HR, Payroll and Benefits News

Summer Prepay Deductions: Summer Employment/Family Status Changes

If you are an employee who had Summer prepay insurance premiums deducted from your spring, 2021 paychecks, who has since had an employment or family status change, you should contact your Human Resources Office regarding impacts to your insurance benefits and deductions.

What are Summer Prepay Deductions?

Summer prepay insurance premiums are deducted to continue insurance coverage through the summer (contract break) months. These deductions are taken in addition to your regular, monthly insurance premium deductions.

Summer prepay deductions were deducted in the spring from paychecks for the following eligible Faculty, Academic Staff, Limited Appointees, Student Assistants, and Employees-in-Training. If you were eligible for these deductions, you would have received an email prior to each deduction with an estimated summer prepay deduction amount.

    • Academic (9-month) employees who will return to UW System employment in the fall of 2021
    • Academic (9-month) employees with a summer service/summer session appointment
    • Academic (non-exempt employees paid biweekly)

What if Your Employment/Family Status Changes Over the Summer?

Employment Status: If your summer or fall 2021 employment status changes after you had summer prepay deductions taken, you may receive deduction refunds. If you will be terminating employment, and will not return in fall 2021, contact your human resources office to determine your employment termination date and insurance coverage end dates.

Family Status: If you will experience any other status change; marriage, adoption, birth, divorce, etc., contact your human resources office regarding the impact to your insurance benefits.

Note: 9-month employees’ regular insurance premium deductions will resume on the September 23, 2021 paycheck.

Resources

For more information, review the resources below:

Questions

If you have questions, contact your human resources office.

Source: UW System Human Resources

Do You Need Help With The Payroll Schedule Change Happening Now? These Resource Can Help!

UW System employees paid monthly are moving to the biweekly payroll schedule this month.

  • The first change employees will experience is receiving a partial monthly paycheck on July 30 for time worked July 1 – July 17.
  • On August 12, employees will receive their first biweekly paycheck for time worked July 18 – July 31. 

By now, hopefully you have reviewed your personal situation to prepare for this change. If you haven’t, you are encouraged to review the following resources:

  • The Single Payroll resources web page includes frequently asked questions, budget planning information, the 2021 payroll schedules and other helpful resources.
  • Update Contributions and Withholdings
    With the biweekly pay schedule, you will receive 26 paychecks a year instead of 12. If not updated, certain contributions and withholdings that you currently have taken on a monthly basis, such as TSA, WDC, and taxes, will be potentially doubled when you move to a biweekly schedule.

    To avoid having more deducted than you intended, review this resource to help you recalculate and take action to change the amount deducted from each paycheck. 
  • Pay Date Models 
    This online tool allows you to enter your annual salary to calculate the gross earnings by pay date. 
  • Paycheck Estimator
    This tool is designed to provide financial planning assistance associated with the schedule change.
  • 2021 Payroll Schedules
    This resource provides you with the biweekly payroll schedule. 
  • Slides and videos from previously held Single Payroll Town Hall Meetings are available on the Single Payroll resources web page.

It’s Not too Late!
It’s never too late to get your questions answered. Direct your questions to the following:

UW System Support
Email support
(888) 298-0141
or (608) 262-0600
   
   
   
   
UW-Madison
Email support
(608) 265-2257

Source: UW System Human Resources

Bank Unused Vacation Now For Future Use

The deadline to bank unused vacation is soon. Twelve-month Faculty, Academic Staff and Limited Appointees (FAASLI) are eligible to bank unused vacation after they have completed 10 fiscal years (July 1 through June 30) of employment. The option to bank unused vacation is a way to save vacation for future use.

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. Due to the COVID-19 pandemic, there is currently an Interim Policy which allows an exception to the carryover rule.

UW System Administrative Policy 1200-Interim 08 Extended Vacation Carryover allows leave eligible employees to extend the deadline of unused vacation carryover from June 30, 2021 to October 9, 2021. This extension applies to vacation hours granted July 1, 2018 and carried over an additional year under the one-time exception. It also applies to vacation hours granted on July 1, 2019.

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 retained in Banked Leave and the hours do not expire.

As of June 30, 2021, any remaining vacation or vacation carryover up to the allowable amount is eligible to convert to banked leave. HRS will convert the vacation carryover first then convert the remaining vacation.

