Frequently Asked Questions

Below you will find a list of commonly asked questions and answers provided by our team of human resource professionals. While we welcome your call, or email to human.resources@millersville.edu, we invite you to use this resource as an option for fast and accurate assistance.

Background Clearances

Classification

Compliance Training

Employee Benefits (Education Assistance)

Employee Benefits (Flexible Spending Accounts)

Employee Benefits (Leave of Absence)

Employee Benefits (Life Insurance & LTD)

Employee Benefits (Medical)

Employee Benefits (Retirement)

Employee Recognition

Labor Relations

Miscellaneous

Payroll

Performance Management

Recruiting (Current Employees)

Recruiting (External Applicants)

Work Related Injury

  • Background Clearances - How can I request a copy of my background clearances?

    Our office would be happy to assist faculty, staff and student employees with obtaining a copy of their background clearance.

    To request a copy of the most recent documents on file in our office, please email human.resources@millersville.edu.  You will be asked to collect your copies from our office after presenting your photo identification.

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  • Background Clearances - I have questions pertaining to my Child Abuse History Clearance. Who can I contact?

    For technical support in using the Child Welfare Information Solution portal to submit your clearance request or to review your results, please contact their support center at 1-877-343-0494.

    For clearance result questions, you may also connect with the ChildLine Verification Unit at 717-783-6211 or 877-371-5422.

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  • Background Clearances - I never received my FBI fingerprint results. How can I request another copy?

    FBI fingerprint results are sent via email directly to the applicant/employee from PASafeCheck.The link to your result is valid for one-time use.  A physical copy will be mailed within two weeks to the residence address provided when registering for the fingerprint.

    Individuals may request an additional copy by contacting the ChildLine Verification Unit at 717-783-6211 or 877-371-5422.

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  • Classification - When should a position's classification be reviewed?

    A position's classification should be reviewed:

    1. when the position is newly created position or vacated,
    2. when the position has significantly changed,
    3. when the position is changed as part of a restructuring.
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  • Classification - Who initiates a classification review?

    Either an employee or supervisor can initiate a request. However, employees should discuss their requests for an audit with their supervisor so that the supervisor can verify the accuracy of the job duties and changes leading to the request.

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  • Classification - What documents are required for a classification review?

    The required documents and process is outlined on the Cover Sheet. If multiple positions in the department are changing, the required documents are needed for every position. In addition, our office will ask for a memo from the department or division head explaining the rational for the restructuring and the new and prior organizational charts.

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  • Classification - How long does a classification review take to complete?

    For non-management positions, Human Resources aims to complete each review within 30 days of receiving the required packet of signed documents for the position being reviewed. The Classification Manager may require additional time beyond the 30-day time if the review involves more than one job/position. For management positions, the review process may be longer.

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  • Classification - Does a supervisor influence a position's classification?

    Yes. The supervisor determines the duties assigned to a position and the degree of independence exercised in the carrying out of those duties.  If a position is a new or vacant position that has been revised substantially, the Classification Manager will discuss the position duties with the supervisor.

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  • Classification - Can a position be reclassified to a lower tier (E.G. Clerical Assistant 3 to Clerical Assistant 2)?

    Yes, this can happen if the position's duties, responsibilities, and independence of action are reduced significantly. A position can also move laterally and remain in the same pay range.

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  • Classification - What factors impact the classification of a position?
    • Nature & variety of work permanently assigned to the employee
    • Complexity of work assigned
    • Supervision or guidance received
    • Availability of procedures and guidelines
    • Originality required in problem solving
    • Consequences of errors
    • Span on influence
    • Nature and finality of decisions
    • Long-term impact of decisions
    • Supervision or guidance exercised over others
    • Knowledge, skills, abilities, experience needed to do work
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  • Classification - What factors do not impact a position's classification?
    • Number of years worked at university
    • Quality of performance
    • Employee's financial need
    • Employee's loyalty to University or department
    • Employee's personal qualifications and experience
    • Volume of work assigned to the employee
    • Dependability of the employee
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  • Compliance Training - I am retiring/separating my employment. Am I required to complete assigned training?

    Compliance training assignments will remain in effect for the term of active employment.  When an individual is no longer actively employed, the training assignment will be terminated.

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  • Compliance Training - Do I need to submit my certificate of completion for assigned Get Inclusive compliance training?

    Employees who complete assigned Get Inclusive training are not required to submit certificates of completion to the Office of Human Resources.  Our office does, however, recommend that employees download certificates for their personal records.

