NMSU Employee Orientation

Effective July 1, 2009

Benefit Services Department Room 17 Hadley Hall (575) 646-8000

Policies
http://www.nmsu.edu/staff.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

Probationary Period
All new regular employees are subject to an initial probationary period six-months for nonexempt employees one-year for exempt employees. During the probationary period, a new employee may be terminated with or without cause and without recourse to the pre- and post-action grievance procedures except in cases alleging discrimination. Employees are encouraged to read NMSU policy 8.50 in its entirety to ensure a full understanding of the probationary period. The probationary period is essential and is used as an adjustment period for employees and supervisors.

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

Leave Time
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 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 Doctors note may be requested at any time

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) FMLA Class offered Go to http://hr.nmsu.edu/hrs/hrtraining.shtml

Pay Process
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

University & Employee Contributions to Premiums for Medical, Life and Long-Term Disability

Annual Salary $0 - $26,249 $26,250 - $31,499 $31,500+

NMSU % 80 70 60

Employee % 20 30 40

Group Medical Insurance

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 one month of employment Can enroll Spouse, Domestic Partner and Partners Children, and Legal Dependents (natural born, adopted, and step children) Pre-tax deduction option is available Late enrollment available restrictions apply

Presbyterian

Lovelace

United Healthcare

BCBS of NM Preferred Network Single 2 Person Family Single Family $300 $600 $900 $3,000 $9,000

Deductible

Single 2 Person Family Single 2 Person Family

$ 150 $ 300 $ 450 $3,000 $6,000 $9,000 $15 $30

Single $ 150 2 Person $ 300 Family $ 450 Single $3,000 2 Person $6,000 Family $9,000 $15 $30 No Co-Pay No Co-Pay $400 per admission 10% $175 $50

Single $ 300 2 Person $ 600 Family $ 900 Single Family $3,000 $9,000

Out of Pocket Maximum

Physician Office Visit Primary Care Specialty Care Preventative Services Routine Physical Well Child Care Hospital Services In-Patient Admission Outpatient Surgery ER Visit Urgent Care Center
Ambulance Services Ground Transportation Air Ambulance

$20 $30 No Co-Pay No Co-Pay $400 per admission 10% $175 $50

$20 $30 No Co-Pay No Co-Pay $400 per admission 10% $175 $50

No Co-Pay No Co-Pay $400 per admission 10% $175 $50

$30 $100

$30 $100

20% 20%

20% 20%

Durable Medical

20%

20%

25%

25%

Medical Insurance Benefit Comparison

Changes to Medical Insurance

Change of status (marriage, birth, death, divorce) 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 before 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 Premium contributions will be deducted for the whole pay period in which the change takes place

Prescription Benefits
Prescription benefits are included with the Medical benefits provided by Express Scripts National contracts (Walgreens, K-mart, Wal-Mart, etc) 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

Dental Insurance
Delta Dental PPO Regular employees working 20+ hours per week

31 days from the date of hire to enroll

Late enrollment not available Deductible is on a calendar year
Total Per Pay Period Contribution Employee Only Employee + Spouse Employee + Child Employee + Family $14.50 $29.01 $29.01 $43.51 Employee Pay Period Contribution $5.80 $11.61 $11.61 $17.40

Vision Insurance
Vision Service Plan (VSP) Regular employees working 20+ hours per week

31 days from the date of hire to enroll

Late enrollment is available restrictions apply Coverage is effective the first of the month after 30 days of employment Employee Pay Period
Contribution Employee Only Employee + Spouse Employee + Child(ren) Employee + Family $3.49 $7.35 $7.86 $12.56

Benefit Providers
BCBSNM
877-994-2583 www.bcbsnm.com

Express Scripts
877-849-5530 www.express-scripts.com

United
800-842-0241 www.myuhc.com/groups/nmex

Delta Dental of New Mexico 877-395-9420

www.deltadentalnm.com 877-395-9420 www.vsp.com

Presbyterian
888-275-7737 www.phs.org

Vision Service Plan (VSP)

Lovelace
877-232-1988 www.lovelacehealthplan.com

Flexible Spending Account

Enrollment upon hire, at open enrollment in November/December, or with qualifying event Health Care FSA Eligible expenses include medical, dental, vision and prescription (some OTC included) Can elect up to $5,000 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

