HR Connections and Workforce Diversity Updates January 2024
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Agenda
W2 Reminder
UW System's Email Communications
Furlough Reporting Reminder
Well Wisconsin Health Incentive
W-2 Distribution
Electronic only consent – Find in UW System portal
Paper distribution – Postmarked by January 31, 2024
Tip sheet:
https://uwservice.wisconsin.edu/docs/publications/
w2-1095-electronic-consent.pdf
W2 Reminders
UW System Email Communications
What emails come from UW System?
Mainly Payroll/Benefits Related
o
Benefits Updates
(ABE, FSA/HSA, 403b, Glacier, ICI, etc.)
o
Tax Form Updates
(1095 –C, W-2 Forms)
Mandatory Employee Training Notices
Review/Update Address & Personal information
Changes to Email Communicaton from UW
System
Working to make email communications less "phishy"
Removed elements giving more info than necessary.
o
Ex. City, state, empl id, etc.
No Hyperlinks
o
Give full URLs that can be copied and pasted instead
Refer employees back to the UW Portal for additional information
Added language to briefly describe UWSS and to make clear they removed links for
enhanced security
Resulting emails look very "plain" but will enhance security for the workforce.
Example UWSS Email
Up Next:
Furlough Reminders
Furlough Overview
Eligible employees were assigned furlough from
9/10/23 – 6/1/24
If assigned furlough, should have observed and
reported approximately half of your furlough
by now
Furlough notification e-mails were sent 9/1/23
from
uwsystemhr@uwss.wisconsin.edu
Furlough Usage
Must be used in 8 or 4 hours increments
Must be pre-approved by supervisor
Entered into timesheet or absence portal on or before it is taken
Should be evenly spread throughout the entire 19 pay periods
Cannot substitute paid leave for furlough
Furlough will not impact legal holiday, as long as either the day
before or after they are in pay status
Special Note Regarding MLK Day in 2024:
Employees should not use a furlough day on both the Friday
before and Tuesday after Martin Luther King Jr Day, which is January 15, 2024. Because that Friday and
Tuesday are in 2 separate pay periods, they could do this, but they would lose their legal holiday pay
then
Furlough Reporting – How to Report in
My UW System Portal
Furlough Reporting –
Non-Instructional & Limited Example
Employees can only edit past timesheets for one additional pay period.
After that, the employee will have to submit a ticket to:
serviceoperations@support.wisconsin.edu
Furlough Reporting –
How can I self-audit?
Furlough Reporting –
Whose Responsibility Is It?
#1 – Employees are expected and required to report
all of their furlough time according to their employment
classification.
#2 – Supervisors/time approvers are expected to
review timesheets and leave requests timely and ensure
their staff are reporting as required.
#3 – HR/Payroll will run audit reports to identify non-
compliance and send to supervisors to address.
Furlough & Employment Changes
New hires will be assigned prorated furlough & get
notification from their HR Generalist
Job changes will not change original furlough
assignment (includes FTE and base salary)
Terminations will need to ensure a pro-rated amount of
furlough has been observed and entered prior to their
last day working
Furlough – In Closing
Review the website:
https://uwosh.edu/hr/furlough/
Send questions to
hroffice@uwosh.edu
and we will
continue to respond and update the FAQ section of the
website
Policy reference:
UW System Administrative Policy
1200-11 Interim: Furlough Policy
Up Next:
Wellness Updates
Wellness
Setting some goals
Well Wisconsin
Steps to $150 incentive
On Wisconsin Group Health Insurance
Wisconsin Strong
All employees
403(b) TIAA & Fidelity
Wellness in 2024
How many of you started the year with a new
goal or resolution?
How many of you are still striving to achieve
that goal?
2024 Goals
Ways to earn your $150 incentive
3 Steps/Categories to complete
1.
Health Assessment
2.
Well-Being Activity
◦
Complete a Challenge
◦
Health Coaching
◦
And more...
3.
