Annual Benefits Enrollment Ends 10/23/20

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September 28–October 23, 2020 Calendar icon

This year the enrollment period is September 28-October 23, 2020, ending at 4:30pm 10/23. Remember to enroll or make changes to your 2021 benefits by 4:30 pm, Friday, October 23, 2020. (This is only needed if you want to make changes or enroll in benefits.)

How to Complete Benefits Enrollment

1) Log into the MyUW portal at my.wisc.edu "Benefits Information" tile with umbrella icon
2) Go to the Benefit Information tile
3) Click on the Enroll link

Or,  see the email you received from UWSystemhr@uwsa.edu to learn more and follow the instructions to enroll.


Annual Benefits Enrollment is the only time you can make changes to certain benefits without having an eligible life event (for example, marriage, birth, or divorce) or qualifying employment change during the year.

  • Changes made during this period will be effective January 1, 2021.
  • Certain benefits offered to UW–Madison employees require re-enrollment each year.

Benefits Enrollment Checklist

Please use the benefits enrollment checklist to help you prepare, guide, and act.

What Changes are Allowed?

See what changes are allowed during Annual Benefits Enrollment (ABE).

Annual Benefits Enrollment website (OHR), calendar of events

See the UW-Madison Office of Human Resources’ Annual Benefits Enrollment website for additional  information and online pre-recorded enrollment events, “Benefits 2021: What You Need to Know”.

Watch one of the enrollment events if you need additional guidance in navigating your benefits enrollment.

Annual Benefits Enrollment Begins 9/28/20

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September 28–October 23, 2020 Calendar icon

Annual Benefits Enrollment is the only time you can make changes to certain benefits without having an eligible life event (for example, marriage, birth, or divorce) or qualifying employment change during the year. This year the enrollment period is September 28-October 23, 2020.

  • Changes made during this period will be effective January 1, 2021.
  • Certain benefits offered to UW–Madison employees require re-enrollment each year.

Benefits Enrollment Checklist

Please use the benefits enrollment checklist to help you prepare, guide, and act.

What Changes are Allowed?

See what changes are allowed during Annual Benefits Enrollment (ABE).

Annual Benefits Enrollment website (OHR), calendar of events

See the UW-Madison Office of Human Resources’ Annual Benefits Enrollment website for additional  information. There you will find a calendar of online enrollment events, “Benefits 2021: What You Need to Know”  starting October 1, 2020.

Attend one of the enrollment events if you need additional guidance in navigating your benefits enrollment.

Facilities Operations Continue During Two Weeks of Remote Instruction

icon: campus building

As the Chancellor stated in a message on September 9, 2020: positive COVID-19 test numbers have increased among student populations and additional actions were needed in order to minimize the spread for everyone on campus.

icon: campus building

(Translated versions of the chancellor’s message available: 中文 Chinese | Español | Hmoob | नेपाली Nepali | བོད་སྐད Tibetan)

Campus activities including in-person instruction have been significantly reduced for the next two weeks, September 10 – 25. During this time:

  • all classes besides clinical training will be conducted remotely
  • Sellery and Witte Residence Halls are quarantined
  • university libraries, Unions, and some academic buildings are closed (see updated list of building closures during temporary 9/10-9/25 operational status on FP&M’s status page)
  • undergraduate research that can be accomplished remotely will do so
  • students are not being asked to move out of the residence halls or leave town

What does this mean for FP&M employees?

On-site operations will continue, as they have done throughout this pandemic. FP&M employees should continue to report to work as scheduled, whether on-site or remote, unless they are instructed otherwise by their supervisor. If you have been working remotely, continue to do so.

In-person gatherings, including all social events and work gatherings of more than 10 people, are cancelled. Employees may meet in groups of 10 or fewer for essential purposes if approved. See the new FP&M Meeting Approval Process. Work meetings should continue to be conducted remotely via phone or video streaming whenever possible.

icon: person wearing mask/face-covering wearing a hat

Chancellor Blank has also announced a 14-day emphasis on health and safety protocols due to a rise in COVID-19 cases in the campus community. As a result, UW–Madison employees should wear a face covering while outdoors on campus. Expectations for using a face covering in indoor spaces have not changed. Wear a mask/face covering at all times unless working alone in a private, closed space on campus—such as an office or a vehicle.

