New Employee Orientation General Information 1 Employee Relations

New Employee Orientation General Information 1

Employee Relations University Pay Plans n Attendance & Leave n Employee Standards & Disciplinary Procedures n New Employee Toolkit n Employee Handbook n Performance Management n Performance Appraisals n 2

University Pay Plans n AMP-Administrative, Managerial, & Professional l n Exempt SP- Support Personnel Non-Exempt l Probationary Period l Faculty n Temporary n 3

Attendance & Leave n Annual Leave l n Must be approved in advance by the supervisor, unless the leave is used for medical absences or emergencies, which the supervisor may require the employee to document. Sick Leave l Sick Leave is authorized for the following purposes: n n The employee’s personal illness, injury, exposure to a contagious disease; a disability where the employee is unable to perform assigned duties; or appointments with health care providers. The illness, injury, appointments with health care providers, or death of a member of the employee’s immediate family. Immediate family is defined as spouse, child, parent, grandchild, or sibling of the employee or employee’s spouse. 4

Attendance & Leave n Sick Leave Cont’d l n Employees are required to notify their supervisor of any absence for illness, injury, or exposure to a contagious disease at the start of the normal workday. All other absences must be approved in advance. Extended Medical Leave l University’s Policy n l Offers employees with one or more years of continuous service to take an extended medical leave for up to six months with the appropriate medical documentation. FMLA n 12 weeks paid or unpaid leave l l Have at least 12 months of service Have worked at least 1250 hours in past 12 months Employees with less than one year of service may take up to the amount of accrued leave they have, with the proper documentation. Certification of Health Care Provider Form 5

Employee Standards & Disciplinary Procedures n Florida Atlantic University Personnel Regulations Each employee has the responsibility to read and understand the contents l Found on the website at www. fau. edu/regulations/chapter 5 l Regulations link located at the bottom of the FAU homepage. l 6

Employee Relations n New Employee Toolkit l New Employee Guide n Checklists for Supervisors of New Employees n Checklists for New Employees n Probationary Guide 7

Employee Relations Web Page n Employee Handbook l Exclusively an online document l Quick reference for a variety of topics related to employment at Florida Atlantic University 8

Performance Management n Partnership between supervisor and employees working together to accomplish goals of the Department and University. l Establish Goals and Expectations l Communication l Feedback l Coaching & Support l Performance Evaluation l Culminating in a Performance Appraisal 9

SP Performance Appraisals l Probationary Appraisal – Due at the end of the employee’s 6 month probationary period. Can be extended beyond the end date up to a period of 6 months; however the probationary period may not exceed 1 year. l Law Enforcement positions have a 1 year probationary period. l Annual Appraisal – Due once per year and based on the day the employee started in their current classification. 10

SP Performance Appraisals n “Standards” of the position l Set by the Supervisor, not the University l Standards should be clearly communicated to each employee by the supervisor. 11

SP Performance Appraisals l Critical Elements – 5 tasks that the supervisor deems most important to the overall job performance during the appraisal period. l Performance Factors – Describes how the employee accomplishes work responsibilities and handles assigned job tasks. l Career Development – Designated area for the supervisor to establish goals for the employee. l Employee Remarks – Area at the end of each appraisal for employee to provide comments. 12

AMP Performance Appraisals l Due each year on employee’s anniversary date l Each appraisal shall be completed in narrative form by the supervisor. l The employee submits a statement of special accomplishments, completed during appraisal period, to the supervisor. 13

AMP Performance Appraisals n AMP Cover Sheet n Establishes an overall rating. n Cover Sheet is attached to the employee’s narrative appraisal. n Employees are welcome to supply an addendum to their appraisal. 14

Performance Appraisals n All appraisals are submitted to Employee Relations in the Human Resources Dept. Office located in the Administration Building (#10), Room #102 to be maintained permanently as part of the employee’s personnel file. n An employee can view their file at any time, but an appointment should be made in advance with Employee Relations. 15

Employee Relations n Employee Relations Web Page: l http: //wise. fau. edu/hr/Emp. Relations 16

Employee Relations The Employee Relations Services Team is Here for You! Robin Kabat, Associate Director 561 297 -3072 kabat@fau. edu Heidi Louisy, Broward Personnel Manager Davie: 954 236 -1245 Fort Lauderdale: 954 762 -5686 hlouisy@fau. edu Steven Crissey, Employee Relations Supervisor 561 297 -2554 Scrissey@fau. edu Karen Lemons, Human Resources Representative 561 297 -0319 klemons@fau. edu 17

