BARBERS HILL ISD BENEFIT BOOKLET

Transcription

1 BARBERS HILL ISD BENEFIT BOOKLET BENEFIT PLANS FOR THE PLAN YEAR September 1, 2013 August 31, 2014 Cafeteria Plan Information Online Enrollment Procedures

2 Open Enrollment is from April 22, 2013 to May 24, 2013 Table of Contents Plan Year April 22, 2013 May 24, 2013 Schedule 3 OE Screenshots 4 7 Medical 8 Dental 8 Vision 8 Cancer 9 Disability 9 Group Life 10 Individual Life 10 Legal 11 HSA 11 FSA Medical/ Dependent Section 125 Information FSA Check Balance Instr. 403(b) & 457 Info. Provider Contact Information The benefits open enrollment period will extend from April 22 May 24. Changes to benefits will not be permitted after the open enrollment period ends on May 24,2013. Payroll deduction changes will be effective for all benefits September 1, Your medical plan, flexible spending accounts (FSA), and new health savings account (HSA) will be payroll deducted and are effective September 1, From August 1 August 23 you may make changes to only the following elections: TRS ActiveCare, a flexible spending account, and the Health Savings Account. All other insurance benefits are payroll deducted in September but benefit effective October 1, The district s 125 Cafeteria plan year extends from September 1 to August 31 of each year. Medical insurance and dental insurance will not be enrolled on the website. If you have changes or questions on those benefits, please contact ReGina Farrell in your Benefits Office at x1284 or by at rfarell@bhisd.net. For all other benefits, please log on to to complete the enrollment process. Please make time to consult a representative during your open enrollment period with any questions you have and for assistance with the enrollment process. The Flexible Spending Accounts (FSA) and the Health Savings Accounts (HSA) have to be re enrolled each year with an annual amount, even if the amount is the same as last year. If you do not re enroll in the FSA or HSA, this benefit will drop for next year. Please remember that a Health Savings Account (H.S.A) is available only for those of you in the TRS AC 1HD / all coverage tiers. Please note: If you elect the HSA., you then are not eligible for the Flexible Spending Accounts (FSA). The HSA. is not prefunded and you can only use your monies as they are in the account; but any monies still in account at the end of plan year stays in your account for the next year. Remember the FSA has a use it or lose it provision. Please carefully review the plan options and information on the Reference Center, as you are the one responsible to follow the IRS regulations on the plan. Enrollment assistance will be available May 6 May 21st, please review the enroller schedule on next page. Or you can follow the easy steps, included in this Benefit Summary, to navigate the benefit website and enroll online yourself online.

3 Open Enrollment is from April 22, 2013 to May 24, 2013 As this is the yearly enrollment time, please take some time to review these important decisions. Please note: The Flexible Spending Accounts and Health Savings Accounts have to be re enrolled each year with an annual amount, even if the amount is the same as last year. The benefit website will be available for you to get Plan Information on the Reference Center and to enroll in the benefits as of April 22. The on line enrollment website is available to employees who want to enroll in their benefits without the assistance of an enrollment counselor. The website address and instructions with screen shots for enrolling are on the following pages. If you would like assistance, there will be a representative to help with questions and to help enroll in a group environment per the schedule listed below. Please be aware of the day that enrollment assistance will be available at your campus or location. The enrollers will be on different campuses each day, the week of May 6 May 21, from 8:00 a.m. 4:00 p.m., unless noted below. Campus Date Location Primary School Monday, May 6 Sign up lab Intermediate School Tuesday, May 7 Front office conference room Middle School (DAEP) Wednesday, May 8 Library (7:30 am 3:30 pm) High School Thursday & Friday, May 9 & 10 AP conference room (7:00 am 3:00 pm) Elementary School Monday, May 13 ISS Room Kindergarten Tuesday, May 14 Teachers Lounge(8:30 4:00 ) Maintenance/ Technology Dept Wednesday, May 15 Maintenance Breakroom (7 3) Transportation Administration Thursday, May 16 Transportation (8 a.m 11 a.m.) Admin Conf Room( 12pm 4 pm) Any and All Employees Friday, May 17 Admin Conf Room Any and All Employees Monday, May 20 Admin Conf Room Any and All Employees Tuesday, May 21 Admin Finance Dept.

