Frequently Asked Questions

I’ve submitted my enrollment. When will I receive my insurance card?

In most cases, your information will be in UPMC’s system within 72 hours of submitting your form depending on your effective date of coverage. It then takes 7-10 business days to receive the card from UPMC. You will have active coverage in UPMC’s system even if you do not physically have the card.

I still haven’t received, or I lost my new health insurance card. How can I get a new one?

Please contact UPMC directly at 1-888-499-6885, since they distribute the cards.

How do I locate participating providers?

PCPs, pediatricians, OB/GYNs, and specialists can be located through your UPMC Member Site. You can access the site by selecting the UPMC Health Plan Access tile in your myPitt portal. From there, navigate to the "Care" tab at the top and choose "Find Care" to start your search.

You can also do a general provider search by visiting upmchealthplan.com, click "Find Care," then “I’m Just Browsing.” You will select the type of care you are looking for and then select “My employer provides my health insurance.” You can then search by provider type and name, city, or zip code. After you click “Search,” you will want to filter the Accepted Networks based on your specific plan.

Panther Gold Advantage Plan = Panther Gold Advantage Network (for Pitt Employees located on Oakland and Titusville campuses)
Panther Gold = Panther Gold HMO (for Pitt Employees located on Bradford, Greensburg, and Johnstown campuses)
Panther PPO or Panther Basic = Premium Network

Do I need to designate my primary care physician (PCP) to complete the online enrollment?

No, you do not have to restate your PCP if you and your dependents (if any) are currently enrolled in the Panther Gold plan. You will only need to designate a PCP if you and/or your dependent(s) are enrolling for the first time. If you are currently enrolled in the Panther Gold and would like to change your doctor, you must contact UPMC Health Plan directly at 1-888-499-6885. The designation of PCPs is not applicable if you are enrolled in a PPO plan (Panther PPO and Panther Basic QHDHP with HSA option).

How do I locate participating PCPs in the Panther Gold plan?

PCPs and pediatricians in the Panther Gold plan can be located by visiting upmchealthplan.com and clicking "Members" > "Find Care" > "UPMC Health Plan HMO". You can then search by provider type and name, city, or zip code. Once you find a provider, click on the provider’s name and write down the four-digit practice number.

I would like to change my PCP or child’s pediatrician. Do I have to call UPMC directly? Can I change my PCP throughout the year?

Yes, you would have to contact UPMC directly at 1-888-499-6885. Yes, you can change PCP at any time during the plan year. This is only necessary if you are enrolled in the Panther Gold HMO plan.

How is medical coverage provided for a newborn?

Under Pennsylvania law, a newborn automatically has 30 days of coverage under their mother's medical plan. Within those 30 days, the employee must add the newborn under the Before You Enroll section in Pitt Worx and submit the birth certificate in the Document Records section of Pitt Worx. The employee must then report a life event and update their enrollment in Pitt Worx. If you are adding or removing a dependent, you must contact the Benefits Department so that a life event can be opened for you, which will provide you the opportunity to make eligible changes to your benefit elections in Pitt Worx within 61 days of the date of birth.

What is a deductible/co pay/coinsurance, etc.?

Please see visit the Medical Plan Definitions section of our website for a glossary of terms.

What is the Advantage Network?

Advantage Network refers to the specific network of UPMC-owned hospitals and facilities. The Advantage Network applies to the Panther Gold Advantage plan only. If services are provided at an Advantage Network Facility, you will have the highest level of coverage.

My PCP or specialist does not have admitting privileges to a UPMC advantage network facility. What are my options?

Under the Panther Gold plan, if you want the highest benefit level, your doctor can refer you to a specialist who has admitting privileges to an advantage network facility. If you decide to go to a UPMC Health Plan network facility that is NOT an Advantage Network facility but is part of the affiliated UPMC Health Plan network, you will be subject to a separate deductible and coinsurance.

Do I have coverage if I am traveling?

Under all three plans, you have coverage worldwide if you have a life threatening emergency. In medical emergency situations:

Seek care immediately from the nearest emergency care facility.
- If you are in the Gold plan, contact your PCP within 24-48 hours.
- If you are in one of the PPO plans, contact UPMC Member Services within 24-48 hours.
Through UPMC Health Insurance, University travelers are automatically eligible for Assist America services. If you will be traveling 100 miles or more from home or in another country, and you encounter an emergency, this is a resource.

How does the copayment for the diagnostic services work?

For diagnostic services that incur a copay, there is a limit of four copayments per benefit period. You pay $0 thereafter. This applies to Panther Gold and Panther Gold Advantage (Level 1).

Is the health risk assessment (HRA) confidential?

Yes. Your information will never be shared with the University, spouse/domestic partner, or other dependent. UPMC will only use information as aggregated data for reporting purposes. The assessment will provide you with an overview of your potential health risks and will suggest opportunities to improve your health--and you earn credits while doing so. You can print and share your results with your doctor if you choose.

Note: The HRA is only available through UPMC Health Plan.

Dental Coverage

I haven’t received, or I lost my dental insurance card. How can I get a new one?

Please contact the United Concordia directly at 1-877-215-3616, since they distribute the cards.

How can I find a dentist who participates in the United Concordia Plus Managed Care (PA Only) DHMO plan?

The provider directory for United Concordia is online at www.unitedconcordia.com. Click on “Find a Dentist,” and the Plus plan falls under the DHMO category. View screenshot instructions for assistance in searching for a provider.

I would like to change my Primary Dental Office (PDO). Do I have to call United Concordia directly? Can I change my PDO throughout the year?

Yes, you would have to contact them directly at 1-877-215-3616 prior to seeking services. Any changes to your PDO made after the 28th of the month will be effective after two months. Yes, you can make changes throughout the year. This is only required for the United Concordia Managed Care (PA Only) DHMO plan.

Do I need to restate my Primary Dental Office (PDO) to complete the online enrollment?

No, you do not have to restate your PDO in the Concordia Plus Managed Care (PA Only) DHMO plan. You will only need to designate a PDO if you and/or your dependent(s) are enrolling for the first time.

If you are currently enrolled in the Plus plan and want to change your PDO, contact United Concordia directly at 1-877-215-3616, prior to seeking services.

Do not use services until your PDO is established, otherwise the claim will be denied. Any changes to your PDO made after the 28th of the month will be effective after two months.

Your PDO must be in Western Pennsylvania and must be a part of the Concordia Plus DHMO Network.

What is a participating provider?

PDOs are not needed for the Concordia Flex I and Flex II plans. However, in Flex I and Flex II, it is important to understand the difference between participating and nonparticipating providers.

A participating provider is a provider that participates in the Concordia Advantage network, which is a separate and distinct network that should not be confused with the managed care network of the Concordia Plus Managed Care (PA Only) DHMO plan.

What is the advantage of choosing a participating provider?

Reimbursement is based on our schedule of maximum allowable charges (MACs). Network dentists agree to accept our allowances as payment in full for covered services. Non-network dentists may bill the member for any difference between our allowance and their fee (also known as balance billing).

What does the $5 copay apply to?

If you visit University Dental Health Services (UDHS), you will be charged a $5 facility fee for all three dental plans offered.

If I am going to cover two children, can I elect the Individual plus spouse or child option?

No, you must elect the Family coverage option. Individual plus spouse or child refers to you and only one member of your family.

Vision Coverage

Summary of Benefits and Coverage (Medical, Dental, and Vision Plans)

Life Insurance and Accidental Death & Dismemberment (AD&D)

What is the difference between life insurance and AD&D (Accidental Death & Dismemberment)?

Life insurance is insurance for death due to natural causes (e.g. heart attack, stroke), whereas AD&D is insurance for death due to accidents (e.g. car accident).

Does the University provide life insurance and Accidental Death and Dismemberment to its employees?

The University provides basic life insurance and Accidental Death and Dismemberment (AD&D) to its employees. The basic coverage is 1x your salary up to the maximum of $50,000. If 1x your salary happens to be more than $50,000, your basic life insurance and AD&D is capped off at that amount.

Can I elect optional life insurance and/or AD&D?

You can elect optional life insurance and/or AD&D during open enrollment or if you have a Change in Status. It is possible that you will have to complete an Evidence of Insurability (EOI) to be approved for optional life insurance by The Hartford. An EOI does not need to be completed for additional AD&D.

