New Employee Orientation General Information
Employee Relations • University Pay Plans • Attendance & Leave • Employee Standards & Disciplinary Procedures • New Employee Toolkit • Employee Handbook • Performance Management • Performance Appraisals
University Pay Plans • AMP-Administrative, Managerial, & Professional • Exempt • SP- Support Personnel • Non-Exempt • Probationary Period • Faculty • Temporary
Attendance & Leave • Annual Leave • Must be approved in advance by the supervisor, unless the leave is used for medical absences or emergencies, which the supervisor may require the employee to document. • Sick Leave • Sick Leave is authorized for the following purposes: • The employee’s personal illness, injury, exposure to a contagious disease; a disability where the employee is unable to perform assigned duties; or appointments with health care providers. • The illness, injury, appointments with health care providers, or death of a member of the employee’s immediate family. Immediate family is defined as spouse, child, parent, grandparent, grandchild, or sibling of the employee or employee’s spouse.
Attendance & Leave • Sick Leave Cont’d • Employees are required to notify their supervisor of any absence for illness, injury, or exposure to a contagious disease at the start of the normal workday. All other absences must be approved in advance. • Extended Medical Leave • University’s Policy • Offers employees with one or more years of continuous service to take an extended medical leave for up to six months with the appropriate medical documentation. • FMLA • 12 weeks paid or unpaid leave • Have at least 12 months of service • Have worked at least 1250 hours in past 12 months • Employees with less than one year of service may take up to the amount of accrued leave they have, with the proper documentation. • Certification of Health Care Provider Form
Employee Standards & Disciplinary Procedures • Florida Atlantic University Personnel Regulations • Each employee has the responsibility to read and understand the contents • Found on the website at www.fau.edu/regulations/chapter5 • Regulations link located at the bottom of the FAU homepage.
Employee Relations • New Employee Toolkit • New Employee Guide • Checklists for Supervisors of New Employees • Checklists for New Employees • Probationary Guide
Employee Relations Web Page • Employee Handbook • Exclusively an online document • Quick reference for a variety of topics related to employment at Florida Atlantic University
Performance Management • Partnership between supervisor and employees working together to accomplish goals of the Department and University. • Establish Goals and Expectations • Communication • Feedback • Coaching & Support • Performance Evaluation • Culminating in a Performance Appraisal
SP Performance Appraisals • Probationary Appraisal – Due at the end of the employee’s 6 month probationary period. Can be extended beyond the end date up to a period of 6 months; however the probationary period may not exceed 1 year. • Law Enforcement positions have a 1 year probationary period. • Annual Appraisal – Due once per year and based on the day the employee started in their current classification.
SP Performance Appraisals • “Standards” of the position • Set by the Supervisor, not the University • Standards should be clearly communicated to each employee by the supervisor.
SP Performance Appraisals • Critical Elements – 5 tasks that the supervisor deems most important to the overall job performance during the appraisal period. • Performance Factors – Describes how the employee accomplishes work responsibilities and handles assigned job tasks. • Career Development – Designated area for the supervisor to establish goals for the employee. • Employee Remarks – Area at the end of each appraisal for employee to provide comments.
AMP Performance Appraisals • Due each year on employee’s anniversary date • Each appraisal shall be completed in narrative form by the supervisor. • The employee submits a statement of special accomplishments, completed during appraisal period, to the supervisor.
AMP Performance Appraisals • AMP Cover Sheet • Establishes an overall rating. • Cover Sheet is attached to the employee’s narrative appraisal. • Employees are welcome to supply an addendum to their appraisal.
Performance Appraisals • All appraisals are submitted to Employee Relations in the Human Resources Dept. Office located in the Administration Building (#10), Room #102 to be maintained permanently as part of the employee’s personnel file. • An employee can view their file at any time, but an appointment should be made in advance with Employee Relations.
Employee Relations • Employee Relations Web Page: • http://wise.fau.edu/hr/EmpRelations
Employee Relations The Employee Relations Services Team is Here for You! Robin Kabat, Associate Director561 firstname.lastname@example.org Heidi Louisy, Broward Personnel ManagerDavie: 954 236-1245Fort Lauderdale: 954 email@example.com Steven Crissey, Employee Relations Supervisor 561 297-2554 Scrissey@fau.edu Karen Lemons, Human Resources Representative561 firstname.lastname@example.org
WELCOME TO FLORIDA ATLANTIC UNIVERSITY BENEFITS and RETIREMENTOrientation (561) 297-3073-Benefits (561) 297-2061-Retirement (561) 297-3077- Time Keeping Fax: (561) 297-3915
EMPLOYEE BENEFITS Leave Time • Annual Leave • SP (Support Personnel) • Up to 5 years – 4 hours bi-weekly • 5 to 10 years – 5 hours bi-weekly • Over 10 years – 6 hours bi-weekly • Can accrue to a maximum of 240 hours • Must have supervisor’s approval to use annual leave. (Approval obtained in advance, complete request form) All hours over maximum will roll over to sick leave after December 31st.
