UCLA Health An Insider's Guide to Benefits & Retirement Programs
Welcome to UCLA!
This Insider’s Guide to UC’s Benefits and Retirement Programs will provide helpful hints, enrollment guidelines and resources that will assist you in selecting your Health & Welfare Benefits.
Selecting health benefits is a personal choice and there are numerous resources available to help you make the best choices.
To learn about each option in greater detail and gain valuable information to help you make your selection: Review your welcome kit: http://ucnet.universityofcalifornia.edu/forms/pdf/welcome-kit.pdf Visit UCnet: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/
The information provided to you in this presentation is intended as a general overview. For more detailed information, visit ucnet.universityofcalifornia.edu for UC benefits publications, UC-sponsored plans provider directories, drug formularies and more. Call the plan (or see their website) for specific benefits, provider information, and plan booklets. Your Benefits Team can also provide assistance. Important Points of Contact Health Systems vs. Campus
UCLA has two HR groups that support the employees within the organization, the Medical Center and Campus. Please review the options below to find your appropriate point of contact in case you need assistance.
If you work for any of the following groups, If you work for either of the following groups, Centralized Human Resources for the Campus HR is your processing center and Medical Center is your processing center your Department’s HR Liaison is your main and main point of contact: point of contact for Payroll and HR processing:
- Ronald Reagan UCLA Medical Center - David Geffen School of Medicine - UCLA Medical Center - Department of Medicine - Santa Monica Medical Center - Resnick Neuropsychiatric Hospital at UCLA - Mattel Children’s Hospital UCLA - Faculty Practice Group (FPG)
Medical Center Human Resources Campus Human Resources Contacts: Contacts: Campus HR: 310-794-0800 Workforce: 310-206-0053 Campus Benefits: 310-790-0830 Benefits: 310-794-0500 [email protected] Enrolling in Benefits Period of Initial Eligibility (PIE)
IMPORTANT INFORMATION!
You have 31 calendar days during the Period of Initial Eligibility (PIE) to enroll yourself and eligible dependents in Health Benefits. Your PIE opens on the initial day of eligibility (i.e. first day of work) and ends at day 31. The deadline to enroll is shown on your (IDOC) Summary of Initial Hire or Rehire Statement.
Special Note for Intercampus Transfers If you are an intercampus transfer (transferring from another UC campus with no break in service), your benefits will remain the same as they were in your previous position. You do NOT have a new Period of Initial Eligibility (PIE) Our Benefits Department will work with your previous campus location to transfer your benefits information. Your benefits enrollment from your previous location will remain in effect for one additional month. Please do not select new benefits if you are an intercampus transfer. Review your IDOC
Your IDOC contains not only your personal information, but also important details about Benefits Eligibility and Mandatory Retirement Programs.
Please note: This document is only generated for new hires. Benefits Levels Your IDOC lists the level of Benefits for which you are eligible. Please refer to the chart below to view the Benefits included with your Benefits Level
Enrollment Periods Due to group insurance regulations, there are limited periods in which UC employees can enroll in and make changes to their benefit plans. They are outlined below..
• Initial Period of Eligibility – During an employee’s period of initial eligibility (within 31 days from the date of hire) they may elect to opt in to any and all eligible benefit plans.
• Open Enrollment – During Open Enrollment which is typically between late October and late November of each year, employees may elect or change benefit plans that are open for changes. These changes can only be made during this open enrollment period and take effect January 1st of the next year. Please note that only select plans are open during each Open Enrollment.
• Within 31 days of a qualifying event – Employees can elect to make changes to their health and other select plans within 31 days. Qualifying events include marriage, registration of same sex domestic partnership, divorce, birth, adoption and involuntary loss of coverage. Benefits Eligibility & Dependent Verification
Dependents Eligible for inclusion in your benefits: - Legal Spouse - Same Sex Domestic Partner - Opposite sex domestic partner when one partner is over the age of 62 - Natural or Adopted Child - Stepchild - Legal Ward - Adult Disabled Child
VERY IMPORTANT: Dependent Verification
To verify eligibility of your dependents, you will receive a letter from Secova approximately 60 – 90 days from enrolling in benefits
You will need to provide Secova with proof of eligibility for your enrolled dependents.
