Human Resources Bulletin - Anne Arundel County Public Schools

Human Resources
Bulletin
December 2014
Anne Arundel County Public Schools | Division of Human Resources
PAYROLL INFORMATION
• Direct deposit funds will be available at your bank by 9 a.m. on December 24, 2014.
• Direct deposit stubs will be delivered by basket mail to schools December 18, 2014.
TAX WITHHOLDING
Tax changes may be made any time by submitting a form
W-4 (federal) or MD 507 (state) Employee’s Withholding
Allowance Certificate to HR/Payroll. Remember, if you
change your address, you need to submit new tax
withholding forms if you moved to a different state or
Maryland county.
W-2 INFORMATION
2014 W-2 forms will be mailed by January 31, 2015. Active
permanent employees will receive W-2s at their work
location. W-2s for temporary or inactive employees are
mailed to the home address.
If you need to make corrections to your personal
information, please do so as soon as possible so your W-2
will be correct. Send a Change of Personnel Records form
(available at www.aacps.org > HR/
Employment > Forms, and on the intranet) to:
Address changes: Benefits Office, Human Resources
Confidential Fax: 443-458-0669
Name changes: Wilmagrace Carpenter
Employee Records File Room
Human Resources (include required
documentation listed on the form)
Confidential Fax: 443-458-0137
BENEFITS DEDUCTIONS 2015
As indicated in the Open Enrollment Guide,
2014 healthcare rates will not change for 2015.
• New Flexible Spending Account (FSA), and voluntary life
insurance deductions begin January 7, 2015.
• If you submitted paperwork to enroll in or increase
voluntary supplemental life insurance, up to $100,000,
your new deductions will start the first pay in January.
If you applied for more than $100,000 in voluntary life
insurance, you will be notified if your application has
been approved by Cigna. Deductions will commence
once approved.
Reminder: The frequency of deductions is aligned
with your number of pays:
1) All employees who are paid over 12 months
have benefit deductions from all 26 pays
(including, for example, 10-month employees
paid over the summer).
2) All employees who are paid over
10 months have benefit deductions
from 22 pays.
Note: An exception to the above are
retirement deductions, which continue
at the same frequency of 20 or 26
deductions, per the Maryland State
Retirement Agency.
EMPLOYMENT VERIFICATION
Verification of Employment can be accessed by
employees, lenders, and verifiers via The Work Number.
This information can be found at www.aacps.org > HR/
Employment > Employment Verification or
www.theworknumber.com. Step-by-step instructions
are provided for the convenience of the employee,
lender, and verifier.
Please Note:
Please make note of your unique AACPS Employee
ID shown on your paystub. In early 2015, HR will ask
callers for this ID instead of a social security number,
and it will be required on AACPS HR documents.
Anne Arundel County Public Schools prohibits discrimination in matters affecting employment or in providing access to programs on the basis of race, color,
religion, national origin, sex, age, marital status, sexual orientation, or disability unrelated in nature and extent so as to reasonably preclude performance. For
more information, contact The Office of Investigations, Anne Arundel County Public Schools, 2644 Riva Road, Annapolis, Maryland 21401, (410) 222-5286;
TDD (410) 222-5500. www.aacps.org
AACPS • Division of Human Resources • DPS/JH 1394/21 (Rev 12/14)NS
OPEN ENROLLMENT WRAP UP
Since Open Enrollment for 2015 has ended, the Benefits on-line enrollment site is no longer available for
employees to select benefits or change elections. You may still review your benefits elections or print your
enrollment summary (go to www.aacps.org > HR/Employment > Benefits and click on On-line Benefits).
Healthcare and Prescription ID Cards
• If you did not make any changes in your medical coverage,
continue to use your current medical cards.
• If you switched from the PPN plan to the Triple Option
medical plan, you will receive a new medical card for each
family member enrolled. If you participate in the Select
Vision program, the vision benefit will also show on this
medical card.
• If a new dependent is added and coverage level changes
(e.g., employee/spouse to family), new cards will be
generated. For the BlueChoice, Triple Option, and dental
plans, ID cards will be generated for anyone new who is
added.
• Dental cards are issued separately from medical and
vision cards. If you had dental coverage in 2014, continue
to use your same dental card. If you changed your dental
plan during open enrollment, you will receive a new card.
• New CareFirst cards will be sent to employees enrolling
in a medical plan for the first time in 2015. Each family
member will receive their own card.
