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This document is uncontrolled when printed. Revision B
Date of Revision: March 9, 2016
EMPLOYEE BENEFITS GUIDE
HR-P7-R2
CURRENT PLAN YEAR
HR-P7-R2 HCS Employee Benefits Guide Page 2
TABLE OF CONTENTS
Preface................................................................................................................................................. 3 HCS Benefits “At-a-Glance”: A Guide to Coverage .......................................................................... 4 1. Public Education Employees’ Health Insurance Plan (PEEHIP) ............................................... 5
1.1. PEEHIP Health Insurance Plan Providers .................................................................................. 5
1.1.1. Blue Cross Blue Shield of Alabama ............................................................................. 5 1.1.2. VIVA Health Plan......................................................................................................... 5
1.1.3. Southland Benefits Solutions ........................................................................................ 6
1.2. PEEHIP Eligibility ................................................................................................................................ 6
1.2.1. Eligible Employees ....................................................................................................... 6 1.2.2. Ineligible Employees .................................................................................................... 6 1.2.3. Eligible Dependents ...................................................................................................... 7
1.3. Employer Contributions.................................................................................................................... 7
1.4. Premium Rates ..................................................................................................................................... 8
1.5. PEEHIP Enrollment ............................................................................................................................. 8
1.5.1. Current Employee ......................................................................................................... 9 1.5.2. New Employee .............................................................................................................. 9 1.5.3. Transfer Employee ...................................................................................................... 10 1.5.4. Rehired Employee ....................................................................................................... 10 1.5.5. Changes to Coverage Outside Open Enrollment ........................................................ 10
1.6. PEEHIP Supplemental Medical Plan ........................................................................................... 11
1.7. COBRA .................................................................................................................................................... 11
1.8. Flexible Spending Accounts (FSA) .............................................................................................. 12
1.8.1. Health Care FSA ......................................................................................................... 12 1.8.2. Dependent Care FSA .................................................................................................. 12
2. Basic Life and AD&D Insurance .............................................................................................. 13 3. General Liability Insurance....................................................................................................... 13 4. Employee Assistance Program (EAP) ...................................................................................... 13 5. Retirement Plans ....................................................................................................................... 14
5.1. Teachers’ Retirement System (TRS) .......................................................................................... 14
5.2. Voluntary Tax Sheltered Retirement Options ........................................................................ 14
6. Paid Time Off/Leave Program .................................................................................................. 15
6.1. Paid Time Off/Leave Benefits ....................................................................................................... 15
6.2. Sick Leave Bank (SLB) ..................................................................................................................... 16
7. Credit Union.............................................................................................................................. 16
8. Voluntary Benefits .................................................................................................................... 17
8.1. Voluntary Benefits/Optional Payroll Deductions ................................................................. 17
8.2. Alabama Education Association Organization (AEA) .......................................................... 18
APPENDIX ....................................................................................................................................... 19
HR-P7-R2 HCS Employee Benefits Guide Page 3
PREFACE
Welcome to the Huntsville City School System!
We are excited to offer the following benefits package to our eligible employees. The HCS Human
Resources Department is committed to provide you with the information you need in order to help
you make educated choices regarding your employee benefits. By delivering quality service, we
endeavor to assist HCS employees in staying focused on the task of educating our students.
The overall purpose of this guide is to provide an overview of the benefit plans and programs offered
by HCS. It is not intended to be a comprehensive reference and should be reviewed in conjunction
with other HCS benefit materials and applicable Policies and Regulations. In the event of a conflict
between official benefit plan documents, benefit contracts, and this guide, the official information
provided in the Policies and Regulations will be the governing document.
If you have questions about the information in this guide, please consult with the HCS Human
Resources Department for clarification.
IMPORTANT CONTACT INFORMATION
Human Resources Department
Annie C. Merts Building
200 White Street
Huntsville, AL 35806
Phone: 256-428-6839
Fax: 256-428-6838
Open 10am-4:30pm Monday-Friday
Information and forms relating to HCS
Employee Benefit plans may be obtained
from and submitted to the Human
Resources department. Employees may
contact HR with questions, concerns, or
discrepancies.
Public Education Employees’ Health Insurance Plan (PEEHIP)
The Retirement Systems of Alabama
PO Box 302150
Montgomery, AL 36130
Phone: 877-517-0020
Fax: 877-517-0021
Email: [email protected]
Open 8am-5pm Monday-Friday
Information and questions regarding
health insurance; optional dental, vision,
cancer, and hospital plans; flexible
spending accounts; and 401(a) retirement
program.
