• Friday Reminders for 01/17/2020

    DISTRICT EMPLOYEES

    Family Medical Leave Act (FMLA) Changes to Policy

    There are 4 methods of measurement that employers may choose from when an employee utilizes FMLA.  These measurements are used for the purpose of determining the 1250 hours required to be eligible for FMLA, and also to measure how much time counts toward the 12 weeks of FMLA qualified employees are entitled to.  

    At this time the district has been using the 4th option for the measurement period described as follows: "4) A “rolling” 12-month period measured backward – 12-month period measured backward from the date an employee uses any FMLA leave. Under the ‘‘rolling’’ 12-month period, each time an employee takes FMLA leave, the remaining leave entitlement would be the balance of the 12 weeks which has not been used during the immediately preceding 12 months."

    Employers are required, per FMLA regulations, to notify employees at least 6 months prior to making a change to how FMLA is measured.

    This is notice to all district employees that the district has decided that the 3rd option of measuring FMLA would be more beneficial to the employee, as well as provide a simpler method of measuring for auditing purposes. Therefore effective July 17, 2020, the district will begin using the following method:

    "3) The 12-month period measured forward– 12-month period measured forward from the first date an employee takes FMLA leave. The next 12-month period would begin the first time FMLA leave is taken after completion of the prior 12-month period".  For more information and examples of both measurements please click on the Department of Labor's  Fact Sheet #28H 12 Month Period Under the FMLA

    An additional change to the policy for FMLA, will be the use of a Request for FMLA Form, which is now posted on the District website Staff page under Employee Forms.  The policy 335 Family and Medical Leaves has been submitted to the school board for approval on January 21.  Once the policy has been approved the form will be required when requesting FMLA.  Please contact me if you have any questions.

     

    PSERS - Foundations for Your Future Program

    The Public School Employees’ Retirement System (PSERS) will present a Foundations For Your Future (FFYF) program meeting at York Suburban High School, 1800 Hollywood Drive, York, on January 22, 2020 at 4:30 PM and at the Lancaster-Lebanon Intermediate Unit 13, 1020 New Holland Avenue, Lancaster, PA 17601 on February 24, 2020 at 4:30 PM. These FFYF presentations provide members with information about PSERS benefits and services. A PSERS Retirement Representative will cover topics such as benefit options, withdrawal of contributions, rollovers, taxes, and legislative actions affecting PSERS. PSERS recommends that all non-retired members attend an FFYF program meeting, particularly if planning to retire within the year.

    Advance registration is not required to attend any of these large-group meetings. Please contact the Southcentral Regional Office at 717.720.6335 if requiring an accommodation in accordance with the Americans with Disabilities Act (ADA) to participate.

     
    Friday Reminders for 01/10/2020
    Please give a warm welcome to the following new staff member at UASD:
    Cora Rhoads - Instructional Assistant at Bendersville Elementary School
     
    ALL STAFF
     
    Voicemail Messages
    If you maintain an office phone and have not changed your voicemail prompt to receive messages, please change the prompt to include your name as the person receiving the messages.  If you need assistance, please contact technology.
     
    UASD EMPLOYEES
     
    Absences for Conferences and School Business
    When entering an absence in the absence tracking system for conferences and school business, please remember to do the following:
     
    Conference = Use this absence reason for trainings, conferences, etc.
    School Business = Use this absence reason for meetings, field trips, etc. 
    In addition - When entering an absence for a Conference or School Business into the absence tracking system, please remember to enter the name of the conference or the reason for taking school business in the NOTES TO THE ADMINISTRATOR.    An estimated cost/reimbursement should be listed in the same box.  
     
    Be sure to also complete a Travel Reimbursement Form for your mileage, and a Conference Reimbursement Form (if needed) for meals, lodging, registration, or any other qualified expenses.
     
    Travel and  Conference Reimbursement Forms Revised
    A few minor changes have been made to both forms (see attached) to reflect only what the form is requesting.  The 2020 travel reimbursement mileage rate has decreased from .58 cents to .57 cents per the IRS.  
     
