Office of Human Resources                                                                                  December 2014 

HR REVIEW

Update Your Address for W-2 Mailing

 Electronic Option for 2014 W-2

W-4 Reminder

Remember to submit a new W-4 if your marital status or allowances have changed or will change for 2015.  A new federal and/or state W-4 form can be submitted at any time throughout the year to update your withholding.  Forms can be downloaded from Payroll's website and mailed to or dropped off at the Payroll Office on either campus.

2015 FICATax Brackets

The 2015 FICA wage limits have been issued. The new Social Security wage base will be $118,500 (up from $117,000 in 2014). Although there continues to be no Medicare taxable wage limit, again in 2015, all taxable wages that exceed $200,000 will now be taxed at 2.35 percent.

Your Benefits for 2015

The Benefits Division is happy to announce that Open Enrollment has successfully come to a close! Print a copy of your confirmation statement for your records.

Instructions: 

1. Log on to the FASIS Self Service Portal at https://nupa.northwestern.edu with your net ID and password from any computer with internet access.
2. Select the My Benefits accordion, and click on My Open Enrollment from the left-hand menu.
3. Click the View or Print Confirmation Statement link and print the information for your records.
4. Review your confirmation statement for accuracy and contact the Benefits Division with concerns.

**Important - Elections requiring evidence of insurability (EOI) including life insurance increases will NOT be reflected in the confirmation statement until the approval notice is received and processed by the Benefits Division.

Reminders about Flexible Spending and Health Savings Accounts:

• Your PayFlex card for your flexible spending account (FSA) and health savings account (HSA) will remain active until the expiration date listed on the card. Please hold on to it for next year.
• New enrollees in the health savings account (HSA) will NOT receive a PayFlex card until they activate their account online at www.healthhub.com
• The deadline for filing 2014 flexible spending account claims is March 31, 2015. Healthcare and limited use flexible spending account expenses must be incurred by March 15, 2015. Dependent care flexible spending account expenses must be incurred by December 31, 2014.
• Prior plan year funds remaining in your FSA account after March 31, 2015 will be forfeited.

Appropriate Handling of Holiday Gifts from Vendors and Others

The holiday season is fast approaching! It is possible that departments and/or employees could begin receiving gifts from University vendors as a token of appreciation for University business and/or to recognize professional relationships between vendors and the University.  It is important for employees to be cognizant of University gift policies and handle the offer or receipt of such gifts appropriately.  In a business environment, soliciting or accepting gifts from companies with which the University does business could present the perception of an opportunity to influence the objectivity or judgment of employees with respect to business with these companies. 

Faculty and staff should not solicit any gifts or accept significant gifts when such solicitation or acceptance may influence, or have the appearance of influencing, the performance of Northwestern duties.  This includes gifts from companies or individuals engaged in business with Northwestern.  This also applies to gifts among colleagues internal to the University when solicitation or acceptance of such gifts may influence, or have the appearance of influencing, the performance of one's Northwestern duties. 

The below examples are intended to offer practical guidance in meeting the University's policy expectations around gifts.   

Vendor Gift Tips:

Group gifts: vendor gifts to a unit, department, or team.

Handling of group gifts: group gifts should be placed in a common area to be shared, such as a department kitchen or conference room.

Examples of group gifts: fruit baskets, bakery treats, pens, notebooks, etc.

Individual gifts: vendor gifts to individual employees.

Considerations:

• Any individual gift exceeding approximately $75 in value is considered significant and should not be accepted.
• Cash or check gifts should NEVER be accepted from those internal or external to Northwestern.
• Gift certificates are similar to cash gifts and should generally not be accepted as an individual gift if the value exceeds $25.

Handling of individual gifts:

• Handle individual gifts for group benefit when possible, which can mitigate the perception of a specific individual gift having the potential to influence the actions of an individual employee (for example, use a Starbucks gift card to buy a "box" of coffee for your department, or use a restaurant gift certificate for a team lunch).
• For significant individual gifts that cannot be shared for group benefit, discuss handling of the gift with your manager.  You can always return a gift to a vendor with a note that while the gesture is appreciated, the gift violates University policy.
• Ensure the specific decision and handling of any individual gifts is documented.
• If an individual gift is accepted, ensure it is disclosed in the subsequent annual staff COI disclosure.

