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a monthly newsletter for employees Vol 2 | Issue 4 | October 2012

October 9-12 Tallahassee Benefit Fairs

October 9 Orlando Beneftits Fairs

October 9 Last Day to Register to Vote

October 10 Fire Prevention Training

October 15 Legislative Budget Request Due

October 15-17 West Florida Benefit Fairs

October 15-19 Tampa Bay Area/West Coast Benefit Fairs

October 15-17 South Florida Benefit Fairs

October 19 Final Submissions due for Davis Productivity Awards

October 22-23 Gainesville Benefit Fairs

October 24-26 Jacksonville Area Benefit Fairs

Colleagues,

As all state agencies are charged with finding efficiencies and reducing costs for Florida’s taxpayers, DMS continues to make great strides toward cost savings.

One example is the important new addition to this year’s Open Enrollment: Dependent Certification. As many of you know, this year’s Open Enrollment period – when state employees will once again be able to add or change health insurance benefits options for themselves and for their dependents – runs until Nov. 2, 2012. The Division of State Group Insurance and People First have been working hard all year long to ensure this process runs as smoothly as possible, especially considering this new element, which all employees and retirees must complete in order to make any benefits changes in the People First system. Employees will not be able to bypass the process and still make their benefit changes. This extra step helps to make certain that dependents who receive insurance benefits from the state are legally eligible to do so and reduces your risk of being held liable for medical and prescription claims or for premiums that were paid for dependents who were not eligible to receive services.

DMS also encourages employees to update their passwords and contact information in People First to ensure their accuracy, as some passwords expire if it has been several months since they were changed. Please note, if no changes are made during Open Enrollment, the benefits shown on your employee Benefit Statement will remain in effect for all of 2013.

As a state employee, you have access to a comprehensive benefits package, which includes a host of health and medical advantages and incentives, and I encourage you to spend time researching your benefit options online at www.MyFlorida.com/myBenefits.

Thanks and keep up the good work.

Craig J. Nichols, Secretary

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Employee Spotlight

Q How long have you worked for your division?

A Sandie Wade: 23 years Jackie Ward: 26 years Jimmy Cox: 7 years

Q What do you do for your division?

A Sandie Wade: Various duties regarding enrollment and eligibility issues, research, replying to policy and rule interpretations, handling difficult issues that are escalated to our division for resolution, and interacting with the agencies and People First. Recently I have been very involved in the 2013 Open Enrollment planning and process team (a new experience for me).

Jackie Ward: My primary duties include coordinating the annual open enrollment benefit fairs and assisting with open enrollment preparations and implementation; assisting customers; and providing technical assistance and educational information to employees, retirees, dependents, and agencies regarding State Group Insurance Program benefits. Jimmy Cox: I manage the system development for the People First system, based on the current contract requirements, legislative changes, etc.

Q What would people be surprised to know about your job?

A Sandie Wade: I learn something new every day because of the issues that I handle and the projects that I am involved in. Jackie Ward: We provide services to approximately 365,000 state and university employees, retirees, and their dependents.

Jimmy Cox: Most people think that making a programming change is a walk in the park. However, when you are dealing with an outsourced model such as ours, even the programming is controlled in large part by the contract with the vendor.

Q Do you have any hidden talents? If so what are they?

A Sandie Wade: I like to preserve meats, fruits, and vegetables when I have the time.

Jackie Ward: I think I may have a couple actually! I love to cook and try new things in the kitchen and I’m always “experimenting” on my family with new and exciting foods and spices! Sewing has been a passion of mine. I actually made my suit overnight for my very first job interview!

Jimmy Cox: Not really, I guess the closest is juggling two kids.

Q What do you like best about working for DMS?

A Sandie Wade: I work with a great team of people. Jackie Ward: I like working with the people I come into contact with everyday. I also like that our division has really hard working people and we all get along with each other. The fact that I get to serve our customers is really satisfying.

Jimmy Cox: It’s hard to narrow down to one thing…so the people and the variety of job duties. I never do the same thing twice, which is awesome!

Jackie Ward (right) Senior Benefits Technician

Division of State Group Insurance Tallahassee, Fla.

Jimmy Cox (center) System Design and Support Manager

People First Tallahassee, Fla.

Sandie Wade (left) Benefits Administrator

Division of State Group Insurance Tallahassee, Fla.