    Receive Your 2019 W2 Form electronically!
    We need your help for this process to be as efficient as possible.  We would like you to say "YES" to receive your form electronically.  All you need to do is login to your Employee Portal, choose My Information.  Click on Pay History and choose year 2019.  Check the box  that says "I agree to receive my W2 electronically".  That is all you need to do.  
     
    Once all of the year end processes are completed in January, we will release the W2's and you will be able to view and print yours from the Employee Portal if you have the box checked.  Once the W2's are released I will send you an email to notify you that your W2 is ready to view/print.  
     
    If you have any questions, please let me know.
    Thank you,
    Lois Swope, Administrative Assistant for Business Affairs
     
    Health and Wellness
     
    From Wellspan EAP (UASD EMPLOYEES)
    See the latest edition of Take Five (attached) from the EAP provider.  
    Wellspan EAP provides counseling services to UASD employees at no cost for the first 3 visits.  Posters and flyers for the EAP should be located in your building faculty rooms and staff bathrooms.  Please contact me if you are unable to locate this information in your building.
     
    Live Well Work Well 1/2020
    See the latest edition (attached) for tips on lasting lifestyle changes, national Blood Donor Month, a superfood to help prevent diabetes, and a Mexican chicken soup recipe!
     
    ALL STAFF
     
    CLEARANCES DUE TO EXPIRE IN 2020
    Tips for updating clearances:
    • Check your employee portal to see if your clearances will expire in 2020.  (See the attached instructions for accessing the information in the employee portal).
    • Plan to update your clearances at least 30 days before the expiration date.
    • Print the  "Clearance Information and Directions" here, or on the Employee Forms link on the Staff page of the district website.
    • Send a copy of your clearances to me, and keep the original for your records.
    • Email the UE ID number for the FBI fingerprinting clearance to me.
    If you are an employee of Aramark, Chartwells, or ESS, please check with your employer for the date your clearances will expire.  Feel free to use the instructions in this email to obtain your clearances, however you must provide your employer with copies.
     
    Friday Reminders for 01/03/2020
    ALL STAFF
     
    Safeschools Training Deadline 12/31/19
    All mandated trainings are required to be completed by December 31, 2019. Please plan time to complete these trainings within the next few weeks.  To ensure that all trainings are being completed in a timely manner, the following steps will be taken for those who do not complete the trainings by December 31:
    • January 6 - Individuals who have not completed all trainings by this date, will receive an email stating they have 2 weeks to complete the past due trainings, and the email sent to the person will be considered a verbal warning.
    • January 20 - Individuals who have not completed all trainings by this date, will be given a written warning and will have 1 additional week to complete the past due trainings.
    • January 27 - Individuals who have not completed all trainings by this date will be sent home with no pay until all required trainings have been completed.
    The deadline date will not be moved forward if the trainings are not completed by January 6, and the course will be indicated as past due.  Please understand that several of the trainings are state mandated.  We understand the undo burden this may impose on employees, however, completing the trainings is a requirement of employment with the school district.
     
    If you are having any problems accessing your training, please contact me.
     
    CLEARANCES DUE TO EXPIRE IN 2020
    Tips for updating clearances:
    • Check your employee portal to see if your clearances will expire in 2020.  (See the attached instructions for accessing the information in the employee portal).
    • Plan to update your clearances at least 30 days before the expiration date.
    • Print the  "Clearance Information and Directions" here, or on the Employee Forms link on the Staff page of the district website.
    • Send a copy of your clearances to me, and keep the original for your records.
    • Email the UE ID number for the FBI fingerprinting clearance to me.
    If you are an employee of Aramark, Chartwells, or ESS, please check with your employer for the date your clearances will expire.  Feel free to use the instructions in this email to obtain your clearances, however you must provide your employer with copies.
     
