Welcome to Benefits Open Enrollment Human Resources. \ April and May 2018

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1 Welcome to Benefits Open Enrollment Human Resources \ April and May 2018

2 HR Contacts Human Resources Fred Van Den Hende Director of Human Resources Erika Gallardo HR Field Manager for Vicariates III & IV Diana York HR Field Manager for Vicariates V & VI Kim O Donoghue HR Field Manager for Vicariates I & II Susan Zarnowski HR Assistant Compensation and Benefits Mel Stasinski Benefits Manager Julie Reizman HRIS & Compensation Specialist Lupe Hernandez Benefits Specialist Arletta Ferrell Pension and Life Insurance Admin

3 Open Enrollment Agenda Review of benefit eligibility rules Affordable Care Act Review Medical Plan comparison Vision Plan comparison Prescription Drug Co-pays New Pharmacy Plan benefit Enhanced Wellness Programs Extended Health Coverage monthly cost Monthly Medical employee premiums 3

4 Open Enrollment Agenda Blended rate for Fringe Benefits Dental Plan comparison Monthly employee Dental premiums Parental Leave review FMLA Workers Compensation Cook County Minimum Wage Cook County Sick Leave IOI payroll black out and July 4 th holiday 4

5 Benefit Eligibility Rules All full-time and benefits-eligible part-time employees who are regularly scheduled to work: at least 26 hours per week for 8 months of the year Those who meet these requirements are eligible for all employee benefits. Benefits eligibility is based on the weekly scheduled hours each employee works per week, which must to be entered into IOI (Demographics screen, Payroll Information). 5

6 Affordable Care Act Review Health insurance must be offered to employees working on average 30 hours per week during the six-month Measurement Period. Note: for ACA, the eligibility is based on actual hours worked, not scheduled hours. Measurement Periods are: May 1 October 31 November 1 April 30 Data is derived from IOI and transferred to BAS. The BAS system tracks eligibility under this requirement. In the event that a non-benefits eligible employee has been working 26 hours or more per week on a consistent basis, the benefits status should be reevaluated to determine if a change to benefits eligible status is needed. 6

7 Medical Plan Comparison PPO HMO IL Blue Advantage In-network Out-of-network In-network Only In-network only Annual deductible max of two deductibles a family each calendar year Annual out-of-pocket max Max amount you ll pay each calendar year out of your own pocket Single $2,500 Family $5,000 $500 $0 $0 $4,000 $8,000 Single $1,500 Family $3,000 Single $1,500 Family $3,000 Coinsurance what the plan pays 85% after deductible 75% after deductible 100% (no deductible) 100% (no deductible) Adult and children immunizations and inoculations, well child and well adult care 100% not subject to deductible 75% after deductible $0 copay $0 copay Routine physical 100% not subject to deductible 75% after deductible to $500 calendar year max $0 $0 7

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9 Vision Plan Comparison PPO Members VSP HMO Members EyeMed In-network Out-of-network In-network Annual Exams every 12 months Lenses every 12 months Frames every 24 months Single Bifocal Trifocal Contact Lenses in lieu of glasses $10 copay Included with prescription glasses. $170 allowance $170 allowance $45 max allowance $30 max allowance $50 max allowance $65 max allowance $70 allowance No copay No copay for standard lenses. Copay may apply for upgrade options. $125 allowance $105 allowance $75 allowance 9

10 Prescription Drug Copays Type of Drug All Medical Plans Retail ( Up to 30-day supply) Mail Order (Up to 90-day supply) Generic $6 $14 Brand Name* $32 $74 Non-Formulary Brand- Name* $50 $115 *If a formulary or non-formulary brand-name prescription drug is chosen when a generic alternative is available, you will pay the brand-name copay plus 50% of the cost difference between the brand-name and the generic prescription drug. 10

