N Your Employee Benefits Guide - Full-Time Year Round Employees - IMPORTANT INFORMATION ENCLOSED - Town of Vail
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IMPORTANT INFORMATION ENCLOSED 2020 EDITION Your Employee Benefits Guide medical | dental | vision | life | disability & more Full-Time Year Round Employees Effective January 1, 2020 - December 31, 2020
Town of Vail Employee Values We... • Respect the individual • Recognize effort and achievement • Communicate openly and honestly • Encourage innovation and risk taking • Commit to excellence in all we do • Use teamwork to achieve results • Manage our resources to serve the community of today and the future • Each take ownership in Vail’s future We can only 2 achieve these goals with the help of you, our valued employees! For 2020, The Town of Vail will continue our partnership with Vail Health! Town of Vail has a preferred pricing arrangement with Vail Health. Vail Health will provide high quality healthcare services at a discount to the Town, in exchange for a plan design that shares savings with each member.
WHO IS ELIGIBLE? Employee coverage is available to Full-Time, Active Employees of the Employer. An Employee is considered to be Full-Time if he or she normally works at least 30 hours per week and is designated as Full-Time regular status, and completes the employment Waiting Period of 30 consecutive days as an Active Employee. Coverage will begin the First of the Month following completion of the Waiting Period. A “Waiting Period” is the time between the first day of employment as an eligible employee and the first day of coverage under the Plan. In this “Benefits Summary” employees will be able to review: • A description of the Town of Vail’s Employee Benefit Program • Important phone numbers and websites to help employees manage their benefits For complete details of each benefit plan refer to the full text of the official Summary Plan Descriptions available through Town of Vail’s online employee resource portal Homebase at www.vailgov.com/homebase. Please review this to understand your benefit enrollment options and please retain this Benefits Summary for reference throughout the year. If you need further assistance, contact the Human Resources Department: Phone: Wendy Rehnborg: 970.479.2114 Written inquiries: Email: WRehnborg@vailgov.com 75 S Frontage Rd W, Vail, CO 81657 SPECIAL ENROLLMENT PERIOD FOR HEALTH BENEFITS The Health Insurance Portability and Accountability Act of 1996 (HIPAA) requires us to inform you of your rights to Special Enrollment under this Plan when you or your eligible dependents decline coverage during the initial enrollment period. If you are declining enrollment for yourself or your dependents (including your spouse) because of other health insurance coverage, you may in the future be able to enroll yourself or your dependents in this Plan if you or your dependents lose eligibility for that other coverage (or if the employer stops contributing toward your or your dependents’ other coverage). Provided that you request enrollment within thirty (30) days after your or your dependents’ other coverage ends and provide documentation of loss of coverage. Overview In addition, if you have a new dependent as a result of marriage, birth, adoption or placement for adoption, you may be able to enroll yourself and your new dependents. Again provided that you request enrollment within 30 days after the marriage, birth, adoption or placement for adoption. Individuals who enroll under these special enrollment conditions are not considered late entrants. To request special enrollment or obtain more information, contact the Town of Vail Human Resources Department. 3 ELIGIBLE FOR MEDICARE? If you are age 65 or will be soon, be sure you understand when and how to enroll for Medicare coverage. Initial enrollment period for Medicare begins 3 months before turning 65 and ends 3 months after turning 65. Aevo is a Medicare-focused insurance services company that provides personal guidance and enrollment support to any individual who is eligible to receive Medicare, free of charge. For more information and to receive personalized guidance, call 1.833.830.2386 (AEVO). TABLE OF CONTENTS Overview 2-3 Life & AD&D Summary 12 Wellness 4-5 Disability Summary 13 Vail Health Partnership 6 Resources 14 Medical Benefits Summary 7 Contacts 15 Dental Benefits Summary 8 New Hires 17-19 Vision Benefits Summary 8 Additional Benefits 20 FSA Account 9 Important Notices 21-23 Compass Benefits 10
NEW! Lifestyle Spending Account In an effort to help employees shape a better lifestyle, the Town of Vail now offers a Lifestyle Spending Account (LSA) through Discovery Benefits. An LSA helps employees with expenses related to well-being and more. The Town will provide all benefit eligible employees with $800 for the 2020 plan year.** Simply make an eligible purchase and submit your receipts for reimbursement! The Town of Vail takes an all-inclusive approach to wellness. The LSA will cover expenses related to: Wellness Fitness membership fees and dues, lessons, classes, clinics, equipment rental and purchase, athletic clothing and gear, ski passes to any mountain, fitness and nutrition counseling and weight loss programs, activity trackers, race and competition entry fees, hunting and fishing licenses, national and state park entry passes, camping fees and equipment and more! The Town of Vail will NOT cover expenses such as: Travel, mileage, weapons, FSA eligible items. 4 LSA Benefit Taxation All reimbursements received are subject to taxation. Taxation is processed through payroll on the below schedule: Claims Processing & 9/1/19 to 01/01/20 to 03/01/20 to 06/01/20 to 09/01/20 to 12/01/19 to 12/31/19 Reimbursement Periods 11/30/19 02/29/20 05/31/20 08/31/20 11/30/20 End of Year Processing Period: Payroll Taxation Dates 12/13/2019 3/20/2020 6/26/2020 9/18/2020 12/11/2020 NO REIMBURSEMENTS ISSUED Benefits Mobile App Employees can access their benefits 24/7 with the Discovery Benefits mobile app. This free application gives you convenient, real-time access to all your benefits in one place.* • File claims and upload documentation by using your phone’s camera • Get instant notifications on the status of your claims • Check balances and view account activity Download the app today for on-the-go access. Available for free on apple and android smartphones and tablets. You can also go online to manage your account(s) at www.discoverybenefits.com. *You can also access your FSA account information, if applicable, within the mobile app. More information about the FSA can be found on page 10. ** **Newly eligible employee’s LSA will be prorated.
