Staples Associate Scholarship Program

Transcription

1 Staples Associate Scholarship Program Revised June

2 INTRODUCTION IMPORTANT PLAN INFORMATION YOU SHOULD KNOW Plan Name: Staples, Inc. Associate Scholarship Program Plan Number: 550 Plan Type: Associate scholarship program Plan Year: The plan year begins on January 1 and ends on December 31. Employer, Plan Staples, Inc. Sponsor and Agent 500 Staples Drive For Legal Service: Framingham, MA (508) Employer Identification Number: Plan Administrator: Type of Plan Administration: Crosby Benefit Systems, a division of WageWorks, Inc. 27 Christina Street Newton, MA The plan is administered by Crosby Benefit Systems for Staples. Crosby is the primary source for information about the plan. Disclaimer: This Summary Plan Description is intended to provide general explanations about the major features of your benefits. In the event of any contradiction between the information contained in this Summary Plan Description and the Plan Documents, the Plan Documents shall govern in all cases. Staples has the sole and absolute authority to interpret the terms of these plans, determine benefit eligibility and resolve any and all ambiguities or inconsistencies in the plan. Staples has the right to amend or terminate any plan for active or former employees in any way at any time. If a change is made, you will be notified. Employee benefit plans must comply with applicable government regulations. 2

3 Plan Design Features Plan Year January 1 through December 31 Benefit Provided Application for Scholarship Submission of Documentation for Reimbursement Scholarship Payout $750, $1,500 or $2,000 based on your hire date (see below) Completed online at between August 1 December 31 of the course year Supporting documentation must be uploaded to in the year after the course was completed (e.g., 2016 for a course taken in 2015). Important Note: The deadline for submission is March 1 in the following year. However, reimbursements are made on a first come basis. If the annual allocation for this program has been reached, no additional reimbursements will be made. Scholarships are paid beginning in March following the year in which the course(s) was completed. Administration of the Scholarship Program Crosby Benefit Systems administers the program on behalf of Staples. All questions regarding the plan, enrollment, documentation, or award amount should go to Crosby Benefit Systems at Eligibility To be eligible for a scholarship: You must be a full-time or part-time regular associate with 90 days of service. You must be actively employed as of the end of the calendar year (December 31) in which the course(s) were taken/completed. You must have at least 950 hours of paid time in the calendar year in which you took the course. (Review the Hours and Earnings section of your current paystub (on the Associate Connection) for this information.) The course(s) must begin after 90 days of service and be completed by December 31. Courses must be taken at an approved institution listed on the DOE website: Course(s) must be either in a degree program or be related to your job. Sports, games or hobby courses are not eligible. You must obtain a grade of B minus or better. Scholarship Benefit An annual tax-free scholarship award is made to eligible associates who are approved for a scholarship, following the close of each calendar year: First calendar year of hire: receive up to $750 Second calendar year of hire: receive up to $1,500 Third calendar year (or more) of hire: receive up to $2,000 Example: Year of Hire Plan Year Applied Eligible Amount $ $1, (or earlier) 2015 $2,000 3

4 Important: Staples will set a budgeted amount for the company s entire annual payout. Once this budgeted amount is reached, no further payments will be paid. Staples has set a maximum payout of $1.5 million for courses taken in Eligible Expenses Expenses that are eligible for the Associate Scholarship Program include tuition, lab fees, CLEP exam fees and certificate courses. Please note that parking, insurance, laptops and calculators are not eligible expenses. Tuition expenses paid with other awarded scholarships or grants are also not eligible for reimbursement. Application Process You must apply online each year between August 1 and December 31 of the year in which the course(s) are taken. Just go to to start the process. Note that you must reapply each year. After you apply, you will receive a notification and confirmation number from Crosby that your enrollment/application has been submitted for a scholarship. Note that this is only the first step in the process. You must also complete the Submission Process to receive reimbursement from the Associate Scholarship Program. If you are unable to receive s and must communicate via USPS mail, please send a letter to Staples Associate Scholarship Program, c/o Crosby Benefit Systems, 27 Christina Street, Newton, MA so that we can set up a separate process. Submission Process You must submit your course documentation by going to and entering your Staples Employee ID, your home zip code and your year of birth. You may: Submit your documentation online by completing the questions on the screen and uploading your course documentation Fax your documentation by printing a customized fax cover sheet (which will include the answers to the questions you filled out on the screen) and fax it with your course documentation or Print the course documentation form and mail or fax it to Crosby along with your course documentation. Acceptable payment documentation includes: an itemized tuition bill (no credit card bills) along with proof of payment, the CLEP exam receipt or the certificate course receipt. Although course documentation can be submitted as late as March 1, Staples sets a maximum payout each year. If this maximum has already been paid out, you will not receive a scholarship award for that year. It is to your advantage to submit your course documentation as early as possible in the year following the year the course(s) was taken. Payment of Your Scholarship Scholarship payments are made beginning in March, following the year in which the course(s) was taken, provided you meet all eligibility criteria, you have submitted the completed course documentation and scholarship funds are still available. Crosby will notify Staples of the award amount owed to you. Awards will be issued in your paycheck and the reimbursement will show up as a non-taxable credit. 4

