Frequently Asked Questions

Explore these frequently asked questions for answers regarding employment, retirement, learning and development, and more.

Don't see an answer to your question? Contact OHR or visit the staff directory. Need help understanding a word you see? Visit the glossary of terms for a list of commonly used terms and definitions.

Benefits

Medical Coverage

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 can I find participating providers and facilities in UPMC's network?

UPMC participating providers and facilities can be found online at www.upmchealthplan.com, then click “Find a Doctor."

I would like to change my PCP, OB/GYN, or child’s pediatrician. Do I have to call UPMC directly?

Yes, you would have to contact them directly at 1-888-499-6885.

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

No, you do not need to change it 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.

I recently had a baby, got married/divorced, had a dependent graduate from college, or my spouse/partner’s benefits changed at their employer. How can I make the appropriate changes to my benefit selections?

This type of change is known as a life event (Qualified Status Change). To initiate a life event, log in to Pitt Worx, select the Me tab, then select the Benefits icon. First, add or remove any dependents under the People to Cover section. Second, submit all relevant documentation for the dependents in the Document Records section.

If you are adding a dependent, you can report a life event yourself.

If you are 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 changes to your benefits elections.

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 must be completed within 60 days of the date of the life event.

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.

How is medical coverage provided for a newborn?

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 People to Cover 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.

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

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

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 and your dependents (if any) are currently enrolled 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 PCP's is not applicable if you are enrolled in a PPO plan (Panther Advocate, Panther Plus, and Panther Basic QHDHP with HSA option).

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

PCPs, pediatricians, OB/GYNs, and specialists in the Panther Gold plan can be located by visiting upmchealthplan.com and clicking "Members" then "Find a Doctor" then "UPMC Health Plan HMO". You can then search by provider type and name, city or zip. Once you find a provider, click on the provider’s name and write down the four (4) digit practice number.

In previous years I had to designate my OB/GYN during the enrollment process. I don’t see a place for the code during the enrollment process. Do I need to designate an OB/GYN for open enrollment?

No, you do not need to designate an OB/GYN. As long as your OB/GYN participates in the Panther Gold plan, you will still have coverage. It will no longer print on your insurance card either. This will not be a problem when you go to your OB/GYN provided they participate in the Panther Gold plan.

Can I change PCPs during the plan year?

Yes, you can change PCP at any time during the plan year. Please contact UPMC directly at 1-888-499-6885 to change your PCP.

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 plan only. If services are provided at an Advantage Network Facility, you will have 100% benefit coverage after the copayment.

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

Under the 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 deductible and 20% coinsurance.

What is a deductible?

A deductible is the initial amount that you must pay each plan year for covered services before the plan begins to provide benefits.

What is coinsurance?

Coinsurance is the percentage of the cost of medical services shared by UPMC Health Plan and you after you have met your deductible.

What is the out-of-pocket maximum?

The out-of-pocket maximum is the most you have to pay each plan year before the plan begins to pay 100% of reasonable and customary covered expenses. Out-of-pocket maximums include all copayments, deductibles and prescription drug expenses that are incurred In-Network.

Do I have coverage if I am traveling?

Under all four 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?

The copayment applies for your first four services per plan year. After that, UPMC pays 100%.

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 plan?

The provider directory for United Concordia is online at www.ucci.com. Click on “Find a Dentist,” and the Plus plan falls under the DHMO category.

I would like to change my dentist. Do I have to call United Concordia directly?

Yes, you would have to contact them directly at 1-877-215-3616.

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

No, you do not need to change it 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.

I recently had a baby, got married/divorced, had a dependent graduate from college, or my spouse/partner’s benefits changed at their employer. How can I make the appropriate changes to my benefit selections?

This type of change is known as a life event (Qualified Status Change). To initiate a life event, log in to Pitt Worx, select the Me tab, then select the Benefits icon. First, add or remove any dependents under the People to Cover section. Second, submit all relevant documentation for the dependents in the Document Records section.

If you are adding a dependent, you can report a life event yourself.

If you are 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 changes to your benefits elections.

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 must be completed within 60 days of the date of the life event.

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.

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 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.

Your Primary Dental Office must be in Pennsylvania and must be a part of the Concordia Plus DHMO Network.

How do I locate dentists who are members in the Concordia Plus plan network?

Visit United Concordia Dental to find a Primary Dental Office (PDO) in the Concordia Plus network by selecting the “Find a Dentist” button. Search for a dentist under the plan you would like to choose (Concordia Plus for the DHMO, Concordia Plus General Dentist, or Concordia Advantage Plus for one of the Flex Plans).

Note: For the DHMO Concordia Plus option, use the last 6 digits of the Provider ID to designate the PDO(s) when enrolling. This plan requires the selection of a network primary dental office(PDO), claims will be denied for services provided by anyone other than the designated PDO. If a PDO is not elected at enrollment, one will be assigned. Each participant can have their own PDO.

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 separate and distinct network and should not be confused with the managed care network of Concordia Plus.

What is the advantage of choosing a participating provider?

An advantage is that participating providers have agreed accept United Concordia’s Maximum Allowable Charge (MAC) as payment in full. These providers also will file claims on your behalf.

