Human Resources and Payroll

Home Page Announcement Archive

 

Interested in seeing archived announcements more than 2 years old? Please contact Human Resources and Payroll

Posted February 18, 2020

Try Teleworking During Telework Week 2020

Have you ever wanted to try teleworking? Now's the time!

Over the university's spring break from March 9-13, 2020, Mason is celebrating Telework Week.

If you want to participate, fill out a Flexible Work Agreement and submit it to your supervisor for approval: 

When filling out the form:

 

If you have any questions, please contact worklife@gmu.edu.

____________________________________________

 

Posted February 17, 2020

Compensatory Leave Reminder

Have you earned compensatory leave? Make sure you are aware of the compensatory leave

limits and expirations:

You can review your leave balance by visiting Patriot Web. If you have questions, please email payroll@gmu.edu.

____________________________________________

Posted February 17, 2020

Child Abuse and Neglect Reporting

While everyone should be concerned about child abuse and neglect, the law requires certain individuals to report suspected instances.

In 2012, the Virginia General Assembly (SB 239) added, "any person employed by a public or private institution of higher education" to the list of mandated reporters set out in 63.2-1509 of the Code of Virginia. 

Mandated reporters, including all Mason employees, are those persons who, in their professional or official capacity, are required to report instances of suspected child abuse and neglect to the local Social Services Department or to the Department of Social Services (DSS) toll-free child abuse and neglect hotline at 1-800-552-7096. 

For more information, please visit the Employee Relations website.

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Posted January 15, 2020

Compressed Schedules and the Holiday

If you use the compressed schedule work option, please be aware of the upcoming Martin Luther King Jr. Day holiday.For the holiday, full-time employees with compressed schedules receive eight (8) hours of holiday pay and/or compensatory leave per day, depending on the situation, regardless of their compressed schedule hours.

There are three (3) possible scenarios. (These examples are based on a full-time schedule. Leave and pay are prorated for part-time employees.):

With supervisor approval, the employee can choose to temporarily work a traditional work schedule for the week

  • The employee would work eight (8) hours each day of the week that is not a holiday
  • Then receive eight (8) hours of holiday pay for the holiday
  • With supervisor approval, if the employee chooses to continue their compressed schedule and the holiday falls on a day when the employee would normally work:

  • The employee needs to account for their full compressed schedule work hours for the days during the holiday
  • oThe employee receives eight (8) hours of holiday pay for the holiday

    oFor the remaining hours, the employee can either make up the hours during the week or take additional leave during the holiday

    oFor example:If the employee normally works nine (9) hours on a day during the holiday, they will receive eight (8) hours of holiday pay and then will either work an additional hour during the week or take one (1) hour of leave on the day of the holiday

    With supervisor approval, if the employee chooses to continue their compressed schedule and the holiday falls on a day when the employee would not normally work:

  • The employee will enter eight (8) hours for the holiday under compensatory leave earned when they complete their timesheet
  • The employee will then have eight (8) hours of compensatory leave they can use, with supervisor approval, within one (1) year from the pay period in which the hours are accrued (State Policy 3.10)
  •  

    If you have any questions, please contact 703-993-2600 or hr@gmu.edu.

    ____________________________________________

    Posted January 14, 2020

    Electronic 2019 W-2s Available

    Your electronic 2019 W-2 is available online. Retrieving your electronic copy is easy and immediate.

    How to Access Your Electronic W-2:

  • Log in to https://patriotweb.gmu.edu
  • Click Employee Services
  • Choose Tax Forms
  • Choose W-2 Year End Earnings Statement
  • Select the tax year 2019 from the drop-down menu
  • Click "Display"
  • Scroll to the bottom of the screen and choose "Printable W-2"
  • Re-enter your password to allow the display of your unmasked Social Security Number on the printable W-2
  • Your electronic W-2 will be automatically converted into the IRS approved format
  • Use the regular print function on your Internet browser to print as many copies as you need
  •  

    If You Did Not Consent to Receive an Electronic W-2:

     

    More Information:

    ____________________________________________

    Posted January 14, 2020

    New 2020 Form W-4

    The IRS released a new version of the 2020 Form W-4, Employee???s Withholding Certificate. The new 2020 Form W-4 is now available for use via Patriot Web. Current employees may choose to update their withholding information. Once submitted, it will take effect the next immediate pay period.

    Are current employees required to fill out the new 2020 Form W-4?

    What are the changes?

    How do I submit the new 2020 Form W-4?

  • Log in to Patriot Web
  • Select Employee Services
  • Select Tax Forms
  • Select W4 Tax Exemptions or Allowances
  • Select Update at the bottom of the page
  • Select Certify Changes after you update your information
  • Note: You can use the new online IRS Withholding Estimator to calculate the amounts in order to complete the new form.

    More Information

    ____________________________________________

    Posted January 6, 2020

    Let's Move, Mason!

    Physical well-being is an important aspect of how we thrive. To aid in this, we are launching a new initiative for faculty and staff called, Let's Move, Mason! This initiative is designed to get you moving throughout your day in a convenient way that is possible for you. Need some ideas on how to get moving? Check out the attached flyer!

    With the addition of this new initiative, "Who's Walking Wednesday" is getting a new look and title! Now called, "We're Walking Wednesday," instead of weekly walks, this event is changing to a monthly timeframe. Take a walk on campus on the first Wednesday of every month at noon with your campus colleagues! If you would like to lead one of the 12 walks throughout the year starting in January 2020, please sign up here. You do not need to wait for the monthly We're Walking Wednesday to take a walk on campus! We encourage you to get moving in any way you can and want to throughout your day, and that includes getting a walk in on any day of the week.

