The Texas A&M University System

HR News – March 2007

• Employee self service works
• SEBAC discusses ongoing benefits-related issues
• Is a variable annuity investment right for you?
• The challenge: Walk 830 miles from El Paso to Orange
• Any questions?
• Is it important to see your doctor even if you're healthy? You bet!
• How to get started with an exercise program
• Healthy foods promote good oral health

HR news archives

Systemwide

Employee self service works

Employee self-service programs are becoming increasingly common in companies and organizations and the A&M System is doing its part.

These programs allow employees to more actively participate in the delivery of their benefit, pay, training and other human resources-related functions. Self-service programs are beneficial because they:

• give employees greater control;
• eliminate the need for duplicate data entry, thereby increasing accuracy;
• provide measurable results;
• link information across systems; and
• increase the speed at which transactions are accomplished.

Towers Perrin, an international human resources consulting firm, studied 325 organizations in 2006 to determine what human resources-related self-service programs were offered to employees. Most of the web self services offered by those surveyed are also offered by the A&M System:

Online job postings: Eighty-seven percent of Towers Perrin survey participants provide online job postings. Several years ago, A&M System members began posting job vacancy notices on their websites. A few months ago, that service was expanded to a Systemwide job posting with search capabilities. Instead of having to go to each System member’s website, you can now go to one site and search for jobs based on geographic region, university or agency, department, position number, position title, description and/or job category.

Seventy-nine percent of survey participants offer the capability for people to apply for jobs online. Most A&M System members also offer this capability, accessible from the online job postings.

Online benefit enrollment system for new employees: Fifty-five percent of survey participants offer online benefit enrollment for new employees. The A&M System has had this online capability for two years. New employees can access the system by going to Single Sign On and selecting HRConnect. In fiscal year 2006 (September 1, 2005, through August 31, 2006), 3,200 new employees completed their benefit enrollment online.

Online annual enrollment system for employees: Seventy-four percent of survey participants have online annual benefit enrollment systems for employees. The A&M System has had this online capability for several years, and in the July 2006 annual enrollment, 84 percent of benefit changes were made online by employees. During Annual Enrollment, employees can access the online system by going to Single Sign On and selecting HRConnect.

Online access to benefit plan information: Seventy-nine percent of survey participants provide employees with online access to benefit plan information. A&M System employees can view plan description booklets online. Additional benefit plan information is available on the System Human Resources Office (SHRO) website, Benefit Programs page. Collectively, System employees view their benefit information approximately 10,000 times per month.

Sixty-six percent of Towers Perrin survey participants provide online access to wellness information. The A&M System provides wellness information on the HR News page of the SHRO website and in Systemwide, the A&M System’s online employee newsletter. Also, links to other websites that offer wellness information are available on the Other Useful Links  and Benefit Programs pages of the SHRO website.

Online total compensation and benefits statements: Just 29 percent of survey participants have total compensation and benefits statements available for employees to view online. A&M System employees can access that information by going to Single Sign On, selecting HRConnect and then the Payroll Data tab. System employees viewed their total compensation statements more than 25,000 times in FY 2006.

Online direct deposit adjustments: Forty-four percent of survey participants have programs that allow employees to adjust their direct deposit information online. The same percentage allow employees to change their federal tax withholding online. The A&M System offers direct deposit as well as W-4 tax form adjustment capability. Each month, 400 System employees update their direct deposit information and more than 1,300 update their W-4 tax forms online by going to Single Sign On, selecting HRConnect and then the Payroll Data tab.

Online training: Fifty-seven percent of survey participants provide their employees with the ability to enroll in training online, while 52 percent offer online access to training histories. For several years, the A&M System has been offering online training courses through TrainTraq, which is accessible by going to Single Sign On, selecting HRConnect and then the Training tab. A&M System employees can access and take the courses online. Course completion is automatically tracked, so employees can view their training histories online at any time. In fiscal year 2006, TrainTraq recorded more than 75,000 completions on the 14 online training courses.

Online performance goals/results: Forty-two percent of survey participants offer online capability for updating performance goals and results. Only a few System members currently use an online system for performance management.