WELCOME TO FLORIDA ATLANTIC UNIVERSITY BENEFITS and RETIREMENT Orientation (561) 297 -3073 -Benefits (561) 297 -2061 -Retirement (561) 297 -3077 - Time Keeping Fax: (561) 297 -3915 18

EMPLOYEE BENEFITS Leave Time n Annual Leave l SP (Support Personnel) n Up to 5 years – 4 hours bi-weekly n 5 to 10 years – 5 hours bi-weekly n Over 10 years – 6 hours bi-weekly n Can accrue to a maximum of 240 hours n Must have supervisor’s approval to use annual leave. (Approval obtained in advance, complete request form) All hours over maximum will roll over to sick leave after December 31 st. 19

EMPLOYEE BENEFITS Leave Time n Annual Leave l Faculty n 12 month – 6. 7 hours bi-weekly l n 9 l Can accrue to a maximum of 352 hours month - No Annual Leave AMP (Administrative, Managerial, Professional) n 6. 7 hours bi-weekly n Can accrue to a maximum of 352 hours All hours over maximum will roll over to sick leave after December 31 st. 20

EMPLOYEE BENEFITS Leave Time n Sick Leave l Support Personnel, Faculty, and AMP n n 4 hours bi-weekly (13 days a year) Sick leave can be used for immediate family Annual leave can be used if sick leave Hrs. has been depleted Personal Leave l Support Personnel and AMP l Used during current fiscal year Effective from date of hire n Use in one increment (8 hrs. ) n Must be used between July 1 st through June 30 th n l Use it or lose it 21

n Full Time and Part Time employees are eligible upon invitation n Minimum one year of service n Minimum balance of 64 hours Sick leave hours from the Pool shall be granted only for the employee’s serious or catastrophic personal illness or injury. Employees donate 16 hours and can apply up to a maximum of 480 sick leave pool hours once personal leave has been 22 exhausted.

n n n View your benefits through an Online secure website at https: //peoplefirst. myflorida. com People First Service call Center (1 -866 -663 -4735) Fax number for People First Service Center is (904) 828 -6092 23

n PPO l Blue Cross & Blue Shield of Florida n HMO’s l Av. Med l Vista l United. Health. Care 24

n You have 60 days from Start Date to select Benefits n Effective First of the Month following enrollment & payment for Medical Plan. n Effective First of Month after deductions have been taken for all other plans. 25

Insurance Cost per paycheck Biweekly Premium Prescriptions – 30 day supply costs: n n Individual coverage $25. 00 Family Coverage $90. 00 Cost will be different for part -time employees (see benefits Calculator) Office visit n $15. 00 n $25. 00 Specialist or Urgent-Care center Generic n $10. 00 Preferred / Brand n $25. 00 Non-Preferred n $40. 00 90 - day supply through Mail order Generic n $20. 00 Preferred n $50. 00 Non-Preferred 26 n $80. 00

HMO’s n Covered in the area that you live in or work in Av. Med has providers in Dade / Broward / Palm Beach County Vista and United Healthcarehave providers in Dade / Broward/ Palm Beach County/ Martin County n No approval is needed by PCP to see a specialist No deductible No claims to file n Rx through Mail Order n Emergency Room n n $50 copay, waived if admitted 27

PPO- Blue Cross & Blue Shield n n n n World wide coverage (network providers can be located from online directory nationally) No referral is needed to see a specialist Co-insurance (based on percentage of charges) Calendar year deductible Caremark Prescriptions Rx through Mail Order Hospital stay- $250 per admission Emergency Room $50, waived if admitted 28

PPO network n Deductible Non-network n $250/person $500/family n n n Network allowed amount 80% Hospital Stay $250 Ambulance 100% with no deductible Deductible $750/person $1500/family n n n Network allowed amount 60% Hospital Stay $500 Ambulance 100% with no deductible Calendar Year out-of –pocket maximum $2, 500/person; $5, 000/family After your out-of –pocket costs reach the maximums, Plan pays 100% for covered care in most cases, up to allowable costs PPO Lifetime maximum - $2, 000 Traditional HMO’s- Unlimited, no max 29

