HR Forum:
Connecting HR…
Serving the Duke Community
Dec. 11, 2012
9:00 – 10:30
Medical Center Board Room
Agenda
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30-Day Enrollment Reminder
Duke Football Goes to Belk Bowl
Get Moving Challenge
Flu Update
Pending Regulatory Changes for 2013
Potential Taxation of Tuition Assistance
Open Enrollment Summary
Harassment Training Reminder
Announcements
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HR Forum
30-DAY ENROLLMENT:
BEGINS JAN 1, 2013
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DUKE FOOTBALL
BELK BOWL
HR Forum
GET MOVING CHALLENGE
GET FIT
GET HEALTHY
GET MOVING
• 10 week team based fitness challenge
• Choose to compete in one, two or all three
competition divisions:
- Minutes exercised
- Steps
- Weight loss
• Record your daily progress and view team
standings online
GET FIT
GET HEALTHY
GET MOVING
• Register online at hr.duke.edu/getmoving
• Create a profile
• Be a team captain and form a team of five to
eleven co-workers or search and join a team
• Competition begins JAN. 14
HR Forum
FY 2013 INFLUENZA VACCINATION
PROGRAM UPDATE
Flu Activity Status
• Higher than normal flu infection in
community
• Deaths in NC
• Multiple confirmed flu cases at Duke
• Flu vaccine matches circulating flu strain
• 20,500 Duke employees vaccinated to
date
Influenza Vaccination &
Exemption Rates, BSC
Entity
Vision (Vaccination
at 90% by 2015)
Methodology
Number includes
Vaccination +
Exemption Rate
12/7/12
Actual
FY13
Meets
FY13 Exceeds
Meet CDC
Target by start
of FY16
Meet CDC
Target by start
of FY15
DHCH
93.0
80.4%
84.6%
87.4%
PRMO
93.0
72.3%
73.7%
82.0%
Labs
93.0
67.2%
72.7%
81.5%
DUH
93.0
83.5%
84.7%
87.5%
DPC
93.0
77.8%
86.4%
88.3%
DRH
93.0
82.7%
85.7%
88.0%
DRAH
93.0
80.3%
87.3%
88.8%
PDC
93.0
84.3%
86.4%
89.7%
Influenza Reporting Policy DUHS
• Reporting flu vaccination status is required.
• Report flu status to EOHW by Dec. 17, 2012.
• Employees not in compliance will have until
January 4, 2013, to declare their status with
EOHW or receive a written warning.
Required Actions for DUHS Managers
• On 12/18/12 identify those employees who are not in compliance
with the policy
– Method: Access OESO compliance report
• Notify non-compliant employees of the implications of not reporting
their status by 1/4/13
– Method: Written template and verbal communications
Document in the employee’s personnel file
• Correct any errors In OESO compliance report
• On 1/8/13, identify employees who remain non-compliant.
• Deliver written warning for choosing a behavior that is not in
alignment with DUHS core value and patient safety value through
policy non-compliance
Influenza Reporting Policy
Compliance Rates
Entity
12/7/12
Policy
Compliance
DHCH
98.0%
PRMO
89.6%
Labs
86.9%
DUH
94.5%
DPC
87.3%
DRH
93.3%
DRAH
88.6%
DASC
98.6%
Corp Svcs
86.8%
PDC
97.3%
Total
92.1%
Employee Flu Vaccine opportunities
• EOHW clinics
• Peer to peer vaccination
• Check website for updated information:
http://www.duke.edu/flu/shots/
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HR Forum
PENDING REGULATORY CHANGES
FOR 2013
HR Forum
TAXABLE TUITION ASSISTANCE
Employee Tuition Assistance Program
• Internal Revenue Code Sec. 127, which states an
employee may receive up to $5,250 in tax-free
educational assistance per year from an employer
for undergraduate or graduate-level courses, is set
to expire December 31, 2012, if Congress does not
extend this legislation.
• Benefits has notified current program participants
of pending legislation.