OSD Participates in Tampa Small Business Leadership Forum

Sherry Fagg, an operations and management consultant for DMS’ Office of Supplier Diversity’s (OSD), along with small business owners from across the state, convened recently in Tampa for the two-day 2012 Small Business Leadership Forum.

Fagg participated as an exhibitor, providing information regarding the State of Florida’s Woman, Minority, and Florida Veteran Business Enterprises Certification; Loan Mobilization; and Mentor Protégé programs, at the forum – hosted by Florida’s Chief Financial Officer, Jeff Atwater, in conjunction with the FSU’s Jim Moran Institute for Global Entrepreneurship

“For Florida’s small businesses, serving the community not only means providing Floridians with a service or product; it also means employing four out of five of their neighbors,” said Atwater. “Small businesses are the driving force behind employment in this state. There is no doubt our focus needs to be on cultivating these businesses so that Floridians have access to a thriving job market.”

The Office of Supplier Diversity aims to improve business and economic opportunities for Florida’s minority, women, and Florida veteran business enterprises through certification, advocacy, outreach, and matchmaking activities.

Meet the DMS Employees who make Open Enrollment Successful

“Small businesses are the driving force behind

employment in this state.”

DMS Simplifies Procurement of Surplus Wares

Online Surplus Inventory Site Assists Government Buyers via Searchable, Online Database

The Florida Department of Management Services has developed a new tool to help state and local governments more efficiently search for resources processed by the Bureau of Federal Property Assistance’s warehouse in Starke.

There is now an online, searchable database of federal surplus equipment and supplies that features photos and descriptions of the available inventory for government, nonprofit, certain private health and education programs, and other eligible organizations to browse. In the past, buyers would have to call the warehouse or make long-distance trips to survey what was in stock, which can now be viewed at the online inventory site, accessible via www.dms.MyFlorida.com/Federal_Property_Assistance, saving both time and money.

DMS operates the surplus program, which is self-sufficient, on behalf of the federal government, and its Bureau of Federal Property Assistance coordinates the distribution of roughly $5 million in donated federal property each year. Organizations pay only a fraction of what they would have had to pay if these surplus items, such as furniture and office supplies, were not available at such a reduced cost, so the benefit to the state is immeasurable.

This service saves taxpayer dollars and offers major cost avoidance in asset procurement. With this new online tool, DMS expects to generate more visibility for the program and to see increased usage of this valuable state resource.

Profiles in Customer Service

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What’s important for 2013All Members:The pharmacy benefits manager for all health insurance plans (except CHP and FHCP Medicare Advantage plans) will be Express Scripts.

• Current plan provisions generally remain the same. For PPO Plan members, this includes required mail-order for maintenance prescription drugs after three retail pharmacy fills.

• The Medco preferred drug list and maintenance drug list remains the same.

• For information about Medco (Express Scripts) mail-order process, call (877) 531-4793 or visit www.medco.com/sofrxplan.

• Medco Prescription Drug Plan member ID cards will continue to be accepted at your pharmacy.

q Active Employees who are Medicare Eligible:

Because you are an active employee and the plan is the primary payer, you can choose to delay your Medicare Part B coverage. You qualify for a special enrollment period with Medicare after you leave employment, which means you can choose to delay enrollment in Medicare Part B without penalty. To delay enrollment in Medicare Part B, contact Medicare at www.medicare.gov or 800-Medicare (800) 633-4227. TTY users call (877) 486-2048.

If you delayed Medicare Part B as an active employee, you should elect it as soon as you retire. This is in your best financial interest, even though Medicare gives you up to eight months to enroll without a Medicare premium penalty.

If you are eligible for Medicare when you retire the health plan immediately becomes secondary to Medicare. Also, Medicare Part B is a requirement for enrollment in CHP or FHCP Retiree Advantage Plans.

You should know that…• We’re continuing our quest to go greener! This year’s Open Enrollment benefits package uses less paper—a shorter, personalized Benefits

Statement and this summary of benefits and program changes. To learn more about the State Group Insurance Program and the plans offered, read the Benefits Guide at www.myflorida.com/mybenefits.

• Health insurance premium rates for Medicare retirees enrolled in an HMO are changing. See your enclosed Benefits Statement for rates or visit www.myflorida.com/mybenefits.

