The benefit programs described herein, subject in some cases to employee contribution, are presently available to eligible employees. Any and all employee benefits may be changed by the College from time to time at its sole discretion. The summary contained in this handbook may not provide complete details of all the benefits. For more information, visit the Human Resources website Benefits section.
The College provides medical insurance coverage through a Preferred Provider Organization (PPO) for all Full-Time employees and their family members who elect to participate. The plan, called KeyCare 300, is sponsored through Anthem Blue Cross Blue Shield of Virginia. The available monthly premium structures are: subscriber only, subscriber and spouse or same-sex-domestic-partner, subscriber with one dependent child, or family coverage. Vision care through the Blue View Vision Network is included in the medical plan. Additional vision coverage is available at an additional cost to the employee.
The rates are subject to change every January 1. The College pays 50% of the monthly premium if the employee earns $45,001 or more, 65% of the premium if the employee earns between $25,001 and $45,000, and 80% of the premium if the employee earns $25,000 or less. Premiums are payroll-deducted on a before-tax basis (not subject to social security, federal or state taxes).
If a husband and wife are both employed at the College and have no other dependents, each may carry subscriber-only coverage. If a husband and wife are both employed at the College and have other dependents on the plan, family coverage must be elected. The premium deducted will be based on the higher salary regardless of who pays the premium.
Employees may elect to receive services with physicians and facilities of their choice. Employees should choose physicians who participate with Anthem and are willing to accept Anthem's allowable charge. Receiving services from non-participating physicians may result in higher cost. Deductibles, co-payments and maximum out-of-pocket expenses are subject to the participation of the physician or facility. For more information on the College's policy, please visit the Benefits page and look for medical, or for item specific information visit Anthem on the web (www.anthem.com).
There is no waiting period for enrollment. New employees hired on the first day of a month are eligible to participate as of the first day. New employees hired after the first day of a month are eligible to participate as of the first day of the following month. Employees who do not make an election within 31 days of eligibility may be denied coverage until the next open enrollment period.
In the event of employment termination, the employee will be notified of his or her rights regarding medical insurance continuation and the conversion plan, under the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA). Visit COBRA on the Benefits web page for more information.
The College provides dental insurance coverage for all Full-Time employees and their family members. The plan is sponsored by Delta Dental of Virginia. There are two options available, Low or High Option.
Employees may elect to receive services with dentists and facilities of their choice. Employees should choose dentists who participate with Delta and are willing to accept Delta's allowable charge and not bill customers for the remaining balance. Receiving services from non-participating dentists may result in higher cost. For more information on the College's policy, please visit the Benefits page and look for dental, or for item specific information visit Delta on the web (www.deltadentalva.com).
Enrollment and premium rates follow the same guidelines as medical coverage. (see above)
FLEXIBLE SPENDING ACCOUNTS (FSA)
The College offers a pretax reimbursement account plan that allows employees to pay medical/dental premiums on a before-tax basis and to set aside tax-free dollars in separate accounts to pay out-of-pocket medical and/or dependent care expenses. No social security, federal or state taxes are withheld on monies designated for these accounts. Eligibility and enrollment follow the same guidelines as medical coverage. (see above)
Health care and dependent care FSA's are managed by LD&B Insurance - www.ldbinsurance.com.
There are three types of flexible spending accounts:
Medical/Dental Premiums - allows for medical/dental premiums to be deducted from pay on a before-tax basis.
Health Care - allows for reimbursement for expenses (up to $2,500 in a calendar year) that are not covered by the medical/dental plan and are incurred by the employee and qualified family members. Expenses may include deductibles, co-payments, eye care, some over-the-counter medications, and other costs beyond available coverage.
Dependent Care - allows for reimbursement for expenses (up to $5,000 in a calendar year) for dependent children age 13 and under, or adult daycare for a dependent of any age who is physically and mentally incapable of self-care. The employee will be expected to report on his/her federal income tax return and the College's reimbursement form the name, address, and social security number of the dependent's careprovider.
GROUP LIFE INSURANCE
The College provides term life insurance coverage for Full-Time employees totaling two times the employee's annual salary with a maximum benefit of $200,000. This policy features an Accidental Death and Dismemberment (AD&D) benefit equal to the amount of life insurance coverage with a maximum benefit of $400,000. Coverage is provided through The Standard Insurance at no cost to the employee and is maintained for the duration of full-time employment.
Participation in the plan begins one year after employment with the College. The waiting period is waived for any new employee who can show proof of coverage through the most recent employer. (not to exceed three months prior to employment at the College)
This plan provides for waiver of premium payments if the employee becomes disabled, up to age 70.
The individual insured may convert the policy within thirty-one days of termination of employment to an individual policy without showing proof of good health.
Life insurance coverage in excess of $50,000 is considered a taxable benefit for the recipient of the insurance. These taxes are withheld from the employee's paycheck semi-annually in June and December of each year. The taxable amount is determined using an IRS formula based on the amount of life insurance coverage and the age of the employee.
LONG-TERM GROUP DISABILITY INSURANCE
The College's disability policy for Full-Time employees provides sixty percent (60%) of the employee's monthly wage base to a monthly benefit maximum of $5,000. This payment may be reduced by income from other sources such as Social Security (including benefits for dependents) or Workers' Compensation. Coverage is provided through The Standard Insurance at no cost to the employee and is maintained for the duration of full-time employment.
This policy will pay the employee's 5% contribution and the College's contribution toward the individual's retirement program if the employee was participating in the retirement program at the time of disability. Disability benefits begin on the first day of the month following six consecutive months of disability.
Participation in the plan begins one year after employment with the College. The waiting period is waived for any new employee who can show proof of coverage through the most recent employer (not to exceed three months prior to employment at the College).
