NAU-Benefit-Sumary-Guide_2021-2

2021 Benefit Guide Updated: 8/12/2021 Welcome to your NAU Benefit Program The benefits you receive from NAU are an important part of your total compensation package Everyone has the different needs, you can select the plans and levels of coverage that are right for you and your family The actual benefits available to you and the descriptions of these benefits are governed in all cases by: 26 U.S Code § 125, Plan Descriptions, contracts, and State policies NAU and the State of Arizona reserves the right to modify, change, revise, amend, or terminate these benefit plans at any time You are encouraged to access the electronic Benefits Guide and the Summary of Benefits and Coverage (SBCs) from the NAU Human Resources Benefit website at: https://in.nau.edu/human-resources/benefits/ Table of Contents Benefit Eligibility Voluntary Benefits How to Enroll in Voluntary Benefits Qualified Life Events Benefit Premiums and Prewitholding Telemedicine Flexible Spending Account Wellness Programs Health Care Basics 10 Medical 11 Prescription Drug Coverage 13 Campus Health Services 14 Dental 15 Vision 16 Life Insurance 17 Short Term Disability 19 Retirement and Long-Term Disability Long Term Disability 20 Mandatory Retirement 21 Supplemental Retirement 25 Other Benefits Time Away from Work 28 Leaves of Absence 30 Workers Compensation 31 Educational Assistance 32 Discounts and More 33 Resources Plan Documents and Legal Notices 34 Vendor Contact Information 35 –1– Benefits Eligibility https://in.nau.edu/human-resources/enrolling-in-benefits/ Eligibility for benefits is determined by the employee’s employment category and the benefit plan’s rules The chart below shows the eligibility requirements for each benefit plan by employment category Post-Doctoral Scholar    Flexible spending accounts     Life insurance         Short term disability     Vision insurance     Administrative leave (jury duty, bereavement, military)     Extended Medical leave of absence     Family medical leave of absence (FMLA)     Medical insurance Leave Benefits Paid Time Off       Employee must have 12 months of service and have worked 1,250        Parental Leave                 Compassionate transfer of leave (CTL)     Arizona State Retirement System (ASRS)                  Education Assistance (Tuition Reduction)    Employee Assistance and Wellness (EAW)     Social Security (OASDI) and Medicare (MED)         Unemployment insurance         Worker's compensation         Optional Retirement Plan (ORP) Supplemental Retirement Plans (403b and 457) Long term disability If average 30+ hours per week over the measurement period  hours or more in the previous 12 months  Paid holidays Eligibility Rule months of continuous regular service Personal leave of absence Vacation Other Benefits  Military Leave Sick time Retirement & Long-Term Disability Graduate Assistants** Faculty  Temporary Appointed Staff * Dental insurance Student Workers Benefit Voluntary Benefits Other Positions Part time Faculty Type Classified Staff Regular Positions months of continuous regular service Only Fiscal Year Faculty are eligible for vacation 12 months of continuous regular service Only employees who earn vacation are eligible to receive CTL payments Work more than 19 hours per week for more than 19 weeks of the fiscal year  Work more than 19 hours per week for more than 19 weeks of the fiscal year    Work more than 19 hours per week for more than 19 weeks of the fiscal year  Student worker are subject to IRS rules*** Eligible for benefit Eligible for benefit if eligibility rule is met * Appointed Staff includes Academic Professionals, Administrative Faculty, Administrators, Head Coaches and Service Professionals ** Graduate Assistants may qualify for a separate Medical Insurance and Education Assistance (Tuition Reduction) offerings through the Graduate College Information can be found at https://nau.edu/graduate-college/graduate-assistantships-tuition-waivers/ *** Information about the FICA exemption for student workers can be found at https://www.irs.gov/charities-non-profits/student-exception-to-fica-tax   –2– How to Enroll in Voluntary Benefits https://in.nau.edu/human-resources/enrolling-in-benefits/ Who can enroll in voluntary benefits? You and your eligible dependents may participate in NAU’s health plans and benefits if you are an active regular NAU employee  Spouse: Spouse designated by a legally valid existing marriage certificate acknowledged by the State of Arizona  Your child(ren) under 26 years old defined as: - Natural, adopted, step, foster, under court-ordered guardianship or court-ordered placement pending adoption Disabled child who continues to be disabled as defined by §42 U.S.C 1382c before age 26  Social Security Numbers: federal law requires a Social Security Number (SSN) for all dependents enrolled in state plans Enrollment deadline You have 31 days from your date of hire into a regular position to complete your voluntary benefit enrollment Your voluntary benefits will be effective the first day of the pay period following your completed enrollment To view the payroll schedule, visit the HR Payroll website https://in.nau.edu/human-resources/payroll/ Steps to enroll: You will enroll for benefits through LOUIE self-service Sign on to Louie Select Self Service > Benefits > Benefits Enrollment Click Select for the event displayed Click Edit on each benefit to enroll in or change your election Click Save and Continue when your enrollment is completed Authorize your enrollments by clicking Submit What if I not enroll by the 31-day deadline? If you not enroll within the 31 days, your voluntary benefits will be waived by default and you must wait until the next open enrollment period in the fall or until you experience a Qualified Life Event Personal Contact Information All employees electing benefits are required to validate and update their personal contact information, such as address, email, phone number, and beneficiaries for Basic and Supplemental Life insurance Information