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NMSU Employee Orientation

Benefit Services Department Room 17 Hadley Hall (575) 646-8000 Office hours: M-F 8:00am – 5:00pm. NMSU Employee Orientation. Benefit overview. HIPPA Health Insurance Portability and Accountability Act of 1996. Title I: Health Care Access, Portability, and Renewability

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NMSU Employee Orientation

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  1. Benefit Services Department Room 17 Hadley Hall (575) 646-8000 Office hours: M-F 8:00am – 5:00pm NMSU Employee Orientation Benefit overview

  2. HIPPAHealth Insurance Portability and Accountability Act of 1996 • Title I: Health Care Access, Portability, and Renewability • Prohibits restrictions for preexisting conditions • Provides additional opportunities to enroll in a group health plan • Title II: Preventing Health Care Fraud and Abuse • Covered entities are required by law to maintain the privacy of your health information • Covered entities may share health information with each other to carry out treatment, payment, or health care operations • Establishes security standards to protect electronic information • For more information Visit our webpage at http://benefits.nmsu.edu/insurance/hipaa/

  3. COBRAConsolidated Omnibus Budget Reconciliation Act of 1985 • Allows continuation of medical/dental coverage upon loss of eligibility for employer plan • Applies to employee and covered dependents • May continue coverage for up to 18 months • 102% premium • For more information Visit our webpage at https://benefits.nmsu.edu/insurance/cobra/

  4. FMLAFamily & Medical Leave Act of 1993 • Provides job protected leave benefits to eligible employees • Provides up to 12 work weeks of unpaid leave • Gives employee ability to maintain existing medical benefits • Employees must have 12 months of service with NMSU (need not be consecutive) and have worked at least 1,250 hours in the preceding 12 month period in order to be eligible for FMLA

  5. When does FMLA Apply? • Birth of a child • Placement of an adopted or foster child • Serious health condition • Care of a child, parent, spouse or recognized domestic partner with a serious health condition • Care for a Service Member (only benefit that allows 26 weeks of leave)

  6. Supervisor’s Duty to Report • Supervisors must notify Benefit Services: • Every time the department obtains information that suggests an employee may have a need for FMLA leave. • When an employee uses more than 3 continuous days of sick leave, annual leave or leave without pay (LWOP) for medical circumstances for themselves or their family member. • When an employee is consistently missing work due to illness of self or family member, even if the days are not consecutive. • An FMLA request form should be completed when possible, or, • The supervisor sends an e-mail to fmla@nmsu.edu with the employee’s name and Aggie ID asking Benefit Services to contact the employee about a possible FMLA event.

  7. Additional FMLA Information • Benefits Services • Website: https://benefits.nmsu.edu/leave-holidays/fmla/ • Email: fmla@nmsu.edu • Email: benefits@nmsu.edu • HR Service Center • Email: hrhelp@nmsu.edu • Phone: 575-646-8000

  8. General Pay Information • Paydays are semi-monthly (on the 15th and last working day of the month) • Non-Exempt (hourly) employees are paid on a pay period lag • Exempt (salaried) employees are paid current • Direct deposit is available* and recommended. • It is the responsibility of the employee to set up the direct deposit through my.NMSU.edu *Pay advice notification is sent via email and is accessed electronically using a password

  9. Time and Leave Reporting • All non-exempt (hourly) employees must submit an electronic timesheet through my.NMSU.edu • Timesheets are due 4 business days after the pay period ends • Exempt (salaried) employees report leave taken on a monthly basis • Leave reports are due 10 calendar days after the end of the month • Leave reports must be submitted each month even if no leave is taken

  10. Holiday Schedule • Martin Luther King Jr. Day • Spring Holiday • Memorial Day • Independence day • Labor Day • Thanksgiving (2 days) • Winter Break (Christmas Eve through New Year’s Day)

  11. Annual Leave • Effective July 1, 2019 all regular employees will earn 21 days of annual leave a year • 240 hours may be carried forward each July 1* • Pro-rated if working less than 40 hours • Leave time cannot be advanced *excluding non-regular term appt employees & RTW retirees

  12. Sick Leave Regular employees will accrue sick leave based on job FTE • Full time 12 month employees earn 12 days per fiscal year* • 800 hours may be carried forward each July 1 • Pro-rated if working less than 40 hours • Doctor’s note may be requested at any time Faculty Care Leave • Full time 9 month (non-faculty) employees accrue 9 days per fiscal year*. (can only be used for FMLA qualified events) • Fiscal Year = July 1 through June 30 *excluding non-regular term appt employees & RTW retirees

  13. Sick Leave Bank • Available to all regular employees with at least 2 years of service • Must be enrolled in LTD to participate • Donation of 40 hours of personal sick leave to the bank is required • Membership in the Sick Leave Bank is optional • In the event of a “personal emergency”, a member with insufficient leave balances to cover the 135 day waiting period for LTD is eligible to apply for a donation • maximum of 70 days per request per fiscal year or per personal emergency

  14. Insurance Programs Eligibility: Regular employees and Non-regular term appointment employees working 30 hours per week or more • Medical(pre-tax available) • Blue Cross Blue Shield NM (PPO) • Blue Cross Blue Shield NM (HMO) • Presbyterian Health Plan (HMO) • Prescription (included in cost of medical) • Express Scripts • Dental(pre-tax available) • Delta Dental of New Mexico • Vision(pre-tax available) • Vision Service Plan (VSP)

  15. Insurance Programs Eligibility: Regular employees and Non-regular term appointment employees working 30 hours per week or more • Group Life and AD&D, Voluntary Life and AD&D, Long Term Disability • Dearborn National • Critical Illness • AFLAC • Eligible Dependents may include spouse, qualified domestic partner, and children (biological, adopted, step, and domestic partner’s children). Supporting documentation must be provided at time of enrollment.

