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Frequently Asked Questions



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General

Personal Information Changes

How can I change my personal address and phone number?
Employees and retirees should log in to Banner Self-Service (CougarNet) at https://ssb.siue.edu/pls/BANPROD/twbkwbis.P_GenMenu?name=homepage to update their personal mailing address, phone number, marital status, and emergency contact information. Human Resources maintains a mailing address for employees and retirees. New hires who completed hiring documents prior to moving to the area should update their address upon arriving on campus or as soon as their new address is known. If your address is not updated, this could result in your paycheck being mailed to your previous address.

Permanent address information displayed through Self-Service is related to your current or past student record. Graduate/Teaching Assistants and other students with a job on campus need to contact the appropriate Graduate School staff or Student Employment staff regarding the completion of such changes.

How can I change my marital status?
Marital status information can be updated through Self-Service. However, this makes no changes to benefits or tax withholding. To update marital status as it pertains to tax filing, you must submit new W4 forms, available through the following links or under W-4 on the Human Resources Forms Web page at http://www.siue.edu/humanresources/forms/.

Link to Federal withholding form: http://www.irs.gov/pub/irs-pdf/fw4.pdf?portlet=3
Link to State Withholding form: http://tax.illinois.gov/TaxForms/withholding/IL-W-4.pdf

How can I change my legal name and/or Social Security number?
Changes to your legal name and/or Social Security number require documentation and identification verification by University staff and cannot be completed through Banner Self-Service (CougarNet). Employees need to visit HR and present their Social Security card bearing the new name and/or number. They will be asked to complete new withholding forms, and their Employment Eligibility Form I-9 will be updated.
If I experience a name change, what do I need to do to update my Benefits?
Please complete a Data Collection/Change Form and return it to the Office of Human Resources with the appropriate documentation attached reflecting your name change. Benefits Staff will forward the documentation to update the Central Management Services (CMS) system and the State Universities Retirement System (SURS) with your name change for all state insurance and all SURS traditional, portable and self-managed retirement plans and the various vendors associated with the self-managed plan.
If I change my name with Human Resources, is my name automatically changed with SURS and CMS for my health, dental and life insurances?
Yes, but the state agencies require a copy of your new social security card, which must be attached to the name change form.
Who do I need to contact to change my name for supplemental/optional payroll deductions such as ING ReliaStar Supplemental Life Insurance, Colonial Cancer Insurance or SIUE Supplemental Retirement (403b) Plan vendors; TIAA-Cref, AXA Equitable, Massachusetts Mutual, or a past vendor?
You will need to contact these vendors directly and advise them of your name change. Contact information is located at the links below. Unfortunately, because these vendors have their own forms and processes, we cannot make the change.
Will new insurance cards be mailed to me after I submit documentation to Human Resources to change my name?
New cards are not automatically mailed from the health insurance providers. If you would like new cards, please allow about 2 weeks for communication and update from our Human Resource Office through the state plan and the vendors before you request new cards. Vendor contact information to request new insurance cards is provided on the following pages:
Should I continue to use my previous insurance cards until I get new cards reflecting my name change?
Yes, continue to use the insurance cards you have until your new requested insurance cards arrive.
How can I change my Campus address and confidential record indicator?
Changes to your Campus address and confidential record indicator must be submitted on the Data Collection/Change Form, available through the following link: http://www.siue.edu/humanresources/forms/pdf/DataCollection.dot.
Can I make changes to my e-mail account?
The SIUE e-mail account is the only e-mail address HR will access for employees. It cannot be updated.
GRADUATE/TEACHING ASSISTANTS AND STUDENTS: The above information also applies to Graduate/Teaching Assistants and other students who have a job on campus. Please also be sure to log in to Banner Self-Service (CougarNet) regarding maintenance of your information not associated with your Banner employment records.


Death of an Active University Employee

What procedures are followed upon the death of an active University employee?
The deceased employee's department must notify Benefits staff in the Office of Human Resources (HR) of the date of the employee's death and the next of kin (if known). This information is needed to report to insurance companies and to the Chancellor. The department will also process a termination form, indicating "death" as the reason for termination and forwards the final vacation/sick leave computation.

HR will notify the Chancellor's Office, University Communications, State life insurance carrier, and SURS of the employee's death. HR also sends a letter to the surviving family offering them condolences.

All payments after the date of death must be made to the employee's estate. Documentation needed for processing the final payout of wages and/or benefits, includes:

  • Small Estate Affidavit or Copy of Will
  • A certified copy of the Original Death Certificate

The beneficiary may choose to mail the documentation or make an appointment with Benefits staff for review and submittal of the forms.

If applicable, survivors are to be notified of any personal items, papers, etc., in the department's possession that were the property of the deceased and discuss how such items are to be returned. Pack and store items in a secure place.

If the deceased had items of University Property (i.e. equipment, keys, uniforms, etc.) in their possession, request the survivors return these items to the department. Return keys to Key Control.

A current address must be maintained so that the W-2 form is mailed to the beneficiary in a timely manner.

The HR Benefits department continues as the beneficiary and survivors' main point of contact until all matters related to the deceased employee's University benefits are resolved.

Benefits

General Questions

Where can I obtain a Benefits Handbook and/or Benefits Choice Booklet?
The most recent handbook and booklet are available through this link: Benefit Program Books, a link from the Central Management Services web site, under Group Insurance Benefits and Programs.
If I have a change in marital status, do I need to contact Benefits staff?
Yes, please contact the Office of Human Resources for a review of your benefits and beneficiaries if your marital status changes. Changes in insurance coverage must be completed within 60 days of the change in marital status. You will need to meet with a benefits counselor to complete the appropriate paperwork to change insurance coverage.

In addition, a copy of your marriage certificate must be submitted to the Office of Human Resources to add your spouse to your insurance coverage. If you are adding a step child to your coverage, please submit a copy of their birth certificate.

A copy of your divorce decree must be submitted to the Office of Human Resources to remove your former spouse from coverage. Please meet with a benefits counselor as soon as possible to discontinue the premiums for your former spouse. Overpayment of premiums will be refunded.

When can I make changes to my insurance coverage?
Benefits Choice is held every year during the month of May. An employee may also be able to make some changes when a change in family status occurs (marriage, death, birth etc.). Changes to coverage must be made within 60 days of the qualifying event.
My spouse has lost insurance coverage, can I add him/her to my coverage?
Yes, because loss of insurance coverage is considered a change in family status, an employee's spouse can be added to the employee's coverage. This change must be made within 60 days of the loss of coverage. Employees will need to submit proof of their spouse's/partner's termination of coverage from the employer on letterhead stationery.
My child is 26 years old; is he/she still covered by my insurance plan?
Yes, as long as he/she is not married. Coverage for adult children age 19 up to age 26 (up to age 30 for veteran adult children) is available for dependents.

Public Act 95-0958 provides for the extension of health, dental, vision and prescription coverage for three new categories of dependents, referred to as 'Adult Children', who may or may not have previously had coverage under the State of Illinois Group Insurance Program. These categories are in addition to the dependent categories of Student, Handicapped and Other. Adult children added under these new categories are not eligible for life insurance coverage.

If I have completed a gender reassignment, what do I need to do to update my Benefits?
Please complete a Data Collection/Change Form and return it to the Office of Human Resources with a copy of your updated birth certificate reflecting the gender change. Benefits Staff will forward the documentation to update the Central Management Services (CMS) system and the State Universities Retirement System (SURS) with your name change for all state insurance and all SURS traditional, portable and self-managed retirement plans and the various vendors associated with the self-managed plan.
If I am not working during Summer break, how will my insurance premiums be paid?
Employees who are not being paid during the Summer will be billed for insurance coverage directly by the State of Illinois. Employees who defer pay will have their insurance premiums deducted from their paycheck through the Summer pay periods.

Grant Fringe Benefit Charges

What are fringe benefits?
Fringe benefits are employer contributions to certain insurances and include the following:
  • SURS Retirement Contributions
  • Health Insurance
  • Dental Insurance
  • State Life Insurance
  • Medicare
  • FICA

The actual cost of fringe benefits varies for each employee based on the options chosen or the type of employment. The State of Illinois does not cover fringe benefits cost for employees whose salary is fully paid by a grant. Therefore, the grant must fund the fringe benefits.

Which fringe benefits can be charged to a grant account and when are they charged?
Fringe benefit employer costs are charged to grant accounts during each payroll process for grant paid employees. Fringe benefit employer costs are only charged for the following benefits:
Benefit Amount Charged Banner Code(s)
SURS actual amount 80, 81, 82
FICA actual amount 015
Medicare actual amount 020
Life insurance grant reimbursement rate 320
Dental insurance grant reimbursement rate 102 or 103
Health insurance grant reimbursement rate 112, 113, 122, 123, 132, 133, 142, 143, 152, 153, 162, 163, 172, 173, 182, 183

The amount charged to the grant depends on the labor distribution percentage of the employee's contract(s) and which benefits and benefit plan level the employee has. The percentage charged will be the same as the labor distribution percentage charged to the grant account displayed on the Employment Contact or Banner screen NBAJOBS, Job Labor Distribution tab.

If a retro-active Change of Assignment is sent to Payroll to change the distribution of past payrolls, the process will reverse out the original transaction and calculate the new assignment. You will see these changes on the Redistribution Payroll Certification with each changed payroll identified and each earn code and benefit code.

Where can I see a list of the grant reimbursement rates for fringe benefits?
Please see the table at http://www.siue.edu/humanresources/benefits/pdf/Grant_Rates.pdf. These rates are set by Central Management Services for the State of Illinois and may change each year. These rates are different than the typical employer rate charged for employees not paid by grant accounts.
Where can I view an example of how one pay period's fringe benefit charges are calculated?
EXAMPLE:

Sally is paid 70% from a state account and 30% from a grant account, the fringe benefit charges for the grant are assessed as follows:

Sally's Total Earnings: $1,912.00 (State - $1338.40; Grant - $573.60)

Health (HMO Plan 3K) code 152 30% of grant rate of $555.76 or $166.83
QC Dental (Plan W1) code 102 30% of grant rate of $10.27 or $3.08
SURS Trad. Plan code 080 30% of gross earnings $1912 x 12.71% or $72.91
Medicare code 020 30% of applicable gross x 1.45% or $8.18
Life code 320 30% of grant rate of $10.51 or $3.15

This is an example of the payroll certification: http://www.siue.edu/humanresources/benefits/pdf/GrantFrBenCertExample.pdf

If you want to verify the charges for fringe benefits, you will need to know which Plan the employee has for dental and health insurance. You may contact Benefits staff at 650-2190 or hrbenefits@siue.edu to obtain this information. For most employees, the Plans do not change during the year. We are working with ITS to develop a process or method to make this information available to you and will alert you when this becomes available.

Will the grant reimbursement rate changes?
Grant reimbursement rates may change and if they do, the changes will occur on July 1st of each year. CMS will announcement changes in advance and we will update our website and send an e-mail announcement.
Will the health and dental plans change?
For most employees, the Plans do not change during the year unless the employee has had a qualifying event during the year. Plans may also change during the Benefits Choice period each year. Please contact Benefits staff if you believe a Plan change may have occurred as there is no system notification currently in Banner. We are working with ITS to develop a process or method to make this information available to you and will alert you when this becomes available.
How are Fringe Benefit charges to a grant account assessed on 12 month split contracts?
If an employee is paid by a split contract for an entire year (example: 80% State Account; 20% Grant Account), the grant will be charged 20% of the employer cost of the fringe benefits based on the grant reimbursement rate tables for 12 months.
How are Fringe Benefit charges to a grant account assessed on 9 (10, 11) month contracts?
If an employees is paid 100% by a grant account but works less than an entire fiscal (plan) year (i.e. - contract has a 10-month term with 2 months off in the summer), the grant will be charged 100% of the fringe benefits employer costs for 12 months, based on the grant reimbursement rate tables. The grant account may either be charged during the summer months (if an employee has deferred pay) or the grant account may reimburse the State at the grant reimbursement rate once the employee returns to work. This is a requirement by CMS and the State.
How are Fringe Benefit charges to a grant account assessed on 9 (10, 11) month split contracts?
If an employee is paid by a split contract (example: 80% State Account; 20% Grant Account) and works less than an entire fiscal (plan) year (9, 10, or 11 months), the grant account will be charged 20% of the employer cost fringe benefits based on the grant reimbursement rate tables. During the summer months, the grant account may be charged for the employer cost of the fringe benefits (if an employee had deferred pay) or the grant account may reimburse the State at the grant reimbursement rate once the employee returns to work. If the employee did not sign up for deferred pay, the employee will be billed directly by CMS during the summer months, for the same employee portion they paid while on payroll.
How are Fringe Benefit charges to a grant account assessed for employees who do not work 12 months and are off during the summer?
The grant account should budget and be charged the same share during the summer as it is charged while the employee is working.

