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NMSU Employee Orientation Effective July 1, 2013

NMSU Employee Orientation Effective July 1, 2013. Benefit Services Department Room 17 Hadley Hall (575) 646-8000. Policies. http://nmsu.edu/manual/current-nmsu-policies.html. CHAPTER 5 Faculty Policies CHAPTER 6 Academic - Related Policies CHAPTER 7 Benefits CHAPTER 8 Staff Policies

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NMSU Employee Orientation Effective July 1, 2013

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  1. NMSU Employee OrientationEffective July 1, 2013 Benefit Services Department Room 17 Hadley Hall (575) 646-8000

  2. Policies http://nmsu.edu/manual/current-nmsu-policies.html CHAPTER 5Faculty Policies CHAPTER 6Academic - Related Policies CHAPTER 7Benefits CHAPTER 8Staff Policies CHAPTER 9Facilities and Services CHAPTER 1Governance, Authority, Organizational Structure, and Policy Changes CHAPTER 2General Operating Policies CHAPTER 3Codes of Conduct, Permissible Activities CHAPTER 4Human Resources - General Policies

  3. 3.25 Discrimination/Equal Employment Opportunity and Affirmative Action New Mexico State University is dedicated to providing equal employment opportunities in all areas of occupation. Employees may contact the director of the Office of Institutional Equity/EEO for consultation on discrimination matters at any time. 3.94 Sexual Harassment Policy – Gender Discrimination It is the policy of New Mexico State University to provide an atmosphere free of sexual harassment for all faculty, staff, students, and visitors. 4.05.10 Appeals/Grievances - Discrimination-Based Staff Also Applicable to Applicant and Student Complaints of Discrimination to Include Sexual Harassment Policies and procedures are designed to provide an objective consideration of employee grievances. 7.20.45 Leaves - Family and Medical NMSU complies with the Family & Medical Leave Act of 1993. 8.50 Performance Evaluation/Probationary Period All new regular employees are subject to an initial probationary period Please Review These Policies

  4. Paydays are semi-monthly (on the 15th and last working day of the month) Non-Exempt (hourly) employees are paid on a 2 week lag Exempt (salaried) employees are paid current Direct deposit is available for any bank or credit union – enroll online via MyNMSU Pay Process

  5. 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) Holiday Schedule

  6. Annual Leave 12 month employees earn 22 days per fiscal year 240 hours may be carried forward each July 1* Pro-rated if working less than 40 hours Leave time cannot be advanced *excluding term employees and RTW retirees Sick Leave* 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 *excluding term employees and RTW retirees Leave Time

  7. 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) Sick Leave Bank

  8. Family Medical Leave Act is a Federal Law that provides job protected leave benefits to eligible employees. The 1993 Federal Act provides: Up to 12 work weeks of unpaid leave Ability to maintain existing medical benefit programs Employees must have 12 months of service with NMSU (need not be consecutive) and have worked at least 1,250 hours in the previous 12 month period in order to be eligible for FMLA. What is the Family and MedicalLeave Act?

  9. Birth of a child Placement of an adopted or foster child (must be taken within 12 months of placement) Care of a child, parent, spouse or recognized domestic partner with a serious health condition Serious health condition of staff member Care for a Service Member (only benefit that allows 26 weeks of leave, new as of 01/08) Leave Policies Class offered – Go to http://training.nmsu.edu/ When does FMLA Apply?

  10. Can enroll Spouse, Domestic Partner and Partner’s Children, and Legal Dependents (natural born, adopted, and step children) in benefits that cover family members. Supporting documentation required to add/cover dependents. Qualified Domestic Partner – affidavit and supporting documentation. Note: Domestic Partner benefits are subject to taxation Dependent children, age restrictions based on benefit type. Note: over age children can retain coverage with proof of disability http://benefits.nmsu.edu/enrollment/eligibility/ Eligible Dependents

