Introduction to Benefits

Introduction to Benefits University of Utah House Staff

Benefits Department Main Office: 420 Wakara Way 8:00 am to 5:00 pm Phone: (801) 581-7447 Fax: (801) 585-7375 Email: benefits@hr.utah.edu Web: www.hr.utah.edu/ben

General Information / Benefits Campus Information Services (CIS) • Payroll, Taxes and Salary • Set up Direct Deposit and W-4 • View / print Pay Advice • View / print annual W-2 • Update personal information • Especially to your Utah address • eBenefits – view personal benefits • Set campus alert notifications

Workers Compensation Insurance • All employees are covered by the University's Workers Compensation Insurance administered through Workers Compensation Fund of Utah • Provides coverage in the event of a work-related injury or illness • Pays the cost of medical expenses • Pays 2/3 income replacement after you have been off for three days due to a covered injury or illness • An employee with a work-related injury or illness must complete the Employer's First Report of Injury or Illness Form and submit it to the HR Absence Management Team within 24 hours • If the injury or illness involves overnight hospitalization, broken bones, loss of limb, or a fatality, you or your supervisor must inform Environmental Health and Safety (EHS) immediately

Workers Compensation cont’d…. • In the event of a work-related injury or illness, you should notify your supervisor immediately and seek medical treatment • If your injury/illness is not life threatening, go to: OccMed Clinic at Redwood Health Center1525 West 2100 SouthSalt Lake City, UT 84119(801) 213-9777 Monday through Friday from 8:00 am to 5:00 pm After Hours: (801) 213-9700 or (801) 581-2292 (for the University Hospital Emergency Room) • If your injury/illness is life threatening, go to the nearest emergency medical provider

Benefits Overview The University of Utah offers a comprehensive benefits package for employees. During this presentation, you will learn about the following benefits: • Employee Health Care Plan • Group Life Insurance • Flexible Spending Accounts • Additional Benefits

Initial Enrollment Period The “Initial Enrollment Period” is the timeframe you have to enroll in benefits. The University allows you 90 days from your date of hire to complete and turn in your forms. Forms you submit to GME Office will be forwarded to Benefits Department

Annual Open Enrollment • Plan year = July 1 – June 30 • Open Enrollment is held in April each year. • Elections made during Open Enrollment are effective July 1st. • During Open Enrollment, you can: • Health Care Plan: enroll or cancel coverage, add or drop dependents, and/or change your Medical or Network Provider options • Health and/or Dependent Day Care Flexible Spending Account: enroll (enrollment does not roll over from one year to the next) • Group Legal Plan: enroll or cancel coverage

Employee Health Care Plan • There are three Medical Plan Design Options and three Network Provider Options from which to choose • Refer to the Summary Comparison of Medical and Dental Options for highlights and cost of coverage • The University pays a portion of the cost of coverage • Premiums are deducted each pay period • Employee contributions are paid through pre-tax payroll deductions • Plan Year runs from July 1st through June 30th • All options have a Pre-existing Condition Waiting Period for enrollees (waived for enrollees under age 19) • Participants in the University's WellU Wellness Program receive up to $40 off the cost of coverage per month

Employee Health Care Plan cont’d….

Provider Networks / Plan Designs • Refer to the Summary Comparison of Medical and Dental Options for highlights and cost of coverage • Summary Plan Descriptions (SPDs) are available for each Provider Network and Plan Design Option. Each SPD gives detailed information about covered services, eligibility, and claims processing. Please refer to: Summary Plan Descriptions

Employee Health Care Plan cont’d…. • Your out-of-pocket expenses are based on your Plan Design Option, Provider Network, and the Category in which your provider participates • You may visit any health care provider • Provider Network categories: University Health Care Providers – You will generally save the most in your out-of-pocket expenses Network Providers – Your out-of-pocket expenses will generally be a little higher because these providers have not discounted their rates as much as University Health Care providers Out-of-Network Providers – Plan payment is based on what a network provider would accept; your coinsurance will be based on what a network provider would accept; in addition, the provider may require you to pay the provider’s balance of billed charges

Employee Health Care Plan cont’d….

Health Care Reminders • To enroll in the Health Care Plan, you must submit your completed enrollment form to the Benefits Department within 90 days from your date of hire – submit your form as soon as possible to avoid large retro deductions and to participate in the WellU program • Your Health and Dental coverage begins the first day of the month following your date of hire, if hired on the first of the month coverage begins that day • Health Care and Dental Coverage Enrollment Form • See the Summary Comparison for Network Provider and Medical Option information • If you are unable to print any of the enrollment forms, contact the Benefits Department at (801) 581-7447 to obtain forms

Health Care Plan Legal Notices • The University has chosen to opt out of several Federal Health Insurance Portability and Accountability Act (HIPAA) requirements. For more information, see the University’s Notice to Employees. • You may be eligible for assistance in paying for health care coverage through Medicaid or the Children’s Health Insurance Program. For more information, see the University’s annual notice. • The University’s health plans comply with the HIPAA privacy provisions with regard to your protected health information. For more information, see the University’s Notice of Privacy Practices. • The University’s prescription drug coverage is creditable to Medicare Part D Plans (not including the HDHP).

