Department of Medicine New Employee Orientation Welcome to

Department of Medicine, New Employee Orientation Welcome to the Department of Medicine! • • Please sign in DOM computer sign-on and email address Photography session New Employee Orientation Checklist Instructions

Department of Medicine, New Employee Orientation Information Technology • UW Computer Guidelines • Strong Passwords • Group. Wise (including UW directory) • Network Storage (G & Z drives) • DOM Website • Enabled Voice Mail

Department of Medicine, New Employee Orientation Information Technology Computer Usage (UW IT Appropriate Use Policy) http: //www. cio. wisc. edu/policies/appropriateuse. aspx • • • General Guidelines Individual Responsibility Security Intellectual Property Hacking Malicious Activity Impersonation & Anonymity Commercial, Political & Non-University Activities De Minimis Usage State and Federal Laws

Department of Medicine, New Employee Orientation Information Technology Strong Passwords www. cio. wisc. edu/security/secure/passwords. aspx http: // • Are at least eight alphanumeric characters long • Contain at least three of the following four categories: – upper case characters (e. g. , A-Z) – lower case characters (e. g. , a-z) (Note: Oracle does not distinguish between upper and lower case in passwords. ) – Digits (e. g. , 0 -9) – Special characters ( e. g. , !@#$%^&*()_+|~-=`{}[]: "; '<>? , . /) (Note: Oracle allows only the special character underscore (_) in a password, unless the password is enclosed in quotes. ) • Are kept private. Passwords should be memorized or, if written down, kept in a locked file cabinet or other secure location. • Do not contain a common proper name, login ID, email address, initials, first, middle or last name

Department of Medicine, New Employee Orientation Information Technology Enabled Voice Mail http: //kb. wisc. edu/page. php? id=3612

Department of Medicine, New Employee Orientation Information Technology Computer Support Contact Information • Help: help@medicine. wisc. edu or 54466 • Training: istraining@medicine. wisc. edu • Online: kb. wisc. edu/medicine

Department of Medicine, New Employee Orientation Human Resources Phone Usage Instructions • Long-distance (in country) dial 8 -1 -area code-7 digit number • Long-distance (out of country) dial 8 -011 -country code-city code-local phone number • Local calls dial 9 -7 digit number • Calls within the UW and State of WI system (608261, 262, 263, etc. ) dial last 5 digits only from work phone • Calling 911 in an emergency (from a work phone you will be connected to UW-Madison Police Department; from your cell phone, Dane County 911)

Department of Medicine, New Employee Orientation Human Resources Phone Usage Policy • “The State Telephone System (STS) for long distance on Centrex lines and University-owned cellular telephones are to be used for calls that are primarily University business. Personal use is not a permitted practice, even if reimbursement is subsequently made to the University by the individual. ” • Directory Assistance calls involve a charge, so please limit to essential use only • The department receives monthly phone usage reports by phone number • The full UW-Madison Telephone Usage Policy can be found at: http: //www. doit. wisc. edu/telephone/policy. asp

Department of Medicine, New Employee Orientation Human Resources Safety and Accident Reporting Supervisor’s responsibilities: • Ensure workplace is safe; • Safety hazards and unsafe practices are identified and corrected; • Train employees to recognize and protect against hazards in the workplace; • Ensure accidents reported by completing the Employer's First Report of Injury or Disease (WKC-12) http: //www. bussvc. wisc. edu/ecbs/OSLP-1 Emp. Form. pdf and sending to DOM HR. Employee’s responsibilities: • Read, understand obey written and verbal safety instructions; • Avoid behavior which could lead to injury; • Report unsafe conditions to his/her supervisor; • Report all accidents to your supervisor, whether or not you have been injured. • If injured, complete an injury report form Employee's Work Injury and Illness Report (OSLP-1) http: //www. bussvc. wisc. edu/ecbs/OSLP-1 Emp. Form. pdf and give to your supervisor to complete and send to DOM HR Other resources: • The UW-Madison Safety Department provides biological safety, general safety, occupational health, chemical and environmental safety, lake safety and radiation safety support for campus. http: //www 2. fpm. wisc. edu/safety/ • The University Hospital and Clinics infection control department is responsible for maintaining a safe work environment as well as maintaining, reviewing and updating the Blood borne Pathogens Exposure Control Plan at least annually, and whenever necessary to include new or modified tasks, procedures and sharp safety devices https: //uconnect. wisc. edu/servlet/Satellite? pagename=B_EXTRANET_UWHC_DEPARTMENTS/Page/Show_Dep artment&c=Page&cid=1119964129005&t=Show_Department • Emergency Response Guide (pdf) http: //www. med. wisc. edu/files/smph/docs/for_staff_faculty/facilities_dept/embergency-response-guide. pdf • Leaks and Spills (pdf) http: //www. med. wisc. edu/files/smph/docs/for_staff_faculty/facilities_dept/leaks-spills. pdf

