Transcript Human Resources - University of Connecticut

New Employee Orientation (NEO) Agenda
• Welcome
• Overview of the University of Connecticut
• Respectful Work Environment
• Selected Policies, Laws, and Statements
 General Interest
 Department of Environmental Health & Safety
 Department of Human Resources
 Office of Audit, Compliance & Ethics
 Office of Diversity and Equity
 University Information Technology Services
• Payroll Information & Administration
• Benefits Presentation & Enrollment
• Parking Services
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Getting to know UConn
• UConn Facts 2010
– Founded 1881
– 9 locations + 8 extension centers
– Land Grant & Sea Grant College,
& Space Grant consortium
institution
– FA ‘09 $1.423 billion in
construction
– FA ‘09 21,496 Undergrads
– 14 Schools & Colleges
– 204,500 Alumni
– Full-time faculty & staff: 7903
• Points of Pride
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Fall 2009 Ave SAT Scores 1212
#1 public university in N.E.
44% in the top 10% of HS class
FY 09 private fundraising $48.5
million
– UCHC $12.3 million from NIH
– Psych #6 by NSF for federal
research funding
– Notable Alumni:
• Joseph Courtney
• Wally Lamb
• Emeka Okafor
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UConn Mission Statement excerpts
(from the Strategic Plan)
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…national and international recognition…
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Through our focus on teaching and learning,…
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Through research, teaching, service, and outreach,
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…we embrace diversity and cultivate leadership, integrity, and engaged
citizenship in our students, faculty, staff, and alumni…
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… our state’s flagship public land and sea grant institution, we promote the health
and well-being of Connecticut’s citizens through enhancing the social, economic,
cultural, and natural environments of the state and beyond.
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Guiding Documents
•
Academic Plan Excerpts
http://academicplan.uconn.edu/
– Honesty and Fair Play
– Mutual respect and cooperation
– Inclusive community
– Celebrates diversity
– Promotes civility
– Integrity
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Code of Conduct Excerpts
http://www.audit.uconn.edu/doc/codeofconduct.pdf
– Knowledge
– Honesty
– Integrity
– Respect
– Professionalism
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Respectful Work Environment: OUR STANDARDS
• Provide an environment that values the unique
contributions you bring to UConn
• Implement effective polices, programs & resources
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Your Responsibility
• Know UConn and your departmental policies, procedures,
expectations and resources
• Establish and model respectful behavior
• Understand how your behavior or that of others could be
inappropriate and/or may cause harm to others at UConn
• Be familiar with State and Federal legal requirements for fair
& respectful place of work and education
• If a supervisor, ensure a respectful work environment in your
location for your employees by adhering to and if needed,
enforcing policies and state/federal laws appropriately
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Recognizing Disrespectful Work Environments
• Ranges from small ongoing behaviors that build up to isolated
incidents. Also, there are behaviors you are not sure about,
and others that are clearly recognizable. Some examples are:
– Foul language
– Gossip
– Passive incivilities
– Inappropriate jokes
– Harassment
– Verbal threats
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UConn web site for Faculty & Staff:
Faculty & Staff Homepage
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University Policies on e-Library:
http://policy.uconn.edu/pages/main.cfm
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Faculty & Staff Resource Guide:
http://resource.uconn.edu/
Some University Information/Policies of Special Interest
• Emergency Closing Policy
– Human Resources website:
http://www.hr.uconn.edu/emerg_closing_info.html
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Emergency Notification System: Alert
Husky One Card- your UConn ID
NetID-Your UConn electronic ID
Email Address: [email protected]
Unions-AAUP, AFSCME, CEUI, Police & Fire, & UCPEA
12 Recognized State of Connecticut Holidays
http://www.das.state.ct.us/resource_dir.asp
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Records Retention Policy A few examples (verified 12/15/08)
For more information contact: University Archivist Betsy Pittman
For all records: http://www.lib.uconn.edu/online/research/speclib/ASC/rm/index.htm
Record Series Title
Minimum Retention Required
Accident Records
10 yrs. from date of accident
Accounts Receivable/Payable
3 years or until audited, whichever comes later
Annual Reports-record copy
Permanent / Archival
Application for Admittance
(potential students)
2 years from date of application
Applications for Employment
Hired – duration of employment + 30 yrs.
