Dear UMW Faculty and Staff, 

As a Virginia public institution, we have an overall objective to provide essential services, protect the Commonwealth’s interests, and maintain citizens’ confidence.  To achieve this objective, we must have exceptional risk management capabilities that address the full spectrum of risks facing our University and its programs.  

Through the efforts of many of you, the University successfully implemented the 2006 Commonwealth’s Agency Risk Management and Internal Control Standards (ARMICS) directive.  This directive is a structured and disciplined approach to risk management which minimizes avoidable loss, missed opportunities, and uncertainty as we reach our strategic goals. 

At the core of this program is management’s commitment to the University’s overall control environment, often referred to as the “tone at the top.”  As President of the University of Mary Washington, I am strongly committed to ensuring an environment of effective internal controls.  I consider the ARMICS Program a high priority for the University and I ask that you fully embrace this initiative.   

Each of you has a role to play in risk management.  This means identifying and addressing the daily risks and opportunities you face, completing assignments while following established policies and procedures, and taking prompt and effective action to meet these challenges.  We are also stewards of public resources with a role in safeguarding state assets from loss or inappropriate use.  We look to all of our employees to apply a daily risk management mindset and expect you to hold others accountable for setting a strong and positive example.   

Please expect a request to complete an all-campus survey to be distributed later this week. The survey addresses your perceptions of internal controls, risk and management integrity throughout the university. Your participation is highly recommended to support our annual compliance certification to the Commonwealth. 

Additionally, please take time to review the University’s Ethical Business Practices and Principles and Values.  These documents describe the standard expectations of all members of our UMW community.  Through your efforts, I know that we can maintain an environment of sound internal controls by documenting and improving operating procedures and organizational planning consistent with the University’s mission, goals, and priorities.   

Troy D. Paino, J.D., Ph.D.

President

The following message is from the Payroll Office.

The 2018 W-2s are now on Payline at https://payline.doa.virginia.gov/.  Information about accessing Payline is available on the Payroll website at http://adminfinance.umw.edu/payroll/payline-information/.

Paper copies were mailed on Friday, Jan. 25 to each employee’s home address as recorded in the payroll system on 12/18/2018.

To ensure employee privacy, W-2’s returned by the Post Office will not be re-mailed.

Please contact the Payroll Office (payroll@umw.edu) with any questions.

The following message is from the Office Human Resources:

For Hybrid Participants, 457 and ROTH 457 Deferred Compensation Participants and ORPHE –DCP Participants: 

Our Plan Specialist is available to conduct on-site  one-on-one individual consultations in GW 215B to help you gain awareness of the benefits of the VRS Defined Contribution Plans (DCP).  Department group meetings are also available.  These meetings address the highlights and features of the plans, overall investment options, and distribution strategies for those employees approaching retirement.

One-on-One Consultations includes the following:

• Managing your account online
• Reviewing your contributions and investments
• Investment awareness
• Beneficiary review 

Our Plan Specialist will be on campus each month in GW 215B.  The current schedule is as follows:

• Tuesday, February 26
• Tuesday, March 26
• Tuesday, April 30
• Tuesday, May 21
• Wednesday, June 5
• Tuesday, July 30
• Tuesday, August 27
• Tuesday, September 24
• Tuesday, October 29
• Tuesday, November 19
• Tuesday, December 3

Reserve your consultation appointment

Additional information about the  Hybrid, the  457 Deferred Compensation the ROTH 457 and the ORPHE is provided for your convenience.  ORPHE Participants may inquire and select DCP as their Provider during their annual open enrollment.

Please contact Denise Frye at dfrye2@umw.edu with questions

To the Members of the UMW Community:  

I am writing to inform you that Tiffany W. Oldfield, Title IX Coordinator, will be moving to the Carolinas, ending her time with the University.  The Office of Title IX has made significant contributions within our local and campus communities under her leadership efforts in compliance, education, prevention, and support. Tiffany served as the University’s first full-time Title IX Coordinator and built the procedures and policies to support various different members of our campus community. Additionally, she served as the Project Director for our Office on Violence Against Women (OVW) grant. Please join us in wishing her well as she returns to her native home. 

I have appointed Stefanie Lucas-Waverly, currently Title IX Investigator, as the Title IX Coordinator within the Office of Title IX.  She will assume this role once the Title IX Investigator position is filled. Stefanie comes to the role with a decade of experience working in higher education, including serving on Behavioral Intervention Teams (BIT), Threat Assessment Teams (TAT), and our Sexual Assault Response Team (SART). Stefanie has served in many different capacities on college campuses including Dean of Students at Saint Mary’s University. While at UMW, she has worked with our Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence and has a strong commitment to serving our University community. In her new role she will continue relationships with stakeholders and community partners.  

Effective December 25, Marissa Miller, will serve as the Interim Title IX Coordinator until the Title IX Investigator position has been filled. She has served as Associate Coordinator for the Office of Student Conduct and Coordinator for Prevention and Advocacy within the Office of Title IX for the past four years. Prior to this time, Marissa worked in Residence Life for six years between UMW and Hobart and William Smith Colleges.  She has supported a previous Interim Title IX Coordinator during the last transition working with students, staff, faculty, and community partners to support the needs of our UMW community. 

Join me in thanking all of these people for their contributions to the UMW Community. 

Enjoy the break, 

Troy D. Paino, J.D., Ph.D.

President

The following message is from Human Resources:

Please Contact Denise Frye, Benefits Administrator, at dfrye2@umw.edu with questions. 

How do you envision your retirement?   Are you saving enough money?   Are you aware of your investment options? At this time of year, we reflect on how the current year has impacted our lives and we give thanks. It is also a time to think about the changes we can make today to ensure the future is prosperous. There is a saying, “Never put off until tomorrow what you can do today.” The time is now to revisit your investment choices and make financial decisions that will make the transition to retirement effortless. Our Financial Representatives offers you the opportunity to plan for your retirement today. Give thanks for the power of giving not only to others but also to yourself.  

UPDATE & REMINDERS:

Great News!!!  The Internal Revenue Service announced limits on the amounts participants may contribute to tax-deferred savings plans. The limits have increased for the 2019 calendar year (see chart below). 

*The annual limit includes any voluntary contributions that Hybrid Retirement Plan members make to the Hybrid 457 Deferred Compensation Plan and another supplemental 457 plan. Any Roth after-tax or pre-tax contributions made to the Commonwealth of Virginia 457 Deferred Compensation Plan also count towards the limit.  

Age 50+ Catch-Up

If you are age 50 or older during the calendar year, you may contribute an additional amount over the regular IRS annual contribution limit to the 457 or 403(b) Plan. You cannot use the Age 50+ Catch-Up and the Standard Catch-Up in the same calendar year.

Standard Catch Up

During each of the three calendar years before normal retirement age, participants may contribute up to twice the regular IRS annual contribution limit or the regular annual limit plus the amount of their Standard Catch-Up credit, whichever is less.The Standard Catch-Up credit is the amount participants were eligible to contribute but did not contribute in previous years.  

Our Financial Plan Specialists are available to conduct on-site group meetings and/or one-on-one individual consultations to help you  gain awareness of the benefits of the Defined Contribution Plans.   

One-on-One Consultations with your Financial Plan Specialist include the following:  

• Managing your account online

• Reviewing your contributions

• Investment awareness

• Beneficiary review
  

Our Financial Plan Specialists may be contacted directly to schedule individual consultations.  

Scheduled Visits are as follows:

Our VRS Defined Contribution Plan Specialist will be in George Washington Hall on Thursday, December 6.  You may set up an appointment by registering at https://icmarc.secure.force.com/events?SiteId=a0lf1000006PZv8AAG.  Currently, VRS is also conducting Live Webinars on a regular basis throughout the year for you.  

Here is the link to our Upcoming 457 Deferred Compensation and Virginia Cash Match Live Webinars as well as Upcoming Hybrid Defined Contribution Component Live Webinars that will assist with the overall understanding of the plans. 

Our TIAA Financial Consultant, will be in George Washington Hall on Monday, January 14, 2019 and Wednesday, January 23. Registration will be open soon at  www.TIAA.org/schedulenow

Our MetLife Financial  Services Representative, will be in Lee Hall, Rm 412, on Monday, January 28, from 11 am to 1 pm with a workshop on Financial Footsteps. You may register by calling 703-394-7152 or by email  gmarsh@financialguide.com. 

For Hybrid Retirement Plan Members Only:

(Hired on or after 1/1/2014) 

The December 17^th deadline  for Hybrid Voluntary Contribution Changes is around the corner.   

Why You Should Be Saving with Voluntary Contributions

• Employer Match – Consider boosting your voluntary contribution amount to 4 percent. If you save 4 percent, you’ll receive 2.5 percent in employer matching contributions!

• Tax Savings – Taxes are deferred on both contributions and earnings, allowing you to pay less in taxes now.

• Link to your retirement plan – https://www.varetirement.org/hybrid/plan-info/voluntary-contributions.html.