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

Other Announcements

Payroll

Annual Performance Review

Benefits

HireTouch

Office of Human ResourcesRichard Hampton

Richard Hampton Receives May Employee Recognition Award

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

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

9:30 a.m.

Thursday, May 12

Special Events Room, Birger Hall

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

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

                                                                                    -Rachel Stack, Vice Chancellor, University Advancement

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

                                                                                    -Richard Hampton, University Advancement

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


Payroll

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

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

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

 The presentation will:                                     

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

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

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

FISCAL YEAR-END PAYROLL REQUESTS

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

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

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

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

Biweekly and Student cut-off dates:

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

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

Salary Deferral Program FY15-16

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

As a reminder, to begin salary deferral for the FY2015-16 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. If you participated in salary deferral last year you do NOT need to submit another form to continue.   

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

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

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

Again, the Salary Deferral Authorization Form must be received by Payroll prior to your first day of employment for FY2015-16, preferably no later than July 1st.   All employees choosing to defer for FY 2015-16 may begin submitting forms ASAP. 

Also, if you participated in the salary deferral program in FY 2014-15 and choose not to continue, a Revocation Form must be received by Payroll no later than July 1st.  The Authorization Form and Revocation Forms are fillable and may be saved and then e-mailed as an attachment from your e-mail address to Payroll Officers Rasheda King at rajohns@siue.edu or Robyn Courtway at rcourtw@siue.edu.  After July 1st 2015 confirmations will be sent to the e-mail address you provide on the form.

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

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Annual Performance Reviews

Completion of the Annual Performance Reviews for Civil Service and Administrative/Professional Staff Employees

In June 2014 information was provided regarding the revised Employee Excellence Program (EEP).  The following briefly identifies the important revisions to the EEP process for FY15:

  • One form for each classification of employee, which includes probationary employees.  This will allow all employees to be evaluated using the same format, thereby eliminating confusion.
  • Same form and performance evaluation criteria used for performance improvement plans.  This will help align performance expectations used for annual evaluations with performance deficiencies.
  • To correct performance deficiencies, 2 consecutive 60-day performance improvement plans will be used in lieu of 3.
  • The EEP Supervisor’s Guide has been converted to a PDF.
  • The Employee Excellence Program has been relocated on the Office of Human Resources website http://www.siue.edu/humanresources/employment/adm_prostaff_emp_exc_supervisor_guide.shtml , you are encouraged to review its contents for information regarding the revised program.

If you recall, in order to close-out the FY14 performance year, it was necessary to conduct the annual performance appraisals on Civil Service and Professional Staff employees using that existing process. Also, beginning July 1, 2014 you were encouraged to use Phase I of the revised EEP process for performance goal setting expectations.

It is now time to conduct the annual performance appraisals on Civil Service and Professional Staff employees.  The revised performance evaluation process offers a valuable opportunity to provide feedback on work activities and goals, to identify and correct existing problems, and to encourage and improve future performance.  The forms may be downloaded from the new and enhanced website of the Office of Human Resources at http://www.siue.edu/humanresources/forms/index.shtml. The deadline for submission is June 30, 2015.

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

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

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

  1. The original performance review with the signature of both the supervisor and employee.
  2. You must insure that you include an updated position description questionnaire using the position description cover sheet signed and dated by the employee, supervisor, and appropriate Vice Chancellor.
  3. An updated organizational chart.

In closing, should 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, please don’t hesitate to call Bill Misiak at extension 2190 or contact him via email at wmisiak@siue.edu

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Benefits

View and Print Your 2015 1095-C

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

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

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

If you are using Internet Explorer

 Select the Employment menu.

  • Select Tax Forms.

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

 Select W-2 and Electronic W-2 Consent.

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

Once/If consent has been given.

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

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

If you are using Mozilla Firefox or Google Chrome

 Select the Employment menu.

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

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

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

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

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



Form 1095-C

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

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

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

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

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

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

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

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

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

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

Excess Vacation Usage - REMINDER

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

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

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

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

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

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

 Example:

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

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

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


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HireTouch

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

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

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

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

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

HireTouch System User Training

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

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

Previous Announcements


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

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