an employee will be terminating employment, and will not return in the fall, they should contact their human resources office for assistance in determining their employment termination and insurance coverage end dates.

Employees who anticipate that they will experience any other status change; marriage, adoption, birth, divorce, etc., should contact their human resources office so they understand the impacts to their insurance benefits.

What if an Employee does not Have Summer Prepay Insurance Premiums Deducted?
If an employee does not have summer prepay deductions taken in the spring, and then has a summer session/summer service appointment, they will be billed directly for payment of the additional premiums due to provide them with insurance coverage during the summer months. Payment must be made by the billing invoice due date to insure that insurance benefits are not canceled due to non-payment. If benefits are canceled due to nonpayment, the next opportunity to add the insurance benefits may be during the fall 2019 Annual Benefits Enrollment period with an effective insurance coverage date of January 1, 2020.

2019 Summer Prepay Deduction Schedule

Important: Most employees will have deductions taken according to this schedule. Human resources offices can assist employees whose deduction schedule may vary from the schedule below based on appointment, summer employment, fall return date, or termination date.

Paychecks on Which Premiums will be Taken Insurance Premiums to be Taken
April 1, May 1, May 31 Health and other insurance deductions for programs in which you are enrolled.* Regular premium deduction PLUS one summer premium deduction.
May 1 Income Continuation Insurance deduction Regular premium deduction PLUS two summer premium deductions.
May 31 Income Continuation Insurance deduction Regular premium deduction PLUS one summer premium deduction.

 * Does not include Flexible Spending Account (FSA) or Health Savings Account (HSA) deductions. These deductions are calculated based on a 9-month schedule for academic (9-month) employees.

* Does not include Tax-Sheltered Annuity (TSA) and Wisconsin Deferred Compensation (WDC) deductions. 

* Opt-Out Incentive and Health Savings Account (HSA) employer contribution will continue to be processed during the summer months.

How Will Summer Prepay Appear on Earnings Statements?
Employees should review their earnings statements to ensure that their insurance deductions are accurate for their situation. Summer prepay will appear as a lump sum amount 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.

For questions, please contact your human resources office.

Source: UW Service Center

ALEX: Your Personalized Benefits Counselor

The UW System used ALEX for the fall, 2019 Annual Benefits Enrollment (ABE) period. The ABE period has ended for 2019; however, ALEX is here to stay!

ALEX, your personalized benefits counselor, can help you understand the benefits plans and options that are offered to you and your family. Whether you’re a new employee or have been with the UW System for several years, ALEX is available to anyone at anytime. Even if you don’t have a current enrollment opportunity, ALEX can be a helpful tool. For example, have you thought about making your dental appointments for 2019? Visit ALEX to determine how services will be covered under the dental plan you selected for 2019.

ALEX reflects the 2019 benefit plans and premiums. Additionally, ALEX includes information about the life insurance plans, Income Continuation Insurance, the Wisconsin Retirement System (WRS) and the supplemental retirement plans [Tax-Sheltered Annuity (TSA) and Wisconsin Deferred Compensation (WDC)].

We hope you will make it a habit to visit ALEX with your basic benefit plan questions.

Source: UW System Human Resources

Telemedicine Available to State Group Health Subscribers

Have you ever wished you could seek basic medical care from the comfort of your own home?
If so, the telemedicine/telehealth (used interchangeably) services added to the State Group Health Insurance Program effective January 1, 2019 may allow you to do so.

What is telemedicine/telehealth?
The remote diagnosis and treatment of patients by means of electronic communication. This means that for non-emergent medical care, you may be able to access care through video chat or a virtual house call. Through telemedicine, a doctor may be able to recommend treatment, prescribe medication, refer you to a specialist or tell you, based on your symptoms, if you should see a doctor in-person. Note: These services vary among the carriers in the State Group Health Insurance Program.

Why should you consider telemedicine services?
With telemedicine services, you may receive care quicker and it may be more convenient than going to your doctor’s office or to urgent care. They are also typically less expensive than an office visit or urgent care visit.

How will your telemedicine/telehealth service be covered by your State Group Health Insurance?
How the service is covered will depend on which plan design you are enrolled in.

  • Health Plan: If you are enrolled in this plan, telemedicine services are covered at 100%.
  • High Deductible Health Plan (HDHP): If you are enrolled in the HDHP, you will need to meet your deductible first, then these services will be covered at 100%. This is necessary in order to comply with Health Savings Account (HSA) eligibility requirements as well as the coverage mandates under the Affordable Care Act (ACA).

How can you obtain additional information regarding telemedicine services?
Generally, health plans offer telemedicine services through their online portals. If you’re unable to find telemedicine information through your health insurance plans online portal, contact your health insurance plan directly by calling the tollfree number on your health plan ID card.

Source: UW System Human Resources

Well Wisconsin Program 2019 Updates

Employees and spouses currently enrolled in the State Group Health Insurance Program are eligible for an annual $150 wellness incentive (administered by StayWell). A Well Wisconsin webinar highlighting features of the 2019 program will be offered on Wednesday, February 13 from 12-12:30 pm. To register, visit wellwisconsin.staywell.com.

To earn the $150 incentive, participants are required to complete three activities by October 11, 2019:

  1. Submit 2019 health screening results.
  2. Take the StayWell health assessment.
  3. Complete a StayWell well-being activity.

There are two new well-being activities being offered in 2019:

  • Sleep Well is a challenge to support participants with improving their overall sleep. It requires completing an eight-week challenge and post-assessment.
  • Short digital workshops which include an article, short video and quiz. Completing one workshop counts as a well-being activity.

For more information about the Well Wisconsin program, scheduling a health screening, taking the health assessment, well-being activities and the StayWell mobile app, visit wellwisconsin.staywell.com, or contact the StayWell HelpLine at 800-821-6591.

Throughout 2019, StayWell will send emails and home mailers to employees with information about the program.

Source: UW System Human Resources

WRS News Online, January 2019

External link: http://etf.wi.gov/news/WRS_news_01232019/WRS_News_01232019.asp

W-2 Forms (Wage and Tax Statements) Now Available Online

The 2018 W-2 Forms (Wage and Tax Statements) are now available online.  Employees who did not elect ‘electronic consent only’ by January 11, 2019 will also receive a paper copy of the W-2 mailed to them via U.S. mail by January 31, 2019.

View and Print the 2018 W-2-Form: View/print 2018 W-2 Form

  1. To access your W-2 Form online, you must be connected to a University of Wisconsin network either directly or through VPN.
  2. Log into the MyUW portal for UW System institutions or for UW-Madison.
  3. On the Payroll Information tile click the Tax Statements button.
  4. On the Tax Statements page, click the red View 2018 W-2 button.
  5. Before accessing your W-2 Form, you will be required to:
    • Enter the last 4 digits of your Social Security Number
    • Enter your date of birth
    • Check the ‘I agree’ box and click SAVE
    • Click the Next button in the upper right corner. The next button will not appear until the information you have entered is verified by the system.
  6. Your 2018 W-2 Form includes your Social Security number. Use caution when printing your W-2 in a ‘public’ environment. Do not send your W-2 Form via email.
  7. Once you have viewed/printed your W-2, close your browser before exiting the page.

Important: If the values you enter in the identify fields do not match those found in the HR system, you will receive an error message. Please contact your HR/Payroll office to validate these fields. You will have three attempts before a 1 hour lockout occurs, and your page is disabled. After 6 unsuccessful attempts, you will be hard-locked out of the system, and you will need to contact your IT helpdesk for assistance.

If you experience an issue viewing your W-2 Form, see help with pop-up blockers. To view and print 2017 W-2 Forms (or earlier years), see: View/print 2017 W-2 Forms 2017 (or earlier years)

Availability of Other Tax Forms (1095-C, 1042-S, Fellowship/Scholarship Letter)
Some employees will also receive additional tax forms from the University (1095-C, 1042-S, Fellowship/Scholarship Letter). The 1095-C Form will be available online in late January. Employees who did not elect ‘electronic consent only’ by January 11, 2019 will also receive a paper copy of the 1095-C Form mailed to them via U.S. mail by January 31, 2019.

The 1042-S Forms will be available online in the MyUW portal in March. Employees who have chosen electronic delivery through the Glacier System may have access to their forms earlier; others will have them mailed to their home address. The Fellowship Letter is typically available in February.

Filing Your Taxes
Employees should use their W-2 Form, not their final 2018 earnings statement, to file taxes. Some employees have had adjustments made to their 2018 taxable earnings since the last 2018 payroll was paid. These employees may have an additional earnings statement generated reflecting these adjustments. These adjustments will already be reflected on the W-2 Form that the employee receives.

The Internal Revenue Service (IRS) will begin accepting returns on January 29, 2019 for the 2018 tax filing season. Employees may want to consider filing their return as soon as all tax forms are received to minimize the chance of a fraudulent return being processed using their Social Security number, or Individual Tax Payer Identification number. More information is available on the IRS website.

Additional Resources

If you have questions, contact your Payroll office.

Source: UW Service Center

Saving 1% More

Many financial planners recommend that you should be saving 15% of your annual income for retirement - are you?

If you are, great!

If not, 15% may seem a little intimidating, but don't worry, there are easy ways you can begin increasing how much you save for retirement without breaking the bank. Consider increasing your UW Tax-Sheltered Annuity (TSA) 403(b) contribution by 1%. With this increase you may hardly notice a change in your take-home pay, BUT it could translate to tens of thousands of dollars to use in retirement (depending on future market values).

If you are eligible, your Wisconsin Retirement System (WRS) benefit is a great tool in saving for retirement, but contributing to the UW TSA can also help.

If you are already contributing to the UW TSA and want to see how you are doing in saving for retirement, sign up for an individual counseling session with your provider. You can do this by visiting Counseling Sessions under the Education section of the UW TSA website.

If you are not currently contributing to the UW TSA Program, there is no time like the present to enroll! Visit the UW Tax-Sheltered Annuity (TSA) 403(b) website for information on the plan and on how to enroll.

Source: UW System Human Resources

2019 Tax-Sheltered Annuity and Wisconsin Deferred Compensation Limits

The IRS recently announced the 2019 contribution limits. These contribution limits apply to the UW Tax-Sheltered Annuity (TSA) 403(b) Program and the Wisconsin Deferred Compensation (WDC) 457 Program.

In 2019, employees may contribute a basic maximum of $19,000 to the TSA Program. Employees age 50 and over can contribute an additional $6,000 for a total of $25,000. These same limits apply to WDC. Employees can contribute the maximum to both programs for a total of $38,000 (under age 50) or $50,000 (age 50 or older).

If you have 15 years or more of service with the UW and have contributed less than an average of $5,000 per year over your UW employment, you may have an additional "catch-up" opportunity with the TSA Program. Contact your human resources office for more information.

Both pre-tax and Roth (after-tax) contributions count towards the annual limits. Note: Individual Retirement Accounts (IRAs) are a type of retirement account separate from the TSA and WDC Programs and have separate limits.

To change your TSA deduction for 2019 or enroll in the program, submit your TSA Salary Reduction Agreement to your human resources office in early December. If you are enrolling for the first time, set up your account with the provider(s) of your choice either online, by EZ Enrollment form, or via paper application prior to submitting your Salary Reduction Agreement. Clearly mark the form as calendar year 2019.

For questions on the TSA program go to the TSA website - and don’t hesitate to use ALEX, a personalized online benefits counselor. You may also contact your human resources office with questions on your benefit plans.

To change your WDC contribution call the WDC office at 1-877-457-9327 or access your account at the WDC website. The WDC website also has information about enrolling in the program. WDC changes must be made with Empower, the third-party WDC plan administrator, in early December 2018, so that there is adequate time to electronically send the information to the UW Service Center.

Source: UW System Human Resources