  11. New Employee: Must enroll within 31 days of hire date. Late: Coverage begins the first of the pay period or the first of the month following carrier approval or a 90 day waiting period.Not all coverages allow late enrollment. Restrictions may apply. Open Enrollment: off-cycle open enrollment to be held late 2013 Medical - every four years – may change carriers, add or cancel coverage Dental - every two years – may add or cancel coverage Vision – annually – may add or cancel coverage Switch Enrollment: Medical – annually may switch carriers or cancel coverage Dental – annually may cancel coverage Enrollment PeriodsNew/Late/Open/Switch/Qualifying Event

  12. Qualifying Event: change of status (marriage, birth, death, divorce, etc.) Enrollment form must be received within 31 days from the date of change in status Coverage begins the day after the event Exceptions: Birth of a child – coverage begins the date of birth Divorce – coverage ends for ex-spouse the day the divorce is final Vision coverage – change effective the first of the month after the event Documentation is needed to support the change for each type of benefit* *Adding dependents requires documentation to support eligibility Premium contributions will be deducted for the whole pay period in which the change takes place. http://benefits.nmsu.edu/ Enrollment Periods (continued)

  13. The Pre-Tax Premium Plan is offered to all NMSU employees enrolled in the NMSU Medical, Dental and Vision plans. The Pre-Tax Plan allows employees to have their medical, dental and/or vision premiums (excluding domestic partner portions of the premium) deducted from their salaries before income taxes are calculated. By using the pre-tax method for premium payments, employees can reduce their taxable income, and through tax savings, lessen the impact of insurance cost on their spendable income. Once enrollment in the Pre-Tax Premium Plan is completed, the Plan remains in effect during the employee’s entire employment at NMSU: unless cancelled during the switch enrollment period, or; unless a participant makes a mid-year election change in response to a change in status and only if the election change is “on account of and corresponds with a change in status that affects eligibility for coverage under an employer’s plan.” Employees may want to consult with a tax advisor prior to making changes to the pre-tax or post-tax election. Once pre-tax is opted, it will automatically apply to medical, dental, and vision premiums. Pre-tax Premium

  14. University & Employee Contributionsto Premiums for Medical, Life and Long-Term Disability

  15. Vendors – Presbyterian, Lovelace, Blue Cross Blue Shield of NM Health Investment Plan – with optional Health Savings Account, HMO and PPO Regular employees working 20 or more hours are eligible for medical and dental insurance 31 days from the date of hire to enroll Coverage begins the first day of the pay period following 30 days of employment Pre-tax deduction option is available Affects Social Security Taxable Wages Cannot include in itemized deductions on tax return Domestic Partner benefits are not eligible Deductible is based on a fiscal year (July-June) *will change to calendar year January 2014 Late enrollment NOT available Potential Retiree Benefit – details on later slide Group Medical Insurance

  16. Medical Insurance Benefit Comparison

  17. Vendor – ExpressScripts/Medco Prescription benefits are included with the Medical benefits – except Presbyterian NMHIP When available, any prescribed medications are automatically issued as a generic Home delivery (mail order) is available Some prescriptions may require pre-authorizations or letters of medical necessity Prescription BenefitsAll Plans Except Presbyterian NMHIP

  18. Prescription BenefitsPresbyterian NMHIPOffered through Presbyterian Health Plan

  19. Dental Insurance • Vendor - Delta Dental PPO • Regular employees working 20+ hours per week • 31 days from the date of hire to enroll • Coverage begins the first day of the pay period following 30 days of employment • Pre-tax deduction option is available • Affects Social Security Taxable Wages • Cannot include in itemized deductions on tax return • Domestic Partner benefits are not eligible • Late enrollment not available • Deductible is on a calendaryear • (January – December)

  20. Vendor - Vision Service Plan (VSP) Regular employees working 20+ hours per week 31 days from the date of hire to enroll Coverage begins the first of the month following 30 days of employment Pre-tax deduction option is available Affects Social Security Taxable Wages Cannot include in itemized deductions on tax return Domestic Partner benefits are not eligible Late enrollment is available – restrictions apply Coverage is effective the first of the month after 30 days of employment Vision Insurance