from benefits vendor is mailed to your home address ADOA or NAU is not responsible for lost or misdirected communications Log in to LOUIE and select Self Service > Campus Personal Information to update your email address, emergency contact information and home or mailing address –3– Qualified Life Events (QLE) https://in.nau.edu/human-resources/change-your-benefit-plan/ After Open Enrollment, benefit changes can only be made if you experience a Qualified Life Event (QLE) Events that may be considered a QLE must require submission of the electronic QLE form You have 31 days from the life event to make benefit changes consistent with the life event A QLE event may include but is not limited to:    Marriage, legal separation, annulment, death Divorce, see below Birth, adoption, court-ordered placement pending adoption, court-ordered guardianship, age limit, legal custody change The QLE form requires supporting documentation before processing Please reference Types of QLEs to review required supporting documentation and coverage effective date Failure to submit documentation within 31 days may result in a loss of enrollment Divorce and Ex-Spouse Coverage Divorce is a QLE You are required to drop coverage for an ex-spouse within 31 days of the divorce decree How to Submit Changes Based on a QLE 1.) 2.) 3.) 4.) Visit the HR Benefits Website Enroll/Change Benefits Select the QLE drop down Click on the link for Qualified Life Event Form (QLE) Newborn Coverage Your newborn is ONLY covered under your insurance for the first 31 days after birth By the 31st day, you must ENROLL your newborn as a dependent through a QLE or the baby will not continue to be covered Dual Enrollment – Is prohibited Dual coverage of an employee, spouse and dependents in NAU/ADOA State plans is prohibited If enrolled as an employee, dependent, or retiree in ADOA State health plans these rules apply:     You cannot enroll each other as dependents, nor have your children enrolled twice One spouse may elect coverage for the entire family, or each spouse may elect their own coverage Dependent children can be on one spouse’s policy, or divided between spouses Also, you cannot be enrolled as a single subscriber and as a dependent on parent’s policy –4– Benefit Premiums and Prewithholding You are required to pay a portion of the cost of all voluntary benefits except basic life insurance which is provided to you at no cost Your deductions and benefit coverage will start at the beginning of the pay period following your enrollment Missed Premiums: If you not receive any pay or enough pay to cover the full employee portion of the benefit premium deduction during a pay period, we will collect the premiums on the next available paycheck OR request a personal payment to pay for the benefit premium Failure to pay could result in the termination of benefits or being sent to collections Benefit Prewitholding Some employees who work and are paid over less than a full calendar year need to ‘Pre-Pay’ their benefit premium for their off-contract period Not all employees need to ‘Pre-Pay’ for benefits! It only applies if…  You work less than a full calendar year AND if you are paid over a contract period If this applies to you, then you must “pre-pay” benefits to cover the benefit premium costs during your off-contract period and not receiving a paycheck –5– How prewithholding works    Starting in early January through mid-May (10 pay periods) we collect 1.6 times your benefit premium amount This additional collection covers your benefits when you’re “off contract”, typically May, June, July, August and when you’re not receiving pay When you’re back “on –contract”, typically in August (08/16/2021) we will deduct the regular premium amount for your benefits Pay dates with Pre-withholdings: 01/15/2021 03/26/2021 Pay dates without voluntary benefit deductions: 06/04/2021 07/16/2021 01/29/2021 04/09/2021 06/18/2021 07/30/2021 02/12/2021 04/23/2021 07/02/2021 08/13/2021 02/26/2021 05/07/2021 03/12/2021 10 05/21/2021 How I calculate my “Pre-payment’ amount? If the regular deduction amount is $10 per pay period then your total deduction would be $16.00 $10.00 for the current pay period, and an additional $6.00 is collected to ‘Pre-Pay’ for coverage over the summer Pre- Payments Pre -Payment Amount # of Pre - Payments Collected Cost of Summer Coverage $6.00 10 $60.00 –6– Regular Deduction Amount Number of Summer Pay Periods $10.00 $60.00 Saving Money on Benefits As healthcare costs continue to rise, there are steps you can take to save money with programs and services Here and on the next two pages are simple ways you can offset the costs of your benefits Look for the piggy bank symbol throughout this guide for ways you can save Choose the Right Plan Paying for a plan you don't use? Would a HDHP w/ HSA be better? Flexible Spending Account or Health Savings Account Pay for medical and depedent expenses with pre-tax dollars Save up to 25% Use for deductibles & copays Choose the Right Care Match the service to your need, is the ER the right place? Utilize services such as Telemedicine and other vendor resources Preventive Care @ $0 Utilize Campus Health Services Wellness Visits Immunizations Mammograms Prostate Exams Save money by visiting campus health services for lower cost Utilize HealthyU and HIP Wellness Programs for Cash Incentives Earn points for healthy activities, including preventive screenings & immunizations already covered! Telemedicine - Telemedicine visits cost much less than a visit to Urgent Care or the ER   BlueCare Anywhere (NAU BCBSAZ Plan): With BlueCare Anywhere, you can sign in on a computer or mobile device and connect to a live virtual visit with a board-certified medical professional – any day, anytime, anywhere Doctor on Demand (State of AZ Medical Plans): Connect with board certified doctors vie live video from your device any time Conditions Treated     Cold, flu, fever Vomiting & Diarrhea Allergies Sprains / strains NAU Medical Plan - BlueCare Anywhere Advantages & Costs  Weight