1. Connecting HR… Serving the Duke Community April 2014 HR Forum

2. 2 Agenda Personal Benefits Statements Financial Fitness Week 403(b) Roth OFCCP Modifications to Postings DukeALERT Test Debrief NLRB Updates Duke Appreciation Details Sexual Harassment Mandatory Reporting Criminal Background Check Expungements Reminders & Updates

3. 3 PERSONAL BENEFITS STATEMENT HR Forum

4. 4 Your statement should arrive at your home in early May. It provides an overview of Duke’s investment in you. The statement also offers you the chance to review your benefits and ensure insurance coverage meets the needs of you and your family. Personal Benefits Statement

5. 5 Direct Pay Health & Wellness Benefits Retirement Savings Personal Benefits Statement

6. 6 New this year Carbon footprint information for employees living in the Triangle Personal Benefits Statement

7. 7

8. 8 Financial Fitness Week at Duke Learn more about how to take advantage of your benefits at Duke. Hear from industry experts on investing, retirement planning, insurance, etc. Family members welcome

9. 9 May 12 Cyber Monday Online Webinars 11 a.m. – 3 p.m. Tune in from your desk for webinars on: Investment Planning Estate Planning Income Options at Retirement Workplace Savings Programs www.hr.duke.edu/financialfitness Financial Fitness Week at Duke

10. 10 May 13 Saving for Retirement: An Important part of your Budget Hilton Garden Inn Noon – 1:30 p.m. Interactive workshop that will be conducted by TIAA-CREF Financial Fitness Week at Duke

11. 11 May 14 Searle Center Seminars TimeSubject 8 a.m.Charting Your Course: A Financial Guide for Women 9 a.m.Retirement Income Strategies 10 a.m. & 2 p.m.Understanding Social Security 11 a.m.Capturing the Essence of Home Financing Noon – 2 p.m.Information Booths 1 p.m.Preparing Your Savings for Retirement 3 p.m.Your Retirement Plans at Duke 4 p.m.Thinking About Retirement Financial Fitness Week at Duke

12. 12 4-hour Retirement Planning Workshop for employees age 55 or over with 10 years of service: May 14 Searle Center Two options: 8 a.m. – Noon 1 p.m – 5 p.m Financial Fitness Week at Duke

13. 13 New Additions for 2014 May 15 Bryan Center – Griffith Auditorium An additional Pre-Retirement Workshop, “Ready for Retirement”  Presented by Vanguard (1 p.m. to 4 p.m.) Retiree Benefits and Rule of 75  Presented by Duke Benefits (5:30 p.m. to 6:30 p.m.) Financial Fitness Week at Duke

14. 14 Additional seminars held at Duke Regional Hospital Tuesday, May 6 – 11:30 a.m. & 2:30 p.m. 11:30 a.m. – Noon & 2:30 p.m. – 12:30 p.m. & 2:00 p.m. Investment Strategies for Women Take the Wheel: Get the Best Deal Your Retirement Plans at Duke Understanding Social Security in Retirement Informational Booths on May 7 Financial Fitness Week at Duke

15. 15 How will employees know about FFW? Postcard to home address April 21 Emails targeted to specific groups (ex. Not contributing; meeting the Rule of 75, younger employees, age 50 and above, etc. April 14 – 28 Duke HR Website (Flyers will be printable from the website for managers to post in their areas) April 28 Various articles in Duke Communications Financial Fitness Week at Duke

16. 16 Social Engagement Tune in to Twitter to give and get the best financial advice from Financial Fitness Week workshops Follow hashtag: #DukeFFW

17. 17 FACULTY AND STAFF RETIREMENT PLAN - ROTH CONTRIBUTIONS HR Forum

18. 18 Faculty and Staff Retirement Plan Roth Contributions Roth provision will be added to Faculty and Staff Retirement Plan – not a separate plan but a new source of contribution Roth provision will not be added to the 457(b) Deferred Compensation Plan Roth contributions are made on an “after-tax” basis. Roth contributions plus pre-tax contributions cannot exceed IRS limits Roth contribution source will be available with all vendors and all investment options. In-Plan Conversion feature will not be available – will be evaluated for implementation later

19. 19 Contribution Effective Date Enrollment will start July 1 Contributions start:  Monthly Paid Employees – 8/25/2014  Bi-Weekly Paid Employees – 8/8/2014

20. 20 Distribution Requirements Withdrawals of Roth contributions and earnings are tax-free if employee meets certain conditions. Roth balances may be withdrawn tax free if the employee is age 59 ½ and meets the 5 year rule. The 5 year rule states that employees are allowed to take tax free distributions from Roth source 5 years after the first contribution is made. The 5 year clock starts counting from January 1 st of the first year that a contribution is made.

