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Important Information for Employees of
Oklahoma State UniversityMay 2004
Long-Term Care Information Deadline--June 11, 2004
Out-of-State HealthChoice Coverage
Benefits Continuation: Your benefits may continue during the summer, even if you are without a paycheck. OSU continues to pay health and life premiums for faculty during the summer unless separation of employment occurs. OSU-paid health and life premiums may also continue for staff members who are on leave without pay during the summer if the leave is at the request of, or for the convenience of, OSU. If, however, leave is at the staff member’s request or convenience, then the staff member will be responsible for paying all premiums. In order for benefits to be uninterrupted, you may want to check with your department to be sure that you have continuous assignments for next year with your leave during the summer reflected with zero pay.
Bursar Billing: You will be billed through your Bursar account for life (basic
and supplemental), health, dental, and vision premiums that you are responsible
for paying during the time when you have zero pay, or insufficient pay to cover
the cost of your benefits. Expect a delay in the Bursar’s billing. For example,
if you miss a June payroll check, Human Resources provides the June premium
information to the Bursar in July. The Bursar would bill you in August for the
June premium. The description on your Bursar’s bill identifies the month of
coverage for which you are being billed. You will be billed for benefits if you
do not receive pay during your regular pay cycle; benefits are not deducted from
pay received on the special pay cycle.
Direct Billing: Long-term care, OSU’s newest benefit program, is underwritten by
John Hancock Life Insurance Company. Enrollment forms and questions go directly
to John Hancock. OSU does not have enrollment information. John Hancock will
send OSU an electronic file each month listing deductions to withhold from
employees’ checks. If OSU is unable to collect the premium because of zero pay
or inadequate pay, John Hancock will request OSU to collect two months premium
the following month. If there is no pay or insufficient pay to cover the premium
on the next payroll (two missed attempts), then John Hancock will bill you
directly. The direct billing will continue until you ask John Hancock to change
back to payroll deduction.
Employees may contact John Hancock and arrange for an automatic bank withdrawal
instead of writing a check under the direct bill arrangement. Faculty with less
than a 12-month appointment who prefer to have continuous payroll deductions,
may want to consider the salary deferral program to spread pay (and deductions)
over 12 months.
Discontinuing Insurance Coverage: You may cancel your insurance within 30 days
of a leave of absence. However, you may incur adverse consequences upon your
return to work, such as a requirement to provide evidence of insurability and/or
be subject to coverage limitations. Even with possible adverse consequences,
reenrollment must occur within 30 days of your return to work. Contact your
Human Resources office for assistance with cancellation in advance of any leave
to ensure that you accomplish your objectives and are aware of the consequences
of canceling various benefit programs.
Separation: If you are separating employment with OSU, Human Resources will send
COBRA information to you after the separation employment action form is
processed. The COBRA notice explains your right to continue your health, vision,
and dental coverage at your expense. You will want to work directly with ING on
your options to continue your life insurance. Be sure to contact ING within 30
days of your separation from OSU.
Moving this summer? If you are moving, be sure that OSU has your new address,
even if you are separating employment. Otherwise, you will miss important mail.
You can change your address on-line through Web for Employees, http://prodosu.okstate.edu/,
or you may call Employee Services at (405) 744-5449.
Long Term Care Enrollment Deadline – June 11, 2004
You should have received your personalized rate quote from John Hancock about the new long-term care coverage at your home address. If you are interested in the coverage, you may request your enrollment kit by calling 1-800-482-0022 or you may enroll on line by visiting the OSU Long Term Care website at http://osu.jhancock.com (username: osu; password: mybenefit). If you enroll before the June 11, 2004, deadline you can avoid the requirement to complete a medical questionnaire. Enrollment forms must be postmarked by June 11. You can also fax your enrollment forms to John Hancock, (617) 886-8530.
• Continuous regular
employees actively at work at least 30 hours a week are guaranteed acceptance
regardless of health status if you apply by June 11, 2004.
• Certain extended family members may also
apply for coverage by completing a medical questionnaire.
• Your age when you first enroll determines your monthly premium now and in the
future.
• The younger you are when you enroll, the lower your cost will be.
If you separate from OSU, you will be able to continue your coverage at group
rates.
A current American Fidelity long-term disability insurance certificate was sent through campus mail to each employee who is enrolled in the plan. If you are enrolled and did not receive a certificate, it can be downloaded from the web at www.okstate.edu/osu_per/benefits/ben-pub-guides.html.
Senator Mike Morgan and
Representative Terry Ingmire have been instrumental in working with OSU and OU
to make changes to OTRS. We are hopeful that the final bill will include the
following:
• Improve the benefit formula for OSU/OU to be closer to what common school
members receive for similar contributions;
• Make OTRS optional for faculty and administrative/professional staff hired at
OSU/OU beginning July 1, 2004;
• Give current OSU/OU members who were mandated by law to participate in OTRS
(faculty and administrative/professional staff) a one-time irrevocable
opportunity to withdraw from OTRS. Such election would be possible after IRS
approval is received.
