Open Enrollment Make your elections in ESS between November 1-16, 2014

Transcription

1 Open Enrollment Make your elections in ESS between November 1-16, 2014

2 The information provided in this booklet is intended to serve as a guide to your VCUHS Flexible Benefits Program Open Enrollment. As a guide, this booklet cannot include every detail of every plan. Each of the plans is based on an official plan document or contract. If any written or verbal description differs from a plan document or contract, the official document will govern. For specific plan details or questions, Summary Plan Descriptions, plan documents and contracts are available in the Department of Human Resources. All employer-sponsored benefits are subject to change.

3 Open Enrollment Instructions Review this booklet to be sure you are aware of the changes taking place for This booklet will help you decide whether you need to make any changes or to re-enroll in a benefits plan. (If you need more information about a particular plan, use the information provided on the intranet). Your benefits elections are your responsibility, so please take time to read this packet carefully and print a copy of your Elections Confirmation if you have made any changes at the end of your Open Enrollment session on Employee Self Serve. OPEN ENROLLMENT NOVEMBER 1-16, 2014 Benefits Service Center Engaging Team Members in Health and Wellness Changes to Consider Change medical or dental plans Add or drop a dependent Increase or decrease level of coverage of life insurance Add or drop other benefits, such as short term disability, long term disability buy up, etc. Re-enroll in a flexible spending account Convert 8-40 hours of PTO to cash to be paid to you over 26 pay periods. Costs Use the cost worksheet to calculate your premiums for. This will be your cost each pay period. The worksheet lets you calculate how much you will contribute each pay period based on your elections for coverage for health, dental, life and disability benefits. Making Changes? DO NOT: Select any benefit elections that you are NOT changing, unless it is to re-certify that you are a nontobacco user. DO: Complete your open enrollment changes online on Employee Self Serve. Only select the benefit elections that need to be changed including, enrolling in PTO Conversion or to re-enroll in a flexible spending account. AGAIN THIS YEAR, there will be a separate session in ESS for elections for FSA, so if all you are electing is FSA, then you only need to do the Flexible Spending Account Enrollment Session.

4 Open Enrollment VCUHS ChoiceCARE Health Insurance Plan VCUHS ChoiceCARE Changes With the increasing costs of medical care, Federal Health Care Reform and the overall impact on our financial future, several changes will take place in. Please note that these changes were made with thoughtful consideration and directly impact the health and wellness of our employees and their families. Health Insurance Premiums Due to the anticipated increase in our claims in 2014, the employee payroll deduction amounts will increase by approximately 2% next year. This is much lower than many employers in our industry and it is the result of our team members becoming healthier and better consumers of health care. In order to keep the cost increase down to 2%, we are making a change to the annual deductible for the non-vcuhs Cigna provider network from $500 to $750 and the Out of Network annual deductible will increase to $2,000 from $1,500. The chart below illustrates the payroll rates for on a biweekly basis. Non-Tobacco User Premium Rebate In our continuing effort towards a healthier workforce, we will continue to provide a rebate to health insurance premiums of $25 per paycheck or $50 per month if the employee signs an online Non-Tobacco Use Affidavit and confirming that you or no other covered family members use any tobacco products. The affidavit will be available in ESS (as part of your ChoiceCARE election) until the end of Open Enrollment for employees to sign in order to qualify for the $50 per month rebate for plan year. If during the plan year, an employee actively participates in a tobacco cessation program, the Option Full Time Part Time Employee Only $49.25 $49.25 Employee & Child $ $ Employee & Spouse $ $ Family $ $ Non-Tobacco Use Rebate $25.00 $25.00 $25.00 $25.00

