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Important Information for Employees of
Oklahoma State UniversityAugust 2004
Social Security Number as Employee ID
Help Remind Students to Activate Their O-Key Accounts
Do We Have Your Correct Address?
Life Insurance During Extended Leave
Update on Supplemental Dread Disease/Cancer Coverage
Oklahoma Tax Commission Letters
Did You Receive Your ING Life Certificate?
Social Security Number as Employee ID
Oklahoma State University is committed to protecting employee information from
being a source of identity theft. One frequent question Human Resources receives
is when OSU will use an employee identification number other than the employee
social security number.
The OSU System administrative systems are provided by SunGard SCT. Over the last
several years, OSU has worked closely with SunGard SCT to modify systems to use
an employee identifier other than the social security number. Major
modifications have been made to SIS (the Student Information System) and HRS
(Human Resource System) to prepare for and implement the use of an employee ID
other than the social security number. The last modification required to
implement OSU system-wide IDs is expected to be released by the end of calendar
year 2004. At that time, OSU will aggressively begin the significant task of
installing the modification and coordinating the assignment of system-wide IDs
for both students and employees.
OSU will implement a raise program for continuous regular faculty and staff,
effective October 1, 2004. Biweekly staff raises will be effective September 25,
2004, at the beginning of the workweek.
The staff program will include a cost of living adjustment and merit program.
The cost of living adjustment will be the greater of 2% or $525 per year for
each employee with satisfactory ratings. The merit program will be reflective of
performance evaulations.
The raise program is subject to approval by the OSU Board of Regents at their
September 10, 2004, meeting. Employees will receive a letter from the
appropriate department head after Board approval with sufficient information to
explain increases.
Policy and Procedures 3-0741, Performance Evaluation Program for Staff, requires
each staff member to receive a formal performance rating at least once each
year. The process includes discussion with the employee and signatures of both
supervisor and employee on the rating document. Each employee is entitled to a
copy of his or her final evaluation. The policy can be found at
www.okstate.edu/osu_per/policy_proced.htm.
With a raise program scheduled this fall, it is a good time to review your last
evaluation. If you cannot recall an evaluation within the past twelve months,
you might want to inquire of your supervisor. The evaluations are kept on file
in each department.
If you have questions, or you cannot recall an evaluation within the past twelve
months, Human Resources will be glad to assist you, (405) 744-5373.
Help Remind Students to Activate Their O-Key Accounts
Students will be returning to campus shortly. A new information technology
system will be in place, but in order for students to be prepared to access
information, they need to activate their O-Key Account as soon as possible.
We can help students by spreading the word that all returning and new students
should go to www.okey.okstate.edu as they arrive on campus. Waiting until
classes start may result in unnecessary delay and disadvantage. If the students
no longer have their activation code which was originally sent to their home
address on a yellow postcard, please have them contact the IT Helpdesk at (405)
744-HELP (4357).
Do We Have Your Correct Address?
The annual Option Enrollment Period is fast approaching. The State Insurance
Board mails information directly to your home address. Now is the time to check
your current home address to ensure that you receive all the new information
related to your insurance options.
If your home address is incorrect, then you may not receive your option packet
and other important mail.
You can verify your home address and update it through Web for Employees at
http://prodhosu.okstate.edu, call
Employee Services, (405) 744-5449, or email
osu-es@okstate.edu and provide your new address.
The State Insurance Board option enrollment period for health, dental, and
vision coverage begins on September 27, 2004, and extends to October 29, 2004.
Life Insurance During Extended Leave
Life insurance is continued for up to a year when an employee is off work,
providing the premium is paid. Employees who may be absent from work due to
illness or injury (including workers’ compensation) will want to explore
benefits alternatives if the absence may exceed six months.
Employees with long-term disability coverage should apply for LTD benefits if
absence will extend beyond six months. If you qualify for LTD, the life coverage
may be continued through a waiver of premium.
Employee life coverage will be cancelled one year after you stop active work.
Conversion to a personal policy at your own expense may be an option if this
occurs.
OSU’s Flexible Compensation Benefits Committee recommended adding gap medical
insurance to the voluntary benefit options now available to OSU employees. A gap
medical insurance plan provides supplemental payments for medical expenses and
reduces any out-of-pocket expenses. Out-of-pocket expenses are most common where
employees and covered dependents are unable to seek services from a network
provider.
