New Hire Professional Benefits Orientation William Mary Office

New Hire Professional Benefits Orientation William & Mary Office of Human Resources 1

Orientation Agenda • Part One – Getting Started • Part Two - Leaves • Part Three – Retirement and Related Plans • Part Four – Healthcare Plans • Part Five – Voluntary Benefits 2

Getting Started – Online Tools 3

Getting Started – Checklist Item Location Deadline Welcome letter from HR Online Cornerstone 7 Days Online Code of Ethics & Mandatory Reporting Cornerstone 7 Days Online Virginia Drug Policy Acknowledgement Cornerstone 7 Days Direct Deposit Online Banner Today Clearance Deduction Policy Acknowledgement Online Cornerstone Today 4

Getting Started – Online Tools NEW HIRE CURRICULUM Will be assigned to you via an email. Please log in once you receive the email. 5

Getting Started – Online Tools Enter • • Timesheet information Direct Deposit information Tax information Emergency contact information Opt into electronic W-2 s View • • Pay history Check stubs Leave balances Deductions 6

Getting Started – Online Tools Change of address – Use Banner Self-Service Change of name – Copy of new social security card required to be seen by HR along with a Change of Name form which is available on the HR website 7

Getting Started - Payroll Information • Pay periods: * 10 th – 24 th ~ paid on the 1 st of the month * 25 th – 9 th ~ paid on the 16 th of the month • Pay checks must be direct deposited. Verify your Banner address as the first check is mailed to you. • William & Mary workweek (Sun. through Sat. ) • VIMS/Athletics workweek (Sat. through Fri. ) • Police workweek for 80 hours (Sun. through Sat. & Sun. through Sat. ) 8

Getting Started – Direct Deposit • Set up direct deposit before first payroll date • Ensure your mailing address in Banner is updated • Visit Payroll web page: “What You Should Know” 9

Getting Started - Holidays • Observed holidays: – New Year’s Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day & the day after, and Christmas Day • Remaining holidays: – Taken during the winter break (Lee-Jackson Day, George Washington Day, Columbus Day, Veteran’s Day) 10

Getting Started - Inclement Weather • Watch/Listen – W&M Emergency Notification System – Local TV/radio broadcasts • Call – W&M (757) 221 -1766 – VIMS (804) 684 -7000 • Text alerts 11

In Inclement Weather. . . • “Essential” employees must report to work • Supervisors • Be aware if your employees are essential • Review essential employee policy 12

Leaves available to Professional Employees • Annual • Administrative • Military • Community Service • Organ Donor • Certified Unpaid FMLA Applies to 12 -month professional/professional faculty employees 13

Annual Leave • Vacation • Personal purposes • Other NOTE: DOES NOT ACCRUE IF YOU TAKE LEAVE WITHOUT PAY IN ANY PAY PERIOD 14

Annual Leave • Accrue 1 day each semi-monthly pay period • Posted on the 10 th and 25 th • Carried over maximum 240 hours 15

Administrative Leave Types of Administrative Leave ØServing on a jury/officer of election ØAppearing as a witness under subpoena ØAccompanying a minor to court ØAttempting to resolve work-related problems ØAttending work related hearings ØInterviewing for state positions ØServing on a state council or board 16

Administrative Leave If you use administrative leave for Jury Duty, YOU MUST surrender the jury duty check* *You may KEEP the check if you are serving as a juror in a VA Circuit Court. 17

Military Leave Up to 15 workdays in a federal fiscal year 18

Community Service Leave 16 Hours of Leave per Year Eligible Ineligible • Assisting in school • Religious • Community Service • Political Association Service Organizations Volunteering • Volunteer Firefighter or Rescue 19

Leave for Bone Marrow or Organ Donation • Eligible after one year of service • Provides up to 30 days of paid leave • Consult with HR to confirm eligibility 20

Family Medical Leave Act (FMLA) 12 weeks UNPAID job protected leave - Birth/adoption of a child - Serious health condition of child, spouse or parent - Serious health condition of employee You may use paid leave for qualifying FMLA leaves FMLA leave runs concurrently with Disability and Workers’ Comp Eligibility Requirements - Worked at William & Mary for at least one year - Worked at least 1, 250 hours 21

