Leaving HSHS-Western Wisconsin Closure

HSHS has created this portal to assist you with common questions you may have as you leave employment with HSHS due to the Western Wisconsin closure. If you have any questions that you are not able to find within this portal, our HSHS HR Team is here to assist you. You can reach one of our HR Representatives at the HR Service Center directly at 1-855-394-4747 (Option 3) or at MyHR@hshs.org.

Frequently Asked Questions (Last Updated: 12:15 pm on March 21, 2024)
To view our current Frequently Asked Questions (FAQ), please click HERE
For our historical Frequently Asked Questions (FAQ), please click HERE 

Helpful Resources and Contacts 
To view Helpful Resources and Contacts, click HERE

Helpful Health Insurance and Contact Information
To view additional health insurance and contact information, click HERE. 
______________________________________________________________________________

Important! Severance Overview

(Last Updated: 11:15 am on April 18, 2024)
Packets containing the severance agreement and related informational materials will be mailed to eligible (regular status, non-PRN) colleagues’ home address on file in Workday* on Wednesday, April 17, 2024. Please also note that colleagues who voluntarily leave employment prior to March 22, 2024 or the closure date of their department/service line, whichever is later, will NOT be eligible for severance benefits. Colleagues who will continue working past April 19, 2024 will be sent their packet at a later date. Packets will be sent 2–3-day delivery with delivery confirmation/signature required. HSHS must have receipt of your signed agreement by no later than Monday, April 29, 2024 and your first severance payment will occur on Friday, May 3, 2024.

Unless you tell us otherwise by contacting the HR Service Center (MyHR@hshs.org or 1-855-394-4747), your existing health (if you and/or your eligible dependents remain under the age of 65) and dental benefits, if applicable, will continue through the end of the month in which your severance period (number of weeks as outlined in your agreement) ends at your existing biweekly premium(s).

Important Note: Please do not sign the severance agreement prior to Saturday, April 20^th. If you receive the packet sooner, please wait to sign until Saturday, April 20^th at the earliest. Options for returning your signed severance will include electronic acceptance in Workday and email. Additional direction and details regarding returning your signed severance will be included in your packet.

Electronic Severance Acceptance Resources

• Microsoft Multifactor Authentication Setup Instructions

​*Please see the "Updating Personal Information" section below for details on how to update your home address on file with HSHS.

______________________________________________________________________________

Important! Updating Personal Information

(Last Updated: 11:15 am on February 21, 2024) 
It will be important to ensure that your personal information on file with HSHS is accurate, including personal email address, home address and phone number. Colleagues actively at work should login to Workday and make the necessary updates to your profile. If you are currently on furlough or following the end of your employment, reach out to the HR Service Center at 1-855-394-4747 or MyHR@hshs.org with any changes to your personal information.

HSHS Workday Employee Guide

______________________________________________________________________________

NEW! Career Opportunities and Support

If you are interested in pursuing employment with one of the HSHS ministries, we have a variety of remote, hybrid, Wisconsin, and Illinois-based job opportunities available, which can be found on our HSHS Careers Site by selecting "Current Employee Search Jobs". 

ACA Navigators/Health Insurance Agents: In conjunction with the Rapid Response team efforts, below is a list of “open” sessions where ACA Navigators and health insurance agents will be available to assist with the Health Insurance Marketplace, Medicare enrollments, or other short term health care options, if needed. There is no cost for assistance.

Date/Time: May 9, 2024 from 12:00 pm - 5:00 pm
Location: CVTC Chippewa Campus, 770 Scheidler Road, Chippewa Falls

Date/Time: May 21, 2024 from 12:00 pm - 5:00 pm
Location: CVTC Eau Claire (business education center) 620 W. Clairemont Ave, Eau Claire
______________________________________________________________________________

Employment Verifications - Vault Verify

(Last Updated: 10:35 am on March 6, 2024) 
HSHS exclusively utilizes Vault Verify for employment verifications. These employment verifications meet industry standards for a wide array of lending, housing, and governmental agencies. Our employment verifications are joint-branded with HSHS branding and meet the demands of those who require their verification on HSHS letterhead. To obtain verification please visit www.vaultverify.com and use company code 22027 to place your request.

Need Additional Assistance? All verifier and employee portal questions may be directed to Vault Verify Support.

