COLLIERS INTERNATIONAL USA Benefits Guide 2013 2014
VISIT ColliersBenefits.com for online benefits information 2
CONTENTS About Your Benefits.......4 Eligibility.....4 When and How to Enroll.......5 Making Changes During the Plan Year.......5 Medical Coverage Medical Plan Providers Choosing an In-Network Provider How an HSA Works Medical Plans.......6.......6......6.........6... 7.. 9.........10 Dental Coverage Vision Coverage Health Coverage Costs Lower Your Taxes with Tax-Preferred Accounts......11......13 Flexible Spending Accounts (FSAs).........13 Health Savings Account (HSA).........14 Pre-Tax Commuter Account........15 Short- and Long-Term Disability.... 15 Life and AD&D Insurance.... 16 Supplemental Life Insurance...16 Quit for Life Tobacco Cessation Program Employee Assistance Program Emergency Medical Travel Assistance Legal Plan 24 Hour Fitness Gym Discounts Identity Theft Protection & Credit Monitoring 401(k), Vacation and Holidays Contacts.....17......17....17.. 18......18.. 19.......19........20
About Your Benefits Colliers International offers a range of benefit options for health care coverage, financial protection and more to eligible employees and Independent Contractor brokers (ICs). Our benefits program is designed to provide the flexibility to choose the benefit plans best suited to your needs, while providing competitive rates and coverage options. Because the selection of your benefits is important, and the opportunity to make selections and/or changes is generally limited to once a year, please take time to thoroughly review the various benefit options available. If you have any questions, please visit ColliersBenefits.com or refer to the back page of this guide for available resources. Eligibility You are eligible for Colliers International benefits on the first day of the month coinciding with or immediately following your date of hire if you are a full-time employee regularly scheduled to work 30 hours or more per week. Independent Contractor brokers are eligible for medical, dental, vision, group legal, identity theft protection plans and 24 Hour Fitness gym discounts beginning on the first day of the month coinciding with or immediately following contract execution. DEPENDENT ELIGIBILITY You may enroll your eligible dependents in the same plans you choose for yourself. Eligible dependents include your legal spouse, same- or opposite-sex domestic partner and your children up to age 26 regardless of student or marital status. Please refer to the domestic partner affidavit for domestic partner eligibility criteria. 4
When and How to Enroll You can enroll for coverage online within 60 days of your eligibility date or during the annual Open Enrollment period. If you do not enroll for coverage online within 60 days of your eligibility date, you will not receive health coverage during the plan year, September 1 through August 31, unless you experience a qualifying change in status (see Making Changes During the Year for details). TO ENROLL IN BENEFITS Go to ColliersBenefits.com and click on the Enrollment link Update your personal information including Social Security numbers for all dependents and your email address we will use this email to communicate important benefit information specific to you during the year Review your enrolled dependents: are they still eligible for coverage? If not, remove them. (Children age 26 and older are not eligible. If you are divorced, your ex-spouse is not eligible) Click Review and Finalize at the bottom of the screen to initiate your enrollment Making Changes during the Plan Year The choices you make when you first become eligible or during the annual Open Enrollment remain in effect for the remainder of the plan year, which ends each year on August 31 st. Once you are enrolled, you must wait until the next Open Enrollment period to change your benefits or add or remove coverage for dependents, unless you have a qualifying event as defined by the IRS. Examples of qualifying events include, but are not limited to, the following: Marriage, divorce, legal separation, or annulment Birth or adoption of a child Change in your residence or workplace (if your benefit options change) Change in spouse s employment and/or health coverage Loss of other group health coverage (such as other employer plan) Change in your dependent s eligibility status because of age, employment, etc. Please note: be sure to notify People Services to make the desired changes to your benefits within 60 days of a qualifying event, or within 60 days of losing/gaining eligibility for Medicaid/CHIP coverage. 5