Agency Transfers YOU MUST: Restart all Voluntary Deductions: 457 b and 403 b Deferred Compensation* Securian Optional Life Insurance VRS Service Buy Back Contracts Aflac Legal Resources *Deferred Compensation contributions must be re-elected when transferring to another agency by calling ICMA-RC or by logging into your account online. You are subject to the IRS Calendar limitations when making your 457 elections combined. 22

Agency Transfers YOU May or May Not be able to make changes to current state benefit elections: State Health Insurance Plan Provider Flexible Spending Accounts (Medical or Dependent Care) VRS Retirement Plan Short Term Disability Group Life Insurance Leave 23

Decisions to be made Voluntary Benefits Leave Supplemental Retirement Savings Health Insurance Retirement Short & Long Term Disability Optional Life Insurance

Decisions to be made: • Choose Retirement Plan, Short-term Disability Plan & Life Beneficiaries • Choose a Medical Plan • Choose Voluntary Benefit Plans 25

Retirement Experts say… 1. You will need 80% of your final salary in retirement Income Sources Pension Plans Social Security 403(b), 457(b), Cash Match Part-Time Work Other 2. You will need to save 15% to 20% of your salary to reach your retirement goals 26

Retirement VRS or ORP 5% Required 401 a Cash Match (FREE Money) $$$$$ 403 b and/or Must 457 b Should 27

Retirement & Related Plans - Checklist Item Location Deadline VRS 65 Election to Participate Form In Folder 60 days VRS Beneficiary Designation Form In Folder Today VRS + Sick & Disability Election Form In Folder 60 days VRS + Sick & University Disability Plan In Folder VSDP Opt Out Form (VSDP-2) 60 days Optional Retirement Plan (ORP) Fund Selection 1 st pay after ORP deduction Online 28

Retirement: Plan Elections Selection of a Retirement Plan is IRREVOCABLE. Read Comprehensive Guide for detailed information **If you fail to select a retirement plan within 60 days of employment, VRS Hybrid Plan with VSDP disability will be selected for you. 29

Retirement: Definitions – Defined Benefit – benefit you receive for the rest of your life following retirement as a “pension” or monthly benefit. Benefit is based on a formula. – Defined Contribution – benefit you receive in retirement is based on investment results of your contributions into a fund(s) and how your investment(s) performed. (Fidelity, TIAA, ICMA) 30

Retirement: Options – VRS/ICMA – Hybrid plan; OR – ORP – Defined contribution plan – Election of retirement plan has implications regarding your shortterm disability options 31

Retirement: Hybrid Benefit Plan • Is a Defined Benefit (DB) + Defined Contribution (DC) • Is a Pre-tax deduction • Has a vesting schedule = 5 Years for DB = 4 Years for DC 32

Retirement: Hybrid Benefit Plan Each pay, 5% of your gross pay (pre-tax) goes toward retirement: • • 4% to the “defined benefit” (DB) component 1% to the “defined contribution” (DC) component Hybrid DC defined contribution at retirement is based on investment results. Hybrid DB defined benefit at retirement is based on formula: (Average of final compensation x 1% x years of service) /12 33

Retirement: Hybrid Benefit Plan Voluntary Hybrid 457 Plan Maximize Employer Contributions Voluntary Employee Hybrid 457 Contribution Employer Hybrid 401(a) Match Amount 0. 50% 1. 00% 1. 50% 2. 00% 2. 50% 3. 00% 3. 50% 4. 00% 0. 50% 1. 00% 1. 25% 1. 50% 1. 75% 2. 00% 2. 25% 2. 50% Contact ICMA-RC 877 -327 -5261 34

