Transcript Document

NMSU Employee
Orientation
Effective July 1, 2013
Benefit Services Department
Room 17 Hadley Hall
(575) 646-8000
Policies
http://nmsu.edu/manual/current-nmsu-policies.html
CHAPTER 1
Governance, Authority, Organizational
Structure, and Policy Changes
CHAPTER 2
General Operating Policies
CHAPTER 3
Codes of Conduct, Permissible
Activities
CHAPTER 4
Human Resources - General Policies
CHAPTER 5
Faculty Policies
CHAPTER 6
Academic - Related Policies
CHAPTER 7
Benefits
CHAPTER 8
Staff Policies
CHAPTER 9
Facilities and Services
Please Review These Policies
• 3.25 Discrimination/Equal Employment Opportunity and Affirmative
Action
– New Mexico State University is dedicated to providing equal employment opportunities
in all areas of occupation.
– Employees may contact the director of the Office of Institutional Equity/EEO for
consultation on discrimination matters at any time.
• 3.94 Sexual Harassment Policy – Gender Discrimination
-
It is the policy of New Mexico State University to provide an atmosphere free of sexual
harassment for all faculty, staff, students, and visitors.
• 4.05.10 Appeals/Grievances - Discrimination-Based Staff Also
Applicable to Applicant and Student Complaints of Discrimination to
Include Sexual Harassment
– Policies and procedures are designed to provide an objective consideration of employee
grievances.
• 7.20.45 Leaves - Family and Medical
– NMSU complies with the Family & Medical Leave Act of 1993.
• 8.50 Performance Evaluation/Probationary Period
– All new regular employees are subject to an initial probationary period
Pay Process
Paydays are semi-monthly (on the 15th and last
working day of the month)
Non-Exempt (hourly) employees are paid on a
2 week lag
Exempt (salaried) employees are paid current
Direct deposit is available for any bank or
credit union – enroll online via MyNMSU
Holiday Schedule
Martin Luther King Jr.
Day
Spring Holiday
Memorial Day
Independence day
Labor Day
Thanksgiving (2 days)
Winter Break
(Christmas Eve through
New Year’s Day)
Leave Time
Annual Leave
 12 month employees earn
22 days per fiscal year
 240 hours may be carried
forward each July 1*
 Pro-rated if working less
than 40 hours
 Leave time cannot be
advanced
Sick Leave*
 12 month employees earn
12 days per fiscal year
 800 hours may be carried
forward each July 1
 Pro-rated if working less
than 40 hours
 Doctor’s note may be
requested at any time
*excluding term employees and RTW retirees
*excluding term employees and RTW retirees
Sick Leave Bank
Available to all regular employees with at least 2
years of service
Must be enrolled in LTD to participate
Donation of 40 hours of personal sick leave to the
bank is required
Membership in the Sick Leave Bank is optional
In the event of a “personal emergency”, a member
with insufficient leave balances to cover the 135
day waiting period for LTD is eligible to apply for a
donation (maximum of 70 days per request per
fiscal year)
What is the Family and Medical
Leave Act?
• Family Medical Leave Act is a Federal Law that provides job
protected leave benefits to eligible employees.
• The 1993 Federal Act provides:
•
– Up to 12 work weeks of unpaid leave
– Ability to maintain existing medical benefit programs
– Employees must have 12 months of service with NMSU (need not be
consecutive) and have worked at least 1,250 hours in the previous 12
month period in order to be eligible for FMLA.
When does FMLA Apply?
• Birth of a child
• Placement of an adopted or foster child (must be taken within 12 months of
placement)
• Care of a child, parent, spouse or recognized domestic partner with a
serious health condition
• Serious health condition of staff member
• Care for a Service Member (only benefit that allows 26 weeks of leave,
new as of 01/08)
• Leave Policies Class offered – Go to http://training.nmsu.edu/
Eligible Dependents
 Can enroll Spouse, Domestic Partner and Partner’s Children,
and Legal Dependents (natural born, adopted, and step
children) in benefits that cover family members.
 Supporting documentation required to add/cover dependents.
 Qualified Domestic Partner – affidavit and supporting
documentation.