Examples of individual gifts: holiday hams, steaks, gift certificates, a bottle of wine or a crate of wine, iPads, private air travel, etc.

Vendor Hospitality Tips: Infrequent attendance of employees at events (e.g., sporting or other events) for which tickets are provided by a vendor, if a vendor representative is present, is acceptable.  Infrequent is considered 1-2 events per year per vendor.  It is not acceptable for vendors to provide tickets to employees for such events if a vendor representative will not be present, of if employee attendance at such events will interfere with an employee's or unit's University obligations.

Gift Among Employees Internal to Northwestern

It is understandable that employees may wish to provide gifts to colleagues within the University to recognize professional relationships and/or good customer service.  Such gifts are not prohibited unless such gifts could influence, or have the appearance of influencing, one's Northwestern responsibilities.  Consider the potential impact of gifts to those who provide services to you at the University; could it be perceived that your gift is an attempt to influence the individual's judgment or objectivity with respect to 

 their Northwestern responsibilities?  If you would like to thank an employee for good service, consider inviting them to your unit's holiday get-together, or send treats for the entire unit with a note highlighting your appreciation of a particular employee's service. 

Your department or unit may have more restrictive policies with respect to receipt of gifts: some areas of the University prohibit gifts of any kind from being accepted.  If you are uncertain as to whether or not your area has gift restrictions more stringent then University policy, consult with your manager. 

Contact your manager and/or NUCOI with questions regarding the value of a gift or the appropriateness of an invitation (e.g., social, entertainment, and/or hospitality).

Please refer to the Northwestern's Conflict of Interest and Conflict of Commitment Policy and contact NUCOI with questions or concerns. 847-467-4515  

Holidays the Healthy Way

From NU Life Matters (login: northwestern password: eap)

The holidays are in full swing, which means a lot of family, fun... and food! But it doesn't have to mean extra pounds. Even holiday treats can fit into a healthy eating plan. Balance and moderation are essential.

To avoid holiday weight gain, balance the calories you consume with the calories you burn. Physical activity and moderate food choices will help. The tips below are gifts you can give yourself and your family to maintain a healthy lifestyle.

Let the holiday spirit move you!

• If you make your family time more active, you will become healthier and have fun doing so. Be adventurous and try something new, but also choose something you enjoy.
• Stick to your regular exercise routine as much as possible. Especially during the holidays, plan your physical activity routine in advance (don't leave it up to chance). Mark it on the calendar and consider it as important as any other appointment. Get at least 30 minutes of moderate-intensity physical activity daily, and more if possible.
• Cut back on your family's television viewing time. Limit the number of hours your children spend playing video games. Instead make a new holiday tradition. Take a brisk walk (or wheel) around the neighborhood to see the holiday decorations or grab your bike, walking shoes, or snow shoes and head out to the nearest trails or park.
• Play some backyard football or Frisbee with children and adults before the big holiday dinner or during football half-time.
• Dance or exercise to your favorite holiday music.
• Make a New Year's resolution with friends to start a daily walking group.
• Be physically active to avoid or relieve the holiday stress.

Healthy holiday eating

• Overcome the urge to overeat. Standing by the buffet table is temptation to overeat. Remember holiday parties are a time to celebrate with family and friends, not just food.
• It's easy to overindulge during the holidays. Make sure to watch portion sizes and select one or two of your favorites from the host of tempting foods.
• Leave those extra calories behind; limit your intake of foods that are high in fat or added sugar.
• If you drink alcohol, do so in moderation.

Holidays the healthy way

• The holidays are a great time to enjoy a colorful variety of fruits and vegetables.
• Bowls of fresh fruit are a festive and sweet substitute for candy or chocolates.
• Remember, calories add up! This is especially true during the holidays when we snack more. For a healthy snack, choose a piece of fresh fruit.
• You've tried the leftover turkey sandwich; now try the leftover turkey salad! Add a few pieces of turkey to a generous portion of mixed greens, cucumbers, mushrooms, peppers, or any other vegetables you like. Sprinkle with dried cranberries for that authentic holiday taste.
• Check out the website Fruits & Veggies - More Matters (www.fruitsandveggiesmorematters.org) for great ideas to serve your guests a variety of fruits and vegetables.