Online leave request system: Just 22 percent of survey participants have online leave request systems, and only 50 percent have leave balance information available for employees to view online. LeaveTraq is available to all A&M System members. Employees can submit leave requests as well as view leave usage and balances by going to Single Sign On and selecting LeaveTraq.

Online personal data adjustments: Sixty-four percent of survey participants have personal data systems that allow employees to change their personal data. A&M System member employees have that ability by going to Single Sign On, selecting HRConnect and then the Personal Data tab. About 900 employees update their personal information through HRConnect each month.

Online pay stubs: Sixty-three percent of survey participants have systems that allow employees to access their pay stubs online. A&M System member employees have that ability. This is the most widely accessed part of HRConnect, with more than 18,000 employees viewing their pay retainers an average of three times each month. Employees can access this information by going to Single Sign On, selecting HRConnect and then the Payroll Data tab.

Only 27 percent of survey participants currently offer an online orientation process. The A&M System is working on a program that will allow new employees to complete most of the orientation process online.

The A&M System also has available to its employees TimeTraq, an online timesheet system that allows employees to complete and submit their timesheets online. The timesheets are then automatically forwarded to the appropriate supervisor for approval. This self-service system is accessible by going to Single Sign On and selecting TimeTraq.

The only self-service functions included in the Towers Perrin survey that the A&M System does not have and is not currently developing are the family status changes and career planning functions. However, the family status changes function is on the A&M System’s development agenda.

As the numbers show, both access to and utilization of online self-service systems is extensive within the A&M System.

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SEBAC discusses ongoing benefits-related issues

The focus of this month’s System Employees Benefit Advisory Committee (SEBAC) meeting was to review A&M Care plans and provide a general update about ongoing benefits-related issues.

Gerescher reported that the System Human Resources Office is currently bidding the HMO plans, the Internet financial services plan and the hearing aid discount plan. The HMO carriers will be finalized by Annual Enrollment and effective September 1, 2007. The Internet financial services plan and hearing aid discount plan vendors should be finalized by May.

Committee members also discussed the use of universal identification numbers (UINs) versus Social Security numbers (SSNs) by health care providers and our insurance carriers. The focus was on increasing awareness among employees, retirees and providers that all plan carriers use some kind of alternate ID, whether it be UINs or numbers provided by carriers and health providers should not be requesting SSNs from our employees, with the exception of retirees on Medicare.

Gerescher reported that SEBAC elections are currently being held throughout the System. For information about your System member’s election, contact your Human Resources office. You can also find SEBAC information on its web page.

The April 18 SEBAC meeting will be primarily devoted to premium discussions for the health and dental plans and legislative updates.

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Is a variable annuity investment right for you?

Variable annuities have become a part of the retirement and other long-term investment plans of many Americans.

Before you buy a variable annuity, though, you should have a basic understanding of what they are, how they work and how they compare to other types of investments. Being informed and understanding the options will help you and your financial professional decide if a variable annuity is right for you. Variable annuities involve risk, so knowing what you are purchasing is important.

What is a variable annuity?

A variable annuity is a contract between you and an insurance company, under which the insurer agrees to make periodic payments to you, beginning either immediately or at some future date. You purchase a variable annuity contract by making either a single purchase payment or a series of purchase payments.

Variable annuities are designed as long-term investments. They are not suitable for meeting short-term goals because substantial taxes and insurance company charges may apply if you withdraw your money early.

The amount you earn on a variable annuity will depend on the performance of the investment options you choose. Generally, options are mutual funds that invest in stocks, bonds, money market instruments or some combination of the three.

Variable annuities invested in mutual funds differ from mutual funds in the following ways:

• Variable annuities let you receive periodic payments for the rest of your life. This feature offers protection against the possibility that, after you retire, you will outlive your assets.
• Variable annuities have a death benefit. If you die before the insurer has started making payments to you, your beneficiary is guaranteed to receive a specified amount—typically at least the amount of your purchase payments. Your beneficiary will get a benefit from this feature if, at the time of your death, your account value is less than the guaranteed amount. If your account value is greater than the total of your purchase payments, your beneficiary will receive the higher balance.
• Variable annuities are tax-deferred. You pay no taxes on the income and investment gains from your annuity until you withdraw your money. You also may transfer your money from one investment option to another within a variable annuity without paying tax at the time of the transfer. When you take your money out of a variable annuity, however, you will be taxed on the earnings at ordinary income tax rates rather than lower capital gains rates.

