- [Allstaff-l] Email sent on August 24, 2021, COVID-19 Surveillance Testing Fall 2021 Semester
We appreciate your patience and understanding as the campus prepares for the opening of the Fall 2021 semester during a very dynamic time. As we begin the academic year, we thought it would be helpful to share that— a week prior to the beginning of classes on campus — we are nearing 80% of Geneseo students who expect to have an on-campus presence who have voluntarily documented their vaccinated status. With the FDA’s recent action, we are confident this percentage will rise quickly and significantly as more students share documents that they are vaccinated.
Our campus community continues to keep the health and safety of our students, faculty, staff, and visitors paramount as we increase vaccination rates, improve surveillance testing efforts, and implement mitigating activities like universal mask-wearing in indoor spaces.
As part of these efforts, we have enhanced our employee testing protocols for the Fall 2021 semester:
- Employees who are unvaccinated or whose vaccination status is unknown must continue with weekly testing and the daily health screening. Testing will begin the week of August 30. Please register, if you do not already have an account, and set up your COVID-19 Surveillance account using the instructions below.
- Employees who are documented as vaccinated will be subject to surveillance testing on a monthly basis beginning the week of September 6. Human Resources will email employees with the specific weeks they are required to test. The unions have signed memorandums of understanding with SUNY to provide for employee testing through December 31, 2021.
- Beginning Monday, August 30, employees need to pick up test kits in either Sturges Hall, room 111, or in Human Resources, 318 Doty Hall.
Employees who are fully vaccinated and have not yet forwarded their documentation to Human Resources may do so by emailing their proof of vaccination to firstname.lastname@example.org. Proof of vaccination includes a copy of your vaccination card or a copy of your Excelsior pass. Providing proof of vaccination is voluntary.
Register for Surveillance Testing
Employees who have not tested in the past need to register for testing using the following steps:
You must create a COVID-19 Surveillance account and register online. Information gathered from registration is for internal campus use only--no information will be provided to an external party. For employee ID, enter your NYS ID number. (If you are a brand new employee, you can enter our agency code 28190. After you receive your first paycheck, you can update it to use your NYS ID number.) Your NYS ID number will be found on your paycheck advice stub and also on the SUNY Self Service portal. Click on "view paycheck." Your NYS ID number is in the top left corner under your name.
You will also need your health insurance card in order to set up your account with SUNY Upstate. If you do not yet have health insurance, you can enter "NA" in all fields and go back and edit it once you receive it. For any phone number field, you can enter "000-000-0000" (it won't accept alphabetical characters). To locate your health insurance address and phone information, visit the Health Contacts web page. Your health insurance will only be billed if you test positive as part of the individual testing process. There are no out-of-pocket costs for employees. A detailed step by step guide for registering to test can be found on the HR webpage in the General Testing Information area.
After you've registered your test, and written your full name (as entered in your account) and date of birth on the test kit, you can drop your test kit off at:
- Erwin, front lobby
- Doty, lobby entrance across from College Circle
- ISC, front lobby on the first floor
- College Union, lobby area near the Ballroom
- Red Jacket Dining Hall (near front entrance)
- Sturges Hall (room 111) there will be volunteers to assist you with testing procedures, when necessary.
Tests must be dropped off each week in one of the receptacles listed above by no later than 2 p.m. on Wednesdays. Employees who need a later drop off time on Wednesday can bring their completed test kit to Sturges Hall by 4 p.m. Tests must be submitted on Wednesday during the timeframes listed, otherwise, it will be considered a missed test for the week which creates a compliance issue for the employee.
Thank you for your attention to these important health and safety requirements.
- [Allstaff-l] Email sent on August 9, 2021- Employee Update and Reminders -- New SUNY Telecommuting Policy Announced
This email is to remind you about a few items related to COVID-19 protocols as well as provide information on the new SUNY Telecommuting Policy.
Employee Attestation: The NYS Department of Health has issued Revised Guidance for State Agencies during the COVID-19 Public Health Emergency. All employees must affirm that they have read the guidance in its entirety, understand its provisions, and will adhere to its requirements. Attestation forms must be reviewed and signed within three business days of the employees' return to onsite work. Employees who have already completed the form this summer are not required to complete the form again. Please return the completed forms to Human Resources via scan/email to email@example.com, regular mail (318 Doty Hall) or hand-delivered to 318 Doty Hall during regular business hours Monday through Friday from 8 a.m. to 4 p.m.
Mask Policy: As previously noted, the CDC updated their mask guidelines due to the Delta variant. They now recommend that fully vaccinated individuals wear masks in public indoor settings in areas experiencing substantial or high transmission rates. Although Livingston County is currently below the “substantial” level of community transmission of COVID-19 as a precautionary measure and to limit any potential spread, the College will require all individuals, regardless of vaccination status, to wear a mask indoors except while alone in their personal workspaces as of today, August 9. This requirement extends to campus visitors. In addition, individuals should maintain physical distancing (in addition to wearing masks) where practicable.