Ask PEEHIP: https://www.rsa-al.gov/index.php/members/peehip/ask-us/
Member Online Services: https://mso.rsa-al.gov/
PEEHIP Publications and Forms: https://www.rsa-al.gov/index.php/members/peehip/pubs-
forms/
HCS BENEFITS “AT-A-GLANCE”: A GUIDE TO COVERAGE
HEALTH INSURANCE
Administrators: Blue Cross Blue Shield of Alabama OR VIVA Health PlanPaid By: Employee (supplemented by employer contribution)
Eligibility: First day of employment or first of month following date of hire
Contact Info: BCBS: https://www.bcbsal.org/PEEHIP/ 800-327-3994 VIVA Health Plan: www.vivahealth.com/PEEHIP 800-294-7780
Notes: Provided by PEEHIP
OPTIONAL PLANS:DENTAL/VISION/
CANCER/ HOSPITAL
INSURANCE
Administrator: Southland Benefits Solutions
Paid By: Employee (if not enrolled in health insurance, employer contribution covers 2 optional plans for 20-hr employees; 3 optional plans for 30-hr employees; 4 optional plans for 40-hr employees)
Eligibility: Employees working 20+ hours/week
Contact Info: www.southlandpeehip.com 800-476-0677
Notes: Provided by PEEHIP
FLEXIBLE SPENDING
ACCOUNT (FSA)
Administrator: Blue Cross Blue Shield of Alabama
Paid By: Employee
Eligibility: Employees working 20+ hours/week
Contact Info: http://www.bcbsal.org/PEEHIP/ 800-213-7930 Notes: Pre-tax health & dependent care expenses: Provided by PEEHIP
BASIC LIFE AND
AD&D
Provider: MetLife
Paid By: HCS
Eligibility: Employees working 30+ hours/week
Contact Info: www.metlife.com 800-638-5433
Notes: $10,000 coverage
EMPLOYEE
ASSISTANCE
PROGRAM
Provider: American Behavioral
Paid By: HCS
Eligibility: Employees working 20+ hours/week
Contact Info: americanbehavioral.personaladvantage.com 800-925-5327
Notes: Confidential counseling and referral services
RETIREMENT PLAN - 401(a)
Provider: Teachers’ Retirement System
Eligibility: All regular employees working on at least a one-half time basis
Contact Info: [email protected] 877-517-0020
Notes: Mandatory 6% contribution of gross annual salary for employees hired after 01/01/13; Mandatory 7.5% contribution of gross annual salary for employees hired before 01/01/13
PAID TIME OFF /LEAVE
Sick: Regular employees; 1 day/month (accumulate unlimited)
Sick Leave Bank: Any full time employee; voluntary participation
Personal: Regular, full-time employees; 5 non-cumulative days/school year
Vacation: 11-12 month employees; <6 years of service up to 10 days ofvacation; >6 years of service up to 15 days of vacation
Holidays: Full-time employees; 17 paid holidays/school year
VOLUNTARY
BENEFITS Various benefit plans and policies available through Board-approved list of providers
(Life insurance, disability, 403(b), dental, cancer, critical care, etc.)
HR-P7-R1 HCS Employee Benefits Guide Page 5
The PEEHIP website is
designed to provide an easy way
for new employees to find
information they need to make
informed decisions about benefits
offered!
Visit www.rsa-al.gov/PEEHIP to
learn more about the policies and
coverage available to
HCS employees.
1. PUBLIC EDUCATION EMPLOYEES’ HEALTH INSURANCE PLAN (PEEHIP)
As public education employees, HCS employees are eligible for benefits under the Public Education
Employees’ Health Insurance Plan (PEEHIP). These
benefits include medical insurance (administered by Blue
Cross Blue Shield of Alabama or VIVA Health), optional
dental, vision, cancer, and hospital indemnity plans
(administered by Southland Benefit Solutions), and a
flexible spending account program (administered by Blue
Cross Blue Shield of Alabama). Insurance premiums and
enrollment in these plans are handled by PEEHIP, not by
HCS. A Health Insurance Quick Reference Guide is
provided in the Appendix of this document for reference; however, employees should refer to the PEEHIP Member
Handbook on the PEEHIP website for details. Refer to the SPD for full plan benefits. https://www.rsa-al.gov/index.php/members/peehip
The information included in the HCS Employee Benefits Guide is for informational purposes only.
Every effort has been made to keep the information current and accurate; however, in the event of a
conflict between information presented and any Board, HR Policies, and/or the Retirement Systems
of Alabama PEEHIP Benefits & Policies, the terms of the Board, HR Policy, and/or the Retirement
Systems of Alabama PEEHIP Benefits & Policies shall prevail. Information within this document is
subject to change without notice.
