Page 26 - MIT Training Guide_Classical

HUMAN RESOURCES / RISK MANAGEMENT

DGR MANAGER IN TRAINING GUIDE

GESMN offers our voluntary benefit package to those employees with a Part-Time status and eligibility is
1 of the month following 30 days of their initial employment. These benefits include Dental and our
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Employee Assistance Plan.

Additionally, in accordance with the Affordable Care Act (ACA), GESMN measures Part-Time employee
hours in their first 12 months of service and annually thereafter from October to October of each year.
Employees who average 30+ hours in that period are then offered Health Insurance and the Health
Savings Account (HSA), during the following 12 month stability period. More information regarding ACA
can be found on the Insider under Manager Resources.

There will also be situations where an employee is promoted from Part Time to Full Time, their benefit
eligibility is the 1 of the month following 30 days from their FT status effective date. They will enroll in
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UltiPro Menu > Myself > Life Events > “I have a qualifying event”. This same “path” in UltiPro is used for
qualifying life events throughout the year such as marriage, birth, loss of benefits elsewhere, etc. Please
note that the employee must work with benefits to provide supporting documentation for these events,
within 31 days of their life event.

Our Benefit Open Enrollment period is typically a three-week period at the end of October/beginning of
November, effective January 1 of each year. We rely on our Managers to communicate Open
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Enrollment deadlines and processes, particularly for employees who do not have GESMN email.

COMMUNICATION

The Benefit team will send a pamphlet in the mail to new hires notifying them of their eligibility for
benefits along with the access to UltiPro. We also send an email to the employee as well as one
reminder. We ask that Managers assist us in reminding employees of their need to sign up for benefits
and help them navigate through UltiPro.

Benefit Communication meetings are held several times throughout the month, via Skype. Skype
meeting dates can be found on the Insider and are communicated in the email to the employee.
Managers are asked to encourage employees to join these Skype sessions.

401K

401k eligibility and vesting information can be found on the Insider. Generally, eligibility is the 1 of the
st
month following 6 months of employment, unless an employee has not reached the 500 hours within
their initial 6 months and then it is 1,000 hours in the employees first new hire year or the plan year
(10/1 - 9/30). Empower Retirement Services will notify employees upon their eligibility and inform them
of GESMN’s auto enrollment process. If an employee does not change their election within 30 days of
this notification, Payroll will be instructed to begin withholding the auto enrollment election of 3%. We
also have an auto increase process that is communicated to employees

Please direct your employees to Benefits@gesmn.org or call 651-379-5924
GESMN Internal Use