Portland State University Welcome to HRascals Plus October 9, 2013

1. Portland State University Welcome to HRascals Plus October 9, 2013

2. Welcome HRascals Shana Sechrist Associate Vice President Human Resources and University Policy and Practice

3. Personnel Updates • Ramon Diaz • Ali Nasiri • Madison Manley

4. Agenda – 10/9/13 • Student Employment Update – J.R. Tarabocchia • Required Posters Reminder – Kristin Barber • November Payroll – Jennifer McLean • Moving Expense Reimbursements – Gina Turner • Open Enrollment/Benefits Updates – Kerry Gilbreth

5. Student Employment Update J.R. Tarabocchia Outreach & Advancement Coordinator Enrollment Management and Student Affairs

6. Student Employment Presentation Why is student employment important? • Students are employed in over 2,500 jobs on campus • Represent one of the largest sub-populations on campus • Successful student employment programs are positively associated with student retention, educational success, and students satisfaction • 52% of student employees say that working on campus influenced their decision to remain at PSU • PSU provides student employees the necessary and appropriate skills for use in employment after PSU • 85% of student employees feel that working on campus will make them more employable upon graduation • 78% of student employees feel that working on campus furthered their career goals

7. Student Employment Presentation The Guide for Supervisors

8. Student Employment Presentation The Guide for Supervisors

9. Student Employment Presentation The Guide for Supervisors The guide is subdivided by topic: • Student Employment Requirements • Types of Student Positions • Recruitment, Selection, & Hiring • Onboarding • Managing • Records Retention • What happens if it doesn’t work out • Acronyms

10. Student Employment Presentation What type of students does this guide cover? • Students earning an hourly wage • Regular wage students • Students who have federal work study • International student employees • Does not cover • Graduate Assistantships • Educational Stipends/Student Service Awards • Volunteers • Employees who are taking classes through tuition benefits

11. Student Employment Presentation Employment at-will • “Student employees” at PSU are “at will” employees. This means that either the student employee or the University may terminate the employment relationship without notice, at any time, and for any reason not prohibited by law. A supervisor of a student employee may not change the “at-will” nature of the employment relationship. • There should not be guidelines, policies, or procedures adopted by a PSU department that undermine the at-will status of students. • When in doubt, call HR.

12. Student Employment Presentation Fast Fact Students working on campus gave their supervisors an average grade of “A-”

13. Student Employment Presentation Credit Requirements • Undergraduate Students = 6 credit hours • Graduate Students = 5 credit hours • Non-degree seeking students = 6 credit hours • Post-Bac students = 6 credit hours • Post-bac undergraduate • Post-bac general

14. Student Employment Presentation Credit Exceptions • Final Term at PSU • Thesis Term or "in the normal course completing degree" • Medical Leave • Appeals made to VP EMSA • Does not apply to students earning Federal Work Study

15. Student Employment Presentation Term Off • Student employees may work while not enrolled for a maximum of one term per calendar year • Typically taken during summer term • First term cannot be term off • Exception for fully enrolled students who have work study • Back-to-back terms off are not allowed

16. Student Employment Presentation Term Off - Not Allowable

17. Student Employment Presentation Federal Work Study • Available for a very limited number of student positions (about 12%) • FWS student employees may not work more than 40 hours per week • FWS student employees may earn overtime, but overtime will be charged 100 percent to the department (not at FWS rate) • FWS student employees may not work more than 130 hours in a pay period (roughly 30 hours/week) • Note: Students earning FWS may be eligible for SNAP benefits (food stamps)

18. Student Employment Presentation International Students • Students must have • F-1 or J-1 visa • Letter of offer from employing department • Written permission from the Office of International Affairs • This written permission facilitates their attaining a social security number and their entry into the PSU payroll system • EPAF required

19. Student Employment Presentation International Students • Credit Requirements • Undergraduate = 12 credits • Graduate = 9 credits • Exceptions go through the Office of International Affairs

20. Student Employment Presentation International Students • International students cannot work more than 30 days before the start of the student's academic program • International students may only work 20 hours per week while school is in session (first day of term to last day of finals week) • International students may work more during summer term and when school is not in session • When an international student graduates, employment must end on the Friday of finals week • Exception is if student is continuing education at PSU after graduation • International students may work a maximum of 130 hours per pay period