Blue Cross/Blue Shield uses CAREMARK prescription card services. The FAU Boca Campus Pharmacy is currently contracted with Av. Med, United Healthcare and Blue Cross/Blue Shield FAU Pharmacy also carries a wide variety of over-the –counter products including: cough and cold medication, pain relievers, hygiene products, bath and beauty aids, etc. (Boca Campus Only) 30

Health Investor High Deductible Health Plans (HIHP) The Health Investor High Deductible Health Plans offers a reduced premium. n All covered benefits must apply to the Plan Deductible, including prescriptions. n In addition to the higher deductibles, employees will pay co-insurance vs. set dollar co-payments. n Higher out of pocket maximums. 31

High Deductible Health Plan- PPO (Blue Cross & Blue Shield) Biweekly Cost Individual coverage $7. 50 Biweekly High Deductible Health Plan - HMO (Av. Med, Vista) Family coverage $32. 15 Biweekly Covers care received In Network or non-network Annual deductible Individual coverage Family coverage In Network $1, 250 $2, 250 Non-network $2, 500 $5, 000 $1, 250 $2, 500 20% 40% 20% 30% not covered 30% 50% not covered 50% $3, 000 $6, 000 $7, 500 $15, 000 $3, 000 $6, 000 What you pay for care received after deductible Medical care Prescription drug -generic drug and preferred brand -non-preferred brand Annual out-of-pocket maximum Individual coverage Family coverage In network only after your out-of-pocket costs reach these maximums, plan pays 100% for covered care in most cases, up to allowable costs Preventive care same as current PPO, no deductible required for some physical exams and screenings 32 no Same as traditional HMOs, deductible required for some physical exams and screenings

For someone participating in a HSA (Health Savings Account) for full year. . Individual Coverage State Contributes Employee can add: up to $500/year up to $2400/year tax-free (In 2008) Family Coverage up to $1, 000/year up to $4800/year tax-free Employees must complete application to receive HSA debit card and convenience checks. n 1. pay for expenses while meeting deductible n 2. Pay coinsurance (based on percentage) n 3. pay for other healthcare like dental and vision not covered by FSA or other plans. . n 4. save for future healthcare costs next year or longer 33

Limited Purpose Medical Reimbursement Account (to be used in conjunction with HSA) n n You can use the LPMRA to cover dental, vision and over-the-counter medication costs, if considered tax deductible by the IRS, but not paid by any health plan Dental and vision expenses Orthodontia not covered by a dental plan Over-the-counter medications n You can set aside as much as $5, 000 in an account 34

Flexible Spending Accounts program FSA allows you to set aside a portion of your income to pay pretax for health and dependent care expenses not covered by your insurance. Deduction amounts are taken from your gross pay before FICA and Social Security taxes are calculated which creates at least a 20% savings on most of the health or dependent care services you buy. Medical Reimbursement Account n Minimum amount $60 n Maximum amount $5000 Dependent Care Reimbursement Account Minimum amount $60 If you are married filing separately n Amount $2500 If you are single and head of household or married filing jointly n Maximum $5000 n If your spouse is a full-time student or incapable of self-care, your maximum annual deposit is $3000 a year for one dependent and $5000 a year for two or more dependents. n If you elect $2400 for the calendar year; a $100 would be deducted bi-weekly over 24 pay periods for 12 month employees and $150 over 16 pay periods for 9 month employees n Reimbursements are processed within 7 days Total claims must be $25. 00 or more Deadline for filing is April 15 of the following Year You must use money by the end of the year or it will be forfeited. n n n 35

Eligible Health Care Expenses n n n n n Acupuncture Co-insurannce Contraceptives Co-payments Cancer screening Deductibles Dental copays Contact lens Hearing aids Insulin supplies n n n n Immunizations over-the-counter medicine Prescription drug copay Transplants Vaccines Wheel chair Drug addiction therapy X-RAY fees 36

Eligible Dependent Care Expenses Day care services n In-home care n Nursery n Pre school and after school care n Summer day camps n Baby-sitting fees n 37

