Category: Human Resources

Non-teaching employees, it’s time to complete your self-evaluation in myPerformance. The self-evaluation step in the performance evaluation cycle is your opportunity to provide input on your job performance and accomplishments since the beginning of the current review period that began on March 1, 2024. Go to myPerformance to access and complete your self-evaluation which is due by 11:59 p.m. Jan. 31.

Helpful tips:

• You can access your performance evaluation as many times as you need during the month of January to update and complete your self-evaluation. Access will route from you to your manager on Feb. 1.
• Be sure to save and submit anytime you update or make changes to your self-evaluation. You still have access to make changes after you save and submit.
• To find in-progress or past evaluations in myPerformance, check the small box “Show completed and expired tasks” then click “Search.”

For more information (including myPerformance training, quick reference guides and other resources) go to wichita.edu/myPerformance.

Effective immediately, Non-Benefit Eligible (NBE) Add Jobs will only be processed through the ePAF system.

If you already have started processing an NBE Add Job in WuHire and it is in “Generate Offer Details” status, it will complete the process in the WuHire system.

If your offer is not already in WuHire in “Generate Offer Details” status, you must send all additional jobs as an “ADDJOB” ePAF.

The use of NBE Add Job ePAFs is in effect until further notice. This action is used when extending an existing Non-Benefit Eligible employee (students, graduate assistants, lecturers and temps) from semester to semester.

If you had the ability to process NBE ePAF Add Jobs prior to WuHire, your access will be reinstated automatically. There will be no need to request access to the system.

Should you have any questions or require further assistance regarding ePAF training, refer to the ePAF (Electronic Personnel Action Form) Hub.

The winter closedown will commence at 5 p.m. Friday, Dec. 20, and the university will reopen Monday, Jan. 6, 2025. The closedown is 10 days, two of which are paid holidays. In addition, benefit eligible employees may use Presidential Administrative Days to remain in pay status for the four days between Christmas and New Years Day, thanks to President Rick Muma.

Classes will not be in session during this period. Employees who are required to work during the winter closedown will be allowed to use their four Presidential Administrative Days anytime from Monday, Dec. 23 through Jan. 31, 2025. We appreciate your dedication and service to the university.

More information about the winter closedown can be found here:

• University schedule for the winter closedown 2024
• Learn more about winter break paid leave

Electronic 2024 W-2 forms will be ready for employees to access through Employee Self-Service the second week of January 2025. If you haven’t already, consent to receive your 2024 W-2 electronically.

To consent to receive your 2024 W-2 virtually:

• Sign in to State of Kansas Employee Self-Service*, which can be accessed through your myWSU under: Faculty/Staff -> “Employee Self-Service” -> “State of Kansas Employee Self-Service”
• Select “My System Profile”
• Select “W-2: Consent, Reissue Forms”

If you are logging into State of Kansas Employee Self-Service for the first time, you will need to contact the State of Kansas Employee Self Service Help Desk at 785-296-1900 or 866-999-3001 and identify yourself as a Wichita State University employee to get your password for your initial login.   

For employees who do not consent to receiving electronic W-2 statements, the forms will be mailed and postmarked by the IRS deadline of Jan. 31, 2025.

*To find your State of KS user ID, click on the “Click to reveal ID” within the “SHaRP ID” box directly below “Employee Self Service” on myWSU.

In preparation for the 2024 winter closedown (dates and details are available on the Leave Administration webpage), the HR Talent Acquisition team will implement the following deadlines related to hiring all positions (excluding Division of Industry and Defense Programs). This will provide a more positive experience for candidates and ensure positions are posted and employees are hired successfully prior to the shutdown.

Approvals

• Anything sent after Wednesday, Dec. 18 that requires HR Employment approval will be processed after Jan. 6, 2025.

For hiring Benefit Eligible (BE) positions:

The first New Employee Orientation (NEO) in 2025 is on Jan. 7, 2025. To attend this session:

• Candidate(s) must have accepted their offer(s) by Monday, Dec. 16.
• Candidate(s) must have completed all onboarding tasks by noon Friday, Dec. 20.
  • Candidates who have not completed onboarding by the deadline may have their start date moved to the next available date and corresponding NEO.

For hiring Non-Benefit Eligible (NBE) positions (i.e., student, grad, lecturer, temp)

• Any offer(s) with a desired start date during the Jan. 5, 2025 pay period must be submitted no later than Wednesday, Dec. 11. Candidate(s) must have completed all onboarding tasks by noon on Wednesday, Dec. 18.
• To assist with processing before shutdown and to minimize the chance of a start date being pushed back, offers with a desired start date during the Jan. 19, 2025 pay period should be submitted no later than Wednesday, Dec. 18. If not received by that date, such offers will not be processed until after we return on Jan. 6, 2025.

*Note that NBE hires must have completed all onboarding and be updated to “hired” status by HR before they can start work.

If you have any questions, email the Talent Acquisition team at employment@wichita.edu.

At the start of January, your employees will be able to view content you entered during the planning and mid-review steps of the evaluation cycle when they go in to complete their self-evaluation. You’ll regain access to their evaluations for the manager review during the month of February.

Managers of non-teaching employees, here’s what you need to know:

Please complete these steps before the winter closedown to prepare for employee self-evaluations:

• Update any of your comments on your employees’ competencies and goals if necessary.
• Save and submit on the summary page to ensure your comments route to your employee.
• Touchbase with your employees about upcoming self-evaluations and ensure they have what they need to successfully evaluate themselves at the start of January.