    Don't forget to show us your moves! Tag Human Resources & Payroll (@GMUHRandPayroll) on Facebook, Twitter, and Instagram. Be sure to use the hashtag #LiveWellMason.

    ____________________________________________

    Posted December 11, 2019

    Timesheets Due Early

    Please be aware that timesheets need to be submitted and approved early due to winter break. 

    Semimonthly

    For pay period ending December 24, 2019, and pay date on December 31, 2019:

    Please record anticipated hours worked by day for December 17 through December 24.

    Biweekly

    For pay period ending December 21, 2019, and pay date on December 27, 2019:

    Please record anticipated hours worked by day for December 17 through December 21.

    The full payroll calendar is available on the HR & Payroll website. Refer to the Winter Break Timesheet Guidancefor more information. If you have questions, please contact hr@gmu.edu.

    ____________________________________________

    Posted December 9, 2019

    Retirement Plan Contribution Limit

    The IRS announced adjustments affecting retirement plan contribution limits for the 2020 tax year.

    How to Increase Contributions:

    Please contact benefits@gmu.edu if you have any questions.

    ____________________________________________

    Posted December 9, 2019

    Member Benefit Profiles

    If you are enrolled in a retirement plan with VRS (Plan 1, Plan 2 and Hybrid), your 2019 Member Benefit Profiles (MBP) are now available on your myVRS account. UnderMy History menu, select Annual Statements.

    The MBP is your annual benefit statement based on information reported by Mason to VRS as of June 30. It provides information on your account balance, retirement eligibility, and eligibility for other benefits, such as group life insurance and the health insurance credit.

    Use your MBPs and myVRS retirement planning tools to help you stay on track with your retirement goals.

    Questions? Contact the Benefits team at benefits@gmu.edu.

    ____________________________________________

    Posted November 11, 2019

    Thanksgiving Timesheet Guidance

    Thanksgiving is almost two weeks away! Refer to the Thanksgiving Timesheet Guidance for information about: 

    ____________________________________________

    Posted November 11, 2019

    Compensatory Leave Reminder

    Have you earned compensatory leave? Make sure you are aware of the compensatory leave limits and expirations:

    You can review your leave balance by visiting Patriot Web. If you have questions, please emailpayroll@gmu.edu.

    ____________________________________________

    Posted November 11, 2019

    Inclement Weather Resources

    Winter weather is fast approaching! Utilize the resources below to prepare.

    Staying Updated

    Stay updated on university closings, late openings, or other weather-related changes to the university's schedule through Mason's switchboard at 703-993-1000, Mason Alert, the university's homepage, as well as local media outlets.

     Telework and Inclement Weather

    Having telework agreements and technology in place in advance can come in handy if Mason experiences an extended weather event or other emergency. Teleworkers (if it is their scheduled telework day) and remote workers continue to work even if:

    Employees working from home during a university closing are expected to continue working unless it is not possible due to power outages or other conditions that prevent them from working. For more details, visit flexwork.gmu.edu.

     Inclement Weather/Emergency Guidance

    With winter fast approaching, please review the Inclement Weather/Emergency Closing Policy

    ____________________________________________

    Posted November 5, 2019

    Kaiser Permanente Mobile Health Van

    Details: December 2, 9 a.m. to 1 p.m., Merten Hall Parking Lot

    The Kaiser Permanente Mobile Health Vehicle is coming to campus! All employees, regardless of insurance, may receive a free biometric screening and flu shot at the Mobile Health Vehicle. Kaiser Permanente members may take care of a variety of healthcare needs by visiting the vehicle.

    For more information, check out the flyer.

    ____________________________________________

    Posted October 22, 2019

    Follow Up Flu Shot Clinic

    Details: November 5, 9 a.m. to 12 p.m., Johnson Center, Gold Room

    Not able to make it to one of the Flu Shot clinics? The Follow Up Flu Shot Clinic is another opportunity to get your flu shot on the Fairfax Campus. Flu shots will be available for COVA members only at this clinic.

    You can complete the flu shot consent form prior to the clinic to ensure a shorter wait time.

    For more information, visit the Life/Work Events and Seminars page.

    ____________________________________________

    Posted October 9, 2019

    Reporting Accidents

    We want to make sure the Mason community stays safe! Please remember to report all accidents, injuries, or conditions that may cause harm to an individual or the university. When dangerous or potentially dangerous conditions are reported, the university can take appropriate action to protect the community.

    Please report the following situations to the university:

     

    Resources Regarding:

    ____________________________________________

    Posted October 8, 2019

    Long-Term Care Program Extension

    The special enrollment period for the Commonwealth of Virginia (COV) Voluntary Long-Term Care Program has been extended to October 25 (originally October 11). Eligible employees under age 65 who apply before the deadline will have fewer medical underwriting requirements. After October 25, full medical underwriting will be required for employees and their family members.

    More information about the program can be found on the VRS website

    Questions? Please contact Genworth at 866-859-6060 or visit Genworth’s website.

    If you have any additional questions, please email the benefits team at benefits@gmu.edu.

    ____________________________________________

    Posted September 25, 2019

    Webinar for 529 Presentation

    Details: October 9, 2019, Live Webinars, 1 – 2 p.m.

    A 529 plan is a savings plan that helps families save for future qualified higher education expenses. Taxpayers enjoy the additional benefit of a state income tax deduction on contributions to their 529 accounts. Learn about saving for future higher education expenses – for yourself or a loved one – at the Virginia529 and Maryland529 webinar!