Note: Domestic Partner benefits are subject to taxation
 Dependent children, age restrictions based on benefit type.
Note: over age children can retain coverage with proof of
disability
http://benefits.nmsu.edu/enrollment/eligibility/
Enrollment Periods
New/Late/Open/Switch/Qualifying Event
 New Employee:
 Must enroll within 31 days of hire date.
 Late:
 Coverage begins the first of the pay period or the first of the month following
carrier approval or a 90 day waiting period. Not all coverages allow late
enrollment. Restrictions may apply.
 Open Enrollment: off-cycle open enrollment to be held late 2013
 Medical - every four years – may change carriers, add or cancel coverage
 Dental - every two years – may add or cancel coverage
 Vision – annually – may add or cancel coverage
 Switch Enrollment:
 Medical – annually may switch carriers or cancel coverage
 Dental – annually may cancel coverage
Enrollment Periods (continued)
 Qualifying Event:
 change of status (marriage, birth, death, divorce, etc.)
 Enrollment form must be received within 31 days from the date of
change in status
 Coverage begins the day after the event
 Exceptions:
 Birth of a child – coverage begins the date of birth
 Divorce – coverage ends for ex-spouse the day the divorce is final
 Vision coverage – change effective the first of the month after the event
 Documentation is needed to support the change for each type of benefit*
*Adding dependents requires documentation to support eligibility
 Premium contributions will be deducted for the whole pay period in which
the change takes place.
http://benefits.nmsu.edu/
Pre-tax Premium
The Pre-Tax Premium Plan is offered to all NMSU employees enrolled in the NMSU
Medical, Dental and Vision plans. The Pre-Tax Plan allows employees to have their
medical, dental and/or vision premiums (excluding domestic partner portions of the
premium) deducted from their salaries before income taxes are calculated. By using the
pre-tax method for premium payments, employees can reduce their taxable income, and
through tax savings, lessen the impact of insurance cost on their spendable income.
– Once enrollment in the Pre-Tax Premium Plan is completed, the Plan remains in
effect during the employee’s entire employment at NMSU:
• unless cancelled during the switch enrollment period, or;
• unless a participant makes a mid-year election change in response to a change in status and only if the
election change is “on account of and corresponds with a change in status that affects eligibility for
coverage under an employer’s plan.”
– Employees may want to consult with a tax advisor prior to making changes to the
pre-tax or post-tax election.
– Once pre-tax is opted, it will automatically apply to medical, dental, and vision
premiums.
University & Employee Contributions
to Premiums for Medical, Life and Long-Term Disability
Annual Salary
NMSU %
Employee %
$0 - $26,249
80
20
$26,250 - $31,499
70
30
$31,500+
60
40
Group Medical Insurance
 Vendors – Presbyterian, Lovelace, Blue Cross Blue Shield of NM
 Health Investment Plan – with optional Health Savings Account, HMO and PPO
 Regular employees working 20 or more hours are eligible for medical and dental
insurance
 31 days from the date of hire to enroll
 Coverage begins the first day of the pay period following 30 days of employment
 Pre-tax deduction option is available
 Affects Social Security Taxable Wages
 Cannot include in itemized deductions on tax return
 Domestic Partner benefits are not eligible
 Deductible is based on a fiscal year (July-June) *will change to calendar year
January 2014
 Late enrollment NOT available
 Potential Retiree Benefit – details on later slide
EFFECTIVE
JULY 1, 2013
Deductible
Out of Pocket Maximum
Physician Office Visit
Primary Care
Specialty Care
Presbyterian
Presbyterian HMO
Lovelace
BCBS of NM
NMHIP Preferred
Preferred Provider
Provider
Single
$1,250 Single
$350
Single
$350 Single
$ 700
Family
$2,500 2 Person
$700
2 Person
