Limited Deduction Pay Period: The bi-weekly pay period December 17 – 30 paid on Friday, January 4, 2013, is a limited deduction pay period with no benefit deductions with the exception of tax deferred saving plans withheld. Third-party deductions such as garnishments, child support, Cavalier Computers, and charitable campaign are also withheld. Earnings from this pay period will be on the 2013 W2 since it is paid in 2013.
Comp Special Leave for Additional Governor-Granted Holidays:
The Governor announced that he awarded State employees an additional 8 hours of holiday leave for December 31, 2012. Because the University is already observing that day as a holiday, the leave was awarded as Comp Special Leave on November 5, 2012 in order to make the leave available in time for Thanksgiving. An email was sent out by Patrick Hogan, Executive Vice President and Chief Operating Office on November 16 announcing the award of 8 hours of Comp Special Leave to qualifying fulltime salaried employees.
The Governor also announced that he awarded State employees an additional 8 hours of holiday leave for December 26. Because the University is already observing that day as a holiday, the leave is being awarded as Comp Special Leave on December 17, 2012 in order to make the leave available in time for the Christmas holiday period. An email was sent out on December 3 announcing the award of 8 hours of Comp Special Leave to qualifying fulltime salaried employees.
Hours for part-time qualifying employees will be pro-rated.
More information and the emails can be found on the UHR web site at
Reminder: Upcoming Holidays:
The December, 2012 holidays are:
Monday, December 24
Tuesday, December 25
Wednesday, December 26
Monday, December 31
The January, 2013 holidays are:
Tuesday, January 1
Monday, January 21
Reminder – Last Paydays for 2012: Friday, December 21, 2012 is currently scheduled as the last bi-weekly payday in 2012. Friday, December 28, 2012 is currently scheduled as the last payday for the Monthly payroll. Users are reminded to always check the Payroll Calendar at http://www.hr.virginia.edu/calendars/2012-payroll-calendar/ as dates are particularly subject to change around the holidays.
2013 University Staff Enrollment Calendar: The University Staff Enrollment Calendar for 2013 has been posted to the UHR web site and can be found at http://www.hr.virginia.edu/calendars/university-staff-enrollment-calendar/.
Reminder – University Leave Cash-Out: The University Staff leave program has a cash-out provision for employees who have “use-or-lose” hours at the end of the leave year. These are the hours in excess of the maximum hours allowed for carry forward. Employees will be paid 50 percent of the value of the University Staff leave that they lose, provided they have used a minimum of 10 days (80 hours) during the leave year ending December 30, 2012 (pro-rated for
part-time University Staff). This minimum usage requirement is intended to encourage employees to take some time off to relax and rejuvenate. The cash-out payment may be received as taxable income or it may be deposited into a tax-deferred savings plan. After the processing for the final leave period of the year (December 30, 2012) is completed, a process is run for the carry forward of leave which identifies any amount above the carry forward limit for the employee. Any University Staff employee with an amount above the carry forward limit and who met the 80-hour threshold of usage will have a “payout” automatically created for half of 4 the hours. This payout will be processed in the first pay period of the new leave year which ends January 13, 2013 for check date of January 18, 2013.
Employees on leave without pay for an entire pay period do not have to submit an SSTL timecard or a paper timesheet.
Employees on short-term disability or workers’ comp leave do not submit an SSTL timecard but should submit a paper timesheet to the UHR Leave Center for handling.
Employees who did not submit an SSTL timecard but did submit a corrected paper timesheet to the UHR Leave Center will still show on this report. The Timekeeper should be sure to retain a copy of the paper timesheet that can be produced, if requested.
Reminder – 2012 W-2’s: Get your W-2 sooner! The online W-2 will be available mid-January, 2013. If you don’t elect to get your W-2 online, your paper W-2 will not be mailed until January 31, 2013. Employees who have not elected to receive their W-2 online can expect an email soon with instructions on how to enroll. 1042S forms will also be mailed in January.
Volunteer Income Tax Assistance (VITA): In partnership with IRS-trained and certified student volunteers from VITA at Virginia Law, in cooperation with CASH at Madison House, UHR is again offering free income tax return preparation services for eligible employees at UHR offices at 918 Emmet Street.
When: Monday through Thursday: 5:30 pm and 6:30 pm
Saturday: 10:30 am and 11:30 am
Note: The appointment system for Tax Year 2012 will become available in December 2012 for appointments starting January 28, 2013. No appointments are offered after April 15, 2013 (filing deadline for federal income tax return). Tax preparation services also will not be available between March 8, 2013 and March 17, 2013 due to U.Va. Spring Break. Dates and times are subject to change. More information can be found on the VITA web site at http://www.vitavirginia.org/appointments. Questions may be directed to the UHR Service Center at 982-0123
Flexible Spending Account (FSA) Extended Enrollment Period: An email was sent to employees currently enrolled in an FSA that did not re-enroll for 2013. While the Benefits Open Enrollment period ended on November 16, 2012, we are extending an opportunity for those who participated in an FSA in 2012 to enroll between November 30 and December 7. Employees will need to complete a paper application form and return it to the Benefits Office in University Human Resources by 5 pm on Friday, December 7.
Reminder – 2013 VSDP and University Leave Allotments: The new allotments of Family/Personal, VSDP Sick leave, and University Leave will be given the beginning of the new leave year. This year, the new leave year begins on December 31, 2012. For those non-University Staff employees enrolled in the Virginia Sickness and Disability Program, the new Family/Personal and VSDP Sick leave allotments will be available for use on December 31, 2012. For University Staff, the new University Leave allotments will be available for use on December 31, 2012. None of these allotments will show on the Employee Self-Service timecard balances or Discoverer balance reports until after the updating of the January 13, 2013 bi-weekly payroll on January 15. The timecards and reports will be reflective of the new allotments when accessed on or after January 16, 2013.
Reminder – Do Not Delete Holiday Rows on Timecard: The timecard template for a nonexempt employee is pre-populated with Holiday OTM hours based on the employee’s Time information on the HRMS Assignment record. The pre-populated holiday hours OTM cannot be changed in the timecard; however, the system will still allow the employee to delete these prepopulated hours. Please tell employees ”DO NOT DELETE THE PRE-POPULATED HOLIDAY HOURS”. These pre-populated entries pay the employee for the holiday. If the employee works on any holiday day, the employee should add a row and use the Hours Type of “Hours Worked”. (The employee will be compensated with leave for the hours worked on the holiday.