HR, Payroll and Benefits News

Electronic Distribution of Tax Forms Available

Active UW employees can receive W-2 and 1095-C forms via electronic-only distribution. Electronic forms are available earlier than mailed paper forms and delivery is environmentally friendly and secure.

Complete consent forms by January 12, 2023, using the instructions in the Electronic Only Consent tipsheet. Consent can also be withdrawn at any time using the instructions in the tipsheet.

The W-2 form includes compensation and tax withholding for the previous calendar year. The 1095-C form documents that an employee who worked full-time for all or some months in the previous year was offered health insurance.

Employees who do not complete consent forms, who have withdrawn consent or have terminated prior to January 12, 2023 will be receive W-2 and 1095-C via U.S. Mail at the address on file.

Note: The consent option in this article does not apply to the 1042-S form. 1042-S forms are available electronically in the Glacier Online Tax Compliance System for employees who choose electronic delivery through that system.

If you have questions, contact serviceoperations@uwss.wisconsin.edu.

Source: UW-Shared Services

Reminder: Deadlines For Using Flexible Spending Accounts

An FSA allows you to be reimbursed for certain out-of-pocket expenses with tax-free dollars. Since these are spending accounts, the money should be spent. Eligible expenses include:

  • Medical (post-deductible only if you are also in the HDHP and HSA)
  • Dental
  • Vision
  • Dependent Day Care

To be reimbursed from your 2022 Health Care Flexible Spending Account (FSA), you must incur eligible expenses by December 31, 2022. Then, submit and substantiate your expenses by March 31, 2023.

How to Pay for Eligible Expenses:

For the Healthcare FSA, you can use your payment card from the FSA administrator (Optum) at the point of sale or service. Otherwise, pay for your eligible expenses with a personal credit card, a debit card, cash, or check and submit your eligible expenses for reimbursement through Optum’s mobile app or website.

How to Submit Eligible Expenses for Reimbursement

The most efficient way to submit your eligible expenses for reimbursement is electronically by using the Optum mobile app or website. The links are below.

Remember to include the required IRS supporting documentation with your submission. Optum will contact you directly for additional information. Failure to provide documentation when requested may require repayment through payroll on an after-tax basis. Substantiate your claims by December 31, 2022, to avoid the repayment process.*

* The repayment process applies to the Healthcare FSAs only; it does not apply to the Dependent Day Care FSA.

Carryover Reminders

Up to $570 of unused funds in a Health Care FSA will carry over from 2022 to 2023 on/around April 15, 2023. Unused funds greater than $570 will be forfeited. The IRS does not allow carryover for the Dependent Day Care FSA.

For questions about your claims, eligible expenses, or your payment card, contact Optum at (833) 881-8158.

For general information, review the UW System Employee Benefits FSA web page.

Source: UW System Human Resources

University Staff: Use Paid Leave Before Year-End

University Staff should plan ahead and schedule paid leave now to avoid losing hours that are not eligible for carry over into 2023.

Personal, Legal and Floating Legal Holidays – Use by December 31, 2022
Personal, Legal and Floating Legal Holidays granted for 2022 must be used by December 31, 2022, or they will be lost.

Floating Legal Holidays will be granted for December 24 and December 31, 2022 and must be used by December 31, 2022. A floating legal holiday occurs when a legal holiday falls on a Saturday. An employee is granted eight hours of floating legal holiday (prorated, if part-time). When a legal holiday falls on a Sunday, the legal holiday is observed, and the UW System is closed on the Monday following the legal holiday.

Vacation
All vacation hours carried over from 2021 must be used or banked (if eligible) by December 31, 2022, or they will be lost.

Vacation not used within the calendar year earned may be carried over until December 31 of the following year.

Use the View Absence Balances tipsheet to review your Vacation Carryover, Personal Holiday and Legal Holiday leave balances. Your Legal Holiday balance includes any Floating Legal Holiday hours.

Note for Faculty, Academic Staff, and Limited Appointees, paid leave is granted on a fiscal year basis (July 1 – June 30).

Resources

UW System Policies:

UW-Madison Policies:


Source: UW System Human Resources

2023 Benefits ID Cards

If you enrolled or made changes to your benefits during the Annual Benefits Enrollment (ABE) period, you may receive new benefits ID cards.

Review your ID cards for accuracy. If you discover errors or if by early January you do not receive all the ID cards you expected to receive, contact the plan directly. Your institution benefits contact is not able to request ID cards on your behalf.

See below for ID card information specific to each benefit plan.

STATE GROUP HEALTH INSURANCE

If you enrolled or made changes to your dependents, health plan design, or health insurance carrier, you should receive a new ID card by early January. Present your new ID card at appointments after January 1, 2023.

