Newsletter
Welcome to the HR Newsletter: May 2025
This month’s edition brings you important updates on the upcoming 2025-2026 Open Enrollment period, guidance on reviewing your pay stubs, details about the University 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.
2025-2026 Open Enrollment
The 2025-2026 Open Enrollment will take place from May 12 to May 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 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 March 24 Employee Convocation, Dr. Costin announced that the university will be closed from Wednesday, Dec. 24, 2025, through Thursday, Jan. 1, 2025. 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 is 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.
Carry Over 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.
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).
- August 11: Earliest effective hire/start date for Fall 25’ Student Workers.
- August 18: Deadline to terminate or transition Summer Temp employees before Fall classes begin.
International Students
- According to US 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, 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.
- For more information, please visit our website regarding International Student Workers: International Student Employment.
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)
- They 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 www.liberty.edu/Workday or reach out to Recruiting@liberty.edu with any questions.
2025 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 1 or more employees to register for this unique opportunity and attend to hear from a diverse field of experts regarding this new curriculum.
- Event Dates: June 26 and 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.
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.
We have also created a New Employee Resources webpage to help our new employees find information regarding their onboarding steps and about other topics covered during orientation.
View the New Employee Resources page
Urgent Care Versus Emergency Care: A Cost and Time-Saving Alternative
By: Michael Bohan, LU Director of Benefits Administration
I recently had a great experience with our Wards Road Walk-in-Care clinic through our Direct Primary Care Program (DPC).
As a DPC enrollee, I paid $0. I simply booked an appointment through the “Reserve my Spot” link, received a text when they were ready, and was in and out in just 15 minutes. A similar ER visit would have cost around $500 and taken 2-3 hours of my time.
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. The walk-in clinic is perfect for non-emergencies like mine, while the ER is better used for 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 well-being. Taking time to assess your medical requirements thoughtfully can have a positive impact not only on your health but also on your 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: Extended hours without appointments
Accessing Our Direct Primary Care (DPC) Program
Our Direct Primary Care (DPC) program offers a wide range of providers who are ready to assist you with your healthcare needs. (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 DPC program is only available to benefitted Liberty University employees).
- The “Reserve my Spot” tool is a convenient way to book appointments on the go and will allow you to 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 role? Liberty has licensed with Microsoft CoPilot to provide all employees with a generative AI platform that provides enhanced data security and breach protection, as 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 Guidance.
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.