HR News 2018

Stay informed by reviewing all HR news releases for 2018 here! 

View All 2017 HR News

 

Making the Most of Your Workplace Savings Plan

 Next week, the University of Arkansas Human Resources will host a class with Fidelity Investments about making the most of your 403b/457b savings plan.

 The seminar “Making the most of your workplace savings plan” will help review the 5 important factors of retirement, estimate how much you will need, maximize workplace savings options, review additional retirement savings factors and teach you how to stay on track with your retirement goals.

 There will be two sessions held in the Arkansas Union on Tuesday, October 2, 2018.  You can attend online or in person.

 Tuesday, October 2, 2018, 10:30 am   ARKU 504

 Tuesday, October 2, 2018,   1:00 pm   ARKU 504

 No sign up required, seating is first come first serve or join online.

Making the Most of Your Workplace Savings Plan

 Next week, the University of Arkansas Human Resources will host a class with Fidelity Investments about making the most of your 403b/457b savings plan.

 The seminar “Making the most of your workplace savings plan” will help review the 5 important factors of retirement, estimate how much you will need, maximize workplace savings options, review additional retirement savings factors and teach you how to stay on track with your retirement goals.

 There will be two sessions held in the Arkansas Union on Tuesday, October 2, 2018.  You can attend online or in person.

 Tuesday, October 2, 2018, 10:30 am   ARKU 504

 Tuesday, October 2, 2018,   1:00 pm   ARKU 504

 No sign up required, seating is first come first serve or join online.

Dial hrtraining@uark.webex.com

You can also dial 173.243.2.68 and enter your meeting number.

+1-240-454-0887 US Toll

Access code: 809 481 721

The IRS has released the updated IRS withholding calculator in order to assist taxpayers to determine the appropriate withholding allowances for the new tax year. Human Resources strongly advises employees review their withholding to make sure the withholdings are accurate by using the IRS withholding calculator.

Form W-4 instructs the Payroll Office to withhold the correct amount of income tax from an employee's paychecks.

  • Can be updated on webBASIS by going to My Pay, then Income Tax Withholding (W4)
 

See Step 1 for clarification about the office visit requirement


The goal of the wellness program is to improve the health of employees by encouraging employees to:
  • Build relationships with primary care physicians;
  • Utilize wellness and preventive exams
  • Reduce and end tobacco use

What is the 2019 Wellness Program Incentive?

The wellness incentive opportunity for 2019 continues to be as follows:

  • Classic Plan: Reduce your medical plan out-of-pocket expense maximum from:
  • $5250 to $3,850 for single coverage
  • $10,500 to $7,700 for family coverage
  • Health Savings Plan: An employer contribution of $90 to the Health Savings Account.
  • Premier Plan:  Reduce your medical plan out-of-pocket expense maximum from:
  • $3,000 to $2,500 for single coverage
  • $6,000 to $5,000 for family coverage

How will the 2019 Wellness Program Work?

To qualify for the 2019 wellness incentive, *employees covered on UA insurance should complete two simple steps:

  1. Complete a qualified office visit with an in-network provider between November 1, 2017, and November 1, 2018. 
    You do not have to provide any information regarding a qualifying office visit to the benefits area of the Human Resources Department.  UMR will provide a file to us that will confirm whether or not you had a qualifying office visit during these dates.
  1. Complete the Tobacco/Nicotine Pledge and Notice during Open Enrollment
    • Non-users pledge to continue to remain tobacco-free.
    • Tobacco users commit to enroll in and complete a tobacco cessation program in 2019.
    • Human Resources is working with BASIS programming in hopes that employees can complete their Tobacco/Nicotine Pledge using the on-line webBASIS Annual Benefits Enrollment process.   More information will be sent on how to enroll. 

*While covered spouses and children are encouraged to take advantage of preventive care coverage and to stop using tobacco products, only the covered employee must complete the required steps in order to qualify for the wellness reductions for 2019.

Details for Step 1: Complete a qualified wellness program visit between November 1, 2017 and November 1, 2018.

You must visit an in-network provider (excluding Dermatologist, Allergist, Podiatrist, Ophthalmologist, or Optometrist)for a qualified wellness visit. There is no form to complete and no need to contact UMR to report your visit. UMR will use claims data to confirm your visit.   

What is a Qualified Office Visit? 

For 2019, a qualified office visit includes preventive exams or screenings, any visit for treatment of a condition or diagnosis, or to manage a chronic disease.