Respond quickly to avoid dependent de-enrollment! Insurance Options: Medical, Dental, Vision
Medical Insurance: UC offers 5 health insurance plans to choose from. These choices consist of 3 PPO and 2 HMO Options. You will share in the cost of monthly premiums with UC. PPO Options HMO Options • UC Care • Kaiser Permanente • UC Health Savings Plan • Health Net Blue and Gold • Core
Please visit http://ucnet.universityofcalifornia.edu/compensation-and-benefits/health- plans/medical/index.html for more details on Medical Plans including a helpful video and the Medical Plan Chooser Tool.
Dental Insurance: UC Offers 2 dental insurance options. Both are administered by Delta Dental. Dental insurance is 100% paid by UC! There is no monthly premium cost to the employee or their eligible dependents!
• Delta Dental PPO • Deltacare USA HMO
Please visit http://ucnet.universityofcalifornia.edu/compensation-and-benefits/health- plans/dental/index.html for more details on Dental Plans including a Dental Plan Chooser.
Vision Insurance: UC Offers one option for Vision Insurance. The plan is administered by Vision Service Plan. Vision insurance is 100% paid by UC! There is no monthly premium cost to the employee or their eligible dependents!
Please visit http://ucnet.universityofcalifornia.edu/compensation-and-benefits/health- plans/vision/index.html for more details on Vision Service Plan. Insurance Options: Disability Insurance
UC Employees are NOT eligible to participate in California State Disability Insurance. UC offers a free, basic short-term disability insurance AND two employee-paid voluntary disability programs: voluntary short-term and voluntary long-term disability.
You may only enroll in the Voluntary Disability Plans with guaranteed acceptance during your Period of Initial Eligibility (PIE).
Basic Short-Term Disability: UC provides all eligible employees with basic Short-term Disability for up to 6 months; 55% of eligible earnings up to $800 per month
Voluntary Short Term Disability Voluntary Long Term Disability • Provides up to 60% of your eligible • Provides up to 60% of your eligible earnings, to a maximum benefit of $15,000 earnings, to a maximum benefit of per month $15,000 per month • Coverage for up to 6 months • Has a 6 month waiting period
You may elect one or both of our Voluntary Disability Plans. If you want maximum coverage, enroll in both plans.
Please visit http://ucnet.universityofcalifornia.edu/compensation-and-benefits/disability- life-accident/disability/index.html for more information about Disability Insurance including a helpful video, premium estimator and more! Insurance Options: Life Insurance & Accidental Death and Dismemberment Insurance
Life Insurance: UC offers both Employer and Employee Paid Life Insurance Plans.
You may only enroll in the Employee Paid Life Insurance Plans with guaranteed acceptance into the plan during your Period of Initial Eligibility (PIE).
Please visit http://ucnet.universityofcalifornia.edu/compensation-and- benefits/disability-life-accident/life-insurance/index.html for more details about UC’s Life Insurance Programs
Accidental Death & Dismemberment Insurance: UC offers the Accidental Death and Dismemberment (AD&D) plan to help protect you and your family from the unforeseen financial hardship of a serious accident that causes death or dismemberment.
Employees may enroll in this plan at any time during the calendar year
Please visit http://ucnet.universityofcalifornia.edu/compensation-and- benefits/disability-life-accident/add/index.html for more information about Accidental Death & Dismemberment Insurance Insurance Options: Legal Insurance & Flexible Spending Accounts (FSAs)
Legal Insurance: UC offers employee paid Legal Insurance through ARAG Legal for employees and their eligible dependents.
Please visit http://ucnet.universityofcalifornia.edu/compensation-and-benefits/other- benefits/legal-plan.html for more information about the ARAG Legal Plan and to view a complete list of services offered.