As Provost Karl Scholz and Vice Chancellor Laurent Heller said on September 10 in an email to staff:

“It’s important to note that this change in operations reflects a sharp increase in positive cases among our students and very little evidence of transmission due to in-person instruction. The employee positive case rate continues to be very low. Accordingly, not much will change for many of our employees during this two-week period.”

Learn more details in the chancellor’s 9/9 announcement message as mentioned above, by visiting FP&M’s operational status page, and check the Smart Restart website.

StayWell Health and Well-Being Activities

icon: medical chart clipboard and shield symbol

The Well Wisconsin Program and StayWell offer resources to help you lower your health risks and support you in achieving your health and well-being goals.

icon: medical chart clipboard and shield symbol

UW employees, retirees, and their spouses who are currently enrolled in the Wisconsin State Group Health Insurance plan are eligible to participate in the Well Wisconsin program.

You can earn an incentive when you complete a health screening, a health assessment, and one StayWell well-being activity. Learn more on the the OHR Health Screenings and Well Wisconsin web page.

Complete 3 steps by October 9, 2020

Step One: Complete your health screening

Complete a health screening by attending an on-site health screening hosted by your employer or by visiting your health care provider.

Step Two: Complete your health assessment

The health assessment can be found on the StayWell Wellness Portal. Request a paper assessment by contacting the StayWell HelpLine at 800-821-6591.

Step Three: Complete one well-being activity through StayWell

You can choose from a number of activities that will improve your health and well-being. For a list of well-being activities that qualify for the incentive, visit the StayWell Wellness Portal.

For language support or questions, please contact StayWell at 1-800-821-6591.

Positive COVID-19 Test Reporting

illustration: cotton swab "Q-tip" and testing vial

Please see this important message from VCFA Heller below, as well is this translated PDF version, in English, Spanish, Hmong, Nepali, Tibetan, and Chinese languages.


illustration: cotton swab "Q-tip" and testing vialThe following guidance applies to all faculty, staff, graduate student employees, postdocs, employees-in-training and student hourlies.

As university activities resume in preparation for the fall semester, our highest priority remains the health and safety of everyone in the UW–Madison community, including our employees.

As part of our Smart Restart reopening plan, UW–Madison has developed protocols for what to do when individuals working, living or learning on campus test positive for COVID-19. This includes contact tracing to notify others who may have been in close contact with a COVID-positive individual, providing necessary cleaning to workspaces and classrooms, and assisting Housing residents who must be isolated or quarantined.

UW–Madison provides no-cost, on-site COVID-19 testing for students, faculty, and staff. University Health Services will automatically receive all results for tests conducted by UW–Madison or reported to Public Health Madison & Dane County. There is no need to report these results.

However, all employees who receive a test from public health agencies or health care providers outside of Dane County are expected to report their positive test results to University Health Services.

To report your test results from providers outside Dane County:

  • Send an email to covidresults@wisc.edu OR
  • Call (608) 890-0000 (you may be instructed to leave a message)
  • A web form to report results will be made available soon

UHS will follow up on every confirmed positive COVID-19 test report. This follow up will include contact tracing to identify the on-site spaces people who test positive spent time and to identify anyone believed to have been in close contact with an infected individual.

University Health Services will reach out to these people directly. They will also notify Environment, Health and Safety if additional cleaning is necessary.

View more information about what to do in the event you test positive for COVID-19.

We all have a role in protecting the health and safety of the UW–Madison community. Thank you for your help and participation.


Laurent Heller

Vice Chancellor for Finance and Administration


Information for FP&M employees

See the COVID-19 Employee Resource page HEALTH AND SAFETY section on Inside FP&M for FP&M-specific FAQ such as:

  • Who is my DDR?
  • What happens if test positive for COVID-19?
  • Do I report positive COVID-19 test results to UHS?