Earn a Wellness Bonus in 2020! The Town of Vail values you and encourages you to take action to protect your health. Your healthcare benefits cover a wide array of preventive care services at 100%, which means no out of pocket costs to you! Employees and spouses who are on our medical plan and who take action to complete a recommended preventive care visit or screening, will earn a one- time wellness bonus in 2020! The bonus amount is $300 for employees, and $240 for spouses. Please note: the employee must complete their form for their spouse to be eligible. Did You Know? Per the CDC, chronic diseases, such as heart disease, cancer, and diabetes, are responsible for 7 of every 10 deaths among Americans each year and account for 75% of the nation’s health spending. These chronic diseases can be largely preventable through close partnership with your healthcare team, or can be detected through appropriate screenings, when treatment works best. Eating healthy, exercising regularly, avoiding tobacco and receiving preventive services such as cancer screenings, preventive visits and vaccinations are just a few examples of ways people can stay healthy. The right preventive care at every stage of life helps all Americans stay healthy, avoid or delay the onset of disease, keep diseases they already have from becoming worse or debilitating, lead productive lives and reduce costs. Visit myCigna.com to identify an in-network provider and get scheduled today! Wellness How to Participate Employees and spouses who are on our medical plan are eligible to receive a wellness bonus. Complete one of the preventive care exams listed below between 11/01/2019- 10/31/2020. Submit scanned copy or photo of page 2 of the completed verification form to TOVWellness@hayscompanies.com. 5 • Annual well-woman exam • Colonoscopy • Annual wellness exam/physical • Prostate-specific antigen test (PSA) • Mammography • Skin cancer screening Wellness Bonus Payout Payout for preventive care visits is completed quarterly. The bonus amount is $300 for employees, and $240 for spouses. Due dates and pay dates are included below. Form Due Date Pay Date 1/25/20 2/21/20 4/25/20 5/15/20 7/25/20 8/21/20 10/31/20 11/13/20
Partnership with Vail Health Vail Health Vail Health, formerly known as Vail Valley Medical Center, or VVMC, was founded in 1965 in Vail, and has provided a valuable service to our community ever since. The Town of Vail health plan participants may access world-class care at more affordable prices. Families enrolled in the medical plan will also receive a pass for two (2) Free Urgent Care visits for use at the Avon and Gypsum Urgent Care locations. 6 SERVICES IN VAIL NEARBY SERVICES » 24/7 Emergency Department » Beaver Creek Emergency Center » Howard Head Sports Medicine » Urgent Care in Avon & Gypsum » Childbirth Center » Shaw Cancer Center & Sonnenalp Breast » Cardiac Catheterization Lab Center in Edwards » Trauma, Cancer, Ortho, and General Surgery Please see the medical benefits summary for additional details. SAFEFIT As part of our arrangement with Vail Health, Town of Vail employees may access the SafeFit® program at no cost. SafeFit® is a musculoskeletal wellness program provided by Howard Head Sports Medicine and Vail Health to all Town of Vail employees. The program is designed to keep you active, healthy, and working, through early intervention, injury screens, education, treatment and exercise prescription. This voluntary program is 100% free to all employees, and designed to provide a valuable employee benefit, improve your physical health and reduce your healthcare costs. SafeFit® care is provided in Vail, Edwards and Eagle by Howard Head Sports Medicine’s own physical therapists. The program is offered to employees only, not to families or dependents. For more information, please go to www.howardheadsafefit.com for locations, times and more information regarding the program.
