Employee Benefits FAQ

Health/Dental Insurance FAQ

How/when can I add or drop health/dental insurance coverage?

Generally, you can only add or drop health and/or dental insurance coverage during the open enrollment period, which is from May 1 to early June each year for a July 1 effective date. However, if a change in you or your spouse's employment or a change of family status occurs, such as marriage, divorce, birth or death, then coverage may be added or dropped during the plan year provided the request is made within 30 days of the change and the appropriate paperwork is received from you.

Until what age are my dependents covered for health/dental insurance?

For health insurance, dependents may be covered until the end of the month they turn age 26. For dental insurance, dependents are covered until the end of the calendar year they turn age 19 or up to age 25 while a full-time student at an accredited university.

Is my doctor/dentist participating in our healthcare/dental plans?

You can check the plan's provider directory (which can be obtained from the Benefits Office if you don't have one) or online at www.unitedhealthcare.com and/or www.deltadentalri.com. Since doctors may change participation, it is a good idea to ask when scheduling your appointment whether or not your doctor/dentist participates in your health care or dental plan.

When is open enrollment for benefits?

Annually from May 1 to early June for a July 1 effective date.

What health/dental benefits do I have?

Health care coverage is provided through United Healthcare. Depending on the plan you chose, you either have "Choice" or "Choice Plus" coverage. Dental benefits are provided through Delta Dental of R.I. For a complete list of coverage, refer to your summary plan description or call United Healthcare at (800) 822-3805 or Delta Dental at (800) 843-3582.

How do I add a new baby to my health insurance plan?

Call or stop by the Benefits Office within 30 days after the birth of your child to request and complete the appropriate paperwork. You will also need to present your child's birth certificate and have his/her social security number.

I just got married. Can I add my new spouse to my insurance plans?

Yes, as a newly married employee, you may add your spouse to the University's health and dental plans provided you notify the assistant director for HR and benefits within 30 days of the date of marriage, provide a copy of the certified marriage certificate, and complete new enrollment forms.

I'm leaving employment with the University. When does my health insurance end?

For employees leaving the University, health care coverage ends the last day of the month in which you last worked. (Continuation coverage, at your cost for a period of up to 18 months, may be available under the COBRA law.)

Life Insurance FAQ

How much life insurance coverage do I have through the University?

For non-probationary employees working a minimum of 30 hours per week, life insurance equals one times salary rounded up to the nearest $1,000, if not a multiple already, up to a maximum of $50,000. The benefit is reduced to 65 percent at age 65 and 50 percent at age 70.

Can I increase the amount of my life insurance coverage?

Yes. When you are first eligible for life insurance, you can elect to purchase additional coverage equal to another one, two, three or four times salary. The cost is determined according to your age and is paid by you as a payroll deduction. If you decline optional life insurance when first eligible, you can apply to purchase it at a later date by completing an evidence of insurability form.

Can I change my beneficiary at any time?

Yes, you may change your life insurance beneficiary at any time by completing a Change of Beneficiary Form.

Retirement Plan FAQ

Who is eligible to participate in the University's retirement plan?

Employees must work 1,000 hours per year to be eligible to participate in the University's retirement plan. Students are not eligible to participate.

When do I become eligible to participate in the plan?

If you are an eligible employee, you may participate in the plan on the first day of the month after you fulfill the following requirements:

  • You complete one year of service at the University without a break in service. Years of service with any institution of higher education immediately prior to commencement of employment at Salve Regina will be counted for satisfying this requirement.
  • You attain age 21.

The University will notify you when you have completed the requirements needed to participate in the plan.

How much does the University contribute to the retirement plan on my behalf?

Currently, the University contributes 7 percent of base compensation.  However, employees who contribute at least 1 percent, will receive an additional 1 pecent employer matching contribution.

Do I have to contribute anything to the retirement plan in order to receive the University's contribution?

If you are an eligible employee, you do not have to contribute anything to receive the University’s 7 percent contribution. However, to receive the additional 1% percent employer matching contribution, you must contribute at least 1 percent. Employee contributions are strongly encouraged.

If I make contributions to the plan, can I change the amount I contribute at any time?

