Transcript Orientation - Samford University

Samford University
New Employee Orientation
ETHICSPOINT
Samford University has set up a phone and Internetbased reporting system which will allow people to report
issues or concerns in a totally anonymous and
confidential manner.
 866-384-4277
 Human Resources website
 Samford Portal under Quick Links
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ETHICSPOINT
EthicsPoint can be used to anonymously report:
 Ethical violations relating to accounting or finance
 Theft
 Harassment
 Discrimination
 Conspiracy
How can employees have confidence and provide
assurance regarding their anonymity?
 Reports are protected by the latest encryption
technology.
 EthicsPoint does not track or capture screen names or
computer address (no cookies)
 Reports are never emailed, faxed or mailed and are only
made available to trained personnel
Lynda.com
Online tutor
 Online software training accessible via the
Samford portal and the HR website
 Offers training in
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Business Applications (i.e. MS Office)
Design
Developer
Home Computing
Plus Creative Inspirations
NO HARASSMENT POLICY
Samford University does not and will not tolerate harassment of our
employees. The term harassment includes, but not limited to:
 Slurs
 Jokes
 Pranks
 Signs & other verbal graphic or physical conduct relating to an individual’s
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Race
Color
Sex
National origin
Citizenship
Age
Disability
Sexual advances
Requests for sexual favors
 Unwelcome or offensive touching or any other verbal graphic or physical
conduct due to a sexual nature
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NO HARASSMENT
Report such conduct to:
 Your immediate supervisor
 Your supervisor’s immediate supervisor
 Director of Human Resources
 Do not assume that the University’s
management is aware that a problem
exists.
 It is the employee’s responsibility to bring
a complaint and concerns to
management’s attention so that it can be
resolved.
WORKER’S COMPENSATION
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Under Samford University policy, workers who are
injured at the workplace or in the course of employment
must report the injury to their supervisor.
An employee with an injury will be required to undergo a
drug test and if impaired, may not be paid benefits
under the Alabama Worker’s Compensation Law. In
addition, the employee’s continued employment may be
jeopardized.
Refusal to take a urine or blood drug test after an
accident will forfeit your rights to recover benefits.
DRUG FREE WORKPLACE
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It is the policy of Samford University that the unlawful manufacture,
distribution, dispensation, possession or use of a controlled
substance in Samford University’s workplace is prohibited.
Violators will be disciplined, terminated or requested to participate
in a rehabilitation program.
The term controlled substance includes but is not limited to:
– Heroin
– Marijuana
– Cocaine
– PCP
– “Crack”
– Legal drugs not prescribed by a licensed physician
Employees are required by law to report to Samford University
within five (5) days of the date of any conviction of any federal or
state criminal drug statute where violation occurred on Samford
University’s premises.
Employee Email Distribution
Lists
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The University has numerous distribution lists
available for discussion and communication.
They are as follows:
Employee – L
Faculty – L
Staff – L
Announce – L
Classifieds
Discuss
Employee Email Distribution
Lists
List
Purpose
Membership
Users can unsubscribe?
EMPLOYEE-L
Distribution of University business
related information to Samford
employees.
All faculty and
staff
No
Faculty-l
Distribution of job related
information to Samford faculty.
All faculty
No
Staff-l
Distribution of job related
information to Samford staff.
All staff
No
Announce-l
Distribution of announcements of
interest to the Samford community.
All faculty and
staff
Yes
Classifieds
Distribution of classified
advertisements to the Samford
community.
All faculty and
staff
Yes
Discuss
Distribution of discussions of
interest to the Samford community.
All faculty and
staff
Yes
Employee Distribution Lists
The Employee – L list should only be used for
official University business related matters.
 Non-business related matters should use
Announce – L, Classifieds, or Discuss, depending
on what is appropriate for the topic.
 We ask that care be given when using “Reply
All” in outlook for Employee – L messages, as
those responses are sent to both the sender and
the list.
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Employee Email Distribution
Lists
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If at any time you would like to subscribe
or unsubscribe from Announce,
Classifieds, or Discuss, please contact the
Help Desk at 726-2662 or
[email protected].
