HR, Payroll and Benefits News

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

Electronic copies of the 2019 W-2 Forms (Wage and Tax Statements) are now available online in the MyUW portal. Employees will receive a paper copy of the W-2 Form via U.S. mail by January 31, 2020. Note: Paper copies are mailed to all employees except those who elected to receive an electronic only W-2 by 10 a.m. on January 15, 2020.

Instructions to View/print 2019 W-2 Form. Note: You must be logged into a UW network (either connected directly to a UW network, or remotely by using VPN) in order to be able to access your W-2.

Availability of Other Tax Forms

Some employees will receive one or more additional tax forms from the University of Wisconsin. Note: These additional forms are not applicable to all employees.

Examples of additional forms an employee may receive include:

    • Form 1095-C - An email communication will be sent to employees who will receive this form.
    • The Fellowship Letter is typically available in February.
    • The 1042-S Forms are typically 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. Instructions to View/print 1042-S Form and Fellowship Letter.

Resources

Filing Taxes

Employees should use their W-2 Form, not their final 2019 earnings statement, to file taxes. Some employees have had adjustments made to their 2019 taxable earnings since the last 2019 payroll was paid and 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 27, 2020 for the 2019 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.

If you have questions, contact your Payroll office.

Source: UW-Shared Services, Service Operations

Make Your Well-Being a Resolution!

It’s that time of year again – the time when we make New Year’s resolutions to be healthier versions of ourselves. We all have great intentions at the beginning of January, but sometimes our goals are so overwhelming, or too vague, and follow through can be difficult. But what if you focused on setting small goals that would help your overall well-being throughout the year?

Many times we think of well-being as physical and mental health. Both physical and mental, or emotional, well-being are very important to your overall health, but according to the Wellness Council of America (WELCOA), there are six others to also consider: environmental, financial, intellectual, occupational, purpose and social. Listed below are a few ideas of resolutions you can make to get started on your journey to better overall well-being.

Emotional

  • Keep a daily journal
  • Practice yoga

Environmental

  • Make recycling a priority
  • Use a reusable BPA-free water bottle

Financial

Intellectual

  • Choose books to read in the new year
  • Start a hobby

Occupational

  • Research topics in your field
  • Enroll in a course at a community college

Physical

  • Aim for 7-8 hours of sleep each night
  • Take a short walk every day

Purpose

  • Volunteer for a cause important to you
  • Work on a hobby

Social

  • Plan a gathering with family or friends
  • Join a group based on one of your hobbies

You can also access Well Wisconsin, administered by StayWell, which offers a variety of wellness programs that can help you achieve your health and well-being goals.

There are many small steps you can take to make a large impact on your well-being in 2020!

Source: UW System Human Resources

Tax Law Changes for Parking Fees, Vanpool, and Bus Passes

On December 20, 2019, H.R. 1865 The Further Consolidated Appropriations Act 2020 was signed into law by the Federal Government. As a result, parking, vanpool, and bus passes for all UW System employees will change from a post-tax to a pre-tax deduction.

  • If you are paid monthly, you will see the pre-tax deduction on your January 31 paycheck (for the pay period of January 1 - January 31).
  • If you are paid biweekly, you will see the pre-tax deduction on your January 30 paycheck (for the pay period of January 5 - January 18).

In addition, UW System is working with the Department of Employee Trust Funds (ETF) on approval and potential re-implementation of the Parking & Transit Accounts through ConnectYourCare. As we learn more, information on the Parking & Transit Accounts will be shared with employees.

If you have additional questions, please contact human resources.

Source: UW System Human Resources

What You Need to Know About Telemedicine

Would you like the ability to seek basic medical care from the comfort of your own home?

If so, the telemedicine services in the State Group Health Insurance Program may allow you to do so. With the arrival of flu season, now may be a good time to learn about telemedicine. Watch the Get Medical Care When You Need It Fast video to help you determine if telemedicine may meet your needs.

What is telemedicine/telehealth (used interchangeably)?

The remote diagnosis and treatment of patients by means of electronic communication. This means that for non-urgent 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 insurance carriers in the State Group Health Insurance Program.

Why should you consider 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 service be covered by your State Group Health Insurance?

This will depend on which plan design you are enrolled in.

