Did You Know?

To increase employee awareness of the many benefit offerings at Lawrence University, Human Resources is excited to kick off a “Did You Know?” series that will be emailed to all faculty and staff each month and we'll keep the information here. We hope you find this information helpful.

We invite you to provide any benefit-related questions or suggestions that you would like to learn more about in future “Did You Know?” communications. To do so, please submit your questions and/or suggestions to humanresources@lawrence.edu. For further questions, please do not hesitate to contact Human Resources at 920-832-6564.

Please note the “Did You Know?” series is intended for basic informational purposes. Please refer to the Employee Benefits portion on the Lawrence website which provides far greater detailed information about the benefits offered at Lawrence University.

Family Medical Leave Act (FMLA)

What is FMLA and what is its purpose?

The federal Family Medical Leave Act (FMLA) was signed into law in 1993 to balance needs of employers and employees in circumstances when employees must take extended medical leaves for an employee’s serious medical conditions or to care for family members. The law has been amended since its inception, but the core purpose remains the same, to protect employee jobs and benefits in these circumstances. After the enactment of the federal Family and Medical Leave Act, states (such as Wisconsin) created their own versions of the FMLA. In cases where one law applies, the employee must be eligible under that law's requirements. Also, the law which is more generous is applied in situations where the two laws differ. Wisconsin FMLA (WFMLA) eligibility provisions closely resemble those of the federal FMLA, but with a few significant differences.

In what situation may I apply for a family and medical leave?

FMLA may apply for one of the reasons listed below:

The birth of a child;
The adoption of a child, or the placement of a child with the employee for foster care;
The employee’s own serious health condition
To care for a spouse, child or parent with a serious health condition; (additionally the Wisconsin FMLA allows leave to care for a domestic partner, parent in-law or parent of a domestic partner with a serious health condition);
Due to a “qualifying exigency” for the spouse, children or parents of individuals who are on, or are about to be on, active military duty (“qualifying exigencies” include the following: short-notice deployment, military events and related activities, childcare and school activities, financial and legal arrangements, counseling, rest and recuperation, post-deployment activities, or additional activities that Lawrence University and the employee agree upon); or
To provide care for wounded military personnel (employees eligible to take caregiver leave include the spouse, children, parents and next of kin of military personnel).

Am I Eligible for FMLA?

Under the FMLA, the employee must meet all of the following conditions:

The employee must have worked for Lawrence University for at least 12 cumulative months. Note, each month that a faculty member is active on payroll is considered as part of the 12 months. For faculty with multi-year appointments or who hold tenure, summer months are considered work months for purposes of this policy; and,
The employee must have worked at least 1,250 hours during the 12-month period immediately before the date when the leave would begin (this calculation includes only actual hours worked, including sabbaticals. It does not include any holiday, vacation, sick time, or other forms of paid leave that may occur during the relevant 12-month review period, regardless of whether such time is counted as hours worked for overtime purposes). For faculty, teaching four courses per year, with not less than one course per term, or the equivalent in assigned responsibilities, will satisfy this requirement; and
The employee must work in an office or worksite where 50 or more employees are employed within 75 miles of that office or worksite. (Remote employees with no fixed office or who work out of their home will be treated as though they work in the office to which they report)

Under the WFMLA, in order to qualify to take family and medical leave the Wisconsin employee must meet all of the following conditions:

The employee must have worked for Lawrence University for more than 52 consecutive weeks. Each week that a faculty member is active on payroll is considered as part of the 52 weeks; and
The employee must have worked at least 1,000 hours during the 52-week period immediately before the date when the leave would begin (this calculation includes sabbaticals, holiday, vacation, sick time, or other forms of paid leave). For faculty, teaching three courses per year, with not less than one course per term, or the equivalent in assigned responsibilities, will satisfy this requirement.

How much leave time may I take under FMLA?

Lawrence University’s FMLA policy may grant employees up to 12 weeks (or 26 weeks if leave is taken to provide care for wounded military personnel) of family and medical leave during any calendar year to eligible employees, in accordance with FMLA, and 2 and/or 6 weeks of leave under WFMLA. In most cases, FMLA and WFMLA will run concurrently so that employees will generally be limited to a maximum of 12 weeks of leave in any calendar year. In addition to taking leave in consecutive blocks of time, eligible employees may be allowed in certain situations to take time off intermittently.

