What is the accrual rate for annual leave?
Faculty on fiscal year appointments and fiscal year academic administrators accrue annual leave on a monthly basis at the rate of 14 hours per month.

Contract Administrators and Contract Professionals accrue annual leave on a monthly basis. The accrual rate depends on the number of years of employment. New employees and those with less than 10 years of service begin accruing annual leave at the rate of 10 hours per pay period (15 days/year).

Staff accrue annual leave on a bi-weekly basis. The accrual rate depends on the number of years of employment. New employees and those with less than 10 years of service begin accruing annual leave at the rate of 4.62 hours per pay period (15 days/year).

Generally a non-academic employee who is continuously employed for a period of at least six months will earn annual leave.

All eligible positions working less than full-time accrue at a prorated rate.

When is an employee eligible to take annual leave?
An employee must be continuously employed for the qualifying period of six months to use annual leave.

What are Flex Spending Accounts (Optional Reimbursement Plans)?
Optional Reimbursement Plans (also known as Flex Spending Accounts) offer an employee the ability to defer pretax earnings into a spending account to pay out-of-pockets costs for family medical and dependent daycare expenses.

How can I find out the balance of my Optional Reimbursement Account?
Visiting Flex Connect will provide you with this information.

Medical Care Spending Account - Eligible expenses include, but are not limited to, annual deductible, co-payments, amounts remaining after the plan has paid benefits, orthodontia expenses, hearing aids and exams, travel to and from your doctor’s office, and any other medical expenses (except health care premiums) that could be deducted for you and your dependents on your Federal income tax return.

Dependent Daycare Spending Account - Eligible expenses include most non-educational, non-medical daycare costs incurred through the use of a licensed daycare center or babysitters’ services inside or outside the home. Eligible dependents include children under age 13, and older dependents if they are mentally or physically incapable of taking care of themselves.

How do I sign up for Optional Reimbursement Plans?
New employees can sign up for Medical or Dependent Care Optional Reimbursement Plans during the first 31 days of employment. There is an open enrollment/change window period each year, prior to the beginning of the new enrollment year beginning July 1st. Notices are sent to employees to advise them of the enrollment period each year. You must actively sign up for these optional accounts each year.

How do I claim money from my Medical Reimbursement Account?
Medical Reimbursement Plan claim forms may be obtained at Human Resource Services or from the EBR website. To submit a claim, complete the form and attach either a copy of an Explanation of Benefits (EOB) from the insurer showing what they have paid and the remaining balance OR a bill from your provider reflecting the amount that will not be paid by your insurer.

Send the form and the copy of the EOB or provider’s bill to:

Employee Benefit Resources, LLP
P.O. Box 1193
Helena, Montana 59624

A Direct Deposit option is now available and forms can be obtained from EBR.

How do I claim money from my Dependent Care Reimbursement Account?
Dependent Care Reimbursement Plan claim forms may be obtained at Human Resource Services or from the EBR website. To submit a claim, both you and your dependent care provider will need to complete the claim form. If you have recurring day care expenses, you have the option to set up an automatic reimbursement process.

Send the completed claim form to:

Employee Benefit Resources, LLP
P.O. Box 1193
Helena, Montana 59624

A Direct Deposit option is now available and forms can be obtained from EBR.

What are the holidays observed at the University?
The University observes the following holidays:

New Year's Day    January 1    
Martin Luther King, Jr. Day    Third Monday in January   
President's Day    Third Monday in February   
Memorial Day     Last Monday in May   
Independence Day     July 4    
Labor Day     First Monday in September   
State General Election Day    First Tuesday in November on even numbered years   
Veterans Day     November 11    
Thanksgiving Day     Fourth Thursday in November   
Friday following Thanksgiving Day    Exchanged for Columbus Day holiday   
Christmas Day     December 25    

See Also: Holiday Pay Scenarios

The Board of Regents may exchange certain work days for the same number of legal holidays.

Holidays occurring on a Saturday are observed on the preceding Friday, and those occurring on Sunday are observed on the following Monday.

How do I file a claim for insurance?
Present your insurance card at every service provider visit. Most will file your charges to your insurer, if you go to a participating provider. If not, you may be required to file your own claim. In that case, use the group number, your identification number and the claim office address indicated on your insurance card.

