New Employee Orientation

Maine State Government
New Employee Orientation
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Welcome
Table of Contents
Government Summary
Organizational Chart
Employee Benefits
Types of Leave
Payroll System/Reimbursements
Employee Health and Safety
Performance Management
Policy & Procedures
Collective Bargaining
Appendix A
Government Summary
Maine State Government Organizational Summary
Organizational Chart
Organizational Chart
Employee Benefits
Employee Benefits
Life Events/Family Status Change
Health Coverage
Pharmacy Benefit
Dental Coverage

Dental Coverage - The State’s Dental insurance is provided by Northeast Delta Dental.

Dental coverage is provided at no cost to employees who are full time.
Coverage begins on the first of the month following one month of completed employment.
If choosing dependent coverage, all eligible dependents must be enrolled, unless they already have dental insurance.
Open enrollment occurs in May/June for a July 1st effective date.
Vision Coverage

Vision Care is a voluntary vision plan you must apply for separately. Blue View Vision offers savings on frames, lenses or contact lenses with choices of network optometrists, ophthalmologists, opticians and retail providers.

Your Blue View Vision plan is not linked to your Aetna Health plan; these are two entirely separate benefit plans. 
Applications for Blue View Vision insurance must be processed within 60 days of hire.
Open enrollment for Blue View Vision insurance is October / November for a January 1st coverage date.
Retirement (MainePERS)

Retirement - The Maine Public Employees Retirement System (MainePERS) was established to administer certain benefits that are available to employees of the State of Maine who are members of the MainePERS.

These benefits include:

Service retirement benefits, which provide income to a member after the member retires;
Disability retirement benefits, which provide income to a member who becomes disabled (as defined by the MainePERS law) while in service and before the member retires;
Death benefits, which are paid to a member’s designated beneficiary (or family or estate, if no designation has been made) if the member dies before he/she retires. (The designated beneficiary is the person or persons a member has named to receive a benefit in such circumstances).
Retirement (MainePERS)

As a member of the MainePERS, you contribute, along with the State of Maine, to both retirement and life insurance benefits.

State employees participate in a pension plan and are not covered by Social Security.
nIf  you  have  contributed   to Social Security while working for other employers,   participation in the Maine State Retirement System  may affect  your Social Security retirement benefit.  Contact your local Social Security office for more information on how State employment may affect your Social Security retirement benefit.
All employees, except certain appointed officials, are required to join the MainePERS.
New employees contribute 1.45% of their pay to Medicare and may receive Medicare when eligible.
Contact your HR representative concerning your MainePERS plan type.
Life Insurance

Life Insurance - The State Group Life Insurance Program allows eligible state employees who have just been hired to acquire group life insurance for themselves and their qualifying dependents without having to show evidence of insurability. This program, administered by the MainePERS, provides up to three types of life insurance coverage: basic, supplemental, and dependent.

The State provides life insurance coverage for all permanent employees equal to their annual gross income.
Employees must enroll within the first 31 days of hire.
Enrollment after 31 days, may be subject to evidence of insurability.

Other coverage options are available:

Coverage for up to 4 times your annual salary
Life insurance for your spouse and dependents
Video Display Terminal Operators Reimbursement
Deferred Compensation
Flexible Spending Account
Long Term Care Insurance

Long Term Care Insurance - provides coverage towards assistance with day-to-day functions that may be provided at home, in a nursing home, or in an assisted living facility.

As a State Employee, you may enroll at any time.  However, as a new employee, you may enroll within 31 days of your date of hire without needing to complete a medical questionnaire.

For additional information visit:  Long Term Care Insurance

Wellness

State of Maine Wellness - The State of Maine provides many programs to foster the health of its employees. 

Healthy Directions provides classes in nutrition, ergonomics, exercise, dealing with chronic diseases, and many other topics of interest.
The Wellness Centersin Augusta and Bangor provide free, well-appointed gyms for State of Maine Employees and their Spouses, and State of Maine Retirees and their Spouses.
Employee Assistance Program

Employee Assistance Program (EAP) - The State of Maine EAP offers assistance on a broad range of issues: marital or family discord, illness, financial difficulties, mental or emotional distress, alcohol or drug abuse, legal problems or other concerns.

The EAP is a service provided at no cost to participants.
Administrative Leave time (up to eight (8) visits) is granted to participate in EAP services.
If an employee is referred by the EAP to other professional services, the EAP will review the health insurance benefit plan to determine what, if any, costs must be assumed by the employee. 
Every effort will be made to refer employees to the least costly, highest quality resources available.

Participation in the EAP is strictly confidential.  All records  and information regarding referral, diagnosis and treatment will be maintained by the EAP and treated as confidential.

For additional information visit:  Employee Assistance Program

Vacation
Sick Leave
Holiday
Types of Leave
Family and Medical Leave

Family and Medical Leave - The State of Maine is covered by the State and Federal Family and Medical Leave Act laws.  In accordance with these laws, eligible State Employees are provided up to twelve (12) weeks of Family and Medical Leave each year. 