Employee Testing and Daily Screening: Employees who are unvaccinated/unknown vaccination status remain required to continue with the weekly testing process and must also continue to complete the daily health screening. Instructions and details related to employee testing (location and testing days) for the fall semester will be communicated soon. The unions have signed memorandums of understanding with SUNY to provide for employee testing through December 31, 2021.
As a reminder, employees who are sick are expected not to be at the worksite. Supervisors will continue to intervene in sending symptomatic employees home with follow-up to Human Resources for tracking and appropriate medical documentation prior to return to work. Employees are required to follow the Evaluation Protocols established in March 2020 as identified on the Human Resources webpage for COVID-19. Human Resources will continue to conduct monitoring and follow up with employees experiencing COVID-19 related symptoms.
Telecommuting: On August 2, 2021, SUNY implemented a new SUNY Telecommuting Policy for campus use. Effective immediately and until further notice, the new SUNY Policy supersedes Geneseo’s Alternate Work Location Agreement Program. Details for the new SUNY Policy are attached here. E
- Employees who have current agreements in place under Geneseo’s Alternate Work Location Agreement are grandfathered in through December 31, 2021. Effective today, employees who wish to apply for a telecommuting program must do so under the policy and procedure outlined in the SUNY plan using the Telecommuting Program Application and Work Plan form. The form is not automated for electronic signature, but you may route the form through email and request approval from your supervisor, up through the cabinet-level administrator (Senior Campus Leader) in your division/unit. Fully executed and authorized Telecommuting Program Application and Work Plan Forms must be on file in Human Resources for all program participants.
- All employees who are granted a telecommuting agreement, including employees who were granted an agreement under the former Geneseo Alternate Work Location Program are required to submit a Biweekly Progress Report to their supervisor. Supervisors are required to collect and maintain all Biweekly Progress Reports and will need to provide a copy of reports upon request for auditing purposes. Employees failing to submit their Biweekly Progress Reports in a timely manner will be in jeopardy of having their Telecommuting program terminated.
- Please understand that telecommuting is not an employee entitlement and is not operationally feasible for many job functions. Determinations as to which job functions are eligible for telecommuting are subject to management discretion. Decisions will be made on a case-by-case basis in accordance with College operational needs. The SUNY Telecommuting Policy is in a pilot stage through December 31, 2021.
As indicated in earlier communications, the campus plans to return to a residential student experience for the 2021/2022 academic year. Onsite employee presence is critical to effectively serve our students. The College will continue to keep the health and safety of our students, faculty, staff and visitors paramount in decision-making as we gear up for the fall semester.
Please feel free to direct questions to Human Resources at firstname.lastname@example.org. We appreciate your patience and cooperation as we continue to emerge from the pandemic.
- [Allstaff-l] Email sent on July 13, 2021 - Building Access and HR Reminders
Building Access and Room Capacity: Campus buildings are now unlocked during operational hours. See an updated listing of building hours. Room capacities are also now restored to pre-pandemic limits.
Employee Health Screening: Employees who are fully vaccinated are no longer required to complete a daily health screening. As a result, supervisors will cease to receive a daily employee screening report.
A daily screening report of employees who need to continue completing the daily screening process will be monitored by Human Resources. HR will also continue to receive an individual email for individuals who report "yes" to the daily symptom screening tool.
Supervisors will continue to intervene in sending symptomatic employees home with follow-up to Human Resources for tracking and appropriate medical documentation prior to return to work.
Employee Attestation: The NYS Department of Health has issued Revised Guidance for State Agencies during the COVID-19 Public Health Emergency. All employees must affirm that they have read the guidance in its entirety, understand its provisions, and will adhere to its requirements. Attestation forms must be reviewed and signed within three business days of the employees return to onsite work. Signed forms must be sent to Human Resources & Payroll Services, Doty Hall 318.
- [Allstaff-l] Email sent on June 25, 2021 - Update: Telecommuting and Summer Protocols
Dear Geneseo Employees,
In follow up to Monday’s Allstaff about Summer Protocols I am writing to confirm that the Statewide Telecommuting Policy will expire effective July 2. Guidance received from the NYS Governor’s Office for Employees Relations (GOER) confirms State agencies may resume their own specific telecommuting programs that existed prior to the COVID-19 public health emergency or they may adopt the former NYS Pilot Program until agency-specific policies are developed.
As you are aware, the College has a telecommuting policy, Alternate Work Location Agreement Policy, that was in place prior to the pandemic. This policy and application process was used during the pandemic in response to our need to grant telecommuting programs for employees that were aligned with State expectations. In accordance with the guidance and in respect of the operational needs of the College, employees are expected to return to onsite work in between July 6 and August 2, 2021. On August 2 we expect the College work environment to be more consistent with the pre-pandemic setting in support of our mission to operate a residential campus environment.