• Remember that your CareFirst medical card also reflects
your CVS Caremark prescription coverage (RX) and your
vision coverage (SV).
Carefirst Concierge Service
A dedicated CareFirst Customer Service Representative is
on-site at the Central Office on Riva Road every Tuesday
from 9 a.m. to 3:30 p.m. If you have claim or eligibility
questions, please call HR/Benefits at
410-222-5221/5219 on Tuesdays and ask for the CareFirst
representative.
Carefirst Select Vision Change
Note that there has been a change in the benefit plan
period. The plan will now permit annual vision exam
coverage, i.e., one visit per calendar year, regardless of
date of service in the prior year. For example, if you had
an eye exam in September 2014, you can schedule a new
eye exam any time in 2015 (the 12 month waiting period
between exams no longer applies).
CVS Caremark
• Reminder: 3-tier co-payment structure
Your prescription drug co-pay depends on whether your
doctor prescribes a generic, preferred brand, or nonpreferred brand-name drug. Obtain a copy of the CVS
Caremark Primary/Preferred Drug List from
www.caremark.com and discuss generic/preferred brand
options with your physician. This list is typically updated
on a quarterly basis.
Mail order or CVS retail
Retail
pharmacy maintenance
(up to 30-day
choice (up to 90-day
supply)
supply)
Tier
Medication Type
1
Generic
$5
$10
Preferred Brand
$15
$30
$25
$50
2
3
(no generic equivalent)
Non-Preferred
Brand
• Waiver of Generic Co-Pay. You may be eligible to receive a
one-time free first fill for a generic alternative for a brand
medicine you currently take.
• Maintenance Choice. You may choose to receive your
90-day supply of medications through CVS Caremark
Mail Service or at a CVS pharmacy.
Prescription questions can be directed to 800-241-3371.
SUMMARIES OF BENEFITS AND COVERAGE (SBCs)
As required by Healthcare Reform, employees have access to Summaries of Benefits Coverage. They can be
reviewed at www.aacps.org > HR/Employment > Benefits > Healthcare.
Do you have a benefits-related question? E-mail HR/Benefits staff at benefits@aacps.org.
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RETIREMENT
Employees planning to retire by September 1, 2015 should submit their application for an estimate (Form 9–MSRA website)
by January 31, 2015. They should also attend two AACPS programs:
1. The Retirement Information Program
2. The Retirement Forms Workshop
Enrollment is on ERO. Refer to the recent all-employee
e-mail which contains the flyer “Important Retirement
Planning Information” for more details.
See the chart for the Spring 2015 schedule; all sessions will
be held in the AACPS Board Room from 4:30–6:30pm:
Informational Sessions
Wednesday, January 14th
Monday, February 9th
Tuesday, March 17th
Tuesday, April 7th
Tuesday, May 5th
Forms Workshops
Wednesday, January 7th
Wednesday, January 28th
Thursday, February 26th
Thursday, March 26th
Thursday, April 23rd
Tuesday, May 26th
Reminder — If you need to take a leave of absence you may be eligible for pension service credit for certain types of leave.
It is the member’s responsibility to file an Application to be Placed on a Qualifying Leave of Absence (MSRPS Form 46).
Contact your retirement representative in HR for more information at 410-222-5224: Employees A – L ask for Deanna Chew;
M – Z ask for Pam Saulsbury.
SUPPLEMENTAL RETIREMENT PLAN – Are you participating?
It is never too soon — or too late — to start saving for your retirement. While traditional pensions and
Social Security benefits provide a safety net in retirement, they often are not enough. This is especially true
in light of what experts say you will need to maintain your standard of living after you stop working. The
amount may surprise you. With healthcare costs rising and life spans increasing, you may need as much as
80% – 100% of your pre-retirement income to maintain your current standard of living.
Three AACPS-approved investment providers — Lincoln Financial, VALIC, and Voya (formerly ING) — offer
excellent investment options to help you reach your retirement savings goals. You can enroll at any time
during the year.
NEW: To enroll in, or to change, a deferral in a supplemental retirement plan, you must go on-line, through
Retirement Manager. The system guides you through the enrollment process. Access this site on the Intranet at
Human Resources > Benefits > Supplemental Retirement or go directly to https://www.myretirementmanager.com. You may
also contact HR/Benefits at 410-222-5221/5206 for further information. Please contact a plan provider representative to find
out more about their plans and investment choices. They can also assist you with your enrollment!
