HR UPDATE April 2018

Open Enrollment Period for Health Insurance, Flexible Spending Accounts, and Aflac

May 1 – May 15, 2018

Open Enrollment for health benefits, flexible spending accounts, and Aflac will be Tuesday, May 1 – Tuesday, May 15 this year. The 2018 Open Enrollment period will present monthly premium changes, as well as additional routine vision coverage, new limits on short-acting opioid analgesic drugs, and increased benefits for LiveHealth online services. The online enrollment, EDirect, will not be available for use during this open enrollment period; therefore, all changes will require a paper enrollment form.

Schedule Changes

Human Resources will open at 12:30 p.m. on Tuesday, May 8

On Tuesday, May 8, the Office of Human Resources will be closed until 12:30 p.m. so that faculty and staff may attend the Administration and Finance divisional meeting.

Friday, May 4 - University Closes at 1:00 p.m.

The university will close at 1:00 p.m. on Friday, May 4 in preparation for Spring Commencement ceremonies. President Alger granted four hours of recognition leave for all full-time employees to be used on Friday, May 4. Review the Holiday Schedule and University Closings website for details.

Modified Summer Work Schedule 2018

The university’s modified summer work schedule begins Monday, May 7 and ends Friday, August 17.

DMV 2 Go coming next month

Due to the overwhelming response, DMV Connect, a mobile customer service center through DMV, will be coming back to campus on Tuesday, May 15, 2018, from 10:00 a.m. – 4:00 p.m., on the second floor of the Wine-Price Building!

Human Resources is excited to announce that DMV Connect is equipped to process all DMV transactions including:

  • Applying for or renewing your ID card
  • Applying for or renewing your driver’s license
  • Applying for a Veteran ID card
  • Getting a copy of your driving record
  • Obtaining vehicle titles, license plates, decals, and transcripts
  • Ordering disabled parking placards or plates
  • Getting fishing and hunting licenses
  • Updating your mailing address, voter registration address, and organ donor status
  • Requesting a Personal Identification Number (PIN) to set up an online myDMV account
  • Purchasing an E-ZPass transponder
  • And much more!

Save yourself the inconvenience and the time it takes to go to DMV to complete your transactions; simply visit DMV Connect! Please note there may be a wait based on individual transactions, but it’s still a faster and convenient alternative!

Commencement Crew Volunteers Needed!

Get all ‘Duked’ out in your purple and gold and help us make this year’s Commencement AMAZING!

The Office of University Events (UE) needs “Commencement Crew” volunteers to assist graduates, family members and guests during May Commencement on Friday, May 4 and Saturday, May 5. There are many ways to help make a difference in the lives of our soon-to-be alumni. You are the best people for the job since you know JMU so well!

Save the Dates!

The Benefits Team is busy planning two events for our employees:

  1. The JMU Wellness Fair will be held on Thursday, September 20 at the Festival Conference and Student Center
  2. Money Matters, a financial wellness conference, will be held on Thursday, October 4 at the Festival Conference and Student Center

More details will be coming but mark your calendars now!

Benefits Live Chat

Throughout the business day, a member of the Benefits Team will be available to respond to your question quickly. As we are always looking for new ways to communicate with our employees, we hope that you will find the Live Chat feature helpful.

Benefits Broadcast

Our goal with the Benefits Broadcast is to feature a specific benefit each month. This month’s featured benefit is…

Voluntary Benefits: Guaranteed Whole Life Insurance Policy through

New York Life Insurance Company

Full-time employees who have been employed by the State for at least six months and work at least 30 hours/week are eligible for this guaranteed whole life insurance policy through New York Life. Employees may elect coverage on their spouse, domestic partner, children, and grandchildren with no medical questions if the employee participates.

Some features of the plan include:

  • Premiums are guaranteed never to increase in cost
  • Death benefit is guaranteed never to decrease in value
  • Policy will earn guaranteed cash value
  • Eligible to earn dividends paid by New York Life
  • Eligible for after-tax payroll deductions

For more information, watch this informational video: www.newyorklife.com/new-york-life-at-work-GI/

A New York Life representative will be available to answer any questions or to enroll you the guaranteed issue employee whole life policy on Thursday, April 26 from 9:30 a.m. – 4:00 p.m. on the second floor of the Wine-Price Building.