Employee Health Center

Employees and their dependents enrolled in an NMSU health insurance plan may use the Employee Health Center When an employee or his/her dependent visits the Health Center: $5 per visit for those enrolled on NMSU medical, $30 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 dependents appointment Phone Number: 646-6600

Long Term Disability (LTD)

Insured by Fort Dearborn Life Regular employees working 20+ hours are eligible 31 days from the date of hire to enroll Coverage begins 1st day of month 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

Sick Leave Bank

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

Group Life Insurance

Insured with Fort Dearborn Life Employees working 20+ hours per week are eligible 2 times the annual salary with a maximum of $75,000 31 days from the date of hire to enroll Late enrollment available health statement required Beneficiary - NM is a community property state

Supplemental Life Insurance

Provided by MetLife Regular employees working 20+ hours per week are eligible Enroll 31 days from the date of hire Late enrollment available health statement required $50,000 guaranteed with no medical review Employee pays full cost Age based - rates increase in birthday month Also available, spouse and dependent coverage

Accidental Death and Dismemberment (AD&D)

Provided by AIG Life Insurance Regular employees working 20+ hours per week Acts of war and terrorism are not covered May enroll at any time

NM Educational Retirement Board

Defined benefits program Employees working more than .25 FTE are required to contribute Employee earning $20K or less contributes 7.9%; University contributes 12.4% Employee earning more than $20K contributes 9.4%; University contributes 10.9% 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 65 w/5 years of service; 2) age + years of service equal 75; or 3) any age with 25 years of service

http://www.nmerb.org

NM Alternative Retirement Plan

Defined contribution plan Available only to select faculty, administrators, and some coaching staff Employee contributes 9.4%; University contributes 7.9% 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 dispersement.

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

Tax Sheltered Annuities & 457 Plans

Regular employees working over 1,000 hours per year 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://hr.nmsu.edu/benefits/retire/annuities.html

Workers Compensation Insurance

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 employee health center department within 24 hours

Tuition Remission Benefits

Employees working 20+ hours per week may take 6 credit hours per semester & 8 credits over the summer without a tuition charge Available to the spouse or domestic partner* if the employee does not use all the credit hours Must be employed and registered for course(s) prior to the deadline Deadline is the last day to add classes each semester/session
* Domestic Partnership paperwork must be on file in Benefit Services

Reduced Tuition for Dependent Children

For dependent children under age 25 (undergraduate courses only) 50% tuition discount for both full-time and part-time students. Employee must complete a certificate of dependency for each semester in which the dependent will be using the Reduced Tuition Program Must be employed and registered for course(s) prior to the deadline Deadline is the last day to add classes each semester/session

Photo Identification Cards

All employees are required to have an NMSU Identification Card Banner 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

Additional Benefits
Employee Assistance Program University Health Center Discount Season Tickets for Athletic Events Natatorium & Activity Center (AggieFit) Tennis Center Discount Golf Course Membership Family Entertainment Parks Discounts GM, Verizon, AAA, Dell Health Promotion Programs Savings Bonds

University Communications
Employees may sign up for the following university-wide communication lists:
http://www.nmsu.edu/Administration/abcd.html http://www.nmsu.edu/Administration/postings.html

In addition, employees will automatically receive NMSU Hotline communications.

Training Opportunities
Hazcom (mandatory within 60 days) Banner Basic Computing Blackboard http://erp.nmsu.edu/

For Additional Information

Please contact the Benefit Services Department

benefits@nmsu.edu HR Service Desk 646-8000

Employment, Payroll and Benefits Questions

Orientation Packet
Benefits Summary
Rates and descriptions Eligibility HIPAA COBRA Drug Free Workplace
Orientation Evaluation ERB Beneficiary Form ERB Employment Data Form Benefit Deadlines Presentation handout Benefit Enrollment form
Medical, Dental, LTD, Life, Supplemental Life, AD&D Life, Pretax

Env. Health and Safety Business, Finance and HR Sample Pay Stub Money$Card, Parking Safety and Security Savings Bonds Ethics Point Workers Compensation

TSA handout and enrollment form Direct Deposit form Supplemental Life statement of health Supplemental Life handout AD&D plan booklet Flex booklet (SHDR) Domestic Partner packet