    • Health Plan: Telemedicine services are covered at 100%.
    • High Deductible Health Plan (HDHP): Telemedicine services are covered at 100% after you meet your deductible. This is necessary to comply with Health Savings Account (HSA) eligibility requirements as well as coverage mandates per 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 toll-free number on your health insurance ID card.

Source: UW System Human Resources

StayWell Portal Update

StayWell, the administrator for the Well Wisconsin Program, has a new employee portal. Remember, the Well Wisconsin Program is available to you and your spouse in 2020 if you have enrolled in the State Group Health Insurance Program. To get started, you and your covered spouse will need to create a new account through the StayWell portal. Once logged in, explore the site and become familiar with the new features:

  • Coach chat and virtual visits
  • Guided meditation app
  • Access to games, workout videos and recipes

StayWell will be sending you direct communications making you aware of the new portal. The intent is to help you get the most out of the Well Wisconsin Program.

Review the Well Wisconsin Program page to learn more about the Well Wisconsin Program.

Source: UW System Human Resources

NEW Form W-4 for Tax Withholding

The Internal Revenue Service (IRS) has recently published a newly designed Form W-4 due to federal tax law changes.

Why Has the IRS Published a New Form W-4?

The new W-4 is designed to help employees more accurately calculate their withholding allowances. Federal tax law changes have removed personal and dependent exemptions from the W-4. In the past, the value of a withholding allowance was tied to the amount of a personal exemption. This is no longer the case.

Who Should Complete a New Form W-4?

Current employees are not required to submit a new form. It is only required if you are a new hire in 2020, OR if you wish to update your current W-4 for payrolls dated after January 1, 2020.

Each employee must make withholding decisions on their own, or with the assistance of their individual tax consultant. Withholding is a very individual decision based on each person's financial and personal situation. The UW is not authorized to provide tax advice.

To help you decide if you should complete a new W-4, review the resources below, and consider if you have had any personal or financial changes in the past year. Remember, you are not required to submit the new form.

New Form W-4 Resources

To help employees learn about and complete the new W-4, FAQs are posted on the IRS website. In January 2020, an IRS Tax Withholding Estimator will be added to the IRS website to further assist employees in making decisions about the new form.

If You Want to Complete a New Form W-4

If you decide after reviewing the new W-4 and applicable resources that you would like to complete a new form, you can submit a Form W-4 at your campus human resource office. Before completing the 2020 form, read the instructions included with the form.

  • You must complete Step 1 (personal information) and Step 5 (signing the form).
  • Steps 2, 3, and 4 are optional, but completing them will help ensure that your federal income tax withholding will more accurately match your tax liability. Step 2 is for households with multiple jobs. Step 3 is used to claim tax credits for dependents. Step 4 is for other adjustments (additional income such as interest and dividends, itemized deductions that exceed the standard deduction, and extra tax you want withheld).

NEW Employee Self-Service Form W-4

Early in 2020, it is planned that electronic self service will be available for employees to update their W-4 on the MyUW portal. Stay tuned for updates on this as we begin the new year.

Please contact your Payroll office if you have questions.

Source: UW System Human Resources

Reminder: Health Care Flexible Spending Account Participants

The Health Care Flexible Spending Account (FSA) and Limited Purpose Health Care FSA allow participants to pay certain out-of-pocket expenses with tax-free dollars. Since these are spending accounts, the money is intended to be spent. This article is a reminder for participants to use their FSA money and to substantiate claims timely.

Eligible Expenses:
Health Care FSA eligible expenses include:

  • Medical
  • Dental
  • Vision

Limited Purpose Health Care FSA eligible expenses include:

  • Medical (post-deductible only)
  • Dental
  • Vision

How to Pay for Eligible Expenses:
Once eligible expenses have been incurred, determine how to pay for them. Until December 31, 2019, in most situations, the Health Care FSA debit card (from the Health Care FSA administrator, TASC) will work at the point of sale or service. However, there are other options to submit FSA claims manually or to substantiate a claim after the debit card has been used:

Provide Information Timely to Substantiate Claims
For efficient processing, remember to include appropriate IRS required supporting documentation with claim(s) submission. TASC will contact participants directly when additional information is needed to substantiate claim(s).

Review your account at https://partners.tasconline.com/ETFEmployee to see if you have claims that require documentation.

Failure to provide documentation to the Health Care FSA administrator (TASC) when requested may require repayment by the employee. Repayment is done by deducting money from the employee's paycheck on an after-tax basis. Claims should be substantiated by December 31, 2019 to avoid repayment.