Medical Coverage Nothing is more important than the health of you and your family. That is why Colliers International offers you four medical plan options to choose from, including two Preferred Provider Options (PPOs) and two Health Savings Plans (HSPs). The following pages provide high-level comparisons of plan features to help you identify the plan which best meets your needs. For detailed plan summaries, please visit the Benefits section on ColliersBenefits.com. MEDICAL PLAN PROVIDERS Colliers Medical Benefits are provided by Premera Blue Cross, which is part of the BlueCross BlueShield Association. Visiting providers within the Premera network will help ensure you receive the highest benefit coverage, at the best possible rates. Go to Premera.com to search for a provider near you or call Premera BlueCard Access at 800.810.2583 CHOOSING an IN-NETWORK PROVIDER Premera plans offer you the freedom to visit the provider of your choice with no referrals and no claim forms to complete when you receive care from in-network providers. Keep in mind that you will also save money when you visit in-network providers as benefits are generally payable at a higher percentage than out-of-network. Out-of-network providers may also balance-bill you as they will not write off the amounts above the Usual and Customary Rate which is what the plan will use in determining the reimbursement amount. For more, please refer to detailed plan booklets on ColliersBenefits.com. HSA vs. HEALTH FSA The IRS provides options for you to pay for your out-of-pocket medical expenses in a tax-preferred way. To do so, employees may choose to enroll in a Health Care Flexible Spending Account which is compatible with either of the two Premera PPO options. Alternatively, if you enroll in one of the High Deductible Health Savings plans, you will be automatically enrolled in a Health Savings Account (and may choose to enroll for additional money to be deferred from each paycheck into this account in addition to what Colliers will contribute). Both accounts serve a similar purpose, but differ in the following few ways: Health Care FSA is an option with a PPO plan. HSA should be used with a High Deductible Health Savings Plan Health Care FSA election expires every year and is subject to a use it or lose it rule. HSA funds are yours to keep and can grow tax-deferred from year to year To learn more, please refer to page 12. 6
Premera Blue Cross PPO Options The summary below provides you with side-by-side details of the two available PPO options. These two plans are compatible with the Health Care Flexible Spending Account. For more details on how to take advantage of this tax-preferred account to pay for your out-of-pocket health care expenses (such as deductibles and coinsurance) with pre-tax dollars, please refer to page 12. 7
Premera Blue Cross HSP Options The summary below provides you with side-by-side details of the two available High Deductible Health Savings Plan (HSP) options. These two plans are linked with the Health Care Savings Account (HSA). For more details on how this tax-preferred account works, please refer to page 13. 8
Dental Coverage Good health includes healthy teeth and gums. The Delta Dental of Washington dental plan is designed to help you maintain a bright smile through regular preventive dental care, and to fix any problems as soon as they occur. Although you are free to visit any licensed dental provider, you save the most money when you visit a Delta Dental PPO dentist each time you need care. The plan covers preventive services in full with no deductible or copay when you visit Delta Dental PPO dentists as well as paying a higher share of the coinsurance. Keep in mind that you are responsible for any costs above the contracted in-network rate when you visit nonparticipating dentists. Looking for a Participating Dentist? Visit DeltaDentalWA.com or call 800.554.1907 Please see the table below for a summary of dental benefits: 9
Vision Coverage Colliers vision plan includes benefits for eye exams, eyeglasses and contact lenses through VSP. You may visit a doctor within the VSP network and take advantage of higher benefits coverage, or visit a non-vsp provider of your choice for a reduced benefit. No ID card is necessary; simply tell your vision provider that you have VSP coverage at the time of service. To find a VSP provider, visit VSP.com or call 800.877.7195 ENJOY EXTRA DISCOUNTS AND SAVINGS THROUGH VSP 35% to 40% savings on all non-covered lens options 30% savings on additional eye glasses and sunglasses, including lens options, from the same VSP provider on the same day as your WellVision exam; or 20% savings from any VSP provider within 12 months of your last WellVision exam 15% savings on contact lens exam (fitting and evaluation) 15% off the regular price or 5% off the promotional price of laser vision correction from contracted facilities 10
Health Coverage Costs (Non-CIVAS) Your contributions for each plan and coverage category for the plan year are shown in the table below: EMPLOYEE NON-TOBACCO USER RATES SEMI-MONTHLY EMPLOYEE TOBACCO USER RATES SEMI-MONTHLY* * To qualify for the non-tobacco user rate, you must be tobacco-free for six consecutive months or complete the Quit for Life Tobacco Cessation Program. IC BROKER RATES MONTHLY (post-tax) 11
Health Coverage Costs (CIVAS) Your contributions for each plan and coverage category for the plan year are shown in the table below: EMPLOYEE NON-TOBACCO USER RATES SEMI-MONTHLY EMPLOYEE TOBACCO USER RATES SEMI-MONTHLY* * To qualify for the non-tobacco user rate, you must be tobacco-free for six consecutive months or complete the Quit for Life Tobacco Cessation Program. 12
