HR News 16 April 2009
Calendar of Events
Bike to Work Week May 11th – May 15th register at www.TransOptions.org
TIAA-CREF Individual Counseling Sessions NOTE DATE CHANGE (by appointment only)
Tuesday, May 12 9:00 am. – 5:00 p.m. University Commons, Room 207
Social Security Numbers – A New Mandate
The Medicare, Medicaid and SCHIP Extension Act went into effect on January 1, 2009. This
legislation mandates that all insurers of group medical plans provide eligibility information to the
Centers for Medicare and Medicaid Services (CMMS); medical plans that fail to comply will be
subject to a civil penalty of $1000 per day for each day of noncompliance.
How does this affect Drew faculty and staff? The eligibility information that must be provided to
CMMS includes the social security number of every member of your family who is covered by our
health insurance plan. Drew has never captured this information in our system; hence we will need
everyone who has health coverage with Drew to update their family information.
How do I provide this information? By going to Campus Web, clicking on My Family and completing
all the information requested. Your entering the information into Campus Web allows HR to update
Aims with information you provide directly, protects your privacy and minimizes the potential for
error in recording family information.
Do I have to provide this information if I am not enrolled in Drew’s medical plan? Yes. Drew will
need your family information in order to maintain complete family data for all benefits and to project
future benefit costs.
What will happen if I don’t provide this Information? Compliance with the law is not an option and
any employer found out of compliance will be assessed a steep fine. Drew can not jeopardize the
health benefits of faculty and staff that do comply, nor can we afford to pay any fines. We will,
therefore, be forced to end the medical coverage of any member of the faculty or staff who chooses not
to supply the needed information.
Anyone who has not provided the requested information by November 30, 2009 will not
have medical coverage as of January 1, 2010. Furthermore, anyone who supplies the
information after the deadline cannot be re-instated in the plan because the law prohibits
employers from adding participants unless they have a qualifying event, i.e. birth, death,
marriage, etc. So please, update your family information through Campus Web as soon
Please contact Deborah (x3515) or Fredi (x3795) if you have any questions.
Monthly Paid Staff Vacation Accruals
Last year we announced a temporary one-year delay in implementing any loss of vacation as called for
in the 2006 revisions to the Vacation Policy. We encouraged all staff to use their hard earned time and
over the course of the year there have been periodic reminders to use accrued vacation time. This year
we are enforcing the maximum vacation accrual of 140 hours, however, we will phase it in over the
next fiscal year. The phase-in will work this way:
1. June 30, 2009. All monthly paid staff must update their vacation taken through December
31, 2008 in Campus Web by June 30, 2009. Even if you have not taken vacation time
during a month you still need to indicate this in Campus Web. To determine whether you
are current, log in to Campus Web, scroll down to Monthly Vacation Days and on the Enter
My Hours page review your information to ensure that you have completed a time sheet for
each month during 2006, 2007 and 2008. Once you update the information, click on Submit
for Approval and your updated information will be sent to your supervisor for approval. If
your record is not completely updated by June 30, 2009, you will lose all unused
accrued vacation over 140 hours at that time.
2. December 31, 2009. We recognize that some staff members will still not have taken
vacation time due to departmental constraints or have accrued so much time that it has been
difficult to use it this last year. Therefore, we are allowing staff to carry some time into the
next calendar year, but all accrued hours over 175 will be lost on December 31, 2009.
3. June 30, 2010. After two years of encouraging everyone to use their vacation, we will
eliminate all hours that exceed the cap of 140. All vacation hours in excess of 140 will be
lost -- no exceptions will be permitted.
Why it is so important to have this time used? As you may know, the University is subject to a variety
of federal and State rules and regulations that govern what information must be maintained and
reported. The Generally Accepted Accounting Principles (GAAP) requires all employers to record all
unused vacation as a liability at year end, which in turn affects the University’s Financial Statements.
Therefore, the more unused vacation we have on the books, the higher our liability. Requiring staff to
limit their accruals to our maximum of 140 will reduce our liability for this benefit.
There is no change in how many unused vacation hours a staff member will be compensated for when
they resign or retire. The maximum is still 140 hours. All staff are again strongly encouraged to use
their vacation time – you work much too hard to lose such a valuable benefit!
Chance to win a Madison restaurant gift certificate!
As a signatory of the American College and University Presidents Climate Commitment, Drew has
agreed to complete a comprehensive inventory of campus related greenhouse gas emissions, which
includes those from commuting. Commuting is defined as travel to and from campus on a day to day
basis by students, faculty, and staff. By filling out the commuting survey you are automatically
eligible to win a gift certificate to a Madison restaurant! All are encouraged to fill out the survey,
which is available here: www.drew.edu/commutingsurvey.
Is your child graduating from High School or College?
If your answer is yes – congratulations! An important milestone has been reached and you and your
child are to be congratulated on successfully completing this important chapter in their life. That’s the
good news. But did you know that your child is only covered as a dependent under our medical plan
as long as they are under age 23 and a full-time student? Medical coverage stops the end of the month
they graduate from high school or college and are not enrolled for full-time studies in the fall. If your
child is currently covered under our medical plan you can continue their coverage for up to 18 months
under COBRA. For information on COBRA rates please call Fredie Cox at x3795. Alternatively, you
can enroll your child in a plan offered through other insurance carriers in NJ. For more information,
click on http://www.healthinsurance.org/new_jersey or
From TIAA-CREF -- Resources on Market Volatility
TIAA-CREF has provided the following information to help us during these difficult financial times.
Additional information can also be found on their website at www.tiaa-cref.org
Strengthening Your Portfolio in Challenging Times
Market Volatility: Where Will It End?
Guidance for Investors: Words of Wisdom for Navigating Turbulent Markets
TIAA-CREF's Financial Strength and Commitment to You
New Year's Resolutions for Your Retirement
Featuring Maliz Beams, Executive Vice President, Client Services
Helping You Stay on Track in Uncertain Times
Featuring Roger Ferguson, President & CEO
Sticking to Your Game Plan in Challenging Times
Featuring Scott Evans, Executive Vice President, Asset Management
Financial Education Web Seminar:
Staying on Track in a Volatile Market