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Wednesday, Aug. 9, 2023
News for the staff and faculty of The University of Texas at Dallas
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Parking Permits for Fiscal Year 2023-2024 Available for Purchase
Virtual parking permits for fiscal year 2024 are now available for purchase. As a reminder, a virtual License Plate Recognition (LPR) system has replaced stickers/decals on windshields. This camera-based, mobile system quickly scans multiple vehicle license plates and verifies vehicles have valid virtual permits. All faculty and staff who park on campus must purchase a permit. Any vehicles driven to campus must be linked to a parking account and permit in MyParking. For more information, read the parking permit announcement.
Policy on Use of University Funds for Parking (UTDBP3119)
Beginning, Sept. 1, UT Dallas will not allow University departments to pay for parking permits for individual University employees using University funds.
Departments may purchase a parking permit that is owned by the department and used by multiple individuals as needed. The purpose of a departmental permit is not to replace the need for employees to purchase their own parking permit, but to facilitate ease of parking when employees are performing their job duties on campus. It is the responsibility of the department head or their designee to ensure departmental passes are used appropriately.
Departmental permits must be purchased via IDT or journal transfer — not on a University One Card. Any University funds may be used to purchase departmental parking passes.
Departments also may purchase permits for guests, suppliers or contractors, when appropriate. These permits must be purchased via IDT or journal transfers — not on a University One Card. Also, the cost must be included on an independent contractor’s 1099-NEC tax form as a taxable benefit.
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Offer Your Feedback for Benefits & Wellness Fair
The Office of Human Resources is seeking your thoughts about the 2023 UT Dallas Annual Benefits & Wellness Fair. Your feedback will help HR understand what it does well and what it can do better. Fill out the fair survey.
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Save the Date: HR Forum, Sept. 6
The Office of Human Resources will host its next HR Forum from 10 to 11:30 a.m., Wednesday, Sept. 6, as a Microsoft Teams live event. Closed captioning is available, and there will be a moderated Q&A forum. If you have questions for the HR Forum, send them to hrforum@utdallas.edu.
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Absences for Fiscal Year End
On Thursday, Aug. 31, Human Resources will initiate the fiscal year end maximum leave carryover process. All absence requests (sick/vacation) up to and including Aug. 31, must be submitted and approved by midnight on Aug. 31.
Employees must ensure their absences are submitted for approval. Supervisors, managers and/or time approvers must approve all submitted absences. All remaining saved and unapproved absences in the system will be deemed as approved and will be processed by Human Resources and deducted from employees’ balances. This will ensure accuracy of the carryover balances for year-end financial reporting purposes.
The maximum leave carryover hours are posted on the leave policy.
If you have any questions regarding your leave balances, please email HCM-timereporting@utdallas.edu.
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UT FLEX Deadlines
Employees with remaining balances in the UT FLEX Plan have the following deadlines to incur and submit expenses for Plan Year 2022-2023. Any amounts you do not use throughout the plan year (and during the grace period for health-related expenses) will be forfeited.
Health Care Reimbursement Account (for medically necessary health care expenses, including dental and vision related expenses) — The last day to incur HCRA expenses for active employees is Nov. 15. The last day to file claims is Nov. 30 after the end of the plan year. Terminating or retiring employees will have until the last day of the month in which employment ends (unless continuing their UT FLEX account through COBRA).
Dependent Day Care Reimbursement Account (for dependent daycare expenses for dependent children under age 13) — The last day to incur DCRA expenses is Aug. 31. The last day to file claims is Nov. 30, after the end of the plan year.
For more details about UT FLEX, please visit the UT System Office of Employee Benefits website.
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Secure Act 2.0 Changes
As part of the Secure Act 2.0 mandated changes, effective Jan. 1, the age 50 and service years catch-up under the 403(b) Tax Sheltered Annuity (TSA) and 457(b) Deferred Compensation Plan (DCP) will have the following changes:
- Employees with 2023 FICA salary (Box 5 of the W-2) of $145,000 or greater cannot contribute pre-tax for age 50 catch-up and service years catch-up. Only eligible employees can participate in a Roth or post-tax option of the TSA and DCP Plans.
