HR Update June 2020

Juneteenth Holiday – Friday, June 19

In response to the Governor’s declaration of Juneteenth as a state holiday, the university will now be closed Friday, June 19.

Juneteenth is the oldest known commemoration of the end of slavery. Enslaved people in Galveston, Texas finally heard that the Civil War had ended on June 19, 1865 and learned that the Emancipation Proclamation freed them nearly two years earlier. The full announcement from the Governor of Virginia can be found here.

Four hours of leave will be granted this Friday to observe this holiday. Full-time employees are expected to work 36.00 hours during the Juneteenth holiday week.

To ensure that eligible employees receive the full 8 holiday hours for Juneteenth, the university will grant 4.00 hours of recognition leave to all full-time classified staff and A&P Faculty to use at their discretion in its full 4.00-hour increment on or before Monday, December 21, 2020.

This 4.00 hours of additional recognition leave will be effective Friday, June 19 but not visible in MyMadison until Friday, June 26, 2020. Once visible, you may then select the RL TAKEN option in MyMadison to use the leave.

Questions may be directed to Reagan Neese, Leave Specialist, at neeserw@jmu.edu

Campus Fireworks Display

University Holiday - July 3

The university will be closed Friday, July 3 (4.00 Hours Holiday Leave will be granted) in observance of the Independence Day holiday. Full-time employees are expected to work 36.00 hours during the Independence Day holiday week. Any hours short of a 36.00 hour workweek should be charged to available leave. Please see the Modified Summer Work Schedule website for additional information.

A&P Faculty Leave Year End

The 2019-2020 A&P Faculty Leave Year will end on June 30. All outstanding A&P Faculty Leave requests for the period between July 1, 2019-June 30, 2020 must be entered into MyMadison and approved by a supervisor by 5:00 p.m. on Sunday, July 5, 2020. Though the 2020-2021 A&P Faculty Leave balance is effective July 1, 2020 and is available for use on that date. A&P faculty will not be able to view the new leave balance or enter leave requests for the new year to MyMadison until Tuesday, July 7 due to year-end processing. Please hold on entering leave requests for the 2020-2021 leave year until after July 6. For additional information on A&P Faculty Leave, please visit A&P Faculty Leave Frequently Asked Questions.

Mid-Year Leave Liability Reporting

In order for the university’s leave records to be as accurate as possible for the Commonwealth Leave Liability Report, it is important that all full-time employees enter all outstanding leave requests for the January 10 through June 30 time frame into MyMadison prior to June 30 for supervisor approval. Supervisors must act on their requests by Sunday, July 5. This will provide a snapshot of all leave balances as of the end of the fiscal year.

Leave System Maintenance

MyMadison and Manager Self-Service for leave entry/approval will be unavailable to all employees on Monday, July 6, for A&P Leave Year End processing. Leave entry/approval will resume as usual on Tuesday, July 7. For questions about this or any other questions about leave, please contact Reagan Neese, Leave Specialist, at neeserw@jmu.edu.

July 1 - Payday

Payroll Services

Due to the new fiscal accounting year, payday will be July 1. Payday will NOT be June 30.

Flexible Spending Account (FSA) Grace Period for 7/1/2019-6/30/2020 Plan Year

In an effort to meet the needs of state employees during these extraordinary times, the Department of Human Resource Management Office of Health Benefits is adding a one-time Grace Period to the 2019-2020 FSA Plans, which will extend the period to incur claims until October 31, 2020. Please see the Q&As below for additional information:

Q1. What is a Grace Period?

A1. A Grace Period is a predefined time frame after the plan year ends that enables participants to spend down any remaining funds from the previous plan year.

Q2. How does this apply to state employees?

A2. State employees who are enrolled in the HFSA or the DCFSA on June 30, 2020 and have a balance remaining may continue using those funds to file for claims incurred from July 1, 2020 through October 31, 2020. All claims must be submitted by November 30, 2020 in order to be eligible for reimbursement under the Grace Period.

Q3. Does the Grace Period apply to me if I canceled my FSA prior to June 30?

A3. No, it only applies to those participants with an active FSA on June 30.

Q4. How do I get reimbursed from my previous plan year funds?

A4. You may use your FSA card, file claims online, or file paper claims.

Q5. Can I use my FSA Card to pay for the previous plan year expenses?

A5. Yes, the FSA card can be used to reimburse expenses for the plan year starting July 1, 2020, as well as expenses for the previous plan year. Previous plan year funds are used first and the FSA card may only be used through September 15, 2020 for these funds. You will need to file online or submit paper claims for eligible expenses from September 16, 2020 to October 31, 2020 to be reimbursed using previous plan year funds.

Q6. How do I obtain paper claim forms?

A6. You may log in to www.payflex.com or call customer service at 1-855-516-8595.

Q7. Can I roll any remaining funds after October 31 into the 2020-2021 plan year’s account(s) at the end of the Grace period?

A7. No, there is no rollover provision with the state’s FSA program.

Q8. What if I didn’t re-enroll in the FSA(s) for the 2020-2021 plan year?