5 employee can request to receive the rebate for the rest of the year. This year, we only ask for you to sign the affidavit, however, this may be expanded to include testing in future years. Healthy Incentives Program Since we began this program in 2011, we continue to see some wonderful results from the various programs offered through Cigna as well as increased compliance with the flu shots. We will continue to offer the ability to earn up to $300 per employee or $600 per family in, however, we have included some additional incentive opportunities to get you engaged in your health and wellness. For, you will be required to take the Health Assessment before any other incentives can be earned. Once you have taken your annual assessment, you will be credited for the activities listed in the chart. Only the Primary Care Visit is automatically credited, so you must self report the remaining activities. Remember, you can earn these incentives each year and use the dollars in your account for reimbursement of out of pocket medical expenses such as prescriptions, copays and deductibles and any earned amounts can also be carried forward to the next year. It is important to keep in mind that your ability to continue participating in the state health benefits plan is based on your grandfathered status dating back to July 1, If you choose to stop participating in the state health plan, or if you change your status and become ineligible to participate in the state health plan, you will not be able to rejoin the state health plan in the future.

6 Dental Insurance Plans Open Enrollment Delta Dental PPO Plus Premier Plan There are no rate increases to the Dental PPO Plan, however, we will be continuing to use Delta Dental of Virginia as our insurance carrier. Copays, out-of-pocket maximums and other plan designs will remain the same for the Plan Year. This year, we have enhanced our coverage through Delta Dental to include more expansive preventive care. Coverage will now include two additional cleanings per year for members with a history of periodontal treatment, Sealants will now be covered until the member is age 16 and Fluoride Treatments will be covered until the member is age 19. Please click on the flyer below for details. VCUHS Direct Dental This dental option provides the same level of benefits without using an insurance company. The plan uses the VCU School of Dentistry as the exclusive provider network. There are two levels of service available (the Faculty Practice, and the Advanced Education). Premiums for this plan will also remain the same for the Plan Year.

7 PTO Conversion Open Enrollment PTO Conversion If you are eligible for PTO, you can decide whether you want to elect to convert some of your PTO accruals for into PTO Cash. Go to the PTO Conversion site, after signing in with your Windows login and password, choose Benefits, Open Enrollment, PTO Conversion. Click Submit when you are done. During the Open Enrollment you may elect to convert between 8 and 40 hours of your PTO into PTO Cash. Your PTO converted hours will be valued at 100% of your hourly rate divided by 26 pay periods and paid to you each payperiod in. If your hourly rate changes during the plan year, your PTO cash will automatically adjust accordingly. To elect to convert your PTO, you must complete and submit a PTO Conversion Request Form online by November 16, 2014.

8 Open Enrollment Flexible Spending Accounts Dependent Care Flexible Spending Account (FSA) The Dependent Care FSA offers you a way to use tax-free dollars to pay for certain daycare expenses for your eligible dependents. Eligible dependents include your child(ren) under age 13, your elderly parents, or disabled dependents who live in your home for at least eight hours each day. If you choose to participate, you contribute a certain amount of your pay on a pre-tax basis to a Dependent Care FSA. The Dependent Care FSA benefits include: Contribution limits of $260 minimum and $5,000 per household per year. Reimbursement for daycare (in your home or outside you home), day camp, or preschool expenses for anyone you claim as a dependent on your tax return while you and your spouse (if you are married) work, attend school full-time, or are mentally or physically incapable of self-care. Reimbursement for a housekeeper who also provides care for a qualifying dependent. Health Care Flexible Spending Account (FSA) The Health Care FSA offers you a way to pay for eligible health care expenses for you and your covered dependents with tax-free dollars. If you choose to participate, you contribute a certain amount of your pay on a pre-tax basis to a Health Care FSA. Then, you use those contributions to pay for nonreimbursable health care expenses, such as copayments and coinsurance. The maximum amount of contributions is $2,500 this year. Your Health Care FSA benefits include: Contribution limits of $260 minimum and $2,500 maximum per year per employee, per federal guidelines. Learn how to use Payflex Mobile and get your reimbursements faster and easier using your mobile devices. All elections for Flexible Spending Accounts must be made annually, your elections from 2014 will not be continued for, you must make an election in ESS during Open Enrollment. It is also important that all elections are verified on your paychecks and on vendor website after the first paycheck of January. Corrections to elections will not be made in Payroll unless identified by the end of February.