For Allegiance Benefit Plan Management (ABPM) $400 and $575 Deductible Plans, you are responsible for paying charges up to your selected deductible amount. After your deductible is met, ABPM pays either 80% or 75%, of allowable charges (depending on the type of provider and service involved)*, and you pay either 20% or 25% of charges, if you see a participating provider. If you visit a non-participating provider, you are also responsible for charges over and above the Network-negotiated allowable amount.

For New West or Blue Cross Managed Care plans, if you use a participating provider you are responsible for the office visit ($15), emergency room ($75) and urgent care ($25) co-payments. For other types of in-network services, you are responsible for paying charges up to the $300 In-Network deductible and then, the plan pays 75% and you pay 25%. If you visit a non-participating provider, you are responsible for an additional $500 non-Network deductible, and then, the plan pays 65% and you pay 35%. You may also be responsible for the difference in charges over and above the Network-negotiated allowable amount. For urgent/emergent care, network participation is waived for emergency services, but not for follow-up care.

* See your Choices benefits guide for specific co-payment amounts.

How do I add/delete a dependent to my insurance coverage?
You will be required to complete a new CHOICES form including the Mid-Year Change Information section within 31 days of the event. Yearly at open enrollment, you can add/delete dependents without a major life event. See also: Major Life Events

As a new employee, when do my insurance benefits go into effect?
If you are in an insurance benefits eligible position, your insurance benefits begin the day you begin work at The University of Montana.

If I terminate, when do my benefits end?
Your medical, dental and optional vision benefits will end on the last day of the month in which you work. Your life insurance, long-term disability and accidental death and dismemberment (AD&D) benefits will end on the last day that you work.

By federal law, you will be offered a COBRA extension plan in which you can continue medical, dental and/or vision coverage for up to 18 months by self-paying the premiums. Your medical insurer will automatically send you information on this coverage. You then have 60 days to elect this coverage. If elected, COBRA coverage will begin immediately after your group coverage ends. See also: Cobra Rates

Our life insurance plan has a portability clause that allows terminating employees the option to continue their life insurance coverage by self-paying. You must apply for this coverage within 31 days of your last day worked. Information, application forms, and rates are available in HRS. See also: Life Portability Rates

What kind of insurance coverage do I have when traveling overseas?
Whether you travel for business or pleasure, 100 or 10,000 miles from home the Medex Travel Assist Program provides the necessary coverage: See: Medex Travel Assist

What is the Faculty-Staff Assistance Program and how do I use this benefit?
The Faculty-Staff Assistance Program is a counseling and referral service provided to University employees and their immediate families. The program provides for six free counseling sessions per incident/issue per benefit year. The University contracts with APS Healthcare to provide this benefit. You may schedule an appointment by calling 327-7000 (Missoula) or 1-800-999-1077 (any location). APS also provides a 24-hour, seven days per week crisis hotline at 1-800-833-3031.

What is optional Long Term Care Insurance and what are the enrollment guidelines?
The Montana University System (MUS) has contracted with the UNUM/Provident Life Insurance Company to provide an additional benefit to eligible employees. Long Term Care Insurance is insurance you may purchase to provide long term care in the event the insured suffers the loss of at least two activities of daily living and/or the loss of cognitive functions due to old age, illness, or accident. Activities of daily living include eating, dressing, bathing, transferring, toileting, and continence.

Those individuals eligible for this insurance include current employees and their spouses, the employee’s parents and grandparents, the spouses parents and grandparents, and retirees and their spouses.

New employees have 31 days after their date of hire to submit an application for enrollment without evidence of insurability. All other employees and retirees can apply at any time, however, evidence of insurability will be required by UNUM/Provident. Forms and rates are available in HRS.

Is bereavement leave available?
Sick leave may be used for time off as the result of the death or for the funeral attendance of an immediate family member (or, at the supervisor’s discretion, for another person).

What happens if I’m called for jury duty?
In accordance with State statue, an employee on authorized jury or witness leave may elect to take annual leave and keep juror or witness fees paid by the court. Alternatively, the individual may receive regular pay if the witness/juror fees are forwarded to Human Resource Services within three working days of receipt.