• Name changes: BlueCross and BlueShield of Florida is now Florida Blue; Medco is now Express Scripts.; CompBenefits is now Humana; and Assurant Heritage Plus Dental Plan is changing to Assurant Prepaid 225. Some dental plan rates and copayments have changed. Review your enclosed Benefits Statement for rates or visit www.myflorida.com/mybenefits.

• Our prescription drug coverage is considered Creditable Coverage for the Medicare Part D Drug program. To decide if you should enroll in Medicare Part D, go to www.myflorida.com/mybenefits. Click Forms and Publications and then select Other Forms and Publications.

• The Privacy Notice describes how medical information about you may be used and disclosed and how you can get access to this information. Visit the myBenefits website and follow the instructions above to find our Privacy Notice.

Who’s you?depending on

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Benefit Fair Schedule Open Enrollment for 2013Fairs are open from 9 a.m. to 4 p.m. local time unless otherwise indicated. Some sites have security desks and photo identification is required to enter.

CENTRAL FLORIDA / EAST COAST

Friday October 5 Orlando University of Central Florida, Pegasus Ballroom (ends at 2 p.m.)

Monday October 8 Daytona Beach Volusia County Health Department, 1845 Holsonback Drive off Bill France Boulevard

Tuesday October 9 Orlando Crowne Plaza, Downtown Orlando, 304 West Colonial Drive

TALLAHASSEE

Monday October 8 Tallahassee The Betty Easley Center, 4075 Esplanade Way

Tuesday October 9 Tallahassee Florida State University, Oglesby Union Ballroom (10 a.m. to 2 p.m.)

Wednesday October 10 Tallahassee Department of Revenue, 2450 Shumard Oak Boulevard, Building 1, Room 1820

Thursday October 11 Tallahassee Florida A&M University, Jake Gaither Athletic Complex (10 a.m. to 2 p.m.)

Friday October 12 Tallahassee Tallahassee-Leon County Civic Center, 505 West Pensacola Street

WEST FLORIDA

Monday October 15 Pensacola New World Landing, 600 South Palafox Street

Tuesday October 16 Pensacola University of West Florida, 11000 University Parkway, Bldg. 22 (10 a.m. to 3 p.m.)

Wednesday October 17 Marianna Sunland, Harvest Cafeteria, 3621 Reese Road

TAMPA BAY AREA / WEST COAST

Monday October 15 Tampa Department of Children & Families, 9393 N. Florida Avenue. at I-275 and Busch Boulevard.

Tuesday October 16 Tampa USF Marshall Student Center Ballroom, 4202 E. Fowler Avenue, MSC 2100

Wednesday October 17 St. Petersburg USFSP, Harbor Hall (formerly Dali Museum), 1000 3rd Street. South (ends at 3 p.m.)

Thursday October 18 Ft. Myers Ft. Myers Regional Service Center, 2295 Victoria Avenue, Suite 108

Friday October 19 Sarasota New College of Florida, Harry Sudakoff Center, 5845 General Dougher Place

SOUTH FLORIDA

Monday October 15 Miami Florida International University (S), Graham Center, 11200 SW 8th Street.

Tuesday October 16 Boca Raton Florida Atlantic University, Live Oak Pavilion, 777 Glades Road, east of I-95

Wednesday October 17 Ft. Lauderdale North Broward Regional Service Center, 1400 W. Commercial Boulevard, Room 195

GAINESVILLE

Monday October 22 Gainesville Tacachale, Agency for Persons with Disabilities, 1621 Northeast Waldo Road

Tuesday October 23 Gainesville University of Florida, Touchdown Terrace/Stadium (ends at 3 p.m.)

JACKSONVILLE AREA

Wednesday October 24 Macclenny Northeast Florida State Hospital, 7487 South State Road 121

Thursday October 25 Jacksonville Department of Health, 1217 North Pearl Street off I-95

Friday October 26 Jacksonville Department of Children & Families, 5920 Arlington Expressway

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Benefits Options What You Should Consider Tools and Resources (see contact information for insurance companies on back)

Health 1. Standard PPO2. Standard HMO3. Health Investor PPO4. Health Investor HMO

Recurring medical and prescription needs and services, as well as what you may require next year.

