UHR|Connect March 2019 Vol. 5 No. 3
What’s Old is New Again Have you ever had a sense of déjà vu? In my case, the feeling of having been here at UMD before isn’t just a feeling but a reality as I previously worked in University Human Resources from 1987-1998. Even after 20 years, I am excited to be back! In addition to my prior time here, my career has taken me to the USM headquarters, UMUC, Washington Adventist University and a stint as an independent leadership coach and HR consultant. As I lead the Benefits, Compensation/Classification, and Staff Relations teams in UHR, I am looking forward to tapping into all of these prior experiences to help accelerate the good work of the subject matter experts on each team.
Lynda Course Highlight Making thoughtful decisions Page 2
Food Donation Box Good Neighbor Day is right around the corner. Page 2
Count Yourself In Please count yourself in by logging into the UMD Employee Personal Information System Page 3
One of the main projects that we will work on over the next several months is gearing up for this year’s Benefits Open Enrollment. The State’s implementation of the online benefits system will mean that Open Enrollment will be paperless for State-offered benefits. We want to ensure that this process goes as smoothly as possible and that you have as much information as you need to navigate the new system. Please be on the lookout in future months for more information.
Looking for your 1095-C? What is it and what do you do with it?
Rythee Lambert-Jones, HR Director rljones7@umd.edu
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Decoding Your Paycheck Detailed explanation of each section of your pay
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March’s Lynda Course Critical Thinking Critical thinking is the ability to think reflectively and independently in order to make thoughtful decisions. By focusing on root-cause issues, critical thinking helps you avoid future problems that can result from your actions. In this course, leadership trainer and expert Mike Figliuolo outlines a series of techniques to help you develop your critical thinking skills. He reveals how to define the problem you're trying to solve and then provides some critical thinking tools such as blowing up the business, asking the 5 whys and the 7 so whats, exploring the 80/20 rule, and more. He also provides guidance on how to develop this skill across your whole team. Topics include: •
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Identify how to break down complicated issues into smaller components. Determine the definition of an effective problem statement. Identify the primary benefit of focusing questions. Identify a problem’s root causes. Apply critical thinking tools to analyze and unpack consequences. Recognize how to prepare others to think critically.
Host a Food Donation Box for Good Neighbor Day The 8th Annual Good Neighbor Day service event is on April 13th, 2019 and the Office of Community Engagement is excited, as always, to include a food drive. In great efforts to fight food insecurity, the UMD Campus Pantry provides emergency food to Terps with need and the College Park Community Food Bank serves meals to local families. To do this amazing work, they need your help!
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If you are interested in hosting a donation box for your building or office, please send the following information to Cameron Thurston (cthursto@umd.edu x51113): • The name, email, and phone number of the individual who can monitor the box and spread the word to get donations • The room number or specific description of where you would like the box placed The drive will begin on Monday, March 11th and boxes will be picked up on Monday, April 8th. The Food Donation Box is just one of the many projects that Good Neighbor Day features. If you would like to learn more, please go to https://oce.umd.edu/good-neighbor-day The Office of Community Engagement looks forward to your participation!
FSA: Use it or Lose it Still, have money left over from 2018 in your P & A Group flexible spending account? Remember – it’s the use it or lose it rule. If you don’t use the money remaining in your account by the deadline date, you will forfeit the money. You have until March 15, 2019, to incur eligible expenses for your Health Care FSA. You had until December 31, 2018, to incur eligible expenses for your Dependent Day Care FSA. Here are some ways to use your Health Care FSA before the end of the year: • • • • • • • • • •
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Acupuncture Contact lenses Contact solution (You will have to pay out of pocket and submit the receipts for reimbursement.) Dental treatment Doctor’s office copays Eye exams Health Insurance Deductibles Hearing Aids Lasik Surgery Over The Counter medications such as cold medicine, allergy treatment, and pain relievers require prescriptions for reimbursement. Prescription glasses Prescription medications Transportation (mileage) to and from doctors’ appointments
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2019 Final Performance Reviews The end of the 2018/2019 Performance Review & Development (PRD) cycle (April 2018 through March 2019) is quickly approaching. This opportunity is used to discuss staff performance during the entire 12-month cycle and to discuss professional development opportunities for the next PRD cycle. Supervisors are encouraged to begin preparing to conduct final PRD evaluations. PRD forms are located at https://uhr.umd.edu/performance-review-and-developmentprd/prd-forms/. The deadline for submitting PRD lists to UHR is April 19, 2019. For more information on the completion of PRD reviews, please contact the Office of Staff Relations at 301-4050001. In preparation for final PRD evaluations and meetings, consideration of the following tips and best practices are recommended.
