Take Advantage of Summertime to Grow Your Manager Skills

Manager Development

The following workshops also fulfill an elective requirement for Manager Orientation.
Manager Orientation Required Workshops
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Summertime is a Great Time for Professional Development

Enroll Now! my.SMU>Employee Self Service>Learning and Development>Request Training Enrollment, then enter course title

Questions?  email DevelopU@smu.edu

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Midyear Reminders for Health FSA and Dependent Care FSA Participants

Health Care FSA 

Expanded Health Care FSA Carryover Provision

  • If you enrolled in the 2020 Health Care FSA, the plan will allow you to carry over any unused funds from the 2020 plan year into the 2021 plan year.
  • The carryover provision will apply even if you did NOT enroll in the 2021 Health Care FSA
  • If you enrolled in the 2021 Health Care FSA, any 2021 plan year balance will carry over into the 2022 plan year for us on expenses incurred during 2022.

Prospective Health Care FSA Election Changes

    • In 2021, we are allowed to accept prospective FSA election changes regardless of whether you’ve experienced an IRS-qualifying event.
    • This means you may be able to change or revoke your Health Care FSA on a go-forward basis. We cannot accommodate a retroactive election change and you cannot receive a refund for amounts already contributed to the plan.

Dependent Care FSA

Maximum dependent age for Dependent Care FSA expenses

    • The IRS allows the plan to reimburse expenses for dependents who turned 13 during the 2020 plan year (including the extended grace period discussed in the next section).

Grace Period Provision- Dependent Care FSA

    • The grace period for the 2020 plan year will extend to 12/31/2021. This means you may use any of your remaining 2020 plan year funds for reimbursement of expenses incurred through 12/31/2021.
    • The 2021 Dependent Care FSA grace period will end 12/31/2022 allowing you to use any remaining 2021 plan year funds for reimbursement of expenses incurred through 12/31/2022.

Prospective Dependent Care FSA Election Changes

    • In 2021, we are allowed to accept prospective FSA election changes regardless of whether you’ve experienced an IRS-qualifying event.
    • This means you may be able to change or revoke your Dependent Care FSA on a go-forward basis. We cannot accommodate a retroactive election change and you cannot receive a refund for amounts already contributed to the plan.

Questions on your account?

If you have any questions regarding your existing balance or account, log in to your Discovery Benefits online account or download the benefits mobile app. You may also contact our Participant Services team by email at customerservice@discoverybenefits.com  or by calling 866-451-3399 during business hours (Monday through Friday, 6 a.m. to 9 p.m. Central time).

 

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Important Updates to SMU Pharmacy Benefits Effective August 2021

Beginning in August 2021 there will be a couple of changes in pharmacy benefits. These changes will ONLY impact the following individuals:

  • Those who use AllianceRx mail order pharmacy for prescriptions, generally for ongoing or maintenance medications
  • Those who use AllianceRx specialty pharmacy for specialty medications, specialty medications are generally high-cost injectable drugs with special handling or storage requirements.

There are no changes to pharmacy benefits for medications filled at your local retail pharmacy.

If you or your covered dependents are directly impacted, you will receive a personalized letter mailed to your home address in late June which will include specific instructions in preparation for this change.  Please review this information carefully as there are certain actions steps necessary for you to complete.

For mail order prescriptions, please review the following information:

  • Prior to August 1, 2021, check your medication supply to ensure you have a sufficient supply on hand to avoid any disruption with this transition. Refills before July 31st will be processed by AllianceRx Walgreens Prime.
    • If you have remaining refills, most medications will be transferred to Express Scripts Pharmacy.
    • Exceptions include controlled substances, medicines regulated by a Risk Evaluation and Mitigation (REMS) program, prescriptions that are expired, or prescriptions with no refills left after August 1, 2021. For these excluded medications, please ask your doctor to send new prescriptions to Express Scripts Pharmacy on or after August 1, 2021.
  • On or after August 1, 2021-
    • If you’d like to continue to use the mail order benefit:
      • Please setup your Express Scrips Pharmacy digital account using your member ID by going to esrx.com/BCBSTX or by calling 833-715-0942. To protect your privacy there is certain personal and banking information you’ll be asked to complete before your first fill can be processed.
      • Let your doctor know that after August 1, they should send new mail order prescription to Express Scripts Pharmacy.
    • Or, if you’d like to switch to having your prescriptions filled at your local in-network pharmacy you can ask your doctor to send a new prescription to your preferred location.