Who is eligible for overtime?
All University positions are defined as "exempt" or "nonexempt" in order to comply with the federal Fair Labor Standards Act (FLSA) and State Wage and Hour regulations. The FLSA governs overtime requirements. An "exempt" position is not subject to the provisions of the FLSA with respect to overtime. "Nonexempt" applies to those individuals employed in positions that are subject to the FLSA provisions and are thereby eligible for overtime. The determination of whether a position is exempt or nonexempt is made by Human Resource Services based on the duties performed, reporting relationships, FLSA guidelines and interpretive letters, and recent court decisions.

When is an employee eligible for overtime?
When a nonexempt employee is required to work in excess of 8 hours per day or 40 hours per week, the employee is eligible for overtime at the rate of 1 ½ times the regular rate of pay for all overtime hours worked. When an employee has agreed to work an alternate schedule (e.g., 10 hours/day, 4 days/week), only those hours in excess of 40 hours per week are considered overtime and are paid at the overtime rate.

What is the difference between overtime and compensatory time?
Nonexempt employees are entitled to earn overtime. However, upon mutual agreement between the employee and the supervisor, a nonexempt employee may receive compensatory time in lieu of overtime. Both overtime and compensatory time accrues at the rate of 1 ½ for each one hour of overtime/compensatory time worked.

Exempt employees are not entitled to payment of overtime. A non-agricultural exempt employee is entitled to accrue compensatory time. Compensatory time is accrued on an hour-for-hour basis for all authorized time worked in excess of 40 hours per week.

When do I get paid?
Staff are paid on a bi-weekly basis. Checks will be available to be picked up in Human Resources every other Thursday. Please review the Staff Payroll Schedule for a calendar of dates. Staff that have elected direct deposit will have their pay deposited to their accounts every other Wednesday.

Administrators, Faculty, and Students are paid on a monthly basis. Checks will be available to be picked up on the 2nd working day of the month in Human Resource Services. Please review the Administrative, Faculty and Contract Professional Payroll Schedule for a calendar of dates, or if you're a Student Employee, the Student Pay Schedule. Administrators, faculty, and students that have elected direct deposit will be paid the first of each month. Generally, if the first of the month falls on a Saturday your deposit will be posted to your bank account on Friday. If the first of the month falls on a Sunday, your deposit will be posted on the following Monday. For those individuals that do not have direct deposit, checks will be available to be picked up on the 2nd working day of the month in Human Resource Services.

When can I pick up my check?
Pay checks for staff are available for pick up at Human Resource Services from 8:00 a.m. to noon or 1:00 - 5:00 p.m. on the Thursday following the regular Wednesday pay day. These checks are not mailed.

Faculty and students can pick up their checks at Human Resource Services from 8:00 a.m. to noon or 1:00 p.m. to 5:00 p.m. on the second working day of each month. These checks are not mailed.

NOTE: You must show a picture identification card (driver’s license or Griz Card) to receive your paycheck. Since only you are authorized to receive your check, your check will only be distributed to you with appropriate identification.

If you have submitted an Electronic Funds Transfer (direct deposit) form, your check will be directly deposited to your bank account.

How do I sign up for direct deposit?
Direct Deposit Forms can be printed and are also available at Human Resource Services or Student Payroll in Griz Central.

To sign up for direct deposit, employees paid on a monthly basis need to submit the form to Human Resource Services by the 15th of the month; bi-weekly paid employees need to submit the form at least 8 working days before pay day. Since the bank needs time to verify the routing and account numbers, the direct deposit process will begin with the second paycheck after a direct deposit card has been submitted to Human Resource Services provided the above deadlines are met.

When are checks deposited into my bank?
Administrators, faculty, and students: The first working day of each month, the actual time of day depends on the banking institution.

Staff: Every other Wednesday, the actual time of day depends on the banking institution.

Can I get an advance on my paycheck?
Advance payments are not permitted under University policy.

What happens if I am not paid according to schedule?
Monthly paid employees who do not receive pay due to late paperwork submissions or some form of error in the payroll process can receive an Interim Check. Human Resource Services must receive completed hiring paperwork and an interim check request from your department by the 8th of the month. An Interim Check ($50 minimum) can be issued on the 15th. Interim checks must be picked up at Human Resource Services after 1:00 P.M. on the 15th. Because you must provide photo identification and sign for the interim check, it cannot be mailed or deposited to your bank account. Employees on a bi-weekly pay schedule will have any necessary corrections made on their next scheduled bi-weekly check, a correcting check will not be issued.