Lincoln
Jeff Furniss
Rick Nistler
VALIC
Judy Brown
Paul Burns
Jon Coe
410-987-3590jeffrey.furniss@lfg.com
410-987-3590john.nistler@lfg.com
Chad Watson 410-987-3590chadwick.watson@lfg.com
703-798-5207judy.brown@valic.com
410-459-9031 paul.burns@valic.com
410-212-5554 jon.coe@valic.com
Bart George
443-994-3714 bart.george@valic.com
Steven O’Leary 410-859-2363steven.o’leary@valic.com
Voya (formerly ING)
Alicia Kong
301-792-1086alicia.kong@voyafa.com
Robin Laird
443-949-5217robin.laird@voyafa.com
Contributions to supplemental retirement plans may not exceed IRS annual limits. The IRS limits for 2015 for both the 403(b)
and the 457(b) plans change to the following:
Under age 50 – $18,000 • Over age 50 – $24,000
Remember, ALL employees, even temporary employees like substitute teachers, are eligible to participate, and the minimum
contribution is only $1/pay. Remember, you can enroll at ANY time! Better to get started earlier rather than later! More
information can be obtained at the AACPS/Benefits website www.aacps.org > HR/Employment > Benefits > Supplemental
Retirement. For those planning to retire in 2015, consider a 457(b) to maximize leave payout.
FLEXIBLE SPENDING ACCOUNTS
Note that a dependent care FSA cannot be used for healthcare expenses of a spouse or child. Please make sure you enrolled in the
correct Flexible Spending Account. If you enrolled in a dependent care account in error, please contact HR/Benefits as soon as possible.
Outstanding FSA expenses incurred in 2014 must be
submitted to TASC no later than March 31, 2015, for
reimbursement.
As noted during Open Enrollment, up to $500 in unused
healthcare flexible spending funds will roll over into
your 2015 FSA. The carry over may roll from year to year
indefinitely. Note that you will not have access to the $500
roll over until April 1, 2015 (after the 3 month grace period).
You may link to the TASC website from www.aacps.org > HR/Employment > Benefits > Flexible Spending Accounts
to view general FSA and specific account information.
New enrollees, prior to the first of the year, will receive
a participant welcome letter, a customized Request for
Reimbursement Form for 2015 claims, and prefunded Benefit
debit cards (Visa) if enrolled in either a dependent care or
healthcare FSA. If both a dependent care and healthcare
FSA are elected, one card will be issued, which will be used
for both accounts. One card will be issued to the employee.
Additional cards for dependents may be requested by the
participant directly through TASC at no cost.
If you enrolled in an FSA in 2014, you can continue to use
your same card in 2015.
EMPLOYEE DISCOUNT PROGRAM
The Employee Discount Program
offers AACPS employees
discounts from local businesses
that are greater than those
offered to the general public.
All AACPS employees are eligible. These services include
entertainment, finance, fitness, and technology.
Information on this program is available at:
www.aacps.org > HR/Employment > Benefits > Employee
Discount Program. New businesses are continuing
to join the program so check this site often! If you
have any questions regarding a discount, contact the
vendor directly.
All AACPS employees are encouraged to access the
Employee Discount Program. However, AACPS assumes no
responsibility for any arrangements, contracts, purchases,
or disputes between individual employees and the discount
vendor. The program does not negotiate, guarantee, or
endorse discount vendors or prices. All arrangements are
strictly between the employee, as a consumer, and the
vendor. AACPS employees are encouraged to research and
compare prices and services before purchasing, signing any
contract, or making arrangements.
To receive reimbursement for expenses for which you are
unable to use the debit card, submit a claim form. Claim
forms are personalized for every participant. Electronic
reimbursements are issued daily. It is recommended to have
your funds direct deposited into your bank account (log
onto www.tasconline.com to establish an account and set
up direct deposit). You must contact Customer Service to
have a paper check issued, and you may incur a fee for this.
Otherwise reimbursement will be made to a “Cash” account
back to your debit card. Such funds can actually then be
used at retailers that accept the Visa brand card. Keep in
mind to save all receipts/documentation to submit with
reimbursement forms or to verify expenses for the Benefits
card. Remember certain over-the-counter medications may
be covered with a prescription from your doctor.
TASC contact information:
• Website: www.tasconline.com
• Customer service line: 800-422-4661
(hours 8 a.m. to 5 p.m. EST, Monday-Friday)
• Claims and substantiation may be submitted to TASC via
the web at www.tasconline.com, mobile app
(available for free with Apple or Android), mail, or fax.