Yes. You may change the amount of your contribution at any time by completing a new salary reduction agreement form. Please note that the IRS limits the amount an individual can contribute per year. For most individuals, the maximum deferral amount for 2013 is $17,500. This amount may be higher, however, for individuals with 15 or more years of service with the University and/or for individuals over age 50. Contact the Benefits Office at (401) 341-2332 for more information on these limits.

Can I change what retirement funds my money is invested in?

Yes. You may change the allocation of "future" money going into your account and/or you may transfer money already invested. Transfers may be done directly with TIAA-CREF by meeting with the company representative, over the phone or online.

What will happen to my retirement account if I decide to leave the University and I am not ready to retire?

You may leave the money invested with TIAA-CREF, you may withdraw your money (subject to taxes and a 10 percent penalty if before age 59 1/2) or you may rollover your account balance into another qualified plan or IRA.

Dependent Care and Medical Reimbursement Accounts FAQ

What is the dependent care reimbursement plan?

The dependent care reimbursement plan is a flexible spending account that allows you to put aside pre-tax dollars for qualified expenses related to the care of your children age 12 and under and/or elderly or incapacitated dependents (such as custodial care for an elder). The plan allows you to receive payments on a tax-favored basis as you incur the expense rather than waiting each year until tax filing. The IRS limits the amount you can have withheld from your pay each year and lists "eligible expenses" that qualify for reimbursement. It is extremely important to estimate your plan year expenses carefully because of two other IRS rules: Your election is irrevocable for the plan year unless a change of status occurs and any money remaining in your account at the end of the plan year will be forfeited. For more information, call the Benefits Office for a summary plan description.

What is the medical care reimbursement plan?

The medical care reimbursement plan is a flexible spending account that allows you to put aside pre-tax dollars for eligible medical expenses. To be eligible for reimbursement, the medical expense must be incurred by you or an eligible dependent during the plan year, may not be reimbursable by any insurance or other source and constitute a deductible medical expense as defined by the IRS. Expenses such as deductibles, office visit copayments, prescription copayments, orthodontics and eyeglasses are eligible for reimbursement. The minimum amount you can have taken out of your pay is $260 for the plan year, while the maximum amount is $2,500. It is extremely important to estimate your plan year expenses carefully because the IRS imposes two rules: Your election is irrevocable for the plan year unless a change of status occurs and any money remaining in your account at the end of the plan year will be forfeited. For more information, call the Benefits Office for a summary plan description.

I signed up for the dependent care and/or medical care reimbursement plans. How do I get reimbursed?

For dependent care, fax or upload a reimbursement form and receipts to WageWorks at (877) 782-8889 or www.takecarewageworks.com. For medical care, you should have received a debit card to use for your purchases. Set up a username and password at www.takecarewageworks.com, and WageWorks will post online when they need a receipt from you. Receipts and forms may be faxed to (877) 782-8889 or uploaded to the website.

Tuition Benefits and Tuition Exchange FAQ

Can I take courses at the University?

Yes. If you are a non-probationary, full-time employee, you may be eligible for tuition benefits. Non-probationary, part-time employees who work at least 20 hours per week may also be eligible for prorated tuition benefits. The benefit does not apply to special programs, teaching certificates, institutes, individual instruction, directed or independent study, study abroad, online self-paced, doctoral courses and other courses offered outside the University catalog. You may take up to two courses as a non-matriculated student. To receive tuition benefits for more than two courses, you must be formally accepted into a degree program and fully matriculated. For the benefit to continue, you must remain in good academic standing, as defined in the University catalog, and complete all prior University courses for which you are registered. You may receive tuition benefits for up to two courses each semester and for one course each summer session. You must complete a tuition benefit form prior to registering for each course. You are responsible for any fees and for your own books.

Can I take courses at another university?

No. Courses at other universities are not covered through our tuition benefit policy.

Can my child or spouse take courses at the University?

Yes. Full-time employees who have completed two years of continuous service with the University are eligible for 50 percent undergraduate tuition benefits for their dependents. After three years, the benefit increases to 100 percent. Part-time employees who have completed three years of continuous service with the University are eligible for prorated undergraduate tuition benefits for their dependents. Dependent children and spouses must apply to the University, be academically qualified, meet all admissions standards, be accepted, and fully matriculated. Once enrolled, the student must remain in good academic standing. The benefit is limited to one family member at a time. Students are allowed up to five 3- or 4-credit courses and two 1-credit courses each semester and 6 credits each summer session. Dependents must complete a tuition benefit form prior to registering for their classes. Dependents must pay for any fees, their own books, and room and board charges, if applicable.