Health Check
◦
Biometric Screening
◦
Primary Care visit
◦
Dental check-up/cleaning
Well Wisconsin/WebMD:
https://webmdhealth.com/wellwisconsin/
Move a Million
•
Now through early October 11, 2024
•
Goal: Move the equivalent of 1 million steps in ways that work for you
Seize the Zzzz Sleep
•
Mar 20, 2024 - Apr 16, 2024
Five to Thrive
•
August 28, 2024 – September 24, 2024
Challenges 2024 – Well Wisconsin
A free health screen for those enrolled in the State of Wisconsin Group
Health Insurance Program.
Screening include measurements for blood pressure, body mass index
(BMI), cholesterol (HDL, LDL and total), triglycerides and glucose.
Dates:
February 7, 2024 7am to 11am at Fox Cities Campus Room M1130
March 5, 2024 8am – noon at Oshkosh - Reeve Union Room 209
•
To register log in to
webmdhealth.com/wellwisconsin
Biometric Health Screen
February Wellness Webinars/Workshops
Self-Compassion Workshop
Shower yourself with love and self-compassion. Explore the benefits associated with self-compassion and three components of
this practice—mindfulness, self-kindness and common humanity. Discover self-compassion practices that you can do on your
own after trying them out during this workshop.
Tuesday, February 13, 2024
Register at:
Registration (gotowebinar.com)
The Sandwich Generation: The Ultimate Balancing Act
Caring for an elder is an enormous challenge by itself; combining elder care with care of children or adolescents and attempting
to balance the demands of a career can seem overwhelming to even the most organized individual. In this session we will focus
on establishing balance, recognizing negative emotions, adhering to priorities and reducing stress.
Wednesday February 14, 2024
12:30 PM - 1:30 PM CST
Register:
Registration (gotowebinar.com)
Thank You
Stay informed with the latest updates on HR connections and workforce diversity agenda for January 2024. Learn about important reminders, furlough reporting, W-2 distribution, electronic consent, UW System email communications, and changes to email communication practices aimed at enhancing security.
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Presentation Transcript
HR Connections January 2024
Human Resources and Workforce DiversityAgenda W2 Reminder UW System's Email Communications Furlough Reporting Reminder Well Wisconsin Health Incentive
Human Resources and Workforce Diversity W-2 Distribution
W2 Reminders Human Resources and Workforce Diversity Electronic only consent Find in UW System portal Paper distribution Postmarked by January 31, 2024 Tip sheet: https://uwservice.wisconsin.edu/docs/publications/ w2-1095-electronic-consent.pdf
Human Resources and Workforce Diversity UW System Email Communications
Human Resources and Workforce DiversityWhat emails come from UW System? Mainly Payroll/Benefits Related o Benefits Updates (ABE, FSA/HSA, 403b, Glacier, ICI, etc.) o Tax Form Updates (1095 C, W-2 Forms) Mandatory Employee Training Notices Review/Update Address & Personal information
Changes to Email Communicaton from UW System Human Resources and Workforce Diversity Working to make email communications less "phishy" Removed elements giving more info than necessary. o Ex. City, state, empl id, etc. No Hyperlinks o Give full URLs that can be copied and pasted instead Refer employees back to the UW Portal for additional information Added language to briefly describe UWSS and to make clear they removed links for enhanced security Resulting emails look very "plain" but will enhance security for the workforce.
