Frequently Asked Questions

Transcription

1 Frequently Asked Questions Please continue to check back often as new questions and answers will be added! TABLE OF CONTENTS Benefits General. Paid Time Off (PTO). Medical. Prescription Drug Program. Flexible Spending Accounts Retirement Life and AD&D Tuition Reimbursement College Scholarships Previous Service Compensation. Bonus Programs Payroll General. Pay and Paycheck. Badging and Time Keeping BENEFITS General Q: Who is eligible for benefits? A: Employees who have Standard Hours of 20 per week or above, who are not classified as temporary or PRN, are eligible for Houston Methodist benefit programs. Q: What are Standard Hours? A: Standard Hours are the hours you are typically scheduled to work in a week (e.g. 20, 24, 28, 32, 36, 40, etc.) and exclude hours you may work due to overtime. Your manager determines the standard hours of your position. Q: Are there any waiting periods for benefits? A: All Houston Methodist benefits are effective the first day of employment. For new hires, there is normally a 90 day waiting period for Short Term Disability, but that requirement is being waived for employees transitioning to Houston Methodist from CHRISTUS provided you have completed at least 90 days of employment with CHRISTUS. Q: When will I receive my ID cards? A: You should receive your ID cards for Medical, Prescription, Dental and Vision within 10 to 15 business days of enrollment. In the case of an emergency, click HERE for information on how to obtain temporary ID cards. Q: My last day of work with CHRISTUS is 1/31, but my first day of work with Houston Methodist isn t until 2/3. Will I have coverage for 2/1 and 2/2? A: Although your first day of work with Houston Methodist may not be until 2/3, your official date of hire with Houston

2 Methodist is 2/1. Benefits are effective on your date of hire. As long as you enroll within 30 days of your date of hire, your coverage will be effective on 2/1. Q: When will I start paying premiums? A: Premiums are retroactive back to your benefits effective date or date of hire, regardless of your enrollment date. These premiums, or arrears, will be deducted from your pay check in addition to your regular premiums. Q: I read that Houston Methodist does not hire tobacco/nicotine users. Does that apply to me? A: No, this policy will not apply to employees transitioning to Houston Methodist from CHRISTUS. Paid Time Off (PTO) Q: Are holidays included in the PTO annual accrual? A: At Houston Methodist, holiday hours are accrued separately from PTO hours. Holiday hours are awarded in the pay period of the holiday, based upon Standard Hours. Below is a chart of how holiday hours are awarded based upon Standard Hours: Standard Hours 20 to to to to Annual Per Holiday Q: Which holidays are observed by Houston Methodist? A: Houston Methodist observes the following holidays: New Year s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. Extra holidays are given when Christmas and New Year s Day fall on a Tuesday or Thursday. If the holidays fall on a Tuesday, the Mondays before these holidays are awarded as additional holidays. If the holidays fall on a Thursday, the Fridays after these holidays are awarded as additional holidays. Click HERE to see the 2014 holidays. Q: Is there a maximum number of PTO hours I can earn? A: Houston Methodist does not have a limitation on the amount of PTO that can be held in your PTO Balance. However, there are limitations on how much can be paid out upon termination or change in status to benefits ineligible based upon your years of service and PTO Category. Q: How do I know what PTO Category I m in? A: You can find your PTO Category in MARS by clicking on the Benefits Summary link. Q: What if I need to take time off and don t have PTO? A: You will receive a cash out for your CHRISTUS PTO on your last CHRISTUS pay check. We suggest holding on to these

3 funds to supplement your pay while you are out until you have built up your PTO Balance at Houston Methodist. Q: What happens to my PTO if I leave Houston Methodist or become benefits ineligible? A: After one year of service, you are eligible to be paid for the remaining hours in your PTO Balance (up to the payout maximum) when you terminate employment or become benefits ineligible. See the payout maximums and formula below: Tenure A B C Your hourly base rate x Your PTO Balance hours (up to the payout maximum) = Your PTO payout Houston Methodist will determine your PTO hours payout maximum based upon your years of service and PTO Category. Medical Q: What is the difference between the Choice and Choice Plus Plan? A: The only difference between the two plans is that the Choice Plus Plan allows you to go out of network for nonemergencies. (The Choice Plan has an out of network benefit for emergencies only.) Also, the premiums for the Choice Plus Plan are significantly higher. Approximately 95% of Houston Methodist employees participate in the Choice Plan, as the innetwork benefits of our Houston Methodist Preferred Network and UnitedHealthcare Network meet the needs for the vast majority of our employees and their families. Q: Are there in-network providers available for dependents who live out of state? A: The UnitedHealthcare Network is a nationwide network with providers in most metropolitan areas of the United States. This should help if you have covered dependents living or attending school out of the area of if you need medical care while traveling. Q: Will I get credit for any claims expenses incurred under my CHRISTUS medical plan coverage towards Houston Methodist plan deductibles and out of pocket costs if I choose to enroll in one of the medical plans? A: Employees will receive a credit of 60% of out of pocket costs* and up to $250 towards the deductible* if they complete the following criteria** by March 2, 2014: Health Assessment Biometric Screening *For out of pocket and deductible costs incurred from July 1, 2013 through January 31, 2014 and paid through February 28, **This criteria will also count towards the 2014 Medical Plan Rewards criteria to receive the lower Medical Plan