4 Open Enrollment is from April 22, 2013 to May 24, 2013 Page 4 Online Enrollment Screenshots The site address to access your Benefit Enrollment and information is When you enter the site, enter the User Name and Password you established previously to start the enrollment process. If you have forgotten your User Name or Password, click the Forgot your password? hyperlink. Please see instructions on the screenshot below. Your company key is BHISD (case sensitive). Log in with your Username and Password to start your enrollment. Forget your User Name or Password from last year? You will be prompted to enter the following: Social Security Number Company Key - BHISD (case sensitive) Date of Birth - mm/dd/yyyy Follow the steps to reset your password. Then, login using the sign in above. New hires only. You will be prompted to enter the following: Social Security Number Company Key - BHISD (case sensitive) Date of Birth - mm/dd/yyyy

5 Page 5 Plan Year Please click on the Start Here button to begin your Benefits Enrollment. You may go to the Reference Center to get more details on the available plans. You can view provider directories for the dental and vision plans if you would like to see the available network providers. The next screen contains text regarding the upcoming changes and important benefits dates. Please read the text and click the Start Enrollment button at the bottom of the page to proceed.

6 Open Enrollment is from April 22, 2013 to May 24, 2013 Page 6 You will go to the Review Enrollment page after you click on the Start Enrollment button. If you wish to make a change to a section, click on the Edit hyperlink to the right of the benefit you wish to change or elect. After you review your benefits, please scroll down to the bottom of the page and click on the Next button. When finished making your benefit change, scroll to the bottom of the page and click Next. You will return to the review page.

7 Page 7 Plan Year When you are finished reviewing your enrollment and making changes, click on the Approve button at the bottom or top of the Review Enrollment page. Continue to the last step on the next page. You must click I Agree to complete your enrollment. If you do not click I Agree, your enrollment will remain in progress and your changes will not be submitted. If you click on I Disagree, your changes will be deleted. After you click I Agree, the website will ask you if you would like to print a benefit summary. Please print this for your records. A record of your enrollment will be available on the website all year.

8 Open Enrollment is from April 22, 2013 to May 24, 2013 Page 8 Medical Insurance provided by TRS Major medical insurance coverage is available to all eligible employees and their dependents through TRS Active Care. Four plans are available from which to choose. If you have questions on the medical plans, please call the benefits office or TRS directly at Dental PPO Insurance provided by Blue Cross Blue Cross is the provider of dental insurance. Employees with questions or changes concerning their dental insurance should contact your Benefits Office. The plan allows for the freedom to choose any dentist or to select a Preferred Provider dentist from a list. When using a Preferred Provider you will receive contracted lower pricing for procedures with no balance billing. The plan provides for a $1,000 maximum benefit per year with an annual deductible of $50.00 per covered person. Preventive and diagnostic care is paid at 100%, basic restorative care is paid at 80%, and major restorative care is paid at 50%. Orthodontics coverage is paid at 50% with a lifetime benefit of $1,000 for dependents under the age of 19. For more information, review the summary plan description located in the enrollment website or see Regina Farrell in Benefits Office. PPO Plan Semi Monthly Rates Employee Only $20.84 Employee + Spouse $33.36 Employee + Children $34.40 Family $50.01 Vision Plan Insurance provided by Block Vision Block Vision is the provider of vision insurance. The plan offers an economical way to purchase eye examinations, eyeglasses, and contact lenses from member doctors. On the Low Plan, at the time of your visit, you will pay a $10.00 co payment for an examination and a $25.00 co payment for glasses or contacts. The frame allowance is $150 and the contact lens allowance is $175. The High Plan has copayments of $10 for eye examinations and $10 for glasses or contacts. The allowance for frames and contacts are the same for both the High and the Low Plan. Additional services are available and may result in additional charges. For more information, review the summary plan description located in the benefits enrollment website or see an enroller. Vision Plan Semi Monthly Rates (Low/High) Employee Only $3.75 Employee + Spouse $6.38 Employee + Children $6.75 Family $10.13 $5.48 $9.35 $9.88 $14.53