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  • Employee Benefits (Education Assistance) - Who do I contact to get my Public Service Loan Forgiveness (PSLF) paperwork completed?

    Please forward your PSLF inquiries directly to linda.spak@millersville.edu.

    The State System has engaged TIAA’s student loan solution partner, Savi, to offer resources and assistance to help State System employees and their family members find the best federal repayment and forgiveness programs for their financial situation, and take advantage of programs like Public Service Loan Forgiveness (PSLF).  Learn more on PASSHE's website and/or visit TIAA's site to explore options.

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  • Employee Benefits (Education Assistance) - What is my tuition waiver benefit?

    Tuition waiver benefit provisions vary per collective bargaining unit and therefore are outlined in individual bargaining agreements.  After consulting your CBA, please contact Casandra Miller, casandra.miller@millersville.edu, for consultation on this valuable benefit.

    Remember to apply to become a student, and following acceptance, submit your tuition waiver request.  Tuition waiver forms and their due dates are available on the Office of Human Resources webpage.

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  • Employee Benefits (Flexible Spending Accounts) - What is a Flexible Spending Account and how do I sign up?

    Flexible spending account (FSA) participation is available to full-time permanent employees, including temporary faculty employed for a one-academic year contract, and permanent part-time employees, including temporary faculty employed for a one-academic year contract, who work 50% time. 

    Flexible spending account (FSA) and dependent care assistance programs allow employees to have income withheld from their paychecks before taxes for eventual reimbursement of certain healthcare and childcare expenses.

    Flexible Spending Account participation is an annual election.  Open enrollment for FSAs is early November with a January 1 effective date.

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  • Employee Benefits (Leave of Absence) - I have a future medical event which requires time off. How do I request a leave of absence?

    To discuss leave of absence provisions, including FMLA eligibility, and to receive FMLA forms, please email or contact Casandra Miller, Casandra.Miller@millersville.edu.

    Employees absent for more than three consecutive scheduled work days must submit physician's documentation which includes a return to work date, to their supervisor, who will direct it to the Office of Human Resources.  

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  • Employee Benefits (Life Insurance & LTD) - What is my life insurance benefit?

    PASSHE enrolls all permanent employees in our group life insurance program administered by MetLife at no cost to the employee.  The amount of term life insurance is equal to the nearest $1,000 of basic annual salary, up to the applicable maximum.

    You can learn more on PASSHE's website, including the process for beneficiary election and a link to MetLife's website to manage your account and file a claim.

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  • Employee Benefits (Life Insurance & LTD) - If I don't sign up for these plans when I am first hired, when can I join?

    You can enroll in our voluntary life insurance and long-term disability plans at any time, but if you enroll after 31 days of employment, you will be required to complete and submit and Evidence of Insurability form to the Office of Human Resources.

     

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  • Employee Benefits (Medical) - When is Open Enrollment?

    PEBTF health benefit open enrollment for AFSCME and SCUPA employees generally occurs in late October for a January 1 effective date.

    PASSHE health benefit open enrollment for APSCUF, Management, Coaches, OPEIU and SPFPA employees occurs in late April to early May with a July 1 effective date.

    Flexible Spending Account open enrollment is early November with a January 1 effective date.

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  • Employee Benefits (Medical) - How can I receive a new medical insurance card?

    Highmark Blue Shield members

    Replacement ID Cards can be ordered directly from Highmark Blue Shield.  Select the "Member" tab; log-in to your account; select "Order ID card".  You may also print a temporary card for the interim.

    You can then select which of your covered members you need replacement cards for.  The cards take about 10 business days to get to you via mail.

    Cards can also be requested by phone - call Highmark Customer Service at 1-866-727-4935

    AETNA PPO Members

    Call 1-800-991-9222 for a new or replacement card.

    HMO members

    PASSHE website under employee unit, then "Medical" tab for a list of HMO's and their websites.  Log-in as a member to request ID cards OR call Customer Service of HMO plan.

    PEBTF website - select HMO plan and log-in as a member to order ID cards OR call Customer Service of HMO plan.

    Supplemental Benefits

    PASSHE Dental Benefits through United Concordia - printable ID card can be printed on-line by logging in as a member.

    PEBTF Dental Benefits through United Concordia

    Vision Benefits through National Vision Administrators - printable ID card available on-line via Subscriber log-in.  Cards can also be ordered on-line.

