Welcome
Orientation Handbook for New Employee2016
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New Employee OrientationWhat will we cover today?
HR Basics Environmental, health and safety
Agfa policies and practices
HR servicesHR core domainsEmployee life cyclePerformance managementPayVacations
What to do if injured at workWhat to do in case of an emergency evacutionHazard communication program
Sexual harassment policyWorkplace violence policyDiversityInternal mobilityEmployee referral programSocial media
Introduction to the business
Mission and visionAgfa historyExecutive managementCompany structurePlants & locationsOrganizational chart
1. Introduction to the Business
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Mission and vision
Our Mission
Our Vision “In the future, Imaging will increasingly hold the key to communication. In facilitating the exchange of information, knowledge and emotion, images can overcome physicaland linguistic barriers, minimize misinterpretation and provide an enduring recordof complex situations and ideas. The power of imagery lies in its ability to providea universal language and deeper understanding. The thinking behind Imaging will always be Agfa.”
“Agfa strives to be the partner of choice in Imaging, by offering leading edge technology, new innovative ways of working and an understanding of the businesses and individual needs of our customers that goes far beyond that of our nearest competitor.”
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Agfa history
140 years of experience
A long and illustrious record of innovation and technological leadership
Agfa and Gevaert were established in the nineteenth century. Agfa continued to improve color photography, while Gevaert launched an innovative
assortment of X-ray films on the market. 1964, the year of the historic merger between Agfa and Gevaert. In the 1980s and 90s ,From Analog to Digital 1999 – Now: Agfa is now a 100% business-to-business company, fully focused on its
three business groups: Graphics, HealthCare, and Materials.
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Executive Management
CEO
Christian Reinaudo
CFO
Kris Hoornaert
Materials
Luc Delagaye
Graphics
Stefaan Vanhooren
HealthCare
Luc Thijs
Presidents of …
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Company structure
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Plants & locations
The Agfa-Gevaert Group's head office (HQ) is located in Mortsel, Belgium.
The Agfa-Gevaert Group's three business groups run their own manufacturing sites and sales networks.You will find their worldwide addresses on the Agfa intranet page
Septestraat 27 2640 Mortsel Belgium
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Organization chart (of the department)
Pictorial representation of the Agfa Company’s structure and reporting relationships
Link:http://orgchart.agfa.net/PublishedCharts/Agfa.htm
Note: You must use Internet Explorer
2.HR Basics
2. HR Basics
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HR ServicesAre offered in the areas of
Policy developmentPayroll administrationBenefits administrationClassification and compensationDirect recruitingTraining and developmentWorkforce planningRecords maintenance
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HR Core domains
Staffing Talent Management
Training Development
Compensation & benefits
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Employee life cycle
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Performance ManagementCorporate and team goal setting (February-March)Focus on Individual Target Setting aligned with team goals
Reviewing performance of past 6 monthsFocus on integrated development (June-September)
Focus on reviewing performance of the past 12 months (January-February)
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PayAgfa has developed a formal philosophy
statement to apply to all Agfa activities worldwide which will: Ensure consistency throughout all Agfa
locations in terms of how COMPENSATION & BENEFITS PLANS are analyzed, described and evaluated
Provide support to the regional/local Human Resources Department
Ensure a balanced link between local and corporate requirements
Continue with the partnership we have developed until now.
For more detail on compensation and benefits specific to your country please speak with your local HR Manager
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Pay Day
•Payday is bi-weekly, every other Thursday• Work week is Monday through Friday
•Direct Deposit of your paycheck is required• Direct Deposit Form is included in your new hire orientation
package, or can be obtained direct from the InsideAgfa intranet or Payroll Department.
•Pay Reviews are annual (April) and based on performance and budget.
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View Electronic Pay Records through iPayThrough ADP, our payroll provider, you have online access to your earnings
statements and W-2 forms 24 hours per day, 7 days a week.
• If you have not yet registered on ADP iPayStatements, please follows these simple instructions:
• Go to: https://paystatements.adp.com• Click on “Register Now”.
Click on “Register Now” againEnter the Self Service Registration Pass Code agfacorp-agfa
• Enter your personal contact information:- First Name- Middle Initial- Last Name- Social Security Number- Confirm Social Security Number- Birth Month and Day
• Enter your e-mail address (twice) and phone numberEnter your City or Town of Birth
• To complete the registration process, you must answer two security questions and select a password.