9 Page 9 Plan Year Cancer Plan provided by Allstate The Allstate Cancer Plan is a supplemental insurance plan that provides payments directly to you to offset expenses related to the treatment of cancer. Once approved for this coverage, the plan pays according to a schedule of benefits. Optional coverage is available for any condition when confined to an intensive care unit of a hospital. Existing employees applying for this coverage for the first time, or those changing current coverage, will be subject to medical underwriting and approval by the insurance company. New hires, within 31 days of date of hire, and their eligible dependents, who enroll in the cancer plan are guaranteed to be accepted without regard to prior cancer history. Certain pre existing condition limitations apply for one year. A pre existing condition is a disease or physical condition for which symptoms existed or medical advice or treatment was recommended or received within the twelve month period prior to the effective date of coverage. The next plan year, evidence of insurability will be required for anyone electing coverage who waived the coverage as a new hire. Please see the summary plan description located in the Reference Center for more detailed plan information and pre existing limitations. Cancer Plan Options Employee Only Family Cancer Plan with Initial Diagnosis Rider $13.02 $21.98 Cancer Plan with Initial Diagnosis and Intensive Care Unit Rider $14.64 $25.28 Disability Insurance provided by Standard The Standard Life Insurance Company is the provider of disability insurance. Disability coverage provides payment of up to 2/3 of your salary in the event you are ill or injured and cannot work. The plan will pay for as long as you are disabled, all the way to age 65 if you are unable to return to work. The cost depends on the amount of coverage selected and on how quickly you wish benefits to begin. A variety of elimination (waiting) periods are available. The plan features elimination periods of 30 days or less that are waived when admitted to a hospital as an inpatient for 24 hours or more. Disability coverage will be issued to all eligible employees who apply during this open enrollment period without having to provide evidence of insurability. Pre existing condition limitations only apply on new or enhanced levels of coverage elected. A preexisting condition is any condition for which advice or treatment was received in the 90 days prior to the effective date of coverage. Pre existing conditions will not be covered until after twelve months of continuous coverage. Please see the summary plan description located in the benefits enrollment website or see an enroller.

10 Open Enrollment is from April 22, 2013 to May 24, 2013 Page 10 Group Life Insurance provided by SunLife The district provides $10,000 of life and AD&D insurance to all eligible employees. The SunLife Group Term Life plan allows employees to purchase amounts of group term life insurance for themselves and their family members. Employees may elect up to $30,000 or 5x annual salary of optional employee life coverage in increments of $10,000. Employees may also elect the dependent life plan which provides $5,000 of spouse coverage and $1,000 per eligible child. Employees must have voluntary coverage on themselves to elect coverage for their dependents. To be eligible for coverage, employees and their family members must not be hospitalized or home confined due to sickness, accident, or disability, or must not be diagnosed with a terminal illness prior to the effective date of coverage. New hires, within 31 days of their date of hire, may purchase up to $40,000 of coverage for themselves (includes district paid life) and elect dependent life, which covers your spouse for $5,000 and children up to age 25 for $1,000, without providing evidence of insurability. Existing employees who are electing coverage for the first time or who wish to increase their coverage must complete evidence insurability for any amount. Please see the Reference Center for more details on the plans. Individual Portable Life Insurance by Fidelity Fidelity Life offers low cost life insurance plans that are designed to last a lifetime. Coverage is available for employees, their spouses, and eligible dependents. The cost varies by age, gender, smokerstatus, and the amount of coverage desired. New hires under the age of 70, within 31 days of their date of hire, will be guaranteed up to $100,000 of coverage without having to provide evidence of insurability. The plan also contains a unique long term care benefit. The policy allows for up to 4% of the death benefit to be used monthly for long term care expenses. For example, a policy of $75,000 would pay $3,000 a month for up to twenty five months for long term care expenses. Any amounts used for long term care expenses are deducted from the death benefit. Existing employees may apply for amounts of coverage on themselves and amounts of coverage for your spouse. Approval of any coverage is subject to health and underwriting guidelines set by the insurance company. The coverage is portable upon termination of employment. Please see the summary plan description located in the benefit enrollment website or see an enroller for more information on this benefit. Note: Employees who previously elected an amount of Fidelity Life coverage less than $75,000, may increase their own coverage this year by up to $25,000, but not exceed the $75,000 limit, without having to provide evidence of insurability. The coverage is portable upon termination of employment. Please see the summary plan description located in the benefits enrollment website or see an enroller.