OU and OSU will assume their share of OTRS’s unfunded liability. Existing OSU
and OU employees who will be able to make a withdrawal election will have at
least one year to do so.
Check OSU’s special retirement website at www.okstate.edu/osu_per/retadd.htm.
Most recently, we added calculations prepared by OTRS that illustrate how
benefits would be calculated if HB 2226 passes, Proposed Legislation - HB 2226.
OTRS Retirement Benefits Formula for OSU/OU Employees has information about OTRS
contributions and benefit calculations under the current law.
Each of us is constantly facing a crucial conversation. You know the type—stakes are high, opinions vary, and emotions run strong. Learn how to take charge of your emotions, reduce conflict, and come to a shared resolution. Crucial Conversations workshop will be held Tuesday, June 15, 2004, from 8:30- 11:30 am in room 416 Student Union.
Participants will receive a copy of the Crucial Conversations book that hit the
New York Times bestseller list in just nine days! Do not miss this very popular
new program that has been recommended by USA Today, HR Magazine, New York Times
Review, and others! This three hour program is offered for $59.00. Enroll today!
http://fp.okstate.edu/hrosu/training_enroll.htm.
Changes have been made
to OSU policies and the written OSU Policy and Procedures are available on the
web, http://home.
okstate.edu/Policy.nsf?OpenDatabase. An easy way to access policies that may
affect you as an OSU staff employee is to check out the listing on the Human
Resources website, www.okstate.edu/osu_per/policy_proced.htm.
Recently revised policies include:
• 3-0362 Reporting and Taxability of Assistantships, Fellowships, Scholarships,
Fee Waivers, and Other Payments to Students
• 3-0705 Attendance and Leave for Classified Staff
• 3-0709 University Holidays
• 3-0716 Sick Leave for Staff
• 3-0725 Attendance and Leave for A/P Staff
• 3-0750 Long-Term Disability
Out-of-State HealthChoice Coverage
If you are traveling on
vacation out of state, or have a child in college out of state and need medical
services, chances are that the health care providers would be out of network.
You will want to know how to maximize your benefits, which you can do by working
closely with your insurance provider.
HealthChoice provides an Emergency Care Benefit, which can reduce your
out-of-pocket expenses. You must contact HealthChoice to receive this benefit.
The Emergency Care Benefit is described in the Handbook, which is mailed to
covered employees, or can be found on HealthChoice’s website at
www.healthchoiceok.com/handbooks.htm.
Your medical ID card has a telephone number on the back for precertification of
medical procedures (1-800-848-8121). In the case of an accident,
precertification must take place within one day of hospital admission. Normally,
hospital or medical staff will place this call. You or a family member will want
to confirm with your medical providers or Health-Choice, that the care has been
precertified.
In addition to the precertification process, when emergency care out of state is
needed, you or a family member should call HealthChoice’s Health Care Management
Division (1-800-543-6044, ext. 8879). The call is referred to the appropriate
case manager for handling. You will be advised on the process to obtain the
Emergency Care Benefit, including information about the medical records needed.
You are responsible for obtaining the necessary medical records and faxing or
mailing them to HealthChoice for review. If appropriate, the Administrative
Approval is signed by all appropriate parties and you are notified the process
is completed. If approved, the care for emergency treatment would be paid as if
a network provider had been used.
If a family member residing out of state (such as a student away at college)
needs non-emergency medical care, the medical services are paid as non-network
unless the provider is in the network. While most in network providers are in
Oklahoma, you may want to check HealthChoice’s website, www.healthchoiceok.com.
The Emergency Care Benefit would not apply for non-emergency situations.
To reduce your out-of-pocket cost for non-emergency medical care, you may want
to consider returning to Oklahoma. As a reminder, when a non-network provider is
used, you have higher coinsurance to pay, plus you are required to pay the
difference in the fee charged by the health care provider and the amount allowed
by the insurance. For example, if a network provider in Oklahoma receives $1,000
for a particular procedure, that amount is all that would be allowed in another
state. If the out-of-state provider charged $1,500, then you would pay the extra
$500 plus your share of the deductible (if any) and coinsurance on the $1,000
allowable amount. Using network providers saves you money.
If you participate in an HMO, you will want to contact your HMO provider
concerning emergency care benefits. Normally, there is no coverage through an
HMO for out-of-network non-emergency care.
OSU Human Resources developed this information for the convenience of OSU employees. It is a brief interpretation of more detailed and complex materials. If further clarification is needed, the actual law, policy and contract should be consulted as the authoritative source. OSU continually monitors benefits, policy and procedures and reserves the right to change, modify, amend, or terminate benefit programs at any time.