- Payroll Schedule (2019) (2020)
- Pay Dates & Holidays
- Hours Available in Pay Period (2019) (2020)
- Suspended Operations Time Reporting Guide
- Inclement Weather Time Reporting Guide
New Talent on our HR Team
PEBB OPEN ENROLLMENT: NOVEMBER 1-30!
PEBB Open Enrollment 2020 is a chance for all benefit-eligible employees to make changes to their health or dental plans, enroll or waive coverage for themselves or eligible dependents, and enroll in the Flexible Spending Account and/or Dependent Care Assistance Program. Changes are effective January 1, 2020.
Open Enrollment Fair: November 14, 12pm-2pm, VU 565 A/B/C
Western continues to receive notification of fraudulent unemployment claims being submitted using Western employees’ personal information. After speaking with Employment Security this morning, due to the high volume of calls and emails they are receiving, they have made changes to their process and updates to their website. Read more.
The Remote Work Guide for Employees and Supervisors provides information about Managing and Leading Remotely, Teamwork and Communication, Productivity Strategies, Self-care and Wellness, Tools and Technologies, and Learning and Professional Development.
Campus resources, FAQ’s, and announcements regarding COVID-19 can be found at https://www.wwu.edu/coronavirus.
In an effort to practice social distancing, our HR Front Desk will be working remotely but will come in to complete I-9s for new hires by appointment only. To make an appointment, please contact firstname.lastname@example.org or call 360-650-3774.
Location: Old Main Theater Box Office (near Student Business Office Visitor Parking)
As a result of the change to the Suspended Operations Policy, and the potential need for overtime-eligible employees to work remotely and flexibly, Western’s Telework Policy POL-U5415.01 and Permitting Flexible Work Schedule POL-U5410.02 have been cancelled on an interim basis.
Employee W-2s are now available online in Web4U under the Tax Forms link in the Employee tab. If you elected to receive your W-2 electronically, you will not receive a paper copy. If you have not elected to receive it electronically, it was mailed to your W-2 address no later than January 31st. If you have not yet signed up to receive it electronically, you must provide your consent before you can view it on Web4U. Not sure how to read your W-2? You can review Payroll’s W-2 Information Sheet.
In the absence of our in-person workshops, we are moving a number of trainings to be held live via Zoom, and are creating self-paced online options for many activities. Check out the Spring Professional Development workshops to see what is available. If you are interested in customized workshops or consults for your department, email the Professional Development team at email@example.com.
Western takes your health, safety and well being very seriously. As a cautionary measure to protect you from any potential exposure to COVID-19 (coronavirus), Western has decided it’s best that in-person meetings with a Fidelity Retirement Planner be conducted virtually until further notice.
If you have a one-on-one appointment scheduled with a Retirement Planner, they will contact you with instructions for meeting by telephone.
Fidelity is also taking steps to ensure that their services continue with minimal disruption.
Thank you for your patience and understanding.
If you have questions about PA’s, EPAF’s or other related issues, a new HRIS team new email account will send your question to the team, replacing the need to contact an individual team member via email and allowing the team to assist you even if a specific team member is unavailable. The new email is firstname.lastname@example.org
WWU’s current mandatory STAR training will be transitioning to the Leadership Academy:
Questions about what to do if you are in the middle of STAR training and more information about the new Leadership Academy can be found here.
The Payroll Team is excited to announce the addition of Megan Summers as the new Payroll Administrator. You may remember previously working with Megan when she was the Payroll Coordinator here at Western. You can contact Megan at x3544 or email@example.com.
The new 2020 W-4 Form is now available for employees via Web4U. Only new hires and those making withholding changes in 2020 need to fill out the new form. Current employees without withholding changes do not need to fill out the new form, but should perform a “paycheck checkup” using the IRS’ Tax Withholding Estimator to determine if you need to adjust their current withholdings.
Washington State’s new Paid Family Medical Leave Benefit program took effect on January 1st. Under the plan, the Employment Security Department will replace up to 90% of an eligible employee’s typical weekly wage (up to $1000/week) during an eligible leave period. Visit the ESD’s PFML website for more information, including eligibility requirements. You can now apply online for the program.
Beginning January 1, 2020, employees can no longer continue enrollment in the 30- or 60-day long-term disability waiting period due to the State’s PFML benefit. Employees who did not change their waiting period in 2019 defaulted into the 90-day waiting period on January 10, 2020.
Washington State’s Minimum Wage increases to $13.50 per hour effective January 1, 2020. Any current hourly rates below $13.50 will be increased to $13.50 by Human Resources effective January 1, 2020.
The new Labor & Industries/Workers’ Comp Rates have been set for 2020, effective January 1, 2020.
In 2020, the IRS has increased the amount you can contribute into the tax-deferred Deferred Compensation Program to $19,500 annually (under age 50 in 2020) or $26,000 annually (50 or older in 2020). Change your contributions online or call 888-327-5596 for more information.