4 deductible in However, please note, additional criteria apply for the 2014 Medical Plan Rewards. Click HERE for more information. Q: If I qualify for the credit, how will it work? A: You should expect this credit to be shown in UnitedHealthcare s system by April 30, If you are required to pay for services between February and the end of April and have already met your deductible and out of pocket maximum you will need to contact the provider for reimbursement once UnitedHealthcare has reprocessed your claim. After May 1 your record with UnitedHealthcare should accurately reflect your deductible and out of pocket maximum credit. Please note that only claims processed by February 28, 2014 through Blue Cross Blue Shield will be applied to the credit. Any claims processed after that will not apply. Q: How will I know if I received the credit? A: If you qualify for these credits, you will be able to view your updated balance on myuhc.com by April 30, Q: What should I expect during a Biometric Screening? A: The Biometric Screening is a key component in helping you learn more about your health and wellness. The screening includes height, weight, waist, lipid profile, tobacco utilization and glucose and takes about 15 minutes to complete. Q: Will I have to complete the Biometric Screening and Health Assessment again this year? A: Yes, in addition to the Biometric Screening and Health Assessment that you complete upon hire, the Biometric Screening and Health Assessment are completed annually during Open Enrollment time each year. Q: Are my dependent children required to do the Health Assessment and Biometric Screening? A: No, dependent children do not need to do the Health Assessment and Biometric Screening. Q: Does Houston Methodist provide flex dollars? A: No, Houston Methodist does not provide flex dollars. Houston Methodist provides a very comprehensive set of health plan benefits with market competitive employee premiums. Q: I read that a Spousal Surcharge would apply if my spouse is eligible to participate in an employer s medical plan. What does that mean? A: If your spouse has access to any type of medical plan through his or her own employer, regardless of cost or coverage, and participates in the Houston Methodist Medical Plan, then a Spousal Surcharge of an additional $100 per pay period above the regular Employee + Spouse or Employee + Family premiums would apply. The Spousal Surcharge does not apply to dental or vision. Q: My spouse is covered by Medicare. Do I still have to pay the Spousal Surcharge to cover them on Houston Methodist s Medical Plan? A: No, you will not pay the Spousal Surcharge. Your spouse has to be eligible for an employer s plan and choose to take Houston Methodist s coverage for the Spousal Surcharge to apply to you. Since Medicare is not an employer sponsored

5 medical plan, the Spousal Surcharge would not apply. Q: If my spouse also works at Houston Methodist and is benefits eligible does the Spousal Surcharge still apply? A: Yes, it will still apply. We strongly recommend that employees in that situation each be covered on the Medical Plan separately, and not as an Employee + Spouse or Employee + Family. Making the change not only will ensure the Spousal Surcharge does not apply, but will lower your premiums. Q: Which physicians are in the Houston Methodist Preferred Network? A: Our Houston Methodist Preferred Network is comprised of physicians from all of our facilities. Physicians in this network have to be contracted with United Healthcare (UHC) and have admitting privileges to any Houston Methodist facility. St. Catherin and St. John physicians who are currently contracted with UHC have been transitioned to the Houston Methodist Preferred Network as of February 1, For those physicians who may not be contracted with UHC today, we will be reaching out to them to encourage that they contract with UHC. The current list of Houston Methodist Preferred Network providers is located HERE and is updated monthly. The link to the UnitedHealthcare Network physicians will be shared soon. Q: I am in search of a new PCP, can you tell me what resources you have to assist in finding a Houston Methodist preferred physician? A: HERE is a link to our current Houston Methodist Preferred Network provider list, but we would also invite you to work with our Care Navigator group who can give you personalized service in finding a new provider. Care Navigator (a Houston Methodist program for our employees and patients) can be reached at These resources will be helpful in finding a Houston Methodist Preferred Network physician; there are additional resources for finding a UnitedHealthcare Network physician if needed. Please also note that our Houston Methodist Preferred Network provider list will be expanding to include St. John and St. Catherine physicians who are contracted with UHC. Q: What if I am currently under the care of a physician that is not in the UnitedHealthcare (UHC) network? A: Transition of Care is a service which enables UHC new enrollees to receive time-limited care for specified medical conditions from a non-contracted physician at the benefit level associated with contracted physicians. You or your health care provider must apply for Transition of Care within 30 days of your benefits effective date with Houston Methodist. Additional supporting medical documentation may be required to make a determination. Click HERE for the Transition of Care application. You may be eligible for Transition of Care if: you are in your last 3 months of pregnancy or you delivered 3 months ago you are pregnant and your doctor has told you this is a moderate or high-risk pregnancy you are currently undergoing non-surgical treatment (radiation, chemotherapy) for cancer you are undergoing treatment for symptomatic aids you are undergoing treatment for severe or end-stage kidney disease you have undergone a recent bone marrow or organ transplant, or you are on the waiting list to obtain an organ If you need assistance please contact our UnitedHealthcare Customer advocate at Should you be approved for transition or continuation of care UnitedHealthcare Network copays and coinsurance will apply.