    Register for the Virginia529 presentation or the Maryland529 presentation. If you have questions, email hr@gmu.edu.

    ____________________________________________

    Posted September 24, 2019

    Virginia Reduces Income Tax Withholding Amounts

    Employees subject to Virginia state withholding may see less state taxes withheld from pay because of withholding formula changes. The change was passed in Virginia’s 2019 I.R.C. conformity bill (H.B. 2529). Mason will implement this change in September 2019, so employees might see a slight decrease in their VA withholding tax.

    ____________________________________________

    Posted September 17, 2019

    Special Enrollment for COV Voluntary Group Long-Term Care Insurance Program

    The Commonwealth of Virginia (COV) Voluntary Group Long-Term Care Insurance Program (LTC) is accepting new enrollees again beginning September 16. Long-term care insurance helps pay for care and service expenses such as nursing home care or at-home care when help is needed with tasks of daily living—usually due to an illness or following a major surgery or injury.

    Open enrollment for the LTC program is set for September 16 – October 11 with coverage beginning December 1. This program is underwritten by Genworth Life Insurance and employees will pay the premiums directly to Genworth. This voluntary coverage is in addition to the basic long-term care coverage for employees that are part of the Virginia Sickness and Disability Program (VSDP).

    To be eligible, the employee must be a current active employee, be at least 18 years of age, and work at least 20 hours a week. This includes wage employees and adjunct faculty members.

    Family members are eligible to apply even if the associated employee does not.

    Note: Those currently enrolled in the COV Voluntary Group Long-Term Care Insurance Program since before December 31, 2016 will continue coverage under that program. There are no plans at this time to transition payroll-deducted employees to direct billing. If you wish to change your policy during this open enrollment period, please contact Genworth to inquire about your options.

     Questions? Visit Genworth’s website or call Genworth at 866-859-6060. Note that Genworth’s website uses Flash and may not work with all browsers.

    If you have any additional questions, please email the benefits team at benefits@gmu.edu.

    ____________________________________________

    Posted September 16, 2019

    Winter Wellness Flu Shot Clinics

    Save the date! The Winter Wellness Flu Shot Clinics will be held at Mason:

    Faculty and Staff:

    OR 

      

    COVA members may print, complete, and bring a flu shot consent form to the clinic to ensure a shorter wait time. Kaiser members will complete a consent form in-person at the clinic.

    Please view the flyer and FAQs for more information. For questions, please email worklife@gmu.edu.

    ____________________________________________

    Posted September 9, 2019

    Long-Term Care Insurance Program

    The Commonwealth of Virginia (COV) Voluntary Group Long-Term Care (LTC) Insurance Program, provided Genworth, is preparing to accept new enrollees again. The open enrollment period for this program will be from September 16 to October 11. More details will be available when enrollment begins. For preliminary information, please see VRS’ website:  https://www.varetire.org/members/benefits/long-term-care/voluntary-long-term-care/index.asp

     You can also join an upcoming informative presentation hosted by Genworth to discuss:

    • What is Long-Term Care

    • The benefits of Long-Term Care insurance

    • Who is eligible for Long-Term Care insurance

    • The process for enrolling in Long-Term Care insurance

     The presentation is on September 25, 2019 at Fairfax, Merten Hall 1201, from 1 – 2 p.m. The presentation will be video conferenced to: 

    • WebEx - gmu.webex.com, meeting number: 645449492  or by phone: 1-415-655-0003

    • SciTech - Colgan 221

    • Arlington - Van Metre Hall B119

     All employees welcome! To register for this presentation, please visit the Genworth Long-Term Care Insurance Presentation details page in MasonLEAPS and click “Request.”

    ____________________________________________

    Posted September 6, 2019

    Happy Heart Walk: September 25, 2019 at Noon

    The Happy Heart Walk is September 25, 2019 at noon on the Fairfax, Arlington, and Sci Tech campuses!

    Bring your walking shoes and your best heart puns because it’s time to get “pumped!” It is time for our annual Happy Heart Walk! This year marks the 11th year of the Happy Heart Walk and we encourage you to join your fellow students, faculty, and staff for a walk across all campuses to promote heart health.

    Awards will be given to the team with the most spirit and to the largest department team…so encourage your colleagues to attend! Did we mention there will be giveaways? Doesn’t that set your heart aflutter? (See what we did there?)

    View the flyer for more details. No need to register. Questions? Please contact worklife@gmu.edu. 

    ____________________________________________

    Posted September 6, 2019

    Register for Healthy Campus Week: September 23-27, 2019

    Healthy Campus Week is September 23 – 27, 2019! Support your well-being by attending the available sessions on leading a healthy life. View the flyer to see a list of sessions throughout the week.

    To register for a session, view the flyer, click on the session you would like to attend, and click “Request” on the MasonLEAPS session page. Sessions will be available via Webex on both the Arlington and SciTech campuses.

    Please register for each session you plan on attending, whether in-person or on Webex, on masonleaps.gmu.edu.

    If you have any questions, email worklife@gmu.edu. To learn more about the Healthier Campus Initiative, visit the Partnership for a Healthier America website.

    ____________________________________________

    Posted September 4, 2019

    Flexible Spending Accounts (FSA) Reminder

    If you were enrolled in flexible spending accounts (FSA) during the 2018-2019 plan year, you have until September 30, 2019, to send Anthem your reimbursement claims and additional necessary documentation. These claims are for eligible expenses that were incurred between July 1, 2018, and June 30, 2019.