MEDICAL BENEFIT SUMMARY MEDICAL/DENTAL RATES Employee Semi-Monthly Cost Town Semi-Monthly Cost Employee Only $60.00 $537.17 Employee + Spouse $180.00 $1,074.35 Employee + Child(ren) $150.00 $966.92 Family $250.00 $1,504.09 MEDICAL PLAN HIGHLIGHTS Tier 1/Vail Health Tier 2/ Cigna OAP Tier 3/ Non Network Calendar Year Deductible Individual $1,500 $3,000 Family $3,000 $6,000 Out-of-Pocket Maximum Individual (includes deductible and copays) $5,000 $10,000 Family (includes deductible and copays) $10,000 $20,000 Coinsurance 90% 75% 55% Maximum Lifetime Benefit Unlimited Physician Office Visit You pay $35 copay, then plan pays 100% Plan pays 55% after ded. Hospital Inpatient / Outpatient Plan pays 90% after ded. Plan pays 75% after ded. Plan pays 55% after ded. 2 Free visits/year at Vail Health Facilities. You pay $75 copay, Urgent Care Facilities Plan pays 55% after ded. then plan pays 75% Then you pay $35 Copay, and plan pays 90% Emergency Room Plan pays 90% after ded Plan pays 75% after in-network deductible Ambulance Plan pays 75% after in-network deductible Medical Diagnostic Lab Plan pays 75% after in-network deductible Plan pays 55% after ded. Diagnostic X-Ray Plan pays 90% after ded. Plan pays 75% after ded. Plan pays 55% after ded. Plan pays 100%, no copay, no deductible. Preventive Care Routine Well, Adult Well and Child Care Plan pays 100%, no copay, Town of Vail receives Plan pays 55% after ded. (Refer to SPD for additional details and no deductible. preferred pricing for restrictions) preventive care received at 7 Vail Health. You pay $50 Copay, Chiropractic Care N/A Plan pays 55% after ded. then plan pays 100% You pay $35 Copay, You pay $50 Copay, Physical Therapy Plan pays 55% after ded. then plan pays 100% then plan pays 100% Speech, Hearing and You pay $35 Copay, You pay $50 Copay, Plan pays 55% after ded. Occupational Therapy then plan pays 100% then plan pays 100% Acupuncture N/A 75% after deductible Not covered Mental Health You pay $35 Copay, then plan pays 100% Plan pays 55% after ded. Durable Medical Equipment Plan pays 75% after deductible Plan pays 55% after ded. Retail Prescription Drugs; 34 Day Supply Generic $5 copay $5 copay Formulary Brand Not covered 20%, $25 min / $50 max 20%, $25 min / $50 max Non-Formulary Brand 40%, $40 min / $80 max 40%, $40 min / $80 max Mail Order; 90 Day Supply Generic $10 copay Preferred Brand N/A Not covered 20%, $50 min / $100 max Non-Preferred Brand 40%, $80 min / $160 max Note: Some services may include a limit to the number of visits or services retained. *Tier 1 includes Vail Health providers, Beaver Creek Emergency Center, Avon & Gypsum Urgent Care, Shaw Cancer Center, Sonnenalp Breast Center, and Howard Head Sports Medicine. Note: The Summary Plan Description (SPD) provides all specific detail on the plan and coverage. The SPD can be provided from Town of Vail Human Resources.
DENTAL BENEFIT SUMMARY Good oral hygiene is important, not only for looks, but for general health as well. A routine dental examination can detect symptoms of more than 125 diseases, including heart disease, diabetes, anemia, stomach ulcers, osteoporosis and kidney disease. Regular check-ups and cleanings can save you the pain and expense of future problems. Using your dental insurance for regular dental check- ups can improve your health. Employees are automatically enrolled in the Dental Plan if they are enrolled in the Town of Vail medical plan. Your dental insurance can also help save you Dental money if more serious dental treatments are needed. With your PPO plan, you can visit any dentist; but you pay less out-of-pocket when you choose a PPO dentist. Listed below is a summary of benefits covered under your Cigna Dental Plan: 8 DENTAL PLAN HIGHLIGHTS In-Network Out-of-Network Calendar Year Deductible $0 $0 Preventive Care (Cleanings, X-rays, Fluoride Treatments, Oral Exams, 100% 100% Sealants, etc.) Basic Care (Fillings, Simple Extractions, Anesthesia, Scaling & Root 80% 80% Planing, etc.) Major Care (Crowns, Dentures, Inlays, Onlays, Bridges, Implants, 50% 50% etc.) 50% to $1,500 - 50% to $1,500 - Orthodontics (Adults/Children) Lifetime Maximum Lifetime Maximum Annual Maximum Benefit $1,500 $1,500 Dependent Age Limits 26 Note: Non-Network dental care is reimbursed at usual/customary rates. Patient is responsible for balance.