 Source: Centers for Disease Control and Prevention (CDC) Reviewed 08/13

Upcoming Workshops

"Eat Better: Stay Healthier" with NU Life Matters

Skipping breakfast? Grabbing a fast-food lunch on the run? Since many health problems are caused or made worse by poor eating habits, a proper diet is critical in maintaining health and well-being. This seminar focuses on choosing healthy food; reading food labels; determining reasonable portions; eating well even when time is tight; and recognizing the benefits of eating a balanced diet.

http://www.northwestern.edu/hr/work-life/fliers/Eating_Healthy.pdf

Winter Break Care
 

Looking for childcare during winter break from school? Bright Horizons CareAdvantage can help you find a caregiver this holiday season, with a free membership to Sittercity/Care Advantage. Your free membership allows you to arrange child care for school holidays, extended work hours, last-minute care, and more.

More opportunities for winter break activities and engagement are available through  the City of Evanston Parks and Recreation Programs, Skokie Park District, the Lill Street Art Center, the Emerald City Theater, and Chicago Parent.

Child Care Fee Assistance
 

As a reminder, the Office of Work/Life Resources will begin accepting child care fee assistance applications for the 2015-2016 school year on January 1, 2015. Applications are accepted on a rolling basis, and are determined on a first come, first served basis. Please apply early. Visit the Fee Assistance page for eligibility requirements and further information.

Community Child Care Spotlight on the Child Care Center of Evanston!

Please see the Work/Life Resources website for more information on the university's child care resources.

Weight Watchers @ Work is Back!

Help us keep Weight Watchers @ Northwestern. We need to increase our membership to ensure the future of an on-site group.

Let Weight Watchers help you achieve your weight loss goals!  What do you have to lose?  For more information, contact Tammy Rosner at t-rosner@northwestern.edu or 1-2210. To find out what a WW meeting is like, click here for a brief video.

Twitter 
 

Follow the Office of Work/Life Resources on Twitter @NUWorkLife for the latest in work/life news, workshops and more!

Let Your Staffing Consultant Give You the Gift of Time This Holiday Season

It's no secret that hiring great talent is one of the most important jobs of any manager.  And while it's well worth it, it's also no secret that conducting a thorough recruitment process takes time. With the holidays approaching, let us give you the gift of time. The Office of Human Resources has a team of dedicated Staffing Consultants specially trained in recruitment who are ready to partner with you on your openings. In partnering with your Staffing Consultant at the beginning stages of the search process, we can help you design an efficient, well-constructed process that saves you time and energy in the long run.

The Office of Human Resources' Staffing Team is available to support you in the recruitment and selection of diverse and talented employees in a number of ways, including:

• Partnering with you to determine what skills and competencies your position requires and then creating a targeted recruitment strategy that will help you find the best talent to fill this need.
• Developing a staffing plan for multiple openings.
• Creating an interview process and questions that align to the competencies your position requires.
• Administering software skills assessment tests.
• Conducting phone screens to help you identify the most qualified candidates to bring onsite for interviews and participating in onsite interviews.
• Delivering customized interview training for hiring managers.
• Supplying temporary employees for short- and longer-term assignments (via Northwestern's Temporary Staffing Center) to help ease the workload while you have an opening.
• Conducting the required background, education, and reference checks and obtaining the necessary releases.
• Assisting with extending offers and managing salary negotiations.

To learn more about these and other services that the Staffing Team can provide, contact your department's Staffing Consultant.  For assistance in identifying your department's Staffing Consultant, contact the Office of Human Resources at 312-503-8481 (Chicago) or 847-491-7507 (Evanston) for assistance.

The Office of Human Resources is now accepting nominations for the NU Employee of the Year awards. The Employee of the Year awards recognize seven staff members across the University, including Qatar, as finalists for their outstanding contributions. From the seven finalists, one will be announced as the Employee of the Year winner at the annual Staff Service Recognition Luncheon, Tuesday, May 19, 2015.

All staff members who have been employed at least three years, are in good standing, and have not previously been named Employee of the Year are eligible. Finalists from past years are eligible.

Two workshops for writing compelling Employee of the Year nominations will be held on:

Evanston: Thursday, December 11, 2014, 11:45am-1:15pm, Norris, 202 Northwestern Room B
Chicago: Thursday, December 18, 2014, 11:45am-1:15pm, Rubloff, 9th Floor Lakeshore Conference Room

Nominations are due by Friday, February 20, 2015.

Additional information, instructions and the nomination form are available at:

http://www.northwestern.edu/hr/hr-services/employee-recognition/index.html

If you have questions, please e-mail Maudell Gaines at maudell-gaines@northwestern.edu or call 847-491-7509.

Job Families at Work for You?

Job Families are groupings of "like work" by major discipline that define the duties, responsibilities, knowledge, skills, education and experience required of each job within the family.  Benefits include:

• Improved consistency and uniformity of staff jobs across NU
• Creates awareness of opportunities for career growth by defining the hierarchy (or progression) of jobs from one level to another within the discipline and aligns levels across other disciplines
• Clearly defined job attributes (i.e. duties, skills, abilities)
• Simplifies the process of creating job descriptions and promoting employees

Approximately 1/3 of Northwestern's staff are included in job families, like those displayed below.  We're gearing up to create new job families for the upcoming year and will continue to do so until all major disciplines are covered.

Got Feedback?  As the year comes to an end, we'd like to hear from you.  Tell us about your experience using the job families.  How are they helping you? Are career paths clearly defined?  What new job families would you like developed in the next year?  

We greatly appreciate your time, consideration, and invite you to provide feedback at HRcompensation@northwestern.edu. For more information about job families please visit the Compensation website at: http://www.northwestern.edu/hr/compensation/job-families-descriptions/job-families/index.html or contact the Compensation Consultant that supports your area or your manager.  

Prohibited Smoking Areas

The University is committed to maintaining the health and safety of our campus community. As such, smoking is prohibited in University buildings and within 25 feet of building entrances, as well as in designated outdoor facilities. If you have any questions regarding this policy, please contact your HR Consultant. For assistance in identifying your HR Consultant, you may contact the Office of Human Resources at 847-491-7507 (Evanston) or 312-503-8481 (Chicago).  For assistance quitting smoking, contact NU Life Matters at 855-547-1851 or go to www.eapwl.com. Username: northwestern password: eap.

Office Party Etiquette

With the holiday season right around the corner, many of us are looking forward to attending office holiday parties. But with these festivities it is important to remember that you are still in the company of coworkers and it's necessary to celebrate appropriately.  Following the common-sense guidance here will help you make the most of these events:

• Demonstrate basic party etiquette, including RSVPing by the deadline, arriving on time, and thanking the party host and coordinator. Be sure that you don't rush in and out, but also don't overstay your welcome past the end of the party.
• Don't assume that spouses or families are invited unless it specifically mentions this on the invitation. If you are unsure about this, ask in advance of the party. If it is acceptable to bring a guest, make sure you bring someone who you know will act responsibly. Remember, their behavior is a reflection upon you, so it's important that you choose wisely.
• When planning what to wear to the event, keep this advice in mind: if you wouldn't wear it to the office, don't wear it to the office party. While it's fine for your clothes to be more festive than what you'd normally wear to work, they shouldn't be revealing.
• While it's appropriate - and frequently encouraged - to get to know your colleagues on a personal level, keep in professional. The office party is never the time to flirt.
• Don't share things at the office party that you don't want your coworkers to know about you in the morning. Remember, you'll all be back together at work the next day, and you don't want to walk in having shared too much.
• Don't use language you wouldn't use in the office.
• Be social and go out of your way to talk with coworkers that you don't have an opportunity to work with routinely at the office. Office parties are an excellent way to expand your network and you never know who might be able to help propel your career.

The simplest rule of thumb is to think of the party as an extension of your work day. While you may be in a different setting, your fellow partygoers are still your coworkers. Following the guidance here will help you maintain your professionalism, all while having some fun with colleagues. 

Veterans and Individuals with Disabilities Job Fair

In honor of Veterans' Day and in recognition of Individuals with Disabilities, The Office of Equal Opportunity and Access hosted its second Veterans and Individuals with Disabilities Job Fair on Monday, November 10, 2014.  The Office of Human Resources-Equal Opportunity & Access, HR Services, the Temp Center, and AccessibleNU partnered again in an effort to increase diversity within our recruitment applicant pool as well as to increase our commitment to individuals with disabilities and veterans within our Northwestern community. 