$700 2 Person $ 1,400
Family
$1,050
Family
$1,050 Family
$ 2,100
Single
2 Person
Family
$3,500 Single
$7,000 2 Person
$10,500 Family
$3,500
$7,000
$10,500
Single
2 Person
Family
$3,500 Single
$3,500
$7,000 2 Person $7,000
$10,500 Family
$10,500
20% after deductible
$25
$40
$25
$40
$30
$50
No Co-Pay
No Co-Pay
No Co-Pay
No Co-Pay
No Co-Pay
No Co-Pay
No Co-Pay
No Co-Pay
20% after deductible
$500 per admission
20%
$175
$50
$500 per admission
20%
$175
$50
$1,000 per admission
20%
$175
$50
Ambulance Services
Ground Transportation
20% after deductible
Air Ambulance
$30
$100
$30
$100
20%
20%
Durable Medical
20%
20%
25%
Preventative Services
Routine Physical
Well Child Care
Hospital Services
In-Patient Admission
Outpatient Surgery
ER Visit
Urgent Care Center
20% after deductible
Medical Insurance Benefit Comparison
Prescription Benefits
All Plans Except Presbyterian NMHIP
Vendor – ExpressScripts/Medco
Prescription benefits are included with the Medical
benefits – except Presbyterian NMHIP
When available, any prescribed medications are
automatically issued as a generic
Home delivery (mail order) is available
Some prescriptions may require pre-authorizations or
letters of medical necessity
Prescription Benefits
Presbyterian NMHIP
Offered through Presbyterian Health Plan
Benefit Cost Sharing
Prescription Drugs (Retail)
Generic (Preferred)
Brand (Preferred)
Non-Preferred
Specialty Pharmaceuticals3
Prescription Drugs
(Mail Order)
Generic ·Brand (Preferred)
Non-Preferred
3 Benefit
Certification may be required
In-network
Out-of-network
Not Covered (Must use Participating
20% 30% 40% 15%
Pharmacy, unless required due to an
Copayment up to a $250 per
emergency occurring outside of the
prescription
PHP Service Area.)
20% 30% 40%
Not Covered (Must use Participating
Pharmacy, unless required due to an
emergency occurring outside of the
PHP Service Area.)
Dental Insurance





Vendor - Delta Dental PPO
Regular employees working 20+ hours per week
31 days from the date of hire to enroll
Coverage begins the first day of the pay period following 30 days of employment
Pre-tax deduction option is available
 Affects Social Security Taxable Wages
 Cannot include in itemized deductions on tax return
 Domestic Partner benefits are not eligible
 Late enrollment not available
Total Per Pay
Employee Pay
Period
Period
 Deductible is on a calendar year
Contribution
Contribution
 (January – December)
Employee Only
$14.50
$5.80
Employee + Spouse
$29.01
$11.61
Employee + Child
$29.01
$11.61
Employee + Family
$43.51
$17.40
Vision Insurance





Vendor - Vision Service Plan (VSP)
Regular employees working 20+ hours per week
31 days from the date of hire to enroll
Coverage begins the first of the month following 30 days of employment
Pre-tax deduction option is available
 Affects Social Security Taxable Wages
 Cannot include in itemized deductions on tax return
 Domestic Partner benefits are not eligible
Employee Pay Period
 Late enrollment is available – restrictions apply
Contribution
 Coverage is effective the first of the
Employee Only
$2.81
month after 30 days of employment
Employee + Spouse
$5.93
Employee + Child(ren)
$6.34
Employee + Family
$10.13
Benefit Providers
• BCBSNM
– 877-994-2583
– www.bcbsnm.com
• Presbyterian
– 888-275-7737
– www.phs.org/sonm
• Lovelace
– 877-232-1988
– www.lovelacehealthplan.com
• Medco
-
800-743-1720
www.medco.com
• Delta Dental of NM
–
–
877-395-9420
www.deltadentalnm.com
• Vision Service Plan (VSP)
–
–
800-877-7195
www.vsp.com
Critical Illness
AFLAC
 Available to regular employees working 20 hrs per week or
more.
 Coverage begins the first of the pay period following a 30-day
waiting period.
 Pays a lump sum cash benefit for covered critical illnesses
 Employee Coverage is either $10,000 or $20,000.
 Spouse/Domestic Partner Coverage is 50% of employee coverage, either
$5,000 or $10,000.
 Eligible Dependent Child Coverage is 25% of the Employee Coverage at no
additional cost.
 Premium rates based on age and tobacco use.
