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* * Link to:  FY 2016 BUDGET IMPASSE & GROUP HEALTH INSURANCE INFORMATION  * * *

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Annual Performance Review

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HireTouch

Office of Human ResourcesRichard Hampton

Richard Hampton Receives May Employee Recognition Award

Richard Hampton, Director of Finance for University Advancement, is the recipient of the May Employee Recognition Award. Rich was nominated by Rachel Stack, with support from Joan Cummings, Pat Mesnard, and Patti Makler.

Please join us in congratulating Richard Hampton as the Employee of the Month:

10:00 a.m.

Thursday, May 12

Special Events Room, Birger Hall

 You can also send Rich a congratulatory email to rihampt@siue.edu

“I would like to nominate Richard Hampton for the Employee Recognition Program. He demonstrates excellence in overall work performance. His knowledge of acceptable standard accounting practices is exemplary. His attention to detail is highly regarded by our team. I know that Rich’s team feels that he is a strong leader. He is always easy-going and positive. He is a voice of reason during stressful times and a valued advisor to me and the rest of the team. Rich takes advantage of every professional development opportunity, and also encourages his staff to do so. He creates a team atmosphere of excellence which includes his student workers. Efficiency comes second nature to Rich. He and his team are always looking for new ways to make things more streamlined. He quickly and effectively assesses work issues and addresses them in a timely manner. There are numerous committees here at SIUE that Rich serves on. I feel very strongly that Richard Hampton Exemplifies the SIUE values of Citizenship, Excellence, Integrity, Openness and Wisdom. He deserves this recognition because of his hard work, skills and thoughtful leadership, here and in the community.”

                                                                                    -Rachel Stack, Vice Chancellor, University Advancement

It is an honor to receive this very nice recognition. My success would not exist without the support of an excellent team and many other colleagues here at SIUE, as well as a group of volunteers who generously give their time and expertise to the SIUE Foundation and Alumni Association boards.  I want to thank Vice Chancellor Rachel Stack for her vision and support, my awesome Financial Affairs staff, and all of my other friends, co-workers and board members that I work with closely - you know who you are.  I look forward to contributing to the continued growth and success of SIUE for many years.

                                                                                    -Richard Hampton, University Advancement

Questions or comments should be directed to Annette Eversole at anevers@siue.edu or ext. 2297.


Payroll

We have added an NRA Tax Presentation to the Foreign National (NRA) web page.

This power point presentation is intended for foreign-tax status independent contractors , employees, and student employees.

Departments that employee foreign-tax status individuals may also find this presentation helpful.

 The presentation will:                                     

  • Overview the required IRS and university tax forms
  • Provide examples and instruction on how to prepare the forms
  • Explain the foreign tax process and laws

 To view please click on “Foreign National (NRA) Tax Presentation”.  The presentation will open in a new window.

 Please send us an email at payrollhr@siue.edu regarding any comments, feedback or suggestions you have. 

FISCAL YEAR-END PAYROLL REQUESTS

In preparation for the FY16 roll process, scheduled during the week of June 22, 2015, we are asking departments to submit all necessary Changes of Assignments/Job Change Request Forms, Redistributions and Change of Status Forms that affect FY15 as soon as possible.  Any of these Changes received in Payroll by June 16th will be processed on the last FY15 (FA/SM12) payrolls that pay June 30, 2015 and will be reflected on the June month-end AIS reports.  Please complete and submit your contracts, or changes timely to allow 2-3 business days for securing signatures from the respective offices such as Research and Projects and the Provost Office.  Again, the paperwork must be received in the Payroll Office by June 16th to ensure processing on the last FY15 payrolls.

After the above-mentioned payrolls, any Change Forms or contracts that pertain to the previous fiscal year and do not affect a state account will be processed in FY16. The 2nd payrolls in July and August (FA/SM14&16) will be available to submit changes for state accounts that affect FY15, as allowed by the state lapse period, this includes retroactive adjustments as well.

July and August (FA/SM14&16) cut-off dates:

The changes must be received in Payroll by July 16th (FA/SM14) and August 14th (FA/SM16) respectively.  Again, please allow 2-3 business days for securing needed signatures.