9 Open Enrollment Life Insurance Supplemental Life Insurance for Employees and Dependents You may elect up to five times your salary in optional life insurance with a $300,000 maximum. Spouse life insurance is available at one-half the total of your life insurance coverage with a maximum of $100,000. Child(ren) life is available in the amount of $10,000 or $15,000 for each child, at one low price regardless of how many children are covered. Premiums for supplemental life insurance are not increasing effective January 1,. Changing Your Life Insurance Election If you choose to purchase additional supplemental life insurance for yourself or spouse, you are required to submit a Evidence Of Insurability. During Open Enrollment, you must print and complete the questionnaire from Unum and send it back to the Benefits Service Center. This must be done before your additional coverage will go into effect. Also, please note that if you are applying for more coverage for yourself, your spouse may also need to complete a questionnaire if their coverage is increasing. Your coverage will not go into effect and no premiums will be deducted, until the insurance company approves the change. Please note if you elect additional life insurance coverage during Open Enrollment, pre-existing conditions may effect your ability to be approved for coverage. If you are decreasing or dropping your coverage, please complete the cover page of the questionnaire and return it to the Benefits Service Center by the end of Open Enrollment. If you are not changing the amount of your supplemental life insurance(s), then you do not need to make any changes during Open Enrollment. Disability Insurance Short Term Disability Insurance (STD) STD Insurance is an employee-paid option and provides a benefit equal to 60% of your salary after 14 days of a qualified disability. Full time, Part-time benefits eligible employees and Housestaff are eligible for STD insurance. The premium for STD will remain the same for January 1,. Please refer to the online cost worksheet to calculate the premium. If you elect to enroll in STD insurance options during Open Enrollment, you must print and complete the questionnaire from Unum and send it back to the Benefits Service Center. Your coverage will not go into effect and no premiums will be deducted, until the insurance company approves the change. Please note if you elect STD coverage during Open Enrollment, pre-existing conditions may effect your ability to be approved for coverage. If you are dropping your coverage, please complete the cover page of the questionnaire and return it to the Benefits Service Center by the end of Open Enrollment. If you already have STD coverage, then you do not need to make any changes during Open Enrollment. Long Term Disability BuyUp Option The LTD BuyUp option is an employee-paid option that will increase the basic coverage amount of 50% of salary to up to 60% of salary. The premium is based on your basic salary. Full-time and Part-time benefit eligible employees are eligible for the LTD Buy Up option. The premium for this benefit will remain the same effective January 1,. You must print and complete the questionnaire from Unum and send it back to the Benefits Service Center. before your coverage will be effective. Your coverage will not go into effect and no premiums will be deducted, until the insurance company approves the change. Please note if you elect LTD Buy-Up coverage during Open Enrollment, pre-existing conditions may effect your ability to be approved for coverage. If you are dropping your coverage, please complete the cover page of the questionnaire and return it to the Benefits Service Center by the end of Open Enrollment. If you already have LTD BuyUp coverage, then you do not need to make any changes during Open Enrollment.

10 Open Enrollment VCUHS Retirement and Savings Plans Open Enrollment is that one time of year when you have the opportunity to change your retirement plan vendor. You have three options: Continue with your current investment company, Change to a new investment company for future contributions only, or Change to a new investment company for future contributions and transfer your existing account balances to the new company. Some issues that you might consider before transferring account balances: The current market conditions that affect your retirement accounts Certain types of accounts may charge a fee Some have other restrictions on the amount you can transfer out at one time New Contribution Limit For, the contribution limit for the VCUHS Savings Plan will continue to be 85% of your salary, however, the maximum dollar amounts remain at $18,000 with an additional $6,000 if you are over 50 years of age. To adjust your contribution amount and have it effective for the first check in January, submit a new participation agreement form by December 19, Retirement Vendors You may take this opportunity to change your plan vendor online and click on Change Investment Provider after signing in with your Windows login and password, choose Benefits, Open Enrollment, Retirement Vendor Change. Click Submit when you are done. If you have any questions about the VCUHS Retirement Plan or the VCUHS Savings Plan, please contact the Benefits Service Center at Or, you may contact the investment company directly at the number listed below.

