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Reminder From HR About CTO Maximums

Categories: Midd Blogosphere

The maximum amount of CTO (combined time off) that can be carried into the next fiscal year is capped at 24 days (see table below for maximum hourly equivalents). Any CTO in excess of 24 days will automatically be transferred into your SLR as of June 27, for pay period 13 (6/9/14 – 6/22/14). Please plan accordingly. In order to avoid confusion and ease planning for employees, the CTO max is now applied to the last full pay period in June.

Throughout the year each employee is responsible for managing his/her CTO amounts within the applicable limits. Remember, if you allow your balance to reach maximum during any pay period except the final one of the fiscal year, your excess accrual does not automatically transfer to SLR –instead you will stop accruing and forfeit the un-accrued CTO time. Now is a good time to check your CTO balance in BannerWeb or a recent paycheck stub and plan your CTO use for the next few days and the upcoming fiscal year accordingly.

You may also transfer your own CTO at any time. When you report your time via BannerWeb, enter the number of hours you wish to transfer on the web time sheet in the row titled “Transfer CTO to SLR.”

CTO Maximum Amounts

Date CTO Maximum in Days CTO Max. in hours for employees w/ scheduled 8 hour days CTO Max. in hours for employees w/ scheduled 7.75 hour days
As of the last full pay period of June. 24 192 186
Any other time 36 288 279

 

Important Benefits Information

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Employee and Family Assistance Program (EFAP)

For many years our EFAP benefit has been administered by The Wellness Corporation.  Recently, The Wellness Corporation was purchased by E4 Health, a leading provider, under the brand name Lifescope, of holistic life services and wellness solutions for organizations nationwide. The merger of The Wellness Corporation and E4 Health – two experienced and professional organizations – will mean expanded service offerings for our faculty and staff plus continuation of the high quality services and capabilities that we have been accustomed to through our long-standing relationship with The Wellness Corp.  Please take a moment to review the two brief documents attached, which give an overview of our new Lifescope resources as well as updated phone and web contact information.  Please note  -  if you are currently accessing EFAP counseling or other benefits arranged through The Wellness Corporation you will not need to do anything different to continue to see your current provider; this change will be seamless to you.

http://www.middlebury.edu/offices/business/hr/staffandfaculty/benefits/EFAP

Summary Plan Description (SPD)

SPDs are designed as brief, handy, easily understandable explanations of important benefit plan provisions.  Below please find a link to the 2014 version of the Middlebury College Health & Welfare Benefits Plan SPD which provides current information on our: medical, dental, vision, life, voluntary life, short-term disability, long-term disability, flexible spending accounts, and employee and family assistance program benefits.  All employees are eligible for the employee and family assistance program (EFAP); those employees classified as “benefits-eligible” are eligible for the full range of health and welfare benefit offerings.  You can also find this SPD by visiting the Benefits page on the Human Resources website.  If you would prefer to receive a paper copy of the 2014 SPD, please let me know, or stop by the Human Resources Office, and a paper copy will be provided to you.

http://www.middlebury.edu/media/view/470998/original/active_spd.pdf

Please do not hesitate to contact the benefits team with questions about the change to our EFAP provider or the 2014 Health & Welfare SPD.

Important Benefits Reminders

Categories: Midd Blogosphere

Trouble-free employee benefit plan administration requires a strong partnership between employees and Human Resources.  The Human Resources Dept. works diligently each year-end to accurately process the thousands of required or requested benefit record changes, and then we check and double-check our work.  However, in the end, we also must rely on you, the employee, to do your part in managing your benefits by confirming that you are enrolled in the benefits you intended to elect.  Please carefully review your first paycheck and let us know if you have questions or if anything seems amiss.

Medical/Dental Insurance

  • If you made a change to who is covered under your medical or dental plan, new ID cards were mailed to you in December.  Please confirm that you have received your new ID card(s) if you made a change to who is covered under your medical or dental plan.  If you need additional cards (for example, for a child away at college) call the toll-free customer service number on your ID card (1-888-222-9206). 
  • As was announced in November, the employee portion of the medical & dental premiums did not increase for 2014.  However, any employee who made coverage (single/2 person/family) level changes should see a premium change in the first paycheck of 2014. 

Vision Insurance

  • As a reminder the Vision Plan is with Vision Service Plan (VSP).  No ID card is required (just tell your VSP provider the last 4 digits of your SSN and date of birth). A summary of the Plan and other helpful information is available on-line at http://www.middlebury.edu/offices/business/hr/staffandfaculty/benefits/vision.  Premium changes for Vision Insurance are effective the first paycheck of 2014. 

Life and Accidental Death & Dismemberment (AD&D) Insurance

  • Premiums changes related to a change in coverage amount or age-band changes (5 year increments) should be reflected in the first paycheck in 2014.  If you made changes or you hit a new age band in 2013, please confirm that your premium changed. 
  • Requests for new Life coverage or for increases in Life coverage over the guarantee issue amount are not effective until approved by Mutual of Omaha.  An Evidence of Insurability form must be submitted by you to Mutual of Omaha if you have requested this type of change. Mutual of Omaha will notify you directly of approval or denial.  Any premium changes will be made as of the effective date of the approved coverage. 