Concerns  Anxiety & Depression Counseling  And more  Available 24/7  Before deductible: $49 After deductible: TCP $10, HDHP 10%  Download the BlueCare Anywhere app today and register to be ready when you need it State of AZ Medical Plans - Doctor on Demand     Conditions treated Cold & Flu Sinus Infections Vomiting & Diarrhea Allergies Chronic Care Prescriptions & More Advantages & Costs     Available 24/7 Before deductible: $49 After deductible: TCP $20, HDHP 10% Works for all carriers Download the app today and register to be ready when you need it –7– Flexible Spending Accounts https://in.nau.edu/human-resources/benefits-offered/ Flexible Spending Accounts (FSAs) allow you to set aside pretax dollars to pay healthcare expenses or out-of-pocket dependent care expenses Advantages of an FSA:  Less Tax: Increase your take-home pay by reducing your taxable income Each $1 you contribute to an FSA reduces your taxable income by $1 You can save up to 30%, depending on your tax rate You can contribute up to the IRS maximum - Health Care - $2,750 - Dependent Care $5,000 Your annual pledge will be divided by the number of pay periods remaining in the calendar year  All Funds Available Jan 1: The Healthcare FSA and Limited Purpose FSA are pre-funded with the annual pledge amount you elected to contribute for the year You have access to the full amount on Jan 1, 2021 and your payroll contributions pay back the amount during the year (For Dependent Care FSAs, only the funds contributed to date are available to use.)  Offset Deductibles: You can use the funds to pay for all or part of a deductible, up to the $2,750 annual contribution limit You’ll have your deductible budgeted for the year – at a tax-free rate  Convenient payment with debit card: Your funds are accessible with a debit card you can swipe at your healthcare provider’s office Request a debit card by contacting ASI Flex Use It or Lose It: Flexible Spending Account Types 1.) Healthcare FSA: Use along with your medical (not HDHP\HSA), dental and vision coverage to pay for qualified expenses, including copays and deductibles Qualified over-the-counter medications and supplies can also be purchased with an FSA 2.) Limited Purpose FSA: For HSA participants only, this account is used to pay for dental and vision expenses only  Set aside only as much money in your FSA as you intend to use each plan year  Claim Deadline: Claims for medical and dependent care expenditures must be filed no later than April 30th of the following plan year for reimbursement  Grace Period: Dependent Care participants can apply 2020 expenses incurred through March 15, 2022 Rollover: With the health care FSA you can rollover $550 year-to-year  3.) Dependent Care FSA: Covers the daycare expenses of a dependent child under age 13 or adult so that you can work –8– Wellness https://in.nau.edu/healthyu/ HealthyU Wellness Program Say hello to a better wellness solution! It all starts with the RealAge test, a health assessment that provides you with the true age of your body in terms of health and vitality Now you can access relevant, personalized information that can help you stay healthy, meet your wellness goals, and live younger, longer! Active employees who are enrolled in one of the State of Arizona Medical plans are eligible to participate in the Health Impact Program (HIP) Through Sharecare, you get:  Articles, tools, and resources personalized to your needs  Motivation when you need it, with challenges and trackers to help you create healthy habits  Store your health information such as doctors and conditions so it’s always at your fingertips! Incentive: Earn 50,000 total points during the To learn more about the HIP program go to https://wellness.az.gov/hip program period by completing a variety of challenges and you may be eligible to receive up to $200 in your paycheck Participate in activities such as:  Preventive health activities that your insurance is already paying for  Preventative screenings  Tracking exercise and healthy eating  You must be an active, benefits-eligible employee throughout the program period and the payout period to receive the incentive payment Active employees enrolled in the NAU BlueCross Blue Shield of Arizona PPO or NAU HDHP health plan may participate in the HealthyU Wellness Incentive Program To learn more about this program, please visit the HealthyU webpage at https://in.nau.edu/healthyu/ Incentive: Earn up to $300 which will be paid out to NAU employees in February 2021 The following services offered:  Preventive Mini-Health Screenings  Onsite Mammography Screening  Onsite Prostate Screening  Flu Vaccine Program  Employee assistance program  Weight & Diabetes Management Programs Details about the HealthyU incentive:     Incentive payments are taxable All activities, coaching and challenges must be completed and recorded on the azblue.com website by December 18, 2021 Incentives earned in 2021 will be paid in early 2022 Employee must be enrolled in the NAU BCBSAZ PPO or the NAU BCBSAZ HDHP\HSA plan at the time the incentive is paid to be eligible for the wellness incentive payment To participate in the HIP program, you must create an account on the HIP website at http://join.virginpulse.com/hip On this website you will be able to track your progress and earn points while striving towards better health How to Register for HIP 1.) Visit https://wellness.az.gov/hip for more information on HIP 2.) Create your account and password at http://join.virginpulse.com/hip How to Access HealthyU Sharecare, starting January 1, 2021: 1.) Register at azblue.com/sharecare.com (after January 1, 2021) 2.) Create a Sharecare account 3.) Begin earning points and Green Days! –9– Arizona State Retirement System https://in.nau.edu/human-resources/primary-retirement/ ASRS is a defined benefit plan qualified under Internal Revenue Code 401(a) that provides a monthly benefit at normal or early retirement Effective Date You will be enrolled and your contributions will begin effective:    New Members: the first day of the