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New Hire Website
Employee Benefits 2016Employee Benefits 2016
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Benefits Program Begins With Agfa Date of Hire:
• Medical (including Prescription Drug Coverage)• Health Savings Account (for Consumer Driven Health Plan members)• Dental• Vision• Short Term Disability• Long Term Disability• Employee Basic Life – 1.5x Base• Supplemental Employee Life - Optional• Voluntary Spouse Life and Child Life – Optional• Accidental Death and Dismemberment - Optional• Healthcare Flexible Spending Account • Dependent Care Spending Account • 401(k)
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New Hire Benefit Enrollment• Customized Benefit Enrollment Guide Mailed To Address of Record From Agfa Customized Benefit Enrollment Guide Mailed To Address of Record From Agfa
Benefits ServicesBenefits Services• Includes information about your health and welfare benefit options and
contributions.• Effective date of coverage is your Agfa Date of Hire
• Easy Enroll: • Access the secured Agfa Benefits Services site, https://agfa.employee.com and
follow Guide enrollment instructions, or• Call 1-800-776-4334 to speak with a Benefits Counselor
• Covered Dependents Require:• Social Security Number • Copies of proof documents for benefit enrollment eligibility (i.e. copies of marriage or
birth certificate). • Send to Agfa Benefits Services within 15 days from date of enrollment.
• Deadline: Must enroll within 31 days from date of hire• If you do not make an “active” election, you will be assigned the “default”
coverage for remainder of the calendar year.
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Two Ways To Access Agfa Benefits Services 24/7
• Log on to https://agfa.employee.com from any computer:• Access Code: 0 1 2 3 4 (5-digit
Employee ID)• Add “0” in front of a 4-digit ID• PIN #: First-time users should use
the two digit month and two digit year of their birth
• If you don't remember your password, call 1-800-776-4334 to reset
• Call Agfa Benefits Services at 1-800-776-4334 and speak with a Counselor• Who will assist you with your request
for information, or enter your health/welfare benefit elections, or changes when you are eligible to do so.
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Domestic Partner Coverage• Agfa’s benefit plans and programs are provided equally to employees with
spouses and employees with Domestic Partners (same or opposite gender)
• Domestic Partner Affidavit and Instructions forms available on the Agfa Benefits Services site at https://agfa.employee.com
• If you cover a domestic partner, you will have imputed income for the cost of your domestic partner coverage.
• Complete, sign and return Domestic Partnership Affidavit, with required supporting documentation: to Brenda Turri – HR Dept, Wilmington MA
• Proof of same residence• Proof of shared financial obligation• Proof of one-year relationship
• Read the Summary Plan Description(s) and Administrative Guide maintained on Agfa Benefits Services site https://agfa.employee.com for more information about Domestic Partner coverage.
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Spouse/Domestic Partner Surcharge• Surcharge is an additional cost to you above the normal pay-period deduction associated with the
medical plan and coverage level you select
• Automatically applied when employee covers a spouse/domestic partner who has access to medical coverage through his/her employer
• Amount of surcharge is based on your Benefit Base Salary, displayed on Agfa Benefits Services Profile Page on https://agfa.employee.com
• If below $75,000: $25 surcharge is applied bi-weekly• If at or above $75,000: $50 surcharge is applied bi-weekly• Your Base Benefit Salary will be recalculated each December
• You will be required to complete an online certification with Agfa Benefits Services when you enroll your spouse/domestic partner for 2016 medical coverage
• Surcharge will be waived when:• Your spouse/domestic partner is unemployed or does not have access to medical coverage
through his/her employer• Your spouse is self-employed• Your spouse is eligible for any part of Medicare• You and your spouse are employed by Agfa and both of you are enrolled under one Agfa
medical plan (such as Employee + Spouse/Domestic Partner or Employee + Family)• You enroll in the UHC CDHP with HSA medical option for 2016• You become a retiree, become enrolled in COBRA or are a survivor spouse
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Medical Plan Options – UnitedHealthcare (UHC) Choice Plus Plan
• Members Maintain Freedom to Choose and Treat With In-Network and/or Out-of-Network Providers
• Office visits subject to a $50 co-pay ($30 for UHC Tier 1)• Other services subject to deductible and co-insurance will apply
• Annual Out-of-Pocket costs: In-Network Out of Network• Employee: $2,500 $4,400• Employee + Spouse: $5,000 $8,800• Employee + 1 Child: $5,000 $8,800• Employee + Children: $7,500 $13,200• Employee + Family: $7,500 $13,200
• No Lifetime maximums
• $150 Emergency Room (ER) co-pay, not subject to deductible and co-insurance (Co-pay waived if admitted)
• In-Patient Hospital co-pay $250 per day (Three day maximum per year)
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Medical Plan Option – UnitedHealthcare (UHC)Choice In-Network Only Plan
• Coverage is provided for In-Network services ONLY
• Member is 100% Financially Responsible for Out-of-Network Charges
• IMPORTANT: Verify your providers participate in the UnitedHealthcare (UHC) Choice Network
• Office / Specialist Co-Pay: $45 / $55 ($24 /$35 for UHC Tier 1)• Other Services: Subject to deductible and co-insurance will apply
• Annual Out-of-Pocket amounts:• Employee Only: $1,500• Employee + Spouse: $3,000• Employee + One Child: $3,000• Employee + Two or more Children: $4,500• Employee + Family: $4,500
• $150 Emergency Room (ER) co-pay, not subject to deductible and co-insurance (Co-pay waived if admitted)
• In-Patient Hospital co-pay $250 per day (Three day maximum per year)
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Medical Plan Option – UnitedHealthcare (UHC)Consumer Driven Health Plan with Health Savings Account
Also known as a High Deductible Health Plan.• Members Maintain Freedom to Choose and Treat With In-Network and/or Out-of-Network Providers
• Annual deductible of $1,500 single / $3,000 family must be meet before benefits payout. After deductible is meet then covered at 80% In-Network, 60% Out-of-Network.