I am currently not participating in optional life. Can I elect it now?

You can elect optional life insurance during open enrollment or if you have a Change in Status, but you will be required to fill out Evidence of Insurability (EOI).

Note: If you are currently a participant, you can increase an additional one times (1x) base pay for each open enrollment without EOI, up to the guarantee issue limit of $500,000.

What if I do not want to fill out the medical history statement, or I did fill it out and I was not approved? Does that mean I cannot get additional life insurance?

If you do not want to fill out the medical history statement or you did fill it out and were not approved, you cannot elect additional coverage. You can elect an additional one times (1x) your salary every year with open enrollment only if you already have coverage. If you only had the basic level, you will always need to submit EOI for any additional elections, unless otherwise noted. For example, if you have an additional 1x already elected, then for this year's open enrollment you can elect 2x additional life insurance without EOI. You can increase one level each year until reaching the guarantee issue limit of $500,000. Any increase beyond that amount will require EOI.

I know that I can purchase additional life and/or AD&D, but how much is it going to cost me?

The additional life insurance is age-graded, meaning the older you are, the more it is going to cost you. Please keep in mind that you may need to complete a medical history statement before you are approved for additional life insurance. The AD&D is not age-graded. The cost for additional AD&D is 0.015/$1000. An employee can elect between 1x-6x their salary for additional life insurance and/or AD&D. To calculate the cost of optional life coverage, please refer to the Life Insurance and AD&D Summary Guide.

What is Dependent Life Insurance?

Dependent Life Insurance is insurance to cover your dependents (spouse and children). If your dependent(s) were to pass away, you as the employee would be the beneficiary.

I am currently not participating in Dependent Life Insurance. Can I elect it now?

You can elect Dependent Life Insurance during open enrollment or if you have a Change in Status. However, your spouse/partner will be required to fill out Evidence of Insurability.

Changing My Benefits

When can I make changes to my Health & Welfare benefits?

You can make changes to your benefits annually during the Open Enrollment Period. The open enrollment period is held in the spring, and changes are effective for the new plan year beginning July 1.

Outside of the annual open enrollment period, you can make changes to your benefits elections if you experience a life event (Qualified Status Change). A life event is an IRS qualified event that allows you to make a change in your enrollment elections during the plan year (outside of the open enrollment period). Review the list of the University’s recognized life events (Qualified Status Changes) and instructions on how to make a status change to your benefit selections.

What are University recognized qualified life events?

University recognized qualified life events include but are not limited to: birth, adoption, fostering, marriage/divorce, addition or dissolution of domestic partnership, gain of coverage, loss of coverage, and death of dependent.

These qualified life events may allow changes to your benefits enrollment within 60 days of the event date with sufficient documentation.

How do I initiate a change to my benefits if I am experiencing a qualified life event such as having a baby, a change in marital status, or a loss or gain of coverage?

This type of change is known as a life event (Qualified Status Change). To initiate a life event, you must contact the Benefits Department online or by phone at 833-852-2210 so that a life event can be opened for you, which will provide you the opportunity to make changes to your benefits elections.

If adding a new dependent, update your contact list in Before You Enroll in Pitt Worx.
If you are seeking to remove a dependent, do not edit your contact list. Only Benefits administrators may delete or remove dependents from the People to Cover (contact list).
- Once you have submitted your documentation and the Benefits Department opens the life event for you, you will have the opportunity in Step 7 to deselect/remove the dependent(s) from coverage in the Benefits Enrollment screen under your applicable Medical, Dental and/or Vision plans.

After your life event has been opened, select the Make Changes button in the Benefits section in Pitt Worx. You only need to complete the sections of the enrollment that pertain to the change you are making. Enrollment and required documentation must be submitted within 60 days of the date of the life event.

Review the steps and instructions on reporting a life event here.

If I do not qualify for a change in status, can I still change my benefits?

If you do not qualify for a change in status, which would be an event that qualifies under the IRS guidelines to make a change throughout the year to your benefits, you will be unable to make that change until the open enrollment period. The open enrollment period is usually around May/June.

I recently moved, do I need to change my address with the Benefits Department for my insurance?

No, you do not need to change your address with the Benefits Department. As long as you change your address in Pitt Worx, it will automatically forward on to all of the health insurance companies.

If my child turns 26 and no longer qualifies to be covered, do I need to report this?

Children can be covered until the last day of the month in which they turn age 26. Employees covering their child on Medical, Dental, and/or Vision do not need to take action to have the coverage terminated and COBRA coverage offered. Please note, employees with a child who is enrolled in dependent life insurance only will need to contact the Benefits Department to initiate the coverage update.

Disabled dependents can be covered beyond age 26 if additional documentation is submitted. Please contact the Benefits Department for assistance.

When can I make changes to my Retirement Savings Benefits?

See FAQ section for Retirement Savings.

Education Benefits

I’m an employee at the University. Do my education benefits go through your office?

Yes, the Office of Human Resources, Benefits Department administers the education benefits for eligible Faculty, Staff, Research Associates, Postdoctoral Associates, and Postdoctoral Scholars. Education benefits vary based on position type. For information on the education benefits you are eligible for, please review the Education Benefits page. For active employees using the benefit themselves, no paperwork is required. The system will recognize when you are eligible and apply the benefit automatically to your student account.

Is there a deadline for form submission?

Education benefits request forms for spouses, domestic partners, and children should be submitted prior to the tuition deadlines outlined on the Student Payment Center’s website to avoid late fees. Forms can still be submitted up until the last day of the term. Request forms submitted after a term has ended will not be accepted or approved. Retroactive application of the education benefit is not permitted.

My child is taking undergraduate classes at the University. Do I need to submit any forms so they can receive the education benefit?

Yes, paperwork must be submitted once per academic year by the eligible employee/retiree.

Education Benefit Request Form for Dependent Children for the University of Pittsburgh (via DocuSign)
Copy of the employee's most recent Form 1040 U.S. Individual Income Tax Return, listing the student as a dependent
- Review an example of the Form 1040 that must be submitted.
- Please note: you must submit the entire requested page of the Form 1040.
- Please do not submit the entire Form 1040.
- Please redact all financial information and the first five digits of all social security numbers.

What if my spouse/partner claims the child?

If your spouse or domestic partner claims the child as a dependent, we will need to see additional documentation attached to the request form.

Required Documentation for Education Benefits

Education Benefits Request Form for Dependent Children for the University of Pittsburgh (via DocuSign)
Copy of your marriage certificate to the child's parent or a copy of or approved affidavit of domestic partnership form that shows domestic partnership to the child’s parent
Copy of the child's birth certificate listing both parents' names
Copy of the parent/legal guardian's most recent Form 1040 U.S. Individual Income Tax Return, that lists the student as a dependent
- Review an example of the Form 1040 page that must be submitted.
- Please note: you must submit the entire requested page of the Form 1040.
- Please do not submit the entire Form 1040.
- Please redact all financial information and the first five digits of all social security numbers.

What if I am separated or divorced and the child’s other parent claims them?

In the event that you are separated or divorced and the child’s other parent claims them as a dependent, we will need to see additional documentation attached to the request form.

Required Documentation for Education Benefits

Education Benefits Request Form for Dependent Children for the University of Pittsburgh (via DocuSign)
Copy of the child's birth certificate listing both parents
Copy of the parent or legal guardian's 1040 U.S. Individual Income Tax Return that lists the student as a dependent
- Review an example of the Form 1040 page that must be submitted.
- Please note: you must submit the entire requested page of the Form 1040.
- Please do not submit the entire Form 1040.
- Please redact all financial information and the first five digits of all social security numbers.

What if my child is too old or made too much income to be claimed as a dependent?

In order to be eligible, the student/child must be listed as a child dependent on the employee's Form 1040 U.S. Individual Income Tax Return for the calendar year most applicable to the academic term for which the education benefit application is being made. Please review the Qualifying Child Rules page on the IRS website for more information on qualifying dependent rules.

Can my child take graduate level classes at the University and receive the education benefit?

No. Dependent children are only eligible to receive education benefits for the first baccalaureate degree and/or until the 12 allowable term limit is exhausted, whichever comes first.

