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October 2015 Human Resource Management Newsletter

October, 2015
State Employee Health Plan (SEHP) Open Enrollment
Open Enrollment is from 10/1/2015-10/31/2015

The Annual SEHP Open Enrollment Period is October 1 through October 31, 2015.  Your benefit elections become effective January 1, 2016.

State Employee Health Plan Booklet Cover


Review 2016 Benefits Information

Open Enrollment information is online only. The Open Enrollment booklet with premium rates can be found here

Online Enrollment

If you need to utilize a computer for online Open Enrollment during the month of October, visit your departmental administrative office or Shared Service Center during business hours, or stop by Benefits at 150 Carruth-O'Leary, from 8:00 a.m. to 5:00 p.m. M-F.   We encourage you to complete Open Enrollment early in the month of October in case you encounter difficulties. If you will be out of the country, please contact the Benefits office as soon as possible.  Please note that October 31st is a Saturday and the SEHP and KU offices will be closed.

Open Enrollment Presentation Locations – KU Lawrence campus and Statewide (Seminar open to employees and spouses)

KU Lawrence Campus:

Date Session Place Time
Thursday, October 8th 1st Session

Big 12 Room,

Kansas Union Level 5

9 am - 11 am
Thursday, October 8th 2nd Session

Big 12 Room, 

Kansas Union Level 5

1 pm - 3 pm


For more information on meeting times and webinars, please visit the following websites: 

Statewide Open Enrollment Meetings - Active State Employees

Webinars Schedule - Open Enrollment, Flexible Spending Account, Surency Vision, Health Savings Account, Rx Savings presentations

Open Enrollment PowerPoint Presentations 

Optional Group Life Insurance (OGLi) Open Enrollment
Open Enrollment is from 10/1/2015-10/31/2015

Annual Optional Group Life Insurance Open Enrollment will be from October 1-31, 2015 and changes will be effective January 1, 2016.  A new option to provide coverage for eligible children has been added. Additional details can be found here. Please disregard this if you are not making changes to your policy OR if you have already submitted OGLi Open Enrollment forms to Minnesota Life.


Flu Shot Clinics available on campus/Statewide
Dates are available throughout October

The single best way to avoid getting the seasonal flu is to get vaccinated. For faculty and staff enrolled in State Employee Health Plans (SEHP) A and C (and spouses enrolled in the employee’s plan), flu vaccination provided by Watkins Health Services is covered in full as a preventive service.  Please bring your SEHP health insurance card to any Watkins clinic listed below in order to have your insurance billed.  Save time by completing the necessary forms in advance (forms available here). 

Date Time Location
Tuesday, October 6 10:00 am - 2:00 pm Strong Hall, Rotunda
Wednesday, October 7  11:00 am - 2:00 pm Burge Union, Crimson Cafe
Thursday, October 8 11:00 am - 1:00 pm Kansas Union, Regionalist Room 
Wednesday, October 14 11:00 am - 1:00 pm Nichols Hall, Atrium
Thursday, October 15 10:00 am - 3:00 pm Wescoe, Underground
Tuesday, October 20 11:00 am - 2:00 pm  Burge Union, Crimson Cafe
Wednesday, October 21 11:00 am - 3:00 pm Strong Hall, Rotunda
Thursday, October 22 10:00 am - 1:00 pm Kansas Union, 4th floor 
Wednesday, October 28 10:00 am - 2:00 pm Anschutz Library, 3rd Floor
Thursday, October 29 1:00 pm - 5:00 pm Watkins Health Center

For KU employees who do not participate in the SEHP, seasonal flu shots (available while supplies last) cost $30.  Nasal flu mist (once available from the FDA) cost $40.00. Payment is due at the clinic by cash, check or credit card.  Medicaid, Medicare, and Medicare Supplement plans are not accepted. If this is your coverage, you will need to pay at time of service. 

If you are unable to attend a clinic, appointments to receive flu vaccine at Watkins can be made by calling 785-864-9507.  Watkins Health Center, 1200 Schwegler Drive, also accepts walk-ins from 8 am – 5 pm Monday through Friday, and Noon – 3 pm on Saturday.  Must be 18 years of age or older.

