View a recording below.
Drew has entered into a partnership with Oasis, one of the nation’s leading Professional Employer Organizations (PEOs). Oasis will partner with Drew to provide Employee Benefits, Payroll Administration, Human Resources, and other services to employees, all under one umbrella, instead of using multiple different vendors as we currently do. Because of our partnership with Oasis, Drew employees will receive increased access to employee programs and services, and Oasis will work closely with each of you to take care of many Human Resources–related administrative tasks.
You may find a set of FAQ pages here, for your convenience.
View a recording below.
Dear Drew faculty and staff,
Over the past eight weeks, since we first reached out to you about our new partnership with Oasis, a vast amount of work has been accomplished to transition our employee benefits, payroll administration, human resources, and other employee services under one umbrella. On behalf of all University leadership, thank you for your cooperation with orientations, onboarding, benefits enrollment, and more. I want to especially acknowledge the HR, Payroll, Finance, and Student Employment staff—as well as those overseeing the partnership—who are working tirelessly with Oasis on this implementation.
As with any transition of this size and scope, there will need to be tweaks and adjustments along the way. As we work side by side with our Oasis partners—collecting, understanding, and inputting information and data from multiple areas within the University—we endeavor to minimize the impact on the day-to-day operations of employees. As expected, however, there will be challenges that will call for your patience and assistance over the next two months. Please rest assured that any snag you might encounter is fixable and will be resolved.
Just a few updates:
Thank you again for your continued cooperation,
Barb Bresnahan | Chief of Staff | President’s Office
Happy new year to you all. It is my hope that you each had a pleasant holiday and a well-deserved respite from work.
Last month I reached out to acknowledge the upcoming retirement of John Vitali on June 30, and to inform you of how John’s decision has allowed us to consider new and different ways to operate the institution. I am writing today to share some organizational changes resulting from this continuing review.
Understanding the difficulties we would face recruiting a new CFO during an interim presidency—and the likelihood that a new president will want to be part of selecting Drew’s next CFO—following a feasibility study and review of potential collaborators, I believe the best decision for Drew at this moment is to partner with BDO USA, LLP to outsource much of the University’s finance functions. BDO is a financial advisory firm that has extensive experience working with nonprofit and educational institutions, including higher education. They will begin their engagement with Drew on January 19.
As Senior Advisor to the President, John will work closely with me on the transition to BDO and will serve as an advisor and resource to them through his retirement date. Additionally, in this new role John will work on several other projects with me, the Cabinet, and other colleagues, and he will continue to oversee University Technology, which will ultimately transition to Provost Jessica Lakin in July. Again, I thank John for his service as a Cabinet member and VP/CFO for the past five years.
During their first 45 days at Drew, BDO will conduct an initial assessment of policies, protocols, procedures, reporting, and more, and will spend a significant amount of time speaking with the existing finance staff, as well as to various stakeholders—such as members of the board, individual Cabinet members, budget managers, etc. BDO will serve in a management capacity and will attend weekly Cabinet meetings. BDO will oversee Drew’s budget, accounting, and procurement functions beginning January 19.
As part of this overall transition, the reporting structure of the following areas will shift, effective January 19:
During this time of transition, should you have any questions related to the financial operations of your area, please direct them to your department head or respective Cabinet member.
Lastly, I recognize we have announced a great deal of transition in a relatively short period of time. Please know these decisions have not been made hastily or without proper consideration, due diligence, and approval from the Board of Trustees. These efforts strive to create a strong and financially sound future for Drew University, and I thank you for your continued cooperation and good work.
With best wishes for a healthy new year,
Thomas J. Schwarz | Interim President
Dear Drew faculty and staff,
I’m writing today to formally acknowledge the upcoming retirement of John Vitali, Vice President for Finance and Administration, on June 30, 2021. This will not come as a surprise to many of you, who have known of John’s retirement plans since he confirmed them last summer.
John joined Drew in 2016. Under his leadership, the Finance and Administration organization grew to encompass a reorganized Facilities and Campus Operations team and the new Auxiliary Services team. In addition to leading the units within Finance and Administration, John provides senior staff support to the Board of Trustees committees for audit, finance, buildings and grounds, and investments. In the short time I have worked with him, I have come to know him as a dedicated professional. Drew has benefitted from his expertise, and, when the time comes, I know you will join me in wishing him well in this next chapter.