When Can I Use my Banked Leave?
With your supervisor's approval, you may use the Banked Leave Balance 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 wage rate at termination.

To View Eligible Banked Leave Hours
If you have a Banked Leave balance, you may view your balance:

Instructions for Banking Leave

To Review the Vacation Policies
   UW System Administrative Policy 1210 (formerly BN1) Vacation

Interim Policy
   UW System Administrative Policy 1200-Interim 08 Extended Vacation Carryover

UW-Madison
   Vacation Policy

If you have questions, contact:
   
Email Support
   Submit a Request
   (888) 298-0141
   (608) 262-0600

Source: UW System Human Resources

Reminder: Schedule Your Time Off - Use Your Vacation and Personal Holiday Time

If you have not taken time off during the pandemic it might be because of travel and gathering restrictions or because you have been busy triaging issues caused by the pandemic to help keep campuses safe. It’s important to step away from work and tend to your physical, mental and emotional well-being.

Plan ahead and schedule your paid leave now to avoid losing vacation and/or personal holiday hours.

As a reminder, due to the COVID-19 pandemic, Interim Policies were approved as one-time exceptions that allow leave eligible employees to extend the deadline of unused vacation carryover and to carry forward personal holiday hours. The deadline to use the carried over leave time is approaching. Review the charts below for your employee group to determine the deadline for using your vacation and personal holiday time.


Faculty, Academic Staff and Limited Appointees

Paid Leave Type Year Granted       Deadline to Use


Personal Holiday *  

July 1, 2019 - June 30, 2020 (2020 Fiscal Year)

July 1, 2020 - June 30, 2021 (2021 Fiscal Year)


      June 30, 2021





Vacation **  

July 1, 2018 - June 30, 2019 (2019 Fiscal year)

July 1, 2019 - June 30, 2020 (2020 Fiscal Year)


      October 9, 2021

* Personal holiday hours granted July 1, 2019 and carried over an additional year under the one-time exception outlined in UW System Administrative Policy 1200-Interim 05 Vacation, Compensatory Time and Personal Holiday Carryover must be used by June 30, 2021. Additionally, personal holiday hours granted July 1, 2020 must be used by June 30, 2021 as outlined in UW System Administrative Policy 1211 (formerly BN2) Personal Holiday and Legal Holiday Administration.

** Vacation hours granted July 1, 2018 and carried over an additional year under the one-time exception and vacation hours granted on July 1, 2019 must be used by October 9, 2021. UW System Administrative Policy 1200-Interim 08 Extended Vacation Carryover extends this deadline to October 9, 2021 from June 30, 2021.

Any compensatory time that was earned in calendar year 2019 and carried over under the one-time exception and compensatory time earned in calendar year 2020 must be used by April 30, 2021 or it will be paid out in the pay period that includes May 1, 2021.

Remember to submit your leave reports as leave is taken. Also, for months when no leave is taken or if you have taken a required furlough day, a no leave taken report is required.


University Staff

Paid Leave Type Year Granted       Deadline to Use


Personal Holiday ^

January 1, 2020 - December 31, 2020 (2020 Calendar Year)

January 1, 2021 - December 31, 2021 (2021 Calendar Year)


      December 31, 2021





Vacation ^^  

January 1, 2019 - December 31, 2019 (2019 Calendar year)

January 1, 2020 - December 31, 2020 (2020 Calendar Year)


      December 31, 2021

^ All vacation and personal holiday hours carried over under this one-time extension must be used by December 31, 2021.

^^ All vacation hours granted January 1, 2020 and personal leave granted January 1, 2021 must also be used by December 31, 2021.


For detailed information review:

Policies
UW System Administrative Policy 1210 (formerly BN1) Vacation
UW System Administrative Policy 1211 (formerly BN2) Personal Holiday and Legal Holiday Administration

Interim Policies
UW System Administrative Policy 1200-Interim 05 Vacation, Compensatory Time and Personal Holiday Carryover
UW System Administrative Policy 1200-Interim 08 Extended Vacation Carryover
UW System Administrative Policy 1200-Interim 06 University Staff Vacation and Personal Holiday Carryover

UW-Madison Policies
Vacation Policy
Personal and Legal Holidays Policy
COVID-19 Pandemic Leave Policy, Section V

Posted: 2021-03-11, Refreshed: 2021-06-15

Source: UW System Human Resources

Employee Well-being Webinars

To live well, it is important to take care of your physical, emotional, and financial well-being. One of the ways to do that is by increasing your knowledge about various aspects of your well-being through webinars.