Family and Medical Leave may be used for the birth and first-year care of a child, adoption/foster care placements, a serious health condition of the employee, and the serious health condition of a spouse, parent or child of the employee. Family and Medical Leave may be used for serious injury or illness of covered servicemember for military family leave and for qualifying exigency for military family leave.

If the Family and Medical Leave use is based on a serious health condition, the employee must use any accrued sick leave before being placed on unpaid leave. During the unpaid portion of a Family and Medical Leave, the State continues to pay its share of the cost of Health and Dental Insurance.  Employees should contact their HR representative or agency EEO Coordinator for eligibility and program details.
Full-time employees who have worked 12 months (2080 hours) are eligible to apply for Family and Medical Leave.
Part-time employees who have worked a total of 2080 hours are eligible to apply for Family and Medical Leave.
Military Leave
Other Leaves
Payroll System/Compensation
Payroll
Time and Attendance Management System (TAMS)
Employee Self-Service
Direct Deposit
Expense Reimbursement

Travel and Expense Procedures - For some employees who travel in the course of their jobs, reasonable and equitable reimbursement of expenses incurred will be provided.

Mileage Reimbursement - If you use your personal vehicle for work related travel, you can be reimbursed for the mileage.

For additional information visit: Travel, Mileage Allowance.

Employee Health and Safety
Employee Health and Safety
Workers Compensation

Workers Compensation - The Workers’ Compensation system exists to assist employees who are injured on the job.

If you are injured on the job, you must inform your employer within 24 hours. 
You will be given an ‘Employee’s Report of Injury’ form and the ‘Certificate Authorizing  Release of Medical, Health Information’ by your supervisor.

This paperwork should be completed regardless of the severity of the injury. It provides the foundation for your future action for accessing assistance (Worker’s Compensation Claims), identifies workplace hazards, and ensures that the State of Maine remains in compliance with the Worker’s Compensation Board guidelines.

For additional information visit:  Maine Workers’ Compensation

Performance Management System
Performance Management System

Performance Management System - The intent of performance management is to enable all employees to fully understand their job responsibilities and performance expectations, to understand how their contributions help their organization meet its goals and objectives, and to identify employee development needs.

Performance management is not an annual event but an ongoing process. There should never be any surprises at the end of a performance rating period, as managers provide ongoing support and feedback both formally and informally.

Performance expectations for your position are provided to you by your supervisor.
Performance expectations should be in writing, measurable, ongoing, clear, and focused on major tasks.
Performance Evaluation Cycle
Notification of Absenteeism/Tardiness
Policy and Procedures
Equal Employment Opportunity/
Affirmative Action (EEO/AA)

Equal Employment Opportunity/Affirmative Action (EEO/AA)- Maine State Government  is an EEO employer which means that its employees’ civil rights are protected under a variety of state and federal laws. Each agency has an EEO representative who is available to provide technical assistance to both employees and supervisors in the interpretation and application of these laws and to investigate complaints of illegal discrimination.

Contact your agency HR representative, or EEO Coordinator for additional information.

Americans with Disabilities Act (ADA)
Policy Statement Against Harassment

Policy Statement Against Harassment - The State of Maine recognizes the dignity of the individual employee and the right of employees to work in an environment which is free of intimidation and harassment.

Such intimidation or harassment based on race or color, sex, sexual orientation, physical or mental disability, religion, age, ancestry or national origin, whistleblower activity, previous assertion of a claim or right under the Maine Workers’ Compensation Act, or marital status is a violation of State policy. 

Because such harassment seriously undermines the integrity of the work place and adversely affects employee morale, it is unacceptable and will not be tolerated.  In addition, it is considered grounds for disciplinary action up to and including discharge. 

Harassment based on race or color, sex, sexual orientation, physical or mental disability, religion, age, ancestry or national origin, whistleblower activity or previous assertion of a claim or right under the Maine Workers’ Compensation Act may also constitute illegal employment discrimination.

Email Usage and Management Policy
Domestic Violence and the Workplace

Domestic Violence and the Workplace - An Executive Order issued by the Governor ordered that all agencies develop a Domestic Violence policy, review personnel policies to ensure that no victims of Domestic Violence were being discriminated against, and provide employees with training to ensure a coordinated response in the workplace. All employees are required to attend a training session.

Seat Belt Rule

Seat Belt Rule - The State’s Seat Belt Rule was promulgated to protect and allow for all State Employees to be safe when in the course of travel, either in a State-owned or non-State owned vehicle, while on business for the State.

Whenever a State Employee operates or rides in a State-owned vehicle or non-State owned Vehicle while on business for the State, that employee shall use the seat belt when the vehicle is in motion. Passengers riding with State Employees on business for the State shall also use the seat belt when the vehicle is in motion.