A non-participating provider is under no obligation to accept these payments as payments in full and may bill you for amounts in excess of the MAC.

Can I change my dentist during the plan year?

Yes, you can change PDOs at any time during the plan year. Please contact United Concordia directly at 1-877-215-3616 to change your PDO. You must change your PDO prior to receiving services from the new dentist.

What does the $5 copay apply to?

The $5 office visit copay applies to Diagnostic and Preventive Services under the Concordia Plus plan. This copay applies to services provided only at the University Dental Health Services (Provider Number 608061).

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

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

Please contact Davis Vision directly at 1-800-999-5431, since they distribute the cards.

How can I find an optometrist/ophthalmologist who participates in the Davis Vision plan?

The provider directory for Davis Vision is online at www.davisvision.com.

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

No, you do not need to change it 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.

I recently had a baby, got married/divorced, had a dependent graduate from college, or my spouse/partner’s benefits changed at their employer. How can I make the appropriate changes to my benefit selections?

This type of change is known as a life event (Qualified Status Change). To initiate a life event, log in to Pitt Worx, select the Me tab, then select the Benefits icon. First, add or remove any dependents under the People to Cover section. Second, submit all relevant documentation for the dependents in the Document Records section.

If you are adding a dependent, you can report a life event yourself.

If you are 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 changes to your benefits elections.

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 must be completed within 60 days of the date of the life event.

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.

How do I locate participating vision providers in the Davis Vision plan?

Visit Davis Vision for vision providers. Select "Member" and then enter client code 4228 for the Fashion Excellence Plan or 4583 for the Designer Gold Plan.

I just had an eye exam in March. Can I get another one in July since it is the start of the new plan year?

No, current participants that will continue with the program will have to wait one year from the date that services were last obtained. So if you had an eye exam in March 2017, you will not be eligible for another one until March 2018.

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.

Summary of Benefits and Coverage (Medical Plans)

The Panther Plus plan has a $750 individual deductible.  Why does the example show $800?

We are required to “round up” to the nearest $100 in the SBC example.  This was mandated by the government.

The Panther Advocate (PPO/HIA) does not provide any details about the $200/$400 available to earn. Why is that?

Since the HIA credits must be earned, and therefore are not guaranteed, we cannot reference them in the SBC.

On the Panther Advantage, Panther Gold, and PA Child SBCs, the basic radiology co-payments should be $20 but the SBC says “no cost.”

This field on the SBC is actually covering both basic radiology (e.g., X-rays and sonograms) as well as lab tests (e.g., blood work). Because the SBC does not differentiate these benefits, they must be combined into a single field on the document. As a result, we used the coverage calculator to determine which benefit was represented here, and only the lab work (blood tests in particular) appear in the coverage calculator. Therefore, that is the information that goes in this field, and the radiology information goes in the limit and exception field.

On all of the PPO maternity examples (Advocate, Plus, Basic) the math does not work out for me. I think they are based on embedded deductibles and not aggregate?

The Coverage calculator on the document does not take into account embedded vs. aggregate deductibles. The assumptions inherent to the plan are that the coverage is for only an individual and that there is no family coverage at all, so there would never be a need to meet a family deductible. Aggregate vs. embedded only comes into effect when there is more than one member on the plan.

Why do we show limits and exclusions in the examples for maternity, and diabetes is covered without limitation?

We are required to account for the fact that a member might seek services or care above and beyond what is covered by the plan, i.e. prenatal vitamins.

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 Aetna. 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 .02/$1000. An employee can elect between 1x-6x their salary for additional life insurance and/or AD&D. The equation to determine the cost of the additional life insurance is as follows:

Take for example an employee who is age 42 and has an annual salary of $25,000. This employee would like to have a total of $75,000 in additional life insurance, which would be 3x their salary. You will need to locate your age-graded rate from the following chart.*

25,000 X 3 = 75,000
75,000/1000 = 75
75 X .132* = $9.90/month
For additional AD&D using the same example, replace the age-graded rate with .02
75 X .02 = $1.50/month

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.

Education Benefits

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

Yes, the Benefits Department administers the education benefits for eligible Faculty, Staff, Research Associates, Post-Doctoral Associates, and Post-Doctoral Scholars. Education benefits vary based on position type. For information on the education benefits you are eligible for, please review the Education Benefits page.

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

If you are a staff member, you will need to download and complete the Request for Education Benefits Form from our forms web page. THIS FORM MUST BE SUBMITTED WITH A COPY OF THE FIRST PAGE OF YOUR 1040 FORM. IF THE 1040 IS NOT ATTACHED, YOUR REQUEST WILL NOT BE PROCESSED. These forms can then be mailed, faxed, or dropped off to the Benefits Department.

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

No, as a staff member, your child is only eligible to receive education benefits for the first baccalaureate degree.

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

You will need to download and complete the Request for Education Benefits Form from our forms web page. THIS FORM MUST BE SUBMITTED WITH A COPY OF YOUR MARRIAGE CERTIFICATE. IF YOUR MARRIAGE CERTIFICATE IS NOT SUBMITTED, YOUR REQUEST WILL NOT BE PROCESSED. These forms can then be mailed, faxed, or dropped off in person to the Benefits Department.

