EVPECC Council Minutes for November 15, 2007

Attendees:           

Dawn Brennan, ITC
Loretta Cronk, President’s Office
Becky Davis, Athletics
Audrey Dodson, HR/ISDS/Risk Mgt.
Karen Downs, Bookstore/Cav Cmpts
Johanna Kessler-Sandridge, Student Affairs
Sarah McComb, Student Housing
Dave Morgan, Facilities Management
Anna Rugo, Business Operations
Laura Sprung, ITC
David Thacker, Alternate-Audit
Krisztina Ujvagi-Roder, Alternate-Student Affairs
Shannon Wampler, Procurement Services

Beth Reinhard, HR ex officio
Kathleen Jump, EVP-COO, ex officio

Council Business

Old Business:

  1. Question # 16 needs to read “there is not sufficient use of usenet to warrant the expense for ITC to run the server.”
  2. Approved minutes from October meeting, including change to question # 16.
  3. Anna Rugo has agreed to update the ECC website.
  4. Laura mentioned updating the attendance list, as to whether or not you are representative or alternate.

Updates:

            Beth Reinhard, HR:

  • Asked if there were any concerns or questions staff had regarding HR Restructuring, and the recent town hall meetings.
  • A project manager has been hired to oversee things for restructuring.  There is no definite timeline of events at this point, but will update when there is more to report.  Still looking for completion around August. 
  • Did want to emphasize that in this restructuring process staff benefits and  retirement cannot be touched.  Only looking at the evaluation process, leave, compensation, pay for performance, etc.
  • There are upcoming travel employee programs being offered.  Go to www.traveltci.com.
      • Alaska cruise from June 21st – 28th for $1099
      • Trip to Beijing for March 1st – 8th for $1299
  • There is a mindfulness center here at the University, which offers an 8 week course on how to reduce stress in your life.  Check out the website at www.uvamindfulnesscenter.org.

 

            Kathleen Jump, EVP/ECC ex officio:

  • The committees of the Commission on the Future of the University have submitted their reports to Provost Tim Garson and Executive Vice President and Chief Operating Officer Leonard Sandridge. 
  • Provost Garson and Mr. Sandridge will review and further refine the reports.  Priorities and broad directives will be presented to and discussed by the Board of Visitors in February.  Based on this discussion, detailed initiatives will be prepared during the spring and summer.  A final report will be delivered at the Board Retreat in 2008. 
  • Employees will be invited to review these reports before they are final.
  • All reports on the Commission are available for review on the website at www.virginia.edu/planningdocuments/commission/.
  • Special event occurring at the John Paul Jones Arena, Friday, November 23rd:  The marching bands from the University and Virginia Tech will perform separately, then a combined performance at the end of the show.  The performance begins at 8:00 pm, with tickets on sale for $7.00 and parking for free.  Check out the JPJ website for more information at www.johnpauljonesarena.com. 
  • A change in reporting relationship: IT will report to the Provost’s Office beginning January 2008.  IT representatives to the EVP-COO will begin to examine how to best represent their employees during this transition.
  • If staff members are interested in being a part of the Presidential Committees they can express their interest to Pam Higgins at apw6h@virginia.edu.  Ms. Higgins is in charge of helping staff all committees for the President.  

 

New Business:
           

  1. There was not a lot of feedback on the Faculty & Staff Guide website.  General comments were made about it being too busy and not clear.  Another comment made was that it is not clear whether the information is University wide, or specific to the Medical Center.
  2. The following were given as recommendations for future speakers at council meetings. 
    • Transportation – Becca White
    • Ombudsman – Brad Holland
    • A historian for the University.
    • Someone who could inform us on discounts University Employees can receive.

            If there are other suggestions please pass these along to council members.

 

Guest Speaker

Anne Broccoli – Assistant Director, University Benefits

  • Open Enrollment is occurring November 5th through November 26th.  This is an opportunity for all employees to make any necessary changes to their benefits plan.
  • During open enrollment staff can choose between the low premium and high premium benefits.  If you do not wish to change anything, you will automatically be enrolled in the previous year’s program.  If you do want to change something, then a Program Election form needs to be completed.
  • This is also a great time to add an eligible spouse or dependent.  You must also drop an ineligible dependent, such as former spouse or children no longer at home.
  • At this time staff can also elect to change the payroll deduction from pre- to post-tax or vice versa.

