Life and/or Work Changes

Address Change

As soon as you know your new address, select one of two ways to update with UND:

• Come into the Payroll Office and fill out a Change of Address Form 
• Login to Employee Self-Service and update your address(es).

This will update your address for Payroll, Student Admin (if you are a student), and your benefits.

Payroll will update your address for benefits or you can go online to NDPERS Self-Service.

Name Change

To change your name, please bring your new Social Security Card to the Payroll Office and fill out a Name Change Form. This will update your name for Payroll, Student Admin (if you are a student), and your benefits.

*Benefited employees must complete and return the Life Event Change Kit within 31 days from the event date.

To initiate the process go to Employee Self-Service, login using your firstname.lastname and the password you have setup. Once logged in, the NavBar icon>Navigator>Self-Service>Personal Information>Life Event Change. Complete and Submit the form. A Life Event Change kit will be mailed to you and you will need to return it to Payroll.

There are several steps you may need to take in relation to your benefits when you become a new parent.

*Benefited employees must complete and return the Life Event Change Kit within 31 days from the event date.

To initiate the process go to Employee Self-Service, login using your firstname.lastname and the password you have setup. Once logged in, choose NavBar icon>Navigator>Self-Service>Personal Information>Life Event Change. Complete and Submit the form. A Life Event Change kit will be mailed to you and you will need to return it to Payroll.

Medical, Dental and Vision Insurance

If you are a medical plan, dental and/or vision plan participant, you may wish to increase your medical, dental and/or vision coverage to include your child.

Verification needed:

• Single parent
  • Birth-copy of birth certificate
  • Adoption-copy of adoption papers and birth certificate
  • Legal Guardianship-copy of legal guardianship papers

• Married parents
  • Adoption-copy of adoption papers and birth certificate
  • Legal Guardianship-copy of legal guardianship papers

Group Life Insurance

Changes to your beneficiary designation(s) can be done at any time during the year. You may change your level of your coverage within 31 days of a life event change.
•To increase your level of Life Insurance coverage, you must complete the Evidence of Insurability process. Changes must be approved by the carrier before the changes become effective.

Please contact the Payroll Office 701.777.2158 for specific details.

Flexible Spending Accounts (FSAs)

If you anticipate changes to your health care and/or day care expenses as a result of becoming a new parent, you may want to begin participating in the Health Care or Dependent Care FSA, or increase your current contributions to the Health Care FSA or Dependent Care FSA. within 31 days of the child's birth, adoption or the date you were granted legal guardianship, you may want to:

To make changes to your benefits, within 31 days of the child's birth, adoption or the date legal guardianship, please do one of the following:

• Complete the FlexComp Status Change Form 
• Stop in to the Payroll Office to complete the form

Retirement Benefits

Log in to Employee Self-Service, using your firstname.lastname and the password you have setup. Once logged in, choose Main Menu>Self-Service>Personal Information>Life Event Change. Complete and Submit the form. A Life Event Change kit will be mailed to you, which will include the beneficiary forms and you will need to return it to Payroll.

•Contact TIAA 1.800.842.2776 directly to obtain the paperwork, or complete online.
•The NDPERS Designation of Beneficiary for the Group Retirement Plan, is included in the Life Event Change kit.

Upon the death of an employee, spouse or eligible dependent please call the Payroll Office at 701.777.2158 or send an email to Brandi Byrnes to schedule an appointment to discuss making the appropriate changes to your benefits.

Family members will be asked to submit an original death certificate(s) to the Payroll Office.

Medical, Dental and Vision Insurance

• A surviving spouse and/or eligible dependents may choose to continue medical, dental or vision coverage under COBRA for a maximum of thirty-six (36) months.
• If a surviving spouse and/or dependent(s) do not choose to continue their medical, dental and vision insurance, coverage will end at the end of the month, following the month of the deceased employee's death.

Long-Term Disability

Long-Term Disability coverage end on the day of the employee's death.

Group Life Insurance

Coverage ends on the day of the employee's death.

Flexible Spending Accounts

• Participation in the Flexible Spending Accounts (FSAs) will end on the day of an employee's death.
• A surviving spouse or estate may continue to submit claims to ADP for the expenses that the deceased employee or their dependent incurred prior to the death.
• Claims may be submitted up to April 30th of the following calendar year.
• Contact ADP at 800.678.6684.

Retirement Benefits

• Surviving spouses or dependents of TIAA-CREF employees should notify TIAA-CREF at 800.842.2776.
• Surviving spouses or dependents of NDPERS employees should notify NDPERS at 800.803.7377.