21. Student Employment Presentation International Students - Term Off • International students are eligible for a term off (working, but not taking classes) only after being enrolled for 9 consecutive months • The student must enroll again at PSU in the term following the term off

22. Student Employment Presentation Pay • Minimum wage is pegged to the Consumer Price Index and will change each January

23. Student Employment Presentation Pay • Student Employee 1 - entry level • Student Employee 2 - basic skills and some experience • Student Employee 3 - work is more specialized and professional in nature • Student Employee 4 - technical and para-professional work; may supervise others • Student Employee 5 - para-professional work; leads in an area of expertise; may require certification or graduate coursework • Student Employee 6 - highly technical and specialized area of expertise

24. Student Employment Presentation Records Retention • Recruitment records - 3 years after separation • Work study records - 5 years after separation • Regular wage records - 3 years after separation • See Oregon Administrative Rule 166-475-0095 (46) • Shredding, pulping, or incineration • Incineration not recommended

25. Student Employment Presentation Questions?

26. Required Posters Reminder Kristin Barber Leaves Manager

27. Required Posters Reminder http://www.oregon.gov/boli/Pages/index.aspx

28. November Payroll Jennifer McLean Payroll Manager

30. Help From ZPHRTITO

32. Moving Expense Reimbursements Gina Turner Payroll Accountant

35. Open Enrollment/Benefits Update Kerry Gilbreth Associate Director of Benefits Human Resources

36. Introductions and Contacts • Kerry Gilbreth, Associate Director for Human Resources, Benefits, Leaves and HR Reception 503-725-3749 or gilbreth@pdx.edu • Melissa Young, Senior Benefits Coordinator 503-725-4996 or melissa.young@pdx.edu

37. What’s Newfor Open Enrollmentfor2014?

38. Open Enrollment is MANDATORY You must enroll during Open Enrollment Sept. 1 - Oct. 31 in order to: • Provide coverage for your dependents • Choose your medical and dental plans, and identify your dependents • Help improve your health and have less deductible from your pay by participating in the HEM program If you don’t actively enroll during Open Enrollment, then Jan. 1, 2014: • You will default to a higher deductible version of your medical plan • You’ll pay $25 ($50 for employee and spouse) per month because you didn’t check “no” on the tobacco use question. • You’ll pay $50 per month because you did not check “no” your spouse did not decline health coverage with their employer • If you have optional life insurance you will be moved to the tobacco use tier.

39. HEM (Health Engagement Model) • PEBB is continuing with the HEM as part of the PEBB members’ choices for 2014 • The board is continuing this model to engage every member of our group in trying to reduce individual health risks • HEM is designed around actions that will help with improving health and well being

40. HEM (Health Engagement Model) Members who enroll in a HEM plan commit to taking just three steps: • Complete a confidential, online assessment to identify health risks during open enrollment – you must complete your health assessment by 10/31/2013. No date restrictions with Kaiser this year. • Participate before Open Enrollment (October 1, 2014) in two additional activities of your choice that focus on health education. For more information: http://oregon.gov/das/pebb/pages/hemactivites.aspx • Pledge to take action in areas where simple steps can reduce health risks Link to information regarding the Health Engagement Model: http://www.oregon.gov/DAS/PEBB/Pages/2013benefits/hem.aspx

41. HEM, con’t • Members who select to participate in the HEM program and meet the Health Assessment (HA) requirements will be eligible to enroll in the regular medical plans (existing plans) and will receive a monthly monetary incentive beginning January 2014; $17.50 for employee only, and $35 for employee and spouse or domestic partner. No change from 2013. • Members who select not to participate in the HEM or who sign up for HEM and then do not meet the HEM requirements will be enrolled in a higher deductible plan – regular plan deductible plus $100.00. Any medical plan changes during 2014 will require the member to remain in the deductible plan they are appropriately in. • There is not a mid year correction on the HEM, you must fully complete all actions by October 31, 2013. • Full Time Plan Comparison: http://www.oregon.gov/DAS/PEBB/2014Benefits/FTPlanComp.pdf