• Health Saving Account. No use it or lose it rule. Portable.
• Agfa contributes to employee’s Health Savings Account, $600 for single coverage or $1,200 for Employee +.
• You may contribute additional pre-tax funds through Payroll deductions according to IRS limits.
• You must meet IRS eligibility requirement for HSA (eg Not enrolled in Medicare, Tricare, covered by a FSA, etc.)
• The Plan pays 100% of all eligible expenses after you reach your out of pocket maximum - $3,000/$6,850 (In-Network) or $6,000/$12,000 (Out-of-Network) including deductibles and co-insurance.
• Annual Out-of-Pocket costs: In-Network Out-of-Network• Employee: $3,000 $ 6,000• Employee +: $6,850 $12,000
• No Lifetime maximum.
• 2016 Spousal Surcharge is waived for this plan only.
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UHC Member Tools Available Online
• Register for www.myuhc.com
• Find network doctors/hospitals
• Estimate costs• Track claims status• Build a health
improvement program• Keep a Personal
Health Record• Get health product
discounts• Review plan details• Customer Service:
1-877-686-2024
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UnitedHealthcare (UHC) Prescription Drug Plan – Partners With Optum RX
Prescription drug benefits are bundled with all medical plans• UHC Choice Plus• UHC Choice• UHC Consumer Driven Health Plan with HSA (CDHP)
For Choice Plus and Choice•Retail (31-day Supply) co-pays for both plans are as follows:
• Tier 1: $10• Tier 2: $30• Tier 3: $60
•Mail Order through Optum RX (Up to 90-day Supply) co-pays are as follows:• Tier 1: $20• Tier 2: $60• Tier 3: $120
For the CDHP plan• There is no tiered benefit. Prescriptions are paid for in full (UHC
negotiate rate), until the annual deductible is meet. After meeting the annual deductible coverage is 80% In-network, 60% Out-of-Network.
• Preventative prescriptions are covered at 100%.
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Delta Dental of New Jersey - Agfa Dental Plan Summary
Dental Plan
Plan Feature Benefits
Delta Dental PPOSM Dentists
Delta Dental Premier® Dentists
Non-Participating Dentists
Negotiated Fees Yes Yes No
Calendar Year Maximum – Per person, excluding orthodontia $1,500 $1,000 $1,000
Calendar Year Deductible Employee Family
$50
$150
$75 $225
$75 $225
Preventive & Diagnostic – Exams, cleanings, bitewing x-rays, fluoride (children to age 19), space maintainers, sealants
Plan pays 100%, no deductible
Plan pays 100%, no deductible
Plan pays 100% of eligible charges, no deductible
Basic Restorative Care – Fillings, endodontics (root canal), periodontics, major oral surgery, repair of dentures, implants
Plan pays 90%, after deductible
Plan pays 80%, after deductible
Plan pays 80% of eligible charges, after deductible
Crowns & Prosthodontics – Crowns, gold restorations, bridgework, full & partial dentures
Plan pays 60%, after deductible
Plan pays 50%, after deductible
Plan pays 50% of eligible charges, after deductible
Orthodontia Lifetime Maximum – Per person, adult and dependent children** $1,500 $1,500 $1,500
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Delta Dental PPOSM plus Premier Safety Net Concept
• Large Network of Dentists
• If a Delta Dental PPOSM dentist is not used, the larger Delta Dental Premier® network will usually “catch” the member
• Both networks eliminate balance billing
• Maximum choice with minimal disruption
• Typical Delta Dental in-network utilization 75-80%
•72,700 •Delta Dental PPOSM
•Dentists
•132,900 •Delta Dental Premier® Dentists
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Contact Delta Dental
Call 1-800-DELTA-OK
Members can go to www.deltadentalnj.com to:
• Find a Delta Dental dentist – zip code generated• Check claim status and payment information• Review benefit levels• Review annual/lifetime maximum status• Customize provider list• Receive oral health information• Assess your risk; dental disease questionnaire• Secure e-mail to Customer Service
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Flexible Spending Accounts (FSAs)• FSA enrollment is easy way to save money and reduce your medical/dental and dependent
care expenses.• Let’s you to set aside “tax-free” dollars from each paycheck into a spending account to pay
eligible expenses such as:• Dependent Day Care Account - up to $5,000
• For qualified care expenses for your children age 12 and younger, as well as for qualifying elder care to enable you (and your spouse) to work. Annual limit is $2,500 if you are married filing separate tax returns.