VOLUNTARY VISION BENEFIT SUMMARY Cigna allows you to choose an ophthalmologist or optometrist from Cigna’s national network, or you may use any licensed provider of your choice. Regardless of who you choose, the vision plan will cover a portion of the benefits. Listed below are benefits covered under your voluntary Cigna Vision Plan: VISION RATES Semi-Monthly Employee Only $3.40 Employee + Spouse $6.80 Employee + Child(ren) $6.88 Family $10.96 VISION PLAN HIGHLIGHTS In-Network Examinations Once every 12 months Lenses Once every 12 months Frames Once every 24 months SERVICES FROM A CIGNA SERVICES FROM A NON- PROVIDER PARTICIPATING PROVIDER PARTICIPATING PROVIDER Examination $10 copay Up to $45 $130 allowance for the frame of your choice Frames Up to $71 20% off the amount over your allowance Contact Lenses $130 allowance Up to $105 Vision The Cigna Vision Plan is 100% employee paid through payroll deductions if elected. Please contact Human Resources for additional information. 9
FLEXIBLE SPENDING ACCOUNTS As the cost of healthcare rises, so does your out-of-pocket costs. Town of Vail employees have the opportunity to pay for qualified medical, dental, vision and dependent care expenses using pre-tax dollars. The Flexible Spending Account (FSA) through Discovery Benefits lets employees take home a larger paycheck by reducing their taxable income. You can contribute tax-free dollars into an account that can be used throughout the year — allowing you to budget for eligible expenses. Annual IRS Limits Employees can contribute to the spending accounts listed below: • Health Care FSA: Up to $2,700* • Dependent Care FSA: Up to $5,000 OR $2,500 if married and filing separately. Eligible Expenses In order to use FSA dollars, an expense must be considered eligible by the IRS. Under the Health Care FSA, common eligible expenses include chiropractors, copays and coinsurance, eye exams, glasses and contacts. Under the Dependent Care FSA, you may use funds to pay for day care, afterschool programs, babysitters, caregivers or elder care so that you and your spouse can work. Eligible dependents include child(ren) to age 13 or disabled dependents of any age. For a full list of eligible expenses, please visit www.discoverybenefits.com/eligibleexpenses. Using Funds For easy access to funds, you can swipe your Discovery Benefits debit card to avoid out-of-pocket costs. If you use your card at a provider with an Inventory Information Approval System (IIAS), the expense will be automatically FSAs approved at the time of sale. You also have the option to pay for eligible expenses out of pocket and submit the receipt for reimbursement. With Discovery, the claim filing process is quick and simple: file within the Discovery Benefits mobile app or in your online 10 account with just a few clicks. Claims are typically processed within two business days. BENEFITS MOBILE APP Access your benefits on the go 24/7 with the secure Benefits Mobile App by Discovery Benefits. You have convenient, real-time access to all your benefits accounts in one spot (including the Lifestyle Spending Account!). This makes it easy to use your hard-earned dollars and view recent account activity without ever needing to call in. • File claims and upload documentation in seconds using your phone’s camera. Get instant notifications on the status of your claims once you submit for reimbursement. • Check balances and view account activity for all of your Discovery Benefits, including your Lifestyle Spending Account. • NEW! Scan an item’s bar code with your phone’s camera to determine if it’s an IRS eligible FSA expense. Access your benefits anywhere, anytime using the mobile app. Available for free on Apple and Android smartphones and tablets. *Participants will be able to access their total Healthcare FSA annual contribution at the beginning of the plan year: 1/1/2020. Dependent Care FSA funds will accrue to your elected amount on a per-pay-period deduction basis.
ALIGHT HEALTHCARE NAVIGATOR UPDATE FOR 1/1/2020: Alight Solutons has acquired our former navigator, Compass PHS. Please use the contact information listed below to get in touch with a Health ProTM Consultant starting January 1, 2020. Health benefits can be confusing. No matter how complex or simple, we all have healthcare needs. It is the Town’s mission to help you understand and reap the full value from your healthcare benefits. That’s why we’ve hired Alight to serve as your personal healthcare advisor. From finding a doctor to solving a billing problem, getting straight answers can seem impossible at times. Alight is here to simplify your healthcare experience and help you take control of healthcare costs. Get started today by calling 800.513.1667 or by emailing email@example.com. Let us handle the healthcare stuff. • Understand your benefits. Clear up any confusion about your health plan. • Find great doctors. Locate highly-rated doctors, dentists, and eye care professionals near you. • Save money on healthcare. Compare pricing and choose cost-effective options that work for you. • Pay less for prescriptions. Get recommendations on lower-cost alternatives. • Resolve billing errors. Did you know over 30% of medical bills are wrong? Don’t get overcharged. • Schedule an appointment. Visit a doctor at a time that’s most convenient for you. Health Pro Cloud™ App - Only a tap away. Have questions about your benefits? Need help with a bill? Your digital healthcare concierge is available 24/7 for instant answers to your healthcare. Health Pro™ Consultant Compass Dedicated and personal support from trusted healthcare experts who have helped members navigate healthcare more than 1 million times. 11
GROUP LIFE AND AD&D INSURANCE SUMMARY Life insurance and accidental death and dismemberment (AD&D) insurance help financially protect you and your family in the case of death or serious injury. Town of Vail provides all employees with a Basic Life and Accidental death and dismemberment (AD&D) Insurance policy of 2.5 times their annual earnings up to a maximum of $200,000. This coverage is available through Cigna and is paid for by Town of Vail. Employees who wish to supplement their group life insurance benefit may purchase additional coverage through Cigna Insurance Company. When you enroll yourself and or your dependents in this benefit, you pay the full cost through payroll deductions. Voluntary life insurance coverage guidelines are as follows: VOLUNTARY LIFE INSURANCE SUMMARY COVERAGE GUIDELINES Employee Spouse Child(ren) Minimum $10,000 $10,000 $2,500 5 times annual salary, Maximum Up to $300,000 Up to $50,000 up to $300,000 Guarantee Issue Amount $50,000 $50,000 N/A Note: Securing coverage up to the Guarantee Issue Amount assumes a participation requirement is met by your group (you and your fellow Life and AD&D employees). Coverage amounts over the Guarantee Issue Amount will require a health application/evidence of insurability. SURVIVOR INCOME BENEFIT What is the Survivor Income Benefit? If Cigna receives Notice and Proof of Claim that you die while insured and you are survived by an Eligible Survivor, then Cigna will pay a Survivor Income Benefit, subject to the Limitations and Exclusions. Benefits are payable monthly, commencing on the first day of the calendar month following the date of your death. A Survivor Income Benefit will be paid based on a percentage of your Insured Earnings to the following Eligible Survivors: 12 1. If you are survived by an Eligible Spouse only and not any Eligible Children – 40% of your Insured Earnings will be payable to your Eligible Spouse. 2. If you are survived by both an Eligible Spouse and Eligible Child(ren): a. 40% of your Insured Earnings will be payable to your Eligible Spouse; and b. 10% of your Insured Earnings will be payable for each Eligible Child, if survived by one or two children; or c. 20% of your Insured Earnings will be payable divided equally among your Eligible Children of 3 or more. 3. 3) If you are survived by Eligible Child(ren) only and not an Eligible Spouse: a. 10% of your Insured Earnings will be payable for each Eligible Child if there are one to six Eligible Children; or b. 60% of your Insured Earnings will be payable divided equally among your Eligible Children of seven or more. Please see SPD for limitations and exclusions.