Vault Verify Support 
Telephone: (407) 378-6203 option 1
Email: cs@vaultverify.com
Hours: M-F 8:00 am – 8:00 pm (EST)
______________________________________________________________________________

HSHS Benefit Changes

(Last Updated: 11:30 am on March 12, 2024) 

If you wish to make changes to your current benefit elections, we ask that you please contact the HSHS HR Service Center directly at 1-855-394-4747 (Option 3) or at MyHR@hshs.org.
______________________________________________________________________________

Final Paycheck and PTO Payout

Colleagues who remain employed beyond March 22, 2024:

Your final regular paycheck and any accrued and unused Paid Time Off (PTO) balance will be direct deposited into your account(s) on record within 24 hours following your termination date. (regardless of whether you agree to the severance terms and sign the agreement).
______________________________________________________________________________

Access Past Statements through ADP

Colleagues on furlough and former colleagues of HSHS may view pay statements and annual statements (W-2’s) through the ADP online portal. To access the portal, you will need:

1. Access the website https://my.adp.com

2. Organizational Registration Code: HSHS1-myadp.   

The portal will include all pay statements from 2022-2024. W-2 annual statements are available for calendar year 2022 and 2023. Note: Terminated colleagues will receive their 2024 W-2 via mail to their home address on file in early 2025, therefore, accessing ADP is not a requirement. 

For assistance registering on the ADP portal, please refer to the ADP Employee Self-Service Registration document here.

______________________________________________________________________________

Continuation of HSHS Benefits Coverage

If you are enrolled in any HSHS benefits at the time your employment ends, coverage will end on the last day of the month in which employment is terminated. Additional information to continue group insurance benefits will be mailed to your home address. 

Medical Plan:
You and your covered dependents can continue your medical insurance coverage for up to 18 months if you are covered for the previous three months before you separate, and you are under the age of 65. If you are over the age of 65, your dependents who remain under the age of 65 can be offered their own policy under the HSHS Continuation plan. You will be responsible for the full premium amount.

Dental Plan:
You and your covered dependents can continue your dental insurance coverage for up to 18 months if you are covered for the previous three months before you separate. You will be responsible for the full premium amount.

*Coverage elected and continued during the severance period, if applicable, will be applied to the 18 months of allowable coverage.  Premiums for continued coverage during the severance period will be deducted from each severance payment.  During the severance period the premiums will be at the colleague rates.  At the end of the severance period, colleague may continue coverage by paying the full premium amounts as indicated.

2024 Medical and Dental Insurance Continuation Monthly Premiums

Voluntary Benefits - Portability 

You can maintain the following voluntary benefits following the end of your employment by converting or porting to an individual policy with the insurer. For more information or to enroll, contact the respective insurer referenced below: 


______________________________________________________________________________

HSHS Retirement Benefits 

HSHS 403(b) Retirement Savings Plan:
Colleagues who separate employment from HSHS have many options available to them when it comes to what you can do with your funds. You may elect to:

• Leave your funds with Fidelity Investments.

• Roll over your savings into an IRA (Individual Retirement Account) offered by Fidelity or another financial services provider.

• Roll over your savings into another employer's plan.

• Cash out your savings (this would be considered a "taxable event")

Required Minimum Distributions: Terminating participants who are at least age 70.5 (age 72 if attained age 70.5 after December 31, 2019)  generally must take a required minimum distribution (RMD) from the Plan by April 1 of the subsequent year. 


HSHS 457(b) Retirement Savings Plan (If Eligible):
Colleagues who separate employment from HSHS will receive paperwork from Fidelity about your distribution options. Distribution of your account will occur no later than 60 days following your termination date. You may elect to:

• Receive payment of the balance of your account in a lump sum, on a future date that you select.

• Receive payment of the balance of your account beginning on a future date that you elect in monthly, quarterly, semi-annually, or annual installments over 1 to 20 years.

• Transfer on a tax-free basis payment of the balance of your account to a 457(b) plan sponsored by another tax-exempt organization that accepts 457(b) plan transfers.

Action Required: If you do not make an election as outlined above, the plan will pay you a lump sum on the first day of the first calendar month commencing after the date that is four months after you separate from service, or as soon as practicable thereafter.

Questions: To learn more about your options, we encourage you to log into your Fidelity NetBenefits account, by clicking HERE or call a Fidelity Service Representative at 800-343-0860.

Schedule 1:1 Session: Schedule a 1:1 complimentary appointment with a Fidelity Workplace Financial Consultant at http://Fidelity.com/schedule (Use "Hospital Sisters Health System" as the employer name").




HSHS Pension Plan:

Colleagues hired/rehired on or after July 1, 2014:
The HSHS Cash Balance Pension Plan was frozen as of December 31, 2022, and your benefits transferred to your 403(b) account with Fidelity Investments last year. Effective January 1, 2023, you became eligible for the new HSHS Retirement program which includes the 401(a) HSHS employer contribution and the 403(b) matching employer contributions. For those eligible to receive a 401(a) employer contribution and a 403(b) employer matching contribution, you can expect to see those contributions applied to your account by no later than April 15, 2024.

