Benefits Services Oracle Employee Self Service And Web Page Services

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1 Benefits Services Oracle Employee Self Service And Web Page Services Employees can now access many benefits services online through Oracle Employee Self Service. Select the BENEFITS option to enroll in Flexible Spending Account(s) during FSA Open Enrollment. All changes must be completed by 11:59 p.m. on November 10, 2017 via Oracle Self Service. Oracle Employee Self www1.pgcps.org Log on to www1.pgcps.org/ Hold mouse over word Employees to get drop down menu then choose Self Service Log on using your Username and Password assigned to all PGCPS Employees Click on PGCPS Employee Self Service listed in the Navigator Menu Click on the Employee Self Service you wish to access: Personal Information to change your address or personal data. Annual Salary View epayslip to view and print the most current and past pay slips. Federal Tax Form to submit Federal Withholding changes. State Tax Form to submit Maryland, Virginia and District of Columbia tax withholding changes BENEFITS to enroll in Flexible Spending Account(s) during FSA Open Enrollment Pay slip Options Manage Payroll Payments by selecting or changing your direct deposit authorization Leave Balances and Extended Leave Request to check annual, sick and personal leave balances. My Information Employee W-2 to view and print the most current and past W-2 statements. Employment Verification Extended Pay Option Enrollment to enroll in the Extended Pay Option Plan. Benefits Services www1.pgcps.org/benefits/ Benefits Home Page Benefit Plan Information Summary of Benefits Benefits Rate Charts Retirement Information Absence Management Frequently Asked Questions about Benefits Employee Assistance Program Benefits Services Sasscer Administration Building School Lane, Room 132 Upper Marlboro, MD or FAX: www1.pgcps.org/benefits//

2 Important Facts to Consider About Flexible Spending Accounts (FSAs) Participation: FSAs allow participating employees to direct a portion of their pre-tax wages into accounts that can be utilized throughout the Plan Year to reimburse the employee for certain out-of-pocket health care and/or dependent care expenses. Because the wages that go into FSAs are deducted from gross pay before Federal/State/Local income or FICA taxes are withheld, the employee will pay less in taxes, which will provide the employee with more net income. FSAs are governed by Section 125 of the Internal Revenue Service Code. It is important that each eligible employee first understand how FSAs work prior to enrollment. There are two types of FSAs: o Health Care Spending Account o Dependent Care Spending Account Employees may participate in either or both FSA options. Each year, prior to the beginning of the FSA Plan Year, there will be an Election Period during which eligible employees may elect to participate in either or both FSAs for the following Plan Year. The prior year s election to participate in an FSA does not carry over to the subsequent year. An employee deciding to elect a 2018 Health Care and/or Dependent Care Spending Account(s) must enroll via employee self-service by the FSA Open Enrollment period deadline, November 10, Bi-weekly payroll deductions will begin on January 12, Plan Year: FSAs operate on a Plan Year basis. The Plan Year begins January 1 and ends December 31. The first payroll deduction for the 2018 Plan Year will be on January 12, There will be no summer payroll deductions for FSAs for 10 and 11 month employees enrolled in the 12-month pay option. Eligibility: Any eligible Board of Education employee may participate in a health care FSA, whether or not that employee participates in a Board of Education-sponsored health insurance plan. Eligible employees must be paid an annual salary and work at least 15 hours per week. Prior to each Plan Year, during the FSA Open Enrollment, an employee must decide whether or not to participate in either or both FSAs for the following Plan Year. If the employee decides to participate in an FSA, the total amount of tax-deferred income to be placed in each FSA for the calendar year must be specified.

3 An employee may not change this decision during the Plan Year unless a change in family status occurs, such as: o Marriage or divorce o Birth or adoption of a child o Termination of employment o Death of an eligible dependent If a change in family status occurs, an employee has thirty (30) days from the date of the qualifying event to stop, increase, or decrease the amount going into FSAs. A new Election Form must be completed and sent to the Payroll & Benefits Office along with supporting documentation providing justification for the change. The change must be consistent with the reason for the change. Newly hired or newly eligible employees have thirty (30) days from their date of hire to elect to participate in FSAs. The enrolled amount must be used during the 2018 period (ending March 15, 2019). Deductions will be calculated to withdraw the full enrollment amount by the last December paycheck. Ex. Employee elects to enroll September 30 th for six hundred dollars ($600) with six (6) paychecks remaining in the school year. The deduction would be one hundred dollars ($100) per pay. Reimbursement Criteria: To minimize the likelihood of forfeiting a FSA plan balance, the IRS has approved an extension for incurring FSA eligible expenses. This grace period provides an additional 2 ½ months after the close of the calendar year for incurring FSA expenses that will be reimbursed from the plan year's funds. During the grace period (January 1 March 15), participants must submit a paper claim for all grace period expenses. All paper claims and required supporting documentation for 2017 must be received by WageWorks no later than April 15, As a reminder, employees currently participating in the 2017 FSAs have until April 15, 2018, to submit all paper claims and required supporting documentation for the 2017 plan year. Additionally, employees currently participating in the 2017 FSAs must re-enroll each Plan Year if they would like to continue the benefit for calendar year Payroll Deduction: The maximum annual amount which may be payroll deducted and placed in a Health Care Spending Account is $2,600 for calendar year The maximum annual amount for a Dependent Care Spending Account is $5,000. The claims fund minimum amount is $200 for each account. It is the responsibility of each participating employee to determine that, after the reduction in gross wages resulting from participation in FSAs, the remaining gross wage is adequate to support both legally required and voluntary payroll deductions authorized by the employee. No interest is paid on the wages held in FSAs.