• Health Care Account - up to $2,500 (as of January 1, 2013)• For deductibles, eligible medical / dental / vision expenses not covered by your Plans. All
HCRA participants will receive Flexible Spending Benefits Cards. • You cannot submit expenses for Domestic Partner• You nor your spouse can be actively participating in a HSA.
• Plan Conservatively Before Your Enroll – Know Your Out-of-Pocket Expenses • Effective January 1, 2011, the IRS will no longer allow the reimbursement for over the counter
(OTC) drugs, unless the FSA claim is accompanied with a current written prescription from the attending physician with diagnosis
• FSA claims are filed direct with Ceridian: Receipts and EOBs must be submitted for reimbursement no later than March 31st of the following year
• If you wish to participate every year, you must re-enroll during annual enrollment every October
• CHOOSE WISELY – USE IT OR LOSE IT PROVISION STILL APPLIES.
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UnitedHealthcare Vision Plan
• Participation is Voluntary
• Premium is 100% paid by employee
• Plan covers Eye Exams, Lenses and Hardware
• More than 30,000 Providers Nationwide
• 60% Private Practice / 40% Retail Chain Providers
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Your UHC Vision Program – In-Network Coverage
• Eye Exam – Covered in full (after applicable $10 co-pay) once every 12 months from last date of service. Exam is performed by an optometrist or an ophthalmologist and includes dilation as medically necessary
• Eyeglass Lenses – Covered in full (after applicable $10 materials co-pay) once every 12 months from last date of service
• Frames - frame benefit – once every 24 months from last date of service. Frame is covered under the $10 materials co-pay. $130 retail frame allowance applies to all frames on the market
• Contact Lenses – Covered in full (after applicable $10 materials co-pay, and in lieu of eyeglass lenses and frames) once every 12 months from last date of service. Up to four boxes of disposable contact lenses, depending on prescription, are covered. A $105 allowance applies to contacts not included in our “covered-in-full” selection
• Cosmetic Lens Options – Fixed pricing schedule, savings of 20% to 40% off of regular retail cost. Standard scratch-resistant coating is covered in full
• Access to discounted refractive eye surgery procedures
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Contact UnitedHealthcare (UHC) Vision • Call Customer Service Center 1-800-638-3120
• 8:00 a.m. to 11:00 p.m. ET Monday - Friday• 9:00 a.m. to 5:30 p.m. ET Saturday
• Call Interactive Voice Response 1-800- 839-3242
• Provider Locator• Toll Free, 24 hours a day, 7 days a week
• http://www.myuhcvision.com
• 24-hour benefit access• Provider Locator & FAQ• Claims and eyewear order tracking• Nominate a provider to join our network
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2016* BI-WEEKLY PAY PERIOD DEDUCTIONS FOR BENEFITS FOR FULL-TIME EMPLOYEES
•2016 Spousal Surcharge will be WAIVED for those electing the CDHP with H S A
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Disability Benefits
• Short Term Disability (STD):• Provides salary continuation for disability(ies) approved by The Hartford based on supporting
medical documentation for up to 26 weeks maximum. • STD benefit is based on employee’s length of service. For a sales employee, STD benefit is
calculated using base salary plus previous 12 months commissions. • Coverage Paid by Agfa. Benefit Paid by Agfa.
• Basic Steps to apply for STD – Full instructions available on intranet:• Notify your manager and call The Hartford at 1- 888-485-7332 if you will be unable to work and
absent for 8 or more consecutive calendar days as approved by physician due to your own medical condition.
• Follow-up with your physician to ensure s/he submits timely medical documentation to The Hartford as you progress, extend, and/or recover from your disabling condition. This is important to facilitate approvals and timely payment of your STD benefits.
• If physician indicates work restrictions with your return to work, all limitations and their duration must be confirmed in writing and presented timely to The Hartford for adequate review prior to your returning to work.