EMPLOYEE BENEFITS Leave Time • Annual Leave • Faculty • 12 month – 6.7 hours bi-weekly • Can accrue to a maximum of 352 hours • 9 month - No Annual Leave • AMP (Administrative, Managerial, Professional) • 6.7 hours bi-weekly • Can accrue to a maximum of 352 hours All hours over maximum will roll over to sick leave after December 31st.
EMPLOYEE BENEFITS Leave Time • Sick Leave • Support Personnel, Faculty, and AMP • 4 hours bi-weekly (13 days a year) • Sick leave can be used for immediate family • Annual leave can be used if sick leave Hrs. has been depleted • Personal Leave • Support Personnel and AMP • Used during current fiscal year • Effective from date of hire • Use in one increment (8 hrs.) • Must be used between July 1st through June 30th • Use it or lose it
Sick Leave Pool • Full Time and Part Time employees are eligible upon invitation • Minimum one year of service • Minimum balance of 64 hours Sick leave hours from the Pool shall be granted only for the employee’s serious or catastrophic personal illness or injury. Employees donate 16 hours and can apply up to a maximum of 480 sick leave pool hours once personal leave has been exhausted.
Benefits Enrollment • View your benefits through an Online secure website at https://peoplefirst.myflorida.com • People First Service call Center (1-866-663-4735) • Fax number for People First Service Center is (904) 828-6092
Health Insurance • PPO • Blue Cross & Blue Shield of Florida • HMO’s • AvMed • Vista • UnitedHealthCare
Health Insurance • You have 60 days from Start Date to select Benefits • Effective First of the Month following enrollment & payment for Medical Plan. • Effective First of Month after deductions have been taken for all other plans.
Biweekly Premium Individual coverage $25.00 Family Coverage $90.00 Cost will be different for part-time employees (see benefits Calculator) Office visit $15.00 $25.00 Specialist or Urgent-Care center Insurance Cost per paycheck 90- day supply through Mail order Generic • $20.00 Preferred • $50.00 Non-Preferred • $80.00 Prescriptions – 30 day supply costs: Generic • $10.00 Preferred / Brand • $25.00 Non-Preferred • $40.00
HMO’s • Covered in the area that you live in or work in AvMed has providers in Dade / Broward / Palm Beach County Vista and United Healthcare- have providers in Dade / Broward/ Palm Beach County/ Martin County • No approval is needed by PCP to see a specialist • No deductible • No claims to file • Rx through Mail Order • Emergency Room $50 copay, waived if admitted
PPO- Blue Cross & Blue Shield • World wide coverage (network providers can be located from online directory nationally) • No referral is needed to see a specialist • Co-insurance (based on percentage of charges) • Calendar year deductible • Caremark Prescriptions • Rx through Mail Order • Hospital stay- $250 per admission • Emergency Room $50,waived if admitted
PPO network Non-network • Deductible $750/person $1500/family • Network allowed amount60% • Hospital Stay$500 • Ambulance 100% with no deductible Calendar Year out-of –pocket maximum $2,500/person; $5,000/family After your out-of –pocket costs reach the maximums, Plan pays 100% for covered care in most cases, up to allowable costs PPO Lifetime maximum - $2,000,000 Traditional HMO’s- Unlimited, no max • Deductible $250/person $500/family • Network allowed amount80% • Hospital Stay$250 • Ambulance 100% with no deductible
Blue Cross/Blue Shield uses CAREMARK prescription card services. The FAU Boca Campus Pharmacy is currently contracted with AvMed, United Healthcare and Blue Cross/Blue Shield FAU Pharmacy also carries a wide variety of over-the –counter products including: cough and cold medication, pain relievers, hygiene products, bath and beauty aids, etc. (Boca Campus Only)
Health Investor High Deductible Health Plans (HIHP) The Health Investor High Deductible Health Plans offers a reduced premium. • All covered benefits must apply to the Plan Deductible, including prescriptions. • In addition to the higher deductibles, employees will pay co-insurance vs. set dollar co-payments. • Higher out of pocket maximums.
1. pay for expenses while meeting deductible • 2. Pay coinsurance (based on percentage) • 3. pay for other healthcare like dental and vision not covered by FSA or other plans.. • 4. save for future healthcare costs next year or longer
Limited Purpose Medical Reimbursement Account (to be used in conjunction with HSA) • You can use the LPMRA to cover dental, vision and over-the-counter medication costs, if considered tax deductible by the IRS, but not paid by any health plan • You can set aside as much as $5,000 in an account • Dental and vision expenses • Orthodontia not covered by a dental plan • Over-the-counter medications
Flexible Spending Accounts program FSA allows you to set aside a portion of your income to pay pretax for health and dependent care expenses not covered by your insurance. Deduction amounts are taken from your gross pay before FICA and Social Security taxes are calculated which creates at least a 20% savings on most of the health or dependent care services you buy. Medical Reimbursement Account • Minimum amount $60 • Maximum amount $5000 Dependent Care Reimbursement Account Minimum amount $60 If you are married filing separately • Amount $2500 If you are single and head of household or married filing jointly • Maximum $5000 • If your spouse is a full-time student or incapable of self-care, your maximum annual deposit is $3000 a year for one dependent and $5000 a year for two or more dependents. • If you elect $2400 for the calendar year; a $100 would be deducted bi-weekly over 24 pay periods for 12 month employees and $150 over 16 pay periods for 9 month employees • Reimbursements are processed within 7 days • Total claims must be $25.00 or more • Deadline for filing is April 15 of the following Year • You must use money by the end of the year or it will be forfeited.