4 Forfeiture: The IRS requires that wages set aside in FSAs, which are not used for eligible expenses, will be forfeited by the employee. Therefore, only predictable expenses should be included when calculating the amount to place in FSAs. Filing a Claim: Expenses are incurred when an employee, spouse or eligible dependent receives the service, not when the bill or statement is received or paid. Requests for reimbursement for expenses incurred during the Plan Year or the grace period may be submitted until April 15th of the following year. Example: Expenses incurred by March 15, 2018 may be submitted for reimbursement until April 16, Wages set aside for a Health Care Spending Account must be used to cover eligible Health Care expenses. Wages set side for a Dependent Care Spending Account must be used to cover qualified Dependent Care expenses. Wages may not be moved from one account to another. A Third Party Administrator (WageWorks) provides claim administration for the FSA program. To receive reimbursement of eligible expenses from a Health Care and/or Dependent Care Spending Account, submit a completed claim form along with evidence of incurred expenses to: WageWorks P.O. Box Dallas, Texas Phone: (866) Fax: (888) (Claims Only) Additional Information: The telephone number for the WageWorks Claims Office is There is a separate claim form for reimbursement from a Health Care Spending Account and from a Dependent Care Spending Account. Forms are available on-line at the Benefits webpage (Forms Associated w/benefits), from the Benefits Services Office at , benefits.documents@pgcps.org or contact WageWorks. Claims for the Plan Year may be submitted at any appropriate time after $50 in eligible expenses have been accumulated for the Plan Year. If an employee has expenses for less than $50, the employee should wait until additional expenses are incurred that total $50 or more. The $50 claim minimum is waived during the month of December and subsequent months until the Plan Year claim filing deadline of April 15 of the following year. Claim reimbursement checks will be issued weekly. If a participating employee terminates eligible employment with the school system during the Plan Year, the amount remaining in their FSA will remain until the claims filing deadline for the Plan Year is passed. Claims must be for services rendered prior to the termination date. After the claims filing deadline, any unused funds remaining in the FSAs will be forfeited.

5 During the month of November, 2018, participating employees will receive individual statements from WageWorks summarizing all account activity and balances from January 1 through October 31 of the Plan Year. Some over-the-counter (OTC) drug purchases are eligible for reimbursement under a Health Care FSA. o IRS guidelines permit a broad category of OTC pharmaceutical products to be reimbursable. o To be eligible, the item must relate to medical care rather than be merely beneficial to good health. o Because non-prescription drugs can be purchased at a wide variety of retailers, detail on the receipt may not be sufficient to identify the name of the drug. o To obtain a list of examples contact our third party administrator, WageWorks or visit their web site at To submit claims, please submit a Health Care Reimbursement Form and follow the instructions. WageWorks Healthcare Debit Card o Employees enrolled in the health care FSA will receive a pre-funded health care benefit card. The WageWorks Healthcare Debit Card can be used to pay for health care goods and services at the time of service or purchase. The card can be used at all medical providers who accept Visa, including physician offices and urgent care facilities. It can also be used for your prescription and eligible OTC items at participating pharmacies. o As you incur qualified health care expenses, you simply present your benefit card for credit payment. The amount of the qualified expense is automatically deducted from your FSA, and the funds are electronically transferred to the provider/merchant for immediate payment. o You may use the WageWorks Healthcare Debit Card at qualifying medical merchant s locations such as physicians, dentists, vision care offices, hospitals, and urgent care facilities or at grocery stores, and pharmacies who utilize an Inventory Information Approval System (IIAS). An IIAS is a point-of-sale system that compares the items you are purchasing against a list of FSA-eligible items maintained by the merchant. o You may use your benefit card for qualified expenses only. A list of eligible and ineligible items, as well as a list of merchants that currently accept the debit card is available online at or by contacting WageWorks. o You must save all receipts or other itemized documentation for ALL benefit card transactions, as you may be required to substantiate purchases made using your benefit card. Direct Deposit of reimbursement checks (Health Care or Dependent Care) o If you elect this feature, after your FSA claims have been processed by the Plan Administrator (WageWorks), the reimbursement funds will be automatically deposited by WageWorks directly into the savings or checking account you designate. You will receive an Explanation of Payment (EOP) which states the amount deposited into your bank account.