Well-Being App: Healthy Minds Program

During this challenging time, we encourage you to take care of your mental and physical health. Healthy Minds Innovations, the external nonprofit affiliated with UW–Madison’s Center for Healthy Minds, recently launched a well-being app that is now freely available to individuals in light of the COVID-19 crisis. The app, called the Healthy Minds Program, is a digital well-being tool backed by decades of science at UW.

The program, available in English, can be found in all countries that have access to the App Store and Google Play Store.

You can download and access the program through Healthy Minds Innovations at https://tryhealthyminds.org/

Medical FSA & Dependent Care FSA Updates

"FSA Updates" decorative image

"FSA Updates" decorative imageOn June 29th, the Group Insurance Board (GIB) approved the following flexibility granted by the IRS due to the COVID-19 pandemic:

  • Participants can make a mid-year change to the Flexible Spending Accounts (FSA) and Dependent Day Care Accounts without a qualifying life event.
  • Participants enrolled in the Health Care FSA and Limited Purpose Health Care FSA can now carry over $550 for 2021. This is an increase of $50.
When can an employee make changes to these accounts?
  • July 1, 2020 – August 31, 2020
Which employee(s) can make changes to these accounts?
  • Currently enrolled employees have a one-time opportunity to increase or decrease* their annual contribution.
When is the increase or decrease to their elections effective?
  • The first of the month on/following the receipt of the Election Change Request

*Employees may only decrease their annual contribution to the amount already contributed or spent year-to-date, whichever is greater.

How should an employee initiate an increase or decrease to their election(s)?
What will happen to unused DCFSA contributions?
  • At this time, the current guidelines are still in effect at UW-Madison for Dependent Care FSA (DCFSA) year-to-date contributions.
  • Refunds for and/or roll over of unused year-to-date contributions are not allowed.*
  • The year-to-date contributions must be used prior to end of day 12/31/2020 or in cases of termination prior to 12/31/2020 – the last day of the month in which the last deduction occurred.
  • If funds go unused by 12/31/2020 (or month of last deduction), the funds will be forfeited.

*If this guideline should change, we will notify HR Reps / HRS Coord. as soon as possible.

Celebrating Pride Month

We celebrate LGBTQ Pride Month annually in June. As we continue to celebrate and work toward equal opportunity for lesbian, gay, bisexual, transgender, and queer (LGBTQ) people, we look to our many resources including the UWPD’s very own “Pride Team” on campus. We can also reflect on our shared history: as catalogued by the UW Archives, while considering the role of Black trans people in the movement as explained by the UW School of Social Work.

As Chancellor Rebecca Blank and Vice Chancellor Lori Reesor stated, “Equality and inclusion are cornerstones of our core values at UW, and we recognize there is still much work to be done. On campus, that means making this a place where our LGBTQ+ community feels fully included and at home. Off campus, that means sending our alumni out into the world to advocate for the full human and political rights of all people.”

Black trans activists at the heart of Pride

Fifty-one years ago, on June 28, a protest that began outside a bar in New York City that helped spark change. We pause to reflect on these important insights from the UW School of Social Work on the important contributions from Black trans people:

“June is designated Pride month, a time for us to reflect, celebrate progress, and advocate for continued LGBTQ rights. But this year, Pride is different in many ways (….) now is a more important time than ever to remember the Pride Movement’s roots and acknowledge that Pride would not exist if it weren’t for the efforts of Black LGBTQ activists. Protesting police brutality and demands for equality were at the heart of the Stonewall riots in 1969 and leading the way were Black trans activists like Slyvia Rivera & Marsha P. Johnson.”
– Lynette Studer and Amanda Ngola, Co-chairs, Committee on Diversity
Stephanie Robert, Professor and Director

Local LGBTQ history

It is true that the Stonewall riots helped to make other important advancements possible. As we celebrate this month, we can also look back at our history of LGBTQ life in Madison and Dane County.

Beginning with a few oral histories, this UW-Madison Archive collection features a diverse array of materials and voices from the LGBTQ community. Explore the collection for oral histories, personal papers, photographs, ephemera and organizational records related to LGBTQ life in Madison and Dane County from the 1940s to the present.