Health Insurance

Can I review the medical claims for my family on-line?
Medical claims can be viewed on-line for the following health insurance providers:
How can I get a new health insurance card?
Employees need to contact their health insurance provider. Contact information is available on our Health Insurance information page.
How can I get a new prescription card?
Employees who are members of Quality Care or Healthlink OAP should call Medco at 800-899-2587. Employees who have coverage through another health insurance company should call their health care provider.
I have a question about prescription coverage, who can I talk to?
Medco 800-899-2587 handles prescription coverage for Quality Care and HealthLink OAP. Questions regarding coverage provided by an HMO must be directed to the HMO pharmacy.
Where can I find the Medical Schedule of Benefits?
The Medical Schedule of Benefits is available beginning on page 12 of the Benefits Choice Options Booklet at: http://www2.illinois.gov/cms/Employees/benefits/StateEmployee/Documents/FY2013_State_BCBook.pdf.
How do I know which doctors are covered by HealthLink OAP?
Provider information is available at http://www.healthlink.com; click on Find A Doctor.
Will my newborn automatically be added to my health insurance?
Employees must call Benefit Services at extension 2190 and request that their newborn be added to their insurance coverage. This must be done within 60 days of the date of birth. Employees will need to submit the certificate of birth, however, this does not need to be a certified copy.
What happens to the funds in my Medical Reimbursement Account at the end of the year when there is a balance and I will not be submitting receipts for reimbursement?
Any remaining balance that cannot be reimbursed will not be returned to employees. The funds remain with the State of Illinois.
Where can an employee go for confidential counseling?
The Employee Assistance Program (EAP) provides resources for support and information during difficult times for all active employees, full time and part time (50% or higher).  The EAP is a free, voluntary and confidential program that provides problem identification, counseling and referral services for employees and their covered dependents regardless of the health plan chosen.  More information can be accessed at http://www2.illinois.gov/cms/employees/benefits/pages/employeeassistanceprogram.aspx
Are bargaining unit employees represented by AFSCME covered under the State of Illinois Employee Assistance Program and Magellan Health Services?
Yes. University AFSCME employees are covered by the State of Illinois Employee Assistance Program and do not have to contact the AFSCME Council 31 Personal Support Program as indicated on the Magellan telephone recording. When an employee contacts Magellan, he or she needs to indicate that they are a University AFSCME employee and not covered under the master contract between the State of Illinois and AFSCME Council 31.
How do I get my Civil Union Partner on my health insurance plan?
General information regarding domestic partner and civil union partner coverage is available on the Central Management Services - Dependent Coverage web site. Please see the link to Civil Union Partner & Domestic Partner FAQs. Visit the Rates and Calculators page for the rates for non-IRS Adult Veteran Children, non-IRS Civil Union Partners and their children and non-IRS Domestic Partners.
When does medical coverage begin?
Medical coverage begins on the first day of work for eligible employees. Because health insurance is administered through the State of Illinois, SIUE must comply with State requirements. Employees who have accepted a 9 month or longer assignment for at least 50% time are eligible for coverage. The State does not offer insurance to employees on J-1 visas and only for F-1 visa holders who have been in the country longer than five years.

Dental Insurance

Can I review the dental claims for my family on-line?
Yes, http://www.compbenefits.com is where you can view your dental claims on line.
Do we have orthodontic coverage?
The State plan covers children under the age of 19 for orthodontia coverage at a limit of $1500 per course of treatment, and this is a lifetime benefit. More information is available at the following web site: http://www2.illinois.gov/cms/Employees/benefits/StateEmployee/Pages/StateDental.aspx.
How do I get a new dental card?
Employees need to call CompBenefits at 800-999-1669.
Where can I find the Dental Schedule of Benefits?
The following link will provide access to benefit plan information; the Dental Schedules are provided at http://www2.illinois.gov/cms/Employees/benefits/StateEmployee/Pages/BenefitPlans.aspx.
If I do not enroll my spouse or children in health insurance, can I still cover them under the dental plan?
Per State requirements, dependents must be covered by State health insurance to participate in the State dental plan.

Vision Insurance

If I do not enroll my spouse or children in health insurance, can I still cover them under the vision plan?
Per State requirements, dependents must be covered by State health insurance to participate in the State vision plan.
Can I get Lasik done under the vision plan?
Yes, employees will need to contact a network doctor for the service. For more information, see <ahref="http://portal.eyemedvisioncare.com/wps/portal/emweb" target="_blank">http://www.eyemedvisioncare.com.
Where can I find the Vision Schedule of Benefits?
The Vision Schedule of Benefits is available on page 24 of the Benefits Choice Options Booklet at: http://www2.illinois.gov/cms/Employees/benefits/StateEmployee/Documents/FY2013_State_BCBook.pdf.

Leaves

FMLA

What is FMLA?

FMLA stands for Family and Medical Leave Act of 1993, which allows eligible employees to take a family and medical leave up to 12 work weeks for any of the following reasons:

  • a. the birth of an employee's child;
  • b. the placement of a child with the employee for adoption or foster care;
  • c. the care of a spouse, child or parent with a serious health condition;
  • d. a serious health condition which prevents the employee from performing the function of his/her job.
  • e. for any "qualifying exigency" when the employee's spouse, child or parent is on active duty or is notified of an impending call or order to active duty in the Armed Forces (including the Reserves and National Guard in support of a "contingency operation")

Eligible employees may take up to 26 weeks of unpaid leave during one 12-month period to care for a spouse, child or parent who meets any one of the following conditions:

  • a. is a service member undergoing medical treatment, recuperation or therapy
  • b. is on out-patient status
  • c. is on the temporary disabled retired list for a serious injury or illness

Employees are eligible for a Family and Medical Leave if they have been employed by the university for at least 12 months and must have worked at least 1,250 hours during the 12 months preceding the leave. To remain in pay status employees must have available accumulated sick or vacation leave.

How do I apply for FMLA?
If you expect to be off longer than three work days, contact the Office of Human Resources (HR) to receive a medical leave packet. This packet will be mailed to you and it will include the following: The letter indicating that if there is ANY possibility you will be off longer than 60 calendar days (if you have at least two years of SURS credit or your disability is the result of an accident) you should request an Application for Disability through the State Universities Retirement System. This application will also be used if you have the Prudential supplemental disability plan if you are off longer than 90 days.

REQUEST FOR LEAVE/FAMILY AND MEDICAL LEAVE ACT - Must be completed, signed by you and your supervisor, and returned to the Office of Human Resources.

PHYSICIAN'S STATEMENT- Must be completed and returned to the Office of Human Resources.

Once HR has received your Physician's Statement, it will be reviewed and a letter will be sent to you with a copy to your supervisor indicating whether or not you are eligible for family medical leave. The letter will also state the next date an updated Physician's Statement will be required. To remain in pay status employees must have available accumulated sick or vacation leave.

How do I receive the protections of FMLA?
Employees need to provide, either verbally or in writing to the supervisor or department designee, sufficient information pertaining to the reason for the absence that indicates that the employee's absence would qualify for FMLA. An employee requesting FMLA leave should read and complete the entire FMLA Packet, have their supervisor sign it and request their physician to complete the appropriate Medical Certification form. The completed forms should be sent to the Benefits Department in Office of Human Resources (HR).
What if I don't want to take FMLA, but I'm eligible?
If an absence meets the FMLA criteria, the employee will be provided the protections of FMLA regardless of the employee's wishes. It is the responsibility of the supervisor and/or HR to detect, inquire, and designate qualifying absences as FMLA. The employee does not have an option to refuse FMLA.
What happens if I run out of FMLA?
If an employee's absence consumes the 12 weeks of designated FMLA-protected absences or leave, an employee may request to extend the leave of absence. However, the time off will be unprotected by FMLA. Employees who find themselves in this situation should contact the Benefits Department in HR.
When do I have to submit FMLA paperwork if I am ill or sick?
When you are off more than three days (i.e. on your fourth day off) you are required to complete the FMLA packet and appropriate Medical Certification for submission to the Benefits Dept. in HR. You can download the paperwork at http://www.siue.edu/humanresources/benefits/leaves/fmla/index.shtml or request HR to mail you a copy of it.

Once HR has received the required documents, they will be reviewed and a letter will be sent to you with a copy to your supervisor indicating whether you are eligible for FMLA. The letter will also state the next date an updated Medical Certification will be required. To remain in pay status employees must have available accumulated sick or vacation leave.
How early do I need to advise my department or HR that I will be on medical leave?
An employee is required to provide 30 days advance notice before FMLA leave is to begin. If 30 days notice is not possible (such as a sudden illness), notice should be given with as much advance notice as possible. In some situations, an employee is not able to provide the reason for absence before or during the leave. The employee may, upon returning from leave, provide within two (2) business days the completed FMLA packet and Medical Certification, which indicates that the recent absence or leave falls under FMLA. If the employee does not provide this information within two business days from the date of return to work, the leave may be denied and not designated as FMLA, and the time off will not be protected.
Does FMLA add extra sick days or vacation days to my existing balance?
No. FMLA is not a paid benefit; it provides only protection. Although FMLA provides no extra pay, FMLA can be a paid leave. FMLA normally will be run concurrently with whatever paid benefits the employee is eligible for, based on the employee's benefit balance and the reason for the absence or leave.
What do I need to do when it's time to return to work after my FMLA leave?
An employee should have the medical provider complete a release to return to work and relay this information to their department. Under FMLA, a two-day return-to-work notice is required. If the medical provider indicates restrictions on the release, the employee cannot return to work without the department's approval of the restrictions.
Can I collect disability while on FMLA leave?
If there is ANY possibility you will be off longer than 60 calendar days, you have at least two years of SURS credit or your disability is the result of an accident, you should request an Application for Disability from the Benefits Dept. in HR. This application will also be used also if you have the Prudential Supplemental Disability plan if you are off longer than 90 days.
We are adopting a baby and need to leave the Country for the arrangements. Does FMLA cover my absence?
Yes. If an employee meets the FMLA eligibility requirements, adoption is part of the FMLA bonding policy. Protected bonding may not be taken after the first year that the child arrives into the family. Documentation of the adoption of the child is required for approval of the leave.
Will holidays be counted against FMLA?
Yes. If a holiday occurs while you are FMLA leave, it is not excluded from FMLA protected leave.
Can I use a letter from a medical provider instead of the medical certification required?
No. The appropriate Medical Certification form must be filled out by your physician. No hand-written notes will be accepted.
How can I fill out the form for maternity when I don't know the date of the birth yet?
Use the estimated due date and contact the Benefits Dept. with the exact date of birth once the baby is born.
Can I use FMLA for a sibling?
No. FMLA does not provide for employees to take time off to care for an in-law, a grandparent, a sibling, or an adult child who is not disabled.
Can I apply for FMLA to care for my domestic partner?
It is the policy of SIUE to voluntarily apply FMLA provisions to registered same-sex domestic partners as qualified by the State of Illinois Domestic Partnership Affidavit.

Maternity/Paternity Leave

Where can I find information on maternity or paternity leave?
Information regarding leave due to birth or adoption of a child is covered under FMLA.

Vacation & Sick Leave

How do I earn leave time?
You earn vacation and sick time, appropriate to your position while you are in pay status. Full time and part time status Civil Service employees (excludes extra help and temporary employees), Administrative staff, Professional staff, Faculty, Lecturers, and Instructors are eligible to earn leave time. Leave time is pro-rated to your contract or position FTE and/or hiring date. This means if you work 80%, you earn 80% of the full-time rate. If you were hired halfway through the fiscal year, you earn half of any annual accrual.
What does it mean to "accrue" leave?
To accrue means to earn. If you accrue one half a sick day per pay period, you earn one half a sick day per pay period. Some leave types accrue every pay period and other leave types accrue just once a year. You need to consult your unique leave schedule to determine what leave category you are and how you earn.
What different types of leave time are there?
This is a list of the leave codes you may see in the Banner system and their definitions:
  • V250 (vacation time) - the amount you earn may depend on your years of service; the balance may carry over with limits if the position is not fully paid by a grant account.
  • EXSK (extended sick) - available to Civil Service employees and accrues once at the beginning of the fiscal year. It is also available to Professional staff who earn a one-time grant of 20 days. Unused balances will not carry over each year.
  • TEMP (temporary days) - available to Administrative Staff and Faculty and accrues once at the beginning of the fiscal year. Unused time does not carry over each year.
  • SN43 (sick leave not accruable) - available to Administrative staff and Faculty and accrues once at the beginning of the fiscal year. Unused time does not carryover each year.
  • SICK (sick leave earned after 1997) - unused sick time is not limited and carries over to the next year.
  • SK84 (sick leave earned prior to 1984) - not an accrual but is only a code to hold previously earned sick time.
  • SK97 (sick leave earned during 1984 and 1997) - not an accrual but is only a code to hold previously earned sick time. This is the only sick leave payable at 50% upon termination or retirement.
  • COMP (compensatory time earned) - this is not an accrual but is available for some non-exempt employees that may earn comp time instead of being paid for overtime.
What is a leave category?
Employees are grouped by employment type into classifications, such as Professional Staff, Civil Service or Faculty. Different classifications are assigned their own leave category since the classifications earn leave differently. Each leave category has its own leave codes and rules. If you change work classifications, your leave category may change.
Why do I see leave codes with no balances?
Some codes, SK84 and SK97 for example, were added to leave categories that contained employees who had past balances. If you did not have this type of leave, the code will display but the amount will be zero.
What does "years of service" mean and how can I find out mine?
Years of service means how many years you have been employed by the university. This is also your "adjusted service date" since some Civil Service employees may have worked for another State University Civil Service System (SUCCS) employer and are able to bring their SUCCS years of service with them. This enables them to accrue vacation at the appropriate rate for all of their years of service in the Civil Service system. For most employees, your years of service is based on your hire date.

Currently this date can only be seen by users with access to Banner HR on the PEAEMPL screen. We are working with ITS to enable all employees to view their Adjusted Service Date to be viewed in Banner Self-Service (CougarNet). If you would like to confirm your Adjusted Service Date, please contact Human Resources.

Why are my accruals now in Banner?
To continue to become more efficient and reduce paper costs to the university, we began using Banner software to track vacation and sick leave time. Most universities in the state use on-line systems for maintaining employee vacation and sick leave records.
I understand some changes have been made to how my leave is earned, what are those changes?
All leave accruals, time used, and balances are rounded up to two decimal places. All previous accrual rates of four decimal places have now been rounded up, for example, .4635 now becomes .47. You have not lost any time, but may have gained time. All leave time is reported in hours instead of days.
How can I see my leave accruals and balances?
  • Go to SIUE's homepage: http://www.siue.edu/
  • Click on the CougarNet icon to the left of the page under Featured Links.

    You will be taken to CougarNet.

  • Scroll down to click on one of the following to log in:

    Enter CougarNet with your e-ID
    -
    Enter your e-ID and password, as you do when you check your SIUE e-mail account.
    Enter CougarNet with your University ID
    - You need to enter your University ID number (Banner ID number printed on your ID card) and your Pin number. If you do not know your Pin number, you can look it up and/or reset it.

If you would like more information on the Banner Self-Service (CougarNet) features, please review the information available through the link below:

http://www.siue.edu/humanresources/self_service.shtml

To see Leave balance information, select the Employment tab and click on Leave Balances.

How can I check that I am earning the correct vacation and sick leaves?
HR is holding training sessions and will provide worksheets for each leave category. Each worksheet contains multiple tabs which include a summary page, a sick leave accrual page, a vacation leave accrual page, and an example of how vacation and accrual changes for some employees at their anniversary date. We plan to have this information also available through Banner Self-Service (CougarNet) in the Leaves section.