Department of Medicine, New Employee Orientation Human Resources Personal & Professional Conduct Professionalism A high level of professionalism is required of all UW Department of Medicine faculty and staff. While this term is difficult to define, it refers to each of us striving to set an example in all we do to adhere to the finest characteristics of our profession and as a colleague. Professionalism includes demonstrating honesty, integrity, accountability and a commitment to altruism in all our work interactions and responsibilities.

Department of Medicine, New Employee Orientation Human Resources Personal & Professional Conduct - Sexual and Verbal Harassment • Sexual Assault—WI law requires that if you witness or have a first hand report, you must report to Office for Equity & Diversity • Any one of us may be a victim of harassment, may be accused of harassment, or may be consulted by someone who thinks s/he has been harassed. • The laws and policies dealing with sexual harassment address two kinds of relationships within the university: workplace relationships and learning relationships. Many of us have responsibilities both as employers/co‑workers and as teachers/academic administrators. • Each of us has a duty to act responsibly when confronted with the issue of sexual harassment. • The School has created the Sexual Harassment Resource Team (SHRT). SHRT members are available to anyone who wants to inquire about sexual harassment, discuss an incident or receive information about options for resolving complaints. For information on SHRT, contact the SMPH ombuds at rgarner@wisc. edu. • Information on campus resources can be found at http: //www. oed. wisc. edu/sexualharassment/

Department of Medicine, New Employee Orientation Human Resources Personal & Professional Conduct – Consensual Relations • The university and any reasonable person will presume that the ability to make objective decisions is compromised if there is a romantic and/or sexual relationship between two individuals who have a reporting or evaluative relationship. There is almost always a power differential between such individuals, which not only obscures objectivity but influences perceptions of consensuality. • The individual with the power or status advantage is always accountable and should take appropriate action to remove the conflict of interest by reporting the relationship to his or her supervisor. • http: //www. oed. wisc. edu/sexualharassment/consent. html

Department of Medicine, New Employee Orientation Human Resources Personal & Professional Conduct – Nepotism To avoid conflict of interest, any University appointing authority or supervisor related by blood, marriage, or adoption to a job applicant, or having close relationship with emotional ties to an applicant, must not participate either formally or informally in the decision to hire or determine the salary of that other person. http: //www. ohr. wisc. edu/polproced/uppp/1502. ht ml

Department of Medicine, New Employee Orientation Human Resources Personal & Professional Conduct – Privacy of Patient Care Information • Confidentiality of patient records and information is very important. Custodians of patient information (UWHC, Meriter, UWMF) have specific policies regarding patient confidentiality. Be sure to familiarize yourself with these policies as breaches of confidentiality are taken very seriously. http: //www. wisc. edu/hipaa/ • Think of security as a fence around the data. You have the key to the gate to the fence. That is your ID and password. • You can get into this fence with your key. You are trusted with this key. If you abuse this trust you can be disciplined • It is expected that you will access data appropriately. [Privacy] • You should be able to say in your head why you need to access the data. If you cannot answer it you should stop and ask your supervisor. Do not snoop. • YOU NEVER NEED TO GIVE YOUR PASSWORD TO ANYONE. NEVER. EVEN THE COMPUTER PEOPLE. IF YOU LOOSE YOUR PASSWORD, YOU CALL THE HELPDESK • Beware of phishing scams - asking for login and passwords.