1.1. PEEHIP Health Insurance Plan Providers
1.1.1. Blue Cross Blue Shield of Alabama (PPO)
The Blue Cross Blue Shield of Alabama plan is available to active employees and non-
Medicare-eligible retirees who do not have Medicare-eligible dependents. This plan offers
hospital benefits, major medical benefits, a pharmacy program, and many other services.
Further details may be found on the PEEHIP website under “Benefits and Policies”.
1.1.2. VIVA Health Plan (HMO)
The VIVA Health Plan is a Hospital Medical plan available to active employees and non-
Medicare-eligible retirees who do not have Medicare-eligible dependents. In addition, the
members must live in one of the VIVA Health Plan approved service areas and must use
providers in the VIVA Health Plan network. With VIVA Health, PEEHIP members have access
to 70 hospitals and over 7,000 physicians statewide. Further details may be found on the
PEEHIP website under “Benefits and Policies”.
HR-P7-R2 HCS Employee Benefits Guide Page 6
1.1.3. Southland Benefits Solutions
There are four optional coverage plans offered through PEEHIP, administered by
Southland Benefit Solutions. These plans include dental, vision, cancer, and hospital
indemnity. All optional coverage plans must be retained for the entire plan year (i.e.,
October - September). New employees enrolled during the Open Enrollment period
cannot enroll in the optional coverage plans on their date of employment and cancel the
plans October 1 of that same year. HCS requires an Optional Payroll Deduction form to be filled out by the employee authorizing payroll deductions for optional coverage premiums. The form is in the Human Resources department, must be filled out for each
authorized deduction. Further details may be found on the PEEHIP website under
“Benefits and Policies”.
If an employee is enrolled in more than one optional plan, the contracts must be all family
or all individual plans. Members enrolled in family optional plans cannot change to
individual optional plans outside of the open enrollment period unless all dependents
become ineligible due to age, death, or divorce.
1.2. PEEHIP Eligibility
1.2.1. Eligible Employees
The following employees are eligible to participate in PEEHIP:
A full-time employee working on a full-time basis in any public institution of education
within the state of Alabama.
A permanent part-time employee who is not a substitute or transient employee. A
permanent part-time employee is eligible for PEEHIP if he/she agrees to payroll
deduction for a pro rata portion of the premium cost for a full-time employee. The
portion is based on the percentage of time the permanent part-time worker is
employed.
A temporary employee hired on or before September 30 of each school year is eligible
to receive benefits for the current school year.
1.2.2. Ineligible Employees
The following employees are not eligible to participate in PEEHIP:
A seasonal, transient, intermittent or adjunct employee hired on an occasional or as needed basis.
An adjunct instructor hired on a quarter-to-quarter or semester-to-semester basis and/or only teaches when a given class is in demand.
Board attorneys and local school board members if not permanent employees of the institution.
HR-P7-R2 HCS Employee Benefits Guide Page 7
Contracted employees who may be on the payroll but are not actively employed by the
school system.
Extended day workers hired on an hourly or as needed basis.
1.2.3. Eligible Dependents
The following employee dependents are eligible to participate in PEEHIP:
Employee’s spouse as defined by Alabama law to whom the employee is currently and
legally married (excludes divorced and common law spouses).
In accordance with the federal Health Care Reform Legislation, a married or unmarried
child under the age of 26 (see PEEHIP website for additional qualifications for “child”).
Unmarried dependent children of any age who become totally disabled before
reaching the age limit for eligibility.
1.3. Employer Contribution
The employer contribution is a fringe benefit provided by the state to assist employees with the
purchase of health insurance or optional coverage plans provided through PEEHIP. The
employer contribution for benefits is $780.00 per month per full time employee.
To be eligible for a full employer contribution, a teacher, counselor, librarian, administrative
employee (such as administrative assistants, accounting clerks, etc.) or other professional
employee must be employed full-time.
Support workers, such as custodians, maintenance workers, CNP workers, or instructional
assistants, must be employed at least twenty (20) hours per week to receive a full employer contribution.
Regular part-time employees who meet the qualifications will be entitled to a pro rata employer contribution.
An active full-time employee receives one additional month of coverage for every three months
the employee is in pay status at least one-half of the work days in the month for that school year.
Employer contributions are earned in the month worked. An employee may get paid for a portion
of a month but may not earn the employer contribution for that month if he or she is not in a pay
status at least one-half of the workdays of that month. Nine-month employees who are in pay status at least one-half of the work days of the months of September through May will accrue the employer contributions for June, July and August. However, an employee who works October 1
through November 8 earns the October employer contribution but not the November employer contribution.