Samford 403b Plan
All employees are eligible to defer into a
403b plan immediately upon hire subject
to IRS statutory maximums.
 We have two providers that you can
choose from: Fidelity and TIAA-CREF
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Samford 403b Plan
You may set aside pre-tax (traditional)
and/or post tax (Roth) dollars to your
individual account.
 You may begin deferrals to an account at
any time and you may discontinue your
deferrals to that account at any time.
 Only full-time employees are eligible for
the match/contribution.
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Campus Map
Employee Parking Decal
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These instructions are also in your packet.
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You will need your license plate # to register for
your permit.
1. Please log in to Banner. Go to the Employee tab.
 2. Scroll down to the bottom of the list to “Employee
Parking Permits.”
 3. Enter in tag # and make of vehicle. Click continue.
 4. Enter in the model of vehicle. Click continue.
 5. Your permit will come in your Samford department
mail.
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Employee Parking Decal
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The permit should go on the driver’s side lower left ,
front windshield.
You also will see Parking FAQ’s in case you have
questions regarding parking on campus or you can email
Transportation Services directly at [email protected].
Employees are permitted to receive two permits for two
different vehicles. The permits are repositionable and will
not permanently adhere to your window. If you need to
update your vehicle information please contact
Transportation Services by emailing [email protected]
or calling 4146.
Personal Information
Direct Deposit Form
Payroll Advice Form
Example Pay Advice
ATTENDANCE REPORT
Monthly Payroll Schedule
BW Payroll Schedule
A-4 Form
W-4 Form
Check List
SAMFORD UNIVERSITY EMPLOYEE BENEFITS
SUMMARY 2015
BENEFIT
WHO PAYS?
WHO IS ELIGIBLE?
ELIGIBILITY BEGINS
WHAT DO YOU RECEIVE?
Blue Cross/Blue Shield PPO
Health/Dental
Insurance
Samford- 75%
Employee- 25%
Full-time employees
Immediately
Dental Insurance
(not available
without Medical)
Samford- 75%
Employee-25%
Full-time employees
Immediately
(available without
Medical)
Employee
Full-time employees
Immediately
Life Insurance
Samford- 100%
Full-time employees
Immediately
Death benefit equal to 2.5 times annual salary. Reduces at age 65. $2000
benefit on spouse and dependent children.
AD&D - includes
travel assistance
Samford-100%
Full-time employees
Immediately
Death benefit equal to 2.5 times annual salary in the event of accidental
death. Worldwide Emergency Assistance Services.
Accident Insurance
(Optional)
Employee
Full-time employees
First day of the month
Benefit in the event of death or dismemberment following employment.
Long Term Disability
Insurance
Samford
Full-time employees
Immediately
Long term disability coverage effective on the first day of the month after
hire.
Business Travel
Samford
All employees
Immediately
Coverage for death benefit while traveling on University business.
Employee and
Samford
All employees may
contribute; only
employees meeting
eligibility requirements
receive
match/contribution.
Immediately for
employee deferral; for
Samford match and
contribution, 1 year
service with entry date
on 1/1 and 7/1.
Voluntary payroll deduction whereby employees may tax defer a portion of
their annual salary through Fidelity and TIAA-CREF. After entry date,
Samford provides 100% match on first 3% of employee deferral plus there is
a graduated contribution. Samford match and contribution subject to
graduated vesting.
Full-time employees
Varies depending on
employment status
VSP Vision Plan
403b Plans
Sick Days
Vacation
Samford
Samford
Full-time employees
Varies depending on
employment status
Ee-$128.44/month, Ee+1-$259.74 /month, Family-$302.38/per month
Blue Cross/Blue Shield PPO.
Cost included in Medical Premium
Optional vision plan.
Ee-$7.39/month, Ee+1-$14.78/month, Family-$23.80/per month
Bi-weekly staff employees earn 3.47 hours per pay period. Monthly staff
employees earn one day per month. Available after 3 months service.
Administrative-Faculty employees earn one day per month. Available
immediately.