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

Any questions that you have about this program will need to be directed through the Office of Admissions and Financial Aid at 412-624-7192. We do not administer this program through the Benefits Department.

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 1000 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 1000 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 change the amount that is deducted from my paycheck for retirement, start or stop a supplemental account (SRA), change allocation between investment companies?

All changes must be made through the University Web Portal at my.pitt.edu. For questions on how to get started please contact the Benefits department at 412-624-8160, or review the Online Enrollment Guide for step-by-step enrollment instructions.

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 6/1, the change must be on record by 5/31. You will see the change reflected in your 6/30 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 7 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.

Leaving the University

I’m thinking about leaving the University. Can I continue my health insurance?

Yes, you can continue your same health insurance through COBRA for a time period after you leave, which is administered through UPMC BMS.

Review more information about COBRA.

Is the cost still the same as I pay now as an active employee?

No, you will have to pay the portion that the University paid towards your medical insurance while you were an active employee. The dental and vision prices are the same as that of an active employee. However, there is a 2% administrative charge applied to each premium rate for medical, dental, and vision.

How do I get information to sign up for COBRA when I leave the University?

You will automatically receive information for COBRA within 2-3 weeks after you leave the University. The coverage is retroactive to the date when your coverage under the University stopped. Please make sure to leave an updated address with either your department or payroll, so that you receive the information.

What happens to my retirement?

You have one of three options in regards to your retirement:

  1. You can roll your retirement over to another 403b/IRA plan at your new employer. To do this, you can contact the investment company directly to get the necessary forms. TIAA: 1-800-842-2776 Vanguard: 1-800-523-1188
  2. You can leave your retirement where it is in the investment company and withdraw it when you go to retire.
  3. You can withdraw it as cash, but you will receive Severe Tax Penalties for doing so because your retirement was deducted on a pre-tax basis when you were an active employee.

Flexible Spending Accounts (FSA)

What is the Health Care Flexible Spending Account?

A Health Care Flexible Spending Account allows you to put aside pre-tax dollars to pay for predictable health care expenses.

How much can I contribute to the Health Care Flexible Spending Account?

The minimum contribution is $10 per month and the maximum contribution is $216.67 per month ($2,600 per plan year). If you are a faculty member on a less than annual contract, you can contribute a maximum of $325.00 per month for eight months.

What types of expenses are covered under my flexible spending health care account?

A few examples include deductibles and copayments. For a more complete listing, please see our eligible expenses for flexible spending accounts, Qualifying Health Care FSA Expenses.

I never received or lost my MyFlex Advantage MasterCard. How can I get a new one?

Please contact UPMC Health Plan directly or log on to their website at www.upmchealthplan.com. They manage the flexible spending accounts for the University of Pittsburgh.

I only have a flexible spending dependent care account. Why can't I use my MyFlex Advantage MasterCard for that?

The MyFlex Advantage MasterCard can only be used for flexible spending health care accounts. Government regulations do not permit the use of a card for dependent care accounts. We apologize for any inconvenience, it is the government’s policy, not the University’s policy. You will have to file a claim form for a flexible spending dependent care account.

How can I get a claim form to file for my dependent care account?

Download a claim form by logging into your UPMC Health Plan Member Portal, or by calling UPMC Health Plan Member Services at 1-888-499-6885. The form includes instructions for completing the form.

Can I change my contributions?

You cannot increase or decrease your contributions during the plan year unless you experience a qualifying status change. It is very important to plan your contributions carefully.

Can I cancel my participation in the program?

No, you would only be able to cancel your participation if you experience a qualifying status change; otherwise you will have to wait until the next Open Enrollment period to cancel your Health Care Flexible Spending Account.

What if I don’t use all of my contributions?

The IRS has modified the use it or lose it rule for the Health Care Flexible Spending Account. Starting with the 2014-2015 plan year, you will be able to carryover up to $500 of unused contributions annually. The carryover does not count against the $2,600 contribution maximum.

Can I still rollover up to $500 even if I do not elect a Health Care Flexible Spending for the following plan year but I have money left?

Yes. You will still have access to that money the following year. If funds are still available, up to $500 will be put into an active account for the new plan year. This will happen automatically. Even if you terminate your contributions, you will still have an active Health Care Flexible Spending Account.

Is there still a grace period?

Due to the IRS modifications of the use it or lose it rule, there will no longer be a 2.5 month extension beginning with the 2014-2015 plan year. Instead, you will be able to carryover up to $500 of unused contributions.

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 Flexible Spending Account (FSA) if I did not elect the medical, vision and/or dental insurance?

Yes, you can elect a Health Care Flexible Spending Account 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 Flexible Spending Account for your spouse/partner and/or dependent's health care expenses.

What is the Dependent Care Flexible Spending Account?

The Dependent Care Account reimburses dependent care expenses necessary while you (and your spouse) are working, looking for work, or attending school full time.

How much can I contribute to the Dependent Care Flexible Spending Account?

The minimum contribution is $10 per month and the maximum contribution is $416.67 per month ($5000 per plan year). If you are a faculty member on a less than annual contract, you can contribute a maximum of $625 per month.

What types of expenses are covered under my Dependent Care Flexible Spending Account?

