July 2016 SupervisorManager Agenda Educational Benefit Bright Horizons Care Advantage Incidental Days amp Short Term Income Replacement The Hartford Family amp Medical Leave Parental Leave ID: 692472
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Slide1
Improved Benefits Programs
July 2016
Supervisor/ManagerSlide2
Agenda
Educational Benefit
Bright Horizons Care Advantage
Incidental Days & Short Term Income ReplacementThe HartfordFamily & Medical LeaveParental LeaveQuestions
2Slide3
Education BenefitSlide4
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
4Slide5
Bright Horizons Care AdvantageSlide6Slide7
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 sittersSlide8
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 Slide9
www.CareAdvantage.com/NotreDameSlide10
www.CareAdvantage.com
Registration:
www.careadvantage.com/Notre Dame
Username
: NDCare
Password
: gond
877-BH-Cares (242-2737)Slide11
Short Term Income Replacement & Incidental DaysSlide12
Incidental Days
Ten (10) days every January
Personal Illness or injury
Family sickUp to 2 days for personalFull and Part time staff with a scheduled work week of 20 or more hours per week
Days do not accumulate
12Slide13
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
13Slide14
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
Weeks 1 – 4
Sick Leave Pay from accrued bank
($10.00
x 40 x 4 weeks)
$1,600
Weeks 5-6Vacation Pay ($10.00 x 40 x 2 weeks) $ 800Weeks 7-10*No Pay
0Total Pay – 10 weeks $2,400
Increase of $1,600plus retains vacation
Benefits
’ premium share will be deducted from STIR pay.
14
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.Slide15
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 absenteeismExcessive absenteeism
15Slide16
Definitions
Family and Medical Leave
Short Term Income Replacement
Incidental Days16Slide17
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: 1-800-549-6514
(8:00 a.m. to 9:00 p.m. ET)
Fax: 1-877-588-4817
www.TheHartfordAtWork.com
17Slide18
The Hartford’s 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
.
18Slide19
Supervisor’s
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.
19Slide20
Supervisor’s Responsibilities
Current
July 1, 2016
Policies & processRead & 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 supervisorRead FMLA emails and act on them when necessary
Read FMLA and STIR emails and act on them when necessary
20Slide21
Supervisor’s Responsibilities
Current
July 1, 2016
Follow-through for staffEnsure 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 closedReturn 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 workNo Change
21Slide22
Supervisor’s Responsibilities
Current
July 1, 2016
Payroll CodesMultiple 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
formHourly - Ultra-TimeNo Change
Adjust Leave Time or Recover overpayment Work with Payroll Services
No Change
22Slide23
Supervisor’s Resources - NEW!
Absence Reporting (for Supervisors/Managers):
Available July 1
stFor non-exempt staff Available balances for incidental and vacationUsed balances for incidental, personal, vacation and parental leaveVacation: accrual rate, beginning and accrued balances
23
FMLA/STIR
Leave of Absence Management Toolkit
Available July 1
st
Overview of steps to manage FMLA/STIR leave
Checklists for supervisor and staff
Slide24
Parental LeaveSlide25
Parental Leave
For 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.
25Slide26
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)
$
1,600Weeks 5-6Vacation leave ($10.00 x 40 x 2 weeks)
$ 800Weeks 7 – 12*No pay
$ 0Total 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)
$2,000Weeks 7-10Parental leave($400 x 4 weeks)$1,600Weeks 11 – 12 Vacation leave($10 x 40 x 2 weeks)$ 800Total Pay – 12 weeks$4,800
*
Employee must pay their benefits’ premium
share directly
to the University while in unpaid status.