11 New Pharmacy Plan Benefit OLD BENEFIT: Get 30 days supply at retail pharmacy for the retail co-pay. NEW BENEFIT: Get a 90 day supply of your prescription at Walgreens for the same co-pay as if you purchased it through mail order! In effect today! 11

12 Wellness Plan Enhancements Biometric Plan Screenings underway The Archdiocese cares about your health! Encourage your employees to participate - Incentive of $75 Amazon gift card for participating! New in 2018! Naturally Slim Program Free to employees enrolled in any Archdiocese health insurance program Behavior change program to eat more healthy 10 weeks in length with weekly online check-ins 12

13 Extended Health Coverage Monthly Cost Plan Current July 2018 June 2019 PPO Single $ $ PPO Family $1, $1, HMO IL Single $ $ HMO IL Family $1, $1, BA Single $ $ BA Family $1, $1,

14 Monthly Employee Medical Premiums Plan Current July 2018 June 2019 PPO Single $98.00 $ PPO Family $ $ HMO IL Single $89.00 $89.00 No Change in HMO Premiums!! HMO IL Family $ $ BA Single $50.00 $50.00 BA Family $ $

15 Blended Rate Parishes/Schools/Agencies are charged a set blended rate for each employee enrolled in a health insurance plan. The same rate applies regardless of plan selected or level of coverage. FY17 Actual $ FY18 Actual $ FY19 Actual $

16 Fringe Benefits Assessment What benefits are included in the calculation? Basic Life Insurance LTD Retirement Match and Share Plan Parental Leave Fringe benefits are assessed for all benefit eligible employees: 8.25% of Benefits Eligible annualized salary Payroll status of A active, I inactive, or L leave Calculated based upon annualized salary (from IOI Demographics screen, Payroll Information section). 16

17 Fringe Benefits Assessment If an employee is employed at multiple locations, each location will be billed based upon the employee s annualized salary at that location. Each location is billed on a monthly basis. The amount is calculated from the previous months payroll data. Run IOI Demographic Census report to see employees that will be included in assessment (IOI Reports/HR Reports). See document on HR website Fringe Benefits Calculation Information. 17

18 Dental Plan Comparison No Change 18

19 Monthly Employee Dental Premiums Dental Plan July 2018 June 2019 Dental PPO Single $38.50 Dental PPO Family $ Dental HMO Single $13.50 Dental HMO Family $32.00 The current rates will remain in effect for the plan year July 2018 June 2019! No change 19

20 Paid Parental Leave In order to support parents with newborn/adopted children, benefit eligible staff of the Archdiocese of Chicago may take up to twelve (12) weeks paid parental leave. This policy provides eligible employees with a period of paid time off for activities related to the care and well-being of their newborn or adopted child. The purpose of the Paid Parental Leave policy is to give parents time to bond with their new child, adjust to their new family situation, and balance their professional obligations.

21 Paid Parental Leave Up to 12 weeks Paid Parental Leave Father and Mother eligible for paid time off Benefits-eligible Staff (work schedule 26 hrs per week) Minimum one full months of service If service is less than one year, benefit will be one week of pay for every full month of service. Parental leave must be taken within six months of birth/adoption. Paid leave will run concurrent with FMLA. Maximum FMLA leave time is 6 months (no change to current policy)

22 Paid Parental Leave Policy and application forms are on the HR website. Employee completes Paid Parental Leave Application and submits to Human Resources for approval. Employee completes FMLA application forms. Forms are retained at parish/school. Once paid leave commences, payroll is processed using the earnings code PRLV. Reimbursement to the parish/school is processed monthly by HR, based on earnings paid under the PRLV earnings code. Policy, procedures, and Payroll processing information is available on the HR website.