  16. Deadlines/Rates • Deadline for enrollment: • Must enroll within 31 days of hire date. • Rate splits for Medical/Group Life and AD&D/Long Term Disability: • Dental Rates: NMSU 60%, Employee 40% • Employee paid benefits: • Vision, Voluntary Life and AD&D, Critical Illness. • Details on premium amounts can be found on the NMSU Benefits website at http://benefits.nmsu.edu/

  17. Effective Dates New Hires First pay period following 30 days of employment: Medical/Rx Dental Group & Voluntary Life & AD&D Critical Illness Long Term Disability First of the month following 30 days of employment: Vision First of the month following receipt of enrollment form: Flexible Spending Account If you leave employment, benefits will end: 12 month employees • Last day of the pay period in which employment ends provided all premiums have been paid* 9 month employees who terminate at the end of Spring semester or do not report for service at the beginning of the Fall semester • Medical/Rx and Dental – June 30th • All other coverages* – May 15th

  18. Flexible Spending AccountHealth Care • Enrollment upon hire, at open enrollment (usually in October), or with qualifying/change in status event • Eligible expenses include medical, dental, vision and prescription (some OTC included) • Can elect up to $2,700 per plan year • Can file a claim up to the elected amount without money being in the account at the time of filing the claim • Visa Debit Card available for $10 per year • Any unclaimed amounts are forfeited if not claimed within 3 months of the last day of employment or the end of the plan year, whichever comes first.

  19. Flexible Spending AccountDependent Day Care • Enrollment upon hire, at open enrollment (usually in October), or with qualifying/change in status event • Eligible expenses include childcare payments, camps • Can elect up to $5,000 per plan year or $2,500 if filing joint tax returns • Money must be in the account to file a claim • Any unclaimed amounts are forfeited • Visa Debit Card available for $10 per year • Any unclaimed amounts are forfeited if not claimed within 3 months of the last day of employment or the end of the plan year, whichever comes first.

  20. Retirement • Benefits for Retired Employees • Retirement Plans Available to Current Employees • NM Educational Retirement Plan • NM Alternative Retirement Plan • Voluntary Retirement (403b/457b) • Transitioning to Retirement • http://benefits.nmsu.edu/retire/process/

  21. Tuition Remission Benefits • Eligible employees may take 6 credit hours per semester & 8 credits over the summer without a tuition charge • Employees earning degrees may be eligible for pay increase - see NMSU Policy 7.05 • Available through Banner Self-Service 10 calendar days prior to start of classes. • Must be an employee as of the first day of classes. • Must be registered for class(es) prior to submitting request. • Employees who terminate on or before the session census date will lose all employee and dependent waiver coverage for that session. • Available to the spouse or domestic partner* if the employee does not use all the credit hours • Deadlines to submit online waivers: • Summer classes – August 1 • Fall classes – November 1 • Spring classes– April 1 • Courses may be subject to taxation. *Domestic Partnership paperwork must be on file in Benefit Servicesfor the domestic partner to have access to this benefit

  22. Reduced Tuition for Dependent Children For eligible dependent children under age 25 and unmarried (undergraduate & graduate courses) • Student’s status and the employee’s employment status on the NMSU Census Date (third Friday of the semester, or last day to add or register for summer session courses) will determine eligibility. • Employees who terminate on or before the session census date will lose all employee and dependent waiver coverage for that session. • 50% tuition discount for both full-time and part-time students. • Employee must submit a request for tuition waiver for each semester in which the dependent will be using the Reduced Tuition Program • Available through Banner Self-Service 10 calendar days prior to start of classes. • Deadlines to submit online waivers: • Summer classes – August 1 • Fall classes – November 1 • Spring classes– April 1 • Students employed as a graduate assistant or awarded the Lottery Scholarship will not be eligible for this benefit.

  23. Additional Benefits • Discount Season Tickets for Athletic Events • Discount Tennis Center Membership • Discount Golf Course Season Passes • Discount Meal Plans • Discounts – GM, Verizon, AT&T • Savings Bonds

  24. For Additional Information Plan to attend the Benefit Work Session OR Contact the Benefit Services Department Email: benefits@nmsu.edu Contact the HR Service Centerfor Employment and Benefits Questions Phone: 575-646-8000 Email: hrhelp@nmsu.edu Contact Aggie Service Centerfor Payroll QuestionsPhone: 575-646-2000Email: asc@nmsu.edu

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