Employees who wish to request approval to phase in their return to the workplace may use the Alternate Work Location Agreement for the period of July 6 through August 2 to help them make arrangements for child care, elder care and/or other mitigating circumstances.
Employees covered under the previous policy who recently applied for a new telecommuting program, to begin July 6, do not need to re-apply. Those applications conform to the historic policy.
Please understand the overriding emphasis of the NYS guidance is to build employee engagement with a goal of returning to more normal operations over the summer months which are aligned with the College’s operational needs. It has been emphasized that after July 2, telecommuting is no longer an employee right and thereby reverts to management discretion that is aligned with operational needs.
We have learned that SUNY is exploring a system-wide policy on telecommuting that campuses will be able to use in the future. Further information about a proposed SUNY Telecommuting Policy will be provided as details become available.
As a reminder State employees must affirm that they have read the guidance related to protocols for onsite work to understand its provisions, and will adhere to its requirements. The attestation form can be found here. Employees need to submit the attestation form within three business days of returning to in-person work. In addition, employees who are working onsite are expected to complete the weekly surveillance testing unless they have been exempted from testing by Human Resources due to a documented vaccination status.
Plans are currently under development to provide employees with resources and programs geared to assist with a successful return to onsite work. We appreciate your ongoing patience and cooperation as the details related to our return to a “new” normal continue to unfold. Please feel free to direct questions to Human Resources at email@example.com
- [Allstaff-l] Email sent on May 24, 2021 - Return to Onsite Work Effective July 6
Dear Geneseo Employees:
Our campus continues to handle the pandemic response with nimbleness and determination. As area infection rates decrease and NYS restrictions are lifted, in consideration of the students we serve, SUNY Geneseo will ramp up on-site employee presence in preparation for our Fall reopening. Our success in navigating this past year rests with the dedication, commitment and resilience of our employees. As we move forward in the next chapter as a campus community, we understand that adaptability and change will continue to be necessary. We will welcome employees not currently working onsite back to the workplace in full on Tuesday, July 6, 2021.
As you are aware, the extension to the statewide Telecommuting Pilot Program is set to end at the close of business on Friday, July 2, 2021. The pilot telecommuting programs for NYS employees encompasses those represented by CSEA, DC 37, UUP, PEF and M/C. Accordingly, most employees will be expected to report to campus following the Fourth of July extended holiday weekend. We will use the next month to prepare and deploy adjusted measures for a safe and organized return.
Eligible employees, with supervisor permission, will be able to use the campus pre-pandemic Alternate Work Location Agreement Program to work remotely (fully or hybrid model) in accordance with the criteria for that program and ongoing supervisor workload management. This pre-pandemic program applies to M/C employees and employees represented by UUP serving in a professional title. Decisions for further remote work will be made on a case-by-case basis subject to the cabinet member’s approval and in accordance with campus operational needs. Otherwise, existing remote work accommodations that were in place related to the COVID-19 pandemic or under the pilot telecommuting program shall be considered expired on July 2, 2021, close of business.
Actions for June – a month of assessment and preparing
All department/office heads should reassess their workspaces to ensure that by July 5, or earlier if necessary, all safety precautions are in place if needed, such as signage, physical distancing of chairs, workspaces, etc. Staff members from Environmental Health and Safety and Facilities Services may be contacted for assistance and troubleshooting. Please refer to COVID-19 Guidelines for Employees on the Human Resources webpage.
Department heads and supervisors should develop a return to work plan using the July 6 date for cabinet level review. Extensions for remote work beyond July 2 will only be reviewed and approved in accordance with the original Alternate Work Location Program.
Continued Campus Safety Procedures
All existing safety policies remain in effect, subject to change by NYS and SUNY. As a result, the College will continue to follow SUNY and State protocols for health and safety. Any changes will be communicated as quickly as possible.
The College will continue to examine individual reasonable accommodation requests on a case by case basis consistent with applicable laws and regulations. Disability-related accommodation requests shall be made with this form. Accommodation requests may be made at any time. However, we highly encourage requests to be made at least a month in advance to allow for a timely review process prior to final decision.
What is an accommodation?
In summary, an accommodation is an employer-determined reasonable modification or adjustment to an individual’s job or work environment that supports the employee in meeting the performance expectations of their essential responsibilities, following an interactive discussion with the employee and/or their medical care provider. Most accommodations are made for reasons of personal disability (ADA), but other protected statuses may also support the need for an accommodation, such as religious practices.