• Fax number: 608-663-2762
• Mailing address: TASC – PO Box 7308,
Madison, WI 53707-7308
PROFESSIONAL DEVELOPMENT
Information related to Spring 2015 Professional
Development Workshops and college courses is
accessible through the AACPS website. The online chart
can be accessed through the AACPS intranet under Site
Index > Professional Growth & Development > Professional
Development Workshops Opportunities.
Registration on ERO for Spring workshops is currently
available. Workshops start as early as January 26, 2015.
Please register on ERO at least three days before the
workshop start date.
FRAUD, WASTE, AND ABUSE
REPORTING HOTLINE
Anne Arundel County Public Schools has a Fraud, Waste,
and Abuse reporting hotline number. The number was
established so that employees and citizens of Anne Arundel
County can report instances where they believe potential
fraud, waste, or abuse of AACPS property or resources is
taking place. The toll free fraud hotline number is 877453-6681. It can be reached 24 hours a day. All calls are
confidential and can be made anonymously.
HR/Benefits has two fax numbers: 410-222-5610 or 443-458-0669 (E-fax)
INTEGRATED DISABILITY AND LEAVE MANAGEMENT (IDLM)
Notice of Absence
intended date of return. This form must be faxed to IDLM at
According to Board Policy and the Negotiated Agreements,
443-458-0140 24–48 hours prior to the employee reporting
any sick leave in excess of three consecutive days shall be
for duty at their work location. If such certification is not
attested to by a physician. Medical certification will provide
received and approved by Human Resources, they may not
pertinent information regarding the seriousness of the
return to work.
illness as well as its duration to help administration plan for
short-term vs. long-term coverage. The medical certification Accommodations
Please be reminded that assistive devices such as orthopedic
must be made available as soon as possible to determine
boots, casts, crutches, canes, walkers, wheelchairs, etc. should
whether the leave usage should be authorized or denied.
be reported to IDLM immediately.
For this reason, the physician’s statement should not be
held by the employee until the time of return. The medical
The Division of Human Resources will review all employees’
certification must relate only to the health condition for
medical releases to return to work along with any specific,
which the current need for leave exists. It should identify the
medically necessitated accommodations/limitations
health care provider and type of medical practice (including
associated with their return. On occasion, additional
pertinent specialization, if any), what the patient is being
information may be requested from the treating practitioner.
treated for, the approximate date the health condition
The purpose of such review is to ensure that the employee is
commenced, and its probable duration.
able to perform the essential functions of their position and
to determine whether their return would present a risk to
This note must be faxed directly to IDLM’s secure,
the health, safety, and welfare of themselves, co-workers, or
confidential fax at 443-458-0140.
students. An employee’s return to work may be delayed until
Return to Work Requirements
appropriate medical certification is provided regarding his/
When employees have been absent from their workplace
her fitness for duty. Principals/supervisors will be notified by
due to their own personal illness for a period of two (2)
Human Resources when an employee is cleared to return to
weeks or if they are returning to work with restrictions/
work. No employee should be permitted to return to work
limitations, they are required to present a medical release
until that communication has been received.
from their treating practitioner/provider prior to their
Questions? Call 410-222-5090
REASONABLE ACCOMMODATION FORMS
Reasonable Accommodation forms can now be found on the AACPS Intranet under Forms > Human Resources > Reasonable Accommodations. If you have questions regarding disability accommodations, please contact the Division of
Human Resources at 410-222-5286.
MAINTAIN YOUR MSDE CERTIFICATION:
CHOOSING COURSEWORK FOR RENEWAL
Teachers, specialists, and administrators who hold an
Advanced Professional Certificate (APC) or a Standard
Professional Certificate (SPC) have specific credit
requirements for renewal. APCs/SPCs are issued for 5 years
and sufficient appropriate credit for renewal must be earned
during that certificate validity period.
As a certificated employee, you need to choose coursework
appropriate for your renewal requirements. By regulation,
course credit must be in the content area and/or “related
to a school assignment.” If you have not completed the
MSDE-regulated reading requirements, you must complete
the reading coursework before any other credits can be
considered for renewal.