42. 2014 Rx Plan • Prescription coverage – maximum out of pocket expense $1000 for Providence Plans • Formulary for PEBB Statewide and Providence choice at: https://healthplans.providence.org/members/pharmacy-resources/Pages/default.aspx Formulary for Kaiser at: www.kp.org/formulary

43. Additional 2014 Plan Changes • Kaiser: • - Substance abuse treatment fully covered at no cost to member. • - Bariatric surgery covered for those with BMI of 35 and higher and diagnosis of diabetes. • PEBB Statewide & Providence Choice: • - No limit on number of naturopathic visits. • - Acupuncture and spinal manipulation limited to 60 visits per year (combined) in PEBB Statewide; $1,000 per year in Providence Choice. • - Knee viscosupplementation, bunionectomy, surgery for hammertoe, and Morton’s neuroma are covered with an additional $100 copay. • Providence Primary Care homes – you have lower costs when you join a patient-centered primary care home/medical home

44. Your Dental Options 4 full-time and 2 part-time plans • ODS Traditional, is now Moda Premier* • ODS Preferred, is now Moda PPO* • Kaiser • Willamette * Late enrollees have a 12 month waiting period for Basic and Major services and a 24 month waiting period for Orthodontic services. • http://www.oregon.gov/DAS/PEBB/2014Benefits/FTPlanComp.pdf

45. Opt Out of Medical or Opt Out of Medical and Dental Coverage • You will need proof* of other coverage • Will get money back $233/$193.50 depending upon your Opt Out option. (prorated for part-time) • Will have $5,000 of Basic Life insurance for employee only • Can choose other optional benefits • Must provide proof * of coverage to HR within 5 business days of enrollment (for example, plan ID card or letter from employer). TriCare and other employer offered medical/dental coverage is accepted. Medicare, Medicaid and individual policies are not accepted

46. How to Enroll • Register Online at https://pebb.benefits.oregon.gov/members/!pb.main • Select ‘Register Here’ if you haven’t logged in to your Pebb account before. • Select ‘Get It Now” if you have registered before but have forgotten your User Name or Password. • DO NOT select email the password to me. That selection is currently not working, PEBB is trying to fix it.

47. How to Enroll (continued) • Use a PC/Internet Explorer/Unblock Pop-ups • Enter name, date of birth and ID • - Use PSU ID – not Social Security Number • Select and answer your security question • Check your personal information • Update your contact information on your Pebb account / Make Sure Your Plan Can Contact You

48. Add or Remove Dependents • Per PEBB – do not use Open Enrollment to add new dependents or remove individuals who have lost eligibility either before or during the Open Enrollment period. • Submit a Midyear change form to add a new dependent or remove a dependent due to loss of eligibility. • Midyear change forms must be submitted to HR 30 days from the qualifying status change event – no exceptions. After 30 days the request is handled by Pebb through an appeal process.

49. Make Your Plan Choices • Enroll/re-enroll in a medical and a dental plan • Enroll/change optional plans • - The link to the optional plan information is: http://www.oregon.gov/DAS/PEBB/Pages/14toc.aspx#Optional_Benefits Life insurance, disability, long term care • - Must re-enroll in Flexible Spending Accounts each year • “Save and Continue” or change beneficiaries • Print “Benefit Statement” for proof • Be sure and compare your 2014 enrollments with your December paycheck • - Check your January paycheck if in an FSA (make sure your deduction is listed on your paystub to avoid future adjustments! • Calculate your out of pocket pre-tax premium share and surcharge costs

50. Help with Online Enrollment • Special Computer Labs will be scheduled for September and October. Market Center Building, Mt. Jefferson, Room 326. • - September 3, 17 and October 1,15 & 29 from 7:30-10:00 • - September 10, 24 and October 8 & 22 from 11:30-1:30 • Call PSU Benefits at (503) 725-4926 for help with unlocking your Pebb account or resetting your password • Call PEBB directly at 1-(503) 373-1102 • - 9 a.m. to noon and 1 p.m. to 5 p.m. Monday through Friday (Pebb will have no furlough closures in October)