NMSU Employee Orientation Effective July 1 2013 Benefit

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 1 Governance, Authority, Organizational Structure, and Policy Changes CHAPTER 2 General Operating Policies CHAPTER 3 Codes of Conduct, Permissible Activities CHAPTER 4 Human Resources - General Policies CHAPTER 5 Faculty Policies CHAPTER 6 Academic - Related Policies CHAPTER 7 Benefits CHAPTER 8 Staff Policies CHAPTER 9 Facilities and Services

Please Review These Policies • 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

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

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

Leave Time Annual Leave v 12 month employees earn 22 days per fiscal year v 240 hours may be carried forward each July 1* v Pro-rated if working less than 40 hours v Leave time cannot be advanced Sick Leave* v 12 month employees earn 12 days per fiscal year v 800 hours may be carried forward each July 1 v Pro-rated if working less than 40 hours v Doctor’s note may be requested at any time *excluding term employees and RTW retirees

Sick Leave Bank v. Available to all regular employees with at least 2 years of service v. Must be enrolled in LTD to participate v. Donation of 40 hours of personal sick leave to the bank is required v. Membership in the Sick Leave Bank is optional v. 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)

What is the Family and Medical Leave Act? • 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.

When does FMLA Apply? • 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/

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

Enrollment Periods New/Late/Open/Switch/Qualifying Event v New Employee: v Must enroll within 31 days of hire date. v Late: v 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. v Open Enrollment: off-cycle open enrollment to be held late 2013 v Medical - every four years – may change carriers, add or cancel coverage v Dental - every two years – may add or cancel coverage v Vision – annually – may add or cancel coverage v Switch Enrollment: v Medical – annually may switch carriers or cancel coverage v Dental – annually may cancel coverage

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

Pre-tax Premium 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.

University & Employee Contributions to Premiums for Medical, Life and Long-Term Disability Annual Salary NMSU % Employee % $0 - $26, 249 80 20 $26, 250 - $31, 499 70 30 $31, 500+ 60 40

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

EFFECTIVE JULY 1, 2013 Deductible Out of Pocket Maximum Physician Office Visit Primary Care Specialty Care Presbyterian HMO Lovelace BCBS of NM NMHIP Preferred Provider Single $1, 250 Single $350 Single $ 700 Family $2, 500 2 Person $700 2 Person $ 1, 400 Family $1, 050 Family $ 2, 100 Single 2 Person Family $3, 500 Single $7, 000 2 Person $10, 500 Family $3, 500 $7, 000 $10, 500 Single 2 Person Family $3, 500 Single $3, 500 $7, 000 2 Person $7, 000 $10, 500 Family $10, 500 20% after deductible $25 $40 $30 $50 No Co-Pay No Co-Pay 20% after deductible $500 per admission 20% $175 $50 $1, 000 per admission 20% $175 $50 Ambulance Services Ground Transportation 20% after deductible Air Ambulance $30 $100 20% Durable Medical 20% 25% Preventative Services Routine Physical Well Child Care Hospital Services In-Patient Admission Outpatient Surgery ER Visit Urgent Care Center 20% after deductible Medical Insurance Benefit Comparison

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

Prescription Benefits Presbyterian NMHIP Offered through Presbyterian Health Plan Benefit Cost Sharing Prescription Drugs (Retail) Generic (Preferred) Brand (Preferred) Non-Preferred Specialty Pharmaceuticals 3 Prescription Drugs (Mail Order) Generic ·Brand (Preferred) Non-Preferred 3 Benefit Certification may be required In-network Out-of-network Not Covered (Must use Participating 20% 30% 40% 15% Pharmacy, unless required due to an Copayment up to a $250 per emergency occurring outside of the prescription PHP Service Area. ) 20% 30% 40% Not Covered (Must use Participating Pharmacy, unless required due to an emergency occurring outside of the PHP Service Area. )

Dental Insurance v v v 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 v Affects Social Security Taxable Wages v Cannot include in itemized deductions on tax return v Domestic Partner benefits are not eligible v Late enrollment not available Total Per Pay Employee Pay Period v Deductible is on a calendar year Contribution v (January – December) Employee Only $14. 50 $5. 80 Employee + Spouse $29. 01 $11. 61 Employee + Child $29. 01 $11. 61 Employee + Family $43. 51 $17. 40

Vision Insurance v v v 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 v Affects Social Security Taxable Wages v Cannot include in itemized deductions on tax return v Domestic Partner benefits are not eligible Employee Pay Period v Late enrollment is available – restrictions apply Contribution v Coverage is effective the first of the Employee Only $2. 81 month after 30 days of employment Employee + Spouse $5. 93 Employee + Child(ren) $6. 34 Employee + Family $10. 13

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

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

Long Term Care (LTC) v Insured by Genworth v Enrollment through www. genworth. com v Direct payment of premiums to carrier v Regular employees working 20+ hours are eligible v Family members/retirees may be eligible v 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. v Coverage begins 1 st day of the month following 30 days of employment v Late enrollment available – health statement required

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

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

Voluntary Life & Accidental Death & Dismemberment (AD&D) Insurance LIFE & AD&D v v v 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

Flexible Spending Account • • • 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

NM Educational Retirement Board v. Defined benefits program v. Employees working more than. 25 FTE (10 hours per week) are required to contribute v. Contributions: v. Employee earning $20 K or less v. Employee contributes 7. 9% (pre-tax) v. University contributes 13. 15% v. Employee earning more than $20 K v. Employee contributes 10. 1% (pre-tax) v. University contributes 13. 15%

NM Educational Retirement Board (continued) v 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 v 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 v. 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

NM Alternative Retirement Plan v Defined contribution plan v Available only to select faculty, administrators, and some coaching staff v Employee contributes 10. 1%; University contributes 10. 15% v Benefit Services department notifies eligible employees v Eligible employees have 90 days from date of hire to exercise this option v After seven years of contributions – one-time opportunity to switch to ERB. v Upon leaving the university, ARP members can rollover, cash out or annuitize the funds for disbursement.

NMSU Retirement Benefits • 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/

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

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

Reduced Tuition for Dependent Children For dependent children under age 25 (undergraduate courses only) v 50% tuition discount for both full-time and part-time students. v Employee must submit a request for tuition waiver for each semester in which the dependent will be using the Reduced Tuition Program v Available through Banner Self-Service 10 calendar days prior to start of classes. v Deadlines for submission: Summer – August 1 Fall – November 1 Spring – April 1 v 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. v Students awarded the Lottery Scholarship will not be eligible for this benefit.

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

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

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

Photo Identification Cards • 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

University Communications • 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.

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

For Additional Information 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