Retirement: Hybrid Benefit Plan Enrollment/changes to the voluntary hybrid 457 can be made quarterly by calling ICMA at 877 -327 -526. Auto Escalation If you are not contributing the full 4% voluntary Hybrid 457 deferred contribution, the amount will increase 0. 5% every 3 years until your total contribution is 9% (4% additional voluntary Hybrid 457 contribution + 5% mandatory contribution). To Opt Out of Auto Escalation call ICMA by December 15 th before the escalation year becomes effective. 35

Retirement: Hybrid Benefit Plan Vesting Years of Service 2 3 4 5 Defined Contribution 50% 75% 100% Defined Benefit 100% 36

Retirement: Hybrid Benefit Plan EXAMPLE of the Value of Contributing More Money Over Time 30 years at 6% growth 5% Mandatory Contribution Only $39, 028 Account Value No EE Voluntary 1% ER Mandatory 1% EE Mandatory + 4% Voluntary Hybrid 457 Defined Contribution $168, 869 Account Value 4% EE Voluntary 1% ER Mandatory 1% EE Mandatory 37

Retirement: Hybrid Benefit Plan • Retire with Full Benefits – Social Security retirement age with 5 years’ service – Your age + Years of Service = 90 • Earliest Reduced Retirement Eligibility – Age 60 + 5 or more years of service • Defined Contributions Distributions – Upon leaving employment 38

Retirement: Hybrid Benefit Plan Purchasing Prior Service • Purchase public, state or federal employment service • There is a two year cost window for purchasing service at a reduced rate Visit the VRS website at: varetire. org or call VRS at: 888 -827 -3847 39

Retirement: Hybrid VRS Training Video 40

Retirement: Optional Retirement Plan (ORP) • Is a retirement benefit based on contributions & fund performance administered by TIAA • 5% employee contributions • 8. 5% employer contributions • Is a pre-taxed deduction • Has no vesting schedule – If you leave you may take the total plan value. As vesting is immediate both employee + employer contributions are yours. 41

Retirement: Optional Retirement Plan (ORP) • Plan provider can manage your investments, or • You have the ability to manage your retirement investments 42

Retirement: Optional Retirement Plan (ORP) 43

Retirement: Optional Retirement Plan (ORP) Choose investments here 44

Retirement: Plan Comparison Topic Vesting HYBRID Defined Benefit = 5 years Defined Contribution = 4 years ORP Immediate Contribution Employee = 5% Employer = Depends on voluntary contributions up to 3. 5% Employee = 5% Employer = 8. 5% Retirement Benefit Based on investment account balance Pension benefit income + contribution income 45

Retirement: Election Form You have 60 days to complete the form and turn into HR fax to: 757 221 7724 Reminder: Selection of a Retirement Plan is IRREVOCABLE. 46

Captrust Financial Advisors Captrust Financial advisors are available to provide individual, unbiased investment advice. This service is available to you at no cost as part of your retirement benefits package. Several times a year they will offer onsite or virtual days. • Make an appointment at www. captrustadvice. com • Call a Retirement Counselor at 800. 967. 9948 • Construct your Retirement Blueprint® 47

Retirement: HYBRID Disability Options • Option 1 – Select Virginia Sick & Disability Plan (VSDP) • Option 2 – Select University Sick & Disability Leave Plan Retirement: ORP Disability Option • Automatically enrolled in the University Sick & Disability Leave Plan 48

Retirement: Disability Comparison Type of Leave VSDP Disability University Sick & Disability Sick Leave 8 days at hire; increases with length of service 10 days Family/Personal Leave 4 days None Short-term Disability Months 1 -12 = None 120 days = 100% of pay Months 13 -59 = 125 at 60% of from hire date pay % of pay increases with length of service Long-term Disability Available after one year 49

Retirement: VSDP & Leaves Upon hire – Sick leave – up to 8 days – Family and personal leave – up to 4 days After one-year – Short-term disability – 60% of income – Long-term disability – no cost to employee 50

Retirement: VSDP Long-Term Disability • • Begins after 180 days - apply at conclusion of short term disability You are removed from W&M’s payroll You are paid directly by VRS Income is 60% of pre-injury salary and may be increased to 80% for catastrophic conditions • Your job is no longer protected 51