Faculty - Ten days upon employment, then one additional day earned per
All staff employees are granted vacation each year on July 1. All vacation
month worked. Available immediately.
must be used during that calendar year. Grant received is dependent upon
years of service. Newly hired employees receive a prorated amount of
vacation during their first year of employment which is available after 3
months of employment.
Administrative-Faculty and also Faculty on 12-month contracts receive 24
days at the beginning of each fiscal year (July 1). All vacation must be taken
within fiscal year. Available immediately.
BENEFIT
Health and Dental Plan
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The provider for our health and dental plans is Blue
Cross Blue Shield of Alabama
The plans are PPO plans. This means you may visit any
doctor of your choosing within the BCBS preferred
provider network without a referral.
To find an in-network provider, go to BCBSAL.com and
click on the Find a Doctor link.
You are allowed to visit out-of-network providers,
however to receive the maximum benefit try to visit
preferred providers.
SPDs for both the health and dental plan are included on
your thumb drive.
Health and Dental Plan
Coverage is effective upon your full time
hire date.
 You have 30 days from your full time hire
date in which to enroll in coverage.
 There are three levels of coverage
offered:
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– Individual
– Two-person (employee + one dependent)
– Family (employee + two or more dependents)
Health and Dental Rates
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2015 Rates:
Monthly Paid Employees
– Individual Coverage: $128.44/month
– 2Person Coverage: $259.74/month
– Family Coverage: $302.38/month
Bi-Weekly Paid Employees
– Individual Coverage: $64.22/pay period
– 2Person Coverage: $129.87/pay period
– Family Coverage: $151.19/pay period
Please note that deductions of the Bi-Weekly payroll are
deducted from 24 paychecks per year.
Health Plan
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Physician co-pay is $25.00 for primary care physician
and $40.00 for specialist physician.
Primary care physician includes: Internist, Family Care
doctor, OBGYN, Pediatrician.
Examples of specialist physician: ENT,
Gastroenterologist, Dermatologist
The major medical deductible is $350 per person with a
maximum of $1,050 per family. This deductible is
calendar year.
Prescription Coverage
Prescription drug coverage is included in the
health plan
 It is a point of sale prescription plan. This
means you pay for prescription at time of sale
and then file for reimbursement with BCBS.
 Reimbursement schedule
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– 100% for generic
– 80% for preferred name brand, after deductible has
been met
– 60% for non-preferred name brand, after deductible
has been met
– 50% for specialty, after deductible has been met
Prescription Coverage
To receive the reimbursement you must
have your prescriptions filled at a
participating pharmacy. There is no
reimbursement when you go out of
network.
 To find a participating pharmacy, go to
BCBSAL.com and click on the link, Find A
Pharmacy.
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How to File Drug Claims Online
Vision Coverage
Vision coverage is also included in the
health plan
 Covers routine vision care
 Pays 80% of the allowed amount with no
deductible
 Coverage limited to $200.00 per person
each 24-month period. The 24 month
period is from the time the benefit is used.
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Dental
Plan provides for two routine cleanings per
year with no deductible, no co-pay
 $25 deductible for non-routine services
 Coverage is limited to a total of $1000.00
per member per year
 Orthodontia coverage is available for
dependents age 19 and under. Coverage
is limited to $2000 total.
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AirMed
If you are hospitalized more than 150
miles from home, Air Medical Services
provides air ambulance transport to a
hospital near your home.
 Individuals and family members covered
by the health plan are also eligible for Air
Medical Services.
 Eligibility is verified prior to providing
services.
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Air Med
Areas of the world that the US State
Department has issued travel restrictions
or declared a high risk are subject to
exclusion.
 A member with simple injuries or mild
illness, which can be treated by a local
doctor and does not require hospitalization
does not qualify for air medical transport.
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BCBS Application – Due 30 days
from your full time hire date
VSP Vision Care
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VSP Vision Care is an optional vision plan
available to all full time employees.
You do not have to be a participant in the
Samford BCBS plan to participate in the
VSP Vision Care Plan.
If you do enroll in the Samford BCBS plan
the VSP benefits would be in addition to
the vision benefits provided in the BCBS
plan.
