
myHR: June 21, 2023
Paid Time Off Policy Update
The University of Pennsylvania’s ample paid time off (PTO) benefits will be expanded starting in the new fiscal year. After thorough review and consultation with leaders from across our schools and centers, the University of Pennsylvania has updated
its Paid Time Off Policy with increased accrual rates for new and recently hired staff members. The policy revisions will go into effect July 1, 2023.
This policy revision strengthens the University’s ability to recruit talented
staff at all experience levels and maintain our competitive position among the best employers in the nation. These enhancements to Penn’s attractive and equitable paid time off policy will benefit the whole Penn community by reinforcing work-life
balance and well-being for new staff and long-standing employees alike.
Changes for New and Recently Hired Staff
The revised policy provides eligible, newly hired staff with five days of PTO immediately upon
hire. On the first day of employment, staff members will be able to request PTO to meet their personal needs. The policy will also give staff hired on or after July 1, 2021, an additional five days of PTO if their current balance does not exceed 24
days. Paid time off accrual rates for current staff who have completed up to three years of service will increase effective July 1, 2023. See the table below for the new rates. (Note: these rates will not be applied retroactively
to hours worked before fiscal year 2024.)
Service Time | New PTO Accrual Rate | PTO Days Accrued/fiscal year (not to exceed 24 days) |
---|---|---|
At hire date | 5 days | n/a |
Less than 1 year | 1.25 days per month | 20 days (5+15) |
At least 2 years | 1.83 days per month | 22 days |
At least 3 years | 2 days per month | 24 days |
Other basic aspects of the Paid Time Off Policy will remain in place. *Accruals will continue to be prorated based on scheduled hours and Full-Time Equivalent (FTE)%, as stated in the current Paid Time Off Policy. Eligible staff hired on or before
the 15th of the month will continue to receive an accrual in the month of hire and staff whose employment is terminated on or after the 15th will still receive an accrual in the month of termination.
The revised policy will be published
on www.hr.upenn.edu July 1, 2023.
If you have questions about your PTO or managing your direct reports’
PTO, please contact the Penn Employee Solution Center online or by phone at (215) 898-7372.
Get Ready for the Be in the Know 2023-2024 Campaign Year
Penn invites you to step into a healthier year with the 2023-2024 Be in the Know campaign, available for all benefits-eligible faculty and staff, plus postdoctoral researchers and fellows eligible for the Penn Postdoc Benefits Plan. Be in the Know provides comprehensive programs, resources, and rewards to support your health and well-being. This year’s campaign runs July 1, 2023 – June 30, 2024.
Starting July 1, you have a new opportunity to take
action and complete activities that promote personal and professional wellness, connect with colleagues, and earn rewards. Be in the Know continues to partner with Virgin Pulse, Penn’s wellness platform provider, who offers an array
of online well-being solutions and a robust rewards program, plus tracks your campaign progress.
Get started today to feel your best and earn up to $300* in Pulse Cash rewards, plus the opportunity for special recognition as a Be in the Know VIP!
To access the Virgin Pulse platform, go to join.virginpulse.com/penn. If you are new to Be in the Know, you’ll
need to first complete a brief online registration, using a desktop or laptop. Once registered, you can download the Virgin Pulse mobile app from your app store (search Virgin Pulse) for ease of staying engaged. Connect a fitness tracker (optional)
to get credit and earn points for your steps, active minutes, and sleep.
Steps for Success
Be in the Know continues the same system for earning points and rewards, using the Virgin Pulse “Steps for Success” campaign design with four reward levels.
STEP 1: REQUIRED! Complete a Biometric Screening = $50 Reward
Completing a biometric screening is an essential step for Be in the Know in 2023-2024. Once you complete your screening between July 1, 2023 and June 30, 2024, you’ll earn your first $50 and be able to earn additional rewards!
Biometric screenings are the only activity required to receive Pulse Cash rewards this year.
The no cost, confidential biometric screenings give you the opportunity to learn these key indicators about your health:
- Blood pressure
- Total cholesterol
- HDL cholesterol
- Blood sugar/glucose
Choose from four available options to earn biometric screening credit—all free, convenient, and easy to do!
