EMPLOYEE INSURANCE. WORKERS COMPENSATION All employees of the Pittsylvania County School Board are covered under the Workers Compensation Act.

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1 File: GBJ-PC EMPLOYEE INSURANCE WORKERS COMPENSATION All employees of the Pittsylvania County School Board are covered under the Workers Compensation Act. STATE LIFE INSURANCE The State Life Insurance program with benefits equal to double the employee s salary (rounded off to next thousand dollars) is paid for by the Pittsylvania County School Board for full-time certificated and classified employees. Bus drivers, part-time cafeteria workers, parttime custodians and mini-bus attendants are classified as part-time employees and are not eligible for State Life Insurance. HOSPITALIZATION INSURANCE Payroll deductions for hospitalization insurance are available upon request by employees from companies which have been approved by the School Board. DENTAL INSURANCE Payroll deductions for dental insurance are available upon request by employees from companies which have been approved by the School Board. TORT LIBILITY INSURANCE All employees of the Pittsylvania County School Board are covered with Tort Liability Insurance. UNEMPLOYMENT INSURANCE All employees of the Pittsylvania County School Board are covered by unemployment insurance. TAX SHELTERED ANNUITIES Employees may participate in authorized tax sheltered annuity programs. COMPANY ELIGIBIITY FOR PAYROLL DEDUCTION Any company licensed in the Commonwealth of Virginia to sell Employee Insurance or Tax Sheltered Annuities may go on payroll deduction by having a minimum of 50 School Board employees in their program. HEALTH INSURANCE BENEFIT FOR EARLY RETIREES An employee covered by the Pittsylvania County School Board s Health Insurance Policy who retires into VRS may continue his/her insurance at group rate until age 65 (eligible for (continued)

2 FILE: GBJ-PC (Page Two) Medicare) by paying the full premium. Age limitations would normally be unless a younger employee was on VRS disability retirement and possibly not eligible for Medicare. In the event the retired employee participating in this program should die, the participant s spouse would be permitted to continue the coverage until he/she became 65 or eligible for Medicare. Employees seeking this coverage must notify the Clerk of the Board by the 15 th of the month preceding date employee wishes paid coverage to start. Employee must have checks made payable to Pittsylvania County Employees Health Plan (PCEHP) dated the first day of the month for the remainder of the school year. It is the employee s responsibility to initiate this program. Failure to comply to above requirements prior to the month employee s normal coverage expires will result in loss of benefit. The program is not set up to allow retirees to reenter the program only to continue their current program with employee paying the entire premium. Any employee retiring at a time other than June 30 should apply for continued insurance when completing retirement forms in the Clerk s office. Adopted: December 12, 1995 REVISED: August 13, 2013 October 14, 2014 Legal Refs.: Cross Refs.:

3 REGULATIONS RELATING TO THE PROCEDURE FOR WITHHOLDING OF INSURANCE PREMIUMS File: GBJ-PC (Regulation) The administrative regulations for insurance premiums for the employees of the Pittsylvania County Public School System shall be as stated below. I. General Provisions A. The School Board, on recommendation and advice of the Superintendent or designee, shall determine the carriers eligible to solicit new enrollment from employees. B. Without eliminating existing insurance contracts between an individual employed by the Board and a currently authorized carrier, future solicitations shall be limited to the carriers authorized by the Superintendent or designee to do business with Pittsylvania County School Board employees. II. Eligibility of New Carriers - Criteria for Admission A. A new carrier, to become eligible, must submit fifty (50) or more employee applications that will result in contracts. B. The carrier issuing the contract must be licensed in Virginia. C. The carrier shall designate a current primary representative by name, address, and telephone number, so that said representative shall be available for contract and inquiry by the Board or any employee. D. The carrier shall identify all its soliciting agents by name. E. The carrier's agent must notify the Superintendent or designee at least (30) thirty days in advance of the monthly deadline for applications of the carrier's intention to become eligible so that appropriate arrangements can be made with Accounting and Payroll for setting up the necessary procedures for including the carrier in the payroll deduction program. There shall be two enrollment periods each year - August and January. F. The carrier shall submit to the Superintendent or designee a specimen master contract and its insurance proposal. The carrier shall submit additional data such as any and all charges to the employee, or other information deemed pertinent and requested by the Superintendent or designee III. Eligible Agents A. Approved agents will be given written authorization to sell insurance contracts to Pittsylvania County School Board employees. A copy of these regulations will also be given to each agent.