Biweekly and Student cut-off dates:

In addition, the Biweekly and Student Payrolls that cross the fiscal year are tentatively scheduled to be processed on July 16, 2015 (BW15) and July 9, 2015 (ST14).  The department time entry cutoffs for these payrolls are 10:00 a.m. on July 14, 2015 (BW15) and July 7, 2015 (ST14). We are asking departments to submit all necessary Adjustments, Change of Status Forms that affect FY15 prior to these payroll cutoff dates. The hours will need to be entered day-by-day in the proper fiscal years.   Instructions, including an example for this department time entry process are available on the Human Resources website at http://www.siue.edu/humanresources/payroll/index.shtml  (Banner Payroll Documents)

If you need assistance with the Biweekly or Student payrolls please contact Kayla Orban at x2103 or Donte` Howard at x2126. 

Salary Deferral Program FY16-17

To: Employees who work 9, 10, or 11 months

As a reminder, to begin salary deferral for the FY2016-17 academic year, a Salary Deferral Authorization Form has to be on file in Payroll. The Salary Deferral Authorization Form is only effective if submitted to Payroll before your new academic contract begins and confirmed through e-mail by Payroll. If you participated in salary deferral last year you do NOT need to submit another form to continue.

NOTE: To be in compliance with the IRS guidelines, the salary deferral program is irrevocable during the 12-month period and changes cannot be made until the next contract year.

Term Academic Employees: If a term contract is not renewed before the end of the academic year, any defer pay balance will be paid out in a lump sum along with your final paycheck at the end of the term contract.

The guidelines and forms are available on the Human Resources website at http://www.siue.edu/humanresources/forms/index.shtml under Salary Deferral. We also encourage you to take advantage of the new Salary Deferral FAQs and Salary Deferral Calculator. The Salary Deferral Calculator is used to provide an estimate of gross pay.

Again, the Salary Deferral Authorization Form must be received by Payroll prior to your first day of employment for FY2016-17, preferably no later than July 1st. All employees choosing to begin to defer for FY 2016-17 may begin submitting forms ASAP.

Also, if you participated in the salary deferral program in FY 2015-16 and choose not to continue, a Revocation Form must be received by Payroll no later than July 1st. The Authorization Form and Revocation Forms are fillable and may be saved and then e-mailed as an attachment from your e-mail address to Payroll Officers Rasheda King at rajohns@siue.edu or Robyn Courtway at rcourtw@siue.edu. After July 1st 2016 confirmations will be sent to the e-mail address you provide on the form.

If you have any questions, please contact Rasheda King or Robyn Courtway in Payroll at ext 2190.


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Annual Performance Reviews-Employee Excellence Program-Guidance

As a reminder, it is now time to conduct the annual performance appraisals on Civil Service and Professional Staff employees.  The performance evaluation process offers a valuable opportunity to provide feedback on work activities and goals, to identify and correct existing problems, and to encourage and improve future performance.  The forms may be downloaded from the new and enhanced website of the Office of Human Resources at http://www.siue.edu/humanresources/forms/index.shtml. The deadline for submission is June 30, 2016.

There may be situations where an employee transfers to a different department, or their immediate supervisor transfers/departs their current department during the performance evaluation cycle. Therefore, the employee should receive an evaluation for that period of performance/timeframe.  In order to ensure the employee is evaluated for that specific timeframe, an additional category/type of performance evaluation was added to the EEP Performance Evaluation Form, identified as a “Change in Position/Evaluator”.   In preparation of the evaluation, the former department would select the “Change in Position/Evaluator” as the evaluation type, and complete the “Period Covered” section on the Employee Excellence Program (EEP) Form.  The new department, if the employee is not on probationary performance, would be responsible for completing an evaluation for the incumbent in the new position.  This “Annual Performance Evaluation” may be shorter than twelve months for the number of months the incumbent is in the new position/department, for a partial year annual performance evaluation”. 

Newly hired Civil Service employees, or those who have recently been upgraded or reclassified, and are serving a probationary period do not have to be evaluated at this time.  These employees will be evaluated using the probationary procedures/evaluation schedule.  Similarly, Professional Staff hired within six months of the appraisal period will be exempt from the annual process this year.  Supervisors are reminded that both the annual and probationary reviews are to be returned to the Office of Human Resources, Campus Box 1040, for inclusion in the employee’s personnel file.

If you have completed a PDQ within the last year, and there are no changes, you may attach the existing PDQ to a new cover page, obtain the appropriate signatures, and forward with the annual review and updated organizational chart.  Please note page two of the PDQ (Summary of Changes in Duties and Responsibilities) should not be completed for the annual review process.

