Open Enrollment runs through November 18
Faculty and staff who wish to enroll in or make changes to their benefits elections have the opportunity to do so each fall during the annual Open Enrollment period.  This year, as a result of bid protests related to HMO changes, the enrollment period for state-sponsored plans was delayed and significantly reduced.  However, the enrollment period for UF-sponsored plans is already underway. 

Open enrollment dates for each are as follows:

To assist UF employees, University Benefits has provided an Open Enrollment web site that includes news and updates, instructions, forms, helpful links, and more. 

What can you do to prepare?
A few things you can do now include:

• Update your local home address in the myUFL system by October 20. To do so, log in the my.ufl.edu and navigate to: My Account > Update My Directory Profile. For instructions, refer to the UF benefits page under the new employee section of the HRS web site.
• Have your People First user ID (PFID) ready. Your PFID can be found in the myUFL system by navigating to  My Self Service > Benefits >Dependent and Beneficiary Information.
• People First passwords expire every 90 days. Reset your password by logging onto the People First web site and following the Forgot Password instructions. For further assistance, call 1-866-663-4735.
• Watch for state Open Enrollment packets beginning the week of October 24. These will be mailed to the last home address shown on file. Information about UF plans will be sent to employees’ work e-mail addresses and in the monthly Infogator e-newsletters. 
• Refer to the state’s myBenefits and HRS’s web sites frequently for updates.

Questions?  Contact University Benefits at (352) 392-2477 or e-mail benefits@ufl.edu.

• One HMO provider will serve each of the majority of Florida counties.  For example, AvMed is the designated HMO for Alachua County and will be the only HMO option available in this county.
• Participants in affected HMOs will be transferred to the designated HMO in their county unless that county has two HMO options or two HMO options exist between the counties in which such participants work or live. If two such options exist and the employee makes no choice, he or she will automatically be defaulted into the PPO plan. Review the State of Florida benefits summary carefully to determine which health plan is mapped to serve you OR actively make a choice during the state’s enrollment period to ensure your health plan preference for 2012.

With the state’s Open Enrollment period being reduced to a two-week period (November 7-18, 2011), University Benefits strongly recommends you review plan options early and be prepared to make changes by the deadline if necessary.  For more information on HMO changes, review the state’s HMO FAQ page for details. Questions? Call (352) 392-2477 or e-mail benefits@ufl.edu.  

New pharmacy provider selected for plan year 2012
As part of the state’s continuing initiative to reduce costs, Medco has been selected to be the Pharmacy Benefits Manager (PBM) for both the state PPO and HMO plans for 2012.  Currently, participants in the PPO plan are required to use mail orders for maintenance prescriptions.  HMO participants are not required to do so.  It is expected that this same mail-order provision  will be adopted by the new PBM. 

At the end of September, Medco began mailing welcome letters to members communicating the change.  Medco will work with the current pharmacy provider, Caremark, to transfer eligible mail-order prescriptions in December.  However, prescriptions for controlled substances, compound medications, and prescriptions without refills cannot be transferred.  For medications that fall within this category, employees will need to request new prescriptions from their doctors.  The doctor or provider may then mail or call in the prescription to Medco’s mail order pharmacy to complete the account set-up.

Employees will be mailed a welcome packet containing additional plan information and ID cards in mid- to late-December. Review the Prescription FAQ page for more information on the pharmacy benefit change. Other questions? Call (352) 392-2477 or e-mail benefits@ufl.edu. 

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The Long Term Disability plan is offering a “guarantee issue” during this year’s Open Enrollment, meaning no medical underwriting is required.  In addition, effective January 1, 2012, some attractive changes will be introduced to the Long Term 30/90 disability coverage with The Gabor Agency Inc., underwritten by Standard Insurance Company (The Standard). 

The plan will continue to offer a full 66 2/3 percent of salary replacement for most employees. It also will maintain the unique feature of an 11 percent contribution to a retirement plan in the event of a long term disability.

The rate for the “90 Day Option” will be $.59/$100 of salary coverage, and the “30 Day Option” will now be at the rate of $.85/$100 of salary coverage. This is a premium decrease from $.61/$100 and $.94/$100, respectively.

