End of the year reminders
Details regarding merit-based bonuses
VCU Human Resources will communicate information regarding merit-based bonus eligibility and processing in January. If you have specific questions, please email conlonca@vcu.edu.
Payroll Processing Schedule Reminder for VCU’s Winter Break
The leave and payroll processing schedule for the winter break is being strictly enforced to ensure adequate payroll processing. Please note these important deadlines.
December 10 through December 24 pay period for the December 30, 2016 payday:
Wednesday, December 21 – time files close at 10 a.m.
December 25 through January 9 pay period for the January 13, 2017 payday:
Wednesday, December 21, 10 a.m. – deadline for submitting PAFs
Monday, January 9 – time files close at 10 a.m.
As a reminder, no additional leave is required to cover time away from work during the 2016 winter break. The Banner system will automatically record and show holiday leave taken during the winter closing. If an employee is approved to work during the closing and does so, the timekeeper will need to key the appropriate number of holiday leave accrued (HLA) hours worked each day, as applicable.
Hourly employees who work December 21 through December 24 will be paid on the pay period ending January 9, 2017. There is no need to submit pay adjustments for this time period, as these hours will automatically export for pay in the pay period ending January 9.
For leave questions, contact Leave Administration at leave@vcu.edu or (804) 828-1712. For payroll questions, contact Payroll Services at payroll@vcu.edu or (804) 828-0740.
Time sensitive reminders regarding leave
FMLA: If you have an employee who is on this leave in 2016 and will continue that leave status in 2017, a new FMLA form must be completed for the new year and sent to VCU Leave Administration (P.O. Box 842511) by Monday, January 9, 2017. Appropriate documents can be found at hr.vcu.edu/hr-partners/user-access-guides–training/family-and-medical-leave/.
- Leave Share: The VCU leave share program allows employees to donate leave to fellow employees who need additional leave coverage for personal medical conditions or for family members’ medical conditions when using approved family and medical leave under the federal Family and Medical Leave Act (FMLA). For more information about eligibility and criteria, donor and recipient procedures, and exclusions, please visit vcu.edu/current-employees/leave/leave-sharing/.
VSDP: Following the January 9, 2017 leave end date, eServices/VCU Self Service will show the new VSDP (Virginia Sickness and Disability Program) leave accruals for eligible faculty and staff. See also leave summaries under respective employee types at http://hr.vcu.edu/current-employees/leave/.
Questions? Contact VCU Leave Administration at 828-1712 or leave@vcu.edu.
Benefits elections during VCU’s winter closing
Enrollment deadlines for state employee benefits remain in effect during VCU’s winter closing. Although VCU observes an alternate holiday schedule, the state plans remain in operation. Please share this important information with new faculty and classified staff hires in your department to ensure they do not miss the enrollment deadlines below.
- Faculty and staff newly eligible for health coverage and flexible spending must enroll within the first 30 calendar days of eligibility. For hire dates between November 24 and December 4, 2016, the 30th calendar day deadline falls during VCU’s winter closing.
- New faculty members have 60 calendar days to elect between the Virginia Retirement System (VRS) and the VCU Optional Retirement Plan, and the same 60 days to opt out of the Virginia Sickness and Disability Program (VSDP) if they elect VRS. For hire dates between October 25 and November 4, 2016, the 60th calendar day deadline falls during VCU’s winter closing.
For employees who plan to submit elections during the winter closing, submissions can be honored only if received by the following methods that provide receipt date verification. Employees must keep transmission or submission confirmations as proof of meeting the deadline in the event there are any problems with receipt. Acceptable proofs of meeting state deadlines during the winter closing include the following methods:
- Date-stamped fax to ImageNow at (804) 827-8250
- Email to hrdocs@vcu.edu
- For health benefits and flexible spending only: Online election through EmployeeDirect at http://edirect.virginia.gov
- Note: Please do not submit elections/documentation through VCU campus mail during the winter closing
Elections not received by VCU on or before Wednesday, December 21, 2016, will be processed retroactively when VCU reopens for business beginning Tuesday, January 3, 2017. Documentation indicating the appropriate deadline(s) has been met must accompany the elections.
Questions? Contact VCU Benefits at 827-1723 or benefits@vcu.edu.
Categories Leave, Timekeeping