Improved Benefits Programs

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Improved Benefits Programs

• July 2016
• Supervisor/Manager

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Agenda

• Educational Benefit
• Bright Horizons Care Advantage
• Incidental Days Short Term Income Replacement
• The Hartford
• Family Medical Leave
• Parental Leave
• Questions

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Education Benefit
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Non-Notre Dame Tuition Reimbursement

• Maximum reimbursement for tuition increased from
  1,500 to 3,000 per benefit year.
• Job related certification, skills or trade
  training reimbursement increased from 750 to
  1,000 per benefit year.
• Doctoral programs are now eligible for
  reimbursement.
• Also covered under Notre Dame Education Benefit

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Bright Horizons Care Advantage
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Bright Horizons Care Advantage Program

• Short-term care for your child or adult/elder
  relative when regular arrangements fall through
  unexpectedly.
• Ongoing family support through an online database
  for a wide range of care needs.
• Self-selected, pre-screened caregivers
• Everyday care (babysitters and nannies) for
  children
• Elder care, planning, and referrals
• Homework and household help
• Pet care pet walkers, pet sitters

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Bright Horizons Care Advantage Program

• Short term back-up care
• Uses up to 15 uses/calendar year
• Copays
• Center-based child care/day
• 15/child (25 family max)
• In-home care (4-hour minimum)
• Child care (well or mildly ill) -
  6/hour/caregiver (up to 3)
• Adult/elder care - 6/hour (anywhere in the U.S.)
• Ongoing care online database
• Unlimited use
• Payments made directly with provider 

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www.CareAdvantage.com/NotreDame
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www.CareAdvantage.com

• Registration
• www.careadvantage.com/Notre Dame
• Username NDCare
• Password gond
• 877-BH-Cares (242-2737)

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Short Term Income Replacement Incidental Days
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Incidental Days

• Ten (10) days every January
• Personal Illness or injury
• Family sick
• Up to 2 days for personal
• Full and Part time staff with a scheduled work
  week of 20 or more hours per week
• Days do not accumulate

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Short-Term Income Replacement (STIR)

• 100 regular pay for maximum of 25 weeks
• One calendar week waiting period before benefit
  begins
• Full and part-time staff with scheduled work week
  of 20 or more hours per week.
• Sick bank no longer needed

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Scenario

• Jane Domer, non-exempt staff, has surgery with
  complications and misses 10 weeks of work. She
  has 4 weeks (160 hours) of accrued sick leave and
  2 weeks of accrued vacation.

Current Current
Weeks 1 4 Sick Leave Pay from accrued bank (10.00 x 40 x 4 weeks) 1,600
Weeks 5-6 Vacation Pay (10.00 x 40 x 2 weeks) 800
Weeks 7-10 No Pay 0
Total Pay 10 weeks 2,400
July 1, 2016 July 1, 2016
Week 1 Incidental Days (10 x 40 hours x 1 week) 400
Weeks 2 10 Short Term Income Replacement (10 x 40 hours x 9 weeks) 3,600
Total Pay 10 weeks 4,000
Employee must pay their benefits premium share
directly to the University while in unpaid status.
Benefits premium share will be deducted from
STIR pay.
Increase of 1,600 plus retains vacation
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Attendance Expectations

• Regular attendance essential for the functioning
  of the University
• Use of incidental days appropriately will not be
  subject to corrective action
• Concerns that create service interruptions or
  hardship on other staff
• Chronic absenteeism
• Excessive absenteeism

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Definitions

• Family and Medical Leave
• Short Term Income Replacement
• Incidental Days

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The Hartford

• Effective July 1, 2016, The Hartford will
  administer
• Family Medical Leave (FML)
• Short Term Income Replacement (STIR)
• Long Term Disability (LTD)
• The Hartford
• Phone [phone] (800 a.m. to 900 p.m.
  ET)
• Fax [phone]
• www.TheHartfordAtWork.com

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The Hartfords Administrative Role

• New FMLA initiation.
• Medical Review of FMLA STIR
• Leave determination
• Documentation of FMLA time
• Leave closure once employee returns to work or
  leave expiration
• Answer questions for employees and supervisors.