Retirement: VSDP Long Term Care • Covers up to $96 a day for licensed nursing home, assisted living facility care, at home services and community based home care • Pays a lifetime maximum benefit of $70, 080 • Is provided at no cost to you 52

Retirement: VSDP & Parental Leave • 320 hours (8 weeks) of full pay parental leave – Birth or adoption • Must be FMLA eligible • Leave available on date of birth or placement of child under 18 • Must be used within 6 months of birth or placement • VSDP participant benefit only 53

Retirement: University Sick Leave Plan Upon hire – Sick leave – 10 days – Short-term disability – up to 120 days at 100% pay • HR Certification Required After one-year – Long-term disability – employee pays 40% 54

Retirement: University Disability Long-Term Disability • • 180 day waiting period - apply at conclusion of short term disability You are removed from W&M’s payroll You are paid directly by “The Standard” if approved Income is 60% of pre-injury salary maximum monthly benefit $6000. 00 • Your job is no longer protected 55

Retirement: University Disability & Parental Leave • 696 hours of full pay parental leave (Short-term Disability Leave) – Birth, adoption or placement • Leave available on date of birth or placement of child • If used, University Disability Leave replenishes on July 1 at 174 hours. Hours cannot exceed 696. 56

Life Beneficiaries: Minnesota Life Group Life Insurance • • • No cost to all Full-time & Part-time employees No medical examination required Effective first day of eligible employment Term life insurance Natural death coverage 2 times salary rounded to next $1, 000 Accidental death coverage 4 times salary rounded to next $1, 000 57

Retirement: Designated Beneficiary 58

Life Beneficiaries: VRS Retirement & Life Insurance Designation of Beneficiaries (VR 2 form) q Employer Codes (Item 2): • W&M = 30204 • VIMS = 30268 • Police Officers = 70204 q Two choices for listing your beneficiaries: Order of Precedence (OP) • OP: Spouse → Child(ren) → Your Parents → Your Estate → Next of Kin (if no estate is established) OR Elect a named beneficiary or beneficiaries • listing each person’s information 59

Retirement Checklist Item Location Deadline 457 b & 403 b Online 457 b ICMA 403 b TIAA or R@W OR Call ICMA 877 -327 -5261 TIAA 800 -842 -2776 Call ICMA 877 -327 -5261 Anytime after 1 st paycheck 401 a Cash Match Police & ORP enrollees Opt Out of 90 -Day Auto Enrollment DC 457 b After 1 st paycheck and before 90 Days 60

Retirement: Supplemental Plans Participate in 457(b), Roth 457, and/or 403(b), 403 Roth Supplemental Savings Plans Review the FACT Sheet 61

Retirement: Supplemental Plans Participation in 457(b), Roth 457, and 403(b), 403 Roth Supplemental Savings Plans – Contribution matched at 50% up to a maximum of $20 per pay period – Under age 50: Maximum contribution is $19, 500 – Over age 50: Maximum contribution is $26, 000 Hybrid plan participants must contribute 9% to be eligible for the cash match programs with the 403(b) or 457 (b) supplemental savings plans. ALL 457 contributions subject to combined limits including Hybrid voluntary 457(b) call ICMA at: 877 -327 -5261 403 (b) call TIAA at: 800 -842 -2776 62

Retirement: Supplemental Plans – Only one cash match account (50% match up to $20 per pay period) for 457(b), 457 Roth, or the 403(b), 403 Roth plans. – May contribute to EITHER or ALL supplemental savings plans 63

Retirement: Deferred Compensation (DC) 457 b and 457 Roth Va. LORS, ORP and VRS Plan 1 & 2 – Enrollment automatic after 90 days of employment. – Deducted amount = $20 with $10 match* – DCP is administered by ICMA-RC. To opt-out, you must contact ICMA-RC 877 -327 -5261 within 90 days of hire 64