VSP Vision Care
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2015 Rates:
Monthly Paid Employees
– Individual Coverage: $7.39/month
– 2Person Coverage: $14.78/month
– Family Coverage: $23.80/month
Bi-Weekly Paid Employees
– Individual Coverage: $3.70/pay period
– 2Person Coverage: $7.39/pay period
– Family Coverage: $11.90/pay period
Please note that deductions of the Bi-Weekly Payroll
are deducted from 24 paychecks per year.
VSP Vision Care
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The VSP Vision Care Plan provides for:
– Well Vision Exam once every calendar year,
subject to a $20 co-pay when using a VSP
doctor.
– Prescription Glasses, subject to a $20.00 copay when using a VSP doctor
 Lenses every calendar year
 Frames every other calendar year (up to $150
allowance for a wide selection of frames)
VSP Vision Care
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The VSP Vision Care Plan provides for:
– Contacts (instead of glasses) every calendar
year
 Up to a $60 co-pay for your contact lens exam
(fitting and evaluation)
 Up to $150 allowance for contacts
VSP Vision Care
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Extra Savings and Discounts
– 20-25% savings on non-covered lens options
– 20% off additional glasses and sunglasses,
including lens options, form any VSP provider
within 12 months of your Well Vision Exam
– Average of 15% off the regular price or 5%
off the promotional price of laser vision
correction from contracted facilities
VSP Vision Care
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If you use a provider other than a VSP
doctor:
– Exams covered up to $45
– Single Vision Lenses covered up to $30
– Lined Bifocal Lenses covered up to $50
– Lined Trifocal Lenses covered up to $10
– Frames covered up to $70
– Contacts covered up to $105
VSP Vision Care
Life Insurance
Basic group life coverage in the amount of
2.5 times salary is provided for all full time
employees of the University.
 Premium is paid by Samford
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Accidental Death and
Dismemberment Policy
AD&D coverage in the amount of 2.5
times salary is provided for all full time
employees of the University.
 Premium is paid by Samford
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Dependent Life Insurance
Dependent life insurance in the amount of
$2,000.00 is available for all full time
employees.
 Premium is paid for by Samford.
 Eligible dependents are spouses and
children age 18 and under or age 23 and
under if full time student.
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Long Term Disability (LTD)
Available to all full time employees.
 Premium is paid for by the University
 If you are sick or disabled, after a period
of 90 days of continuous disability you will
be eligible to receive a monthly benefit.
 Benefit is 60% of your pre-disability
earnings, reduced by other income
benefits such as Social Security disability.
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Optional Life Insurance
Have 30 days to enroll
 Can enroll in optional employee life,
spousal life and/or dependent life
 To enroll in additional spouse and/or
dependent life, must also enroll in optional
employee life.
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Optional Employee Life
You may enroll in optional employee life up to a
maximum of $500,000 of coverage in
increments of $10,000.
 The guaranteed issue amount is $100,000. Any
amount over $100,000 is subject to evidence of
insurability.
 The premium is age based. Scale is included on
the Notes for Optional Life Insurance form.
 The premium is an after-tax deduction on your
paycheck. Because of this, the insurance may be
discontinued at any time.
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Optional Spousal Life
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You may enroll in optional spousal life up to a maximum
of $500,000 of coverage in increments of $10,000.
The guaranteed issue amount is $50,000. Any amount
over $50,000 is subject to evidence of insurability.
The premium is age based. Scale is included on the
Notes for Optional Life Insurance form.
Remember to enroll in this coverage, you must enroll in
at least $10,000 of optional employee life.
Please note, the amount of optional spousal life must be
equal to or less than the amount of optional employee
life.
Optional Dependent Life
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You may enroll in optional dependent life up to a
maximum of $10,000 of coverage in increments of
$5,000.
The premium for $5000 of coverage is $1.00 per
month and the premium for $10,000 of coverage is
$2.00 per month.
This insurance is for dependents age 18 and under
or age 23 and under if the dependent is a full time
student.
Remember to enroll in this coverage you must enroll
in at least $10,000 in optional employee life.
Optional AD&D Insurance
You may enroll in optional accidental
death and dismemberment insurance
(AD&D) up to a maximum of $500,000 in
increments of $1,000.