In addition, with the conversion to Banner, HR staff verified the beginning balances in Banner were the same as the FY10 ending balances.

Who can I contact if I need help or I am not earning the correct leave type or time?
You may ask your department's Vacation and Sick Leave contact person or Human Resources.
Where can I find our more information about using my leave time?
See the HR web pages at:

http://www.siue.edu/humanresources/benefits/leaves/cs/index.shtml for Civil Service employees, or http://www.siue.edu/humanresources/benefits/leaves/ for Administrative and Professional Staff employees and faculty. If you have additional questions after reviewing the FAQ's, please contact Human Resources.

Which leaves are payable when I terminate or retire?
Vacation that is eligible for carry-over is payable at termination or retirement.

In accordance with Illinois Public Act 83-976, employees who terminate and have a sick leave balance of time accrued and unused from January 1, 1984 until December 31, 1997, shall be paid for one half the balance. This is the only sick leave payable upon termination or retirement.

Why are my vacation and sick leave balances and accruals no longer on my timecards?
To reduce duplication of work and reduce confusion, only leave time used is recorded on the timecards. Leave accruals and leave balances are available in Banner Self-Service (CougarNet).

Retirement

Deferred Compensation (457b)

What is the difference between the deferred compensation plan 457(b) and a tax sheltered annuity 403(b)?
Both plans are regulated by the Internal Revenue Service and allow employees to set aside a portion of their earnings as tax deferred for retirement. The deferred compensation plan is offered through the State of Illinois ( http://www.state.il.us/cms/2_servicese_ben/defcomp.htm) where limits and more information can be found. The SIUE Supplemental Retirement Plan is a tax deferred (403b) annuity plan and is offered by the university. Approved vendors, limits and more information may be found in the Supplemental Retirement Plan web page at http://www.siue.edu/humanresources/benefits/retirement/. For both plans, employees are able to select various investment strategies and contribute up to the maximum allowable per law.
How do I enroll/change/revoke my Deferred Compensation (457) supplemental retirement plan?
Visit the Deferred Compensation Plan section of the Illinois Department of Central Management Services web site to access forms and information. Completed forms should be sent to Benefits staff in the Office of Human Resources, Box 1040. Changes will take place in accordance with the payroll processing schedule when the change is received.

Supplemental Retirement Plan

  • General Questions and Eligibility
What is the difference between the deferred compensation plan 457(b) and a tax sheltered annuity 403(b)?
Both plans are regulated by the Internal Revenue Service and allow employees to set aside a portion of their earnings as tax deferred for retirement. The deferred compensation plan is offered through the State of Illinois ( http://www.state.il.us/cms/2_servicese_ben/defcomp.htm) where limits and more information can be found. The SIUE Supplemental Retirement Plan is a tax deferred (403b) annuity plan and is offered by the university. Approved vendors, limits and more information may be found in the Supplemental Retirement Plan web page at http://www.siue.edu/humanresources/benefits/retirement/403b.shtml. For both plans, employees are able to select various investment strategies and contribute up to the maximum allowable per law.
What happened to the Tax Sheltered Annuities (TSA) 403(b) plan?
The Tax Sheltered Annuities (TSA) 403(b) plan has been renamed the Supplemental Retirement Plan.
What is the Supplemental Retirement Plan?
It is a voluntary defined contribution plan designed to have tax favored status under IRS Code section 403(b). Employees can voluntarily choose to make pre-tax contributions and/or after-tax Roth Contributions to the Plan. These contributions reduce an employee's take-home pay, but the pre-tax contributions also reduce the taxes that would have been paid on this income.
Can all employees participate in the Plan?
Yes, all employees who pay FICA or SURS are eligible to participate in the Plan upon hiring. This includes, part-time, full-time, extra help, and temporary employees. As long as an employee is in a pay status they may contribute to the plan. Student workers and graduate assistants do not pay FICA or SURS and therefore are not eligible to contribute under this plan.
Does the university match contributions under this Plan?
This is a Supplemental Retirement Plan and the university already contributes to SURS for eligible employees. The university does not match contributions under the Plan.
Where can I find more information about this Plan?
Visit the Plan document at http://www.siue.edu/humanresources/benefits/pdf/SIUE_SRP.pdf.
Why does the university have to sign my 403b transactions?
The IRS changes in 2007 required Plan Administrators to become more involved with administering 403(b) plans. These changes were created to pattern 403(b) requirements after 401(k) requirements. Plan Administrators are required to sign all transactions such as rollovers, transfers between vendors, loans, hardships, and termination distributions. Vendors are required to submit transactions to the Plan Administrator for signature. This includes current and past employees, retirees, and beneficiaries. Transactions without Plan Administrator certification are not in compliance with the Plan or the IRS.
What if I change my mind, can I get my money back?
The Supplemental Retirement Plan is intended to set aside funds for retirement. In general, participants cannot take money out of the Plan (without penalty) until they become age 59 1/2, terminate from the university, or become disabled. Please review the Distribution FAQ's for more information or the Loans FAQ's section as this may be an option.
What happens if I terminate and I'm not 59 1/2 yet?
Upon termination, participants may choose from the following:
  • Leave the funds on deposit in the Supplemental Retirement Plan to continue to take advantage of tax free earnings growth,
  • Roll the account balance into another employer's 403(b) plan, if permissible by the new Plan,
  • Roll the account balance into a self-directed IRA,
  • Take a distribution, however a 10% penalty and taxes will be due upon those funds paid directly to a participant.
Participants who terminate and choose to leave funds on deposit with the vendor must maintain a current address with the vendor and keep their Beneficiary information up to date. Participants who choose to take a distribution and move the funds elsewhere should contact their vendor as surrender and early distribution fees may apply.
Can a minor be a Beneficiary of this Plan?
Yes, if the account would need to be paid out to a minor, the Plan will make payment to the appointed guardian or in accordance with the terms of a court order.
I am a Beneficiary for a participant who has died, what do I do?
Beneficiaries must contact the investment vendor where the funds are held and will need to provide a copy of the death certification. Each vendor also has distribution forms that will need to be completed.
  • Approved Vendors and Vendor Transfers
Which vendors can I invest with and what choices do I have with those vendors?
The approved vendors can be found at http://www.siue.edu/humanresources/benefits/retirement/403b.shtml. The vendors can provide detailed information on the different choices. Employees are encouraged to read and understand the investment results of their choice by reading the prospectus.
How do I get started with an investment vendor?
Vendors visit the campus a few times each year. Employees may choose to schedule a face-to-face visit when the vendor is on campus or may contact the vendor from the information at http://www.siue.edu/humanresources/benefits/retirement/403b.shtml. Employees must first complete an Enrollment form with the appropriate vendor(s) and must also complete a Salary Reduction Agreement (SRA) at http://www.siue.edu/humanresources/forms/pdf/SalReduction403b.pdf. The SRA form should be turned into Benefits staff.
How can I contact an investment vendor to obtain a prospectus?
See the information at http://www.siue.edu/humanresources/benefits/retirement/403b.shtml and e-mail or call the selected vendor.
Why have the investment vendors changed in the Plan in the past few years?
The approved investment vendors in the Plan have changed over the past few years due to the Internal Revenue Service (IRS) changes in 2007. Many vendors were unable to meet the increased reporting requirement of the IRS and opted out of participating in 403(b) plans. Several vendors also failed to meet performance standards set by the SIU Board of Trustee. These standards include requirements to meet an A.M. Best A+ rating and minimum participation levels. When vendors failed to meet these performance standards, they were placed on a watch list and given time to improve and/or meet the requirements. Employees who were contributing to these vendors were also notified of a potential change. When vendors failed to meet the standards they were removed from the Plan.
Will the vendors change under the plan?
Yes, over time the vendors may change. As noted in the previous FAQ, if vendors are removed from the Plan, a Supplemental Retirement Plan Best Practices Committee meets annually to determine when and if new vendors should be added to the Plan. In addition to offering the appropriate 403(b) and/or 403(b) (7) investments approved by this Plan, the new vendor must meet performance standards. The campus will be notified when changes are made to the vendors.
I didn't receive a statement from my investment vendor, what do I do?
Employees should consult their most recent statement from that vendor and contact the customer service area or call the SIUE vendor representative list on the benefits webpages at http://www.siue.edu/humanresources/benefits/retirement/403b.shtml.
Can I talk with someone at SIUE about investment advice?
Participants need to talk with the vendor representative. University staff may not provide investment advice.
What do I do if I want to change my investment choices with my vendor?
Contact the SIUE vendor representative and they will assist you with making this change.
What if I want to transfer my money to another vendor?
Participants may only transfer their account in the Plan to an approved vendor in the Plan. The Plan does not allow for funds to be transferred to non-approved vendors until an employee terminates. Participants should first check with their vendor about any surrender fees.
  • Contributions and Rollovers into the Plan
How can I make changes to the investment amount?
Employees currently contributing to the Supplemental Retirement Plan wanting to make a change must complete a new Salary Reduction Agreement available at http://www.siue.edu/humanresources/forms/pdf/SalReduction403b.pdf. The change will take effect depending on when it is received by Benefits and the payroll processing schedule.
What if I want to select another vendor?
Employees currently contributing to the Supplemental Retirement Plan needing to make a change to their investment provider must complete a new Salary Reduction Agreement (SRA) available at http://www.siue.edu/humanresources/forms/pdf/SalReduction403b.pdf. A new SRA will replace the previous SRA. The change will take effect depending on when it is received by Benefits and the payroll processing schedule. The SRA form is required to comply with audit standards for authorized payroll deductions.
Can I contribute to more than one vendor at the same time?
Yes, the revised SRA form allows for contributions to multiple investment providers. Employees currently contributing to the Supplemental Retirement Plan wanting to add an additional investment vendor must complete a new Salary Reduction Agreement (SRA) listing both vendors and their respective deductions. The Agreement form is available at http://www.siue.edu/humanresources/forms/pdf/SalReduction403b.pdf. The new SRA will replace the previous SRA. The change will take effect depending on when it is received by Benefits and the payroll processing schedule. The SRA form is required to comply with audit standards for authorized payroll deductions.
How much can I contribute?
The IRS adjusts the annual maximum each year. For 2009, the limit is $16,500. Employees over age 50 in 2009 have an additional catch up amount they can contribute which is $5,500 for 2009.
I've already contributed to another employer's 403(b) plan this year, can I still contribute the maximum under this Plan?
No, the annual limit is set per the IRS and is the total for any 403(b) Plan including Roth contributions to such a Plan. An employee would need to reduce the IRS annual limit by what they have already contributed for the year and any amount remaining would become the employee's SIUE contribution limit for the year.
What is the minimum amount I have to invest?
Employees must contribute a minimum of $200 annually, in whole dollar amounts through consistent payroll withholdings. For an employee paid on FA or SM semi-monthly payrolls this is $9 per pay period for an employee paid on BW bi-weekly payroll this is $8 per pay period.
I have another 403b account from a previous employer can I roll this over to my SIUE account?
If permissible by the other 403(b) Plan, the employee may request all or a portion of their distribution to be paid directly to an approved vendor in the Plan.
What if I want to stop my contributions temporarily?
An employee will need to prepare a Salary Deduction Revocation to stop a Supplemental Retirement Plan contribution. When the employee wishes to restart the deduction, they must complete a new Salary Reduction Agreement. These forms are required to comply with audit standards for authorized payroll deductions.
  • Distributions and Taking Money out of the Plan
When are distributions without penalty permitted from the Plan or can I request a rollover out of the Plan?
Eligible distributions in the Plan are permitted when/if the following occur to an employee:
  • Reaches age 59 ½,
  • Terminates from the university,
  • Becomes disabled,
  • Dies.
When an employee terminates the funds may be rolled over to a self-directed IRA or paid to another employer's 403(b) plan.
If an employee dies, the Beneficiaries should request distribution from the vendor.
What is a hardship distribution and where can I find information about hardship distribution?
See the Plan summary at http://www.siue.edu/humanresources/benefits/pdf/SIUE_SRP_Summary.doc. The Plan allows for hardship distributions which are events that place an immediate and heavy financial burden on an employee. The IRS has specific requirements that must be met and they must be supported by the appropriate documentation. Employees need to contact Benefits staff to discuss hardship distributions. Employees who are approved for and receive a hardship distribution are required to suspend voluntary contributions into the Plan for 6 months. When the 6 months have pas sed, the employee must submit a new Salary Reduction Agreement if they wish to contribute again.
  • Loans
Can I take a loan from my account balance?
Most vendors do allow for loans, however, not all. See the Plan summary at http:/www.siue.edu/humanresources/benefits/pdf/SIUE_SRP_Summary.doc. Employees should contact their vendor as well. Past employees are not permitted to take out a loan since termination makes them eligible for a distribution. These participants should contact their vendor representative.
If I take out a loan how long do I have to pay it back and what is the interest rate?
Vendors are required to establish a loan payment schedule with level payments made at least quarterly not to exceed 5 years unless the loan is used for the purchase of a principle residence in which case the loan cannot exceed 15 years. Vendors will require proof of purchase of a principle residence to establish the 15 year repayment schedule. Vendors set their own interest rate, so employees will need to contact the vendor representative for more information.
What is the maximum loan I can take?
Loans are totaled and may not exceed the lessor of:
  • $50,000 reduced by any outstanding loan balance or the highest outstanding loan balance for the previous year, or
  • one half of the employee's aggregate Plan account balance.
The Plan Administrator and Vendors will work together to ensure that loan limits are not exceeded.
Can I have loans with multiple vendors in the Plan?
Employees may have outstanding loans with more than one vendor, however, the total loan limit may not be exceeded. Total loans to any one employee may not exceed the lessor or:
  • $50,000 reduced by any outstanding loan balance or the highest outstanding loan balance for the previous year, or
  • one half of the employee's aggregate Plan account balance.
The Plan Administrator and Vendors will work together to ensure that loan limits are not exceeded.
How do I make loan payments?
The loan payments will be made directly to the vendor.
I have an outstanding loan from this Plan and I'm unable to continue to make payments, what do I do?
Contact your vendor representative. An employee who does not repay a loan will be in default. Defaulted loan amounts will be reported by vendors as premature distributions subject to a 10% penalty and applicable taxes for the outstanding balance. Participants who default on a loan under the Plan cannot take future loans under the Plan with any vendor until the defaulted loan is fully repaid.
I'm in Military Service and being called to active duty, can I get my loan payments suspended?
Contact your vendor and inform them. There are special code sections that allow for suspension of loan payments for employees in the Military.

