We know that some of you will be coming in for limited, “on-call” time periods over the winter closure. We’ve included some information and a list of to-do items to assist with prepping for and during the break
In general, whether you are gone for the whole duration or will be in for limited times, you’ll need to update your email auto responder and voicemail to reflect your status and whom patients should contact in case of an urgent matter.
For updating your Email: https://accounts.stanford.edu
- Log in with your SUNet, click on the tab on top that shows Email. Click on the auto-responder and set your dates and message and hit save. This action can also be completed in Outlook app itself, by going to “file” and choosing “Automatic Replies (Out of Office)” option.
For updating an away Voicemail:
- Hit the envelope button on your phone. Type in your PIN.
- Listen to voice prompts and either change your main greeting and change back when you return or select option to change “other” greetings and set a specific time period for your holiday greeting to run.
- Be sure to indicate in the outgoing message what dates you’ll be away and who they should contact if it is an urgent matter.
Before Winter Closure
✓ Submit timecards for December
- 12/1 – 12/15 is due Thursday 12/13
- 12/16 – 12/31 is due Wednesday 12/19
✓ Update StanfordYou
– Verify your mailing address by Monday, Dec. 31 for timely delivery of your 2017 W-2 tax form
✓ Unplug ALL Devices
- Unplug ALL devices at your desk and make sure everything is properly shut down prior to departure.
✓ Take Your Food/Beverages Home
- Clear out your food from the refrigerators. The Lymphoma will be cleaning the fridges in the afternoon on Friday, Dec. 21. Anything expirable or questionable will be thrown away. If you are here over break and would like something saved, please label your food/items very clearly!
During & After Winter Closure
✓ Use your FSA or lose it
- The deadline for incurring claims for both the health care and dependent day care Flexible Spending Accounts (FSA) is Monday, Dec. 31. For the Health Care FSA, under the carryover provision, you may defer up to $500 of unused funds from your 2018 Health Care FSA into your 2019 Health Care FSA. Any 2018 FSA monies over $500 will be forfeited. Learn more on the Flexible Spending Accountsweb page.
✓ New Medical ID Cards for new plan members
- If you do not receive your new card and need medical care on or after Jan. 1, 2019 and you have newly enrolled in a plan, print a copy of your benefits Confirmation Statement as proof of coverage until you receive your new card. Note that VSP and Delta Dental do not send member cards for the vision and dental plans.
✓ Opt-in for electronic delivery of IRS Form 1095
- The IRS Form 1095 serves as your proof of medical coverage for the Affordable Care Act (ACA) individual mandate. Stanford will produce this form in January and send it to you via U.S. Mail unless you opt-in for electronic deliveryby December 31.
✓ CCTO Specific Items
- Building Maintenance has been notified and heat/power will be operational during the closure at FCTR/800 Welch for clinical staff.
- Signs will be posted for all Fed-Ex/UPS types of deliveries and they will not be sent back to sender but held for re-delivery to FCTR upon our return on Jan. 7th.
- If you are in the building and run into any copier or other issues, the clinical managers/director have been given information for handling such problems. Info will also be posted on the printers themselves, in case of dire emergencies.
Cardinal at Work has also provided a handy “Winter Closure Checklist” that you can reference for additional support/information: https://cardinalatwork.stanford.edu/engage/news/2018-winter-closure-checklist.
If you have any other concerns in advance about building functioning, please email email@example.com or feel free to ask Amanda, Christy or Treeana. If you have questions about coverage or other issues, please talk to your supervisor.
Your CCTO Admin Team