Employees should refer to the PEEHIP website under “Premiums” for more information regarding employer contributions.
HR-P7-R2 HCS Employee Benefits Guide Page 8
The employee may verify requested benefit deductions are correct by viewing their pay stub! Any discrepancies
should be reported immediately to HR.
1.4. Premium Rates
The monthly premiums for coverage through Blue Cross Blue
Shield of Alabama or Viva Health Plan are $795.00 for individual
coverage and $957.00 for family coverage. The employees’ out-
of-pocket monthly premium is $15.00 for individual coverage, $177 for family without a spouse, or $277* for family with a spouse (*$75 spousal surcharge to be phased in over three years beginning 10/1/15 and culminating 10/1/17)
Optional coverage for dental, vision, cancer, and hospital
indemnity plans are administered by Southland Benefit
Solutions. The monthly premiums for these plans are as follows:
Dental $38.00/month $50.00/month
Individual Family
Vision $38.00/month Individual or Family
Cancer $38.00/month Individual or Family
Hospital Indemnity $38.00/month Individual or Family
The Premium Conversion Plan requires all active PEEHIP members to pay premiums using pre-
tax dollars. This plan is a function of the payroll system in which the member no longer pays
federal, social security, or Alabama state income taxes on health insurance premiums.
1.5. PEEHIP Enrollment
Insurance premiums and enrollments are handled by PEEHIP, not by the employer. Because
PEEHIP determines and manages the premium deductions, active and retired members are
required to send all insurance changes to PEEHIP.
Prior to the payroll cutoff date, PEEHIP sends an electronic file to each employer authorizing the
payroll deductions for each employer. The payroll deduction amount is based on the insurance
plan(s) each member selects. If the payroll deduction is incorrect, members need to contact
PEEHIP instead of their employer.
PEEHIP Open Enrollment begins July 1 and ends August 31. Online Open Enrollment begins July 1
and is extended to midnight of September 10. Online enrollment through Member Online
Services (MOS) is the preferred method of enrolling. This website may be accessed at
https://mso.rsa-al.gov.
If the employee misses the Open Enrollment deadlines, they must wait until the next
Open Enrollment period to enroll in or make changes to their PEEHIP coverage.
1.5.1. Current Employee
Pursuant to the federal healthcare reform laws, all members and dependents regardless of age who are added to PEEHIP coverage on or after October 1, 2014 will no longer have waiting periods applied to pre-existing conditions.
1.5.2. New Employee
New employees must enroll online through Member Online Services within 30 days of
the new employee’s date of hire. It is important that the employee reviews this material in
order to enroll in benefits for which they are eligible and that meet their needs. The choices the
employee makes will be in effect for the remainder of the plan year unless the employee
experiences a qualifying life event (QLE). The new employee has 30 days from their date of hire to enroll in PEEHIP coverage.
New employees can elect coverage to begin effective on their date of hire or the first day of the
month following their date of hire. Premiums are payroll deducted in the month prior to the month of coverage. However, the first month’s premium must be paid at the time of
enrollment. New employees will not have a paycheck from which to deduct their first month’s
premium; therefore, payment must be submitted directly to PEEHIP.
If enrollment is not completed within 30 days, the new employee is only permitted to enroll in
Single Hospital Medical coverage and must submit to PEEHIP a paper enrollment form. The effective date will be the date PEEHIP receives the form. The employee must wait until open
enrollment begins to enroll in family hospital/medical coverage and/or enroll in optional
coverage plans (dental, vision, cancer, and hospital indemnity). Additions, changes, cancellations must be submitted during annual Open Enrollment or within 45 days of a Qualifying Life Event (QLE).
It’s Easy to Enroll Online!
Go to “Member Online Services” at https://mso.rsa-al.gov.
Follow the steps to register as a “First Time User” or log in using your member user ID and password.
Once logged in, select "Enroll or Change PEEHIP Coverage". Select "New Enrollment". Follow the on-screen prompts until reaching the Confirmation Page confirming your enrollment has
been submitted. Print the Confirmation Page and keep for your records.
HR-P7-R2 HCS Employee Benefits Guide Page 9 Page 9
HR-P7-R2 HCS Employee Benefits Guide Page 10
1.5.3. Transfer Employee
Employees who transfer from one system to another system are considered current
employees and are NOT considered new employees for insurance enrollment purposes;
therefore, transfer employees must keep existing PEEHIP coverage and may not make
insurance changes until the next Open Enrollment period.