Enforcement of this rule shall be by counseling first, followed by progressive discipline, consistent with the terms of applicable collective bargaining agreements or Personnel Rules.

Political Activity

Political Activity - Political activities of State Employees in the Executive Branch are regulated by State and/or Federal laws.

Classified and unclassified employees of the Executive Branch are subject to Maine’s Political Activity Law (Title 5, Section 7056A).

This law allows an employee of the Executive Branch to solicit funds for a political purpose as long as that employee does not use the property or facilities of the State for this purpose or misuse his or her position of authority with the State and as long as other stated conflicts of interest and acts of coercion are avoided.

Employees may be limited in this activity by the Federal Law that governs the political activity of State and Local Government employees.

Smoking Policy

Smoking Policy - Smoking is prohibited in the public areas of publicly owned buildings. “Public areas” is defined in the law as those areas in which members of the public are allowed.

This includes any areas which are open to the public or where the public can reasonably be expected to be present.

The prohibition also applies to any areas contiguous to public areas and which are not fully enclosed, in order to protect people in public areas from smoke coming from other areas.

Drug-Free Workplace

Drug-Free Workplace - While the State of Maine has no intention of intruding into the private lives of State employees, it does retain the right and responsibility to expect each employee to report for work and to perform their duties in a manner which does not jeopardize the health and safety of coworkers and the public.

Work performance impaired by alcohol or drugs poses a threat to the well-being of employees and the public.
Any employee who is under the influence of alcohol or illegal drugs or who possesses illegal drugs or consumes alcohol on the job or in the workplace has the potential for disruption of his or her own, as well as coworkers’, safe and efficient performance of duties.
Such employees shall be subject to disciplinary action up to and including termination of employment.
Confidentiality

Confidentiality - In the course of doing the State’s business, the information that you have access to may be protected by confidentiality laws or security factors. Your access to confidential information may never be used for your personal gain or benefit.

You should never discuss confidential information with other people except those who are entitled to this information by virtue of their office or position.
If you work with confidential information, your employing department will have particular regulations or expectations for the way you treat this information.
Unauthorized disclosure of confidential information may lead to penalties and discipline, up to and including dismissal.

For additional information visit:

Human Resource Components of Security Protocols (section 1.1.3)

Conflict of Interest/Accepting Gifts

Conflict of Interest/Accepting Gifts - The basic State guideline that governs ‘conflict of interest’ is:

You may not ask for or accept any good or service that has a monetary value from any person or business that does business or expects to do business with the State of Maine (advertising items of nominal value such as calendars and pens are not deemed to be gifts).
If you are ever in doubt concerning an activity at work or away from work, you should contact your supervisor, department head or HR Representative for advice.
Collective Bargaining
Appendix A
Human Resources
Employee Health and Benefits
Health Coverage
Division of Employee Health and Benefits
Active Employee Health Insurance Rates
Pharmacy Benefit
Vision Care
Dental Coverage
Retirement
Maine Public Employees Retirement System
Social Security Protection Act
Life Insurance
Group Life Insurance
Video Display Terminal Operators (VDT Reimbursement
MSEA - Administrative, Operations, Maintenance & Support, Professional & Technical, and  Supervisory
MSTA – Maine State Troopers Association
AFSCME – American Federation of State, County and Municipal Employees
MSLEA – Maine State Law Enforcement Association Confidential
Deferred Compensation
Appendix A
Hartford
Valic
ING
Deferred Compensation 457b Plan
Flexible Spending Account Plan
Flexible Spending Accounts
Healthy Directions
Wellness Centers
State of Maine Employees and their Spouses
State of Maine Retirees and their Spouses.
Long Term Care Insurance
Employee Assistance Program
Vacation
Sick Leave
Holiday
Family and Medial Leave
Military
Military Leave, Merit Increases
Military Leave, Probationary Periods
Bereavement
Personal Leave
Maine State Time and Attendance Management System (MS-TAMS)
Maine State – Time and Attendance Management System
Employee Self Service Program
Employee Self Service Frequently

Asked Questions (FAQ)

Direct Deposit
Appendix A
Travel
Mileage Allowance
Ergonomics
Maine Workers’ Compensation
Performance Management System
Civil Service Bulletin 10.4C
Equal Employment Opportunity/Affirmative Action (EEO/AA)
Americans with Disabilities Act
Americans with Disabilities Act (ADA)
Policy Statement Against Harassment
Email Usage and Management Policy
State of Maine Policy on Employee Harassment
Domestic Violence and the Workplace
Policy Statement Against Harassment
Political Activity
Smoking Policy
Drug-Free Workplace
Confidentiality
Human Resource Components of Security Protocols (section 1.1.3)
Conflict of Interest/Accepting Gifts
State of Maine Employee Handbook
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This ends the New Employee Orientation Presentation.

It is important that you receive credit for this self-guided orientation. Please click on the following link to submit a completion form:

New Employee Orientation Certificate of Completion

If you need further information or assistance contact your HR Representative.