NMSU Employee Orientation

Effective July 1, 2013

Benefit Services Department

Room 17 Hadley Hall

(575) 646-8000

Policieshttp://nmsu.edu/manual/current-nmsu-policies.html

CHAPTER 1Governance, Authority, Organizational Structure, and Policy Changes CHAPTER 2General Operating Policies CHAPTER 3Codes of Conduct, Permissible Activities CHAPTER 4Human Resources - General Policies

CHAPTER 5Faculty Policies CHAPTER 6Academic - Related Policies CHAPTER 7Benefits CHAPTER 8Staff Policies CHAPTER 9Facilities 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

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 currentDirect deposit is available for any bank or

credit union – enroll online via MyNMSU

Holiday Schedule

Martin Luther King Jr. Day

Spring HolidayMemorial DayIndependence day

Labor DayThanksgiving (2 days)Winter Break

(Christmas Eve through New Year’s Day)

Leave TimeAnnual 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

*excluding term employees and RTW retirees

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 Doctor’s note may be

requested at any time*excluding term employees and RTW retirees

Sick Leave BankAvailable to all regular employees with at least 2

years of serviceMust be enrolled in LTD to participateDonation of 40 hours of personal sick leave to the

bank is requiredMembership in the Sick Leave Bank is optionalIn 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 MedicalLeave 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.

• 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/

When does FMLA Apply?

Eligible Dependents Can enroll Spouse, Domestic Partner and Partner’s Children,

and Legal Dependents (natural born, adopted, and step children) in benefits that cover family members.

Supporting documentation required to add/cover dependents. Qualified Domestic Partner – affidavit and supporting

documentation.Note: Domestic Partner benefits are subject to taxation

Dependent children, age restrictions based on benefit type.Note: over age children can retain coverage with proof of

disability http://benefits.nmsu.edu/enrollment/eligibility/

Enrollment PeriodsNew/Late/Open/Switch/Qualifying Event

New Employee: Must enroll within 31 days of hire date.

Late: 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.

Open Enrollment: off-cycle open enrollment to be held late 2013 Medical - every four years – may change carriers, add or cancel coverage Dental - every two years – may add or cancel coverage Vision – annually – may add or cancel coverage

Switch Enrollment: Medical – annually may switch carriers or cancel coverage Dental – annually may cancel coverage

Enrollment Periods (continued)

Qualifying Event: change of status (marriage, birth, death, divorce, etc.)

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 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**Adding dependents requires documentation to support eligibility

Premium contributions will be deducted for the whole pay period in which the change takes place.

http://benefits.nmsu.edu/

Pre-tax PremiumThe 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 Contributionsto 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 Vendors – Presbyterian, Lovelace, Blue Cross Blue Shield of NM Health Investment Plan – with optional Health Savings Account, HMO and PPO 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 30 days of employment Pre-tax deduction option is available

Affects Social Security Taxable Wages Cannot include in itemized deductions on tax return Domestic Partner benefits are not eligible

Deductible is based on a fiscal year (July-June) *will change to calendar year January 2014

Late enrollment NOT available Potential Retiree Benefit – details on later slide

Medical Insurance Benefit Comparison

EFFECTIVEJULY 1, 2013

Presbyterian NMHIP Preferred

Provider

Presbyterian HMO Lovelace BCBS of NMPreferred Provider

Deductible Single $1,250Family $2,500

Single $3502 Person $700Family $1,050

Single $3502 Person $700Family $1,050

Single $ 7002 Person $ 1,400Family $ 2,100

Out of Pocket Maximum Single $3,5002 Person $7,000Family $10,500

Single $3,5002 Person $7,000Family $10,500

Single $3,5002 Person $7,000Family $10,500

Single $3,5002 Person $7,000Family $10,500

Physician Office Visit Primary Care Specialty Care

20% after deductible $25$40

$25$40

$30$50

Preventative Services Routine Physical Well Child Care

No Co-PayNo Co-Pay

No Co-PayNo Co-Pay

No Co-PayNo Co-Pay

No Co-PayNo Co-Pay

Hospital Services In-Patient Admission Outpatient Surgery ER Visit Urgent Care Center

20% after deductible

$500 per admission20%$175$50

$500 per admission20%$175$50

$1,000 per admission20%$175$50

Ambulance Services Ground Transportation Air Ambulance 20% after deductible

$30$100

$30$100

20%20%

Durable Medical 20% after deductible 20% 20% 25%

Prescription BenefitsAll Plans Except Presbyterian NMHIP

Vendor – ExpressScripts/MedcoPrescription benefits are included with the Medical

benefits – except Presbyterian NMHIPWhen available, any prescribed medications are

automatically issued as a genericHome delivery (mail order) is availableSome prescriptions may require pre-authorizations or

letters of medical necessity

Prescription BenefitsPresbyterian NMHIP

Offered through Presbyterian Health Plan

Benefit Cost Sharing In-network Out-of-network

Prescription Drugs (Retail)Generic (Preferred)Brand (Preferred)Non-Preferred Specialty Pharmaceuticals3

20% 30% 40% 15% Copayment up to a $250 per

prescription

Not Covered (Must use Participating Pharmacy, unless required due to an emergency occurring outside of the PHP Service Area.)