How variable annuities work

A variable annuity has an accumulation phase and a payout phase.

During the accumulation phase, you make purchase payments, which you can allocate to a number of investment options. If you allocate to mutual fund investment options, each investment option will increase or decrease over time, depending on the fund's performance. If you allocate to a fixed account, which some variable annuities allow, you will earn a fixed rate of interest. Though the insurance company may reset this interest rate periodically, it will usually provide a guaranteed minimum.

During this phase, you also may be able to transfer your money from one investment option to another, although the insurance company may charge you to do this. If you withdraw money from your account during the early years of the accumulation phase, you may have to pay surrender charges.

At the beginning of the payout phase, you may receive your purchase payments plus investment income and gains (if any) as a lump-sum payment, or you may choose to receive them as a stream of payments at regular intervals (generally monthly).

If you choose to receive a stream of payments, you may have a number of choices regarding payment duration. Under most annuity contracts, you can choose to have your annuity payments last for a period that you set or for an indefinite period (such as your lifetime). During the payout phase, your annuity contract may permit you to choose between receiving payments that are fixed in amount or payments that vary based on the performance of mutual fund investment options.

The amount of each periodic payment will depend, in part, on the time period that you select for receiving payments. Be aware that some annuities do not allow you to withdraw money from your account once you have started receiving regular annuity payments.

In addition, some annuity contracts are structured as immediate annuities, which means no accumulation phase and annuity payments begin right after you purchase the annuity. These annuities require one large lump-sum payment to fund the account.

Other variable annuity features

A common feature of variable annuities is the death benefit. If you die, a person you select as a beneficiary will receive the greater of: (1) all the money in your account or (2) some guaranteed minimum (such as all purchase payments minus prior withdrawals).

Some variable annuities allow you to choose a "stepped-up" death benefit. With this feature, your guaranteed minimum death benefit may be based on a greater amount than purchase payments minus withdrawals. The purpose of a stepped-up death benefit is to "lock in" your investment performance and prevent a later decline in the value of your account from eroding the amount that you expect to leave to your heirs. This feature usually carries a charge, however, which will reduce your account value.

Variable annuities sometimes offer optional features, which also have extra charges. One common feature, the guaranteed minimum income benefit, guarantees a particular minimum level of annuity payments, even if you do not have enough money in your account to support that level of payments.

Variable annuity charges

You may pay several charges when you invest in a variable annuity. Be sure you understand all the charges before you invest. These charges will reduce the value of your account and the return on your investment. Often, they will include the following:

• Surrender charges. If you withdraw money from a variable annuity within a certain period after a purchase payment (typically within six to eight years), the insurance company usually will assess a "surrender" charge, which is a type of sales charge. This charge is used to pay your financial professional a commission for selling the variable annuity to you. Generally, the surrender charge is a percentage of the amount withdrawn, and it declines gradually over a period of several years.
• Mortality and expense risk charge. This charge is equal to a certain percentage of your account value, typically in the range of 1.25 percent per year. This charge compensates the insurance company for insurance risks it assumes under the annuity contract. Profit from the mortality and expense risk charge is sometimes used to pay the insurer's costs of selling the variable annuity, such as a commission paid to your financial professional for selling the variable annuity to you.
• Administrative fees. The insurer may deduct charges to cover recordkeeping and other administrative expenses. This may be charged as a flat account maintenance fee or as a percentage of your account value (typically in the range of 0.15 percent per year).
• Underlying fund expenses. You will also indirectly pay the fees and expenses imposed by the mutual funds that are the underlying investment options for your variable annuity.
• Fees and charges for other features. Special features offered by some variable annuities often carry additional fees and charges.