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Supervisors Responsibilities

• Refer employee to The Hartford if
• the employee will have an absence of more than 3
  days for medical reason or family care.
• the employee will have continued absences for the
  same reason and/or condition.
• the employee will have continued absences for a
  qualifying family members illness.
• the employee will require multiple health care
  provider visits or visits with treatments.
• you suspect an absence may be FMLA or STIR.

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Supervisors Responsibilities
Current July 1, 2016
Policies process Read ask questions to understand policies procedures No Change
Staff Notification To supervisor CareWorks for FMLA To supervisor The Hartford for FMLA and/or STIR
Follow-through for supervisor Read FMLA emails and act on them when necessary Read FMLA and STIR emails and act on them when necessary
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Supervisors Responsibilities
Current July 1, 2016
Follow-through for staff Ensure medical certification is sent to CareWorks within 15 calendar days Ensure medical certification is sent to The Hartford within 15 business days or your claim will be closed
Return to Work form (for personal continuous leave) CareWorks form submitted to CareWorks prior to planned return to work date UND form submitted to supervisor at least 3 business days prior to planned return-to-work date
If ADA accommodation is requested Work with ADA Program Manager for return to work No Change
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Supervisors Responsibilities
Current July 1, 2016
Payroll Codes Multiple codes INS or INH Incidental Days STS or STH Short Term Income Replacement
Reporting of Non-Exempt Hours weekly Salaried - Report of Absence and Overtime form Hourly - Ultra-Time No Change
Adjust Leave Time or Recover overpayment Work with Payroll Services No Change
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Supervisors Resources - NEW!

• Absence Reporting (for Supervisors/Managers)
• Available July 1st
• For non-exempt staff
• Available balances for incidental and vacation
• Used balances for incidental, personal, vacation
  and parental leave
• Vacation accrual rate, beginning and accrued
  balances

• FMLA/STIR Leave of Absence Management Toolkit
• Available July 1st
• Overview of steps to manage FMLA/STIR leave
• Checklists for supervisor and staff

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Parental Leave
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Parental LeaveFor Exempt and Non-Exempt Staff

• Four (4) weeks of 100 paid leave for birth,
  adoption or foster care placement.
• Available in one-week increments within 12-months
  following the event.
• If both parents work at ND, they may take
  concurrently or at separate times.
• The disability period for mothers generally
  allows up to 6 or 8 weeks of paid time. Parental
  leave may be taken immediately following the
  disability period or birth.

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Scenario

• Jane Domer, non-exempt staff, has a baby and
  requests 12 weeks of family leave. Her physician
  determines she is unable to work for 6 weeks due
  to pregnancy. This leave will be job-protected
  FMLA. She currently had 4 weeks (160 hours) in
  her accrued sick leave bank and 2 weeks vacation
  (80 hours).

Current
Week 1 4 Sick Leave from accrued bank (10.00 x 40) 1,600
Weeks 5-6 Vacation leave (10.00 x 40 x 2 weeks) 800
Weeks 7 12 No pay 0
Total Pay 12 weeks 2,400
July 1, 2016
Week 1 Incidental Days (10.00 x 40 x 1 week) 400
Weeks 2- 6 Short Term Income Replacement (10 x 40 hours x 5 weeks) 2,000
Weeks 7-10 Parental leave (400 x 4 weeks) 1,600
Weeks 11 12 Vacation leave (10 x 40 x 2 weeks) 800
Total Pay 12 weeks 4,800
Employee must pay their benefits premium share
directly to the University while in unpaid status.
Benefits premiums will be deducted from pay.
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Supervisors Responsibilities

• Reporting of Hours
• NEW! Payroll Codes for Non-Exempt
• PLS or PLH Parental Leave
• Report parental leave to Payroll Services
  weekly - Non-exempt salaried - weekly Report of
  Absence and Overtime form - Non-exempt hourly
  - Ultra-Time
• Record parental leave for Exempt within
  department

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Your Next Steps

• Review and understand improved programs
• Encourage staff to attend a session
• Report paid time
• Learn your resources

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Resources

• InsideND HR pages
• Leaves http//hr.nd.edu/benefits/time-off-leave
  s
• Leave Resource Page (forms, slides, FAQs,
  checklists, process flows) http//hr.nd.edu/ben
  efits/time-off-leaves/family-medical-leave-fmla-re
  sources
• Absence Reporting (for Supervisors/Managers)
• FMLA/STIR Leave of Absence Management Toolkit
• Supervisor Checklist
• Staff Checklist
• HR Consultants Benefits Specialists
• askHR Customer Service Center 631-5900 or
  askHR_at_nd.edu
• The Hartford 800-549-6514
• 800-549-6514
• www.TheHartfordAtWork.com
• The Hartford mobile app. Search for My Benefits
  at The Hartford at the AppleApp Store or Google
  Play Store.