You may be able to obtain an ID card online through your health insurance plan carrier’s website. The website address for your health insurance plan carrier can be found in the Health Benefits Decision Guide (last page).

PHARMACY BENEFITS

If you are newly enrolled in health insurance for 2023 or added/removed dependents, you will receive an ID card from Navitus, the pharmacy benefits manager. You should receive your ID card by early January. To access your ID card online, go to www.navitus.com.

DENTAL INSURANCE

If you are newly enrolled in Uniform Dental, Preventive Dental or Supplemental Dental (Select or Select Plus), you should receive an ID card from Delta Dental by early January.

If you are currently enrolled, you will only receive a new ID card if your level of coverage changes January 1 (for example: from single to family) even if you enrolled in a different health plan for 2023.

You may obtain an ID card online at www.deltadentalwi.com/state-of-wi.

VISION INSURANCE

If you are newly enrolled in vision insurance for 2023 you will receive an ID card from the vision insurance administrator, DeltaVision/EyeMed by early January. If you are currently enrolled in 2022, you will not receive a new ID card.

You may obtain an ID card online at www.deltadentalwi.com/state-of-wi.

Note: You may not need to show your ID card at your vision appointment as most vision providers will be able to verify that you have coverage through DeltaVision/EyeMed.

ACCIDENT INSURANCE

Securian, the Accident Insurance plan administrator, does not issue ID cards. Review the Accident Insurance web page for information about how to file claims. Most claims must be filed within a specific timeframe shortly following an accident.

FLEXIBLE SPENDING ACCOUNTS AND HEALTH SAVINGS ACCOUNTS

If you are enrolled in a Health Care Flexible Spending Account (FSA) or a Health Savings Account (HSA) for 2022 and already have a payment card from Optum or ConnectYourCare you may continue to use your current payment card until the expiration date. Shortly before the expiration date Optum will automatically issue you a new payment card.

If you are newly enrolled in a Health Care FSA or an HSA for 2023, you should receive a payment card from Optum by early January.

If you have money in multiple accounts (FSA, HSA, Parking), the same payment card should be used for all accounts.

PARKING ACCOUNT

If you are enrolled in a Parking Account for 2023, and for 2022 were:

  • Enrolled in a Health Care FSA or an HSA, you may use your current payment card for all eligible Health Care FSA, HSA, and parking expenses.
  • Not enrolled in a Health Care FSA or an HSA, Optum will send you a payment card by early January to use for eligible parking expenses.

TRANSIT ACCOUNT

The Transit Account does not have a payment card. If you are enrolled in a Transit Account, submit your claims for reimbursement through the Optum Financial mobile app or portal, or by completing a paper claim form.

For additional information about each benefit plan, review the UW System Employee Benefits website.

Source: UW System Human Resources

Employee Well-being Webinars

Take care of your physical, emotional, and financial well-being by increasing your knowledge about various aspects of your well-being through webinars.

Below are several webinars available to help keep your well-being on track! Most of the webinars require registration and are 30-60 minutes. Visit the UW System Human Resources Well-being Webinars web page for the registration links and more webinars.

Well WI Radio Podcast: Avoid Holiday Overspending
Vendor: WebMD (Well Wisconsin Program Administrator)
Date and Time: On demand
Description: The Well Wisconsin Radio podcast focuses on topics of health and well-being discussed with experts from around the state of Wisconsin. Join host, Renee Fox, as she talks with Jody Brown, Vice President of Wealth Management for Summit Financial Advisors. During this episode, they will discuss the pressure of spending money on holiday gifts which can make the holiday season a little less enjoyable. They will also share unique gift ideas to help you avoid overspending. Listen to this episode to learn more.

Choosing When to Retire
Vendor: Department of Employee Trust Funds (ETF)
Date and Time: Wednesday, November 30, 2022 – 1:00 pm (other dates and times available)
Description: This webinar will explain the Wisconsin Retirement System (WRS) and what to take into consideration when determining your retirement date. By the end of this webinar, you should understand how retiring at different times throughout the calendar year can affect your WRS benefit. Join this webinar to learn more!

Family Dynamics during the Holidays
Vendor: Kepro (Employee Assistance Program Administrator)
Date and Time: Wednesday, December 14, 2022 – 12:30 pm
Description: The holiday period evokes images of warmth and happiness as you reconnect with family and friends. However, this is often a difficult time of year as you attempt to navigate your relationships with family and friends. Join this webinar to discover ways to establish boundaries to help you enjoy the holidays more than you thought possible.