Department of Medicine, New Employee Orientation Payroll W 4 Federal & State Tax Withholding (W 4 – complete and turn in before you leave today) Can be updated at any time Contact payroll office: ph: 263 -9078 e: payroll@medicine. wisc. edu Or W 4 available online at www. bussvc. wisc. edu/ecbs/pay-w 4 -employeewithholding-statement-uw 1389 -fillable. pdf Annual W 2’s are mailed to home address and are also accessible through your My. UW account https: //login. wisc. edu/? appurl=my. wisc. edu/portal

Department of Medicine, New Employee Orientation Payroll, Contact, & Parking Information • Direct Deposit -Complete direct deposit form today. Contact payroll office or complete a new form electronically: www. bussvc. wisc. edu/ecbs/pay-direct-deposit-auth-uw 1032. pdf Fax to payroll at 265 -2203 • Emergency Contact –Complete emergency contact form today. Information can be changed at any time by contacting Payroll or HR • Home & Campus Address Form -Complete form today. Info can be changed at any time: http: //www 2. medicine. wisc. edu/home/files/domfiles/hr/Employee_Information. pdf • Parking & Transportation Options –Sign up for parking and other commuter benefits available at –www. bussvc. wisc. edu/ecbs/emp-transportation-options-menu. html • Pay Schedule & List of Holidays and Furloughs –Academic Staff & Classified Pay Schedules –List of pay schedules *& UW Legal Holidays found at –www. bussvc. wisc. edu/ecbs/benefits/newemp-introduction-reg. html • Pay Stubs – My UW information –Must activate Net. ID to log on to My. UW Account to access paystubs. No paper copies of pay stubs issued. Will receive step by step instructions to activate your My. UW account

Department of Medicine, New Employee Orientation Human Resources Badges and IDs • UW – Wiscard – – All students & faculty/staff Wiscard office located at Memorial Union (contact before going to be sure have appropriate info. 262 -3258) Uses-Bus Passes, libraries etc. More information on Wiscard website www. wiscard. wisc. edu/service. html • UW Health – – Hospital (CSC) ID Badge Forms available through payroll office or on Dept. of Medicine website under ‘forms’ – http: //www 2. medicine. wisc. edu/home/hr/hrforms – Form must be signed by HR

Department of Medicine, New Employee Orientation Human Resources On-line I-9 work authorization • General rule is that all new hires* need to complete an I-9 verification of employment form. However, it will not be necessary for you to complete an I 9 form if: – You have a new appointment within the same department with no break in service; – Zero dollar (unpaid) appointments – Individuals on scholarship or fellowship with the following titles: (1) Postdoctoral fellow (X 10 NN), (2) Postdoctoral trainee (X 30 NN), (3) Graduate intern trainee (X 75 NN), (4) Research Assistant (Y 41 NN), (5) Fellow, (6) Scholar, or (7) Advanced opportunity fellow • Section 1 of the I-9 form is completed online by the employee on or before first day of employment. If you have not already completed an on-line I 9, you must do so now by signing on to the Hire Right kiosk • Present your documentation to HR; HR will then complete Section 2 of the on-line I 9 form

Department of Medicine, New Employee Orientation Human Resources • Copy of current license (NP, RN, etc. ) • Copy of DEA (if applicable) Please remember to send HR a copy whenever your DEA or license is updated as current copy must be in your personnel file • HIPAA – will be part of your on-line orientation; please remember to complete and print HIPAA training certificate and give your NEO facilitator today – Find the link to HIPAA training @: https: //hipaa. wisc. edu/courses/moodle/

Department of Medicine, New Employee Orientation, Student Hourly TIMEKEEPING via YOUR My. UW ACCOUNT § Login to your personal My. UW account here: https: //my. wisc. edu/ – If this is your first time accessing your My. UW account, you will need to click ‘Activate My Net Id’ by clicking the link on the My. UW login page (top right).

Department of Medicine, New Employee Orientation, Student Hourly • Under the Time Entry tab, choose Timesheet • A second log on will be required which again includes your Net ID and Password.