Flexible Spending Accounts (FSAs): Flexible spending accounts allow employees to gain a tax benefits by saving money for either health care of child care expenses pretax, therefore reducing taxable income. UC offers two flexible spending accounts: the Health FSA and the Depcare (Dependent Care) FSA. The plans are available to employees with Full, Mid-level and Core benefits
You must enroll annually, usually during a period of eligibility or during Open Enrollment.
Health FSA Depcare FSA • Funds can be used for eligible medical • Funds can be used to pay for eligible expenses incurred during the plan year. childcare expenses for children up to age • You may contribute a maximum of 13 or eligible adult dependent (This plan $2,550 annually does not cover Healthcare expenses.) • You may contribute a maximum of $5,000 annually
Please visit http://ucnet.universityofcalifornia.edu/compensation-and- benefits/other-benefits/flexible-spending-accounts/index.html for more information about Flexible Spending Accounts Enrolling In Benefits At Your Service Online, Part 1
Your Period of Initial Eligibility (PIE) to enroll in benefits is 31 days from your date of hire. Failure to enroll in benefits during this time will result in forfeiture of benefits until open enrollment for the next plan year.
You will enroll in your benefits using the online portal: At Your Service Online (AYSO). Follow the steps below to create a username & password to AYSO.
Step 1: Go to At Your Service Online: https://atyourserviceonline.ucop.edu/ayso/ Step 2: Select “New to UC and have a temporary password” Step 3: You will use your social security number and date of birth to log in for the first time. Username = your SSN (enter the numbers ONLY: no dashes, slashes or spaces) Password = your date of birth (enter 8 numbers ONLY, listed as: mmddyyyy, no dashes, slashes or spaces)
Please Note: If you have prior UC employment, use the username and password previously established. If you need a username/password reminder, this option is available on the login screen. If you need additional assistance to reset your username or password, please contact the Retirement Administration Service Center (RASC) at 800-888-8267 (M-F, 8:30am – 4:30pm) Enrolling In Benefits At Your Service Online, Part 2
Once you’ve created your username & password, you can make your benefits elections… From the AYSO Main Menu, navigate to the Health & Welfare column and select the Benefits Enrollment option. Follow the prompts to make your elections. Once you confirm your elections, you will receive a confirmation of your benefit elections via email.
Make sure you CONFIRM your benefit elections. You will receive a confirmation number via email. If you reenter the Benefits Enrollment Screen, make sure to reconfirm your enrollment or your elections may not be processed.
If you enroll in medical insurance, you will receive your subscriber card within 3 – 4 weeks after enrolling. It will be delivered via US Mail to your mailing address (as shown in AYS Online). Please note, cards are not issued for dental or vision, you can visit the carrier’s websites for coverage information. Please allow 30 days before making appointments. Health & Welfare Benefits COBRA Continuation COBRA provides temporary continuation of coverage (medical, dental and vision) following a “qualifying event” where the individual would ordinarily lose coverage. Typically, coverage period is 18 months for employees and 36 months for spouses and dependent children
COBRA Qualifying Events (QE) • For an employee Voluntary or involuntary termination of employment (for reasons other than “gross misconduct”) Reduction in the number of hours of employment (including approved leave without pay or layoff) • For an employee’s spouse – the reasons listed above AND Divorce or legal separation Death of the employee • For an employee’s dependent children Loss of dependent child status (i.e. reaches age 26) Retirement Plans: Primary Retirement Benefits
UC offers eligible employees a Primary Retirement Plan. Please refer to your IDOC to determine which plan applies to you…
Your IDOC lists one of the following options: 1. Safe Harbor DCP 2. University of California Retirement Plan 2013 Tier 2. University of California Retirement Plan 2016 Tier
Safe Harbor DCP - If you are a member of this plan, you are automatically enrolled and will begin to see deductions taken for DCPSAFEHARBOR starting with your first paycheck - This is a Defined Contribution Plan administered by Fidelity. Employees in this plan contribute 7.5% per paycheck on a pre-tax basis - Please refer to http://ucnet.universityofcalifornia.edu/forms/pdf/retirement- savings-program-information-for-safe-harbor-participants.pdf for more information about the Safe Harbor DCP.