NDPERS Long Term Disability

Long-term Disability for NDPERS Employees

• Automatically enrolled
• No charge for premium to employee
• Eligible after 6 month probationary period
• Benefit, if approved, is 25% of final average salary
• Is NOT reduced if you are approved to receive other benefits due to the disability

For further information on disability call Human Resources and Payroll Services at 701.777.2157.

TIAA Long Term Disability

Long-term Disability for TIAA employees:

• Automatically enrolled
• Eligible upon employment
• Benefit, if approved, is 60% of your final average salary
• If approved to receive other benefits, your total benefit increases to 70% of your final average salary, less the sum of benefits from other sources

For further information on disability call Human Resources and Payroll Services at 701.777.2157.

When you get married, you may add or make changes to your benefits coverage. Contact the Payroll Office to change your name.

*Benefited employees must complete and return the Life Event Change Kit within 31 days from the event date.

To initiate the process go to Employee Self-Service, login using your firstname.lastname and the password you have setup. Once logged in, choose NavBar icon>Navigator>Self-Service>Personal Information>Life Event Change. Complete and Submit the form. A Life Event Change kit will be mailed to you and you will need to return it to Payroll.

Medical, Dental and Vision Insurance

If you are a medical, dental and/or vision plan participant, you may wish to add your spouse to your coverage.

Copies of all necessary documentation should be returned to Payroll within 31 days of the marriage.

Group Life Insurance

Changes to your beneficiary designation(s) can be done at any time during the year. You may change your level of your coverage within 31 days of a life event change.

To increase your level of Life Insurance coverage, you must complete the Evidence of Insurability process. Changes must be approved by the carrier before the changes become effective.

Please contact the Payroll Office 701.777.2158 for specific details.

Flexible Spending Accounts (FSAs)

If you are getting married and anticipate a change in your health care expenses, you may want to begin participating in a Health Care FSA or increase your current contributions to the Health Care FSA.

If your new spouse has children who will become your dependents and you anticipate day care expenses, you may want to begin participating in the Dependent Care FSA, or increase your current contributions to the Dependent Care FSA.

Retirement Benefits

Log in to Employee Self-Service, using your firstname.lastname and the password you have setup. Once logged in, choose Main Menu>Self-Service>Personal Information>Life Event Change. Complete and Submit the form. A Life Event Change kit will be mailed to you, which will include the beneficiary forms and you will need to return it to Payroll.

• Contact TIAA 1.800.842.2776 directly to obtain the paperwork or complete online.
• The NDPERS Designation of Beneficiary for the Group Retirement Plan, is included in the Life Event Change kit.

*Benefited employees must complete and return the Life Event Change Kit within 31 days from the event date.

To initiate the process go to Employee Self-Service, login using your firstname.lastname and the password you have setup. Once logged in, choose NavBar icon>Navigator>Self-Service>Personal Information>Life Event Change. Complete and Submit the form. A Life Event Change kit will be mailed to you and you will need to return it to Payroll.

Contact the Payroll Office to change your name, if applicable.

Medical, Dental and/or Vision

If you are a medical plan, dental and/or vision plan participant, you must provide legal documentation and drop coverage for your former spouse within 31 days of the divorce, legal separation.

Group Life Insurance

You may change your beneficiary designation(s) anytime during the year. Please contact the Payroll Office 701.777.2158, regarding changes to your level of coverage.

Flexible Spending Accounts (FSA's)

• If you anticipate changes to your health care expenses in the upcoming months due to your change in marital status, you may want to begin participating in the Health Care FSA, or decrease your current contributions to the Health Care FSA.
• If you have children who will become your dependents as a result of a change in marital status and you anticipate day care expenses, you may want to begin participating in the Dependent Care FSA , or increase or decrease your current contributions to the Dependent Care FSA. Changes may be made within 31 days of your legal separation or divorce.

Retirement Benefits

Log in to Employee Self-Service, using your firstname.lastname and the password you have setup. Once logged in, choose NavBar icon>Navigator>Self-Service>Personal Information>Life Event Change. Complete and Submit the form. A Life Event Change kit will be mailed to you, which will include the beneficiary forms and you will need to return it to Payroll.

• Contact TIAA 1.800.842.2776 directly to obtain the paperwork or complete online.
• The NDPERS Designation of Beneficiary for the Group Retirement Plan, is included in the Life Event Change kit.

Medical, Dental and Vision

Coverage under your medical, dental and vision benefits ends on the last day of the month in which your child turns age 26 (unless he or she becomes disabled before age 26). However, your child may be able to continue receiving benefits through COBRA Continuation of Coverage for up to 36 months.

