Effective May 18, 2016,  Year Round Alternative Work (Flex) Schedules  

Several years ago the University adopted summer flex work schedules which begin after graduation and end two weeks prior to the start of classes.  During this period, with supervisor approval, full time employees are permitted to work four nine-hour days and one four-hour day with the remaining ½ day off per week or employees may choose to work four ten-hour days with one full day off per week.

In keeping with the University’s commitment to support staff in their efforts to manage work and their personal lives, alternative or flexible work schedules are now officially permitted year round.  Supervisors are strongly encouraged to extend similar flex scheduling year round or during other appropriate periods, where possible, provided such schedules do not impede efficiency of university operations or increase university overtime liability. Work schedules must be revised, as needed, in MyTime.

Please be mindful of the following implementation requirements:

• As with all workplace policies and practices, alternative flex scheduling is to be administered equitably.
• Employees who work at least six consecutive hours must be afforded a lunch break of at least 30 minutes. Please use the Supervisor Request Form on the Payroll site to request a change in the lunch break or for assistance in making schedule changes.
• Supervisor approval is required to count a working lunch as part of the workday.
• Non-exempt employees must maintain a 40 hour work week schedule.
• Alternative work schedules are subject to cabinet vice president approval and may be revised or terminated based on the needs of the university or departmental operations.  Although advance notice is not required, supervisors and managers are expected to make every effort to give staff reasonable notice of when alternative flex work schedules will end.

Note:  Don’t forget to take advantage of the more relaxed summer dress code.

Happy Flexing!!!!

Sabrina C. Johnson

Associate Vice President for Human Resources and AAEE0

1301 College Avenue

Fredericksburg, Virginia  22401

Phone: ( 540) 654 1214

email: sjohnson@umw.edu

Dear Employees:

MyTime will be down and unavailable from 6:30 p.m. on Friday, June 3 to 8 a.m. Monday, June 6 including MyTime mobile to accommodate an upgrade which is Java free.  Supervisors you will receive a second email concerning your supervisory changes!

Downtime information

• Employees using a timeclock should continue to do so.
  • The punches are held by the clock.
  • Once system validation is complete, the held punches will populate the timecard.
• Employees (including students) working during the downtime, manually document your work times:
  • If you have edit capability you will update your timecard after MyTime is restored
  • Those without edit capability will provide the documented work times to your supervisor, who will update your timecard after MyTime is restored

Employee New features

• Improved navigation
• Non-exempt employees can now add comments and notes to their punches on their timecard
• The “more” drop down is replaced with:
  • an approve icon
  • “+” on the timecard for those with edit capability to add a row

MyTime manuals will be updated prior to go-live.  MyTime Open labs will be held in EagleVillage, Suite 480 on the following dates if you would like additional assistance:

Thursday, June 9, 12-2 p.m.
Friday, June 10, 8 a.m. – 5 p.m.
Monday, June 13, 8 a.m. – 5 p.m.
Tuesday, June 14, 2-5 p.m.
Wednesday, June 15, 8 a.m. – 5 p.m.

Please visit MyTime v8 – Time to Prepare for important information and contact the UMW Helpdesk with any issues encountered. We will send out reminder emails as the downtime approaches. Thank you for your cooperation and patience.

Sincerely,

Allyson
Allyson P. Moerman, CPA.CITP, CGFM, CGMA
Associate Vice President for Finance and Controller
University of Mary Washington
540-654-1212
540-654-1168 – fax
Finance
1301 College Avenue
EV-404
Fredericksburg, VA  22401

Annual Health Care and Flexible Spending Open Enrollment

May 1 – 23, 2016 

NOTE:  An enrollment package has been mailed to your home address and open enrollment information may also be found at http://www.dhrm.virginia.gov/healthcoverage/open-enrollment.  

Open Enrollment is your opportunity to make decision about your health insurance coverage and to enroll in flexible spending accounts (FSA).  You may enroll or waive coverage, change health plans, add or remove buy up options and add or remove family members without experiencing a qualifying mid-year event.  FSA lets you use your pre-tax dollars to pay for eligible medical expenses and/or dependent care expenses. You may contribute up to $2,550 for a Health FSA and up to $5, 000 for Dependent Care FSA.  Please note that you must enroll in FSA accounts each year to participate.   

All requests must be submitted by using EmployeeDirect at https://edirect.virginia.gov/   or by completing a paper form at http://www.dhrm.virginia.gov/docs/default-source/benefitsdocuments/OpenEnrollment2015/stateactiveenrollform2015.pdf?sfvrsn=4 and submitted  to Office of Human Resources on or before 5 p.m. on Monday, May 23.    

If no action is taken on or before May 23, 2016, you will remain in your current health care plan and will not have a FSA.   

If you are participating with COVA Care or COVA HealthAware you are eligible to earn the premium reward.  You save $17 per month on your monthly premiums once the two requirements are met. That is $204 annually.   If you spouse participates that is another $17 each month and a total of $408 annually once the requirements are completed. https://www.myactivehealth.com/Portal/Media/COVA_Premium_Reward_2016_Details.pdf 

Please be reminded that MyActiveHealth has numerous free health and wellness programs and online tools.  Including incentive programs for members with diabetes, asthma, COPD and hypertension that offers free prescriptions once certain requirements are met.  

We will be having an Open Enrollment Informational Presentations: 

Dahlgren Campus:                          2 p.m. on Tuesday, May 10

Fredericksburg Campus:               10 a.m. and 3 p.m. on Wednesday May 11, Lee Hall 412

Stafford Campus:                                             PENDING                                     

For questions and additional Information, please contact your Benefits Team, Denise Frye, Benefits Administrator at dfrye2@umw.edu  or Jennifer Cooper at jcooper4@umw.edu