    DISTRICT EMPLOYEES ONLY
     
    Accessing Your W2 in the Employee Portal
    Employees now have the ability to view and print their W2 in the Employee Portal.  The 2019 W2 will be available on or before January 31.  If you would like to be able to view and print your W2 you must sign into your Employee Portal account.  Paper copies of W2's will still be sent to employees who do not check the box to receive it electronically. To find the W2 in the portal, follow the steps below after logging into your account or view the attached screen shots for accessing your W2:
    • Step 1 - Click on the "My Information" tab.
    • Step 2 - Click on the "Pay History" link (listed on either the right or left side of your page.
    • Step 3 - Click the check box to consent to receive the W2 electronically.
    • Step 4 - Choose the year you would like to print (the current year, "2019", will not be available until sometime after January 1, but before January 31).
    • Step 5 - Click the blue link, "Print W2" under your ID#, to view and print your selected W2.

    If you have any questions please contact Lois Swope in the Business Office.

     
     
    Friday Reminders for 12/20/2019

    UASD EMPLOYEES

    Homework for the Holidays from Highmark

    The holiday break would be great time to get to know your benefits.  Recently Highmark has improved the functionality of the provider search, and cost care estimator on their website.    To use this function, members must register on the Highmark website at www.highmarkblueshield.com .  Click on the Enhanced Transparency Tools to view a presentation, on how to access this tool once you have created your account.  

    Other items that can be accessed by creating an account:  View and print explanation of benefits, view insurance benefits booklet, and summary of benefits, and print an insurance card if needed.  

    Take some time to explore this important information while you are on your break. 

    Accessing Your W2 in the Employee Portal

    Employees now have the ability to view and print their W2 in the Employee Portal.  The 2019 W2 will be available on or before January 31.  If you would like to be able to view and print your W2 you must sign into your Employee Portal account.  Paper copies of W2's will still be sent to employees who do not check the box to receive it electronically. To find the W2 in the portal, follow the steps below after logging into your account or view the attached screen shots for accessing your W2:

    • Step 1 - Click on the "My Information" tab.
    • Step 2 - Click on the "Pay History" link (listed on either the right or left side of your page.
    • Step 3 - Click the check box to consent to receive the W2 electronically.
    • Step 4 - Choose the year you would like to print (the current year, "2019", will not be available until sometime after January 1, but before January 31).
    • Step 5 - Click the blue link, "Print W2" under your ID#, to view and print your selected W2.

    If you have any questions please contact Lois Swope in the Business Office.

     

    Foundations for Your Future Program (PSERS)

    The Public School Employees’ Retirement System (PSERS) will present a Foundations For Your Future (FFYF) program meeting at York Suburban High School, 1800 Hollywood Drive, York, on January 22, 2020 at 4:30 PM. These FFYF presentations provide members with information about PSERS benefits and services. A PSERS Retirement Representative will cover topics such as benefit options, withdrawal of contributions, rollovers, taxes, and legislative actions affecting PSERS. PSERS recommends that all non-retired members attend an FFYF program meeting, particularly if planning to retire within the year.

    Advance registration is not required to attend any of these large-group meetings. Please contact the Southcentral Regional Office at 717.720.6335 if requiring an accommodation in accordance with the Americans with Disabilities Act (ADA) to participate.

     

    CLASSIFIED EMPLOYEES

    Holiday Break Timeslips Due

    Due to the upcoming Holiday break, all timeslips for the pay period Dec 15 -28, should be completed and sent to the Business Office no later than Friday Morning, December 20, 2019.  Please check with your building Administrative Assistant for a date that she will want them sent to her.  

    ALL STAFF

    Safeschools Training Deadline 12/31/19

    All mandated trainings are required to be completed by December 31, 2019. Please plan time to complete these trainings within the next few weeks.  To ensure that all trainings are being completed in a timely manner, the following steps will be taken for those who do not complete the trainings by December 31:

    • January 6 - Individuals who have not completed all trainings by this date, will receive an email stating they have 2 weeks to complete the past due trainings, and the email sent to the person will be considered a verbal warning.
    • January 20 - Individuals who have not completed all trainings by this date, will be given a written warning and will have 1 additional week to complete the past due trainings.
    • January 27 - Individuals who have not completed all trainings by this date will be sent home with no pay until all required trainings have been completed.