    Faculty - Contact local APSCUF Office for direction

    PEBTF Prescription through CVS Caremark

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  • Employee Benefits (Retirement) - I'm considering retirement. Where do I begin?:

    Congratulations on contemplating this exciting transition!  PASSHE provides a prospective retiree webpage complete with bargaining unit individualized retirement checklists, retirement guides, medical eligibility, leave payouts and additional benefits explained.

    Please note that it's recommended to allow 90-120 days to prepare for your retirement date.

    Contact Casandra Miller, casandra.miller@millersville.edu to verify your eligibility for retirement and to begin the process.

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  • Employee Benefits (Retirement) - Can I change ARP companies?

    You may change your Alternative Retirement Plan vendor selection or allocation of contributions (2) times during a calendar year.

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  • Employee Benefits (Retirement) - How much can I contribute to my ARP?

    Employees are required to contribute 5% of their covered salary and may not contribute any additional amount.  

    Employees may open a voluntary retirement plan (tax sheltered annuity 403b or deferred compensation account) to make additional contributions to a separate retirement savings program.  To learn more about tax sheltered annuities (TSA 403b) and deferred compensation plans, please visit PASSHE's website.

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  • Employee Benefits (Retirement) - How much will the Pennsylvania State System of Higher Education contribute to my ARP?

    Currently the employer contribution is 9.29% of your covered salary.  The rate is established by the legislature and subject to revision.

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  • Employee Benefits (Retirement) - If I become dissatisfied with the retirement plan I chose, can I switch between PSERS, SERS, and the ARP?

    Employees cannot make a change in retirement plan election.  Enrollment in any of these plans is a one-time, irrevocable election.

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  • Employee Recognition - How are employees nominated to receive and EPPIIC Value Award?

    Millersville University’s EPPIIC values serve as guiding principles to help us fulfill our mission, achieve our vision, and attain our goals. Our EPPIIC Value Awards (EVA) are designed to recognize faculty, staff, or units within the University community who consistently demonstrate an EPPIIC value while performing their role(s) or whose involvement on a project significantly supported the University’s strategic plan.

    One award will be given annually for each of the six EPPIIC values.

    Learn more about Millersville University's EPPIIC Values and the annual EPPIIC Value Award (EVA) nomination process and submit your nomination this year!

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  • Employee Recognition - What are Millersville Milestones and how are they earned?

    Millersville University celebrates employee years of service by awarding Millersville Milestones annually.  

    At the conclusion of each calendar year, the Office of Human Resources will calculate years of service for all regular full and part-time employees. Employees with a five-year service increment will be recognized.

    Please note:

    • Service year will be based on the calendar year, January 1 – December 31.
    • Employees will not be credited for prior years when a break in service occurs or for years served at another Pennsylvania state university.
    • Employees on a leave of absence will continue to accrue service time for the purpose of this program.
    • Distribution of awards will be made during the year following one in which a milestone has been achieved.
    • Recognized employees must be actively employed at the time of award distribution in order to receive their award.
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  • Employee Recognition - How are faculty and staff awards and activities chosen for inclusion in the Millersville News blog?

    Faculty and staff are invited to submit a summary of their activity or recognition received by submitting this FORM.

    Example activities we've celebrated in this publication include:

    • Awards & Nominations
    • Board Elections
    • Certifications
    • Keynote Addresses
    • Leadership Roles in Local and National Organizations
    • Publications
    • Research

    Let your achievements be seen!

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  • Employee Recognition - How are Millersville University community member names collected for the Veterans Day Salute?

    In 2019, the Office of Human Resources requested University community members to share their name and miliary branch for the purpose of acknowledging service to their country on Veterans Day.  Since then we've shared the same request via Ville Daily each year.  Interested veterans can email their name and miliary branch to Wendy Bowersox, Office of Human Resources, at wendy.bowersox@millersville.edu for inclusion in this annual listing.

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  • Labor Relations - I am a union member. Who should I contact if I have a question about my rights and protections under the Collective Bargaining Agreement ("CBA")?

    AFSCME:  Doug Stettenbauer doug.stettenbauer@millersville.edu 

    APSCUF:  Robyn Davis robyn.davis@millersville.edu

    APSCUF -Non Faculty Coaches:  Andy Young andy.young@millersville.edu

    OPEIU:  Ana Hess ana.hess@millersville.edu

    SPFPA:  Jason Flood Jason.flood@millersville.edu

    POA:  Alison Learn alison.learn@millersville.edu

    SCUPA:  Rita Miller rita.miller@millersville.edu

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  • Labor Relations - Where can I view myunion's Collective Bargaining Agreement ("CBA")?
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  • Labor Relations - Who can I contact to file a complaint against a Millersville University employee?