 

Health Benefits Details:

  • There have been changes to Rx co-payments in both plans. 
    • For a 30 day supply: generic $9, formulary brand $22, non-formulary brand $44
    • For 90 day supply through mail: generic $21, formulary brand $52, non-formulary brand $103
    • New co-payments for specialty medications: generic $25, formulary brand $50, non-formulary brand $75
  • There have been enhancements to the plans, and include the following:
    • Immunizations will be covered at 100% on the low premium plan.
    • Preventive diagnostic, lab and x-ray services will be covered at 100% on both plans, removing the current maximums.
    • A family out-of-pocket maximum for co-insurance on the low premium plan has been added.  Those maximums are $7000 for in-network and $14,000 for out-of-network.
    • Prescription smoking cessation medications will be covered on both plans.
    • Genetic testing will be covered under both plans, as long as it meets the specific medical necessity criteria.  This does require a doctor pre-authorization.
  • This year the low premium program cost has decreased slightly, where as the high premium program cost has increased slightly.  To see the figures check out the presentation offered by Human Resources at www.hrs.virginia.edu/media/oe/oe2007ppt.pdf.
  • University retiree’s under age 65 can continue to receive health benefits, and those premiums can be viewed through the Human Resources presentation at www.hrs.virginia.edu/media/oe/oe2007ppt.pdf.
  • To get a quick comparison of the benefits available for each program look through the presentation from Human Resources at www.hrs.virginia.edu/media/oe/oe2007ppt.pdf.
  • You can also view your individual average annual health costs at www.southernhealth.com to see if you need to change your plan.
  • Remember that you will have another opportunity to change plans during open enrollment next year.
  • Here is what you need to do for the open enrollment period:
    • If you would like to change programs complete a Program Election Form.
    • If you are adding or deleting dependents you will need to complete a UVa Health plan application.
    • If you are not electing to change anything, you will be automatically enrolled in the previous year’s program.
    • All forms and paperwork need to be submitted to UHR Office of Employee Benefits by Monday, November 26th at 5:00pm.

Vision Plan Benefits:

  • This year there is a Voluntary Vision Insurance plan through Davis Vision.  Anyone who is benefits-eligible on the academic and Medical side can apply.  You do not have to be enrolled in the Health Plan to enroll in the Vision Plan, this is a separate plan.
  • Benefits for this plan include the following, once each calendar year:

Flexible Spending Accounts:

  • Flexible Spending Accounts are available for medical care, as well as dependent care.  You must enroll for these programs each year, and can be done on-line.
  • Money can be set aside, before taxes are taken out, for certain health care and dependent care costs.
  • These programs are use or lose.
  • This year there is a debit card that can be used, or you can use a claim form with direct deposit.
  • There is a $2.75 administrative fee per month.
  • The following are details about health care flexible spending:
    • There is a minimum of $240 and a maximum of $5000.
    • New employees can enroll immediately, no longer a waiting period.
    • There is a grace period until March 15th, 2009 to incur claims, and April 30th, 2009 to file claims.
    • This money can be used for drug co-pays, vision care, uncovered dental, certain OTC costs and chiropractic services.
    • This cannot be used for cosmetic surgery, premiums or vitamins and herbal supplements.
  • The following is information about Flexible Spending Accounts for dependent care:
    • There is a minimum of $240, and the maximum depends on your tax status-up to the IRS limit of $5,000.
    • This can be used for before and after school programs, preschool, in-home care, summer camps (not overnight) and adult daycare.
    • This cannot be used for child support payments, educations supplies or fees, or private school tuition (after preschool).
  • For more information about flexible spending accounts check out the HR website at www.hrs.virginia.edu/media/oe/oe2007ppt.pdf.

Tax Deferred Savings:

  • The University offers a tax deferred savings plan for its employees.  This allows employees to save money, while the University also contributes to those savings.
  • You can elect to have a certain dollar amount taken out of you paycheck each month, and the University will match half of the amount up to $40.
  • You can elect a flat amount or a percentage of your salary. 

Contact Information:

  • If there are any questions contact the UHR Office of Employee Benefits.
  • Email at openenrollment@virginia.edu.
  • Mail paperwork to PO Box 400127, Charlottesville, VA 22904-4127.
  • Phone Number: 434-924-4392
  • Fax Number: 434-924-4486, if you fax keep confirmation sheet.

**All forms must be received by the UHR Office of Employee Benefits by Monday, November 26th at 5:00 pm. **

 

The next meeting is scheduled for Thursday, December 20th, at 1:30 pm in conf room B of 400 Ray C. Hunt Drive.