Benefit Calculator
Long Term Care (LTC)
Insured by Genworth
Enrollment through www.genworth.com
Direct payment of premiums to carrier
Regular employees working 20+ hours are eligible
Family members/retirees may be eligible
31 days from the date of hire to enroll – guaranteed
issue to new employees working 30 hours or more,
between 18 and 65 years of age.
Coverage begins 1st day of the month following 30
days of employment
Late enrollment available – health statement required
Long Term Disability (LTD)
Insured by Dearborn National
Regular employees working 20+ hours are eligible
31 days from the date of hire to enroll
Coverage begins 1st day of pay period following 30
days of employment
Late enrollment available – health statement required
135 day waiting period in event of disability
Pays 60% of monthly salary to a maximum of $5,000
a month
Benefit Calculator
Basic Life & Accidental Death & Dismemberment (AD&D)
Insurance
 Insured with Dearborn National
 Employees working 20+ hours per week are eligible
 2 times the annual salary with a maximum of $75,000
 No dependent coverage available
 31 days from the date of hire to enroll
 Late enrollment available – health statement required
 Beneficiary - NM is a community property state
 Potential Retiree Benefit – details on later slide
 AD&D pays 2X Basic Life benefit
Benefit Calculator
Voluntary Life & Accidental Death & Dismemberment (AD&D)
Insurance
LIFE & AD&D


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



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
Insured with Dearborn National
Regular employees working 20+ hours per week are eligible
Enroll 31 days from the date of hire
Employee pays full cost
Age based - rates increase in birthday month for employee and spouse rates
LIFE
$20,000 up to $200,000 guaranteed with no medical review for employee/up to $600,000 with
approval
$10,000 up to the lesser of employee elected amount or $50,000 guaranteed with no medical
review for spouse/domestic partner/up to $100,000 with approval
Child coverage available with no medical review
Late enrollment available – health statement required
AD&D
Minimum $20,000 up to $250,000 with no medical review
Spouse and/or children coverage available with no medical review
Benefit Calculator
Flexible Spending Account
•
•
•
Enrollment upon hire, at open enrollment in November/December, or with
qualifying event (cannot enroll in NMHIP Health Savings Account concurrently)
Health Care FSA
– Eligible expenses include medical, dental, vision and prescription (some OTC
included)
– Can elect up to $2,500 per plan year
– Can file a claim up to the elected amount without money being in the account
at the time of filing the claim
– Any unclaimed amounts are forfeited
Dependent Care FSA
– Eligible expenses include childcare payments, camps
– Can elect up to $5,000 per plan year or $2,500 if filing joint tax returns
– Money must be in the account to file a claim
– Any unclaimed amounts are forfeited
NM Educational Retirement Board
Defined benefits program
Employees working more than .25 FTE (10
hours per week) are required to contribute
Contributions:
Employee earning $20K or less
Employee contributes 7.9% (pre-tax)
University contributes 13.15%
Employee earning more than $20K
Employee contributes 10.1% (pre-tax)
University contributes 13.15%
NM Educational Retirement Board
(continued)
 Retirement calculation uses the average salary of the last 5 years
worked OR the average of the highest 5 consecutive years of salary.
Calculation: final average salary X number of years service credit X .0235
 May retire if one of the following is met: 1) age 67 w/5 years of
service; 2) age + years of service equal 80 – penalty if under age 65; or
3) 30 years of service – penalty if before age 55
Cost of Living Adjustment (COLA) begins at age 67
*Persons who became members between July 1, 2010 and June 30, 2013 shall be eligible
for retirement: (1) age 67 with five or more years of service (2) sum of age plus years of
service equal 80 – penalty if under age 65; or (3) at any age with 30 years of service
*Persons who became members before July 1, 2010 shall be eligible for retirement: (1) age
65 with five or more years of service (2) sum of age plus years of service equal 75 (penalty
if under age 60); or (3) at any age with 25 years of service
http://www.nmerb.org
NM Alternative Retirement Plan
 Defined contribution plan
 Available only to select faculty, administrators, and some
coaching staff
 Employee contributes 10.1%; University contributes 10.15%
 Benefit Services department notifies eligible employees
 Eligible employees have 90 days from date of hire to exercise
this option
 After seven years of contributions – one-time opportunity to
switch to ERB.
