Office of Human Resources
Vickie Sumner Receives June Employee Recognition Award
Vickie Sumner, Accounts Technician for the Kimmel Student Involvement Center, is the recipient of the June Employee Recognition Award. Vickie was nominated by Vivian Rodgers, with support from Kelly Jo Karnes and Adana Robinson.
Please join us in congratulating Vickie Sumner as the Employee of the Month:
Thursday, June 16
Student Government Office
Student Success Center, Room 1280
You can also send Vickie a congratulatory email to email@example.com
“Mrs. Sumner is in charge of everything monetary in our department. She is very kind and patient. Being a member of the SIUE Union, she is always offering her assistance and checking in on her peers. Making SIUE the best environment to work in seems to be one of her top priorities. I have noticed that whenever there is a need for extra help, Mrs. Sumner is never too busy to lend a hand or an ear. If she doesn’t know something, she will do her best to hunt down the answer for you. I appreciate working with an employee like Mrs. Sumner, and I’m sure students appreciate her as well.”
-Vivian Rodgers, Office Support Associate, Kimmel Student Involvement Center
“I have had the wonderful opportunity to know Vickie over the past three years, as I have served as the supervisor to her at Southern Illinois University Edwardsville. I have been amazed by Vickie’s financial skills, as well as her organizational and student-focused mindset, as she works daily with our staff and students. Vickie works as the Account Technician for the Kimmel Student Involvement Center, as well as manages the finances and budget process for Student Government and the 270 plus student organizations at SIUE. Vickie truly has the best interest at heart for the students that she works with. She is a great voice of reason as we have had to navigate the loss of state monies and ever decreasing staff and budgets.”
-Kelly Jo Karnes, Director, Kimmel Student Involvement Center
“I am proud and very pleased to be selected SIUE June 2016 Employee of the Month. Thank you to Vivian Rodgers for nominating me and to Adana Robinson and Kelly Jo Karnes for supporting the nomination. The Kimmel Student Involvement Center staff is like a second family and I truly enjoy working with this incredible group of people. I have come to know so many talented and fantastic people in my time here, it is small wonder that SIUE is an excellent place to work and learn. Plus, I have the good fortune to get to know and work with students from all over this wonderful campus. They may be the students, but the education I receive from them is priceless! Thank you for this honor.”
-Vickie Sumner, Kimmel Student Involvement Center
Questions or comments should be directed to Annette Eversole at firstname.lastname@example.org or ext. 2297.
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:
To view please click on “Foreign National (NRA) Tax Presentation”. The presentation will open in a new window.
Please send us an email at email@example.com 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 firstname.lastname@example.org or Robyn Courtway at email@example.com. 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.
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:
Please contact Bill Misiak at extension 2190 or via email at firstname.lastname@example.org 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.
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.
618-651-9800 ext. 23
Date Time LocationThursday, 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
800-732-8353 (Support Team)
Date Time LocationWednesday, 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.
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.
Once/If consent has been given.
Select 1095 Employer-Provided Health Insurance Offer and Coverage Statement.
If you are using Mozilla Firefox or Google Chrome
Select the Employment menu.
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 email@example.com
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 firstname.lastname@example.org.
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:
CougarNet (Self-Service) - https://ssb.siue.edu/pls/BANPROD/twbkwbis.P_GenMenu?name=homepage
Link to Leave Accrual Rates and Additional Information: Administrative Staff Leave Category 80
Please contact your Leave Administrator or Kirk Greer at 650-2190 if you have any questions.
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.
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.