More information will be available at the beginning of January for the employee self-evaluation.

Managers can access employee evaluations in myPerformance.

For more information (including myPerformance training, quick reference guides and other resources) go to wichita.edu/myPerformance.

To find in-progress or past evaluations in myPerformance, check the small box “Show completed and expired tasks” then click “Search.” Select the evaluation and you’ll have the option to print or save to PDF.

As a new year begins, Human Resources would like to remind you that this is a good time to review your personal information in the employee system and update information that may have changed or is missing.

Human Resources asks that you help keep your information up to date for compliance and other reporting purposes as well as ensuring you receive all mailings.

You can review your information by going to your myWSU account > “Employee Dashboard” > “My Profile” > “More Personal Information” on the left-hand side.

Changes to the Tuition Assistance program have been approved to be effective beginning with spring 2025. Applications are now being accepted through the Online Application Form. Applications for the spring semester must be received by the end of the business day Jan. 6, 2025.

Several changes to the policies for both employee and spouse/dependent assistance have been implemented based on the input received from both the Staff Senate and Faculty Senate as well as feedback from the Campus Climate Survey. Highlights of these changes are:

• All .50 FTE and above benefit-eligible employees, including faculty, are eligible for employee tuition assistance
• All courses that are offered for credit by the university qualify for tuition assistance – including all undergraduate, graduate, badge and certificate programs
• Dependent and spouse tuition assistance is available for first undergraduate and/or first graduate degrees
• Applications may be submitted for the entire academic year (fall, summer, spring) at one time. For spring 2025, applicants will be able to submit for the remainder of the academic year (spring 2025 and/or summer 2025).
• Revised GPA requirements:
  • Employees must maintain an overall GPA of 2.0 for undergraduate programs or an overall GPA of 3.0 for graduate programs. Failure to meet this requirement will make the employee ineligible for tuition assistance until the employee’s overall GPA is greater than 2.0 for undergraduate programs or 3.0 for graduate programs.
  • The Spouse or Dependent Child must maintain an overall GPA of 2.0 as calculated at the end of the term. Failure to meet this requirement will make the spouse or dependent child ineligible for tuition assistance until their overall GPA is greater than 2.0.
• Graduate tuition assistance changes
  • Employees are limited to $5,250 in graduate tuition assistance per calendar year, instead of a per semester credit hour cap.
  • Dependents/spouses are limited to 50% of the cost of the resident graduate tuition up to a maximum of $5,250 in tuition assistance per calendar year.
  • Tuition assistance for graduate courses for an employee’s spouse and dependents shall be included in the employee’s gross income as wages and subject to income tax consistent with federal and state tax laws based on IRS guidelines. Employees are responsible for all tax consequences.

Full program details and more information can be found at wichita.edu/tuitionassistance. Questions may be directed to TuitionAssistance@wichita.edu.

Open enrollment for 2025 closes later today at 11:59 p.m. Thursday, Oct. 31. If you have not yet submitted your enrollment by that time, you will be enrolled in a default medical plan. Members who waived medical coverage in 2024 will continue to be waived in 2025 if they do not submit an enrollment.

Still need help making your 2025 election decision? Don’t worry, just ASK ALEX.

The Total Rewards team has created multiple instructional documents with images of the portal and step-by-step instructions. Get help with:

• Logging in/registering your account
• Adding a new dependent to coverage
• Making your online elections

And take advantage of the scheduled virtual and in-person presentations, as well as on-demand options.  For additional information visit the open enrollment website. Any questions should be directed to TotalRewards@wichita.edu.

As we approach the end of the ePAF submission period, remember that the final deadline for submitting all ePAFs (exact position extension and add job ePAFs) is by 5 p.m. Friday, Nov. 1. It is crucial to submit all necessary ePAFs by this date to ensure smooth processing and avoid any disruptions.

Important details:

1. New hire/rehire ePAFs for pending NBE onboarding:
   • All pending NBE onboarding (received on or before Sept. 27) can still be processed using the Onboarding system and New hire/rehire ePAF.
   • The cut-off date for submission of these ePAFs is Friday, Nov. 1.
2. Add jobs for current job extensions:
   • The same cut-off date, Nov. 1 applies to any add job ePAFs or job extensions for an existing position.
   • If a department plans to extend an NBE position for the spring semester and prefers to complete that extension through the ePAF system, any add job ePAFs must be processed by this date.
   • Note that this applies only to extensions for the exact position number. After Nov. 1, position extensions will be processed through WuHire.
3. New submissions:
   • Beginning Monday, Nov. 4, we will no longer accept submissions for new hires, rehires or add jobs through the ePAF system, regardless of whether NBE paperwork was submitted on or before Sept. 27.
   • Submissions made up until Nov. 1, will continue through the approval process, but we will closely monitor these and return any submissions made after the cut-off date.
4. Visibility of ePAF categories:
   • Once all ePAFs have been fully approved and applied, we will disable the visibility of all new hire/rehire and add job ePAF categories in Self Service Banner.
   • Add comp, change of status, funding change, and termination ePAF categories will still be available.

If you have any questions, you can email employment@wichita.edu. Thank you for your cooperation.