Below is a selection of well-being webinars available to help keep your well-being on track! Most of the webinars require registration and last approximately 60 minutes. Visit the UW System Human Resources Well-being Webinars webpage for the registration links and to find more webinars.

  • Wisconsin Strong Women: Exploring Your Life and Money Attitude
    Vendor: Summit Credit Union
    Date and Time: Tuesday, July 20, 2021 - 8:30 am
    Description: Positive or negative, your thoughts can impact your goals, dreams and how you live your life. This webinar will help you realize your attitude toward money and how to sustain a healthy attitude toward money for a financially fulfilling future.
  • Well WI Radio: Sustainable Fishing in Wisconsin
    Vendor: WebMD/StayWell (Well Wisconsin Program Administrator)
    Date and Time: Tuesday, July 27, 2021 - 12:00 pm
    Description: A monthly podcast style session that focuses on topics of health and well-being discussed with experts from around the state of Wisconsin. Join host, Morgan Meinen, as she talks with Sharon Moen, Eat Wisconsin Fish Outreach Specialist for the University of Wisconsin Sea Grant. Sharon will share why some fish choices are more sustainable than others and the health benefits of eating fish. Register for this webinar to learn more.
  • WRS: Annuity Options
    Vendor: Department of Employee Trust Funds (ETF)
    Date and Time: Wednesday, August 4, 2021 - 6:00 pm (additional dates and times available)
    Description: Did you know that there are many options for receiving your retirement benefit? You may choose to receive payment for life or extend payment after you pass so it is available to your loved ones. This webinar will explain an annuity, an annuitant, a beneficiary, and a named survivor in addition to how each option for payment will impact the size of your payment. Join this webinar to learn more.
  • Leveraging Your Vulnerabilities
    Vendor: Kepro (Employee Assistant Program (EAP) Administrator)
    Date and Time: Wednesday, August 11, 2021 - 12:30 pm
    Description: Our vulnerabilities make us human; but so often we try to conceal these aspects from others when, knowing and sharing vulnerabilities can help us enhance relationships and lead more productive lives. Register for this webinar to learn more.
  • Take the time to manage your well-being! Visit the UW System Human Resources Well-being Webinars web page to get started.

    You must attend webinars on your own time or consult with your supervisor for approval to attend during working hours.

    Source: UW System Human Resources

    WRS Contribution Rates for 2022 to Remain Stable

    The Department of Employee Trust Funds (ETF) recently announced the Wisconsin Retirement System (WRS) employee and employer contribution rates effective January 1, 2022. The employee contribution for 2022 will decrease slightly.

    The 2022 rates will apply to all paychecks paid in 2022, starting with the January 13, 2022 biweekly paycheck. As a reminder, WRS contributions are taken on a pre-tax basis for state and federal tax purposes.

    UW System employee contribution rates are determined by employment category. Most UW System employees are in the General/Teacher/Executive category. Employees with law enforcement or public protection duties (police officers, fire fighters) are in the Protective category.

    WRS Contribution Rates
    Employee Category General, Teacher and Executive Protectives with Social Security
    Year 2021 2022 2021 2022
    Employer Contribution 6.75% 6.50% 11.75% 12.0%
    Employee Contribution 6.75% 6.50% 6.75% 6.50%
    Total Contribution 13.5% 13.0% 18.5% 18.5%

    WRS contribution rates change annually, based on investment performance of the WRS and actuarial factors to pre-fund retirement benefits. In general, when investment earnings are greater than expected, contribution rates may decrease the following year. When returns are lower than expected, rates may increase to make up for the shortfall.

    Contribution fluctuations are considered normal for retirement systems like the WRS that pre-fund retirement benefits.

    For more information visit the WRS web page on the UW System Employee Benefits website.

    Source: UW System Human Resources

    Employee Assistance Program

    The Employee Assistance Program (EAP) is a confidential resource that can help you and your household family members address personal and/or work-related challenges. Some of the specific concerns you may use the EAP for include:

    • emotional issues
    • substance abuse
    • grief and loss
    • legal and financial issues

    The EAP provides you and your household family members up to six sessions per person per issue per year.

