How to Series! for Stephanie Messina Sewade Jack Myers N. Andover, MA Brockton, MA P: 508-205-1100 Lukejacksoncorp.com
What we are going to talk about… • How to Be Prepared for a Department of Labor Audit • How to Select a Benefits Broker 1
HR Assessment • Applications Are they up to date? Do they ask for a date of birth? Are they asking for salary information? Massachusetts Pay Equity Law – July 2018 • Personnel Files Are they in a secure location? Is medical information separate from personnel info? I – 9 Compliance • Are you using the new form? Are they signed? https://www.uscis.gov/sites/default/files/files/form/m-274.pdf 2
HR Assessment • Poster Compliance Are they in the right location? Are they up to date? Do you have your state posters up? Hand Books • Are they up to date? Are they in compliance with the Mass paid time off policy? If you have a handbook, do you have them sign for receipt? 3
HR Assessment Annual Notices • Cobra general notice-annually HIPAA Privacy notice - once every three years Sexual Harassment Policy – annually Medicare Part D Drug Notice - annually Women’s Health and Cancer Rights Act of 1998 - annually Massachusetts Unemployment Notice - Upon Termination Massachusetts Health Connector Notice of Exchange or Federal Notice of Insurance Exchange 4
HR Assessment COBRA Documents • Are you using the newest documents compliant with the ACA? https://www.dol.gov/general/topic/health-plans/cobra#doltopics Do they include information on the state exchange? Are they being sent timely? Is a conversion notice for life insurance being included? FMLA Documents • If you have 50 FTE’s do you have an FMLA Policy? Is it included in your handbook? Is there a process in place for associates to request FMLA? Are you using the federal forms for FMLA? 5
HR Assessment Positive/Negative Reviews • Are you being consistent with administering your policies? Do you use a consistent review form? Do you have a two person review process for a negative review? Do you have a well documented warning review process? Are you starting to do positive reviews to support salary differences? Are you preparing for the Massachusetts Pay Equity Law, July 2018 https://malegislature.gov/Laws/SessionLaws/Acts/2016/Chapter177 6
HR Assessment • Hours of Operation Policy Policy that covers the start and end time of operation? Flexibility? • Evacuation Policy Do you have a meeting place established outside? Who is tracking the associates at the meeting place? Code of Conduct? • 7
HR Assessment Work from Home Policy • Does it include suggestions for designated work areas that are acceptable? 1. Does it include language in regards to cyber security and the expectations of 2. the company? Does is suggest making sure that the individual has continuous communication 3. with the team, meetings and feedback? Does it address professionalism and outside distractions which could interfere 4. communicating with a client? (Background noise) Does it allow the employer to visit the off site work location for approval? 5. 8
HR Assessment • Plan Document Compliance 125 Plan Document Summary Plan Descriptions • ACA Compliance Tracking Hours 1094’s and 1095’s Good Faith Effort 9
Selecting a Benefits Broker 2016 Zywave Employer Survey Results – Top Selection Criteria • Provides prompt and effective service • Is a trusted advisor rather than an insurance sales person • Regularly communicates with you • Ability to challenge and negotiate a renewal • Offers resources to help keep you in compliance with laws and regulations • Has the ability to compare plans and coverage to benchmark data 10
Selecting a Benefits Broker 2016 Zywave Employer Survey Results – Most Desired Services • Provides updates and guidance on health care reform and other legislative changes • Answers your compliance related questions (ACA, COBRA, FMLA, HIPAA) • Provides compliant plan documents • Offers employee communications to help employees make benefit decisions and understand their benefits • Provides tools and solutions that help your organization manage compliance with ACA • Creates a strategic benefit plan that aligns with business goals and objectives 11