New Role, Familiar Face

Human Resources is pleased to announce that Tara Roe has accepted the position of Work Life & Engagement Specialist effective April 10. In this new position, Tara will be developing and planning events that strive to provide a satisfactory work-life balance for employees.

Important Graduating Student Worker or FWS Student Worker Reminder

Please be aware that if you have a student worker who is graduating in May or who is graduating in August and NOT taking at least 6 credit hours in the summer they must end their student employment on or before May 5 (the last day of spring semester). If you have a Federal Work Study (FWS) student who will be working over the summer you must either transition them to wage employment or institutional employment (IE) for the summer on or before May 5.

If you have a student worker that will need to transition to wage employment you must submit an ePar to Human Resources in order to hire them as a wage employee. Please note that the employee is not eligible to begin work as a wage employee until they have been cleared by Human Resources. It is the responsibility of the departments to prohibit students from working after May 5 until you receive the confirmation email from Human Resources.

Payroll’s Dollars & Sense

Technology Manager

We are pleased to announce Faith Meadows as Payroll’s Technology Manager. Faith comes to us from JMU’s Accounts Payable office and we’re happy to have her on board.

Summer School Is Quickly Approaching…

For faculty wishing to make tax withholding adjustments for their summer pay, please reference Payroll Service’s summer school calendars under the “Calendars and Deadlines” link on the left sidebar of their web-page @ www.jmu.edu/payroll.

There are two calendars available... a “guaranteed” course calendar and a “contingency” course calendar. Note: A contingency course that “makes” is still considered a contingency course for the purpose of determining your scheduled pay dates.

In order for Payroll Services to assist with the calculations, faculty must provide the following information

  1. The session(s) being taught (i.e. 1st 4 wks, 2nd 6 wks, etc…)
  2. The actual pay dates the payments are schedule to pay out
  3. The exact amount expected
  4. Your PeopleSoft Employee ID Number, or the last four digits of your SSN.

For payroll assistance, please contact Chris Jones (jones5cm), Jessica Hensley (henslejg), or Sherry Willis (willissl).

In an effort to “Go Green”, all adjustments must be made electronically via MyMadison. There is a “DD and W-4/VA-4 Effective Date Table” calendar located under their “Calendars and Deadlines” link as well. This calendar will identify when changes must be made via MyMadison in order for the change to be effective for a particular pay date.

Who Needs a Paycheck Checkup?

The IRS always recommends employees check their withholding at the beginning of each year or when their personal circumstances change to make sure they’re having the right amount of tax withheld from their paychecks. With the new tax law changes, it’s especially important for people to use the Withholding Calculator on IRS.gov, or speak with their tax advisor, to make sure they have the right amount of withholding. Having too little tax withheld can mean an unexpected tax bill or penalty at tax time next year.

Payroll Services encourages all employees to speak with their tax advisor, or use the IRS W-4 Calculator, to ensure they are claiming the proper allowances on their Form W-4.

The Latest About Using JMU’s New Duo Service

The Duo self-enrollment period has ended. If you have not already enrolled in Duo you will NOT be able to access MyMadison or other applications now protected by Duo.

Based on recent feedback, use of Duo for additional systems has been delayed until May 9. On that date, in addition to MyMadison and the JMU SSL VPN, Duo will be necessary to log in to other systems that use a JMU e-ID and password. These include heavily-used systems such as Canvas, WebEx, digital library resources, JobLink, PositionLink, Chrome River, eVA, and others. For a complete list, see http://www.jmu.edu/computing/accountspasswords/services-protected-by-duo.shtml.

Since you will be using Duo more often, make it a habit to keep your Duo-enrolled device with you.

For assistance, contact the IT Help Desk at 540-568-3555, or email helpdesk@jmu.edu.