Not Hired – 2 years
Employee Files
Hired – duration of employment + 30 yrs.
Invoices-CO17
3 years or until audited, whichever comes later
Purchase Orders-Equipment
Retain for economic life of equipment
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Division of Public & Environmental Safety
Uniform Campus Crime Report (UCCR)
• The UCCR details crime statistics on University property for the
preceding calendar year
• Crime of opportunity
• Protecting yourself
• Husky Escort service
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Department of Environmental Health & Safety (EH & S)
Policies
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Guidelines
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Training
Biological Health & Safety
Leslie Delpin, Manager
(860) 486-2436
[email protected]
Occupational Health & Safety
Teresa Dominguez, Manager
(860) 486-0981
[email protected]
Chemical Health & Safety
Stefan Wawzyniecki, Manager
(860) 486-1110
[email protected]
Radiation Safety
Martin Graham, Manager
(860) 486-1108
[email protected]
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Department of Human Resources
Selected Laws and Policies
• Drug Free Workplace
• Family & Medical Leave
Act
• General Rules of
Conduct
• Workers’ Compensation
and Return to Work
Program
• WPV/Zero Tolerance
Policy
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Department of Human Resources
Drug Free Workplace
• Employees shall not unlawfully use, possess, distribute,
dispense or manufacture controlled substances, or be
under the influence of a controlled substance, while on
the job or in the workplace
• Any employee violating this policy will be subject to
discipline, up to and including termination
• Concerned employees are encouraged to contact the
Employee Assistance Program
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Department of Human Resources
Family & Medical Leave
• Federal FMLA provides up to 12 weeks of leave in a 12
month period for qualifying employees
• State Family & Medical leave provides for up to 24 weeks
of leave in a two year period for qualifying employees
• Your position is held and you will have a continuation of
medical benefits
• Other Leaves: Military, Educational, Personal, Voluntary
Schedule Reduction
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Department of Human Resources
General Rules of Conduct
• The General Rules of Conduct establish behavior
guidelines for all University employees
• Employees have a reasonable right to know what conduct
is expected of them
• Each department may have additional rules that
employees should be aware of – ask your supervisor
• Employees can be disciplined or dismissed for violating
the rules of conduct
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Payroll Services
Worker’s Compensation & Return to Work
• The University is required to provide Workers’
Compensation coverage for those who become injured or
disabled in the scope of their work
• The University has resources to help injured/ill workers
return to work, including, and as appropriate alternate or
light duty assignments
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Department of Human Resources
Workplace Violence Prevention & Zero Tolerance Policy
• Threats
• Verbal Abuse
• Physical Abuse
• Weapons
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Office of Audit, Compliance & Ethics (OACE)
Selected Codes and Policies:
•University Code of Conduct
•State Code of Ethics for Public Officials
•Non-Retaliation Policy
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Office of Audit, Compliance & Ethics (OACE)
University Code of Conduct
•Sets basic standards of workplace behavior for ALL
employees
•States publicly the University’s commitment to the highest
standards
•Assures that ALL employees understand their shared
responsibility for keeping the University in full
COMPLIANCE with all laws, regulations, and policies
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Office of Audit, Compliance & Ethics (OACE)
State Code of Ethics for Public Officials
•Applies to all of us as state employees
•Part of the Connecticut General Statues
•Intended to prevent individuals from using their public
position for personal financial benefit
•Violations can lead to fines and penalties
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Office of Audit, Compliance & Ethics (OACE)
Ethics: Conflicts of Interest
•Gifts
•Outside Employment
•Financial Benefit for Oneself or Family
•Appearance Fees/Honorarium
•Political Activities
•Post-State Employment
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Office of Audit, Compliance & Ethics (OACE)
Ask Yourself…
How would this look on the front page of the
Newspaper?