6 o To enroll, log onto or call WageWorks at (866) to request a FSA Authorization Direct Deposit Form. Complete the form and return it to WageWorks at the address on the form. You may enroll or cancel the Direct Deposit at any time. IRS 2 ½ Month FSA Grace Period o To minimize the likelihood of forfeiting FSA plan balances, the IRS has approved an extension for incurring FSA eligible expenses. This grace period provides you with an additional 2 ½ months after the close of the calendar year to incur FSA expenses that will be reimbursed from the plan year s funds. o Eligible FSA expenses incurred during the grace period (January 1 March 15) will automatically be applied by the Plan Administrator toward any unused prior year s balance. Tax Sheltered Annuity: (Important Note for Employees Participating in a Tax Sheltered Annuity (TSA) Program) o Since the amount of wages which are subject to Federal taxes will be reduced as a result of Flexible Spending Accounts, the maximum amount that an employee may contribute annually to a TSA may be reduced. The regulations which determine the maximum amount an individual may contribute to a TSA plan are complicated and depend upon numerous factors, which differ from one individual to another. Therefore, employees contributing to a TSA are encouraged to contact their TSA representative, tax advisor or TSA Consulting Group, Inc. ( ) to ensure that the amount they are contributing is not in excess of the maximum amount allowable when the effects of FSAs are considered. HEALTH CARE SPENDING ACCOUNT Reimbursement Eligibility: Wages set aside in a Health Care FSA account can be used only to reimburse the participating employee for those out-of-pocket health care expenses that are not paid or reimbursed under any health insurance plans (includes medical, dental, and vision, prescription or Workers Compensation insurance coverage s). These out-of-pocket expenses must be incurred by the employee, the employee s spouse, or the employee s eligible dependents. Eligible Expenses (Examples): Medical expenses not covered by your health plan, including deductibles and co-pays but excluding health insurance premiums Dental work not covered by your dental plan including orthodontia. There are specific guidelines for orthodontia. Contact WageWorks at for additional information Vision care expenses not covered Prescription plan co-pays Travel costs for medical care Medical aids such as false teeth, hearing aids, crutches and wheelchairs Over-the-counter medications (if related to medical care and not merely beneficial to good health)

7 Ineligible Expenses (Examples): Health and other health related insurance premiums Expenses covered by another insurance Cosmetic surgery Housekeepers DEPENDENT CARE SPENDING ACCOUNT Reimbursement Eligibility: Wages set aside in a Dependent Care FSA account can only be used to reimburse the participating employee for those out-of-pocket work-related dependent care expenses necessary because the employee and spouse work. Eligible dependents include: o Children age 12 and under o Disabled child over age 12 o Disabled spouse o Elderly parent, if disabled and you provide at least 50% of the support Eligible Expenses (Examples): Licensed day care centers Care given (either in your home or out of your home) by someone other than your spouse or another dependent Day camp Part of school tuition that pays for day care Ineligible Expenses (Examples): Unlicensed day care centers Care given by a spouse or another dependent Overnight camp Babysitters

8 Flexible Spending Account Calendar 2018 If you enroll outside of the Flexible Spending Account (FSA) open Enrollment period, under an approved Qualifying Life Event, deductions will begin on the first pay period from the date you enroll via Employee Self Service. The annual amount that you elect will be divided into equal installments over the remaining pay periods for the 2017 calendar year. Please use the FSA deduction Calendar as a guide to determine your biweekly deduction. Flexible Spending Account Calendar 2018 Start Date End Date Payroll Check Date 10 Month 11 Month 12 Month December 23, 2017 January 5, 2018 January 12, January 6, 2018 January 19, 2018 January 26, January 20, 2018 February 2, 2018 February 9, February 3, 2018 February 16, 2018 February 23, February 17, 2018 March 2, 2018 March 9, March 3, 2018 March 16, 2018 March 23, March 17, 2018 March 30, 2018 April 6, March 31, 2018 April 13, 2018 April 20, April 14, 2018 April 27, 2018 May 4, April 28, 2018 May 11, 2018 May 18, May 12, 2018 May 25, 2018 June 1, May 26, 2018 June 8, 2018 June 15, June 9, 2018 June 22, 2018 June 29, June 23, 2018 July 6, 2018 July 13, 2018 X X 14 July 7, 2018 July 20, 2018 July 27, 2018 X X 15 July 21, 2018 August 3, 2018 August 10, 2018 X August 4, 2018 August 17, 2018 August 24, 2018 X August 18, 2018 August 31, 2018 September 7, September 1, 2018 September 14, 2018 September 21, September 15, 2018 September 28, 2018 October 5, September 29, 2018 October 12, 2018 October 19, October 13, 2018 October 26, 2018 November 2, October 27, 2018 November 9, 2018 November 16, November 10, 2018 November 23, 2018 November 30, November 24, 2018 December 7, 2018 December December 8, 2018 December 21, 2018 December 28, Annual contributions are calendar year and divided into equal installments over: 22 pay periods for 10 month employees 24 pay periods for 11 month employees 26 pay periods for 12 month employees Dependent Care Spending Account Health Care Spending Account Maximum annual contribution: $5, Maximum annual contribution: $2, Minimum annual contribution: $ Minimum annual contribution: $ PRINCE GEORGE'S COUNTY PUBLIC SCHOOLS SCHOOL LANE, UPPER MARLBORO, MD Phone: Website: Follow Facebook, Youtube