SHORT-TERM DISABILITY INSURANCE SUMMARY Town of Vail provides (STD) Short Term-Disability coverage under a self-funded arrangement. If you become disabled and cannot work, STD disability benefits will pay the following: DISABILITY Percent Maximum Elimination Period Maximum Benefit PLAN HIGHLIGHTS Paid Benefit (Benefits Begins) (Benefit Ends) 100%* $1,850 STD 3 days 26 weeks 80% per week *100% of your weekly earnings, while utilizing accumulated sick leave, vacation time (excluding 80 hour privilege), compensatory time or administration time until all accrued time is exhausted; then, 80% of your weekly earnings. LONG-TERM DISABILITY INSURANCE SUMMARY How do you see yourself five years from now? Or maybe ten? Chances are, you don’t see yourself disabled. But a surprising number of people do find themselves hurt or sick and unable to work even if only for a short time. Town of Vail provides (LTD) Long Term-Disability coverage through Cigna. If you become disabled and cannot work, LTD disability benefits will pay the following: DISABILITY Percent Maximum Elimination Period Maximum Benefit PLAN HIGHLIGHTS Paid Benefit (Benefits Begins) (Benefit Ends) Disability To age 65 or your $7,000 LTD 66.7% 180 days Social Security normal per month retirement age AFLAC INSURANCE Group Accident- Pays money for injuries 24/7, both On and Off the Job. Benefits include payments 13 for visits to ER, Urgent Care or Doctor due to an injury. Additional benefits may include follow up visits, physical therapy and hospitalization. Critical Illness- Helps replace loss of income when you go through treatment or taking care of a family member. Benefits are available for the following illnesses: Cancer (Internal/Invasive), Heart Attack, Stroke, Major Organ Transplant, Renal Failure, Carcinoma In Situ and Coronary Artery Bypass Surgery. Hospital Protection- Pays you cash for hospitalization for injury, maternity OR illness. Complements your health insurance. Premiums are conveniently payroll deducted at group rates. All policies are portable and you own them at the group rate.
CIGNA RESOURCES myCigna.com is completely personalized, so it’s easy to quickly find exactly what you’re looking for. Benefit Plan and Claims Resources • Find doctors and medical services • Access a variety of health and wellness tools and • Manage and track claims resources • See cost estimates for medical procedures • Manage your health and health care expenses with • Compare quality of care ratings for doctors and ease hospitals Health and Wellness Resources • My health assessment – In just twenty minutes, this confidential, online questionnaire will give you a better understanding of your health today and teach you simple steps for improving your health in the future. • Condition and wellness resources – Using our interactive medical library, find information on health conditions, first aid, medical exams, wellness and more. My Health Assistant Go for your goals! Visit myCigna.com, click on Manage My Health and select My Health Assistant Online Coaching. Choose long-term personal health and wellness goals and choose activities that interest you. My Health Assistant online coaching breaks down goals into smaller manageable steps. Take the first small step now. Go to myCigna. com to get started. Cigna Life Assistance Program (LAP) Resources All Town employees have access to the CIGNA Life Assistance Program, which includes five face-to-face sessions. When you or your family members have questions, concerns, or emotional issues surrounding either personal or work matters the LAP can help. LAP can provide guidance or a referral to a service in your community on topics such as: • Legal Consultation - 30-minute free consultation and up to a 25% discount on select fees • Parenting - guidance on child development, sibling rivalry, separation anxiety and much more 14 • Senior Care - challenges and solutions associated with caring for an aging loved one • Child Care - find a place that’s right for your family or find back-up child care • Pet Care - find what you need to care for your pet • Services are free and confidential If you need assistance, you may call and speak to an advocate 24 hours a day, including holidays, at 800.538.3543 or log in to www.Cignabehavioral.com/CGI.