I’m an employee and my spouse/partner would like to take classes at Pitt. What forms do I need to submit for the education benefit?

In order to receive the benefit, you must submit the Request for Education Benefits for Spouse/Domestic Partner Form after your spouse/partner has enrolled in courses and obtained a Student PeopleSoft ID number. To complete the form, make sure you are signed in to your MyPitt account.

Attach marriage certificate if requesting for a spouse.
Attach affidavit of domestic partnership if requesting for a domestic partner

My child is looking into the Tuition Exchange Program. Will they receive education benefits for that program?

The Tuition Exchange Program is a scholarship program administered by the Office of Financial Aid. It is not a benefit through the Benefits Department.

Any questions that you have about this program will need to be directed to the Office of Admissions and Financial Aid by email at finaid@pitt.edu or by phone at 412-624-7192. The Benefits Department only verifies employment eligibility. Whether or not the Tuition Exchange Scholarship is awarded or not is determined by the Office of Admissions and Financial Aid.

Retirement Savings

What does “vesting” mean?

Vesting refers to your right as the employee to receive the retirement benefit from the University, regardless of whether or not you remain employed at the University of Pittsburgh. In other words, vesting is referring to how long you have to be participating in a Pitt retirement plan in order to keep your University benefit.

The Vesting Period under the Defined Contribution Program (Contributory Program) is approximately three years with a 1,000 or more hours worked each calendar year. An individual is credited with 190 hours each month regardless of percent of effort and must be contributing to accrue vesting. Anything that you contribute in this program is yours to keep whether or not you remain working here at the University. The Vesting period under the Noncontributory Defined Benefit Pension Program is five years with 1,000 or more hours of participation in each calendar year.

I’m vested in the contributory program, what does that mean?

If you’re vested in the contributory program, the University match increases from 100% to 150%, you can move the University match out of TIAA into Vanguard if you would like to, and the University’s portion becomes portable should you decide to leave Pitt.

How can I set up a one-one-one session with a representative from the investment company?

One-on-one sessions with a representative from TIAA can be scheduled directly with the investment company. The company holds individual one-on-one sessions on campus, as well as offering telephone counseling sessions.

Can I only make changes to my retirement contributions during open enrollment?

No, you can change the amount that is being deducted from your paycheck on a monthly basis.

Please note: Due to IRS regulations as well as University policies, the online elections are ALWAYS due to be on record the month prior to when you want to make the change. For example, if you would like to make a change for June 1, the change must be on record by May 31. You will see the change reflected in your June 30 paycheck. You can change the funds that you are invested in on a daily basis directly with TIAA.

How can I change the amount that is deducted from my paycheck for retirement, start a supplemental account, or change the tax status of my contribution?

An Online System through the University Portal is available to you seven days a week, 24 hours a day.

For your contribution election to be effective for any given month, you must enter the election prior to the start of the pay period for that month.

Log into the University Portal, at my.pitt.edu
Click on the “My Resources” tab
Select “Human Resources” from the drop-down list
Select “Retirement Savings Plan Access” located on the right side of the screen
Select orange “Manage Elections” button

If you need assistance to log into the portal, call the Technology Help Desk at 412-624-HELP (4357).

If you need assistance to make your election, contact the Retirement Plan Call Center at 800-682-9139.

How can I change the funds within the investment company?

You will do this on the “Retirement Savings Plan Access” page under the “My Account” section. If you need assistance to make your election, contact the Retirement Plan Call Center at 800-682-9139.

What does it mean if I select the Maximum?

If you select the "Maximum" in the TIAA portal, this means you wish to contribute the current 402(g) limit (Retirement Savings for Current Employees) to your retirement savings account(s). If you select the Maximum, the University systems will calculate how much you have contributed to your accounts year to date and divide the total against your remaining payrolls.

Faculty Benefits

Do the new Collective Bargaining Agreement (CBA) benefit eligibility guidelines apply to faculty in the School of Medicine (SOM)?

No, the new CBA benefit eligibility guidelines only apply to faculty not in the School of Medicine or in an excluded job title. For the SOM, the CBA does not pertain to their eligibility determination.

CBA Reference: Article 2. Section 2.1. Item 3.

Who is eligible for Benefits in the SOM?

Full-Time Regular Faculty = Eligible for Active Benefits (Medical, Dental, Vision, FSAs/HSAs, Life & Retirement Match)

Part-Time Regular Faculty Appt. Stream = Eligible for Part-Time Benefits (Medical, Dental, and Vision & Retirement Savings through Universal Availability)

Part-Time Regular Faculty >= .5 FTE and Tenured/Tenure Stream = Eligible for Active Benefits (Medical, Dental, Vision, FSAs/HSAs, Life & Retirement Match)

If a faculty member leaves the School of Medicine and returns, do they still fall under the SOM benefit eligibility guidelines?

Yes, anyone with the department. "MEDs" will fall under the SOM benefit eligibility guidelines.

If a faculty member leaves the School of Medicine, do they get grandfathered to keep their benefits? (i.e., a part-time SOM faculty moves to the Chemistry Department (non-SOM).

No, entering a department governed by the CBA will result in benefit eligibility following the CBA guidelines.

How can I tell if someone's job is covered under the CBA in Pitt Worx?

If the faculty member is eligible for the Union of Pitt Faculty, they will have the value "Union of Pitt Faculty" in the Bargaining Unit field at the bottom of their assignment screen within Pitt Worx. In Pitt Worx, go to Person Management > Search the faculty member > Check for the "Date Entered Union" on the right-hand side > Scroll to the very bottom of the page. There should be a value listed as "Union of Pitt Faculty" on the bottom left. If there is a date listed/Union of Pitt Faculty, then their job would follow the guidelines under the CBA for Union of Pitt Faculty. If no date is listed and there is no "Union of Pitt Faculty" value, then their job does not currently follow the CBA guidelines.

What does it mean to be faculty covered under the CBA?

For questions about your rights under the CBA, please contact info@pittfaculty.org.

What Full-Time Equivalent (FTE) is required for faculty covered under the CBA to obtain benefits?

To qualify for benefits non-grandfathered, union eligible faculty members who do not have a Dental School Exception must have an FTE of .4 or greater to qualify for Health & Welfare Benefits. Union eligible faculty members with an FTE of .39 and below do not qualify for Health & Welfare Benefits.

What FTE is required for faculty covered under the CBA to not be eligible for benefits?

Non-grandfathered, union eligible faculty members who do not have a Dental School Exception with an FTE of .39 and below do not qualify for Health & Welfare Benefits.

Who notifies faculty members when they become eligible for benefits?

The Office of Human Resources Benefits Department will receive a report of individuals who have a qualifying life event called an "Eligibility Change and/or Employment Category/Job Change" and will notify them of their enrollment opportunity via their Pitt email/username.

How do I tell if someone is a paying member of the union or not?

Pitt Worx > Person Management > Person Search > scroll to the bottom and view "the Collective Agreement." If it says "No," they are not a dues-paying member but are covered under the CBA. If it says "Yes," they are a dues-paying member and are covered by the CBA.

What should I classify someone who is part-time but not eligible to be covered under the CBA yet in Pitt Worx?

Part-time faculty not yet eligible to participate in the CBA should be listed as Part-Time Temporary Faculty. However, if they are added as Part-Time Regular by mistake, the nightly Pitt Worx process will correct their assignment to Part-Time Temporary if the FTE is .39 or below.

What should I say to a part-time faculty member that is not yet eligible to be covered under the CBA and thus not eligible for benefits?

Part-time faculty (not grandfathered) and those not yet eligible for the Union of Pitt Faculty are not eligible for University benefits.

If a faculty member transfers from part-time faculty to another job and returns to back to part-time faculty, would they be grandfathered if they previously had benefits?

No, leaving a previously grandfathered job/having an FTE or department change would result in the grandfathered status ending and now following normal CBA and/or University guidelines for benefit eligibility.

Are there any resources for part-time faculty members that are not benefits eligible to obtain coverage?

Information about external insurance sources is available on the External Insurance Coverage Options page of the OHR website.

What happens to a faculty member's benefits if they are covered under the CBA and reduce their effort to .39 or below?

