HUMAN RESOURCES S HR Forum: Connecting HR Serving the Duke Community January 12, 2010 9-11 a.m. Medical Center Boardroom, Duke South
Today s Meeting Topics Duke Pharmacy Benefit Change Duke Prospective Health 2010 Incentives H1N1 flu update E-verify Prevailing Wage Changes H-1B Site Visit Call for Nominations: Presidential Awards and Algernon Sydney Sullivan Award Martin Luther King Jr. Day Celebration Regulatory Employment Postings
Duke Pharmacy Benefit Change
What Are the Components of Medical Care At Duke in 2009? Mental Health/ Substance Abuse 2% Administrative 7% Medical Care Pharmacy 25% Medical Expenses including Professional, Technical and Facility Charges 66% 4
Medco pricing for long-term medicines at Duke Pharmacies Beginning March 1, 2010 Convenient on-site alternative for purchasing 90-day prescriptions p of long-term medications Lower co-payment $100 deductible waived (still applies for Duke Basic) Available at Duke Outpatient Pharmacy (Duke Clinic), Duke Children s Health Center, and Duke Raleigh Hospital Preferred pricing applies only to 90-day long-term medications (not short-term medications such as antibiotics) 5
3 Options for Purchasing Long-term Medications Duke hospital-based pharmacies (90-day prescription) Lower co-pay than retail, $100 deductible waived (except for Duke Basic) Medco Mail Order (90-day prescription) Lower co-pay than retail, $100 deductible d waived (except for Duke Basic) Retail pharmacies (up to 34-day yprescription) p $100 deductible applies, higher co-payment after third prescription 6
Pharmacy Benefit 7
Before March 1 Individuals can purchase long-term medications at Duke s hospital-based pharmacies under the guidelines for retail pharmacies (deductible for brand and non-formulary would still apply until March 1, 2010). Individuals are encouraged to discuss options with their Duke pharmacist, who will be as flexible as possible before the change takes effect. 8
Switching to a Duke Pharmacy Individuals currently using Medco Mail Order who wish to purchase their maintenance medications through Duke s hospital-based pharmacies should ask their physician for a new 90-day prescription, so that it can be submitted to the appropriate Duke pharmacy. 9
Duke Prospective Health Program for 2010
Duke Prospective Health New incentives for care management group $150 Medco pharmacy credit if you Work with a care manager ever other week for 4 months Establish personal health goals Visit your primary care physician Complete your 2010 health risk assessment An additional $50 Medco pharmacy credit For every additional two months you work with a care manager $25 Medco pharmacy credit if you are diabetic and have a retinal exam at Duke s annual health fair 11
Health Risk Assessment 2010 Incentives Monthly prize drawing for members who complete HRA in that month continues All members who complete an HRA by end of February will also be entered into a drawing for an ipod Touch 12
Communication New Year Gift postcards with this information sent to all core members all members eligible for care management services 13
H1N1 and Seasonal Flu Vaccination Update
Current status CDC estimates that between April Nov. 2009 47 million Americans had H1N1 infection 200,000 were hospitalized 10,000 died Currently regional and national incidence has waned Circulating influenza virus remains to be H1N1 and is well matched to vaccine A 3 rd wave of H1N1 is expected, seasonal flu has not yet begun 15
Vaccination Progress ~8,400 Duke employees have received H1N1 vaccine pregnant employees health care workers high h risk employees ALL employees H1N1 vaccine available free to all employees at EOHW clinics in Duke South and Durham Regional 16
Seasonal Flu Vaccination Record level of employee vaccination for seasonal flu EOHW continues to offer seasonal and H1N1 vaccination during regular EOHW clinic i hours EOHW still offering a few on-site vaccination sessions as appropriate 17
Leadership Counts Encourage all employees to get vaccinated Remind all employees of the importance of cough hygiene and hand washing 18
E-Verify
Introduction Internet-based system that allows employers to determine an employee s eligibility to work in the United States An employer enters information provided by an employee on the Form I-9 (Employment Eligibility Verification) into E- Verify Employee provided information from the Form I-9 is compared to electronic records maintained by the U.S. Department of Homeland Security and the Social Security Administration Comparison typically takes seconds to complete and about 97 percent of employees are found to be work eligible
Rollout Required: November 3 December 3 March 3 CONTRACT AWARD DATE ENROLL as a Federal Contractor with E-Verify Clause within 30 calendar days of CONTRACT AWARD DATE BEGIN VERIFICATIONS within 90 calendar days of ENROLLMENT DATE
Who do we verify? Existing employees that meet the following: Hired after November 6, 1986 Working in the United States Performing direct substantial ti work on a contract containing the FAR E-Verify clause Includes short term & temporary employees
Federal Contractors Once we begin verifying new hires, query must be initiated no later than the 3 rd business day after the employee begins working for pay Verify all existing employees within 90 calendar days of enrollment OR Within 30 calendar days of assignment to the contract WHICHEVER IS LATER
Preliminary Steps Contact made with HRIC immediately HR sends an e-mail Orientation of e-verify E-Verify posting (poster) Identify those going to be working on the contract
Preliminary Steps, con t HR will enter the employees into the e-verify system Some employees will need to fill out a new I-9 form presented with un-expired documents HR will contact the department contact and employee for TNCs (tentative non-confirmation) Work continues for all Passes will not be contacted t TNCs have 8 days to begin reconciliation HR will monitor progress
Tentative Non-Confirmations (TNC) EEs must be contacted immediately regarding TNC In person to HR If they are going to dispute the status they must be handed a signed referral letter When status is in compliance EE and Dept. will be notified via e-mail (by HR) If they do not dispute they will need to be terminated We will contact Staff & Labor We will contact the department
Prevailing Wage Changes & H-1B Site Visit Update
DukeVisaServices Smith Warehouse: Bay 7-1st Floor 114 South Buchanan Boulevard Durham, NC 27708
Department of Labor Processing Time Changes and Update on H-1B Site Visit
H-1B Visa Category This classification applies to persons in a specialty occupation which requires the theoretical and practical application of a body of highly specialized knowledge requiring completion of a specific course of higher education. This classification requires a labor attestation issued by the Department of Labor (DOL).