UWPD Pride

This history and continued support for LGBTQ people recognized as a part of everyday life on campus, including the University of Wisconsin–Madison Police Department (UWPD.) As a leader in progressive policing and community engagement, UWPD is proud to have it’s very own “Pride Team.” This is a group that helps “further our department’s mission of inclusion to our expansive campus and surrounding community.”


FP&M wishes everyone a safe and happy Pride month.

 

 

 

 

 

 

 

 

Dependent Care FSA (DCFSA) Election Change Requests

Employees who are currently enrolled in the Dependent Care FSA (DCFSA) may make an Election Change Request.

The application must be received within 30 days of the closure and/or decrease in hours of the daycare location (or) within 30 days of the return to daycare.

Reason for Request: Change in Cost

Applications will be processed effective the 1stof the month on/following the receipt of the application.

Current 2020 Funds

There is no current change to FSA or DCFSA rollover guidelines.

A change is determined by IRS guidelines, Connect Your Care (CYC) and Employee Trust Funds (ETF)

Current FSA Guidelines:

Medical FSA: $500 Rollover

Dependent Care FSA: No funds may roll over

FSA contributions (with the exception of the standard $500 Medical FSA rollover) must be used prior to end of day 12/31/2020 or in cases of termination prior to 12/31/2020 –the last day of the month in which the last deduction occurred.

Supervisors: Approving Academic Staff Furlough

Supervisors and managers can approve Academic Staff’s time and furlough through the Time and Absence dashboard found on the MyUW Manager portal tile of MyUW (my.wisc.edu). The Payable Time Approvals section displays pending time approval requests, based upon the criteria, including date range, in Selection Criteria.

VIDEO: Approving Furlough time for Academic Staff

Job Aid with written instructions: Time and Furlough Approvals for Managers

 

How to Log Furlough Time

It is very important to log furlough days properly for compliance reasons. Logging furlough time is different for University Staff and Academic staff. See instructions for each, below. Also see important timing for all employees to be aware of, located at the end of this post.


UNIVERSITY STAFF: HOW TO LOG FURLOUGH TIME

Use Time Sheet Tracking to enter leave.

Screen shot of TIme Tracking screen for University Staff. See the new "LWOPF" code at the far right, beneath "Leave Hours"
Screen shot: Time Tracking screen for University Staff. See the new “LWOPF” furlough code at the far right, beneath “Leave Hours”

 

 

  • Go to Inside FP&M > Tools > Time Sheet Tracking
  • Use furlough code “LWOPF” on the daily time screen in Time Tracking.

ACADEMIC STAFF PAID MONTHLY: HOW TO LOG FURLOUGH TIME

USE MyUW TO ENTER LEAVE, TIME, and ABSENCES

Update 6/16/20: Academic staff are now able to record furlough in one-hour increments and must use different codes: refer to new information for Academic Staff to Log Their Furlough Time


TIMING

Furlough should be entered as soon as it is taken.  The monthly payroll calculation dates vary every month.
  • Furlough must be entered and approved one day before the payroll calc date to ensure the furlough deduction is taken on the correct check.
  • Furlough taken in May must be entered and approved by 05/20/20.
  • Furlough taken in June must be entered and approved by 06/17/20.
  • Furlough taken in July must be entered and approved by 07/15/20.
  • Furlough taken in August must be entered and approved by 08/24/20.
  • Furlough taken in September must be entered and approved by 09/23/20.
  • Furlough taken in October must be entered and approved by 10/21/20.

If you have questions on furlough entry, please email benefits@fpm.wisc.edu.

Updated 5/28/20

Flexible Spending Accounts – Medical & Dependent Care

flexible spending accounts

flexible spending accounts

Employees may have questions about how recent events correlate with Flexible Spending Accounts (FSAs).

This communication will address some of the questions employees may have regarding these benefits.

DEPENDENT CARE FSA

At any time (not only in our current situation), if there is a unexpected change in child care location/situation (ie. daycare facility closes) and/or cost (ie. parent goes back to work – enrolling child in daycare), this does allow an employee to make changes to their Dependent Care Flexible Spending Account (DCFSA).