5 Special Situations Leave of Absence: If you are on an approved leave of absence during the plan year, you will still be eligible to receive a scholarship, provided that all plan criteria are met. Rehires: You must be continuously active during the plan year (unless you are on an approved leave of absence) to remain eligible for a scholarship. However, if you are rehired within six months and still meet the hours requirement, you will be eligible to receive a scholarship, provided that all other criteria are met. Amendment/Termination of the Plan Staples can amend or terminate the Associate Scholarship Program at any time, but will notify you in advance. Your Rights Under the Plan Federal law gives you rights with regard to coverage and certain specific benefits. The following is a summary of those rights. Family and Medical Leave Act Leave: If you are eligible for and take a leave of absence under the Family and Medical Leave Act ( FMLA Leave ), you may continue your participation during the FMLA leave, provided you would have been continuously employed during the entire FMLA leave. Coverage will continue as if you were actively employed by Staples until the earlier of the date (1) the FMLA Leave ends, or (2) you notify Staples that you will not return to work. Your Rights Under ERISA: As a participant in the Associate Scholarship Program, you are entitled to certain rights and protections under the Employee Retirement Income Security Act of 1974 (ERISA). ERISA provides that all plan participants shall be entitled to: Receive Information about Your Plan and Benefits This includes the ability to: Examine, without charge, at the Plan Administrator s office and at other specified locations, such as worksites and union halls, all documents governing the plan, including insurance contracts and collective bargaining agreements, and a copy of the latest annual report (Form 5500 Series), if applicable, filed by the plan with the U.S. Department of Labor and available at the Public Disclosure Room of the Employee Benefits Security Administration. Obtain, upon written request to the Plan Administrator, copies of documents governing the operation of the plan and copies of the latest annual report (Form 5500 Series), if applicable, and an updated Summary Plan Description. The Plan Administrator may make a reasonable charge for the copies. Prudent Actions by Plan Fiduciaries In addition to creating rights for plan participants, ERISA imposes duties upon the people who are responsible for the operation of the plan. The people who operate your plan, called Fiduciaries of the plan, have a duty to do so prudently and in the interest of you and other plan participants, and beneficiaries. No one, including your employer, your union, or any other person, may fire you or otherwise discriminate against you in any way to prevent you from obtaining a welfare benefit or exercising your rights under ERISA. 5

6 Enforce Your Rights If your claim for a welfare benefit is denied or ignored, in whole or in part, you have a right to know why this was done, to obtain copies of documents relating to the decision without charge, and to appeal any denial, all within certain time schedules. Under ERISA, there are steps you can take to enforce the above rights. For instance, if you request a copy of plan documents or the latest annual report from the plan and do not receive them within 30 days, you may file suit in a federal court. In such a case, the court may require the Plan Administrator to provide the materials and pay you up to $110 a day until you receive the materials, unless the materials were not sent because of reasons beyond the control of the Plan Administrator. If you have a claim for benefits that is denied or ignored, in whole or in part, you may file suit in federal court. If it should happen that plan fiduciaries misuse the plan s money, or if you are discriminated against for asserting your rights, you may seek assistance from the U.S. Department of Labor, or you may file suit in a federal court. The court will decide who should pay court costs and legal fees. If you are successful, the court may order the person you have sued to pay these costs and fees. If you lose, the court may order you to pay these costs and fees, for example, if it finds your claim is frivolous. Assistance with Your Questions If you have any questions about the Associate Scholarship Program, you should contact HR Services. If you have any questions about this statement or about your rights under ERISA, or if you need assistance in obtaining documents from the Plan Administrator, you should contact the nearest office of the Employee Benefits Security Administration, U.S. Department of Labor, listed in your telephone directory or the Division of Technical Assistance and Inquires, Employee Benefits Security Administration, U.S. Department of Labor, 200 Constitution Avenue NW, Washington, D.C You may also obtain certain publications about your rights and responsibilities under ERISA by calling the publication hotline of the Employee Benefits Security Administration. 6