Accommodations can take many forms including, but not limited to: making existing facilities accessible; job restructuring; part-time or modified work schedules; acquiring or modifying equipment; changing tests, training materials, or policies; and providing qualified readers or interpreters. Working remotely is not routinely nor generally approved as a reasonable accommodation.
Other available work schedule options
The College wishes to assist with an employee’s need for flexibility in granting alternative work schedules and arrangements as we understand our employees continue to balance multiple personal priorities and challenges. Our campus offers the Voluntary Reduction in Work Schedule Program, the Alternate Work Location Program for Professionals, and other possible options for flexibility of work schedules, such as compressed workweek and/or less than 12-month positions with appropriate salary adjustments. All changes to the standard work schedule and/or work location agreements must be approved by the cabinet level administrator in their respective unit. And lastly, employees may be able to take advantage of accruals or a variety of leaves of absence if needed. We encourage employees to take advantage of our current work flexibility policies as appropriate and approved by their supervisor. You can receive additional information on these programs by emailing Human Resources.
Thank you for your continued collaboration, operation, and support as we continue to adapt to this evolving work environment together.
- Intern Spotlight - Emily Symon
Emily Symon, Communications 2021, is an intern in the Office of Human Resources and Payroll Services. Emily reached out to us in the spring of 2020 to inquire about internship opportunities with our organization. After successfully interviewing for the position she was granted an internship. She has had the opportunity to work on a variety of projects. Notably, Emily has created an online professional development opportunity for those interested in furthering their careers entitled Leadership Development. She has also created a search training for professional and faculty hiring committees. This will be an invaluable resource for our campus community. HR will roll out these learning opportunities in the near future.
Emily will begin her role in Talent Acquisition with Metric Theory LLC, located in New York City, post graduation. Congrats, Emily!
- Employee Self-Testing Information (Starting week of April 12, 2021)
Employees will shift to self-testing the week of April 12, 2021. You will receive a packet with six test kits, six labels with your name and date of birth pre-printed, and instructions for the self-test process. Instructions for how to use the test kit were documented in a video made by the wonderful students of Geneseo First Response.
Test kit packets will be handed out starting on April 5 at Sturges Hall when you arrive for the final onsite testing.
Beginning the week of April 12, tests must be dropped off each week by no later than Thursday before 2 PM. Completed tests can be dropped off at one of the following locations: Sturges, room 111; Schrader, room 19 (just outside UPD); or near the main entries of Erwin, Letchworth, or Red Jacket. It is recommended that you mark a reminder on your calendar each week so you remember to test. In addition, larger departments may request that employees continue to test and drop the test off on their regular day so it reduces the probability of employees in the same department ending up in the same pool. Please direct such questions to your immediate supervisor.
If you need help with the test registration process please reach out to your supervisor for assistance. Please make sure you know your username (email address) and password.
Please direct questions to Human Resources at firstname.lastname@example.org.
- Employees Now Have Access to Individual Pooled Test Results
We’ve also been notified by Upstate Medical that beginning on Monday, March 22, students, staff, and faculty will be able to access test results the same way you register the pooled test barcode. While you will not receive an alert, pooled results will be available within 48 hours. If your pool is negative, you will see the result “presumed negative.” If you’re in a positive or indeterminate/invalid pool, your result will show as a “positive pool.” If your result is not determined yet, it will show as “pending”.
As of Monday, March 29, if you are identified in a positive or indeterminate/invalid pool, your initial result will be shown as “pending,” and you will receive an email alert from Upstate. You will also receive a call from a member of the Human Resources staff if you are found to be in a positive pool. If results come in overnight you will receive the call the following morning. Employees identified in a positive pool will need to precautionary quarantine until the individual test results are posted. Employees who are able to work remotely may do so during this time period.
The results of pooled testing are now considered diagnostic/clinical results, and you will be able to download a pdf of your results from your Upstate profile page. In some circumstances, for example, the negative pooled result can be used as proof for an employer or other activities where you need a negative test before you can participate. You no longer need a MyChart account to view results.
- Time-off to Receive the COVID-19 Vaccination (March 2021)
Governor Cuomo signed legislation granting public and private employees time off to receive the COVID-19 vaccination. Under this new law, employees are granted up to four hours of excused leave per injection that will not be charged against any other leave the employee has earned or accrued. The following points are emphasized in the Time and Attendance Rules:Employees who received a vaccination during work hours prior to March 12, 2021, are required to charge leave accruals or be granted a leave without pay. The appointing authority may require satisfactory medical documentation that the employee's absence was for the purpose of the COVID-19 vaccination. Geneseo is not requiring documentation to support absences to obtain the vaccine. Employees are expected to coordinate time off with their supervisors in advance to ensure the appropriate staffing coverage is not impacted. Employees are entitled to a leave of absence for COVID-19 vaccinations scheduled during the employees' regular work hours. Employees who undergo vaccinations outside their regular work schedules do so on their own time.
