University of New Hampshire - Human Resources

Q. I lost my W-2 form, what do I do?

A. Payroll issues all W-2 forms. You may reach them at (603) 862-1400.

Q. Do I need to submit a W-4 form every year?

A. You only need to submit a W-4 when you have a change in marital status or the number of exemptions, or if you want additional money taken out. If you are non-status, you can use a W-4 to change your home mailing address. If you claim EXEMPT on your W-4, you need to submit a new W-4 each year by February 15 to continue claiming EXEMPT. The W-4 forms are returned to Payroll.

Q. I have more than one part-time job on campus. Do I need to submit a W-4 for each job?

A. You only need to submit one W-4 for all jobs.

Q. Who is required to have working papers?

A. At the University of New Hampshire, we employ youths between the ages of 14 and 17. Youths between the ages of 14 and 15 are required to have working papers that have been signed by the parent or legal guardian. They get these working papers from their school system. Youths between the ages of 16 and 17 are required to have a State of New Hampshire Proof of Permission for the Employment of a Youth age 16 or 17 Form signed by the youth's parent or legal guardian permitting the employment on file with Human Resources. This written document is required even if the 17 year old youth has graduated from high school. Additional information is available here.

Q. I have recently had a change in status (married, divorced *, widowed, birth). What happens to my benefits?

A. Your benefits must be changed within 30 days of the event. Log on to www.myusnhbenefits.net, under Initiate an Event select the appropriate event and proceed through the entire program to the "FINISH" button. Your changes may be pended and you may be required to present proof of the event to HR such as marriage certificate, divorce decree, or death certificate. These copies may be sent to HR, 2 Leavitt Lane, Durham, NH 03824 or Faxed to 603-862-0517. If you do not make the changes within 30 days, you will have the opportunity to change during open enrollment to be effective the first of the new year.

*Contact Human Resources (862-0501) if you have Harvard Pilgrim coverage, reside in New Hampshire and wish to take advantage of 2008 NH Legislation which provides for an ex-spouse to remain on medical coverage for up to 3 years. Note: Employee will be subject to taxation as ex-spouse no longer meets IRS definition of dependent.

Q. My son/daughter is graduating from high school/college. What will happen to their medical/dental benefits?

A. If your dependent will become a full-time undergraduate student, benefits may continue up to the age of 25.

For continued coverage in the Harvard Pilgrim Medical Plan for college graduates under age 26 and dependents who are not actively attending school. A dependent must meet all of the following criteria:

Note: Employees may be subject to taxation for dependents who no longer meet the IRS definition of a dependent.

COBRA will be offered to those dependents who do not meet this criteria.

Q. I qualify for Family and Medical Leave. Do I receive full pay during my absence?

A. The University's leave programs apply to Family and Medical Leave. If you have sufficient Earned Time/sick pool (OS) or Annual Leave/sick leave (PAT) to cover the absence, regular pay will continue. If, however, accrued leave becomes exhausted, leave without pay will apply. Family and Medical Leave Act (FMLA)

Q. I'm going on maternity leave. What do I need to do?

A. Bring a "Certification of Health Care Provider" form to your provider for completion, and then return it to Human Resources. Also, complete a “Request for Leave” form and after your supervisor has approved the leave, submit it to UNH Human Resources. FMLA leave provides up to 12 weeks off with job protection to eligible employees for covered reasons, in conjunction with the University's regular leave programs.

PAT's and Operating Staff on Traditional Leave use their sick leave until it is exhausted and then are paid in full for the duration of the normally 6-week medical leave period, per policy on interim disability. Operating Staff on Earned Time need to use their ET/Sick Pool in order to be paid. Maternity Leave

Q. I've been selected for Jury Duty. How is my pay affected?

A. For Faculty and Staff regular pay continues as long as the employee submits a check to the University for the amount of their Jury Duty earnings (not including reimbursement for travel and meals).