Retirement: 457 & 403 Roth Plans – Contribute post-tax dollars to an annuity program – Do not pay taxes on the distributions / EARNINGS GROW TAX FREE$$$$$$$ – Contribution limit is higher for employer Roth plan than Roth IRA – Must contribute 9% to Hybrid plan to qualify for the Cash Match Programs – Contributions matched at 50% up to a maximum of $20 per pay period to a 401(a) account. – Contact ICMA-RC 1 -877 -327 -5261 or TIAA 1 -800 -842 -2776 or set up online 65

Retirement: 403(b) Traditional & Roth • Contributions to Hybrid plan must be 9% to qualify for the Cash Match • 403(b) and 403 Roth are administered by TIAA CREF. • Enroll either thru the R@W website or by calling TIAA at: 800 -842 -2776 Investment selections made from W&M site: click on Retirement@Work. Register or log in and be taken to the Retirement@Work landing page. 66

Retirement: Supplemental Plans Why you “SHOULD” contribute to the supplemental tax deferred savings plans: Regular Savings Tax Deferred Savings Taxes Deferred Gross Pay $2500 Tax Deferred Comp $0 -$130 Taxable Income $2500 $2370 Federal Tax -$261 -$241 +$20 State Tax -$102 -$92 +$10 Less SSN -$191 TAKE HOME PAY $1946 $1846 SAVINGS $0 $130 30 Years at 7% $0 $304, 065 67

Retirement Health Insurance Credit • What is it? • If you retire with at least 15 years of creditable service, you may be eligible for the health insurance credit for participation in either the VRS or the ORP Plans. • A tax-free benefit that assists with health insurance premiums for single health insurance coverage. • How much? • $4. 00 per year of service. ($4 x 15 years=$60) • $60 minimum towards your monthly health insurance payment, with no maximum! • 20 years = $80 monthly credit, 25 years = $100 monthly credit, etc. 68

Decisions to be made: • Choose Retirement Plans, Short-term Disability Plans & Life Beneficiaries • Choose a Medical Plan • Choose Voluntary Benefit Plans 69

Health Care Plans - Checklist Item Location Deadline Health Insurance Deadline Notice Online Cornerstone Today Health Benefits Enrollment/ Waiver Form In Folder 30 Days 70

Medical Plans: Affordable Care Act & Health Insurance Marketplace A Health Insurance Marketplace Notice is in Cornerstone Since you are offered coverage under the Commonwealth’s health insurance plans, you are not eligible for a tax credit through the Marketplace 71

Medical Plans: Choosing a Plan Provider Health Plan Choices Available Anthem COVA Care Statewide and elsewhere Anthem COVA HDHP Statewide and elsewhere Aetna COVA Health. Aware Statewide and elsewhere Optima. Health Optima Health HMO (NEW!) Regional, mostly in Hampton Roads Kaiser Permanente HMO* Regional, mostly N. Virginia TRICARE Supplement* Eligible Military Retirees *Not covered in the rest of this presentation; Ask about these options if they pertain to you. 72

Medical Plans: Monthly Rates 73

Medical Plans: Factors in Choosing a Plan • Have small children • You or someone on your plan has a chronic illness • You or someone on your plan take(s) prescription medications • Tend to be very healthy 74

Medical Plans: Factors in Choosing a Plan • Frequently travel outside of coverage area • Travel Internationally • Tight Budget • Have experienced increase in out-of-pocket expenses 75

Medical Plans: All Basic Plans Basic plans include: – Medical – Dental coverage - optional expanded plan – Prescription drug coverage – Behavioral Health – Employee Assistance Program (EAP) Plan year is July 1 – June 30 76

Employee Assistance Program Contact your health insurance provider 77

Medical Plans: Online Access • Anthem COVA Care Live. Health Online • Anthem COVA HDHP Live. Health Online • Aetna COVA Health. Aware Teladoc • Optima Health HMO MDLive 78

Medical Plans: Wellness • Free Office Visits – Children up to age 6 • Free Annual Check-ups – Children age 7 & older • Free Routine Screenings & Exams – Adults 79

Common. Health • Quarterly programs – Variety of formats • Check Digest for on-site health & wellness programs • Program (Weight Watchers, Smoking cessation) available 80