A few examples include day care and summer day camp. For a more complete listing, please see our list of eligible expenses for flexible spending accounts, Dependent Care.

Can I change my contributions?

You cannot increase or decrease your contributions during the plan year unless you experience a qualifying status change.

Can I cancel my participation in the program?

No, you would only be able to cancel your participation if you experience a qualified status change; otherwise you must to wait until the next Open Enrollment period to cancel your account.

What if I don’t use all of my contributions?

The Dependent Care Spending Flexible Account has a use it or lose it provision. Any funds that are not used for services and expenses incurred during the Plan Year and are not claimed by the end of the grace period, are forfeited.

How long is the grace period?

You have 180 days from the end of the Plan Year to submit claims for reimbursement.

What happens to the funds that are not claimed?

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

Prescription Coverage

What is Generic First?

When a generic equivalent of a brand drug is available, a pharmacist will dispense the generic equivalent.

If you choose not to accept the generic equivalent and elect a brand name drug, you will be responsible for the preferred brand copayment PLUS the cost difference between the generic and brand drugs.

How does Generic First work?

If you are currently taking a brand name drug that has a generic equivalent available, you do not have to do anything. If you choose, you can continue taking the brand name drug at the preferred brand copayment.

If your doctor writes a new prescription for you that is not listed in the Your Choice Pharmacy brochure, your pharmacist will automatically dispense the generic equivalent. If it does not work, your doctor will need to complete a prior authorization for the brand name drug.

What if I can’t take a generic?

If there is a medical reason why you cannot take a generic equivalent of a brand drug, your physician can request a medical exception from UPMC Health Plan.

What if I have a new prescription for a non-sedating antihistamine?

You will have to try over-the-counter version first. If it does not work, your doctor will need to complete a prior authorization for the brand name drug.

Where can I get a list of the preferred and non-preferred brands?

For information on pharmacy plans you can go to UPMC Pharmacy Services or call 1-800-396-4139.

Leaves of Absence

I have questions about taking a leave of absence, do I need to contact the Benefits Department directly?

If you are a staff member, please contact our office directly at 412-624-8160. If you are faculty, please contact faculty records directly at 412-624-4232.

I’m a staff member, can I get the paperwork for a Family Medical Leave online?

Yes! You can access MetLife, the University's FMLA administrator, 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. You can also contact MetLife by phone at 1-888-777-7418 to initiate a claim.

Payroll Deductions

I thought that my medical insurance was only supposed to cost me (fill in the blank here with whatever amount you thought was supposed to be deducted). Why is it costing me more under my pre-tax deductions?

Because you get a $50 benefit credit under Earnings that you need to subtract off of the amount that is showing under your pre-tax deductions. This is the amount that your medical insurance is actually costing you out of your pocket. If you are union and are receiving biweekly paychecks, your medical insurance premium is split between both of your paychecks, as well as your benefit credit. In other words, if you are union then your benefit credit should be listed as $25 under earnings.

I used to have a benefit credit listed on my paycheck, where did it go?

The monthly benefit credit for individuals enrolled in coverage is now reflected in the employer contribution portion of the medical insurance premium. Individuals who do not elect coverage will receive a $50 monthly benefit credit in their paycheck. Review samples of the Benefit credit on a pay statement.

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, and then return to work and 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 short-term disability 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 short-term disability 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 6 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 short-term disability benefit payments. The elimination period begins on the day you become disabled and lasts thirty (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).

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 412-624-8160.

Form 1095-C

For information and questions about the Form 1095-C for the, visit this page for the most current details.


Clearances & Training

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:
  1. Prospective students visiting a campus operated by the institution of higher education;
  2. 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?

  1. Registration: Responsibility Centers are required to register with ProVerify any camp, clinic, activity or similar program (“Program”) that may result in “direct and/or routine contact with children,” including Programs owned and operated by the University as well as Programs occurring on our campuses owned or operated by a third party other than the University. This includes, but is not limited to, registration of camps, mentoring programs or academic programs that permit children enrolled in elementary or secondary schools to participate in educational programming, such as research experiences. Upon registration of the Program, ProVerify will provide additional instructions to the Department/Responsibility Center regarding preparing a roster of Program employees and volunteers as well as instructions for obtaining, reviewing and submitting all required child protection clearances for the Program. Find information about Programs Involving Minors on Campus, as well as how to register a Program.
     
  2. Program Volunteers: If you are an unpaid volunteer for a Program as defined in the “Registration” section immediately above (“Volunteer”) and you will be responsible for the child’s welfare or have “direct and/or routine volunteer contact” with children, you must have the: (1) Pennsylvania State Police Criminal Record Check, (2) Pennsylvania Department of Human Services Child Abuse History Clearance, and (3) FBI Criminal Record Check. Direct and/or Routine Volunteer Contact is defined as the care, supervision, guidance OR control of children and “Routine Interaction” with children. A limited exception exists whereby, under certain conditions, volunteers who have lived in Pennsylvania for the past 10 years do not need to obtain the FBI Criminal Record Check. Please consult with Human Resources about the necessary requirements to invoke this exception.
     
