HR Forum: Connecting HR Serving the Duke Community. October 11, :00 a.m. 10:30 a.m. Duke Medical Board Room

Transcription

1 HR Forum: Connecting HR Serving the Duke Community October 11, :00 a.m. 10:30 a.m. Duke Medical Board Room

2 Agenda ERP funding notice New vesting schedule for 403(b) plans Flu update DukeALERT test / Primetime Open Enrollment reminder Business warehouse Directory listing NLRB posting 2012 Holiday Schedule (Tentative) Announcements 2

3 HR Forum EMPLOYEES RETIREMENT PLAN ANNUAL FUNDING NOTICE

4 Required Notice sent each year to all plan participants: Active Retired Beneficiaries Participants with a Deferred Vested Benefit Notice will be mailed to participant s home address during the week of October 16. 4

5 Notice Contains Important Information on the Following: Information on Plan s Funded Status (Plan is Well Funded - 116% of liability) Details on the Plan s Investment Strategy While Duke is not currently planning to terminate the plan, we are required to provide participants with a summary of the rules that must be followed if the plan is terminated and also the rules that must be followed in the unlikely event the PBGC has to take over the plan due to financial distress No Action is Required 5

6 HR Forum FACULTY AND STAFF RETIREMENT PLAN: NEW VESTING RULES

7 What is Vesting? Vesting refers to the point at which participants own the university contribution Vesting rules will not impact voluntary contributions which are always 100% vested. 7

8 Vesting Rules Will apply to Current Vesting Schedule Employees that were hired before the effective date or employees hired after the effective date but who had previous Duke employment New Vesting Schedule Employees first hired on or after the effective date with no prior service at Duke VestingRule Fully Vested Generally, participants are 100% vested after 3 years of Credited Service What is Credited Service? Not Applicable Allemployment at Duke counts towards credited service (includes employment as a student, temporary employee, House Staff, Post Doc, etc.) When arenon-vested contributions forfeited Not Applicable Whena participant whohas less than 3 years of Credited Service terminates employmentand is separated for five years or more or when that participant takes a distribution from voluntary contributions 8

9 HR Forum FLU VACCINATION PROGRAM: PROGRESS REPORT

10 What if

11 Emergency Preparedness Drill Logistics worked: % of employees working during 24 hour period were touched vaccines peer administered 9900 vaccines administered to date to employees 26% of Duke University vaccinated/exempt (double the rate at this time last season)

12 Next Steps Support early vaccination Employees may report exemptions of medical contraindications and religious prohibition at websites: (link provided) Stay home for 24 hours after fever abates

13 Flu Shots at Health Fair 2011 Thursday, Oct. 13 at DRH, 10-3, first level classroom Wednesday, Oct. 19 DUMC Searle Ctr, 10-3 Tuesday, Oct. 25 DRaH, 10-3 Dogwood Room

14 Marsha please display relevant schedule of vaccination clinics and include Duke South EOHW exerptfrom next slide

15 HR Forum DUKEALERT TEST

16 16 DukeALERT Notification

17 DukeALERT Test - Fall Semester This is a test. Wednesday, Oct. 26, at 10 a.m.,duke will conduct a test of the various communication tools of the DukeALERT notification system. Test will help raise awareness about how Duke community members will be notified of an emergency. 17

18 DukeALERT Test - Fall Semester Alert Bar Alert bars installed on major Duke websites. Automatically highlight emergency news and other alerts on websites across Duke when activated: Level 1 for emergencies Level 2 for important information 18

19 Emergency Management Oct. 26 from Noon 1 p.m. hr.duke.edu/primetime 19

20 Hurricanes, Earthquakes, Tornadoes, Oh my! 20

21 HR Forum OPEN ENROLLMENT FOR 2012 Oct. 24 Nov. 5

22 Medical insurance premiums Premium increases will again be less than the projected increases nationally Duke Basic Duke Select Blue Care Duke Options Individual $25 $27 $63 $67 $104 $112 $100 $108 Family $237 $251 $373 $396 $467 $500 $460 $495 22

23 Pharmacy Plan No increasesin co-payments or deductibles for generic, formulary or non-formulary drugs New users of some specialty drugs will need their physician to obtain prior authorization from Medco 23

24 Duke s vision plan for 2012 No increases in premiums or co-payments Individual Employee & Child Employee & Children Employee & Spouse/ Partner Family $9.47 $18.13 $19.08 $18.14 $

25 Duke s dental plans for 2012 Dental Plan A: premium increase ranges from $2.14 for individual coverage to $5.96 for family coverage. Dental Plan B: premium increases range from $0.67 to $2.50 per month. Individual Family Dental Plan A $36.66 $38.80 $ $ Dental Plan B $11.51 $12.18 $42.72 $

26 Save with reimbursement accounts Pre-tax savings is about $30-$40 for every $100 of eligible expenses Health Care Reimbursement Account Dependent Care Reimbursement Account 26

27 It Pays to Quit Smoking Beginning in 2013, tobacco users may be subject to different premiums or out-ofpocket costs than nontobacco users. Duke offers a wealth of tobacco cessation support programs. 27

28 Open enrollment: Oct. 24 -Nov Enroll online through the Duke@Work Self-Service website Or 2. By phone at hr.duke.edu/selfservice 28