University of California Retirement Plan 2013 Tier - If you are a member of this plan, you are automatically enrolled and will begin to see deductions taken for UCRP starting with your first paycheck. - The UC Retirement Plan (UCRP) is a traditional pension - Please refer to http://ucnet.universityofcalifornia.edu/compensation-and- benefits/retirement-benefits/ucrp/2013-tier-benefits.html for more information about 2013 Tier for UCRP Retirement Plans: Primary Retirement Benefits University of California Retirement Plan 2016 Tier - This program offers you two choices: Pension Choice or Savings Choice. Both offer a valuable retirement income opportunity, but each works differently.
EMPLOYEES IN THIS PLAN HAVE 90 DAYS TO CHOOSE BETWEEN THE PENSION CHOICE AND SAVINGS CHOICE OPTIONS. If a choice is not made within 90 days, the employee will default into the pension option. Contributions into the plan begin when the choice is made or at day 91 if a choice is not made. Once a choice is made, it is irrevocable.
Pension Choice: Savings Choice - Defined Benefit Plan - Defined Contribution Plan - Employee and UC Contributes - Employee and UC Contributes - 5 Year Vesting - 1 year vesting
REMINDER: Employees in this plan have 90 days to choose between Pension Choice and Savings Choice Options. For more detailed information and to make your choice, please visit https://myucretirement.com/ Voluntary Savings Programs 403(b), 457(b) and DCP After Tax
In addition to your primary retirement benefits UC offers three voluntary retirement savings programs. These accounts are administered by Fidelity Investments.
The program includes: • Tax-Deferred 403(b) Plan • 457(b) Deferred Compensation Plan • Defined Contribution Plan, an After-Tax Account for voluntary contributions
For more information, please visit: http://ucnet.universityofcalifornia.edu/compensation-and- benefits/retirement-benefits/ucrs/index.html To enroll in the above plans, please visit the Fidelity Benefit Center at: https://nb.fidelity.com/public/nb/default/home
To speak with a financial planner, free of charge: call 800-558-9182 To meet with a financial planner, free of charge: http://getguidance.fidelity.com/universityofcalifornia Cellular Discounts
Cellular telephone service is available to UCLA employees at discounted rates from the following vendors: AT&T, Sprint, T-Mobile, and Verizon Wireless. For details visit https://www.it.ucla.edu/services/phone-tv- radio/ucla-mobile-program/mobile-carrier-contacts
Central Ticket Office (CTO)
Concert tickets, UCLA cultural and performing arts events, discount athletic event tickets, discount movie tickets, and bus passes are available to all UCLA employees at www.tickets.ucla.edu. Employees are also eligible for discounts to a variety of major attractions and amusements parks. To purchase discounted tickets to amusement parks, performances, and movie tickets, please visit the CTO, located in the James West Alumni Center, just east of Pauley Pavilion. You can contact the CTO at 310-825-2101.
Child Care
UCLA Early Care and Education programs provide quality child care, support families and share information and resources with the community. Visit www.ece.ucla.edu for more information.
Educational Tools
All full-time UCLA faculty and staff have unlimited access to Lynda.com, an online software training resource. Visit oit.ucla.edu/it-training for details.
Family Care Resources UC provides access to Bright Horizons Care Advantage, a web-based resource for finding childcare, eldercare, and other family care providers. Visit www.careadvantage.com/universityofcalifornia for information.
Homeowner/Renter/Auto Insurance
UC employees have access to group rates for auto, renter and homeowner insurance through California Casualty. Employees deal directly with the insurer, and premiums may be paid through payroll deduction www.calcas.com/web/ccmc/affinity?id=156841 or at 866-680-5143 for more information
Library Privileges
UCLA employees have access to all libraries. Visit www.library.ucla.edu for more information.