 A completed annual performance evaluation packet for each employee evaluated that is submitted to the Office of Human Resources will include the following:

  1. The original performance review with the signature of both the supervisor and employee.
  2. Again, if you have completed a PDQ within the last year, and there are no changes, you may attach the existing PDQ to a new cover page, obtain the appropriate signatures, and forward with the annual review and updated organizational chart.  Please note page two of the PDQ (Summary of Changes in Duties and Responsibilities) should not be completed for the annual review process.
  3. An updated organizational chart.

Please contact Bill Misiak at extension 2190 or via email at wmisiak@siue.edu if you have any questions regarding the EEP process, the correct form to use, the proper use of the form, or problems downloading or accessing the forms.

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Benefits

Benefits Choice Open Enrollment

For benefits eligible employees, it is FY17 Benefits Choice Open Enrollment!

Benefits Choice is from May 1-31, 2016 for changes that will begin July 1, 2016.  If you do not need to make any changes to your insurance plans for the current Benefits Choice period, you do not need to submit new documents.  However, enrollment in the Medical Care Assistance Plan (MCAP) and/or the Dependent Care Assistance Plan (DCAP) is optional and requires re-enrollment each year.

Per CMS and beginning this year, anyone that has a remaining MCAP balance must re-enroll in the MCAP flexible spending for FY 17 to keep the balance.  Please note the following:

 There is no longer a carryover grace period.

  • The rollover benefit amount is limited to $500.00
  • If you do not re-enroll, you will forfeit any unclaimed amount remaining in your account.
  • The minimum amount to re-enroll is $240.00 over the year. This means, if you have a balance from FY 16, you want to use in FY 17, you must sign up again.
  • All claims for FY 16 must be incurred prior to June 30, 2016 and submitted for reimbursement by September 30, 2016.
  • Employees must be in active status to re-enroll and roll their balance.  If an employee is retiring during FY 16, the entire MCAP balance must be exhausted by their retirement date to avoid losing money.
  • In the event that a doctor’s office will not accept payment until the state has paid, CMS can assist.  If anyone is still waiting on an Explanation of Benefits (EOB) form for services rendered prior to June 30, 2016 and no EOB has been received before September 2016, employees need to call CMS (1-800-442-1300) to request an extension for additional time to get the EOB they need regardless of whether the provider has been paid or not.  Per CMS, as long as you have an EOB showing the amount you will owe, that can be submitted to flexible spending for reimbursement. 

Per CMS, for DCAP accounts, you have until September 30, 2016, to submit claims for services incurred from July 1, 2015, through June 30, 2016; otherwise, any money left in your account will be forfeited. All dependent care expenses must be incurred prior to July 1, 2016, in order to be eligible for reimbursement.

For detailed information on the FY17 Benefits Choice period, please visit the CMS Benefits Choice Page: http://www.illinois.gov/cms/Employees/benefits/StateEmployee/Pages/State_BenefitChoicePeriodFY2017.aspx

To view the FY17 Benefits Choice Booklet, please click on the link and select the FY17 booklet:

http://www.illinois.gov/cms/Employees/benefits/StateEmployee/Documents/FY2017_State_BC_Book.pdf

To download the Benefits Choice Election form, please click on the following link:

http://www.illinois.gov/cms/Employees/benefits/StateEmployee/Documents/FY2017_State_Benefits_Choice_Form.pdf

To download the MCAP Enrollment form, please click on the following link:

http://www.illinois.gov/cms/Employees/benefits/StateEmployee/Documents/FY2017_MCAP_Enrollment.pdf

To download the DCAP Enrollment form, please click on the following link:

http://www.illinois.gov/cms/Employees/benefits/StateEmployee/Documents/FY2017_DCAP_Enrollment.pdf

Please contact Benefits staff for more information at 618-650-2190 or email us at benefitshr@siue.edu.

We ask that you please provide this information to those who may have limited access to email.  If you have any questions, contact Summer Murphy at summurp@siue.edu or 618-650-2190.   

Retirement Counseling

Below is the upcoming schedule which includes when and where the vendors will be on campus.  To set up an appointment, please email or call the vendor at the contact information below.  If you have any other questions, please contact us. 

Thank you.