29 29 Video Overview

30 What s next? When Aug. 3 Sept. 29 Oct. 1 Oct. 10 Oct. 24 Oct. 24 Oct. 13, 19, 25 Nov. 2 Nov. 2 Nov. 5 What Article: Choosing Health Care Manager Memo/ Presentation: Open enrollment changes for 2012 benefits Article/HR website: Open enrollment for 2012 benefits Guide: Print guide mailed home. Open Enrollment Period Begins Open enrollment period begins Health Fair: Open Enrollment information sessions Article: Reminder about deadline Reminder about deadline Open Enrollment Period Ends 30

31 HR Forum HR BUSINESS WAREHOUSE 31

32 Business Warehouse A tool designed to give departments a single, clear, up-to-date, datapicture to allow for flexible, sound HR decision making Only as good as the data we put in Information will improve over time as data is integrated Multi-phased Roll-out 32

33 Purpose: Right information to the right people at the right time Enhance decision making More Users looking at their information Read only Uniformity of Data Facilitates the distribution of customer reports Via web, scheduled Feedback loop with HRIC 33

34 Phase One: iformusers Available to iform users with unrestricted access Basic reports accessed via Active Roster headcounts, succession planning, event planning, New Hire on-boarding process, training, Transfer List of transfers into dept. Termination turnover, personnel clean-up, exit interview Leave of Absence tracking for compliance Communication via iformsweb page & existing iforms distribution list Feedback/Questions directed to HRIC-helpdesk 34

35 Access based on current SAP organization unit access & will be role based 3 Levels of Users/Roles Communication and Training Phase I Standard Reports Accessed through Duke@Work Iform users with unrestricted access Basic reports (no customization) Presentations to Entity meetings and forums Through iforms user sites Phase II-HR Users HR Managers and Reps needing access to sensitive data elements Developed by HRIC Some customization of reports Meetings with HR Leaders One on one as needed Phase III Power Users Select group of advanced users controlled through HRIC Accessed through Business Explorer (Bex) Customize their own reports Formal training conducted by HRIC Collaborative development 35

36 HR Forum DIRECTORY UPDATES 36

37 Employee Self Service On-Line Directory Listing Listing Managed at OIT Account Management Website Salutation -- Mr. Miss Mrs. Dr. None (drop down list) Name -- Theodore (Ted) Ashton Underhill Suffix -- MD PHD Esquire MBA 37

38 HR Forum NATIONAL LABOR RELATIONS BOARD POSTINGS 38

39 NLRB Ruling Postponed August rule requiring employers to notify all employees of their rights guaranteed under the National Labor Relations Act (NLRA) via posters and website (Inter and Intra). As federal contractors, we already post a similar notice of employee rights November 14, 2011 January 31, 2012 Subject to change -will keep you up to date. 39

40 HR Forum 2012 HOLIDAY SCHEDULE TENTATIVE

41 University Campus Tentative HOLIDAY DAY OF THE WEEK DATE New Year s Holiday* Monday January 2, 2012 MLK Jr. Holiday Monday January 16, 2012 Memorial Day Monday May 28, 2012 Independence Day Wednesday July 4, 2012 Labor Day Monday September 3, 2012 Thanksgiving Day Thursday November 22, 2012 Friday After Thanksgiving Friday November 23, 2012 Christmas Eve Monday December 24, 2012 Christmas Day Tuesday December 25, 2012 New Year s Eve Monday December 31, 2012 Discretionary Days: February, March, and April * New Year s holiday for the University will be observed on Monday, January 2, 2012, because the holiday occurs on a Sunday. 41

42 Schools of Medicine/Nursing Tentative HOLIDAY DAY OF THE WEEK DATE New Year s Holiday Monday January 2, 2012 MLK Jr. Holiday Monday January 16, 2012 Memorial Day Monday May 28, 2012 Independence Day Wednesday July 4, 2012 Labor Day Monday September 3, 2012 Thanksgiving Day Thursday November 22, 2012 Christmas Day Tuesday December 25, 2012 Discretionary Day: February, March, April, June, August, October 42

43 Duke University Health System Tentative Time off is scheduled in accordance with the Paid Time Off policy. Designated holiday schedule listed below for the purposes of holiday premium payment: New Year s Day* Martin Luther King Jr. Holiday Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day *The holiday premium for New Year s Day 2012 will be paid for either Sunday, January 1, 2012 or Monday, January 2, 2012, in accordance with the premium pay policy. If a staff member works both days, the premium will be paid for the day in which the individual worked the most hours. 43

44 HR Forum ANNOUNCEMENTS 44

45 Check Yourself Follow Up Exam More than 3,000changesto update data More than 138,000 visits to during campaign (average of 4,322/daily) 45

46 Announcements PDIFirst Time Supervisor Class nominations open in late October. LIVE FOR LIFE - Health Fairs October 13, 19, 25 with Zumbaand Exercise Demonstrations, Nutrition Talks - Take The Stairs Program launched - Pumpkin Run (open to families) Nov. 5 - Great American Smokeout Nov

47 Drug Free Workplace Act As part of compliance with federal regulations, Duke is required to notify employees annually of its substance abuse policy and available resources. Notice being distributed by this week Hardcopy in areas without access 47

48 HR Forum THANKS FOR COMING Please sign an attendance sheet