    Reimbursement Forms: 

     You may file reimbursement claims by:

     Health FSA Participants:

     For questions, please contact Benefits at benefits@gmu.edu or 703-993-2600.

    ____________________________________________

    Posted August 30, 2019

    Nine-Month Faculty Paychecks

    Nine-month faculty who made changes during the Open Enrollment period in May 2019,  may see adjustments to their first fall paycheck on September 16, 2019. 

     Why?

     

    For questions, please contact Benefits at benefits@gmu.edu or 703-993-2600.

    ____________________________________________

    Posted August 21, 2019

    Compressed Schedules and the Holiday

    If you use the compressed schedule work option, please be aware of the upcoming September 2, 2019, holiday. For the holiday, full-time employees with compressed schedules receive eight (8) hours of holiday pay and/or compensatory leave per day, depending on the situation, regardless of their compressed schedule hours.

     There are three (3) possible scenarios. (These examples are based on a full-time schedule. Leave and pay are prorated for part-time employees):

    1. With supervisor approval, the employee can choose to temporarily work a traditional work schedule for the week

    • The employee would work eight (8) hours each day of the week that is not a holiday

    • Then receive eight (8) hours of holiday pay for the holiday

     

    2. If the employee chooses to continue their compressed schedule and the holiday falls on a day when the employee would normally work: 

    • The employee needs to account for their full compressed schedule work hours for the days during the holiday

    o The employee receives eight (8) hours of holiday pay for the holiday

    o For the remaining hours, the employee can either make up the hours during the week or take additional leave during the holiday

    o For example: If the employee normally works nine (9) hours on a day during the holiday, they will receive eight (8) hours of holiday pay and then will either work an additional hour during the week or take one (1) hour of leave on the day of the holiday

     

    3.If the employee chooses to continue their compressed schedule and the holiday falls on a day when the employee would not normally work: 

    • The employee will enter eight (8) hours for the holiday under compensatory leave earned when they complete their timesheet

    • The employee will then have eight (8) hours of compensatory leave they can use, with supervisor approval, within one (1) year from the pay period in which the hours are accrued (State Policy 3.10)

     

    If you have any questions, please contact 703-993-2600 or hr@gmu.edu.

     ____________________________________________

    Posted August 7, 2019

    Child Development Center Website Moved

    Looking for the Child Development Center (CDC) website? It's moved! Visit https://www.cdc.gmu.edu  today!

    ____________________________________________

    Posted July 10, 2019

    Reporting Accidents

    We want to make sure the Mason community stays safe! Please remember to report all accidents, injuries, or conditions that may cause harm to an individual or the university. When dangerous or potentially dangerous conditions are reported, the university can take appropriate action to protect the community.

     

    Please report the following situations to the university:

     

    Resources Regarding:

    ____________________________________________

    Posted July 10, 2019

    Approved Paid Parental Leave Update

    As of July 15, 2019, all 12-month faculty and classified staff will begin to see “Approved Parental Leave” listed as a leave category on their timesheet in Patriot Web. Below are details about how this change may affect your role:

     

    Employees

    Employees who are eligible for the Paid Parental Leave benefit must contact their Benefits Administrator at least 30 days prior to using the “Approved Parental Leave” category. Employees will not be permitted to use Parental Leave without prior approval from their benefits administrators. After receiving approval, employees will submit their electronic timesheet for each pay period using the approved leave category.

    NOTE: Parental Leave is to be used for a continuous period with only one break permitted. It may not be used in place of flexible work arrangements or to reduce the work schedule.

     

    Supervisors

    Supervisors will approve employee timesheets in Patriot Web as normal. Benefits Administrators will send supervisors updated leave information and approved Paid Parental Leave usage confirmation. 

     

    Benefits Administrators

    Benefits Administrators will work with employees to approve Parental Leave and will monitor leave usage for each pay period. 

     

    Questions?

    Please visit  the Human Resources and Payroll Benefits page for Parental Leave policy information. Questions regarding the policy should be directed to benefits@gmu.edu or 703-993-2600. 

    ____________________________________________

     

    Posted June 26, 2019

    Upcoming Holiday and Your Timesheet

    We want to make sure you know how the upcoming July 4-5, 2019, holiday will affect your timesheet. 

    Hours:

    • This holiday represents sixteen (16) hours of holiday pay for full-time employees (prorated for part-time employees) during the week of June 30-July 6, 2019 

    • Full-time employees will need to account for twenty-four (24) hours of work during the week of June 30-July 6, 2019 (prorated hours for part-time employees)

    Alternate Work Schedules:

    • With supervisor approval, employees utilizing alternate work schedules are encouraged to adjust their work schedule for the week

    • Please see guidance below for how the holiday may impact employees utilizing a compressed schedule

    Please contact Payroll at payroll@gmu.edu or 703-993-2600 with questions. 

    ____________________________________________

    Posted June 12, 2019

    Important Biweekly Timesheet Information

    We want to make sure you receive your paycheck on time! Due to the fiscal year-end roll process, biweekly payroll for the pay period June 9 to June 22, (pay date June 28), will be processed one (1) week earlier. 

    Action Items:

     

    Important notes:

    If you have questions, please contact HR & Payroll at 703-993-2600 or payroll@gmu.edu.

    ____________________________________________

    Posted June 5, 2019

    Flexible Spending Accounts Deadlines and Changes

    If you have a Dependent Care and/or a Medical Flexible Spending Account (FSA), below is important information regarding the upcoming plan year:

    Deadlines:

    Please contact Anthem at 877-451-7244 if you have questions regarding your FSA for the 2018-19 plan year.