Final Reviews: • •
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No Surprises Performance ratings should be based upon position descriptions, PRD goals, actual performance, and ongoing communication between the employee and supervisor Focus on all of the most critical job functions listed in the employee position description and PRD Consider performance throughout the entire rating period – both good and opportunities for improvement Note and discuss specific performance examples Utilize the Employee Self-Assessment Make the final PRD meeting interactive; a two-way conversation
Expectation Setting for Next Cycle: • • • •
Establish an action plan with specific dates for all training and development Ensure that performance goals are consistent with employee position descriptions and realistic Supervisors should ask the employee for help in identifying development opportunities, when practicable Schedule regular meetings between the supervisor and employee to ensure ongoing communication
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For more information about the PRD process, you can register for PRD training at https://uhr.umd.edu/performance-reviewand-development-prd/. PRD training occurs the 2nd Wednesday of every month. Please also keep in mind that UHR offers additional training for supervisors and non-supervisors, which can be found at www.training.umd.edu and through the Lynda.com e-learning library at lyndatraining@umd.edu.
Count Yourself In You may already know that the University is a federal contractor, meaning we receive funds to provide services to the federal government. These federal contracts are used to fund student financial aid and support faculty engaged in research endeavors, but they come with obligations. We are required to ask all faculty, staff, and administration to voluntarily identify their gender, race/ethnicity, status as a person with a disability, and protected veteran status. We report the data collected in the aggregate to various state and federal agencies that have an interest in ensuring the diversity of institutions chosen to receive federal contracts. Diversity and inclusion are also University priorities. Aside from needing this information for government reporting, gaps in the data make it difficult for us to know where areas of underrepresentation exist in our workforce. To conduct effective strategic planning such as directing our recruiting and outreach efforts, we need complete and accurate data about who is here and who is not. Your identity counts. Please count yourself in by logging into the UMD Employee Personal Information System and updating your information.
To view and update your Employee Personal Information: 1. 2. 3. 4. 5.
Access the UMD Employee Personal Information System Log in with your Directory ID and Password Make changes to your information as necessary Click “Save Changes” at the bottom of the page Review other personal information topics by using the tabs at the top of the screen.
While reviewing your personal information, if you identify errors that you cannot correct, please contact your unit’s PHR Coordinator. Should you have any additional questions or need assistance, contact the UHR Support Center at 301-405-7575.
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Are you looking for your 1095-C? As a reminder, once again the federal government has indicated that we do not have to wait to do our taxes until we receive this form. And, again, they have extended the deadline by which they must be received to March 2nd. The Department of Budget & Management is on target for meeting that deadline. It is recommended that you keep a copy of the 1095C with your 2018 tax documents.
Frequently asked questions about the 1095-C What is this form I’m receiving? A 1095 form is a little bit like a W-2 form. Your employer or insurer sends one copy to the Internal Revenue Service (IRS) and one copy to you. A W-2 form reports your annual earnings. A 1095 form reports your health care coverage throughout the year. What am I supposed to do with this form? Keep it for your tax records. You don’t need this form to file your taxes, but when you do file, you’ll have to tell the IRS whether or not you had health insurance for each month of 2018. The Form 1095-B or 1095-C indicates if you had health insurance through your employer. Since you don’t need this form to file your taxes, you don’t have to wait to receive it if you already know what months you did or didn’t have health insurance in 2018. When you do get the form, keep it with your other 2018 tax information in case you should need it in the future to help prove you had health insurance. Have more questions? The IRS has a website called Questions and Answers about Health Care Information Forms for Individuals (Forms 1095-A, 1095-B, and 1095-C) covers most of what you need to know.
Do you see a deduction for Term Life on your pay stub? The deduction means that you have Term Life Insurance through the State of Maryland. Remember as of January 1,
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2019; the Term Life Insurance Policy is with MetLife. If you had term Life in 2018, it was through Securian (Minnesota Life), the former life insurance vendor through the State of Maryland. If you had beneficiary designations on file with Securian (Minnesota Life), they were forwarded to MetLife and uploaded. Employees and retirees can set up their account online (www.metlife.com/stateofmd) and view and edit them. MetLife will conduct a mailing campaign to collect any missing beneficiary designations.
Colorectal Cancer Awareness Month Did you know that colorectal cancer is the third most common cancer in the United States and the second leading cause of death from cancers that affect both men and women? Colorectal cancer affects people in all racial and ethnic groups and is most common in people age 50 and older. The good news? If everyone ages 50 and older got regular screenings, 6 out of 10 deaths from colorectal cancer could be prevented. Communities, health professionals, and families can work together to encourage people to get screened. How can Colorectal Cancer Awareness Month make a difference? We can use this month to raise awareness about colorectal cancer and take action toward prevention. Communities, organizations, families, and individuals can get involved and spread the word. Here are just a few ideas: • •
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Encourage families to get active together – physical activity may help reduce the risk of colorectal cancer. Talk to family, friends, and people in your community about the importance of getting screened for colorectal cancer starting at age 50. Encourage people over 50 to use this interactive tool to decide which colorectal cancer screening test they prefer.
