Human Resource News

December 2008

Featured Articles

HR News


State Tax Withholding

Tax Shelter Annuities (TSAs)

Health Insurance Cards

Personal Information Changes

Beneficiary Information

2008 Charitable Contributions

Inclement Weather

Worker's Compensation

Classified Staff News - Early Timesheets Due

Comp Time and Unused Vacation

Unclassified Staff News

January 2009 Paycheck, SS Taxable Wage, and Leave Statements

Student Payroll News - Early Timesheet Deadlines

Happy Holidays
The following dates are legal holidays; therefore, the university will be closed:
  • Christmas Eve Day and Christmas Day (Wednesday and Thursday, December 24 and 25, 2008)
  • New Year's Eve Day and New Year's Day (Wednesday, December 31, 2008 and Thursday, January 1, 2009)
  • Martin Luther King Day (January 19, 2009) up
All Employees
New Addition to HR

The Office of Human Resources welcomes Julie Carr to the HR team. Julie will be administering the student payroll. Julie began her UW service in Activities & Programs at Stout, then transferred to UW-Eau Claire in 1994, where she has been coordinating the campus events ticketing program for the Service Center.

Julie is located in Schofield 219, and may be reached at 36-4068 or carrjk. For a complete list of HR employees, their duties, phone numbers, and locations, please click on "Meet Our Staff" on HR's Web site. to top

W-2 Statements

W-2W-2 statements will be mailed to all employees at the end of January 2009.  The statements will be sent to employees' permanent addresses.  Please verify that your permanent address is accurate to avoid any delay in receiving your statement.  Unclassified, classified, and limited term employees may check their "My Human Resources” on Human Resources’ homepage.  Students may check their personal information under their "My Blugold." to top

State Tax Withholding


UW-Eau Claire employees who are prepaying their 2009 State Tax Withholding will receive a document from the Wisconsin Department of Revenue.  This form must be forwarded to Human Resources no later than December 19, 2008 to assure that state tax will not be withheld from 2008 wages on the employee's first paycheck in 2009.up

Paying Too Much State and Federal Taxes?

Consider taking advantage of pretax benefits by participating in a 403(b)Tax Shelter Annuity or 457(g) Wisconsin Deferred Compensation program.  Check out the TSA Investor! newsletter.  For more information on these supplemental retirement programs, please contact Barbara Bowers at 836-3871 or e-mail  You may also check HR's Web site under Benefits, "Retirement & Savings."  The minimum contribution is $8.00 per bi-weekly pay check, or $20.00 per month.



Maximum (2009)


Over age 50 catch-up

$5,500.00 (add'l)





Wisconsin Deferred Comp


Maximum (2009)


Over age 50 catch up

$5,500.00 (add'l)



Catch-up based on 15 years of service
If you are eligible for the catch-up based on 15 years of service, you may also contribute $3,000.00 per year in addition to the above amounts.  For a list of participating vendors or for more information, visit the UW-TSA Web site at: to top

Health Insurance Cards for 2009

If you changed health insurance plans for 2009 coverage, you will receive a health insurance card reflecting your new coverage.  You will also be receiving a new card from Navitus Health Solutions.  Please verify all information on both cards.  Any corrections must be reported to the appropriate vendor. to top

Personal Information Changes
Changes to personal data may be e-mailed to HR Data Review. Your information is important to us. If you have any questions, please contact Diane Willer, e-mail willerdm or phone 36-6007. to top
Beneficiary Information
Employees may contact their insurance company to review their beneficiary information. Forms are available in the Human Resources office or at HR's Web site, in the "beneficiary forms" section. to top

2008 Charitable Campaign - Make your caring count!

Through your support of United Way/SECC, you are making an United Wayinvestment that will continue to enhance our community's quality of life. Please support this year's campaign to the extent you can. If you have questions or have not received a packet, please contact Barbara Bowers, campaign coordinator, at 36-3871 or e-mail bowersba. to top
Inclement Weather
snowstorm With winter weather upon us, it's time to review UW-EauClaire's practices in the event severe weather strikes.  When inclement weather threatens operations at UW-Eau Claire, the chancellor may close the university to the public or may cancel classes, but state employees will be expected to report to work.

Announcements will be made in the local media regarding canceling classes and/or closing the university to the public.  The chancellor will notify the local media of changes in university operations.  However, announcements by local media are advisory only. In response to local weather conditions, the chancellor may release employees. 

Employees covered by a labor agreement should check their respective bargaining agreements for specifics about excusing employees from work and related issues.up

Worker's Compensation

We are taking this time to remind all employees and supervisors that anWCy work-related injury or illness must be reported immediately, and the correct forms must be completed by the employee and supervisor.