11 Open Enrollment is from April 22, 2013 to May 24, 2013 Page 11 Legal Services Plan by LegalEase Plans The LegalEase legal plan provides you with easy access to legal support and security through benefits such as a Last Will and Testament, Living Will, and Power of Attorney appointments. Other benefits of the plan are letters, phone calls, contract review, trial defense, assistance with divorce, name change, child support, adoption, motor vehicle driving defense, sale/purchase of primary residence, landlord/tenant dispute, tax audit representation, and more. The plan also includes Extended Elder Care benefits. Simple wills, Living wills, and a Durable Power of Attorney are provided for your parents and your spouses parents at no cost. Identity Theft Recovery assistance is also included with phone or online consultations with ID Theft recovery counselors. Letter preparation, a checklist, and an online library of all necessary recovery forms and documents to resolve and restore your name are also available. Life Lock, which provides identity theft monitoring and fraud alerts, is included in the coverage for employee and spouse. For more information, please review the summary plan description located in the Reference Center at Employee and Family Coverage: $12.08 Health Savings Account (H.S.A.) Barbers Hill ISD has added an option for you of a H.S.A. (Health Savings Account) option. Per IRS rules, these plans are only available for employees that elect a HDHP (High Deductible Health Plan). The would include the TRS AC1 HD. So to be eligible for the H.S.A., you would need to be enrolled or elect for next year this medical plan. The IRS has announced adjustments that affect health savings accounts in H.S.A. Contribution limits: Individuals (self only coverage) $3,250 Family coverage $6,450 H.S.A. Catchup contributions (age 55 or older): $1,000. HDHP minimum deductible amounts: Individual $1,250. Family $2,500. HDHP maximum out of pocket amounts: Individual $6,250. Family $12,500. The H.S.A. is very different than the FSA (Flexible Savings Account), as it is not prefunded (like the FSA) and you can only utilize the account as the monies from your paycheck are received to the HSA. Since the H.S.A. runs differently and has additional rules, please make sure to look at all the information provided in the Reference Center of this site or in the information that is available from the district. If you have an H.S.A. with Barbers Hill ISD, your spouse is not eligible for a FSA at their employer. If you are Medicare eligible, you are not eligible for an H.S.A. The IRS puts the burden on the employee to make sure they are staying in compliance with their rules. This is an outline of benefits only. If there is a conflict between the terms of this outline of benefits and the contract, the terms of the contract will prevail.

12 Page 12 Plan Year Section 125 Cafeteria Plan The Cafeteria plan is a plan that allows for tax savings when the cost of certain insurance coverage is deducted from gross salary. Reducing gross salary reduces the amount of earnings on which federal income taxes are calculated and deducted. As a result, the amount of taxes that the employee is required to pay and to have withheld from his/her paycheck is reduced. Certain restrictions involving changing benefits during the plan year apply. For more information, please review the summary plan description located in the Reference Center on the benefits enrollment website. Additional tax savings are realized by participating in either or both of the following flexible spending accounts. Medical Expense Reimbursement Plan This is a plan that allows for a tax savings on most medical, dental, and vision expenses not covered by insurance. Non covered expenses apply to all family members even if not covered by a particular insurance plan. Most over the counter medicine and drugs are no longer eligible under the plan. The employee estimates an annual election based upon the amount of non covered expenses to be incurred. The annual election amount is deducted in equal amounts from each paycheck, before taxes are calculated, and then set aside for the employee in a special account. A MasterCard debit card will be issued to you to pay for most expenses incurred. Where a debit card may not be accepted, the employee submits a claim and the money is reimbursed by check to the employee from the employee s account. Please consult your employee benefits office or an enroller for more details. Note: Not all expenses are eligible for reimbursement. Any money not claimed ninety days after the end of the plan year is forfeited. Per IRS rules, the new maximum annual election amount is $2,500. Dependent Care Expenses This is a plan that allows for a tax savings on day care expenses for children under the age of 13 and for dependent adults unable to care for themselves. The employee estimates an annual election for the amount of expenses to be incurred. The annual election amount is deducted in equal amounts from each paycheck, before taxes are calculated, and then set aside in a special account for the employee. As expenses are incurred, the employee submits a claim and the money is reimbursed to the employee from the employee s account. Per IRS regulations, this plan cannot be pre funded. Where accepted, the debit card may be used for payment of dependent care expenses. Please consult your employee benefits office for more details. Note: Any money not claimed ninety days after the end of the plan year is forfeited. The maximum annual election amount is $5, per household. If married and filing separately, each spouse may only elect up to $2,500.