For specialty medications, please review the following information:

  • Prior to August 1, 2021, check your medication supply to ensure you have a sufficient supply on hand to avoid any disruption with this transition. Refills before July 31st will be processed by AllianceRx Walgreens Prime.
    • If you have remaining refills, most medications will be transferred to Accredo Pharmacy.
    • Exceptions include controlled substances, medicines regulated by a Risk Evaluation and Mitigation (REMS) program, prescriptions that are expired, or prescriptions with no refills left after August 1, 2021. For these excluded medications, please ask your doctor to send new prescriptions to Accredo Pharmacy on or after August 1, 2021.
  • On or after August 1, 2021-
    • If your AllianceRx Walgreens Prime prescription has refills available as of August 1, 2021, Accredo will call or email you to help you get signed up and ready for your first order. You can also call Accredo at 833-721-1619 starting on August 1, 2021.
    • Please setup your Accredo digital account using your member ID by going to accredo.com/BCBSTX or by calling 833-721-1619. To protect your privacy there is certain personal and banking information you’ll be asked to complete before your first fill can be processed.

Questions? If you have active prescriptions at AllianceRx Walgreens Prime, stay tuned for member notices with details and other resource tools. As always, you can also call the phone number listed on your Member ID card.

More information from BCBSTX Prime will be mailed to impacted members.

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‘FLOATING HOLIDAY’ TO REPLACE TRADITIONAL FALL HOLIDAY DUE TO COVID-19

This message was originally sent to SMU employees on June 25, 2020 at 10:23 AM.

As SMU students will be in class on Labor Day 2020 to accommodate revisions to the fall semester, SMU offices will remain open and staffed on Monday, Sept. 7. The University will, instead, offer its employees a floating holiday to replace the traditional Labor Day holiday.

All benefit-eligible employees hired by SMU before December 31, 2020 will be eligible for the floating holiday. Employees will be offered one day off based on their standard hours. For example, employees who work 37.5 hours per week will accrue 7.5 hours of holiday time.

The floating holiday, to be chosen by the employee with their supervisor’s approval, may be scheduled for any time between July 1, 2020 and May 31, 2021. Bi-weekly employees should report the floating holiday as FLB on timesheets and monthly employees should report the time as FLM. The time reporting code will be available for use on July 6, 2020.

The Labor Day adjustment is part of a larger modification of the fall semester designed to help lessen the spread of COVID-19 by ending in-person classes before Thanksgiving and reducing the number of students returning to campus after holiday travel. The September 7 Labor Day holiday and October 12–13 Fall Break will both be suspended and used as class instruction days.

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A new session of Speed of Trust Foundations has recently been scheduled for May 6, 2021 from 9:00 am -5:00 pm. This session will be hosted on Zoom.

Enroll via my.SMU>Employee Self Service>Learning and Development>Request Training Enrollment and use the Course Code HRSQ to submit your request.

Questions?  Email DevelopU@smu.edu.

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Professional Development Workshop – Intro to StrengthsQuest

A new session of Introduction to StengthsQuest has recently been scheduled for April 25, 2021 from 1-5:00 pm. This session will be hosted on Zoom.

Enroll via my.SMU>Employee Self Service>Learning and Development>Request Training Enrollment and use the Course Code HRSQ to submit your request.

Questions?  Email DevelopU@smu.edu.

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Updated Professional Development Workshops

Please visit our Professional Development webpage to view the most recent list of available training opportunities.

Questions may be directed to DevelopU@smu.edu

 

 

 

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Updated COVID-19 Awareness Course for Employees

Last May, SMU launched its COVID-19 Return to Work training program. This course provided new guidelines for current and newly-hired employees so the University could stay healthy and continue its mission amid the pandemic.

A refreshed version of the course is now available. All new employees after January 1, 2021, are asked to review this updated version if they have not completed the previous version of the course.

Employees who completed the previous version are strongly encouraged to review the updated information. To access the course, log into Canvas with your SSO credentials to access the updated course titled
Employee 2020-2021 COVID 19 Awareness.

