Frequently Asked Questions
| Benefits | Compensation/Evaluation | Employment | Leaves/Attendance Records | Workers' Compensation |
Benefits
When can I change health insurance plans?
Generally, the option/transfer period is November to December with the change of insurance effective in January. Civil Service will mail you option transfer information. Notices will be published on the HRNEWS listserv, and under "announcements" on our HR web site. View employee benefits on the Civil Service web site for current information at http://www.cs.state.ny.us/.
I was just married, or divorced, or had a baby.... What forms do I need to complete?
You will need the health insurance transaction (PS-404), union benefit, and beneficiary forms. Look under Health Insurance on our benefits page for the link to forms. Also, be sure to speak with your Benefits Coordinator at (716) 673-3434 for documentation requirements and contact Payroll at (716) 673-3775 if you want to change your tax forms.
I just moved. Are there any forms I need to complete?
Yes. An address change form should be printed from the HR Benefit website and submitted to HR. That will update your information with Human Resources, Benefits and Payroll. You will need to write your retirement, supplemental retirement, and union separately.
My employment is terminating. My dependent is losing eligibility. Can health insurance be continued?
Yes. Through COBRA, a Federal continuation of benefits program. The procedures to apply for coverage can be provided to you by Employee Benefits. If you or a dependent (child, spouse) loses eligibility, you (or they) must write Employee Benefits Division in Albany within 60 days of coverage termination. The address is:State of New York, Department of Civil Service Employee Benefits Division The State Campus Albany, NY 12239You can call them at 1-800-833-4344 with questions.
Who uses GHI Dental claim form?
Council 82, M/C, PEF and graduate assistants
Who is the UUP Dental Carrier?
Delta Dental
My purse or wallet was stolen. What do I need to do for my benefits?
If you are enrolled in an HMO, call your health plan's member services and request another card. Enrollees of the Empire Plan need to contact their Benefits Coordinator.
I participate with an HMO Plan and would like to change my primary physician. What do I need to do?
Contact your health plan's member services.
I was just hired and have not received any information about my benefits?
Schedule an appointment with your Benefits Coordinator at (716) 673-3434.
Are my dependents eligible for tuition assistance?
Some unions provide scholarships to dependent children. Contact your union for information regarding available scholarships.
When can I change my health insurance plan?
You can change your health insurance plan during the open transfer period (usually in November), or if you move out of the service area of your current plan. Contact your Benefits Coordinator to obtain the required forms, or for additional information.
When can I change my health coverage level (i.e., individual to family, waived to covered)?
Immediate changes in the level of your health insurance coverage can be made with a valid qualifying event. Life changes such as marriage, the birth of a child or a dependent child graduating or reaching the maximum age of coverage are examples of valid qualifying events. Changes from waived to covered or from individual to family can be made without a qualifying event, but the late enrollment waiting period would apply before benefits would begin. Please visit the Civil Service web site or contact the Employee Benefits Office if you have any questions or need additional information.
Can I continue my health insurance into retirement?
To learn about health insurance continuation in retirement, please schedule an appointment with your Benefits Coordinator by contacting the Human Resource Management Office at (716) 673-3434.
How many times a year can I change my SRA or TDA contribution level?
There is no longer a maximum limit of four Salary Reduction Agreements per calendar year. Contact the Human Resource Management Office for additional information. Look under Retirement on our benefits web page to print the required forms.
How do I change the beneficiary designation on my retirement account?
It is a good idea to periodically review the beneficiary designations on your retirement accounts and life insurance policies to take into account any life changes you may have experienced (birth of child, death of parent, divorce, etc.). This way you can be secure in the knowledge that your wishes will be carried out in the event that anything should ever happen to you. In the event you find that you need to change your beneficiary designation, please contact each plan directly. You can also visit our Forms section under Retirement, or contact the Human Resource Management Office for additional assistance.
Can I put money aside on a pre-tax basis to pay for dependent, elder, or health care expenses?
The Dependent Care Advantage Account (DCAA) is a flexible spending account program governed by the regulations of the Internal Revenue Service. The program provides State employees with the opportunity to pay for childcare, elder care, or other dependent care expenses on a pre-tax basis. Participation in this program allows employees to set aside up to $5,000 annually in pre-tax salary to pay for their dependent care expenses. Some employees are eligible for up to an $800 employer contribution. Some employees who participate in the DCAA Account save more than $1,500 annually on their dependent care expenses! The Health Care Spending Account (HCSA) is another type of flexible spending account program that allows eligible State employees to set aside from $150 to $3,000 annually in pre-tax salary to pay for health-related expenses that are not reimbursed by health insurance. Medically necessary medical, dental, prescription, vision and hearing expenses for enrollees and their dependents are eligible for reimbursement. At this time, the benefit is available to MC, UUP, PEF, Council 82, and CSEA represented employees.The open enrollment period for these plans is usually in the fall. Participants who are currently in the DCAA or HCSA must re-enroll each year if they wish to continue their benefits.If you need additional information, or wish to obtain an enrollment kit, please call 1-800-358-7202, or visit http://www.flexspend.state.ny.us/ . If you have any other questions or need further assistance, please contact the Human Resource Benefit Office.