    The deadline date will not be moved forward if the trainings are not completed by January 6, and the course will be indicated as past due.  Please understand that several of the trainings are state mandated.  We understand the undo burden this may impose on employees, however, completing the trainings is a requirement of employment with the school district.

    If you are having any problems accessing your training, please contact me.

     

    CRIMINAL BACKGROUND CLEARANCES DUE IN JANUARY 2020

    This is a reminder to those of you who may have clearances that are required to be updated by the end of January.  If you haven't already done so, please be sure to complete your clearances soon.  Time is running out, and scheduling fingerprinting in timely manner may be challenging as well as the wait for the child abuse clearance, which at this time could be two weeks.  Check your employee portal for the date your clearances are due.  Clearance instructions are available under forms on the Staff page of the District website.

     
    Friday Reminders for 12/13/2019

    UASD EMPLOYEES

    Accessing Your W2 in the Employee Portal

    Employees now have the ability to view and print their W2 in the Employee Portal.  The 2019 W2 will be available on or before January 31.  If you would like to be able to view and print your W2 you must sign into your Employee Portal account.  To find the W2 in the portal, follow the steps below after logging into your account or view the attached screen shots for accessing your W2:

    • Step 1 - Click on the "My Information" tab.
    • Step 2 - Click on the "Pay History" link (listed on either the right or left side of your page.
    • Step 3 - Click the check box to consent to receive the W2 electronically.
    • Step 4 - Choose the year you would like to print (the current year, "2019", will not be available until sometime after January 1, but before January 31).
    • Step 5 - Click the blue link, "Print W2" under your ID#, to view and print your selected W2.

    If you have any questions please contact Lois Swope in the Business Office.

     Reimbursement of Tuition Costs

    Please note that when submitting for reimbursement of tuition costs, you must adhere to the following guidelines:

    To be eligible for reimbursement, courses completed in the fall semester must be submitted by April 1 courses completed in the spring semester must be submitted by September 1 courses completed in the summer semester must be submitted by November 1.

    If reimbursements are received after the above listed deadlines, you will be ineligible for the reimbursement.  This information appears on the Pre Approval/Reimbursement Form (a copy is attached).

    Should you have any questions, please contact Candy Bretzman at ext. 2751.

     Foundations for Your Future Program (PSERS)

    The Public School Employees’ Retirement System (PSERS) will present a Foundations for Your Future (FFYF) program meeting at the Lincoln Intermediate Unit #12, 65 Billerbeck Street, New Oxford, PA on December 19, 2019 at 04:30 PM. These FFYF program presentations provide non-retired members with information about PSERS benefits and services. A PSERS Retirement Representative will cover topics such as benefit options, withdrawal of contributions, rollovers, taxes, and legislative actions affecting PSERS. PSERS recommends that all active members attend an FFYF seminar, particularly if planning on retiring within the year.

    Advance registration is not required to attend any of these large-group meetings. Please contact the Southcentral Regional Office at 717.720.6335 if you require an Americans with Disabilities Act (ADA) accommodation to participate.

     Criminal Background Clearances Due to Expire (this is a repeat reminder due to the fact that the LIU is open on 12/23 for fingerprinting)

    Many of you received an email from me on October 9 about criminal background clearances expiring in 2020.  Please remember that it is important that you make arrangements to get your fingerprinting scheduled at least 30 days before your clearances will expire.  Otherwise, you may not be able to schedule an appointment time to fit your work day.  There is one fingerprint center with weekend hours which is quite a distance away.  I was recently informed that LIU#12 will be open on December 23.  As you are aware, many other school districts, as well as other public entities will be using the fingerprinting centers to update their clearances.  LIU#12 is going to try to move some scheduling into evening hours.  At this time you can see a schedule for all the fingerprinting centers well in advance when you register for your clearance.  As you are completing your clearances, the next expiration date will not be logged in your record until all three have been received.  

