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Human Resources Announcements:


Employee Excellence Program Guidance



Employee Recognition Program

Office of Human Resources- Employee of the Month
Vivian Rodgers

Vivian Rodgers, Office Support Associate in the Kimmel Student Involvement Center, is the recipient of the November Employee Recognition Award. Vivian was nominated by Sarah Laux, with support from Kelly Jo Karnes, Michelle Welter and Tyler Manning.

Please join us in congratulating Vivian as the Employee of the Month:
Tuesday, November 15, 2016
3:30 PM
Kimmel Student Involvement Center Conference Room

You can also send Vivian a congratulatory email at

“The two and a half years that I have been employed here at SIUE have been great! I work in the best department ever (Go Kimmel!) and our office is our family. The employee tuition waiver program has allowed me to get back on the path towards finishing my degree, thanks SIUE!  The best part about my job is that I get to interact with some great people and some terrific students.  Being recognized for doing a job that I’m paid to do almost seems wrong.  However, I am thankful for the honor and truly appreciate my supervisor, Sarah Laux, for nominating me.  One of my favorite quotes is, “We are not here merely to make a living. We are here to enrich the world, and we impoverish ourselves if we forget this errand.” ~Woodrow Wilson.  I believe SIUE is moving towards a great and positive direction and I look forward to witnessing the growth.  Go, Cougars!”

-Vivian Rodgers

“Vivian is a true asset to SIUE.  Since she began working in the Kimmel Student Involvement Center in June 2014, she has approached everyone and everything with a smile, excellent work ethic, and positive attitude.  She genuinely cares about the well-being of our students and goes above and beyond to encourage them, never stopping short of providing them with motivational quotes, cards, and even snacks of means, just to show that she is thinking of them.

Vivian lives and breathes SIUE’s values and exemplifies them in such a way that encourages others to do the same.” 
-Sarah Laux, Assistant Director
Kimmel Student Involvement Center

Questions or comments should be directed to Jen Oates-Blair, or ext. 2127.


Life to Go Series   

The Office of Human Resources' Life To GO Series Presents:
“Dealing with Holiday Stresses” 
Register Today!

Lisa Thompson-Gibson, Counselor through SIUe Counseling Services, will address common holiday stressors and tips on how to prevent and reduce them. 

Please register, bring your lunch, and join us: 

Friday,  December 9, 2016  from 12:00 p.m. - 1:00 p.m. 

Meeting Room A - Morris University Center

Seating is limited so please RSVP by registering at :

For more information, or if you have questions, please contact the Office of Human Resources at 618-650-2190.

The Office of Human Resources' Life To GO Series Presents:
"Holiday Eating - Foolproof your Thanksgiving Dinner" presented by Dining Services
Register Today!

Turn off the oven and step away from the frozen turkey!  Don’t wait until the week of Thanksgiving to think about your menu and how to store the leftovers. Let the experts of SIUE’s Dining Service staff teach you how to entertain your guests with a good meal for Thanksgiving and safely preserve the goods for days to come.

Register, bring your lunch, and join us as we learn to take the stress out of Thanksgiving dinner.

Thursday,  November 3, 2016  from 12:00 p.m. - 1:00 p.m.
in the Missouri Room - Morris University Center

Seating is limited so please RSVP by registering at:

For more information, or if you have questions, please contact the Office of Human Resources at 618-650-2190.


New Employee Benefit-"The Work Number"

Do you need your employment or income verified? We are pleased to announce a new service that will improve the income and verification process for Southern Illinois University Edwardsville.  SIUE will use a secure service called The Work Number® to provide automated employment and income verifications for our employees starting Monday, August 1st.

The Work Number® from Equifax is a fast and secure way to provide proof of your employment or income—a necessary step in many of today’s life events including obtaining credit, financing a home or automobile, obtaining a housing lease or securing government benefits or services. The Work Number® simplifies the verification process and accelerates qualifying decisions through an online system available to verifiers 24 hours a day, 7 days a week. There is no cost to the employee to use this service. 

