December 2022 Edition

Volume 5 Issue 4

Happy Holidays, Spartans! It’s been another busy year in University Personnel and across campus, and it’s been wonderful to connect with so many of you in person again as we continue to move out of pandemic-mode.

We have received a number of questions regarding telecommuting and hybrid work schedules and whether or not they will continue into 2023. We must always keep service to our students and colleagues in mind as we consider the viability of hybrid schedules. Thus, if department operations allow--given the needs of all of our various campus constituents--and managers wish to continue using hybrid schedules in their areas, they may do so. Telecommuting agreements must be submitted at least annually for review and approval but may be adjusted and/or rescinded as necessary for business needs. Please review the Telecommuter Policy and Agreements for more information.

I want to thank everyone who attended University Personnel's Open Forum in October, focused on Benefits and Open Enrollment. If you weren’t able to attend, you may review the slides and Q & A on our website at any time. Details on the Spring Open Forum coming soon!

Please make sure to review the End of Year Holidays, Deadlines and Reminders and plan accordingly. I also encourage you to check your Vacation balance to ensure you don’t go over the max before the end of the year. Work with your manager if you need to take time off.

Finally, most important, have a wonderful holiday season and best wishes for a happy and healthy 2023!

End of Year Holidays, Deadlines and Reminders

December 13/Mailing Address: Tuesday, December 13 is the last day to update your mailing address to ensure your W-2 is mailed to the correct location. See Change My Address and other info to review your address and make any necessary changes. The State Controller’s Office will mail W-2s at the end of January 2023. (Note that you may also retrieve your W-2 at Cal Employee Connect if you have enrolled.)

December 16/CSULearn: Please review your CSULearn Assigned Courses by Friday, December 16. All courses with a due date prior to December 31, 2022, must be completed by the end of the calendar year.

December 21/Absence Management: Wednesday, December 21 is the last day to enter and approve December absences. To ensure accurate and timely pay for the December pay period, all absences for both salaried and hourly employees must be entered and approved no later than 12:00 p.m. on Wednesday, December 21, 2022. See Enter My Absences or Approve Reported Absences.

December 26-29/Campus Closed for Winter Holidays: The campus is closed from Monday, December 26 through Thursday, December 29 for the holidays. No personal leave needs to be taken for these days. Please note: If the Governor and/or Chancellor provide additional time off as they have in previous years, we will notify you separately.

December 30/Campus Closure: The campus is closed on Friday, December 30. All employees (excluding AY faculty) must use vacation, personal holiday or compensatory time off for the December 30 campus closure. Bargaining unit employees should work with their manager if they do not have enough time to cover the closure date.

December 30/Live Paycheck Distribution: University Personnel South (UPD Building/3rd Floor) will be open from 9:00 a.m. to 10:00 a.m. on Friday, December 30 for employees not on direct deposit who wish to pick up their December paycheck (live checks only). Employees must bring a photo ID and may only pick up their own check. Department contacts can pick up paychecks when the campus reopens on January 3, 2023, from 9:00 a.m. - 11:00 a.m.

January 1, 2023/Open Enrollment: All open enrollment changes will be effective January 1, 2023. Please log into Cal Employee Connect to review your December pay warrant (paid on or around January 3, 2023) to confirm your changes have been processed. If you have any questions regarding your open enrollment changes, please contact your Benefits Representative.

January 2, 2023/Campus Closed for New Year’s Day: The campus is closed on Monday, January 2, 2023, and no personal leave needs to be taken for this day.

If you have any questions, please contact your Recruiter or your Benefits/Payroll/Employee Services Representative.

Thank you for your attention to these deadlines.

Flexible Spending Account (FSA) Benefits Information

• The CSU provides a 2 1/2 month grace period for employees enrolled in a Healthcare Reimbursement Account (HCRA) through December 31. If an employee is enrolled through December 31 and also has a balance as of December 31, the grace period allows them to be reimbursed for eligible expenses incurred through March 15 of the following year. FSA Debit Cardholders will have access to the prior year's balance through the grace period (March 15 of each calendar year).