The College Retirement Plan is a defined contribution plan governed by Sections 403(b) of the Internal Revenue Code. The plan is not mandatory. For eligible employees who elect to participate in the plan and contribute five percent (5%) of their annual base salary, the College contributes up to ten percent (10%) of the employee's annual base salary. Employees who opt to contribute less than the 5% minimum are not eligible to receive the College contribution. Employees are vested immediately upon enrollment in the program. Contributions are sent to Teachers Insurance Annuity Association (TIAA).
New employees may elect to participate in the program immediately upon hire, however, the College will not begin its contribution until the end of the first year of employment. Prior service at any non-profit higher education institution immediately preceding employment at the College will count toward satisfying the one-year requirement.
To determine eligibility and for more information please visit the Benefits page and look for 403b on the web.
The College offers the Emeriti Program as a means for full-time faculty and staff to set aside savings while they are working that can be used to purchase health insurance and/or pay for healthcare expenses during their retirement years.
When an eligible employee reaches the age 40, the College will begin contributing a fixed dollar amount on a monthly basis to TIAA for the employee. The employee is NOT required to contribute his/her own money into the plan in order to receive the College's contribution. Employees are encouraged to contribute individual contributions. College contributions and earnings are a tax free benefit. Employee contributions are withheld on an after-tax basis. For more information on the Emeriti program please visit the Benefits page.
EMPLOYEE TRAVEL INSURANCE
The College provides coverage for accidental death and dismemberment while traveling on College business. Coverage is immediate upon employment and is available to all Full-Time, Part-Time, and Temporary employees.
The Federal Social Security program, also known as the Old Age Survivor Dependent Insurance (OASDI), generally provides five types of benefits: (1) retirement benefits; (2) survivor's benefits; (3) disability benefits; (4) lump sum payments at death; and (5) Medicare hospital insurance. Eligibility for these benefits and the amount received are contingent upon factors such as how long the employee has worked, the employee's earnings, and the seriousness of the disability. Employees contribute a percentage of their pay through a payroll deduction to Social Security (6.2%) and Medicare (1.45%). The College contributes an equal amount on behalf of employees. There is an annual cap on the maximum taxable amount of earnings for Social Security. There is no limit of taxable earnings for Medicare.
Employees are asked to provide an original valid Social Security Card to the Payroll Office to be employed at the College.
The College pays the full cost of Workers' Compensation insurance which provides all employees with financial protection in the event of a disabling injury or illness occurring on the job. Program benefits include medical expenses (hospitalization, physician costs, and prescription drug bills), income protection if unable to work, and survivor's benefits if injury or illness results in death.
Workplace injuries are to be reported to the supervisor immediately, allowing medical attention to be given promptly and ensuring proper documentation for the Workers' Compensation program. The supervisor and/or the employee must make a detailed report of a workplace injury to the Human Resources Office within one regular workday of the injury. All Workers' Compensation claims are subject to evaluation and investigation by the College and its insurance carrier.
Compensation for the first seven calendar days of absence following a Workers' Compensation injury are not covered by workers' compensation benefits. Employees may use personal sick time as available to cover the absence.
Unemployment Insurance is a joint Federal- and State-administered program and provides income to those who become temporarily unemployed through no fault of their own. The College pays the cost of this program for its employees.
Hampden-Sydney College recognizes the educational and professional development needs of its employees, spouses, and dependent children through a number of programs. To qualify, the employee must have been employed by the College as a Full-Time employee for at least one full year. The one-year waiting period does not apply to the Literacy Program or Professional Development.
Forms are available on Human Resources forms page.
Employee Education Benefits: education benefits for the employee. For more information click any of the following links:
Spouse Education Benefits: An employee's spouse (male or female) may attend classes at the College. If admitted, the dependent will receive tuition remission equal to the amount of tuition not paid by a Virginia Tuition Assistance Grant, for up to eight (8) semesters of full-time study, or an equivalent part-time period. This benefit is not extended to May Term. Failure of the spouse or the College employee to apply for the Virginia Tuition Assistance Grant will result in the employee being required to pay that amount to the College. The spouse may also be eligible for need-based federal or state aid, institutional need-based or merit aid and/or other off-campus scholarships. However, the combination of this financial aid coupled with tuition remission cannot exceed the Cost of Education.
The College pays the full tuition costs of these classes. Because of limited classroom space, first priority must be given to Hampden-Sydney students.
A "Spouse's Request to Attend Classes at Hampden-Sydney College" form may be obtained from the Human Resources Office; it is also available online at the HR forms page. This request must have the approval of the Registrar and the Provost and Dean of the Faculty. The request form is to be returned to the Human Resources Office at least ten (10) days prior to the beginning of the semester. The Human Resources Office will forward one copy to the Registrar's Office, Financial Aid, and Student Accounts and will maintain one copy in the employee's personnel file.
Dependent Children Education Benefits: An eligible dependent child is one who is unmarried, primarily dependent on the eligible parent for support as indicated on the eligible parent's income tax form for the previous calendar year, has not reached his or her 24th birthday, and is a blood relative, legally adopted, or stepchild of the eligible parent. If an employee leaves the employment of the College the same semester after the dependent child has begun classes (on campus, off campus, or tuition exchange), the benefit will extend through the end of that semester. Benefits are for up to eight (8) semesters of full-time study, or an equivalent part-time period, total, regardless of what program or combination of programs is used.
This benefit is not extended to May term, summer school, or any other abbreviated term/semester. Forms are available at the HR forms page .
PERSONAL COMPUTER BENEFITS
Employees may elect to purchase a personal computer (Dell only) through the College and make payments via payroll deduction. There is a 90 waiting period that must be satisfied prior to purchase. This benefit is not extended to temporary positions.
Contact the Computing Center (extension 6911) to receive information and to initiate the process.