A qualified visit includes any office visit received from an in-network Primary Care provider (Family, General, Geriatrics, or Internal Medicine) or Specialist (Cardiologist, OB/GYN, Oncologist, Gastroenterologist, Endocrinologist, Hematologist, Pulmonologist, Nephrologist, Infectious Disease, or Rheumatologist).

  • If you have had an office visit since November 1, 2017, you have already completed Step 1.
  • If you have not had a visit, schedule your office visit now to make sure it is completed before November 1, 2018.
  • If you are not sure you have completed a visit, log in to the UMR web portal at umr.com to review your claims and confirm your visit. 

Details for Step 2: Complete the Tobacco/Nicotine Pledge and Notice during Open Enrollment or pay a $50 monthly tobacco surcharge

What is the Tobacco/Nicotine Pledge and Notice?

Non-users must complete the pledge and agree to continue to remain tobacco-free. Tobacco users will commit to enroll in and complete a recognized tobacco cessation program in 2019.

How to complete the Tobacco/Nicotine Pledge and Notice?

Human Resources will send future communications when we have confirmation about how employees will complete the Tobacco/Nicotine Pledge.  The period to take the Tobacco/Nicotine Pledge will be 11/1/2018-11/30/2018.

What is a recognized tobacco cessation program? 

Research shows that the best way for people to quit smoking is through evidence-based smoking cessation programs. In order to expand cessation program use and ultimately decrease tobacco use, several programs that provide tobacco cessation services or one-on-one counseling are available including:  

  • UMR’s Tobacco-free 4 Life Program
  • The Pat Walker Health Center
  • UA Little Rock Health Services Center
  • UAMS Smoking Cessation Program  
  • The National Cancer Institute Quitline
  • The American Cancer Society Quit for Life
  • 1-800-Quit Now
  • The American Lung Association – Freedom from Smoking
  • Arkansas Stamp out Smoking

What is the Tobacco Surcharge?

In support of the University’s tobacco-free efforts, a monthly $50 tobacco surcharge will be charged to you if you are enrolled in a University health plan and you:

  • Do not complete the Tobacco/Nicotine Pledge and Notice or
  • Do not agree to enroll in a tobacco cessation program.

 If you are assessed the surcharge, you will pay it with after-tax payroll deductions. The surcharge will be deducted from your pay—it will not be an addition to your health premium.

 The surcharge will apply for the entire 2019 calendar year. However, if you don’t complete the Tobacco/Nicotine Pledge and Notice or don’t enroll in a tobacco cessation program by November 30, 2018, you will have the opportunity to submit an updated Tobacco/Nicotine Pledge and Notice or enroll in a tobacco cessation program by July 1, 2019. If you do so, you won’t be charged the $50 surcharge from July 1 through December 31, 2019.

 *You may choose to participate in the tobacco-free/tobacco cessation program to avoid the $50 tobacco surcharge without completing an wellness qualified exam and without earning the wellness incentive.  

Contact Human Resources at hrbenf@uark.edu or 479-575-5151 if you have any questions.

The following changes for the UA Retirement Plan and Health Coverage Plan will go into effect July 1, 2018.  See notice mailed to employees’ home addresses for the new 7/1/2018 health coverage premiums. 

 

The required employee contribution to the UA Retirement Plan will increase from 2% to 3%.  

  • As announced previously in the spring of 2016 and 2017, the required employee retirement contribution will increase by 1% each July 1 through July 1, 2020, until we get to the maximum required employee contribution of 5%. 
  • The required contribution must be tax-deferred.   Employees making after-tax Roth contributions will find that the first 3% of their contributions will be categorized as tax-deferred required and any additional voluntary contributions Roth after-tax.   Your total contribution will not increase.
  • Employees currently contributing less than 3% will have their contributions increased to 3%. 

 

Total UA Health Coverage premiums increase by 1%. 

  • No increases to co-payments or deductibles and no changes in plan design for 7/1/2018.

As announced last fall, the UA System is beginning a three-year process of reducing the subsidy (employer contribution) for health coverage for all Family Coverage tiers (Employee/Spouse, Employee/Children and Employee/Spouse/Children). 

