HR Forum: Connecting HR… Serving the Duke Community August 14, – 10:30 a.m. Medical Center Board Room

Agenda Update on I-9/E-verify Go-Live Benefit Updates – Fee Disclosure for 403(b) investments – Long-term Care – Address Change Health Care Benefits Updates – Express Script/Medco name change – Coventry/WellPath name change – Open Enrollment Employee Kickoff Event FMLA process change for DUHS Flu Campaign Duke Alert Test Results Great Colleges to Work For Other Upcoming Events/Efforts 2

UPDATE ON I-9/E-VERIFY GO-LIVE HR Forum

4

BENEFITS UPDATES HR Forum

Fee disclosure update Faculty and Staff Plan (for exempt staff)  August 13 th, 2012 – will be sent to all active Faculty and Staff. will contain a link to the fee disclosure site.  Week of August 13 th, 2012 – Booklet will me mailed to terminated participants with a balance in the Plan. Savings for Retirement Plan (for non-exempt staff)  Week of August 13 th, 2012 – booklet will be mailed to all active non- exempt staff and terminated participants with a balance. Commissioned Police Officer’s Plan (CPOP)  Week of Aug 13 th, 2012 – Participants in the CPOP will receive a booklet. 6

Long-term Care 7 As of June 2013, Prudential will no longer sell new Long- term Care policies through Duke Until June 30, 2013, faculty and staff can still enroll. – New employees: no need for medical questionnaire – Others: medical questionnaire required Prudential will continue to offer customer support and claims service to the 1,200 Duke faculty and staff who currently have long-term care. – Coverage is guaranteed renewable (terms and conditions will not change if premiums are paid) – Premiums guaranteed through Aug. 31, 2015 – Premiums can continue to be paid through payroll deduction

Address Update Historically, participant address changes in have updated health and dental vendors but did not update retirement plan or voluntary benefit vendors. Effective August 1, 2012, Duke’s retirement plan vendors will use addresses from Duke to update participant home address information. Effective August 1,2012, active employees should use as the single source of home address updates for all vendors and benefit programs. Terminated participants will update their addresses directly with the vendors. 8

HEALTH CARE BENEFITS UPDATES HR Forum

REMINDER Name Change on Sept. 1, 2012 The Express Scripts name will appear on most member communications starting September 1. Consumer website: Medco name/logo will change to Express Scripts, BUT the web address ( will remain the same. Communication pieces will reference Express Scripts. Customer service representative greetings: “Medco is now a part of the Express Scripts family of pharmacies.” Literature packets and communications associated with prescriptions ordered through the mail will include information about the name change. 10

WellPath/Coventry Name Change As of July 1, Coventry has chosen to use a single name across the country. Since WellPath is a subsidiary of Coventry, “WellPath Select, Inc.” is now “Coventry Health Care of the Carolinas” WHAT DOES THIS MEAN? No changes to benefits New ID cards will issue with new logo – Most employees will receive these after Open Enrollment Members can use same toll-free Member Services. Website with list of in-network providers ( now automatically directs to

Open Enrollment Oct. 22 – Nov. 2, 2012 Changes for 2013 will include – New dental program – Tobacco-use surcharge – Federally-mandated decrease in maximum contribution to Health Care Reimbursement Account (lowered to $2,500) Planning continues for 2014 and beyond 12

2012 Employee Appreciation Day

Game Details Saturday, September 1st vs. FIU – 7 PM Wallace Wade StadiumSaturday, September 1st vs. FIU – 7 PM Wallace Wade Stadium Blue Devil Alley (K-Ville) will open at 4:00 PMBlue Devil Alley (K-Ville) will open at 4:00 PM –Ticket pickup, free food, inflatable games, face painting and live music –Team Walk at 4:45 PM

Registration Information Register OnlineRegister Online – –Each employee is eligible to register for up to (4) tickets Online Registration began August 1 stOnline Registration began August 1 st Call-in line for special circumstancesCall-in line for special circumstances (919) (919)

2012 Home Schedule Sept. 1 – FIUSept. 1 – FIU Sept. 15 – N.C. CentralSept. 15 – N.C. Central Sept. 22 – MemphisSept. 22 – Memphis Oct. 6 – VirginiaOct. 6 – Virginia Oct. 20 – North CarolinaOct. 20 – North Carolina Nov. 3 – ClemsonNov. 3 – Clemson Nov. 24 – MiamiNov. 24 – Miami