What Should I Know About My Options? A High-Level Look at How the Plans Work High Deductible PPO High Deductible HMO’s Choice of Providers Network or Non. Network Only Network or Non. Network Lifetime maximum $2, 000/Person Unlimited $2, 000/person* Health Savings Account? YES Yes, Limited Purpose Medical Reimbursement Account $5000 PER YEAR Monthly Cost Individual $15. 00 Family $64. 30 30%-50% of Cost Not Covered 30%-50% of Cost Annual deductible Network Non-Network $1, 250 $2, 500 $5, 000 $2, 500 Annual out-of-pocket maximum after any deductible Individual coverage Family coverage Network only Unlimited No No Yes, Medical Reimbursement Account $5000 PER YEAR Yes, Medical Reimbursement Account $5000 PER YR Individual $50. 00 Family $180. 00 Prescription drugs Individual coverage Family coverage Traditional HMOs Av. Med, Vista, United. Healthcare * Reimbursement Account? State Employees’ PPO BC/BS of FL Set amount Networ k Set amount Non-Network $750 $0 $0 $250 $1, 500 $3, 000 $7, 500 $3, 000 $2, 500 NONE $6, 000 $15, 000 $6, 000 $5, 000 NONE 38

n n n Pre-existing conditions will be covered only if you have a Certificate of Creditable Coverage for 12 months under the PPO plan. All pre-existing conditions are covered under traditional HMO’s Employees and dependents are covered at 100% for preventative care benefits under the PPO and HMO plans. -physical exams including lab work -routine eye exam -routine hearing test -PSA test for males 50 and over -routine GYN exams 39 Other preventative benefits are listed in the PPO and

All dependents from age 19 through the end of the calendar year in which the child turns 25 must meet both of the following criteria to continue coverage. Must be dependent upon the employee for support, and n Must either be a full-time or part-time student, or live with the employee Important Note: n Copies of birth &/or marriage certificates are needed for all dependents and should be sent directly to People. First. n 40

Spouse Program – When both spouses are full –time active State Employees, there is no cost for health insurance coverage. Employees may not change their benefits elections during the course of a plan year unless they experience a qualifying status change (QSC) event. Examples: marriage or divorce / death of a spouse or dependent / birth, adoption, or legal guardianship / change in employment status from part time to full-time or vice-versa, change in spouse’s employment status. 41

n To Prepay for next month Medical Insurance: Checks are made payable to: Florida Atlantic University n Please include your requested effective date (month and year) and Z number on the check. n If not enrolling online, all enrollment forms should be sent to: Benefits Department: Administration Building, room 107. Boca Campus DO NOT SEND FORMS DIRECTLY TO PEOPLEFIRST. 42

n n Basic Life Insurance coverage is 1. 5 times base annual earnings (pre-tax) Optional Life Insurance – Employees may additional term life insurance by selecting 1 to 5 times their annual salary (post tax) Basic and Optional life insurances will end when you terminate employment 43

n n n United Dental Cigna Assurant/Denticare Ameritus Dental American Dental Plan Premiums are listed on the enrollment form Cost will depend on the coverage selected 44

Prepaid (DHMO) n n n Each member chooses a dentist from a list of providers Many no charge benefits available No claims to file No deductibles Expenses for preventative and restorative care vary by company Some plans may also include vision discounts 45

n Indemnity / DPPO n May select any dentist More out of pocket expense Coinsurance, deductibles and maximum annual benefits Coverage and cost vary by Provider Employees will pay out of pocket for services and then submit a claim for reimbursement n n 46

Supplemental Insurance Plans pay you cash for out of pocket expenses n n n AFLAC – cancer, hospital and intensive care insurance Capital Insurance – hospital insurance and vision discount program Colonial – accident and cancer insurance Gabor Agency - long term care, hospital, group term life insurance, and Long Term disability coverage (30 or 90 day waiting period) Detail information about each plan is provided through brochures 47

PREFERRED LEGAL PLAN Biweekly Cost $4. 98 n n n n n Unlimited free legal advice via phone Free review of legal documents Free face-to-face consultation with attorneys Free letters and phone calls made on your behalf Free Identity Theft help & restoration Free credit report analysis and repair Free Simple Wills for member & spouse Free notary services 40% - 70% reduced off legal fees and services Access 24 hr/day, 7 day/week 48

Credit Unions Ø Ø Open accounts anytime. Competitive rates on home, personal and auto loans 49