The following plan enhancements will also be effective January 1, 2012:

• The plan will pay until Normal Social Security Retirement Age (NSSRA), rather than 65 years of age, provided the claimant continues to fit the definition of disability.
• A lifetime benefit applies in the event of a Catastrophic Disability.
• The maximum monthly benefit will increase from $12,000 to $15,000 automatically.
• The company has negotiated a three-year rate guarantee—securing these prices through December 31, 2014.

Additionally, the following are some contract key points:

• The cost of living adjustment will be 2 percent annually for a maximum of 5 annual adjustment periods.
• The definition of disability reflects a two-year “own occupation” and thereafter “any occupation.”
• The social security offset includes any monies an employee or his or her family receives as a result of an employee’s disability.

Please note that any employee currently on claim will be unaffected by these changes in the contract. All other benefits included in the plan will remain in effect.

What do you need to do?

• Review your coverage, and if you have any questions or wish to add this important benefit, contact the Gabor Agency at (800) 330-6115, University Benefits and Retirement, or your satellite office for more information.
• If you already have the disability plan, do nothing.  Your plan was automatically converted to the new deduction with the first paycheck in September.

We encourage you to consider this benefit as a way to “insure your paycheck” in the event of a disability. For more information on the plan, review the LTD flyer or visit the Gabor website to view the video tutorial/enrollment instructions.

Questions? Contact University Benefits and Retirement at (352) 392-2477 or benefits@ufl.edu.

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Changes to BCBS PPO behavior health management effective December 1
Effective December 1, 2011, New Directions Behavioral Health will be the contracted network manager for BlueCross and Blue Shield (BCBS) of Florida. The company will be assisting in the management of behavioral health benefits on behalf of BCBS for all members, including State Employees’ PPO Plan members. This is similar to other network management programs BCBS and other major healthcare companies utilize today throughout the country.

The plan provisions and coverage for mental health services remain the same. New Directions will be involved in the utilization management of all acute inpatient psychiatric and substance abuse admissions, case management and physician consultation for difficult cases, and integration of medical and behavioral case management for co-management of co-morbid cases.

Members are advised to call providers now to ensure their mental health services will still be covered by BCBS after this change takes place.  If a mental health care provider leaves the network, members may call New Directions at (888) 611-6285 and nominate the provider for inclusion in their network.  Please note that out-of-network services are covered, but members will pay a higher out-of-pocket cost.

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• To avoid an increase in your out-of-pocket expenses, you can choose a Home Health, Home Infusion Therapy, Ambulatory Infusion Suite, Durable Medical Equipment (DME), Medical Supply (MS), or Orthotic/Prosthetic provider that is in the Care Centrix network.  Call Care Centrix at (877) 561-9910 to find an in-network provider.
• If you continue using an out-of-network provider, your out-of-pocket expenses will increase. 
• For any new or replacement equipment and supplies, you can switch to an in-network provider immediately. If you are replacing equipment, you do not need to remove the old equipment from your home until you receive new and functioning equipment. 
• All Home Health, Home Infusion Therapy, Ambulatory Infusion Suite, Durable Medical Equipment, Medical Supply, or Orthotic/Prosthetic services or equipment will be managed through Care Centrix.

If you have any further questions, please call BCBS customer service representatives at the toll free number, (800) 825-2583. 

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Special Long Term Care guaranteed enrollment
period offered
Many employees don’t see the need for Long Term Care (LTC) insurance or simply think it is for the elderly.  LTC helps with expenses associated with a skilled nursing care facility or home health care when a person is no longer able to perform the basic functions of daily living. At any time, a serious injury or a chronic illness can strike, leaving family members unprepared to manage the costs. Although some rely on other forms of insurance to help, disability insurance does not pay for this type of care, and health insurance or Medicare only pays limited amounts. For those who qualify, Medicaid will pay for LTC but only after all their financial assets have been exhausted. 