Lower Your Taxes with Tax-Preferred Accounts FLEXIBLE SPENDING ACCOUNTS Flexible Spending Accounts (FSAs) are a tax-saving way to pay health care and dependent care expenses that you would typically pay out-of-pocket. Expenses such as deductibles and copays can quickly add up; dependent day care or elder care expenses can be even more expensive. FSAs let you pay these expenses with pre-tax dollars. This means that the money you set aside is not taxed, helping you save money on your health care expenses. There are two types of FSA accounts: Health Care FSA and Dependent Care FSA. You may participate in either or both type of FSA account. Each account functions separately. You may contribute between $120 and $2,500 per year to a Health Care FSA and between $120 and $5,000 per year ($2,500 if you are married and file your taxes separately) to a Dependent Care FSA. Your contributions will be deducted from your paychecks in equal installments throughout the year and deposited into your account(s) You must elect the amount you want to contribute to an FSA account each year, as participation does not automatically continue year-to-year When you have eligible expenses, you must submit a claim for reimbursement from your appropriate FSA account Reminder: Colliers FSA accounts have a grace period, which means that you may continue to incur and submit expenses toward your prior year FSA (2012-2013) two and a half months after the plan year ends on September 1. If you sign up for a plan year FSA, you may also begin submitting your eligible expenses against your new plan year () FSA election. If you enroll in an FSA for both plan years, it is your choice which FSA you want to cover your expenses during the grace period between September 1 and November 15 th. As we switch FSA providers this year, your 2012-2013 plan year FSA claims should continue to go to our old provider Flex-Plan. The plan year FSA claims should be submitted to the new provider TabenFlex. Contact information for both providers can be found on the last page of this guide. FSA ELIGIBLE EXPENSES Eligible expenses for the Health Care FSA include medical, dental, and vision expenses not covered under your health care plans. Eligible dependent care expenses for the Dependent Care FSA are those that allow you and your spouse (if you are married) to work or attend school full time. These services generally include day care, babysitters, most day camps, and caregivers for disabled dependents. 13
USE IT OR LOSE IT Review FSA tools and resources online at taben.com including the list of eligible expenses and access to your account. If you are unable to estimate your health care and dependent care costs accurately, it is better to be conservative and underestimate rather than overestimate your expenses. Please note: FSAs offer sizable tax advantages. The trade-off is that these accounts are subject to strict IRS regulations, including the following: The IRS has a strict use it or lose it rule; if you do not use the full amount in your FSAs by the end of the plan year, you will lose any remaining funds Once you enroll in the FSAs, you cannot change your contribution amount during the year unless you experience a qualifying status change You cannot transfer funds from one FSA to another HEALTH SAVINGS ACCOUNT A Health Savings Account (HSA) is a tax-advantaged savings account that is available to employees who enroll in one of the two High Deductible Health Savings Plans (HSP 1,250/2,500 or HSP 4,000/8,000 plan). A Health Savings Plan has three components: 1. Medical coverage: The two Premera HSP plans HSP 1,250/2,500 and HSP 4,000/8,000 provide you with valuable benefits and the freedom to choose in-network or out-of-network providers for most covered services. 2. The Health Savings Account (HSA): Each of these plans is linked with an HSA. Colliers International contributes $500 to an HSA each year, prorated for midyear elections, for each fulltime employee participating in this plan. You can also fund the HSA with your tax-advantaged contributions. Use the money in your HSA to pay for qualified expenses, including plan deductible, any coinsurance and many other qualified health care expenses. a) You also may choose to save your HSA contributions with investment options offered by the HSA administrator, allowing them to grow tax-deferred over time and carry over from year-to-year to use for future qualified health care expenses. b) Once the money is deposited into an HSA, it s yours to keep even if you leave the company, or end your participation in the Premera HSA plan. 3. Your responsibility: You are responsible for your plan s annual deductible and coinsurance; however, you may use your HSA funds to pay for these expenses. Unlike funds in Health Care 14