- On-campus screenings will return to Penn this fall: These non-fasting screenings, provided by Health Advocate, will be available at convenient campus locations. Once completed, Health Advocate will automatically send your results and credit to Virgin Pulse. Watch for upcoming Penn Healthy You announcements with dates and registration details.
- Submit screening results from your healthcare provider: Obtain a screening between July 1, 2023, and June 30, 2024. Download the Consent to Release Results form (available in July), then follow the instructions to submit your confidential results to Health Advocate. Once Health Advocate processes your form, they will automatically send results and credit to Virgin Pulse. Please allow a few weeks for credit to appear on the platform.
- Two Labcorp options available through Virgin Pulse: Sign into the Virgin Pulse platform, go to Programs tab and “Biometric Screenings Options, 2023-2024” page for the order links. Click the “START NOW” button on the left side of the screen. Choose from “Labcorp Patient Service Center” (voucher) or “Labcorp OnDemand Home Test” (home test kit.) For both options, Labcorp will process your screenings and automatically send results and credit to Virgin Pulse, plus email you a link to view results. Processing for both options take several weeks at a minimum.
- Labcorp Voucher Program: Download a voucher (screening script) from the Virgin Pulse platform. Schedule and complete a screening appointment at a participating Labcorp facility near you.
- Home Test Kits: Order a home test kit on the Virgin Pulse platform. Complete the kit at home, which will include all directions and supplies. Mail back the completed kit.
STEP 2: Begin Completing Your Choice of Qualifying Activities to Earn Up to Another $250 in Rewards!
Be in the Know gives you the freedom to complete any of the qualifying activities, such as the Health Check, at any
time during the campaign year (July 1, 2023–June 30, 2024) – and as you do, you will receive the associated points. However, your points won’t count toward Virgin Pulse Cash rewards until you complete STEP 1, a biometric screening. Once a biometric screening
is credited, you will receive all rewards earned to date, based on your points total.
Complete any qualifying activities from our 2023-2024 “Ways to Earn” list, available July 1, giving you over 90 options to
choose from. As your points total accumulates, your goal is to reach the next points level to earn your next reward!
- Reach 5,000 total points = Earn another $50 (Level 1 reward)
- Reach 15,000 total points = Earn another $75 (Level 2 reward)
- Reach 30,000 total points = Earn another $125 (Level 3 reward)
Pulse Cash is only rewarded when you achieve the total points required for each level reward. If you do not reach the next points threshold, you will not earn the next reward amount.
STEP 3: Keep Going to Earn Special Recognition as a VIP!
Continue earning points to reach our highest level of achievement as a Be in the Know VIP, “Very Impressive Participant,” and earn special recognition.
- Reach 50,000 total points = Earn VIP recognition (Level 4 reward)
Get Rewarded!
Partnering with Be in the Know and Virgin Pulse allows you to earn rewards for activities that mean the most to you and your health. Once you’ve earned Pulse Cash rewards, Virgin Pulse makes it
easy to spend them on the platform. Go to the Rewards page, click the “Spend” tab, and choose from three categories: Get a Gift Card, Shop the Store for wellness items (such as fitness trackers), and Donate It to a wide variety of charities. Whether you want to buy multiple smaller items or save up for something special, Virgin Pulse gives you ample options! Learn more by reviewing the How to Redeem Pulse Cash Rewards section at www.hr.upenn.edu/beintheknow.
2022-2023 Wrap-Up Reminders
For Pulse Cash rewards and points earned
this campaign year (July 1, 2022-June 30, 2023):
- Pulse Cash rewards earned this year but not redeemed by June 30, 2023 will roll over and be available next campaign year.
- Points earned this year will not roll over into next year. Your points balance will reset at zero on July 1, 2023.
Be in the Know VIPs Notification
All confirmed Be in the Know VIPs for the 2022–2023 campaign year will be notified by Virgin Pulse email in August 2023. This year’s VIPs will earn special recognition for achieving Level 4 reward and completing a biometric screening.