• NDPERS will send COBRA information directly to employees home address prior to the child turning 26. If you do not receive information or have questions on COBRA, contact NDPERS at 1.800.803.7377.

If You Transfer From One NDUS Institution or ND State Agency Job to the University of North Dakota

Contact your prior employing administrator to find out whether they have transferred your:

• Vacation
• Sick Days
• Personal Holiday Accruals

If any questions regarding the transfer please contact the Payroll Office at 701.777.2157.

Changing From a Full-Time Benefited Employee to a Part-Time Benefited Employee

An eligible employee is a full-time employee working 40 hours per week or more, or a part-time employee working 20 hours or more in an eligible position scheduled to last one year or longer.

Contact your supervisor for his or her approval to change from full-time to part-time status. If the change is approved, they must submit the appropriate administrative paperwork to make the change effective on the agreed upon date.

If your rate of pay changes as a result of your reduction in hours, you may need to change your tax withholding status. Log in to Employee Self-Service to make your desired changes.

Learn more about the impact on your benefits if you change from full-time benefited to part-time benefited by contacting the Payroll Office at 701.777.4226.

Changing From a Part-Time Benefited Employee to a Full-Time Benefited Employee

Contact your supervisor for his or her approval to change from part-time to full-time status. If the change is approved, they must submit the appropriate administrative paperwork to make the change effective on the agreed upon date.

If your rate of pay changes as a result of your increase in hours, you may need to change your tax withholding status. Employee Self-Service to make your desired changes.

Learn more about the impact on your benefits if you change from part-time benefited to full-time benefited by contacting the Payroll Office at 701.777.4226.

There are times when you may need to be away from your job for an extended period of time because of illness, family obligations or other reasons. The University has a wide range of leaves of absence designed to address your needs for time away from work. The types of leave available include:

• Funeral Leave -#20.1
• Jury Duty - #20.2
• Military Leave - #20.3
• Institution Closures - #20.4
• Honor Guard Leave - #20.7
• Leave Without Pay - #21

Long-Term Family and Medical Leave (FMLA)

UND provides employees long-term medical and family leave benefits to assist employees in meeting personal, parental, family health, and military needs. UND is committed to assisting employees balance the diverse responsibilities of their personal and professional lives. This policy is established in accordance with and either meets or exceeds the requirements set by state and federal laws including the North Dakota state disability laws and the Family Medical Leave Act (FMLA)

Long Term Medical and Family (FMLA) Leave Policy (3.8)

Forms

• WH-380-E Certification of Health Care Provider for Employee’s Serious Health Condition
• WH-380-F Certification of Health Care Provider for Family Member’s Serious Health Condition
• WH-384 Certification of Qualifying Exigency For Military Family Leave
• WH-385 Certification for Serious Injury or Illness of Covered Servicemember -- for Military Family Leave
• WH-385-V Certification for Serious Injury or Illness of a Veteran for Military Caregiver Leave
• Long Term Medical Leave (FMLA) Request

Proper Procedures for Using and Reporting Leave

Supervisors and eligible staff employees are expected to abide by the leave policies outlined in the NDUS Human Resource Policy Manual:

Annual Leave Policy NDUS HR - #6
Sick Leave Policy NDUS HR - #7
Other Paid Leave Policy NDUS HR - #20

1. In addition, staff employees and supervisors are responsible for:
   
   Submitting and approving all leave in a timely basis - no later than two business days following the end of the pay period, in which the leave was taken
2. Ensuring that requested and approved leave does not exceed available balances - unless approved in advance by the supervisor up to a maximum of 40 hours, and;
3. All required work hours in each seven-day workweek are accounted for by paid hours worked, unpaid time or paid leave.

Instructions on how to report and approve leave can be found at:

Employee Self Service Absence Management
Manager Self Service Absence Management

For any additional questions, please contact the Payroll Office at 701.777.4226.

Worker's Compensation Information

Before leaving your employment with the University, there are a few steps you should take. Additional actions may be required by your department or supervisor.

• Come into the Payroll Office and fill out a Change of Address Form OR
• Login to Employee Self-Service and update your address(es)
• Return your University key(s), pagers, campus card, and any other University property to your departmental administrator on your last day on the job.

Find out more information on how your Benefits are impacted if you leave the University by contacting the Payroll Office.

COBRA

For more information about your eligibility to continue your medical and dental coverage and/or Health Care Flexible Spending Account participation, contact the Payroll Office.

Exit Survey

The following survey is available to all employees leaving the University of North Dakota to share their thoughts about their employment with the North Dakota University System.

Take Exit Survey

Retirement Information