Flexible Spending Accounts, HSA funds may be carried over from year-to-year and are yours to keep. Please note: Once you enroll in one of Premera High Deductible Health Savings Plans (HSPs), an HSA account will be opened for you automatically. However, it is your responsibility to make sure that you are eligible to participate in an HSA based on the Internal Revenue Service (IRS) guidelines. Specifically that you: are NOT also covered by any other health plan that is not a High Deductible Health Plan, including a comprehensive Flexible Spending Account (FSA) are NOT enrolled in Medicare cannot be claimed as a dependent on another person s tax return PRE-TAX COMMUTER ACCOUNT The Pre-Tax Commuter Account allows you to use before-tax dollars to pay parking and commuter costs. You can set aside up to $245 per month for parking costs or up to a maximum of $245 per month for mass transit or van pooling costs via a payroll deduction. There is a $245 limit for combining mass transit and van pooling. Our provider for this benefit is Flex-Plan. Review what expenses qualify and register online at flexplan.com You can also order the transit card or other commuter product directly from flex-plan.com and have it delivered straight to your home. The purchase will be deducted from your paycheck with pre-tax deductions (and post-tax deductions if your order exceeds the IRS pre-tax limit) You can start, stop or change your deduction at any time, but you must place your order by the 8th of each month for the next month s benefit. Company-Paid Disability Insurance SHORT-TERM DISABILITY (STD) Colliers International offers a company-sponsored STD plan. The plan provides up to 60% of your weekly earnings, to a maximum of $1,500 per week for the first 13 weeks of a non-occupational injury or illness (after a 0-day injury and seven (7) day sickness waiting period). STD benefits are offset with other sources of income, such as Social Security and workers compensation. 15
LONG-TERM DISABILITY (LTD) Colliers International believes that long-term disability (LTD) coverage is important because anyone at any age may become injured or ill for an extended period of time. LTD coverage will replace 60% of your base salary (or earnings for employees receiving commissions) to a monthly maximum of $5,000 if you are disabled for more than 90 days and are unable to work. LTD benefits are offset with other sources of income, such as Social Security and workers compensation. Eligible employees are automatically covered under the LTD plan. Preexisting condition exclusions apply. Life Insurance and Accidental Death & Dismemberment Insurance Providing economic security for your family if you die, become disabled, or experience an injury or illness is a major consideration in personal financial planning. Colliers International provides its employees with Employee Life Insurance and Accidental Death & Dismemberment Insurance (AD&D) coverage at no cost to you. As an eligible employee, you will automatically receive Life and AD&D coverage in the amount of one times your annual salary (or earnings for employees receiving commissions), to a maximum of $200,000. Please review the plan document for further details on Life and AD&D coverage limits/qualifications. You must choose a beneficiary to receive benefits in the event of your death. Supplemental Life Insurance You can purchase additional life insurance coverage for yourself if you choose. Consider costs such as funeral expenses, legal expenses, and general living expenses for your surviving family members when determining an appropriate amount of additional coverage. You can choose an amount up to 5 times your base pay to $500,000 in increments of $10,000. If you enroll for additional coverage for yourself, you may choose to elect coverage for your spouse/domestic partner and/or your child(ren) in the following amounts: Spouse/Domestic Partner: $5,000 to $500,000 (up to 100% of employee coverage) Child(ren): $2,000 to $10,000 in $2,000 increments (up to 50% of employee coverage); coverage for children from birth to 6 months is $1,000 Please note: The guaranteed issue amount is $200,000 for you and $25,000 for your spouse/domestic partner if you enroll within 31 days of your initial eligibility. If you do not enroll when you are first eligible, evidence of insurability is required. 16
Additional Benefits QUIT FOR LIFE TOBACCO CESSATION PROGRAM All participants and their adult dependents enrolled in Colliers International medical plans have access to the company-sponsored Quit for Life Program. This program includes the following: Free nicotine replacement therapy Recommendations on medication, if appropriate Printed Quit Guide mailed to your home Unlimited toll-free access to a Quit Coach Access to Web Coach, an online community in which you can get tracking tools, E-coaching, reminders and community support from others in the program Call 866.QUIT.4.LIFE or go to www.quitnow.net to enroll in a tobacco cessation program. Please note: If you are a tobacco user, you will pay $35 per month more for medical premiums than nontobacco users. To qualify for the non-tobacco user rate, you must be tobacco-free for six consecutive months or complete the Quit for Life Tobacco Cessation Program. EMPLOYEE ASSISTANCE PROGRAM Because unresolved personal issues can affect every aspect of one s life, including work performance, Colliers International automatically provides you and your family with an Employee Assistance Program (EAP) through