  • The reduction in the employer subsidy will occur each July 1 through July 1, 2020.  This reduction in the employer subsidy was announced to all employees during the November 2017 Open Enrollment period and samples of the July 1, 2018, premiums were available.  
  • The majority of the health plan costs continue to be paid by the University.  UA System-wide in 2017, the University contributed about $125M toward the cost of health care and employees contributed about $36M.  Prior to January 2018, UAF paid on average 81% of the cost of coverage monthly premiums.  While this employer subsidy is in line for “employee-only” coverage with those paid by other employers in the community and across the region, it is much higher than those employer contributions paid by other employers for dependent coverage.  The average employer subsidy for dependent coverage for our peer group ranges from 62% to 72%.
  • The University works to provide a competitive, sustainable Health Plan and addressing dependent subsidies supports those efforts.  Adjusting subsidy levels may help the University avoid considering a Working Spouse Exclusion or an overall Spouse Exclusion again in the immediate future. 
  • Even after all these changes, the University is still paying a major portion of the total monthly premium cost.  And with this change the costs to employees will remain very competitive with the costs at other employers in Arkansas and across the region. 
  • Chancellor Steinmetz plans to redirect any savings realized by the Fayetteville Campus from the transition in the subsidy for all Family Coverage tiers into a pool for employee salaries.

No changes to Dental, Life and Disability Insurance premiums or coverage for 7/1/2018.

Contact Human Resources at hrbenf@uark.edu if you have any questions.

 

Join us on March 26th and March 27th for a demonstration on Workday Core Financials, Procurement, Budget and Planning. These demonstrations will be broadcast through Zoom and will also be on display in the Reynold's Center Auditorium - Room 120.

Workday

Workday Demonstraton - Core Financials

Monday March 26th, 2018 10am - 12pm

Join URL: https://workday.zoom.us/j/364495167

 Conference Line: +18773690926

Code: 364 495 167#

 iPhone one-tap: +18778535247,,364495167#

 

Workday Demonstraton - Procurement

Monday March 26th, 2018 1:30pm - 3:30pm

Join URL: https://workday.zoom.us/j/945433105

 Conference Line: +18773690926

Code: 945 433 105#

 iPhone one-tap: +18778535247,, 945433105#

 

Workday Demonstraton - Budgeting & Planning / Open Financial Q & A 

Tuesday March 27th, 2018 9am - 11am

JoinURL: https://workday.zoom.us/j/557173507

 Conference Line: 1-877-853-5247

Code: 557 173 507

 iPhone one-tap: +16699006833,,557173507#

 

Did you miss the Human Capital Management Workday Demonstration? If so, you can view the recordings here: https://uark.box.com/v/Workday-HCM

 If you have questions about these demonstrations, please contact Shannon Phillips at slolive@uark.edu or 479-575-6981. 

The IRS has released the 2018 W-4, and has updated the IRS withholding calculator in order to assist taxpayers to determine the appropriate withholding allowances for the 2018 tax year.

While the IRS has stated that employees are not required to make any changes or submit a new 2018 W-4 form, it is strongly advised that employees review their withholding to make sure that it is accurate.

The IRS withholding calculator (to aid with determining the correct withholdings) can be found at the following link:  IRS tax withholding calculator

Take a few minutes and plan ahead to make using the calculator on IRS.gov as easy as possible.

  • Gather your most recent pay stub from work.  Check to make sure it reflects the amount of Federal income tax that you have had withheld so far in 2018.
  • Have a completed copy of your 2017 (or possibly 2016) tax return handy.  Information on that return can help you estimate income and other items for 2018.  However, note that the new tax law made significant changes to itemized deductions.
  • Keep in mind the Withholding Calculator results are only as accurate as the information entered.  If your circumstances change during the year, come back to the calculator to make sure your withholding is still correct.
  • The Withholding Calculator does not request personally-identifiable information such as name, Social Security number, address or bank account numbers.  The IRS does not save or record the information entered on the calculator.  As always, watch out for tax scams, especially via email or phone calls and be especially alert to cybercriminals impersonating the IRS.  The IRS does not send emails related to the calculator or the information entered.
  • Use the results from the Withholding Calculator to determine if you should complete a new Form W-4 and, if so, what information to put on a new Form W-4.  There is no need to complete the worksheets that accompany Form W-4 if the calculator is used.
  • As a general rule, the fewer withholding allowances you enter on the Form W-4 the higher your tax withholding will be.  Entering "0" or "1" on line 5 of the W-4 means more tax will be withheld.  Entering a bigger number means less tax withholding, resulting in a smaller tax refund or potentially a tax bill or penalty.
  • If you complete a new Form W-4, you should submit it to your employer as soon as possible. With withholding occurring throughout the year, it’s better to take this step early on. University employees may download and complete a Form W-4 and forward it to Human Resources in room 222 of the Administration Bldg. (ADMN 222)
  • University employees may complete a new Form W-4 online through webBASIS by following these steps:  Login utilizing Employee/Affiliate Access → My Pay  → Income Tax Withholding (W4)  → Check box □  after you have "Read W4  → Make any changes to Federal or State Income Taxing Options  → Click Validate  → Check box □ "Under penalties of perjury, I declare that"  → Then click "SAVE" to make your changes.