CONTACT INFORMATION CARRIER PHONE # WEBSITE Contacts Cigna 1.800.CIGNA24 www.mycigna.com Town of Vail partners with CIGNA for the following benefits... • Medical • Dental • Vision • Basic and Voluntary • Life Assistance Program • Disability Insurance Life/AD&D Insurance (LAP) 15 Additional Benefit Contact Information 970.476.0930 in Vail Mind Springs EAP www.mindspringshealth.org 970.328.6969 in Eagle Cigna LAP 800.538.3543 www.cignabehavioral.com/CGI Discovery Benefits FSA TBD www.discoverybenefits.com Alight 800.513.1667 www.alight.com TOWN OF VAIL - HUMAN RESOURCES Wendy Rehnborg Jill Stautner Albert Zamora 75 S. Frontage Road, 970.479.2114 970.479.2110 970.479.2118 Vail, CO 81657 970.479.2100
NEW HIRE BENEFITS OVERVIEW This is intended to be an overview of benefit programs available to full-time year-round employees. Benefits may be subject to eligibility requirements and are subject to change. Please contact Human Resources or the specific Summary Plan Description for the most up to date details. TOWN OF VAIL RETIREMENT PROGRAMS Town Of Vail Pension Plan 401(A) The Town of Vail offers all full-time regular employees a retirement plan starting the first day of employment. The Town pays all mandatory contributions into the retirement plan and the employee is vested in those contributions according to the following schedule. Years of Service* Town Contribution** Employee’s Vested Amount Less than 1 11.15% 0% 1 16.15% 20% 2 16.15% 40% 3 16.15% 60% 4 16.15% 80% 5 or more 16.15% 100% * NOTE: Prior service at the Town of Vail does not count towards the Town’s contribution percentage. ** % of base salary New Hires Note: The Town of Vail does not make any retirement contributions to the Federal Social Security System or to any other retirement programs. However, the Town of Vail and all employees hired after April 1, 1986 contribute 1.45% to Medicare. 457 Deferred Compensation Plan The 457 Deferred Compensation plan is a voluntary contribution made by the employee. There is no penalty associated with distributions from a 457 provided you are no longer working for the Town. 17 Roth IRA The Roth IRA allows employees to put AFTER-TAX monies into an investment account where your earnings will not be taxed. The Town’s Roth IRA allows you to fund your Roth through regular payroll deductions. Roth IRA monies can be withdrawn without penalty for: − Retirement after age 59½ (provided you have had the account for 5 years) − Qualified higher education expenses (for you, your spouse, children or grandchildren) − Qualified first-time home purchase (for you, your spouse, children or grandchildren) − Major medical expense Plan Administration All three plans: Pension, 457 Deferred Compensation and the Roth IRA are administered through ICMA RC. You can access your account information through ICMA’s website (www.icmarc.org) or by calling 1.800.669.7400. Employees may change their fund investments as often as they like. For the 457 Deferred Compensation and the Roth IRA, employees may enroll or make changes to their contributions at any time. Contributions are made twice a month through payroll deduction.
HOLIDAYS--VACATIONS--LEAVES Vacation and Holiday Accrual Vacation/holiday time off with pay is available to eligible employees to provide opportunities for rest, relaxation, personal pursuits and recognition of designated holidays. Employees are eligible for six paid holidays and three weeks vacation during the first year (based on 40 hr/wk.) We have combined the vacation and holiday hours into one account since many employees must work holidays. 0-3 Years: 0 to 36 Months 6.46 hours/pay period 4.2 weeks/year 3-6 Years: 37 to 72 Months 8.00 hours/pay period 5.2 weeks/year After 6 Years: 73 Months and up 9.54 hours/pay period 6.2 weeks/year *Fire Department shift personnel, please see Town of Vail Human Resources Manual. Holiday Pay Town of Vail offices are closed on the following six designated holidays: • New Year’s Day (January 1) • Labor Day (first Monday in September) • Memorial Day (last Monday in May) • Thanksgiving (fourth Thursday in November) • Independence Day (July 4) • Christmas (December 25) Employees whose offices are closed will observe these days utilizing accrued vacation/holiday time. Non-exempt employees required to work on these days will be paid holiday pay of two times the base hourly rate. Sick Leave New Hires All regular full time employees earn eight (8) hours per month and may accumulate up to 195 working days or 1560 hours. Accrual is 3.69 hours per pay period. Bereavement Leave Time off for a death in the immediate family is three (3) days. If extensive travel is required, five (5) days may be allowed. More detailed information may be found in the Town of Vail Human Resources Policies and Safety Manual. 18 TOWN OF VAIL SICK BANK The Town of Vail employee Sick Bank was established in 1990. An employee can donate one day of sick time and in the event of a catastrophic illness/injury the sick bank will match the employee’s sick balance (up to 60 days) as of the date of the event. Open enrollment for the sick bank is held every summer. If you are interested in participating sooner please contact HR. Please refer to the Sick Bank Policy for complete details. Housing Assistance The Town offers housing assistance through our Employee Home Ownership and Rental Assistance Programs. Tuition Assistance The Town of Vail encourages employees to continue their learning and take advantage of educational courses offered at accredited colleges, universities and trade schools. In support of this philosophy, the Town offers a tuition reimbursement program for its employees. Employees are eligible for up to $4,000 per year in tuition assistance.