4 B. Agents are not allowed to have personal contact with any employee at any worksite during the normal operating hours of 8:10 a.m. to 3:35 p.m. throughout the calendar year. Agents shall conduct themselves in an ethical manner in dealing with School Board employees, shall make full disclosure, and shall obtain the permission of the building principal before conducting any activity in a particular school. C. Only contracts on file in the Superintendent s or designee's office may be offered to Pittsylvania County School Board employees. Contract applications submitted by unapproved agents will not be processed. D. Any agent who knowingly fails to follow administrative procedures may be barred from doing business with the School Board. IV. Continuing Eligibility of Carriers A. Once admitted to payroll deduction, a carrier may continue to do business with the Board contingent on satisfactory performance of the carrier and its agent and continued employee participation in the carrier's program. B. If the payroll deduction enrollment of a particular carrier falls below a minimum of fifty (50) employees for any period, the carrier shall not be eligible to continue to submit new contracts for payroll deduction until the carrier has in hand enough contracts to meet or exceed the fifty (50) employee requirement. V. Debarment of Carriers or Agents A. Unethical behavior on the part of agents or carriers will be reason for debarment. Examples of unethical behavior include, but are not limited to: 1. Refusal by an agent to follow specific instructions of building principals while on school premises. 2. Selling/attempting to sell unapproved contracts. 3. Misrepresentation of contracts. 4. Harassing employees to purchase contracts. 5. Stating or implying that the School Board or an agent of the Board endorses a carrier's product. VI. Enrollment Periods A. New enrollments and changes in existing insurance contracts will be allowed in August and January of each school year. Exceptions will be allowed for employees experiencing financial hardship or change in family status. B. All companies and agents must have each monthly billing to the School Board Office by the 15 th day of the month for the following month s premium. (Example: deduction due on October 1 st, billing to be at the School Board Office by September 15 th.) A self-addressed envelope must accompany each billing.

5 C. The billings must be set up by the company or agent as required by the Pittsylvania County School Board. D. A copy of the salary deduction agreement must be signed by the employee and received by the School Board office before the request will be processed by payroll. Salary deduction agreements must be received by the School Board office no later than the 15th day of the enrollment month. VII. Exceptions to Regulations A. The company and agents who are selected to enroll the Pittsylvania County School Board's IRS Sec. 125 Cafeteria Plan will be exempted from the regulations related to times they are allowed on school premises and enrollment deadlines. REGULATIONS RELATING TO THE PROCEDURE FOR WITHHOLDING OF TAX DEFERRED ANNUITY CONTRIBUTIONS The administrative regulations for tax-sheltered annuities for the employees of the Pittsylvania County Public School System shall be as stated below. I. General Provisions A. The School Board, on recommendation and advice of the Superintendent or designee, shall determine the carriers eligible to solicit new enrollment from employees. B. Without eliminating existing insurance contracts between an individual employed by the Board and a currently authorized carrier, future solicitations shall be limited to the carriers authorized by the Superintendent or designee to do business with Pittsylvania County School Board employees. II. Eligibility of New Carriers - Criteria for Admission A. A new carrier, to become eligible, must submit fifty (50) or more employee applications that will result in contracts. B. The carrier issuing the contract must be licensed in Virginia. C. The carrier shall designate a current primary representative by name, address, and telephone number, so that said representative shall be available for contact and inquiry by the Board or any employee. D. The carrier shall identify all its soliciting agents by name. E. The carrier's agent must notify the Superintendent or designee at least thirty (30) days in advance of the monthly deadline for applications of the carrier's intention to become eligible so that appropriate arrangements can be made with Accounting and Payroll for setting up the necessary procedures for including the carrier in the payroll deduction program. There shall be three (3) enrollment periods each year August, January and April.