Merchant Discounts
The Westwood Village Discount Program offers local employees, UCLA students, and faculty special discounts and other shopping incentives at participating stores and restaurants. Show your badge or business card as proof of local employment. Visit www.thewestwoodvillage.com/westwood-village- discount-program for complete details and a list of all participating stores and details. For employees at Santa Monica Medical Center, Bristol Farms and El Cholo Café elcholo.com/location/santa-monica offer discounts. Museums
The Fowler Museum at UCLA explores global arts and cultures with an emphasis on works from Africa, Asia, the Pacific, and the Americas—past and present. Visit www.fowler.ucla.edu for details. The Hammer Museum champions the art and artists who challenge us to see the world in a new light, to experience the unexpected, to ignite our imaginations, and inspire change. Visit hammer.ucla.edu for details. Admission is free.
Recreational Activities
Employees and their families, are eligible to purchase a membership/recreation card, enabling them to use all of the recreational facilities and activities, including the gyms, pools, courts, water sports, and to take classes in areas like aerobics, dance, horseback riding, painting, and photography. For more information, please visit www.recreation.ucla.edu/Programs-Classes
ScholarShare College Savings Plan
Employees may open a ScholarShare account and contribute on an after-tax basis to one or more of its 19 investment portfolios. Earnings are tax-deferred and withdrawals are federal and state tax-free when used for qualified higher-education expenses at eligible educational institutions. For more information, visit www.scholarshare.com or call 800-544-5248.
Transportation
Knowing your transportation options can make it easier for you to take advantage of all that UCLA has to offer. The Commuter Assistance Rideshare Office assists employees with information on public transportation, carpools and vanpools to and from UCLA. Visit main.transportation.ucla.edu to learn more.
Tuition Discounts
Employees receive a 25% discount on most UCLA Extension course fees, based on availability of class space and course eligibility. Visit www.uclaextension.edu/index.jsp for more information. UC supports employees who want to further their education by offering discounts on university classes and through UC Online Education. Visit ucnet.universityofcalifornia.edu/compensation-and-benefits/other- benefits/tuition-discounts.html for details.
UCLA Store
Show your Bruin pride! Visit the UCLA Store for a wide selection of apparel and accessories. Visit shop.uclastore.com/default.aspx for locations, hours and special offers.
University Credit Union
The University Credit Union offers employees free checking, convenient payroll deduction, ATM services, MasterCard (with no annual fee), new and used auto loans, Second Trust Deed loans and Home Equity loans, personal loans, Certificates of Deposit, and Share Savings accounts. Visit www.ucu.org for more information or call 800-UCU-4510 MOVE WELL Fitness Classes & Moving Opportunities (Currently offered in Westwood and at FPG Only) – Walks, Yoga, Tai Chi, Zumba/Dance, Calisthenics/Strength Training, Hula-hoop and other Health Improvement programs including Warm Up to Work, the Diabetes Prevention Program, BHIP Onramp, BHIP.5 and BHIP ongoing, just to name a few) Click here for the class schedule: http://marc.ucla.edu/body.cfm?id=86 Annual UCLA Health Group Walking Opportunities (same time each year) I Heart Walking National Walking Day UC Walks AHA Heart Walk Light the Night Walk
Feb. 13-16, 2017 April 5th, 2017 May 2017 September 2017 October 2017
Fitbit Challenges (Piloting) Working to implement pilot programs for the purpose of engaging employees who are unable to attend fitness classes due to restrictions in either availability (schedule conflicts) or location (satellite clinics).