• Written Return To Work Release by attending physician is required no later than the day you return to work.
• Call Human Resources Manager on day you return to confirm you have returned to work as scheduled
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Disability Benefits
• Long Term Disability (LTD) available only to employees scheduled to work a minimum of 32 hours per week.
• Supporting medical documentation from attending physician is required, for disabilities expected to continue beyond 26 weeks of STD, and approved by insurance company.
60% LTD Benefit @ no cost to you
• When LTD benefits are paid, they are taxable to the employee
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Life Insurance Benefits
• Employee Basic Life Insurance Benefit - No Cost To You:• 1.5 x Annual Benefit Base Salary (base salary plus previous 12 months sales
commissions) • Imputed income for coverage amounts in excess of $50,000• Employee may elect a flat $50,000 coverage level to avoid incurring imputed
income
• Voluntary Life Insurance Options – Employee May Buy Up: • Employee Supplemental Life – Up To Additional 3.5 x Annual Base Salary, when
combined with 1.5x Basic Life = 5 x Annual Base Salary• Spouse or Domestic Partner Life (5 Options: $10,000 - $50,000)• Child Dependent Life ($5,000 or $10,000 per Covered Child) • Accidental Death & Dismemberment Insurance
• 10 Options Available For Employee or Employee Plus Family ($50,000 – $500,000)
• Remember to designate your life insurance beneficiary(ies) on Agfa Benefits Services secured site.
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Family / Work Life Status Changes•Your benefit elections remain in effect for the entire calendar year. You will have an opportunity to make changes during open enrollment each November for the following calendar year.
• However, if you experience a family/work life status change at any time during the calendar year, you must call Agfa Benefits Services at 1-800-776-4334 within 31 days of the event date to change your benefit elections. Failure to call within 31 days may result in restrictions on your ability to make changes until the next open enrollment period.
Common examples of family status changes:• Marriage or divorce• Death of spouse or dependent• Birth or adoption of child• Gain or loss of spouse’s employment• Change between part time and full time employment for you or your spouse• Eligibility or ineligibility of a domestic partner• Child dependent age out (end of the month in which they turn age 26)• Change to or from F/T student status for child dependent
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Benefit Default Coverage - When You Do Not Make An “Active” Election Within 31 Days From Agfa Date Of Hire
DESCRIPTION DEFAULT COVERAGE
United Health Care Consumer Driven Health Plan w/HSA ** Employee Only
H S A
Account cannot be open until authorization is completed. Employer contributions will then be made on a forward going
basis.
Delta Dental Employee Only
Vision No Coverage
Employee - Basic Life1.5 x Annual Benefit Base Salary
With Imputed Income For Coverage in Excess of $50,000
Supplemental Employee Life No Coverage
Supplemental Spouse Life No Coverage
Supplemental Child(ren) Life No Coverage
Long Term Disability 60% Long Term Disability Benefit Level
Healthcare Flexible Spending Account (FSA) Cannot Participate
Dependent Care Flexible Spending Account (FSA) Cannot Participate
** The UHC Consumer Driven Health Plan option provides both in-network and out-of-network benefits.
Claims are subject to annual deductibles and co-insurance.
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Vacations• Eligibility for Vacation:
• Your Vacation Level will be noted on your welcome letter.
Years of Service # of Days / Weeks
• 1-4 10 / 2 weeks
• 5-9 15 / 3 weeks
• 10-19 20 / 4 weeks
• 20-25 25 / 5 weeks
• Carry Over Policy - With supervisor’s approval, you may carry over up to five vacation days earned in a year into the following year
• Vacation days during the first year are pro-rated based on your start date.
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Academy Learning Platform (ALP)
Are you looking for training, but you don’t know where to start? Let us introduce you to the Academy Learning Platform, or ALP. The ALP is Agfa’s global training platform. The ALP is your one-stop-shop to cover your training needs. It offers you classroom training, web-based training, virtual classroom training and certification tracks. All courses we offer in Agfa, should become available in the ALP.
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Academy Learning Platform (ALP)
ALP offers the possibility to allow all employees to access a large course catalog, and perform self-registrations on (virtual) classroom training, or take online training.