  3. Vendors: Requirements for service vendors and contractors of the University, if any, depend upon the individual facts and circumstances and are addressed in the individual contracts with such vendors and contractors. Please note: a signed contract or license does not equate to compliance. All formal procedures for child protection clearances must still be processed and obtained. Questions should be directed to the Office of University Counsel.

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, publically 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.


Compensation

Employee Actions (Employee Records)

What types of Employee Actions (Employee Record changes) is Compensation part of in the approval process?

Compensation approves the following employee actions: promotions, equity increase, less than 12-month appointment changes, and Individual Compensation Plans (ICP). For more information please visit the Employee Actions section of the Pitt Worx Hub.

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)

May I work without recording my hours to save my department money or to catch up on my work?

No. All hours worked must be recorded. Keep in mind, additional hours worked over your normal schedule must be approved in advance by your supervisor in accordance with your department’s approved procedure for approving compensatory time and overtime.

Is it acceptable to record that I worked 7.5 hours as scheduled?

Yes, provided your actual time worked is 7.5 hours for the workday.

My supervisor requires me to leave my cell phone on while I am away on my one hour lunch break in case I am needed. How should I record my time?

The one hour break is not work time if you do not actually perform any work, such as talking with your supervisor on your cell phone, during your one hour meal break. If you perform any work during your one hour meal break, only time for a consecutive period of thirty minutes or more in which you do not perform any work is unpaid break time. The remainder of time during the meal period should be recorded as time worked.

May my supervisor prohibit me from performing any work during my lunch hour?

Yes. Supervisors are permitted to institute and enforce measures to avoid work-related interruptions during a lunch break.

Who should I contact with any questions, problems, or concerns about correctly recording hours actually worked?

You should contact your supervisor, your department administrator, or the Compensation Department at 412-648-0158, and review the Recording Hours Worked for Non-Exempt Staff document for time recording examples.


Employee & Labor Relations

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.


Learning & Development

Faculty & Staff Development Program (FSDP)

How do I know if a class is appropriate for me?

When reading the descriptions of each workshop, each one will include an answer to "Who should attend?" Some workshops require a supervisory level position.

Can I take a class during my regular work hours?

Workshops are scheduled during work hours because they are designed to provide faculty and staff with professional skills to help them be more effective on the job. As with any absence from regular work hours, staff are required to have their supervisor's approval to attend workshops.

Is there a fee for the FSDP workshop?

Workshops are free for faculty and staff unless otherwise indicated in the workshop description.

Is there a record of the FSDP workshops that I have already attended?

Employees with an FSDP registration account can access a list of workshops they have registered for or attended at http://www2.hr.pitt.edu/FSDP/.

Can you provide me with written confirmation of my attendance at a FSDP workshop?

Upon request, OD will send an email confirming attendance at a specific workshop. Simply call 412-624-8044 or submit a request via email to hr-odcont@mail.pitt.edu.

Can my entire department go through a FSDP workshop?

Please contact OD at 412-624-8044 to inquire about the availability of an FSDP workshop for an entire department.

When are FSDP workshops available?

The schedule of spring FSDP workshops, including Diversity & Inclusion Certificate Program (DICP) workshops, is available in early to mid-March on the Faculty & Staff Development Program (FSDP) webpage. The fall schedule is available in early to mid-September on the Faculty & Staff Development Program (FSDP) webpage.

Organization Development

Who can request Organization Development (OD) services?

Any University faculty or staff member can inquire about OD services, however, the initial meeting and subsequent project work will need to include the college, school or department senior leadership.

What is the best way to contact OD?

Call us at 412-624-8044 or submit a request via email at hr-odcont@mail.pitt.edu.

Do you charge for your consulting services?

OD consulting services are provided free of charge to the University colleges, schools and departments. When meetings, training or retreats require travel outside of the Pittsburgh campus, departments will be asked to pay the travel expenses of the OD consultant(s) involved. If OD interventions involve training, there may be a charge for proprietary training materials.

I would like to find a more effective way to evaluate my employees' performance. Where can I find information about this?

OD provides consultation and services on performance management/performance appraisal and has worked with a number of colleges, schools and departments across the University to improve their performance management process. Contact OD at 412-624-8044 to schedule a consultation.

What is the general process and timeline for utilizing OD services?

Once a department requests assistance from OD, a consultation meeting will be scheduled to gather information and assess the needs of the department. Once the services have been identified and agreed upon, OD will then work with the department to construct a project plan. The involvement of the department requesting assistance is vital to the planning process and a successful outcome. Department representatives will need to be involved and available throughout the process. The scope of the project will dictate the time involved.


Pitt Worx

Pitt Worx FAQs

  • General Pitt Worx System and Self-Service
    • Accessing or changing personal information
    • General system information and navigation
    • Security within Pitt Worx
  • Time & Labor
    • Submitting time cards
    • Approving time cards
    • Time off accruals
  • Benefits
    • Benefits enrollment
    • Making changes to benefits elections
    • Reporting life events (qualified status changes)
    • Adding/removing and reviewing dependents
    • Dependent coverage
  • Employee Actions
    • Understanding employee actions
    • Accessing and submitting actions
    • Completing and approving actions

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 www.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 www.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 www.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)

What types of Employee Actions can be completed by an employee? What types can be completed by an administrator?