Health Care FSA Carry Over Reminder
Up to $500 of unused funds in a Health Care or Limited Purpose FSA will carry over into the following year (even if you do not enroll in the FSA for the following year). However, due to the administrator change effective January 1, 2020, you will not be able to access your carry over funds with the new administrator until May 1, 2020. Unused funds greater than $500 90 days after the run-out period are forfeited.

FSA Administrator Change
Effective January 1, 2020, the FSA administrator will change from TASC to ConnectYourCare (CYC). Claims incurred January 1 - December 31, 2019 should be submitted to TASC by December 31, 2019. Claims incurred January 1, 2020 and after should be submitted to ConnectYourCare.

For more information on this change see the Flexible Spending Account - 2020 Vendor Change.

For additional resources: UW System Employee Benefits website.

For questions, contact TASC at 1-844-786-3947 or 1customercare@tasconline.com.

Source: UW System Human Resources

2020 Benefit Change Reminders

Review your 2020 Benefit Enrollments

As 2019 comes to an end, now is a great time to review your 2020 benefits! Use Self Service to review your Benefits Summary online:

  1. Log into the MyUW portal for UW System institutions or for UW-Madison.
  2. Go to the 'Benefit Information' module.
  3. Choose the 'Summary' tab and click 'View Benefits Summary Detail'.
  4. In the 'As of Date' field, enter 01/01/2020 and click 'Refresh.'

The information below outlines benefit plan changes for 2020.

Health Insurance
Here are the changes to the State Group Health Insurance Program for 2020:

  • Premiums will increase slightly.
  • Annual deductibles and out-of-pocket maximums will not change; however, they will reset at the beginning of the new plan year, January 1, 2020.
  • Primary Care Provider (PCP): Employees, spouses and dependents enrolled in the State Group Health Insurance Program for 2020 must select a primary care provider (PCP). For assistance designating a PCP or updating your PCP, contact your health plan directly.
  • Newly Covered Services: Bariatric surgery and other weight loss services for participants with a body mass index of 35 or greater; also based on medical necessity.

Pharmacy Benefits (Navitus)
In 2020, vaccinations may be covered at retail pharmacies or at your doctor's office. Find in-network pharmacies and formulary lists on the Navitus website, or contact Navitus directly with questions at 1-866-333-2757.

Well Wisconsin Program Incentive
Employees and spouses enrolled in the State Group Health Insurance Program are eligible for the Well Wisconsin Program Incentive. To receive the incentive for 2020, a health screening, health assessment and a Well-Being activity will need to be completed by October 9, 2020.

In addition, StayWell will be launching a new employee portal on January 6, 2020. In preparation for the new portal, the current portal will be unavailable starting December 20, 2019. To access the new employee portal, employees and spouses will need to create a new username and password.

Additional information will come directly from StayWell in early 2020.

Dental Insurance
Review the dental comparison chart for details on the annual maximums and the level of coverage for different services provided by each of the dental plans. Delta Dental will continue to administer all of the dental insurance plans.

Uniform and Preventive Dental Benefits: The Uniform Dental plan is available to employees enrolled in State Group Health Insurance. The Preventive Dental plan is available for employees not enrolled in State Group Health Insurance. Both plans provide preventive dental services. Additionally, coverage for periodontal maintenance will increase from 80% to 100% for both plans in 2020.

Reminder: Evidence Based Integrated Care allows you to access additional dental services (cleanings or topical fluoride treatments) for certain medical conditions. Some examples are cancer therapy, periodontal disease, diabetes, pregnancy, high-risk cardiac conditions, suppressed immune systems, kidney failure and/or dialysis. Contact Delta Dental directly for additional information if you are enrolled in dental insurance and any of these medical situations apply to you and/or your covered spouse/dependent(s).

Supplemental Dental Benefits (Select and Select Plus Plans): One of the main differences between the plans is the provider network. If you enrolled in the Select plan, you should confirm that your dentist is in the PPO network. If you enrolled in the Select Plus plan, you should confirm that your dentist is in the PPO or Premier network. Find a Delta Dental network dentist here.

Vision Insurance (VSP)
There are no changes to the vision insurance plan for 2020.

Flexible Spending Accounts (FSA)
The annual maximum for the Health Care and Limited Purpose FSA's for 2020 is $2,700 (slight increase). The annual maximum for the Dependent Care FSA for 2020 is $5,000 per household (no change).

