1. Connecting HR… Serving the Duke Community
HR Forum
Connecting HR… Serving the Duke Community
July 2015

2. Agenda Dependent Eligibility Verification
Same-Sex Spousal Equivalency Policy
Employee Kickoff Celebration
Non-discriminatory Testing
Check Yourself Campaign
LIVE FOR LIFE Update
Sexual Harassment Training Update
Online Qualifying Life Events
Proposed Regulations to Change Overtime Pay
Reminders & Updates

3. Dependent Eligibility Verification
HR FORUM
Dependent Eligibility Verification

4. Dependent Eligibility Verification
The audit begins at the end of August and runs through late November. There will be preliminary communications before the announcement postcard from Xerox (our vendor).
All employees covering a dependent will be included
Proof of eligibility will be listed for each type of dependent

5. Dependent Eligibility Verification
Spouses may submit a copy of pages 1 and 2 of the Federal tax return (with income information redacted). Page 2 must include signatures or an e-file confirmation page that contains the filing number.
Same-sex spousal equivalents: may submit a copy of the Duke affidavit and one other proof of joint ownership.
Dependent children must have a birth certificate showing a Duke employee as a parent
Other documentation will be required for step, adopted, foster children, or children of same-sex spousal equivalents

6. Dependent Eligibility Verification
Confidentiality of Data
Working on single sign-on through Duke-at-Work
Very secure facility with limited access
They want NO original documents (except for people born/married in Wisconsin or Idaho)
Documents can be uploaded to secure system

7. Same-sex spousal equivalency
HR FORUM
Same-sex spousal equivalency

8. Same-Sex Spousal Equivalent Policy Revision
Major Points
All employees hired on or after 1/1/2016 must be legally married to add their spouse to their Duke Health Plan
All employees hired prior to 1/1/2016 may enroll either their legal spouse (with pre-tax benefit) or continue to cover their same-sex spousal equivalent with imputed income tax.

9. Employee kickoff Celebration
HR FORUM
Employee kickoff Celebration

11. Non-discriminatory Testing
HR FORUM
Non-discriminatory Testing

12. Reimbursement Accounts Non-Discrimination Testing
Purpose
To determine whether the plans favor highly compensated employees (those earning $115,000 or more in 2014)
HCRA and DCRA testing required annually
Failure = plans become taxable income for highly compensated employees
Passed health care account testing
Failed dependent care account testing
1,757 employees enrolled in 2015 DCRA
288 highly compensated employees enrolled in 2015 DCRA

13. Reimbursement Accounts Non-Discrimination Testing
To pass, highly compensated employees’ payroll deductions will be slightly reduced August – December
Deductions will continue through end of plan year
Reduction will be 8.33%
Examples:
Letters being mailed July 17th to highly compensated participants
No action required by participant
Does not impact 2016 enrollment
Current Annual Election
Revised Annual Election
$5,000.00
$4,583.27
$200.00 $

14. Check Yourself campaign
HR FORUM
Check Yourself campaign

15. July 20-31

16. Review and Update Home address & phone number Interoffice address
External work address
Cell phone number
Race/ethnicity
County of residence
Dependent information
Disability status

17. Find a Golden Ticket and Win!
A $200 gift certificate for a performance at the Durham Performing Arts Center.
A 50-minute massage at Duke Integrative Medicine
A night’s stay and breakfast for two at the Washington Duke Inn & Golf Club
An Employee Athletic Pass, including two season tickets for football and four season tickets for women’s basketball

18. HR FORUM
Live for life update

22. Sexual Harassment training Update
HR FORUM
Sexual Harassment training Update

33. Qualifying life events
HR FORUM
Qualifying life events

34. Online Enrollments and Qualifying Event Changes
Capability of doing online qualifying event changes will be available shortly.
Marriage, divorce, birth, death, gain/loss of employment
Documentation can be uploaded with change request

35. Proposed Overtime changes
HR FORUM
Proposed Overtime changes

36. Dept. of Labor Proposed Changes
Would set a new minimum salary level threshold employees must be paid to qualify as exempt from overtime requirements
Proposed threshold at 40th percentile of weekly earnings for full-time salaried workers, (based on 2013 data is $ $47,892 annually)
Current regulations set at $23,660 annually has “primary duties” that are consistent with managerial, professional or administrative positions

37. Dept. of Labor Proposed Changes
DOL has proposed automatically escalating this minimum salary on an annual basis by attaching it to the 40th percentile
The proposed rule also states that DOL is still considering whether to allow nondiscretionary bonuses, such as certain production or performance bonuses, to satisfy a portion of the standard salary test requirement

38. HR FORUM
Reminders & Updates

40. DukeALERT Test Wednesday, July 22 at 10 a.m.
Survey posted on emergency.duke.edu

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