The cost of UF’s LTC plan is based on your age at enrollment—so the younger you are, the lower the premium.  As you become older, if no changes are made, your premium stays the same. One of the other nice features of the plan is that even if you choose not to enroll yourself, coverage is available for your spouse, parents, and grandparents or your spouse’s parents and grandparents.  Although coverage is not guaranteed, these family members can apply at any time and will be required to provide proof of good health.  LTC insurance is also “portable,” which means that even if you leave UF, you can keep your coverage.

This year during Open Enrollment, through a special offer from CNA, UF employees may enroll with guaranteed acceptance (i.e., no health questions) if they sign up during the Special Enrollment Period from October 7 through November 18, 2011. Acceptance in the plan is guaranteed and coverage will be effective January 1, 2012. If you choose to apply at a later time, a medical application will be required and you run the risk of not receiving approval.

During this time, active employees who are already enrolled in LTC may increase their current coverage, which is also guaranteed. Coverage changes will be effective January 1, 2012. If you have questions about increase options and cost, please contact CNA customer service at (877) 777-9072. For more information, visit The University of Florida’s Long Term Care web site (password: ufgltc). Or call CNA at (877) 777-9072 to request that an enrollment kit be mailed to you.   Questions?  Contact University Benefits at (352) 392-2477 or benefits@ufl.edu. 

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• $10,000 for employees
• $5,000 for spouses and dependents

For details regarding dependent eligibility and overall coverage limits, please review the Willis - HRH Term Life brochure found on the Life Insurance section of HRS’s web site.

Employees may apply for coverage above the Open Enrollment limits; however, the enrollment will be subject to medical approval by the company via medical application. Outside of the Open Enrollment period, coverage may be increased at any time by completing a medical application. However, employees may decrease, cancel, or change beneficiaries at any time.

Please contact University Benefits and Retirement at (352) 392-2477 or benefits@ufl.edu with questions.

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Monitoring dependent eligibility on your benefits plans is critical
The university and the State of Florida both sponsor a variety of plans that provide dependent coverage, the eligibility criteria for which may vary from one plan to another.  To avoid potential coverage or claim problems, employees should periodically monitor their plans to ensure dependents still meet the criteria as specified by the plan.

As a general rule, if your child falls into any of these categories you should review the plan brochure for more information or consult University Benefits regarding any impact to eligibility:

• Age 19 or older
• No longer a student
• Does not live at home and is no longer financially dependent

Questions?  Call University Benefits at (352) 392-2477 or e-mail benefits@ufl.edu.

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Deadline for Higher Education Opportunity scholarship applications is November 1
The University of Florida’s Higher Education Opportunity (HEO) provides children of full-time TEAMS employees with the opportunity of tuition assistance for an undergraduate education at the University of Florida. In March 2012, Human Resource Services will select, at random from a pool of eligible HEO applicants, 50 TEAMS employees to participate in this program. Each eligible employee may submit one child’s name into the drawing. To be considered for this benefit, the TEAMS employee must apply for the HEO by November 1, 2011.

For the child of each selected employee, the university will pay the in-state matriculation fees (the actual tuition minus any additional fees for building, capital improvement, financial aid, technology, activities, athletic, health, transportation, etc.) for up to 12 credit hours during the fall and spring semesters and 6 credit hours during the summer semesters. Please note that any Bright Futures scholarship award will be subtracted from the amount the student can receive from the HEO. As long as the student remains eligible for the program, the Higher Education Opportunity will assist with the student’s tuition until he or she has accumulated a maximum of 132 credit hours. Please visit the HEO section of HRS’s web site to read about additional eligibility requirements.

To be entered into the HEO drawing, the full-time TEAMS employee must:

• Submit a completed HEO application form to UF Training and Organizational Development no later than November 1, 2011.

• Have applied for admission to the University of Florida no later than November 1, 2011.
• Graduate from high school no later than July 31, 2012.

It is important to note that the University of Florida admissions process and the HEO selection process are separate.Selection for the HEO benefit does not indicate admission into the University of Florida. Application for admission to UF also does not automatically enter a child’s name into the HEO drawing. In the event that a child is not accepted to UF, the benefit may be used at a public community or state college in the state of Florida.

