FREQUENTLY ASKED QUESTIONS

How do I change my benefits?

Due to IRS regulations, once you have made your elections for the plan year, you cannot change your benefits until the next annual open enrollment period. The only exception is if you experience a qualifying life event. Election changes must be consistent with your life event.

Note: This restriction does not apply to the health savings account (HSA), 457(b) retirement plan, or transportation flexible spending account (FSA), which allow you to change your contribution at any time during the plan year.

How do I submit a life event?

To request a benefits change, log into Munis Employee Self Service (ESS) within 30 days of the qualifying life event. You may be required to provide proof of the event, such as a marriage license or birth certificate. 

How to Submit  Life Event Request?

Follow these steps:

1. Submit Life Event Request in Munis ESS; identify if other paperwork is required. 

2. Submit required paperwork to HR. Send via secure email (virtru) to hrbenefits@pitkincounty.com.

3. HR reviews request and once approved we generate your Life Event Enrollment.

4. Go to Benefits Section and you will see your benefits elections active for changes. Make your changes and submit your elections. 

5. HR receives your changes submitted and approves.

Help, I need to stop contributing to my Health Savings Account, what do I do?

You can make changes to your health savings account contribution in Munis Employee Self Service (ESS).  Go to the benefits section and click 'make changes' , change the contribution amount, hit continue and then submit.  Make sure you do click on the final submit button otherwise your change request will never make it to HR.

Can I change retirement account contributions and how?

You can only make contributions to the 457(b) Retirement Plan. If you already have a 457(b) account open and want to make changes to your contributions, you can do so in Munis ESS under your current benefits section. All contributions changes are effective after the 1st of the following month when the change was submitted.

What documents do I need to provide for enrolling my spouse/partner or dependent children to my benefits?

If enrolling child(ren) or spouse/partner to your benefits you must submit proof of eligibility.  HERE. For spouse/partner: civil union certificate, marriage certificate, marriage license or common law affidavit. For child(ren): birth certificate.

I need to speak with someone about a personal issue, who can I contact? 

Pitkin County encourages open communication. Feel free to reach out to your manager or your HR Businss Partner. You can certainly reach out any member of the HR Team as well.  Pitkin County provides support via Traid EAP (Employee Assistance Program).

Where do I go to get an employment verification?

We have partnered with The Work Number® database, which is a simple, quick, and private way to get your employment and income information to companies when needed.  It's available 24/7 so that you can get the decisions you need when you need them.

From now on when asked for proof of employment or income, just provide our Employer Code 20272  send them to:

• www.theworknumber.com

• 800-367-5690 M-F 8:00 am to 8:00 pm (ET)

• member@equifax.com

I need housing, are there any options?

Pitkin County has a limited number of employee housing available for new hires moving from out of state, for information email housing@pitkincounty.com.

You can also apply for employee housing with the Aspen/Pitkin County Housing Authority (APCHA).  

My legal name has changed. How do I submit changes?

There are steps you need to take to ensure your legal name is not only updated across the organization, but also with our benefits carriers.

• Employee's responsibilities: 

  1. Notify HR.- We need to understand the reason for the change to know if anything else could be impacted and we can assist you better.

  2. Update I-9.- You need to present legal documentation as proof of name change so we can update your I-9 information for accurate records. You can present new ID's, new social security card, name change decree or certified copy of name change. 

  3. IT.- Work with IT for updating your name across platforms and systems, as some of them may be unique to your department.  IT will also help you to update your email address, if needed. They will also update any IT equipment assigned to you to reflect your new name. 

  4. Badge.- You must contact Facilities department to request the change in your badge.

  5. Benefits.- For security reasons, we are not able to update some of your benefits. You will need to contact customer service yourself to request a name change (Health Savings Account, Flexible Spending Accounts, Accident Insurance, Counseling Services).

  6. Other.- Talk to your manager about updating the Pitkin County phone list, if your contact information is there. Make sure to update email signatures, office sign, phone voicemail message, department's website, external website and anything else that applies.

• Human Resources responsibilities:

  1. Name change in Munis ESS.- Once we receive proof of name change information. HR will update your name in Munis ESS.

  2. Benefits.- If you are eligible for benefits, and step 1 above is complete, this will; automatically update your name with the following benefits carriers: Allegiance (Medical Dental), VSP (Vision) and Empower (Retirement accounts).

  3. We will update Kantola.- Our HR Training Platform

  4. We will update Trakstar.- Our performance platform if you participate in our county performance program. 

Where are internal employment opportunities posted?

All internal opportunities are posted in NeoGov, our applicant tracking system.

How do I prepare for an internal interview?

Internal interviews require the same rigor as interviews with an external company. They also pose a unique set of challenges. 

1. Get Your Manager's Support:  Make sure your immediate supervisor or manager is aware of your interest in the position and that you plan to, or have, applied. 

2. Do Your Homework: Prepare for the interview and review the job description. Talk with coworkers or managers about exactly what the position entails and make sure you can answer questions about how you’ll be able to handle the new responsibilities. Connect with the hiring manager, express your interest, and find out more about the job.

3. Be Your Own Advocate: While you may feel as though the interview team and hiring manager are well aware of your tenure with the organization and all of the great things you’ve done, avoid making assumptions. It’s important to explain your experience and qualifications as if you’re telling them to a stranger.

5. Don’t Skip the “Small Stuff”: Although this might sound irrelevant, you do need to prepare and bring your resume. Make sure it has been updated with all of your most recent accomplishments. And, just as you would (or should) with an external interview, don’t overlook the step of sending thank you notes to those who are part of the interview. 

And one final piece of advice on how to ace an internal interview from Lori Scherwin, founder of Strategize That, make sure your behavior after the position has been filled, whether by you or someone else, remains professional. “If you get the job, it’s OK to be excited, but be mindful of other colleagues who may also have wanted the role and didn’t get it,” she says.  “If you don’t get it, diplomatically ask why, and how you could improve to get there next time.” And, she recommends: “Know your Plan B is it doesn’t go your way. While it’s important to be optimistic, it’s smart to scenario plan just in case you don’t get the promotion.” 

How do I know if my direct deposit changes went through and when will it become effective?

Direct deposit requests submitted by noon on the Wednesday of the week before the payday  will take effect for that payday.  You can check if your request  was processed in Munis ESS under Pay/Tax Information > Direct Deposit.  For confirmation about direct deposit account(s) changes or approvals please contact payroll@pitkincount.com.

How can I make changes to my W4?

You can make changes in Munis ESS under Pay/Tax Information > W4.

In order to have your W4 changes effective for a specific pay date you must submit changes by the second Wednesday of the pay period for that pay date.  For Pay Period dates, please review the Payroll Calendar .  If you have a special circumstance or for confirmation about W4 changes please contact payroll@pitkincounty.com.

Where do I go to see a copy or request a copy of my W2?

Current employees can view and download the current year W2s in Munis ESS under Pay/Tax Information > W2: You can choose 'view image', on the top right corner, and download  a pdf version. If you would like to request a copy via email please contact payroll@pitkincounty.com.

Former employees do not have access to Munis ESS: Paper W2s are mailed before February every year. If you need a previous year's W2, please contact payroll@pitkincounty.com.