Employee of the Month
July 9, 2015
Paula Lenhardt, Office Support Specialist in the Department of Campus Recreation is the recipient of the July Employee Recognition Award. Paula was nominated by Keith Becherer, Director of Campus Recreation.
“Paula has been with the University and our department for around eight (8) years. During her tenure, she has always performed in an exceptional manner... In her role supporting many of our recreational and fitness programs, she interacts with a wide segment of the student population. She always manages to establish rapport with each student and is receptive to their needs. A few examples that speak to Paula's abilities are how she supports many of our club sports officers and fitness clients:
-Paula is the first point of contact for students looking at fitness and wellness consultations. While this could be a stressful time for a student who may be uncomfortable with their current fitness level, Paula is able to provide a safe, comfortable and inviting atmosphere that puts the student at ease. She always takes the time to thoroughly explain the process, answer any questions and instills trust that the process will be a positive experience.
-She also assists with coordination of travel and day to day support of our club sports. With over 35 student organizations and hundreds of students involved, each day the need is different. She is adaptable and flexible in meeting their needs and routinely handles "last minute" requests for the students. Although these late requests cause changes in Paula's work day, she always handles them with grace and a positive attitude.
While Paula routinely meets and exceeds expectations, it has been her work over the last year that has been invaluable. She continues to be a resource of knowledge within Campus Recreation and embraces our role in supporting students at SIUE.”
- Keith Becherer - Director of Campus Recreation
“What an honor to be chosen as July Employee of the Month. Thanks, everyone, for making SIUE such a great place to work! A special thanks to my supervisor, Keith Becherer, for the nomination and to the rest of the department as well. You are all a joy to work with. It has been a pleasure working for Campus Rec for these past eight years and I look forward to many more within the department. Thanks again for acknowledging my efforts with this award."
- Paula Lenhardt - Office Support Specialist, Campus Recreation
Please join us in congratulating Paula as the Employee of the Month at her recognition ceremony on July 17, 2015 at 10:00am in the Wellness Center, located in room 1518 in the Student Fitness Center.
You can also send Paula a congratulatory email to firstname.lastname@example.org.
Questions or comments should be directed to Deb Talbot at email@example.com or ext. 3642.
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:
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:
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 firstname.lastname@example.org.
Central Management Services (CMS) provided additional information regarding the change in the Prescription Benefit Manager (PBM) to CVS/caremark.
Part of the transition process will be communication to all membership in the self-insured health plans prior to July 1, 2015. Members should expect their welcome kits, including their new CVS/caremark cards, around the last week in June.
A misnomer that needs to be made clear is that CVS/caremark is the name of our new PBM. This does not mean that all prescriptions need to be purchased at a CVS pharmacy. The CVS/caremark network is very extensive and includes most of the large pharmacy chains, including but not limited to Walgreens, WalMart, CVS, etc. The network also includes roughly 26,000 independent pharmacies across the country.
Any time a formulary list changes, there is a chance that a specific drug will no longer be covered or will be covered at a higher copayment. Changing to a new PBM brings along a new formulary list of drugs. The 90-day grandfathering that was mentioned in the previous GI Notice prevents individuals who are currently taking a maintenance drug that is not covered under CVS/caremark’s formulary from experiencing a disruption of coverage through September 30, 2015. During the first 90 days of the new plan year, affected members will be notified by CVS/caremark to contact their prescribing physician to look for an alternate drug that is covered under the CVS/caremark formulary.
If you have any questions, please contact us in Benefits at 650-2190 or through email at email@example.com.
Central Management Services (CMS) announced:
the state Employee Benefits Handbook & Amendments the state Retiree, Annuitant and Survivors Benefits Handbook & Amendments have been updated on the Benefits website (www.benefitschoice.il.gov).
This includes previous updates and applicable amendments that were effective July 1, 2014. We thank you for your patience as we haven’t been able to keep the handbooks as current as they should be these last two years. However, with a new Administrative Services Manager on staff, we hope to keep current and post updates on a more timely basis.
