Portland State University

Welcome to HRascals Plus October 9, 2013

Welcome HRascals

Shana SechristAssociate Vice President

Human Resources and University Policy and Practice

Personnel Updates

• Ramon Diaz

• Ali Nasiri

• Madison Manley

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

Student Employment Update

J.R. TarabocchiaOutreach & Advancement Coordinator

Enrollment Management and Student Affairs

Student Employment Presentation

Why is student employment important?

•Students are employed in over 2,500 jobs on campusoRepresent one of the largest sub-populations on campus

•Successful student employment programs are positively associated with student retention, educational success, and students satisfactiono52% 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 PSUo85% of student employees feel that working on campus will make them more employable

upon graduationo78% of student employees feel that working on campus furthered their career goals

Student Employment Presentation

The Guide for Supervisors

Student Employment Presentation

The Guide for Supervisors

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

Student Employment Presentation

What type of students does this guide cover?

•Students earning an hourly wageoRegular wage studentsoStudents who have federal work studyoInternational student employees

•Does not coveroGraduate AssistantshipsoEducational Stipends/Student Service AwardsoVolunteersoEmployees who are taking classes through tuition benefits

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.

Student Employment Presentation

Fast Fact

Students working on campus gave their supervisors an average grade of “A-”

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 hoursoPost-bac undergraduateoPost-bac general

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

Student Employment Presentation

Term Off

•Student employees may work while not enrolled for a maximum of one term per calendar year oTypically taken during summer term

•First term cannot be term offoException for fully enrolled students who have work study

•Back-to-back terms off are not allowed

Student Employment Presentation

Term Off - Not Allowable

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 weekoFWS 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)

Student Employment Presentation

International Students

•Students must have oF-1 or J-1 visaoLetter of offer from employing departmentoWritten 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

oEPAF required

Student Employment Presentation

International Students

•Credit RequirementsoUndergraduate = 12 creditsoGraduate = 9 credits

•Exceptions go through the Office of International Affairs

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)oInternational 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 weekoException is if student is continuing education at PSU after

graduation•International students may work a maximum of 130 hours per

pay period

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

Student Employment Presentation

Pay

•Minimum wage is pegged to the Consumer Price Index and will change each January

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

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 incinerationoIncineration not recommended

Student Employment Presentation

Questions?

Required Posters Reminder

Kristin BarberLeaves Manager

Required Posters Reminder

http://www.oregon.gov/boli/Pages/index.aspx

November Payroll

Jennifer McLeanPayroll Manager

Help From ZPHRTITO

Moving Expense Reimbursements

Gina TurnerPayroll Accountant

Open Enrollment/Benefits Update

Kerry GilbrethAssociate Director of Benefits

Human Resources

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 Coordinator503-725-4996 or

melissa.young@pdx.edu

What’s Newfor

Open Enrollmentfor

2014?

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 programIf 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.

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

HEM (Health Engagement Model)Members who enroll in a HEM plan commit to taking just

three steps:

1) 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.

2) 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

3) 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

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

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

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

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

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

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.

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

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.

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

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)

More Info at Benefits Fair

• When: Thursday, October 3rd from 10 to 2

• Where: Ballroom (SMSU 355)• Special presentations in SMSU 327

- Vendor Presentations:- 11-11:30 am Social Security- 12:15-1:30 PERS

• Get questions answered from all plan reps

What Benefits Stay the Same

• Medex Travel Insurance • Wellness perks through your medical plan • Dental Plan Options and the Opt Out

options• Life Insurance Basic and Optional Life • AD & D coverage• Disability Insurance Choices• Long Term Care• Flexible Spending Account

Weight Watchers• Employees and Spouse/Partners/Children 10 and

older with Dr. approval join for free • Follow the instructions on the Pebb website at:

http://www.oregon.gov/DAS/PEBB/WW.shtml

• For meetings held at PSU, contact~Diana White, 5-2725

( Smith Memorial Student Union/SMSU Rm#258, Tuesdays, 12:30)

~Cindy Waugh, extension 5-3098 (Facilities Conference Room 202 (University

Services Building/USB Rm#202), Fridays, 12:15 )

Flexible Spending Accounts (FSAs)

• Must enroll every year for pre-tax savings• Health Care Account helps pay for uncovered

medical/dental costs. $2,500 annual maximum for Health Care Account

• Dependent Care Account helps pay for day care (up to age 13 or disabled)

• $5,000 annual maximum (Dependent Care can have a family contribution of $5,000)

• Use it or lose it• Domestic Partner FSA, for domestic partner use-

new for 2014

Flu Shot Clinics

• Look for PSU Information emails on how to sign up

• Scheduled dates Tuesday, October 15 (SMSU 328/329) 8:30 a.m.

to 3 p.m.Wednesday , November 6 (SMSU 338) 10 a.m. to

3 p.m.

For all 2014 Open Enrollment Updates!

• Public Employees’ Benefit Board materials were mailed to your home the first week of September, for copies of the Open Enrollment materials : http://www.oregon.gov/DAS/PEBB/Pages/OEPacket.aspx

• Remember your deadline for the health assessment and open enrollment 10/31/2013 !

QUESTIONS?

Announcements

• Next HRascals Meeting:

• Feb ??, 2014, To be confirmed soon! Watch your email.

Thank you!