Can my child attend another college/university and receive tuition benefits?

Yes. Through the Tuition Exchange Program, it is possible for a dependent child to receive a full scholarship at another participating institution. If you have five years of full-time service with the University, you can apply to send your dependent child to another participating college/university. The program is based on a balanced "import/export" system, in which the University must "import" as many students as it "exports," in order to continue to offer these scholarships. Each year, the number of students varies. This is not a guaranteed benefit. It depends on the number of students at our University and at the college/university your dependent is applying to. For better acceptance possibilities, it is suggested that the student apply to several Tuition Exchange colleges.

Family and Medical Leave FAQ

I'm expecting a baby and need to be out of work. How much leave time am I entitled to and what do I need to do to request it?

Under the Family and Medical Leave Act (FMLA), you may be eligible for up to 13 weeks off for the birth of a child. To apply for the leave, you must submit a written request for FMLA benefits to your supervisor with a copy to the Benefits Office. The request should state the reason for the leave, anticipated start date for the leave and length requested.

My wife is expecting a baby. As a new father, am I entitled to any family leave?

Yes. For the birth of a child, a new parent may be eligible for up to 13 weeks of Family and Medical Leave (FMLA). To apply for FMLA, you should submit a written request for FMLA benefits to your supervisor with a copy to the Benefits Office. The request should state the reason for the leave, anticipated start date for the leave and length requested. Please note that if both parents are employed at the University, then they are entitled to a combined total of 13 workweeks of leave.

Leave Time/Time Off FAQ

How many days off do I get for a death in my family?

Staff members receive up to three days of paid leave upon the death of a parent, guardian, sibling, spouse, child, parent-in-law, daughter/son-in-law or grandchild. One day of leave is allowed to attend the funeral of an aunt, uncle, grandparent, niece or nephew, or brother/sister-in-law. You are expected to arrange funeral leave directly with your supervisor.

How many sick, vacation and personal days do I get per year?

Sick: Non-probationary, full-time staff members are allowed one sick day for each month of service. Employees who work during the academic year but not in the summer are allowed sick time at the same accrual rate, but only for actual months worked. Non-probationary, part-time staff are allowed prorated sick days. Sick hours are accrued and credited biweekly.

Vacation: Vacation time is determined by your date of hire. Non-probationary, full-time staff receive the following (based on years of service):

  • Non-exempt employees: Less than five years - 10 vacation days per year, 5-9 years - 15 vacation days per year, 10-plus years - 20 vacation days per year
  • Exempt employees: Less than 5 years - 15 vacation days per year, 5-9 years - 20 vacation days per year

Vacation time is accrued and credited biweekly. Non-probationary, part-time staff members who work at least 20 hours per week and those who work less than five days per week receive prorated vacation time. Staff members who are considered "academic employees" with schedules that correspond with the school calendar (i.e. no work during spring or intersession break) do not accrue vacation days.

Vacation time should be used each year by June 30. When necessary, staff may carry forward vacation days equal to the number they earn each year. Any excess days will be forfeited.

Personal: Non-probationary staff receive two personal days each fiscal year. These days may not accumulate from one fiscal year to the next.

How do I request sick, vacation or personal leave?

Time off should be requested in advance with your supervisor by submitting a leave request through the electronic timesheet system on My Salve.

If my son or daughter is sick, may I use my sick time to care for them?

Yes. You may use up to four of your accumulated sick days per fiscal year to care for a sick family member. (Family is defined here as spouse, child or parent only.) If more than four days per fiscal year are needed for a family illness, you must use accumulated personal or vacation days.

Miscellaneous FAQ

Is direct deposit available through the University?

Yes. If interested, complete an employee authorization for new direct deposit form and return it to the Payroll Office.

I recently changed my address. Should I notify the health/dental insurance carriers myself?

For a change of address, notify the Office of Human Resources of your new address. They will inform the applicable insurance carriers.