H-1B Visa Category In order to hire a foreign national in the H-1B category, the employer must: 1-File and receive an approved Labor Condition Application (LCA) with the Department of Labor attesting that the prevailing wage and working conditions will be offered. 2-Employer must file an H-1B petition (I-129) and the LCA with the U.S. Citizenship and Immigration Service (USCIS) Regional Service Center having jurisdiction over the place where services will be performed.
H-1B Category At Duke, this visa is often utilized to bring engineers, professors, researchers, computer scientist and other professionals as a means to gain valuable work experience in the United States while receiving a professional income.
Department of Labor (DOL) Filing Receiving an approved Labor Condition Application for an H-1B petition is a 2 step process: 1. A prevailing wage determination must be processed and received from the Dept of Labor. 2. After receiving the prevailing wage determination and posting notices that an H-1B petition will be filed for the position, we must file and receive an approved Labor Condition Application. The normal processing time is 2 to 4 weeks.
H-1B Visa Category The total processing time for the Labor Condition Application approval and the H-1B petition approval was approximately 5 to 6 months after our office receives a complete and correct H-1B application packet.
Processing Location and Procedural Changes as of 1/1/2010 The prevailing wage determination requests were previously faxed to the Dept of Labor State Workforce Agency in each state in which the employee was scheduled to work and we received faxed confirmation of the determinations. As of 1/1/2010, all employers must send the prevailing wage determination requests by mail to one DOL location in Washington, DC. The confirmations will be returned by mail or upon request via fax.
How Does this Affect Duke? DOL has warned us that due to these changes, the processing time for a Labor Condition Application will increase beyond the normal 2 to 4 week period. At this time we do not know how long the processing time will be extended but anticipate that an H-1B approval will take longer than 6 months.
How Does this Affect Duke? Many times, we receive H-1b extension requests 2 to 3 weeks before the expiration date of a current H-1b employee. We were able to contact the State Workforce Agency and request expedited processing. We will not be able to request expedited processing at the national DOL processing center. If we do not receive an extension request in a timely manner, there may be a period of time that an H-1b employee must stop employment and leave the U.S.
Is There an Expedite Fee for the LCA? The Department of Labor does not charge employers for LCA processing and therefore there is no fee we can pay to speed up the process.
Is There Any Good News? DOL is currently creating an electronic Prevailing Wage Application which will replace the mailing process and save postage. It is anticipated that it will be ready by the end of the January. While the electronic application will speed up the submission of the Prevailing Wage determination, there is no guarantee that it will decrease the processing time.
What Can We Do? Monitor the emails you receive from our office regarding the expiration notification of each H-1B employee. A determination as to whether or not this employee s visa status will be extended should be made as soon as possible so we can process the LCA for the H-1B filing.
Administrative Site Visit and Verification Program (H-1B Site Visit) Update: It Really Happened!
Administrative Site Visit and Verification Program (H-1B Site Visit) Designed to prevent fraud in the use of employment- based visas by: 1-Visits to the employment site stated on the H-1B petition. 2-Verification that the work conditions stated in the H-1B petition exist. 3-Determination of the accuracy of statements made in the H-1B petition at that site.
What Happened at Duke? A USCIS contract employee visited our office: 1-He requested information regarding the number of H-1Bs employees currently at Duke and how many H-1Bs we had filed. 2-Verified with the DVS advisor that filed the petition the employee s job title, salary, hours, etc. 3-He returned in the afternoon after confirmation with his supervisor that he also had to interview the employee. 4-We were able to contact the employee and during the meeting he asked the employee the same questions he had asked the advisor and compared the responses. 5-He asked for copies of the employee s last 3 paystubs which we provided.