Department of Medicine, New Employee Orientation, Student Hourly The Student Timesheet will appear. You must verify you are entering time for the correct Time Period by adjusting the View By: (Time Period) and Date: (First day of Pay Period) fields. – The four "IN" and "OUT" boxes should be used as follows: *First "IN" – Enter the time you first report to your job. First "OUT" - ONLY enter time if you leave but plan on returning. Second "IN" – ONLY enter time in this field when you return from your class, lunch, etc. *Second "OUT" – The time you leave your job for the day. * If no breaks are taken you should only be using the 1 st and 4 th columns to punch IN and OUT– Failure to do this will result in an “Error” that will not allow the system to pay you until the timesheet is corrected.

Department of Medicine, New Employee Orientation, Student Hourly • Enter hours daily, as you work each shift. • Click ‘Submit’ after hours entered for that day’s shift worked are entered or any time changes are made. • DO NOT select a ‘Time Reporting Code’ from drop-down menu. • Enter ONLY times worked and unpaid breaks, specifying AM or PM. • The 24 hour clock is also acceptable if you are familiar with how it works. • DO NOT enter the quantity of hours. • The system will populate this information when the system refreshes overnight.

Department of Medicine, New Employee Orientation, Student Hourly • Please e-mail your approving supervisor when all hours for the pay period have been submitted. • Your e-mail should also include the pay period dates that were covered (i. e. June A, 2011 pay period: 5/22 -6/4) and let them know your timesheet is ready for their approval. Questions or problems? Please contact your Payroll Coordinator: Trina Sines tsines@medicine. wisc. edu 261 -1599 OR Gina Hutzler grh@medicine. wisc. edu 263 -9078

Department of Medicine, New Employee Orientation Human Resources-Benefits Information • 30 Days to enroll (many benefits do not have open enrollment opportunities) • More Information located at www. bussvc. wisc. edu/ecbs. html • Benefits 101 – Benefits seminar offered to all new employees Register at www. ohrd. wisc. edu/ohrdcatalogportal/Default. aspx • Open enrollment each fall for health (HMO change, update coverage etc. –not an opportunity to newly enroll) • All benefits pre-paid one month in advance (extends coverage one month past appointment end date) • Updated benefits information available at www. bussvc. wisc. edu/ecbs/benefits/newemp-introduction-reg. html • Benefits Questions? Contact payroll office (Gina or Trina) or the Office of Human Resources directly at benefits@ohr. wisc. edu

Department of Medicine, New Employee Orientation Benefits-Health HEALTH INSURANCE • Four HMO’s available in Dane County: Unity, Physicians Plus, GHC, Dean *HMO’s vary by county of residents. Reference guide in benefits packet outlines HMO’s available for neighboring counties. • Uniform Premiums. • All have built in dental plan; two cleanings per year and preventative maintenance & built in vision plan; one eye exam per year. Standard Plan (non HMO) Available; Does not include built in dental or vision plans. No doctor visit co-pays / Prescription coverage through Navitus. • • • Must enroll within 30 -days of start date. Open enrollment for HMO/coverage changes only.

Department of Medicine, New Employee Orientation Benefits-Dental SUPPLEMENTAL DENTAL OPTIONS • Supplemental Dental Insurance available Options: Anthem Dental Blue (Classified employees only) Dental Wisconsin (Classified & Unclassified employees) -Vendor: Delta Dental -Underwritten by EPIC Life Insurance Company EPIC Benefits+ Plan (Classified & Unclassified employees) • Supplemental to basic coverage built into health insurance-For fillings, crowns, etc. • One plan offered during open enrollment each fall

Department of Medicine, New Employee Orientation Benefits-Vision SUPPLEMENTAL VISION OPTION • Offered through VSP (Vision Service Provider) • Guaranteed during fall open enrollment • Helps cover cost of frames, contacts or lenses through VSP approved provider ($25 material co-pay) • If approved will help cover cost of laser vision correction surgery

Department of Medicine, New Employee Orientation Benefits-Employee Reimbursement Account • Flexible Spending plan for medical and/or dependent care needs • IRS maximum set for each account 2011: $7, 500 maximum medical *In 2011 over the counter medications not eligible for reimbursement without prescription *In 2013 maximum will be reduced to $2500 for medical reimbursement $5, 000 maximum dependent care • Must re-enroll each year • Money set aside per calendar year not used by March of following year is forfeited