Mass Mutual                     

Peggy Elliott                      

pelliott@silvercreekfin.com       

618-651-9800 ext. 23                      

Date      Time      Location

Wednesday, May 11, 2016               10:30 a.m.-1:30 p.m.       MUC University Club

Wednesday, May 24, 2016               10:30 a.m.-1:30 p.m.       MUC Wabash Room

Thursday, June 2, 2016                   10:30 a.m.-1:30 p.m.       MUC University Club

Tuesday, June 7, 2017                    10:30 a.m.-1:30 p.m.       MUC University Club

Tuesday, June 14, 2018                  10:30 a.m.-1:30 p.m.       MUC University Club

Thursday, June 16, 2019                 10:30 a.m.-1:30 p.m.       MUC University Club

AXA Equitable                   

Ryan Brown                       

rbrown@evergreenstl.com        

618-628-3400                    

Date      Time      Location

Wednesday, May 4, 2016             9:00 a.m.-12:00 p.m.       MUC International Room

TIAA-CREF                           

Melvin Ballenger                             

Melvin.Ballenger@tiaa-cref.org               

314 763-6724                     

800-732-8353 (Support Team)  

Date      Time      Location

Wednesday, May 11, 2016           8:00 a.m.-4:30 p.m.         MUC Wabash Room

Thursday, May 19, 2016               8:00 a.m.-4:30 p.m.         MUC Wabash Room

Wednesday, August 31, 2016       8:00 a.m.-4:30 p.m.         MUC Wabash Room

Tuesday, September 20, 2016      8:00 a.m.-4:30 p.m.         MUC Wabash Room

Thursday, October 13, 2016         8:00 a.m.-4:30 p.m.         MUC Wabash Room

View and Print Your 2015 1095-C

We are pleased to announce that 2015 1095-C’s are ready and available on-line through CougarNet (Banner Self Service)!     

Remember, the 1095-C is the new Insurance Coverage form employers are required to prepare for eligible employees.  

If you have already signed up to receive your 1095-C on-line you may log in to CougarNet, view and print your 1095-C for 2015.  Per ITS, the system responds differently depending on the internet browser you use.

If you are using Internet Explorer

 Select the Employment menu.

  • Select Tax Forms.

 If you have not previously provided your consent, you’ll need to do that first.  Please follow these instructions:

 Select W-2 and Electronic W-2 Consent.

  • Check the box next to I consent to receive 1095-C electronically: and click Submit.
  • Select the Employment menu.
  • Select Tax Forms. (continue with the steps below)

Once/If consent has been given.

 Select 1095 Employer-Provided Health Insurance Offer and Coverage Statement.

  • Select Tax Year: 2015 and click Display.
  • Select the Printable 1095-C button at the bottom of the screen to print your 1095-C. 
  • Review Help Text (top right corner) for information about the data on the 1095-C.

If you are using Mozilla Firefox or Google Chrome

 Select the Employment menu.

  • Select Tax Forms.
  • Select 1095 Employer-Provided Health Insurance Offer and Coverage Statement.
  • Select Tax Year: 2015 and click Display.
  • If you have not previously done so, please click OK when asked to provide your consent.
  • Check the box next to I consent to receive 1095-C electronically: and click Submit.
  • Select the Printable 1095-C button at the bottom of the screen to print your 1095-C. 
  • Review Help Text (top right corner) for information about the data on the 1095-C.

Eligible employees who have not elected for on-line 1095-C delivery by Friday, March 25, 2016 will have a paper copy mailed to their home address by the end of the month.  

Please remember the electronic 1095-C is offered as part of the university’s effort to go green and cut costs.

Additional information is available through FAQ’s at http://www.siue.edu/humanresources/faq.shtml.  

If you have any questions or concerns please email us at payrollhr@siue.edu



Form 1095-C

Form 1095-C is a new health insurance form that employers are required to provide to employees who are eligible for health insurance under the rules of the Affordable Care Act (ACA). Form 1095-C displays the months when an employee and their dependents were eligible for, offered, and enrolled in health insurance provided by their employer. This form is not needed to file a tax return and you do not need to send it to the IRS.

In the next few weeks employees who met the ACA insurance eligibility rules as a full time employee in 2015 will receive their Form 1095-C in the mail, sent to their home address, separate from the W-2.

The Office of Human Resources has created FAQ’s about Form 1095-C which can be found from The Patient Protection and Affordable Care Act Page at : http://www.siue.edu/humanresources/PPACA.shtml or from our regular FAQ’s page at: http://www.siue.edu/humanresources/faq.shtml under Patient Protection and Affordable Care Act. You may also click on a link from that page to view an image of the new form.

Please review the FAQ’s and if you have other questions, please contact Benefits staff in the Office of Human Resources at 618-650-2190.