Time and Attendance System:
- Select the date from the calendar for the day you will be receiving the vaccine.
- Enter the amount of time off you need to obtain the vaccine.
- In the non-chargeable section, select the COVID-19 Vaccination. The system will allow two (2) time off requests of up to four (4) hours each.
The Time and Attendance system has been updated to allow for a COVID-19 Vaccine drop-down option in the non-chargeable category.Select the Time-off Request Form.
- Update on Vaccine Eligibility (March 2021)
Per the updated NYS DOH COVID-19 Vaccine Program guidance, all in-person, essential staff at our colleges and universities are now eligible to receive the COVID-19 vaccine at any State or Local Health Department operated vaccine site effective immediately. You may need to show your employee ID card at the vaccination site to indicate your status as essential services personnel. Please check your card to ensure "Essential Services" is printed on the front of the card.
In addition, all public-facing employees working on-site are eligible to receive the vaccine. This includes our student employees who are working onsite. Employees will need either a recent paystub or your employee ID card as proof of employment.
To find State and Local Department of Health vaccine locations you can access the NYSDOH Site under the eligibility section of the site and follow the steps. You can also contact or access the website for your local DOH for upcoming clinics and scheduling procedures.
In addition, effective March 17, all public-facing government and public employees will be eligible for the vaccine.
- BizLibrary Update
Did you know SUNY Geneseo’s online learning platform, BizLibrary, includes hundreds of videos that are 15 minutes or less in length? You can easily filter the large content library by duration and find a quick video that fits into your busy schedule.
To learn more visit: https:geneseo.bizlibrary.com
Do you have specific training needs? We can help! Contact Christa Aldrich at X5627 or email@example.com.
BizLibrary is your go to resource for learning and development.
This month, take some time out of your day to log in and browse the library. Choose a new skill or topic area that you want to focus on and create a playlist for yourself to continue learning all month long!
Check out all available courses by visiting: geneseo.bizlibrary.com
BizLibrary is available anytime, from anywhere with an internet connection.
You have unlimited access to thousands of streaming videos for your ongoing development, including lessons on how to be more creative and productive in your role!
Check out all available courses by visiting: geneseo.bizlibrary.com
- 2021 New York State Health Insurance Program (NYSHIP) Option Transfer Period & Pre-Tax Contribution Program (PTCP) Election Period
The 2021 NYSHIP Option Transfer Period runs through December 31, 2020. The PTCP Election Period runs concurrently with the Option Transfer Period. Health Insurance plan and pre-tax changes are effective January 7, 2021, for the 2021 plan year.
2021 NYSHIP Option Transfer Period
The Option Transfer Period is here! This is the time to choose the health insurance option you want for 2021. Eligible employees* may also be able to opt-out of coverage for the 2021 plan year for an incentive payment if eligible. *UUP-represented employees are not eligible to participate in the opt-out program.
During the Option Transfer Period you can:Change your NYSHIP plan Change your Pre-Tax Contribution Program (PTCP) election Change from Family to Individual coverage (regardless of whether a qualifying event has affected your dependents' eligibility) Change from Individual to Family coverage (late enrollment provisions will apply) Voluntarily cancel your coverage (regardless of whether a qualifying event has affected your eligibility)
NYSHIP OPT-OUT PROGRAM INFORMATION 2021
Planning for Option Transfer 2021 booklet - See Opt-out Program information and FAQs starting on page 3. For current enrollees, it is NO longer necessary to re-enroll in the Opt-out Program each year!
Pre-Tax Contribution Program (PTCP) Election Period
If You Choose to Participate in PTCP (Before Tax)
Under PTCP, your health insurance premium is deducted from your paycheck before taxes are withheld, which may lower your tax liability. In exchange for this reduction in your tax liability, you agree to maintain the same pre-tax health insurance deduction for the entire plan year, unless you experience a qualifying event that would allow you to make a change or cancel your coverage and provide timely notification (within 30 days) of the event.
If You Choose NOT to Participate in PTCP (After Tax)
If you decline participation in PTCP, your health insurance premium will be deducted from your paycheck after taxes are withheld. Enrollees who do not participate in PTCP may have greater flexibility to make changes to their NYSHIP coverage during the year, as long as those changes are consistent with NYSHIP rules.
***NO ACTION IS REQUIRED TO KEEP YOUR CURRENT PTCP STATUS.***
How can I find out my PTCP status? Your paycheck shows whether or not you are enrolled in PTCP.If you are enrolled in PTCP, your paycheck stub shows "Regular Before-Tax Health" in the Before-Tax Deductions section. Your health insurance premium is deducted from your wages before taxes are withheld. If you are not enrolled in PTCP, or part of your deduction is being taken after-tax (e.g., for a non-federally qualifying dependent), your paycheck stub shows "Regular After-Tax Health" in the After-Tax Deductions section. Your health insurance premium is deducted from your wages after taxes are withheld.