Employee Actions (Employee Records) contain important confidential data regarding hire dates, demographic information, and position information, including organization, job type, and salary data.

Certain changes, such as an employee's gender, ethnicity, home address, tax information, or other personal information may be changed by the employee through the Employee Self-Service portal in Pitt Worx. Review reference guides on the actions employee's can take via self-service in Pitt Worx.

Other actions may require a supervisor/manager or administrator to initiate in Pitt Worx. Learn about the employee actions that an administrator can initiate and how to initiate them in Pitt Worx.


Talent Acquisition

Understanding Talent Center

Why did you introduce a new system?

The first phase of migrating to Pitt Worx, the University's cloud-based suite of human resources, payroll, and financial applications, is replacing PittSource with Talent Center. This enables the University to become an innovative and progressive organization and allows us to streamline processes, create a better candidate and customer experience, and recruit top talent.

What are the new features of the application system?

Talent Center includes a streamlined application process with résumé parsing, real-time application statuses and notifications, and integrated onboarding processes. Talent Center also allows you to create job alerts based on your interests so that you can stay informed of the latest job opportunities. Current employees can access postings from an internal-only career site that can be accessed through Single Sign-On.

Account and Log In Information

Will my PittSource username and password still work in the new system?

No, only candidates with a submitted application for an active job posting will be transferred to Talent Center. These applicants will receive an email with temporary login credentials. All others will need to create a new account in Talent Center. Your username and password from PittSource will not work.

How do I create a new account? 

If you did not have an application associated with a transferred posting, there are two ways to create an account. You may create an account during the application process by finding a job on Talent Center and clicking the “Apply” button. If you would like to create an account without applying to a job, visit the applicant website to access Talent Center. Then, click the “Sign In” link to access the account creation page.

Do I need an account to apply to a job posting? 

Yes, you need an account to apply. Once your account is created, Talent Center will securely store your information, including résumés, into a profile that makes the application process quick and easy. Review the ”How do I create a new account?” question above for more information about creating an account.

I don’t have an email address. Is one required?

An email address is required when registering for an account in Talent Center. Email is one of the ways used to keep you informed during the application process. If you do not have an email address, there are a variety of email providers, such as Gmail or Yahoo Mail, that are free and simple to set up and use.

What if I forget my username and/or password?

There are “Forgot your username” and “Forgot your password” links available on the log in screen of Talent Center to help you if you forget your username or password. You will need to enter the email address that you used to make your account to recover your username and to set up a new password.

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.

Applications Made from PittSource

Will the postings in which I have applied in PittSource be transferred into the new system?

Only active job postings and their applications will transfer to Talent Center. Postings, and associated applications, that have been filled or cancelled prior to the December 12, 2018 PittSource outage will not be transferred. We invite you to review new job postings on Talent Center beginning December 17, 2018.

How do I obtain the status of my PittSource applications in the new system? 

If your application was associated with a job posting that was transferred to Talent Center, you can visit to access Talent Center and click on “My Job Page” to see the status of your submissions. As a reminder, only active postings/applications will be available in Talent Center.

Viewing or Modifying Your Applications

How do I modify an active application?

After December 17, 2018, visit the applicant website to access Talent Center. Access your account and click on “My Job Page” to find a list of your completed submissions. Click the “View/Edit Submission” button to make changes to your application.

Can I make changes to my application after submitting?

Yes. You can visit the applicant website to log into Talent Center and click the “My Job Page” to access your applications. By clicking the “View/Edit Submission” link, you will have access to make edits.

Understanding the Status of Your Applications

What is the status of my application?

The status of your application is available via the “My Job Page” by reviewing the “Submission Status” for each submitted application.

What does "Under Consideration" mean when viewing the status of my application?

Under Consideration means that your resume/application has been added to a list of applicants for the hiring manager to review. It means that you may be considered for an interview.

I recently interviewed for a position. How do I know if the search process is still active or if the position was filled? 

If the posting was active when Talent Center launched, the posting and your application will be in Talent Center. You will receive a notification if the position is filled or closed. You can visit the applicant website to log in to Talent Center and click on “My Job Page” to see the list of your completed submissions. Each application has a “Job Status” and “Submission Status” listed for your convenience.

How do you check my employment references?

If your recruitment requires reference checks, SkillSurvey, our reference-checking vendor, will contact you to continue the reference check process after you have reached an advanced step in the process. This is a new feature of Talent Center.

How will I know if I have received the position?

If you are the selected candidate for a posting, a University of Pittsburgh representative will notify you.

Whom should I contact regarding the status of my application?

The status of your application is listed on your “My Job Page” and you will receive email updates for your submission. The Office of Human Resources does not have access to any additional information. If you have general questions, you can call 412-624-7000, option #3 or contact the Office of Human Resources online.

Notifications and Sections within Talent Center

What is “My Job Page”?

Your “My Job Page” is a page you have access to once logging into Talent Center. Here, you will find all of your submitted applications and their statuses. You can also update your applications, access your job cart, and make changes to your account settings on this page.

What is a “Job Cart”?

Your job cart is a place where you can save postings you are interested in, but to which you have not yet applied. The job cart makes it easy to find those postings when you are ready to apply.