Prescription Drugs(Mail Order)Generic ·Brand (Preferred)Non-Preferred

20% 30% 40%

Not Covered (Must use Participating Pharmacy, unless required due to an emergency occurring outside of the PHP Service Area.)

3 Benefit Certification may be required

Dental Insurance 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

Affects Social Security Taxable Wages Cannot include in itemized deductions on tax return Domestic Partner benefits are not eligible

Late enrollment not available Deductible is on a calendar year

(January – December)

Total Per Pay Period

Contribution

Employee Pay Period

Contribution

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 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

Affects Social Security Taxable Wages Cannot include in itemized deductions on tax return Domestic Partner benefits are not eligible

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 $2.81

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.deltadentalnm.com

• Vision Service Plan (VSP)– 800-877-7195– www.vsp.com

Critical IllnessAFLAC

Available to regular employees working 20 hrs per week or more.Coverage begins the first of the pay period following a 30-day waiting period.Pays a lump sum cash benefit for covered critical illnessesEmployee Coverage is either $10,000 or $20,000.

Spouse/Domestic Partner Coverage is 50% of employee coverage, either $5,000 or $10,000.

Eligible Dependent Child Coverage is 25% of the Employee Coverage at no additional cost.

Premium rates based on age and tobacco use.

Benefit Calculator

Long Term Care (LTC)Insured by GenworthEnrollment through www.genworth.com Direct payment of premiums to carrierRegular employees working 20+ hours are eligibleFamily members/retirees may be eligible31 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.

Coverage begins 1st day of the month following 30 days of employment

Late enrollment available – health statement required

Long Term Disability (LTD)Insured by Dearborn NationalRegular employees working 20+ hours are eligible31 days from the date of hire to enrollCoverage begins 1st day of pay period following 30

days of employment Late enrollment available – health statement required135 day waiting period in event of disabilityPays 60% of monthly salary to a maximum of $5,000

a monthBenefit Calculator

Basic Life & Accidental Death & Dismemberment (AD&D) Insurance

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

Benefit Calculator

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

LIFE & AD&D 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

Defined benefits programEmployees working more than .25 FTE (10

hours per week) are required to contributeContributions:

Employee earning $20K or lessEmployee contributes 7.9% (pre-tax)University contributes 13.15%

Employee earning more than $20K Employee contributes 10.1% (pre-tax)University contributes 13.15%

NM Educational Retirement Board(continued)

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 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 55Cost 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 Defined contribution plan Available only to select faculty, administrators, and some

coaching staff Employee contributes 10.1%; University contributes 10.15% 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 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 PlansAll employees may participateAllows employees to voluntarily set aside additional funds

for retirementContributions are on a pre-tax basisAnnual limits are set by the IRSCatch up options available – see carriersList of vendors available at

http://benefits.nmsu.edu/retirement/for-employees/retire-plans/

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 through Banner Self-Service 10 calendar days prior to start of classes. Must be registered for class(es).

Available to the spouse or domestic partner* if the employee does not use all the credit hours

Deadlines for submission:

Summer – August 1 Fall – November 1 Spring – April 1 Courses may be subject to taxation. Domestic Partnership paperwork must be on file in Benefit Services for

use of this benefit

Reduced Tuition for Dependent ChildrenFor dependent children under age 25 (undergraduate courses only) 50% tuition discount for both full-time and part-time students. Employee must submit a request for tuition waiver for each semester

in which the dependent will be using the Reduced Tuition Program Available through Banner Self-Service 10 calendar days prior to

start of classes. Deadlines for submission:

Summer – August 1 Fall – November 1 Spring – April 1 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.

Students awarded the Lottery Scholarship will not be eligible for this benefit.

AggieFit Includes Activity Center & Natatorium

Employee Assistance Program Counseling available

Campus Health Center Employees and their dependents enrolled in an NMSU health insurance

plan may use the Campus Health Center. $5 per visit for those enrolled on NMSU medical, $35 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 dependent’s appointment

Wellness

Workers’ Compensation InsuranceAll employees are covered for on-the-job accident

and occupational diseasesBenefits 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 websiteAll forms must be completed and turned in to the

David Carbajal at the Campus Health Center within 24 hours

Additional BenefitsDiscount Season Tickets

for Athletic EventsTennis CenterDiscount Golf Course

MembershipSmartSavings Online

Discount Mall

Discounts – GM, Verizon

Health Promotion Programs

Savings Bonds

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 Informationhttp://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