On July 1, complete details about the 2023-2024 Be in the Know campaign will be available on www.hr.upenn.edu/beintheknow and the Virgin Pulse platform at join.virginpulse.com/penn.
*Per IRS guidelines, all Be in the Know rewards are subject to applicable payroll taxes at the time they are earned and rewarded to participants - even if rewards have not yet been redeemed (i.e., spent). While the rewards are provided through Virgin Pulse's Rewards Program, mandatory payroll taxes on the value of earned rewards will be processed through participants' paychecks. For the 2023-2024 campaign year, taxes will be processed in October 2023, and January, April, and July 2024 paychecks. Participants will see applicable rewards taxes deducted from their paychecks in these months, if rewards were earned during the prior time period. Paystubs will note "Imputed Income: Wellness" plus the amount of earned rewards for that particular tax cycle.
Your privacy is strictly protected. Penn receives only aggregated data for the participating population. Penn will never know your individual screening results, health assessment answers or personal health goals.
Penn's Fertility Benefit Helps Families Grow
The University is committed to supporting faculty, staff, and postdoctoral researchers and fellows through family planning. That’s why Penn has partnered with Carrot Fertility to bring you inclusive, comprehensive fertility health and family-forming benefits that support wherever you are on your journey. This benefit provides you with exclusive resources designed to make fertility care more accessible and affordable, no matter your age, sex, sexual orientation, gender identity, or location.
Effective July 1, Carrot replaces the current medical coverage for all fertility-related services. The benefit remains at a flat $30,000 lifetime maximum that can be used for a variety of fertility treatments. Carrot will also take over the administration
of the University’s Adoption benefit. The eligibility and reimbursement will remain at $5,000. For details about Penn’s adoption policy, visit the Adoption Assistance webpage.
Accessing your fertility benefit is quick and easy. Just visit get-carrot.com/signup to register and create your account.
Here is what you can expect as you explore the resources available to you.
Personalized Expert Guidance
- A free, personalized step-by-step guide created with your unique needs in mind to support you through your family-forming journey
- Unlimited, free virtual visits with fertility health and family-forming experts, including reproductive endocrinologists, urologists, adoption experts, and mental health professionals. They will help you navigate your options, costs, and answer your questions.
- A library of expert-produced educational resources, including articles, how-to videos, and more
- At-home support through Carrot’s complete telehealth platform, including a fertility health and wellness test, an ovulation tracking bracelet, and more
Provider Network Discounts and Access to Funds
- Find a trusted provider with Carrot’s vetted network of 3,600+ clinics and 2,500+ attorneys and agencies around the world.
- Receive exclusive discounts and expedited appointments at top clinics and agencies.
- Access your Carrot Card, a flexible, pre-funded card to use for eligible care and services without having to pay out-of-pocket. You must submit your receipts directly to Carrot to have the services verified.
- Access an easy platform to use your employer-sponsored funds.
- Get support from live translators during benefit chats in over 120 countries.
Support With:
- Understanding fertility health
- Preservation (egg, sperm, embryo)
- Assisted reproduction such as in vitro fertilization (IVF)
- Adoption
- Gestational carrier support (commonly referred to as surrogacy)
- Donor assistance
- Pregnancy
For more information about Carrot Fertility, visit get-carrot.com.
Commuter Benefits Discount Increasing This Fall
Penn Parking & Commuter Services recently announced that, starting in September, there will be a significant increase in the discount the University provides to eligible faculty, staff, and postdocs who use Philadelphia regional public transportation to commute.
Currently,
Penn’s commuter benefit provides a 5% discount on commuter fares and passes purchased through pre-tax payroll deductions
and 10% discount on SEPTA monthly passes.
Effective September 1, 2023, the University plans to raise the discount on Philadelphia regional passes to 50% with a maximum discount of $105 per month. The new discount is scheduled to coincide
with the Department of Parking & Commuter Services’ launch of a new program management platform that will offer an enhanced user interface and related support services.