Q. What is the EAP?

A. The Employee Assistance Program (EAP) is a benefit prepaid by the University System. It offers a highly professional, confidential counseling and referral service to employees and their families (spouse and dependents) to provide assistance with any issues that interfere with their work or personal life. Local counselors are available off-campus; to schedule an appointment call 1-800-424-1749.

Q. What do I do if I want to have more than the 6% of my salary taken out of my paycheck for the retirement program?

A. Employees may contribute more than the 6% standard rate. The amount that may be contributed is regulated by the Internal Revenue Code. To sign up for deductions and to check the maximum per pay period amount log on to www.myusnhbenefits.net. Click on Enroll in or Change Retirement Benefits. You may visit the retirement section of this website once per month. Once completed you will receive a notice that your selections have been "pended". The confirmation statement, if printed at this time, will not show the changes you have made until HR has approved your selections. This approval will be assigned following verification from TIAA-CREF and/or Fidelity of application.

If you wish to participate in the additional retirement contributions a new application with either TIAA-CREF and/or Fidelity must be completed, please log on to their respective websites.

TIAA-CREF:

The application may be accessed on-line at www.tiaa-cref.org:

Steps:

Go to Open New Account
Drop down to Retirement Plan and click Go
Click on Enroll On Line
You will need the Plan Access Code, UNUSNH, to complete the SRA application or the Plan Access Code USNH457B to complete the 457b application. If you have a current USNH account with TIAA-CREF and wish to contribute to the RIC account, no additional application is required.

Once this is finished, TIAA-CREF will notify HR and we will approve your new retirement benefits. TIAA-CREF may be reached at 800-842-2888 for assistance with their on-line enrollment.

FIDELITY:

The application may be accessed on-line at http://enrollonline.fidelity.com

You will need the Plan ID Number, 52087, to complete the SRA or Plan ID Number 73171 for the 457b application. If you currently have a current USNH account with Fidelity and wish to contribute to the SRA or RIC account, no additional application is required.

Once this is finished, Fidelity will notify HR and we will approve your new retirement benefits. Fidelity may be reached at 800-343-0860 for assistance with their on-line application process.

Q. I have questions about my retirement options. When will there be representatives on campus?

A. Announcements lists on-campus visits by TIAA-CREF and Fidelity representatives. You may contact the representatives at: TIAA-CREF (800) 842-2004, Fidelity (800) 343-0860.

Q. In the winter, I hear on the radio that curtailed operations has been called and that only "essential personnel" need to report to work. How do I know if I am considered "essential personnel?"

A. Employees who are designated as "essential personnel" will be so advised by their supervisor.

Q. My department is preparing a PDQ (Position Description Questionnaire) to establish a job title for a new/existing position. What are the deadlines for submitting this form to Human Resources?

A. For PAT positions, go to Classification deadlines for a list of deadlines. Operating Staff PDQ's are reviewed within UNH Human Resources with no designated deadlines.

Q. When are annual performance assessments to be submitted to Human Resources?

A. By May 31 of each year. The annual performance assessment period is January through May of each year. In addition, newly hired Operating Staff are to be evaluated by the end of 3 months and no later than 6 months, and newly hired PAT staff are to be evaluated no later than 6 months. Other situations requiring performance assessments at the completion of 6 months are transfers, promotions, career change transfers and reclassifications from Operating Staff to PAT.

Q. I have a situation in my workplace that has not been resolved informally to my satisfaction. Can I file a complaint or a grievance?

A. You may proceed with your issue by contacting your HR Partner for assistance. The Fast and Impartial Resolution Process (FAIR), provides for the fair and equitable resolution of complaints, misunderstandings, and grievances for University benefits-eligible employees who are not in the initial introductory period. Fast and Impartial Resolution (FAIR) Complaint and Grievance Process.

Q. How do I establish computer and email accounts for a new employee?

A. Faculty, Staff and Students within the University System of New Hampshire are eligible for one or more Central System account. Accounts managed by Computing and Information Services include Academic, Administrative, Research, Web Contributor, Blackboard, and Exchange accounts. For more information please refer to: Establishing Computer Accounts and Central System Accounts Roadmap