MIND WELL Meditation through the Mindful Awareness Research Center (MARC) - The MARC offers FREE drop-in Meditation sessions. Check out the schedule. If you are unable to attend in person, mindfulness/meditation CDs by MARC are available in the RRMC and SMH gift shops. You can also stream Free guided meditations and Podcasts straight from the MARC website so you can continue your practice at home or in the office. - New to Mindful Meditation? Check out this video (1:16:00) entitled “Introduction to Mindful Awareness”
UCLA Health Employee Mental Wellness and Resiliency Resources - Resiliency Program currently being piloted in various departments to address the ramifications of burnout, stress, loss, trauma, etc. often experienced by healthcare professionals. - Staff & Faculty Counseling Center (SFCC), UCLA’s employee assistance program, offers confidential services (Counseling, Crisis Mgt., Resources, Substance Abuse, Training & Workshops, Work-Life, etc.) to assist faculty and staff who are experiencing difficulties in their lives that affect their performance on the job. Any UCLA staff or faculty member (or immediate family/significant other) who is interested in scheduling an appointment with a counselor or in receiving information regarding resources or referrals may call the Center at (310) 794-0245.
Mindful Music – Integrating music to promote wellbeing and healing for UCLA Health employees, residents, staff, and patients.
Tea for the Soul – Open agenda time where a nurturing environment of soft music, tea, and cookies is made available in a given area of the hospital for staff on medical units to break and refresh their spirits in the midst of their otherwise hectic days.
EAT WELL Nutrition Workshops/lunch & learns/ Webinars • Insurance partners – ongoing development of in-person and virtual wellness education opportunities • Monthly LIVE wellness webinar series (began in January 2017) • In person wellness education sessions Maintain Don’t Gain – 7 to 8-week program offered to employees wishing to receive encouraging and motivational emails to help them maintain and not gain weight over the holidays. The messages include health and wellness educational tips to keep them on track. Participants are entered for a chance to win a Mountain Bike at the conclusion of the program.
Weight Watchers Westwood Santa Monica Tuesdays - 11:30-12:15 at OHRC, Room 410 Thursdays - 11:00-11:45 in various Fridays- 11:45-12:30 - Wilshire Center, Ste. 445 conference locations
BE WELL Massage – 20-minute chair massages are also available to employees on a by-appointment basis. The cost to employees for both Urban Zen and Massage is $25.00 per 20-min. session. For more information on Massage and Urban Zen, visit www.rehab.ucla.edu. Call x63055 to schedule an appointment! A new online payment option is available at commerce.cashnet.com/42869MTC once you have made your appointment.
Urban Zen – Trained UCLA Health caregivers provide gentle healing modalities to patients, caregivers, and employees, to address the primary symptoms of pain, anxiety, nausea, insomnia, constipation, and exhaustion, which include: • Yoga - breath awareness, in-bed movement, guided meditation and restorative poses • Reiki - a Japanese vibrational energy therapy facilitated by light touch, on or slightly off the body, that balances the human bio-field • Essential Oils - volatile liquids distilled from plant materials to rejuvenate the mind and body • Contemplative Care - cultivation of mindful awareness, emotional balance, equanimity and compassion around issues of illness
Health Insurance Plans Wellness Opportunities – Our health insurance and other plan providers offer Wellness programs/opportunities including: healthy cooking classes and webinars, nutrition classes and webinars, and financial wellness classes and webinars.
Customized Wellness Programming – Wellness works directly with department management to implement customized health and wellness programs based on various considerations such as needs, interests, challenges, restrictions, patient population, schedules and environment.
Smoke Free UC “Breathe Well” – UCLA is a tobacco-free workplace and the entire UC is commitment to being smoke and tobacco free. Smoking Cessation - UCLA Health System offers an eight-session smoking cessation program to help its employees, family members, and people in the community to finally kick the habit! The "Freedom from Smoking" program is a well-proven program designed by the American Lung Association. Please contact (310) 825-0014 for more information.
WELLNESS CONTACT INFORMATION:
Patrese Kirsch, CWPC Wellness Manager, UCLA Health Sciences O: 310.794.0673 [email protected] C: 310-592-0777 [email protected]