HealthChoice has a large network of providers in Oklahoma and some surrounding
states. However, those who live, work, or attend school outside Oklahoma can
incur increased costs. Segal Company, benefits consultants, met with OSU
representatives and explained that catastrophic coverage and hospital indemnity
plans would be possibilities for gap coverage, but such plans might be in
competition with or duplicated by another Committee recommendation, that of
adding a voluntary cancer or dread insurance plan.
In addition, the State Insurance Board continues to recognize the need for a
national network for routine out-of-state medical care. An exception is already
provided for out-of-state emergency care. We are encouraged that additional
options may be available through the State Plan in the immediate future.
The Flexible Compensation Benefits Committee has recommended to wait and see
whether or not the State Insurance or even the addition of a cancer/dread
disease option may satisfy the original expressed need before reviewing gap
insurance options further.
Update on Supplemental Dread Disease/Cancer Coverage
A recommendation of the OSU Flexible Compensation Benefits Committee was to add
a voluntary option for employees to purchase cancer coverage. Subsequent
discussions enlarged the recommendation to include dread disease coverage.
Dread Disease plans supplement traditional health coverage in case of serious
medical conditions such as cancer, strokes, transplants and other specifically
defined medical conditions. Cancer coverage is restricted to a supplement of the
health care coverage with a diagnosis of cancer only.
OSU will solicit proposals for both types of coverage. A committee will review
the proposals. If feasible, a plan may be offered later in the fall with a
January 1, 2005, effective date. You will be informed when more information is
available.
Oklahoma Tax Commission Letters
The Oklahoma Tax Commission recently sent all state agencies a listing of
employees who were not in compliance with the Oklahoma income tax laws as
November 2003. This notification is a result of 2003 legislation that requires
disciplinary action, including termination, for any state employee who is in
default two of three years.
Affected employees were notified by Human Resources and provided a copy of the
letter from the Oklahoma Tax Commission and a copy of Title 68, Section 238.2.
Employees were advised to contact the Taxpayer Assistance Division, Income Tax
Compliance Unit, to resolve income tax issues.
Thu Aug 12 C.L.E.A.R. (Leadership Seminar)
Thu Aug 26 Building Interpersonal Skills
Wed Sep 1 Basics of Performance Appraisals
Wed Sep 1 Purchasing Card Training
Thu Sep 2 New Employee Orientation
Thu Sep 2 Travel Vouchers
Wed Sep 8 Monthly Accounting Reports
Thu Sep 9 Collaborative Communication
Skills
Tue Sep 14 Human Resources & the Law
Wed Sep 15 Fixed Assets, Financial Reporting System, & Purchasing
For more information, or to register, refer to your 2004 Faculty and Staff
Development Opportunities brochure, or go to
www.okstate.edu/osu_per/hr/staff_dvpt04.htm,
or call Training Services, (405) 744-5374.
Did You Receive Your ING Life Certificate?
We recently mailed ING life certificates through campus mail. We encourage you
to read it carefully and make your beneficiaries aware of the benefits of the
policy.
If you did not receive your certificate or have misplaced it, you can find a
copy on the web at
www.okstate.edu/osu_per/benefits/ben-pub-guides.html or email
Employee Services at osu-es@okstate.edu, or call 744-5449.
TIAA-CREF will present two information sessions for all employees. Spouses are
welcome. No reservation is necessary.
Staying on Track in a Market Downturn, Tuesday, September 14, 2:00 - 3:00 pm.
106B Whitehurst
Volatility in equity markets is inevitable. Learn historical examples of market
downturns and attempts to identify some of the negative but common reactions
that investors have to them (e.g., moving funds out of equities completely and
market timing). Also learn the benefits of accurately matching risk/reward
dynamics to an individual’s risk tolerance as a way of developing a
well-conceived investment strategy.
General Plan Overview, Wednesday, September 15, 9:30 – 10:30 am. 106B Whitehurst
Learn product features and benefit options that are available with TIAA-CREF
products that are used to fund both basic and supplemental retirement plans.
One-on-One Counseling Sessions
Call Antoinette at TIAA-CREF, 1-800-842-2006, ext. 7003, for a personalized
session or schedule through their website at www.tiaa-cref.org/moc after
September 7, 2004.
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.