Postdoctoral Scholar Benefits Plan (PSBP)

1. Postdoctoral Scholar Benefits Plan (PSBP) Shirley Silveira

2. Postdoctoral Scholar Job Codes • 3252 Postdoctoral Scholar – Employee • 3253 Postdoctoral Scholar – Fellow • 3254 Postdoctoral Scholar – Paid Direct

3. Postdoctoral Scholar Employee • 3252 Postdoctoral Scholar – Employee • An appointment is made in this title when: • Agency funding the salary requires or permits the appointee to be an employee of the University or • General Funds, Opportunity Funds or other University discretionary funds are used to support the position • Salary paid through Payroll

4. Postdoctoral Scholar Fellow • 3253 Postdoctoral Scholar - Fellow • An appointment is made in the title “Postdoctoral Scholar – Fellow” when: • Postdoctoral Scholar has been awarded a fellowship or • Traineeship for Postdoctoral study by an extramural agency and the fellowship or traineeship is paid for through an University account • Salary paid through Payroll

5. Postdoctoral Scholar Paid Direct • 3254 Postdoctoral Scholar - Paid Direct • An appointment is made in the title “Postdoctoral Scholar – Paid Direct” when: • The Postdoctoral Scholar has been awarded a fellowship or • Traineeship for Postdoctoral study offered by an extramural agency and the agency pays the fellowship or • Traineeship is paid directly to the Postdoctoral Scholar, rather than through the University Payroll system • Such appointments shall have a “without-salary” (wos) status • Salary not paid through Payroll

6. Period of Initial Eligibility (PIE) • Postdoc must enroll during their PIE • The PIE starts on the first day of eligibility, generally the date of hire • The PIE period ends 31 days after the start of the appointment • Postdoc may enroll past the PIE period • only by exception, with approval from the Postdoctoral Benefits Coordinator

7. Eligibility Requirements • Eligibility Requirements for Postdoctoral Scholar Benefits Plan • Initial Eligibility for: Postdoctoral Scholars – Employee, Fellow, and Paid Directs are: • An initial appointment at 100% time for at least three months or • 50%-99% time for at least 12 months

8. Eligibility Retention • Eligibility Retention: Postdoctoral Scholars – Employees are: • Required to maintain an average regular paid time of at least 17.5 hours per week (43.75%) • Note: the paid percent time may differ from the appointment percent time • Eligibility Retention: Postdoctoral Fellows and Paid Directs are: • Required to maintain an appointment at a minimum of 43.75% time

9. BELI Codes • Derived and Assigned • The Benefit Eligibility Level Indicator (BELI) code of "P" should be assigned by the department exclusively to individuals in job codes: • 3252 Postdoctoral Scholar – Employee • 3253 Postdoctoral Scholar – Fellow • 3254 Postdoctoral Scholar – Paid Direct • Appointments must total 50% or more for a year or more, or 100% for three months or more • UC’s Payroll/Personnel System (PPS) will automatically derive a BELI code of “P” when: • There are one or more active appointments in Title Codes 3252, 3253, or 3254 • The duration and percent of those appointmentstotal 50% or more for 12 months or more, or 100% time for three months or more

10. BELI Out of Compliance • If department’s assigned BELI code of “P” does not match the PPS derived BELI Code, an “Out of Compliance Report” is generated • Departments receive the BELI Out of Compliance Report monthly • Please check your report • If a Postdoc appears on the report, verify that the appointment and BELI are correct • If not, please correct the BELI accordingly • If you have any questions, please contact the Postdoctoral Benefits Coordinator

11. Who pays for benefits? • 3252 Postdoctoral Scholar - Employee • Department pays the employee’s share of the cost for all benefits, plus the broker fee. • Postdoc pays employee’s share of cost (currently, applies to Health Net PPO medical plan and Long Term Disability only) • 3253 & 3254 Postdoctoral Scholar – Fellow & Paid Direct • Some cost are negotiable • Departments must pay for the required benefits: (Short Term Disability , Life & AD&D, and Workers Compensation) • Postdocs must pay: • Employee’s share of cost for PPO medical and Long Term Disability • Other cost for benefits are negotiated with their Principal Investigator (PI) with the exception of the required benefits • The required benefits are not negotiable and must be paid by the department or funding source.