    For most UW System institutions (except UW-Madison) the EAP administrator is Kepro.

    How to Contact the EAP:

    • Phone: 833-539-7285 or 877-334-0489 (TTY)
    • Website: https://sowi.mylifeexpert.com (code SOWI); to access the online resources, you will need to set-up a username and password

    UW-Madison employees contact the Employee Assistance Office for EAP services.

    For more information, visit the UW System EAP web page.

    Source: UW System Human Resources

    Self-Guided Mental Health Resource

    SilverCloud is an online platform that offers self-guided, interactive programs and skill-building tools to help manage anxiety, depression, stress, resilience, and insomnia. If you are experiencing mild to moderate symptoms for any of the above conditions, this may be an effective way for you to help manage your condition(s). Mental health resources offered through SilverCloud are confidential and available to all UW System employees at no cost.

    What does each SilverCloud module contain?
    Each module takes about 40 minutes. Your progress is automatically saved so you can come back later if you get interrupted. A typical module contains seven parts:

    1. Introduction: Helps you decide which module to start with.
    2. Quiz: Helps gauge your knowledge and absorption of new information.
    3. Main Content: Displays the most important information and activities about the topic.
    4. Personal Stories: Based on real-life people, clinical knowledge and experiences to help you realize you are not alone.
    5. Tools: Activities that reinforce the information you learned throughout the module.
    6. Staying in the Present: Many topics discuss living in the past or thinking about the future. This activity uses mindfulness principles to bring you back to the present.
    7. Review: Allows you to reflect, set goals and incorporate what you learned into your life.

    How should I use SilverCloud for my well-being?
    Studies have shown that online cognitive behavioral therapy can provide an effective form of care for motivated individuals experiencing mild to moderate symptoms. SilverCloud may supplement traditional therapy or appointments with a counselor or you may use it without needing a counselor. A referral from a mental health or medical professional is not necessary to use this free online program.

    Where should I go to get started?

    For additional information on SilverCloud, go to the Mental Health Resources web page.

    What is the main difference between SilverCloud and the Employee Assistance Program (EAP)?
    The main difference between SilverCloud and the EAP is that Silver Cloud is self-guided whereas the EAP allows you to speak with a counselor for help on a much broader range of services (e.g. work/life balance, will preparation, financial concerns, etc.).

    Additionally, students are not eligible for the EAP; however, they may be eligible for similar services through the student health center at their institution.

    Note: Both programs are free and confidential.

    For additional information on the EAP, go to the Employee Assistance Program (EAP) web page.

    Source: UW System Human Resources

    Mid-Year Benefits Check-Up

    Family responsibilities, extra-curricular activities and/or work-related projects can keep us busy. With so much going on, it may be difficult to keep track of our preventive care or remember what resources are available to help manage our benefits. This article has several reminders and tips to help you manage your benefits.

    Health Insurance
    Most 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 9, 2021.

    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 web page 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?

    Most diagnostic and preventive services are covered at 100% by the Uniform Dental Benefits 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.

    Crowns, bridges, surgical extractions and many other more complex dental services are covered by the Supplemental Dental Insurance plans. If you are enrolled in supplemental dental and need any of these services, consider contacting your dentist to get your services scheduled.

    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 may 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 Optum Financial/ConnectYourCare (CYC), the plan administrator. The last day to incur expenses is December 31, 2021.

    For the Health Care (including Limited Purpose) FSA, up to $1,000 will carry over from 2020 to 2021. Up to $550 will carry over from 2021 to 2022.

    For the Dependent Day Care Account, up to $2,500 will carry over from 2020 to 2021. However, there will be no carry over from 2021 to 2022.

    Login to the Optum Financial/ConnectYourCare (CYC) website to determine if you have outstanding health care or limited purpose FSA claims that require documentation (substantiation). If so, submit your documents to substantiate your claims timely.

    Health Savings Accounts (HSA)
    If you have outstanding balances with your health, dental and/or vision providers for qualifying health, dental and/or vision expenses, use your HSA payment card for 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.

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

    • Tax-Sheltered Annuity (TSA) 403(b) Program
    • Wisconsin Deferred Compensation (WDC) Program

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

    Visit the Employee Benefits website to learn more about the benefits available to you through the UW System!