As you are most likely aware, no budget has been enacted for Fiscal Year 2016 which began on July 1, 2015. The lack of a State budget has put the Department of Central Management Services (CMS) in unchartered territory with respect to funding critical State services, including healthcare services for all plan participants enrolled in the State Employees Group Insurance Program.

As a covered plan participant, your medical, prescription, dental and vision plan services will continue. CMS has been working with and will continue to work with the plan administrators contracted with the State for these vital services.

All healthcare services will continue to be paid as long as possible. However, in the near future, CMS will no longer have the legal authority to continue to pay healthcare vendors for their services. Since the healthcare providers don’t know when they will be reimbursed for the care they provide, a few of the providers in plans (i.e., Cigna, HealthLink OAP, Coventry OAP and Delta Dental) have asked members to pay cash at the time of service. If this occurs with a dental claim, the provider will file the claim on behalf of the member and the member will be reimbursed directly by the plan. In the case of a medical claim, the provider will reimburse the member once the provider receives payment for the services.

Once a budget is approved and appropriate funding is in place, the State of Illinois will resume release of payments for healthcare services.

Please visit the “Latest News” section on the CMS Benefits website for information pertaining to your healthcare. This website will be updated as new information becomes available.

If you have any additional questions, please contact Benefits at x2190 or benefitshr@siue.edu.

Excess Vacation Usage - REMINDER

As a reminder, all employees must use their excess vacation before the end of the fiscal year, June 30, 2016 unless written permission for carry over is granted by the respective Vice Chancellor.   In no case will excess vacation be carried past September 30, 2016.  Excess vacation is anything above the limit an employee may carry over from one fiscal year to another.   Departments will need to track use of excess carryover on employee timesheets since Banner does not carry excess vacation from one fiscal year into the next fiscal year.   

Employees who elect to retire with unused excess vacation will only be paid out the value of their vacation at their vacation limit.

An employee may view his/her vacation carryover limit by viewing their leave balance information in CougarNet.  Below are the directions to view leave balances:

  1. Log onto Cougarnet.  For help logging into CougarNet, please go to http://www.siue.edu/humanresources/ and view the top left of the page:

CougarNet (Self-Service) - https://ssb.siue.edu/pls/BANPROD/twbkwbis.P_GenMenu?name=homepage

  1. Select Employment,
  1. Select Leave Balances,
  1. Scroll down to the section seen in the example below and click the blue text.  The example below is for Administrative Staff Leave Category 80.  Since this is an example, an employee’s actual leave category may be different.  Once you click the blue text, a new tab will open.

 Example:

Link to Leave Accrual Rates and Additional Information: Administrative Staff Leave Category 80

  1. Scroll down to the Maximum 2 Year Rollover section (Vacation) to see the amount of time you may carry over.  The Max rollover is based on your years of service -

 Please contact your Leave Administrator or Kirk Greer at 650-2190 if you have any questions.


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HireTouch

The Office of Human Resources (HR) is now using HireTouch; SIUE's new online position management and applicant tracking system, for all Civil Service position approval and applicant placement processes.

To request to hire or fill a Civil Service vacancy, department staff that will be responsible for position management, position approval and applicant tracking processes will need to have access to the HireTouch system. All new or replacement Civil Service vacancies must go through this system.

For training and to gain access to the system please complete the System Access Request Form and send to Information Technology Services (ITS), Box 1068 or fax ext. 3055. https://www.siue.edu/its/forms/pdf/sarf.pdf

HR will be notified by ITS once the System Access Request Form is received and HR will contact the requester regarding training, functional roles within HireTouch and assign the appropriate access.

For questions contact Tamika Johnson or Doug James in the Office of Human Resources at 618-650-2190

HireTouch System User Training

HireTouch System User Training sessions are currently available.  Please contact Doug James, IT Support Analyst, at 618-650-3068 to schedule your training.  Please note:  If your department does not have a current Civil Service opening, you do not need to schedule training at this time.

After you have completed the System User Training and when your department is ready to begin the position approval process (Request to Hire, Position Control, and Position Description Questionnaire-PDQ) for a Civil Service opening, click HERE for next steps to gain system access.

Previous Announcements


Southern Illinois University Edwardsville is an equal opportunity employer and will not discriminate against any person on the basis of race, religion, national origin or sex in violation of Title VII.
Southern Illinois University Edwardsville prohibits discrimination against employees, applicants for employment and students on the basis of age, color, disability, marital status, national origin, race, religion, gender, sexual orientation, or veteran's status.

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