Hundreds of thousands of credentialed verifiers rely on The Work Number® for rapid access to information critical to their decision process, and thousands of employers nationwide have entrusted The Work Number® to provide this important service on behalf of their employees.

Employees who work for organizations that contribute information to The Work Number® can access one (1) free Employment Data Report (EDR) each year through The EDR provides complete historical employment and income information, as well as a listing of verifier requests for the past two years.

Upon transition to The Work Number®, if you experience any problems or feel the information provided is not accurate please contact the Office of Human Resources at (618) 650-2190.  Additionally, If the verifier will not use The Work Number®, please complete a Request for Verification of Employment Form located at and turn it into the Office of Human Resources vial mail, fax, or in person.  

For additional information, FAQs and instructions on how to use The Work Number® please visit and click on Verification of Employment or for access to your Employment Data Report, please visit and use the log-in information below.

For Southern Illinois University Edwardsville employees, the default ID and PIN scheme is:
ID: Social Security Number (9 digits, no dashes)
PIN: Last 4 digits of SSN and 4 digit birth year(YYYY)

Foreign National (NRA)

We have added an NRA Tax Presentation to the Foreign National (NRA) web page. This power point presentation is intended for foreign-tax status independent contractors, employees, and student employees.  Departments that employee foreign-tax status individuals may also find this presentation helpful.

The presentation will:                                     

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

 To view please click on “Foreign National (NRA) Tax Presentation”.  The presentation will open in a new window. Please send us an email at regarding any comments, feedback or suggestions you have. 


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

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

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

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

Biweekly and Student cut-off dates:

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

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

Salary Deferral Program FY16-17

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

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

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

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

The guidelines and forms are available on the Human Resources website at under Salary Deferral. We also encourage you to take advantage of the new Salary Deferral FAQs and Salary Deferral Calculator. The Salary Deferral Calculator is used to provide an estimate of gross pay.

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

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

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

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Preparation for the Annual Performance Reviews-Employee Excellence Program Guidance

As a reminder, by now you should have conducted your Phase I performance goal setting meetings and subsequent Phase II performance counseling sessions with your Civil Service and Professional Staff employees.  The performance evaluation process offers a valuable opportunity to provide feedback on work activities and goals, to identify and correct existing problems, and to encourage and improve future performance.  The Employee Excellence Program Supervisors Guide and the necessary forms may be reviewed and downloaded from the forms page of the Office of Human Resources at

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

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

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Change to SIUE Supplemental (403b) Retirement Plan

We have amended the 403b Plan to allow employees to roll eligible retirement funds into this plan after their retirement date.

Employees who participated in both the State Deferred Compensation (457) Plan and the SIUE Supplemental (403b) Retirement Plan, or who have another rollover distribution from an eligible retirement plan, may, within one year of severing employment from SIUE, roll those contributions into the SIUE (403b) Plan with one of the currently approved vendors. 

Employees may need to consider any rollover limitations from the distributing fund as well.  Please see the full SIUE Supplemental (403b) Retirement Plan at  You may also wish to consult with your professional tax advisor regarding options and tax consequences.  All vendor rollover forms should be sent to our office for Plan Administrator’s signature.

If you have any questions, please contact the Benefits department at 618-650-2190.

Healthlink, Coventry, and Delta Dental update

This email serves as a follow-up to the email that was sent below regarding final bills and collection notices.  As a reminder, HealthLink is only assisting with final bills and collections notices.  They will not assist with documentation that is a bill or reminder of a bill. 

 In addition, our office has made contact with two additional vendors that are willing to assist with final bills/collections notices.

1. Employees that have Coventry and receive these notices should call 1-800-431-1211.  The Coventry customer service representative will work to resolve the issue.