    Upcoming Changes:

    When the new plan year begins on July 1, 2019, your FSA will be managed by PayFlex.

     ____________________________________________

    Posted May 17, 2019

    Compressed Schedules and the Holiday

    If you use the compressed schedule work option, please be aware of the upcoming Memorial Day holiday on May 27, 2019. For the holiday, employees with compressed schedules receive 8 hours of holiday pay and/or compensatory leave, depending on the situation, regardless of their compressed schedule hours. 

    There are three possible scenarios. These examples are based on a full-time schedule. Leave and pay are pro-rated for part-time employees. For non-exempt employees with a compressed schedule, they will record 8 hours of holiday leave on their timesheet on the day of the holiday:

    1. With supervisor approval, the employee can choose to temporarily work a traditional work schedule for the week

     

    2. If the employee chooses to continue their compressed schedule and the holiday falls on a day when the employee would normally work: 

     

    3. If the employee chooses to continue their compressed schedule and the holiday falls on a day when the employee would not normally work: 

     

    If you have any questions, please contact HR & Payroll at 3-2600 or hr@gmu.edu.

      ____________________________________________

    Posted May 17, 2019

    Compensatory Leave Reminder

    Have you earned compensatory leave? Make sure you are aware of the compensatory leave limits and expirations. Compensatory leave is earned by classified staff on an hour-for-hour basis when an employee works: 

     

    Limits and Expiration:

     

    You can review your leave balance by visiting the Patriot Web “Employee Services” tab and selecting “Leave Balances and History.” If you have questions, please email payroll@gmu.edu.

     ____________________________________________

    Posted May 16, 2019

    Well-Being Seminar: Re-learn to Relax

    When is the last time you felt so relaxed that you could totally unwind? Life moves fast and those moments of quiet relaxation seem few and far between. The Re-learn to Relax: CommonHealth’s Guide to Meditation and Mindfulness for Busy Beginners  program will:

     

    Session details and registration links:

    If you have questions, please email hr@gmu.edu.

    ____________________________________________

    Posted May 15, 2019

    Flexible Summer @ Mason

    If you are interested in a more flexible schedule during summer, consider participating in Flexible Summer @ Mason from May 26, 2019, to August 18, 2019! During this time, supervisors are strongly encouraged to allow their faculty and staff to integrate flexible work opportunities into their schedules, if and when possible. While flexible work options are encouraged throughout the year, summer is a perfect time to make it happen. 

    To participate:

    • Visit flexwork.gmu.edu for information about different types of flexible work opportunities

    • Fill out a Flexible Work Agreement and submit it to your supervisor for approval

    • Choose a start and end date that works for your team and is approved by your supervisor

    • Check the box next to “Telework/Telework Week/Summer Telework” and/or any other flexible work option you will be utilizing during the summer

    • Indicate in the comments box that you are submitting an agreement for Flexible Summer at Mason 2019

    Please note: those who participate in Flexible Summer @ Mason are doing so under the Flexible Work Policy, #2202. Additionally, the Commonwealth DHRM 

    requires full-time state employees to work a full 40 hour work week.

    If you have any questions, please contact worklife@gmu.edu.

    ____________________________________________

    Posted April 30, 2019

    Open Enrollment

    Open Enrollment for health benefits and flexible spending accounts (FSA) is May 1 – May 15, 2019. For details, view our Open Enrollment Announcement.

    ____________________________________________

    Posted April 17, 2019

    New ID Cards for COVA Care and COVA HDHP

    If you are currently enrolled in COVA Care or COVA HDHP, you will be receiving new ID cards in the mail throughout the next few months. 

    Why?

    Starting July 1, 2019, pharmacy benefits for COVA Care or COVA HDHP will be managed by Anthem Pharmacy and delivered by IngenioRx. This change will be reflected in the new cards.

    What to Expect:

    If you are currently using mail service or the specialty pharmacy, you will be contacted directly with information on transitioning claims to IngenioRx.

    Please contact Anthem Member Services at 1-800-552-2682 if you have questions or concerns.

    ____________________________________________

    Posted April 3, 2019

    Benefits Fair

    Details: JC Bistro, April 17, 10 a.m.- 2 p.m.

    Make the most of your benefits and plan for important aspects of your life! For Spring Into Well-Being, HR & Payroll invites you to the Benefits Fair to chat with some of Mason’s financial and health vendors. 

    No need to register! View the Benefits Fair flyer for more information. If you have any questions, please contact the Benefits team at benefits@gmu.edu or 3-2600.

    _____________________________________________

    Posted April 3, 2019

    Open Enrollment

    Save the date! Open Enrollment for health benefits and flexible spending accounts (FSA) is May 1 – May 15, 2019. More details will be sent out and posted on the benefits website as they become available. To prepare for Open Enrollment, please be sure your address is updated on Patriot Web.

    ____________________________________________

    Posted March 21, 2019

    Who's Walking Wednesday with Lewis Forrest

    Details: March 27, 12:15 p.m., in front of Merten Hall

    Start off Spring Into Well-Being on the right foot by putting some “spring” into your step! Join Lewis Forrest, Associate Dean for University Life, for a special Who’s Walking Wednesday.

    Can’t join this Who’s Walking Wednesday? Check out other Spring Into Well-Being events on the Spring Into Well-Being event page and join the well-being fun!

    For questions, please contact worklife@gmu.edu.