If they are grandfathered (i.e., have a "GF" indicator on their Employee Record in Pitt Worx), they will retain their benefits eligibility. If the faculty member is not grandfathered (i.e., does not have a "GF" indicator), they will no longer be eligible for benefits. Benefits would end at the end of the month in which they were last above .39, and they would be sent a COBRA notice via USPS postal mail from UPMC Benefit Management Services (BMS) to continue coverage at the full cost.

What should I classify someone as if they are a retiree that returns to work?

Faculty Members that officially "Retired" and return to work should be listed as Part-Time Temporary Faculty members. Retired individuals are not permitted to return as "Regular" faculty members because their retiree benefits are through UPMC BMS and not Pitt Worx.

Who should faculty speak to for questions on their eligibility for the union?

Faculty members benefit eligibility is based on University guidelines and/or the CBA. Eligibility may be determined by items such as the individual’s FTE, semesters of service, tenure status, etc. Questions about eligibility for the union should be directed to info@pittfaculty.org.

Who can advise when part-time faculty would qualify for benefits if they do not currently?

Questions about eligibility for the union should be directed to info@pittfaculty.org.

Where can faculty covered by the CBA learn about their benefits eligibility?

Refer to Article 28 of the CBA or the Benefits Eligibility website.

If the faculty member is not eligible for benefits upon being hired can they enroll during Open Enrollment (OE)?

OE is only available to employees eligible for benefits at the time of enrollment. If a faculty member is not eligible for benefits by the open enrollment period, they would need to wait until they experience a change in eligibility (i.e., FTE change to full-time or become eligible for the union) to enroll in benefits.

If the faculty member is not eligible for benefits upon being hired, when can they enroll?

Individuals who experience a change in eligibility will be notified by the Office of Human Resources Benefits Department accordingly once their employee record is updated by the system. Individuals newly eligible for benefits will be notified and will have 31 days from the eligibility date to elect into benefits.

If a faculty member believes they are listed incorrectly, can they appeal? And to whom?

Faculty members benefit eligibility may be determined by items such as the individual’s FTE, semesters of service, tenure status, etc. Faculty members that believe they are listed incorrectly should consult with their department administrator and the CBA accordingly.

Who should faculty speak to for questions on their FTE/Tenure/Job Assignment?

Faculty affairs/Personnel coordinators in each school are responsible for notifying new hires/rehires about the CBA.

How were new hires/rehires supposed to have known about the CBA being ratified?

Faculty affairs/Personnel coordinators in each school are responsible for notifying new hires/rehires about the CBA.

I'm hiring a new PT Faculty Member, should I enter them as Part-Time Regular or Part-Time Temporary?

It's recommended that all part-time faculty are hired through Talent Center as Part-Time Temporary. There is a process within Pitt Worx that runs multiple times a day that will update the assignment category to Part-Time Regular if the faculty member is identified as being benefit eligible.

What should faculty offer letters say about benefits eligibility?

Refer to Article 28 of the CBA or the Benefits Eligibility website.

Who is eligible to be grandfathered (GF)?

All faculty who were either Part-Time Regular or Full-Time Regular on May 10, 2024 were identified as grandfathered.

Who is eligible for the Dental School Exception (DSE)?

Refer to CBA: 28.11.3. Upon ratification of this Agreement, except as provided herein, part-time bargaining unit faculty shall have access to benefits as follows: a) Part-time bargaining unit faculty who have a workload of at least four (4) credits per term or two (2) full business days per week shall have access to medical, dental and vision insurance. Notwithstanding the above, the Dean of the School of Dental Medicine may apply to the Office of Human Resources for an exemption from the eligibility requirements in this Paragraph 11.a to make benefits under this Section available to part-time bargaining unit faculty members with clinical responsibilities appointed to the School of Dental Medicine who would not otherwise meet the requirements.

How many classes/credit hours does a Union of Pitt faculty member need to teach to qualify for benefits?

Part-time faculty who are eligible for the Union of Pitt faculty and have an FTE of 0.4 (four credits or two full days/week) and higher are benefit eligible for University benefits.

Leaving the University

Flexible Spending Accounts (FSA)

What is a Flexible Spending Account (FSA)?

A Flexible Spending Account program provides an opportunity to reduce your Federal and Social Security taxable income and, in some instances, state taxes by funding an account or accounts on a pretax basis. You may obtain reimbursement by submitting documentation of qualified out-of-pocket expenses relating to your account(s). Note that some FSA Account maximums are total household IRS maximums, whereas others are individual IRS maximums. Please see the limits for each account on their respective pages by visiting our website.

How much can I contribute and what type of expenses are covered?

Each FSA account has different annual maximums per IRS regulations. The University adopts those increases, if any, annually with the start of the new plan year on July 1.

Review the annual maximums, eligible expenses, how to be reimbursed, filing deadlines, and other policies surrounding the individual FSAs on their specific webpages.

I never received or lost my Consumer Advantage Card. How can I get a new one?

Please contact UPMC Health Plan directly by calling 1-888-499-6885, or log on to their website at www.upmchealthplan.com. They manage the FSAs for the University of Pittsburgh.

Can I change or cancel my contributions?

You cannot increase, decrease, or cancel your contributions during the plan year unless you experience a qualifying status change. It is very important to plan your contributions carefully. If you do not have a qualifying status change throughout the year, you will have to wait until the next Open Enrollment period to make any changes. Review more information on qualified life events.

What if I don’t use all of my contributions by the end of the plan year, June 30?

The “Use It or Lose It” rule applies to dependent day care, parking, and mass transportation. Other than the exception listed below for dependent care, all claims must be incurred prior to the start of the new plan year on July 1. Participants must submit those expenses for reimbursement by Dec. 31 following the conclusion of the plan year on June 30. If your coverage ends prior to June 30, claims must be incurred prior to your last day of coverage. If your coverage ends prior to the end of the plan year, you have six months to submit expenses after the last day of coverage. Any remaining funds in your account at the end of the plan year will be forfeited.

The U.S. Treasury Department granted a 2.5 month extension for dependent day care FSAs. Participants have until Sep. 15 to incur an expense and use any contributions remaining in their dependent care FSAs. During this grace period, transactions will automatically pull from the previous plan year to exhaust funds before it pulls from the current plan year funds. Expenses incurred during this period must still be submitted to UPMC Benefit Management Services (BMS), the University’s FSA administrator, for reimbursement no later than Dec. 31 following the conclusion of the plan year on June 30.

What happens to the funds that are not claimed?

These funds are forfeited and remain in trust to be used only for the operating costs of the flexible spending program.

Can I elect a Health Care FSA if I did not elect the Medical, Vision, and/or Dental insurance?

Yes, you can elect a Health Care FSA even if you did not elect Medical, Vision and/or Dental insurance.

Can I use a Health Care Flexible Spending for my spouse/partner and/or dependents health care expenses?

Yes, you can use the Health Care FSA for your spouse/partner and/or dependent's health care expenses.

Prescription Coverage

Leaves of Absence

Payroll Deductions

Short-Term Disability (STD)

If I am a "less than 12-month employee," am I eligible to file a claim during the time when I am not scheduled to work?

Yes. Claims will be processed and, if approved, paid throughout the year, whether or not you are scheduled to work. The claim will be calculated on the basis of annual salary divided by 52 weeks.

If I am under a short-term disability claim, return to work, then find that I need to be off again for the same condition, are these two periods cumulative? Am I again required to satisfy an elimination period?

If a disability for which benefits were payable ends but recurs because of the same or related causes no more than 90 days after the end of the prior disability, it will be considered a resumption of the prior disability. Under these circumstances, there is no need to satisfy another elimination period.
A disability which recurs 91 days or more after the end of a prior disability is subject to a new elimination period and a new maximum benefit period.

Is a job held open while receiving benefits under the short-term disability plan?

For a classified staff employee, the University will make every reasonable effort to hold open his or her position during the time he or she is collecting payments under the STD plan. If there is a compelling business reason to replace the individual and fill the position, recruiting for and filling the position will require the approval of the Associate Vice Chancellor for Human Resources or their appointed designee.

If I meet the eligibility requirements for the STD insurance coverage and then terminate my employment with the University, will I be required to meet a six-month eligibility period again if I am rehired at the University?