FIRE AND POLICE PENSION ASSOCIATION If you are in a sworn police or fire position, the following applies to you: Pre-Retirement Death and Disability Benefits If you die or become disabled after January 1, 1980 but before the time you retire, FPPA will pay you or your survivors certain benefits. The amount of the benefit will vary depending on your marital status and number of dependent children. The minimum benefit for an occupational disability is 30% with a maximum of 50% of base salary per month; for total disability, the percentage is 40% with a maximum of 60%. The minimum death benefit assuming a surviving spouse and no children is 25% of monthly salary and depending on the number of children a maximum of 50%. The Town of Vail contributes 2.8% of an officer’s base salary for his/her pre-retirement death and disability benefit with FPPA. For more specific information, consult the statute or contact FPPA at the address listed below. FPPA 457 Deferred Compensation FPPA offers sworn police and fire employees a 457 deferred compensation retirement program. New Hires 19 Fire and Police Two DTC www.fppaco.org Pension 5290 DTC Parkway Association Englewood, CO 80111 800.332.3772
BENEFITS AVAILABLE TO ALL TOWN OF VAIL EMPLOYEES Recreation Pass* (Issued all year round) The recreation pass is for employees only. The pass allows employees to play FREE GOLF (Vail golf course), FREE TENNIS (Vail tennis courts), FREE ICE SKATING (Dobson Ice Arena) and FREE NORDIC CENTER (Winter – Vail Golf Course). *Subject to annual change by the Town Council. Town of Vail Library Card for non-resident employees Eagle County Bus Pass Local Employee Assistance Program (EAP) (In addition to CIGNA) The Town of Vail offers an employee assistance program to all employees and their families. Each employee and his/ her family members are entitled to six (6) free visits to Mind Springs Health Counseling Center each year. All visits are totally confidential. Counseling is available for drug or alcohol problems, family problems, work-related problems, etc. Contact Mind Springs Health at 328.6969 in Eagle or 476.0930 in Vail. Add’l Benefits 20
IMPORTANT NOTICES Federal regulations require Town of Vail to provide Notice of Prescription Drug Creditable Coverage benefit eligible employees with the following important Town of Vail provides a “Notice of Prescription Drug annual notices: Creditable Coverage” to all Medicare eligible participants on an annual basis. This notice states that under Town Private Health Information of Vail medical plan, you have prescription drug coverage A portion of the Health Insurance Portability and that is, on average, as generous as the standard Medicare Accountability Act of 1996 (HIPAA) addresses the Prescription Drug Coverage. protection of confidential health information. It applies to all health benefit plans. In short, the idea is to make sure Continuation Of Coverage that confidential health information that identifies (or could If your coverage ends under the Plan, you may be entitled be used to identify) you is kept completely confidential. to elect continuation coverage (coverage that continues This individually identifiable health information is known on in some form) in accordance with federal law. as “protected health information” (PHI), and it will not be used or disclosed without your written authorization, If you selected continuation coverage under a prior plan except as described in the Plans HIPAA Privacy Notice which was then replaced by coverage under this Plan, or as otherwise permitted by federal and state health continuation coverage will end as scheduled under the information privacy laws, A copy of the Plan’s Notice prior plan or in accordance with the terminating events of Privacy Practices that describes the Plan’s policies, listed below, whichever is earlier. practices and your rights with respect to your PHI under HIPAA is available from your medical plan provider. For When Coverage Ends more information regarding this Notice, please contact We may discontinue these Benefit plans and/or all similar Human Resources or the medical plan directly. benefit plans at any time. Your entitlement to Benefits automatically ends on the date that coverage ends, even Women’s Health and Cancer Rights Act if you are hospitalized or are otherwise receiving medical Town of Vail medical plans, as required by the Women’s treatment on that date. Health and Cancer Rights Act of 1998, provides benefits Notices for mastectomy-related services. These services include: When your coverage ends, we will still pay claims for Covered Health Services that you received before your • All stages of reconstruction of the breast on which the coverage ended. However, once your coverage ends, we mastectomy was performed do not provide Benefits for health services that you receive • Surgery and reconstruction of the other breast to after coverage ends for medical conditions that occurred produce a symmetrical appearance before your coverage ended, even if the underlying 21 • Prostheses and treatment of physical complications medical condition occurred before your coverage ended. resulting from mastectomy (including lymphedema) An Enrolled Dependent’s coverage ends on the date your This coverage will be provided in consultation with the coverage ends. attending physician and the patient, and will be subject to the same annual deductibles and coinsurance provisions that apply to the mastectomy. For more information, contact your medical plan provider. Individual Coverage Mandate Effective January 1, 2014, federal law requires that you have Health Care coverage. You can enroll in Town of Vail’s health plan, or you may want to consider visiting www.healthcare.gov for information on health plans available through the Healthcare Marketplace in your area. Please note that the plan provided by Town of Vail meets the affordability and minimum value requirements for teammate only coverage, and therefore you will not be eligible for a tax credit through the Marketplace for that tier of enrollment.