Today, you’ll find:
• Behavioral skills training on all Agfa behaviors • Sales, Services and Application training from Imaging and IIBU portfolio • Products, solutions and strategy updates, overviews and features training • Desktop training (Office, Lotus Notes, Windows) • Processes and software training • Quality and Regulatory Compliance training • New hires introduction training • Clinical knowledge training • Management & Leadership programs
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Holidays
• Twelve company-paid holidays per year*
• (Four of which are Discretionary Days)
• Eight Designated Holidays:New Year’s DayThanksgiving DayMemorial Day Day after ThanksgivingIndependence Day Christmas DayLabor Day Day before Christmas Day
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Holidays (continued)
• Four discretionary days per year for use after your first three months of service
• For new hires, discretionary days are prorated:• January & February 4 Days• March & April 3 Days• May & June 2 Days• July & August 1 Day
• Unused discretionary days may not be carried over from year to year except as required by state law
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Internal Job Postings
• Agfa job opportunities are posted on the company intranet
• To apply for a job opportunity you must be in good standing
• Preference is normally given to those who have been in their current job for at least 12 months
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Employee Referral Award Program
• Agfa employees may earn an Employee Referral Award for referring applicants for open positions in Agfa. Awards are subject to all required withholding deductions. The award amount may vary based on a variety of factors such as employee classification, technical vs. non-technical position, etc.
• The full Referral Award Program details can be viewed on the HR website.
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• Service Awards Program • Selection of a gift from website or
catalog• Service awards begin at five years of
employment, and then at each five-year milestone thereafter
• Regular employees, working 30+ hours per week are eligible
• Special Recognition Award Program• Program developed to show
appreciation to employees for extraordinary effort and significant accomplishments
• Promotes timely and appropriate recognition through ease of use
• Complete program details on InsideAgfa
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Education Assistance
• For job-related degree programs
• Requests must be submitted & approved prior to enrollment
• 50% paid up front & 50% paid upon course completion with grade of C or better
• Covered: tuition, books, lab and registration fees
• Payback provision
• $6000 undergraduate & $9000 graduate yearly maximum
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Employee Assistance Program – My Life Values (Aetna)
• My Life Values (Aetna) a confidential counseling service, available at no cost to employees and/or family members
• Offers range of work-life services to support you through all life stages from pregnancy to elder care, such as:
- Substance Abuse/Addiction - Family Life/Adoption/Parenting- Stress - Financial/Legal Consultations- Relationships - Personal Growth/Development- Health/Wellness - Grief & Coping With Any Loss
1-800-492-4357www.mylifevalues.com
Username: AGFA Password: 8004924357
Agfa Employee Savings Plan
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Employee Contributions• Start your contributions right away!
• You may contribute from 1% to 50% of your eligible compensation – the 2016 IRS limit on compensation is $265,000
• Both Before-Tax and After-Tax Contributions are permitted. IRS limit on Before- Tax Contributions is $18,000 for 2016. Contributions are deducted from each paycheck
• If you are age 50 or older in 2016 and contribute the IRS maximum allowed, you may contribute a “catch up contribution” for an additional $6,000 (=$24,000 total)
• If you reach the Before-Tax contribution limit during the year, you are automatically switched into After-Tax Contributions in the pay period that follows the period when the limit was reached
• Sign up to increase your Before-Tax Contributions automatically each year with the One Step Save™ option
• $53,000 is the 2016 Contribution Limit set by the IRS (combines Before-Tax, After-Tax and Employer Matching Contributions)
• Changes Permitted at Any Time:• Employee contribution rate changes • Investment changes (subject to prospectus rules)• Beneficiary changes
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Important Information Links
• Employees have instant access to Employee Savings Plan information and documents via the intranet; and, access to Vanguard via the internet
• Intranet Access to all Employee Savings Plan Information• Employee Savings Plan Benefits
• Internet Access • Refer to Agfa Corporation Employee Savings Plan ekit for full details:
(http://agfa.vanguard-education.com/ekit) – Agfa Graphic and Agfa Materials Employees
• Refer to Agfa HealthCare Employee Savings Plan ekit for full details: (http://vanguard-education.com/agfahc/ekit/) – Agfa HealthCare employees
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Employer Contributions
• Company Matching and Discretionary Contributions:
• Agfa will match 100% on the first 3% of employee contributions plus 50% on the next 3% of employee contributions
• When you save 6%, you get a matching contribution of 4.5%
• The Company Match applies to both Before-Tax and After-Tax Contributions
• Agfa may make an annual discretionary employer contribution called Basic Employer Contribution (BEC) of up to 3% of your eligible compensation. You must be employed as an eligible employee on December 31 of the Plan Year for which a BEC is announced to be eligible to receive the BEC
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Auto Enroll for 401(k) Participation for New Hires• You will be automatically enrolled at a 6% Before-Tax Contribution level. The Company
Match for your contribution will be 4.5%.
• You will also be set up to have an additional 1% withheld each June until your employee contribution percentage reaches 20%
• All contributions are invested in the Vanguard Target Retirement Fund that is closest to your normal retirement age (age 65)
• All IRS compensation and contribution caps and limits apply
• There is a 45 day window from your Agfa date of hire for the auto enrollment (and paycheck deductions) to begin
• During this 45 day window, you may enroll or change your 401(k) contributions and investment options by contacting Vanguard
• During the 45 day window you may elect to “opt out” of the auto enroll program and/or the One Step Save™ option. You may also stop participating at any time in the future or change your One Step Save™ option month. Simply call Vanguard who will assist you with your request.
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Vesting
• Employee Contributions
• You are always 100% fully vested in any rollover, Before-Tax or After-Tax Contributions you make
• Employer Contributions
• Fully vested in your Company Match and/or Basic Employer Contributions after three (3) full years of service
• If you leave Agfa before completing three (3) full years of service, your Company Match and/or BEC account will be forfeited
• There is no partial vesting
• Full vesting upon reaching age 65, disability or death
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Investment Funds• Vanguard offers many investment fund options for our plan
• For Agfa Corporation: Fund fact sheets are available online through the 401(k) e-kit at: http://agfa.vanguard-education.com/ekit
• For Agfa HealthCare: Fund fact sheets are available online through the 401(k) e-kit at: http://vanguard-education.com/agfahc/ekit
• More information on funds available by visiting www.vanguard.com or calling Vanguard Participant Services 1-800-523-1188
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Employee Communications from Vanguard• You will receive confirmations from Vanguard for your enrollment and
other changes you initiate
• On-line access via your home computer at www.vanguard.com (your computer must meet security protocols)
• If you provide Vanguard with an e-mail address, Vanguard sends an e-mail notifying you to access communications on Vanguard’s website
• Otherwise, Vanguard sends communications by mail to your address of record
• Quarterly statements are provided on-line by accessing your account at Vanguard.com
• If you wish to receive paper statements mailed to your address of record, log on to your account at Vanguard.com or contact Vanguard at 1-800-523-1188 to change your mailing preferences
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Withdrawals and Loans While Employed
–Hardship withdrawals in certain circumstances–After-tax withdrawals–Withdrawals after age 59 ½ –Loans –Note: Subject to application and administrative fees –Loan balance must be repaid should you leave the Company for any
reason or the loan will default, unless it is paid in full by the end of the quarter following the quarter in which you leave the company
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Easy Account Access @ www.vanguard.com / 1-800-523-1188
• Automated System (VOICE®) available 24 hours a day or talk to a Participant Services Representative, Monday through Friday, 8:30 a.m. to 9:00 p.m., ET (Spanish speaking representatives available)
• VOICE access available once Vanguard sends you a PIN
• Check account balances and activity record as of the close of previous business day
• Make contribution rate changes, investment changes (subject to fund prospectus rules), investment exchanges, transfers, or beneficiary changes
• Online access via your home computer – your computer must meet security protocolswww.vanguard.com 1-800-523-1188
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Signing Up For the 401(k) Plan
• Vanguard enrollment notification letter sent via mail
• Plan details available at http://agfa.vanguard-education.com/ekit
• Enroll by contacting Vanguard at 1-800-523-1188 or visit www.vanguard.com. You’ll need your Social Security Number plus the following plan numbers:
• Agfa HealthCare Plan # 095673
• Agfa Corporation Plan # 090073 – (applies to Agfa Graphics, Agfa Finance and Agfa Materials Corporation Employees)
• Contributions will begin as soon as administratively possible following enrollment
• Remember to complete and submit your Beneficiary Designation either on-line or by printing a form and returning it to Vanguard – Keep a copy for your records
• Automatic enrollment provisions will apply if no action is taken within the 45 day window from your date of hire
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Human Resources on the InsideAgfa Intranet Home Page
3. Environmental, health and safety
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What to do if injured at work Seek EMERGENCY treatment immediately
Remember, first responsibility is to your immediate health – get assistance
Advise the hospital/emergency room that the injury is work related
If injured at an Agfa site (facility), follow local procedure
Notify and report immediate facts to your Supervisor.Inform your Human Resources Manager.
You have a right to any of your own work related medical records. If you would like information on your own medical records, contact your Human Resources Manager
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What to do in case of an Emergency Evacuation
Your first responsibility is to evacuate and warn others
The basics are always the same if an alarm is given:
1. Shut down any hazardous equipment if easy to do and quick2. Leave your area and do not bring anything but your wallet/purse, car
keys, and coat (if needed and easily at hand)3. Close the door to any room you are in behind you4. Leave by the nearest safe exit and go to your assembly area
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Hazard Communications ProgramList of Hazardous Chemicals are maintained at each large site
Hazard Determination is made by manufacturer and reviewed by EHS or local site EHS personnel
Labeling is required and provided by manufacturer or EHS MSDS’s are available on the company Internet and through site EHS Information and Training are provided by EHS and local personnel
4. Agfa Policies and Practices
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Sexual Harassment or other forms of Harassment
Agfa is committed to maintaining a workplace that is free from all forms of discrimination, including actions that may be considered as sexual harassment.