FORMSNYS Health Insurance Transaction PS404 Form NYS Opt-Out Attestation PS409 Form
DEADLINES & EFFECTIVE DATES
December 31, 2020 - Deadline for submitting a signed Health Insurance Transaction Form (PS404), required enrollment documentation, and any other enrollment forms to Human Resources & Payroll Services in Doty Hall 318.
January 7, 2021 - New health insurance options begin for the plan year 2021.
January 6, 2021 - The earliest paycheck in which a deduction change will be made.
January 7, 2021 - Tax elections become effective with the first paycheck of 2021.
***NO ACTION IS REQUIRED IF YOU WISH TO KEEP YOUR CURRENT HEALTH INSURANCE OPTION AND STILL QUALIFY FOR THAT PLAN.***
2021 NYSHIP CHOICES & RATESHealth Insurance Choices for 2021
This booklet explains the options available to you under NYSHIP. It is an invaluable tool to assist you in making the right health plan choice for you and any dependents. Health Insurance Choices Supplement 2021 (for PEF & PBANYS ONLY)
PEF & PBANYS represented employees should refer to this document in place of pages 13-23 in the Health Insurance Choices 2021 for information on your Empire Plan benefits. Planning for Option Transfer 2021 booklet Geneseo 2021 Local Health Insurance Plan Rates
- NYSHIP Rates & Deadlines 2021 for M/C, CSEA, NYSCOPBA & UUP
- NYSHIP Rates & Deadlines 2021 for PBANYS, PEF
This NYS Department of Civil Service website provides printable, more detailed information than the CHOICES booklet for each health plan. NYSHIP Health Plan Websites (Empire Plan, Blue Choice, BlueCross BlueShield of WNY, Independent Health, and MVP of Rochester and Provider Lookup Tools
- 2021 SUNY Voluntary Savings Plan Notice & Maximum Contribution Limits
The State University of New York provides employees with the opportunity to save for their retirement through the SUNY Voluntary 403(b) Plan and the NYS Deferred Compensation 457 Plan. Participating in a voluntary savings plan is a great way to build your retirement savings and allows for retirement savings on a pre- and post-tax basis. All employees who receive a W2 from SUNY are eligible to participate in the SUNY Voluntary Savings Options. The contribution limits for 2021 did not increase.
Quick LinksSUNY Voluntary Savings Program SUNY Universal Availability Notice SUNY Voluntary 403(b) Tax-Deferred Annuity Program SUNY Roth 403(b) Option New York State Deferred Compensation (Campus Representative: Mark Wallace - (716)-903-7253 firstname.lastname@example.org) SUNY 403b/SUNY Roth 403(b)/NYS Deferred Comp 457 Comparison Chart
HOW DO I MANAGE MY ACCOUNT (MAKE CHANGES TO CONTRIBUTION DEDUCTION)?
I AM NOT CURRENTLY ENROLLED. HOW DO I ENROLL?
New Employee - How to Enroll in the SUNY Voluntary Savings Program
See here for guidance with deduction effective dates.
HOW MUCH CAN I CONTRIBUTE?
For 2021 you can contribute up to $19,500 per year. If you are age 50 or older anytime in 2021, you can contribute an additional $6,500, for a maximum of $26,000. Please remember that you are responsible for tracking and reporting the amount of all your contributions to the plans so that the total amount of all your annual contributions to all plans in which you participate do not exceed the limit.
***If you currently contribute over the maximum amount and plan to continue contributing over the maximum amount for the plan year 2021, you must complete this Salary Reduction Google Form by December 11, 2020. If you have any questions about contributing over the maximum amount, please contact Kim Truax, Payroll Coordinator, at x5599.***
- Productivity Enhancement Program (PEP) for 2021 (CSEA, M/C 06, M/C 13 & UUP)
The enrollment period for the Productivity Enhancement Program (PEP) for the 2021 plan year will begin on Monday, November 2, 2020, and end on Monday, November 30, 2020, close of business. Completed enrollment forms should be mailed to Human Resources, Doty Hall 318, or emailed to email@example.com.
PEP allows eligible employees to exchange previously accrued annual leave (vacation)* for a credit to be applied toward their employee share of NYSHIP premiums on a biweekly basis.
Eligible full-time employees who enroll in PEP for the 2021 plan year will forfeit annual (vacation) leave* at the time of enrollment in return for a credit to be applied toward the employee share of their NYSHIP premiums, in accordance with the PEP guidelines for their employment group (e.g., CSEA, M/C, UUP). Eligible part-time employees who enroll in PEP will forfeit annual leave in accordance with the PEP guidelines for their employment group.
