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    Benefits Deadlines and Payroll Deductions

    The following outlines the process for submitting benefits enrollment and changes to Human Resources and payroll deductions

    Deadlines and Payroll Deduction Changes
    Once benefits enrollment form and all supporting documentation have been received, changes will be keyed in payroll as outlined in the Accounting Operations Calendar. Please refer to the Accounting Operations Calendar located on City Notes for deadlines on when changes are due to Human Resources.
    No refunds or credits.

    Documentation
    If adding a newborn, provide a copy of the birth certificate or birth letter
    If adding a spouse due to marriage, provide a copy of the marriage license
    If removing spouse due to divorce, provide a copy of the divorce decree
    If adding or removing dependents due to loss or obtaining other coverage, provide a copy of documentation showing effective date of other coverage

    Making Changes
    Contact Human Resources for information to make changes on-line.

    New Hires
    If Hired on the 1st of a month, insurance is effective the 1st of that month
    If Hired after the 1st of a month, insurance is effective the 1st of the following month

    Qualifying Events
    Qualifying events include birth/adoption of a child, divorce, marriage, and loss of coverage
    Must notify Human Resources within 31 days of the qualifying event
    If adding a newborn, insurance is effective the date of birth
    If adding a spouse, insurance is effective the 1st of the following month
    May have to deduct additional premiums due to qualifying event

    Terminations
    If employment ends the 1st through the 15th, insurance coverage will be canceled on the 15th of the month
    If employment ends the 16th through 31st, insurance coverage will be canceled at the end of the month
    You will receive in the mail Cobra election notice within two weeks of your termination on insurance options and rates.
    Questions? Contact Human Resources at 455-4200.

    Short Term Disability (Hybrid Plan Employees)
    Accruing Leave

    While out on short term disability, employees continue to accrue leave. Employees can use leave while out on short term disability. The leave they use can’t exceed the amount allowed based on the short term disability benefit.

    Applying for STD (File a Claim)
    Notify Human Resources Benefits 455-4213 that you are filing a claim
    Complete the claim form provided by Human Resources Benefits. Employee and his or her treating physician will need to complete and sign the form. Completed form mail or fax to Standard Address: The Standard Benefit Administrators, P.O. Box 5031, White Plains, NY 10602 Fax number: 800-378-8361

    Requesting and extension on STD
    Employee will receive a form provided by Standard for the physician to complete requesting an extension on short term disability.

    Maintaining Insurance
    Contact Human Resources Payroll 455-4206

    Short Term Disability Income Replacement
    Processed through payroll system upon Notice of Approval from Standard
    If notice of approval falls outside of the payroll schedule, payroll will process any back pay on the short term disability in the following pay period

    Questions?
    Contact Human Resources Benefits 455-4213

    Reference
    http://www.vacorp.org/wp-content/uploads/2019/08/Short-Term-Disability-Summary-Plan-Description.pdf  

    Worker’s Compensation
    Accruing Leave
    While on worker’s compensation, employees continue to accrue leave. The leave accrued will be available to use when the employee returns to work

    Applying for Worker’s Compensation
    Contact Human Resources Benefits 455-4213

    Worker’s Compensation Supplement
    Processed through payroll system upon notification from Human Resources Benefits

    Requesting an Extension on Worker’s Compensation Supplement
    May be eligible to request an extension Contact HR Director 455-4205 or Benefits Manager 455-4213

    Maintaining Insurance
    Contact Human Resources Payroll 455-4206 Questions? Contact Human Resources Benefits 455-4213