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Decoding Your Paycheck
The below image is a typical example of a State of Maryland Employee’s paystub. Below is a brief explanation of the different areas of the paystub. To view your own paystubs, visit the Payroll Online Service Center (POSC) and follow the instruction to sign up or log in
Agency Name and Code In the upper left corner of the paystub, the employee’s Agency name, Agency code, and Division are listed.
Agency Code
1 Division
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Pay Information and Tax Exemptions
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In the upper right corner of the paystub, the employee’s name, pay period ending date, check/advice number, federal & state tax filing status, number of federal and state tax exemptions, any additional tax withholding elected by the employee and the employee’s county code are listed. In the event the employee lives outside of the State of Maryland, the County code will be listed as the location in which they work. If the employee has not filed a W4/MW507 form with Central Payroll, the Filing status and exemptions will automatically be set to Federal Single. with zero allowances and State Single with one allowance.
Earnings & Hours On the middle, left-hand side of the paystub, the employee’s earnings (Regular, Overtime, Acting Capacity, Miscellaneous adjustments, etc.), hours worked, and any subsidies are listed. Subsidies are a portion of the amount due for a particular benefit that is paid by the agency on behalf of the employee. These amounts do not affect the amount of the employee’s net pay. In this example, you will see the type of earnings as “Regular”, the number of hours as “80.0”, the current wages being paid this period as “2882.39”, and the wages paid year to date as “58515.00”. This format will be followed for all earnings types. The only exception is for adjustments and subsidies there will be no hours listed.
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Taxes / Deductions
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On the middle, right-hand side of the paystub, the employee’s taxes and deductions are listed. In this example, the deductions from top to bottom are Federal Tax, FICA/Medicare Tax, State Tax, Pharmacy Plan, Dependent Care Account, United Concordia Dental DPPO, Optional 401K Retirement Plan, State Employee Alternate Pension, Direct Deposit Checking (This will be equal to your Net Pay), and Carefirst Blue Cross Blue Shield EPO.
Net Pay Calculation and Address
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At the bottom of the paystub, the calculation of gross to net pay is shown as well as the employee’s name and address. In order for Central Payroll to calculate Net Pay, Taxes and Deductions are subtracted from the gross pay amount. A good tool to show the effects of changing your deductions or tax status is the Central Payroll Net Pay Calculator. The most current address provided to Central Payroll by the employee, using a W4/MW507 form, is listed at the bottom of the paystub and can be referenced as the address any paper check was mailed to.
SECURITY AWARENESS TRAINING How to defend yourself and the university from IT Security threats. The goal of this training is to raise your awareness level, change habits, detect and report incidents. You'll learn: - How to identify a phishing email - What to do if you think you've been hacked - How to defend yourself from common security threats - How to manage your personal data and keep it safe - What laws and policies are in place to protect your data - Good security hygiene habits everyone should follow
Register: go.umd.edu/defendingyourshell This course is self-paced and will take approximately 60 minutes to complete. Complete the five modules and pass all 5 quizzes to receive a certificate of completion.
Developed in partnership by: Division of Information Technology & University Human Resources
Food Drive '19 We are collecting Clear, canned, and boxed food and drink items Low Sodium Canned or Dried Soups Canned Fish or Poultry Peanut Butter Dried Pasta, Rice, Grains or Beans Cereal (low sugar) Reusable Grocery Bags
Pasta Sauce Baby Food Canned Fruit 100% Fruit Juice Low Sodium/ No Salt Added Canned Vegetables or Beans
No expired, opened, dented, broken or glass containers
Host a box and donate from March 11th to April 8th For more information visit: goodneighborday.umd.edu
To Benefit
Walk the Walk mixes researchbased principles with outdoor experiential learning to strengthen and grow the skills you need to lead with confidence.
SOMETIMES BECOMING A GOOD LEADER REQUIRES WALKING THE PATH LESS TRAVELED.