Questions? Lois Yelverton, 613-5095, yelve004@mc.duke.edu; Dylan Sugiyama, 613-5094, dylan.sugiyama@duke.edu edu
Call for Nominations: Presidential Awards and Algernon Sydney Sullivan Award
The Value of Recognition "I was honored and humbled to learn that my colleagues, for whom I have so much respect, think that I'm doing a good job. I'm still smiling." -Molly Starback, received the President s Meritorious Award in 2008 46
Presidential Awards Nominations due February 19, 2010 Five categories: Clerical/Office Support - Staff Specialists, Office Assistants, etc. Clinical/Professional Non Managerial - Lab Technicians, Nurses, Coordinators, clinical or professional personnel in a non managerial capacity Service/Maintenance - EVS, Facilities, service positions Managerial - Supervisory personnel at level 15 and below (managers, supervisors) Executive Leadership - Supervisory personnel at level 16 and higher, faculty, Directors, Assistant Vice Presidents, Vice Presidents (any senior leaders other than the President) Five winners receive $1,000 and Presidential Medallion Up to 25 Meritorious Award winners receive $100
Presidential Awards - Nomination Notes Eligibility: Permanent, full-time staff or faculty Employed in current position for at least 1 full year Free from any Disciplinary Actions for past five years Not a previous Presidential Award winner (Previous Meritorious Award winners are still eligible) Nomination packet is not acceptable without an authorized signature. Nomination forms available at http://hr.duke.edu/recognition/presidential.html d / / id ti l 48
Algernon Sydney Sullivan Award Nominations due March 8, 2010. Created by the New York Southern Society in 1925 to honor: o Selflessness o o o Generosity of service Integrity Spirituality Presented at Duke since 2003 Given to one graduating senior and one faculty/staff/graduate student Organized by the Provost s office, open to all in the Duke community. Nomination Form available at provost.duke.edu/sullivan.htm 49
Martin Luther King, Jr. Celebration Events include: Friday, Jan 15, 6 p.m., Richard White Lecture Hall Filmmaker Orlando Bagwell discusses his work co-producing Eyes on the Prize, Citizen King, and Africans in America. Saturday, Jan 16, 10 a.m., West Campus Quad Duke Habitat for Humanity shed building to raise funds for new Habitat homes
Martin Luther King, Jr. Celebration Events include: Sunday, Jan 17, 3 p.m., Duke Chapel Labor leader and activist Dolores Huerta to speak at Duke s MLK Program Monday, Jan 18 African Children s Choir, 2 p.m., Page Auditorium (free, but priority seating given to Durham public school students) MLK Candlelight Vigil followed by march to Duke Chapel 5 p.m., Wallace Wade Stadium and Duke Chapel 51
Martin Luther King, Jr. Celebration Events include: Wednesday, Jan 20, 5 to 9 p.m., Southern High School MLK Million Meals Service Event Co-sponsored by Duke, NCCU and Southern High School. Jan 13 March 5, 9 a.m. 5 p.m., John Hope Franklin Center I AM the Dream gallery exhibit of mixed media art by students at Durham s SeeSaw Design Studies 52
Regulatory Employment Postings
Employment Posters Regulatory Requirements Human Resources Forum Duke University January 12, 2010 Para asistencia: Llame a la LINEA DE AYUDA de la Comision Industrial al telefono (800) 688-8349
Required Posters Executive Order 11246, as amended Vietnam Era Veterans Readjustment Assistance Act of 1974 Section 503, Rehabilitation Act of 1974 Regulations 41 CFR 60-1 41 CFR 60-300 41 CFR 60-2 41 CFR 60-741 41 CFR 60-250 Federal Employee Polygraph Protection Act Equal Opportunity is the Law Fair Labor Standards Act (Minimum Wage) Family Medical Leave Act Occupational Safety & Health Uniformed Services Employment and Reemployment Rights Act E-Verify State Occupational Safety & Health Notice Unemployment Insurance (524) Wage and Hour Notice to Employees Workers Compensation Notice (NC17)
Equal Opportunity Policy & Harassment Policy Description, Contact Info Sample Board Layout
Where to Display Posters? Areas where a majority of employees tend to congregate. OIE manages poster displays in five primary areas: Allen Building Bryan Center Duke Clinics, South Building Duke Hospital, North Building Trent Hall OIE Verifies and Advises in the following areas: 402/406 Oregon (L&OD) Durham Regional Hospital 705 Broad Hock Plaza American Tobacco Campus Marine Lab DCRI Downtown PRMO So. Alston Ave DCRI North Pavilion School of Nursing Duke Raleigh Hospital Smith Warehouse
Questions & Comments Office for Institutional Equity 145A Trent Drive, Box 90012 919-684-8222 http://www.duke.edu/web/equity edu/web/equity
HUMAN RESOURCES S Happy 2010 59