Medical Plans: Definitions Premium – The amount withheld from your paycheck Co-pay – A flat fee you pay for covered services, such as doctor visits. Plan Year: July 1 – June 30 Deductible – The amount you pay each plan year for certain services before your plan starts to pay. Co-insurance – Your share of health care costs for certain services - a percentage of the total cost - after meeting your deductible. Out-of-pocket maximum – The most you have to pay out-of-pocket each plan year for in-network health care services. 81

COVA Care Primary Care Specialty Care In Patient Hospital Emergency Room $25 $300 per stay $150 facility $40 PCP- $25 Specialist-$40 82

Medical Plans: COVA Care Deductible – Per plan year Deductible – Out of Pocket Max One Person - $300 Two or More - $600 One Person - $1500 Two or More - $3000 83

Medical Plans: COVA Care Premium Rewards h t n o m a 7 1 $ e ! v s m Sa u i m e r P in 84

Medical Plans: COVA Care Highlights • Vision Basic – Blue View Vision – Routine exam once per year – $15 co-pay • Vision & Hearing Options – Expanded vision – Routine hearing exams - $40 co-pay – Hearing aids and other services 85

Medical Plans: COVA Care Highlights • Out-of-Network Option • Domestic Travel – Blue. Card PPO Program • International Travel – Blue Cross Blue Shield Global Core 86

COVA Care Example Craig makes an appointment with his doctor because he’s ill. When he arrives at the doctor’s office, he pays the $25 co-pay. $25 After his exam, his doctor refers him to a specialist. At the specialist’s office, Craig pays a $40 co-pay to see the doctor. $40 The specialist orders a CT scan to aid in the diagnosis of his illness, a bill that totals $1, 000. Craig must meet his deductible ($300) and then is responsible for paying a 20% co-insurance ($140) for the remaining balance. $300 $140 Once Craig pays $1, 500 out-of-pocket, he will not have to pay any further allowable charges for the remainder of the plan year (until June 30 th). $0. 00 87

COVA High Deductible Health Plan Primary Care Specialty Care In Patient Hospital Emergency Room 20% after deductible 88

COVA HDHP Deductible – Per plan year Deductible – Out of Pocket Max One Person - $1, 750 One Person - $5, 000 Two or More - $3, 500 Two or More $10, 000 89

Medical Plans: COVA HDHP Highlight • You pay low premiums • Expanded Delta Dental Option • Blue View Vision routine eye exams = $15 • No Hearing or Out-of-Network available 90

COVA HDHP Example Craig makes an appointment with his doctor because he’s ill. When he arrives at the doctor’s office, he pays the entire cost of the visit. 100% After his exam, his doctor refers him to a specialist. At the specialist’s office, Craig pays the entire cost of the visit. 100% The specialist orders a CT scan to aid in the diagnosis of Craig’s illness, a bill that totals $1, 000. Once Craig has met his deductible ($1, 750), he is then responsible for paying a 20% co-insurance for the remaining balance. Once Craig pays $5, 000 out-of-pocket, he will not have to pay any further allowable charges for the remainder of the plan year (until June 30 th). 20% 0% 91

COVA Health. Aware • Consumer-driven health plan • Includes a Health Reimbursement Arrangement (HRA) – Up to $600 for employee – Up to $1, 200 for employee and spouse 92

Medical Plans: COVA Health. Aware Enrollment Date Proration Percentage HRA Adjustment July 1 100% $600. 00 August 1 92% $552. 00 September 1 83% $498. 00 October 1 75% $450. 00 November 1 67% $402. 00 December 1 58% $348. 00 January 1 50% $300. 00 February 1 42% $252. 00 March 1 33% $198. 00 April 1 25% $150. 00 May 1 17% $102. 00 June 1 8% $48. 00 93

COVA Health. Aware Primary Care Specialty Care In Patient Hospital Emergency Room 20% after deductible 94

COVA Health. Aware Deductible - Per plan year Deductible - Out of Pocket Max One Person - $1, 500 One Person - $3, 000 Two or More - $6, 000 95