Knowing of John’s upcoming retirement plans has allowed us to take a close look at some of the areas under his leadership in a different way and assess the best way forward for Drew. Today I want to share with you a decision resulting from that assessment.
Drew has entered into a partnership with Oasis, one of the nation’s leading Professional Employer Organizations (PEOs). A PEO partners with institutions and companies to provide Employee Benefits, Payroll Administration, Human Resources, and other services to employees, all under one outsourced umbrella. In other words, Oasis will provide increased access to employee benefits, programs, and services, as well as work closely with each of you to take care of many Payroll and Human Resources–related administrative tasks.
I understand you may have many questions about this transition and how it will affect you. It is important for you to read the emails you will be receiving in the near future, which will include information on:
Oasis orientations, currently scheduled for the week of December 14, where you will learn much more about what Oasis will offer to you.
Step-by-step instructions for on-boarding completion so that you continue to receive your paychecks and your benefits.
This is a great opportunity for Drew and its employees, and we are excited about moving forward with our Oasis partnership. We will stay in touch with you over these next two weeks with further information about Oasis, along with other staffing and organizational changes at Drew.
With continued appreciation for your dedicated service to Drew,
Thomas J. Schwarz | Interim President
Oasis will not make decisions for Drew or be responsible for enforcing Drew’s policies. Therefore all Drew policies and procedures will remain in place for Drew to administer, manage, and enforce, including enforcement of Drew’s employee handbook, faculty personnel policy, and EEO policies, to name a few. Oasis may make recommendations based on best practices, but all decisions are solely in the hands of Drew.
Adjunct faculty and student workers will receive an email about onboarding in early January.
If the new employees are working the month of January then they are initially paid through ADP and will need to sign up for payroll with ADP. They will also need to do the payroll onboarding with Oasis by January 15. The first pay period under Oasis begins February 1, 2021. As for benefits, new full-time employees who begin in January or later, who wish to have benefits will only need to sign up for those with Oasis.
Any new employees who begin after January 31, 2021, will only need to complete the Oasis employee onboarding and benefits enrollment.
Drew is taking this opportunity to update all I-9’s to ensure that all forms are completely up-to-date. I-9 inspections are a concern for all organizations and the university is no different. Penalties per violation can run up to several thousand dollars each.
Dropbox is one of the nation’s largest cloud storage providers with over 14.6 millions customers as of 2020. Dropbox files are encrypted using 256-bit Advanced Encryption Standard. Additional layers of security include Secure Sockets Layer (SSL)/Transport Layer Security (TLS) to protect data in transit between Dropbox apps and Oasis servers as well as multi-factor authentication for all Oasis end users.
All Oasis employees handling Drew data are required to take annual data security courses and all Drew I-9 data will be transferred securely into the Oasis system the same day it is received. The information will be deleted immediately from Dropbox upon transferring.
Your TIAA contributions will continue to be deducted from your paycheck in whatever manner you have currently. No action needs to be taken on your part.
Oasis is working on a migration project and enhancements to their platform. As a result, employees will be unable to update direct deposit information directly on the Employee Services Website. This functionality will remain unavailable until approximately mid-April while Oasis continues this phase of the project.
In the interim, please complete the Direct Deposit Form along with a voided check and/or a letter from your financial institution as outlined in the instructions included in the form.
As you review your pay stub, your gross pay rate should be unchanged. If you notice a difference in net pay, please take into account any new benefits deductions you may have elected or dropped. Also, your federal tax may be different as a result of the updated IRS 2021 Form W-4 you completed during Oasis onboarding. If after reviewing your pay stub you have any questions regarding your pay, please email email@example.com.
All employees will see four deductions as required under the NJ state tax code: state income tax, disability, unemployment, and family leave.
Our previous benefits administrator neglected to prorate the dental and vision benefits in the February 5, 2021 paychecks. As such, ADP will be issuing refunds to arrive on or about Friday, March 19, 2021, directly in your bank account if you have direct deposit (with ADP) or via an additional check if not.
Dental plans will change to MetLife and will include four levels from which to choose, instead of just the two currently offered. Three out of the four plans include orthodontic benefits. The remaining plan is a nice option for individuals or families who do not need orthodontic benefits in their dental plan.