Employees with questions about whether their leave needs may be covered under the Family Medical Leave Act are encouraged to consult with the Human Resource Department at 920-832-6564.

as of Sept. 2013

403(b) Tax Deferred Savings Plan

Lawrence University provides you with the opportunity to save for your retirement through the 403(b) Tax Deferred Savings Plan (the “Plan”). The University would like you to know more about how you can participate in the Plan. Whether you want to enroll in the Plan, or you are already enrolled but wish to change the amount of your Deferral, you can accomplish your goal by completing a 403(b) Salary Reduction Agreement form. You may obtain a copy of the agreement and information on the Plan by calling Erin Punzenberger at 920-832-6564 or by visiting Human Resources.

Eligibility
All employees of Lawrence University who receive compensation reportable on an IRS Form W-2 are eligible to participate in the Plan, unless you are a student enrolled in, and regularly attending classes offered by, Lawrence University. In order to participate in the Plan you must elect to contribute a minimum of $200 per year.

You may change the amount you are deferring into the Plan or stop making Deferrals altogether. These changes will be implemented as soon as administratively feasible after you complete a new 403(b) Salary Reduction form. Generally, once you stop your Deferrals, you will not be able to reenroll in the Plan and begin making Deferrals again until the following January 1 or July 1.

Enrollment
Please contact Human Resources for enrollment information. You must complete a 403(b) Salary Reduction Agreement form, open your account with TIAA CREF or Fidelity Investments and select your investments before Deferrals into the Plan will be made through payroll deductions.

Once you are enrolled, you can review and change your investment allocations as frequently as permitted under the Individual Agreements.

Contributions
You may elect to defer a percent of Compensation or a flat dollar amount into the Plan. The maximum dollar amount that can be contributed into the Plan each year generally is $17,500 for 2013 and includes contributions made to certain other deferral plans (e.g., 401(k) plan, salary deferral SEP plans, and other 403(b) tax-sheltered annuity plans). This amount will increase as the cost of living increases.

Age 50 Catch-up Contributions – Starting with the calendar year that you turn age 50, you may defer up to an extra amount into the Plan as an additional pre-tax contribution. You can contribute this extra amount once you reach certain Plan limits that would otherwise cap contributions (such as the $17,500 maximum described above). The maximum catch-up amount is $5,500 for 2013 and may increase as the cost of living increases.

Vesting
Your contributions are fully and immediately vested.

If you wish to enroll, change your current election or have further questions, please contact Erin Punzenberger by calling 920-832-6564 or via email at erin.e.punzenberger@lawrence.edu.

Note: This brief overview is intended only as a summary to be used for informational purposes. Please refer to the Summary Plan Description which provides far greater information about the Plan. The actual Plan document is controlling under all circumstances.

as of Aug. 2013

Going Mobile!

Did you know you can review account information for your health, prescription and flexible spending account benefits from your mobile device? Mobile device features are available to plan participants for quick access all from the convenience of your smartphone to save you time in your busy schedule.

Mobile Options for Health Insurance Benefits
UMR is currently offering mobile access to the UMR Web site to all plan participants. Using a mobile device, you will be able to access the UMR mobile site at www.umr.com to login and access the following mobile inquiry features:

Look up claims
View benefits and coverage
View HRA account balances
View or fax a copy of their ID card
Find a provider (plan-specific)

Other features are available outside of the login, including:

Find a Provider functionality
How to contact UMR
Information about UMR products and services

Since this is a mobile website and not an app, it is recommended that users log out each time after each use for security purposes.

To learn more, please review the attached information regarding new enhancements to mobile options at UMR.

Mobile Website OptumRx.pdf

Mobile Website UMR.pdf

Mobile Options for Prescription Benefits
OptumRx now offers a fresh new way to order, refill and review your medications quickly and easily. This mobile website lets you access your online account and manage mail service prescriptions from your smartphone – anytime, from anywhere!

Refill prescriptions through OptumRx Mail Service Pharmacy
View your prescription claims history
Check the status of your mail service orders
Find network retail pharmacies by ZIP Code or GPS location
Create and update automated text message reminders
Search generic and brand-name medications by formulary status or therapy class

For instructions and additional features to mobile options with OptumRX, please review the attached informational guide.