6 F. The carrier shall submit to the Superintendent or designee a specimen master contract and its annuity proposal. Included in the annuity proposal shall be the guaranteed cash value for each year for the first thirty (30) years, the current cash value each year for the first thirty (30) years, the guaranteed and current income (10 years certain at age 65), and the guaranteed and estimated interest rates must be shown. These proposals will be based on a $1, deposit each calendar year. The carrier shall submit additional data such as any and all charges to the employee, or other information deemed pertinent and requested by the Superintendent or designee. G. The Superintendent or designee shall be provided with a current Prospectus on at least an annual basis for variable annuities and mutual funds. The carrier shall submit additional data such as any and all charges to the employee, or other information deemed pertinent and requested by the Superintendent or designee. III. Eligible Agents A. Approved agents will be given written authorization to sell tax-sheltered annuities to Pittsylvania County School Board employees. A copy of these regulations will also be given to each agent. B. Agents are not allowed to have personal contact with any Employee at any worksite during the normal operating hours of 8:10 a.m. to 3:35 p.m. throughout the calendar year. Agents shall conduct themselves in an ethical manner in dealing with School Board employees, shall make full disclosure, shall see that the maximum deduction permissible by law is not surpassed, and shall obtain the permission of the building principal before conducting any activity in a particular school. C. Only contracts on file in the Superintendent s or designee's office may be offered to Pittsylvania County School Board employees. Contract applications submitted by unapproved agents will not be processed. D. Any agent who knowingly fails to follow administrative procedures may be barred from doing business with the School Board. IV. Continuing Eligibility of Carriers A. Once admitted to payroll deduction, a carrier may continue to do business with the Board contingent on satisfactory performance of the carrier and its agent and continued employee participation in the carrier's program. B. If the payroll deduction enrollment of a particular carrier falls below a minimum of fifty (50) contracts for any period, the carrier shall not be eligible to continue to submit new contracts for payroll deduction until the carrier has in hand enough contracts to meet or exceed the fifty (50) contract requirement. V. Debarment of Carriers or Agents A. Unethical behavior on the part of agents or carriers will be reason for debarment. Examples of unethical behavior include, but are not limited to: 1. Refusal by an agent to follow specific instructions of building principals while on school premises.

7 2. Selling/attempting to sell unapproved contracts. 3. Misrepresentation of contracts. 4. Harassing employees to purchase contracts. 5. Stating or implying that the School Board or an agent of the Board endorses a carrier's product. VI. Enrollment Periods and Agent of Record A. ADMIN Solutions, LLC, has been named plan administrator for the purpose of collecting all tax-sheltered annuity contributions for the employees of Pittsylvania County School Board and has posted bond to assure that all contributions will be properly disbursed. B. All companies must agree for contributions to be collected by the plan administrator, sign information sharing agreements and agree to all the terms and conditions of the Pittsylvania County School Board s 403(b) Plan Document and Adoption Agreement. C. All companies and agents must have each monthly billing to the plan administrator by the l0th day of the month for the following months' premium (Example: deduction due on October 1; billing to plan administrator due by September 10.) D. The billings must be set up by the company or agent as required by the Pittsylvania County School Board and plan administrator. E. All contribution changes must be made through the plan administrator. F. All refunds must be made directly by each company to their clients, after notification to the plan administrator. G. Any company or agent failing to meet the rules and regulations as set forth will be required to compensate agent of record for any service or cost involved. H. New enrollments and changes in existing annuity contracts will be allowed in August, January and April of each school year. Exceptions will be allowed for employees experiencing financial hardship. I. A copy of the salary reduction agreement must be signed by the employee and received by the School Board Office before the request will be processed by payroll. Salary reduction agreements must be received by the School Board Office no later than the 15th day of the enrollment month. Billings are still due to the agent of record by the l0th of the enrollment month. VII. Revised Revised 10/14/2014 Exceptions to Regulations A. The company and agents who are selected to enroll the Pittsylvania County School Board's IRS Sec. 125 Cafeteria Plan will be exempted from the regulations related to times they are allowed on school premises and enrollment deadlines.