Department of Medicine, New Employee Orientation Benefits-Life Insurance Four Plans Offered: • State Group Life Insurance – Vendor-MN Life Insurance Company; Administered by WI Dept. of Employee Trust Funds – Option to purchase up to 5 x annual salary – Small retirement benefit built in toward health insurance – Spouse/Domestic Partner & Dependent coverage available – Must enroll within 6 months of start date or through evidence of insurability at a later date. No open enrollment. • University Insurance Association – Vendor-MN Life Insurance Company – Mandatory for all eligible Unclassified (Academic Staff) employees-minimum monthly salary for fiscal year 2010 -2011 is $2, 218. 00) – Classified employees not eligible – Decreasing term life policy

Department of Medicine, New Employee Orientation Benefits-Life Insurance-Continued Individual & Family Group Life Insurance -Vendor-Minnesota Life Insurance Company -Group term life insurance -Maximum employee coverage is $200, 000, $100, 000 for spouse/domestic partner, and up to $5, 000 per child -Can be converted to individual policy upon termination UW Employees Inc. Life Insurance -Vendor-Country Life Insurance Company -Provides employee-only decreasing term life insurance -Coverage amount based on age Minnesota Life Insurance Company A Securian Company

Department of Medicine, New Employee Orientation Benefits-Disability/Income Continuation Insurance • Accidental Death/Dismemberment (AD&D) Insurance – Plan protects again losses resulting from a covered accident. – May select a coverage amount up to $500. 000 -Premiums based on coverage level. – Includes Zurich Travel Assist® - Comprehensive travel assistance program providing benefits & services while traveling 100 miles or more from your residence. – Can enroll at any time during employment. • Income Continuation Insurance – Provides up to 75% of gross wages as replacement income if you become disabled. Benefits begin after waiting period. – No annual open enrollment. If enrolling, must enroll 6 months from start date. – Two coverage levels—Standard, up to $64, 000; and supplemental up to $120, 000.

Department of Medicine, New Employee Orientation Benefits-Retirement Options • Wisconsin Retirement System (WRS) – Participation automatic for all employees with a 21% or greater appointment. – Required contribution is 10% of gross (pre-furlough) earnings-5% employee share & 5% employer share, with UW contributing all but. 2% as of 2011. – If leave state employment before state retirement age balance must either stay with WRS until state retirement age or be withdrawn; cannot be rolled into retirement account or IRA.

Department of Medicine, New Employee Orientation Benefits-Retirement Cont. Retirement Options-Cont. • Tax Sheltered Annuity 403(b) Program (TSA) – Voluntary supplemental retirement savings program which allows you to invest pre-tax income & defer taxes on savings. – Can contribute up to $16, 500/calendar year – No employer contribution – No deadline to enroll – If leave UW money can be rolled into another employers qualifying retirement account, IRA, etc.

Department of Medicine, New Employee Orientation Benefits-Retirement Cont. Retirement Options-Cont. • Wisconsin Deferred Compensation (WDC) – Voluntary supplemental retirement savings program which allows you to invest pre-tax income & defer taxes on savings. – Can contribute up to $16, 500/calendar year – Deferred Compensation Board responsible for selecting & monitoring investment options – No employer contribution – No deadline to enroll – If leave UW money can be rolled into another employers qualifying retirement account, IRA, etc.

Department of Medicine, New Employee Orientation Benefits-Paid Leave-Unclassified Employees Unclassified (Academic Staff) Employees Annual Earned Leave • Based on fiscal year (July 1 -June 30) • Up to full balance of vacation time will carryover for one fiscal year (must have all leave reports returned by June 30 each year) New allocation of vacation given July 1. • Personal & Floating holidays do not carry over. New allocation given July 1. • Sick leave allocated at beginning of appointment; accrues throughout entire appointment. • Report paid leave on Unclassified Leave Accounting (UCLA) reports monthly – will receive hard copy & can access copies through My. UW account.