Please note that the revisions effective July 1, 2015 have not yet been updated but we anticipate their posting on or before July 1, 2015.
Update to IL Pension Reform
The State Universities Retirement System (SURS) updated its website regarding the Illinois Supreme Court Decision about pension reform on May 8, 2015. http://www.surs.com/news-features The court determined that Public Act 98-599 is unconstitutional. SURS also sent the following:
“SURS is currently reviewing the Illinois Supreme Court’s unanimous decision affirming that Public Act 98-599 (Pension Reform) is unconstitutional. There has been no change and will be no change in administration of SURS based upon this decision.
The stay ordered by Judge Belz put implementation of the law on hold.
- No changes had been implemented by SURS.
- No changes will be implemented based upon the Supreme Court decision.”
The State Universities Annuitants Association (SUAA), also shared the following link about pension reform:
We have also updated the pension reform link at the site below:
If you have questions or concerns, please contact us in Benefits at 650-2190.
Leave Policies for Bone Marrow Donation, Organ Donation and Blood or Blood Platelet Donation
After consultation with the applicable constituent groups, we have added polices regarding leave for bone marrow donation, organ donation and blood or blood platelet donor leave. Below is a summary of each leave policy.
Bone Marrow and Organ Donation Leave
Status employees, who have been employed for six months or more, may be granted paid leave time for the purpose of donating bone marrow or organ(s). Bone marrow and organ donor leave is provided for under State of Illinois Compiled Statutes 5 ILCS 327- Organ Donor Leave Act.
An employee may use up to 30 days of organ donation leave in any 12-month period to serve as a bone marrow donor and up to 30 days of organ donation leave in any 12-month period to serve as an organ donor.
Blood or Blood Platelet Donor Leave
Status employees, who have been employed for six months or more, may be granted paid leave time for the purpose of donating blood or blood platelets. Blood or blood platelet donor leave is provided for under State of Illinois Compiled Statutes 5 ILCS 327- Organ Donor Leave Act.
Employees are eligible to take leave as follows:
Please click on the link below for the applicable full policy available on the Office of Human Resources website.
Civil Service employees: http://www.siue.edu/humanresources/policies-civil-service.shtml
Administrative employees: http://www.siue.edu/humanresources/policies-admin-pro-staff.shtml
Excess Vacation Usage - REMINDER
As a reminder, all employees must use their excess vacation before the end of the fiscal year, June 30, 2015 unless written permission for carry over is granted by the respective Vice Chancellor. In no case will excess vacation be carried past September 30, 2015. Excess vacation is anything above the limit an employee may carry over from one fiscal year to another. Departments will need to track use of excess carryover on employee timesheets since Banner does not carry excess vacation from one fiscal year into the next fiscal year.
Employees who elect to retire with unused excess vacation will only be paid out the value of their vacation at their vacation limit.
An employee may view his/her vacation carryover limit by viewing their leave balance information in Cougarnet. Below are the directions to view leave balances:
CougarNet (Self-Service) - https://ssb.siue.edu/pls/BANPROD/twbkwbis.P_GenMenu?name=homepage
Link to Leave Accrual Rates and Additional Information: Administrative Staff Leave Category 80
Please contact your Leave Administrator or Kirk Greer at 650-2190 if you have any questions.
Medical Care Assistance Plan - Updates for FY16
As a reminder to all employees who participate in the Medical Care Assistance Plan (MCAP), Central Management Services (CMS) has shared the following with us:
MCAP no longer has a grace period but will have a new rollover feature.
Participant MCAP accounts no longer have a grace period for which to use remaining MCAP funds. The grace period was the additional 75-day period after the end of the plan year (i.e., September 15th) that allowed MCAP participants to incur expenses and utilize their remaining MCAP funds. For the current plan year FY15, participants will only be reimbursed eligible expenses incurred through June 30th. Claims for reimbursement of remaining FY15 MCAP funds may be submitted through the end of the run-out period, September 30, 2015, but expenses must have been incurred by June 30, 2015.