SEHP Statewide Clinics – The SEHP hosts clinics statewide in October. Click here for more information, including a Flu Shot FAQ and a schedule of clinic dates and locations. To schedule an appointment, go to the occuVAX website and in the box labeled “Schedule My Appointment,” enter the Company ID of “Kansas” with a password of “Kansas.”

Plan Year 2016 HealthQuest (HQ) Wellness Program Update
Deadline for Plan Year 2016 Rewards program discount is November 15, 2015

Employees who complete the required health assessment questionnaire (worth 10 credits) and earn an additional 20 credits (for a total of 30 credits) by November 15, 2015 qualify for a $480 annual premium incentive discount for Plan Year 2016.

If you are close to reaching 30 points, please check the following opportunities to reach 30 credits by November 15th and get your $20 semi-monthly premium discount in 2016. For more credit information, click here and check page 2 or call 1-888-275-1205, option 9.  

  •    Non-Tobacco User Declaration (5 credits)
  •    Preventive/Annual Exams (5 credits) – Medical, Dental, Vision Exams between 08/01/14 and 11/15/15 accepted, 5 credits each, 2nd dental exam counts for 5 more credits.
  •    Health Advisor Call (5 credits) – Only one call required to review Biometric Screening results. Call 1-888-275-1205, Option 6.
  •    Register for Castlight Health (3 credits)
  •    Castlight Health Complete quiz and video (2 credits)
  •    Health & Fitness Activities (1 credit each/3 credits max)

Employees who have already qualified for the Plan Year 2016 discount should not enter any more information for credits until after the new period starts on November 16, 2015 to count towards the Plan Year 2017 discount. 

Employees can confirm their discount status by logging into their account through the HealthQuest website and clicking on the “My Printable Credits Summary” link from the left menu.  Full details on the Rewards Program are available here.

State Employee Health Plan (SEHP) Change to Coverage End Date
Effective 1/1/2016

Currently, health insurance coverage ends the last day of the month in which employment ends (termination or retirement). The State of Kansas Health Care Commission has announced that beginning 1/1/16, health insurance coverage will end on the last day of employment. If a mid-month termination or retirement occurs that impacts the coverage period for which premiums have been paid; premiums will be refunded for the remainder of the month.

Performance Management System– Self Evaluation Launch and Due Date

In mid-October all USS and UPS Administration and Finance employees included in Phase 1 of the Performance Management System will receive an email from the Performance Management System notifying them that the 2015 Annual Performance Evaluation has been launched and the self-evaluation is available for them to complete.  Completion of the 2015 Annual Performance Evaluation will begin with the employee completing their self-evaluation.  The self-evaluation will be due January 4, 2016.  Once the employee completes their self-evaluation in the 2015 Annual Performance Evaluation, the employee will forward the self-evaluation to their supervisor within the Performance Management System.  If the self-evaluation is not completed by January 4, 2016, the 2015 Annual Performance Evaluation will automatically be forwarded to the supervisor for completion.

Completion of the 2015 Annual Performance Evaluation within the Performance Management System requires at least one goal be established in the Performance Management System in order for the form to moved forward to their supervisor.  If, as of January 4, 2016, the employee does not have at least one goal established in the Performance Management System, the form will not move forward and will stay with the employee until the supervisor or the employee establish at least one goal and the employee forwards the self-evaluation form to their supervisor. 

Training has been scheduled specific to the 2015 Annual Evaluation Form in the Learning Management System.  Available training includes

“Performance Management System - Self Evaluation Hands on Training” - This training class will be held in a computer lab where attendees will be able to go through the annual self-evaluation form in the Performance Management System with an instructor guiding through the evaluation and answering questions.

“Performance Management System – Self Evaluation Work Session” – This training class will be held in a computer lab so employees can use available computers, work on completing their self-evaluation at their own pace and ask questions of the instructor to assist in completing the form.  The class will be open for employees to come and go as needed to get questions answered and complete the form.