pay period following 183 days of continuous service. Current Members: at your date of hire if you have an active retirement account. Forfeited Members: at your date of hire if you forfeited your account less than two years ago. Setting up Your ASRS Account You will need to set up an account with ASRS to designate a beneficiary and so that your contributions can be credited correctly with the state After you set up your account, you will receive a confirmation email within a few weeks from ASRS verifying that your account is active Contributions Both you and NAU contribute to ASRS at the contribution percentages indicated below Contributions cover the pension and long-term disability benefit For the 2021-2022 fiscal year, the total contribution rate is 12.41% Vesting Vesting refers to the requirement of service before “owning” all funds in your account In the case of pre-retirement separation from NAU employment, you may withdraw or transfer vested contributions:   Your contributions: You are always 100% vested in your own contributions. NAU contributions: If you were hired: - Prior to 07/01/2011, you will become partially vested after five years of service and fully vested after 10 years of service - On or after, 07/01/2011, NAU's contributions not vest unless you separate due to involuntary reductions in force or position elimination Normal Retirement Normal retirement is the earliest you can retire with a full benefit from ASRS The requirements for normal retirement are based membership date with ASRS: Hired prior to July 1, 2011 Age 65 Age 62 and 10 years of service 80 points (Age + Service) Hired on or after July 1, 2011 Age 65 Age 62 and 10 years of service Age 60 and 25 years of service Age 55 and 30 years of service Early Retirement In some cases, you may retire as early as age 50 with years of ASRS service and receive a reduced benefit – 22 – Optional Retirement Plan https://in.nau.edu/human-resources/primary-retirement/ The ORP is a defined contribution plan offered to faculty, appointed staff and service professionals as an alternative to state-sponsored defined benefit plan ASRS Retirement benefits are based on the total accumulation of funds, including any investment gains or losses Contributions You contribute 7% of your gross salary through payroll deduction NAU matches at 7% NAU pays for long term disability coverage beginning on your date of hire The maximum annual contribution for both employee and employer contributions cannot exceed the IRS limit of $57,000 for 2021 Can I increase or decrease my contribution rate? No, you cannot change the 7% contribution rate Maximum Compensation Employee and employer contributions can only be made on eligible compensation up to the annual IRS limits Compensation limits may change each fiscal year 2021 Limits   Enrolled on June 30, 1996 or earlier - $430,000 Enrolled after June 30, 1996 - $290,000 Vesting Vesting refers to the service requirement before “owning” all funds in your account In the case of pre-retirement separation from NAU employment you may withdraw or transfer vested contributions upon separation from employment  Your contributions - You are always 100% vested in your own contributions.  NAU’s contributions - You are 100% vested in the NAU’s contributions after five years of continuous service or age 65, whichever is earliest For an academic year employee, you are 100% vested at the end of the fifth full academic year. Employer Contributions NAU contributions are held in trust until vesting qualifications are met Employer contributions (plus interest, calculated at the rate of interest earned by the university’s general fund) are sent to your ORP provider in a lump sum as soon as possible, but no later than 30 days following the vesting date Afterwards, the employer contribution is credited to the employee's ORP account each payday, at the same time as the employee contribution If you leave NAU before you meet vesting qualifications, you relinquish the employer contributions Immediate vesting Immediate vesting may be available to qualifying new employees, if a new employee already has an active retirement account (funds on deposit) through another institution of higher education For more information contact the Human Resource Benefits Team at 928.523.2223 – 23 – Benefits at retirement Your retirement benefit is based on the performance of the investments you select The ultimate account balance is a result of the amount of contributions deposited to the ORP account and the performance of your chosen investments Investing You select one of the plan’s investment managers Each investment manager offers a broad array of investment options from which you can choose Contact the investment manager’s representative for more information on the funds and services offered or go to the investment manager website to learn more Fidelity Investments Chad McLain, Planning and Guidance Consultant 480.322.9743 chad.mclain@fmr.com http://www.netbenefits.com/aus TIAA Donn Fitch CFP Consultant, Individual Client Services 866.548.3705, ext 453209 or 480.350.3209 dfitch@tiaa.org https://www.tiaa.org Compare Mandatory Retirement Plans Arizona State Retirement (ASRS) Optional Retirement Plan (ORP) Plan Type 401(a) Define Benefit Plan – Benefit based on ASRS benefit formula 401(a) Define Contribution Plan – Benefit based on account value at retirement Investment Management ASRS manages investments Employee manages investments through Fidelity or TIAA Effective Date  Active account: Date of hire or eligibility  New members: First day of the pay period after183 days of continuous employment First day of the pay period following your primary retirement election Contribution Rate Both you and NAU contribute 12.22% Both you and NAU contribute 7% Example: Employee makes $1,000 per pay period Example: Employee make $1,000 per pay period   Vesting of Employer Contribution Employee will contribute $122.22 Employer will contribute $122.22 Member prior to July 20, 2011: Partial vesting after years of ASRS service, full