1.5.4. Rehired Employee
If an employee is terminated at the end of the school year and transfers to another system or
is rehired by the same system for the next school year, the employee is not considered a new
employee for insurance purposes; therefore, the employee cannot make insurance changes
except during the Open Enrollment period. For example, if a member is terminated on May 25
and rehired on August 3, the member cannot enroll in new coverage until the next Open
Enrollment period. The member’s existing insurance coverage will be reinstated with no
lapse in coverage.
1.5.5. Changes to Coverage Outside Open Enrollment
There are certain circumstances which allow a member to change his or her PEEHIP
coverage(s) outside of the annual Open Enrollment period. All active members pay their
premiums using pre-tax dollars, therefore, active members must have an IRS qualifying life event (QLE) to be eligible to cancel their Hospital Medical Plan, change their coverage, or
drop/add dependents outside of the Open Enrollment period.
Examples of IRS qualifying events are:
Adoption or birth of a child
Death of a spouse or dependent
Dependent loss of coverage
Divorce or annulment
Legal custody of a child
Marriage
Marriage of dependent child
Termination of spouse employment and loss of insurance coverage
Commencement of spouse employment
Medicaid and Medicare entitlement
FMLA/LOA
Spouse has Open Enrollment period different than PEEHIP's Open Enrollment
If a qualifying life event occurs, an employee has 45 days from the date of the event to
request a change. Appropriate documentation must be received and approved before the
change will be considered. Because PEEHIP determines and manages the premium
HR-P7-R2 HCS Employee Benefits Guide Page 11
deductions, active and retired members are required to send all insurance changes to
PEEHIP. Changes may be made online by logging into Member Online Services and
completing the required information.
Further details may be found on the PEEHIP website under “Benefits and Policies”.
1.6. PEEHIP Supplemental Medical Plan
PEEHIP members can opt to elect the PEEHIP Supplemental Medical Plan as their Hospital
Medical coverage in lieu of the PEEHIP Hospital Medical Plan. The PEEHIP Supplemental Medical Plan will provide secondary benefits to the member’s primary plan provided by another
employer. Only active and non-Medicare retiree members and dependents are eligible for the
PEEHIP Supplemental Medical Plan. The plan covers most out-of-pocket expenses not covered by
the primary plan. The employer contribution covers the cost of this plan when no other PEEHIP coverage is elected.
The PEEHIP Supplemental Medical Plan imposes the same exclusions and limitations that are in
the PEEHIP Basic Hospital Medical Plan. Additionally, the PEEHIP Supplemental Medical Plan does
not pick up services excluded by another group plan. Blue Cross and Blue Shield of Alabama is the
administrator of the PEEHIP Supplemental Medical Plan. The PEEHIP Supplemental Medical Plan
cannot be used as a supplement to Medicare, the PEEHIP Hospital Medical Plan, or the State, Local
Governmental Plans administered by the State Employees’ Insurance Board (SEIB), TriCare, Champus or Medicare.
Further details can be found on the PEEHIP website under “Benefits and Policies”.
1.7. COBRA
The Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) requires PEEHIP to offer
employees and their families the opportunity for a temporary extension of health coverage. If an
employee loses group health coverage because of a reduction in hours of employment,
resignation, or the termination of employment (for reasons other than gross misconduct), health
coverage may be extended at group rates for a limited period of time.
Under COBRA, the employee, ex-spouse, or dependent family member has the responsibility to
inform PEEHIP within 60 days of a divorce, legal separation, or a child losing dependent status
under the plan and must obtain a Continuation of Coverage Application form from PEEHIP. The
employee must notify PEEHIP by phone or in writing of their need of COBRA.
If the eligible member does not choose continuation of coverage, their group health insurance
coverage will end after their last employer contribution has been used or on the last day of the
month in which the member becomes ineligible.
Further details can be found on the PEEHIP website under “COBRA Information”.
HR-P7-R2 HCS Employee Benefits Guide Page 12
1.8. Flexible Spending Accounts (FSA)
The Flexible Spending Accounts (FSA) program, administered by Blue Cross Blue Shield of
Alabama, allows employees to withhold money from their paycheck on a pre-tax basis. PEEHIP
offers two flexible spending accounts to all active employees: the Health Care and the
Dependent Care spending accounts. FSAs can provide employees with a tax break on regular,
predictable out-of-pocket costs. Because FSA money is deducted from income before federal,
state or social security taxes are withheld, employees pay less in taxes and ultimately have more
disposable income. It is important to note that if sufficient claims are not filed for reimbursement,
the unused amounts will be lost - this is often referred to as the “use it or lose it” rule.
Employees currently enrolled in the PEEHIP Flexible Spending Accounts must re-enroll
every year. New employees can enroll in the Flex plan within 30 days of their employment date.