- Impacted employees must change their contributions via the UT Retirement Manager no later than Dec. 10 for the Jan. 1 paycheck. You also can access UT Retirement Manager by logging into My UT Benefits; Click on Enroll Now, click on Quick Links on the top right hand of the screen and then click on My Retirement Manager.
- New UT Dallas employees who meet the salary threshold but do not have 2023 W-2 forms will be subject to the Secure Act 2.0 requirements the following year.
To make changes to your future TSA and DCP contribution(s), please follow the instructions on the UT System Office of Employee Benefits website.
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August 2023 Benefits Flash: Roth vs. Pre-tax Voluntary Retirement Programs
The Benefits Flash highlights benefits information to UT Dallas employees. It was started in response to employee feedback from the Climate and HR Forum Survey.
Learn about the latest topic — Roth vs. Pre-tax Voluntary Retirement Programs — on the Benefits Flash site.
A new Benefits Flash topic will be featured each month during the HR Forum, in the HR Campus Connection Teams Channel and in Intercom. Recommend a topic by emailing benefits@utdallas.edu.
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Sign Up for UT Dallas Campus Marketers Meeting
To learn more about upcoming campus marketing initiatives, attend the next Campus Marketers meeting from 3 to 4 p.m., Wednesday, Aug. 16, on Microsoft Teams. This meeting will include updates on key marketing projects and trends and serve as an open forum for conversation and collaboration. If you are interested in attending, please email marketing@utdallas.edu to be added to the group.
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Enrollment Is Open for Play With Me Program
The UT Dallas Center for Children and Families is enrolling children ages 0-3 and their parents in a weekly playful learning program to be held at UTD this fall.
Led by UTD developmental specialists, the Play With Me program promotes learning through play, provides strategies for positive parenting and reducing parenting stress, and gives ideas for promoting children’s optimal development.
The program meets weekly on Saturday mornings from 10 to 11:30 a.m. at Callier Center in Richardson. The cost is $120 for 12 parent-child sessions; enrollment supports Play With Me’s free programs in high-need communities.
For more information and to register, visit the Play With Me schedule page. For questions, email ccf@utdallas.edu.
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Wellness Events & News
Corporate Challenge
Registration for the 2023 Richardson Corporate Challenge is now open. This 10-week, Olympic-style competition brings local companies and organizations together to raise money for Special Olympics Texas and engage in friendly competition. Download the event schedule and UT Dallas team sign-up sheet (pdf), and email your completed form to CorporateChallenge@utdallas.edu.
This year’s Opening Ceremony and Great Walk will be at 5:30 p.m., Friday, Aug. 11, at Huffhines Park. UT Dallas earns participation points for each team member who completes the short 10-to-15-minute walk. There also will be a UT Dallas team tent where you can meet up with your colleagues and family members. Mark your calendars and make plans to attend.
Corporate Challenge raffle tickets are available for $5. Each ticket buys you a chance to win a variety of prizes; all sales benefit Special Olympics Texas. Purchase tickets at the Office of Human Resources (AD 3.418) on Tuesdays to Thursdays from 10 a.m. to 3 p.m. Call 972-883-2072 for more information.
If you are unable to participate but would like to help with the fundraising efforts, donate to help Team UTD reach its goal of raising $1,000 for Special Olympics.
Each organization is responsible for helping with registration at one event during the challenge. UT Dallas has been asked to provide three volunteers for the three pickleball registration sessions in the UT Dallas Activity Center gym. To volunteer, please sign up to volunteer for one of the following shifts:
- Friday, Oct. 6, 6 to 8:30 p.m.
- Saturday, Oct. 7, 8 to 11 a.m.