This 50% discount will be available for transportation options
including SEPTA’s Monthly City TransPass and Monthly Regional TrailPass (SEPTA Key’s Travel Wallet is not included), PATCO, New Jersey Transit, and Amtrak’s Prepaid 10-pack tickets and Monthly Pass.
The Commuter Card will continue to be offered with a discount of 5%. This card allows participants to load pre-tax contributions onto a debit card that can be used to pay for a variety of eligible transit expenses. The pre-tax
deduction of up to $300 per month will still be available, adding additional savings potential to riders.
Current commuter program participants are not required to make any changes to their commuter benefit selection at this time.
Enrollment will open later in the summer. Watch for additional updates, including new enrollment guidance and deadlines, between now and September. Webinars and other communications are also planned to ease the transition for this exciting
new offering.
Contact Parking & Commuter Services
For additional details and commuter services contacts, visit this commuting resources page.
Fostering Friendship Continues
In May, we invited myHR readers to share their tips for developing and sustaining collegial friendships in our Fostering Friendship survey , in
order to learn more about Penn workplace friendships and inspire new connections. Now we’re extending the survey to give more readers the opportunity to participate and enter the Fostering Friendship prize drawing.
Selected Fostering
Friendship survey entries will be published in an upcoming issue of myHR. To show our gratitude for participation, one Penn faculty or staff member’s entry will be selected at random to receive a gift package from the Human Resources
Work-life and Wellness team. To be eligible for the prize drawing, complete the Fostering Friendship questionnaire by July 5, 2023, at 5 p.m. EST.
Multiple studies and polls show that friendships between colleagues have positive impacts
on careers, as well as physical and emotional health. According to Gallup, employees who have a best friend at work are significantly
more likely to:
- engage customers and internal partners
- get more done in less time
- support a safe workplace with fewer accidents and reliability concerns
- innovate and share ideas
- have fun while at work
The Penn community offers an array of groups and events where faculty and staff can connect with others and deepen their friendships with coworkers. These include the wellness activities featured in this issue of myHR, University-affiliated groups, and community partnership programs like Penn Volunteers in Public Service.
For more emotional well-being resources, visit the MindWell at Penn page.
Healthy Meals: Quinoa Greek Salad
If you are looking for ways to mix up your salad routine, add this Quinoa Greek Salad to the menu. Packed with quinoa, chickpeas, red onion, cucumbers, tomatoes, and spinach, this hearty salad is easy and quick to prepare for a summer picnic. It also
makes a great side dish at dinnertime or enjoy it as a lunchtime treat.
Click here to send us your healthy recipes and tips.
Ingredients:
For Dressing:
1/3 cup olive oil
2 tablespoons red wine vinegar
1 clove garlic, minced
1/4 teaspoon Dijon mustard
1 teaspoon dried oregano
Kosher salt and black pepper, to taste
For Salad:
(1) 15oz can chickpeas (drained and rinsed)
2 cups quinoa (cooked)
1/4 cup red onion
1/2 cup kalamata olives
1/2 cup low fat feta
1 ½ cup Persian cucumber (sliced thin)
1 ½
cup cherry tomatoes (chopped)
2 cups of spinach (chopped) 1/2 parsley (chopped
Directions:
In a small bowl, combine ingredients for the dressing. Whisk and add olive oil as you whisk.
Divide dressing into 4 separate containers or mason jars. Layer other ingredients in each container as you please.
- Refrigerate for up to 4 days. If storing in a mason jar, pour onto bowl/plate before serving.
Meet With a Registered Dietitian Today!
- One-on-One, virtual sessions you can schedule at any time that works for you
- 100% covered under many insurance plans
- Available to spouses and dependents
- Fill out the Nutrition Counseling Sign Up Form or call 800-484-7720.
Did You Know: Employment Verification
Whether you’re applying for a loan, a volunteer position, or a new job, you may need Penn to verify your employment. The first step is to visit the Employment Verification Services web page for links to the basic automated service for current University faculty and staff, instructions for more detailed requests, and verification for former employees. For assistance,
log on to the Penn Employee Solution Center website or call (215) 898-7372.
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