6 Q: What if I am seeing an out of network mental health professional? A: Transition of care is available. Contact Optum Behavioral Health at by March 1, 2014 in order to have a 90 day transition period (February 1 to April 31, 2014). At the end of the 90 days, Choice Plan members will need to change to a network provider. Prescription Drug Program Q: Does the Houston Methodist plan restrict coverage on birth control pills? A: We do not exclude the coverage of birth control from our pharmacy plans. Flexible Spending Accounts (FSA) Q: What if I participated in an FSA at CHRISTUS? Can I enroll in one at Houston Methodist as well? A: You can, but you will need to ensure that you do not contribute over the annual maximums as stipulated by the IRS between the two employers. Retirement Q: Will my current retirement elections automatically roll over to Houston Methodist? A: No, your current elections will not rollover. You will need to make your retirement elections and designate beneficiaries by contacting Fidelity at or going to netbenefits.com/methodist. Fidelity can also assist with balance rollovers and investment options. Q: How often are my 403(b) contributions matched? A: Your contributions are matched each pay period at 50%, up to a maximum of 2%. Q: How does vesting work? A: Employee contributions are 100% vested immediately. Employer contributions have a three-year cliff vesting schedule. A vesting year is a year in which an employee works 1,000 hours. After completing three years of working 1,000 hours per year, you will be 100% vested. Q: If I ve worked at CHRISTUS for 3 or more years, will I be vested when I come to Houston Methodist? A: If you have at least 3 years of CHRISTUS employment with 1,000 hours, then you will be 100% vested when you come to Houston Methodist. Q: What types of investment options are available? A: You may consider the Core Funds which are a selection of 13 Fidelity and non-fidelity funds, plus the ING Stable Value Fund. The Core Funds lineup was developed with our investment consultants to provide our plan participants with

7 access to what Houston Methodist and our investment consultants determined to be exceptional mutual funds based on each fund s investment strategy, objective and overall diversity of the fund lineup. If you don t make an investment election, your contributions will be deposited in the Vanguard Target Retirement Fund which is the default fund. You may change your investment allocations at any time by logging into your account at netbenefits.com/methodist or contacting Fidelity at and speaking with a Fidelity Retirement Service Specialist. Life and AD&D Insurance Q: How do I calculate the cost for Optional Employee Life Insurance? A: Please see the chart below: Q: What is an imputed income tax? A: The IRS requires that you pay an imputed income tax on the cost of company-paid life insurance benefits over $50,000. The amount of tax you pay is based on your benefit amount and age. This income amount is added to your earnings and shown on your paycheck as Imputed Life in the Imputed Income Section. Taxes on this amount are deducted from your paycheck. Tuition Reimbursement Q: What can I be reimbursement for? A: Undergrad, graduate and doctoral level educational courses that are job-related and part of a degreed program at an accredited school. The reimbursement covers tuition, books and eligible fees. (Click HERE to see HR Policy 45 for a list of most eligible and ineligible fees.) Employees must pay for courses up-front and are reimbursed if a grade of C or better is received. You must also be actively employed and in benefits eligible status at the beginning and end of the class, as well as at reimbursement. Q: How much is the reimbursement? A: The reimbursement maximum per year is: Standard Hours of 32+: $2,500 Standard Hours of 20-31: $1,250