12. How are benefits charged? • 3252 Postdoctoral Scholar – Employee: • Benefits are charged to the pay distribution line associated with the appointment in HCM

13. How are benefits charged? • 3253 Postdoctoral Scholar – Fellow: • Benefits are charged to the pay distribution line associated with the appointment in HCM • To charge benefits to a different funding source: • The department will need to transfer the benefits cost monthly by using a UPAY646P form • Completed forms are sent to the Payroll Office for processing

14. How are benefits charged? • 3254 Postdoctoral Scholar - Paid Direct: • Benefits are charged to the pay distribution line associated with the appointment in HCM • 100% of the benefit cost can be charged to a different funding source • To accomplish this, the department must complete the Premium Payment Description Form indicating the chart-string that the benefit cost should be charged too • If the department changes the funding source in HCM: • A new Premium Payment Description Form must also be sent to the Postdoctoral Benefits Coordinator to change the chart-string • Failure to notify the Postdoctoral Benefits Coordinator of the chart-string change will result in the benefits continuing to be charged to the original chart-string

15. Share of Cost • Postdoc’s are required to share the cost of benefits when: • 3253 & 3254 Postdocs may be asked to the share the cost of benefits • When there is a share of cost, departments must complete a Premium Payment Description Form and submit it to the Postdoctoral Benefits Coordinator to set up monthly billing • 100% of benefits cost will hit the department’s general ledger, • Once the Postdoc pays their share of cost, the department’s general ledger will reflect this amount

16. Premium Payment Description Forms (PPDF) • How to use the PPDF • Complete the PPDF indicating who is responsible for paying the cost of benefits • The costs may be split in a variety of ways but the department is responsible for paying the required benefits (Short Term Disability, Life & AD&D and Workers Compensation) • Postdoc billing is set up using the Campus Accounts Receivables System (CARS)

17. PPDF (Cont.) • 100% of benefits cost hits the pay distribution line associated with the appointment in HCM or the chart-string listed on the form (only applies to 3254) • When the Postdoc makes a payment, the department is credited this amount • To set up billing, departments must send the following to the Postdoctoral Benefits Coordinator: • University of California Postdoctoral Scholar Benefits Plan Enrollment, Change, Cancellation or Waiver Form • Premium Payment Description Form • The Postdoc’s, Check or Money Order for two months of premium cost made payable to U.C. Regents • If the department changes the funding source in HCM once billing is set up, they mustalso send in a revised Premium Payment Description Form

18. Postdoctoral Scholar Benefits Plan (PSBP) Benefits • PSBP benefits plan choices are: • Health Net Medical HMO or PPO • PPO Medical (monthly contribution for Postdoc $30, $60 or $90) • Health Net Dental HMO or PPO • Health Net Vision PPO • Long Term Disability (monthly contribution for Postdoc $5.39 ) for 2009 • Short Term Disability, Life & AD&D, and Workers Compensation (The above benefits are paid by the department and the cost may not be passed on to the Postdoc • enrollment is automatic • Repatriation & Medical Evacuation for J1 Visa holders and their dependents are covered under the Life & AD&D plan

19. Garnett-Powers & Associates • Garnett-Powers & Associates is our broker for the Postdoctoral Scholar Benefits Plan (PSBP) • The role of the broker is to: • Act as liaison between the carriers and the University • Provide benefit information • Expedite coverage with carriers so Postdocs can access care immediately (when needed) • Provide COBRA administration • Provide a dedicated toll-free UC customer service line for both campus administrators and Postdocs (1-800-254-1758) or • e-mail the broker directly using their website • Effectively communicate and educate both Postdocs and administrators in all aspects of the benefit plans, available insurance carrier services and annual Open Enrollment

20. Other Qualifying Events • Changes to enrollments, due to a qualifying event, must be made within 31 days following the date of the qualifying event • Qualifying Events: • Marriage • Divorce • Establishing a domestic partnership • Birth or adoption of a child • Involuntary Loss of Coverage (ILOC) • Adding eligible dependents moving into the service area or arriving in the United States

21. Enrollment Process • Postdoctoral Scholar can enroll in benefits by using one of two methods • On-line enrollment: • Use the portal “At Your Service” on the Garnett-Powers website if the Postdoc meets the on-line enrollment criteria or • Enroll using a paper form located on the Garnett-Powers web site, • form must be printed and sent to the Postdoctoral Benefits Coordinator • http://www.garnett-powers.com/postdoc/index.htm