Mobile Options for Flexible Spending Account Benefits
Employee Benefits Corporation’s (EBC) Mobile Account Assistant lets you access My Account Assistant, including viewing account balances, filing claims, attaching receipts and viewing recent payments, all using your smartphone.

You can file a claim and scan and attach a receipt, at the pharmacy, your provider or anywhere you have access to a cellular or wireless internet connection. Simply complete a few lines on a simple form, attach the receipt using your phone’s camera and tap “Submit.” Filing a claim for any eligible health care or dependent care expense doesn’t get any easier than this.

You can review your current account balances and claims payment history at any time, whether you elect the Health Care or Dependent Care Flexible Spending Accounts.

You can download My Mobile Account Assistant for iPhone from the iTunes store or for Android phones from Google Play.

as of July 2013

NEW BENEFIT! Airport Parking Benefits Available for Lawrence Employees

Did you know you can receive a discounted Milwaukee General Mitchell International Airport parking rate at Fast Park & Relax as a Lawrence employee? Whether your travel is for business or leisure, you can take advantage of discounted parking rates through Lawrence.

Lawrence employees can take advantage of hassle-free, secure parking as well as getting to and from the airport quickly and safely with Fast Park & Relax for a special rate of $6.39 + tax per day.
Fast Park & Relax provides the following benefits to Lawrence employees at the beginning and end of a trip:

• Free Newspaper Upon Entrance (M-F 6 AM - 8 AM, while supplies last)
• Car-to-Airport Terminal Service and Airport-to-Car Terminal Service
• Fast and Safe Transportation To & From the Airport
• Complimentary Luggage Assistance

As a Rewards member, you will earn points for free parking and have 24/7 access to your online Rewards Account which includes the ability to print receipts for expense reports, review parking history and request free parking certificates. You can receive a free day of parking after receiving 8 points, and at 40 points you are eligible for a free week of parking.

Simply click on the URL Link and "Enroll Here" button and print out your temporary card. You will need to provide the information below, including the Promo Code, to receive this benefit. In approximately 10 to 12 business days you should receive your member card in the mail. There is no cost or obligations and your card will never expire.

LAWRENCE UNIVERSITY and Promo Code 1228207

http://www.thefastpark.com/marketing/milwaukee/bs28corp.html

As of May 2013

Employee Assistance Program (EAP) Benefits for LU Employees

Did you know the EAP offers resources for estate and will planning? Did you know contacting the EAP is free and confidential to all Lawrence employees and their family members? The EAP has a variety of services available from confidential counseling to resources on health and well-being, finances, adoption, relationships, bullying, addictions, parenting, grief/loss, substance abuse and much more!

+ What resources are available to me through the EAP?

The EAP and Work/Life Resources are designed to help employees balance work responsibilities with personal and family needs by providing assessment, consultation, counseling, education, resources and referrals for issues throughout your life cycle.

Lawrence has contracted with our Employee Assistance Program partner, ASSIST ERC, to provide access to private and confidential counseling for up to 8 sessions per issue per family member per year. The Employee Assistance Program is a good place to start to solve personal concerns that may affect your health, personal life or job performance.

The EAP provides confidential assistance for:

Stress management techniques
Family, marital or relationship issues
Parenting techniques
Job or career concerns
Alcohol/drug abuse or other addictions
Grief or loss
Depression or other emotional concerns
Other personal issues you may face

+ Can my family use the EAP?

Yes, EAP services are available to you and your family members at no cost. Lawrence covers the entire cost for assessment, consultation and short-term problem resolution for up to 8 sessions per issue per family member per year. Family is defined as legal dependents, whether or not they live in the employee’s home, and anyone living in the employee’s home as their primary residence.

+ The EAP is just for counseling, right?

No, there are many EAP resources available to you and your family. ASSIST ERC has a Work/Life website that provides you with easy, online access to solutions for the daily challenges we all can face – all from the privacy of your own computer.

Log on to Work/Life Resources 24 hours a day to access a wide spectrum of solutions and resources to enhance your health, performance and life-balance, including:

Family caregiver resources
Eldercare and childcare services
Self-assessment tools and interactive trainings
Library for emotional well-being
Legal assistance and budgeting resources
Workplace effectiveness tools

To learn more about Work/Life Resources, go to www.AssistERC.com and access Work/Life Resources using the following steps:

Click on “Work/Life Resources” at the top of the page
Click on the “Worklife Services” link
Click on the “REGISTER” button toward the right side of the screen
Create your unique Username and Password, using Company Code: LAWRENCE

+ How confidential is the EAP?