UUP and M/C Unclassified (13)
Please click on the link below for more details on the PEP program, eligibility, and enrollment form.
NOTE: UUP faculty are not eligible for the PEP program as faculty do not accrue annual (vacation) leave accruals.
CSEA and M/C Classified (06)
Please click on the links below for more details on the PEP program, eligibility, and enrollment form.
*NOTE: CSEA & M/C Classified (06) can exchange previously accrued annual leave (vacation) and/or personal leave.
- NYS Flex Spending Account - Open Enrollment 2021
The 2021 NYS Flex Spending Account (FSA) open enrollment period begins November 2, 2020, and ends November 30, 2020, at 10:00 pm ET. To be eligible to enroll in the FSA, state employees must be annual-salaried, work at least half-time, meet the eligibility criteria for enrollment in the New York State Health Insurance Program (NYSHIP), and be expected to be employed for the entire 2021 calendar year. January 6, 2021 is the first deduction taken from Administrative Payroll participants.
Quick Links:2021 NYS Flex Spending Account Enrollment Book
FSA Program Information
How to Enroll
Questions? Get Answers!
How to Manage Your Account
Why Should I Enroll? If you are paying for dependent care expenses in order to work, have medical expenses that are not covered by your health insurance plan, or are planning to finalize an adoption, you are paying for those expenses with dollars that have already been taxed. By enrolling in the FSA, you will pay for your dependent care or health care expenses with whole dollars—before federal, state, and social security taxes are taken from your salary. Estimate your savings by using the tax calculator. You will also save on your adoption expenses because you will pay lower federal and state taxes due to your pre-tax contributions (where applicable).
What is the "use it or lose it rule"? Plan your contribution amount carefully! Because of the tax advantages of the FSA, the Internal Revenue Service (IRS) has strict guidelines for its use. One of these guidelines is commonly known as the “use it or lose it” rule. Put simply, if you contribute pre-tax dollars into your FSA account and then do not have enough eligible expenses during the plan year to equal the amount you contributed, you will lose the balance remaining in your account when the plan year ends. That is why it is important to plan carefully before deciding how much to contribute. With careful planning, you can minimize the risk of losing any of your contributions. Participants have until March 31, 2022 to submit any eligible unreimbursed expenses from the 2021 plan year. But remember—if you plan properly, you are unlikely to forfeit any of your funds. In addition, if you enroll in more than one FSA benefit, funds can’t be transferred between accounts.
Is there an employer contribution to the DCAAccount? The DCAA employer contribution will be available in 2021 for unions that have agreements to participate in the employer contribution program. The following employees are currently eligible for the employer contribution: M/C and employees represented by CSEA, UUP, NYSCOPBA, or GSEU. The employer contribution may be available to state employees in other bargaining units for the 2021 plan year pending the conclusion of negotiations and ratified contracts. Based on salary, the employer contribution may provide up to $800 for eligible employees who enroll in the DCAA. The 2021 plan year employer contribution rates are:
If Your Salary is... The Employer Contribution is... Under $30,000 $800 $30,001 - $40,000 $700 $40,001 - $50,000 $600 $50,001 - $60,000 $500 $60,001 - $70,000 $400 Over $70,000 $300 GSEU Employees only
(regardless of salary)
How do I enroll? Apply online with an easy, paperless application process. Just submit your application for enrollment online at goer.ny.gov/FSA or by telephone at 1-800-358-7202. You will need your NYS ID number, which is located on your paystub, to complete your application. The deadline for 2021 enrollment is November 30, 2020, at 10:00 p.m. ET and is strictly enforced. Please be sure to enroll by November 30. If you are enrolled for the 2020 plan year, you must re-enroll to continue your benefits in 2021.
2021 Open Enrollment CalendarNovember 1, 2020
- Last day to submit change in status applications for 2020 plan year
- Last day to submit requests for adjustments for 2020 plan year
- 2021 Open Enrollment period begins
- New state employees hired during the open enrollment period who have not been assigned a NYS EMPLID may enroll by submitting a change in status application within 60 days of their hire date.
- Open enrollment period ends at 10:00 p.m. ET
- First day to submit change in status applications for 2021 plan year
- Confirmation notices sent to all applicants
- First deduction taken from Administrative Payroll participants
- Deadline for correcting administrative errors resulting from open enrollment process
- Deadline for submitting claims for 2020 plan year
- The Adoption Advantage Account lets you pay for expenses related to the adoption of an eligible child with pre-tax dollars.
What is The (FSA)? The FSA is a state employee benefit that saves you money by allowing you to pay for certain expenses with pre-tax dollars. Under this program, you can choose from three different benefits:The Health Care Spending Account (HCSA) currently lets you set aside any amount from $100 up to $2,750 for the 2021 plan year to pay for health care expenses that are not reimbursed by your health insurance or other benefit plan. However, only medically necessary medical, hospital, dental, vision, hearing, and prescription drug expenses for you, your spouse, and your eligible dependents can be reimbursed by your HCSA. The Dependent Care Advantage Account (DCAA) allows your family to set aside up to $5,000 in pre-tax salary for eligible custodial child care, elder care, or disabled dependent care expenses that are necessary for you and your spouse, if you are married, to work.