• Employees must submit claims no later than June 30 of the following year after the current plan year ends. After this date, any funds remaining in the employee's account will be forfeited.

CSULearn Compliance Courses - Have You Finished Yours?

As we approach the end of the year you may have an expired CSULearn compliance course or one that is due to be completed before the end of the year. It is important that all employees complete these required courses in order for San José State to be in compliance with the CSU Executive Orders from the Chancellor’s Office (see Compliance Training for more information).

To confirm the status of these courses, navigate to CSULearn and review the Assigned Learning tile to determine if there is an expired or incomplete course coming due.

1. Open CSULearn
2. Click on Assigned Learning

If the course is listed and shows REGISTER, it means you have not started the course. Check to see when the course expires. Click the REGISTER button and complete the course by the due date.

If you began the course, but never completed it, click the VIEW DETAILS button to continue with the course and complete it by the required due date.

If you have questions or technical difficulties with your course(s), please email csulearn@sjsu.edu for assistance.

UP Staffing Updates

New Employees

• September 2022
• Leanne Miyashiro - Volunteer, POI and Compliance Assistant

• October 2022
• Aimee Remen-D’Anna - Employee Support Services Representative
• Wit Dinh - Human Resources Manager, Tower Foundation
• Vera Kambourian - Payroll/HR Coordinator, Tower Foundation

Current Vacancies

Please note: Current faculty and staff should use the Internal Posting link to apply; current student employees, employees in auxiliary units, or anyone not affiliated with the university should use the External Posting link to apply.

• Academic Employee Relations Analyst - Internal Posting / External Posting
• Benefits Services Analyst - Internal Posting / External Posting
• Faculty Employment Specialist (2 positions) - Internal Posting / External Posting
• Senior Employee/Labor Relations Analyst - Internal Posting / External Posting

Recruitment Coming Soon

• Employee/Labor Relations Analyst
  

Spartans Stepping Beyond

Spartans Stepping Beyond provides all members of the San José State community with the opportunity to recognize or thank a fellow Spartan who makes a difference on campus. Recognize a fellow Spartan today!

Follow us on social media ( @sjsu and @sjsu_up on Twitter, @sjsu_up on Instagram, and the SJSU LinkedIn page) to find out who has been recognized!

Staff Service Celebration

Save the Date for the IN-PERSON Staff Service Celebration, formerly known as Spartan Service Celebration.

The 55th Annual Staff Service Celebration honors SJSU staff members who reached a milestone year of service between January 1 and December 31, 2022. We will honor employees with 10, 15, 20, 25, 30, 35 and 40 years of service.

This event will be held in-person on Thursday, March 2, 2023 and will include the 4th Annual presentation of the Staff Awards. Awards will be presented for Staff of the Year, Distinguished Service, Spartan Spirit, and, new this year, the Critical Employee Award - you don't want to miss it!

More information about the celebration will be announced early next year but we encourage you to mark your calendars now.

We invite you to view the full list of honorees on our website.

If you have any questions, please contact Tamela Sullivan at tamela.sullivan@sjsu.edu.

For questions about the Faculty Service Recognition event, please contact Melanie Schlitzkus in the Office of the Provost at melanie.schlitzkus@sjsu.edu.

Paycheck Direct Deposit Enrollment & Change Now Online!

Cal Employee Connect, the State of California’s online portal for viewing paychecks and W-2s, now offers online enrollment for Direct Deposit of your paycheck. You may also change your current direct deposit enrollment through the Employee Services menu in the portal. Please note, if you are currently enrolled in Direct Deposit your current Direct Deposit information will NOT be displayed.

Already Registered?
If you’re already registered for Cal Employee Connect, great! Click Employee Services to access Direct Deposit. You will be prompted to set up multi-factor authentication (MFA). Follow the online instructions to do so then login with your updated access to view the page.