21. 21 Roth Contributions Who might benefit? – Younger employees who have a longer retirement horizon and more time to accumulate tax-free earnings – Highly compensated employees who aren’t eligible for Roth IRAs, but who want a pool of tax-free money to draw in retirement – Employees who want to leave tax-free money to their heirs – Employees not earning a lot today but expect to earn a lot in the future – Employees whose tax rates are low today – Employees who want to tax diversify

22. 22 Roth Contributions Who might not benefit: Employees who are behind on saving and expect Social Security to provide the majority of retirement income Employees who have pay spikes due to supplemental pay or bonuses Employees who have a family income generally between $20,000 and $50,000 and receive the earned income tax credit or the child tax credit

23. 23 Roth Communications Communication Plan currently being developed and will include: Memo to Deans, Directors, etc. Brochure describing Roth provisions will be sent to all faculty and staff and will be available at a future HR Forum Information on Duke HR website

24. 24 OFCCP: JOB OPPORTUNITIES FOR PROTECTED VETERANS & INDIVIDUALS WITH DISABILITIES HR Forum

25. 25 OFCCP Update Effective March 24, 2014, the US Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) requires the following EEO tagline to be included in all new faculty position announcements, staff job postings and advertisements: “Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s race, color, religion, age, gender, sexual orientation, national origin, genetic information, veteran status, or disability.”

26. 26 DUKEALERT TEST RESULTS HR Forum

27. 27 Email Total Number of Recipients: 63,817 – Students: 16,693 – Staff: 48,859 – Faculty: 5,891 – Neighbors: 51 Time to distribute: 3:60 minutes

28. 28 Text Messaging Total Messages Sent: 31,991 – Students: 15,892 – Staff: 23,163 – Faculty: 1,443 Time to distribute: 2:13 minutes

29. 29 How Were You Notified CommunicationPercent Siren/outdoor warning system41% (3) Email message89% (1) Text message60% (2) Emergency website6% Alert web bar16% (4) Direct contact1% Facebook<1% Twitter<1% Digital display<1% None1%

30. 30 What is Your Emergency Service Category? ResponsePercentage Essential Service14% Reserved Service7% Delayed Service54% Not applicable to me (students, etc.)19% Don’t know7%* *Lowest since began conducting test

31. 31 NATIONAL LABOR RELATIONS BOARD UPDATE HR Forum

32. 32 SEXUAL HARASSMENT MANDATORY REPORTING HR Forum

33. 33 Draft Policy

34. 34 DUKE APPRECIATION 2014: THANK YOU FOR ALL YOU DO HR Forum

35. 35 Duke Appreciation 2014 Calendar of Events April 11, 12, 13 Duke Baseball: General admission is $10. Duke faculty and staff with a valid Duke ID pay just $5.00 for a game ticket. Duke vs. NC State Series – Friday, April 11 @ 6 p.m. – Saturday, April 12 @1 pm – Sunday, April 13 th @ 6 p.m. May 1 – May 31 Duke Dines Out at Local Restaurants Special offers and discounts for Duke employees throughout the month. Participating restaurants TBA

36. 36 Duke Family Night at the Durham Bulls Park May 1: $25 Duke Employee Picnic in the Carolina Hurricanes Home Run Patio. Picnic is from 6pm-8pm is an all-you-can-eat menu of hamburger, hot dogs, fried chicken, macaroni & cheese, baked beans, chip & dip, with Pepsi products to drink. Seats for the game directly in front of the patio deck! May 16: $13 Terrace Reserved ticket with $5 in Bulls Bucks loaded into the ticket. May 31: $13 Terrace Reserved ticket with a Bulls Cap

37. 37 Calendar of Events May 4: 11 a.m. Duke Chapel Service – The morning worship service will offer prayers of thanksgiving for the role of Duke staff and faculty in the life of the university. May 12 & May 14: 11 a.m. - Noon Perkins Library Tours

38. 38 Calendar of Events May 1 – May 31 Lemurs Live Tour at Duke – Duke employees can visit the Center at a $5 rate vs. $8 on our Lemurs Live tour and $10 off the Walking with Lemurs tour ($95 tour). This extends only to the employee with valid ID. All tours are by appointment and can be made by calling 919- 401-7240

39. 39 Calendar of Events May 16 8:00 p.m. (Rain Date May 23) Movie Night – East Campus Lawn – Bring your chairs/blankets and favorite movie snacks and join us on the East Campus lawn for a movie. Hot dogs, popcorn and drinks will be provided while supplies last. Valid Duke ID is required.

40. 40 Calendar of Events June 2 11:30 a.m. - 1:30 p.m. Duke Stars Lunch Reception Duke pays special tribute to staff and faculty celebrating 10, 15 and 20 year career service milestones. (This is an invitation only event.) Valid Duke ID is required.

41. 41 Calendar of Events June 9 6:00 p.m. - 8:30 p.m. Duke Stars Dinner Dance Duke pays special tribute to staff and faculty celebrating 25 years or more career service milestone. (This is an invitation-only event.) Valid Duke ID is required

42. 42 BACKGROUND CHECKS HR Forum

43. 43 REMINDERS & UPDATES HR Forum

44. 44 Duke Farmers Market Market runs 11 a.m. to 2 p.m. beginning April 25 through September Located between the Bryan Research and Nanaline H. Duke buildings on West Campus

45. 45 Summer Camp Registration Now open on hr.duke.edu

46. Thank You for Attending Please sign the attendance sheet.