Saint Mary s College

Transcription

1 Saint Mary s College Employee Benefits Advisory Committee (EBAC) May 2016 Meeting May 11, 2016

2 Agenda 1. Welcome / Introductions 2. Legislative / ACA Update 3. Leave Management 4. Wellness Initiative 5. Future Calendar / Communication Strategy 6. Tuition Exchange Discussion 7. Future Topics 2

3 Legislative / ACA Update Compliance Some recent activity on the state and city level (AB 908) that is being reviewed and evaluated relative to the impact on the college. Political Election Year Likely represents little change in the ACA or the course of implementation. Has voiced repeal and replace rhetoric on ACA with few details. 3

4 The college is experiencing a significant increase in FMLA (and other Leaves) activity Jan Feb Mar Apr May New In-Progress RTW TOTAL 30* * Backlog of leave related correspondence was addressed New = leave started that month In-progress = leave began in prior month RTW = employee has returned to work This represents 22 NEW leave requests in 2016 YTD A. Kelly

5 Leave Management Administrative Office of the US Courts reports an increase in the number of FMLA lawsuits: 2012 = 291 cases 2013 = 877 cases 2014 = 1,108 cases This increase is attributed to: Greater employee awareness of the law Serious health condition is very broad allowing for more intermittent leave Once certified employees can take a FMLA day and not be disciplined for poor attendance Proactive approach to FMLA includes: Scrutinize and be as aggressive as the law allows when certifying leave Monitor use of FMLA Investigate if you suspect abuse of intermittent or other FMLA leave Educate your managers about FMLA 5

6 Leave Administration: Variables Supervisor Vacation Time Leave Tracker EE Relations Sick Time Benefit Invoicing Leave Variables Cert of Med Provider Payroll Leave Request FMLA SDI PDL A. Kelly

7 Leave Management Impact Analysis Timely Leave Administration Impacts: HR Consulting/Employee Relations Compliance Notification Records Management Defensibility Payroll Ongoing Time Tracking/Reconciliation Benefits Invoicing 7

8 Leave Management Admin Priorities Short Term FY Webpage Update (5/31/16) Explore online payment option with Business Office (5/31/16) Supervisor Education (by 6/30/16) Long Term FY Secure Budget for Regular.5 FTE Leave Administrator Annual FMLA education provided to Supervisors 8

9 Wellness Update >Neck and Back Care Seminar held Tony Kearns >Still working on getting a Healthy Cooking class organized >(conditional) Success! In finding a home for Yoga/Pilates classes at the ARC 9

10 Calendar and Communication Communication challenges: Employees are not reading materials wait, we changed something?... Online tools are helping but. Need ideas and input on more effective methods 10

11 Calendar and Communication Ideas - Additional Online tools are coming, but is that enough Enhanced online enrollment/education/decision support tools (BenefitFocus) Touchpoints static online brochure with smartphone capability Webinar vignettes on specific benefits Direct mail to home Direct / EB Event Form sub group of EBAC FOCUSED on communication processes? 11

12 Calendar and Communication We need to sketch out the remaining EBAC meetings through the end of the year. And I would like to touch on the current meeting agenda setting process and timeline 12

13 Calendar and Communication Shanice will be sending out a Doodle meeting scheduler with the following parameters for the coming EBAC meeting schedule: Date - timeframe Event Notes / Primary Topic Mid-late August EBAC Meeting Initial Discussion and planning September (2 meetings) EBAC Meeting Review Renewal and Analysis October EBAC Meeting Finalize Plans & Contributions Oct 31 to Nov 18 Open Enrollment Period Nov 2, 2016 Benefits Festival Benefits EVENT! December EBAC Meeting tbd Jan 1, 2017 New plan year begins Earlier to accommodate dual covered and other contingencies 13

14 Calendar and Communication Current meeting/agenda development process: The HR team meets a week or so before the meeting date and identifies what should be on the EBAC agenda, and assignments for developing content are made. If EBAC members or others from the community have raised issues they are identified in the pre-meeting and added as appropriate. Is this process working or should we look at alternatives? 14

15 Tuition Exchange Update Year Faculty Staff Total

16 Tuition Exchange Update New Applicant Summary Academic Year Exports SMC Imports Applicants Awarded 6 20 Accepted 2 and 1* pending 2 Schools (# of semesters remaining/annual tuition) USC (10/$41K) Stevens Institute of Technology (8/$34K) Mills (4/$43K)* Concordia University - OR University of San Francisco 16

17 Tuition Exchange Update Current Awards Academic Year Exports SMC Imports Current 3 3 Schools (# of semesters remaining/annual tuition) University of Pacific (3/$38K) University of Seattle (7/unknown) Concordia University - CA (7/$32K) University of San Francisco University of Puget Sound Westminster College UT 17

18 Future Topics EBAC Meeting May 2016 Tuition Remission for Ed.D program Childcare on Campus Risk Management Initiative 18

19 Future EBAC Meeting / Benefits Schedule: Benefits Festival Scheduled for Nov 2, 2016 Open enrollment will be 10/31 to 11/18/

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