13 Page 13 Section 125 Cafeteria Plan Rules The Section 125/Cafeteria Plan Benefit refers to Section 125 of the Internal Revenue Code of Simply put, the Cafeteria Plan allows you to deduct certain benefit premiums from your gross earnings, before federal withholding taxes are calculated. The amount you elect to have deducted pre tax lowers your taxable income. Please review the sample paycheck on the following page for an illustration of how participating in the Cafeteria plan could work for you. The plan year is September 1 through August 31. There are two very important issues to keep in mind regarding your cafeteria plan: 1. If a benefit plan is changing to a new provider, you must make an election with the new provider in order to continue your eligibility for cafeteria plan benefits. 2. A benefit cannot be changed during the plan year unless you have a qualified family status change. These changes include: Marriage or divorce Birth, adoption, or death of a spouse or child Change in a spouse s or dependent s employment status Change in eligibility status of a dependent Substantial increase in a benefit premium Becoming Medicare eligible Section 125 Cafeteria Plan Frequently Asked Questions Q. What does this benefit program mean to me? A. This program means that current after tax payroll deductions for items such as medical insurance, gap, dental, vision insurance, cancer insurance, dependent care costs, and some medical expenses not covered by insurance, can be paid with pre tax dollars. The bottom line is that you may have more dollars available to purchase other benefits you may need, or increased take home pay. Q. Must I make my election before the effective date of the Plan? A. Yes, you must make your benefit election during the annual open enrollment period. A newly hired employee will have 30 days to elect benefits. Q. Can I make changes in my election during the plan year? A. Generally no. Once you have made your benefits election, you may not make changes during the plan year. The only exception is if you have a Family Status Change. Your request to make a change in a benefit must be consistent with the change in family status. Some examples of a family status change are: marriage or divorce, the death of a spouse or child in your family, the birth or adoption of a child, or a change in the employment status of you or your spouse.

14 Page 14 Section 125/Cafeteria Plan Illustration The example below illustrates how a married employee claiming one exception can reduce their taxable income when the cost of benefits are paid on a pre tax basis. Without Section 125 Monthly Salary $2,000 Less TRS Medical $128 With Section 125 (Pre Tax) Monthly Salary $2,000 Less TRS Medical $128 Less Other Insurance $250 Taxable Income = $1,872 Less Taxes $228 Less Other Insurance $250 Take Home Pay $1,394 Taxable Income = $1,622 Less Taxes $186 Take Home Pay $1,436 This employee saved $42 per month in taxes for paying for insurance benefits on a pre tax basis. This means more spendable income at the end of the month to use for additional benefits or to increase take home pay. ELIGIBLE BENEFITS UNDER SECTION 125 Medical Insurance Dental Insurance Vision Insurance Cancer Insurance Flexible Spending Accounts: Medical Reimbursement (Up to $2,500 per Plan Year) Dependent Care (Up to $5,000 per Plan Year) Health Savings Account