Baker Tilly has now agreed to provide copies of these documents to Oasis. Any employee who has provided them in the past will not need to do so again. These documents are required not specifically by Drew or by Oasis, but by insurance providers.
You may receive an automated email from Oasis after you enroll in your benefits indicating you have to provide documentation. If you have previously provided this documentation to Baker Tilly, and you have not had any life changes since your last enrollment that would necessitate adding dependent documentation, you may disregard this email.
If you were participating in a 2020 Health Care or Dependent Care Flexible Spending Account (FSA) Baker Tilly, Baker Tilly will continue to process your claims for the 2020 plan year. This will include the grace period of March 15, 2021 to incur services and the runout period of June 30, 2021 to file claims.
If electing an FSA for the 2021 plan year you must enroll with Oasis during the benefit enrollment.
If you are currently contributing to a Health Savings Account (HSA):
If you are currently enrolled in a Commuter Transit or Parking plan, you will not lose any of your remaining funds:
1) Register 1st – Create an account on the WageWorks Website
Go to “LogIn/Register” From the drop down, click “Employee Registration”. The ID code is the last 4 of your social security number.
2) Sign up – select your commuter benefit option.
Here is an instructional video on how to navigate through your WageWorks account:
If you are interested in enrolling, you will need to make your election amount by the 4th of the month for the following month.
The transit deduction will be automatically deducted from your paycheck, and the total amount that you elect will be divided up based on the number of paychecks that you have left in the month.
If you need assistance or have questions, you can reach contact HealthEquity/WageWorks directly at 877-924-3967.
You are not required to transfer your HSA. You may have more than one HSA and have the option to keep and maintain your existing Baker Tilly HSA separately. Regardless of whether you transfer your HSA balance, any new contributions for the 2021 plan year will be made to your new WageWorks HSA.
If you have leftover funds from your 2020 FSA, you may use those to pay for services that took place in January. As our relationship with Oasis doesn’t begin until February 1, 2021, the 2021 FSA coverage doesn’t begin until that date. As such there will be no new FSA coverage for the month of January. The elected amount of the FSA for 2021 will be deducted out over 24 pay periods starting in February and will be used for claims from 2/1/2021 through the plan year.
If you think you have a balance in your 2020 Health Care FSA and want to make sure I don’t forfeit those funds, check your balance and deadlines by logging into myFlexDollars.com or using the myFlexDollars mobile app. If you have leftover funds from your 2020 FSA, you may use those to pay for services that took place up until March 15, 2021. Baker Tilly will continue to process your claims for the 2020 plan year. This will include the grace period of March 15, 2021 to incur new services and the runout period of June 30, 2021 to file claims.
You may continue using your blue benefits debit card through March 15, 2021 to pay for services for the 2020 plan year. This card will expire on March 15, 2021.
If you did not use your card for a certain expense you can file a claim online at myFlexDollars.com or by using the myFlexDollars mobile app.
Yes, the plan still provides a 2.5 month grace period to incur claims. You must incur claims for your FSA by March 15, 2021 in order for them to be eligible for 2020 funds.
The last day to submit a claim to Baker Tilly for the 2020 plan year is June 30, 2021. You can submit claims online at myFlexDollars.com or using the myFlexDollars mobile app.
You may continue to use commuter transit or parking balances through Baker Tilly for commuting to and from work through March 15, 2021. Funds remaining after March 15, 2021 will be automatically transferred to your new commuter plan provider through Oasis.
Yes, Oasis/WageWorks will be issuing a new debit card for the plans for the 2021 plan year.
You may contact the Baker Tilly Employee Benefits Center at 800-307-0230 with inquiries regarding your 2020 FSA account, balance, and deadlines.
Please contact the Oasis team of licensed benefits professionals at the Oasis Employee Services Center. The Center is available at 800-822-8704, Monday through Friday, from 8 a.m. to 7 p.m. ET. Follow the prompts to reach a benefits specialist.
Changing to Oasis will enable us to leverage their buying power to provide the best possible benefits and services to Drew employees, in some cases with savings to both our employees and to the University. Bringing all outsourcing functions under one umbrella and will save not only staff resources in managing multiple vendors, but will also save University funds.