 Upon leaving the university, ARP members can rollover, cash
out or annuitize the funds for disbursement.
NMSU Retirement Benefits
• Retiree Health
– Requires 10 consecutive years of health coverage as an
employee immediately prior to retirement
• Retiree Life (Group life policy)
– Can continue a basic $10,000 policy through NMSU at
reduced rate
• Additional Benefits
–
–
–
–
Discounts
Free classes
Library Access
ID Card
http://hr.nmsu.edu/benefits-hr/retiring-and-retired-employees/benefits-for-retired-employees/
Tax Sheltered Annuities & 457 Plans
All employees may participate
Allows employees to voluntarily set aside additional
funds for retirement
Contributions are on a pre-tax basis
Annual limits are set by the IRS
Catch up options available – see carriers
List of vendors available at
http://benefits.nmsu.edu/retirement/foremployees/retire-plans/
Tuition Remission Benefits
 Employees working 20+ hours per week may take 6 credit
hours per semester & 8 credits over the summer without a
tuition charge
 Available through Banner Self-Service 10 calendar days prior
to start of classes. Must be registered for class(es).
 Available to the spouse or domestic partner* if the employee
does not use all the credit hours
 Deadlines for submission:
Summer – August 1 Fall – November 1 Spring – April 1
 Courses may be subject to taxation.
 Domestic Partnership paperwork must be on file in Benefit Services for use
of this benefit
Reduced Tuition for Dependent Children
For dependent children under age 25 (undergraduate courses only)
 50% tuition discount for both full-time and part-time students.
 Employee must submit a request for tuition waiver for each semester
in which the dependent will be using the Reduced Tuition Program
 Available through Banner Self-Service 10 calendar days prior to
start of classes.
 Deadlines for submission:
Summer – August 1
Fall – November 1
Spring – April 1
 Student’s status and the employee’s employment status on the
NMSU Census Date (third Friday of the semester or last day to add
or register for summer session courses) will determine eligibility.
 Students awarded the Lottery Scholarship will not be eligible for
this benefit.
Wellness
AggieFit
 Includes Activity Center & Natatorium
Employee Assistance Program
 Counseling available
Campus Health Center
 Employees and their dependents enrolled in an NMSU health insurance
plan may use the Campus Health Center.
 $5 per visit for those enrolled on NMSU medical, $35 for employees not
enrolled (does not get billed to your insurance plan).
 Employees are not required to use annual or sick leave for their office
visits but must use leave for dependent’s appointment
Workers’ Compensation Insurance
All employees are covered for on-the-job accident
and occupational diseases
Benefits include all medical, surgical, drug expenses
and 66 2/3 of the weekly salary after a 7-day waiting
period
On-the-job accidents and injuries must be reported to
the supervisor immediately
Report forms are available on the NMSU website
All forms must be completed and turned in to the
David Carbajal at the Campus Health Center within
24 hours
Additional Benefits
Discount Season Tickets Discounts – GM,
for Athletic Events
Verizon
Tennis Center
Health Promotion
Discount Golf Course
Programs
Membership
Savings Bonds
SmartSavings Online
Discount Mall
Photo Identification Cards
• All employees are required to have an NMSU
Identification Card
– Aggie ID number
• ID photographs are taken at Corbett Center ID Services
(located across from Taos)
• The ID Card can be used as a Campus Money Card for
purchasing food items on campus
• Phone Number: 646-4835
University Communications
• Employees may sign up for the following
university-wide communication list at
• http://www.nmsu.edu/Administration/abcd.html
• In addition, employees will automatically
receive NMSU Hotline communications.
• Visit http://newscenter.nmsu.edu/ for NMSU
headlines and news.
Training Opportunities
• Hazcom (mandatory within 60 days)
– www.nmsu.edu/safety/training-link.htm
•
•
•
•
Banner
Basic Computing
Canvas
http://training.nmsu.edu
For Additional Information
http://benefits.nmsu.edu/
Please contact the Benefit Services Department
[email protected]
HR Service Center
646-8000
[email protected]
Employment, Payroll and Benefits Questions