    _____________________________________________

    Posted March 8, 2019

    2019 Take Our Daughters and Sons to Work Day

    Take Our Daughters and Sons to Work Day is April 5, 2019, on Mason's campuses! Faculty and staff are encouraged to bring their school-aged children (grades K-12) for fun activities and learning sessions about manners, communication, healthy friendships, and more!

    To participate:

     

    Visit the event page for more information. If you have any questions, please contact worklife@gmu.edu. 

    _____________________________________________

    Posted March 7, 2019

    Spring Telework Week at Mason: Mar. 11-15

    During the university’s spring break from March 11–15, Mason is celebrating Telework Week.

    If you want to participate, fill out a Flexible Work Agreement (Mason login required) and submit it to your supervisor for approval. 

    To complete the form:

     

    Note: Telework Week falls under the Flexible Work Policy 2202.

    Contact worklife@gmu.edu or 703-993-2600 with questions.

    __________________________________________________________________________________________

    Posted February 19, 2019

    Electronic Flexible Work Agreement

    New year, new Flexible Work Agreement! Your Flexible Work Agreement is now online and combines all flexible work options together. Using Dynamic Forms, employees complete this new form online and have it automatically sent to supervisors and department heads for signatures.

    If you have an existing and unexpired paper flexible work/telework agreement, there is no need to resubmit! When your existing agreement needs to be renewed, please use the online form.

    To aid this transition, we created a walk through video. A version of the video with subtitles is also available. 

    Please visit flexwork.gmu.edu for more information about your options as an employee. If you have any questions, please email worklife@gmu.edu.

     ______________________________________________________________

    Posted February 13, 2019

    Patriots in the City

    Fairfax City invites you to connect with other faculty and staff for “Patriots in the City,” a week-long event where local Fairfax City businesses offer discounts! You can get up to 20% off when you show your Mason ID or alumni pass at participating businesses during homecoming week, February 18-23, 2019.

    Download the map of local participating businesses on the Fairfax City website.

    Go Patriots!

    ______________________________________________________________

    Posted February 6, 2019

    Peterson Hall Lactation Room

    There is a new, dedicated lactation room on the Fairfax campus in Peterson Hall. The details for the room, including exact location and hours, are below:

    · Location: Peterson Hall, 2nd Floor, Room 2414A

    · Hours: 7:00am to 11:00pm, Sunday through Saturday

    · How to access: This room will be available to nursing mothers on a first come, first served basis. Please lock the door when you are using it.

    If you have any questions or encounter any issues with the space, please contact worklife@gmu.edu.

    If you are in need of a pregnancy accommodation, please reach out to either the Benefits team or Ruth Townsend, ADA Coordinator, at 3-8730 or via email at rtownse2@gmu.edu. If you encounter a student in need of a lactation room, please contact Alissa Karton at akarton@gmu.edu. 

    ______________________________________________________________

    Posted January 29, 2019

    Inclement Weather Resources

     

    Winter weather is fast approaching! Utilize the resources below to prepare.

    Staying Updated

    Stay updated on university closings, late openings, or other weather-related changes in the university's schedule through Mason's switchboard at 703-993-1000, Mason Alert, the university's homepage, as well as local media outlets.

    Telework and Inclement Weather

    Having telework agreements and technology in place in advance can come in handy if Mason experiences an extended weather event or other emergency. Teleworkers (if it is their scheduled telework day) and remote workers continue to work even if:

    • Classes are canceled and administrative offices are closed

    • The university is on a modified schedule

    Employees working from home during a university closing are expected to continue working unless it is not possible due to power outages or other conditions that prevent them from working. For more details, visit flexwork.gmu.edu.

    Inclement Weather/Emergency Guidance

    With winter fast approaching, now is a great time to review the Inclement Weather/Emergency Closing Policy

    ______________________________________________________________

    Posted January 17, 2019

    Your 2018 W-2 is Online

    Your 2018 W-2 is available online! Retrieving your electronic copy is easy and immediate. If you have never accessed your electronic W-2, please access it before January 27, 2019.

    How to Access Your Electronic W-2:

  • Log in to https://patriotweb.gmu.edu
  • Click “Employee Services”
  • Choose “Tax Forms”
  • Choose “W-2 Year End Earnings Statement”
  • If you want to consent to receive electronically, read the W-2 electronic statement then click "Submit”
  • Select the tax year “2018” from the drop-down menu
  • Click "Display"
  • Scroll to the bottom of the screen and choose "Printable W-2"
  • Re-enter your password to allow the display of your unmasked Social Security Number on the printable W-2
  • Your electronic W-2 will be automatically converted into the IRS approved format
  • Use the regular print function on your Internet browser to print as many copies as you need
  •  

    If You Do Not Access Your Electronic W-2:

     

    More Information:

    ______________________________________________________________

    Posted December 18, 2018

    End-of-Year Newsletter

    To wrap up this year and to plan for 2019, we hope you will take a moment to explore all the helpful resources in our end-of-year newsletter.

    Look closely, because in this end-of-year newsletter you may find two hidden mittens that could lead you to win one of three Mason prize packs including a Mason fleece blanket, Mason t-shirts, and Mason swag!

    ______________________________________________________________

    Posted December 18, 2018

    FLEX Holiday Reminder

    If it applies to you, don’t forget to use your flex holidays!

    Senior leadership provided 16 hours of flex holiday leave in 2018 for benefited faculty and staff hired before February 1, 2018. With supervisor approval, qualifying benefited faculty and staff can use these flex holiday hours anytime during the 2018 calendar year. Part-time faculty and staff were given leave proportionately.