The Job Fair welcomed attendees and employers from a variety of fields in and around Evanston and Chicago.  Job seekers had the opportunity to speak with Northwestern Staffing Consultants for resume critiquing as well as to department Hiring Managers to explore available career opportunities.  The outside companies and institutions that participated include: Sodexo, ComEd, Trilogy, Inc., Lighthouse for the Blind, Graybar Electric, Illinois Department of Transportation (IDOT), City of Evanston, U.S. Department of Veteran Affairs, Jesse Brown VA Medical Center, County Care Program, Illinois Action for Children, Illinois Department for Employment Security (IDES), Albany Park Community Center, Asian Human Services, UIC-ADOPT, and NORC at the University of Chicago.

The Office of Equal Opportunity and Access would like to express its deep appreciation for all the support from Northwestern departments, volunteers and Temps for giving their time and effort to make the job fair a success.  We also thank all our outside employers who joined us this year for coming out and participating.  We had a wonderful turn out of about 200 job seekers, and we look forward to job placements inside and outside of Northwestern.  We ask that all our Hiring Mangers please let us know of all placements from the Job Fair by contacting us at eeo@northwestern.edu. 

 Click here to view pictures from the event.

World AIDS Day - "Shared Responsibility: Strengthening Results for an AIDS-Free Generation"

In recognition of World AIDS Day that was on December 1, 2014, the Office of Equal Opportunity and Access (OEOA) wishes to express its support for individuals living with HIV and AIDS, and remembers those who have died from contracting the virus.  Furthermore, the OEOA would like to encourage the Northwestern University community to join in the fight against HIV/AIDS.  click here to download and submit your application.

Currently, an estimated 34 million people live with HIV, and more than 35 million around the world have died from having contracted the virus.  It is crucial we become educated about the facts of HIV; how it is transmitted, how to prevent it, how to live with it, and how to treat those living with HIV with understanding, compassion, and respect.  Becoming educated can help to protect yourself and others from HIV as well as increase the fair treatment of those who live with it.

One way to join in the fight against HIV/AIDS is through the Facing AIDS Initiative, a photo sharing initiative that invites people to share their photos and messages of why they are joining in the fight against HIV/AIDS.  The photos and messages are shared in an online gallery and can be accessed through Facebook and Twitter.  For additional information regarding the Facing AIDS Initiative, visit facing.aids.gov. For other ways to get involved, please visit www.aids.gov/news-and-events/awareness-days/world-aids-day/.

If you are interested in being tested, here are three confidential testing sites in the Chicago area: PEER Services Incorporated (906 Davis Street, Evanston IL), Planned Parenthood of IL - Rogers Park Health Center (6353 N. Broadway, Chicago IL), and Vida/SIDA (2640 W. Division Street, Chicago, IL).  For additional testing sites, you can also text your ZIP code to "KNOWIT" (566948) or visit http://hivtest.cdc.gov/.

Additional information regarding World AIDS Day can be found at http://www.worldaidsday.org and www.aids.gov.

Sustained Dialogue Groups

As mentioned in the October and November newsletters, Northwestern will pilot two staff Sustained Dialogue groups in January - one on the Evanston campus and another on the Chicago campus. If you would like to be a part of Sustained Dialogue, please .

What is Sustained Dialogue?

Sustained Dialogue is a staff-facilitated process that fosters discussions and relationships focusing on issues of diversity (e.g. class, age, gender identity, gender expression, sexual orientation, race, religion, veteran status, and ability). The groups will serve as a catalyst for bringing people together and opening lines of communication.  The process helps people enhance their skills to interact comfortably with others, and builds relationships across community divides. It is a talk with a purpose that may address strained community relationships and build capacity among group members to formulate action and improve those relationships.

Each Sustained Dialogue group will consist of 10 to 12 people and be led by two moderators. The groups will meet at regularly scheduled times each week for an hour. Groups will have the freedom to focus on issues pertinent to the campus community as the conversations are structured by the participants' experiences.

We are now accepting applications for group participants and for co-moderators. If you would like to be a part of Sustained Dialogue, please follow the link and submit your application.