Employee Assistance Program • The Employee Assistance Program (EAP) is available to all employees enrolled in the Health Care Plan, their enrolled dependents, and other family members residing in the employee’s household • The EAP is a confidential counseling service available 24 hours a day, 7 days a week • No visit limits • Can help with a variety of personal concerns • Behavioral Health coverage is included in all medical options and must be coordinated through the EAP for the maximum benefit

WellU Wellness Program

WellU Wellness Program, cont’d…

Life, Disability, and Other Voluntary Insurance • The policy documents are available online at www.hr.utah.edu/benefits/ • Dual coverage through the University is not allowed. You may not be covered as an employee and as a spouse or dependent of another University employee

Life Insurance

Basic Life Part I • Coverage provided by the University for all employees in benefit-eligible positions • Includes: • Travel Assistance Insurance • Medical evacuation, repatriation and other benefits while traveling 100 miles or more away from home • Life Conversations • Assistance in selecting the appropriate amount of life insurance • Create a will • Funeral planning assistance • Grief counseling

Life Insurance cont’d….

FSA Eligibility and Enrollment • If you are employed in a benefit-eligible position with the University, you are eligible to participate in the FSA program • The University’s Plan is administered by ASI Flex and governed by Federal law • You may enroll during your Initial Enrollment Period (first 90 days following your date of hire) • If you do not enroll during your Initial Enrollment Period, you may only enroll during Open Enrollment or after you experience a Status Change Event • The Plan Year runs from July 1 through the following June 30 • Participation will be effective the day your completed enrollment form is submitted to the Benefits Department • The amount you elect is divided between the pay periods remaining in the Plan Year and is deducted from your pay before taxes are calculated

FSA Highlights • The maximum you may elect each Plan Year is: • $2,500 Health FSA • $5,000 Dependent Day Care FSA • This amount is set by the IRS at $5,000 per calendar yearper family • The minimum is $5.00 per account per pay period • You may be reimbursed for eligible expenses incurred only while participating in the plan and during the plan year or subsequent grace period (regardless of when you are billed or pay for the expense) • Visit www.asiflex.com for lists of eligible expenses, calculators and other information

FSA Highlights cont’d…. • Your election is irrevocable unless you experience a Status Change Event(such as marriage, divorce, or birth or adoption of a child) • If you experience a Status Change Event, you may enroll or make a change to your existing election • The change to your election must be “consistent” with your Status Change Event • New enrollment or a change to an existing election must be made within 90 days of the date of the Status Change Event or before the end of the Plan Year, whichever is earlier • Annual elections do not roll over from year to year. If you wish to continue participation, you must enroll and make new elections during Open Enrollment each year

FSA Highlights cont’d…. • Reimbursement requests may be submitted via toll free fax, US Mail, or online (with scanned receipts) and may be automatically deposited into your checking or savings account • ASI Flex will send you an email notification when a reimbursement has been processed or if there is a question on your account • The University has a 2½ month grace period following the end of the Plan Year in which to incur eligible expenses and use remaining amounts in your account (September 15) • You must request reimbursement for all eligible expenses by December 31stfollowing the end of the Plan Year Amounts remaining in FSA accounts after December 31st are forfeited

Health FSAs • Eligible Health FSA expenses include copays, coinsurance amounts, prescription drugs, dental work, and contact lenses and glasses • Eligible expenses can be for you or any of your tax dependents, even if you don’t have them enrolled as your dependents on the health plan • You will be issued two Benny Visa cards for your Health FSA • Each time you use your Benny Visa card, you certify the expense is eligible and has not been reimbursed and is not reimbursable from another source • Save your detailed receipts when you use your Benny Visa card, you may be required by ASI Flex to submit your receipt to verify that the expense was eligible • If you pay out of pocket for eligible expenses, request reimbursement by using the ASI Flex Claim Form For more information see the FSA Enrollment Guide on the Benefits Department’s FSA web page

Dependent Day Care FSA • IRS Regulations only allow $5,000 to be withheld pre-tax per calendar yearper family for eligible dependent care expenses • To be eligible for reimbursement, the dependent care must be necessary to allow you to work • Includes elder care, preschool, and summer day camps, but not kindergarten, overnight camps, and other educational expenses • Eligible dependents are: • Your child or children age 12 or younger • Your spouse who is physically or mentally incapable of caring for himself/herself and resides with you for more than 1/2 of the year • Your other dependent (e.g., your parent or child age 13 or older), who (a) is physically or mentally incapable of caring for himself or herself, (b) resides with you for more than one-half of the calendar year, and (c) you claim or could claim him/her as an exemption on your taxes

Additional Benefits • Auto and Home Insurance at group rates • MetLife and Safeco • Group Legal Plan • Long Term Care • Tuition Reduction

Reminders Submit within 90 days of your date of hire REQUIRED FORMS • Health Care and Dental Coverage Enrollment Form • Life Insurance Enrollment Form OPTIONAL FORMS • FSA Enrollment Form • Hyatt Legal Plan (Online enrollment instructions) ENROLL ANYTIME • AD&D Enrollment Form • Auto and Home Insurance • Supplemental Retirement – Salary Reduction Agreements

Benefits Department Main Office: 420 Wakara Way 8:00 am to 5:00 pm Phone: (801) 581-7447 Fax: (801) 585-7375 Email: benefits@utah.edu Web: www.hr.utah.edu/ben

Introduction to Benefits