SURS

How much money is in my SURS account?
Employees should contact SURS at 800-275-7877 or view their account at http://www.surs.org.

SURS – Retirees Returning to Work

What is Public Act 97-0968 – SURS “Return to Work”?
This act requires all SURS-covered employers (such as SIUE) to make a payment to SURS if it employs an “Affected Annuitant” after August 1, 2013. The payment is equal to the “Affected Annuitant’s” annual SURS retirement annuity and will be payable in the year following.
Who is an “Affected Annuitant”?
An employed SURS retiree becomes an “Affected Annuitant” on the first day of an academic year following the academic year in which the annuitant initially meets both of the following conditions:
  • Receives compensation during an academic year beginning after August 1, 2013, that is greater than 40 percent of the highest annual rate of earnings earned prior to retirement.
Once a SURS annuitant works at a SURS covered employer and receives compensation in excess of 40% of their highest annual pre-retirement earnings, they become an “Affected Annuitant”.
Are all SURS retirees considered “Affected Annuitants”?
No. Employees who retired under the SURS Self-Managed Plan, are employed as Civil Service Status employees, or took a lump sum distribution or a Separation Refund are not annuitants and cannot become an “Affected Annuitant”.
What are the consequences of hiring an “Affected Annuitant”?
In addition to paying the individual’s compensation, SIUE will have to make a payment to SURS equal to the “Affected Annuitant’s” annual SURS retirement annuity. If the individual’s compensation is $30,000 and their SURS annuity is $28,000, SIUE will end up paying a total of $58,000 to employ the annuitant.
How long does an annuitant remain affected by this Return to Work Act?
Once a SURS retiree becomes an “Affected Annuitant”, the individual remains an “Affected Annuitant” unless they suspend their SURS pension and return to active service which means they and SIUE begin contributing to SURS again.
Are there any exceptions to this rule?
Yes, SIUE may not be required to repay the SURS annuity only in a few rare cases as listed below.
  • “Affected Annuitants” compensated solely from federal, foundation, trust, or corporate funds, or state grants in which the principle investigator is named.
  • In order to continue “critical operations in the event of an employee’s unforeseen illness, accident, death, or catastrophic incident or disaster”, SIUE would be able to hire an “Affected Annuitant” for no more than one year.
Departments should confirm these exceptions with the Office of Human Resources to be sure the exceptions apply.
How will departments know the maximum earnings a retiree can earn to avoid this penalty?
Selected department employees across campus have view access to PEAREVW will be able to view the individual’s SURS earnings limitation. The help text in Banner provides details on the fields and codes used in PEAREVW. Departments can also call the Benefits department in the Office of Human Resources at ext. 2190 for help with PEAREVW or to determine an individual’s SURS earnings limitation.
If a department wants to hire someone who will become an “Affected Annuitant” or who is already an “Affected Annuitant”, who should the department talk to?
After the department has confirmed the annuitant’s status, the department should seek guidance from their respective Vice Chancellor regarding employment.
If the Retiree who is hired accrues vacation, will a vacation payout contribute to their earnings at termination and possibly cause the retiree to become an “affected annuitant”?
Yes. Payouts of accrued vacation benefits to annuitants where the University is obligated to payout vacation benefits at termination could result in the retiree exceeding their earnings limitation causing them to become an affected annuitant.
What happens if a SURS annuitant accepts employment at another SURS institution while employed at SIUE?
Annuitants are required to disclose to the Office of Human Resources any employment that has been obtained with another SURS institution immediately. The income received from all SURS employers is used to determine if the annuitant is or will become an “affected annuitant”.

Workers' Comp

What do I do if I am injured on the job?
Report the injury to your supervisor and to Caresys (the State Administrator for Workers' Compensation) at 800-773-3221. Download and complete the following forms available on the Illinois Department of Central Management Services - Workers' Compensation Program web site. Additional information about Workers' Compensation is also available at this site.

Connections NOW

How do I access Connections NOW?
After you have registered for Connections NOW you will receive periodic emails with important information. Some of the information provided will include your login information including your password and the link to Connections NOW. We suggest you save the link as 'favorite' on your internet browser. You may also access Connections NOW by following this link: CONNECTIONS NOW.
Why are we being trained on quality service?
We met with students to obtain their feedback as to how we can improve their success through staff engagement. One of the key suggestions we received from students is that they would like staff to improve the delivery of quality service. In addition, we have received feedback from employees that they would like more training so that they can be more effective in their jobs.
Who has to attend this training?
All staff employees are expected to attend this training.
Is participation mandatory?
Yes
Why are only staff employees expected to attend this training?
The training is in response to feedback from students and staff regarding staff employees.
Can student workers attend this training?
At this time only the university staff will be going through the program. If a department has a student worker or graduate assistant that they feel would benefit from the course they may elect to have that individual go through the program. The department will be responsible for the cost of the course. Please contact Sherrie Senkfor ssenkfo@siue.edu if you have a student worker or graduate assistant that you would like to go through the program.
How long will it take to complete the modules on line?
Each module will take 20-30 minutes to complete. Typically, you will be expected to complete 2-4 modules each week. Your position determines the number of modules you will have to complete. All employees will complete at least 8 modules in total.
Are the modules timed?
Modules are not timed; you are able to stop and start the modules at your convenience.
Am I required to submit the modules to my supervisor? Does my supervisor have access to my on line training?
Modules do not have to be submitted to supervisors nor does your supervisor have access to your on line training. However, your progress and completion of the modules will be monitored by a training administrator to make sure you complete the program.
What happens if I do not complete the training?
All staff employees are expected to complete the training. Your initial enrollment is paid for by the Office of Human Resources. If, for some reason you start Connections NOW and are unable to complete the program within the specified period of time, you will have to take the course again. However, an enrollment fee will be charged to your department. Therefore, it is very important that when you register for your session that you are able to commit to the scheduled dates.
I completed my module, but in my Catalog it shows that the module was Not Completed or In Progress, what do I do?
Make sure you click all the way through the module and do not exit out too early. If this problem continues you may email lscrogg@siue.edu or connectionsnowsupport@noellevitz.com.
Will these training modules be kept on file in case I need to refer back to any of them for a refresher course?
The on line training modules and PDF documents are available to you up to 60 days after you begin the training.
How do I know what I am supposed to complete and when? When do I have to attend the classroom discussions?
You will sign up for a Connections NOW class that will indicate the date, time and location of your classroom discussions. Your position will determine how many times you will meet for the discussions. The majority of employees will attend 3 separate classroom discussions, each lasting 2-3 hours.
Am I required to attend all of my classroom discussions? What happens if I am sick?
Yes, you are required to attend all of the classroom discussions you are enrolled in. Since you choose the class you want to take, you will know the dates and times of the discussions prior to enrollment. You will be excused from the classroom discussion if you are ill and are absent from work.
How much preparation is required for each meeting?
You should complete the assigned modules prior to each classroom discussion.
Are participants required to print off the PDF documents that appear at the end of each module for reference, and bring those to the training sessions?
The PDF documents are additional resources for you so you want to print them out for your own reference. You will not need the PDF documents for the classroom discussions.
What will happen in the classroom discussions?
There will be 1-2 facilitators leading discussions on key points from the assigned material. There will be small group discussions as well as discussion among the entire group. Occasionally there will be small group exercises to help reinforce the training material.
Can I simply go through the on-line modules and not attend the follow-up meeting?
No. You must complete the on-line modules and attend the classroom discussion sessions.
Will I be forced to talk in the classroom? I don't like talking in big groups of people.
You will be asked to introduce yourself at the beginning of the first session. No one will be forced to talk in a big group but will be expected to participate in small group discussions. However, everyone is expected to attend the class discussions prepared and familiar with the material.
Can I switch classes/groups if I should have a conflict with someone in my class?
If you have a problem in your group, please inform your facilitator. You may also contact lscrogg@siue.edu. However, participants will not be allowed to "switch" classes based on schedule conflicts once the class has begun.
Will specific office duties and training for those individual offices or departments be addressed in these sessions?
The focus of Connections NOW is to improve quality service on our campus. Specific office duties and training for individual offices will not be addressed in these sessions.
What will be the follow up? Will there be any follow up after the meetings to keep the material fresh on our minds?
This will be covered in one of your classroom discussions.
How do I learn more about the campus in order to implement what I have learned in the training sessions?
This will be covered in one of your classroom discussions.
Do I have to 'pass' the program or just complete the modules and attend the classroom sessions?
Employees are expected to complete the modules and participate in the classroom discussions. Employees will not be "graded" on their participation.
How and when will new employees be included in the program?
New employees will be included in the program after the majority of existing employees have completed the training.
I believe a co-worker would benefit from attending the program but they don't want to take the time to, so how do I handle this situation?
Connections NOW is mandatory for all staff employees. If you have someone that is refusing to attend the training, please inform your supervisor.

Degree Completion Award

What is the Degree Completion Award?
The Degree Completion Award is offered to help civil service and professional staff employees complete their first baccalaureate degree. Each year an award winner receives two semesters off work with pay to complete their degree. During the time off, the employee must attend classes full time and complete their degree.
Who can apply for the Degree Completion Award?
Applicants must meet three qualifications. First, they must be civil service or professional staff employees. Second, they must have worked for SIUE for three or more years. Third, they must be within 32 hours of completing their first baccalaureate degree at SIUE at the time the leave commences.
Who selects the award recipient?
Each year a committee of five faculty members is selected to review the applications and determine the award recipient. Each faculty member represents a different school or college.
What are the committee's decision criteria?
The committee looks at three criteria when making their decision: essay, grade point average, and letter of reference.
Is everyone considered equally by the Selection Committee?
Yes, the names of all applicants are removed from the required documents and are given a number for identification purposes. The selection committee meets and makes its decision without knowing the name of the actual recipient. Decisions of the selection committee are final and cannot be appealed.
What happens after I receive my degree?
You return to your former position and can apply to internal positions that match their background, skills and education. You must also agree to remain at SIUE for two years following your return from the award period.
Does student employment or graduate assistantship time count toward the three year employment requirement?
No. Only time spent as civil service or professional staff counts toward this requirement.
What if I can't complete my degree requirements because a required class is not offered in either of the two semesters? Will I have to pay back the money?
If you are selected to receive the award and are unable to complete your degree for reasons beyond your control you will not be asked to repay the award amounts, but you will be expected to finish the degree at the earliest possible time.
The award requires me to work for two years after I finish my leave. What if something happens and I can't do this?
If you voluntarily leave SIUE before completing two years of work, you may be required to repay the tuition amount and the amount you received in salary during the award period.
How do I apply for the award?
Pick up an application form at the Office of Human Resources, Rendleman Hall, Room 3210, or the form is available on the HR web site at: http://www.siue.edu/humanresources/forms/pdf/DegreeComplApplication2010.doc. Complete the application packet by the deadline provided for the current year. Be sure to complete all parts of the application, as incomplete applications will not be accepted. The results will be announced about four weeks following the application deadline.
Can I use the award to complete my graduate degree?
No. This award is only available to employees completing their first undergraduate degree.
Now that I have a degree, will the university find a job for me that utilizes my education?
We hope you will be able to use what you learned in classes in both your current and any future jobs and you are encouraged to take advantage of promotional opportunities available at SIUE. The university will not find or create a new position in your field of study.
What will happen to my benefits during the award period?
You will continue to receive all benefits, except that you will not accrue sick time or vacation time. In addition, you will not accrue seniority during the award period.
Who will do my job while I'm away?
A temporary person will be hired to fulfill your job duties for the two semesters while you are away from your job.
Who should I contact if I have more questions?
Call the Office of Human Resources at extension 2190.

Employment

The Form I-9

What is the process for completing a Form I-9?
This form must be completed at the Office of Human Resources no later than the employee's first day of employment. It is the responsibility of the hiring unit to make arrangements for the completion of a federally required "Employment Eligibility Verification" Form, more commonly referred to as the "I-9." It is also the responsibility of the hiring unit to inform new employees of the proper identification required to complete the I-9. A list of acceptable identification can be found at http://www.uscis.gov/files/form/I-9.pdf. The hiring unit is also responsible for sending a memo with the employee's start date, position title, and account number to which the drug and alcohol test will be billed. Anytime there is a break in employment the employee must complete a new I-9
What constitutes a break in employment?
A break in employment is defined as any period when an employee is not under contract as an employee of the institution. This includes, but not limited to, term/durational employees. In order to avoid a break in employment, term/durational employees must have a renewed contract prior to the termination of their current contract.
Are employees who waive payment required to complete the I-9?
Yes. Employees who waive payment (ex. interns, volunteers, etc) are required to complete the I-9. According to the Department of Justice, anyone hired to work in exchange for wages or other types of remuneration are required to complete an I-9. Remuneration is "anything of value given in exchange for labor or services rendered by an employee." (U.S. Department of Homeland Security, Handbook for Employers). This includes, but is not limited to, library access, food, lodging, e-mail privileges, and tuition waivers.

Civil Service Employees

Job Audits

What is a Civil Service position audit?
A Civil Service audit is a review or audit of the position to assure that the position is appropriately classified. It is a position audit, and not an audit of the incumbent.
How do I request a Civil Service position audit?
A position audit should be requested through a memo sent to the supervisor of the incumbent or from the supervisor proper. The memo should be accompanied by the current PDQ with the current title and any changes to the duties and responsibilities to the position and signed by the incumbent, supervisor and director/dean and appropriate Vice Chancellor. It is then forwarded to the Office of Human Resources. Upon receipt of the documents, an employee of the Office of Human Resources will contact the supervisor and schedule an appointment to do the on site audit.
What can I expect from a Civil Service position audit?
The position audit will involve an on site interview with the supervisor(s) and, when necessary, the incumbent to discuss the changes in the duties and responsibilities for the position. It is an informal meeting at which time all parties are encouraged to ask questions and receive answers to those questions. The information gathered at the interview is utilized, along with PDQ and the Class Specifications provided by the State Universities Civil Service System, in order to determine the appropriate classification for audited position. If the position should be reclassified or reallocated (moved to another promotional line), the audit finding will be forwarded in a memo directed to the supervisor, with all applicable parties receiving copies of the same. In addition, the incumbent must pass the Civil Service exam for the recommended title. If there is to be a change in the compensation due to the reclassification/reallocation, that information will be included in the memo along with instructions of how to proceed to complete the process. The effective date for the reclassification is the latter of the date the audit was requested and the date the exam was passed. If the position classification remains unchanged as a result of the audit, a detailed task analysis will be provided in memo form to the supervisor and all applicable parties in order to break down the duties and responsibilities to reflect the level of the same.