Further details can be found on the PEEHIP website under “Flex Account”.
1.8.1. Health Care FSA
The Health Care FSA allows employees to set aside up to $2,550 per year for eligible medical
expenses, with a $120 minimum annual contribution amount. New employees decide how
much they want to contribute for the balance of the plan year following their date of
employment.
1.8.2. Dependent Care FSA
The Dependent Care FSA covers expenses associated with the care of children or other
dependents, such as an elderly parent or disabled child or spouse, while the employee works
or attends school full-time. This plan allows employees to set aside up to $5,000 per year for
eligible dependent care expenses (or $2,500 if you and your spouse file income taxes
separately), with a $120 minimum annual contribution amount. Dependent day care
expenses are reimbursed upon submission of applicable receipts.
Further details may be found on the PEEHIP website under “Flex Account”.
HR-P7-R2 HCS Employee Benefits Guide Page 13
2. BASIC LIFE AND AD&D INSURANCE
HCS provides basic life and accidental death and dismemberment (AD&D) insurance through MetLife
in the amount of $10,000 to active full-time employees who work thirty (30) hours or more per week
at no cost to the employee.
To enroll in basic life and AD&D insurance through MetLife, the employee should complete the MetLife
Enrollment form, available from the Human Resources department. If electing additional voluntary
benefits, the employee must also complete the Evidence of Insurability form. Optional life insurance
for the employee’s spouse or children may not be elected without adding optional life insurance for
the employee. The MetLife monthly rates for optional life are listed in the Appendix of this document.
3. GENERAL LIABILITY INSURANCE
HCS maintains General Liability insurance coverage including Comprehensive General Liability and
Errors and Omissions. The insured under this program include the Board of Education (collectively
and individual), the school district, all employees of the board, all student teachers, and all school
volunteers.
General Liability $300,000 each claim made $600,000 coverage period aggregate
Errors and Omissions $1,000,000 each claim made $2,000,000 coverage period aggregate
Deductible $10,000 per claim
Coverage Period Effective 10/01/14; 12:01a.m. to 10/01/15; 12:01 a.m.
4. EMPLOYEE ASSISTANCE PROGRAM (EAP)
American Behavioral is the provider of the HCS Employee Assistance Program (EAP). The EAP offers
assistance with a variety of work/life issues including family and marital, mental health and substance
abuse assessment and referral, as well as legal, financial, child care and elder care referral services.
This program offers access to one-on-one services for all eligible employees (working at least twenty
hours per week) and their families.
The EAP program, Personal Advantage, is a free and confidential referral and counseling service
available to help employees balance the challenges of home, work, and contemporary life. Eligible
employees are entitled to up to six free confidential in-person counseling sessions for marital and
family issues, alcohol and other drug dependency, stress related issues, legal and financial referrals or
emotional problems. Personal Advantage offers health risk assessments, solution centers tailored to
specific life needs and challenges, courses and videos, and featured articles that correlate with
national observances or current events.
HR-P7-R2 HCS Employee Benefits Guide Page 14
It is the employee’s
responsibility to inform TRS of
any changes in personal
information!
Employees may refer to the website http://americanbehavioral.personaladvantage.com for further
details.
5. RETIREMENT PLANS
5.1. Teachers’ Retirement System (TRS)
Eligible employees are automatically enrolled in the Teachers’ Retirement System (TRS). The TRS
is a defined benefit plan qualified under Section 401(a) of the Internal Revenue Code.
Participation in the TRS is mandatory if a person is employed in a position eligible for coverage in
a non-temporary capacity on at least a half-time basis earning at least the federal minimum wage.
Once enrolled, the member must continue participation until employment is terminated.
As a TRS member, employees enjoy benefits important to financial well-being. These benefits
include retirement, disability, and survivor benefits. All new eligible employees hired after
January 1, 2013 are classified as Tier 2 employees and are required by state law to contribute
6.00% of their gross annual salary to TRS. Members with any credible service prior to January 1,
2013 are classified as Tier 1 participants and are required by state law to contribute 7.50% of
their gross annual salary to TRS.
The Code of Alabama 1975, Section 16-25 contains the actual
language governing the plan. Employees may refer to the TRS
Member Handbook (Tier 1 or Tier 2) at https://www.rsa-
al.gov/index.php/members/trs/pubs-forms/ for further
information.
A TRS retiree employed with a TRS or ERS member agency may
continue to receive full retirement benefits provided the retired
member meets certain criteria.
For guidelines and limitations, employees should refer to The Retirement Systems of Alabama
website under “Post Retirement Employment” or contact TRS at [email protected].