Colleagues hired/rehired before July 1, 2014:
The HSHS Traditional Final Average Pay Pension Plan was frozen as of December 31, 2023, and your benefits are scheduled to transfer to your 403(b) account with Fidelity Investments in May 2024, unless you were of retirement age (age 55+) and decided to commence your monthly pension annuity. 

_____________________________________________________________________________ 

HSHS Flex Spending and Health Savings Accounts:

If you are leaving HSHS you may still submit claims for both the health care and/or the dependent care FSA as well as the Health Savings Account (HSA).

Health Care FSA

• Claims for services received through your employment end date are eligible for reimbursement.

• Qualifying health care claims must be filed with HealthEquity by May 1, 2025, which is the year following the plan year in which you contributed to the spending account.

• Your HealthEquity Visa Health Account Card will be automatically canceled on your employment end date.

• You will need to submit claims directly to HealthEquity for reimbursement.

Dependent Care FSA

• Claims may be submitted for dependent care expenses up to the amount in your account at your employment end date and must be incurred prior to your employment end date.

• Qualifying dependent care claims must be filed with HealthEquity by May 1, 2025, which is the year following the plan year in which you contributed to the spending account.

• If you did not have any qualifying dependent care expenses as of the day your employment ends, you are not eligible to file any claims for reimbursement per IRS regulations.

Health Savings HSA

• Colleagues enrolled in the High Deductible Health Plan with HSA are eligible to utilize a health savings account (HSA) offered through HealthEquity.

• Unlike Flexible Spending Accounts (FSA), you own your HSA. That means your entire balance rolls over every year and your funds never expire, even if you change health plans, retire, or leave employment.

• After your employment ends, you will be responsible to pay any monthly admin fees on the account. This is currently $3.95 per month.

• Colleagues can continue to use their existing debit card even after employment ends. 

• Visit the HSHS HealthEquity resource page for many resources on how HSA's work. 

______________________________________________________________________________

Social Security Administration Office/Medicare Coverage

If you are over the age of 65 (or turning 65 in the next 3 months) and are not actively receiving benefits from Social Security, we encourage you to sign up for Medicare through Social Security. You can either sign up for Medicare online by visiting medicare.gov or by contacting your local Social Security Administration Office. To find locations near you, visit ssa.gov.


______________________________________________________________________________

Unemployment Benefits

To discuss your options surrounding unemployment benefits, please click below to access the Wisconsin unemployment notice or visit your local state unemployment website. If you are a remote worker who resides outside of Wisconsin, you should contact your state's unemployment office. 

Wisconsin Unemployment Notice
    
Wisconsin Department of Workforce Development
Phone: (608) 266-3131
https://dwd.Wisconsin.gov/ui/
______________________________________________________________________________

HSHS Access and Equipment

(Last Updated: 9:30 am on April 3, 2024)

If you have been placed on a Furlough Leave of Absence prior to the ministry closure, you will not have access to your HSHS email or any additional HSHS applications. We ask that you leave your badge, equipment, keys, etc. on premises in your department prior to departing on your last shift worked. To coordinate return of equipment that you have at home, please contact the Security team at (715) 717-4375. 
______________________________________________________________________________

HSHS Employee Assistance Program (EAP)

The HSHS Employee Assistance Program (EAP)  will continue to be offered to those in need of assistance.

ComPsych
Call the HSHS Toll Free number: 1-877-327-7429
Website: www.guidanceresources.com
Organization Web ID = HSHS4U
ComPsych – Contact Us Today




______________________________________________________________________________

Colleague Emergency Assistance Fund

**Deadline Passed - No Longer Accepting Applications
(Last Updated: 10:15 am on February 26, 2024)

As included in your packets and communicated during the HR sessions, the HSHS Colleague Emergency Assistance Fund is available and an option for colleagues impacted by the Western Wisconsin closures that are in need of financial assistance. Due to a substantial volume of requests and the expectation that the funds for the impacted ministries will be exhausted, we are asking that requests for funds must be received by Tuesday, February 6th in order to be considered. Please note you will be required to provide documentation of a qualifying expense and dollar amount requested eligible under existing program rules within the application. Please click HERE to access the application. 
______________________________________________________________________________

Royal Credit Union Financial Assistance

**NEW Information! (Last Updated: 9:55 am on February 1, 2024)

Royal Credit Union is available to help with financial concerns. Whether you have accounts at Royal or not, any current or former colleague may call Royal Credit Union’s financial counselors at 715-858-5282. Royal will assist you with navigating your financial situation and discuss available options for specific financial concerns.