Civil Service Employees | FAQ | Illinois Human Resources

FAQ

Civil Service Employee FAQ

Benefits

How do I calculate if a job is benefits eligible?
Before calculating whether the employee is eligible for benefits or not, you must first know if they are in a status that would make them eligible. The employee must be a U.S. citizen, or permanent resident, on a H1 visa, or must have met substantial presence if they hold a F1 or J1 visa. Once you have determined that, the calculation is as follows:

Number of Months worked / 9 x FTE = percent

If percent is equal to or greater than .5, the employee will be eligible for benefits. The Benefits Center will code the Benefit Category (BCat) based on the eligibility (part-time or full-time).

What is my vacation and/or sick leave balance?
Use the instructions below to access your earnings statement and see your vacation and sick leave balances.

1. Access My UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “Earnings Statement” link.
4. In the Take Action box click on "Access Earnings Statement" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the Your PIN link and follow the instructions); click “Submit.”
7. You should then see your Current Earnings Statement.
8. If you wish to see past earnings statements, click on the View Past Earnings Statements link at top of the form and select which pay period you wish to see from the dropdown menu provided.

When should I expect to receive my payout of vacation and/or compensable sick leave upon separation from the University?
While the University makes every attempt to expedite the payout of vacation and/or sick leave, there are many factors that can impact the timing. The separation process is a multi-step process that can’t even begin until after the employee receives their last regular paycheck. After that, the unit is responsible for initiating the separation process. Overpayments and underpayments can affect the timing of the payout. Employees should work with their unit to ensure timely processing of the payout. Due to timing issues and the multiple steps involved, the payout can take several weeks to be processed.

Who do I contact if I have questions about my insurance?
The Benefits Center handles questions related to health, life and dental insurance. You can reach them by calling (217) 265-6363, or by e-mail at benefits@uillinois.edu.

Who do I contact if I have questions about the State Universities Retirement System (SURS)?
Questions regarding SURS should be directed to SURS at (217) 378-8800.

Changing Personal Information

How do I change my name?
Because the name in the payroll system must match the name on your Social Security card (internationals—name matches name on passport), you must obtain an updated Social Security card or international passport first. Once the required documentation is obtained, you will take the documentation to your unit and they will process a HR Front End transaction to implement the name change.

How do I change my name for my diploma?
Because the name on the payroll system must match the name on your social security card, should you wish to have a different name listed on your diploma, you will need to contact the Office of the Registrar and have them reflect that name in your diploma name field in the system.

How do I change my address?
Current employees can change their home, permanent, mailing and office address information by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Profile box.
3. Click on the “My Profile” link.
4. In the Take Action box click on "Access My Profile" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Scroll down to the address/contact information area of the page.
8. Click on “Edit” link.
9. Make the necessary changes
10. Click “Submit.”
11. When finished with MY UI Info, click on the “Logout” button in the top right-hand corner of the screen.

How do I change my email?
Email addresses cannot be changed via My UI Info/System HR Services. You will need to contact the HR Information Center at (217) 265-6549 and provide the new email address. They will make the change in the system for you.

How do I change my phone number?
Current employees can change their phone number by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Profile box.
3. Click on the “My Profile” link.
4. In the Take Action box click on "Access My Profile" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Scroll down to the address/contact information area of the page.
8. Click on “Edit” link.
9. Make the necessary changes
10. Click “Submit.”
11. When finished with MY UI Info, click on the “Logout” button in the top right-hand corner of the screen.

How do I change my direct deposit information?
Current employee can change their direct deposit information by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “Direct Deposit” link.
4. In the Take Action box click on "Direct Deposit" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Correct the necessary information. When finished making the changes, click “Update My Profile.”
8. When finished with MY UI Info, click on the “Logout” button in the top right-hand corner of the screen.

Please note: the change must be submitted no later than the day before the pay-period calc date to be effective for the current paycheck. Contact your unit or Payroll for the calc date information. For more information, contact the Payroll Office at (217) 265-6363 or payinq@uillinois.edu.

Employment Verifications

If I am a current employee, how do I request an employment verification for loan purposes, rental, etc.?
Current employees must use the University’s online Employment Current employees must use the University’s online Employment Verification program via System HR Services by following the steps below: Access the System HR Services site

1. Click "Access EVS" in the Take Action Box
2. Enter your NetID and password
3. Click on the Login box
4. Enter your 4 digit PIN (if you don’t already have one, click on the Your PIN link and enter the requested information. To move between fields, use the Tab key or click your cursor directly into the next field. By striking the Enter key, you will receive an error message and must re-enter the information)
5. Click Submit
6. Select Establish a Vendor Access Number
7. Click Continue
8. Review VAN Requirements and Instructions for Vendor by clicking on the links provided
9. Enter any 4 digit number to be used as a one-time access Vendor Access Number; re-enter the VAN number you created for confirmation
10. Select the level of authorization from the dropdown
11. Click Continue
12. Note the web address for EVS on the VAN Created page.
13. Receive email confirmation
14. Provide the vendor with the EVS web address and VAN so they can access your information immediately. Please inform the vendor that they have only one opportunity to access your information with the VAN provided. They should view and print the information before exiting the system.

How do I request employment verification for a former employee?
We regret that we are unable to provide this information over the telephone.

Employee or Agencies making request:
For employment verification of a former Civil Service employee (including Extra Help), send a written request along with a signed release from the employee or this signed release form, specifying the information needing verified to Illinois Human Resources at 52 E. Gregory Drive, Champaign, IL 61820, or fax to (217) 244-7304; or via email to ihr-dataops@illinois.edu. Please be advised that it can take 10 - 15 working days to process the request. Requests for information other than salary, dates, percentage of appointment, or title (e.g., performance, job duties, or attendance) should be directed to the unit(s) in which employment was held.