Just because there isn’t a law or University policy
that prohibits an activity doesn’t mean it is the right thing
to do…
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Office of Audit, Compliance & Ethics (OACE)
Non-Retaliation Policy
•Retaliation is prohibited against anyone who
reports a concern in good faith to the appropriate
individuals or offices
•Contact the Office of Audit, Compliance & Ethics
to report any activities that you feel may be
retaliatory
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Office of Audit, Compliance & Ethics (OACE)
Don’t hesitate to call us:
o1-860-486-4526
oREPORTLINE-anonymous
1-888-685-2637
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Office of Diversity & Equity
Services Provided
• Americans with Disabilities Act (“ADA”)
• Discrimination and Case Management
• Affirmative Action Plan for Employment
• Institutional Policies
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Office of Diversity and Equity (ODE)
Selected Laws and Policies
• Affirmative Action &
Equal Employment
Opportunity
• Policy Statement on
• Policy Statement: People
with Disabilities
• Reasonable
Accommodations Policy
Diversity
• Policy Statement on
Harassment
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Office of Diversity & Equity
All full-time University employees are required to attend
Diversity Training and Sexual Harassment Prevention
Training. These baseline training sessions which are run
by the Office of Diversity & Equity are not annual
trainings. Once you complete the baseline training
sessions, you will be required to attend refresher
sessions every couple of years. There are no sessions
being offered during the summer months. However, the
training will resume in September 2010. Once the
schedule dates have been established, a University-wide
email will be sent advising you of the dates.
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Office of Diversity & Equity
Policy Statement on Diversity
• The University asserts that students and employees
benefit from learning and working in a diverse
environment
• The University is committed to providing students with a
social and learning atmosphere where the population
reflects the diversity of the society they are to enter
• Diversity is embedded into the University Mission
Statement and has been approved at the Board of
Trustees level
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Office of Diversity & Equity
Policy Statements on Harassment
• The University of Connecticut does not condone harassment
directed towards any person, or group, within its community –
students, employees, or visitors
• The failure of managers, at any level, to respond to complaints of
harassment violates this policy as seriously as that of the original
discriminatory act
• Any person who feels they are being harassed is encouraged to
contact the Office of Diversity and Equity
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Office of Diversity & Equity
Policy Statement: People with Disabilities
• The University of Connecticut is committed to achieving equal
education and employment opportunity and full participation for
people with disabilities
• A person with a disability must be ensured the same access to
programs, opportunities, and activities at the University as all others
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Office of Diversity & Equity
Policy Statement on Reasonable Accommodations
• The University will make reasonable accommodations for the known
physical and mental limitations of otherwise qualified applicants and
employees
• Definition of “Reasonable Accommodations”
• Only in the rarest of instances (when undue hardship genuinely
exists) will the University decline to make reasonable
accommodations in keeping with the law and the spirit of this policy
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University Information Technology Services (UITS)
• Access to Services (telephone, network, computer, email,
etc.)
• Policies (http://itpolicy.uconn.edu)
• Security (http://security.uconn.edu)
• E-Mail Etiquette
• Electronic Communication
• Security Awareness
• Technology Assistance 860-486-4357 (HELP)
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University Information Technology Services
Selected Policies & Guidelines
• Use of UConn computing &
network resources
• Email is not private
• Official e-mail
communication & UConn
email lists
• Security
• Use of anti-virus software
• Encryption required on all pcs
• Security patches
• Use strong passwords
• Do not open unknown emails
or attachments/only
download from known
sources
• Use a firewall
• Back-up your files
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University Resources
• Your Supervisor
• University Offices/Divisions: HR, Public Safety (police, fire, ems,
environmental health and safety), OACE, ODE
• Your Union: AAUP, AFSCME, CEUI, Connecticut Police & Fire, UCPEA
• Multicultural Centers
• Women’s Center
• African American
• Asian American
• Puerto Rican Latin American
• Rainbow Center
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In Summary
• Office of Audit, Compliance &
Ethics
– Annual Mandated Compliance
Training
• Office of Diversity & Equity
– Harassment Prevention and Diversity
Training
• Public & Environmental Safety
– Police, Fire, EMT
– Locksmith
– Environmental Health & Safety
(EH&S)
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Policies, guidelines and training for
biological, chemical, occupational and
radiation safety
• University Information &
Technology Services (UITS)
– Policies, guidelines & resources
for technology-netid, access,
security, & 486-HELP
• HB Library
– Record Retention
• Human Resources
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Benefits
Employment Services
Labor Relations
IT & Data Management
Organization & Staff Development
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Payroll Department
WELCOME!