    CLASSIFIED EMPLOYEES

    Holiday Break Timeslips Due

    Due to the upcoming Holiday break, all timeslips for the pay period Dec 15 -28, should be completed and sent to the Business Office no later than Friday Morning, December 20, 2019.  Please check with your building Administrative Assistant for a date that she will want them sent to her.

    ALL STAFF

    Safeschools Training Deadline 12/31/19 (Repeat Reminder)

    All mandated trainings are required to be completed by December 31, 2019. Please plan time to complete these trainings within the next few weeks.  To ensure that all trainings are being completed in a timely manner, the following steps will be taken for those who do not complete the trainings by December 31:

    • January 6 - Individuals who have not completed all trainings by this date, will receive an email stating they have 2 weeks to complete the past due trainings, and the email sent to the person will be considered a verbal warning.
    • January 20 - Individuals who have not completed all trainings by this date, will be given a written warning and will have 1 additional week to complete the past due trainings.
    • January 27 - Individuals who have not completed all trainings by this date will be sent home with no pay until all required trainings have been completed.

    The deadline date will not be moved forward if the trainings are not completed by January 6, and the course will be indicated as past due.  Please understand that several of the trainings are state mandated.  We understand the undo burden this may impose on employees, however, completing the trainings is a requirement of employment with the school district.

    If you are having any problems accessing your training, please contact me.

    Health and Wellness

    Holiday Do's and Don'ts - Getting stressed out with the holidays coming?  Read the attached flyer from Wellspan EAP.

    Live Well, Work Well - Read about tips (see attached) for sticking to your diet over the holidays, staying safe while decking the halls, the daily use of omega-3 fish oil to increase heart health, and a healthy recipe for Curried Squash Stew.

     
    Friday Reminders for 12/06/2019
    ALL STAFF
    Safeschools Training Deadline 12/31/19
    All mandated trainings are required to be completed by December 31, 2019. Please plan time to complete these trainings within the next few weeks.  To ensure that all trainings are being completed in a timely manner, the following steps will be taken for those who do not complete the trainings by December 31:
    • January 6 - Individuals who have not completed all trainings by this date, will receive an email stating they have 2 weeks to complete the past due trainings, and the email sent to the person will be considered a verbal warning.
    • January 20 - Individuals who have not completed all trainings by this date, will be given a written warning and will have 1 additional week to complete the past due trainings.
    • January 27 - Individuals who have not completed all trainings by this date will be sent home with no pay until all required trainings have been completed.
    The deadline date will not be moved forward if the trainings are not completed by January 6, and the course will be indicated as past due.  Please understand that several of the trainings are state mandated.  We understand the undo burden this may impose on employees, however, completing the trainings is a requirement of employment with the school district.
    If you are having any problems accessing your training, please contact me.
     
    CLASSIFIED EMPLOYEES
    Holiday Break Timeslips Due
    Due to the upcoming Holiday break, all timeslips for the pay period Dec 15 -28, should be completed and sent to the Business Office no later than Friday Morning, December 20, 2019.  Please check with your building Administrative Assistant for a date that she will want them sent to her.  
     
    UASD EMPLOYEES WITH INSURANCE BENEFITS
    Provider Listings
    To obtain a provider listing members must go to the website for the insurance benefit and search for a provider.  Members can also call the customer service number for the insurance company for assistance with finding a provider.  
    To properly search for a provider on the insurance benefit website, members should register and create a personal account.  Doing so will connect the provider search to their specific coverage.  Creating an account also, provides members with additional information, such as all claims reports, and tools to assist in the use of their insurance, member discounts, etc.  
    Attached is a list of phone number, websites, and group numbers for all district benefits is attached for your convenience.
    Please feel free to contact me if you have any questions.
     
    HEALTH SAVINGS ACCOUNT HOLDERS
    Contribution Limits for 2020
    HSA Contribution Limits for 2020 have been increased to $3,550.00 for those with single coverage, and $7,100.00 for those with family coverage.  Please keep in mind that these contribution amounts include the employer and employee contributions.  If you would  like to change your contribution amounts please use the attached Request to Change/Contribute HSA Contribution form and indicate the pay date you would like your change to begin.