Terminating Employment

How does a Civil Service employee terminate employment with the university?
When a Civil Service employee makes the decision to terminate employment with the university, the employee should contact the Office of Human Resources to set up an appointment to sign the appropriate separation document. During this appointment, the terminating employee should also provide the Office of Human Resources with a copy of any correspondence he or she has given to their supervisor regarding their termination. Separation documents are signed in the Office of Human Resources in order to give the employee the opportunity to speak with the Benefits Department to answer any question(s) regarding the retirement system, etc.

Application & Testing Process

How do I apply for Civil Service employment at SIUE?
The Civil Service application process requires submission of a Civil Service application. The application is available at: http://www.siue.edu/humanresources/forms/pdf/APPLICATION_FOR_CIVIL_SERVICE_EMPLOYMENT.doc .
What happens after I submit an application?
Applications are reviewed once submitted to the Office of Human Resources. Qualified applicants are contacted by an HR representative to schedule a testing appointment. Incomplete applications may not be considered.
What if I require a special accommodation in order to participate in the application and/or hiring process?
The Office of Human Resources provides reasonable accommodations to applicants with disabilities. If you need an accommodation for any part of the application and/or hiring process, please contact the Civil Service Employment section in the Office of Human Resources at 618-650-2190.
Do I need to submit an application every time I apply for an exam?
One application is sufficient for multiple exams. Applications should include at least the past 10 years of employment history. A new application will need to be completed after an application has been on file for longer than one year. Falsification of any information on the application or examination materials is cause for voiding of the entire exam.
When are exams given?
Exams are administered by appointment Monday through Thursday at 8:30a.m. and Monday, Tuesday, Thursday at 1:00p.m. on the third floor of Rendleman Hall in Room 3210. Exams for Police Officer position titles, however, are administered only when a Police Officer position is available.
What should I wear to my appointment to take an exam?
Casual attire is appropriate; no interviews are conducted during the examination appointment.
What should I bring with me to take the exam?
Calculators, pens, pencils, and scratch paper are provided to applicants during examinations. Please refrain from bringing any other personal belongings such as backpacks, notebooks, etc. to an exam. Applicants will be asked to leave such belongings with the testing administrator. All cell phones and pagers should be turned off or adjusted to vibrate to avoid disturbing other examinees.
Where should I park when I arrive at SIUE to take an exam?
Applicants should park in the Visitors Lot B. There are signs on campus to direct visitors to this lot from university Drive (North and South). The Office of Human Resources is located on the third floor of Rendleman Hall, which is the second building to the right of Lot B. Parking is $1.00 per hour; coins, bills or debit cards are accepted. Link to Maps and Directions to view SIUE maps and for instructions on how to get to the SIUE campus.
What should I do if I am late for an exam or cannot arrive to take an exam?
Applicants who will be more than 15 minutes late to take an exam should call the Civil Service Employment section in the Office of Human Resources at 618/650-2190 to reschedule the exam. Applicants who know in advance that they will not be able to keep their scheduled appointment should provide 24-hour advance cancellation notice.
How soon will I get the results of my exam?
Applicants receive their exam scores for written exams between 7 and 10 business days after the day of the examination. Scores and ranking for electronic exams will be generated immediately after an exam is completed.
Can I retake an exam if I do not pass it the first time or if I want to try to improve my score?
Yes, applicants can retake a written exam three times within a year after a 30 day waiting period between each exam. The typing skills exam may also be retaken 3 times within a year; however, there is no waiting period.
What is a Credential Assessment Exam?
The Credential Assessment Exam is an exam for certain positions based on education and experience. Points are given based on these two factors only. Scores are sent to qualified applicants after their credentials have been assessed. No testing appointment is required.

Ethics Training

I signed the paper form of the ethics orientation when I was hired. Am I required to take the on-line testing and why?
Yes. The State Ethics Act requires employees to complete the paper ethics orientation within 30 days of their hire date. All employees must participate in the on-line testing if you were hired on or before September 30.
How frequently must ethics training be completed?
The training is an annual requirement based on the calendar year. As such, you will be required to complete ethics training on-line each year.
When am I required to complete the annual on-line training?
The annual on-line training is typically held from mid October to mid November. You will receive a notice from the Chancellor via email announcing the annual on-line ethics training period.
I tried to log-in using the ID that I established last year, but am unable to access the training. What do I do?
The initial training password is defaulted each year to ethics#123. You will be required to reset the password each year before taking the on-line training.
Will time be provided during work hours to complete the training?
Yes. You should talk to your supervisor about any time you may need to take the test.
I am not that great with computers. Will someone help me complete the training?
Yes. If you need assistance, please contact the Office of Human Resources at ext. 2190 or the ITS Help Desk at ext. 5500.
Do I need to use a specific web browser to complete the training?
Although Firefox is preferred, the training can be completed with Internet Explorer and Safari. If you experience any technical problems while completing the training, please contact the ITS Help Desk at ext. 5500.
What happens if I don't complete my ethics training?
The University has not renewed contracts and/or terminated employment for failure to complete the ethics training. Failure to complete annual ethics training will also result in the statutorily required reporting of your name to the Executive Inspector General. The penalties for noncompliance will be determined by the Illinois Executive Ethics Commission, based on authority granted within the law, in addition to any internal disciplinary action imposed by the University.
I changed the password and started the training, but could not finish it. Now, I can't remember the password: Will I have to start all over?
No, but you will need to contact ITS at ext. 5500 to reset the password back to the default of ethics#123 and then you will be able to select a new password. Once you have created the new password, the training will direct you to the last page/question you completed.
I am a University employee, but my name does not appear on the list to complete the ethics training - What should I do?
Nothing. If your name does not appear on the list, you may not complete the on-line training.
How do I log in to the annual online Ethics Training for University Employees?
  • Open your internet browser window (Firefox is preferred).
  • Enter the URL http://www.workplaceanswers.com/uillinois. This will take you to the Ethics Training Login for University Employees.
  • Enter the Employee Login ID and Default Password provided to you via your official University email account.
  • Click Submit when you have entered this information.
  • You will then be prompted to create your own unique password.
  • Enter and confirm your new password by typing it in the spaces provided.
  • Click Submit and you will receive confirmation your password has been changed.
  • Click Submit again to continue to the course.
  • Click on Ethics Training for University Employees to take the course.
What is my employee logon id?
Your Employee/User ID is a combination of your name and the month and day of your birthday.

Example: John L. Smith born on June 5th

User ID: johnlsmith0605

Does the Office of Human Resources require a copy of my certificate proving I did the on-line ethics training?
No.
I was on leave while the annual ethics training was taking place. Do I still need to complete the ethics training?
Yes. Employees that were on an approved leave during the annual training will be required to complete the offline training within thirty days of their return to work date. You will need to contact LaToya Scroggins in the Office of Human Resources at extension 2190 or visit our office upon your return to complete the training.
I am a student worker or graduate assistant and have taken the on-line testing in the past. Am I required to take the on-line testing?
No. Student workers and graduate assistants were removed from the on-line testing requirement and need only take the paper training once each year.
I am a new employee, student worker or graduate assistant. How do I access the paper ethics training document?
The paper ethics training may be downloaded from the Office of Human Resources website at http://www.siue.edu/humanresources/forms/pdf/Ethics_Orientation.pdf. Please contact your employing department for guidance.

Payroll

General Questions

What are the pay dates?
Faculty, Professional Staff, Administrative Staff, Civil Service salaried employees and graduate assistants are paid on the 16th and last day of the month. Civil Service hourly employees and student workers are paid every two weeks on an alternating schedule (bi-weekly).
I am paid on the 16th and the last business day of the month. If the 16th falls on a holiday or a weekend, when would I be paid?
Payday would be on the day before the holiday or the Friday before the weekend.
My check is mailed to my home but I have not received it yet. My check was mailed to the wrong address. I lost my check.
Please notify Payroll of your lost or missing check. A check can be reissued after ten business days from the original pay date. The 10 day waiting period is required by University policy to allow time for the check to clear the bank and is also a standard business practice.
My check got wet or damaged and my bank refuses to cash it. I forgot to cash a check and it's over 6 months old and my bank will not cash it. How do I get a replacement?
Please bring the check to Payroll in Rendleman Hall Room 3210. A legible stale dated or damaged check will be forwarded to Accounting and marked VOID. Payroll will request a replacement check from Accounting. If the check is not legible, a replacement check can be issued after ten business days from the original pay date. The 10 day waiting period is required by University policy to allow time for the check to clear the bank and is also a standard business practice.
I am a student and I should have received a check on payday, but I did not have a check at the Bursar Office. What do I do?
Please first check with your supervisor to determine if hours were reported during the last payroll. If hours were submitted for you please contact the Payroll Office, 650-2190.

Direct Deposit

How do I enroll in direct deposit?
Submit a completed Direct Deposit Authorization form to Payroll that specifies the depository institution's routing number and the employee's account number. The form is available on our Web site: http://www.siue.edu/humanresources/forms/ under Direct Deposit.
What are the advantages of direct deposit?
You benefit because your funds are in your account(s) on the pay date, and you do not need to drive to your bank. You do not need to worry about USPS delays of checks lost in the mail. This is the most efficient process for the university to pay employees, student workers and graduate assistants.
When will the funds be in my account?
The funds are deposited on the payroll date according to the payroll schedules which can be found on our Web site: http://www.siue.edu/humanresources. Click on "Payroll" and look for "Pay Schedules & Certifications" in the left-side navigation.
May I choose to have my pay direct deposited into multiple accounts?
Yes, you have the option to select up to three different bank accounts. The Banner system deposits funds in a priority order, so each bank account must be designated with a separate priority (i.e. priority #1, #2, #3). A designated amount must be decided for the first (and second if applicable) bank to be deposited. All remaining funds are deposited in the second (or third bank if three banks are used) bank account. An example of this process is shown on the direct deposit instruction sheet at http://www.siue.edu/humanresources/forms/pdf/DirectDepInstructions.doc. You will see your direct deposit allocation in Banner Self-Service (CougarNet) when you log into your account and view this selection under "Pay Information" or "View Pay Statement." Please read all FAQS to understand the pre-note process.
How can I see how much has been deposited?
All individuals who select direct deposit receive a pay statement which displays the earnings, deduction and net deposit information for that payroll. The pay statement can be printed from Banner Self-Service (CougarNet); login through the Banner Self-Service (CougarNet) page using one of the links provided, "Enter CougarNet with your e-ID" or "Enter CougarNet with your University ID". Select "Pay Information" from the Employment tab. If your pay is being deposited to multiple banks, the allocation for each bank will be displayed on the online pay statement.
May I use my bank's direct deposit form to sign up for this at SIUE?
Employees, student workers and graduate assistants must use the SIUE Direct Deposit Authorization form. Please prepare the form completely and attach the necessary documents. Missing information will delay processing. The form is available on our Web site: http://www.siue.edu/humanresources/forms/ under Direct Deposit.
If I sign up for direct deposit, how long will I have to wait for direct deposit to begin?
The first payroll processed after you submit a request for a new direct deposit is a test with the bank (a pre-note transaction) and a check is still issued to the employee. Please note that payrolls are typically processed a week in advance of payday due to University and banking requirements.

As long as there are no problems with the pre-note, your following paycheck will be direct deposited and only a pay statement is prepared. Payroll will contact you if/when we are notified by the bank of any problems with your direct deposit request.

To see the pre-note process, view your pay statement through Banner Self-Service (CougarNet); login through the Banner Self-Service (CougarNet) page using one of the links provided, "Enter CougarNet with your e-ID" or "Enter CougarNet with your University ID". Select "Pay Information" from the Employment tab. You will see the Proposed Pay Distribution under "Direct Deposit Allocation." If you do not see your change submitted for the following payroll, contact Payroll at 650-2190.

If I currently direct deposit and I want to add another bank, what do I do?
You will need to complete a new SIUE Direct Deposit Authorization form and attach a VOID check or deposit slip for the new account you are adding. You will not need to attach a VOID check from your existing direct deposit bank account as long as that is not changing. The form is available on our Web site: http://www.siue.edu/humanresources/forms/ under Direct Deposit.

See the form instructions for additional information. Please note that payrolls are typically processed a week in advance of payday due to University and banking requirements. The change will take effect depending on when it is received by Payroll and the payroll processing schedule.

Please be advised that the Banner system will pre-note the newly added bank account for the first payroll after the change is received and during the pre-note test, the funds will be direct deposited in the existing account.

I want to close my bank account, and I have direct deposit. When should I notify Payroll of this change?
You must notify Payroll before an account is closed. Payroll is processed on a schedule in advance of the actual pay date. If a payroll has already been processed and funds are transferred to the bank before Payroll is notified, your pay could be delayed.
How do I cancel direct deposit for one or more accounts?
If you need to change your banking information, you must complete a new Direct Deposit Authorization form and check mark the 'Terminate Direct Deposit" box on the form. The form is available on our Web site: http://www.siue.edu/humanresources/forms/ under Direct Deposit. If you are currently having funds direct deposited to multiple banks, you will need to meet with Payroll staff to make this change, so that they can review the following payroll distribution changes with you.
What happens if my direct deposit was not received because my account had been closed?
Once Payroll receives notification that the funds have been returned from the bank, a manual check will be issued. For future pay periods, you must update your account information or cancel your direct deposit.
Can I elect direct deposit to a savings account?
Yes. Direct deposit is offered to savings or checking accounts. Using the same forms listed above, simply insert savings account information on the form and attach a voided deposit slip, rather than a voided check.
May I elect to have part of my pay direct deposited and receive a check for the remainder?
No, the payroll system cannot process this transaction. In addition, the university encourages all employees, student workers and graduate assistants to use the direct deposit option as this is an efficient and secure process for you and the university.