  21. BCBSNM 877-994-2583 www.bcbsnm.com Presbyterian 888-275-7737 www.phs.org/sonm Lovelace 877-232-1988 www.lovelacehealthplan.com Benefit Providers • Medco • 800-743-1720 • www.medco.com • Delta Dental of NM • 877-395-9420 • www.deltadentalnm.com • Vision Service Plan (VSP) • 800-877-7195 • www.vsp.com

  22. Available to regular employees working 20 hrs per week or more. Coverage begins the first of the pay period following a 30-day waiting period. Pays a lump sum cash benefit for covered critical illnesses Employee Coverage is either $10,000 or $20,000. Spouse/Domestic Partner Coverage is 50% of employee coverage, either $5,000 or $10,000. Eligible Dependent Child Coverage is 25% of the Employee Coverage at no additional cost. Premium rates based on age and tobacco use. Benefit Calculator Critical IllnessAFLAC

  23. Insured by Genworth Enrollment through www.genworth.com Direct payment of premiums to carrier Regular employees working 20+ hours are eligible Family members/retirees may be eligible 31 days from the date of hire to enroll – guaranteed issue to new employees working 30 hours or more, between 18 and 65 years of age. Coverage begins 1st day of the month following 30 days of employment Late enrollment available – health statement required Long Term Care (LTC)

  24. Insured by Dearborn National Regular employees working 20+ hours are eligible 31 days from the date of hire to enroll Coverage begins 1st day of pay period following 30 days of employment Late enrollment available – health statement required 135 day waiting period in event of disability Pays 60% of monthly salary to a maximum of $5,000 a month Benefit Calculator Long Term Disability (LTD)

  25. Insured with Dearborn National Employees working 20+ hours per week are eligible 2 times the annual salary with a maximum of $75,000 No dependent coverage available 31 days from the date of hire to enroll Late enrollment available – health statement required Beneficiary - NM is a community property state Potential Retiree Benefit – details on later slide AD&D pays 2X Basic Life benefit Benefit Calculator Basic Life & Accidental Death & Dismemberment (AD&D) Insurance

  26. LIFE & AD&D Insured with Dearborn National Regular employees working 20+ hours per week are eligible Enroll 31 days from the date of hire Employee pays full cost Age based - rates increase in birthday month for employee and spouse rates LIFE $20,000 up to $200,000 guaranteed with no medical review for employee/up to $600,000 with approval $10,000 up to the lesser of employee elected amount or $50,000 guaranteed with no medical review for spouse/domestic partner/up to $100,000 with approval Child coverage available with no medical review Late enrollment available – health statement required AD&D Minimum $20,000 up to $250,000 with no medical review Spouse and/or children coverage available with no medical review Benefit Calculator Voluntary Life & Accidental Death & Dismemberment (AD&D)Insurance

  27. Enrollment upon hire, at open enrollment in November/December, or with qualifying event (cannot enroll in NMHIP Health Savings Account concurrently) Health Care FSA Eligible expenses include medical, dental, vision and prescription (some OTC included) Can elect up to $2,500 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 Any unclaimed amounts are forfeited Dependent Care FSA 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 Flexible Spending Account

  28. Defined benefits program Employees working more than .25 FTE (10 hours per week) arerequired to contribute Contributions: Employee earning $20K or less Employee contributes 7.9% (pre-tax) University contributes 13.15% Employee earning more than $20K Employee contributes 10.1% (pre-tax) University contributes 13.15% NM Educational Retirement Board

  29. NM Educational Retirement Board(continued) Retirement calculation uses the average salary of the last 5 years worked OR the average of the highest 5 consecutive years of salary. Calculation: final average salary X number of years service credit X .0235 May retire if one of the following is met: 1) age 67 w/5 years of service; 2) age + years of service equal 80 – penalty if under age 65; or 3) 30 years of service – penalty if before age 55 Cost of Living Adjustment (COLA) begins at age 67 *Persons who became members between July 1, 2010 and June 30, 2013 shall be eligible for retirement: (1) age 67 with five or more years of service (2) sum of age plus years of service equal 80 – penalty if under age 65; or (3) at any age with 30 years of service *Persons who became members before July 1, 2010 shall be eligible for retirement: (1) age 65 with five or more years of service (2) sum of age plus years of service equal 75 (penalty if under age 60); or (3) at any age with 25 years of service http://www.nmerb.org