Health Savings Accounts (HSA)
The HSA is a required component of the High Deductible Health Plan (HDHP).

  • HSA Annual Maximum Contribution: Increased to $3,550 for single coverage and $7,100 for family coverage.
  • Catch-up Contribution: There is an additional $1,000 catch-up contribution amount maximum for employees that are or will attain age 55+ during the calendar year.
  • Employer HSA Contributions: Will remain the same for 2020. $750 for employees enrolled in single coverage and $1,500 for employees enrolled in family coverage. Employees with less than half time rates will receive $375 if enrolled in single coverage and $750 if enrolled in family coverage. Crafts workers are not eligible for the employer HSA contribution.
  • Employee Contributions: Contain a triple tax advantage by making contributions, distributions for qualifying expenses and investment earnings tax-free! Employee contributions may be made at any time.

Vendor Change: FSA and HSA
Effective January 1, 2020, the FSA and HSA administrator will change from TASC to ConnectYourCare (CYC). For information regarding this change, review the FSA and HSA - 2020 Vendor Change webpage.

Accidental Death & Dismemberment (AD&D)
There are no changes to the AD&D plan for 2020. Reminder: An identity theft protection component is included (LifeStages Identity Management Services from CyberScout).

Accident Insurance
This is a new plan for 2020! This plan may provide cash payment to you in the event of an accident. Review the Accident Insurance page for additional information (including how to file claims shortly following an accident). This plan includes an accidental death & dismemberment component.

Source: UW System Human Resources

2020 Benefits ID Cards

STATE GROUP HEALTH INSURANCE
Health insurance plan ID cards are typically sent to participants by the end of December for enrollments that occurred during the Annual Benefits Enrollment (ABE) period. You will receive a health insurance ID card for 2020 if you:

  • Chose a different health plan: Employees who chose a different health plan design or a different carrier during the Annual Benefits Enrollment (ABE) period will receive a new ID card.
  • Chose the same health plan: Employees who chose the same health plan design with the same carrier during the Annual Benefits Enrollment (ABE) period will typically only receive a new ID card if they added or removed dependents.

The ID cards are effective January 1, 2020. Present your new ID card at appointments that occur on or after January 1, 2020. You may be able to login and print an ID card online. Remember, before you see a health care provider in 2020, check to make sure they are in-network by using the Health Plan Search.

PHARMACY BENEFITS
Newly enrolled employees in health insurance for 2020 will receive an ID card from Navitus for pharmacy benefits. Currently enrolled employees will only receive a new card if they added or removed dependents. If a change was made, employees can expect to receive their ID card in early January. You can register and login to print an ID card online at www.navitus.com.

FLEXIBLE SPENDING ACCOUNTS (FSA) AND HEALTH SAVINGS ACCOUNT (HSA)
If you are enrolled in a Health Care FSA or HSA for 2020, you will receive a payment card from ConnectYourCare (CYC), the new 2020 administrator, by the end of December. If you are not enrolled in a Health Care FSA or HSA for 2020; however, you have Health Care FSA carry over funds or an HSA balance, you will also receive a payment card from CYC.

Effective January 1, 2020, FSA and HSA administration will change from TASC to CYC. All participants affected by this change have received communications directly. Additional information regarding the change is available on the 2020 Vendor Change page.

Note: Your TASC Health Care FSA payment card for 2019 expenses may only be used until December 31, 2019. If you complete the HSA electronic funds transfer authorization by December 31, 2019, your TASC HSA payment card may be used for expenses until February 3, 2020.

DENTAL INSURANCE
Newly enrolled employees in Uniform Dental, Preventive Dental and/or Supplemental Dental (Select or Select Plus) will receive an ID card from Delta Dental by the end of December. Currently enrolled employees will only receive a new ID card if their level of coverage has changed (e.g. single to family). You may be able to login and print an ID card online at www.deltadentalwi.com/state-of-wi.

VISION INSURANCE
VSP, the vision insurance plan administrator, does not issue ID cards. If you are enrolled in vision for 2020, you should notify your vision provider that you have VSP vision insurance when you schedule your vision appointment. Your provider will then contact VSP to verify coverage.

ACCIDENT INSURANCE
Securian, the Accident Insurance plan administrator, does not issue ID cards. Review the Accident Insurance page for claims filing information shortly following an accident.

