Department Monthly Emails

Did you know?

•  The Employee Assistance Program (EAP) offers a full range of services to employees and their families including:
  • Legal
  • Financial
  • Counseling
  • Life Balance.
• Services are confidential and are offered at no cost to you through OUHSC’s partnership with Magellan Health.

How does this affect me?

•  Wills – Are you part of the 60% of Americans living without a will? Do you know what will happen to your family and how they will be taken care of in your absence? The EAP program can help you draft legal documents including a living will.
•  Identity Theft – 1 in every 16 US adults will be a victim of identity theft this year. Magellan offers an Identity Theft Assistance Program. They will equip you with their trademarked “ID Theft Emergency Response Kit” as well as provide you with forms and letters to submit to your creditors and credit agencies. For immediate assistance call, 800.327.5043 and ask to speak to an identity theft specialist.
•  Vacation – Everyone deserves a little R&R, but no one likes to go broke trying to relax. With Magellan’s LifeMart you can save up to 40% on millions of products and services including hotels, theme parks, retail stores, car rentals, and MOVIE TICKETS.

Questions?

•  Click here to download a one-page informational sheet.
•  Or login to Magellan’s website as a guest using the number 800.327.5043

Did you know?

•  You should receive your 2019 W-2 in the mail by February 15. If you haven’t received it by this date, you will need to reach out to Payroll (405-271-2055).
•  Alternatively, you can access your W-2 and 1095-C documents online now instead of by paper, here.

W-4, you can do so through Self-Service.
Questions?

•  Contact the office staff with any questions.

In an effort to provide the Department with OUHSC resources and tips, brief informational emails will be sent periodically from the Micro Office account. Hopefully you will find these emails useful, and maybe you’ll even choose to retain them for future reference.

Time for spring cleaning?

•  You can dispose of most old or broken pieces of equipment free of charge.
•  Safely disposing of an old computer is as simple as filling out a form.

How do you do it?

•  Equipment – simply send an SUR to micro‐office@ouhsc.edu with a list of items for disposal. Include a description of the item and the OUHSC inventory tag, if there is one.
•  Computers – follow the instructions listed in the link: https://it.ouhsc.edu/services/servicedesk/greensafe.asp

Please note: IT will erase all data on your computer prior to disposal.

Questions?

•  Contact the office staff with any questions.

Did you know?

•  If your lab ships hazardous materials, the FAA (Federal Aviation Administration) can stop by unannounced and request to see proof of up‐to‐date EHSO (Environmental Health and Safety Office) DOT (Department of Transportation) Shipping Biological Materials training certificates and records of shipping receipts for up to the two previous years.

It could happen to you…

•  Recently, a Department lab received a surprise visit from the FAA. The lab was required to produce a copy of an up‐to‐date EHSO DOT Shipping Biological Materials training certificate as well as a shipping log.

Be prepared!
Please note: It is the responsibility of each lab (that ships hazardous material) to:

1.  Ensure all relevant personnel complete appropriate training
2.  Maintain shipping logs for two previous years

To do: Place copies of the following documentation in an accessible location within the lab (many labs use a red folder to store this and similar information for easy access):

1.  Up‐to‐date certificates proving successful completion of training for each relevant staff
2.  A record of every shipping receipt for two (2) previous years

Questions?

•  Contact the office staff with any questions.

Did you know?

•  The Environmental Health and Safety Office (EHSO) is responsible for surplus pick‐up and proper disposal of all chemicals and hazardous waste materials on campus. This service is offered at no‐cost to the department (with several exceptions).

How does this affect me?

•  Should your lab need to dispose of chemical or hazardous waste material, please follow the instructions on the Hazardous Waste Removal Form, available on the Department website. Contact EHSO for further assistance, 405‐271‐3000.

Questions?

•  Visit the following OUHSC EHSO website, https://labman.ouhsc.edu/hbSections.aspx?ID=610, for additional information.
•  Or contact the office staff with any questions.

Did you know?

•  If you experience a work-related injury, you must be treated by a “certified workplace medical provider” in order to be covered under workers’ compensation.
  •  For injuries that occur during business hours, visit one of two locations:

1.  Concentra

200 S Quadrum Dr
Oklahoma City, OK 73108
405-942-8767

2.  McBride Clinic

4901 W Reno Ave #500
Oklahoma City, OK 73127
405-230-9250

*Needle Sticks Only* Occupational Medicine Clinic
OU Physicians Building
825 NE 10th Street, Ste 4A
Oklahoma City, OK 73104
405-271-WORK

•  For injuries that occur after business hours, or for emergencies, go directly to the emergency room on campus:

OU Medical Center
700 NE 13th Street
Oklahoma City, OK 73104

• For more information and required forms, visit: https://hr.ouhsc.edu/Employees/Workers-Compensation#3166316-where-getting-medical-treatment

Questions?

•  Contact the office staff with any questions.

Did you know?

• OUHSC offers many fringe benefits. For example:
  •  Employee Assistance Program: designed to help you find resources for various issues you may be facing (for more information, visit: https://hr.ou.edu/Wellness/Healthy-Sooners/Employee-Assistance-Program)
  •  iceDOT: a Personal Emergency Preparedness system (for more information, visit: https://hr.ou.edu/Emergency-Preparedness)
  •  NRGY: a fitness center located in Nicholson Tower, available to staff and faculty. Employees who earn a base income of less than $60,000 are eligible for a fee waiver program (for more information or to request access, email OUFIT@ouhsc.edu)
  •  Employee Discount Program: various local and national discount offers available to employees (to see current promotions, visit: https://hr.ou.edu/Employee-Discount-Program and log in using your OUHSC credentials)

FYI:

•  OUHSC Benefits Fair (October 24 & 26): look for additional forthcoming information from OUHSC HR
•  Open Enrollment: Reminder that Open Enrollment will begin October 23

Questions?

• Contact the office staff with any questions.

Please review for some purchasing dos & don’ts

•  Memberships & licenses reminders
  •  Do pay these by either invoice or personal card & submit reimbursement
  •  Don’t use Pcard or travel card to purchase these

• Reimbursement & invoice reminders
  •  Do submit your receipts, as well as invoices, as soon as possible for reimbursement.  Please note: receipts for reimbursement are due within 120 days after purchase; invoices must be PAID in 45 days

•  Purchases requiring a requisition
  •  Do submit a requisition to micro-office@ouhsc.edu (to be approved by the Purchasing Department) for any order exceeding $5,000. Please note: orders exceeding $5,000 cannot be split in order to fall under the limit
  •  Do submit a requisition to micro-office@ouhsc.edu (to be approved by the Purchasing Department) for all services and for purchases involving radioactive material or laboratory animals

•  When in doubt, ask micro-office@ouhsc.edu!

Questions?

•  Contact the office staff with any questions.

Did you know?

•  You can make changes to your insurance outside of the enrollment period if you experience a Qualifying Life Event.

So, what’s a Qualifying Life Event?

•  Birth of a child, adoption, marriage, divorce, loss of spouse’s coverage, adult children under the age of 26 who obtain other coverage, and death of a spouse or dependent are considered Qualifying Events.

What do I need to do if I experience a Qualifying Event?

1. Complete the Benefits Change Form

•  Link: https://hr.ou.edu/Employees/Insurance/Changing-Insurance-for-Life-Events

2. Submit required documentation (this will vary, depending on the Qualifying Event)

• Link: https://hr.ou.edu/Employees/Insurance/Changing-Insurance-for-Life-Events/Documentation

Please note: The Form and documents must be submitted within 31 days of the Qualifying Event.

Questions?

•  Contact the office staff with any questions.