IMPORTANT NOTICES CONTINUED... Premium Assistance Under Medicaid and the eligible dependents under USERRA. This continuation Children’s Health Insurance Program (CHIP) right runs concurrently with your continuation right under If you or your children are eligible for Medicaid or CHIP COBRA, explained below, and allows you to extend and you are eligible for health coverage from your an 18-month continuation period to 24 months. You employer, your State may have a premium assistance and your eligible dependents qualify for this extension program that can help pay for coverage. These States if you are called into active or reserve duty, whether use funds from their Medicaid or CHIP programs to help voluntary or involuntary, in the Armed Forces, the Army people who are eligible for these programs, but also National Guard, the Air National Guard, full-time National have access to health insurance through their employer. Guard duty (under a federal, not a state, call-up), the commissioned corps of the Public Health Services If you or your children are not eligible for Medicaid and any other category of persons designated by the or CHIP, you will not be eligible for these premium President of the United States. assistance programs. Pregnant Workers Fairness Act C.R.S. § 24-34-402.3 If you or your dependents are already enrolled in The Pregnant Workers Fairness Act makes it a Medicaid or CHIP and you live in a State listed below, discriminatory or unfair employment practice if an you can contact your State Medicaid or CHIP office to employer fails to provide reasonable accommodations find out if premium assistance is available. to an applicant or employee who is pregnant, physically recovering from childbirth, or a related condition. If you or your dependents are NOT currently enrolled in Medicaid or CHIP, and you think you or any of Under the Act, if an applicant or employee who is pregnant your dependents might be eligible for either of these or has a condition related to pregnancy or childbirth programs, you can contact your State Medicaid or CHIP requests an accommodation, an employer must engage office at www.insurekidsnow.gov to find out how to apply. in the interactive process with the applicant or employee If you qualify, you can ask the State if it has a program and provide a reasonable accommodation to perform that might help you pay the premiums for an employer- the essential functions of the applicant or employee’s Notices sponsored plan. job unless the accommodation would impose an undue hardship on the employer’s business. Once it is determined that you or your dependents The Act prohibits requiring an applicant or employee are eligible for premium assistance under Medicaid or to accept an accommodation that the applicant or CHIP, as well as eligible under your employer plan, your employee has not requested or an accommodation that employer must permit you to enroll in your employer plan is unnecessary for the applicant or the employee to 22 if you are not already enrolled. This is called a “special perform the essential functions of the job. enrollment” opportunity, and you must request coverage within 60 days of being determined eligible for premium The Act prohibits an employer from taking adverse action assistance. If you have questions about enrolling in your against an employee who requests or uses a reasonable employer plan, you can contact the Department of Labor accommodation and from denying employment electronically at www.askebsa.dol.gov. opportunities to an applicant or employee based on the need to make a reasonable accommodation. For All States: (877) 267-2323, Ext. 61565 To see the full PREGNANT WORKERS FAIRNESS ACT notice, please contact Human Resources. U.S. Department of Labor Employee Benefits Security Administration www.dol.gov/ebsa or 1-866-444-EBSA (3272) U.S. Department of Health and Human Services Centers for Medicare & Medicaid Services www.cms.hhs.gov or 1-877-267-2323, Ext. 61565 Uniformed Services Employment and Reemployment Rights Act (USERRA) If you are called to active duty in the uniformed services, you may elect to continue coverage for you and your
IMPORTANT NOTICES CONTINUED... Notice Regarding Wellness Program of Vail Wellness Program will never disclose any of your Town of Vail Wellness Program is a voluntary wellness personal information either publicly or to the employer, program available to all employees. The program is except as necessary to respond to a request from you administered according to federal rules permitting for a reasonable accommodation needed to participate in employer-sponsored wellness programs that seek to the wellness program, or as expressly permitted by law. improve employee health or prevent disease, including Medical information that personally identifies you that is the Americans with Disabilities Act of 1990, the Genetic provided in connection with the wellness program will Information Nondiscrimination Act of 2008, and the not be provided to your supervisors or managers and Health Insurance Portability and Accountability Act, as may never be used to make decisions regarding your applicable, among others. If you choose to participate employment. in the wellness program you will be asked to complete a preventive annual medical visit or screening. You are Your health information will not be sold, exchanged, not required to complete the preventive annual medical transferred, or otherwise disclosed except to the extent visit or screening. However, employees who choose permitted by law to carry out specific activities related to participate in the wellness program will receive an to the wellness program, and you will not be asked incentive of $300, and their insured spouse an incentive or required to waive the confidentiality of your health of $240, for completion of a preventive annual medical information as a condition of participating in the wellness visit or screening. If you are unable to complete a program or receiving an incentive. In addition, all medical preventive annual medical exam or screening, you information obtained through the wellness program will may be entitled to a reasonable accommodation or an be maintained separate from your personnel records, alternative standard. You may request a reasonable information stored electronically will be encrypted, and no accommodation or an alternative standard by contacting information you provide as part of the wellness program will Wendy Rehnborg at 970.479.2114. be used in making any employment decision. Appropriate precautions will be taken to avoid any data breach, and in The information from your preventive annual medical the event a data breach occurs involving information you visit or screening will be used by your medical provider provide in connection with the wellness program, we will Notices to provide you with information to help you understand notify you immediately. your current health and potential risks. The Town of Vail will have no access to information from your preventive You may not be discriminated against in employment annual medical visit or screening. because of the medical information you provide as part of participating in the wellness program, nor may you be Protections from Disclosure of Medical Information subjected to retaliation if you choose not to participate. 23 We are required by law to maintain the privacy and security of your personally identifiable health information. If you have questions or concerns regarding this notice, Although the wellness program and Town of Vail may or about protections against discrimination and retaliation, use aggregate information it collects to design a program please contact Wendy Rehnborg at 970.479.2114. based on identified health risks in the workplace, the Town
Town of Vail 75 S. Frontage Road, Vail, CO 81657 (970) 479-2100 2020 EDITION
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