BENEFITS n EAP – Employee Assistance Program Totally Confidential Counseling, through Counseling Service Institute 3 free sessions with a private licensed therapist for crisis management for: Finances Marital Abuse Drug Abuse Family Counseling Legal Problems Alcoholism Eating Disorders Addictions Emergency Line 800 492 -0253 50

BENEFITS n n n n Employee Educational Scholarship Program (EESP) To Qualify: Full time employee Enroll after 6 months of employment Undergraduate - C grade Graduate - B grade Degree or non Degree seeking Employees are allowed to take up to 6 credit hours per semester for FREE. FAU Bookstores sell text and reference books, school supplies, convenience foods, drinks, clothing, insignia merchandise and greeting cards on all campuses. Online ordering options are available. 51

n Log on to: http: //www. fau. edu/hr/Benefits/index. php n Use our Benefits Calculator n Print all forms needed for changes or enrollment n Have direct link to all insurance websites and provider telephone numbers n Receive discount information on Tri-Rail, AT&T Wireless, Universal Studios, Busch Gardens, Walt Disney World and other theme parks in Florida n View Employee Handbook and commonly asked questions n Print Employee Educational Scholarship Program Form 52

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Florida Retirement System n n n State sponsored retirement plan All retirement contributions are paid by the State of Florida / FAU Choose from: l l n Pension Plan Investment Plan Eligible Employees: l l All faculty AMP employees SP employees are automatically enrolled in the FRS when employed 54 by the University.

Florida Retirement System FRS Pension Plan n n Must have 6 years of creditable services in order to be vested and receive retirement benefit Normal retirement is considered to be age 62 with 6 years of service or 30 years of service, regardless of age. For Special Risk members, normal retirement is considered to be age 55 with 6 years of service or 25 years of service, regardless of age. n n n Retirement benefit is based on your earnings, length of service, and membership class, and is adjusted by a 3% cost-of-living each July. Subsidy for Health insurance( $5 for every year worked) Eligible for DROP (deferred retirement option program) DROP was implemented on July 1, 1998, It is a program that allows employees to retire without terminating employment for up to 5 years. Employees retirement benefits accumulate and earn interest compounded monthly at an effective guaranteed annual rate of 6. 5%. 55

ORP-Optional Retirement Program n n Only AMP and Faculty are eligible for ORP. The ORP is a defined contribution plan that provides full and immediate vesting of all contributions. FAU contributes 10. 42% and employees can match that amount. Maximum amounts employees can contribute for the year. - $15, 500 ( for 2008) - Over 50 years of age $20, 500 n After the first 90 days if no choice is made, employees are automatically enrolled in the FRS Pension Plan. 56

Florida Retirement System FRS Investment Plan n Vesting is after 1 year of FRS creditable service, in order to receive the retirement benefit. n There aren't any age or service requirements for you to receive a benefit, once you've become vested. You should consult a tax specialist to get an explanation of the tax implications of early retirement. n Health Insurance Subsidy is available only after you attain six years of FRS service credit and you reach normal retirement eligibility Not eligible for DROP participation n n If you're vested when you leave FRS-covered employment and go to work for a non-FRS employer, you can: l l l Leave your account in the Investment Plan, where it will remain invested until you withdraw it; Roll your account over to an Individual Retirement Account (IRA) or to the plan of your new employer, if that plan accepts rollovers; or Have your account paid to you. You'll have to pay taxes on this 57 amount in the year during which it's paid to you.

Florida Retirement System n n n You may have a one-time opportunity after your Choice period ends, or you make your plan election, if earlier, to switch from the Investment Plan to the Pension Plan, or from the Pension Plan to the Investment Plan. You will have to "buy-back" cost to convert plans. For more information log on to: www. myfrs. com. or call 866 -446 -9377 58

Tax Sheltered Accounts (TSA) TSA is a savings plan which allows you to invest a chosen dollar amount as a pre- tax deduction. Contribution amounts can be changed or stopped at any time. 59

TSA Companies n n n n AIG/VALIC Fidelity Investments Jefferson National ING Met. Life Resources SYMETRA/Sun. Life/Trans. America Life T. Rowe Price Ins. TIAA-CREF 60

Human Resources Department Florida Atlantic University 777 Glades Road Boca Raton, FL 33431 Phone: (561) 297 -3071 or 3073 -Benefits (561) 297 -2061 -Retirement Fax: (561) 297 -3915 26 December 2021 61