Whether leaving Western through retirement, layoff or termination we hope the following information will be helpful in your transition.
If you are leaving for medical reasons, please contact FMLA/Disability Services at 360-650-3771.
How much notice do I need to give to my supervisor prior to leaving? How do I give this notice?
Employees who are resigning from Western should provide reasonable notice (no less than two weeks) and indicate their resignation in writing (either via email or letter indicating their last work date) to their immediate supervisor. We encourage you to schedule a one-on-one, or complete an online exit interview.
When is my final paycheck?
Your final paycheck will be issued on the next regularly scheduled pay date following your termination date. It will be distributed as usual (i.e. direct deposit, home address) unless other arrangements are made.
What happens to my vacation leave balance?
If you have a vacation balance, and have 6 months of continuous service the balance of your vacation will be paid on your final paycheck (as long as you have completed your final timesheet). Additionally, for Professional Staff, if you are leaving involuntarily or retiring, your vacation balance will be paid out even if there has not been 6 months of continuous service.
What happens to my sick leave balance?
If you are retiring from your position (as of 01/01/2013) and you are:
Professional Staff: Your sick time will be paid out at 25% into a VEBA account for future medical expenses
Bargaining unit A, D or E: Your sick time will be paid out at 25% into a VEBA account for future medical expenses
Bargaining Unit B: Your sick time will be paid out at 25% into a VEBA account for future medical expenses
Bargaining Unit PTE: Your sick time will be paid out at 25% into a VEBA account for future medical expenses
If you are terminating from your position, your sick time will be forfeited.
When do my medical/dental benefits end?
Your medical/dental benefits end on the last day of the month in which your termination date occurs. Once you terminate, you will receive information regarding COBRA directly from the Health Care Authority – Public Employees Benefits Board (PEBB). If you have questions about COBRA, please visit the PEBB website at http://www.pebb.hca.wa.gov.
What do I do with my keys, library books or other University property?
Arrangements should be made with the appropriate departments to return all University property, such as keys (keys should be returned to the Lock Shop), p-cards, books, uniforms, pagers, cell phones, etc.)
Can I finish the classes I am taking through the Tuition Fee Waiver?
Upon termination, the tuition fee waiver benefit will cease at the end of the current term.
I am being laid off, are there any services to help me with this transition?
Please contact our Employment Administrator, Stephanie Norsby (Stephanie.Norsby@wwu.edu) at 360-650-3306. The Outplacement Center has been established to help employees who are impacted by layoff to understand their benefits, market themselves online, create professional cover letters and resumes, learn/update interview skills and utilize job search resources.
What happens to the ‘Viking Dollars’ on my Western Card?
You will need to submit a written request for a refund of your remaining balance to University Dining Services, Edens Hall 109
Can I still use my parking pass?
If you are no longer an employee, you will become a visitor and no longer eligible for a long-term parking permit. You will be asked to return the permit for a refund. The refund will be prorated from the day Parking Services receives the physical permit.
Can I still use my membership at Wade King Recreation Center?
If you are currently paying your membership dues via payroll deduction, your membership would stop when you terminate. If you paid for your membership in one lump sum, you will be able to continue using your membership until that term expires. There are no refunds on paid memberships; however, your membership will be honored until complete.
Can my child still be enrolled in the Child Development Center?
Your child(ren) can continue for one quarter, if there is space available and no one on the waiting list. There may be opportunities to stay longer, as long as it is not taking a spot from a current student or employee.
Please document the details of your position with the Job Documentation Tool. When complete, this file can be shared with your manager.
Please complete the on-line exit survey before you leave. You can access it now at this link: WWU Employee Exit Survey. If you do not have access to a computer, this form will be mailed to you through campus mail. If you would rather, you can have this interview conducted one-on-one with a Human Resources representative of your choice.
Who: This survey will be conducted with all terminating employees, except for students
Why: We were voted as one of the ‘Great Colleges to Work For’ in 2011 and want to remain best-in-class; you are essential in this process. With the information you provide we will be able to focus on our strengths and opportunities.
Are My Answers Confidential: Your exit interview is filed confidentially in Human Resources. Collective comments, suggestions and concerns (not specific to a person) that could be helpful in correcting working conditions may be shared with departments. If there are any legal, policy or procedure issues that are identified through this process, the information will be shared with the appropriate individuals.
Contact: To initiate a live exit interview you can contact Dennis Dashiell, Assistant Director of Organizational and Professional Development at 360-650-7765 or Dennis.Dashiell@wwu.edu.
For any other exit questions, please contact Stephanie Norsby, Western Employment Administrator at 360-650-3306 or Stephanie.Norsby@wwu.edu.
Employees should consider the following when managing their leave time: