Staff Benefits Overview

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1 Clerical and Technical Staff Staff Benefits Overview Office of Human Resources

2 New Staff Benefits Chart Within the first 30 days of employment you should Complete Medical/Dental enrollment Form Within the first 60 days of employment you should Complete a beneficiary card for non-contributory life insurance OR At any time, you may Review Yale Contributory Retirement Plan options if eligible, make your selection and enroll. Complete the Flexible Spending Account Election Form Complete an enrollment application for supplemental Life insurance to avoid proof of insurability. Review and Enroll in other programs such as College savings 529 plan, long-term care programs etc Introduction 1 Eligibility Enrollment Medical Insurance 2 Dental Insurance 2 Flexible Spending Account 3 Transportation Expense Plan 3 Retirement Plans 3 Yale University Staff Retirement Plan 4 Yale University Matching Retirement Plan Supplemental Retirement Plan Retiree Medical Benefits Life Insurance 5 Group-Term Life Insurance Supplemental Life Insurance Death Benefit Other Benefits 5 Long-term Disability Insurance 529 College Savings Plan 6 Paid Time Off Workers Compensation Travel / Accident Insurance Family & Education 6 Scholarship for Children of Employees 7 Personal Development Tuition Assistance Auditing Yale Courses New Haven HomeBuyer Program Yale Mortgage Loan Program Day Care Directory Employee Assistance Yale WorkLife Program Cultural & Recreational Benefits 8

3 Yale University Benefits Overview C l e r i c a l a n d Te c h n i c a l S t a f f Introduction Y our Yale benefits have been designed to provide you and your immediate family with a full range of valuable, competitive and comprehensive services and resources. If you have any questions or need additional assistance, please do not hesitate to contact the Benefits Office at 155 Whitney Avenue, Room benefits.office@yale.edu, call (203) or fax (203) Plan details, links to vendor sites, forms, and other documentation are published on the Yale HR Benefits website Eligibility Eligible participants are regular employees who are scheduled to work at least 20 hours per week. Enrollment New Clerical and Technical staff must enroll in most benefit programs during the first 30 days of employment in order to have coverage. During our annual Open Enrollment held each Fall, changes in coverage are permitted. This includes adding or dropping dependents and/or changing plans. Adding or dropping dependents during any other time of the year is only permitted if a qualifying event occurs. Please go to for a list of qualifying events. Please note: you may not switch medical or dental insurance plans outside of annual Open Enrollment. 1

4 2 Yale University Benefits Overview Clerical and Technical Staff Medical Insurance Eligible Clerical and Technical staff and their qualifying dependent(s) may enroll in one of the available medical plans. In order for coverage to begin, the appropriate application must be completed within the first 30 days of employment or following a qualifying family status change. Qualifying dependents for medical coverage include: employee s legal spouse; child up to age 19 or child age 19-25* who is either financially dependent, a full-time student or disabled child regardless of age. Civil union partners** are eligible for coverage in a medical plan if the employee/partner is also a member of the plan and have obtained a legal civil union. Note: *Proof of Financial dependency, student status or disability will be required. ** Contact the Benefits Office for more information and possible state income tax exemption. When does coverage start? If your date of employment is the first day of the month, your medical coverage will be effective on the first day of the month. If your date of employment is after the first day of a given month, your medical coverage will be effective on the first day of the month following your date of employment. Available Medical Plans A not-for-profit physician led HMO medical center located on the Yale campus. A comprehensive national Point of Service (POS) plan. Go to for Contribution rates and Benefit plan comparison chart Dental Insurance Two dental plans are available to eligible Clerical & Technical employees. Legal spouse, civil union partner**, children under age 19, children 19-25* who are fulltime students, and disabled child regardless of age are eligible for coverage as dependents. *Proof of Student status or disability will be required. ** Contact the Benefits office for more information and possible state income tax exemption. When does coverage start? The Clerical & Technical employee is automatically enrolled in the Dental Assistance Plan, with a coverage effective date on the first of the month following the date of employment or date of benefit eligibility. Dependents of a Clerical & Technical employee may also enroll in the dental assistance plan by completing a dental application within 30 days from the employee s date of employment. Coverage for the dependents will be effective the first of the month following the employee s coverage start date. Alternative Dental plan As an alternative to the traditional DAP described above, employees have the option of participating in this managed care program. Upon enrollment you must assign yourself (and dependents) to a primary care dentist from the Dental Care Network Directory. More information as well as contributions rates regarding both dental options are available online at

5 Yale University Benefits Overview Clerical and Technical Staff 3 Flexible Spending Account Flexible Spending Accounts (FSAs) permit you to save money by reducing your taxable income to cover qualifying Medical/Dental and/or Dependent/Child Care expenses. How it works Pre-tax salary reductions can be set up for dependent/child care or non-insured medical/dental expenses. These amounts are accumulated in a reimbursement account on behalf of the participant. Qualifying expenses will be reimbursed by submitting claims to a third party administrator. Expenses are reimbursed until the cumulative total equals the annual amount designated. Participation is optional and requires annual enrollment. New employees or those who have undergone a qualifying status change may also enroll and/or appropriately revise their FSA reduction amount(s) within 30 days of date of hire or qualifying event. In addition, nearly all Yale staff pay their health, dental and life insurance premiums (if any) with pre-tax dollars to realize tax savings. During the calendar year, unless you instruct the Yale University Benefits Office in writing not to do so, salary or wage reductions will be automatically instituted to pay your share of premiums for health, dental and the first $50,000 of Yale-sponsored life insurance. For additional information and enrollment procedures, see Transportation Expense Plan The Yale plan allows employees to use pre-tax dollars to pay for mass transit or (non-yale) commuter parking. Benefit-level employees who commute to work by mass transit or park in non-yale lots may participate in the Yale pre-tax mass transit or parking benefit by enrolling through the Parking Office. For additional information and enrollment procedures, see Retirement Plans Eligible Clerical & Technical employees have several retirement plan options. 1) The Yale University Retirement Plan for Staff Employees is a defined benefit plan in which employees are automatically enrolled on the first day of employment. Pension payment amounts are based on salary, length of service, and age at retirement. This noncontributory plan is fully funded by Yale University. Participants in the Plan vest after five years of service. Vesting gives plan members the right to a pension at age 65 (or as early as age 55, when the age plus years of service equal 75) even if they leave Yale employment prior to being eligible to collect a pension.

6 4 Yale University Benefits Overview Clerical and Technical Staff 2) The Yale University Matching Retirement Plan is a 403(b) defined contribution plan also known as the GRA contract is available to benefit-eligible Clerical & Technical employees with at least two years of service. Both employer and employee contribute and the participant is immediately vested, meaning the total accumulation belongs to the participant even if the employee terminates employment. Employee contributions are tax-sheltered from federal and state taxes, earnings are not taxed until withdrawn. Supplemental Retirement Plan In addition to the Retirement Plans previously listed, eligible employees may choose to participate in Yale University s 403 (b) supplemental retirement plan also known as the GSRA contract. Eligible employees may join the plan at any time and change the contribution amount up to four times per year. Payroll contributions and earnings are sheltered from state and federal taxes until withdrawn and there is a loan option available. Investment may be made with either one of the following plan vendors: TIAA-CREF at: The VANGUARD Group at: Those who are interested in participating in either of these programs, please call the Benefits Office at to obtain more information. Retiree Medical Benefits Benefits are available to C&T staff members employed prior to 1/19/92 who retire with ten years of credited service and meet the following conditions: Age 55 or greater AND the sum of his or her age and years of service is at least 75 or Age 65 with 10 years of credited service Retirees and their spouses under age 65 at the time of retirement can continue to participate in the same medical plans as active employees. The University will contribute 100% of the same amount that it would contribute if the staff member continued to be employed by the University. Retirees and their spouses over the age of 65 at the time of retirement must enroll in Medicare Part A and B. Yale offers a Medicare Supplement and a Major Medical Plan, in which the University and the retiree share the cost of the plan. A Medicare Risk HMO is also available at no cost to the retiree. Retirees and their spouses over the age of 65 will also be eligible to receive a reimbursement in the amount of 100% of the premium paid for their Medicare Part B insurance. Proof of enrollment in Medicare Part B is required to initiate this payment. For retirees who were employed on or after January 19, 1992, and with 10 but less than 20 years of credited service on the date of retirement, the University will contribute 80% of the same amount that it would contribute if the staff member continued to be employed by the University. At age 65, the University will contribute toward the cost of either the Medicare Supplement or the Medicare Risk HMO.

7 Yale University Benefits Overview Clerical and Technical Staff 5 Life Insurance Group-term life insurance Yale University provides eligible C&T employees with $5,000 of basic term life insurance. Supplemental life insurance The University currently offers eligible employees the opportunity to purchase Group Term Life Insurance in multiples of 1, 2, 3, 4 or 5 times their base salary or a flat amount of $50,000. The maximum amount of coverage is $1,000,000. New employees who enroll in the supplemental life insurance plan within the first 60 days of employment are eligible to purchase up to 2 times their annual base salary without proof of insurability. Employees wishing to purchase Group Term Life Insurance and new employees electing coverage above 2 times their annual base salary must complete a Medical History Statement and be approved by the insurance company. A conversion or portability option is available at termination or retirement. Both Life Insurance plans include an accidental death and dismemberment (AD&D) feature. The monthly cost of insurance is based on the age of the employee and the amount of term life insurance selected. Monthly costs will also be adjusted as the employee s salary increases and his/her age reaches one of the designated age brackets. Premiums will be taken from the employee s paycheck as a pre-tax salary reduction on the first $50,000 of coverage and as an after-tax deduction for the cost of coverage over $50,000. Go to for insurance rates. Death Benefit If a regular employee scheduled to work 20 or more hours each week dies while an active paid employee, his or her salary is paid up to and including the date of death, plus any unused vacation entitlement. In addition, the employee s named beneficiary (or, in the absence of a named Yale University Group Term Life Insurance beneficiary, the estate) is paid 1) an amount equivalent to one month s wages, including any holidays or recess days that may fall within the 30-calendar- day period immediately following the death, and 2) an amount equivalent to the value of any accumulated but unused sick days. Other Benefits Long-term Disability insurance Eligible employees are automatically enrolled in the Long-Term Disability Base Plan at no cost to employees on base salaries up to $150,000. Under the Base Plan on the first of the month following 180 days (six-month elimination period) of total disability, employees are entitled to receive 60% of their base monthly earnings to a maximum of $7,500 minus any other payments received, such as Workers Compensation or Social Security disability payments. 529 College Savings Plan The 529 College Savings Plan is designed to help employees save for the cost of a college education through payroll deductions to TIAA-CREF.

8 6 Yale University Benefits Overview Clerical and Technical Staff The program offers a choice of investment options, tax advantages, and the flexibility of using the account savings at any eligible institution, both in the United States and abroad. Information and enrollment packages are available at the Yale University Benefits Office. Paid Time Off Vacation: Eligible C&T staff members receive 12 vacation days annually for the first two years of service (accrued at the rate of one per month). After two years, accrual increases to 22 vacation days per year (two per month to the annual limit of 22). Accrued vacation days may be used after 6 months of service. Long service (15, 20, 25 years etc.) entitles employees to extra vacation days. Holidays/Recess: Eligible employees have eight paid holidays and six recess days. Sick Time: Eligible employees earn sick time at a rate of 12 days per fiscal year up to a maximum of 204 days. Employees may begin to use their earned sick time after completing three months of continuous service. Personal Time: Eligible employees may use up to four days per fiscal year for personal business. Personal time may be used after completing three months of continuous service. Part-time: Employees scheduled to work 20 hours or more per week are entitled to vacation, sick time, and personal time on a prorated basis. Other: Employees may also receive paid time off to fulfill jury duty or military leave. Benefit-eligible employees may use up to three days in the event of death in the immediate family. Policy details can be found at Workers Compensation The Connecticut Workers Compensation Act provides coverage for an employee in the event of a job-related injury, illness, or death. Yale supports the provisions of this Act. When an absent employee is entitled to payment under the Connecticut Workers Compensation Act, supplemental payments may be made from his or her sick time to the extent of the difference between Workers Compensation payments and regular base pay. When sick time allowance has been exhausted, an employee may request supplemental payments from earned vacation days and personal business days. For more information, go to workcomp.html Travel/Accident insurance Staff traveling outside the New Haven area on University business are covered by MEDEX. This plan includes an accidental death and dismemberment feature. Family & Education Scholarship for Children of Employees Yale University maintains a partial scholarship grant program for sons and daughters of eligible University staff and faculty. To qualify, both employee and child must satisfy certain criteria: The student must be enrolled full-time in an accredited two- or four-year undergraduate college and must be a candidate for an associate s or a bachelor s degree. At the time of matriculation for the covered term, a parent of the student must have been a full-time employee for six years preceding the date of application. The scholarship

9 Yale University Benefits Overview Clerical and Technical Staff 7 amount is one-half of the school tuition and general fees (except fees for room and board), up to a set maximum established by the University for each academic year. Scholarship grants are limited to eight terms of study. Students are not eligible for any term that begins after their 25th birthday. For more information, go to or contact the Benefits Office. Personal Development Through the Organizational Development and Learning Center, staff members may select from an extensive array of courses designed to improve the capabilities of administrative staff and the University as a whole. For information about enrollment and copies of the current course catalog, call (203) or learning@yale.edu. The catalog and online registration are also available at Tuition Assistance Eligible employees may receive Tuition Assistance for programs and courses taken toward degree programs and courses not leading to a degree if they are job-related and of direct benefit both to the employee and to Yale University. Tuition Assistance is administered through the Learning Center. Call (203) or learning@yale.edu. Auditing Yale Courses Eligible employees may audit courses in Yale College or the Graduate School of Arts and Sciences free of tuition and course fees (certain conditions apply). Requisite approvals should be obtained from the Yale College Deans Office or the Registrar of the Faculty of Arts and Sciences. New Haven Homebuyer Program This program provides monetary assistance to Yale employees who purchase residences in designated areas of New Haven. Program particulars and contact information can be found online at hronline/hbuyer/ Yale Mortgage Loan Program Several area banks have established special home mortgage loan programs for Yale employees. Current particulars of each program are online at hronline/benefits/mortgage.html Day Care Directory Yale University has compiled a day care directory to help employees locate appropriate day care for their children. The Child Care Directory is available online at Employee Assistance The Employee Assistance Program is a benefit that allows staff, faculty and their families to obtain immediate, confidential and professional help when personal problems begin to affect home life, health or job performance. For information go to or call Yale Worklife Program This new program includes numerous links to Yale and other web resources on issues related to: Family, Work, Education, Community, Body and Spirit.

10 8 Yale University Benefits Overview Clerical and Technical Staff Cultural & Recreational Benefits In addition to the benefits described previously, eligible Yale employees may also take advantage of a wide assortment of membership opportunities in cultural and recreational facilities and programs. Many of the programs listed below are offered free of charge to Yale community members. Some others require membership fees. Arts & Culture Your Yale employee ID card is a passport to full privileges at all University libraries, galleries and museums, as well as a host of theater, music and drama events and programs. Museums and Galleries include: Peabody Museum of Natural History Yale University Collection of Musical Instruments New Haven Colony Historical Society Yale University Art Gallery Yale Center for British Art Music and Theater include: Yale Bands: Yale Concert Band, Yale Jazz Ensemble, Yale Precision Marching Band Yale School of Music Institute of Sacred Music Yale Glee Club Yale Symphony Orchestra Yale Russian Chorus Duke Ellington Fellowship Series Norfolk Chamber Music Festival Yale Repertory Theatre Yale School of Drama Yale Dramatic Association Yale Cabaret University Libraries Known for its rich collections and architecturally distinguished buildings, the Yale University Library is among the finest research institutions in the world. The library stacks and resources are open to members of the Yale Community. The University Library system consists of 49 school, department and college libraries. Sterling Memorial Library Beinecke Rare Book & Manuscript Library Cross Campus Library Irving S. Gilmore Music Library Seeley Mudd Library Specialized Libraries: Drama Library, Kline Science, Arts, Divinity, Engineering & Applied Science, Epidemiology & Public Health, Law, Medical, and Social Science Sports & Recreation Numerous athletic events and facilities are available to Yale employees either at no cost or for a nominal fee. Athletics and Recreational facilities include: Payne Whitney Gymnasium Yale Golf Course Yale Corinthian Yacht Club Polo and Equestrian Center Outdoor Education Center Tennis Indoor/Outdoor Courts Ingalls Rink Coxe Cage

11 This is a publication of the Benefits Office, Yale University. Copyright 2006 Yale University. The Benefits Office assists Yale employees and their families in accessing and understanding the University s benefit program, one that is competitive, comprehensive and demonstrates the University s commitment to the health and well-being of all of its employees.

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