Take the time to manage your well-being! To get started, visit the UW System Human Resources Well-being Webinars web page.

Webinar attendance is on your own time. Consult with your supervisor for approval to attend during working hours.

Source: UW System Human Resources

Review/Update Your Personal Information

Review your personal information periodically to make sure all information is accurate and up to date. You can update information in the MyUW portal.

The Personal Information Help video and tipsheets tab provides resources for making your updates for the following:

  • Address
    • This address is used for tax documents and other mailings for inactive employees and those without electronic tax form distribution selected.
  • Contact Details (phone number and email)
  • Emergency Contacts
  • Release Home Address Information
  • Preferred Name
  • Marital Status
  • Coordination of Benefits
  • Medicare Information
  • Ethnicity Information *
  • Veteran Status *
  • Disability Status *

Payroll Help provides tipsheets for making your updates for the following:

For questions or assistance please contact serviceoperations@uwss.wisconsin.edu

* Demographic Information Request

Annually, UW System institutions report certain demographic information to comply with federal Affirmative Action regulations.

These regulations require us to collect demographic information regarding job applicants and employees and to regularly provide employees with the opportunity to self-identify as an individual with a disability and/or protected veteran.

Submission of this information is voluntary and is treated as confidential employee information. Should you decide not to self-identify at this time, you may do so at any time in the future.

Please note: If you need further assistance with these items or need a reasonable accommodation to perform your job duties, please contact your Affirmative Action Officer.

Source: UW System Human Resources

2023 Social Security and Medicare Tax

The Social Security Tax wage base will increase to $160,200 in 2023 from $147,000 in 2022. This means that the first $160,200 of an employee’s taxable wages are subject to Social Security Taxes. An employee and the UW System will each pay 6.2% on taxable wages up to $160,200.

The Medicare Tax remains the same for 2022. Both the employee and the UW System pay 1.45% on all taxable compensation. Any taxable wages that exceed $200,000 ($250,000 for married couples filing jointly) are subject to an additional 0.9% tax.

For more information, see the Social Security and Medicare web page on the UW System Employee Benefits website.

Source: UW System Human Resources

WRS News Online, November 2022

November 2022 Edition
External link: https://etf.wi.gov/news/wrs-news-online/issue/18866

Previous Issue: WRS News Online, September 2022

Source: WI Dept of Employee Trust Funds

Retirement Plan Contribution Limits to Increase in 2023

The IRS recently announced an increase in the 2023 retirement plan contribution limits. The limits apply to the UW 403(b) Supplemental Retirement Program (SRP) and the Wisconsin Deferred Compensation (WDC) 457 Program.

Contributions
In 2023, employees may contribute a basic maximum of $22,500 to the UW 403(b) SRP (an increase from $20,500 in 2022). Employees age fifty and over can contribute an additional $7,500 (an increase from $6,500 in 2022) for a total of $30,000. These same limits apply to WDC and you may contribute the full amount to both the UW 403(b) SRP and WDC.

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 UW 403(b) SRP. Contact your institution benefits contact 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 UW 403(b) SRP and WDC Program and have separate limits.

Change Elections and Enrolling in the UW 403(b) SRP
To increase (or decrease) your UW 403(b) SRP deduction:

  • Login to the MyUW portal
  • Launch the Benefits Information tile
  • On the bottom of the screen, click on “Update 403(b) Deductions” and follow the additional instructions to make your change(s)

To enroll for the first time:

For questions on the UW 403(b) SRP, review the SRP web page.

Change Elections and Enrolling in the WDC (457) Program
To change your WDC contribution log into your account using the WDC website or call Empower, the third-party WDC plan administrator, at (877) 457-9327. The WDC website also has information about enrolling in the program. WDC changes must be made with Empower.

Questions
If you have questions after reviewing the available information, contact your institution benefits contact.

Source: UW System Human Resources

What is an Explanation of Benefits (EOB)?

An Explanation of Benefits (EOB) is a statement that shows claims information about the services provided during your health or dental visits. An EOB is created by your insurance carrier to show you the total cost of your services. It also shows you the portion that was paid by insurance, the discounts for obtaining services within an approved network of providers, and the amount that you will need to pay. Your EOB will show how much of your deductible and out-of-pocket has been met for the calendar year.

Review the following samples for what to expect on an EOB:

How do I access my EOB and who should I contact with questions?

You may access your EOB by logging into your health or dental insurance plan carrier’s website. If you have questions about the information on your EOB, you should contact your health or dental insurance plan carrier. The website and contact information is on your EOB or your insurance cards.

When will I receive an EOB?

You will receive an EOB every time you obtain medical or dental services. It is important that you show your health or dental insurance ID card whenever you receive services. It may take a few weeks for your insurance carrier to create your EOB.

