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Important HR reminders

December 16, 2022

Summary of upcoming deadlines and reminders related to HR benefits and programs

Review a summary of Human Resources-related information including the upcoming holiday schedule, changes to benefit savings accounts, performance management deadlines and winter weather operations.

Additional holiday time

View of the Lawn through a pavilion's white columns

UVA President Jim Ryan recently announced that UVA Academic Division staff will receive two additional days of holiday leave time: Thursday, Dec. 22 and Friday, Dec. 23. The Academic Division will continue to be closed from Monday, Dec. 26 through Friday, Dec. 30 and will resume normal operations on Monday, Jan. 2, 2023.

Academic Division staff who are required to work during this period will be eligible for additional compensatory time that can be used at a later date; more information will be forthcoming from Human Resources.

UVA Health will continue to work in accordance with the Clinic Holiday Schedule.

Important change for employees with benefit savings accounts

Fidelity will become UVA's administrator for Health Savings Accounts (HSAs) and Flexible Spending Accounts (FSAs) beginning Jan. 1, 2023.

  • If you have a 2022 Health Savings Accounts (HSA) with Chard Snyder:
    • You have a one-time opportunity to transfer those funds to Fidelity as part of a bulk transfer.
    • For UVA to transfer your funds to Fidelity, you will need to complete this Electronic Consent Form no later than Jan. 13, 2023. (This is a different form from the HSA Terms & Conditions form you may have signed in Workday during Open Enrollment.)
    • There is no fee to participate.
    • The bulk transfer will take place from Feb. 12 to March 2, 2023. You will not have access to your 2022 HSA funds during this time.
    • All 2023 HSA contributions, including the employer contribution, will be sent to Fidelity after you receive your first paycheck in January.
    • While participating in the bulk transfer is optional, please note that if you choose to keep your 2022 HSA funds with Chard Snyder, Chard Snyder will charge a $4 monthly administrative fee to keep your account open, beginning April 2023.
  • If you have a 2022 Flexible Spending Accounts (FSA) with Chard Snyder:
    • Employees with a balance in their 2022 FSA will have until March 15, 2023 to spend 2022 funds. Chard Snyder will remain the vendor for 2022 FSAs and Chard Snyder Benny Cards will remain active until the grace period ends on that date.
    • FSAs are not impacted accounts for the bulk transfer and so unlike HSA account holders, there is no electronic consent form required.
  • If you had a 2022 Flexible Spending Account (FSA) and newly enrolled in a 2023 Health Savings Account (HSA) with the Basic Plan:
    • Per IRS, employees cannot have an HSA and FSA at the same time. If you are newly enrolled in the Basic Plan for 2023, your Healthcare FSA through Chard Snyder must have a $0 balance by Dec. 31, 2022 in order to receive your HSA employer contribution in January.
    • If you carry a 2022 FSA balance into 2023, the new HSA through Fidelity cannot be opened and you cannot make employee contributions until April 1, 2023. As noted above, you may, however, continue to spend unused 2022 FSA funds.

Employees who elected an HSA or FSA for 2023 will be mailed a new Fidelity NetBenefits Access Card by the end of the year.

Fidelity will host two financial well-being webinars in January to help employees understand the benefits of saving and investing money in a Health Savings Account to help you prepare for medical expenses now and in retirement. Registration online on the UVA HR website.

Ask Fidelity: Discover the Potential of Your Health Savings Account online webinar

  • January 10, 2023: 12 p.m.
  • January 12, 2023: 6 p.m.

For more information and FAQs on the transfer to Fidelity, please visit the HR Benefit Savings Account Transition to Fidelity webpage.

Performance management

The 2022 annual evaluation process is underway for employees and managers to highlight this year's accomplishments. Please refer to the timeline listed below.

New for 2022: All reviews, including the narrative format, now include a section to document 2023 goals. There will be no separate goal setting task for 2023. You should document up to five goals or priorities.

Timeline for Facilities Management staff

  • Jan. 13: Employees complete and submit self-evaluations.
  • Feb. 10: Managers compose evaluations for their employees, discussing appraisals and highlighting special achievements with Reviewer.
  • Feb. 24: Secondary reviewer/approvers review and approve evaluations (Traditional/Classified appraisals only).
  • March 10: All manager one-on-one meetings with employees conducted, evaluations submitted, and acknowledgments completed in Workday.
  • March 17: Employee evaluation acknowledgment submitted in Workday.

For more information and resources, visit the UVA HR Academic Division Performance Management webpage.

If you have general questions about this process or navigating the steps in Workday, please contact the HR Solution Center at 434-243-3344 or with the subject line "Performance Management Help."

Winter weather reminders

UVA Executive Vice President and Chief Operating Officer J.J. Davis recently sent out an email with winter weather event reminders.

All employees should understand whether they need to report in person if the University modifies on-Grounds operations.

Academic Division staff may view their emergency event status designation status in Workday, visit the UVA HR Weather or Emergency Event Status webpage for instructions. Some Academic Division staff may need to consult directly with their managers to understand their role.

Employees who are able to work from home will be expected to do so. If employees are not able to work from home for some reason during a weather event, they should contact their manager.

About the author

Jane Centofante
Communications senior generalist
UVA Facilities Management
(434) 982-5846