If you have questions about this program, please contact Kenya Williams, UF Training and Organizational Development, at (352) 273-1761 or kenya-williams@ufl.edu.

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Are your retirement plan beneficiary designations up to date?
While it is always a good practice to review and update beneficiary information, the new mandatory 3 percent retirement contribution has made this practice more relevant—especially for FRS Pension Plan members. Even if a member is not vested, the beneficiary of an FRS Pension Plan or Investment Plan member is eligible for a refund of all employee contributions in the event of a member’s death.

To update beneficiary information for retirement-related plans, please follow the instructions relevant to your plan below.

FRS Pension Plan
Designate a beneficiary through your Online Services Account at Retirement Online. If it is your first time accessing your online account, simple instructions are available to create a User Profile (a social security number and date of birth are required). Alternatively, you may submit a Beneficiary Designation Form to the Division of Retirement. Current DROP participants should complete a different Beneficiary Designation Form.

FRS Investment Plan
Designate a beneficiary online through your MyFRS account or submit the Beneficiary Designation Form to the FRS Investment Plan Administrator.

SUSORP, UF 403(b) plans, and State of Florida Deferred
Compensation Plan
To update your beneficiary for any of these plans, please contact your investment provider directly for instructions.

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GBAS Orientation now available online
Gator Business Administrator Services (GBAS)—in partnership with UF Training and Organizational Development—is pleased to announce the launch of its online GBAS Orientation (GBS100) course.  The purpose of this course is to provide introductory information to new fiscal employees so they can learn about the job duties required of their role more quickly upon hire—before they attend the Pro3 series fiscal track that provides more in-depth information. 

Designed to introduce newly hired business administrators to the University of Florida’s financial environment, GBAS Orientation is composed of 12 online modules that focus on core fiscal-related information, including such topics as budget preparation, contracts and grants, accounting fundamentals, budget monitoring, and purchasing. To complement the online course, two workbooks are available for participants to use as they navigate through the modules.

The online GBAS Orientation is the first phase of the overall GBAS professional development program that will include a nominations-only mentoring program and a semi-annual business institute.  Participating in the GBAS professional development program can provide business administrators with an opportunity to discuss issues they face with other experienced business administrators on campus.

GBAS Orientation is available to anyone who might benefit from the curriculum; however, it is targeted to employees in fiscal roles. To learn more, please contact us at training@ufl.edu or at (352) 392-4626.  To register for GBAS Orientation, visit my.ufl.edu, My Self Service, Training and Development, Request Training Enrollment. Search for course number GBS100.

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Training and support available to assist with transition to new Effort Reporting system

Starting this month, effort for the Summer 2011 academic semester will be certified using a new Effort Reporting system designed to improve the university’s business processes while saving paper and faculty time.

Town Hall sessions that present an overview of the new Effort Certification module and provide time for questions and answers are currently being held. Space is still available in sessions on Thursday, October 13, and Tuesday, October 18.  To register for either of these sessions, log in to myUFL and navigate to My Self Service > Training and Development > Request Training Enrollment, and search for course number GET046.

An online information session, RSH200 Effort Reporting, is now available. This session provides a comprehensive overview of effort reporting and its related business processes. After completing this session, participants will be able to:

• Describe the new Faculty Assignment Report (FAR) and how it is used
• Identify the main features of the Commitments module
• Adjust committed effort
• Describe effort activity categories and their proper use
• Enter and submit effort certification reports
• Certify one’s own effort as well as the effort of students or staff

• October 18, 1 to 3 p.m., HRS Building, Room 119
• October 25, 1 to 3 p.m., HRS Building, Room 119
• November 1, 9 to 11 a.m., HRS Building, Room 119
• November 8, 9 to 11 a.m., Enterprise Systems, Dodge Island Bridge
• November 15, 9 to 11 a.m., ES, Dodge Island Bridge
• November 22, 9 to 11 a.m., HRS Building, Room 119
• November 29, 1 to 3 p.m., ES, Dodge Island Bridge

For more information about the new Effort Reporting system, please visit the Chief Financial Officer’s web site.