- Sunday, Oct. 8, noon to 4 p.m.
Mobile Mammography on Aug. 11
The UT Southwestern mobile mammography unit will visit the loading zone north of the Activity Center (AB) from 8 a.m. to 3 p.m., Friday, Aug. 11. Call 214-645-2560 or 866-277-0710 with your health insurance information to schedule an appointment. 3D scans will be available, and most insurance plans are accepted. CDC safety precautions will be followed. For more information, download the flyer (pdf) or email Taylor Tran.
Catapult Health VirtualCheckup
Getting a health checkup has never been easier. VirtualCheckup is a fully covered health benefit. No deductible. No co-pay. No out-of-pocket expense. Sign up for a Catapult Health home kit and virtual visit. For more information, see the Catapult Health flyer (pdf).
Set Boundaries and August EAP Newsletter
If you’re feeling overloaded and burned out, one problem could be the boundaries you’re setting around your work, time and relationships. Boundaries are the limits you establish on what responsibilities you take on, how you spend your time and how you expect other people to treat you. Boundaries are key to maintaining healthy relationships and an appropriate balance between your own needs and work requirements, and the needs and expectations of others. Deer Oaks EAP is here to support you 24/7/365 and can provide tips to help you set healthy boundaries for yourself and respect the boundaries of others to build stronger relationships.
The top headlines in this month’s EAP Newsletter are:
- On-Demand Seminar: Money Management: Digging Deep — This session will explore how to have smart financial management and learn practical steps on getting out of financial ruts. Available on-demand Tuesday, Aug. 15.
- Setting Boundaries To Avoid Burnout
- Flexible Thinking
- Questions Parents Ask About Schools: Working with Schools and Teachers
Visit Deer Oaks EAP and enter utdallas for the username and password to access the online seminar.
Download the latest EAP newsletter (pdf) for additional information, tips and resources from Deer Oaks EAP.
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OIT To Discuss Changes to Microsoft Bookings
If you offer services that require users to make appointments, then you will want to view Microsoft’s solution to track, manage and organize your team’s appointments and calendars in one place.
Microsoft Bookings is changing its look and name to Virtual Appointments. This update does not require you to alter your existing calendars, services or staff. The only changes are the name of the application and how it is previewed.
Register to attend this session hosted by the Office of Information Technology at 2 p.m., Sept. 1.
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The Origins of First-Year Students at UT Dallas
The wide range in backgrounds of incoming UT Dallas students from the state of Texas is illustrated in an updated interactive map, showing data by independent school district, which can serve as a powerful tool for staff members who are interested in preparing for and engaging with new students before they arrive.
For more information on how UT Dallas and our local economy affect each other, please contact the F&ED Economic Development team. You also can subscribe to biweekly updates with the latest analysis and news from the Economic Development team.
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Center for Translation Studies Publishes Special Issue
The Center for Translation Studies recently published a special issue of Translation Review on Translation as Community.
This issue includes not only an interview, articles, essays, and book reviews, but also responses to some of the featured pieces to expand upon the idea of community in the creation of translations.
The digital version is accessible through the library website. If you’d like a hard copy, please visit the Center for Translation Studies (JO 5.508).
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Reminder
Learn About IT Support, Initiatives at Virtual Forum
How will UTD leverage AI? What efforts are underway to ensure our data is secure? Where can you go for IT support? Who can recycle old devices? And how would a customer relationship management (CRM) system impact campus?
These are just a few of the topics at the next virtual IT Forum at 9 a.m. on Thursday, Aug. 17. Register for the IT Forum to learn more on how the Office of Information Technology partners with campus departments to provide innovative, collaborative and valuable IT services.
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About this Newsletter
Intercom is the official University-wide newsletter for UT Dallas faculty and staff members. This periodic publication is designed to provide University employees with valuable information necessary for the workplace, as well as community news that supports the University’s mission. Visit the Intercom website for guidelines about content and submissions.
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