Flexible Spending Accounts

  • 2014 elections for the Health Care and Dependent Care Flexible Spending Accounts should be reflected in the first paycheck of 2014.  Please review your pay stub and confirm that your contribution is correct (divide your total annual election by 26 to calculate your per pay-period election.) 
  • If you are a new Flexible Spending Account plan participant (you were not enrolled in a FSA last year) then FSA Benefits Cards were mailed to your home address in mid-December.  If you had a FSA last year you will not be issued a new card as they are valid for 3 years.  If your card is due to expire in January 2014, it is good through January 31 & a new card will be issued mid-January.The Benefits Card can be used to access funds in your Health Care and Dependent Care Flexible Spending Account.  Important information about the FSA Benefits Card is available at http://www.middlebury.edu/offices/business/hr/staffandfaculty/benefits/flex . 

Retirement

  • If you submitted forms prior to the holiday break requesting changes to your Voluntary Retirement Plan or to enroll in the 457b Salary Deferral Supplemental Retirement Plan, your new elections should have been reflected in your first paycheck of 2014.  If you requested changes please confirm that your elections are as expected. 

If you have made a change to who is covered on your medical or dental plan and you have not received your new ID card(s), or if a benefit deduction doesn’t look right to you, or if you have any other questions or concerns about your benefits, please contact Human Resources as soon as possible.  Thanks for doing your part to keep our benefit plans running smoothly!

Your Benefits Team,

~Lisa Hoff, Benefits Specialist (Health/Dental/Vision/Flex Spending) x3372
~Loretta Lee, Benefits Specialist (Retirement Plans & Retiree Medical/Dental) x5468
~Franklin Daniel, Benefits Specialist (Retirement Plans & Retiree Medical/Dental) x5755
~Cheryl Mullins, Benefits & Compensation Manager x5542

Open Enrollment

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Open Enrollment for the 2014 Middlebury College Health & Welfare Benefit Plan is being held from November 1 – 14, 2013.  All benefits-eligible employee are required to complete the open enrollment process within this time period even if they do not intend to make benefit changes for 2014.

Open enrollment is your opportunity to:

• Continue your current medical, dental, or vision elections into the new year OR add coverage for yourself and/or dependents OR terminate your own or your dependents’ coverage.
• Continue your current voluntary life and/or accidental death and dismemberment coverage for the new year OR increase OR decrease the amount of existing coverage in these plans.
• Enroll in the health care and/or the dependent care flexible spending account(s) for next year. If you do not make an FSA election, you will not be enrolled for 2014 even if you participated in 2013.

Open Enrollment must be completed, using Banner Web, between November 1 – 14, 2013.  Benefits eligible employees will be able to access the open enrollment module from any computer with internet access. 

Getting Started
1. Access the Open Enrollment System:

• Click this link: http://go.middlebury.edu/bannerweb OR
• On the bottom right-hand corner of the Middlebury homepage http://www.middlebury.edu/  click “Quick Links” and then “Banner Web”

2. Enter your Banner Web User ID (your Midd ID number) and your PIN and click “Login”.
3. Click “Employee”, then “Benefits and Deductions”, and then “Open Enrollment”.

2014 Premium Rate Chart

2012 Flexible Spending Claim Submission Deadline

Categories: Midd Blogosphere

Do you still have money left in your FSA account?  If so, time is running out!  2012 Flexible Spending Account Participants have until midnight (ET) on March 15, 2013  to submit claims for services provided in the calendar year 2012. All claims should be sent to CBA Blue via:

• Fax at 888.291.0920

• Mail to :

CBA Blue
PO Box 2365
S. Burlington, VT 05407-2365

Claim forms can be found in the HR office or go/flex

Per IRS Regulations, all remaining balances after March 15th will be forfeited. Don’t let this happen to you!

If you have questions about your Flexible Spending Accounts contact CBA Blue at 1-888-222-9206 or Lisa Hoff at x3372.

EAP extended coverage to additional family members

Categories: Midd Blogosphere

Recently, our Employee and Family Assistance Program (EFAP) has extended the scope of its services. In addition to covering all employees and household members, our EFAP now provides services to all immediate family members.  Immediate family members include:
Ÿ Parents
Ÿ Siblings
Ÿ Children by blood, adoption or marriage
Ÿ Spouses/Partners
Ÿ Grandparents
Ÿ Grandchildren

Let your immediate family members know they now have access to all of the EFAP Services including:
  Counseling Services
  Budget & Debt Services
  Legal Consultations
  Financial Resources
  Health & Wellness Coaching
  Work/Life Resources
  New Parent Transition Program

Your EFAP is just a phone call away…800-828-6025 24 hrs/7 days a week.  Or visit the wellnessworklife.com Website.

CBA Blue Communication

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CBA Blue has sent out two separate communications recently. 

The first was a Coordination of Benefits form to everyone in our medical plan.  Since our plan is designed to coordinate payment when other insurers are liable for claims, we need to know if you or any of your covered dependents are on another medical, dental or vision plan (including other employer provided coverage, individual coverage, Medicare, etc.) in addition to our plan.  EVERYONE on our health plan needs to please complete the form and return it to CBA Blue in the envelope provided or fax it to them at 888-862-7661.

The second communication from CBA Blue will be new ID cards for those with dental coverage (these are being mailed the week of 1/21/13).  As was announced during Open Enrollment we are now participating in the Dental GRID.  This nationwide network of dental providers will give you access to in-network dentists outside the state of Vermont.  Please discard your OLD ID cards and replace them with these new ones.

If you have any questions regarding either of these communications you can contact CBA Blue at 888-222-9206 or Lisa Hoff at x3372.