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Sick Leave Pool open enrollment will run October 1- 31
Qualifying University of Florida employees may apply for membership in the Sick Leave Pool during its open enrollment period this month.  All applications must be received by the Sick Leave Pool administrator by 5 p.m. on October 31. Please note that Open Enrollment for the Sick Leave Pool is a separate process from the annual benefits Open Enrollment period and has its own deadlines.

The University of Florida’s Sick Leave Pool enables participating employees to combine a portion of their individually accrued sick leave for collective use. Members of the Sick Leave Pool may draw upon the pool—with approval from the Sick Leave Pool Committee—when all individually accrued leave hours have been depleted due to personal, not family, catastrophic injury or illness.

All faculty, TEAMS, and USPS employees who earn sick leave are eligible to participate in the Sick Leave Pool. To join, employees must have a minimum balance of 64 hours of sick leave. The minimum sick leave balance requirement to join is pro-rated for part-time employees.

Once the membership application is approved, employees will contribute eight hours of sick leave to the Sick Leave Pool through automatic deduction from their balance. This is a one-time contribution of eight hours, unless the total available hours in the pool drops below the minimum level set by the Sick Leave Pool Policy.

Applications for membership may be obtained at any human resources satellite office or online. Current members of the Sick Leave Pool do not need to rejoin.

If you are not sure whether or not you are a member of the Sick Leave Pool, you may check your status in My Self Service > Benefits > Benefits Summary.  If you see the information below, you are currently a member of the Sick Leave Pool and do not need to rejoin.

For more information, please contact Leave Administration at
(352) 392-2477 or central-leave@ufl.edu.

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myUFL HR/Payroll Upgrade slated for Summer 2012
Work has begun on the upgrade of myUFL’s Human Resource and Payroll systems.  Over the coming months, several teams of university employees will be working to ensure the HR/Payroll systems work smarter in order to meet UF’s business demands—both now and in the future. The project, approved by senior academic and administrative leadership, is currently scheduled for completion the summer of 2012.

As is the case with all software, regular upgrades of the myUFL system are required to stay current and meet the university’s business demands.  A follow-up to the recently completed myUFL Financial Systems Upgrade, this upgrade is designed to ensure our online business processes remain current and compliant as they support human resources and payroll-related needs.

Regular upgrades not only ensure the university stays in step with the most current capabilities of its technology, but also can provide cost-savings to the university.  Although we recognize these changes require an investment of additional time and energy from employees in order to become familiar with the new systems, over time the return on such investments make them worthwhile.

The upgrade’s project team is committed to keeping campus well informed about this project and its impact. Regular communication updates are planned for the coming months, and training opportunities will be available in advance of the upgrade’s implementation. For more information and to stay abreast of updates, please visit the Upgrade web site.

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UF Restricted Data Use on Mobile Computing and Storage Devices
Data losses and theft of restricted information are potential results of the increased use of mobile computing and storage devices like laptops, smartphones, and USB flash drives. In response to the increased risk posed by highly portable devices, UF’s Information Security & Compliance Advisory Committee has introduced a Mobile Computing and Storage Devices policy. 

To assist with policy compliance, UFIT is sponsoring several events designed to get secure, encrypted USB drives in the hands of UF faculty and staff.  All faculty and staff are eligible to participate in this program. Bring your current flash drive to any of these exchange events, and a member of the Information Security & Compliance team will switch it out for a secure, encrypted USB drive.

Please note that only one USB drive per person may be exchanged and your old USB flash drive will be destroyed. For more information about the new policy, please visit the Information Security web site.

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©2011 University of Florida Office of Human Resource Services. The InfoGator is a monthly e-publication produced by the University of Florida’s Office of Human Resource Services. It is distributed electronically to UF faculty and staff and is available online. Please direct questions or comments to its editor, Angie Brown; Human Resource Services; P.O. Box 115006; (352) 392-4626; TDD 800-955-8771. The InfoGator is available in an alternative format upon request.
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