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Welcome to the HR Newsletter: May 2025

This month’s edition brings you important updates on the upcoming 2025-26 Open Enrollment period, guidance on reviewing your pay stubs, details about the university’s Christmas closure, and essential information for summer temporary employees and student workers. We’re also excited to announce Liberty University’s first-ever Leadership on the Mountain Summit, plus valuable healthcare insights!

We hope you find this newsletter helpful, and if you have any questions or concerns, you are welcome to contact us at (434) 592–7330 or HR@liberty.edu.


2025-26 Open Enrollment

The 2025-2026 Open Enrollment will take place May 12-29. To ensure you have a thorough understanding of this year’s benefit offerings, as well as how to elect your benefits within Workday, HR will be hosting several employee group meetings in the HR training room in Green Hall, Room 1572.  

Please coordinate with your manager and use the following link to RSVP for the session you’d like to attend. If you need further assistance, you can schedule an individual meeting with an HR benefits team member.

More information on the 2025 Open Enrollment period will be shared in the coming weeks.


Reviewing Your Pay Stubs Regularly

Keeping your payroll information accurate is essential! We encourage all employees to review their pay stubs regularly to ensure everything is correct. Here are the key areas to check:  

  • Wages and Earnings – Verify your hours worked, pay rate, and total earnings. 
  • HR and Payroll Addresses – Ensure your address is up to date to avoid any delays. 
  • Benefit Deductions – Confirm that your selected benefits are being deducted correctly. 
  • Federal and State Tax Withholdings – Make sure your tax withholdings align with your preferences. 
     

If you notice any discrepancies or have questions, our payroll team is happy to help! Reach out to LUPayroll@liberty.edu for assistance. 


University Christmas Holiday Closure

At the Employee Convocation on March 24, President Costin announced that the university will be closed from Wednesday, Dec. 24, 2025, through Thursday, Jan. 1, 2026. Full-time benefited employees will receive 6 holidays in Workday to be used to cover the Christmas holiday. Below are some important details to understand how the Christmas closure will work.   

Important Dates: 

  • April 22, 2025: Christmas time off became available in your time off balance. You can request it today. 
  • December 2025: More information on requesting carryover for essential workers will be released. 
     

Requesting Time Off: Please request Christmas time off like you would any other holiday. If you need a refresher on submitting time off, you can find our time off guide here.   

Carryover Policy: Christmas time off, like all other holidays, will not carry over into 2026 if unused. Essential workers required to work during the university Christmas closure will have the opportunity to request a carryover for the days they were unable to use. More details will be provided in December on how to request Christmas carryover. 


Parental Bonding Leave Now Available

Effective May 1, 2025, eligible employees may take up to 6 weeks of paid parental bonding leave following the birth of a child. This leave is separate from and additional to the University’s paid maternity disability leave and paid adoption leave benefits. Parental bonding leave must be used within 6 months of the child’s birth date; any unused leave will expire after this period. Employees who qualify for the university’s maternity disability leave may begin their parental bonding leave immediately following the conclusion of their Short-Term Disability Insurance (STDI) benefit period. To apply, employees should submit a Parental Bonding Leave Request Form to Human Resources at least 30 days before the anticipated start date when possible. For questions, please contact Human Resources at hr@university.edu or (434) 592-7330.


Summer Temp and Student Worker Reminders

As we prepare for summer, here are the key dates and reminders for hiring and managing student workers and summer temporary employees.   

Key Dates 

  • May 1: Earliest effective hire/start date for summer temps (*please see below regarding international students). 
  • First week in June: All student workers should be transferred to summer temp job profiles or terminated no later than the first week in June (please see below for exceptions). 
  • Aug. 11: Earliest effective hire/start date for Fall 2025 student workers.  
  • Aug. 18: Deadline to terminate or transition summer temp employees before fall classes begin.

  

International Students 

  • According to U.S. Citizenship and Immigration Services regulations, international students may work 40 hours per week during any school-sponsored vacation (according to the academic calendar).   
  • When moved to a summer temp job profile, international students may work 40 hours per week beginning on or after May 11, 2025, but must not exceed 18 hours before that date.   
  • International F1 students who do not have a U.S. Social Security Number (SSN) and have not previously worked in the U.S. must contact recruiting@liberty.edu to begin the application process. This step is required before the hire process. Please be aware that international F1 students without an SSN will not be permitted to start working until an SSN card is provided for the onboarding process. Completion of the I-9 and E-Verify procedures must be completed before the first day of work.  

No action is Required For Students Who Are: 

  • Enrolled in summer classes and working fewer than 29 hours on a regular weekly basis 
  • Not working over the summer but will return to their student worker job in the fall 

Administrative Graduate Assistants (AGAs) 

  • AGAs are classified as student workers and will also need to be moved to summer temp job profiles. (GSAs are contracted and therefore do not need to be moved into summer temp job profiles unless their contract has ended and the department keeps them on over the summer.)   