 Amounts in excess of $250K cannot
exceed 10 times your salary.
 The premiums are 1.9 cents per $1000 for
individual coverage and 3 cents per $1000
for family coverage.
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Life Insurance Enrollment Form
Business Travel
Samford University provides, at no cost to
its employees, a benefit in the event of
your death while traveling on University
business.
 The benefit for full-time employees is
based on your position and annual salary
and ranges from $200,000 to $500,000.
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Medical Spending Account
Allows you to set aside pre-tax dollars for medical
expenses.
 You may elect to have up to $2550.00 set aside for the
2015 plan year
 Examples of eligible expenses are co-pays, deductibles,
and prescriptions.
 You have 30 days from your hire date to enroll in this
coverage. Next time you may enroll will be during open
enrollment.
 If you enroll, make sure to estimate your expenses
carefully. Any amount over $500 that is left in the
account at the end of the year will be forfeited.
 Amounts of $500 or less can be rolled in the 2016 plan
year.
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Medical Spending Account Form – Due 30 days
from full time hire date
Dependent Care Spending Account
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Allows you to set aside pre-tax dollars for dependent
care expenses.
You may elect to have up to $5000.00 set aside for the
2015 plan year.
Examples of eligible expenses are payments for daycare
and in-home care for your dependents.
You have 30 days from your hire date to enroll in this
coverage. Next time you may enroll will be during open
enrollment.
If you enroll, make sure to estimate your expenses
carefully. Any money left in the account at the end of
the year will be forfeited.
Dependent Care Spending Form – Due 30 days
from full time hire date
Samford University 403b Plan
All employees are eligible to defer into a
403b plan immediately upon hire subject
to IRS statutory maximums.
 Contributions by the University are applied
to individual annuities or accounts by
TIAA-CREF and Fidelity Investments.
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Samford University 403b Plan
You may set aside pre-tax (traditional)
and/or post tax (Roth) dollars to your
individual account.
 We have two providers that you can
choose from: Fidelity and TIAA-CREF
 You may defer to an account at any time
and you may discontinued your deferrals
to that account at any time.
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Samford University 403b Plan
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While you may contribute to the 403b Plan
immediately after employment, full-time
participants will be eligible to enter the
plan for an employer match and
contribution on the first January 1 or July
1 following one year of service
requirement and attainment of age 21.
Samford University 403b Plan
Once you have met the eligibility
requirements, Samford will make a $1 for
$1 match of all employee contributions up
to 3% of pay.
 This match is vested at the rate of 20%
per year.
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Samford University 403b Plan
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The contribution rate is tied to years of
service pursuant to the following
schedule:
YEARS OF PARTICIPATION
CONTRIBUTION RATE
1-3
2%
4-6
3.5%
7+
5%
Samford University 403b Plan
The contribution is applied annually on 12/31,
after you have met eligibility requirements.
 You must be employed on 12/31 to receive the
contribution.
 The contribution is vested at the rate of 20%
per year.
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Employee Tuition Benefit (ETB)
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You may use the ETB to obtain an undergraduate or
master’s degree here at Samford tuition free as a full
time employee.
Your spouse and dependent children may use the ETB to
obtain an undergraduate degree at Samford. Tuition
remission for your dependents is as follows: 50% for
the first two years of your employment, 75% beginning
with your third year of employment, 100% beginning
with your fourth year of employment.
For dependent children to be eligible you must be able
to claim them as legal dependents for the current
calendar year for federal income tax purposes.
ETB
Employees may take up to 2 undergraduate
classes or 2 graduate classes per term
 Only one class may be taken during the day
subject to approval from the department head
 Time missed from work to attend day classes
must be made up during the same workweek
and on the university work premises.
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Vacation - Faculty
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Vacation days for full time faculty on nine-month
agreements are those dates when classes are not in
session and no official duties are planned according to
the approved academic calendar of the University.
Vacation days for full time faculty on twelve month
agreements are 24 working days in each fiscal year
normally taken when classes are not in session and no
official duties are planned according to the approved
academic calendar of the University.
Vacation days do not accumulate to future agreement
years.