    Source: UW System Human Resources

    Well Wisconsin Program: 2020 Health Risks for UW System

    In 2020, 32% of UW System employees eligible for the Well Wisconsin Program completed a health assessment, health check and well-being activity to earn their $150 incentive. This amounts to over 10,700 employees that took positive steps to become more aware of their health. In 2020, the UW System had the highest program participation compared to all other State agencies.

    Based on those that completed this program in 2020, the health risk report identified weight, its biological consequences (high cholesterol and blood pressure) and stress as the primary risks for UW System employees. The health risk report provides aggregate data to allow WebMD/StayWell to further develop the well-being activities for future program years.

    Earn your 2021 $150 incentive by completing the health assessment, a health check and one well-being activity by October 8, 2021. Check out the well-being activity options on the WebMD website or through the Wellness At Your Side mobile app (code: SOWI).

    For additional information, visit the UW System Well Wisconsin Program page.

    Health information is protected by federal law and will never be shared with the WI Dept. of Employee Trust Funds, the group health insurance program, or employers. Review WebMD/StayWell’s Privacy Statement or view this short video for additional information.

    Source: UW System Human Resources

    Review Your Beneficiary Designations

    When was the last time you reviewed your beneficiary designations?

    Naming a beneficiary allows you to pass a financial interest on after you have passed away. If you do not recall who you have listed as your beneficiary, or you have experienced a life event such as a marriage, divorce or birth of a child, review your designations and submit updated beneficiary designations. The most recently dated beneficiary designation on file at the time of your death is binding for the payment of any proceeds. If a beneficiary is not designated, benefits will be paid according to plan provisions.

    Here is a list of the 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 Insurance
    • Accident Insurance (accidental death and dismemberment component of the plan)
    • Health Savings Account (HSA)
    • Wisconsin Retirement System (WRS)
    • UW Tax-Sheltered (TSA) Annuity 403(b)
    • Wisconsin Deferred Compensation (WDC) 457

    To see which benefit plans you are enrolled in, log into the portal for UW System institutions or for UW-Madison and follow these steps:

    1. Go to the Benefit Information module and click Launch full app.

    2. On the Summary page, review the Coverage column to see which plans you're enrolled in (Waive indicates you are not enrolled).

    3. Click Next to see additional plans.

    4. Review the plans you are enrolled in that have benefits payable to beneficiaries.

    Some plans allow you to update your beneficiary designations online while others require a signed paper designation beneficiary form. The UW System Beneficiary Information page provides information on how to designate a beneficiary for each benefit plan. If a plan you are enrolled in requires a paper form, you may print the applicable beneficiary form(s) from the Beneficiary Information page.

    Once you have completed the appropriate forms, mail them directly to the address listed on the form (not to your human resources office).

    Source: UW System Human Resources

    Well WI Radio: Bonus Episode! COVID-19 Vaccine Q&A

    WebMD/Staywell and Dr. James Conway from UW Health have joined forces to help you get answers to your vaccine questions. Listen in to this special edition interview on Well Wisconsin Radio. You can access it anytime at www.gotostage.com/channel/wellwisconsinradio.

    Host Morgan Meinen talks with Dr. Conway, Medical Director for UW Health Immunization Programs. Dr. Conway is currently providing oversight for UW Health COVID-19 vaccine logistics and serving in the Emergency Operations Committee for the UW System. He is involved in multiple COVID-19 vaccine development programs as well as serving on the WI State Disaster Medical Advisory Committee for COVID-19 vaccines.

    Well WI Radio is a podcast style program offered through the Well Wisconsin Program Administrator, WebMD/Staywell where topics of health and well-being are discussed with experts from all around the state of Wisconsin.

    The Department of Employee Trust Funds (ETF) is working with state health officials and the Group Health Insurance Program partners to ensure you receive the care you and your family need during the COVID-19 pandemic. Learn about vaccine coverage, testing, treatment, medications and more at etf.wi.gov/health/your-health-benefits-and-covid-19.

    Source: UW System Human Resources

    Wisconsin Strong Financial Fitness Challenge

    Financial stress can affect your health in many ways; it spills over into your home life, job, relationships with family and your friendships. That’s why UW System supports Wisconsin Strong, a unique financial wellness education program provided by the Department of Employee Trust Funds (ETF).