vesting after 10 years of service   Employee will contribute $70.00 Employer will contribute $70.00 Full vesting at years of service Earlier vesting may be available Member on or after July 20 2011: Withdrawal would not include employer contributions unless the termination is due to layoff or elimination of position Retiree Health Benefits Available through ASRS & ADOA – premium subsidy may be available Available through ASRS & ADOA – No premium subsidy available Portability Not very portable Fairly portable If I elect or if I am defaulted into ASRS can I change to the ORP at a later time? No, your retirement election or default is irrevocable and cannot be changed for the duration of your employment – 24 – Supplemental Retirement Plans https://in.nau.edu/human-resources/supplemental-retirement-plans/ Supplemental plans allow you to save extra money for retirement You pay no federal or state income taxes on the amount you contribute pre-tax Income taxes are paid only when the money is distributed (usually after retirement) NAU does not match your contributions Plans NAU offers two types of supplemental retirement plans:   403b Tax-Deferred Annuity Plan 457 Deferred Compensation Plan Eligibility All NAU employees (full-time, part-time, hourly, or temporary) are eligible to participate in a 403(b) or 457 plan Contribution limits You can contribution up to the IRS annual maximum each calendar year to each plan Contributions to the 457 plan must be coordinated with any other 457 plans 2021 Limits    For 2021, the contribution maximum is $19,500 for both plan types. If you are age 50 or older you can contribute an additional $6,500 each calendar year for an annual maximum of $26,000 Some employees may also be eligible for an additional catch-up contribution amount Contact your supplemental retirement plan vendor directly to determine if you are eligible. Hardship While you are an active employee, you are not allowed to access your account except for the reason of 'Hardship' as defined by the IRS Loans Typically, you can borrow between $1,000 and $50,000 per plan The amount you can borrow depends on your account balance available for loans – 25 – 403(b) Arizona University System https://in.nau.edu/human-resources/supplemental-retirement-plans/ Contributions to the Plan can be deducted on a pretax basis from your paycheck or on an after-tax basis [Roth 403(b)] Northern Arizona University does not match your contributions Pre-tax contributions The contributions are deducted from your pay before income taxes are taken out This means that you may actually lower the amount of current income taxes withheld each period It could mean more money in your take-home pay versus money in a taxable account Any earnings on your contributions are tax deferred until you withdraw them from your account Roth after-tax contributions You may want to consider consulting your tax expert to determine if the pretax or Roth after-tax option is right for you  Your earnings may also be withdrawn tax free if you have a qualified distribution.  Generally, a Roth contribution may be beneficial if you expect your tax rate in retirement will be higher than it had been during the years you contributed.  In the event of either retirement or termination, your earnings can be withdrawn tax free as long as it has been five tax years since your first Roth contribution and you are at least 59½ years old. Investment options You select one of the plan’s investment managers Each investment manager offers a broad array of investment options from which you can choose Contact the investment manager’s representative for more information about the funds and services offered or go to the investment manager website to learn more Fidelity Investments TIAA Chad McLain, Planning and Guidance Consultant chad.mclain@fmr.com 480.322.9743 http://www.netbenefits.com/aus Donn Fitch, CFP Consultant, Individual Client Services dfitch@tiaa.org 866.548.3705, ext 453209 or 480.350.3209 https://www.tiaa.org/public/index.html Enrolling in the 403 (b) plan You may start, stop or change your contribution amount anytime through Fidelity Netbenefits at https://netbenefits.com/aus Learn how to enroll in the 403(b) plan or change your 403(b) election – 26 – 457(b) State of Arizona https://in.nau.edu/human-resources/supplemental-retirement-plans/ The 457(b) State of Arizona Deferred Compensation plan which is managed by Nationwide allows you to save extra money for retirement The university does not match contributions to the 457(b) plan You pay no federal or state income taxes on your contribution Income taxes are paid only when the money is distributed (usually after retirement) There is no penalty for withdrawal of funds at any age Investment options You invest your 457(b) contributions with Nationwide the 457(b) plan's investment manager Nationwide offers a wide variety of funds with different investment strategies Nationwide Caleb Lennon, Retirement Specialist 888.224.1011 x1166 or 602.568.7179 lennonc@nationwide.com Customer Service: 888.224.1011 Enroll in the 457(b) plan Contact the Nationwide representative to enroll Compare Supplemental Retirement Plans 403b Tax-Deferred Annuity Plan 457 Deferred Compensation Plan Contributions Pre-Tax – no federal income taxes Roth After Tax Pre-Tax – no federal income taxes Investments Your contributions can be invested with Fidelity TIAA Your contributions are invested with Nationwide Retirement Solutions Enrollment & changes You may start, stop or change your contribution amount at any time through Fidelity Netbenefits at https://netbenefits.com/aus You may start, stop or change your contribution amount at any time Distributions Once you leave NAU or retire you can request a distribution Distributions taken before you are ages 59½ that are not rolled over may be subject to taxes and penalties Contact your investment manager to request a distribution – 27 – You enroll online with Nationwide, or contact Caleb Lennon, Retirement Specialist at 888.224.1011 x1166 or lennonc@nationwide.com