A8. The grace period applies to anyone who was enrolled on June 30th. If you didn't re-enroll, your HFSA card will be deactivated and you will need to file paper claims.

Q9. What if school, daycare etc. is not back in session by next fall? Can I get a refund then?

A9. No, you may decrease or cancel your DCFSA going forward. The election request must be received within 60 days of the change in your Dependent Care expenses, along with documentation of the change in expenses. If you do not have the documentation, do not miss your deadline. The documents can be submitted later.

Q10. What happens if I inadvertently have a claim paid from both plan years?

A10. The vendor system will prevent this from happening. It is programmed to use the previous plan year funds first.

Q11. I planned carefully for my expenses in the new plan year. If I am reimbursed for some of these expenses with last year’s funds, can I change my election?

A11. No, 2020-2021 FSA elections can only be changed with a valid qualifying midyear event.

If you have any other questions concerning this one-time grace period for Flexible Spending Plans, please email benefits@jmu.edu or call 1-540-568-3593.

Final Health Insurance Premiums Reflect No Increase over Previous Plan Year

The Department of Human Resource Management has finalized the 2020-2021 plan year health care premiums. The plan rates will remain the same as this current year, which is different information than what you received in the Spotlight during Open Enrollment. These final rates are effective July 1, 2020.

Open Enrollment Changes

Health Insurance, Aflac, and flexible spending account changes that occurred during open enrollment are reflected on your July 16 pay advice. Review your pay check in MyMadison for accuracy. See a discrepancy? Contact benefits@jmu.edu immediately.

Virginia Retirement System Member News

Be sure to read the latest issue of Member News from VRS. Included in this issue is information regarding Emergency COVID-19 defined contribution account withdrawals, registering for your MyVRS account, a 2020 legislative summary, and many other topics. Subscribe to Member News directly for the latest updates.

Benefits Broadcast

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

Premium Rewards

Dollar Bills and SAVE Scrabble Tiles

Premium rewards are reductions in health plan premiums for participants in the COVA Care and COVA HealthAware plans who complete an online health assessment. An employee or their enrolled spouse can reduce the premium by $204 annual ($17/month) or $408 annually ($34/month) for both employee and enrolled spouse if they fulfill the requirements to earn a premium reward. Upon completion, you can anticipate receiving the premium reward in 6-8 weeks.

Below is a step-by-step guide to assist you in completing your online health assessment in order to receive your premium reward:

COVA Care Plan:

  • Login at: www.anthem.com
  • Select My Health Dashboard from the top navigation menu
  • Select Programs
  • Under Programs, select “Learn more” on the WebMD Health Risk Assessment card
  • Click “Start your assessment” to begin

You may also access the Health Assessment through the Sydney Health app on your mobile device:

  • Log-in to Sydney
  • From the Sydney Welcome screen, you can click on the menu button
  • Choose “My Health Dashboard” from the menu list
  • Scroll down and click on “Programs”
  • Scroll down the program list to the Health Assessment option

You may also contact Anthem at 1-800-552-2682 to complete a health assessment by telephone.

COVA HealthAware Plan:

Accessing from a browser:

  • Login at www.aetna.com
  • From the menu on the top left, select Stay Healthy, then select Discover a Healthier You
  • Once the Member Engagement Platform opens, select Health Assessment within the welcome message on the main screen or within the Records in the top menu

Accessing from the Aetna Health mobile app:

  • Login to the Aetna Health mobile app
  • Select the Improve tab
  • When accessing this tab for the first time, select Get Started
  • When accessing this tab after the first time, select Health Survey

June’s Social Security Column Newsletter

Want to stay up-to-date on your benefits? Text HRBenefits to 81437 and receive important benefits information via text.

JMU’s Professional & Continuing Education is offering several virtual summer camps for K-12th grades in June and July!

While we will miss seeing you in person this summer, we look forward to seeing you online and in upcoming programs this year!

Spaces are filling up fast- register for an online program today at www.j.mu/summer2020

Virtual Youth Programs Poster

JMU Talent Development


***Extra Session on Tuesday, June 23: Communication: Introduction to Nonviolent Communication***

Because we had so much interest in this webinar workshop, we have added an extra session on Tuesday, June 23, 10:30 a.m. to 11:45 a.m. Enrollment is limited to 15 people. We hope you can join us. Nonviolent Communication (NVC) was designed as a way of resolving conflict, yet its application is wide-ranging and its use improves understanding and compassion and strives to meet the needs of all involved. The third week of each month will continue with a more in-depth exploration of NVC, as well as other topics related to effective communication.

Coming up in July!

  • Customer Service: Our Customers (TDW702)
  • Self-Awareness: Be Impeccable with Your Word (TDW802)
  • Communication: Feeling Language (TDW102)
  • Team Building: How Do You Make Goals Happen (TDW602)

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

Risk Management's Monthly Safety Tips

June’s Safety Tip: How to assess your home office configuration to help prevent injury when working from home

Department of Labor and Industry: The Importance of Wearing a Mask

People Wearing and Not Wearing Masks

COVID-19 : Important Updates to University Operations

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


JMU Photography Services, V. Altounian/Science, JMU's Continuing & Professional Education