    To file a complaint against a Millersville University employee, please contact Bradley Davis, Labor Relations Manager Bradley.davis@millersville.edu, or Melissa Higgins, Assistant Director of Human Resources Melissa.Higgins@millersville.edu.

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  • Miscellaneous - How do I change my address?

    Download and complete the Change of Address and Residency Certification Form.  Completed documents may be submitted to the Office of Human Resources electronically via human.resources@millersville.edu or in person by visiting us in Dilworth Building, Room 105.

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  • Miscellaneous - How do I update my legal name?

    Legal name changes require presentation of an updated Social Security Card identifying your new name.  An employee who has secured an updated Social Security Card may download and complete a new I-9 form.

    A video demonstrating I-9 Form completion has been prepared for your review.

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  • Miscellaneous - How do I share my chosen name?

    Students and employees will be permitted to change their preferred name once per semester.  Student requests will be reviewed by the Office of the Registrar.  Employee requests will be reviewed by the Office of Human Resources.

    Refer to the Chosen Name Policy for more information.

     

     

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  • Payroll - When do I get paid?

    Please see PASSHE's Paydays and Holidays calendar for designated pay dates for the current calendar year.

    View Millersville University's payroll processing schedule to understand beginning and end of payroll cycle dates, due dates, pay dates, and the 26 pay and 20 pay faculty schedule.

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  • Payroll - Where can I locate my online pay statement?

    To view your online pay statement, follow the below steps:

    1.  Select the ESS icon from the Millersville University logins screen or use this link - 

    https://portal.passhe.edu/irj/portal

    logins and system icons

     

     

     

     

     


    2.  Enter your MU credentials.  

    3.  Once logged in, select the "Fiori Self-Service" tab.

    Self Service Menu Items

     

     

     

    4.  Select the "My Paystubs" block.

    Fiori functions menu options

     

     

     

     

     

     

    5.  Locate the paystub of interest to download or print.

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  • Payroll - How do I change my direct deposit account information?

    To change your direct deposit account, please download and complete the Direct Deposit Authorization Form.  Deliver the completed form with accompanying voided check or documentation on bank letterhead with your name, transit routing number and your account number, to the Office of Human Resources.

    Please note that prior to making the change, electronically submitted forms will be verified by a payroll staff member who will contact you at your Millersville University office phone number.

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  • Payroll - How do I sign up for electronic delivery of my W-2?

    Employees may view, download and print their W-2 in Employee Self-Service (ESS).  Please note:

    • You must provide your consent to receive your W-2 in ESS in electronic format in lieu of paper format. A consent form will display before you are allowed to select your option.
    • If you consent to receive your W-2 electronically, you will not receive a paper copy of your W-2.
    • Consent for electronic W-2s continue year after year until consent is withdrawn.
    • If you do not consent to electronic delivery, you will only receive your W-2 in the mail and will not be able to access it electronically.

     

    To enroll in electronic delivery of your W-2, or to change your election, please follow these steps:

    1.  Select the ESS icon from the Millersville University logins screen or use this link - 

    https://portal.passhe.edu/irj/portal

    2.  Enter your MU credentials.  

    3.  Select the "Payroll" tab.

    4.  Scroll down to "Update W-2 Election".  (If using Fiori Self-Service, from the "HR User" tab click on the "Update W-2 Election".)

    5.  Once in the application, choose the appropriate button to enroll in the electronic delivery option.  Your current election is displayed directly above the button choices.

    6.  An announcement in January each year notifies employees that W-2s are available for viewing.  You will see a link in ESS under the "Payroll" tab which reads "Display W-2 Form"  (If using Fiori, select the tile "Display W-2 Form".)  For added security, you will be required to enter the last four digits of your Social Security number in order to view your W-2.

    7.  Choose the line for the appropriate year and then select "Display".  Your W-2 will appear below.

     

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  • Payroll - How do I submit a request for leave (Annual, Personal, Sick, etc.)?

    A video demonstrating this process has been prepared for your review.

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  • Payroll - How do I record overtime or comp time worked?

    A video demonstrating this process has been prepared for your review.

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  • Payroll - How do I hire a student employee?

    Answers to questions regarding student payroll processes, including hiring new students, payroll forms, E-time system use (collection of student employee hours worked), People Admin system postings (posting a student job), etc., can be found HERE.