    Wisconsin Strong is designed to help you improve financial wellness and maximize your Wisconsin Retirement System (WRS) benefits – at all career stages. Plus, it’s absolutely free to you and your family.

    We encourage you to take advantage of the following Wisconsin Strong financial wellness education, resources, and tools:

    • College Savings Made Simple - When you open a new Edvest account between May 24 and May 31, you’ll receive a $50 match! Find out how you can take advantage of this limited time offer from Edvest, Wisconsin’s College Savings Plan.
    • Financial Fitness Challenge - Get a baseline on your financial stress and interests by taking the 5-minute Financial Fitness Checkup, a confidential self-assessment. Then gain access to a personalized playlist of relevant financial courses. This is a value of $1,000 and it’s free to you and your family. Take the Challenge now.
    • Well Wisconsin Program Incentive - After you complete your Financial Fitness Challenge, you’ll receive a reward code that can be applied as a well-being activity towards earning your $150 Well Wisconsin gift card.
    • Your WRS Benefits - Learn how to maximize your WRS pension, health, deferred compensation, and other benefits. Attend an ETF webinar or find quick and easy-to-access online resources for individuals who are new hires, mid-career, nearing retirement, and post-retirement.

    Financial wellness is a journey, not a one-time event, and your financial wellness is important to us. We encourage you to share these valuable resources with your family. Over the next several months watch for monthly financial wellness webinars offered by Summit Credit Union and resources from other Wisconsin Strong partners to help you with debt management, budgeting, investments, estate planning, retirement planning, and more.

    On Twitter, follow along at #WIStrongSecurity!

    Source: UW System Human Resources

    Mid-Year Changes: Healthcare FSA and Dependent Day Care Accounts

    Due to the COVID-19 pandemic, the Group Insurance Board recently approved the following flexibility granted by the IRS for Healthcare FSAs and Dependent Day Care Accounts.

    Healthcare FSAs

      • Increase annual carryover limit to $1,000 (from $550) from plan year 2020 to plan year 2021
      • Add personal protective equipment such as masks, hand sanitizer and sanitizing wipes as eligible expenses retroactive to January 1, 2021

    Dependent Day Care Accounts

      • Increase age limit for qualifying dependent child(ren) to under age 14 (for 2021)
      • Add an annual carryover limit of up to $2,500 from plan year 2020 to plan year 2021
      • Increase annual contribution limit to up to $10,500 for individuals or married couples filing jointly and $5,250 for married couples filing separately (for 2021)
      • Allow a one-time opportunity from June 1- June 30 for current participants to increase their annual contribution, without a qualifying life event.

    One-time Opportunity to Increase Dependent Day Care Account Contributions: Submit a completed Election Change Request Form. Your change will be effective the first of the month following receipt of your form.

        • Submit your completed form on or before June 1 to be effective June 1
        • Submit your completed form June 2 - June 30 to be effective July 1
      • Submit your completed form after June 30 and your change will be denied. Your next opportunity to make a change without a qualifying life event will be during the Annual Benefits Enrollment period in the fall.

    Note: The increased dependent day care account amount may be used for eligible expense(s) incurred on/after January 1, 2021, even those that occurred prior to your new election.

    Healthcare and Dependent Day Care Account Carryover from 2020 to 2021: No action is necessary on your part to receive the additional healthcare carryover and/or the dependent day care account carryover. If you have funds that are eligible to be carried over, the funds will automatically be applied to your account mid-June.

    Questions: For questions about your flexible spending account, contact Optum Financial/ConnectYourCare at 833-881-8158.

    For questions on submitting a dependent care change form or your flexible spending account payroll deductions, contact your institution’s benefits office.

    Source: UW System Human Resources

    WRS News Online, May 2021

    External link: https://etf.wi.gov/news/wrs-news-online/issue/18566

    How To Use Your 2021 Benefit ID Cards

    Are you using the right benefit ID card when you see your doctor, pick up a prescription, visit the dentist, or get your eyes checked? Using the right ID card when you check in for your appointment or pick up your prescription can save you time and prevent issues later.

    State Group Health Insurance ID Card
    Present your health insurance ID card at telehealth/virtual visits, office visits, urgent care visits, emergency room visits, routine eye exam services, and during any other appointments that involve healthcare services.