HR Front End

Who do I contact if I need assistance with the HR Front End?
Units should contact the appropriate HR office based on the employee group they are processing a HRFE transaction for as noted below:

Undergraduate Students: Contact Student Employment, studentemploy@illinois.edu or (217) 333-0600.

Civil Service and Extra Help: Contact Illinois Human Resources, ihr@illinois.edu or (217) 333-2143.

Faculty, Academic Professionals, PostDocs, Graduate Assistants, Grad/Academic Hourly, and Unpaids: Contact Illinois Human Resources at ihr@illinois.edu or (217) 244-2400.

Labor & Employee Relations

Who do I contact if I have concerns about my supervisor or unit?

Contact Labor & Employee Relations at 217-333-3105

Leaves of Absence

How do I file for long-term disability?
Visit Illinois Human Resources, Labor & Employee Relations, 52 E. Gregory, Champaign and request a State Universities Retirement Services (SURS) Disability application. Work with your employing unit, medical service provider and SURS in completing and filing the application.

How do I find out if I am eligible for Family Medical Leave?
Information regarding eligibility for Family Medical Leave can be found on System HR Servicesat https://www.hr.uillinois.edu/and by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Hover on the “Leave” tab or link at the top of the page.
3. Scroll down to Family and Medical Leave.
4. Here you will find additional links regarding Eligibility, Approval and Documentation, Length of Leave, Benefits Continuation, Compensation, Returning from Leave, Extended Leave, and Resources.

(You will find the FML application on the Approval and Documentation link.)

For additional questions, contact Labor and Employee Relations of Illinois Human Resources at (217) 333-3105.

MY UI Info/System HR Services

Who do I contact if I receive an error while completing my forms in System and Resouces for New Hires?
Your unit can provide assistance to you with the New Hire process; however, you may also contact the HR Information Center at (217) 265-6549 for assistance.

Who do I contact if I receive an error when trying to access or process a transaction in My UI Info/System HR Services?
Your unit can provide assistance to you with the MY UI Info system; however, you may also contact the HR Information Center at (217) 265-6549 for assistance.

How and when can I access my earnings statement?
Earnings statements are available a few days prior to the actual payday via MY UI Info. You may access your earnings statement by following the instructions below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “Earning Statement” link.
4. In the Take Action box click on "Access Earnings Statement" link.
5. Log on with your NETID and NETID password or Enterprise login and password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the "Your PIN" link and follow the instructions); click "Submit."
7. You should then see your Current Earnings Statement.
8. If you wish to see past earnings statements, click on the "View Past Statements" link at top of the form and select which payperiod you wish to see from the drop-down menu provided.

Paychecks & Earnings

Who do I contact if I don’t receive a paycheck?
Employees are encouraged to contact their department first for assistance. If the department is unable to assist, they may either contact Human Resources or Payroll for assistance.

How and when can I access my earnings statement?
Earnings statements are available a few days prior to the actual payday via MY UI Info. You may access your earnings statement by following the instructions below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Click on the "Compensation" tab or link.
3. Click on the "Earnings Statement" link.
4. Click on the "Continue" button at the bottom of the "Compensation-Earnings Statement" screen.
5. Log on with your NETID and NETID password or Enterprise login and password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the "Your PIN" link and follow the instructions); click "Continue."
7. You should then see your Current Earnings Statement.
8. If you wish to see past earnings statements, click on the "View Historical Earnings Statements" link at top of the form and select which payperiod you wish to see from the drop-down menu provided.

Tax Documents

How do I access and or change my tax exemptions (W-4)?
You may make changes to your tax exemptions on your W-4 by following the steps below (NOTE: Internationals must visit the Payroll Office to make changes to their tax exemptions):

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “W-4 Form” link.
4. In the Take Action box click on "Access W-4 Withholding" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Make the necessary changes.
8. Click “Update My Profile” when finished.

For additional assistance, contact Payroll at (217) 265-6363.

Who do I contact if I have questions about my W-2?
The Payroll Office can assist you with questions regarding your W-2. You can reach them by calling (217) 265-6363 or by emailing payinq@uillinois.edu.

How do I access my W-2?
For those employees who have consented to receive their W-2 online, they may access their W-2 around mid-January via System HR Services by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “W-2/1042-S Tax Statement” link.
4. In the Take Action box click on "Access Tax Forms" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Click "Continue".
8. Click on the appropriate link that you are looking for.
9. You may print the form, email it to yourself, or save your form to a hard drive, disk, or other memory device. You may also log off and retrieve it again later through the same process via MY UI Info.
For additional assistance, contact Payroll at (217) 265-6363.

How can I get a copy of a W-2 from past years?
W-2s from years past can be accessed by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “W-2/1042-S Tax Statement” link.
4. In the Take Action box click on "Access Tax Forms" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Click "Continue".
8. Select the year of the W-2 you wish to view/print.
9. Click on the W-2 link.
10. Print.

For additional assistance, contact Payroll at (217) 265-6363.

Tuition Waivers

How do I apply for an employee tuition waiver?
Civil Service employees may be eligible for an employee tuition waiver at any of the three University of Illinois campuses. The application process is dependent on which campus you wish to attend. Specific information can be found on System HR Services at https://www.hr.uillinois.edu/benefits/tuitionwaivers.

What do I need to do for a child-of-employee tuition waiver?
The first step is to determine if you and your child meet the eligibility requirements. You can find the eligibility requirements on System HR Services at https://www.hr.uillinois.edu/benefits/tuitionwaivers.

The application process for both you and your child can also be found at https://www.hr.uillinois.edu/benefits/tuitionwaivers.

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