5.2. Voluntary Tax Sheltered Retirement Options
Employees may save supplemental funds for retirement by participating in a 403(b) tax-sheltered
annuity. Participation is voluntary and contributions are deducted monthly from an employee’s
salary on a tax-deferred basis. Multiple investment options are available, including fixed
insurance annuities, variable annuities, and 403(b) (7) mutual funds.
Contributions and investment earnings are tax-deferred, and some 403(b) investment companies
offer loan provisions. If interested, please see the Appendix for the list of approved Tax Sheltered
Annuity (TSA) companies.
HR-P7-R2 HCS Employee Benefits Guide Page 15
403(b) contribution limits for 2014 are as follows. Limits are subject to annual review by IRS.
Up to $17,500 in elective salary deferrals.
Up to an additional $5,500 in "catch-up contributions" if the 403(b) participant is age 50+.
Age 50+ catch up limit is indexed in $500 increments based on cost-of-living adjustments.
Eligible employees with 15 or more years of service with the current employer may be
able to contribute up to an additional $3,000.
The employee must have 15 or more years of service with the current employer.
The employee must not have contributed on average $5,000 or more for each of the years
of service to any elective deferral plan of this employer.
If you qualify for the 15 year rule, your elective deferrals under this limit can be as high as$20,500 for 2014 (Refer to IRS Publication 571).
6. PAID TIME OFF/LEAVE PROGRAM
HCS offers a comprehensive leave program allowing employees to be absent from work in the
following circumstances:
Sick leave for illness, injury, or other qualifying reason or on-the-job injury leave under
state law or the Family and Medical Leave Act (FMLA)
Personal leave
Vacation leave
Holidays
Professional leave
Military leave
Jury duty
Other unpaid leave specifically approved by the Board upon a showing of substantial
hardship or extraordinary circumstances
Employees who know in advance they will be absent from work must notify their immediate
supervisor of the expected absence in accordance with procedures specified by the immediate
supervisor or department head. In the event advance notice is impractical, employees must notify
their supervisor of their absence as early as possible. Except as otherwise provided or permitted, an
employee who is absent from work without approved leave will be considered absent without leave in
violation of Board policy and subject to appropriate disciplinary measures.
6.1. Paid Time Off/Leave Benefits
HCS offers generous paid time off and leave benefits as per the following:
HR-P7-R2 HCS Employee Benefits Guide Page 16
Paid Sick Leave All regular employees 1 day/month worked (accumulate unlimited days per state law)
Paid Personal Leave All regular, full-time employees
5 non-cumulative days/school year
Paid Vacation 11-12 month full-timeemployees
Up to 10 days/school year (< 6 years)
Up to 15 days/school year (> 6 years)
Paid Holidays All regular employees 17 days/school year
(subject to Board approval)
For further details, guidelines, and limitations regarding paid time off and leave benefits, refer to
the HCS Employee Handbook section 4.
6.2. Sick Leave Bank (SLB)
Any full-time or part-time employee who receives accumulated sick days as a benefit is eligible to
become a member of the Sick Leave Bank (SLB). Participation in the SLB is optional. Eligible
employees must elect to join at the beginning of the school year no later than the last business day
in September or during the month of January. Otherwise, they will not be eligible to participate
until the following school year. New employees may join the SLB within the first four weeks
following their employment date.
The purpose of the SLB is to provide eligible employees on extended sick leave with the means to
obtain additional sick leave days. The employee must have exhausted all other accumulated paid
leave in their personal account and would otherwise be using unpaid leave (upon proper
approval). The SLB provides a loan of sick leave days up to the maximum allowed by law. The SLB
is not to be used to provide additional days off for elective surgery, in lieu of sick leave, or prior to
retirement or resignation. The SLB also manages sick leave days donated to a SLB member for
catastrophic illness or injury.
Requests to borrow days from the SLB must be received by the Payroll department within two
weeks of the onset of illness or injury. No retroactive requests will be considered. The SLB
Committee will determine the number of days loaned to an applicant. Factors to be considered in
this determination include, but are not limited to, the applicant’s need, the circumstances of the
illness or injury, and the availability of days currently on deposit.
Further information, guidelines, participation forms, and SLB loan applications are available from
the Payroll department or online at the HCS website under the Payroll department section.
7. CREDIT UNION
North Alabama Educators Credit Union is a corporation controlled and supervised by the Bureau of
Federal Credit Unions. The services of the credit union are available to HCS employees. Refer to the
NAECU website for information and locations.
