October 2018 Newsletter

Employee Benefits Fair

Please join us for the annual Employee Benefits Fair to be held on Thursday, October 11, 2018 from 11:00 a.m. to 2:00 p.m. in the Muse Hall Banquet Room. The fair will feature a variety of vendors and informational exhibits. Door prizes will also be available for those in attendance.  

As a further convenience to employees, Walgreen’s Pharmacy will provide flu shots at the fair! To receive a flu shot, at no cost, employees must present their COVA health insurance card. In order to accommodate all employees, those not covered by a state health plan will be able to participate on a “self-pay” basis. Please e-mail benefits@radford.edu for more information.

We look forward to seeing you there!

Transition to Leave Reporting for All EXEMPT Employees

Effective for the period beginning October 10, 2018, all EXEMPT employees will be transitioned to leave reports. More detailed instructions will be sent via email to those employees affected. Full time employee supervisors may now see two approval options: time sheet and leave report.  

Training for leave reporting will be offered at the following dates and times.

  • Monday, October 8, 2018 @ 1:00 p.m. in Heth 016
  • Tuesday, October 9, 2018 @ 10:00 a.m. in Heth 022
  • Tuesday, October 16, 2018 @ 10:00 a.m. in the HR Conference Room
  • Tuesday, October 16, 2018 @ 1:00 p.m. in the HR Conference Room

Please contact Pam Smallwood at psmallwood@radford.edu or 540-831-6110 with any questions or concerns.   

Timesheet and Leave Report Entry

Due to system maintenance, timesheets and leave reports for the period beginning October 10th will not be available until Wednesday, October 17, 2018.

HR Deadline Dates for Personnel Actions

Our goal is to assist the campus community by processing personnel actions in a timely manner to ensure prompt payment. All personnel actions for new hires, rehires, or paperwork affecting an employee’s pay should be received in Human Resources on or before the dates listed in the table below:

Employee Type

Pay Date

Pay Period Dates

Date Paperwork should be received in HR

























Actions/paperwork received after the deadline dates will be processed on the next available pay date. REMINDER: Due to the volume of personnel actions, HR’s turnaround time for personnel action requests (PR40s or PeopleAdmin actions) is four (4) work days. New employees are not authorized to begin work until notification from HR has been sent to the departmental supervisor.

Please note the late submission of timesheets could also result in late payments.  Please visit the Payroll website for due dates.

Performance Evaluations

Completed performance evaluations utilizing the new performance module in PeopleAdmin SelectSuite for all A/P and Classified employees are due for review by Human Resources on November 5, 2018. The schedule for the various steps are as follows:

Step Owner

System Opens

Due Date

Employee Completes Self-Evaluation



Supervisor Completes Evaluation



Reviewer Approval



Meeting to Review with Employee



Employee Acknowledgement



 There is one training class left and it takes place in the HR Conference Room:

  • Tuesday, October 2, 2018 @ 9:00 a.m. to 11:00 a.m. – Classified Supervisor

Registration is necessary through the VLC. Please make every effort to attend the training as there is new functionality in the new system. Videos for completing the performance evaluation in SelectSuite will be on the HR website in the near future.

Performance Plans for 2018-2019

Performance Plans for 2018-2019 are due by December 7, 2018.  Once the system opens for the Performance Plans, the system will notify you via email that you have an action.

If you have additional questions, please contact Jenene Lewis at 540-831-7286 or Theresa Slaughter at 540-831-5582.  

VRS Member Benefits Profile Now Available in myVRS

If you are a VRS Plan 1 or Plan 2 member, your 2018 Member Benefit Profile (MBP) is now available in your myVRS . Your MBP is your annual benefit statement based on information your employer reported to VRS as of June 30, 2018. It provides account balance information, details on when you will be eligible for retirement and information on other benefits you may be eligible for, such as group life insurance and the health insurance credit.

If you are a Hybrid Retirement Plan member, you do not receive an MBP; however, you can review your account information online in myVRS. A refreshed retirement estimator now integrates your defined benefit and defined contribution accounts. You can create estimates of your future benefits based on different retirement dates or payout options and explore which options will best meet your needs. The estimator is also available for Plan 1 and Plan 2 members.

Open Enrollment for Optional Retirement Plan (ORPHE) Participants

Open enrollment for ORP participants will be from October 1, 2018 to October 31, 2018. Open enrollment provides participants with an annual opportunity to change providers and will be effective the first payroll in the following calendar year. Participants are invited to register for a webinar for a brief overview of the ORPHE plan, new and updated information, resources and investment options available during Open Enrollment. Provider changes made during open enrollment will be effective January 1, 2019. ORPHE participants have three provider options from which to choose: DCP, Fidelity Investments and TIAA.

National Retirement Security Week is October 21-27

Saving for retirement doesn't have to be complicated or difficult. VRS offers a website that will help you establish a more secure future during National Retirement Security Week, October 21, 2018 to October 27, 2018.

On this site, you'll find a collection of resources to help you on your retirement savings journey.

Please visit www.varetire.org/yourwholestory for additional information.

SmartShopper Program Begins October 1

The Department of Human Resource Management (DHRM) will introduce the VITALS SmartShopper program on October 1 to employees, non-Medicare retiree group participants and covered family members in the COVA Care and COVA HDHP plans. SmartShopper is an incentive and engagement program designed to encourage members to shop for better-value/lower-cost medical services, such as certain procedures or tests. Members register for the program, shop and receive a cash reward which varies depending on the covered service and selected provider. The incentive will be paid in paychecks for active employees and by check mailed to a retiree group member about 60 days after the claim is paid. Be advised that when a covered family member earns a cash reward, it will be paid to the enrolled participant, not the family member. Here are links to an overview and a list of covered services included in the program. A welcome mailer will be sent to plan participants by the DHRM Office of Health Benefits after October 1, 2018.  

Two Physicians’ Groups No Longer in Operation at Lewis Gale Facilities

Anthem received notification that Roanoke Physician Services LLC (an emergency medicine physicians’ group) and Commonwealth Hospitalist Group LLC (a physicians’ group focusing primarily on the comprehensive medical care of hospitalized patients) are no longer in operation and ceased providing emergency medicine and comprehensive medical care services at Lewis Gale facilities in southwest Virginia. As a result, Roanoke Physician Services and Commonwealth Hospitalist Group no longer participate in their provider networks effective July 3, 2018. Visit the following link for additional information.

It’s Flu Season!

State plan members may again receive free flu shots this year at pharmacies participating in their health plan’s network. COVA Care, COVA HDHP and COVA HealthAware members also may receive flu shots at no cost from network physicians’ offices and other participating providers.

Staff Senate Meeting

The Staff Senate meeting will be held in the Bonnie Combo room at 9:00 a.m. on October 18, 2018. Any changes will be communicated.

Need HR Support?

To help answer any questions you may have, visit the Meet our Staff page on the HR website so we can better assist your specific needs.

Be sure to follow the Human Resources Facebook page for important information and events that are posted each week.

Oct 1, 2018