Vacation – Staff
Vacation is granted in a lump sum on July 1 of
each year.
 The vacation grant is to be used during that
fiscal year. Our fiscal year runs July 1 – June 30
 Any unused vacation will not carry-over from
year to year.
 Also, unused vacation will not be paid out to
terminating staff.
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Vacation - Staff
You must be employed for 3 months before you
will be eligible to take vacation.
 Once you become eligible for vacation, your
balance will be printed at the bottom of your pay
advice.
 You must indicate vacation taken on your
monthly attendance reports or on your bi-weekly
timesheets.
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Vacation – Staff
Vacation pay may not be used during the
two week notice period required when an
employee resigns.
 It is important that the resigning
incumbent be available during the notice
period to assist in the transition.
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Vacation – Staff
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During your first year of employment, vacation will
be granted as follows:
– If you are hired on or before the 15th of the
month you will receive 1 day of vacation for that
month PLUS one day of vacation for each month
remaining in that fiscal year
– If you are hired after the 15th of the month, you
will not receive any vacation grant for the month
in which you are hired, but will receive 1 day of
vacation for each month remaining in that fiscal
year.
Vacation – Staff
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Hereafter, vacation will be granted as follows:
– On the July 1st of your 2nd year of continuous
employment = 14 days
– On the July 1st of your 4th year of continuous
employment = 16 days
– On the July 1st of your 6th year of continuous
employment = 18 days
Vacation - Staff
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On the July 1st of your 11th year of
continuous employment = 20 days
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On the July 1st of your 16th year of
continuous employment= 24 days
Sick Leave - Faculty
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Faculty employees are awarded 10 days of sick
leave upon employment.
Additional sick leave is earned at the rate of one
work day of sick leave per month.
No more than 90 days of paid sick leave may be
accumulated.
Charges against sick leave accumulation are
made only during the nine or twelve months of
the agreement.
No compensation or other benefit is received for
sick leave not taken.
Sick Leave - Staff
Staff accrues 12 days of sick leave per
year.
 Maximum sick leave accrual is 90 days.
 Sick leave may only be taken up to the
amount that is accrued. We do not
advance sick leave.
 Sick leave may be taken after you have
completed three months of continuous full
time employment.
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Holidays - Faculty
Nine month faculty members are entitled to
absences for all holidays indicated in the
approved academic calendar of the University.
 Workload permitting, twelve month faculty are
entitled to the official University holidays when
University offices are closed.
 Time off to observe holidays when the University
offices are open must be taken as vacation time.
 Holidays observed by Samford are: New Year’s
Day, MLK Day, Easter Monday, Memorial Day,
July 4th, Labor Day, Thanksgiving Day, Friday
after Thanksgiving, and Christmas Day.
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Holidays - Staff
The holidays observed by Samford are:
New Year’s Day, MLK Day, Easter Monday,
Memorial Day, July 4th, Labor Day,
Thanksgiving Day, Friday after
Thanksgiving, and Christmas Day.
 These holidays are also listed in your
employee handbook and on the Human
Resources webpage.
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Funeral Leave
Bereavement leave up to 5 days to attend
or arrange funerals for spouse, child or
step child.
 Up to three days to attend or arrange
funerals for immediate family.
 Immediate family includes: parent, sibling,
grandparent, grandchild, parent-in-law,
brother and sister-in-law, daughter and
son-in-law and grandparent-in-law.
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Other Benefits
Free admission to most home athletic events
 10% discount at the University Bookstore on
books and other items
 Food service facilities located in the University
Center – including $2.00 Friday in the Cafeteria
 An official branch of the United States Post
Office is located on the ground floor of the
University Center.
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Other Benefits
Employees receive one free ticket to most
theater productions. Call the Theater Box
Office, ext. 2853, between the hours of 1:30pm
and 4:30pm.
 Weight room, swimming pool, racquetball court,
and indoor track facilities are available to faculty
and staff when classes are not in session. For
dates and times of availability contact Campus
Rec at extension 2194.

Thank you for joining us
in New Hire Orientation!
ENJOY THE REST
OF YOUR DAY!