HR-P7-R2 HCS Employee Benefits Guide Page 17
8. VOLUNTARY BENEFITS
Additional voluntary benefits are available to eligible HCS employees through optional payroll
deductions. Any employee who wishes to add or terminate one or more of these deductions must
execute an Optional Payroll Deduction form, along with the necessary benefit provider application or
enrollment form(s) (if applicable) by the 15th of the month. The Optional Payroll Deduction form is
available from the Human Resources department or online at the HCS website under the Human
Resources department section.
8.1. Voluntary Benefits/Optional Payroll Deductions
Voluntary benefits consist of those recommended by the Superintendent and approved by the
Board and are available to eligible employees. The approved list of voluntary benefits is below:
Provider Benefit Type Contact Info
Alabama Benefits, Inc. (Cox Associates)
Cancer/Dental/Life Insurance; 24-hr Intensive Care Coverage;Accident Coverage
256-534-2868
AFLAC Life Insurance 800-992-3522www.aflac.com
Lincoln Financial Group 403(b) 256-704-4625(Jonathan Hornsby)800-454-6265
MetLife
Life Insurance; AD&D
256-428-6839www.metlife.com
403 (b) 256-533-1842(Jathan Stisher)www.metlife.com
National Teacher Association Cancer Policy 888-483-1392www.ntalife.com
Retirement Systems of Alabama
Deferred Compensation Plan (457(b))
UNUM
Long-Term Disability 256-539-0793www.unum.com
Life Insurance 800-421-0344www.unum.com
Critical Care/Major Illness 800-635-5597www.unum.com
VALIC 403(b) 256-508-9954(Robyn Moore)800-780-6270 x. 87045
Voya ReliaStar Life Insurance Co.
403(b)
251-706-1451866-660-7020(Joseph Lomax)http://voya.com/
HR-P7-R2 HCS Employee Benefits Guide Page 18
8.2. Alabama Education Association Organization (AEA)
The following voluntary employee benefits are offered through the Alabama Education
Association Organization (AEA). For further information, contact Collateral Educator Services at
866-322-2244 with questions regarding enrollment or existing policies.
Provider Benefit Type Contact Info
American United Life Insurance Co.
Short-Term Disability; Long-Term Disability; AD&D; Group Term Life Insurance
866-322-2244www.oneamerica.com
Davis Vision Vision Plans 866-322-2244www.davisvision.com
Fidelity Life Insurance Co. Life Insurance 866-322-2244www.fidelitylife.com
KMG America (Humana-Kanawha)
Life Insurance 866-322-2244www.aeabenefits.com
Liberty Mutual Insurance Co. Auto/Home Insurance 866-322-2244www.libertymutual.com
MetLife Long-Term Care 866-322-2244www.metlife.com
National Security Group Critical Illness; Cancer Policy; Whole Life Insurance
866-322-2244www.nationalsecuritygroup.com
Protective Life Life Insurance 866-322-2244www.protective.com
HR-P7-R1 HCS Employee Benefits Guide Page 19
APPENDIX
METLIFE MONTHLY RATES FOR VOLUNTARY COVERAGE
Voluntary Employee Life Coverage: Available in $10,000 increments from $50,000-$200,000.
Rates per $1,000 of coverage:
< 40 40-49 50-59 60-64 65-69 70+
$0.60 $1.40 $3.30 $7.90 $13.30 $42.20
Voluntary Dependent/Spouse Life Coverage*: Available in $10,000 increments to $100,000 max.
Rates per $1,000 of coverage:
< 29 30-34 35-39 40-44 45-49 50-54 55-59 60-64 65-69
$0.60 $0.90 $1.00 $1.30 $1.90 $3.40 $5.60 $10.10 $17.30
Voluntary Dependent/Child Life Coverage*: Available in $2,000 increments to $10,000 max.
$2,000 $4,000 $6,000 $8,000 $10,000
$0.28 $0.56 $0.84 $1.12 $1.40
HR-P7-R2 HCS Employee Benefits Guide Page 20
*Amounts will be subject to state limits, if applicable.
ADDITIONAL CONTACT INFORMATION
Company Phone Website
Alabama Department of Public Health 800-252-1818 http://www.adph.org/
Alabama Tobacco Quitline 800-784-8669 http://alabamaquitnow.com/
ALL Kids 888-373-5437 http://www.adph.org/allkids/
Collateral Education Services 866-322-2244 http://www.servingeducators.com/
MedImpact 877-606-0727 https://mp.medimpact.com/ala
North Alabama Educators Credit Union 800-547-8172 http://www.naecu.org/
Walgreens Specialty Pharmacy 877-694-5320 www.walgreenshealth.com/peehip