2. Employees that have issues with dental services should follow the information below for Delta Dental:

  • Members should not send bills to Human Resources or Delta Dental. 
  • If the amounts charged by network dentists are for items bulleted below, members should not contact Customer Service.
  • Members should contact customer service only if:  1) services were rendered by a network dentist and if 2) the network dentist is charging “up front” (fees other than those listed above).
  • Customer Service#:  1-800-323-1743, press 5
  • Delta Dental is willing to assist by contacting network dental offices to verify if they are billing “up front” for services or pending payments.
  • Applicable deductible
  • Services not covered by the plan
  • Amounts greater than the member’s Schedule of Benefits but up to the dentist’s contracted network amount
  • Any amounts exceeding the annual benefit maximum

Please keep in mind that network dentists are able to bill for the member portion only.  In accordance with the Delta Dental network dentist agreement, State of Illinois Group Dental Plan members who receive services from Delta Dental network dentists cannot be charged upfront for any other amounts other than those listed above.

Online CMS Conversion Update

As previously announced, the Illinois Department of Central Management Services (CMS) will transition to an online, web-based health insurance system on September 30, 2016.  The new system will be called MyBenefits Marketplace.  This week, CMS, in partnership with the online vendor, Morneau Shepell, will be sending post cards to all members to announce the launch of the new website.  The following week, a letter will be mailed to all members. 

This new website is and is available 24/7.  It is designed specifically for you to streamline your benefit options into a one-stop shop for your insurance needs, which include:

  • learning more about your current insurance benefits
  • making enrollment decisions
  • changing your current coverage
  • finding contact information for all your plan administrators
  • educational information and interactive tools

You also have the option to call a Morneau Shepell customer service representative for further assistance or enrollment over the phone, Monday – Friday, 8:00 a.m. – 6:00 p.m. CST toll free at 1-844-251-1777 or TTY toll free: 1-844-251-1778. 

Please note: You will be required to register on the website using information pertinent to you for self-authentication.  Once registered, you will be provided your CMS-issued Employee I.D. Number (EIN), which you will need whenever you login to this site.  For your convenience, your CMS-issued Employee I.D. Number (EIN) will be listed at the top of the letter that you receive from CMS/Morneau Shepell the week of September 26th.  You will want to retain this document for your records as your EIN will be your login I.D.  However, if you lose your EIN, you will be able to retrieve it through the self-authentication process.  Your EIN will also be located at the top of each of your Benefit Confirmation Statements. 

With this transition, the Office of Human Resources will no longer have access to view your personal enrollment plans or status.  Any questions regarding coverage will need to be directed to the customer service number above at Morneau Shepell.  In addition, our office will no longer be involved with premium deductions that are collected for your health insurance including corrections for changes to your plans.  We encourage employees to check their earnings statements via CougarNet regarding their premiums and to contact Morneau Shepell for any questions or concerns.

If you have any questions regarding the online conversion, please contact Morneau Shepell at the numbers above.  Thank you.

Retirement Counseling

The Office of Human Resources sends the SIUE Supplemental Retirement (403b) Plan vendor meetings on a monthly basis.  This will allow employees to plan ahead to meet with any of the three vendors.  Participation in the SIUE Supplemental Retirement (403b) Plan can help you supplement your retirement income and

  • Lower your annual taxes since your 403(b) contributions can be made on a pre-tax basis
  • Provide tax deferred growth on your investment earnings because they grow tax-free until time of withdrawal 
  • Contribute to Roth plan options based upon vendor selection

 The 2016 limits for the 403b Plan are $18,000 for employees under age 50 and $24,000 for employees age 50 and older.