The University of Arkansas is not legally allowed to provide any form of tax advice. We strongly encourage you to speak directly with your personal tax advisor if you have questions regarding how the Tax Cuts & Job Act and the new withholding tables will affect you.

 

You may notice a change to your tax withholding and net paycheck amount for pay periods beginning in February 2018.  This change is due to updated Internal Revenue Service (IRS) withholding amounts based on the approved tax reform.  Most employees will likely see a decrease in taxes withheld and an increase in take-home pay. 

 

You may view your future pay by logging into WebBASIS Employee/Affiliate Access, clicking on My Pay → Future Pay→ Gross Pay (For future pay date). 

 

The IRS is continuing to update employers on the impact of this tax reform and we will continue to monitor and update you as needed.

IRS links for additional information:

  • IRS Updated 2018 Withholding Table news release IRS News  (explains about the new tax tables and that the IRS is working on a revised 2018 W-4 and withholding calculator)
  • IRS Withholding FAQ’s IRS FAQ
  • IRS Notice 1036 – Early Release Copies of the 2018 Percentage Method Tables for Income Tax Withholding IRS Tax Tables and other changes

 

If you have any questions or need additional information, please contact Human Resources - Payroll Experts.

 

Please read this message if you plan to use the Dependent Tuition Waiver Benefit on the Fayetteville Campus. 

This message is being sent to clarify that, for the purposes of the Dependent Tuition Waiver Benefit, the student must be your lawful spouse or a dependent child as defined by the Internal Revenue Service (IRS). A dependent child per the IRS is a full-time student under the age of 24 at the end of the year or the student is permanently or totally disabled.

Human Resources recently conducted a review of dependent tuition waiver benefits to confirm individuals receiving the benefit meet eligibility requirements. During the review, we determined that many employees were not clear on this requirement.

Consistent with Board Policy 440.1 , Fayetteville Policies and Procedures 512.0, and the Certification section of the Dependent Tuition Waiver form (copied below), you may be requested to furnish documentation to confirm your dependent’s eligibility, so we are writing to let you know now how eligibility for the dependent tuition waivers will be determined. 

Enrollment records for university insurance benefits with spouse coverage (health, dental or vision) will be reviewed to verify lawful spouse status. If lawful spouse status cannot be verified through the university’s benefits records, you will be asked to submit a copy of your marriage license or a *copy of a current Federal or State Income tax return indicating married status and listing your spouse. University benefits records cannot be used to verify tuition waiver eligibility for a dependent child because the dependent eligibility requirements are not the same.

The Free Application for Federal Student Aid (FAFSA) records on our campus will be used to confirm eligibility of your dependent child(ren). You are encouraged to complete the FAFSA each academic year your dependent child(ren) will be enrolled and eligible for the tuition waiver. If you choose not to complete the FAFSA, you will be required to submit a *copy of a current income tax return.

Human Resources will continue to verify eligibility requirements for the tuition waiver benefits each semester. If spouse or dependent eligibility cannot be confirmed as stated above, you will be required to submit the appropriate documentation for your student to receive the tuition waiver.

 If you have any questions, please contact Amber Duncan at amberd@uark.edu or 575-2761.

Human Resources is mailing 2017 W-2s for your security.

All 2017 Form W-2s have been printed and will be mailed to the home address on record in BASIS. We expect W-2s to mailed by Friday, January 19th.

Current employees can log into WebBASIS to  check their address.  Previous employees may send an email to Shane Lewis, sal005@uark.edu, with a request to check their address.  The request must include information to verify identity, such as a university ID number, address on file, or the name of the emergency contact on record.  

If your address in BASIS is not your current address, your W2 will be returned to Human Resources. All undeliverable W-2s returned to Human Resources can be picked-up in room 222 of the Administration Building. It could take a couple of weeks after being mailed, for W-2s to be returned.  A photo ID is required to pick up a returned W-2. 

Duplicate W-2s can be ordered beginning mid-February.

Frequently Asked Questions?

What does the special coding in Box 14 MANRETR on the W-2 mean?  This is the code for the   employee’s required retirement contribution.

Why does the W-2 not match my salary?  Salary is Fiscal year, W-2s are Calendar year.

How can I pick up my returned W-2? Returned W-2s can be picked up in ADMN 222 with a picture ID.

Can I obtain my W-2 electronically this year? No. For your security we are mailing W-2s to home addresses and we are not providing electronic W-2s.

 

For further questions regarding W-2s please contact Eva Cordero, Human Resources Office Manager, at ecordero@uark.edu.