What is a “Job Posting Notification”?

Talent Center allows you to set up email notifications to alert you when jobs are posted that meet the requirements that you establish.

What does "Under Consideration" mean when viewing the status of my application?

Under Consideration means that your resume/application has been added to a list of applicants for the hiring manager to review. It means that you may be considered for an interview.

Accessibility and Computer Access

Can I submit a paper application?

No, paper applications are not accepted when applying to a position at the University. Talent Center, located at www.join.pitt.edu, is the application system for all open staff, student, and temporary positions. Only job seekers who create an application and apply online through Talent Center will be considered for employment. Submitting an electronic application is the only way to ensure receipt of your application by the area recruiting for that position.

What if I do not have access to a computer or need help submitting an application?              

The Office of Human Resources offers computer kiosks in the lobby of Craig Hall, Monday through Friday from 8:00 a.m. until 4:30 p.m. Talent Center is designed to make the employment process more efficient and accessible for job seekers and offers the following advantages:

  • Up-to-date information: Job postings are updated daily
  • Accessibility: Job postings are accessible online
  • Flexibility: Job seekers can submit additional documentation and answer questions from hiring managers electronically
  • Accommodations: Need disability or other accommodations? Contact us at 412-624-7000, options #3 or submit a question or inquiry.

Staff

Can I look for new employment elsewhere at the University while I still hold a current position?

Yes. The University of Pittsburgh values career advancement for all of our current staff. You can find available positions at the University through Talent Center. Before being considered for and seeking a new position, you must complete twice your provisional period first in your current position.

What is a provisional period?

When staff employees are hired, transfer to a different position, or are promoted, they are subject to a provisional period of employment. The provisional period gives the employee time to learn and adjust to the new position and gives the supervisor, time to evaluate the employee's suitability for the position. This is accomplished by conducting a performance appraisal at the midpoint of the provisional period. If you have any additional questions about your provisional period at the University, please talk to your supervisor or contact the Office of Human Resources.

Can I transfer to a new position within the University if I’m still in my current provisional period?

Before transferring or applying to a new position within the University, you must first complete your provisional period. Provisional periods are 6-month periods and include provisional reviews that you will complete with your supervisor. For more information, please visit the policy page.

All-Temps

Can I continue to seek full-time, regular jobs at the University of Pittsburgh while I am working in a temporary position?

All-Temps are encouraged to continue their job searches while working in temporary positions. The experience you are gaining on the temporary assignment with the University helps to build your résumé and familiarize you with the organization, and offers networking opportunities in various Pitt departments.

As an All-Temps employee, is it likely that my current temporary assignment will turn into a regular, full-time job?

A temporary employee may be considered for regular hiring if a staff vacancy exists. Occasionally, departments may specify a temporary assignment to be temp-to-hire, though that does not guarantee that the All-Temps employee will receive an offer for the regular staff position.

Faculty

How do I apply for a Faculty or Research Associate opening at the University of Pittsburgh?

Potential applicants can view available openings on Talent Center. From the list of openings, click on the position title to view the position details including a brief job description and instructions on how to apply. Application instructions are specific to each position, and may or may not include a deadline.

How can I determine if a job that I applied for on the University's faculty website has been filled?

Faculty and Research Associate positions remain on the faculty website until the Office of Diversity and Inclusion has been notified that a job offer has been extended and accepted.

Can my CV be posted on the University's faculty website?

No. The position details will specify the departmental contact to which your CV and references may be sent.


Retirement

Retiring from the University

I’m thinking about retiring from the University, what should I be doing?

Check out an on-demand information session presented by a Benefits Representative to learn about: retirement eligibility, medical plans, including Medicare options, the University’s defined dollar benefit program, retiree life insurance, and more.

Benefits Upon Turning Age 65

Am I and/or my spouse/domestic partner eligible to continue on the University’s medical plan when I turn 65?

Yes, you continue to maintain your medical benefits as long as you continue to work in a benefits eligible position.

If I continue to work, am I required to sign up for Medicare when I turn 65?

If you are on the University’s group health plan, you can postpone your enrollment in Medicare Part B. You should sign up for Medicare Part A upon turning 65.

What happens to my Medicare enrollment upon retirement if I have postponed enrollment in the past?

You may be eligible to sign up for Medicare during a Special Enrollment Period (SEP) if you were on active University medical coverage beyond the age of 65. You will be required to submit an employer verification form along with you Medicare enrollment, this can be acquired from your local social security office. This form can be completed by a Benefits Analyst in the Office of Human Resources. This form cannot be process until your formal retirement/resignation has been entered in the University’s payroll system.

Can I elect Medicare part B while still working?

You can choose to elect Medicare Part B as a secondary coverage to your active group health plan, but there is a premium associated with Medicare part B, which can be avoided by postponing participation.

I am still active, and I have postponed my enrollment in Medicare, why did I receive an annual credible coverage notice that seems to be related to Medicare?

This credible coverage letter is mandated by the government, and the University is required to send it out annually to employees over the age of 65, regardless of their Medicare participation. It does not require any action, but simply serves as documented proof that the plan you are enrolled in meet requirements set by the government.

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.

Students

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

Is health insurance available to students?