Yes. A rehire after termination has the requirement to meet a six-month eligibility period.

There may be one exception if the reason for termination was the elimination of a position and return is within 365 days. This also applies to a position elimination that takes place while a member of the classified staff is on short-term disability.

Who is eligible to participate in the STD Plan?

All ACTIVE Regular Full-Time and Regular Part-Time classified staff who work at least 50% effort and have worked for the University for at least six months in a regular position are eligible to participate in this plan. If you are a union employee, check your contract for eligibility.

When does coverage become effective?

You are eligible for the short-term disability plan after you have completed 6 months of employment with the University. You must be actively at work on the effective date of coverage.

What is the elimination period?

It is a period of continuous disability which must be satisfied before you are eligible to receive STD benefit payments. The elimination period begins on the day you become disabled and lasts 30 calendar days for classified staff. The amount of working days in this period will vary from 20 to 23, depending on the length of the month.

What is the definition of "disabled"?

"Disabled" means that you are unable to perform all the material duties of your job, not doing any work for payment, and under the regular and continuing care of a physician.

Am I required to use sick days while I am not working? Vacation days? Personal holidays?

You are required to use your accrued sick days up to a maximum of 12 weeks under the University's policy for FMLA leave. This may require you to use up to a maximum of 60 sick days (if they are available) to cover the FMLA period (12 weeks x 5 days). In addition, sick time must be exhausted before you are eligible for short-term disability payments.

If you are not eligible for an FMLA leave, you must still use your accrued sick days.

You are not required to use accrued vacation days or personal holidays during your disability. However, you may choose to use these days in lieu of short-term disability benefit coverage, if you desire.

FMLA (Use up to 60 accrued sick days)
Day 1 - 30	Day 31 - 120	Day 121 (26th Week)
Elimination Period	Short-Term Disability Benefit Coverage Begins	Long Term Disability Coverage Begins

What amount of short-term disability benefit will I receive?

Once the elimination period is satisfied, and you have used the required sick days, you are eligible to receive a weekly benefit equal to 60% of your basic weekly salary (calculated from your monthly earnings) up to a maximum benefit of $1,500 per week.

How long will I receive the short-term disability benefit?

Short-term disability benefit payments begin after the 30th calendar day (4 weeks) of coverage and continue for the duration of the disability to a maximum of 26 weeks. The illustration below shows how the duration of the short-term disability works:

FMLA (Use up to 60 accrued sick days)
Day 1 - 30	Day 31 - 120	Day 121 (26th Week)
Elimination Period	Short-Term Disability Benefit Coverage Begins	Long Term Disability Coverage Begins

If you are unable to return to work at the end of the short-term disability coverage period, you may be eligible for long-term disability coverage pending approval from your physician and the insurance carrier. If this is the case, you would experience continual coverage through your disability. For maternity leaves, check the New-Parent/Parent-to-Be page for more information.

When and how do I file a claim?

Short-term disability claims must be filed immediately after a disabling injury or illness occurs. You must contact MetLife to initiate a claim. This can be done by phone by calling MetLife at 1-888-777-7418, or you can file online by logging into my.pitt.edu and searching for "MetLife" in the search bar and launching the MetLife MyBenefits task. Alternatively, you can log in directly via Pitt Passport.

What is excluded from benefit coverage?

Short-term disability benefits are not paid for any period of disability caused by an intentionally self-inflicted injury, an act of war, commission of or attempt to commit a felony, or sickness or injury for which workers' compensation benefits are paid.

Also, short-term disability benefits are not paid for days during the period of disability used as sick days, personal holidays, or vacation days.

Who pays for short-term disability coverage?

The University pays for the entire cost of your short-term disability insurance.

Who is the claims administrator of this plan?

The processing of claims associated with short-term disability plan will be administered by MetLife, the current claims administrator of the University's long term disability plan. MetLife can be reached at 1-888-777-7418.

What happens to my enrollment in other benefits while I am on short-term disability leave?

You may elect to continue participation through the University for your insurance benefits. If you elect to continue your insurance benefits, your share of the premium costs will continue to be deducted from your paycheck.

What if I need additional information?

If you have additional questions regarding your short-term disability coverage, please call the Benefits Department at 833-852-2210.

Form 1095-C

Child Protection Clearances

Who must obtain and submit child protection clearances?

ProVerify is the University's vendor for the Child Protection Clearance process. ProVerify manages the collection and storage of clearances for the entire University.

New University Employees and Appointees

Prior to commencement of employment or appointment, new employees and appointees who will have “direct and/or routine contact with children” not subject to the “Exception” must satisfactorily obtain and present directly to ProVerify the following three child protection clearances:

Pennsylvania Department of Human Services Child Abuse History Clearance
Pennsylvania State Police Criminal Record Check
FBI Criminal Record Check

Learn how to obtain these three clearances. Additional information can be found from the in the Clearances & Training section of the OHR website. Under limited circumstances, a new employee or appointee who has applied for, but not yet received, all three clearances may be allowed up to a 90 day provisional work/appointment period pending receipt of the clearances if certain strict requirements are met. Please consult with Human Resources about the necessary requirements for a provisional period.

Current University Employees and Appointees

By law, by no later than December 31, 2015, all current employees and appointees who have “direct and/or routine contact with children” not subject to the “Exception” must satisfactorily obtain and present to ProVerify the following three child protection clearances:

Pennsylvania Department of Human Services Child Abuse History Clearance
Pennsylvania State Police Criminal Record Check
FBI Criminal Record Check

I am a new employee or appointee with clearances from my last position, do I need new clearances?

Employees and Paid Appointees: The University has updated its policy regarding the receipt of clearances for paid positions due a clarification in PA state law. All employees that are new to a position involving direct contact with children will be required to acquire new clearances. This process will be facilitated by ProVerify.

Unpaid Volunteers and Unpaid Appointees: The law permits unpaid volunteers and unpaid "volunteer" appointees to use clearances that are less than 60 months old regardless of whether the clearance was previously obtained for the purpose of employment or volunteer service. However, prior to the commencement of service, an individual who relies upon a clearance originally obtained for another entity must sign a Disclosure Statement (which will be facilitated by ProVerify) to swear or affirm that they have not committed a disqualifying offense. Both this document and copies of the clearances must also be on file with ProVerify.

I am a current employee or appointee, do I need to renew or recertify my child protection clearances?

Clearances for anyone who is required to have them must be renewed every 60 months (five years) from the date of the individual’s oldest certification. Before a clearance is set to expire, ProVerify will reach out to the individual to begin the process of recertification of the necessary clearances. Do not attempt to renew clearances on your own. ProVerify must house and track all of the information within their system.

What are the relevant definitions when determining who needs child protection clearances?

"Child:" An individual under 18 years of age
"Direct and/or routine contact with children:" The care, supervision, guidance or control of children or Routine Interaction with children.
"Direct and/or routine volunteer contact:" Care, supervision, guidance or control of children and Routine Interaction with children.
"Routine Interaction:" Regular and repeated contact that is integral to a person’s employment or volunteer responsibilities.
"Exception:" An employee of an institution of higher education whose direct contact with children, in the course of employment, is limited to either:

Prospective students visiting a campus operated by the institution of higher education;
Matriculated students who are enrolled with the institution and not also enrolled in a secondary institution.

"Matriculated Student:" A student who is enrolled in an institution of higher education and pursuing a program of study that results in a postsecondary credential, such as a certificate, diploma or degree.

What are the minimum legal requirements for needing child protection clearances?

The Pennsylvania Child Protective Services Law permits more stringent requirements than the minimum required by law, and the University may exceed these minimum requirements as it deems necessary and appropriate.

How do I register Programs Involving Direct and/or Routine Contact with Minors?

What child abuse records or criminal convictions constitute grounds for denying employment, appointment or volunteer service for individuals with "direct and/or routine contact" or "direct and/or routine volunteer contact" with children?

