UTHSC HR Reporter October-December 2020

THE HR REPORTER

INSIDE THIS ISSUE COVID . . . . . . . . . . . . . . . . . . . . . . . . . 1 Virtual HR Liaison Meetings. . . . . . . 1 Employee Service Honorees. . . . . . 2 Important Information . . . . . . . . . . . 2 Performance Evaluations. . . . . . . . . 3 Job Family Project. . . . . . . . . . . . . . .3

HUMAN RESOURCES Chandra Alston, EdD

Associate Vice Chancellor

Damon Davis

Compensation Director

Debbie Jackson

OCTOBER – DECEMBER 2020

The COVID pandemic forced all of us to begin working in a virtual world earlier this year. HR immediately developed a COVID response team in coordination with University Health Services and Office of Safety Affairs to manage active COVID cases and exposures. This team has remained busy throughout the pandemic by providing guidance to our employees, supervisors and departments, as well as documenting the effects of COVID on our campus population and keeping the Shelby County health department updated.

The uncertainty of how long this would be our reality made it necessary to rethink how we could effectively transition services normally done in person to a virtual format. This was especially challenging (in a good way) as it required us to think outside the box regarding annual events that are important to employees such as the Annual Benefits and Wellness Fair and the Service Awards ceremony. HR quickly responded and began the work of preparing for these major annual events. These are two of the largest events HR coordinates each year and in spite of a pandemic both events were extremely successful and effective! In addition to these major events, HR hosted several virtual sessions over the summer to engage the workforce around various topics including mental health during COVID; keeping your team connected during COVID; evaluating employee performance during COVID and many others. Now that the year is ending and we are looking towards 2021 we will continue to provide virtual training and events until we are able to safely congregate again.

Thanks to the UT staff and faculty for supporting our efforts and participating in not only these two events but all other virtual training provided by Employment, Compensation, Benefits and Employee Relations.

Benefits Director

Brittney Murray

Senior Administrative Services Assistant

Alisha Boone

Recruitment Manager

Anesha Jones

Compliance Manager

Debbie Long HR Specialist Gina Curry

Insurance Coordinator

Brandi Martin

Employee Relations Specialist

Tarlesha Gales

Compensation Analyst

Chastity Pegues

HR Support Technician

Barica Horner

Human Resources Specialist

Cierra Richmond

Recruiting Assistant

Rebekka Freeman Employee Relations Manager

Phuong Nguyen Employee Relations Counselor

Tracy Horton

Employee Relations Counselor

Gabrielle Marshall

Recruiting Assistant

Melissa Rabalais HR Assistant

Brandi Green

HR Temporary Support Assistant

EMPLOYMENT

VIRTUAL HR LIAISON MEETINGS The HR Liaison Meetings have returned in a virtual setting. These virtual interactions will ensure that we are providing you with the necessary support and knowledge to assist you in performing HR tasks effectively and efficiently.

This is also an opportunity to network with other employees performing similar duties and responsibilities, keep abreast of HR procedure changes, upcoming opportunities, events, and more!

If you have any questions or suggested topics, please contact Anesha Jones at ajone248@uthsc.edu.

THE HR REPORTER

OCTOBER – DECEMBER 2020

CONGRATULATIONS 2020 EMPLOYEE SERVICE HONOREES! Together, we have accomplished a phenomenal year full of noteworthy events and challenges. This year, we honor those whose anniversary dates fall between January 1, 2020, and December 31, 2020, at each 5-year milestone.

Honorees with 25 plus years of service are eligible to order service awards from our third party vendor OC Tanner (link sent via email). The list of 2020 service honorees and virtual program can be found on our website uthsc.edu/ hr/employee-relations/service-awards.php. We hope you enjoyed our virtual program and take the time to celebrate this end of year with pride and joy.

Thank you for your years of service and dedication to UTHSC!

IMPORTANT INFORMATION ABOUT OPTUM BANK (NEW FSA CARRIER) For those who enroll during annual enrollment, Optum Bank will send all newly enrolled medical FSA and limited purpose FSA (L-FSA) participants a debit card in December. Employees should go online at optumbank.com/ Tennessee to create an account and register your new debit card.

You can order an additional Optum Bank Card-your account debit card, once you log in at optumbank.com/Tennessee.

New users will need to register first.

Employees who enroll in a medical FSA or L-FSA during annual enrollment will have their full election amount available to them upfront during the first week of January, or within approximately 3-4 weeks after they enroll.

If you are enrolled in a dependent care FSA (DC-FSA) only, you cannot use a debit card, but you can create an online Optum Bank account in order to see your DC-FSA account balance, claims, and activity.

ABOUT 2020 FSA AND L-FSA CARRYOVER Your current 2020 PayFlex FSA debit card will be shut off on 12/31/2020.

Any amount in your account greater than $500 will be forfeited.

After 12/31/20, any 2020 claims must be filed via a paper claim form or electronic claim with PayFlex no later than April 30, 2021. You may do so by logging on to the PayFlex member site: stateoftn.payflexdirect.com or by filing a paper claim (form is on the website). Claims for 2020 dates of service received

by PayFlex after April 30, 2021 will be denied.

If you have a balance of less than $500 in your FSA or L-FSA on 12/31/2020 and you do not have any 2020 claims to file with PayFlex, this balance will not be carried over to Optum Bank until July 1, 2021. This means you will likely not have your carryover balance available until July 1, 2021.

For this reason, we strongly encourage you to use your FSA or L-FSA balance by the end of 2020. Otherwise, you will not have access to your $500 or less carry over amount until July.

Current FSA and L-FSA participants who do not re-enroll for 2021 and who have a current balance of $500 or less will also not have access to their carryover balance until July 2021. After that time Optum Bank will open an FSA or L-FSA for your carryover funds.

For this reason, we strongly encourage you to use your FSA balance by the end of 2020. Doing so means you do not have to wait on these funds.

The DC-FSA does not have a carry-over provision, so no funds will carry over but you must file any of your 2020 DC-FSA claims with PayFlex by April 30, 2021, or they will be denied and any balance will be forfeited.

THE HR REPORTER

OCTOBER – DECEMBER 2020

2020 PERFORMANCE EVALUATIONS The 2020 performance review cycle for the University of Tennessee Health Science Center employees will close on Thursday, March 31, 2021.

The university wishes to ensure that all university employees benefit from effective, appropriate and regular evaluation by their immediate supervisors. This process should facilitate two-way communication between managers and employees, resulting in employees understanding their roles at the

University, what is required, when it is required and how the employee’s contribution measures up.

For or your convenience, performance evaluation forms have been placed on the Human Resources website at uthsc.edu/ hr/performance_evaluations.php. The department is only required to provide Human Resources with the Summary Form. All other tools or assessments for employees and managers can be maintained in your department.

JOB FAMILY PROJECT The Job Family Project is complete and will be implemented the 1st quarter of 2021. All staff employees will receive a letter outlining their new job family, role, and level. For additional information and K@TE training please visit. hr.tennessee.edu/ pay/compensation-project/

The University of Tennessee is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA/V institution in the provision of its education and employment programs and services.

For more information, please contact: Human Resources | 910 Madison Avenue | Suite WP012, 1st Floor t 901.448.5600 | f 901.448.5170

uthsc.edu/hr