Health services are available to students through the Student Health Services center on campus. Health coverage is also available to graduate and general students, including dental, vision, and health plans, as well as dental coverage for students who do not have private dental coverage. More information on coverage options and summary guides can be found on the Student section and the Benefits homepage.

How do I change my benefits? What qualifies as a life event?

If you need to change your student benefits because of a life event, you will need to complete all the necessary steps through your My.Pitt account online to submit a life event. Instructions for this can be found on the Changing Your Benefits page. University-recognized life events for students include gaining or losing coverage, birth and adoption, change in marital status, and death of a dependent. Details about each life event can also be found on the Changing Your Benefits page.

International Students

As an international student, can I work on campus?

Yes, visa status and treaty agreements stipulate employment eligibility for international students. Most students with F-1 and J-1 visa status are eligible to work on-campus up to 20 hours per week while classes are in session.

As an international student, do I have to pay taxes?

Yes, international students are subject to both state and federal income taxes. However, some students may be eligible to exempt a portion of their earnings from taxes if their country has a tax treaty with the United States.

As an international student, can I get Federal Work Study funding?

No, FWS is only available to U.S. citizens and permanent residents who have applied for financial aid and have been accepted into the FWS program.

As an international student, where can I find information on employment and health coverage?

The Office of International Services (OIS) offers services to international students of the Pitt community including employment assistance, health coverage information, and immigration-related services. Please visit their website for a complete list of resources.

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?

  1. Any employee or appointee who may have "direct contact" with the minor must have satisfactory child protection clearances on file with the Office of Human Resources. The exception would be that if the minor is not enrolled in a secondary institution and is a matriculated student enrolled at the University, child protection clearances would not be required by law, but could be required at the discretion of the hiring department.. These clearances can take some time to get processed, so it is important to start this process well before a minor commences employment. Information on the definition of "direct contact" with children and how to obtain and submit child protection clearances is posted under Clearances & Training on this page.
  2. Any employee or volunteer who may have direct contact with the minor should take the following online child protection training course posted here: www.reportabusepa.pitt.edu.
  3. Minors under the age of 14 may not be employed, except in very limited circumstances (such as delivery of newspapers/caddying) which are unlikely to occur at the University.
  4. A minor is prohibited from performing work in certain establishments or involving certain hazardous duties. Some of these prohibitions vary depending on the minor's age. Information on the duties that are prohibited under state law may be found here: Prohibited Occupations Under the Child Labor Act Information on the duties that are prohibited under federal law may be found here: http://www.dli.pa.gov/Individuals/Labor-Management-Relations/llc/Documents/child_labor_law_prohbitions.pdf. Take particular note of the prohibitions against working on certain power driven machines. Also take note of the EH&S guidance on access to restricted areas.
  5. A minor's hours of employment are subject to limitations, which vary depending on the minor's age and whether the minor's school is in session. Information on the restrictions on the hours of employment is available here: Pennsylvania Department of Labor and Industry's Abstract of the Child Labor law.
  6. A minor must have a valid work permit. Prior to employing a minor, an employer must verify the original work permit and retain a copy for the employer's records. Information on how a minor may obtain a work permit is available here: http://www.education.pa.gov/Pages/Codes%20and%20Regulations/Child-Labor-Law.aspx. Accordingly, the hiring unit must verify the original work permit, save a copy for the hiring unit's files and forward a copy to the Office of Human Resources - Student Employment along with other onboarding paperwork.
  7. If a minor is under the age of 16, the employer must complete and the minor's parent or legal guardian must sign a "Parental Acknowledgement of Minor's Duties and Hours of Employment" which is available here: LLC-75, Parental Acknowledgement of Minor's Duties and Hours of Employment. The original of this signed form must be retained by the employer with a copy of the work permit. Accordingly, the hiring unit must complete this form, obtain a signature on the form from a parent or legal guardian, retain the original and forward a copy to the Office of Human Resources-Student Employment along with other onboarding paperwork.
  8. Within five days of commencement of employment, the employer (the hiring unit) must provide written notification of the minor's employment and normal hours and duties to the individual who issued the work permit. A copy of this letter must be retained with the work permit and, if the minor is under age 16, with the original Parental Acknowledgment. Accordingly, the hiring unit must timely provide this written notification, retain a copy and forward a copy to the Office of Human Resources-Student Employment.
  9. The employer (the hiring unit) must post the Pennsylvania Department of Labor and Industry's Abstract of the Child Labor law in a conspicuous place in the building or area where a minor works.
  10. The employer (the hiring unit) must maintain certain records regarding minor employees, including:
    • a list of all minors employed by the employer;
    • a schedule of hours of labor of minors, including the maximum number of hours each minor is required or permitted to work each day of the weeks, the weekly total of hours actually worked by each minor, the daily hours for commencing and stopping and for time allowed for meals, and
    • copy of the work permit, original of parental acknowledgment if applicable, copy of written notice of employment and work schedule to individual who issued permit.
  11. Within five days of a minor's termination from employment, the employer (the hiring unit) must provide written notification to the individual who issued the minor's work permit. Accordingly, the hiring unit must provide this written notification, retain a copy and forward a copy to the Office of Human Resources - Student Employment.

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.