Employment, appointment or volunteer service must be denied if the Department of Human Services has verified that the individual is named in the statewide database as the perpetrator of a founded report of child abuse committed within the past five-years. In addition, an individual is disqualified from employment, appointment or volunteer service if the State Police or FBI Criminal Record checks indicate that the individual has been convicted of one or more of the following offenses under Pennsylvania law or an offense similar in nature under Federal law, the law of another state or the law of any other foreign or domestic jurisdiction:

(1) An offense under one or more of the following provisions of Title 18 of the Pennsylvania Consolidated Statutes:

A. Chapter 25 (relating to criminal homicide).

B. Section 2702 (relating to aggravated assault).

C. Section 2709.1 (relating to stalking).

D. Section 2901 (relating to kidnapping).

E. Section 2902 (relating to unlawful restraint).

F. Section 3121 (relating to rape).

G. Section 3122.1 (relating to statutory sexual assault).

H. Section 3123 (relating to involuntary deviate sexual intercourse).

I. Section 3124.1 (relating to sexual assault).

J. Section 3125 (relating to aggravated indecent assault).

K. Section 3126 (relating to indecent assault).

L. Section 3127 (relating to indecent exposure).

M. Section 4302 (relating to incest).

N. Section 4303 (relating to concealing death of child).

O. Section 4304 (relating to endangering welfare of children).

P. Section 4305 (relating to dealing in infant children).

Q. A felony offense under section 5902(b) (relating to prostitution and related offenses).

R. Section 5903(c) or (d) (relating to obscene and other sexual materials and performances).

S. Section 6301(relating to corruption of minors).

T. Section 6312 (relating to sexual abuse of children).

U. The attempt, solicitation or conspiracy to commit any of the offenses set forth above.

(2) A felony offense under the act of April 14, 1972 (P.L. 233, No. 64), known as “The Controlled Substance, Drug, Device and Cosmetic Act” (35 P.S. 780-101 et seq.) committed within the past five years.

Must employees, appointees and volunteers who have direct contact with children report new arrests, convictions or substantiated child abuse?

Yes. The law requires an employee, appointee or volunteer who has direct contact with children to provide written notice within 72 hours of any arrest or conviction that would constitute grounds for denying employment or participation in a program, activity or service, or who is named as a perpetrator in a founded or indicated report of child abuse. A list of the offenses that would constitute grounds for reporting an arrest or a conviction is listed under the answer to the question immediately above. Any written reports should be submitted to: Beth Deutsch Employee & Labor Relations, Office of Human Resources, University of Pittsburgh, 502 Craig Hall, 200 S. Craig Street, Pittsburgh, PA 15260 (BED64@pitt.edu).

If I am a student, must I have child protection clearances?

Yes, any individual over the age of 14 who has direct and/or routine contact or is responsible for the care of a minor must obtain child protection clearances.

Who at the University will review and retain employee and appointee clearances?

ProVerify powered by Application Verification handles the coordination, maintenance, and collection of clearances. Within the University, there is a team that will review and handle any internal proceedings regarding the findings of the ProVerify team. The Office of Human Resources will consult with other offices, such as the Office of University Counsel, on an as-needed basis depending on the results of the clearances.

Where can I get more information on Pennsylvania’s Child Protective Services Law¹ and on how to protect children?

The Pennsylvania Department of Human Services has posted information at keepkidssafe.pa.gov/. The University of Pittsburgh School of Social Work, Pennsylvania Child Welfare Resource Center has posted information regarding child welfare pacwrc.pitt.edu/. Questions about University child protection processes and procedures should be directed to your responsibility center’s administrator or to Human Resources.

¹Due to evolving best practices and legal requirements, these compliance guidelines are subject to change with or without notice.

Reporting Suspected Child Abuse

How do I report suspected child abuse that has any connection to the University?

Anyone affiliated with the University who has reasonable cause to suspect child abuse, including but not limited to sexual abuse, shall make an immediate and direct report to ChildLine either electronically at compass.state.pa.us/cwis or by calling 1-800-932-0313. Immediately thereafter, the individual must also make an immediate and direct report to the University Police or the Office of General Counsel. Retaliation is strictly prohibited against anyone who makes a good faith report of suspected child abuse or who participates in a related investigation. Visit keepkidssafe.pa.gov/ for more information.

What are key phone numbers I should be aware of for reporting child abuse?

PA Department of Human Services ChildLine for Abuse Reporting: 1-800-932-0313
University Police: 412-624-2121
Office of General Counsel: 412-624-5674
Off-Campus Emergency: 911

What is the definition of a "child" for purposes of reporting suspected child abuse?

An individual under 18 years of age.

Where can I receive training on preventing, recognizing, and reporting child abuse?

If you will have direct contact with children, the University recommends that you are trained on the protection of children. One place you may receive training on recognizing and reporting child abuse is through reportabusepa.pitt.edu. The PA Department of Human Services collaborated with the University’s School of Social Work, Pennsylvania Child Welfare Resource Center in developing this free, publicly available training program. Moreover, the PA Department of Human Services and each county agency will conduct a continuing publicity and education program for the citizens of this Commonwealth aimed at the prevention of child abuse and child neglect. The Department of Human Services will provide information related to the recognition and reporting of child abuse on its website in forms; including, but not limited to, printable booklets and brochures, educational videos, and internet-based interactive training exercises. For more information from the Department of Human Services on training requirements and services, visit keepkidssafe.pa.gov/training/index.htm.

Employee Actions (Employee Records)

Fair Labor Standards Act (FLSA)

What is the Fair Labor Standards Act?

The FLSA is a federal law that establishes minimum wage, overtime pay, recordkeeping, and youth employment standards for employees.

Does the University of Pittsburgh have to comply with the FLSA?

Yes.

Who is covered under the FLSA?

Minimum wage and overtime requirements of the FLSA apply to most employees in the United States. However, there are exemptions from the FLSA's requirements that are applicable to many employees working in higher education.

What does “exempt” mean?

This means an employee is "exempt" from the FLSA's minimum wage and overtime requirements. "Exempt" employees in higher education include: 1. Bona fide teachers, such as most faculty members; 2. Licensed doctors (including dentists) who are actually engaged in the practice of medicine; and 3. Individuals who perform certain "exempt" duties and are paid on a salary basis in an amount above the FLSA's minimum salary threshold.

What does “non-exempt” mean?

This means an employee is not exempt from the FLSA's minimum wage and overtime requirements. In other words, a "non-exempt" employee is eligible for overtime.

What is the FLSA overtime requirement?

Non-exempt employees are entitled to overtime pay for all time actually worked over 40 hours in a work week at a rate of one and one-half time their regular rate of pay.

What is the federal minimum wage?

The federal minimum wage is $7.25 per hour. Individual states may have different minimum wage rates, but the higher of the federal or state rate would apply. Please note: the minimum wage rate of Pennsylvania is currently $7.25 per hour.

Do non-exempt employees need to record their time actually worked?

Yes. To ensure accurate records and payment of all wages due as required by the FLSA, the University requires non-exempt employees to record work time. Information on how to accurately record work time is available through the Pitt Worx Hub.

Where may I find more information about the FLSA?

The University electronically posts required workplace notices, including "Employee Rights Under the Fair Labor Standards Act." The University's Office of Human Resources also has additional guidance on the FLSA, including information on how to accurately record work time.

What should I do if I have further questions or need additional information about the FLSA at the University of Pittsburgh?

If you require additional information on FLSA, please contact the HR Compensation team. For further clarity with any situation, please contact Employee Relations at 412-624-7000.

Is travel time considered compensable time?

If your position requires you to travel away from your regular work site, that time may be considered compensable. Review these guidelines for differences in types of travel and whether it is compensable. The Department of Labor provides additional guidelines on travel and hours worked.

Non-Exempt Staff (Recording Hours)

Employee & Labor Relations

How do I file a grievance?

An informal complaint can be made verbally to an employee’s immediate supervisor or department administrator, or to an employee from the supervisor. For formal complaints, please refer to both the ADA Grievance Procedure PDF and the Staff Handbook. After a written complaint has been filed, an investigation will be made and a review hearing will be held in order to resolve the grievance with the employee. For informal complaints, first attempt to discuss the issue with your supervisor or other appropriate department administrator before filing a written complaint.

When should I file a grievance?