Medical Plans: COVA Health. Aware • Earn HRA funds – Healthy Activities “Do Rights” • $150 maximum • Do Rights include: – Routine exams – Use My. Active. Health Tracker – Flu Shot – Completing Coaching Module 96

Medical Plans: COVA Health. Aware Premium Rewards h t n o m a 7 1 $ e ! v s m Sa u i m e r P in 97

Medical Plans: COVA Health. Aware Highlights • Pharmacy – HRA covers pharmacy expenses – Retail and Mail Order – Some free generic and preferred brands • Vision & Hearing – Basic & Expanded • Out-of-Network Coverage 98

COVA Health. Aware Example Craig makes an appointment with his doctor because he’s ill. When he arrives at the doctor’s office, he doesn’t pay anything since the cost of the visit is charged to his Health Reimbursement Arrangement (HRA). Doesn’t Pay After his exam, his doctor refers him to a specialist. At the specialist’s office, Craig pays the entire cost of the visit if he has used all of his HRA funds. Pays Full Cost The specialist orders a CT scan to aid in the diagnosis of Craig’s illness, a bill that totals $1, 000. Once Craig has met his deductible ($1, 500), he is then responsible for paying a 20% co-insurance for the remaining balance. Pays 20% Once Craig pays $3, 000 out-of-pocket, he will not have to pay any further allowable charges for the remainder of the plan year (until June 30 th). Doesn’t Pay 99

Medical Plans: Optima Health HMO • Regional – Hampton Roads coverage area • 26, 000 providers • Sentara Quality Care, Riverside Health & TMPG Networks • Referral-less HMO/No Out-of-Network except Children 100

Medical Plans: Optima Health HMO 101

Medical Plans: OPTIMA HEALTH HMO Primary Care Specialty Care In Patient Hospital $5 – Tier 1 $10 – Tier 1 $25 – Tier 2 $40 – Tier 2 $300 per stay Emergency Room $150 facility 102

Medical Plans: OPTIMA HEALTH HMO Deductible – Per plan year Deductible – Out-of-Pocket Max One Person - $150 One Person - $1, 500 Two or More - $3, 000 103

Medical Plans: OPTIMA HEALTH HMO • Includes Expanded Dental – Dominion National • Includes Vision – Eye. Med 104

Medical Plans: OPTIMA Health HMO • No out-of-network provided – Except emergencies over 100 miles from residence • Coverage only provided in 17 cities and counties • Out of Area Dependent Program provides coverage to dependent children who live outside of service area 105

OPTIMA HEALTH HMO Example Craig makes an appointment with his doctor because he’s ill. When he arrives at the Sentara, Riverside or TMPG doctor’s office, he pays $5. 00 After his exam, his doctor refers him to a specialist. At the Sentara, Riverside or TMPG specialist’s office, Craig pays $10. 00 The specialist orders a CT scan to aid in the diagnosis of Craig’s illness, a bill that totals $1, 000. Once Craig has met his deductible ($150. 00), he is then responsible for paying a 20% co-insurance for the remaining balance. Once Craig pays $1, 500 out-of-pocket, he will not have to pay any further allowable charges for the remainder of the plan year (until June 30 th). $150. 00 + $170. 00 $0. 00 106

Medical Plans: Enrollment Form To Enroll: Complete Sections 1 -5 To Waive: Complete Sections 1, 3, 4 and 5 Forms must be returned within 30 days. No Exceptions 107

Medical Plans: Enrollment Form SIGN HERE 108

Medical Plans: Enrollment Form 109

Medical Plans: Making Changes During Open Enrollment • Usually occurs May 1 to May 15; effective July 1 st With a Qualifying Mid-Year Event • Within 60 days of the event with appropriate documentation 110

Medical Plans: Health Benefits Forms must be completed and returned to HR within 30 days of hire – the coverage is effective on the first of the month following the date of hire – failure to submit a form within 30 days of hire will result in an automatic waiver of coverage Example: for August 10 th hire date, due date of health form will be September 8 th, No Exceptions 111