Assurance of confidentiality is one of the most important aspects of your Employee Assistance Program.

Will my employer know that I use the EAP?

No. No one will know unless you want them to.

Will I run into someone from Lawrence University during a counseling appointment?

ASSIST ERC tries very hard not to have two employees from the same employer cross paths in their office. Whenever possible, attempts at preventing this from happening include staggering appointments and providing alternate waiting rooms.

What information does Lawrence University receive?

The only information that is given to your employer is a quarterly report consisting of statistics of how many people use the EAP and the types of issues they are seeking assistance for. No information is shared that would identify anyone using the EAP.

State and Federal confidentiality laws prohibit the EAP from disclosing clinical information or identifying any client without the client's written consent.

The written consent process includes executing a form which specifies in writing exactly what information is to be disclosed, to whom, for what purpose, and the time period that release will be in effect. This assures that the client is informed and agrees with the disclosure of information about them.

There are a few exceptions to the confidentiality law where the EAP is bound to take the action necessary to protect the individual even if it takes informing others:

                       - If a client presents serious danger to him/herself or someone else.
                       - If a counselor recognizes that child or elder abuse/neglect is occurring.
                       - If a qualified court order is issued in conjunction with either a criminal or civil case.

+ How do I contact the EAP?

You can contact the EAP by phone at 1-800-222-8590.

All you need to do is call ERC directly and identify yourself as part of the Employee Assistance Program with Lawrence University. You can talk with an ERC counselor over the phone and/or schedule an appointment. Counselors are available 24-hours a day for urgent situations.

For more information, visit www.AssistERC.com

As of April 2013

Technology Benefits Available for Lawrence Employees

Did you know you can receive discounted prices for software when purchasing through Technology Services at Lawrence? Have you thought about testing equipment such as an iPad to decide if you would like to purchase one for yourself? There are many options that staff and faculty may take advantage of through Technology Services and we are delighted to share with you these offerings to the Lawrence community.

+ How can I take advantage of discounts offered for technology-related products on campus?

Lawrence faculty and staff receive educational discounts on hardware, peripherals, and the academic version of select software for personal use. Go to www.lawrence.edu/dept/its and click the link to Technology Purchases to access online vendor websites providing discounts.

If you are interested in purchasing Microsoft Office for your personal computer, Microsoft allows faculty/staff the right to use the software for school-related purposes at home. You can order the software online for a small shipping and handling fee only. Call the Helpdesk to request applicable website and program code information for your Microsoft Office order.

Lawrence also allows faculty and staff to install antivirus software provided by the university (free of charge!) on a personal/home computer. This software is installed directly from the Technology Services website, http://www.lawrence.edu/dept/its/av/.

+ Did you know you can apply for a computer loan through Lawrence?

The university provides up to $3,000 in the form of a no-interest loan, payable over 36 months, through payroll deduction, for computer purchases for the employee's home use. In order to be qualified for the loan, the employee must obtain a supervisor’s certification that the computer purchase is work-related. The Associate Vice President for Business and Operations will review all loan applications for approval consideration. This includes any combination of computers/printers/software. Such items may be purchased anywhere. Loan application forms are available through the Human Resources office.

+ Can I receive any discounts on my personal cell phone plan?

Yes, there are discounts for Lawrence employees through Cellcom and AT&T.

Cellcom: This provider offers Lawrence employee discounted plans. Contact Cellcom for plans and pricing. Note: This is the provider for Lawrence-issued staff cell phones; coverage is very good across campus as Cellcom has a tower on campus.

AT&T: Available through our WAICU membership, Lawrence employees are eligible for exclusive savings from AT&T. Approximately a 15% discount on qualified charges. See their website at: http://www.att.com/wireless/lawrencefaculty

+ I’m not sure if I would like to purchase an iPad or a laptop. Are there options for me to try one prior to making a purchase?

You can “try before you buy”! Technology Services invites you to use/checkout equipment if you are considering upcoming personal purchases. A limited quantity of Windows /Macintosh laptops & iPads are available to reserve through Technology Services. Reservations are handled on a first-come, first-serve basis. Call the Helpdesk at 832-6570 to request a reservation.

As of March 2013