Pay Statements - Banner Self-Service (CougarNet)

Note: Pay stubs and earnings statements are now referred to as pay statements.
Where can I view/print my pay statement?
All employees, student workers and graduate assistants have pay statement information available online. These can be accessed from Banner Self-Service (CougarNet); login through the Banner Self-Service (CougarNet) page using one of the links provided, "Enter CougarNet with your e-ID" or "Enter CougarNet with your University ID". Select the Employment tab, then "Pay Information," then "Pay Statements." When you click on the display button, you will see your pay statements for the current year. Just click on the date you want to review. Select the "Printer Friendly" button at the bottom of the screen (on the left) to print your pay statement.
When will I be able to see the current pay period statement?
Your online pay statements will be available on your scheduled pay date. A payroll calendar is available on our Web site: http://www.siue.edu/humanresources. Click on "Payroll" and look for "Pay Schedules & Certifications" in the left-side navigation. In many cases, the online pay statement may be available a few days before the actual pay date, although the funds will not be in your account and available for spending until the actual pay date.
What information does the online pay statement include?
The online pay statement displays the same information as the paper pay statement and more-gross earnings, all taxes and deductions, and net wages. The online pay statement displays direct deposit information and the employer contributions to benefits. At the Employment Tab, select Pay Information, then select Deductions History and click on display; employees can view year-to-date payroll deductions and year-to-date employer deductions. At the Employment Tab, select Earnings History and click on display; employees can view gross pay for the year. Please note we are trying to make improvements to the Banner system to improve how year-to-date earnings appear on the pay stub information.
What do I do if my pay or deductions seem incorrect?
First, contact the person in your department who handles human resources and payroll matters. He or she may be able to explain your concern. That person will need to know if there is an error with your pay so he or she can dispute the Payroll Certification (a report they can review prior to the actual pay date). He or she will contact Payroll if a correction is needed. However, if they are not available, you may contact the following payroll staff at 650-2190. These individuals process the following payrolls if you have questions regarding earnings, taxes and non-benefit payroll deductions:
  • Rasheda King and Robyn Courtway - Faculty semi-monthly payroll
  • Michelle Pugh and Leisa Brooks - Administrative and professional staff, civil service open range, and graduate assistantship semi-monthly payroll
  • Kayla Orban - Bi-weekly hourly payroll
  • Donte Howard - Student payroll
If you have questions regarding your benefit deductions, please contact the benefits staff at 650-2190.
What if I need a printed copy of my pay statement?
You may print a paper copy of your pay statement when you are viewing it in Banner Self-Service (CougarNet). Select the printer icon at the top of the page after you have ensured where the item will print. Be sure to retrieve your copy from the printer.
Can I view pay statements from prior pay periods?
Yes. You can access your pay statements for each year since the conversion to Banner in July 2008. Select the appropriate year, then click on any of the links to view and/or print the pay statement of your choice. If your hire date was after July 2008, you'll see each pay statement back to your hire date.

Payroll Certifications

What is a Payroll Certification?
It is a report by general ledger account number, generated with each payroll, that displays the employees and/or graduate assistants and their amounts to be paid from the account. If the account is a grant account, the appropriate fringe benefit costs are also displayed for each employee. Certifications should be used to verify that each employee's salary and benefits (if applicable) are charged to the account correctly. The Fiscal Officer and/or Delegate should verify all information on the certification and may approve or dispute the certification.
What happens when I dispute a Payroll Certification?
Payroll staff will review the certification, any documentation support provided and research the Banner system to investigate what occurred. If the employee was paid correctly, Payroll will respond with an explanation. If the employee was paid incorrectly, Payroll will propose a correction for the next available payroll to be processed per the processing schedule. Payroll will communicate the correction needed so that Fiscal Officers/Delegates will be able to see the correction displayed on a future certification. Payroll will also communicate the pay correction needed to the affected employee.
Do I receive separate Payroll Certifications for Bi-weekly, Faculty and Semi-monthly payrolls?
Yes, each payroll processed generates a separate Payroll Certification for that payroll type.
  • Bi-weekly - BW
  • Semi-monthly - SM
  • Faculty - FA
  • Student- ST (Student Employment generates the report (PZPSTPR-Detail) for students.
When are the Payroll Certifications available, how will I know mine are ready, and why can't I see all my accounts?
Payroll Certifications are available immediately after the payroll has processed. Only Fiscal Officers and/or Delegates receive the following e-mail when Certifications are ready for review:

Payroll Certifications are now available on the web.

Please review and approve within three business days.

Go to "Payroll Certifications Login"

If you cannot view an account, please call Administrative Accounting (ext 2120) to verify if you are the Fiscal Officer and/or Delegate of the account(s) that are not viewable. If you are not the Fiscal Officer and/or Delegate please submit the appropriate form to Accounting.
What do I do if I need to set up a delegate to review Payroll Certifications in my absence?
A 'Request for Account Creation or Account Changes' form must be completed and submitted to Administrative Accounting with the appropriate signatures. The process may take 2-4 days before any changes are reflected in the Administrative Information Systems (AIS).

The Request Form can be found: http://www.siue.edu/FORMS/AIS.

Call ext 2120 or mail completed form to: Administrative Accounting, Box 1002 for additional information.

If I do not approve or dispute a Payroll Certification, what will happen?
The Payroll Certification will expire in two weeks. Expired Certifications are considered approved per the process. However, Certifications are used for reporting purposes and by external and internal auditors. Departments are requested to properly approve or dispute Payroll Certifications.
I accidentally disputed a certification but cannot change the dispute to approve, what should I do?
If a Certification is accidentally disputed, please contact the appropriate Payroll staff (see contact information below). Once the Certification has been approved or disputed, it cannot be changed. For audit purposes, Payroll must request an e-mail to explain that the Certification should not have been disputed.
Who should I contact if there is an error on my Payroll Certification?
If you have questions, regarding entries on Payroll Certifications please contact the following Payroll employees at extension 2190:

SM (semi-monthly) payroll: Michelle Pugh ( mipugh@siue.edu)/Leisa Brooks ( lbrooks@siue.edu)

FA (faculty semi-monthly) payroll: Rasheda King ( rajohns@siue.edu)/Robyn Courtway ( rcourtw@siue.edu)

BW (bi-weekly) payroll: Kayla Orban ( kwidner@siue.edu)

Who should I contact if there is an error on my Payroll Certification regarding benefit entries?
If you have questions regarding benefit cost, please contact Debbie Bayne, ( dbayne@siue.edu), Benefits Manager or call extension 2190.
How long are Payroll Certifications available to approve or dispute?
Payroll Certifications expire in 2 weeks. Certifications need to be approved or disputed during the 2-week period.
What if employees are missing from my Payroll Certification?
If employees are missing from the Certification, before the Certification is disputed, please contact Payroll. If a new employee was hired or a new contract created and the paperwork was not received by the Payroll cutoff date, the employee and/or changes will not appear until the following payroll. In this case, the Certification does not need to be disputed.
Can a manual check be requested to pay an employee?
Manual checks should only be used for those individuals who did not receive any pay for the current payroll. Any additional compensation (such as overload, back pay, etc) will be paid on the next regularly scheduled payroll. If a manual check must be requested, the request must be initiated by the department and approved up to the appropriate Vice Chancellor or designated appointee. Manual checks cannot be processed the last two working days of the month due to University accounting processes.
Can a Manual Check be direct deposited?
No. Manual checks are paper checks and cannot be direct deposited. Manual checks can be mailed on pay day to the employee's mailing address or picked up at the Bursar office.
What if the department forgot to send a Termination form by payroll cutoff and an employee on the Payroll Certification is going to be overpaid?
When a Certification contains an overpayment situation, please contact Payroll immediately. The overpaid employee will be removed from the Payroll to stop the overpayment, if the notice is received timely. If the employee has a partial pay amount due, Payroll will request a paper check and will notify Accounts Payable to hold the check before it is mailed to the employee. Overpayments must be corrected to comply with each individual's employment contract and term.
What if an employee terminates before the end of the pay period? What do I do?
If a termination occurs, please inform Payroll immediately. Payroll will temporarily accept the "Employment Termination Form" by fax without the appropriate signatures to avoid an overpayment situation. However, the hard copy of the termination form must follow termination guidelines and requires all appropriate signatures. A manual check of the correct amount will be prepared and available for the employee on the scheduled payday.
Where can I see the payroll calendar and cutoff dates?
The payroll calendar and cut off dates can be found at: http://www.siue.edu/humanresources/payroll/index.shtml under "Pay Schedules & Certifications" (on the left).
I have employees partially funded by a grant account, but I can't see all of their pay?
Payroll Certifications are separated by account and are only accessible by the Fiscal Officer and their Delegates. The Fiscal Officer and/or Delegate for the grant account would be responsible for reviewing the grant certification for accuracy. If you need to be able to view more accounts, contact the Fiscal Officer of the account you need to view and request to be added as a Delegate, if appropriate.
Which fringe benefits can be charged to a grant account and when are they charged?
Fringe benefit employer costs are charged to a grant account during each payroll process for each employee paid by a grant. Fringe benefit employer costs are only charged for the following benefits:
Benefit Banner Code(s)
SURS 80, 81, 82
FICA 015
Medicare 020
Life insurance 320
Health insurance 112, 113, 122, 123, 132, 133, 142, 143, 152, 153, 162, 163
Dental insurance 102 or 103


The amount depends on the labor percentage the employee is currently charged to the grant and which benefits and benefit plan level the employee has. The percentage charged will be the same as the labor distribution percentage charged to the grant account displayed on the Employment Contact or Banner screen NBAJOBS, tab Job Labor Distribution.

If a retro-active Change of Assignment is sent to Payroll to change the distribution of past payrolls, the process will reverse out the original transaction and calculate the new assignment. You will see these changes on the Redistribution Payroll Certification with each changed payroll identified.

I have employees who defer pay, how is their pay charged to the labor account(s)?
The Payroll Certification separately displays the amounts charged to the labor account(s) for the pay period's gross pay and defer pay. The pay period gross pay will display as (earning code 100) and the deferred pay will display as (earning code 130). Add the two amounts to calculate the employee's total gross pay.
I sent a Changes of Assignments for an employee but I don't see the changes to my labor accounts, when will they appear?
If Payroll received the job changes after Payroll cutoff date, the changes will appear on the following payroll. Please contact Payroll to verify when the job change was received and when the change will appear on your labor accounts.
When are retro-active changes processed?
Retro-active pay changes are processed on the next available payroll after such are received by Payroll. Retro-active changes appear on the Payroll Certification with a 105, 610, or 611 earning code. Earning codes may be found at the following link: http://www.siue.edu/humanresources/payroll/index.shtml
How far back can a retro-active change be processed?
The Banner system can process retro-active changes from the beginning of the current fiscal year.
What is the State Lapse Period? When is the lapse period? How will these entries appear on the Payroll Certifications?
The State Lapse Period is a set time frame the state allows charges to the previous fiscal year state accounts. Changes to state accounts for the previous fiscal year may only be submitted during the lapse period. Currently, we have a two-month lapse period (July 1 - August 31) to process payroll changes for the previous fiscal year. These changes will appear on a separate Certification titled 'Previous Fiscal Year Certification'.
I received a pay-certification e-mail for my regular Payroll Certification report and a pay-certification e-mail for a Redistribution Certification report. What is a Redistribution Certification?
You receive a Redistribution Certification when a job change is submitted to Payroll which moves retro-active labor charges (past payrolls) to a different account. The redistribution displays separately from the current payroll on a separate certification, identified by each past payroll that has been redistributed.
Where can I see a list of all the different kinds of earning codes used by Payroll?
Earning codes can be found at: http://www.siue.edu/humanresources/payroll/pdf/EarnCodes.doc , which is a direct link under "Banner and Earning Codes" on the Payroll web page, http://www.siue.edu/humanresources/payroll/index.shtml.

Salary Deferral

What is Salary Deferral?
Salary Deferral is a voluntary payroll authorization that an academic year salaried employee may request. The authorization allows a percentage of the employee's salary to be withheld by SIUE each pay period and paid back to the employee at a specified period in the future (typically the summer months). It allocates the employee's pay over a longer time frame (typically 12 months) than their assigned contract period (usually 9 months).
Who is eligible to participate?
Salary Deferral is available for 9, 10, or 11 month salaried employees whose FTE > .50.
Is there a fee?
SIUE does not charge any fees for Salary Deferral.
How does this benefit me?
If you are eligible to participate, it enables you to receive pay during summer months even if your contract ends at the end of spring term and your insurance premiums and other payroll deductions can continue. This option allows you to have a constant income stream.
When does Salary Deferral begin?
Salary deferral begins with the first pay period of the new academic year. A portion of your pay is withheld and set aside to be paid back to you during months while you are not working (usually the summer months).
When are taxes withheld for the salary deferred amount?
Taxes are withheld when the funds are paid to you. The salary deferral deduction is pre-tax and occurs during the deferral period and once the funds are paid to you (during the summer) the tax is withheld.
Will I need to complete a Salary Deferral Authorization Form every year?
You do not need to complete a new form each year. Your salary deferral election will remain in effect year to year unless you submit a Salary Deferral Revocation Form prior to the start of your next year's contract.
How much will be taken out of my paycheck?
Please use the on-line calculator at http://www.siue.edu/humanresources/payroll/DefPayCalculator.shtml to determine your salary deferral and current pay amounts.
Do you have an example of the calculation?
An employee's $42,000 contract runs from August 16th to May 15th is scheduled to be paid over 18 semi-monthly pay periods.

If they would be paid according to their current contract, the employee would receive the following:

A gross pay of $2,333.33 ($42,000/18 pays) over 18 payrolls and no pay until the next academic year begins.

If the employee requests salary deferral, the pay is made over 24 payrolls.

A gross pay of $1,750.00 ($42,000/ 24 pays) over 24 payrolls. They will receive a paycheck until the next academic year begins and throughout the summer.