- NYSHIP - Notice about IRS Tax Form 1095-C/1095-B
Beginning with the 2019 plan year, the provision of the Patient Protection and Affordable Care Act (PPACA) known as the Individual Shared Responsibility Payment (sometimes called the “penalty” or “individual mandate”) no longer applies. However, to comply with PPACA, the State of New York is still required to send Internal Revenue Service (IRS) Tax Form 1095-C to all full-time employees, any other NYSHIP enrollees who are Empire Plan-primary, and any NYSHIP enrollees who cover any Empire Plan-primary dependents. This includes applicable enrollees covered under The Empire Plan or any NYSHIP Health Maintenance Organization (HMO). The Form is scheduled to be mailed in late January.
If you receive IRS Tax Form 1095-C, review it for accuracy and retain it with your tax records. You do not need to return the Form to the State of New York, and it does not need to be filed with your federal or state income tax return. If any of the information contained on your IRS Tax Form 1095-C is inaccurate, call the “contact telephone number” located in box 10 of the Form to correct any errors.
NYSHIP enrollees who are Medicare-primary or who provide coverage to any dependents who are Medicare-primary should note that enrollment information for Medicare-primary members will not appear on IRS Tax Form 1095-C. Medicare-primary enrollees may receive a separate Form 1095-B from Medicare.
If you were enrolled in a NYSHIP HMO plan for all or a portion of 2019, you will receive IRS Tax Form 1095-C from the State of New York, as well as a similar form, Form 1095-B, from your HMO.
- 2021 - Special Deductions for Summer Health Plan Coverage for 20 Pay and 21 Pay NYSHIP Enrollees
Employees who receive less than 26 paychecks each year must have extra health insurance deductions taken to cover the summer months prior to their removal from the payroll. NYS Employee Benefits Division (EBD) attempts to take the deductions for summer health insurance coverage before the employee goes off the payroll. If NYS EBD is unable to take all the deductions, any outstanding balances will be taken when the enrollee returns to active status on the payroll (fall semester for faculty). If the enrollee does not return and is no longer active on the payroll, NYS EBD will bill the enrollee for the remaining balance.
The paychecks impacted by the special deductions are as follows:
PAYCHECK DATES EXTRA DEDUCTIONS TAKEN: 05/12/2021 2 extra deductions for 06/23/2021 & 07/07/2021 05/26/2021 2 extra deductions for 07/21/2021 & 08/04/2021 06/09/2021 2 extra deductions for 08/18/2021 & 09/01/2021
In summary, in addition to your regular deduction on regular paycheck dates, you will also have 2 additional health insurance premium deductions taken each paycheck date to cover for summer months of health coverage.
- Health Insurance Marketplace Information & Notice
The Health Insurance Marketplace, commonly known as the Health Insurance Exchange, was created under the Patient Protection and Affordable Care Act (Federal Healthcare reform).
What is the Health Insurance Marketplace? The Marketplace is designed to help you find health insurance that meets your needs and fits your budget. The Marketplace offers “one-stop shopping” to find and compare private health insurance options. You may also be eligible for a new kind of tax credit that lowers your monthly premium right away.
Does Employer Health Coverage Affect Eligibility for Premium Savings through the Marketplace? Yes. If you have an offer of health coverage from your employer that meets certain standards, you will not be eligible for a tax credit through the Marketplace and may wish to enroll in your employer’s health plan. However, you may be eligible for a tax credit that lowers your monthly premium, or a reduction in certain cost–sharing if your employer does not offer coverage to you at all or does not offer coverage that meets certain standards. If the cost of a plan from your employer that would cover you (and not any other members of your family) is more than 9.5% of your household income for the year, or if the coverage your employer provides does not meet the “minimum value” standard set by the Affordable Care Act, you may be eligible for a tax credit¹.
Note: Because the State provides very comprehensive benefits and pays a high percentage of the cost of coverage, the vast majority of State employees who are eligible for NYSHIP coverage will not be able to obtain lower-cost coverage under the Marketplace. A customer service representative for The Marketplace can be reached at 1-855-355-5777.
More information about the Marketplace can be found at http://www.nystateofhealth.ny.gov or https://www.healthcare.gov. NYSHIP's General Information Book provides details of the coverage provided to employees. It can be accessed by clicking here.
¹An employer-sponsored health plan meets the “minimum value standard” if the plan’s share of the total allowed benefit costs covered by the plan is no less than 60% of such costs.