Job Aids for setting goals as an employee can be found at: Goals - Employee Job Aid

Job Aids for setting goals as a supervisor can be found at: Goals - Supervisor Job Aid

Job Aids for the evaluation process as an employee can be found at: Performance Evaluation - Employee Job Aid

Job Aids for the evaluation process as a supervisor can be found at: Performance Evaluation - Supervisor Job Aid

OrthoKansas Returns to Campus

After taking a summer break, OrthoKansas, LLC, has resumed seeing students, faculty and staff on the second floor of Watkins Health Center. Orthopaedic services provided include treatment for sprains, fractures, joint pain, arthritis, sports injuries and more. Appointments can be scheduled by calling OrthoKansas, LLC directly at 785-843-9125 or via their website. OrthoKansas, LLC handles the billing for their own specialty services offered at Watkins. Please contact OrthoKansas, LLC directly with questions related to costs, insurance and billing.

Faculty & Staff Immediate Care Clinic
coming soon!

Watkins Health Services is excited to announce that plans are underway to open an Immediate Care Clinic for currently employed KU faculty and staff later this fall.  It will be housed separately from the clinic for students.  Employees will check-in to the Immediate Care Clinic on the second floor of Watkins Health Center.  The clinic will be open from 11:00 am to 5:00 pm with potential to expand based on the needs.

The clinic will treat acute onset problems such as bone and joint, respiratory, gastrointestinal, urinary and skin issues. Chronic conditions are best managed by your Primary Care Physician.  Work related injuries should be referred to Lawrence Memorial Hospital as the University’s approved provider. 

Co-pays will be collected at time of service.  Check, credit card and debit card payments are accepted.  Watkins files with most insurance companies and will bill patients for their responsibility on a monthly basis.  If you have any questions about this new service, you can reach the Immediate Care Clinic at 785-864-9565.  

Charitable Contributions

KU employees have the opportunity to make charitable contributions through payroll deductions to support United Way, the KU Endowment Association, and Community Health Charities (CHC). For additional information, please click here

State of Kansas Employee Recognition Ceremony
Employees with 40 years of State Service recognized by Governor Brownback

The following employees reached 40 years of service for the State of Kansas:

James Barnes, Richard Branham, David Darwin, Tyrone Duncan, Harold Godwin, Bayliss Harsh, Gene Hotchkiss, Paul Liechti, Malcom Neelley, Virginia Nichols, Mary Roach, Don Stull, Jean Ann Summers, William Westerbeke, Douglas Whitman, Alberta Wright

A ceremony to honor these employees was held on September 10, 2015, at the Kansas Statehouse in Topeka.  Governor Brownback welcomed the honorees from all over the state, including those from the University of Kansas who were able to attend.  Each honoree who attended was presented with a State Service Pin and their picture was taken with the Governor. 

Congratulations to our 40 year honorees!

Departments will receive pins for employees who have reached 10, 20, and 30 years of service and those 40 year employees unable to attend the ceremony via campus mail.

STAR Employee Discount Program

There are many discounts available to through the STAR program (State Thanks and Recognition). You can sign up for email alerts here. The STAR website provides information about discounts for KC Chiefs tickets; a $10 gift card for Sam’s Club membership or renewal; KC Renaissance Festival ticket discount; and KC Ballet 20% discount for The 3 Musketeers performance Oct. 9-18. Check the site for other businesses discounts including Computer vendors such as Apple, Dell, and HP and Wireless vendors, such as AT&T, Sprint, T-Mobile, and Verizon to see if you can obtain better discounts for items through the STAR program. 

Time Collection Device Updates

Time Collection Devices are being phased out. On October 28, 2015 most employee’s access to the devices will end. Employees who use a clock method to report time worked have the option to use the web clock through Mobile HCM or the “desktop” access to the HR/Pay system. Both of these access options are available now. 

Mobile HCM for web clock was made available this summer. If a web clock user is signing into HR/Pay using a non-windows mobile device, the employee will be presented with a mobile sign on page. More information is located at: Web clock - HR/Pay Mobile HCM.

Spring 2016 Tuition Assistance
Application Deadline-November 6, 2015

The application deadline for the spring semester is approaching, don’t miss out!  Please visit the Human Resource Website for program requirements and application materials.

Emergency Text Alerts
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