Other charges, such as initial sales loads, or fees for transferring part of your account from one investment option to another, may also apply. You should ask your financial professional to explain all charges that may apply. You can also find a description of the charges in the prospectus for any variable annuity that you are considering.

Before you invest

Before you invest, learn about variable annuity investment options by carefully reading each option’s prospectus. A prospectus provides valuable information about a fund’s investment objectives and policies, management fees and other expenses that the fund charges, the risks and volatility of the fund and whether the fund would contribute to the diversification of your overall investment portfolio.

Financial professionals who sell variable annuities have a duty to advise you as to whether the product they are selling is suitable for your particular investment needs. Before you buy a variable annuity, make sure any questions you have are answered.

This article is part of an ongoing series of articles regarding retirement savings. The information has been provided by various A&M System ORP and TDA vendors and SEC educational articles.

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The challenge: Walk 830 miles from El Paso to Orange

This spring, many A&M System employees will attempt to walk across the Lone Star State. In a manner of speaking, that is.

Various System universities and agencies are taking part in the Walk Across Texas fitness program, and their employees are being encouraged to join in. With this program, participants form teams of up to eight people and keep track of their physical activity for an eight-week period. Each team will have a captain who is responsible for logging each team member’s amount of activity into the Walk Across Texas website. The goal is for the team to collectively log at least 830 miles, the equivalent of walking from El Paso to Orange.

The purpose of Walk Across Texas is to encourage people to get up and get moving, and participants are encouraged to do it in fun, creative ways. There are many ways to achieve those miles other than by walking. They can jog, swim, bike, rollerblade and use cardio machines at the gym. Even dancing and gardening count. A complete list of qualifying activities and how they equate into miles is provided on the official Walk Across Texas website.

Also, the program encourages friendly competition among teams as a way of racking up those miles.

Walk Across Texas was developed by Texas Cooperative Extension eight years ago, and it has become a popular annual event in many Texas counties. To find out whether a program is available in your area, contact your Human Resources office or your county extension agent. If you live in the Bryan/College Station area and would like more information about the program, contact county extension agent Alma Fonseca at (979) 823-0129. You can also visit the Walk Across Texas website or the Walk Across Texas website for the Brazos Valley area.

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Any questions?

My spouse recently died and my children and I are having trouble dealing with the grief. Do our medical plans cover counselors for this purpose?

All of the health plans offered by the A&M System provide some counseling benefits. In addition, if you received benefits due to your spouse’s death from the A&M System life and/or accidental death and dismemberment (AD&D) plans, those plans provide some benefits for grief counseling.

For example, the A&M Care plans will pay benefits for up to 40 outpatient visits to a mental health provider each plan year. Providers include psychiatrists, psychologists and professional counselors. All of these providers are considered specialists, so you pay the $45 specialist office visit copayment.

Although all HMOs offer similar services, costs and limits differ by plan. Contact your health plan customer service office for specific information.

If you received benefits due to your spouse’s death from the life or AD&D plan, you and your dependents are eligible not only for grief counseling, but also for limited financial and legal counseling. This includes access to a 24-hour, 365-days-a-year toll-free number that is answered by a counselor who will assess your needs and coordinate referrals with trained professionals. The service includes five face-to-face working sessions with a grief counselor, financial planner and/or legal advisor. Benefits are available for up to one year from the date of the initial contact.  

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Is it important to see your doctor even if you’re healthy? You bet!

You know you need to seek medical care when you are very ill or seriously injured, but you also need to periodically see your health care professional when you are healthy. But when and for what? Robert Wiprud, M.D., associate professor of family and community medicine at the Texas A&M Health Science Center College of Medicine, answers those questions and more.

Prevention is the key

Prevention is the primary reason you should see your doctor. You may be overdue for immunizations that could protect you from preventable diseases. You may have high blood pressure, high cholesterol or borderline blood glucose levels and not even know it. These risk factors can increase your chances for heart disease, stroke, diabetes and/or cancer. With proper medical care and lifestyle adjustment, you and your doctor can reduce your risk for these diseases.

Your age, gender, family history and ethnicity may also be risk factors. While these risk factors cannot be changed, having this information will help your doctor know what to be especially alert for in the future.