If you are going to retire and you are eligible for Medicare be sure to sign up for Medicare Part B as soon as you can after termination of employment. The Plan will become secondary to Medicare upon your retirement.

www.myflorida.com/mybenefitswww.myflorida.com/mybenefits/calculator/hpce.htmhttps://peoplefirst.myflorida.comwww.floridahealthfinder.gov

Life 1. Basic2. Optional

Your family’s financial needs in the event of your death. www.myflorida.com/mybenefits

Dental 1. Prepaid2. Dental PPO3. Indemnity with PPO4. Indemnity

Recurring dental costs, anticipated dental work, which plans pay for orthodontia, and if the plan has dentists accepting new patients in your area.

Use the dental calculator on the website to help in making your decision.

www.myflorida.com/mybenefitswww.myflorida.com/mybenefits/calculator/dpce.htm

Vision 1. Materials Only2. Exam Plus

Next year’s needs, including eye exams, glasses or contacts; some coverage may be available under your health plan.

www.myflorida.com/mybenefits

Other Supplemental Plans

1. Accident2. Cancer3. Disability4. Hospital Intensive Care5. Hospitalization

Your income protection needs; most of these programs provide income benefits if you and/or covered family members suffer from illness or injury and some require underwriting.

Enrollment in these plans must be completed on the People First (PF) website or by calling PF. Insurance agents are not responsible for your enrollment.

www.myflorida.com/mybenefits

Tax-Favored Accounts

1. Flexible Spending Accounts:

• Medical Reimbursement • Limited Purpose Medical Reimbursement • Dependent Care Reimbursement

2. Health Savings Account

Out-of-pocket costs for eligible medical expenses or for care of qualified dependents while you work.

The maximum Medical Reimbursement Account and Limited Medical Reimbursement Account allowance is reduced to $2,500.

Out-of-pocket costs for eligible medical expenses if you’re enrolled in a Health Investor Health Plan and open a Health Savings Account with Tallahassee State Bank.

www.myflorida.com/mybenefitswww.myflorida.com/mybenefits/calculator/mrae.htmwww.myflorida.com/mybenefits/calculator/lhfsae.htmwww.myflorida.com/mybenefits/calculator/dcrae.htm

www.myflorida.com/mybenefits/calculator/hpce.htm

What we have to offer for 2013Benefit options vary depending upon your employment status (active employee, retired, etc.). Check out the enclosed personalized Benefits Statement to see what’s available to you. Refer to the online Benefits Guide at www.myflorida.com/mybenefits to find out how these plans work. Call the insurance company directly for specific plan information (turn to back page for contact information).

5. Select the “Change”, “Add” or “Cancel” buttons to update your benefit elections.

6. Verify your 2013 election changes, enter your password and select the “Complete Enrollment” button.

7. Select the Home page.

8. Select “Benefits Confirmation Statement” within the My Quick Links section.

9. Select “2013” for the Benefits Material Year, “Confirmation Statement” for the Benefits Material Type and select “View Materials”.

10. Select “View Details” to view and print your confirmation statement (if desired).

1. Turn off the browser’s pop-up blocker and log in to peoplefirst.myflorida.com.

2. Please note the People First screens are new. Your current benefits and what you will have beginning Jan. 1, 2013 are side by side for an easy view of your elections, changes and verification.

3. Follow the simple steps to verify your dependents’ information (Social Security Numbers are required) and register any additional dependents by selecting the “Start” button within the Open Enrollment overlay page or by selecting “Open Enrollment” on your People First home page. Enter your password and select “Certify” to complete the dependent verification process.

4. Select the “Enroll Now” button to begin your enrollment.

10 easy steps to make changes in People First:

Make changes by Nov. 2, 2012, at 6 p.m. Eastern Standard Time.

Live HealthyLearn about the benefit options available to you. Visit www.myflorida.com/mybenefits for descriptions of benefit plans, cost estimators, provider links, coverage information, publications and more.

tips:Review the enclosed personalized Benefits Statement carefully to be sure you have the coverage you need. Your statement includes all options and costs for next year.

Contact the insurance companies directly to be sure the plan you want has more than one provider that you like. You cannot change plans if your doctor or dentist leaves the network, does not accept new patients, or does not have reasonable appointment times.

Be sure to select the right coverage level, such as individual or family, employee or employee plus spouse, if available.

tips:• Avoid long phone hold times by making

changes online in People First by Nov. 2, 2012 at 6 p.m. EST. Open Enrollment is a good opportunity to make any changes you want to your State Group Insurance benefits.

• Know your People First password. If you have not logged in to People First in the last 90 days, the system will prompt you to change your password. Go to www.dms.myflorida.com/pf to learn more about the password requirements.