LifeBalance at no cost to you. Call the EAP 24 hours a day, 7 days a week, for unlimited confidential assistance with nearly any personal matter you may be experiencing. Licensed counselors can provide access to three face-to-face counseling visits, legal advice, financial consultation, dependent care referrals, other community referrals, and written information. For assistance, please call 800.854.1446 or visit LifeBalance.net (User ID & password: lifebalance). EMERGENCY MEDICAL TRAVEL ASSISTANCE This program provides comprehensive travel assistance benefits worldwide including hospital admission guarantee, emergency medical evacuation, critical care monitoring, medical consultation and repatriation, prescription assistance and interpreter and legal referrals, for business and/or personal reasons. The benefit is provided at no cost to employees. Please visit UNUM.com/TravelAssistance for more information. 17
LEGAL PLAN You have the option to enroll in the Legal Plan, which provides access to legal and financial professionals at discounted fees. Included at no charge is an initial 30-minute consultation with legal and financial professionals, and preparation of a simple Will with a Durable Power of Attorney. If you enroll in the Legal Plan, you are responsible for the full cost of this benefit. For more information, please visit CLCLegalPlans.com or log into the enrollment tool on ColliersBenefits.com to see the costs. 24 HOUR FITNESS GYM DISCOUNTS Colliers International offers a discounted membership rate to 24 Hour Fitness gyms and health centers nationwide. As a Colliers employee, Independent Contractor broker, or their family member, you don t have to pay an enrollment or an initiation fee to join and monthly fees start as low as $24.99. To initiate your month-to-month membership: Contact your local 24 Hour Fitness club at 800.224.0240 to schedule an appointment with a membership counselor Or enroll online at www.24hourfitness.com/corporate Enter code: 102296 (New York, New Jersey and Maryland); 96781 (all other locations) Bring: First and last month s dues, voided check or credit card for electronic funds transfer and proof of employment at Colliers International (Photo ID Badge, Business Card or recent Payroll Stub) 18
IDENTITY THEFT PROTECTION and CREDIT MONITORING InfoArmor is a identity theft protection and credit monitoring service. InfoArmor is an industry leader in identity protection. Their technology detects fraud at the source, when thieves first use your information to apply for accounts, to catch misuse and alert you sooner. In addition to actively monitoring and protecting your identity, this service includes: Free credit report every year, monthly credit scores, and continuous credit monitoring (beginning Jan.1, 2014) Digital identity analysis to show your exposure online Reduction in unwanted solicitations Real time fraud alerts $25,000 identity theft insurance policy to protect against the financial damages associated with identity theft such as legal expenses and lost wages Trained Privacy Advocates who will manage your identity theft case from start to finish and provide step-by-step assistance should it be needed This new program is available to Colliers employees and Independent Contractor brokers. 401(K) Colliers International s 401(k) plan is available to employees for voluntary participation. For specifics regarding the 401(k), please contact your local People Services or HR representative. VACATION & HOLIDAYS All observed holidays are listed on the Colliers HUB. Your local People Services or HR representative can assist you with information regarding vacation accruals, approvals and reporting. 19
Contacts for Plan Features and Assistance Colliers Benefits Team (for general questions about benefits described in this booklet) US.Benefits@colliers.com Colliers Health Advocate Line (for help resolving claim issues and explanation of how the plans work) answers@healthadvocate.com 866.695.8622 ColliersBenefits.com Answer Center (for FAQs) colliersbenefits.com/answer-center.html If you have any questions after you enroll, or questions specific to your health condition, please reach out to the benefit plan providers directly: Medical and Rx Premera Blue Cross Premera.com 800.722.1471 Dental Delta Dental of Washington DeltaDentalWA.com 800.554.1907 Vision VSP Plan VSP.com 800.877.7195 Tax-preferred Accounts: HSA & FSAs TabenFlex Taben.com flexsupport@taben.com 855.826.8692 Commuter Reimbursement flex-plan.com flexplan@flex-plan.com 800.669.3539 401(k) advice RBC Wealth Management 866.416.9716 401(k) account Trautmann Maher 401save.com 888.700.0808 Life and AD&D, STD and LTD UNUM.com 866.679.3054 Emergency Medical Travel Assistance UNUM.com/TravelAssistance 866.679.3054 Legal Plan Consolidated Legal Services CLCLegalPlans.com 800.541.9701 24 Hour Fitness Gym Discounts 24hourfitness.com/corporate Enter code: 12345CORP 800.224.0240 Identity Theft Protection InfoArmor InfoArmor.com 800.789.2720 Quit for Life Tobacco Cessation QuitNow.net 866.QUIT.4.LIFE Employee Assistance Program LifeBalance.net (User ID & password: lifebalance) 800.854.1446 20