REVIEW YOUR CARDS FOR ACCURACY
Review your ID cards for accuracy. If you discover errors or if you do not receive your ID cards by mid-January, contact the plan directly to request new ID cards.

Your institution’s Human Resources team is not able to request new cards on your behalf.

Source: UW System Human Resources

2020 Benefit Premium Deductions

Are you wondering when your paycheck will reflect your 2020 benefit premiums? Or when deductions for your 2020 Flexible Spending Account (FSA) and/or Health Savings Account will begin? If so, continue reading.

Health, Dental, Vision and Accident Insurance Premiums
State Group Health and Dental Insurance premiums are increasing slightly for 2020. Insurance premium deductions for 2020 will begin on the following paycheck dates:

  • Biweekly paid employees: December 19, 2019
  • Monthly paid employees: January 2, 2020

Reminder: Vision Insurance premiums are not changing for 2020.

Flexible Spending Account (FSA) and Health Savings Account (HSA) Contributions
If you enrolled in an FSA and/or HSA for 2020, your first contribution will be on your January 2, 2020 paycheck.

Individual & Family Life Insurance and UW Employees, Inc. Life Insurance Premiums
If you will be in a new premium age category as of January 1, 2020, your premium will change on the following paychecks:

  • Biweekly: December 19, 2019
  • Monthly: January 2, 2020

If you increased your coverage for the Individual & Family Life Insurance Plan during the Annual Increase Option period, your premium will also change on these paycheck dates.

Accidental Death & Dismemberment (AD&D) Insurance Premiums
If you enrolled, changed coverage levels or disenrolled during the Annual Benefits Enrollment, your premium will change on the following paychecks:

  • Biweekly: December 19, 2019
  • Monthly: January 2, 2020

Income Continuation Insurance (ICI) Premiums
The ICI premium will increase by 20%, effective February 1, 2020. Your premium will increase on the following paychecks:

  • Biweekly: February 13, 2020
  • Monthly: February 28, 2020

Wisconsin Retirement System (WRS) Contributions: Employee and Employer
The WRS employee and employer contributions for 2020 will increase for most employees from 6.55% to 6.75%. This includes protective employees with Social Security. The increase will occur on the January 2, 2020 paycheck for all employees.

Source: UW System Human Resources

2020 Tax-Sheltered Annuity and Wisconsin Deferred Compensation Contribution Limits

The IRS recently announced the 2020 contribution limits for the UW Tax-Sheltered Annuity (TSA) 403(b) Program and the Wisconsin Deferred Compensation (WDC) 457 Program.

In 2020, employees may contribute a basic maximum of $19,500 to the TSA Program. Employees age 50 and over can contribute an additional $6,500 for a total of $26,000. These same limits apply to WDC. Employees can contribute the maximum to both programs for a total of $39,000 (under age 50) or $52,000 (age 50 or older).

If you have 15 years or more of service with the UW System and have contributed less than an average of $5,000 per year over your UW System 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 increase (or decrease) your TSA deduction for 2020, login to the the MyUW portal for UW System institutions or UW-Madison. Launch the Benefits Information tile. On the bottom of the screen, click on “Update TSA Deductions” to make your change. You can also submit a TSA Salary Reduction Agreement to your human resources office.

If you are enrolling for the first time, you can use the EZ Enrollment Form or set your account up online (or paper application) with the provider(s) of your choice and then fill out the Salary Reduction Agreement.

For questions on the TSA program, visit the TSA website or contact your human resources office.

To change your WDC contribution call the WDC office at (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.

Source: UW System Human Resources

Social Security and Medicare Taxes for 2020

The Social Security wage base will rise to $137,700 in 2020 from $132,900 in 2019. This means that the first $137,700 of an employee's taxable wages are subject to Social Security taxes. An employee and the UW will each pay 6.2% on taxable wages up to $137,700.

An employee's entire taxable salary is subject to Medicare tax. Both the UW and the employee pay 1.45% on all taxable compensation. Further, any taxable wages that exceed $200,000 ($250,000 for married couples filing jointly) are subject to an additional 0.9% tax. There is no employer match for additional Medicare tax.

Source: UW-Shared Services, Service Operations

WRS News Online, September 2019

External link: https://etf.wi.gov/news/wrs-news-online/issue/17856