Once you leave NAU or retire you can request a distribution There is no early withdrawal penalty; however, disbursements are subject to income tax withholding Contact Nationwide to request a distribution Time Away From Work https://in.nau.edu/human-resources/time-away-from-work/ Holidays The University recognizes specific holidays during the year and provides paid time off for employees at these designated times Review the current holiday schedule at https://in.nau.edu/human-resources/paid-holidays/ Sick Time Paid sick time is accrued at the rate of one day for each month of service (3.68 hrs per pay period for an employee working 40 hours per week) You will accrue sick time on regular pay, holiday pay, paid compensatory time, approved vacation, and sick pay You not accrue sick time when you are in an unpaid status Accrued sick time carries forward without any limitation of total accumulation Vacation Vacation is accrued on your hours worked up to 80 hours per pay period You will accrue vacation on regular pay, holiday pay, paid compensatory time, approved vacation, and sick pay You not accrue vacation when you are on an unpaid leave of absence or in an unpaid status Typically, faculty are not eligible for vacation unless they are on a 12 month a year contract Vacation Accrual Rates: Hour maximums are based on 40 hours per week and are prorated for employees working under 40 hours per week Employee Type Classified Appointed Post-doctoral Scholar Years of Service Maximums Hours Earn Per Pay Period Hours Earned Per Year 3.372 4.904 6.744 6.700 3.070 4.600 88 128 176 176 80 120 Less than years years – years years or more Any amount of service Less than year year or more Vacation Carry Forward: Classified and Appointed staff can carry forward 320 hours of accrued vacation into the next calendar year If you have more than the maximum carryover amount, you will forfeit the overage Post-Doctoral scholars are not eligible to carry over a vacation balance into the next calendar year Will my sick and vacation time be paid out if I leave the university? Up to one year of vacation earned will be paid out to you on your final paycheck Sick time is not eligible to be paid out when you leave the university Under the Retiree Accumulated Sick Leave Program (RASL) eligible retirees may receive for a portion of the value their sick time You can find more information on the RASL Program on the Retiring from NAU webpage – 28 – Compensatory Time Non-exempt, benefit-eligible employees can earn compensatory time can in place of overtime if they work in excess of 40 hours each work week, but must be compensated in at one and one-half times their regular hourly rate Monitoring Your Paid Time Off Balances It is important to monitor your paid time off (sick, vacation and compensatory time if eligible) balances You can view your current balances through LOUIE Self-Service Log into LOUIE at peoplesoft.nau.edu > 'Self Service' > 'Payroll and Compensation' > 'View Leave Balances' Compassionate Transfer of Leave Compassionate Transfer of Leave (CTL) allows eligible employees who have exhausted all forms of paid leave to supplement their lost wages (or supplement short-term disability) using vacation leave transferred by another university employee You can review the CTL policy at http://hr.nau.edu/apps/policy-manual/10242 – 29 – Leaves of Absence https://in.nau.edu/Human-Resources/Leaves-of-Absence/ NAU offers a variety of leaves of absence, paid time off plans and disability benefits that provide employees approved time away from work with the potential for income replacement when they are not working What is a Leave of Absence? A leave of absence provides approved time away from work Unless taking a planned vacation, employees should request a leave of absence if they need to spend five or more consecutive days away from work Important: If not on an approved leave of absence time away from work could be consider an unauthorized absence Reasons for a Leave of Absence: Eligible employees may request a leave of absence for reasons including:    the employee’s health condition to care for a spouse, parent or dependent child birth or bonding with a child     military service and training bereavement bone marrow or organ donation personal reasons including education For summary of the types of leaves of absence NAU offers review ‘Summary of NAU Leave of Absence polices’ at https://in.nau.edu/wp-content/uploads/sites/5/2019/07/Summary-of-Leave-of-Absences.pdf About Family Medical Leave FMLA is available to eligible employees who may need to take time away from work due to personal illness, family illness or other qualified family matters An eligible employee may request a total of twelve weeks of FMLA during any twelve-month period You may be eligible to request a FMLA leave if you:   have worked for the university for a continuous period of not less than one year and have worked at least 1,250 hours in the prior 12-month period Income replacement Most leaves of absence provide approved unpaid time away from work, but there are several ways for an employee to replace some or all of their normal income while on a leave of absence     Paid Time Off: Sick, vacation and compensatory time if eligible. Disability Payments: Short term and long-term disability. Workers Compensation: Worker’s compensation benefits. Compassionate Transfer of Leave: Donated vacation time. – 30 – Workers Compensation and Work-Related Injuries https://in.nau.edu/human-resources/work-related-injuries/ Worker’s Compensation insurance is provided to NAU employees through the State of Arizona If approved, this coverage provides medical and income replacement to employees injured on the job regardless of the circumstances of the illness or injury Reporting an injury: If a work-related illness or injury is not life or limb threatening then the employee should: 1.) Report the injury/illness to your supervisor immediately 2.) The employee must call 800-685-2877 to speak with a Registered Nurse at the State of Arizona