For additional information and resources, please visit our Workday website or reach out to recruiting@liberty.edu with any questions. 


Leadership on the Mountain Summit

We are thrilled to announce Liberty University’s first-ever Leadership on the Mountain Summit hosted by Human Resources. Over this 2-day, in-person event, you will learn about the LEADERS (Lordship, Environment, Accountability, Development, Execution, Results, and Shepherding) curriculum that will set the stage for all future leadership training programs here at Liberty.  

We invite any Liberty leader who manages one or more employees to register for this unique opportunity and hear from a diverse field of experts regarding this new curriculum. 

  • Event Dates: June 26-27 
  • Time: 10 a.m.-4:15 p.m. 
  • Location: Thomas Road Baptist Church 
  • Who should attend: Leaders who manage 1 or more employees at Liberty.
     

Register for the Summit 


New Employee Orientation

Human Resources hosts New Employee Orientation (NEO) to facilitate a positive onboarding experience for new full-time employees while providing essential content in a welcoming environment. Orientations are held every other Monday (unless otherwise specified) in Green Hall, Room 1572. If the NEO date falls on a university holiday, the orientation will be moved to the following Tuesday. New employees will receive an email invitation from HR with instructions on how to attend.

View the upcoming NEO dates

We have also created a New Employee Resources webpage to help our new employees find information regarding their onboarding steps and have access to topics covered during orientation.

View the New Employee Resources page


Walk-in Care Versus Emergency Care: A Cost and Time-Saving Alternative 

By: Michael Bohan, Director of Benefits Administration 

I recently had a great experience at the Wards Road Walk-In-Care clinic, offered through Liberty’s Direct Primary Care (DPC) program. 

As a DPC enrollee, I did not pay a fee for the visit. I simply booked an appointment through the “Reserve my Spot” link, received a text when the practitioner was ready to see me, and was in and out in 15 minutes. A similar ER visit would have cost around $500 and taken 2-3 hours. 

Using the ER for non-emergencies can result in unnecessary treatment costs and extended wait times, while Walk-In Care provides more focused and cost-effective services for minor health issues and non-emergencies. Use the ER for true emergencies like chest pain, severe burns, stroke symptoms, major trauma, or breathing difficulties.

Did you know you can save $500 to $3,000 on your medical expenses?   

When it comes to healthcare services, it is essential to prioritize the right level of care for your needs while fostering a holistic approach to your well-being. Taking time to assess your medical requirements thoughtfully can have a positive impact on both your health and financial well-being, benefiting both you and your family. 

 

Why Choose Walk-In Care? 

  • Lower Cost: $100-$200 vs. $500-$3,000 or more for ER visits 
  • Shorter Wait Times: 15-30 minutes vs. 1-4+ hours at the ER 
  • Appropriate Care: Ideal for minor cuts, colds, flu, minor fractures, infections, and routine care 
  • Convenient Access: Offers extended hours without appointments  

 

Accessing Our Direct Primary Care (DPC) Program  

Liberty’s Direct Primary Care (DPC) program offers a wide range of providers who are ready to assist you with your healthcare needs. Please note that the DPC program is available exclusively to benefited Liberty University employees. 

  • For those who have not yet enrolled in our DPC program, simply email dpc@collaborativehp.com, and you will receive an email containing a unique hyperlink to complete your registration. 
  • Once you have successfully enrolled, you will receive a welcome email with a link to start and a confirmation email link to your digital membership card. Your confirmation email will come from collaborativehp@accresa.com. Check your junk and spam mailbox if you are still waiting to receive the email within 24 hours. 
  • The “Reserve My Spot” tool is a convenient way to book appointments on the go and helps you avoid excessive wait times at an emergency room.

To learn more about Liberty’s DPC Program, contact benefits@liberty.edu.


Artificial Intelligence (AI) University Guidance 

Curious about utilizing Artificial Intelligence (AI) in your work role? Liberty has licensed with Microsoft CoPilot to provide all employees with a generative AI platform that provides enhanced data security and breach protection compared to other forms of AI like ChatGPT or Google Gemini.  

In addition to speaking with your manager about your department’s expectations, Information Systems has created a webpage with essential policies and guidance to help you use AI efficiently. For more details, please review the Information Services AI Usage Guide.


Excel in Your Role with IT Training 

As a valued Liberty employee, you have the opportunity to enhance your career by boosting your technology skills. Information Services offers a variety of training opportunities and resources for you to explore! 

  • Self-Paced Online Courses: Take advantage of our flexible, self-paced online courses designed to fit your schedule. Enhance your skills at your convenience. 
  • Virtual Training Resources: Explore our collection of virtual training resources, featuring a mix of in-house and externally created content related to Liberty’s technology products. Get assistance with productivity tools such as Microsoft 365, Adobe, and more. 
  • Personalized Training Sessions: Schedule virtual or in-person training sessions with one of our IT trainers. Simply submit a training request, and a team member will reach out to you. 
     

For more information, visit Liberty.edu/ITTraining.

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