The VUCA World Continues V olatile … a rapid rate of change U ncertain … unclear about future implications C omplex … multiple competing/conflicting forces A mbiguous … lack of clarity about what events will mean – even as they occur We need: “The kind of strategy that works Clear intent is to be very clear about where Clear direction you are going but very flexible in Clear vision how you get there.” 2 Agility to adapt to a changing world 1 Slide: Randall Abbott, Towers Watson VUCA: Judith Hicks Stiehm & Nicholas Townsend, The U.S. Army War College: Military Education in a Democracy; Temple University Press 1. Denise Caron, CTO Next IT 2. Bob Johansen, Distinguished Fellow, Institute for the Future. 12
Employee Demographics (And Expectations) Are Changing* Creative employers are revisiting salary and benefits looking for flexible ways to meet employees’ varying and diverse needs within their employer value proposition and business constraints Baby Boomers Gen X Gen Y Gen Z Born 1946 – 1963 Born 1964 – 1979 Born 1980 – 1995 Born 1996 Age in 2016 Age in 2016 Age in 2016 Age in 2016 53 to retirement 37 - 52 21 - 36 0 - 20 age US population US population US population 34M – 40M 80M – 90M US population TBD 76M – 79M Who are they? Who are they? Who are they? Who are they? Entrepreneurial Group-oriented Realistic Individualistic Self-reliant Idealistic Aware Loyal Global-minded Socially conscious Technology native Career Focused Note*: 2015 NBGH Towers Watson Employer Survey 13
Emerging Employer Trends* • 84% expect to change their FTE health plans by 2018 • 61% expect to use spousal waivers or surcharges by 2018 • 49% foresee full replacement HDHP by 2018 • 41% consider DC arrangements for 2018 • 64% expect to use financial incentives to encourage healthy behavior • 80% plan to offer telemedicine Note*: 2016 Towers Watson NBGH Employer Survey 14
Voluntary Benefits More than a trend…mainstream Guardian Workplace Benefits Study, Fourth Annual, 2016 15
Selecting a Benefits Broker Manage the Relationship Around Fundamentals • Agree to a calendar year of activities that include service and planning meetings, benefit budget and renewal meeting(s), employee communications, open enrollment meetings, board preparation meetings, others as needed • Annually review all lines of coverage to ensure your benefit offering is aligned with the goals of the business • Market health insurance annually, and structure multi-year premiums with Dental, Vision, Life, Disability, and health care account administration vendors • Annually review plan documents for any needed updates 16
Executive Bios John (Jack) M. Myers Jack is President of LukeJackson and has over 20 years of health care and executive leadership experience including 17 years with BCBSMA where as Vice President of National Major Accounts he was responsible for establishing market direction, and strategy in leading the management of the organizations largest commercial accounts. Under his leadership National Major Accounts’ membership grew to over 1M medical and 450K dental members. Jack is actively engaged in industry and civic leadership as Treasurer and Executive Committee Member of the Board of Directors, New England Employee Benefits Council; Board of Directors, Communities United, Inc. Head Start Agency; graduate Boston Chamber of Commerce “Boston Future Leaders Program”, and received a B.S. in Resource Economics from the University of Massachusetts-Amherst. Stephanie Messina Sewade Stephanie is Executive Vice President, LukeJackson , and brings 30 years of human resources leadership from her former role as Human Resources Manager for Market Basket. While with Market Basket Stephanie was responsible for compensation, benefits and payroll administration for the supermarket’s 25,000 employees. Stephanie received an MBA in Human Resources Management from the University of Massachusetts-Lowell, and a B.A in Mathematics from Merrimack College, North Andover, MA. Stephanie is actively engaged as a Friend of the Merrimack Valley Psychological Associates and previously served as the Treasurer of Board of Directors of the Haverhill Boys and Girls Club and Merrimack Valley YWCA. She is an active member of the MVHRA (Merrimack Valley Human Resource Association) and the New England Employee Benefits Council. 17
Contact Information Jack Myers President LukeJackson Human Resource and Benefit Solutions W: 508-205-1100 C: 508-617-3920 E-Mail: jmyers@lukejacksoncorp.com Stephanie Messina Sewade Executive Vice President LukeJackson Human Resource and Benefit Solutions W: 508-205-1100 C: 978-590-8441 E-Mail: ssewade@lukejacksoncorp.com 18 18 18 18
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