    Be sure to use your flex holiday hours! They expire at the end of the 2018 calendar year and are not eligible for payout. Enter the number of flex holiday hours used on your timesheet under "Special Flex Holiday."

    _____________________________________________________________

    Posted December 3, 2018

    Extra Support for Your Extra-Busy Season

    As the end of the year gets closer, you might be facing a seemingly endless to-do list. And when you’ve got work, family, and everything in between competing for your time during the busy holiday season, life can feel a bit overwhelming. 

    Call on Bright Horizons®.

    Take advantage of your helpful benefits, including:

     

    Get Started! Visit http://clients.brighthorizons.com/georgemasonu.


    Questions? Call: 877-242-2737

    _____________________________________________________________

    Posted November 26, 2018

    Winter Break Timesheet Guidance

    The winter break is closer than you think!  Please review the Winter Break Timesheet Guidance for information on: 

    • Holiday hours

    • Requirements to receive holiday pay

    • Rate of holiday pay

    • How the holiday may affect alternative work schedules

    _____________________________________________________________

    Posted November 14, 2018

    Inclement Weather Resources

    Winter weather is fast approaching! Utilize the resources below to prepare.

    Staying Updated

    Stay updated on university closings, late openings, or other weather-related changes in the university's schedule through Mason's switchboard at 703-993-1000, Mason Alert, the university's homepage, as well as local media outlets.

     

    Telework and Inclement Weather

    Having telework agreements and technology in place in advance can come in handy if Mason experiences an extended weather event or other emergency. Teleworkers (if it is their scheduled telework day) and remote workers continue to work even if:

    • Classes are canceled and administrative offices are closed

    • The university is on a modified schedule

    Employees working from home during a university closing are expected to continue working unless it is not possible due to power outages or other conditions that prevent them from working. For more details, visit flexwork.gmu.edu.

     

    Inclement Weather/Emergency Guidance

    With winter fast approaching, now is a great time to review the Inclement Weather/Emergency Closing Policy

    _____________________________________________________________

    Posted November 8, 2018

    IRS Limits

    The IRS announced adjustments affecting retirement plan contribution limits for the 2019 tax year. Participants under age 50 can contribute up to $19,000 (a $500 increase from 2018) to their Supplemental 403(b) Retirement Plan and to their Virginia 457 Deferred Compensation Plan. Participants age 50 and over can contribute $25,000 (a $500 increase from 2018) to their Supplemental 403(b) Retirement Plan and to their Virginia 457 Deferred Compensation Plan. 

    How to Increase Contributions

     403(b) contribution:

    457 contribution:

    Please contact benefits@gmu.edu with any questions.

    Posted October 1, 2018

    Flu Shot Clinic

    The Winter Wellness Flu Shot Clinics will be held at Mason on the following dates:

    Students:

    Faculty/Staff:

     OR

    For questions, email worklife@gmu.edu

     

    Posted September 19, 2018

    Annual Member Benefit Profiles

    Annual Member Benefit Profiles (MBPs) are now available for faculty and staff who are enrolled in Plan 1 and Plan 2 of the Virginia Retirement System (VRS). You can view your profiles by logging in to your account at https://myvrs.varetire.org/login/.

     

    MBPs provide information about your retirement and other benefits you have as a member of VRS.

     

    MBPs are currently not available for Hybrid Retirement Plan members. However, these employees can look up their current defined benefit and defined contribution account balances and other information through the Hybrid Retirement Plan site

    Posted September 6, 2018

    9-Month Faculty Open Enrollment Changes

    Nine-month faculty who made changes during the Open Enrollment period in May 2018 may see adjustments to their first fall paycheck on September 14, 2018.

    Why?

    Posted September 6, 2018

    Flexible Spending Accounts (FSA) Reimbursement Claims

    If you were enrolled in flexible spending accounts (FSA) during the 2017-2018 plan year, you have until September 30, 2018, to send reimbursement claims and any necessary documentation to Anthem. These claims are for eligible expenses that were incurred between July 1, 2017 to June 30, 2018.

     

    You may file reimbursement claims by:

     

    Reimbursement Forms:

     

    Health FSA Participants:

     

    Posted August 29, 2018

    Changes to Maryland Taxpayer Paycheck

    Details: September 11, Fairfax, Merten Hall 1202, 12 – 1 p.m.

     

    As part of the Anthem Employee Assistance Program (EAP), Human Resources

    & Payroll is offering a well-being series focusing on mental health topics.

     

    September’s topic is Creating a Positive Work Environment. This seminar

    will address:

    ·         Ways to build trust

    ·         Positive communication

    ·         How to set expectations and needs

    ·         Creative ideas for recognition and rewards

    ·         How to build teamwork

    ·         Finding meaning in your work

    ·         Finding humor in the workplace

     

    All employees are welcome to attend. To register, visit

    http://hr.gmu.edu/learning/register.php?id=2778&type=833.

    Posted August 22, 2018

    Financial Well-being Seminar - Building a Better Budget

    Details: Merten Hall Room 2001, September 19, 12-1 p.m.

     

    Learn how to build a better budget by attending the financial well-being seminar, “Building a Better Budget,” led by Dawn Davis from Apple Federal Credit Union.

     

    After identifying short-term, mid-term, and long-term goals, participants will learn:

    To register, visit http://hr.gmu.edu/learning/hr.php.

     

    The seminar will be video conferenced to Arlington and SciTech. If you have questions, please contact benefits@gmu.edu.