    If you did not receive your ID card or need to request a new one, contact your health plan.

    Pharmacy Benefits ID Card
    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. Present your Navitus ID card when you:

      • Visit a pharmacy to pick-up your prescription(s) and/or
      • Request prescriptions through mail order (mail order services are provided by ServeYou)

    Contact Navitus at 1-866-333-2757 to request a new ID card or go to www.navitus.com to request one or print one.

    Uniform and Supplemental Dental Insurance ID Card
    The Uniform Dental and Supplemental Dental Insurance plans are 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 already have an account with Delta Dental, click the Sign In link
        • If you do not have an account with Delta Dental, click the Register link

    Once you are logged in, your ID card will appear on the right. Click the appropriate link to download and print or save an electronic version of your ID card. You may also contact Delta Dental at 800-236-3712 to request that your ID card(s) be mailed to your home address.

    Vision Insurance ID Card
    Vision insurance is administered by DeltaVision/EyeMed. If you are enrolled in vision insurance, present your DeltaVision/EyeMed ID card when you check in for your vision appointment.

    Go to the DeltaVision/EyeMed to print a vision insurance plan ID card.

    • If you already have an account, enter your login information, then click Sign In
    • If you do not have an account, click the Need to Register link

    Once you are logged in, go to the Account tab, then select Print My ID Card. Contact DeltaVision/EyeMed at 855-544-6035 to request your ID card be mailed to your home address.

    Debit Card for Health Care Flexible Spending Account (FSA), Limited Purpose Flexible Spending Account (LPFSA), Health Savings Account, Parking Account
    These accounts are administered by ConnectYourCare (CYC). Upon enrollment you will be issued a single debit card even if you are enrolled in multiple accounts. Click the links below to review eligible expenses for each account.

    Contact CYC at service@connectyourcare.com or 833-881-8158 with questions.

    Review Your Cards for Accuracy
    Review your ID cards for accuracy. If there are errors or if you have not received your 2021 benefit plan ID cards, contact the benefit plan to request them.

    Source: UW System Human Resources

    Summer Prepay Insurance Premium Deductions

    Summer prepay insurance premiums are deducted from spring paychecks to cover the cost of continuing insurance coverage through the summer (contract break) months for eligible Faculty, Academic Staff, Limited Appointees, Student Assistants, and Employees-in-Training.

    The following employee groups will have Summer prepay deductions taken for State Group Health Insurance and other insurance programs in which enrolled* in addition to regular monthly insurance premium deductions.

      • Academic (9-month) employees who will return to UW employment in the fall of 2021 will have deductions on April 1, April 30 and June 1 paychecks.
      • Academic (9-month) employees with a summer service/summer session appointment will have deductions on April 1, April 30 and June 1 paychecks.
      • Academic (biweekly non-exempt employees) will have deductions on March 25, April 8 and 22, May 6 and 20 and June 3 paychecks.

    Employees will receive an email with an estimated summer prepay deduction amount prior to the above pay dates.

    Why are Summer Prepay Deductions Taken in the Spring?
    The additional summer prepay deductions are taken to continue an employee’s insurance coverage through the summer (contract break) months. The Summer prepay deductions must be taken in the spring since these insurance premiums cannot be taken during a contract break and cannot be deducted from summer service/summer session earnings.

    What if an Employee’s Employment Status Changes?
    If an employee’s summer or fall 2021 employment status changes after they have had summer prepay deductions, they may receive deduction refunds. If an employee will be terminating employment, and will not return in fall 2021, they should contact their human resources office to determine 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 immediately regarding the impact to their insurance benefits.

    What if an Employee does not Have Summer Prepay Deductions Taken?
    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.

    If a bill is received, payment must be made by the billing invoice due date to ensure that insurance benefits are not canceled due to non-payment. If benefits are canceled due to nonpayment, the next opportunity to enroll in the insurance benefits may be during the fall 2021 Annual Benefits Enrollment period with an effective insurance coverage date of January 1, 2022.

    For questions, contact your human resources office.

    * Does not include: Flexible Spending Account (FSA), Health Savings Account (HSA), Tax Sheltered Annuity (TSA), and Wisconsin Deferred Compensation (WDC) deductions. Health Opt-Out Incentive payments and HSA Employer contribution will be processed in the summer months.

    Source: UW System Human Resources