Do I need to submit payment to my doctor’s or dentist’s office when I receive my EOB?

An EOB is not a bill. You should not submit payment when you receive an EOB. Your doctor or dentist will send you an invoice after they receive payment from your insurance. The invoice sent to you by your doctor or dentist should match the amount indicated as your responsibility on your EOB.

What should I do with my EOB?

Review your EOB for accuracy and save it in a secure place since it may contain personal health information. Remember to use your EOBs as follows:

  • If you have a Health Savings Account (HSA), your EOB is an ideal document to:
    • Estimate how much to contribute to your HSA. Since an HSA is a component of your High Deductible Health Plan, you should be financially prepared to pay 100% of most services, except preventive services (since you must meet your deductible before the insurance will pay).
  • If you have a Flexible Spending Account (FSA), your EOB is an ideal document to:
    • Substantiate your claims with the FSA administrator
    • Estimate how much to put into your FSA on an annual basis

Reminder: Save your EOBs as documentation to show you are using your funds for IRS eligible expenses.

Source: UW System Human Resources

University Insurance Association (UIA) Life Insurance Annual Premium to Change January 1, 2023

The annual premium for the University Insurance Association (UIA) Life Insurance plan will increase from $24.00 to $38.40 effective January 1, 2023. The increase, approved by the UIA Board, will maintain the financial integrity and benefit coverage levels of the plan. This is the first premium increase to the UIA plan since 1967.

The UIA plan provides decreasing term life insurance to eligible Faculty, Academic Staff and Limited Appointees. Employees who meet the minimum monthly salary threshold on January 1 are automatically enrolled in the plan. For the 2023 plan year the minimum monthly salary threshold is $2,952.

Resources
University Insurance Association Life insurance web page

Questions
If you have questions after reviewing the available information, contact your institution benefits contact.

Source: UW System Human Resources

2023 Benefits Highlights

The Annual Benefits Enrollment (ABE) period is September 26 - October 21, 2022. This is your annual opportunity to enroll in or make changes to most benefits for the upcoming calendar year. Changes made during ABE are effective January 1, 2023. Below are some benefits highlights for 2023.

State Group Health Insurance
The health plan designs (health plan and high deductible health plan), and most health plan components (deductibles, copayments, and coinsurance) will remain the same. Employee premium information will be available prior to ABE.

Health Plan and High Deductible Health Plan
As previously announced, WEA Trust will no longer be a carrier option in the health insurance program for 2023. This includes WEA Trust East, WEA Trust West - Chippewa Valley, WEA Trust West - Mayo Clinic.

These health insurance carriers will be additional options available to you for 2023. Each will offer a health plan and a high deductible health plan option.

  • Common Ground Healthcare Cooperative
  • Dean Health Plan – Prevea360 West & Mayo Clinic Health System
  • Group Health Cooperative (GHC) of Eau Claire - River Region
  • HealthPartners - Southeast
  • Security Health Plan

Some health insurance carriers will have name changes.

  • Dean Health Plan - Prevea360 will change to Dean Health Plan - Prevea360 East
  • Group Health Cooperative (GHC) of Eau Claire will change to GHC of Eau Claire - Greater Wisconsin
  • HealthPartners will change to HealthPartners - West

All other health insurance carriers will continue to be offered for 2023.

Access Plans
The Access Health Plan and Access High Deductible Plan which offers nationwide coverage will continue to be available. Dean Health Plan is the new carrier for the Access Plans replacing WEA Trust.

Uniform and Preventive Dental Insurance Plans
These plans provide coverage for preventive dental services, most basic dental services, and orthodontia services (up to age 19). Both plans will continue to be offered. Employee premium information will be available prior to ABE.

Supplemental Dental Insurance Plans
The Select and Select Plus plans provide coverage for major and restorative dental services. One of the plans (Select Plus) covers orthodontia services for children and adults. You may enroll in one supplemental dental insurance plan. Employee premiums will remain the same for 2023.

Vision Insurance Plan
The vision insurance plan provides coverage for an annual eye exam and materials (contacts and/or glasses). Employee premiums will remain the same for 2023.

Accident Insurance Plan
This plan will help cover expenses by providing a lump sum payment to you for specific injuries due to an accident. For 2023, cash benefit payment amounts for most covered injuries due to an accident will increase. In addition, cash benefit payments will be added for surgical anesthesia, joint replacement, and modifications to home and/or vehicle. This plan includes an Accidental Death & Dismemberment component. Employee premiums will remain the same for 2023.

Pre-tax Spending and Savings Accounts
Below are the pre-tax spending and savings accounts maximum contribution amounts for 2023.

  • Healthcare Flexible Spending Accounts (FSAs): $2,850
  • Dependent Day Care Account: $2,500 or $5,000 (depending on tax filing status)
  • Parking & Transit Accounts: $280 (monthly amount)
  • Health Savings Accounts: $3,850 for single health insurance; $7,750 for family health insurance

The Healthcare FSAs and Parking & Transit Accounts will have an annual minimum contribution requirement of $50 starting in 2023.

The Healthcare FSA carryover limit will increase to $570. The Dependent Day Care Account does not have a carryover provision. The Parking & Transit Accounts and Health Savings Account have unlimited carryover.

Next Steps
Watch for emails in September for more information including action required, premiums, and other benefits available to you. Virtual benefits sessions will be available to help you understand the changes and your options for 2023.

Posted: 08/26/2022 (2022-08-26 08:48:43)

Source: UW System Human Resources

Register for your Flu Vaccine Appointment

Protect yourself this flu season by getting your annual flu vaccination!

The Well Wisconsin Program offers workplace flu vaccine clinics because rolling up your sleeve now is better than a nasty illness later. Flu vaccinations are free and voluntary for employees and spouses enrolled in the State Group Health Insurance Program.

To receive a flu vaccination, you should:

  • Pre-register
  • Present your health insurance ID card at your appointment
  • Complete the digital consent form (available online after you register for your appointment)
  • Wear a mask to your appointment, if local guidance requires it (nurses administering the vaccine will wear masks)

The flu vaccination will protect against the more likely causes of flu illness during the upcoming season, including the H1N1- strain of influenza. The vaccine is preservative-free. The vaccine is not recommended if you:

  • Are allergic to eggs or egg products
  • Have an active neurological disorder
  • Have a fever, acute respiratory or other active infection/illness
  • Are pregnant (contact your physician to discuss if you should get the vaccine)

To register for your appointment, go to the Well Wisconsin Program website, either log in or create an account, then scroll down to find the Get Your Flu Vaccination tile, and click Register.

For more information:
• About the flu vaccine clinics hosted by the UW System institutions: Flu Vaccine Clinics
• About the flu vaccination: www.cdc.gov/flu 

Posted as Featured Article, August 16, 2022; Moved to News, November 30, 2022.

Source: UW System Human Resources

WEA Trust To Exit State Group Health Insurance Program

WEA Trust announced on June 1, 2022, they will no longer offer health insurance after this year. In the State Group Health Insurance Program all current WEA Trust network areas and offerings will no longer be available to employees after January 1, 2023.

If you are currently enrolled in the State Group Health Insurance Program and have WEA Trust as your insurance carrier, your health insurance will continue with WEA Trust through the end of 2022. During the Annual Benefits Enrollment (ABE) this fall you will need to choose a new health insurance carrier effective for January 1, 2023. As the ABE time frame nears you will receive information about available insurance carriers for the coming year.

WEA Trust is one of several health insurance carriers available in the State Group Health Insurance Program for the Health Plan and High Deductible Health Plan. WEA Trust is the carrier available for the Access Health Plan and Access High Deductible Health Plan.

The Wisconsin Department of Employee Trust Funds (ETF) is responsible for negotiating with insurance carriers to ensure that employees across the state have access to high quality insurance providers and health care options.

WEA Trust includes:

  • WEA Trust East
  • WEA Trust West - Chippewa Valley
  • WEA Trust West - Mayo Clinic
  • Access Plan by WEA Trust

Resources:

Source: UW System Human Resources

Over-the-Counter COVID-19 Test Coverage Information

Effective January 15, 2022, UW System employees covered under the State Group Health Insurance Program can purchase over-the-counter COVID-19 diagnostic test kits at no cost.

If you purchase test kits at a pharmacy in the Navitus network, your tests will be covered without any out-of-pocket costs. To locate an in-network pharmacy, go to https://etf.benefits.navitus.com/, then:

  1. Click the blue box for the health insurance plan you are enrolled in,
  2. Click “pharmacy search” on the left side of your screen, and
  3. Enter the zip code for the city where you would like to purchase your test kit.

If the pharmacy you are looking for does not appear online after you follow the above steps, or you would like help locating an in-network pharmacy, contact Navitus at (866) 333-2757.

If you purchase test kits at a pharmacy that is not in the Navitus network, from a retail store, online, or at your provider’s office, you can submit a claim form to Navitus for reimbursement.

Note: Coverage limits and exclusions apply.

For more information, review ETF's Over-the-Counter COVID-19 Test Coverage Information web page.

Source: UW System Human Resources