    Posted August 10, 2018

    Tax withholding Reminder- Avoid a Surprise in 2019

    In 2018, there were major changes to the federal tax code, which will impact your 2018 tax return. To assist taxpayers, the IRS released an updated Withholding Calculator https:/www.irs.gov/newsroom/use-the-irs-withholding-calculator-to-determine-the-right-amount-of-withholding-for-you which can be used to determine if you are having the correct amount of tax withholding. If withholding changes are needed, you can update your federal withholding through Patriot Web.

     

    What Does This Mean?

    Due to changes in the federal tax rates and tax code, you may wish to use the updated tax withholding calculator to review your personal tax situation and ensure you are having sufficient amounts withheld from future paychecks. For more information on the changes under the new tax law and how to use the withholding calculator, visit the IRS website https:/www.irs.gov/newsroom/updated-withholding-calculator-form-w-4-released-calculator-helps-taxpayers-review-withholding-following-new-tax-law.

     

    Do I have to complete a new Form W-4?

    No. If you do not want to make any changes to your withholding for future paychecks, no action is necessary.

     

    How do I make changes to my withholding?

    To update your individual federal withholding, log in to the Patriot Web Self-Service page at: https://patriotweb.gmu.edu/

     

    As always, consult with your tax advisor as necessary.

    Posted July 23, 2018

    New Paid Parental Leave for Benefited Classified Employees

    On June 26, 2018, Executive Order #12 was signed to provide paid parental leave for eligible state employees.  This policy is intended to give parents time to bond with a child after birth or placement in adoption, foster, and custodial care.

    Who is eligible?

    Classified employees working full-time and part-time may take parental leave provided they are eligible for FMLA coverage (must have been employed at George Mason University for a year and worked for 1,250 hours during that year).

    The university currently offers parental leave for 9-month instructional faculty and is looking into creating a policy for 12-month faculty. Wage employees and adjuncts are not eligible for paid leave but may be able to take time off at the discretion of the department.

    I am a 12-month Administrative/Professional, Instructional, or Research Faculty. Am I eligible?

    The Executive Order was a very high-level introduction to the policy; the state has subsequently provided a policy with more detail and definitions. Given that the Executive Order #12 does not include paid parental leave for faculty, we understand that this expansion of benefits for classified staff raises questions as to what might be done to similarly address the parental leave needs of 12 month instructional, research, and administrative professional faculty.

    We are currently having those conversations and working to identify ways in which we might better meet this need. Please keep in mind, any new faculty policy does require the approval from the Board of Visitors and will become effective as of that date.  Retroactivity will then be addressed as part of the policy implementation.  We will update impacted employees as more information becomes available as well as our website. 

    When can I take the leave?

    Parental leave can be used starting from the date of birth/placement of the child. Employees have six (6) months from that date to take the leave. Any unused hours after six (6) months will be forfeited. Holidays and weekends cannot be used to extend the parental leave period. For example, an employee whose baby was born on July 10, 2018 has until January 10, 2019 to use up their parental leave allotment.

    Employees may use parental leave as long as they are FMLA-eligible and have not previously used parental leave in the past 12 months. Parental leave can only be used once per child. If both parents are employed at the university, each employee can use their allotment of parental leave for the same child.

    Parental leave is to be used in a continuous period of time with only one break permitted. It may not be used in place of flexible work arrangements or to reduce the work schedule.

     

    How much leave is available?

    Up to 320 hours of paid parental leave are available for full-time employees. Those working part-time will be allocated a prorated amount as appropriate.

    The birthing parent may use parental leave to supplement Virginia Sickness & Disability Program benefits attributable to a delivery and recovery following the birth of a newborn.

    Paid parental leave runs concurrently with the FMLA period. It may be used in conjunction with other paid and unpaid leave for the full FMLA period.

     

    Who can I contact to take parental leave?

    Employees should contact a Benefits Administrator at least 30 days in advance of the leave period to begin the parental leave process. Proof of birth or legal custody documentation will be required.

    Employees who recently experienced the birth or placement of a child between December 26, 2017 and June 26, 2018 may be able to utilize parental leave retroactively. We are contacting all those we have worked with that are impacted by this benefit. If you did not work with our office but believe this policy applies to you, please reach out to us as soon as possible.

     

    For more information, please see DHRM policy 4.21 regarding the use of parental leave.

    Posted July 10, 2018

    Well-Being Seminar: Alcohol and Substance Abuse

    Details: August 16, Fairfax, Merten Hall 1202, 12 – 1 p.m.

    As part of the Employee Assistance Program (EAP), Human Resources & Payroll is offering a Well-being Series focusing on mental health topics.

    August’s topic is Alcohol and Substance Abuse. This seminar will address:

    To Register, visit: http://hr.gmu.edu/learning/register.php?id=2756&type=823

     

    Posted June 25, 2018

    Well-Being Seminar: Stress Reduction Tool Bag

     

    Details: Fairfax Campus, Merten Hall 1202 on July 12 from 12 p.m. – 1 p.m.

    As part of the Employee Assistance Program (EAP), Human Resources & Payroll is offering a Well-being Lunch and Learn Series focusing on mental health topics.

    July’s topic is Stress Reduction Tool Bag. This seminar will discuss good and bad stress. Participants will explore how to recognize the symptoms of stress and gain tools to manage stress, including mindful communication.

     

    To Register, visit: http://hr.gmu.edu/learning/register.php?id=2755&type=822

    Posted June 4, 2018

    Important Biweekly Time Sheet Information

    We want to make sure you receive your paycheck on time! Due to the fiscal year-end roll process, biweekly payroll for the pay period June 10 to June 23, (pay date June 29), will be processed one (1) week earlier.

    Action Items:

    Important notes: