April 4, 2020

VRS Defined Contribution Plans/Virtual Appointments

For Hybrid Retirement Participants, 457 Deferred Compensation Plan Participants and ORPHE – DCP Participants

Interested in a phone appointment or virtual meeting with the Financial Advisor?

Click here to register for a Virtual Appointment

 

Coronavirus Information for Staff and Faculty

To: All Staff and Faculty

From: Beth Williams, Executive Director of Human Resources

With the constantly evolving coronavirus (COVID-19) situation, the health, safety and well-being of  UMW staff, faculty and students is our primary concern, and we want to ensure we are providing timely and accurate information, support and resources. This message is intended to reiterate important information provided in prior campus-wide emails, and provide additional information of particular concern to UMW employees.

Things to do now:

  • Read all the University email updates and stay informed with accurate information. The University’s Coronavirus Information page is a reliable resource.
  • Continue to practice frequent handwashing and respiratory etiquette, as detailed on the Coronavirus FAQ page.
  • Managers should ensure that any employees who are able to telework are prepared to do so. Review your part of the Continuity of Operations Plan (COOP) and ensure your team knows who is designated as essential personnel.
  • If you are sick, please stay home, to care for your own health as well as to avoid spreading the illness to others.  Follow your department procedures for notifying your supervisor that you are staying home (or leaving work) and report your time off in MyTime.
  • Use your health insurance to seek medical care.  All the Commonwealth medical plans offer options for online doctor visits, which can be a good option for some, as it minimizes exposure.
  • The coronavirus situation may cause heightened anxiety levels; if you would like assistance coping with anxiety, or need other emotional support, the Commonwealth’s health insurance plans offer individual counseling sessions through Employee Assistance Programs (EAP). Covered employees and their dependents qualify for up to four sessions at no charge. Confidential assistance is available 24 hours a day, seven days a week.  Simply call the number below that corresponds to your health plan and you will speak to an EAP specialist who will assess your concerns and coordinate the appropriate assistance. This benefit is always available through your health plan.


COVA Care and COVA HDHP

Anthem
Member Services: 1-855-223-9277

EAP Brochure

EAP Website

(Select Member Login, then enter “Commonwealth of Virginia” as the company)

 

COVA HealthAware

Aetna – www.covahealthaware.com
Member Services:  1-888-238-6232

www.mylifevalues.com

(Username and Password:  COVA)

 

Kaiser Permanente HMO

Member Services:  1-866-517-7042
www.achlevesolutions.net/kaiser

EAP Brochure

 

  • Employees covered under the Virginia Sickness and Disability Program (VSDP), whose illness lasts longer than seven calendar days, may be eligible for short-term-disability. To apply, you may call the Reed Group directly at 1-877-928-7021 or apply online at www.reedgroup.com/vsdp-claims.
  • Employees who are quarantined but not sick, and for whom telework is not an option, should use annual or family/personal leave rather than sick leave.
  • Leave share donations are an option for Non-VSDP classified and AP Faculty employees who have exhausted their leave.  VSDP employees are not eligible for leave share donations except to care for an ill family member (must meet the requirements for FMLA).

 

In the event of a disruption to University operations or a shutdown:

  • Managers and Supervisors:  Encourage employees to adhere to the guidance provided in emails and on the Coronavirus FAQ page.   Support your staff members’ decisions to go home when feeling sick or work from home. Respect the privacy of employees by not seeking information from them about their medical conditions. As necessary, HR will provide more supervisory guidance.
  • Nonessential Staff: Talk with your supervisors about working at home remotely. Refer to the telework page on the HR website.
  • Designated Essential Staff: Talk to your supervisors regarding expectations, work assignments, and various relevant operational contingencies.  Be prepared for the possibility that your schedule may need to be modified, including any leave you have requested.
  • Faculty: A separate memo from the Provost was distributed Sunday evening, March 8, and can be found on the University’s Coronavirus Information page.
  • If the University shuts down, UMW will follow the state’s emergency closing policy: http://web1.dhrm.virginia.gov/itech/hrpolicy/pol1_35.html.  Under this policy, full-time employees will be paid at their regular rate of pay.

Support the members of our community:

In keeping with ASPIRE, we are committed to a working and learning environment that supports the wellbeing of all faculty, staff and students free from harassment, discrimination and unfair bias. Faculty, staff, and students who have questions or concerns are encouraged to report a bias incident or contact Terri Arthur tlockhar@umw.edu or Sabrina Johnson sjohnson@umw.edu directly.

We will send updates as things progress.

For questions about benefits or time off, please visit the Human Resources Website; if you don’t find what you need, contact the HR Department.

Sad News Regarding a UMW Colleague

It is with much sadness that we announce the death of UMW employee, Sherri Pickens, who passed away on January 15. Sherri was a valued member of the Facilities department where she had worked as a Building Attendant for nearly three years, and she will be greatly missed. We ask that you keep Sherri’s family and coworkers in your thoughts during this very difficult time.

If you would like assistance coping with grief, or need other emotional support, the Commonwealth’s health insurance plans offer individual counseling sessions through Employee Assistance Programs (EAP). Covered employees and their dependents qualify for up to four sessions at no charge. Confidential assistance is available 24 hours a day, seven days a week. Simply call the number below that corresponds to your health plan and you will speak to an EAP specialist who will assess your concerns and coordinate the appropriate assistance. This benefit is always available through your health plan.

 

COVA Care and COVA HDHP

Anthem
Member Services: 1-855-223-9277

EAP Brochure

EAP Website

(Select Member Login, then enter “Commonwealth of Virginia” as the company)

 

COVA HealthAware

Aetna – www.covahealthaware.com
Member Services:  1-888-238-6232

www.mylifevalues.com

(Username and Password:  COVA)

 

Kaiser Permanente HMO

Member Services:  1-866-517-7042
www.achievesolutions.net/kaiser

EAP Brochure

 

2020 Holiday Calendar

The 2019 Fall and 2020 Holiday Calendar is provided below. Included are hours of leave granted by the Governor and other state holidays. President Paino has awarded recognition leave for your continued contributions and dedication to the University. If you have questions regarding this schedule, please contact the Office of Human Resources at X1214. (* indicates important non-holiday dates)

Thanksgiving Holiday 2019
Wednesday, November 27, 2019
Thursday, November 28, 2019
Friday, November 29, 2019

Winter Holiday 2019
Thursday, December 19, 2019 thru Friday, January 3, 2020

University Reopens 2020
Monday, January 6, 2020*

Martin Luther King Jr. Day
Monday, January 20, 2020

Spring Break
Friday, March 6, 2020

Employee Appreciation Day
Monday, May 11, 2020

Memorial Day
Monday, May 25, 2020

Independence Day
Friday, July 3, 2020

Labor Day
Monday, September 7, 2020

Thanksgiving Holiday 2020
Wednesday, November 25, 2020
Thursday, November 26, 2020
Friday, November 27, 2020

Winter Holiday 2020
Monday, December 21, 2020 thru Friday, January 1, 2021

University Reopens 2021
Monday, January 4, 2021*

TIAA ORPHE Meeting

Our TIAA Financial Consultant will be on campus to provide an overview of the new investment menu and answer your questions concerning the January 2020 ORPHE changes.

Meeting will be in Lee Hall, Room 412, from 11 a.m. to noon.

Important Action Item: Verify Name/Address for HR and Payroll by Dec. 6

Dear Colleagues,

It’s that time again! Please take a few moments before December 6, 2019 to verify and, if needed, update your mailing address and legal name as they appear in Human Resources and Payroll records. This information must be correct for the University’s year-end Employer Reporting, your W-2 statements and the Commonwealth’s Affordable Care Act reporting. Errors may result in federal penalties for the University.

Review your name and address by logging into Payline and selecting “Pay History” to check your pay stub; your Employee ID Number will be the numbers on your health insurance card.  If you don’t have our health insurance you may contact Payroll X1180 or HR X1210 for your Employee ID Number (please note numbers will not be emailed) or full time employees may login to EmployeeDirect and click on “My Employment Profile” then “Personal.”