When should I see my doctor for a complete physical exam?

When you should have a complete physical exam depends on your age and whether you have chronic medical conditions. If you have chronic conditions, you need to see your doctor as often as he or she recommends. If you are otherwise healthy, general guidelines are:

• Infants and toddlers should receive frequent complete medical exams to monitor growth and development and to be immunized against preventable diseases. After birth, the first medical exams typically occur at two weeks and then at two, four, six, nine, 12, 15 and 18 months of age, and yearly after that until the children begin school.
• School-age children and pre-teens are usually seen by a doctor only for acute illnesses or injuries or for sports exams.
• Early teens should get a complete physical exam. Doctors will take that opportunity to also visit with the teens about the risk factors and dangers associated with alcohol, tobacco, drugs, sex and accidents.
• Adults in their 20s and 30s should get a complete physical exam every three years.
• Adults in their 40s should get a complete physical exam every one to two years.
• Adults 50 and over should get a complete physical exam every year.

What should I expect when I report for a complete physical exam?

You will be asked to complete a questionnaire regarding your general health, medical history and family history. You will also be asked to make a list of all prescription and over-the-counter medications and herbal and non-herbal supplements that you are taking and at what doses. If possible, bring all your medications and supplements with you to your appointment.

In addition to a complete physical exam, your doctor will review your immunization history and determine if you are due for a booster or need an additional vaccine.

Your doctor also will order tests to further determine your health status and any additional risk factors that you may have developed:

• A blood test will help your doctor determine if your cholesterol and fasting glucose levels are at appropriate levels and whether you are anemic. Additional blood tests may be run to check your thyroid function and electrolyte levels.
• If you are a woman, a mammogram will help your doctor determine if you have breast cancer. If you are in your 40s and have no family history of breast cancer, you should have a mammogram every one to two years. If you are age 50 to 75, you should have an annual mammogram. If you are 75 or older, you and your doctor should decide whether to continue mammogram screening.
• If you are a man, a PSA test will help your doctor determine if you are at risk for prostate cancer. You should begin having annual PSA tests at age 40 if you are black and age 50 if you are of another race. Prostate cancer is one disease where race is a factor in determining risk level.  
• A colon screening test will help your doctor determine if you are at risk for colon cancer. For both men and women, annual colon screening should begin at age 50 or 10 years earlier than a first-degree relative who was diagnosed with colon cancer.

Ask your doctor when and how you can expect to learn of your test results. Doctors generally call patients if test results are abnormal and mail notification if results are normal.

If I have chronic health problems or am at high risk for developing medical problems, how is a complete physical exam handled differently?

If you have chronic medical problems or are at high risk for developing problems, you should see your doctor as often as he or she recommends. You may need to have complete physical exams beginning at a younger age and more frequently than an otherwise healthy individual. You may also need additional tests and/or the above tests beginning at a younger age and more frequently. Follow your doctor’s recommendations. 

The information in this article is provided as a service by the Texas A&M Health Science Center College of Medicine. If you have any questions, check with your doctor or other medical provider.

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How to get started with an exercise program

Often the hardest step to starting an exercise program is the first one.

Just getting out the door can be difficult. Once moving, though, it’s easy to become a little too exuberant. Doing too much too soon is a common mistake.

Kirstin Brekken Shea, a lecturer in the Physical Activity Education Program of the Texas A&M University Department of Health and Kinesiology, shares these tips to help you start an exercise program the right way:

• Find an activity you enjoy. Don’t join a marathon training group if you really don’t enjoy running.
• Make time to exercise. Don’t make the mistake of thinking you’ll exercise if and when you can find the time. You have to make the time!
• Find an exercise buddy. Exercising with a friend who is interested in the same activity is more fun and will likely help you stay committed to being active. If your friend is waiting outside at 6 a.m. to go walking, you are much less likely to roll over and go back to sleep.
• Make a list of SMART goals. SMART goals are specific, measurable, attainable, realistic and timely. For example, a SMART goal might be, “I will walk with my dog 15 minutes on Monday, Wednesday and Friday this week after work before dinner.” Having goals helps you stay focused and make progress. Each week you can modify your goals to increase the intensity and/or duration of the activity.  
• Keep a log of your activity. One of the greatest motivators is to see your own progress! Record what activities you did and whether you achieved your goals. If you achieved your goals, you can then make the goals more ambitious next time. If you didn’t achieve your goals, you can look back and see what you can modify to improve.
• Progress slowly. If you are walking, start with 10 or 15 minutes at a time and gradually increase the time over several sessions. If you decide to progress to jogging, then start by walking for a few minutes, then jogging for a few minutes, then walking again. Over several sessions, you can gradually decrease the time spent walking and increase the time spent jogging. A slow progression will help ensure you reach your goals and have success.  
• Include cardiovascular activity several times per week. Examples include walking, jogging, using a stairmaster and/or an elliptical trainer, swimming and biking. Gradually increase your activity to reach a goal of 20 to 30 minutes, four to five times per week.
• Stretch to increase flexibility and strength. Stretching for increased flexibility and strength should be done at the end of your workouts when your muscles are warm. A small stretch after a warm up is appropriate. The old adage, “if you don’t use it, you’ll lose it” applies to flexibility. Remember how flexible you were as a child? Muscles to target for increased flexibility are hamstrings, calves, hip flexors and chest. Muscles to target for increased strength are abdominals, hamstrings and lower back.
• Be consistent! If you have to miss a day or two of activity, don’t worry. But, it’s important that you resume your activity as soon as you can. Consistency is what gets results. Small things make a difference over time, so a short walk often is better than no walk at all.
• Wear proper footwear. Wear tennis shoes for playing tennis, running shoes for running, etc. Make sure your shoes are not too worn. Shoes often break down on the inside before you can see the wear on the outside sole.

Whether you join a local gym, hire a personal trainer, use an exercise video or just go outside and play with the kids, just do it! Make being active a priority in your life!

This information is provided as a service by the Texas A&M University Department of Health and Kinesiology. Before starting an exercise program, check with your health care provider to make sure you are able to participate.

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Healthy foods promote good oral health

Ensuring that children eat a balanced, healthy diet is often easier said than done, but good oral health depends on it.

The vitamins, calcium, potassium, fiber and protein found in a well-balanced diet are necessary for developing and maintaining healthy teeth as well as strong bones.

“Nutrition is important to children’s oral health because the foods they eat or don’t eat and the beverages they consume can have a direct impact on the status of their oral health,” said Lisa Harper Mallonee, assistant professor of dental hygiene and registered dietician at Texas A&M Health Science Center Baylor College of Dentistry (BCD).

“Poor nutrient intake—either too much or too little—contributes to increased risk of cavities in the mouth, and the same foods that make us gain weight contribute to cavity formation. In contrast, a balanced diet provides the necessary nutrients for gum tissue maintenance along with proper growth and development of teeth,” she explained.

“For many parents, deciding what foods are considered healthy can be the challenge,” said Kathleen Pace, assistant clinical professor of pediatric dentistry at BCD.

“It goes back to the old food pyramid,” said Pace. “Meals should include foods from the four major food groups—fruits and vegetables; breads and cereals; milk and dairy products; and meats, fish and eggs. I know as far as kids are concerned, it’s the same boring stuff, but it really is important for the development of healthy teeth.”

Pace and Harper Mallonee agree that snacking between meals should be limited. When snacks are selected, healthy choices include cheese, raw vegetables, plain yogurt or a piece of fruit.

“Any sugary, sticky foods are best eaten at meal time because more saliva is produced during a meal to help wash food from the mouth,” said Pace. “Each time food is eaten that contains sugars or starches, the teeth are attacked by acids for 20 minutes or more.”

“The best thing parents can do to reinforce healthy eating habits in children is to set a good example,” said Harper Mallonee. “Provide a variety of foods as part of a balanced diet and encourage moderation of portions.”

This information was provided as a service by the Texas A&M Health Science Center Baylor College of Dentistry. For more information, contact your dentist, nutritionist or other health care provider.

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