Workers’ Compensation • Report ALL on-the-job injuries or illnesses • Send HR within 24 hours: – First Report of Accident form – Physician Selection form – Doctor Notes – Photo of location – Incident Investigation form • Employee must respond to MCI investigations 112

Decisions to be made: • Choose Retirement Plans, Short-term Disability Plans & Life Beneficiaries • Choose a Medical Plan • Choose Voluntary Benefit Plans 113

Voluntary Benefits - Checklist Item Location Deadline Flexible Reimbursement Accounts In Folder 30 Days Legal Resources Online Enrollment 31 Days Optional Life Insurance Paper Form in Folder 31 Days 114

Flexible Spending Accounts - Pre-tax Benefit – Set aside part of your salary each pay period on a pre-tax basis – Monthly administrative fee of $2. 10 Two Types – Medical Spending – Dependent Care 115

Voluntary Benefits: Medical Spending Account Use for co-payments and deductibles • • Ambulance service Prescriptions Dental fees Eyeglasses/contacts “Use it or lose it” – Be conservative when estimating your medical expenses • No carry over No return ***After employment separation you have only 3 months to submit eligible expenses*** 116

Voluntary Benefits: Dependent Care Account • Dependent care expenses • “Use it of lose it” - Be conservative when estimating your medical expenses • No carry over No return ***After employment separation you have only 3 months to submit eligible expenses*** 117

Voluntary Benefits: Legal Resources • Network of attorneys provide legal services • Premium $8. 25 per pay period • www. legalresources. com Company code: 1242 • Password: nhlegal • Enrollees MUST maintain membership for 12 months • Simple wills, living wills • Court representation • Simple house closings Open enrollment is in November for January 118

Voluntary Benefits: Optional Life Insurance • Purchase additional life insurance for self & family members • Option of 1, 2, 3, or 4 times your annual salary • Premiums based on age, salary, and coverage level selected • Premiums paid through payroll deduction 119

Voluntary Benefits: Optional Life Insurance • Apply within 31 days of Hire Date – Coverage is guaranteed – Maximum employee coverage = $800, 000 • Apply Later – Complete an application – Must have evidence of insurability 120

Voluntary Benefits: Optional Life Insurance You can elect coverage up to $800, 000 in optional life insurance. Elections over $400, 000 require an Evidence of Insurability Form Option 1 Employee Spouse Child(ren) 1 X salary 0. 5 X salary $10, 000 Option 2 Employee Spouse Child(ren) 2 X salary 1 X salary $10, 000 Option 3 Employee Spouse Child(ren) 3 X salary 1. 5 X salary $20, 000 Option 4 Employee Spouse Child(ren) 4 X salary 2 X salary $30, 000 121

Voluntary Benefits: Optional Life Insurance Complete this section Specify coverage Sign here for coverage Sign here to Waive optional life coverage 122

Voluntary Benefits: Long Term Care Genworth Long Term Care • Active FT & PT Ees working 20 hours + are eligible within 60 days from date of hire • Contact Genworth for quotes and direct billing at: 866 -859 -6060 or visit Genworth. com/cov

Voluntary Benefits: Aflac • Additional Health Insurance policy available • Post-tax Deduction • Covers many major health costs • Call Bradford Klavan: 757 -652 -0912 124

Voluntary Benefit: Employee Educational Assistance WHO IS ELIGIBLE • All faculty and staff who are eligible for retirement participation. • Hourly employees who are currently eligible for PTO. • Employees must be actively working and without a current disciplinary action on file. • Employees must have supervisory approval. 125

EMPLOYEE DISCOUNTS As a state employee, you are eligible for employee discount offerings. The DHRM Website contains valuable information for state employees. 126

HR IS HERE TO HELP. HOW CAN WE HELP YOU TODAY? William & Mary Office of Human Resources Bell Hall, 109 Cary Street Main HR Phone Number: (757) 221 -3169 Main HR Fax Number: (757) 221 -7724 HR Email: ASKHR@WM. EDU WEB: https: //www. wm. edu/offices/hr/index. php 127