JMU Talent Development


  • Breathe Well (TD2297)
  • Forest Bathing (TD2298)
  • The Ideal Team Player (TD2235)
  • Advanced AACP Overview (TD2144)
  • Courage at Work (TD2074)
  • Retirement 101: Understanding Your VRS Retirement (TD1212)

Visit Talent Development’s webpage for a listing of all they have to offer!

JMU Telecommunications Rolls Out “Stutter Dial Tone” feature,

Beginning May 8-July 31, 2018

No longer will you have to wonder if your Single Line Phone has a Voicemail Message!

Stutter Dial Tone, for analog Single Line telephones, is a rapidly interrupted dial tone used to serve as a voicemail message-waiting indicator for analog single line telephones.

If you have an analog line (single line phone) and you receive a stutter dial tone when lifting up your handset, please dial 8-4411 to access voicemail and retrieve your message. The stutter dial tone will only sound off for the first three seconds after lifting your handset.

This feature only applies to analog single line telephone users. Digital Telephone (D-Term) users are not affected. D-Term telephones will continue to receive the message waiting light indication for voicemail and will not receive stutter dial tone.

Dennis Little, Director of Telecommunications

What's Happening at UREC?

University Park Now Open

Spring is here and that means University Park is open! Visit “JMU’s Backyard” to play tennis, sand volleyball, disc golf, basketball, soccer, and more! University Park is located at 1090 Devon Ln, on the corner of Port Republic and Neff Avenue, only minutes from campus. Learn more about what University Park has to offer here.

Adventure Equipment Rentals

Going on an adventure? Get the proper gear by visiting the UREC Adventure Center! Available equipment includes: tents, shelters, sleeping bags, cooking equipment, backpacks, climbing shoes, bicycles and equipment, fly fishing kits, kayaks, canoes, stand up paddle boards, car top kits, and so much more! Questions? Visit our Equipment Rentals page for more info.

JMU’s Office of Risk Management

Employees who feel safe at work are more productive. See Workplace Safety.

Employee Appreciation Event

Employee Appreciation Day 2017

JMU’s annual Employee Appreciation event will be held on Thursday, May 10 from 9:00 a.m. - 3:30 p.m. All JMU faculty and staff are invited to participate in the fun!

Activities for Employee Appreciation include:

  • Lunch served at the Festival Ballroom from 11:00 a.m. - 1:00 p.m.
  • Community Service Fair outside the Festival Ballroom
  • Three Bingo Sessions
  • Blood Drive in Alleghany Room
  • Karaoke at Festival Drum
  • Two Movies (Jumanji: Welcome to the Jungle 2017 Version) and Wonder
  • Workshops & Tours

Register for Workshops/Tours/Bingo/Blood Drive in MyMadison. Lunch, Community Fair, Movies and Karaoke do not require registration

Visit the Employee Appreciation website at http://www.jmu.edu/ead/index.shtml for more details on the day’s activities and lunch menu. If you have any questions you can email jmuad@jmu.edu.

Take Our Daughters and Sons to Work Day 4/26/18

The Take Our Daughters and Sons To Work Foundation has designated Thursday, April 26, 2018 as Take Our Daughters and Sons To Work© Day; an opportunity to create an enriching educational experience for our daughters and sons, nephews, nieces, grandchildren, and even our neighbors’ and friends’ children.

JMU encourages you to create your own personal agenda to embrace the day, or a portion of it, in a way that is meaningful to you and a child.

A few necessary details to take into consideration before planning your day:

  • Children 8-15 years of age may participate provided there is parental or mentor supervision.
  • Seek your supervisor’s approval before planning the child’s visit.
  • Activities must comply with departmental policies.
  • Check-in with your co-workers to see if they are okay with possible distractions.
  • Don’t forget to plan the visit around important meetings, tasks, events that are occurring.
  • Some areas of your work environment may contain hazards for children and should be avoided.
  • Does your child’s school consider this an excused absence?

Questions may be directed to JMU’s new Work Life & Engagement Specialist in Human Resources, Tara Roe, roetb@jmu.edu, 540/568-5533.

Human Resources is dedicated to customer service, a positive approach to change and the pursuit of excellence that promotes university and individual success.


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