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 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 W4 on the Human Resources Forms Web page at http://www.siue.edu/humanresources/forms/.
Link to Federal withholdig 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. 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.
- 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 Employee & Graduate Assistant Data Collection & Data 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 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, www.benefitschoice.il.gov, under State Employees Group Insurance Program.
- 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 20 years old; is he/she still covered by my insurance plan?
- Yes, as long as he/she is not married, a full-time student in an accredited school, and eligible to be claimed as a dependent on your tax return. To comply with State requirements, employees will need to submit proof of full-time student status each semester from ages 19-23. 23 is the maximum age.
- 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.
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:
- CIGNA - 800-962-0051
- HealthLink OAP - 800-624-2356
- HMO Illinois - 800-868-9520
- Health Alliance HMO - 800-851-3379
- PersonalCare - 800-431-1211
- 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 on pages 16-20 of the Benefits Choice Options Booklet at: www.state.il.us/cms/download/pdfs_benefits/09_Period_2_State_Book.pdf.
- How do I know which doctors are covered by HealthLink OAP?
- Provider information is available at 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?
- Employees must contact the Employee Assistance Program 800-659-3848 for a short counseling session (1-3 visits). AFSCME employees must contact the Personal Support Program 800-647-8776 for a short counseling session (1-3 visits). For longer counseling periods, employees can contact the Behavioral Health component of their health insurance coverage. Magellan is the behavioral health plan administrator for members enrolled in QCHP, the Quality Care Health Plan.
- How do I get my Domestic Partner (same gender) on my health insurance plan?
- Insurance coverage information and an insurance coverage enrollment packet for a domestic partner is available at the following link: Dependent Coverage, a link from the Central Management Services web site, www.benefitschoice.il.gov, under State Employees Group Insurance Program. Completed enrollment forms should be submitted to Office of Human Resources, Box 1040. Applications must be submitted during the Benefits Choice period or within 60 days of the date an employee experiences a change in status.
- 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, 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. For more information look under Orthodontic Services at the following web site: Dental Plan Options, a link from the Central Management Services web site, www.benefitschoice.il.gov, under State Employees Group Insurance Program - Dental Benefit Plans.
- 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 listed under Dental: Benefit Plans, a link from the Central Management Services web site, www.benefitschoice.il.gov, under State Employees Group Insurance Program.
- 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 www.eyemedvisioncare.com.
- Where can I find the Vision Schedule of Benefits?
- The Vision Schedule of Benefits is available on page 23 of the Benefits Choice Options Booklet at: www.state.il.us/cms/download/pdfs_benefits/09_Period_2_State_Book.pdf.
Leaves:
- What does FMLA mean?
-
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
- 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 seven 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 know how much vacation and sick time I will accrue and when?
- The accrual rates and time earned can be viewed on the Vacation & Sick Leave Page. Look under Accrual Rates for your specific job class.
- When can I use my leave time?
- Accrued time is granted at the end of the month and available at that time.
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 ( 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/403b_plans.shtml. 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 ( 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 www.siue.edu/humanresources/benefits/403b_plans.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 www.siue.edu/humanresources/benefits/pdf/SIUE_SRP.doc.
- 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 www.siue.edu/humanresources/benefits/403b_plans.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 www.siue.edu/humanresources/benefits/403b_plans.shtml. Employees must first complete an Enrollment form with the appropriate vendor(s) and must also complete a Salary Reduction Agreement (SRA) at 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 www.siue.edu/humanresources/benefits/403b_plans.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 www.siue.edu/humanresources/benefits/403b_plans.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 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 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 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 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.
- Can I take a loan from my account balance?
- Most vendors do allow for loans, however, not all. See the Plan summary at 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 www.surs.org.
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.
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 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: 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 Monday through Friday by appointment at 8:30a.m. and at 1:00p.m. on the third flloor of Rendleman Hall in Room 3410.
- Exams for Police Officer position titles, however, are administered only when a Police Officer position is available, but applications are accepted daily. Please call the Office of Human Resources at 618-650-2190 to schedule an appointment to take an exam.
- 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. Employment and Testing staff will validate parking to waive the fee associated with parking in this lot. 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.
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 (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: 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: 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 www.siue.edu/humanresources/forms/pdf/DirectDepInstructions.doc. You will see your direct deposit allocation in Banner Self Service 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; login through the Enter Courgarnet Secure Area link. 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: 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; login through the Enter Courgarnet Secure Area link. 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 payoll, 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: 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: 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
Note: Pay stubs and earnings statements are now referred to as pay statements.
- Why are pay statements no longer printed for the semi-monthly and student payrolls?
- Electronic delivery of confidential pay information is more secure, cost effective and environmentally friendly than using paper pay stubs. The Banner Self Service system provides secure access to your pay information from any web-enabled computer, as well as to links related to your employment at SIUE. Hourly paid employees will still receive paper pay statements in addition to having on-line access, because they may not have access to a computer during work hours.
- How do I access my pay information?
- All employees, student workers and graduate assistants have pay statement information available online since the conversion to Banner. These can be accessed from Banner Self Service; login through the Enter Courgarnet Secure Area link. 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.
- 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: 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. Current year-to-date totals will appear on all pay statements for the pay year in question. The online pay statement also displays your direct deposit information and the employer contributions to benefits.
- 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
- Tony Martin - bi-weekly hourly payroll
- Kayla Orban - 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. 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.
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 (BSS) 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 BSS?
- 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?
- Selection is done through BSS; login to Banner Self Service by clicking on the Enter Cougarnet Secure Area link. From the main menu of BSS, select the Employee tab. Click on “Tax Forms, Electronic W-2 Consent.” Once on the Electronic W-2 Consent page, click on the check box to consent to receive your W-2 electronically and then click on the ‘Submit’ button. 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.
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: www.siue.edu/humanresources/forms/ or directly at: 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: www.siue.edu/humanresources/forms/ or directly at: 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: 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 by clicking on the Enter Cougarnet Secure Area link. 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 by clicking on the Enter Cougarnet Secure Area link. 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.
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: 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?
- Shrylene Clark Langston in the Office of Human Resources can be reached at 618/650-2155 to answer questions about the tuition waiver policy.