23 FMLA The Archdiocese of Chicago Family/Medical Leave of Absence policy allows eligible employees up to six (6) months of job-protected leave. Intermittent leave may be available to an equivalent of 12 weeks. Call your HR Field Manager or Susan Zarnowski at (312) for assistance or questions related to FMLA. 23

24 Worker s Compensation Immediately upon notice from the employee about a workrelated injury, the Supervisor is to report the injury to Gallagher Bassett Claim Services at The Leave of Absence (FMLA) procedure must be followed and all necessary forms need to be submitted for lost time claims in excess of 10 consecutive work days. The first three days are not paid by Worker s Compensation. 24

25 Cook County Minimum Wage Current State of Illinois minimum wage is $8.25 Effective Date Cook County City of Chicago July 1, 2017 $10.00 $11.00 July 1, 2018 $11.00 $12.00 July 1, 2019 $12.00 $13.00 July 1, 2020 $13.00 Increase TBD based on CPI July 1, 2021 and after, Cook County minimum wage increases by rate of inflation, but no more than 2.5% each year. 25

26 Cook County Paid Sick Leave Ordinance Provisions Effective July 1, 2017 Employees must work at least 80 hours within a 120 day period (ie. 20 hours per month) to be eligible. One hour of paid sick leave is earned for every 40 hours worked Employees can accrue up to 40 hours of paid sick leave per year (approx. 5 days) 26

27 Cook County Paid Sick Leave Ordinance (cont.) Employees can carry over up to 20 hours of paid sick leave each year, or up to 40 hours if the employer is subject to the FMLA. Employers can require employees to only use the carry over sick leave during FMLA. Unused sick leave is NOT paid out when an employee terminates. 27

28 Expanded Use of Electronic Communications MyEnroll provides the opportunity to expand communications through . should be collected with employee s personal information at date of hire. Address is required when adding a new hire into IOI (new hire express and rehire screens). All benefits eligible employees will receive a HR Welcome New Hire/Newly Eligibility Letter and Benefits Summary booklet (see HR website). Benefit Status changes: if an employee changes from benefits ineligible to benefits eligible, must provide on DTF (for notification). 28

29 Important Notice Regarding Payroll Processing Blackout Period Employee deductions effective July 1, 2018 based on Annual Benefit Enrollment will be loaded automatically by IOI. During this process, a blackout period will be in place as follows: Blackout period begins at 2:00 pm CT on Wednesday, June 27, During the blackout: No entry in deduction/benefit fields is allowed. Entry of other data, including demographic updates, input of hours and dollars/earnings, etc, is allowed. All June payrolls must MUST BE CLOSED before 2:00 pm CT on Wednesday, June 27, Only June 2018 check dates may be processed. 29

30 2018 Payroll Processing Blackout Period Mon Tue Wed Thur Fri Sat Sun Blackout begins 2pm Blackout Ends at 7am 30

31 Important Notice Regarding Payroll Processing Blackout Period July payrolls should be opened as soon as the June payrolls have been closed. IOI will need July payrolls open in order to load the new rates and benefit deductions. Payrolls with a July 2018 check date must not be closed prior to 7:00 am CT on Monday, July 2, Note that July 4 th is a holiday and payrolls must be closed by Tuesday at 3 pm CT. New benefit plan deductions will be implemented on the first payroll of July. Please Contact IOI Payroll directly at if you have any questions. 31

32 Enrollment for Plan Year July 1, 2018 to June 30, 2019 Enrollment for the upcoming Plan Year will once again be passive. Your current elections will continue for the Plan Year 2018/2019 if you take no action. If you participate in the FSA, you must actively re-enroll every year, per IRS rules. All benefit eligible employees will be required to log on to MyEnroll and go through the enrollment process for each benefit plan, and verify their coverage elections or waivers of coverage. Employees must review and designate life insurance beneficiaries, and review their personal information. 32

33 Here We Go! ALL enrollments completed online through MyEnroll. Open Enrollment is May 14, 2018 to June 8, All eligible employees must log into MyEnroll to: Verify Coverage Make all benefit election changes Review and name beneficiaries Review benefit confirmation statement 33

34 2018 Open Enrollment Meeting