What happens when my contract ends at the end of the academic year?
If you requested salary deferral, you will be paid your deferred portion over the summer months, less any applicable deductions.
What if I become department chair or assume a 12-month position?
If your position changes from an academic year contract to a 12-month position, the total previously withheld will be paid in a lump sum less any applicable deductions, as soon as administratively possible.
Why can't I sign up later during the year?
Per IRC §409A (Internal Revenue code Section 409A), the election for that academic year must be made before the beginning of the contract. If you would like to request salary deferral, complete a Salary Deferral Authorization Form and submit it to Payroll before the beginning of your next year's academic year contract.
Why can't I opt out of salary deferral or stop during the year?
Per IRC §409A (Internal Revenue code Section 409A), your election for that academic year is irrevocable after the beginning of the contract. If you would like to revoke your salary deferral authorization, you must prepare a Salary Deferral Revocation Form and submit it to Payroll before the first payroll of your next academic year contract.
Can I defer a greater amount of my pay?
Yes, but not under Salary Deferral. You may sign up for a Deferred Compensation Account (457) or a Supplemental Retirement Account (403b). Information for both can be found under the Benefits web pages.
If I elect to defer pay, how will this affect my benefit deductions?
Your benefit deductions can now be payroll deducted during the summer months and you will not be billed directly from Central Management Services (State of Illinois) for these insurances. This also allows you to pay for your insurances on a pre-tax basis.
How will any summer or overload assignments affect my salary deferral?
Appointments other than your primary position may not be deferred. Summer/overload pay will be paid according to the terms of those contracts.
How will this affect my taxes?
Your tax withholdings will continue to be based on the latest W-4 we have on file for you and will be calculated on the amount of wages paid to you during the calendar year, not the amount earned. Your W-2 will reflect only the wages paid to you, not your contract amount. The wages deferred in a current year and paid in the following summer will be reported on the following year's W-2, in compliance with the IRS.
What happens if I retire or resign before the end of the defer pay schedule?
Upon receipt of a Termination or Retirement form, Payroll will process a payout for the defer pay balance in the form of a lump sum, less any applicable deductions, as soon as administratively possible.
What happens if I go on an unpaid leave?
The previously deferred but unpaid funds will continue to be held and not paid until the summer months according to the defer pay schedule. The amount of deferred funds will not increase if you are not in an active pay status due to an unpaid leave. Therefore, the amount of money during the pay-back period will be decreased.
Where should I submit my Salary Deferral Authorization Form or Salary Deferral Revocation Form?
Please submit the forms to Payroll in the Office of Human Resources, Campus Box 1040 Edwardsville, IL 62026. The office is located on the third floor of the Rendleman Bldg, Room 3210. You may also scan the completed and signed form and email it to Payroll Officers, Robyn Courtway at rcourtw@siue.edu or Rasheda King at rajohns@siue.edu.
Who should I contact if I have any questions?
Please contact the Payroll Office at (618) 650-2190.

W-2 - Electronic

What is an electronic W-2?
This is a process to provide you with the option to access your W-2 information electronically by computer through Banner Self-Service (CougarNet) instead of through the mail. The electronic version has print capability which allows you to print a paper W-2. If you file a paper copy, this is an IRS approved paper W-2. If you use eFile to file your taxes, no paper W-2 is required.
What are the benefits of receiving my W-2 this way?
Electronic W-2s benefit everyone. Not only will you be able to access your W-2 information sooner than if we were to mail it to you, you have the ability to access and print it as often as you like, in case you need additional copies. The university saves time, effort and the cost associated with printing, stuffing and mailing more than 6,000 W-2s each year.
When will the electronic W-2 be available on Banner Self-Service (CougarNet)?
This depends on a number of factors, but it will be available at least one week before the mass mailing of paper W-2 forms. That week can be very important if you are expecting a refund.
How do I select an electronic W-2?
To assist employees an students with signing up for your Electronic W-2, Payroll has prepared How to Sign Up and Retrieve Your W-2 Tax Form. To revoke your consent, please contact Payroll at (618) 650-2190 or payrollhr@siue.edu.
If I elect to receive my W-2 electronically, can I change my mind?
Yes, You have the right to receive a paper W-2 at any time you so choose. But if you choose to select eW-2, your selection will remain in effect until you change it. If, for any reason, you need to have SIUE provide you with a paper W-2, simply contact Payroll at (618) 650-2190 payrollhr@siue.edu.
Does this mean I don't need to worry about updating my address?
No. The mailing address in Banner is still used in the W-2 process, along with many other SIUE processes, and is submitted to the federal and state agencies when we send our files. It is still very important to have current, accurate address records in Banner.
Why doesn't my last pay stub of the calendar year match the total wages information on my W-2?
The information on the last pay stub of the year may not match the total wages reported on your W-2 because Box 1 reflects gross income less petax items. Box 1 (Wages, tips, other compensation) of your W-2 displays taxable wages and not gross wages. Taxable wages includes your Gross pay plus all applicable pre-tax deductions for:
  • SURS
  • Health and dental insurance
  • Exempt State Life
  • Health Care Spending Accounts
  • Deferred Compensation/Annuities
  • Parking Permits

W-4

What is a W-4 Personal Withholding Allowance Form and how do I complete it?
A W-4 form is an IRS form that allows you to determine the amount of federal tax you want withheld from your pay. The IRS form can be found on our Web site: http://www.siue.edu/humanresources/forms/ or directly at: http://www.irs.gov/pub/irs-pdf/fw4.pdf?portlet=3.

There is also an Illinois W-4 form for state taxes: IL-W-4 Employee's Illinois Withholding Allowance Certificate. This state form can be found on our Web site: http://www.siue.edu/humanresources/forms/ or directly at: http://tax.illinois.gov/TaxForms/withholding/IL-W-4.pdf. The number of allowances claimed on both W-4 forms determines the amount of taxes that will be withheld.

The more allowances claimed, the less tax that is withheld. However, the IRS has requirements that employees have to pay in a sufficient percentage of tax due for the year or face penalties.

Non-resident aliens need to complete the Non Resident Alien Tax Status Information form, available on our Web site: http://www.siue.edu/humanresources/forms/ under Non Resident Alien.

Payroll staff is available to assist you with the completion of the W-4 forms.

Can my employer take out taxes if a Form W-4 was never filed?
Yes, your employer is required to withhold income taxes. IRS Publication 15, Circular E, Employer's Tax Guide, states that if an employee does not provide an employer a completed Form W-4 (PDF), Employee's Withholding Allowance Certificate, the employer must withhold tax as if he or she is single, with no withholding allowances. The employer is also required to withhold Social Security and Medicare taxes. Even if you do not complete a W-4 form, taxes will be withheld.
I am a non-Resident alien, can I make changes to my W-4?
No, if you are a non-resident alien, your W-4 may not be changed. Your proper tax treatment was determined during the initial meeting you had with Payroll. If you have questions regarding your tax withholding, please contact Payroll, 650-2190, and speak with Denise Hunt or Robyn Courtway.
What are my current withholdings in the Banner HR system?
To view your current W-4 status, login to Banner Self-Service (CougarNet) using one of the links provided, "Enter CougarNet with your e-ID" or "Enter CougarNet with your University ID". After you login to the secured area, select "Employment," then "Tax Forms," then "W-4 Tax Exemptions/Allowances" to view your W-4 status.
How do I make changes to my current withholdings?
To make changes to your W-4 withholdings, login to Banner Self-Service (CougarNet) using one of the links provided, "Enter CougarNet with your e-ID" or "Enter CougarNet with your University ID". After you login to the secured area, select "Employment," then "Tax Forms," then "W-4 Tax Exemptions/Allowances" to update your W-4 status. Make your changes at any time. Remember to save them.
I would like to overpay my taxes so I get a larger refund. Can I claim fewer exemptions on my W-4 than are shown when I use the Personal Allowance Worksheet (contained in the IRS Instructions)?
Yes. You may claim fewer allowances than you are entitled to claim.
Do I have to report the same number of exemptions on my tax return as I enter on my W-4?
No. What you enter on your Form W-4 Employee's Withholding Allowance Certificate are withholding allowances, not exemptions. An exemption is allowed on your tax return for yourself, your spouse (if married filing jointly) and qualifying dependents.

Each exemption merits a withholding allowance on the Form W-4. However, there are two more worksheets that may affect the final number of allowances and under some circumstances, you get more allowances than you have exemptions. Some things that will be on your tax return, such as itemized deductions, tax credits and losses add allowances to the total number of allowances. Some circumstances reduce the number of allowances, such as non-wage income, having two jobs or having two earners in the family. For a more detailed discussion of withholding allowances, refer to IRS Publication 505, Tax Withholding and Estimated Tax.

Am I exempt from federal taxes if I am a full-time student?
No. There is no exemption from tax for full-time students. Every U.S. citizen or resident must file a U.S. income tax return if certain income levels are reached. If you are a full-time student however, you may not be working full-time and may not reach those income levels. Factors that determine whether you have an income tax filing requirement include: the amount of your income (earned and unearned), whether you are able to be claimed as a dependent, your filing status and your age.

If your income is below the filing requirement for your age, filing status and dependency status, you will not owe income tax on the income and will not have to file a tax return. You may choose to file a tax return if you have had tax withholding that you would like refunded to you.

You may have given your employer a Form W-4 (PDF), Employee's Withholding Allowance Certificate, claiming exemption from withholding. To claim exemption from withholding, you generally would have to have had no tax liability the previous year and expect none in the current year. An exemption certificate is good for the calendar year. If you claim exemption from withholding, no taxes will be withheld after that is claimed.

I am a full-time college student; can I claim exemption from withholding on my Form W-4?
You are not automatically exempt from federal income tax withholding because you are a full-time student. To claim exemption from withholding, the following two statements must be true:
  • For the previous year, you had a right to a refund of all Federal income tax withheld because you had no tax liability.
  • For the current year, you expect a refund of all Federal income tax withheld because you expect to have no tax liability.
If an employee claims more than 10 exemptions on their Form W-4, does the employer have to report this to the IRS?
No, this requirement has been eliminated. In the past, employers had to routinely send the IRS any Form W-4 (PDF), Employee's Withholding Allowance Certificate, claiming more than 10 allowances or claiming complete exemption from withholding if $200 or more in weekly wages was expected. However, Forms W-4 are still subject to review. Employers may be directed, in a written notice or in future published guidance, to send certain Forms W-4 to the IRS. The IRS also will be reviewing employee withholding compliance, and you may be required to withhold income tax at a higher rate if notified to do so by the IRS.

Time Sheets

Why do I have to prepare a time sheet?
Time sheets document the date and time an employee has worked, a paid absence such as a vacation or sick day, or an unpaid absence. Time sheets are also a record of attendance and overtime hours and are certified by the employee and supervisor, upon their signature. The State Officials and Employee Ethics Act (ILS 430) mandates that state employees periodically submit time sheets documenting the time spent each day on official state (University) business to the nearest quarter hour.
Why has the time sheet format changed?
The time sheet format has changed to reduce duplication of effort. Due to the move to the Banner Human Resource system to track vacation and sick leave balances and accruals, the time sheet does not need to display this same information. The primary purpose of the time sheet is to record daily attendance by displaying time worked, paid time off, or time off without pay.

The newly added year-to-date fields for vacation and sick leave amounts will also be used by departments to update leave time taken in Banner. The year-to-date field will allow you to verify that your year-to-date paid time off usage has been updated in Banner.

What is my University ID # and where can I find it?
Your University ID # is also known as your Banner ID # and is displayed on your SIUE Cougar Card. The Banner ID was created upon the university's conversion to the Banner system to further protect employee's and student's social security numbers which were previously used for identification purposes.
Where are my vacation and/or sick leave balances?
Leave balances are available for review in the Banner system. Employees may log into Banner Self-Service (CougarNet) and review leave balances whenever you wish. Instructions to assist logging into Banner Self-Service (CougarNet) are found at http://www.siue.edu/humanresources/. See the top left of the page, as displayed below, select the tab "more information".

CougarNet (Self-Service)

Why are there so many different types of sick leave rules and types?
Sick leave policies have changed over the years. The typical accruable sick leave is separated by 3 time periods;
  • Sick leave earned prior to 1984,
  • Sick leave earned from 1984 to 1997, and
  • Sick leave earned after 1997

Sick leave earned from 1984 to 1997 is the only sick leave payable at termination or retirement and it is payable at 50% of the balance. All unused regular sick leave is reported to the State Universities Retirement System upon an employee's retirement to aid in any eligible retirement calculations.

There is also a required hierarchy to use sick leave and those rules can be found on the Benefits section of the Human Resource web pages referenced below.

Eligible Civil Service employees earn extended sick leave each year that does not accrue (carry over to the next year). Professional staff employees are granted a one-time amount of extended sick leave and any unused balance carries over until it is used. Eligible administrative staff and faculty earn non-accruable sick leave each year that does not carry over to the next year.

For details on sick leave, see http://www.siue.edu/humanresources/benefits/vac_sick_civil.shtml for Civil Service and http://www.siue.edu/humanresources/benefits/vac_sick_fac_staff.shtml for Professional Staff, Administrative Staff, and Faculty.