Workers’ Compensation’s Employee Injury Call Center 3.) You should identify your employer as The State of Arizona You should also provide them the Agency Code of 416 which will assist them in identifying Northern Arizona University and the services available here on campus Employee Injury Call Center: All injured employees MUST call the Employee Injury Call Center at 800.685.2877 where they will be connected with a registered nurse to evaluate the nature of the workplace incident or injury The nurse will:      Focus on early intervention and the needs of the employee to determine if immediate care is needed. Connect the employee with the appropriate level of care. Schedule a referral for further intervention. Follow-up with the employee on the next day to see how they are doing. Calls can be made 24 hours a day/7 day a week. How are work related injuries reported? Once a supervisor is notified of an employee’s work-related illness or injury the supervisor should submit a report to Human Resources within 24 hours by means of the online Report of Injury (ROI) form The online Report of Injury (ROI) is available through Louie Department Self Service 1.) 2.) 3.) 4.) Sign on to LOUIE: Select Department Self Service Select Report of Injury Home Page Choose Create a Report of Injury – 31 – Educational Assistance https://in.nau.edu/human-resources/education-assistance/ Another benefit the university offers regular employees is educational assistance sponsored by the Arizona Board of Regents The Qualified Tuition Reduction (QTR) Program - ABOR policy 6-902 along with the Education Assistance Plan (EAP) - ABOR policy 6-903 allows employees, their spouse and their eligible dependents to take advantage of educational opportunities at a reduced tuition rate at the following universities:    Northern Arizona University (NAU) University of Arizona (U of A) Arizona State University (ASU) Eligibility The following individuals are eligible for a reduced tuition benefit for either themselves, their legal spouse and eligible dependent children  Employees: Regular benefit eligible employees are eligible on their first day of employment for the reduced tuition benefit An employee must be an active regular benefit eligible employee as of the first day of a semester in order to be eligible. - Spouse: Your legally recognized spouse is eligible for the benefit You may be required to provide proof of eligibility such as a marriage license - Dependent Child: In order for your dependent child to be eligible for this benefit they must meet the definition of "child" as defined under IRS §152(f)(1) and they must be your dependent for tax purposes  Retirees: Official NAU retirees are eligible.  Other: Former employees receiving long term disability benefits (must have five years of continuous service) and selected affiliates are eligible for tuition reduction Spouses and dependents of deceased employees may also be eligible for the benefit The Tuition Reduction Program Benefit Fall and Spring Terms:    Employee, Retiree or Affiliate: Tuition for students taking 1-9 credit hours is reduced to $25 a semester Spouse: Tuition for students taking 1-9 credit hours is reduced to $25 a semester Dependent: Tuition for student taking 1-9 credit hours is reduced to 25% of actual resident tuition There is no enrollment limit Summer and Winter Terms    Employee, Retiree or Affiliate: Tuition for students taking 1-6 credit hours is reduced to $25 a session Spouse: Tuition for students taking 1-6 credit hours is reduced to $25 a session Dependent: Tuition for students taking 1-6 credit hours is reduced to 25% of actual resident tuition There is no enrollment limit Actual resident tuition is charged for any hours taken over hours during fall and spring terms, and credit hours for summer and winter sessions for employees and their spouses The tuition reduction benefit does not apply toward books, applicable fees, program fees or tuition charged for hours exceeding the maximums listed above Fees can vary based on the university, type of student or program You should contact the institution you wish to attend for their current tuition rates/fees Submit the Employee Tuition Reduction form and find more information on the program at: https://in.nau.edu/human-resources/education-assistance/ – 32 – Employee Discounts and More Discounts      More Perks  10% off select items at the Campus Bookstore when you present your NAU ID Many local businesses offer NAU discounts – it never hurts to ask! Discounted Eco Bus Pass Participate in a dining plan and receive up to 15 free meals at the University Cafeterias 25% off reserved premium seating to Lumberjack football and basketball games      Access with a purchased memberships to campus Rec Center, Wall Aquatic Center or both! Payroll deduction available for several perk benefits Career development opportunities Access to LinkedIn-Learning paid for by NAU Other discounts available through PerksConnect click link below for access https://benefitoptions.az.gov/employees/employee-discounts Tips and Tricks        Benefits will be effective the first day of the pay period following enrollment ID cards are sent to the “HOME” address on file If you have a long address, put unit numbers on “address line 2” Your member ID for dental coverage is 77+your employee ID (772222222) Your member ID for vision coverage is 77+your employee ID+v (772222222v) Link to the HR benefits webpage for helpful resources and FAQ’s Utilize vendor apps and websites to download ID cards, review claims and more Helpful Resources     Plan documents and Summaries of Benefits and Coverage (SBC) can be found on Documents and Polices webpage Vendor contact info can be found on Voluntary Benefits Contacts directory Use LOUIE Self Service to review/change your address, direct deposit information, enroll in trainings and view your benefit summary Check your NAU email for HR announcements, deadlines and benefits notifications It is your responsibility to meet deadlines and know of communicated plan