Please take your “Payroll Pamphlet” out.
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Direct Deposit
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Biweekly Pay Schedule
Payroll Calendar
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Verify!
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Tax Withholding Status
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Earnings
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Deduction Management
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Time and Attendance
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Additional Services
Verification of Earnings
NRA Tax Consultation
Notary Services
Workers’ Compensation Administration
Q&A
Completing Your I-9 form, W-4, CTW4, and Direct Deposit
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Benefits, Human Resources
Presenters:
Contact Info:
Vivian Cadenhead
Vicki Fry
Susan Matthews
Terry Stewart
Tony Velez
9 Walters Avenue, Storrs, CT 062695075
Depot Campus, Unit 5075
E-mail: [email protected]
Telephone: (860) 486-0400
Fax: (860) 486-0406
February 2011
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Online Benefits Info
• Website: www.hr.uconn.edu
- click Benefits, then New Employee Benefits Enrollment
• New Employee Orientation Presentation
• Enrollment Guide
• Forms
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Medical Options
• Point-of-Enrollment – Gated (POE-G)
- Network-based care only: $10 office visit copay for most services
- Primary care physician referrals required
• Point-of-Enrollment (POE)
- Network-based care only: $10 office visit copay for most services
- No referrals to specialists required
• Point-of-Service (POS)
- In-Network: $15 office visit copay for most services
- Out-of-Network: $300/person deductible, 80/20 coinsurance
Emergency care is covered as “in-network” even when received out of
the network area under all medical options.
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Medical Insurance Carriers
• Anthem Blue Cross and Blue Shield
- Regional network: CT, MA, RI
- Nationwide access
• UnitedHealthcare Oxford
- Regional network: CT, NJ, NY
- Nationwide access
Note: Employees who do not live in the regional network areas are
eligible for out-of-area plans
(Anthem Out of Area, UnitedHealthcare Oxford USA)
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Pharmacy Benefits
• Same for All Medical Options
• Pharmacy Benefit Manager: Caremark
- Nationwide network of retail pharmacies
- Mail order option
-Discount card
• Copays at Network Pharmacies
- $5 generic/$10 brand name/$25 non-formulary up to 34-day supply
- Maintenance medications: up to 3-month supply at retail pharmacy
or mail order
• Coinsurance at Non-Network Pharmacies: 20%
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Dental Options
• Basic Dental (UnitedHealthcare)
- No deductible, no annual limit
- 80% reimbursement: preventive, diagnostic, and simple restorations
- Orthodontia not covered
• Enhanced Dental PPO (UnitedHealthcare)
- Deductible: $25 person/$75 family max, $3,000/person yearly max
- Varied reimbursement: % of reduced fee
- Choice: network providers (reduced fee), non-network providers
- Orthodontia: $1,500 lifetime maximum
• Dental Health Maintenance Organization (DHMO) (CIGNA)
- Must use network providers
- Care must be coordinated by primary care dentist
- No deductible, no annual maximum, patient charge schedule
- Orthodontia covered
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Medical and Dental Info
• Eligible Dependents
- Spouse (including same-sex), or party to a civil union
- Dependent children to age 19, or
○ for medical, to age 26
○ if disabled, no age limitation
• Effective Date
- First of month following hire date/transfer
• Changing Your Elections
- Open enrollment: effective July 1 each year
- Qualifying status change
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Life Insurance
• Basic Life Insurance (Contributory plan)
• Supplemental Life Insurance (Employee pay all)
- Available to AAUP, UCPEA, Managerial/Confidential, Postdoctoral
Fellows and Law School faculty with annual earnings of $45,500
or more
• Administered by Dearborn National
• No evidence of good health required if you enroll within 31 days of hire
• Effective date is six months following hire date