Can I get a copy of my earnings statement?
Administrators, faculty, and staff receive earnings statements each pay period in campus mail.

In addition, Earnings Statements can be obtained via the Employee Web. If you are a student, you can pick up your most current statement from Student Payroll Services. For work-study available balances, contact the Financial Aid Office.

What are the deductions listed on my earnings statement?
See the Sample Earnings Statement for detailed descriptions.

Can I get a copy of my W-2?
W-2 forms for the previous year are available for pick up from Human Resource Services, usually during the third week of January. If your form is not picked up by the last week of January, it will be mailed to your last known address, as listed in Human Resource Services. Special Note: There is a $5.00 fee assessed for all duplicate W-2's.

What address do you have for me? And, if it is wrong, how can I change my address?
You can view your current address and make any necessary changes to it via the Employee Web.

How can I change my name or correct the spelling of my name?
Please fill out a Change of Name Form and send it or deliver it in person to Human Resource Services. If your name change is due to marriage, divorce, or a legal change of name, HRS must view your new Social Security card bearing the new name before the change can be processed.

What paperwork do I need for a new employee?
All new employees must fill out the necessary hiring paperwork or report to Human Resource Services on their first day of employment. New hire forms can be obtained on this site. Click Here for Forms

Who is authorized to sign Request for Personnel Transaction (RPT) and Hiring Authorization forms?
Depending on the position, RPT forms must be signed by one or more of the following: Director, Dean, Provost, Executive Officer or the President. Hiring Authorization forms must be signed by the person responsible for making the selection and, depending on the position, it must be signed by one or more of the following: Dean, Director, or Designee, Executive Officer or the President. In addition, all Letter of Appointments require the signature if the person hired for the position. See the bottom of either form for signature requirements.

All grant funded positions must be routed through the VP of Research and Development for signatures.

What are the departmental deadlines for submitting personnel paperwork to Human Resource Services?
Monthly and student paperwork must be received by Human Resource Services by the 8th of the month to affect the payment on the first of the following month.

Paperwork for bi-weekly paid employees must be received by Human Resource Services 13 working days prior to the check you want to affect.

How do I use the Montana University System's pharmacy program with Eckerd/Ridgeway Pharmacy?
Your local pharmacy should be used for short-term prescriptions or acute medication needs such as antibiotics or pain relief medications. Generally, these prescriptions are for 30 days or less, with less than two refills allowed. There is a $100 deductible per person. After the deductible has been met, you will pay a co-insurance percentage per prescription: 20% for generic, 30% for Plan Preferred Brands and 40% for Non-Preferred Brands. Present your EHS membership card at the pharmacy and their computer system will determine the cost of your prescription. If the pharmacy is not participating, you will pay the full cost and then file a Prescription Drug Program Direct Member Reimbursement Form, available in Human Resource Services.

For long term or maintenance medication needs (after a specific course of treatment has been established) either Eckerd Mail Order Pharmacy (called Express Pharmacy Services) in Clearwater, Florida or Ridgeway Pharmacy in Stevensville, MT can be used. Generally these prescriptions are for at least 90 days. There is no deductible on mail order prescriptions. You will pay a flat dollar amount per 90-day prescription: $20 for generic, $40 for Plan Preferred Brands and $60 for Non-Preferred Brands. A prescription should be written by your physician for a 90-day supply with refills and sent with the appropriate Mail Order Enrollment Form to either:

• Eckerd
• Ridgeway

Is the prescription drug deductible applied to my medical deductible?
No. The prescription deductible is separate from the medical deductible.

How can I find out about current employment opportunities?
Staff Postions:

Faculty/Administration:

What is the staff application process?
Applications are collected by Human Resource Services (HRS). All application materials received at HRS by the deadline date are forwarded to the departmental screening committee. Finalists are identified based on the selection criteria listed on the vacancy announcement. Qualifications may be assessed through a variety of techniques including an evaluation of submitted application materials and previous employment, reference checks, and personal interviews. Interviews are scheduled by the hiring departments, usually within 2-3 weeks after the closing date. Reference checks are conducted either before or after interviews are conducted. All applicants will be contacted concerning the outcome of the recruitment, usually within three weeks of the recruitment closing date.