If an update is needed, please make the update in Payline by completing the following steps:

1.      Click “Employee Profile”

2.      Click “Request Profile Change”

3.      Enter the changes needed

4.      Select “Accept” at the bottom of the screen

5.      Log out

 

If you are unable to complete the update in Payline, please forward your change of address to Gayle Robinson in Human Resources at grobinso@umw.edu.

Please ensure your name in Payline matches your name as it appears on your social security card. The HR and Payroll systems must reflect the legal name as shown on your social security card.

If your name in Payline does not match your social security card, please contact Gayle Robinson at grobinso@umw.edu.

Again, please enter or submit all updates on or before Friday, December 6, 2019 to ensure the address is updated for year-end processing.

Thank you.

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

 

Health Benefits Premium Holiday

Dear State Employees:

I announced in May that all eligible state employees will pay no health benefits premium for the month of October! For most employees, these premium holidays will occur on October 16 and November 1, and there will be no employee premium contribution deducted from your pay on those dates. For some employees, the premium holiday will occur in the October time frame, depending on your agency’s payroll system.

Participants at all membership levels in the COVA Care, COVA HDHP, COVA HealthAware, Kaiser Permanente HMO and Optima Vantage HMO plans are eligible. Because of the requirement in the Code of Virginia that TRICARE supplement participants pay the full cost of their coverage, the premium holiday will not apply to those members.

If you have any questions, please contact your agency Benefits Administrator.

Happy Premium Holiday!

Sincerely,
Governor Ralph S. Northam

UMW Earns ‘Great Colleges To Work For’ Recognition

UMW has earned the 2019 ‘Great Colleges to Work For’ distinction. The recognition was announced today in a special insert in ‘The Chronicle of Higher Education.’

UMW has earned the 2019 ‘Great Colleges to Work For’ distinction. The recognition was announced today in a special insert in ‘The Chronicle of Higher Education.’

University of Mary Washington has been recognized as a 2019 Great College to Work For.

Now in its 12th year, the Great Colleges to Work For survey is one of the largest and most respected workplace recognition programs in the country. The results, released today in a special insert in The Chronicle of Higher Education, reveal that of 152 four-year institutions nationwide that participated in this year’s survey, UMW is among 60 selected for the distinction.

The survey is conducted by ModernThink, a Delaware-based strategic human capital consulting firm. It highlights colleges that get top ratings from their employees regarding workplace practices and policies.

Since taking the helm at Mary Washington in 2016, President Troy Paino has worked diligently with leadership to improve workplace environment, zeroing in on key components identified in a survey completed shortly before his arrival, including communication, collaboration and compensation.

“There were opportunities to do a better job of communicating with the campus, to make them more aware of both challenges and opportunities,” Paino said. “When people start feeling that they can actively participate in making a place better, morale is going to improve.” Read more. 

Quit and Stay Quit Mondays

Want to quit smoking? The Virginia Department of Health (VDH) and Quit & Stay Quit Monday (QSQM) are partnering on a 12-week “Quit & Stay Quit Monday” promotion campaign for employees.

UMW will be participating in the campaign. The Campaign kicks off on Monday, August 19th!  For more information, see Join the Mondays quitter movement!

The goals of the campaign are to:

  • Encourage smokers to quit, by using motivational messaging and resources; and
  • Increase awareness and use of the Virginia state quitline, Quit Now Virginia (Quit Now Virginia – 1-800-QUIT-NOW / 1-800-784-8669; QuitNow.net/Virginia).