Not Yet Registered?
Now is the time to take action! Get registered today to view paycheck information, W-2s, and the new Direct Deposit enrollment/change pages. Information on how to register for Cal Employee Connect can be found on our website.

Why Cal Pay Connect is Important

• View Your Paycheck: Beginning March 1, 2023 you will no longer be able to view your paycheck online through SJSU @ Work (PeopleSoft HR) and can only do so through Cal Employee Connect.
• View Your W-2: Once W-2s are issued by the State of California you can view the information online. You don’t have to wait for your W-2 to arrive in the mail. Viewing and printing online can also save you the time and cost of requesting a duplicate W-2.
• Direct Deposit: Using the online Direct Deposit enrollment or change process gets the information to the State Controller’s Office in a more timely and efficient manner and adds an additional level of security for your banking information.

FAQs and Help

Q: How can I confirm I currently have Direct Deposit?
Q: Can I use this portal to cancel Direct Deposit?
Q: If I enroll this way, will my Direct Deposit go into effect sooner than if I used the manual form?
Q: Do I have to use this to enroll or change my Direct Deposit, or can I still use the old form?
If you have additional questions or need assistance registering, please email payroll-services@sjsu.edu and the UP Payroll Services team will be happy to assist.

• Faculty and staff can take advantage of numerous discounts offered to CSU and SJSU employees. Check out our Employee Discounts webpage for more information.

• If you are hosting a campus event Faculty and Staff can attend, send your event information to the UP Well-being email box up-well-being@sjsu.edu to be included in our Well-being Wednesday newsletter.

• In addition to our Well-being Wednesday newsletter, we have a MyWell-being webpage that has a wealth of wellbeing information.

• The California State University (CSU) and SJSU are committed to maintaining an inclusive and equitable community that values diversity and fosters mutual respect. We embrace our community differences in:

• Age, Disability (physical and mental)
• Gender (or sex)
• Gender Identity (including nonbinary and transgender)
• Gender Expression
• Genetic Information
• Marital Status
• Medical Condition
• Nationality
• Race or Ethnicity (including color, caste, or ancestry)
• Religion (or religious creed)
• Sexual Orientation
• Veteran or Military Status

Mailing Address and Form W-2

December 13, 2022 is the last day to update your mailing address to ensure your Form W-2 is mailed to the correct location. See Change My Address and other info to review your address and make any necessary changes. The State Controller’s Office will mail Form W-2s at the end of January 2023.

Please note that Form W-2s are issued by the State Controller’s Office and are not maintained or reissued by University Personnel. Form W-2’s, wage statements and YTD earnings can be accessed online at Cal Employee Connect.

When will my Form W-2 be mailed?

• The State Controller's Office will mail the 2022 W-2 form to California State University employees on January 31, 2023.

What if I have not received my Form W-2 or my mailing address has changed?

• Contact your Payroll Representative after January 31. Form W-2s that are undeliverable by the post office will be returned to the University Personnel/Payroll Office.
• W-2s will be available in Cal Employee Connect mid-late January.

Who should I contact if my W-2 was damaged, not sealed?

• Contact your Payroll Representative to order a replacement.

Duplicate Form W-2s can be requested by completing a Duplicate Wage and Tax Request Form which can be obtained on the University Personnel webpage. Generally there is an $8.50 fee charged by the State Controller’s Office for a duplicate copy of the Form W-2. If your address is correct in the system and your Form W-2 has not been received, please contact your payroll representative. A waiving of the processing fee may be applied if your address has not changed. The final date that a Fee waiver for an unreceived Form W-2 is March 1, 2023. Please note that wage information is now available online.

Who should I contact if I have any further questions about my Form W-2?

• Contact your Payroll Representative with any further questions.

Contact University Personnel via Phone or Email

408.924.2250 or university-personnel@sjsu.edu

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