June 20-21, 2019 A two-day backpacking excursion in Shenandoah National Park led by experienced leadership facilitators who also happen to be experienced outdoorspeople Opportunities to apply principles from pre-trip coursework and two leadership assessments Limited to 8-10 UMD faculty and staff All gear, food, transportation, materials and instruction provided ($300 pilot program pricing)
Attend a virtual interest meeting: April 24. 12:30-1pm Sign up: https://go.umd.edu/UaU or April 30, 10-10:30AM SiGN UP: https://go.umd.edu/Uaw Sponsored by the Center for Leadership & Organizational Change
Made possible through a Community Legacy grant from Maryland’s Department of Housing and Community Development and matching grants from the University of Maryland and City of College Park, the City-University Partnership’s Homeownership Program is part of an effort to increase the number of University of Maryland and City of College Park employees living in the City as outlined in the University District Vision 2020. It provides $15,000, in forgivable loans, to full-time, benefits-eligible University and City employees to become homeowners in the City of College Park– ultimately reducing commutes, strengthening neighborhoods, and supporting our local economy. College Park is a unique and fun place to live. The City is known for distinctive and connected neighborhoods, thriving commercial districts, cultural amenities, attractive green space and streetscapes, convenient transportation systems serving all users, and a strong sense of community pride. Learn more: www.collegeparkpartnership.org/homeownershipprogram Each home purchased through this program helps the city and university community, making it more attractive to customers, businesses, visitors, students, community members, and future staff recruits. Each homebuyer has a story. Visit the College Park Partnership’s website to read their stories: www.collegeparkpartnership.org/homeownershipprogram/homebuyers
BY THE NUMBERS 44 Homes sold to date 9 Former rentals coupled with City New Neighbors program 50 UMD employees to date 101 New residents 68 Percent first time homebuyers 50 Percent new employees (0-3 years) $71,489 Average UMD Homebuyer Salary 78 Percent indicated they would usually walk/bike to work 14.6 Million in home sales
2018-2019 BOA RD O F REGEN TS' STA FF AW A RDS N O M IN EES
Except ional Cont ribut ion t o t he Inst it ut ion/ Unit t o W hich t he Person Belongs Exempt David Baugh | College of Informat ion St udies Sherry Cost ello | Universit y Human Resources Wallace Eddy | Universit y Recreat ion & Wellness Julia John | American St udies Blesilda Lim | Counseling, Higher Educat ion, & Special Educat ion Deborah Russell | Division of Int ercollegiat e At hlet ics Laura Tan | Resident Life
Out st anding Service t o St udent s in an Academic or Resident ial Environment Exempt Audran Downing | ARHU - Office of St udent Affairs Nicole Hollywood | Fire Prot ect ion Engineering Tom Hurst | Comput er Science Apit chaya Pimpawat hin | Comput er Science
Ext raordinary Public Service t o t he Universit y or Great er Communit y Exempt Pat ricia Moore | UMD Ext ension
The Board of Regent s' St aff Awards process is coordinat ed annually by t he Universit y Senat e St aff Affairs Commit t ee. More informat ion at senat e.umd.edu/ bor-st aff-awards.
Kat hleen Angelet t i | College of Education Ext raordinary Public Service t o t he Universit y or Great er Communit y (exempt )
M argie Gibbs | Counseling Center Except ional Cont ribut ion t o t he Inst it ut ion and/or Unit t o which t he Person Belongs (non-exempt )
Valencia Tirado | Dining Services Out st anding Service t o St udent s in an Academic or Resident ial Environment (non-exempt )
BOA RD O F REGEN TS' STA FF AW A RDS FIN A LISTS
Terry Island | Department of Mechanical Engineering Out st anding Service t o St udent s in an Academic or Resident ial Environment (exempt )
Dolores Jackson | Department of Chemistry & Biochemistry Except ional Cont ribut ion t o t he Inst it ut ion and/or Unit t o which t he Person Belongs (exempt )
Timea W ebst er |
Office of Diversity & Inclusion
Inclusion, Mult icult uralism, and Social Just ice (exempt )
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March 2019 Mon.
Tue.
Wed.
Thu.
Fri. 1 7 Habits of Highly Effective People
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New Employee Orientation & Welcome
LDI (5of7) Leading Effective Meetings
Design Thinking
LDI (1of7) Leading a High Trust Workplace
7 Habits of Highly Effective People
Let’s Evaluate Getting a Head Start
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UHR Benefits: New Employee Benefits Enrollment and Q&A
LDI (6of7) Leaders as Trainers
Performance Review Process & Tools
7 Habits of Highly Effective People
Performance Review: Process & Tools
What is a Supervisor
LDI (2of7): Communication Essentials
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MSRP and Other Payout Options for Retirement
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HR Power Hour
UHR has all of this and more!
The full catalog 25
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Fundamentals of Facilitation
LDI (7of7) Performance Management Fundamentals
UHR Benefits: New Employee Benefits Enrollment and Q&A
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28 LDI (3of7): Conflict as Opportunity
**Dates and Times Subject to Change. Please visit the training calendar for up-to-date course listings**