The Americans with Disabilities Act prohibits discrimination against qualified individuals with disabilities in the workplace. If you feel that you have not been reasonably accommodated in the workplace or have been denied a previously requested accommodation, or if there is inaccessibility to activities, discrimination, or harassment based on disability, you may file a grievance addressed to the attention of the Employee & Labor Relations department. Please visit the ADA Grievance Procedure PDF for a step-by-step filing process.

How do I know when to take disciplinary action as a supervisor?

If an employee violates a University rule or policy, is not meeting performance requirements, or has engaged in conduct that has affected the workplace, a supervisor may choose to take appropriate disciplinary action. Disciplinary action includes an oral or written warning, a written reprimand, suspension, or dismissal, and can be taken at the discretion of the supervisor.

What does the Discrimination and Harassment Prevention online training course cover?

It is the duty of the entire University community to maintain an environment that is free of harassment and discrimination. In order to achieve that, a one-hour online training course is available to all faculty and staff on the Employee & Labor Relations homepage. This course covers topics including how to identify and avoid discrimination and harassment, reporting wrongful behavior, basic legal considerations, and the University’s policies and procedures.

How do I request an accommodation as an employee with disabilities?

A reasonable accommodation for a faculty or staff member with disabilities is defined as a change or adjustment to a work environment in order to afford an employee the opportunity to perform the essential functions of the job. Essential functions are the duties an employee must be able to perform as part of their job position. If you are in need of a reasonable accommodation, you may request one by contacting your immediate supervisor or the Office of Disability Resources and Services (DRS). Requests will be determined on a case-by-case and will require documentation of the disability from the employee.

How do I apply for Child Protection Clearances?

Child Protection Clearances are required for all new and current employees who will have direct contact with children under the age of 18. These clearances include a Pennsylvania State Police criminal records check, a Pennsylvania Department of Human Services child abuse history clearance, and an FBI criminal record check. Learn more about obtaining Child Protection Clearances.

How do I manage employee performance as a manager or supervisor?

As a supervisor, manager, or HR professional, you have the responsibility of ensuring productivity in your employees. This includes ongoing communication, helping employees focus on goals to achieve best workplace practices, and utilizing University resources when appropriate, including disciplinary action, filing grievances, and making accommodations for employees with disabilities. Please visit the Employee & Labor Relations homepage for more performance management tools and resources.

How do I apply for FMLA?

Employees must give 30-days’ notice before the date of the intended FMLA leave, including providing sufficient information to MetLife, the University’s FMLA administrator, to determine if the employee is qualified for FMLA protection. This information may include continuing treatment or hospitalization, a family member unable to perform daily activities, military family leave, or an employee unable to perform job functions. Please contact the Benefits Department for questions about the FMLA leave process or visit the Benefits homepage online.

Faculty & Staff Development Program (FSDP)

Organization Development

Pitt Worx FAQs

General Information

What is Pitt Worx used for at Pitt?

Pitt Worx is the modern human resources and payroll-integrated Oracle Cloud system. The modern, user-friendly system will allow Pitt to deliver enhanced services to the University community and simplify existing processes.

How do I access or log in to Pitt Worx?

Go to my.pitt.edu
Log in using your University log-in credentials
Search for Pitt Worx
Launch the Pitt Worx task from My Pitt

What is online self-service?

Online self-service provides employees with direct access to their personal information. It is an electronic means to review current benefits and make new elections. The service operates in the Pitt Worx system. Pitt Worx is the operating system that runs all financial and human resource applications for the University community.

How do I access employee self-service in Pitt Worx?

Go to my.pitt.edu
Log in using your University log-in credentials
Search for Pitt Worx
Launch the Pitt Worx task from My Pitt

Detailed instructions on making changes to your personal information via employee self-service are located on the Pitt Worx Hub.

How can I access my current benefits elections?

Go to my.pitt.edu
Log in using your University log-in credentials
Search for Pitt Worx
Launch the Pitt Worx task from My Pitt

Once in Pitt Worx, select Benefits from the Me page, then select the Your Benefits card on the Benefits page to review your current, past, and future elections.

How do I access my personal information in Pitt Worx?

Most personal information items can be accessed individually under the Quick Actions menu on the Me page. Personal information can also be accessed by selecting the Personal Information app on the Me page.

Where can I learn more about time cards and time keeping?

Information about time cards and time keeping can be found on this page of the OHR website. Information about how to submit time cards can be found on the Pitt Worx Hub.

I lost my password; can I get a new one?

If you have forgotten your username or you need your password reset, please take one of the following actions:

Reset your password online with the Self-Service Password Reset Service by selecting the "Forgot your password?" on the my.pitt.edu (Pitt Passport) login page. To use the online service, you must have already set your three password security questions.
Contact the Technology Help Desk at 412-624-HELP (4357). The Help Desk will ask specific questions to confirm your identity and will give you a new password over the phone only if you can answer these questions.
Stop at a campus computing lab with your ID. The lab consultant will verify your identity and call the Help Desk, which will give you a new password over the phone.

Who should I contact for help about Pitt Worx?

Staff members with questions about Pitt Worx should contact the Office of Human Resources by submitting an online inquiry or calling 412-624-7000 for assistance.

Employee Actions (Employee Records)

Understanding Talent Center

Account and Log In Information

Applying for Employment

How do I find out what jobs are available at the University of Pittsburgh?

All current job postings are available on Talent Center, located at www.join.pitt.edu. You can search for available opportunities by type of employment as well as filter results by department, location, and posting date.

Can I apply for more than one position at a time?

Each application is specific to the position, and may include varying questions based on the requirements of that position. Therefore, you must submit each application separately; however, your account includes a candidate profile, which saves information for use across different applications. You are able to apply for as many available positions as you would like. The application process is streamlined, and includes a résumé parsing feature that will populate many of the required fields that are saved into your profile.

If a position is posted, does it mean that it is open?

You can check Talent Center for open positions. All positions are currently accepting applications. If you do not see the position you are interested in, then the department is unfortunately no longer accepting applications. Several new jobs are added every day, so be sure to check the website frequently.

How long are job postings listed on the website?

Job postings are listed on the website for as long as the department is still accepting applications. There isn’t a set time for when positions are taken off the site; the department will take it down when they are content with the quantity and quality of applications. Be sure to apply as soon as you can.

Can I apply directly to a specific department?

You can search for job positions by department, as well as location and key search words. Only active job postings will be available on Talent Center. If you are looking to apply to a specific department, please check back frequently, as new jobs are added often. You can also save job postings in which you are interested and set up job posting notifications so you can receive emails when new jobs are posted to Talent Center.

The information you need for the position is on my résumé. Do I have to fill out the application?

The application is still required as we often need more information than what is found on your résumé. We ask position-specific questions in the application, which are often not contained in a résumé. Talent Center offers a résumé parsing feature, making it faster and easier to complete the application.

Can I use different résumés for different positions to which I apply?

Yes. You can attach different résumés, cover letters, and other supporting documents to every application. Your profile will populate information into new applications for you to review and update as needed.

What type of file should my résumé be?

You can attach your résumé to your application as a Word document or PDF. The maximum size is 2MB per attachment, and a maximum of five attachments may be uploaded to your profile.

I don’t have a résumé. Is one required?

The system does not require you to attach a résumé, but many positions request résumés. Attaching a résumé also makes the application process easier because it uses a résumé parsing feature, cutting down on the amount of information you have to enter.

I have submitted my application. Now what?

If you are chosen for an initial screen or interview, a University of Pittsburgh representative will contact you. With more timely notifications available in Talent Center, you will be updated when your application status changes.

How do I know which job family my skills will match with?

Job Families are specialized groupings of jobs with similar functions, roles, or skills. All staff positions are assigned to a job family during the classification process based on the general roles, functions, and skills needed for that position.

Viewing or Modifying Your Applications

Understanding the Status of Your Applications

Notifications and Sections within Talent Center

Accessibility and Computer Access

Staff

All-Temps

Faculty

Retiring from the University

Benefits Upon Turning Age 65

Defined Dollar Benefit Plan

Do I pay for the cost of retiree health care coverage?

You will have an excess of credits that are rolled over from month to month and year to year if the cost of coverage is less than the amount of DDB credits you receive.