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  • Performance Management - I forgot to include a critical item in my self-evaluation. Is it possible to reopen my evaluation to add this information to my review?

    Please contact Cheryl Hodges, cheryl.hodges@millersville.edu, to request assistance with adding content to your self-evaluation.

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  • Recruiting (Current Employees) - I received approval from the VMC to hire a new employee. What do I need to do to begin the process?

    To move forward with a VMC-approved position, contact Cheryl Hodges, cheryl.hodges@millersville.edu or Linda Spak, linda.spak@millersville.edu, to request the most recent job description for the approved position as well as a list of next steps.

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  • Recruiting (Current Employees) - Who should I contact if I need to hire a temporary employee?

    Linda Spak, linda.spak@millersville.edu, is happy to assist with discussions surrounding temporary employment needs.

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  • Recruiting (External Applicants) - How do I apply for employment at Millersville University?

    Thank you for your interest in joining our team!  Individuals interested in searching employment opportunities at Millersville University may visit our employment posting portal.  Qualified applicants may complete an online application by selecting "Apply for this Job" on the job posting page.

    Applications for employment can only be accepted via the online employment posting portal.  (We do not accept mailed or emailed expressions of employment interest.)

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  • Recruiting (External Applicants) - I am unable to submit my reference letter via the link I was provided. Help?

    Please email your letter of reference to Cheryl Hodges, cheryl.hodges@millersville.edu.  You will receive an email confirmation after the document has been uploaded.

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  • Recruiting (External Applicants) - Is it possible for me to update the information on my application?

    Yes, we can reactivate your application. Please email our office at human.resources@millersville.edu.  You will receive an email from Human.Resources@Millersville.edu with instructions to access your application and update the necessary information.

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  • Recruiting (External Applicants) - I need to update contact information for one of my references. Who do I contact?

    Please send an email with the correct information to Cherl Hodges at  Cheryl.Hodges@Millersville.edu. Please do not copy the person from whom you are requesting the reference.

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  • Recruiting (External Applicants) - I am having difficulty uploading some of my application materials. The page keeps trying to process the upload and eventually times out. Can you help?

    Yes, please send the document to Cheryl Hodges at Cheryl.Hodges@Millersville.edu. You will receive an email confirmation after the document has been uploaded.

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  • Recruiting (External Applicants) - How can I check the status of my application or progress on a search?

    Please contact the Office of Human Resources at (717) 871-4950 and ask to speak with a member of the recruitment team. We are happy to assist you!

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  • Recruiting (External Applicants) - I am NOT furloughed PASSHE faculty. May I still apply for a position of this type?

    Only furloughed faculty will be considered for these positions.

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  • Recruiting (External Applicants) - I am trying to upload my transcripts to my application, and it keeps saying "PDF conversion failed". Help?

    If the transcripts are protected, they will not upload successfully. Please send a PDF copy of your transcripts to Cheryl Hodges at Cheryl.Hodges@Millersville.edu. A confirmation email will be sent when they have been uploaded.

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  • Recruiting (External Applicants) - I applied for a position that was advertised on your website and received an email stating that the search has been discontinued. Will my application stay on file and be considered if you decide to start the hiring process again?

    We apologize for any inconvenience that this may have caused. Unfortunately, that posting will not be reopened, and the applications will remain in an inactive state.  We invite you to reapply to positions of interest!

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  • Recruiting (External Applicants) - I received an email stating that I am a finalist for the position that I applied for and that I will be receiving an email from CustomerSupport@HireRight.com but I have yet to receive the email. Is there something that I need to do?

    We apologize for any inconvenience that this may have caused. Please check your spam folder as occasionally the email is directed there.  If you still do not see the email, please contact a member of the recruitment team by emailing Cheryl Hodges, cheryl.hodges@millersville.edu, or Linda Spak, linda.spak@millersville.edu.

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  • Work Related Injury - What paperwork is required when an employee experiences a work-related injury?

    Please notify your supervisor immediately following a work-related injury.

    An injured employee must complete the Employee’s Report of Injury form.

    The supervisor of the injured employee must complete the Employer’s Report of Injury form.

    Both forms must be sent to the Office of Human Resources immediately.

     

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  • Work Related Injury - Which provider can I see for my work-related injury?

    Employees must seek treatment from Millersville University's Panel of Providers for 90 days from the first date of treatment.  After this 90-day period, if treatment is still needed, the injured employee may go to another healthcare provider for treatment as long
    as they notify their claims adjuster within five (5) days of the visit to a new provider.

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