In order for college coursework to be eligible for
reimbursement for teachers, they must be “related to
the Unit I member’s current assignment or anticipated
assignment in the school system” (TAAAC, Article 9.C). For
administrators, “credits are subject to approval” and “must
be applicable to some clearly defined objective, such as a
planned program leading to an advanced degree or the
enhancement of expertise on the job.” (AEL, Article 12.A.1)
Carefully consider your renewal plan early in your certificate
renewal cycle and communicate it to the AACPS Certification
office via the Professional Development Plan form
(www.aacps.org > Human Resource/Employment > Employee
Forms > MD Teaching Certification). The AACPS Staff
Development office and the Office of College/University
Partnerships are a great source of approved credit for
renewal. Information on these options is available on the
Intranet at Site Index > Professional Growth & Development.
You receive a letter from the AACPS Certification office each
time your certificate is renewed. It includes information
about your requirements for certificate renewal. It is
imperative to maintain that letter and enclosures so it is
available to you as a reference. Visit the Certification office
on the Intranet for more information on certificates and
renewal at Human Resources > Certification.
New Year’s Resolutions Better than “Losing Weight”
At one time or another, many people have wanted to lose weight. Some even go so far as to dump that one
wish on a hopeful January 1st. If resolutions were all it took to accomplish what we wanted, we would make
resolutions every day. As it is, most of us begrudge the annual time of year when we are supposed to vow to
do better, knowing that accomplishing those lofty goals is easier said than done.
ess
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WeTips
What is known from years of study is that smaller goals are often easier to accomplish than large lofty goals,
so here are ten goals that are better than “I want to lose weight.” Just pick one. If you master it, add another one.
1. Eat a high-protein, low-fat breakfast. 5. Drink water throughout the day.
2. Do not have a second helping
6. Replace a half hour of TV time with
(at least on weekdays).
movement (the TV can still be on!).
3. Try one new healthy recipe each week. 7. Get up and move around at least
once an hour (for those who sit
4. Make sure each meal includes a
at desks).
green vegetable.
8. Learn about strength training and
how to do it safely.
9. Reward myself when I accomplish
little goals.
10.Look for at least five opportunities
each week to move more.
Source: National Wellness Institute
Breast cancer drugs
Effective October 1, 2014, the breast cancer drugs Tamoxifen and Raloxifene are covered at zero-cost share. The preventive
health benefit pertains to women who are 35 years or older and at increased risk for invasive breast cancer after risk
assessment and counseling. Prior authorization is required.
Remember to take your Health Assessment!
As a first step toward better health, we encourage all employees, and their eligible covered dependents ages 18 and older,
to complete a Health Assessment (HA). This free and confidential assessment is quick (about 15 minutes), easy to complete,
and gives an immediate picture of your current health status. If you have recently had blood work done, have your lab results
with you to help answer a few of the questions. The goal of the HA is to provide you information and tools you need to make
positive lifestyle choices that will improve your health and quality of life. A personalized confidential report will be generated
to you upon completion of the HA. The report also gives personalized recommendations for making improvements.
Ready to get started?
1. Go to www.carefirst.com/aacps and click on “My
Account” on the left-hand side. Enter your user name
and password, or if this is your first time logging on, click
“Register Now” (you will need your CareFirst ID number
which can be found on your ID card, or your social
security number).
2. Click on the tab “Manage My Health.”
3. Drop down and click on “Health Assessment and
Coaching” and log in as a New User. Create a password. Click on “Health Assessment.”
4. Terms of Use, Use and Disclosure of your Information, and
HIPAA forms must be accepted before proceeding with
the Health Assessment.
The Health Assessment is available November 1, 2014, through January 31, 2015. If you have any questions, please e-mail
benefits@aacps.org or contact Benefits at 410-222-5219/5221. If you have technical questions regarding problems with the
website, call CareFirst at 877-526-8390. Paper Health Assessments are available upon request by calling HR/Benefits.
Employee Assistance Program
Remember to take advantage of your free, confidential Employee Assistance Program through Business Health Services (BHS).
They can help you and your household members with short-term counseling for personal or work-related issues. The EAP
provides support for various issues impacting families today:
• Emotional and psychological issues such as grief/loss,
depression, etc.
• Family issues such as marriage counseling,
dealing with challenging children, etc.
• Substance abuse issues
• Major life events, including births,
accidents and deaths
• Health care concerns
• Financial issues such as college funding,
debt management etc.
• Legal concerns such as guardianship, custody and support,
estate planning, real estate, etc.
• Work relationship issues
• Assistance finding child care or elder care
Call 800-327-2251 any time. Look for the “Wellness Exchange” newsletter in your email inbox once a month, courtesy of BHS.
“Wellness Bytes” are also available on the Intranet > Human Resources > Employee Benefits > Employee Assistance Program.