Eligible MCAP participants (you must still be an active employee on July 1, 2015) who have a balance remaining in their MCAP account after September 30th will have up to $500 of that account balance automatically rolled over to the FY16 plan year. The rollover funds will be available on or about October 7, 2015. Any additional unused amounts above $500 remaining in the account after the run-out period ends will be forfeited.
Note: This rollover will occur and be available for use even if the employee does not re-enroll for the FY16 plan year. However, if the employee does not re-enroll, the debit card will not be active and claims will need to be filed through the website, paper or mobile app. In the event the employee is a dependent of an individual with an HSA, any amount rolled over must be waived in order to be in compliance with IRS rules.
MCAP ROLLOVER FAQ’S
Can I use my MCAP account for FY15 expenses incurred after June 30th?
No, only expenses incurred from July 1, 2014 through June 30, 2015 are eligible for reimbursement out of your FY15 MCAP account since the new rollover option has replaced the previous grace period.
Does the rollover amount count against the $2,550 maximum contribution limit?
No. Participants can still choose to contribute as much as $2,550 even if they roll over $500 from the previous plan year.
How much can I roll over to the next plan year for my MCAP account?
You can roll over up to $500 to the next plan year and still enroll for up to the maximum election of $2,550 for FY16. The rollover from the current plan year will be added to your FY16 election on or about October 7, 2015, and can be used for services rendered between July 1, 2015 and June 30, 2016.
What happens if I don’t re‐enroll for FY16 but have money left over from FY15?
As long as you are an eligible employee (i.e., not terminated or retired) on July 1, 2015, the rollover will occur regardless of whether you re‐enroll in MCAP for FY16.
Will my MCAP payment card work in FY16 if I do not re‐enroll but have money that rolled over from FY15?
No. The payment card will not work if you do not re‐enroll for FY16. You will only be able to submit manual claims, meaning you must pay for your healthcare expenses using personal funds and request reimbursement.
What happens if I have $700 in my FY15 MCAP on June 30th?
You may turn in FY15 receipts during the run‐out period of July 1 through September 30, 2015, for expenses incurred through June 30, 2015. After September 30, up to $500 of the FY15 money remaining in the account will be rolled over on or around October 7, 2015. Any additional unused amounts above $500 will be forfeited.
What are the rules to be eligible for the $500 rollover?
On July 1, 2015, you must be working full‐time or part‐time not less than 50% and be eligible to participate in one of the State’s health plans.
What happens if I terminate employment on August 15, 2015, and had a rollover amount?
Your rollover funds will be available on or around October 7, 2015. If you enrolled for FY16 and elect MCAP COBRA, your card will be reactivated for use and the rollover funds can be accessed when they become available using the card. If you terminate or retire on August 15, 2015, and do not choose MCAP COBRA, the FY15 rollover funds, in addition to any available FY16 account balance, may only be used for services rendered between July 1 and your MCAP termination date.
If you have questions regarding the grace period or rollover, please contact the FSA/CSP Unit at (217) 558-4509, or contact Benefits at 650-2190.
Benefits Choice Open Enrollment
For benefits eligible employees, it is FY16 Benefits Choice Open Enrollment!
Central Management Services (CMS) will be mailing a short summary of the FY16 Benefits Choice booklet to your home soon. There are a few changes in FY16, which are highlighted below, including no increase to employee health premiums or prescription costs. Deductibles, however, have increased.
Changes for FY16 include:
Ongoing FY16 vendor selection:
Items remaining the same for FY16 (until state negotiations conclude):
For detailed information on the FY16 Benefits Choice period, please visit the CMS Benefits Choice Page: http://www.illinois.gov/cms/Employees/benefits/StateEmployee/Pages/BenefitChoicePeriodFY2016.aspx
To view the FY16 Benefits Choice Booklet, please click on the link and select the FY16 booklet:
To download the appropriate forms to make changes during this Benefits Choice period, please visit the CMS Benefits Choice Forms page:
Please contact Benefits staff for more information at 618-650-2190 or email us at firstname.lastname@example.org.
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.
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 email@example.com or Robyn Courtway at firstname.lastname@example.org. 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.
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.