If the employee is now staying home with their child(ren) and the child(ren) are no longer in daycare, they may submit an Election Change Request within 30 days of the Qualifying Event: Change in Cost. The change will take place the 1st of the month on/following the receipt of the application.

This will also work vice versa. If the child(ren) should return to daycare, the employee may submit a new Election Change Request within 30 days of the Qualifying Event to reinstate/re-enroll in this benefit.

The Election Change Request may be completed electronically by the employee and submitted directly to FP&M Benefits.


Please note, this is not a required change; this is optional. If the employee(s) do not want to make a change; no action is needed.


MEDICAL FSA

At this time, there is not Qualifying Event in regards to the current events to enroll, change or cancel these contributions. The employee must have a standard Qualifying Event to make a change mid-year to the Medical FSA. If the employee is unsure of the Qualifying Events that are required, they may refer to the UW-System: Life Events Website.  

YEAR-TO-DATE CONTRIBUTIONS

Unfortunately, at this time; we have not received further guidance on whether or not FSA (either Medical or Dependent Care) contributions would be eligible for rollover in 2021; more than the IRS guidelines currently allow. A change such as this is determine by the vendor, IRS guideline changes and the duration of the current events. We will continue to monitor the situation and work with UW-Shared Services and Connect Your Care (CYC) to determine any changes that may occur.

At this time, the current guidelines are still in effect and FSA contributions (with the exception of the standard $500 Medical FSA rollover) must be used prior to end of day 12/31/2020 or in cases of termination prior to 12/31/2020 – the last day of the month in which the last deduction occurred. To use the funds past a termination date (ie. last contribution), the employee would need to contribute the remaining balance of the annual election; which would allow the account to remain active (although no longer employed at UW) through the remainder of 2020.


Again, we will continue to monitor the current events and update you on any changes and/or allowances that may occur to these accounts.

Please contact FP&M Benefits if you have any questions (benefits@fpm.wisc.edu).

 

CPR/AED and First Aid Training for FP&M Employees

Brought to you by FP&M and the Division of Recreation and Wellbeing, this CPR/AED and First Aid training is a 4-hour session that teaches ways to recognize and respond appropriately to cardiac and breathing emergencies. Participants will also learn ways to give immediate care to a suddenly injured or ill adult until more advanced medical personnel become available.

By successfully completing this course, you will receive a valid two-year Adult First Aid/CPR/AED certification. Space is limited to 12 people and will be on a first-come first-serve basis.

CPR/AED/First Aid AVAILABLE TRAINING SESSIONS

Wednesday, February 19, 2020

8:00am- 12:30pm
Natatorium, Room 2204
2000 Observatory Drive
Seats: 12
$60/person

Wednesday, April 15, 2020

7:00pm-11:30pm
Natatorium, Room 2204
2000 Observatory Drive
Seats: 12
$60/person

Wednesday, June 17, 2020

11:00pm- 3:30am
Natatorium, Room 2204
2000 Observatory Drive
Seats: 12
$60/person

To register

  1.  Complete the FP&M Training Request Form for Physical Plant or Non-Physical Plant.
  2. Submit the form to your supervisor for review and approval.
  3. After approval, your supervisor will mail/scan/email the signed form to FP&M Training email account (training@fpm.wisc.edu).
  4. We will send attendees registration confirmation email.

Please feel free to contact Maddie Walsh (Maddie.walsh@wisc.edu; 608-890-4583) if you have any questions.

Shining Moments—November 2019

Shining Moments

 

It’s time to celebrate some awesome FP&M staff and departmental achievements.