For more information regarding the 403b plan, please visit

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

Mass Mutual                  

Peggy Elliott                     

618-651-9800 ext. 23   

Date                                                                 Time                              Location

Wednesday, September 28, 2016                    11:00 am - 1:30 pm         MUC Wabash Room

Wednesday, October 12, 2016                        11:00 am - 1:30 pm        MUC Wabash Room

Wednesday, October 26, 2016                        11:00 am - 1:30 pm         MUC Wabash Room

AXA Equitable

Ryan Brown


Date                                                              Time                                    Location

Tuesday, October 4, 2016                   9:00 am - 12:00 pm          MUC International Room

Wednesday, November 2, 2016           9:00 am - 12:00 pm           MUC Board Room

Thursday, December 8, 2016               9:00 am - 12:00 pm           MUC International Room


Melvin Ballenger                                    

314 763-6724                     

800-732-8353 (Field Support Team) 

Date                                               Time                              Location

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

View and Print Your 2015 1095-C

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

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

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

If you are using Internet Explorer

 Select the Employment menu.

  • Select Tax Forms.

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

 Select W-2 and Electronic W-2 Consent.

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

Once/If consent has been given.

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

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

If you are using Mozilla Firefox or Google Chrome

 Select the Employment menu.

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

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

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

Additional information is available through FAQ’s at  

If you have any questions or concerns please email us at

Form 1095-C

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

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

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

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

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

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

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

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

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

If you have any additional questions, please contact Benefits at x2190 or

Excess Vacation Usage - REMINDER

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

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

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

  1. Log onto Cougarnet.  For help logging into CougarNet, please go to and view the top left of the page:

CougarNet (Self-Service) -

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


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

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

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

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Effective July 1, 2016 the Office of Human Resources will conduct Background Checks for all Administrative and Professional staff positions through HireTouch. This update is one of the few features that will be added to the Administrative/Professional workflow effective July 1, 2016.

For Administrative/Professional Staff positions, applicants will complete the Release of Information (background check) form at the time of application. They will also complete the Applicant Data Collection, State of Applicant’s SURS Annuity Status, Voluntary Self-Identification of Protected Veteran Status, Voluntary Self-Identification of Disability, Drug Consent (if applicable) forms; and upload their resume/CV, transcripts or certifications. The hiring unit will notify Human Resources (Stephanie Stookey at 618-650-2318) of their chosen candidate and Human Resources will conduct the background check.

Until further notice all other procedures/processes currently in place will remain as it relates to hiring for Administrative and Professional Staff positions.

Reminder: As the Office of Human Resources continues to update and improve the HireTouch system in relation to the Administrative/Professional workflow; it is possible to experience system issues during this period of system configuration. If you are working in HireTouch and experience a significant issue, please contact Doug James at 618-650-3068.

Note: For Civil Service positions, applicants currently complete the release of information form after the selection process and the approval from the Equal Opportunity Access and Title IX Coordination office; Human Resources is notified through HireTouch to begin the background check process.

HireTouch System User Training

The Office of Human Resources (HR) is now using HireTouch; SIUE's new online position management and applicant tracking system, for all Civil Service position approval and applicant placement processes.  To request to hire or fill a Civil Service vacancy, department staff that will be responsible for position management, position approval and applicant tracking processes will need to have access to the HireTouch system. All new or replacement Civil Service vacancies must go through this system.
For training and to gain access to the system please complete the System Access Request Form and send to Information Technology Services (ITS), Box 1068 or fax ext. 3055.

HR will be notified by ITS once the System Access Request Form is received and HR will contact the requester regarding training, functional roles within HireTouch and assign the appropriate access. For questions contact Tamika Johnson or Doug James in the Office of Human Resources at 618-650-2190

HireTouch System User Training sessions are currently available.  Please contact Doug James, IT Support Analyst, at 618-650-3068 to schedule your training.  Please note:  If your department does not have a current Civil Service opening, you do not need to schedule training at this time.  After you have completed the System User Training and when your department is ready to begin the position approval process (Request to Hire, Position Control, and Position Description Questionnaire-PDQ) for a Civil Service opening, click HERE for next steps to gain system access.

Previous Announcements

Southern Illinois University Edwardsville is an equal opportunity employer and will not discriminate against any person on the basis of race, national origin, religion, disability, age, marital status, sex, sexual orientation or veteran’s status in violation of Title VII.

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