Human Resources and Workforce Diversity Up Next: Furlough Reminders
Human Resources and Workforce DiversityFurlough Overview Eligible employees were assigned furlough from 9/10/23 6/1/24 If assigned furlough, should have observed and reported approximately half of your furlough by now Furlough notification e-mails were sent 9/1/23 from uwsystemhr@uwss.wisconsin.edu
Human Resources and Workforce DiversityFurlough Usage Must be used in 8 or 4 hours increments Must be pre-approved by supervisor Entered into timesheet or absence portal on or before it is taken Should be evenly spread throughout the entire 19 pay periods Cannot substitute paid leave for furlough Furlough will not impact legal holiday, as long as either the day before or after they are in pay status Special Note Regarding MLK Day in 2024: Employees should not use a furlough day on both the Friday before and Tuesday after Martin Luther King Jr Day, which is January 15, 2024. Because that Friday and Tuesday are in 2 separate pay periods, they could do this, but they would lose their legal holiday pay then
Furlough Reporting How to Report in My UW System Portal Human Resources and Workforce Diversity Non-Instructional Academic Staff & Limited Faculty & Instructional Staff University Staff Report on timesheet Select %REDF in the code menu dropdown Enter number of hours Report as absence request Select FURLOUGH for absence name Enter number of hours Report on timesheet Enter both furlough hours and hours worked for the week furlough is used
Furlough Reporting Non-Instructional & Limited Example Human Resources and Workforce Diversity Employees can only edit past timesheets for one additional pay period. After that, the employee will have to submit a ticket to: serviceoperations@support.wisconsin.edu
Furlough Reporting How can I self-audit? Human Resources and Workforce Diversity
Furlough Reporting Whose Responsibility Is It? Human Resources and Workforce Diversity #1 Employees are expected and required to report all of their furlough time according to their employment classification. #2 Supervisors/time approvers are expected to review timesheets and leave requests timely and ensure their staff are reporting as required. #3 HR/Payroll will run audit reports to identify non- compliance and send to supervisors to address.
Human Resources and Workforce DiversityFurlough & Employment Changes New hires will be assigned prorated furlough & get notification from their HR Generalist Job changes will not change original furlough assignment (includes FTE and base salary) Terminations will need to ensure a pro-rated amount of furlough has been observed and entered prior to their last day working
Human Resources and Workforce DiversityFurlough In Closing Review the website: https://uwosh.edu/hr/furlough/ Send questions to hroffice@uwosh.edu and we will continue to respond and update the FAQ section of the website Policy reference: UW System Administrative Policy 1200-11 Interim: Furlough Policy
Human Resources and Workforce Diversity Up Next: Wellness Updates
Wellness in 2024 Human Resources and Workforce Diversity Setting some goals Well Wisconsin Steps to $150 incentive On Wisconsin Group Health Insurance Wisconsin Strong All employees 403(b) TIAA & Fidelity
2024 Goals Human Resources and Workforce Diversity How many of you started the year with a new goal or resolution? How many of you are still striving to achieve that goal?
Human Resources and Workforce DiversityWays to earn your $150 incentive 3 Steps/Categories to complete 1. Health Assessment 2. Well-Being Activity Complete a Challenge Health Coaching And more... 3. Health Check Biometric Screening Primary Care visit Dental check-up/cleaning Well Wisconsin/WebMD: https://webmdhealth.com/wellwisconsin/
Challenges 2024 Well Wisconsin Human Resources and Workforce Diversity Move a Million Now through early October 11, 2024 Goal: Move the equivalent of 1 million steps in ways that work for you Seize the Zzzz Sleep Mar 20, 2024 - Apr 16, 2024 Five to Thrive August 28, 2024 September 24, 2024
Biometric Health Screen Human Resources and Workforce Diversity A free health screen for those enrolled in the State of Wisconsin Group Health Insurance Program. Screening include measurements for blood pressure, body mass index (BMI), cholesterol (HDL, LDL and total), triglycerides and glucose. Dates: February 7, 2024 7am to 11am at Fox Cities Campus Room M1130 March 5, 2024 8am noon at Oshkosh - Reeve Union Room 209 To register log in to webmdhealth.com/wellwisconsin
Human Resources and Workforce DiversityFebruary Wellness Webinars/Workshops Self-Compassion Workshop Shower yourself with love and self-compassion. Explore the benefits associated with self-compassion and three components of this practice mindfulness, self-kindness and common humanity. Discover self-compassion practices that you can do on your own after trying them out during this workshop. Tuesday, February 13, 2024 Register at: Registration (gotowebinar.com) The Sandwich Generation: The Ultimate Balancing Act Caring for an elder is an enormous challenge by itself; combining elder care with care of children or adolescents and attempting to balance the demands of a career can seem overwhelming to even the most organized individual. In this session we will focus on establishing balance, recognizing negative emotions, adhering to priorities and reducing stress. Wednesday February 14, 2024 12:30 PM - 1:30 PM CST Register: Registration (gotowebinar.com)
