July 1, 2015 GUIDE TO EMPLOYEE BENEFITS
Table of Contents Section 1 The Process 2 Section 2 The Flexible Spending Accounts 2 Section 6 Enrollment Instructions 4 Informational Meeting Times & Locations: DAY DATE LOCATION TIME MONDAY APRIL 13, 2015 GUILFORD, CAFETERIA 4:30PM TUESDAY APRIL 14, 2015 EAST, AUDITORIUM 4:30PM MONDAY APRIL 20, 2015 STERLING HOLLEY, 2 ND FLOOR 4:30PM MONDAY APRIL 20, 2015 AUBURN, CAFETERIA 4:30PM WEDNESDAY APRIL 22, 2015 JEFFERSON, AUDITORIUM 4:30PM MONDAY APRIL 27, 2015 ADMINISTRATION, BOARD RM 5:00PM If additional meetings are scheduled, we will send the dates and times out through District e-mail. - 1 -
1. The Process GUIDE TO EMPLOYEE BENEFITS Welcome to 7-1-15 Open Enrollment! This booklet will guide you through the Flexible Spending Account open enrollment process. Open Enrollment for July 1, 2015 Flexible Spending Accounts is open to all benefit eligible employees of Rockford Public Schools. If you want to enroll in the Flexible Spending Accounts, you MUST complete an enrollment On-Line through the Employee Navigator System. If you do want to make a Flexible Spending Account election, this open enrollment guide provides information to assist you in making choices with respect to enrollment in one of the Flexible Spending Accounts (FSA). Open Enrollment begins Monday, April 13, 2015 at 8:00am and ends on Friday, May 1, 2015 at 5:00pm, for benefits effective July 1, 2015 through June 30, 2016, with On-Line enrollment only through Employee Navigator this year. All enrollments must be completed through Employee Navigator by Wednesday, May 1, 2015 at 4:30pm NO EXCEPTIONS. 2. The Flexible Spending Accounts IN ORDER TO HAVE A (FSA), YOU MUST ENROLL EACH YEAR. The 7-1-15 FSA election will be a plan period, July 1, 2015 through June 30, 2016. This means that the election you make during the April 13, 2015 through May 1, 2015 Open Enrollment period will only be for claims incurred July 1, 2015 through June 30, 2016. Contributions for this plan period will only be payroll deducted from July 1, 2015 through June 30, 2016. A Flexible Spending Account might help you save money on medical/dental and daycare expenses. Your contributions to your Flexible Spending Accounts are not subject to federal income tax, state income tax, nor employment taxes, such as Social Security and Medicare taxes. PayFlex, an affiliate of BlueCross BlueShield of Illinois, is the administrator for the District s Flexible Spending Account Program. Flexible Spending Accounts allow you to be reimbursed from your FSA account for a variety of expenses which you incur every year, such as: Medical/Dental Expenses FSA * for all benefits eligible employees if you are enrolled in the PPO500 medical insurance plan, the PPO1000 medical insurance plan, or if you have declined enrollment in a medical insurance plan. These may include maintenance prescriptions, out-of-network vision exams and eyeglasses, hearing aids, orthodontia, medical and dental deductibles, co-pays, and co- - 2 -
insurance, even laser vision surgery and other services not covered by your medical or dental benefit plans. Limited Flexible Spending Account* for all benefits eligible staff if you are enrolled in the Health Savings Account (HSA) with the High Deductible Health Plan. These may include FSA eligible vision and dental expenses only. YOU CAN ENROLL IN ONLY THE MEDICAL/DENTAL FSA OR THE LIMITED FSA (NOT BOTH). YOU CAN ONLY ENROLL IN THE LIMITED FSA IF YOU ARE A BENEFITS ELIBIBLE STAFF MEMBER ENROLLING IN THE HEALTH SAVINGS ACCOUNT (HSA) WITH THE HIGH DEDUCTIBLE MEDCICAL PLAN. Daycare Expenses This may include nursery schools and day care centers for your children, or for an adult dependent, so you can work. For more information concerning medical/dental and daycare expenses, which may qualify for reimbursement, please see the District s website, or www.payflex.com. Participants in any medical plan or the dental plan may participate in the FSAs. (Of course, you may also enroll in the FSA Program without being enrolled in a medical or dental plan; however, there may be certain restrictions.) During Open Enrollment, you will elect the total plan period contribution for either the Medical/Dental FSA/Limited FSA or the Daycare FSA, or both. The amount you choose to set aside will be deducted from your paychecks in equal amounts July 1, 2015 through June 30, 2016. The money deposited into your Medical/Dental FSA account can then be used to pay for eligible medical, dental, vision, and hearing expenses. The money deposited into your Limited FSA account can then be used to pay for eligible vision and dental expense. The money deposited into your Daycare FSA account can then be used for daycare expenses. For 7-1-15, PayFlex will provide a MasterCard Credit Card for District employees who enroll in either of the FSA plans. The PayFlex Card is accepted only at certain merchants. This includes physician offices; hospitals, dentist offices, pharmacies, mail order prescription vendors, hearing, and vision care providers. The card will also work at discount stores and grocery stores, provided the merchant has implemented the Inventory Information Approval System (IIAS), which is required by the IRS. The IIAS only allows eligible expenses to be purchased at these merchants. You may view a list of those merchants who are currently signed up with IIAS, at www.mypayflex.com. For those instances where you cannot use your PayFlex Card, you may file paper claims with PayFlex for reimbursement. You may obtain a FSA claim form by downloading a form from the District s website or from PayFlex s website. - 3 -