It is through everyone’s efforts that we will remain Mustang Strong!

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Supervisor Checklist for Hiring Student Workers

With the beginning of the spring semester approaching, it is time to confirm that your new and returning student workers are on-boarded and prepared for the rest of the academic year.

Verify Your Student Worker is Authorized to Work
Hiring managers must provide each new student worker the New Student Employment Packet and ensure he/she is authorized to work by verifying his/her Form I-9 is appropriately completed.

To make the process more seamless, HR requests that students schedule an appointment to fill out the Form I-9. The appointment can be scheduled here: Schedule an I-9 Appointment. It will request their SMU ID and anticipated start date before booking the appointment. Walk-ins are strongly discouraged due to our current social distancing protocols in the office.

Supervisors should not assume their student worker already has a Form I-9 “on file” OR that a Form I-9 completed previously is acceptable. To confirm your student is I-9 compliant, supervisors should verify directly with HR or verify that HR has signed off that the student is I-9 compliant on his/her Student Worker Employment Checklist.

Supervisors hiring International Student Workers must follow the instructions provided by the International Scholars & Students Office (ISSS) to confirm the student’s work eligibility. The student’s ePAF start and end date must stay within the ISSS-authorized dates and scheduled work hours. Failure to do so could endanger your student worker’s ability to remain within the U.S. to complete his/her education and/or to work in the U.S. after graduation.

Complete the ePAF to Ensure Your Student Worker is Paid on Time
As employees of the University, it is essential for each student worker to be set-up correctly in the payroll system in order to receive timely pay.

  • Supervisors must initiate a new hire/rehire ePAF for each student worker as the employment offer is accepted by the student.
  • End date for ePAF: financial aid work-study student employment must end on or before by May 7, 2021. Non-financial aid work-study students must have an employment end date on or before May 21, 2021.
  • Non-Work-Study Student Worker jobs that are paid from an unrestricted source (fund 10 or 12) will require additional approval.
    -Approver for an academic area will be the financial business manager for the school or Provost’s area
    -Approver for an administrative area will be the vice president
    -Other non-work-study student worker jobs that are paid from a restricted source (fund 20 or higher) including grants/sponsored projects will continue to be routed for approvals required for the type of job/funding source
  • Work-Study Student Worker hire forms will follow the normal approval routing—regardless of funding source
    -If the student does not have work study funds as part of his/her financial aid package, the hire form will be recycled for the initiator to resubmit it as a non-work-study job; additional approval may be required. (See above)

Manage Student Worker Schedules to Remain Within Weekly Limits
The tax benefits student workers are eligible to receive are contingent on SMU limiting these recipients to no more than 20 hours of work per week. Hiring managers must ensure each student worker’s schedule abides by the 20 hour per week limitation. This applies to any student being paid under a student worker ePAF.

Training for Student Workers
Student workers are required to complete two (2) training tutorials via Everfi (SMU’s vendor for e-learning training). They are:

  • Youth Protection required under SMU’s Program for the Protection of Minors and
  • Data Security and Privacy

Data Security is a one-time assignment with no refresh required.  Youth Protection has a two (2) year refresh schedule.  If the student has not completed the training or if they are outside their refresh schedule, they will receive an email notification to their SMU email address announcing the assignments with a link to access the training. As with regular employees, students should use the SMU ID and password to log in via the single sign on portal. Additional training may be assigned based on job responsibilities; for example, FERPA for those requesting access to student records or Golf Cart Safety if they will have access/use.

Those supervising student workers should manage training completion within the allocated timeframe. This may be confirmed by asking the student to provide a copy of their training summary in my.SMU.

Engage Your Student Worker
Student workers are a vital resource to the University. Students should be on-boarded and orientated to work expectations similarly to the on-boarding our regular employees’ experience. Introduce your student workers to the work team, make sure they understand the role your team/department plays in achieving the University’s goals. Share dress codes and culturally specific information so they feel included. Set clear expectations for the work they will do as well as how and when to notify you when they are ill or have conflicts with their work schedule. Provide regular feedback about the work they are doing and the impact they are having. Doing so will ensure your student is engaged and providing maximum support to your team.

Resources:

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