Employee Pass presented by Duke Federal Credit Union Price:Price: –$87.50 per Reserved Season Ticket ($12.50 per game) –Option to purchase reduced price season tickets for the Duke Women’s Basketball season –Option to purchase tickets to select Duke Men’s Basketball home games –Gift item (100 th Season t-shirt) per season ticket ordered –Additional Option: $285 for (4) General Admission season tickets ($10.18 per game) - Does not include above benefits include above benefits Wallace Wade Stadium Seating Locations:Wallace Wade Stadium Seating Locations: –Reserved Sections (green) –General Admission Sections (red)

Family Medical Leave Changes Staff and Labor Relations & Employee Occupational Health and Wellness

Managing Family Medical Leave Current State Growing concern for managers – Belief utilization is high and increasing Incomplete FMLA work absence data 1533 DUHS employees had at least one FMLA leave, (continuous or intermittent) during FY 2012 In the beginning of July 2012, DUH had 380 staff members on FMLA (74 continuous and 306 intermittent). 84% of all staff on leave of absence was FMLA. – Decentralized process Variable level of understanding Risks inconsistency in FMLA administration Oversight and monitoring by leadership not in place – Concern growing across health care employers

DUHS Dashboard FMLA Breakdown by Entity FY12 Year End

Managing Family Medical Leave Current State – Variable utilization of clinical oversight EOHW reviewed 300 FMLA requests from DUHS and University in 2011 Clinical review: 1.Establish parameters for use of FMLA work absence 2.Assess excessive/pattern absence for recertification 3.Address work restriction and reasonable accommodation 4.Evaluate safety concerns due to work restrictions – Increasing complexity FML/ADA and Workers Compensation overlaps

Managing Family Medical Leave Current State – Lack of utilization of standardized reports Report Express for DUHS 1.Underutilized 2.Data reporting constraints 3.Difficult to track unpaid leave 4.Difficult to track intermittent leave and trends although opportunity exists by broadening utilization of Active Staffer FMLA Exception Reports Available ID cases when FMLA leave is exhausted ID cases where leave data are not entered properly in payroll system situation may not be addressed by dept managers

Starting Sept. 1, 2012, all Duke University Health System employee requests for Family Medical Leave Act (FMLA) leave must be reviewed by Employee Occupational Health and Wellness (EOHW) for a medical determination of approval. a.The new process does not change the supervisor’s responsibility for determining the eligibility of an employee for FMLA in terms of hours worked. b.The new process requires the Leave of Absence request form and the Health Care Provider forms to be forwarded to EOHW the same day as the employee’s request received. c.Employee has option to provide forms directly to EOHW for high sensitivity diagnosis. Supervisor is still required to meet with employee once approval determination received from EOHW. This change in process is mandatory in the Health System but not for the University. Duke University Managers and supervisors can continue to send paperwork to EOHW for a determination of eligibility, but are not required to do so. Resources for managing FMLA workflow within EOHW have been designated.

FMLA Healthcare Provider forms, customized for Duke by the following changes from DOL forms: Employee condition form:  Shortened the form by compressing first page of DOL form: Omitted instructions to employer, employee and shortened instructions to HCP.  Included Release of Information allowing clarification if needed. I authorize Employee Occupational Health & Wellness, or its representative, to contact the healthcare provider indicated on this form for clarification or authentication of any of the information below. I also authorize my health care provider to disclose the health information described in this Certification for the purpose of clarification. I understand that I can revoke the above authorization at any time by submitting a written request.

Family Member condition form:  Shortened the form by compressing first page of DOL form: Omitted instructions to employer, employee and shortened instructions to HCP.  Included Release of Information allowing clarification if needed as above, to be signed by family member.  Added checkboxes for category of relationship of family member: spouse, parent, son or daughter, Duke registered same sex spouse equivalent.  Inserted GINA disclosure, as above.  Rearranged questions to improve flow of document.  Minor changes in wording of some phrases for clarity, e.g., inserted ….needs care “from family member”…

 to Supervisor and Employee within 1-2 days or supervisor instructing to send Designation notice that clarification is pending.  What is included in the form elements? Approval / Denial Specification of Approval Recertification dates Estimated Frequency of episodic absence Type of Leave (Intermittent, continuous)  New Staff member added to assist with flow  Note: If the employee has no access, department still provides the determination information along with Designation notice