11 Open Enrollment Voluntary Benefits Legal Resources The VCUHS Legal Resources Plan offers employees a complete comprehensive package of legal services, including advice, consultation and courtroom representation. The Plan provides coverage for the employee and immediate family (spouse and dependent children to the age of 19 or 23 if full-time student). The Plan also includes an Expanded Coverage Rider, for legal needs not fully covered under the Master Plan. How does the Legal Resources Plan work? Employees enroll for 12-month periods and pay a low subscriber fee through convenient payroll deduction. Private legal services can be expensive, often costing hundreds of dollars or more for an attorney to handle one legal matter. But with Legal Resources you pay only $17.00 per month and receive all the covered legal services without paying attorney fees (This low monthly fee includes unlimited use for covered legal services. Employees select a law firm to represent them for all legal matters. There are 35 local law firms in the Greater Hampton Roads and Richmond Law Firm network for you to choose from. Each firm is well established in the community and is staffed with experienced attorneys who can handle a wide variety of legal needs. Simply contact the law firm selected and identify yourself as a Legal Resource subscriber. If you wish to elect this coverage for the first time, you must click here to enroll online with Legal Resources. Auto & Home Insurance Through this program, you will have the opportunity to apply to purchase auto, home, and other property and liability insurance with MetLife. The program offers VCU Health System employees more than quality insurance there are other advantages as well, including special group rates, hassle-free payment options, and personalized service. You can enroll in this benefit at anytime during the year by enrolling online here. Critical Illness Insurance Critical Illness insurance provides you with a lump sum benefit payment in the amount of $15,000 in the event you or your covered dependent experiences one of the covered medical conditions such as cancer, heart attack or major organ transplant or kidney failure. Living with a critical illness may affect your financial security and that of your family. This insurance can help you with your financial needs during a sickness or disability. It does not replace your medical or disability insurance but works as a supplement. Click here for more information on the plans and here to complete an enrollment form. Forms must be submitted to Benefits Service Center ( or Fax ) by November 16, 2014.

12 How Do I Make My Benefit Elections? Open Enrollment Access Open Enrollment between November 1st and November 16th, by selecting Myself then Open Enrollment through Employee Self Serve Make changes as many times as necessary during the Open Enrollment, prior to clicking Confirm Your Changes and Submit. Contact Benefits at VCUHSBenefits@mcvh-vcu.edu, if you have submitted your elections and additional changes are needed. Print a confirmation statement of your Benefit Elections if you have made any changes for your records. All benefit changes will become effective January 1, 2014.

13 If you have no changes to make to your non- FSA benefits, you can elect Passive and none of your benefits will change for. Remember, you must elect your Non-Tobacco Rates in Health Insurance if you wish to receive your rebate in. If you make changes to your benefits, only make selections on those benefits that you wish to change, otherwise, click Next to proceed to next Benefit. You must select the Non-Tobacco User Rates in ESS to receive the non-tobacco user rebate in even if you are currently receiving the non-tobacco rebate in 2014.

14 Open Enrollment How Do I Make My Elections for Retirement Vendor Changes?

15 Plan information and staff are available at: HR Express: Main Hospital 2nd Floor 8:30am 4:30 pm Daily Benefits Service Center: 701 E. Franklin St, 9 th Floor or (fax) VCUHSBenefits@mcvh-vcu.edu Benefits Intranet Site Employee Self Service Information and provider directories on line: Plan Information: Employee Benefits Website (via the VCUHS Intranet): Provider directories: and The information provided in this booklet is intended to serve as a general overview of your VCUHS Flexible Benefits Program. As an overview, this booklet cannot include every detail of every plan. Each of the plans is based on an official plan document or contract. If any written or verbal description differs from a plan document or contract, the official document will govern. For specific plan details or questions, Summary Plan Descriptions, plan documents and contracts are available in the Department of Human Resources. All employer-sponsored benefits are subject to change.