CUSTODIANS OF THE MONTH

Here are the January 2019, May 2019, and August 2019 Custodian of the Month award winners

Handing an award and shaking hands
Rajanee Limbu (Crew 207) receives the January 2019 Custodian of the Month award from Kris Ackerbauer, Director of Services, Physical Plant.
Branden Templeton (Crew 217) receives the May 2019 Custodian of the Month award from Kris Ackerbauer.
Jared Anderson (Crew 207) receives the August 2019 Custodian of the Month award from Kris Ackerbauer

CSHP 500 DAYS WITHOUT LOST-TIME INCIDENT

500 Days-Congratulations!

The Charter Street Heating and Cooling Plant (CSHP) recently achieved its 500th day without a lost-time incident. CSHP staff celebrated with a luncheon and cake.

This safety milestone was due in part to CSHP staff’s efforts in implementing a program of proactively identifying and addressing hazards, according to Jay Bieszke, Executive Director, Physical Plant.

FP&M and CSHP staff at 500 Days CelebrationFP&M and CSHP staff at 500 Days Celebration  FP&M and CSHP staff at 500 Days CelebrationCake with red writing Congratulations on 500

Join us in congratulating the staff at the Charter Street Heating Plant for making safety their priority!


WORKPLACE ENGLISH CELEBRATION

Congratulations to FP&M employees who received certificates for their participation in Workplace English! Their efforts were honored at the Workplace English Celebration on November 14, 2019.

Workplace English is language-based professional development programming, a collaborative effort between FP&M and Cultural Linguistic Services (CLS) in the Office of Human Resources. The programming allows English Language Learning employees to work on the language skills needed to succeed at work, including topics for safety, HR, interactions, and more.

Thank you to everyone for participating and attending!

Students accept certificates as the crowd applauds
people are sitting at tables and playing a game and talking
The group plays an interactive English language game to kick off the celebration.
Workplace English participants accept their certificates
Juan and Felix at the Workplace English Celebration
Workplace English participants and instructors, November 2019

JEFF STEELE REPRESENTS EOH AT WATER@UW-MADISON

Steele presents poster at Water@UW conference

Environmental Health Specialist Jeff Steele represented Environmental and Occupational Health (EOH) at the Water@UW-Madison Fall Poster Session & Reception. He presented a research poster on efforts to develop a water safety program to reduce legionella risk.

Water@UW-Madison Fall Poster Session & Reception is a free event featuring research, art, and activities about water in the UW-Madison community.

Read more about the poster Developing an Environmental Monitoring Plan to Minimize Legionella Risk on a University Campus and event at the Water@UW event website.

Shine On.

Native November Events—November 11-22, 2019

The University of Wisconsin–Madison is celebrating Native American Heritage Month and the rich history, culture, and heritage of Native people at the university. Wunk Sheek and the Multicultural Student Center are hosting the following Native November events, November 11-22.

Turtle with a red "W" on its back surrounded by a red flower and ornamental border over colorful gradient background

NATIVE NOVEMBER EVENTS

Thursday, November 14

Beading Workshop: Loom 
AISCC, 215-217 N. Brooks St.68 p.m.
Information: wunksheekuw@gmail.com

Sunday, November 17

Native November Traditional Feast & Elder In Residence Welcome
Multicultural Student Center, Armory and Gymnasium (Red Gym), 6:00-8:00pm

Monday, November 18

Elder-In-Residence Program
All Day

Bee Bold: Promoting Native November
SAC, 333 East Campus Mall, 6:00-8:00pm

Tuesday, November 19

Elder-In-Residence Program
All Day

Wednesday, November 20

“More Than a Word” Documentary Screening
2235 (Collaborative Learning Hall), Nancy Nicholas Hall6:308:30

Thursday, November 21

Everyone’s Earth: Conversations on Race and Environment 
Lake Mendota Room, Dejope Residence Hall78 pm

Friday, November 22

Elder-In-Residence Program
All Day

American Indian Studies 2019 Colloquium Series
TBD, Ingraham Hall121 pm

Comedy Show: Starring Tonia Jo Hall
6:00-7:00 pm, Information: wunksheekuw@gmail.com

WUNK SHEEK AND MULTICULTURAL STUDENT CENTER

Wunk Sheek and the Multicultural Student Center (MSC) and their campus partners are hosting events across the university to celebrate the history, culture, and heritage of Native people at UW–Madison.

OTHER DETAILS AND RESOURCES