15 Page 15 Instructions for Checking Flexible Spending Account Balances Online 1. Proceed to the website 2. Click on Login and select the 125 Flex Login FOR NEW PARTICIPANTS 3. Click on the Register option which is located in the middle of the page. 4. You should now be on a page titled Register. Fill out all of the necessary fields. The username and password fields are two things that you will have to create for the first time. User ID: You may put in anything you would like. Password: Needs to have between 8 16 characters including an upper case letter, lower case letter, number or special character Employee ID: Your Social Security Number with no dashes or spaces Registration ID: Select Card Number from the drop down box and enter your FSA card number with no dashes or spaces 5. Once you ve entered all the necessary information, hit the Register button. 6. Continue through the Registration and Authentication process by clicking Begin Setup Now, this is a 4 step process. 7. Now that you have successfully created an online account, please write down both your User ID and Password in a secure place in case of the need for future reference. You can visit the site to keep track of both your account balance and transaction history. JEM Resource Partners. By phone: (800) OR by jemtpa@jemtpa.com 1. Proceed to the website 2. Click on Login and select the 125 Flex Login FOR RETURNING PARTICIPANTS 3. Enter in your username & password; once you entered in the correct credentials, you will go through a onetime authentication process. 4. If you already have created an online account, but you forgot your password If you have already gone through the authentication process, you will be able to retrieve your pass word by answering your security questions If you have NOT gone through the authentication process, please call JEM at (800) to reset your password. You will then be required to go through the authentication process. If you already created an online account, but you forgot your username, you would need to contact JEM Resource Partners. By phone: (800) OR by jemtpa@jemtpa.com

16 Page 16 Plan Year This is a voluntary retirement savings plan that allows an employee to save money for retirement on a tax deferred basis. There are different types of investments and a number of representatives who are available to assist the employee in establishing a 403(b) retirement plan. The maximum contribution in 2011 is 100% of salary up to $16,500. Participants age 50 and over may contribute up to $22,000. Distributions from the 403(b) Tax Deferred Savings Plan are subject to the 10% IRS excise tax for early withdrawal. Note: To participate for the first time or to make changes to your current 403(b) plan, you must go to the Region 10 website, All transactions regarding 403(b) plans, including starting a new plan or making changes to contribution amounts to a current plan, must be done on the Region 10 website. The website also has the list of approved vendors. Click Log in to start your enrollment. Section 403(b) Tax Deferred Retirement Savings Plan Click on New Participant if this is your first time on the website. Your User ID is your social security number and your initial password is: barbe403 (case sensitive). If the system indicates that you have another account, this could be an account you established previously in either the FICA plan, a 457 plan, or another 403b plan. If the website indicates that you already have an account, login again using your social security number as your User ID and the last 4 digits of your social security number as your password. Next, create your new User ID and Password and then click on Submit Click Complete and use the left menu bar to input your personal information, beneficiaries, contributions, and investment elections. If you establish a new account with a 403(b) vendor, you must still contact the vendor to complete any new account forms required. If you need assistance with the JEM website or have questions on the 403b process, please call JEM Resource Partners at Section 457 Deferred Compensation Plan The 457 plan is a district sponsored voluntary retirement savings plan that allows an employee to save money for retirement on a tax deferred basis. The plan contains most of the same features of the 403(b) plan, but is different in one unique way. Distributions from the 457 Deferred Compensation Plan are not subject to the 10% IRS excise tax for early withdrawal. In 2011, you can contribute 100% of your includible compensation, up to $16,500, whichever is less. If you are age 50 or older, you can contribute up to an additional $5,500 for a total of $22,000. To enroll in the 457 Deferred Compensation Plan, contact Mr. Jon Bright of First Financial at

17 Page 17 Barbers Hill ISD Provider Contact Information Paragon / TCG Benefits or JEM Resource Partners 403(b) Tax Sheltered Annuities (b) Salary Reduction Agreement (SRA) Deferred Compensation Plan FSA Medical Expense/Dependent Care Reimbursement Account & Health Savings Accts Flex Department fax number FSA Claim Forms Health Benefits TRS ActiveCare activecare MEDCO Mail Order Prescriptions Blue Cross Dental Block Vision (Low plan , High plan ) Allstate Cancer (V1002) Standard Disability Insurance (Group # A) SunLife Group Term Life Insurance (Group #219936) Fidelity Life Insurance Option 3 Legal Guard Plan TRS Retirement