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Compensation/Evaluation
Who is responsible for employment reference checking and education verification?
The hiring department is responsible for verifying degree confirmation and employment references. All information must be verified prior to offer of employment.
How can I determine my renewal/non-renewal notification date?
A part-time term employee will receive notice no later than 45 days prior to term expiration date. Full-time employees will receive notice three months prior to the end of a term expiring at the end of an appointee's first year of uninterrupted service, but not later than March 1 for terms ending in June, July, or August; six months prior to the end of a term expiring after the completion of one, but not more than two, years of an appointee's uninterrupted service, but not later than December 15 for terms ending in June, July, or August; and twelve months prior to the expiration of a term after two or more years of uninterrupted service. (See Article XI, Title D of the Policies for additional information.)
What criteria are professional employees evaluated on?
Among the factors considered will be effectiveness in performance, mastery of specialization, professional ability, effectiveness in University service, and continuing growth. (See Article XII, Title B & C of the Policies for additional information.)
How do I initiate a position reclassification?
Contact the Director of Human Resources to discuss the process. You must complete a position description and provide a current organization chart so that a position analysis may be conducted. Supervisory input and support is also required.
When are classified evaluations due?
Annual performance evaluations are connected to the employee's date in title; however, performance advances (if applicable) are paid in April. Performance and longevity awards are processed in the month within which the employee becomes eligible.
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Employment
What employment opportunities do you have available for clerical, maintenance, professional, or teaching positions?
Clerical and maintenance positions are posted throughout the campus. Professional and teaching vacancies are listed in a binder in Maytum Hall - 510. You may also check jobs for current vacancies.
I received a canvass letter, will I get an interview?
A canvass letter is merely an announcement that a vacancy exists in the title for which an individual was tested. A person must be reachable (one of the top three scores) to be eligible for an interview. View Summary of NYS Civil Service Law.
Where am I on the Civil Service list?
Human Resources can inform candidates their relative position on the eligible list for the position in which they were canvassed. View Summary of NYS Civil Service Law.
Can I submit a bid form for a Civil Service vacancy?
Bid forms are no longer accepted. All interested parties should apply utilizing the online application system on the Human Resources website.
When can internal/external advertising commence for a full-time professional vacancy?
When the fully approved Position Release is returned to the hiring department. The posting deadline for the position must be six (6) weeks after the date of final approval.
What Human Resource Management form should be used to appoint a full-time professional to the Fredonia payroll?
The Faculty & Professional Appointment Form should be completed and routed for approval. When fully approved, the appointment form generates a contract letter from the President or Vice President to the employee.
A rehired employee already has an I-9 on file. Do they need to complete a new I-9?
No, provided the employee is rehired within three (3) years after original completion of the I-9. The verifying department needs to complete Section 3 of the I-9 form which requires recording the date of rehire and a signature and date. If an employee is rehired three (3) years after his/her last day, a new I-9 must be completed. If the previous work authorization has expired, but the employee is eligible to work on a different basis, the verifying party must record the date of rehire, document title and number granting authorization to hire, sign, and date the form.
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Leaves/Attendance Records
Can I charge my sick leave accruals for a death in the family?
Yes, if immediate family. (up to 15 days annually for M/C, UUP, and Classified)
Last month's attendance sheet was turned in late so my balance is wrong. Why are my accruals doubled?
On this month's sheet indicate any time off from the last two months -- then the accruals are doubled for the last two months also.
I'm a faculty member and I was on sick leave for the entire semester, how do I complete my record of attendance form?
Charge the total number of instructional days for the semester. This number varies somewhat from semester to semester. Contact Ruth Phillips in Time & Attendance/Payroll for the number of instructional days.
I'm going on maternity or sick leave, do I need to complete any forms?
Yes, you must complete a Request for Leave Form and provide your supervisor with documentation from your attending physician. Your supervisor will attach this information to a Change of Status Form and route it for approval.
I have to report for jury duty, what do I need to do?
Advise your supervisor and obtain a signed certificate of attendance from the court clerk. Provide a copy to your supervisor upon your return and attach a copy to your time sheet. Do not charge accruals.
I know someone who is going to be on medical leave and does not have enough accruals, can I donate accruals?
If the person is employed at the College or another SUNY campus and is eligible to receive donated credits, you may donate vacation accruals as long as you leave yourself at least 10 days. Forms are available in the Payroll Office and on our forms page. Click here for information on UUP and Leave Donation/Exchange Program. All bargaining units participate except Council 82.
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Workers' Compensation
How do I file a workers' compensation claim?
After sustaining a work-related injury or illness, an employee needs to call the ARS (Accident Reporting System) toll free number available 24 hours a day/7 days a week at 1-888-800-0029 to report the incident, inform your supervisor, and complete an Injury/Illness Report.
Who is our workers' compensation insurance carrier?
The State Insurance Fund, 225 Oak Street, Buffalo, NY 14203, 851-2000.
What should I do with medical bills received related to my injury?
Forward all medical bills related to the accident to Human Resource Management or instruct your physician to forward the bills to The State Insurance Fund.
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