8 Q: How do I apply? A: EdLink administers the program. You can submit your tuition application 24 hours a day, seven days a week, through EdLink s online system at tamsonline.org/houstonmethodist. Your manager or director will receive notification to review your application online and approve or deny based on policy criteria, such as your job performance, relationship of the degree program to the business of Houston Methodist, and budgetary constraints. Q: What if I have already started classes on February 1? Will I be eligible for the Houston Methodist Tuition Reimbursement Program for this semester? A: Yes you will be eligible for this semester assuming you meet all other criteria. Apply online as described previously and submit all required documentation no later than 90 days after your course or semester ends. Houston Methodist will be working to ensure that your applications are not denied due to not being an active employee at the start of your course. Should you be denied for this reason, contact HR Benefits at or hrbenefits@houstonmethodist.org. For information on the Tuition Reimbursement Program, click HERE. College Scholarships for Employees Children Program Q: I saw the benefit concerning scholarships for employee s children who are pursuing degrees in the medical field. Will my child be eligible for this benefit in Spring 2014? A: The process only occurs once each year- to receive a scholarship for Fall 2013/Spring 2014, applications had to be submitted in Spring The next dependent scholarship application process for Fall 2014 will be March 1 April 30, Previous Service at Houston Methodist Q: I worked for Houston Methodist several years ago. Will my previous employment count towards the calculation of my benefits? A: It will! Upon rehire, we would credit you with that previous service. If there was ever a dual employment you would not receive double credit. COMPENSATION Bonus Programs Q: I have a friend who works at Houston Methodist and he says he gets bonus payments quarterly. Will the Houston Methodist bonus programs apply to me? A: Houston Methodist does have system-wide employee bonus programs that provide financial rewards for achieving or exceeding quarterly patient satisfaction survey scores and an annual quality bonus tied to achieving or exceeding hand

9 hygiene compliance scores. Over the course of a year, eligible employees who work at entities that achieve at least target scores for all payout periods can earn an extra $1,000 or more if targets are exceeded. PAYROLL General Q: What is the Houston Methodist work week? A: From 12:00 a.m. Sunday to 11:59 p.m. Saturday Q: When is pay day? A: Pay day is every other Thursday. Click HERE to see the 2014 Payroll schedule. Q: How I contact the Payroll Department? A: You can contact the Payroll Department at payrolldepartment@houstonmethodist.org or Physical location: 8100 Greenbriar, Houston, TX 77054, GB 270 Pay and Paycheck Q: Do I need to do anything related to Payroll before I get my first Houston Methodist paycheck on February 13? A: Verify your direct deposit information and update your W-4 in MARS. To verify or make or make a change to your direct deposit: o In the Payroll & Compensation section, click on the Direct Deposit link o If you have current direct deposit information set up in the system, you will be able to view your direct deposit information. Please note that the system requires one Balance account. Click the Edit button to make changes. o If you do not have direct deposit information set up in the system, click on Add Account button. Enter your direct deposit information and click Submit. Your W-4 will default to a marital status of single and zero withholdings. To update your W-4: o In the Payroll & Compensation section, click on the W-4 Tax Information link o Follow the directions to enter your changes and click Submit Changes need to be made by midnight on Monday, February 10 to be effective on the February 13 paycheck. Q: Do I need to have direct deposit account? A: Yes, direct deposit is mandatory. Please also note HM offers a Chase Payroll Card to all employees. Q: Where do I find my pay information? A: Access your pay information in MARS by clicking on the Paycheck link in the Payroll & Compensation section, then select the check date you wish to view. Make sure that your pop-up blocker is disabled. Your first paycheck will be available on February 13.

10 To access your pay information from home, go to mymethodistbenefits.com and click on the Enroll From Home icon. Login and select MARS Portal, then follow the steps above. Please note MARS will not include any CHRISTUS historical information. Q: What should I do to ensure my pay is correct? A: To ensure your pay is correct: Verify your clockings and non-productive entries Sign off in LaborWorkx Review your pay advice as soon as it becomes available Contact your manager, HR Department, or Payroll Department if you have questions about your paycheck Badging and Time Keeping Q: I am working the night shift beginning at 7:00 p.m. on January 31 through 7:00 a.m. on February 1, what should I do? A: Clock in and clock out in the Kronos system with your CHRISTUS badge. The payment for these hours will be on your CHRISTUS paycheck. Q: My shift starts at 5:00 am on February 1, where should I clock in? A: Clock in and out in the new Time and Attendance System (API LaborWorkx) with your new Houston Methodist badge. Q: If I work 40 hours from Sunday, January 26 to Friday, January 31, and also work 8 hours on Saturday, February 1, will I get overtime? A: No. Your 40 hours of regular time for January will be paid by CHRISTUS. Your 8 hours on Saturday, February 1 will be paid by Houston Methodist and considered regular hours (not overtime). Q: Do I need to clock in or clock out for lunch? A: Contact your manager for instructions. Q: Can I use my badge at the cafeteria? A: Yes, you can use your Houston Methodist badge. This will be a payroll deduction on your paycheck. Q: Where can I see my clock-ins and and outs? A: You can view your clockings in API Laborworkx. Access API Laborworkx from the Houston Methodist Intranet and sign in using your network ID and password.