Eligible Health Care Expenses • Acupuncture • Co-insurannce • Contraceptives • Co-payments • Cancer screening • Deductibles • Dental copays • Contact lens • Hearing aids • Insulin supplies • Immunizations • over-the-counter medicine • Prescription drug copay • Transplants • Vaccines • Wheel chair • Drug addiction therapy • X-RAY fees
Eligible Dependent Care Expenses • Day care services • In-home care • Nursery • Pre school and after school care • Summer day camps • Baby-sitting fees
What Should I Know About My Options? A High-Level Look at How the Plans Work
Health Insurance • Pre-existing conditions will be covered only if you have a Certificate of Creditable Coverage for 12 months under the PPO plan. • All pre-existing conditions are covered under traditional HMO’s • Employees and dependents are covered at 100% for preventative care benefits under the PPO and HMO plans. -physical exams including lab work -routine eye exam -routine hearing test -PSA test for males 50 and over -routine GYN exams Other preventative benefits are listed in the PPO and HMO benefits guide
Health Insurance All dependents from age 19 through the end of the calendar year in which the child turns 25 must meet both of the following criteria to continue coverage. • Must be dependent upon the employee for support, and • Must either be a full-time or part-time student, or live with the employee Important Note: • Copies of birth &/or marriage certificates are needed for all dependents and should be sent directly to PeopleFirst.
Health Insurance Spouse Program – When both spouses are full –time active State Employees, there is no cost for health insurance coverage. Employees may not change their benefits elections during the course of a plan year unless they experience a qualifying status change (QSC) event. Examples:marriage or divorce / death of a spouse or dependent / birth, adoption, or legal guardianship / change in employment status from part time to full-time or vice-versa, change in spouse’s employment status.
Benefits Enrollment • To Prepay for next month Medical Insurance: Checks are made payable to: Florida Atlantic University • Please include your requested effective date (month and year) and Z number on the check. • If not enrolling online, all enrollment forms should be sent to: Benefits Department: Administration Building, room 107. Boca Campus DO NOT SEND FORMS DIRECTLY TO PEOPLEFIRST.
Life Insurance • Basic Life Insurance coverage is 1.5 times base annual earnings (pre-tax) • Optional Life Insurance – Employees may add additional term life insurance by selecting 1 to 5 times their annual salary (post tax) Basic and Optional life insurances will end when you terminate employment
Dental Insurance • United Dental • Cigna • Assurant/Denticare • Ameritus Dental • American Dental Plan Premiums are listed on the enrollment form Cost will depend on the coverage selected
Dental Insurance Prepaid (DHMO) • Each member chooses a dentist from a list of providers • Many no charge benefits available • No claims to file • No deductibles • Expenses for preventative and restorative care vary by company • Some plans may also include vision discounts
Dental Insurance • Indemnity / DPPO • May select any dentist • More out of pocket expense • Coinsurance, deductibles and maximum annual benefits • Coverage and cost vary by Provider • Employees will pay out of pocket for services and then submit a claim form for reimbursement
Supplemental Insurance Plans pay you cash for out of pocket expenses • AFLAC – cancer, hospital and intensive care insurance • Capital Insurance – hospital insurance and vision discount program • Colonial – accident and cancer insurance • Gabor Agency - long term care, hospital, group term life insurance, and Long Term disability coverage (30 or 90 day waiting period) • Detail information about each plan is provided through brochures
PREFERRED LEGAL PLAN Biweekly Cost $4.98 • Unlimited free legal advice via phone • Free review of legal documents • Free face-to-face consultation with attorneys • Free letters and phone calls made on your behalf • Free Identity Theft help & restoration • Free credit report analysis and repair • Free Simple Wills for member & spouse • Free notary services • 40% - 70% reduced off legal fees and services • Access 24 hr/day, 7 day/week
Open accounts anytime. Competitive rates on home, personal and auto loans Credit Unions
BENEFITS • EAP – Employee Assistance Program Totally Confidential Counseling, through Counseling Service Institute 3 free sessions with a private licensed therapist for crisis management for: Finances Legal Problems Marital Abuse Alcoholism Drug Abuse Eating Disorders Family Counseling Addictions Emergency Line 800 492-0253