You will be responsible for paying for the difference between the cost of coverage and the amount of credits you are provided if the cost of coverage exceeds the amount of DDB credits. Any amount above and beyond the credit (value) allowance will then be withdrawn each month from the checking account you designate on the Automatic Premium Payment Authorization (APPA) Form.

What happens if there's an age differences between the retiree and the spouse/domestic partner?

It is likely that the retiree may be 65 years of age or older while the spouse is younger than age 65 or vice versa. Listed below are the possible scenarios and the impact on coverage.

Spouses/domestic partners under Age 62:

A University contribution is not provided to the spouse/domestic partner if they are not at least age 62. They are eligible for access to group coverage but they are responsible for the full cost of that coverage.

Retiree is 65 or older and the spouse/domestic partner is between 62 and 65:

The retiree receives DDB credits that may be used to purchase post-65 coverage.
The spouse/domestic partner is eligible to continue active coverage and pay the cost share or receive DDB credits.

Retiree is between 62 and 65 and the spouse/domestic partner is age 65 or older:

The retiree is eligible to continue active coverage and pay the cost share or receive DDB credits.
The spouse/domestic partner receives DDB credits that may be used to purchase post-65 coverage.

What happens to the credits when I die?

The retiree’s credit balance is dissolved.
The surviving spouse/domestic partner continues to receive credits for three months following the end of the month of the date of death of retiree. At that point, the spouse’s/domestic partner’s credits may be used until the balance is dissolved. The spouse’s/domestic partner’s credit balance is dissolved if they pass. Please refer to the section on Surviving Family for additional information on coverage.

Student Employment

Who may work on campus?

Domestic and international students, both undergraduate and graduate, may work on-campus through the Office of Student Employment. Students must be matriculated, enrolled in a degree program, and attending courses at least half-time in order to work on-campus.

International students must be enrolled full-time (12 credits or more) to work on-campus and maintain their status with their F-1 or J-1 visa.

Students who are attending less than half-time, have graduated, have withdrawn, have taken a leave of absence, or are studying abroad are not eligible to work through student employment.

Where are positions posted?

All on-campus positions are posted on Talent Center, the University's online employment system.

How do I apply for an on-campus job?

You may review and apply to available positions via Talent Center. You may register for an account to aid in the process. Employment is available on the Pittsburgh campus, as well as at all of the regional campuses. For more information, please visit the Students page.

How do I apply for an off-campus job?

Off-campus job postings are not listed in Talent Center. For more information about off-campus jobs, please visit the Office of Student Affairs website.

How many hours can I work?

During the academic year (fall and spring terms), students are allowed to work a maximum of 20 hours per week. During breaks and the summer term, students may work a maximum of 37.5 hours per week. Students who are absent due to illness, holidays, or other reasons are not paid or given credit for their time missed. Students are not paid for time taken for meals.

Is there any way I can work over 20 hours?

During certain times of the year, departments may request that students work beyond the normal student employee hourly limits. Departments should contact the Office of Student Employment for permission to have their student worker(s) exceed weekly working limits.

When do I get paid?

Students are paid biweekly. Visit the Payroll Department's website to view the biweekly pay schedule.

What are students paid?

Each department will determine the hourly pay rate for their student workers. Federal minimum wage is $7.25 per hour.

How do I get paid?

Paychecks are direct deposited to a checking or savings bank account specified by the student. Students sign up for direct deposit as part of their onboarding process once they have accepted a position.

I'm a student. Why do I have to pay taxes?

Being a student does not exempt you from paying taxes. Student earnings are subject to both federal and state income taxes. For more information about taxes, please contact the Payroll Department.

How do I contact the Office of Student Employment?

The Office of Student Employment is part of the Office of Human Resources and is located on the first floor of Craig Hall. Questions can be directed to OSE by calling 412-648-7132 or submitting a question or inquiry.

Federal Work Study (FWS)

What is Federal Work Study (FWS)?

The Federal Work Study (FWS) Program is a federally funded financial aid program administered by the University of Pittsburgh and is designed to assist students in meeting the cost of higher education by promoting access to meaningful work experiences. Work study does not mean you get paid to study, but rather work in real jobs and earn money to assist in covering educational expenses. The amount you can earn is listed as part of your financial aid package.

How do I apply for Federal Work Study?

Federal Work Study is awarded to students based on demonstrated financial aid and is limited by availability of funds from the Department of Education. Students may work on campus or at local and eligible non-profit organizations located in Pittsburgh. Visit the Office of Admissions and Financial Aid website for more information on eligibility, required hours, pay rates, and guidelines.

Am I guaranteed a job on campus if I have been awarded FWS?

No, the University does not place students in jobs and no job at the University is guaranteed. It is up to the student to conduct a job search, apply for jobs, interview, and be hired. Although Pitt is an "at will" employer (meaning any position can be terminated with or without cause at any time), our employers strive to retain students who prove they are skilled, hard-working, and dedicated workers.

Do I have to work if I have been awarded FWS as part of my financial aid package?

No, FWS is an opportunity for students to work in order to earn money to pay for college expenses, as well as to gain valuable employment experience. It is one component of a financial aid package that may be comprised of loans, scholarships or grants, or work awards.

I'm on Federal Work Study (FWS). Why are taxes being taken out of my paycheck?

Work study earnings are considered taxable income. Being on work study does not exempt the student from paying taxes.

What happens if I exceed the FWS award amount?

If the authorized FWS award amount is exceeded, the department or organization hiring the student is responsible for the amount which exceeds the award. Inactivation of a FWS student will occur when the student has earned 90% of their award. If you are employed in an on-campus position, you will automatically be converted to a student worker unless your supervisor makes different arrangements with the Office of Student Employment.

What happens if I do not earn all of my FWS award?

Nothing; you will not be penalized for not earning all of your award. You will, however, forfeit the remainder of the award.

Can I still work if I don't have FWS?

While some departments can hire only students who have FWS, many others are able to hire students who do not have FWS. Talent Center, the University's online employment system, will list the specific requirements for each opportunity posted. You must have a valid social security number to seek employment on campus.

Health Insurance and Benefits

International Students

Employment of Minors

What is the definition of a minor?

"An individual under 18 years of age." This includes minors who are enrolled in college.

What laws and regulations apply to employment of minors?

As a starting point, minors are covered by the same employment laws and policies that apply to adults. Minors also are protected by the additional requirements of child labor laws and child protection laws. The Commonwealth of Pennsylvania has posted information about state child labor laws and related links here: http://www.education.pa.gov. The federal government has posted information about federal child labor laws and related links here http://www.youthrules.dol.gov/for-employers/index.htm. The University has posted information about child protection laws, including requirements for reporting suspected abuse of a minor, here: http://www.education.pa.gov. While the basic child labor law requirements are summarized below, the above links and the Office of Human Resources-Student Employment should be consulted for more detailed information.

What are some of the basic requirements for employing a minor?

May high school students perform services for free in laboratories in order to obtain research experience?

No. Under long-standing policy (University Policy and Procedure 09-09-02), high school students who perform services in a laboratory must be paid employees. The sections of this policy describing requirements/processes for employing minors have been suspended because they do not reflect the latest child labor law requirements that have been summarized in these guidelines. However, the basic requirement in Policy 09-09-02 that high school students who perform services in laboratories must be paid employees of the University is still consistent with the law, and therefore is still in effect. Employment is not required for minors who are not performing services, but rather are participating in bona fide educational programs, such as grant funded summer academies or academic camps, which have been registered (http://www2.hr.pitt.edu/Camp/) with the Office of Human Resources and have been designed consistent with the Department of Labor's test in its fact sheet posted here: http://www.dol.gov/whd/regs/compliance/whdfs71.htm.

What is the process for hiring a minor at the University?

Before any minor may be offered employment, the hiring unit must review these guidelines and the related links. Talent Center, the University's automated recruiting system for hiring student employs must be used for all hiring, including the hiring of minors. The hiring proposal process in Talent Center will require documentation including the unit, building and area where the minor would work, the nature of any hazards in the workplace, the specific duties that the minor would perform, the hourly rate of pay, the proposed weekly and daily work schedule of the minor, the individuals who would have direct contact with the minor and the process for selecting the minor.

Who should I contact for more information about employing minors?

Contact the Office of Human Resources online or call 412-624-7000.

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