UW-Eau Claire’s claims have been analyzed against Department of Workforce Development regulations (DWD 80.02 (3)(b)), and some submissions are noncompliant with deadlines.  This means that we are subject to fines imposed by DWD if we do not improve our submission timeframes.  The forms must be submitted immediately to the Worker’s Compensation Coordinator in the Human Resources officeThe forms can be found on the HR website under “Forms," or at the following link:  Questions may be directed to the Office of Human Resources-220 Schofield Hall or phone 36-2513. to top

Classified Staff

Early TimesheetsDuetimesheets

  • Due to the holidays, the pay period ending December 20 for classified and LTE staff will be processed on Monday, December 22, three days earlier than usual

    Timesheets will still be due on Thursday, December 18; however, any changes to timesheets must be submitted no later than 3:00 p.m. on Monday, December 22. Changes submitted after this time will not be processed until the following pay period. Any timesheet turned in after 3:00 p.m. Monday December 22 will not be paid on time.  Please make every effort to turn in timesheets and submit any changes prior to this deadline. 

  • For the pay period ending January 3, 2009, timesheets for classified and LTE staff will be due in the Human Resources office, S219, by noon on Tuesday, December 30.

  • It is very important to make sure you are using the correct type of leave on your timesheet. Using a type of leave that you do not have will result in time without pay on your pay check. Please refer to your earning/leave statement when completing your timesheet. Because of the shortened processing time, we will not be able to contact employees to make corrections to their timesheets.

  • Per state statutes, when a payday falls on a legal holiday, payment will be made the day before a holiday.  Because of the legal holidays of New Year’s Eve and New Year’s Day, classified and LTE staff will be paid on Tuesday, December 30, 2008. to top

Compensatory Time

Non-represented, WSEU represented, craftsworker, health care, and engineering employees: compensatory time earned as a result of overtime or working on a holiday during 2008 will automatically carry over into 2009. The hours carried over must be used by April 30, 2009 or they will be paid off at the employee's April 30, 2009 rate of pay.

Employees represented by WPEC and Science unions have until June 30, 2009 to use carryover comp time. Comp time not used by that date will be paid off at the June 30, 2009 hourly rate. If you have questions, contact Kris Bremness at 36-5389.

Carryover of Unused Vacation

vacationEmployees are allowed to carry over up to 40 hours of vacation without requesting approval.  If the employee wishes to carry over more than 40 hours, the supervisor must approve the carryover verbally.  Payroll does not need to see these approvals.  Any vacation carried over must be used prior to June 30, 2009 or it is lost. 

Employees represented by the Wisconsin Education Association have until June 20, 2009 to use carryover comp time. Comp time not used by June 20 will be paid off at the June 20, 2009 hourly rate. NOTEPersonal holidays may not be carried over into 2009.

Questions regarding classified payroll may be directed to Kris Bremness at 36-5389 or e-mail bremnekk. to top

Unclassified Staff
Paycheck Distribution

direct depositBecause of tax implications, the January 1, 2009 paychecks cannot be distributed prior to January 1.  Electronic deposits will be in employees' accounts on Friday, January 2, 2009.

Social Security Taxable Wage
The Social Security taxable wage base will be $106,800 next year, which is up from the current figure of $102,000.  The Social Security tax rate (6.2%) will remain the same.  There will be no maximum income ceiling for Medicare taxes.  The Medicare tax rate (1.45%) will apply to all earned income.  The combined tax rate for Social Security and Medicare will remain unchanged at 7.65%. to top
Unclassified Leave Statements/Reports

Unclassified leave statements are distributed early each month.  In order to comply with the requirements of Unclassified Personnel Guideline #10 (Section 10.10), all unclassified employees who are eligible for retirement contributions must submit a leave statement each month reporting any paid leave time they have used (sick leave, vacation, etc.) Even if there was no paid leave time used, according to UPG 10, the statement must be completed, signed by the employee's supervisor, and submitted to Human Resources each month.  The reports are due in Human Resources by the 10th day of each month.

Questions regarding unclassified leave statements/reports may be directed to Cheryl Hauser at 36-5260 or e-mail hauserc. to top

Student Payroll
Early Timesheet Deadline

Weeks ending 12/20/08 and 12/27/08

Due in Human Resources S219 by noon Tuesday, December 23, 2008 (Friday, December 26 for Housing and Usher Corps).

Student Employment Eligibility

  • Students who graduate from UW-Eau Claire in December can continue to be employed as students (non-federal work study only) through the end of Winterim (January 23).
  • Students may start using 2nd semester work study allocation with hours worked December 14, 2008. to top
Distribution of Student W-2 Statements
W-2W-2 statements will be mailed directly from the UW System Processing Center in Madison.  They will be mailed to students' permanent address.  Students may view their address information on the Blugold System used for registration by using option #3 - "View Your Personal Data" on the main menu.  Any changes should be submitted to the Registration Office, 128 Schofield Hall, prior to December 15, 2008. to top
Tax Status - Students filing "Exempt"

Exempt status must be renewed annually. If a new W-4 form is not filed each year, the exempt status is automatically stopped, the status reverts to zero allowances, and Wisconsin taxes will be withheld. If this happens, payroll cannot request refunds - students must file a Wisconsin tax return to recover the taxes paid.

Minnesota residents must complete a new Statement of Minnesota Residency Form W222 for the new 2009 calendar year. The current W222 will expire January 31, 2009. Questions regarding student payroll may be directed to Julie Carr in Human Resources at 836-4068 or to top

Human Resources Home Page
UW-Eau Claire Human Resources, Schofield 220, (715)836-2513

 Updated: Wednesday, December 12, 2007

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