• Continue a reduced amount of life insurance in retirement at no cost
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Retirement Plan
• State Employees Retirement System (SERS) Tier IIA
- Defined benefit plan
- Based on years of service and salary
- Employee contributes 2% (hazardous duty employees contribute 5%)
• Alternative Retirement Program (ARP) available to AAUP, UCPEA,
Managerial/Confidential, Law School Faculty
- Defined contribution plan
- Employee contributes 5%, State contributes 8% (total 13%)
- Employee directs how monies are invested
- Administered through ING
• Ineligible for SERS or ARP
- Postdoctoral Fellows
- Employees on J1 or F1 visa
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Retirement Choice
• Employees with choice have six months following hire date to make their
election
• Decision is irrevocable
• Effective date of Tier IIA
- Employment date
• Effective date of ARP
- Hire date if first contribution is made within one month of hire date
- Start of pay period in which first contribution made if after one
month of hire date
• Long Term Disability insurance plan automatically provided to ARP
participants
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Retiree Health Benefits
• Employees contribute 3% of pay for first 10 years of state service
- Only employees with vested retiree health benefits from former employer
can waive coverage and contributions
• Vested in retiree health benefits after 10 years of actual state service
- Retiree health benefits available at retirement
- For employees who leave prior to early or normal retirement, retiree
health insurance commences when age and service equals 75 or more
• Employees who leave state service prior to 10 years can request a refund
of contributions
- State can withhold refund until July 2012 and pay 3% per annum interest
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Additional Benefits
• Life Insurance
- Term life insurance through Dearborn National
- Aetna Universal Life Insurance
- ING Universal Life Insurance
• Retirement Savings: 403(b), 457, Roth 403(b) through ING
• Long Term Disability through Aetna (for employees
enrolled in SERS)
• Short Term Disability
- The Hartford (for employees enrolled in ARP)
- Colonial Supplemental Insurance Company
- Dearborn National
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Additional Benefits
• Flexible Spending Accounts
– Dependent Care Assistance Program
– MEDFLEX
• Qualified Transportation Account
• Auto and Homeowner Insurance
- Metropolitan Casualty & Property Insurance Company & Affiliates
- Liberty Mutual Insurance Company
• Long Term Care
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Work/Life Resources
• Employee Assistance Program (EAP)
• Work/Life Connections
- Caring about “U”Conn
- Spouses Network
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Complete Forms by Deadline
Forms available online: hr.uconn.edu>Benefits>New Employee>Forms
General Employment Forms
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Employee Information Form
Equal Employment Opportunity Information Sheet
Longevity Service Form
Benefits Forms
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Designation of Retirement System Tier Plan Beneficiary (CO-931)and one of the following from
below:
Retirement Plan Form
SERS Tier IIA
Credit Purchase Request for Miscellaneous Service (CO-1088)
ARP
ING Beneficiary Designation
SERS Tier II
Retirement Credit (CO-922)
Teachers Retirement
CT Teachers Retirement Board Transfer Form (TRB-19A)
None
No additional form - Post Docs and J1 and F1 visa holders
Retiree Health Fund Enrollment Form (CO-1300)
Basic Benefit Enrollment form (Medical, Dental, Life)-Personalized and automatically sent via
e-mail when Payroll record is complete
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Form Submission and Verification
• Forms can be mailed or delivered in person
• Option to schedule appointment with a Benefits
Representative
• Review Confirmation Report
- Mailed within two weeks following receipt of completed paperwork
• Look for Medical/Pharmacy/Dental ID cards
- Mailed within 30 days following receipt of completed paperwork
• Verify accuracy of payroll deductions
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Parking Services
Overview of Services
Video
Registration
Q&A
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