changes – 33 – Plan Documents and Legal Notices https://benefitoptions.az.gov/resources/legal-notices If you participate or enroll in NAU or Benefit Options Plans, you are entitled to the following plan documents and legal notices as summarized below Document or Notice Description Health Insurance Marketplace Coverage Key parts of the healthcare law allow you a way to buy health insurance through the Health Insurance Marketplace A notice that provides some basic information about the new Marketplace and the Benefit Options health coverage is available Summary of Benefits & Coverage (SBC) and Uniform Glossary As part of the Affordable Care Act, the federal government announced new rules regarding the disclosure of the Summary of Benefits and Coverage (SBC) and Uniform Glossary These regulations require group health plans and health insurance issuers that offer coverage to provide access to the SBC and Uniform Glossary Summary Plan Description (SPD) The SPD, or Plan Document, is a summary of important benefit features of your Plan The SPD may be revised at any time for Plan clarification purposes Insurance Certificates and Policies Provides information on specific benefit coverage and limitations Health Insurance Portability & Accountability Act (HIPAA) This notice protects the privacy of individually identifiable health information and establishes who can use the personal health information and how it can be used Medicare Notice of Creditable Coverage This notice has information about the prescription drug coverage through the Benefit Options program for participants with Medicare It explains the options you have under Medicare prescription drug coverage (Medicare Part D) and can help you decide whether you want to enroll Consolidated Omnibus Budget Reconciliation Act (COBRA) Coverage Notice Notice of the Arizona Benefit Options Program COBRA Coverage This notice has important information about your right to COBRA continuation coverage, which is a temporary extension of coverage under the Plan Patient Protection & Affordable Care Act (PPACA) Notices of the Arizona Benefit Options Program about PPACA HIPAA Special Enrollment Rights Notice This notice provides information regarding special enrollment You may be able to enroll in health plan without waiting for the next open enrollment period if you request a QLE change within 31 days of an event for loss of other coverage or birth, adoption or placement for adoption Also, you may enroll if you become eligible for a state premium assistance program under Medicaid or CHIP You must request enrollment within 60 days after you gain eligibility for medical plan coverage Women’s Health and Cancer Rights Act (WHCRA) This notice describes mandated benefits for mastectomy-related services and informs individuals that services are available for such treatment and services, including reconstructive surgery, prosthesis, and lymphedema treatment, and explains how to obtain a detailed description of the mastectomy-related benefits under the Plan Newborns’ and Mothers’ Health Protection Act of 1996 This notice provides that health plans and issuers may not, under federal law, restrict benefits for any hospital length of stay in connection with childbirth for the mother or newborn child for prescribing a length of stay not more than 48 hours (or 96 hours) The plan may not require that a provider obtain authorization from the Plan for prescribing the minimum length of stay Wellness Program This notice requires employers who offer wellness programs that collect employee health information to inform employees what information will be collected, how it will be used, who will receive it, and what will be done to keep it confidential – 34 – Vendor Contacts https://in.nau.edu/human-resources/benefit-contact-information/ Plan\Provider Northern Arizona University  Human Resources - Benefits  Campus Health Services State of Arizona (ADOA)  Benefit Services Division Phone\Fax Email\Website 928.523.2223 nauhrbenefits@nau.edu https://in.nau.edu/human-resources Medical services 928.523.2131 campushealth@nau.edu 602.542.5008 or 800.304.3687 Fax 602.542.4744 benefitoptions.az.gov/ Customer Service 800.423.6484 Flagstaff Office 928.526.0232 https://www.azblue.com nau.edu/CHS BenefitsIssues@azdoa.gov Medical NAU Medical Plan (PPO and HDHP)  Blue Cross Blue Shield Group# 000002  Optum RX 866 325.1794  Health Equity 866.346.5800 https://healthequity.com/ State of Arizona Medical Plans  Blue Cross Blue Shield - Group # 30855 866.287.1980 http://azblue.com/stateofaz  United Healthcare Group - # 705963 800.896.1067 http://whyuhc.com/stateofaz   MedImpact Rx PCN: 28914 | Rx BIN: 003585 888.648.6769 mp.myrxinfo.com  Optum Health Savings Account 866.610.4839 https://www.optumbank.com/arizona.html Dental  Delta Dental Group # 77777-0000 602.588.3620 866-978-2739 https://www.deltadentalaz.com/adoa/  CIGNA Dental Care Access (HMO Network) Group #2500541 800.968.7366 https://cigna.com/sites/stateofaz/ 888.759.9772 https://avesis.com/arizona Vision  Avesis Advantage Group # 11001-2178 Plan # 938 – 35 – Plan\Provider Phone\Fax Email\Website 800.659.3035 asiflex.com/  NAU The Hartford (formerly Aetna) Policy # 805644 800.882.8395 thehartford.com  State of AZ Securian – Policy #34681 833-745-5517 http://lifebenefits.com/plandesign/Arizona 866-264-5144 https://www.metlife.com/StateofArizona/ Flexible Spending Accounts  ASI Member Services Life Insurance Disability  MetLife Claims: mybenefits.metlife.com/stateofarizona  UNUM Provident Group # 4980 800.799.4455  Broadspire 877.232.0596  The Hartford - Group # 395211 Claims before to 01/01/20 866.712.3443 unum.com Retirement Plans  Arizona State Retirement System(ASRS) Phoenix 602.240.2000 Outside Phoenix 800.621.3778 azasrs.gov  Fidelity - Chad McLain Planning and Guidance Consultant 480.322.9743 chad.mclain@fmr.com  TIAA - Donn Fitch, Planning and Guidance Consultant 480.350.3209 dfitch@tiaa.org  Nationwide Retirement Solutions - Caleb Lennon, Retirement Specialist 602.568.7179 lennonc@nationwide.com – 36 –