26
Benefits’ premiums will be deducted from pay.Slide27
Supervisor’s Responsibilities
Reporting
of Hours:
NEW! Payroll Codes for Non-Exempt PLS or PLH – Parental LeaveReport 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
27Slide28
Your Next Steps
Review and understand improved programs
Encourage staff to attend a session
Report paid time Learn your resources
28Slide29
Resources
InsideND – HR
pages
Leaves: http://hr.nd.edu/benefits/time-off-leaves Leave Resource Page (forms, slides, FAQ’s, checklists, process flows): http://hr.nd.edu/benefits/time-off-leaves/family-medical-leave-fmla-resources
Absence Reporting (
f
or Supervisors/Managers)
FMLA/STIR Leave of Absence Management Toolkit
Supervisor ChecklistStaff ChecklistHR Consultants & Benefits Specialists
askHR Customer Service Center: 631-5900 or askHR@nd.eduThe Hartford 800-549-6514800-549-6514
www.TheHartfordAtWork.comThe Hartford mobile app. Search for “My Benefits at The Hartford at the Apple®App Store or Google Play™ Store.
29Slide30
Summary of Improvements
Education Benefit
Bright Horizons Care Advantage
Incidental Days & Short Term Income Replacement Parental Leave
30Slide31
AppendixSlide32
FML and STIR:
The Hartford Process
Effective July 1, 2016Slide33
Concurrent STIR & Leave Intake
33
Non-maternity
calls routed to Clinical Intake Queue
Employee calls a toll-free number to report STD/
Leave
Intake Nurse conducts interview with employee
Intake Nurse contacts Physician’s office for verification of medical information, as necessary
Medical
Intake
complete
?
Medical Intake Complete
NO
YES
If no response by Day 4, Absence Analyst contacts employee and advises no medical has been received
Intake Nurse evaluates information; makes clinical impression
Claim information with clinical impression transitions to Absence Analyst for evaluation
No response by Day 15, STD is closed and leave is denied due to a lack of information
Medical Intake Incomplete
34Slide34
Ongoing Claim Management
34
Ability Analyst (AA) reviews data; makes initial decision
Is
Claim
payable?
NO
YES
If claim is not payable, AA calls employee; advises of decision
If claim is payable,
AA calls
employee; advises of approval
Employee receives written confirmation of denial and
appeal rights
Employee returns to work as anticipated
AA calls employee
5 days prior
to RTW
35Slide35
STIR Return-to-Work & Clinical Case Management
35
Clinical resource engages claim
Restrictions and limitations identified
3 point contact made: physician, employer, and employee
Case Management Plan established
Referral from Claim Leadership
Ability Analyst
generated referral
36Slide36
STIR to LTD Seamless Transition Model
36
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.
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.
Continue to LTD initial and ongoing claim process.
The employee (EE) is contacted by the LTD Claim Analyst for an employee interview to discuss:
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
1
2
3
Ability
Advocate
Ability
Advantage
Ability
Partner
The “triage” encompasses multiple factors: medical complexity, occupational duties, and financial considerations.
At
LTD Transition,
Team Leader
triages the claim
to appropriate
pathway.
YES
NO
Was
the IBQ
received?
37Slide37
Claim Denial and Appeal Process
37
Claim is reconsidered and approved
Return
to work
Management
review.
Claim
Analyst
evaluates claim
and contract –
recommends
denial.
Employee and employer notified in writing.
Employee
submit
necessary
information?
Appeals process initiated
.
Claim
denied.
No
Benefit approval & payment is initiated per contract.
Claim is forwarded to Appeals Committee.
Ongoing Claim Management.
Claim closed
Claim is reconsidered; denial upheld
No return to work
Yes
Employee appeals denial providing new information as needed.
38Slide38
Intermittent Leaves
38
Leave Management Analyst reviews leave against approved frequency & duration (F&D)
Is
employee
eligible?
NO
YES
Leave is outside
of existing F&D. Recertification process
is initiated
Leave fits existing F&D. Time is approved
Employees / Supervisors submit time
via Web
Employees / Supervisors submit time telephonically
39Slide39
Continuous Leaves
39
Call is routed
to the Customer
Care Analyst Queue
Employee calls
a toll-free number
Customer Care
Analyst
makes initial
eligibility determination; sends packet
Is
employee
eligible?
NO
YES
No documentation received; Leave Management Analyst denies request for leave
Leave Management Analyst makes leave determination based on documentation received
Leave Management Analyst determines documentation is incomplete or insufficient
39