E-learning currently being developed including: New FMLA self-paced online tutorial including changes offered via SABA LMS for tracking completion Saba LMS User Tutorial offered as pre-requisite New FMLA Mini Tutorials offered via the HR website for Just-In-Time learning Just in Time Learning

PHASE ONE Employee requests leave of absence PHASE THREE If approved, determine how FMLA will be taken The way in which FMLA is taken will depend on: Medical guidance provided by the staff member’s health care provider and if necessary, confirmed with Employee Occupational Health & Wellness Designation Notice Provided to employee within 5 days for approval or denial PHASE TWO Department determines eligibility (1250 hours and 1 year in last 7 yrs. eligibility) 5 days – Provide Employee Rights and Responsibility Consult with EOHW as needed Approval /Denial PHASE FOUR Determine type of paid time staff member will use. Forward payroll leave of absence form to corporate payroll PHASE FIVE Track and maintain records Business Process (Current)

PHASE THREE EOHW s determination form to supervisor and employee within 1-2 days or instructs supervisor to send Designation notice that clarification is pending Employee and supervisor meet and discuss EOHW determination form and provide designation notice to employee for approval or denial PHASE TWO Department determines eligibility (1250 hours and 1 year in last 7 yrs. eligibility) 5 days – Provide Employee Rights and Responsibility Same day-Forward LOA Request, HCP, and EE Right and Responsibility to EOHW for determination of FMLA Approval Medical Approval or Denial decision made by EOHW Business Process (Future) PHASE ONE Employee requests leave of absence PHASE FOUR Determine type of paid time staff member will use. Forward payroll leave of absence form to corporate payroll PHASE FIVE Track and maintain records

New Audit Process  SLR will conduct audit New Audit Process  SLR will conduct audit 1.Request for Leave of Absence form 2.Health Care Provider form 3.Notice of Eligibility and Rights & Responsibilities form 4.Notice of Eligibility and Rights & Responsibility form provided to the employee within 5 business days of when the employee submitted the FMLA paperwork. 5.EOHW provides FMLA determination Notice form 6.EOHW provides FMLA determination Notice form or instructs supervisor to send Designation notice that clarification is pending to the department and the employee via within 1-2 business days. 7.Designation Notice 8.Department must provide Designation Notice to employee within 5 business days of the Health Care Provider notice being submitted. 9.Payroll Leave of Absence Form 10.Confidential File for Staff Member

FMLA Resources Employee Occupational Health and Wellness Supervisor will submit the LOA, HCP & Eligibility forms to EOHW by either of the following: Fax: Phone: Staff and Labor Relations DUHS or University/Campus

FLU CAMPAIGN HR Forum

Kick off Wed 9/19 with preparedness drill – Will include area hospitals and health departments. Although not mandatory, scorecard targets have been ratcheted up to achieve 90% vaccinated/exempt by EOHW flu clinics will again serve University groups as in previous years. 37

JULY 25 DUKE ALERT TEST HR Forum

DukeALERT Test Results All technology worked well during July 25 test. During the summer, more people report receiving the text message and fewer people get the siren and (most students are not physically on campus right now). Highest percentage of web traffic from mobile devices since began testing (25%). Still high number of employees report not knowing their Severe Weather/Emergency Conditions service category (16%) 39

OTHER UPCOMING EVENTS/EFFORTS HR Forum

42 Aug. 6 – Aug. 19

Review and Update Home address & phone number Interoffice mail address External work address Cell phone numbers Race/ethnicity County of residence Dependent information 43

44 Find one of five golden tickets in your personal information, and you could win prizes: Employee Athletic Pass Piece of the 2010 NCAA Men’s Basketball Championship floor Tickets to DPAC Massage from Duke Integrative Medicine A night at the Washington Duke Inn Find a Golden Ticket

When: August 16, 2012 Where: Bryan University Center Who should attend: Individuals who are involved in any aspect of grant management (including purchasing items on funded projects, recruiting, etc.) More Information: or Contact RCC at RESCHEDULED FOR OCTOBER 16

Minors On Campus Policy Policy will be effective Sept. 1, 2012 Manager Memo and DukeToday article will be sent out on Aug. 20 New policy will be available online on Aug. 20. Details and instructions available at ing/minors / ing/minors /

THANKS FOR COMING HR Forum 47 Please sign an attendance sheet