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Tuition Assistance, continued
• Duke Benefits will process all tuition reimbursement
requests received in their office by 5 p.m. on Dec. 14,
2012, to ensure payments are made by Dec. 31. Every
attempt will be made to process any requests
received after Dec. 14, but there is no guarantee
payment will be made before the end of the 2012
plan year.
• Any reimbursement requests received or processed
beginning Jan. 1, 2013, will be taxable if legislation is
not extended.
• Once finalized, the decision will be communicated to
all program participants.
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HR Forum
OPEN ENROLLMENT SUMMARY
Open Enrollment At-A-Glance
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
13,278 employees made changes
– 11,427 through the web (86%)
– 1851 through call center (14%)
 retirees/LTD made 111 changes
 4810 calls answered by call center during open enrollment
*active population
12,209 changes made during the 2012 open enrollment period*
Open Enrollment At-A-Glance
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 Covering 3.3% more medical lives as of 1/1/13 (55,536)
 2093 employees elected Dental PPO plan
 73 retirees/LTD elected Dental PPO plan
 Healthcare FSA increased 4.6%
 Dependent Care FSA increased 3%
* active
1/1/12 lives: 53,759 (2.7%) *
12/31/12 lives (.61%)*
Medical Coverage Changes
*
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Dropped Plans: 93
Plan Changes: 1231
Basic to Select
263
Tier Changes: 782
Added Plans: 363
Employee to Child
85
Basic
110
Select
174
Basic to Blue Care
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Employee to Children
21
Basic to Options
16
Employee to Spouse
101
Select to Basic
273
Employee to Family
15
Select to Blue Care
179
Child to Employee
73
Child to Children
15
Blue Care to Basic
34
Child to Spouse
3
Blue Care to Select
234
Child to Family
55
Blue Care to Options
25
Children to Employee
25
Children to Child
44
Children to Family
52
Spouse to Employee
66
1
Options to Select
109
Spouse to Child
51
Options
28
106
Select to Options
Options to Basic
Blue Care
Lives
Employees
Dependents
Total
1/1/13
28162
27374
55536
12/31/12
27883
27317
55200
1/1/12
27326
26433
53759
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Spouse to Family
19
Family to Employee
15
Family to Child
42
Family to Children
72
Family to Spouse
44
*OE changes compared against 12/31/12 snapshot: active population
Duke Basic (HMO): 2012/2013
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Duke Basic enrollment: 3572
12.7% of total active enrollees compared to 11.8% 2012 open enrollment
Duke Select (HMO): 2013/2013
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Duke Select enrollment: 17,674
62.8% of total active enrollees compared to 63.1% 2012 open enrollment
Blue Care (HMO): 2012/2013
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Blue Care enrollment: 4214
15% of total active enrollees compared to 15.2 % 2012 open enrollment
Duke Options (PPO): 2012/2013
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Duke Options enrollment: 2702
9.6% of total active enrollees compared to 9.9% 2012 open enrollment
Dental Coverage: 2013 Plan A, B, PPO
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2013 Dental enrollment 22,192
4% increase from 2012 enrollment of 21,351-active employees
Vision Coverage: 2012/2013
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2013 Vision enrollments 14,186
8% increase from 2012 enrollment of 13,021-active employees
Reimbursement Accounts: 2012/2013
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HCRA increased by 431 for a total of 9460 (4.6% increase compared to 7.5% increase last enrollment )
DCRA increased by 45 for a total of 1509 (3% increase compared to 3.1% increase last enrollment)
Harassment Prevention
Online Training Modules
Overview
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 Designed to support community behavioral
expectations
 Roll-out in January 2013
 Housed on Duke Learning Management System
 Two separate modules
Module 1 • Harassment Prevention
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 Mandatory for all Duke employees
 Provides key information about the harassment policy
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Basic provisions
Resources
Strategies for minimizing complaints
TITLE IX Coordinator
Module 2 • Complaint Handling
 Required for those who might be in a position to receive
complaints (e.g., supervisors, managers, coaches, etc.)
 Provides key information about the policy
 Includes best practices for initial response to complaints
 Relays description of CLERY ACT
 Provides resources for support
 TITLE IX Coordinator
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HR Forum
THANKS FOR COMING
Please sign an attendance sheet
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