FSA S, SUBJECTED TO AUDITING: Per IRS guidelines, PayFlex is obligated to audit FSA claims throughout the year. So that you are prepared for these audits, be sure to keep all copies of receipts and documentation of expenses you use your FSA account for. If you are audited, PayFlex will send you a letter requesting the documentation for the claim(s) being audited, if you are unable to provide the proper documentation, your PayFlex Card will be deactivated until PayFlex receives documentation for expenses from the audit. TIPS TO REMEMBER: As you consider enrolling in this program, please be aware of certain rules that apply for your July 1, 2015 election. 1. You must incur your expenses during the Plan Period which runs July 1, 2015 through June 30, 2016. Any balance not used by June 30, 2016 will be forfeited. 2. The plan period (7-1-15 through 6-30-16) will have a maximum plan period contribution amount of $2,500 for both medical/dental and the Limited FSA. The plan period (7-1-15 through 6-30-16) will have a maximum plan period contribution amount of $5,000 for daycare. 3. If you do enroll in this program, you cannot use these same expenses on your Federal Tax filing for itemized deductions (sometimes referred to as Double-Dipping). 4. When you enroll in this program, you are selecting a Plan Period (7-1-15 through 6-30- 16) contribution amount. The Payroll Department will determine how many paychecks you will have for the Plan Period, July 1, 2015 through June 30, 2016, and divide the contribution accordingly. 5. Enrollment in the FSA program is required for every plan period during a FSA Open Enrollment. 3. ENROLLMENT INSTRUCTIONS All Flexible Spending Account enrollments will be made through the On-Line Employee Navigator System. How to Register for Employee Navigator With Employee Navigator, benefit eligible employees enjoy convenient online access to their benefits coverage 24 hours a day, seven days a week during Open Enrollment. On this site, you will be able to enroll in medical/dental/fsa benefits, change plans, add or remove dependents and access a complete document library. - 4 -
You may access Employee Navigator by going to www.employeenavigator.com/benefits/login.axsp on the internet, or by accessing their web page through Employee On-Line or the District s website at www.rps205.com / About Us / Human Resources, or through the District s Employee Intranet. Once you are at the site, follow the below directions; 1. Click Login 2. First time users will select New User Registration to create a Username & Password. Your company identifier is rps205 3. Existing users will proceed by entering their existing Username & Password Key features for employees Employee Announcements - Located on the Employee Home Page, this feature allows employees to view important news, articles, and information provided by their employer. Online Enrollment The Open Enrollment start button located on the Employee Home Page, allows employees to enroll, change plans, and update dependent coverage during open enrollment. Open enrollment is from 8:00 AM April 13, 2015 to 4:30 PM May 1, 2015. Enrollment Summary - Upon completion of enrollment, the employee will be prompted to agree to their benefits, and will be e-mailed a copy of their enrollment summary. Document Library - Under the "Documents" tab, employees can access a range of plan and HR specific documents. A few examples include benefit summaries, forms, and company policies or procedures. A. Complete all requested information under Employee, Dependent and Benefits Information. B. Medical/Dental Expense Flexible Spending Account Enrollment 1. List the total amount of contributions you want for the plan period July 1, 2015 through June 30, 2016 only. 2. The system will populate the per paycheck period amount which might not be correct. The Payroll Department will determine the per paycheck amount based on your position and pay cycle. Limited Flexible Spending Account Enrollment 1. List the total amount of contributions you want for the plan period July 1, 2015 through June 30, 2016. 2. The system will populate the per paycheck period amount which might not be correct. The Payroll Department will determine the per paycheck amount based on your position and pay cycle. - 5 -
C. Daycare Expense Flexible Spending Account Enrollment 1. List the total amount of contributions you want for the short plan period July 1, 2015 through June 30, 2016. 2. The system will populate the per paycheck period amount which might not be correct. The Payroll Department will determine the per paycheck amount based on your position and pay cycle. D. Employee Signature and Date 1. Complete your electronic signature. All FSA enrollments form(s) must be completed on Employee Navigator by Friday, May 1, 2015 at 4:30PM: NO EXCEPTIONS Confirmation Receipts All employees will receive an email confirmation at their email from Employee Navigator of their enrollment for 7-1-2015. You may print this confirmation if you wish or just keep the email for future reference. PayFlex Customer Service www.mypayflex.com 800-284-4885-6 -