How long will it be until I am notified regarding an interview?
Departments are encouraged to screen and conduct interviews within three weeks of the closing date.

I submitted an application - what is the status of the recruitment?
If you have not been selected for an interview, you will receive a letter providing you with notice of this decision via US mail. Information concerning your application status may be obtained by contacting the Recruitment Specialist in Human Resource Services.

Why didn't I get an interview/job?
The best qualified individual is hired for the position. For more information, contact the Recruitment Specialist in Human Resource Services. In order to provide the information, you will need to advise the Recruitment Specialist which position you applied for (Department and job title).

I forgot to submit my references, keyboarding certificate, resume, etc., with my application. Is it too late...can I drop it off since I submitted the application on time?
All application materials must be received in our office by 5:00 p.m. on the closing date - no exceptions. Any late materials will not be considered. Applicants are responsible for ensuring their application is complete and contains current information including statements of knowledge, skills, abilities and experience, as indicated in the vacancy announcement.

What is the balance in my retirement account?
To access your account information, you must contact your retirement account vendor. The phone numbers are as follows:

I’m thinking about retiring soon. What do I need to do to initiate this process?
You should contact the Benefits Specialist at Human Resource Services 406.243.4238 to discuss the procedure. You should then contact your retirement vendor and request an estimate of retirement benefits.

When can sick leave be used?
Sick leave is defined as a leave of absence with pay for a sickness suffered by a faculty/staff member or an immediate family member. Sick leave can be used for conditions such as illness, injury, medical disability, maternity/paternity-related absence (including prenatal care, birth, miscarriage, abortion, or other medical care for either employee or child), quarantine resulting from exposure to a contagious disease, medical/dental/visual examination or treatment, care of or attendance to an immediate family member (or, at the supervisor’s discretion, for another person), death or funeral attendance for an immediate family member (or, at the supervisor’s discretion, for another person).

What is the accrual rate for sick leave?
Generally, all positions except visiting faculty employed for less than a full academic year are eligible to earn sick leave credits. Sick leave credits accrue from the first day of employment.

Faculty, contract administrators, and contract professionals accrue sick leave on a monthly basis at the rate of 8 hours per month. Academic Faculty only accrue leave during the academic year. Faculty on an academic year contract who are hired at less than half-time are not eligible to earn sick leave credits.

Staff accrue sick leave on a bi-weekly basis. The accrual rate is 3.69 hours per pay period (12 days/year).

All eligible positions working less than full-time accrue at a prorated rate.

When is an employee eligible to take sick leave?
An employee must be continuously employed for the qualifying period of 90 calendar days to use sick leave. After a break in service, an individual must again complete the qualifying period to use sick leave.

What is the Sick Leave Fund?
The Sick Leave Fund is an established pool that allows University faculty and staff to share accumulated sick leave with other eligible faculty/staff members. For detailed information regarding this topic, please review the following documents: Overview | Reference | Policy & Procedure

What are Direct Grants?
Direct Grants involve the transfer of a faculty/staff member’s sick leave credits to a specific individual who suffers an extensive illness or accident. For detailed information regarding this topic, please review the following documents: Reference | Policy & Procedure

How can I participate in the Sick Leave Fund? How do I make a Direct Grant?
Specific information concerning the leave fund or direct grants can be obtained by referring to the appropriate collective bargaining agreement, the Personnel Policy/Procedure Manual, or by contacting Human Resource Services.

What type of training is offered at the University?
Programs are offered under broad areas:

Career Development Program: Open to all University employees, training workshops in this series covers a wide variety of subjects related to professional enhancement, workplace enrichment and career building skills.

Supervisor Development Series: Designed for staff managers who supervise other staff employees. This series consists of six sessions that will build supervisory skills and management team networking

Executive Officer Series: Designed for staff managers, Deans, and Directors who have completed the Management Development Series or senior supervisors who would like to fine-tune their management skills.

How do I find out about a workshop?
Information about programs can be obtained through the Career Development Program, the UM home page calendar, News ForUM (our campus newsletter), flyers mailed to departments, and/or special mailings to groups for targeted training.

Training is offered during the academic year (fall and spring semesters). Registration is required for all programs. To register for a workshop, contact a UM HRS Career Development Officer at 406.243.6761 or via e-mail.

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