  30. Defined contribution plan Available only to select faculty, administrators, and some coaching staff Employee contributes 10.1%; University contributes 10.15% Benefit Services department notifies eligible employees Eligible employees have 90 days from date of hire to exercise this option After seven years of contributions – one-time opportunity to switch to ERB. Upon leaving the university, ARP members can rollover, cash out or annuitize the funds for disbursement. NM Alternative Retirement Plan

  31. Retiree Health Requires 10 consecutive years of health coverage as an employee immediately prior to retirement Retiree Life (Group life policy) Can continue a basic $10,000 policy through NMSU at reduced rate Additional Benefits Discounts Free classes Library Access ID Card http://hr.nmsu.edu/benefits-hr/retiring-and-retired-employees/benefits-for-retired-employees/ NMSU Retirement Benefits

  32. All employees may participate Allows employees to voluntarily set aside additional funds for retirement Contributions are on a pre-tax basis Annual limits are set by the IRS Catch up options available – see carriers List of vendors available at http://benefits.nmsu.edu/retirement/for-employees/retire-plans/ Tax Sheltered Annuities & 457 Plans

  33. Employees working 20+ hours per week may take 6 credit hours per semester & 8 credits over the summer without a tuition charge Available through Banner Self-Service 10 calendar days prior to start of classes. Must be registered for class(es). Available to the spouse or domestic partner* if the employee does not use all the credit hours Deadlines for submission: Summer – August 1 Fall – November 1 Spring – April 1 Courses may be subject to taxation. Domestic Partnership paperwork must be on file in Benefit Servicesfor use of this benefit Tuition Remission Benefits

  34. For dependent children under age 25 (undergraduate courses only) 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 for submission: Summer – August 1 Fall – November 1 Spring – April 1 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. Students awarded the Lottery Scholarship will not be eligible for this benefit. Reduced Tuition for Dependent Children

  35. AggieFit Includes Activity Center & Natatorium Employee Assistance Program Counseling available Campus Health Center Employees and their dependents enrolled in an NMSU health insurance plan may use the Campus Health Center. $5 per visit for those enrolled on NMSU medical, $35 for employees not enrolled (does not get billed to your insurance plan). Employees are not required to use annual or sick leave for their office visits but must use leave for dependent’s appointment Wellness

  36. All employees are covered for on-the-job accident and occupational diseases Benefits include all medical, surgical, drug expenses and 66 2/3 of the weekly salary after a 7-day waiting period On-the-job accidents and injuries must be reported to the supervisor immediately Report forms are available on the NMSU website All forms must be completed and turned in to the David Carbajal at the Campus Health Center within 24 hours Workers’ Compensation Insurance

  37. Discount Season Tickets for Athletic Events Tennis Center Discount Golf Course Membership SmartSavings Online Discount Mall Discounts – GM, Verizon Health Promotion Programs Savings Bonds Additional Benefits

  38. All employees are required to have an NMSU Identification Card Aggie ID number ID photographs are taken at Corbett Center ID Services (located across from Taos) The ID Card can be used as a Campus Money Card for purchasing food items on campus Phone Number: 646-4835 Photo Identification Cards

  39. Employees may sign up for the following university-wide communication list at http://www.nmsu.edu/Administration/abcd.html In addition, employees will automatically receive NMSU Hotline communications. Visit http://newscenter.nmsu.edu/ for NMSU headlines and news. University Communications

  40. Hazcom (mandatory within 60 days) www.nmsu.edu/safety/training-link.htm Banner Basic Computing Canvas http://training.nmsu.edu Training Opportunities

  41. http://benefits.nmsu.edu/ Please contact the Benefit Services Department benefits@nmsu.edu HR Service Center 646-8000 hrhelp@nmsu.edu Employment, Payroll and Benefits Questions For Additional Information

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