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Summary of Improvements

• Education Benefit
• Bright Horizons Care Advantage
• Incidental Days Short Term Income Replacement
• Parental Leave

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Appendix
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FML and STIR The Hartford Process

• Effective July 1, 2016

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Concurrent STIR Leave Intake
Intake Nurse evaluates information makes
clinical impression
Claim information with clinical impression
transitions to Absence Analyst for evaluation
Medical Intake Complete
Non-maternity calls routed to Clinical Intake
Queue
Intake Nurse conducts interview with employee
Intake Nurse contacts Physicians office for
verification of medical information, as necessary
Employee calls a toll-free number to report
STD/Leave
Medical Intakecomplete?
If no response by Day 4, Absence Analyst contacts
employee and advises no medical has been received
Medical Intake Incomplete
No response by Day 15, STD is closed and leave is
denied due to a lack of information
NO
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Ongoing Claim Management
If claim is payable, AA calls employee advises
of approval
Employee returns to work as anticipated
AA calls employee 5 days prior to RTW
Ability Analyst (AA) reviews data makes initial
decision
Is Claimpayable?
If claim is not payable, AA calls employee
advises of decision
Employee receives written confirmation of denial
and appeal rights
NO
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STIR Return-to-Work Clinical Case Management
Referral from Claim Leadership
Clinical resource engages claim
3 point contact made physician, employer, and
employee
Case Management Plan established
Restrictions and limitations identified
Ability Analyst generated referral
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STIR to LTD Seamless Transition Model
AtLTD Transition, Team Leader triages the
claim to appropriate pathway.
The triage encompasses multiple factors
medical complexity, occupational duties, and
financial considerations.
Employer View will indicate that the file was
denied due to lack of EE information. No further
activity will occur on the file unless/until the
IBQ is received.
NO
A transition letter and an Income Benefit
Questionnaire (IBQ) are mailed to the EE. Two
attempts will be made to obtain the completed
IBQ. Second request letter advises the
employee that the file will be closed if IBQ not
returned.
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The employee (EE) is contacted by the LTD Claim
Analyst for an employee interview to discuss
Ability Advocate
Ability Advantage
Ability Partner
Was the IBQ received?

• Transition to a monthly benefit
• Offsets and Other Income Benefits
• Own Occ Any Occ definitions of disability
  timeframes
• RTW Social Security Assistance and support

Reasonable and Predictable Resolution
Multi- Faceted Life Event
Ongoing Intervention and Support
Continue to LTD initial and ongoing claim
process.
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Claim Denial and Appeal Process
Claim is reconsidered and approved
Return to work
?
?
Benefit approval payment is initiated per
contract.
Claim closed
Employee appeals denial providing new information
as needed.
Appeals process initiated.
Claim is forwarded to Appeals Committee.
Claim Analyst evaluates claim and contract
recommends denial.
Employee and employer notified in writing.
Employee submit necessary information?
Ongoing Claim Management.
Management review.
Claim is reconsidered denial upheld
No return to work
Claim denied.
No
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Intermittent Leaves
Employees / Supervisors submit time via Web
Leave fits existing FD. Time is approved
Leave Management Analyst reviews leave against
approved frequency duration (FD)
Is employee eligible?
Employees / Supervisors submit time telephonically
Leave is outside of existing FD.
Recertification process is initiated
NO
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Continuous Leaves
Leave Management Analyst makes leave
determination based on documentation received
Employee calls a toll-free number
Call is routed to the Customer Care Analyst
Queue
Customer Care Analyst makes initial eligibility
determination sends packet
Is employee eligible?
Leave Management Analyst determines documentation
is incomplete or insufficient
No documentation received Leave Management
Analyst denies request for leave
NO
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