Department of Medicine, New Employee Orientation Benefits-Paid Leave-Classified Employees Classified Staff Annual Earned Leave • Based on calendar year. • Up to 40 hours of vacation time will carryover for one calendar year. New allocation of vacation given January 1. • Personal & Floating holidays do not carry over. New allocation given January 1. • Sick leave earned. Accrues throughout entire appointment. • Report hours worked & paid leave time used on time sheet bi-weekly.

Department of Medicine, New Employee Orientation Furlough • Former Governor ordered State employees (including Department of Medicine faculty & staff) to take 8 days (pro-rated for part-time and part-year employees) of unpaid furlough time for two full fiscal years, July 1, 2009 through July 30, 2011. • Reporting requirements vary based on employee group • Remaining 2011 Mandatory Furlough days: Friday, 3/18/11 and Friday, 5/16/11 • Employees on H-1 B or E-3 visas are not be subject to furloughs because it would violate the terms of the Labor Condition Application the University submitted to the U. S. Department of Labor. So you will need to use vacation time or make suitable arrangements with your supervisor for days designated as furlough when your work unit is closed. • LTEs are not required to report furlough • More information may be found on DOM HR Website-http: //www 2. medicine. wisc. edu/home/hr/furlough

Department of Medicine, New Employee Orientation Furlough – Group 2 [Classified Non-exempt (hourly) both represented (by WSEU) and non-represented] • Your bi-weekly pay will be reduced by 3. 065% in fiscal year 2010/11 • You may in minimum two-hour increments (pro-rated for part-time), may not take more than 8 FTO hours per week, and must use 8 furlough days each fiscal year (pro-rated for less than full time or less than a full year employment). May be used to substitute for sick leave, vacation, or other paid leave time or unpaid medical leave. • You may not do any work while on FTO; this includes checking voice mail and email, taking work-related phone calls, etc. All such work is prohibited because it negates FTO. • The same process you use to schedule vacation should be used to schedule your FTO. • The addition of FTO hours will not result in generating overtime the week FTO is used

Department of Medicine, New Employee Orientation Furlough – Group 3 [Unclassified-Academic Staff, Limited, Employees-In-Training] • • • Your monthly pay check will only be reduced when you take FTO. Because of the timing of the payroll and FTO reporting, there is a one-month delay in the payroll deduction You may take FTO in minimum two-hour increments, may not take more than 8 FTO hours per week, must use 8 hours (if full time, pro-rated for part-time) in the week you use FTO, and must use 8 furlough days each fiscal year (pro-rated for less than full time or less than a full year employment) For the weeks in which you use FTO, you will be considered hourly and will need to report actual total hours worked each day. It is very important that your combined FTO time and work time not be greater than 40 hours for full time (pro-rated for part-time) or your FTO will be voided and have to be used at a later date. You may not do any work while on FTO; this includes checking voice mail and email, taking work-related phone calls, etc. All such work is prohibited because it negates FTO. The same process you use to schedule vacation should be used to schedule your FTO. There is a Furlough Time Report (ivory form) to be used to record your time. You do not need to turn in this form if you have not used any FTO for that month. This form will be sent in advance and the reporting will be in the current month

Department of Medicine, New Employee Orientation Furlough – Group 4 [Classified Exempt, non-represented] • Your monthly pay check will only be reduced when you take FTO. • You may take FTO in minimum two-hour increments, may not take more than 8 FTO hours per week, must use 8 hours (if full time, prorated for part-time) in the week you use FTO, and must use 8 furlough days each fiscal year (pro-rated for less than full time or less than a full year employment) • For the weeks in which you use FTO, you will be considered hourly and will need to report actual total hours worked each day. It is very important that your combined FTO time and work time not be greater than 40 hours for full time (pro-rated for part-time) or your FTO will be voided and have to be used at a later date. • You may not do any work while on FTO; this includes checking voice mail and email, taking work-related phone calls, etc. All such work is prohibited because it negates FTO. • The same process you use to schedule vacation should be used to schedule your FTO. • There is a column on your timesheet to record furlough

Department of Medicine, New Employee Orientation Human Resources Individual computerized Section of New Employee Orientation Link: http: //neo. dom. wisc. edu/ Select your employment category and begin. We are here for questions.