What if I have questions about my vacation or sick leave?
Each department has a contact person who can assist you or you may contact Benefits staff in Human Resources at 650-2190 or visit the Human Resource web pages about leaves at http://www.siue.edu/humanresources/benefits/vac_sick_civil.shtml for Civil Service employees, and http://www.siue.edu/humanresources/benefits/vac_sick_fac_staff.shtml for Professional Staff, Administrative Staff, and Faculty.
Why is Administrative Closure different than Inclement Weather?
Administrative Closures are dates scheduled in advance and are announced on the office University holiday schedule each fiscal year. Inclement Weather are occurrences when the university has had to close campus suddenly or cancel classes due to severe or unsafe weather conditions.
I am an exempt employee, can I earn Overtime?
Per the Fair Labor Standard Act (federal law) employees who are nonexempt are entitled to overtime pay. Exempt employees are not. If you are unsure if you are exempt, please consult with your supervisor or Human Resources. Please note that Overtime must be approved in advance by your supervisor and fiscal officer. Some departments may require additional approval, so please speak with your supervisor.
If I work overtime, can this be recorded as Compensatory (Comp) time earned instead?
Compensatory time must be discussed and agreed upon in advance by an employee and their supervisor. Because comp time is overtime, overtime rules apply and only eligible employees may earn Comp time.
What is an absence without pay?
An absence without pay occurs when an employee has no leave time to cover a scheduled work day they did not work. This may occur when/if an employee has exhausted all their sick leave (and in some cases vacation leave) and cannot be at work. In addition, a discipline case of a suspension without pay should be recorded as an absence without pay.
What is an absence with pay/temporary leave day?
Funeral days, jury duty, and approved military leave dates are examples of an absence with pay for Civil Service Employees. Funeral days, jury duty, and approved military leave dates should be recorded as Temporary Leave Days for employees who earn temporary days.
I'm a bi-weekly employee, why is the time sheet not monthly any more?
To coincide attendance with the Bi-weekly Payroll calendar and vacation and sick leave accruals in Banner, bi-weekly employees will now report time per the Bi-weekly payrolls
What happens with my time sheet after I sign it ?
Time sheets are reviewed and signed by your Supervisor and are retained in your department. In cases of an Internal or External audit, a time sheet maybe requested for review by an auditor.
Where are salary time sheets stored?
Time sheets are a record of attendance and certified by employees and supervisors and upon their signature are retained in departments. Records should be stored appropriately because time sheets may be requested for review by internal or external auditors.
If an employee has a dual appointment, who should sign and retain the time sheet?
As a general rule, the time sheet should be signed and retained by the supervisor that approves and retains the employee's vacation and sick leave slips.
Does an employee's time sheet have to reconcile to their absence request forms?
Yes, all time away from work during regular working hours should be recorded on the Monthly/Bi-weekly time sheet and should be backed up by appropriate absence slips (vacation, sick leave, other absence with pay, absence without pay, etc.) approved by supervisors.
Does an employee's leave time have to reconcile to their Banner leave records?
Yes, the year-to-date leave time taken should agree to the same leave codes in Banner for the same time periods.
Why does the time sheet have to be recorded in hours and not just days?
The time sheets are a requirement of the Illinois State Officials and Employees Ethics Act and, as such, time must be recorded on a daily basis to the nearest quarter-hour.
What if an employee puts in more than 7.5 hours in a day, or works additional time at night or on weekends?
As required by the Illinois Ethics Act, all time spent on University business should be recorded as such on the time sheet for the day that the work was performed.

Tuition Waivers For Employees, Retirees, and Dependents

When does an employee become eligible for a tuition waiver?
Employees must be employed on or before the first day of the semester for which they are enrolled. Employees hired after the start of the semester will be eligible for the waiver the following semester.
Are there forms to complete to receive the employee or dependent waiver?
Tuition Waiver forms are available on the HR web site at: http://www.siue.edu/humanresources/forms/
Do I have to complete the appropriate tuition waiver form(s) each semester?
Yes, to receive the waiver, the employee must complete the applicable form(s) each semester.
Is there a tuition waiver application deadline?
Yes, tuition waiver forms must be received within the Office of Human Resources by the 10th day after the official start of the applicable semester.
What does the employee tuition waiver cover?
Employees receive a waiver of all tuition and some fees unless otherwise specified under a collective bargaining agreement. Administrative staff, professional staff, and faculty receive a waiver for all tuition and are responsible for all fees.
How much are fees?
Fees will vary depending on the employee's classification and enrollment status, i.e., graduate or undergraduate, number of hours, and semester.
Does the employee tuition waiver cover tuition for any other university or community college?
Tuition is waived at any State of Illinois university for Civil Service employees. Administrative staff, professional staff, and faculty will receive a tuition waiver when enrolling at a university within the SIU System. The waiver does not cover tuition at any community college.
I am a Civil Service employee. May I use the waiver at any other State of Illinois university?
Civil Service employees may use the tuition waiver at any of the following State of Illinois universities:
  • Chicago State University
  • Eastern Illinois University
  • Governor State University
  • Illinois State University
  • Northeastern Illinois University
  • Northern Illinois University
  • Southern Illinois University Carbondale
  • Southern Illinois University Edwardsville
  • University of Illinois - Chicago, Springfield, and Urbana/Champaign
  • Western Illinois University
Does the employee tuition waiver cover graduate courses?
Graduate courses are included in the tuition waiver coverage for employees but are not included for dependents.
Is there a waiver for my children and what is the age limit?
Employees with at least 7 years of service in a 50% or greater position receive a 50% waiver for their dependent children age 25 and under and may be used at any State of Illinois university.
Does the dependent waiver cover foster children, legal guardianship, adopted or step children, and/or grandchildren ?
The waiver does not cover grandchildren, foster children, or legal guardianship. The waiver does cover adopted children and step children who are age 25 and under. Appropriate documentation is required to confirm relationship status.
Are there any academic programs not covered by the waiver for the employee or dependent children?
The waiver does not cover Aviation, Law, Medicine, and Pharmacy.
What happens if I get an employee or dependent waiver and terminate my employment with the university after receiving the waiver?
If employment is terminated before the end of the semester for which a waiver is received, the waiver will be rescinded for the employee; the waiver will be rescinded for the dependent if the courses are taken at SIUE.
Is there a tuition waiver for my spouse or domestic partner?
SIUE offers in-state rates for the spouse of an employee. Tuition waivers are not available for domestic partners.
I have been employed at various State of Illinois universities, but I do not have seven years of employment history at any one university. Do I still qualify for the dependent waiver?
Contact the Office of Human Resources to review your employment history. Consecutive periods of employment or employment at one qualifying university is not necessarily a requirement to qualify for the tuition waiver benefit. Verification of employment and years of service at each qualifying university will be requested to obtain the dependent waiver.
Which State of Illinois universities participate in the waiver for my qualified dependent(s)?
The following State of Illinois universities participate in tuition waivers for qualified dependents:
  • Chicago State University
  • Eastern Illinois University
  • Governor State University
  • Illinois State University
  • Northeastern Illinois University
  • Northern Illinois University
  • Southern Illinois University Carbondale
  • Southern Illinois University Edwardsville
  • University of Illinois - Chicago, Springfield, and Urbana/Champaign
  • Western Illinois University
Will I or my children be eligible for the tuition waiver once I retire from SIUE?
Retirees and dependent children under the age of 25 are eligible for a tuition waiver for coursework within the SIU System.
Who should I contact if I have additional questions regarding the tuition waiver policy?
Please call the Office of Human Resources at 618/650-2190 to answer questions about the tuition waiver policy.

Taxable Benefit - Graduate Assistant/Graduate Level Tuition Waivers

Why are graduate level tuition waivers taxable?
All Graduate tuition and fee waivers are taxable unless exempt under the Internal Revenue Code. Under the University's Educational Assistance Plan that is in compliance with Internal Revenue Code (IRC) §127, up to $5,250 per calendar year in tuition waivers associated with Graduate Assistantships (GAs) or graduate level classes taken by employees are excluded from taxable income. If the amount of the tuition waiver exceeds $5,250 in a calendar year, the University is required to report the excess (any amount over $5,250) as income per the Internal Revenue Service and tax accordingly.
Are there any graduate level waivers that are excluded from taxation?
Section §117 of the IRC exempts tuition waivers for Graduate Assistants who perform teaching or research activities. The University considers a Teaching Assistant or Research Assistant as a graduate student who is involved; 50% or more of their position; in the following teaching or research activities:
  • TEACHING: For University tax purposes, teaching activities may include, but are not limited to, the following: providing or coordinating classroom instruction, including lab or discussion sessions; tutoring students; grading tests and assignments; developing instructional materials; providing artistic instruction; accompanying/coaching musical or vocal performances; and proctoring exams.
  • RESEARCH: For University tax purposes, research activities may include, but are not limited to, the following examples of applying and mastering research concepts, practices, or methods of scholarship: conducting experiments; organizing or analyzing data; presenting findings; collaborating with others in preparing publications; and conducting institutional research for an academic or administrative unit.
How much is the withholding?
If you hold a Graduate Assistantship, the value of the waiver that exceeds $5,250 will have a tax withholding the same rate as your federal W-4 withholding and 5% for state tax. If you are an employee, the tax withholding will include the same rate as your federal W-4, 5% for state tax and 1.45% for Medicare.
What happens to the taxes that are withheld?
The taxes that the University withholds are forwarded to the IRS and credited to your tax and/or Medicare liability for the calendar year. Illinois state tax withheld is forwarded to the state. Both the amount of taxable income reported from the waiver and the taxes withheld by the University are reported on Form W-2 and included with your other earnings and taxes. If you are an International Student (non-resident for tax purposes) and are using a treaty with available treaty benefits, your amounts will be included on your Form 1042 up to the treaty limit and then your Form W-2 for any non-treaty covered taxable income.
The tuition waiver does not come in the form of a payment to me. How will the withholding be made?
When the value of the tuition waiver exceeds $5,250 in a calendar year, the excess is includable as taxable income as a non-cash earning. This means you will not see a pay increase in your check, but rather the excess waiver amount is added to your regular earnings. When the earnings are added to your pay, the University must calculate and withhold the additional tax due. The University will allocate this reportable amount over multiple payrolls in order to reduce the tax withholding amount on one pay period.
Who should I contact if I have specific questions?
If you have questions about how the amount was computed, please first review the waivers posted to your student account for the calendar year via CougarNet. For additional questions about waivers applied to your account, please contact the Office of Student Financial Aid at 650- 3880. If you have questions about your taxable waiver amount or payroll taxes, please contact Payroll in the Office of Human Resources at 650-2190. For questions about your Graduate Assistantship please speak with your department or the Graduate School Office at 650-3010.
Are undergraduate-level courses counted toward the graduate level $5,250 annual exclusion?
Yes. Graduate tuition remission is not covered under section 117(d) of the Internal Revenue Code, which fully excludes undergraduate coursework. Graduate tuition remission is, instead, covered under section 127 of the Code, which sets an annual limit of $5,250 for the exclusion of employer-paid tuition expenses for both undergraduate and graduate coursework. Therefore, all coursework taken by a graduate student, regardless of the level, counts toward the annual exclusion.

Verifications of Employment

Verification of employment can be requested for a number of circumstances (i.e. loan applications, insurance applications, refinancing on a mortgage or loan, etc.). In most cases, you are able to print off your verification of employment through CougarNet Self-Service System. However, additional information may be requested.


What if I am a current employee and I need my employment verified?

You can access CougarNet Self-Service

  • Go to: https://ssb.siue.edu/pls/BANPROD/twbkwbis.P_GenMenu?name=homepage
  • Scroll down to click on one of the following to log in:

    Enter CougarNet with your e-ID
    -
    Enter your e-ID and password, as you do when you check your SIUE e-mail account.
    Enter CougarNet with your University ID
    - You need to enter your University ID number (Banner ID number printed on your ID card) and your Pin number. If you do not know your Pin number, you can look it up and/or reset it.

  • Once in CougarNet, click on the "Employment" tab
    - Your Benefits information, Pay information, Tax summary, Job summary, and Leave information may be viewed within this section

  • You can verify your income by clicking on the "Pay Information" tab
  • Choose the "Pay Statement" tab to access your pay statements
  • Select the year of pay you would like to access, then click on the "Display" tab
  • To view a detailed pay statement, select the pay date by clicking on the blue highlighted dates
    - Please note that Year to Date Gross Earnings is not displayed on the pay statement
How do I verify my Year to Date Gross Earnings?

You can access CougarNet Self-Service

  • Go to: https://ssb.siue.edu/pls/BANPROD/twbkwbis.P_GenMenu?name=homepage
  • Scroll down to click on one of the following to log in:

    Enter CougarNet with your e-ID
    -
    Enter your e-ID and password, as you do when you check your SIUE e-mail account.
    Enter CougarNet with your University ID
    - You need to enter your University ID number (Banner ID number printed on your ID card) and your Pin number. If you do not know your Pin number, you can look it up and/or reset it.

  • Once in CougarNet, click on the "Employment" tab
    - Your Benefits information, Pay information, Tax summary, Job summary, and Leave information may be viewed within this section
  • You can verify your Year to Date Gross Earnings by clicking on the "Pay Information" tab
  • Choose the "Earning History" tab to access a history of your earnings
  • Select the timeframe in which you would like to view a complete history of your earnings, then click "Display"
    - Please note the default dates are set to display your Year to Date Gross Earnings
  • Your Total Gross Pay and Total Hours worked are displayed
    - You can access a detailed breakdown of earnings per pay period by clicking on the blue highlighted "Regular earnings" tab

*Please note that some financial institutions will not accept the print-out of your Year to Date Gross Earnings because your name and employer's name are missing.

How do I verify my Job Title?

You can access CougarNet Self-Service

  • Go to: https://ssb.siue.edu/pls/BANPROD/twbkwbis.P_GenMenu?name=homepage
  • Scroll down to click on one of the following to log in:

    Enter CougarNet with your e-ID
    -
    Enter your e-ID and password, as you do when you check your SIUE e-mail account.
    Enter CougarNet with your University ID
    - You need to enter your University ID number (Banner ID number printed on your ID card) and your Pin number. If you do not know your Pin number, you can look it up and/or reset it.

  • Once in CougarNet, click on the "Employment" tab
    - Your Benefits information, Pay information, Tax summary, Job summary, and Leave information may be viewed within this section
  • You can verify your Job Title by clicking on the "Job Summary" tab
    - A list of your past and present jobs at the university are displayed
If my requestor of employment will not accept the printout from CougarNet, what should I do?
You can request verification of employment by completing a Request for Verification of Employment Form and turning it into the Office of Human Resources via campus mail, fax, or in person. A formal letter of verification will be generated and sent to the requesting party or be available for pick-up. Please allow 2-3 business days for completion of request.

*Please note that the Office of Human Resources can only verify the following information with authorized consent, unless required by law:

- Hire/Termination Date

- Position Title

- Employee Status (i.e. full/part-time, temporary/seasonal/continuing)

- Rate of Pay

- Hours Worked per Week/Pay Period

- Current/Previous Year's Gross Earnings

What if I am a former employee and I need my previous employment verified?
In most cases, a financial institution requesting a verification of employment will supply their own formal requesting document. The Office of Human Resources will only verify employment if this form includes authorized signature from the individual stating they acknowledge the release of employment information to a third party.

*Please note that if the requesting party does not have a formal document, you will need to complete a Request for Verification of Employment Form and turn it into the Office of Human Resources via mail, fax, or in person (See FAQ #4).