It is the responsibility of the entire Agfa community for maintaining a professional environment free from harassment. Violations of this policy will not be tolerated.
Please notify your immediate supervisor or Human Resources of any form of harassment.
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Workplace Violence Policy Agfa is committed to providing a safe and secure work environment
Threats, harassment or acts of violence will not be tolerated
Employees are responsible for notifying Management of any threat or violent behavior, or if an incident occurs which requires immediate Security or Medical help
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Diversity Agfa is committed to fostering an environment
that recognizes and values DIVERSITY so that every employee can reach their fullest potential
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Social MediaAgfa goes social
Social media is everywhere and is determining the way people interact with each other.
Guidelines on how (not) to use them in relationship to your job.
Agfa Graphics http://intra.agfanet/graphics/index.nsf/en/socialmediaguidelines.htm
Agfa HealthCare http://intra.agfa.net/he/global/en/mainhe/mc/socialmedia/index.jsp
Agfa Specialty Products
http://intra.agfa.net/co/global/en/corporate_communication/guidelines_policies/Social_Media/index.jsp
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Congratulations on your new job
You are now an official Agfa member
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Wrap Up: Who To Contact? Where To Look?• Who To Contact?
• Agfa Benefits Services: 1-800-776-4334 or https://agfa.employee.com• Ceridian FSA 1-877-799-8820 or https://www.ceridian-benefits.com• United Health Care Medical / Optum Rx 1-877-686-2024 or www.myuhc.com• United Health Care Vision 1-800-638-3120 or http://www.myuhcvision.com• Delta Dental 1-800-DELTA-OK or www.deltadentalnj.com• MyLifeValues (Aetna EAP): 1-800-492-4357 or www.mylifevalues.com• Vanguard 401(k): 1-800-523-1188 or www.vanguard.com
• Where To Look?• Inside Agfa Intranet > Click on Human Resources
• For Employee Handbook and Human Resources / Payroll Forms.• Click on Employee Benefits for information about:
• Employee Saving Plan Benefits – 401(k) Summary Plan Description (SPD) and related Amendments.• http://intra.agfa.net/cc/us/en/hr/new_employee/index.jsp
• Agfa Benefits Services site at https://agfa.employee.com and you may: • Enroll: As New Hire within 31 days from your Agfa date of hire• Enroll: During Annual Open Enrollment (Every Fall During Announced Open Enrollment Period) • Obtain: Summary Plan Descriptions (SPDs) and Administrative Guide(s) for reference information• Retrieve: Forms, such as Domestic Partner Affidavit and Instructions• Download: Claim Forms for Medical, Dental, Prescription and Flexible Spending Accounts• Review: Benefit Highlights and Default Coverage • Confirm: Bi-weekly payroll deduction rates • Research: COBRA rates• View: Your personal information (address, hire date, birth dates, covered dependent, etc.)• View: Your personal benefits summary, including your payroll benefit deductions for health/welfare
• Important: Summary Plan Descriptions (SPDs) and related Plan Amendments provide important information about employee benefits and are therefore important to read and familiarize yourself with all of your benefits.
• Questions about your employee benefits? Contact the appropriate vendor partner listed above.
• If you are unsure of who to call, please call Agfa Benefits Services at 1-800-776-4334 for assistance.
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Human Resources Contacts• Nadine Lauzon – Director GS Human Resources, Elmwood Park, NJ
• (201) 373-4090 – Office• (201) 638-0887 – Mobile• [email protected]
• Susan Elmi – HR Business Partner, Branchburg, NJ• (908) 231-5178 – Office• (908) 268-1429 - Mobile• [email protected]
• Brenda Turri – HR Business Partner, Wilmington, MA• (978) 284-7405 – Office• (978) 408-0256 - Mobile• [email protected]
• http://intra.agfa.net/cc/us/en/hr/new_employee/index.jsp
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Important• This presentation is provided for informational purposes and contains
generalizations regarding employee benefits.
• It does not constitute a contract, grant you any right or entitlement or alter any term or condition of any Agfa benefit plan.
• While we have endeavored to accurately convey benefit plan information, Agfa benefits are governed wholly and exclusively by the terms of the applicable plans. In the event of any conflict between this presentation and any plan document, the plan document will govern.
• Agfa Corporation, like most other companies, reserves the right to make changes in its employee benefits programs at any time and for any reason.
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