22. On-Line Enrollment • Postdocs can enroll on-line if they meet ALL the following criteria: • Postdoc is enrolling in PSBP for the first time • They are within their 31-day Period of Initial Eligibility (PIE) • Postdoc has a Social Security Number • If enrolling a spouse, the spouse must have a Social Security Number also

23. Paper Enrollment Form • Paper enrollment forms are located on the Garnett-Powers web site www.garnett-powers.com • Click on Enrollment • Click on PSBP Enrollment Form • Choose Mac or Windows • Fill out the enrollment form which is a writable PDF • You must answer “Yes you have read the COBRA rights” • form will be blank when you print if you do not answer question • Print out enrollment form and Beneficiary Form • Important: filling out the form on the website does not enroll the Postdoc in benefits • Forms must be sent to the Postdoctoral Benefits Coordinator for processing all benefit elections

24. Change of Appointments • A change of appointment from one postdoc job code to another does not create a PIE to enroll in benefits or add dependents to Health and Welfare plans • A change of appointment from a Postdoc to an Faculty/Staff position does create a PIE to enroll in benefits under the Faculty/Staff plans • The first month, is not free when moving from a Postdoc position to an Faculty/Staff position

25. Time Off & Leaves • Postdocs are eligible for four weeks of Personal Time Off (PTO) per year • Postdocs are eligible for 12 days of sick leave per year • Appointments of less than twelve months are eligible for PTO & Sick leave in proportion to the appointment • Leaves are subject to Academic Personnel Manual 390 and should be treated like all other leaves for Faculty/Staff • Questions regarding leaves should be directed to Academic Personnel

26. Disability & FMLA • Disability leaves are processed like all other leaves for faculty & staff through HCM • Disability for Postdocs is processed by Garnett-Powers & Associates • PSBP Disability carrier is The Standard Insurance • Postdocs are eligible for FMLA if they meet the criteria - For questions about FMLA, please contact Employee Relations

27. Separations • Please remember to terminate your Postdocs timely in HCM this action: • Separates Postdocs in the payroll system • Ensures that benefit’s end dates will appear in the payroll system • Ensures that Postdoc will receive COBRA notification within the appropriate time frame • Ensures that the department does not get charged for benefits beyond the appointment end date • If the department does not separate the appointment timely they will be responsible for premiums charged to them until the system automatically de-enrolls the Postdoc • Departments will not receive credits in these situations

28. COBRA • COBRA notification is done by Garnett-Powers for Postdoctoral Scholars in job codes 3252, 3253 and 3254 • Postdocs with questions regarding COBRA should contact Garnett-Powers at 1-800-254-1758 www.garnett-powers.com • If COBRA Continuation Coverage is elected, the Postdoc will be responsible for paying the premiums directly to the insurance carriers

29. Long Term Disability (LTD) Processing • If Postdocs are enrolled: • Department action is required to cancel (LTD) • Must be processed manually • To cancel this benefit send the Postdoctoral Benefits Coordinator an email • If you are not sure about enrollment check with the Postdoctoral Benefits Coordinator after you have terminated the Postdoc in HCM

30. Paid Direct Billing • Paid Direct Billing • Postdoc who is set up for direct billing: • contact the Postdoctoral Benefits Coordinator immediately after terminating the postdoc in HCM to request a cancellation of monthly billing • Postdoc who is set up for billing: • moves from a 3254 direct paid to a 3252 employee billing must be cancelled by notifying the Postdoctoral Benefits Coordinator • Billing continues until a request to cancel is received • failure to cancel billing may result in the department being charged for benefits costs after the Postdoc has separated from the University

31. Key Things To Remember • BELI codes must be “P” for job codes 3252,3253 & 3254 • Postdoc must meet eligibility requirements to be eligible for benefits • Benefits enrollments are subject to a 31-day PIE • Postdocs must enroll in or opt out of benefits within their PIE • A change in job codes does not create a PIE to enroll in benefits (unless it is from a Postdoc to a Faculty/Staff position) • Department must check general ledgers monthly to make sure benefits cost are processed in the way they are intended • Appointment extension should be done timely to avoid disruption in benefits • Departments that fail to terminate Postdocs timely risk incurring benefits cost until the system automatically de-enrolls them • Departments will be responsible for these benefits costs

32. Contact Information • For questions and help with the Postdoctoral Scholar Benefits Plan (PSBP), contact: • Postdoctoral Benefits Coordinator Shirley Silveira 510-642-1623 sas@berkeley.edu • Garnett-Powers & Associates Customer Service 1-800-254-1758 psbp@garentt-powers.com