• Make sure you keep your address current in People First. If your address is not up to date, you may not receive important information, such as member I.D. cards, benefit plan changes, and proof of your insurance coverage.

• Make as many changes as you want in People First during Open Enrollment, which ends Nov. 2, 2012, at 6 p.m. EST. Your last set of changes will be effective starting Jan. 1, 2013.

If you’re a smartphone user, you can access the myflorida.com/mybenefits website on your mobile device. Access your I.D. card, see account information, and use other great health care tools while on the go.

Do you have a smartphone?

Scan the QR code to go to myflorida.com/mybenefits

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A&QA&QEach month DMS Leadership will answer your questions about the agency, legislative issues, upcoming events and more. Submit questions to Communications@dms.myflorida.com , and they will be anonymously forwarded to the Secretary and/or Chief of Staff. A selection of the inquiries and responses will be included here in the “The DMS Difference.”

ofThe Hat

Tip

John Ross - AdministrationWendell Mellette - REDMSarah Lamb - RetirementRhonda Stifel - Fleet & Federal PropertyChristopher Arrington - REDMTami Neel - PurchasingAllison Norman - Purchasing

Q What is the Dependent Certification process?

A The Dependent Certification process is the opportunity for state employees and state retirees to certify that dependents who receive insurance benefits from the state are legally eligible to do so. This process helps ensure that the state is not spending taxpayer dollars for those who are not eligible for coverage.

Q What is the definition of an eligible dependent?

A The following are eligible dependent types: your spouse, your child (biological or adopted), your child with a disability, your stepchild, your foster child, a child for whom you are legal guardian. For legal definitions, please visit www.myflorida.com/MyBenefits/pdf/DependentCertificationDefinitions.pdf.

Q When is the Dependent Certification process available for Open Enrollment?

A Now through 6 p.m. EST on Nov. 2

Q Am I required to complete the Dependent Certification process?

A Yes. You must complete the dependent certification process in order to make any benefits changes in the People First system. You will not be able to bypass the process and still make benefits changes.

Q What happens if I don’t complete the

Dependent Certification process?

A You will not be able to change benefits plans. You will be prompted to do so each time you log in to the People First system. Even if you are not making benefits changes, it is still highly recommended that you go through the brief certification process.

Q What’s the benefit to me (the employee) for

completing the Dependent Certification process?

A You reduce the risk of being held liable for medical and prescription claims or premiums that were paid for dependents that were not eligible to receive the services.

Q What happens if I cover an individual that is not eligible? Is this considered fraud?

A You may be liable for medical and prescription claims or premiums that were paid on behalf of the ineligible dependent. It is unlawful to claim or accept benefits for an ineligible dependent.

Q Why am I required to provide accurate Social Security Numbers for my dependents?

A The state is required to have accurate Social Security Numbers on file for all covered health plan members (Section 111 of the Medicare, Medicaid and SCHIP Extension Act of 2007 and Chapter 60P-2.002 (2)(a)(b), Florida Administrative Code). The federal government can assess fines for failure to comply.

Q If I call the People First Service Center to make a benefits change or enroll using paper forms, will I still be required to complete the Dependent Certification process?

A Yes. The Service Center will help you complete the process during the call or request that you complete a paper form. By signing the paper form, you are certifying the eligibility of your dependents.

Q If I have new eligible dependents, how do I register them?

A Register new eligible dependents during the Dependent Certification process. If you complete the process and still need to add a new eligible dependent, you can select the “Register New Dependent” button within the Enrollment Summary page and add the dependent.

DMS Team Building

Staff from the Division of Administration held their first quarterly meeting that included the Bureaus of Fleet and Private Prison Monitoring as part of the new structure and celebrated a successful year end closing for Finance and Accounting.

Administration staff were divided into three teams and directed to build “something that best represents DMS” using aluminum foil. “It was great to see that all three teams came up with the underlying theme of customer service, ‘We serve those who serve Florida,’” said Director of Administration Debra Forbess.

Attorney Kristin Klein from the DMS General Counsel’s Office received high praise for her recent work advising and training the State Retirement Commission (SRC) at its recent meeting in Tampa. One of the Commissioners wrote a letter commending Kristin as courteous and professional and going above and beyond to serve the Commission. Attorney Courtney Brogan was also praised for her work preparing for the SRC meeting.

Bruce Meredith – REDM, 35 years

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Carla AdamsAngela Lawson