Resources to help you quit smoking:

  • Quit and Stay Quit Mondays – Check In
  • Quit Now Virginia (Quit Now Virginia – 1-800-QUIT-NOW / 1-800-784-8669; QuitNow.net/Virginia
  • Employee Assistance Programs – contact HR for additional information
  • Your personal Health Insurance – check with your health plan for programs and smoking cessation products to help you quit smoking

Informational Videos

Department of Human Resources Management Health Benefits E-News

HEALTH BENEFITS E-NEWS
Department of Human Resource Management
Office of Health Benefits

2019 Health Plan ID Cards Will Be Mailed to Participants This Month

New health plan identification (ID) cards for COVA Care, COVA HDHP, COVA HealthAware and the Optima Health Vantage HMO are being mailed to participants beginning the week of June 10. Here are important things to know about the new ID cards:

All Health Plans: Members must use their new health plan ID card beginning July 1 to receive benefits, and destroy all other cards. Benefits will not process unless the new card is used.

COVA Care and COVA HDHP: ID cards will be mailed the week of June 17.

  • As part of a system enhancement, there will be a different prefix for the Member Identification Number displayed on the card. The new prefix will be FVI for employees, non-Medicare retiree group members and Extended Coverage (COBRA) participants. It is currently YTX.
  • Members should destroy all previous ID cards, including the card received in April 2019.
  • ID cards are provided in different sets based on membership. Those with single membership will receive only one ID card, while participants enrolled in Plus One and Family membership will receive a set of two cards. Members will need to contact Anthem directly to order additional cards.

COVA HealthAware: ID cards will be mailed the week of June 10.

  • Aetna will send a welcome letter to members along with their new ID card, which can be used for medical, pharmacy, dental and vision coverage. Contact information for each administrator is on the back of the card.
  • Members will need to update new plan administrator information with their providers for dental coverage (Delta Dental) and prescription drug coverage (Anthem Pharmacy delivered through IngenioRx.)
  • Aetna will continue to administer the Health Reimbursement Arrangement (HRA) as it does today.

Optima Health Vantage HMO: ID cards will be mailed the week of June 10.

  • There is a unique Optima Health member ID number on the card.
  • Tier 1 and Tier 2 pricing is noted. Visiting a Tier 1 provider will result in lower copayments on physician and specialist visits.
  • Out-of-area dependents will receive a separate card that lists the Private Healthcare System (PHCS) as in-network.

Health and Wellness Programs

As communicated in the 2019 Spotlight newsletter, state health plans will administer the health and wellness programs starting July 1. COVA Care, COVA HealthAware and COVA HDHP members currently enrolled in the ActiveHealth Healthy Insights, Healthy Beginnings and Healthy Lifestyle programs will be receiving a transition letter from their plan administrator (Anthem or Aetna). The letter will have information on how to engage with their new coaching team and, if applicable, how to maintain their health plan incentive.

Premium Reward

To earn a Reward AFTER July 1, 2019:

  • Complete a health assessment by the 15th of any month, and you will receive a reward in six to eight weeks.
  • Health Assessments completed between May 16, 2019, and June 30, 2019, should be submitted to ActiveHealth

Visit www.myactivehealth.com/cova  to complete or update your online health assessment

  • Beginning July 1, 2019, visit the COVA Care or COVA HealthAware plan website to complete your online health assessment.

New employees and/or spouses added during Open Enrollment to COVA Care or COVA HealthAware may have to wait until July 1, 2019 to complete a Health Assessment, starting July 1, 2019, will be administered by the member’s health plan.

Employee Assistance Program (EAP) Services Can Assist Employees

In the wake of the Virginia Beach tragedy, remember that each individual health plan has an EAP to help enrolled members with workplace or personal issues. To contact the EAP:

COVA Care and COVA HDHP: 855-223-9277 or www.AnthemEAP.com (Company Name: Commonwealth of Virginia)

COVA HealthAware: 888-238-6232 or www.mylifevalues.com (Password: COVA)

Kaiser Permanente HMO: 866-517-7042 or www.achievesolutions.net/kaiser

Optima Health Vantage HMO: 866-846-2682 or www.optimahealth.com/cova

Managerial assistance also is available for Critical Incident Responses to address traumatic incidents, natural disasters and workplace issues. Anthem EAP is the primary provider for these services to agencies impacted by this tragedy and other emergency or workplace situations. Contact Anthem EAP at 1-855-223-9277 at any time to discuss or arrange these services.