301 General Benefits Information
Georgia State University offers eligible employees the opportunity to participate in various benefit plans provided by the Board of Regents and/or Georgia State University, which includes but is not limited to health insurance, dental insurance, vision insurance, life insurance, accidental death and dismemberment insurance, disability income insurance, term life insurance, dependent life insurance, flexible spending accounts, and retirement plans. The University contributes toward the premiums for health, basic life insurance and mandatory retirement plans based upon terms set by the Georgia Legislature and Teachers Retirement System of Georgia.
The Benefits Office provides each eligible employee with complete descriptions and comparisons of the available benefit plans, along with the respective monthly premiums. For specific information on the available benefit plans, please refer to the Human Resources, Benefits Office webpage at: https://hr.gsu.edu/service-centers/benefits/
302 Benefits Eligibility
To be considered “benefits-eligible,” an individual must be appointed to a regular faculty or staff position that has an anticipated duration of greater than six (6) months, and is at least part-time (.5 FTE for staff and .38 FTE for academic year faculty). Benefits-eligible faculty and staff may cover their spouses and eligible dependent children.
Full Benefits Eligible: This is defined as 30 or more hours per week or .75 FTE and greater, which applies to regular faculty and regular staff employees. Full benefits include all benefits in accordance with University System of Georgia of Board of Regents policy.
Partial Benefits Eligible: This is defined as 20 to 29 hours per week or .5 FTE to .74 FTE. Partial benefits eligible may apply to regular faculty and regular staff employees. Partial benefits include retirement and pro-rated leaves.
Non-Benefits Eligible: This is defined as 19 or less hours per week (.49 FTE or less), which applies to regular faculty and staff employees. Non-benefits eligible also includes temporary faculty, staff, and student employees who may not work more than 1,300 hours in a 12-month period. Students may not be placed into a regular status.
302.1 New Employees
New benefits-eligible employees may enroll in available benefit plans within the first 30 days of employment. Employees who do not enroll in benefit plans within the first thirty (30) days of employment will be subjected to a medical underwriting review and approval.
302.2 Eligible Dependents
Eligible dependents include the legal spouse and dependent child or children (biological, adopted, or stepchild) up to 19 years of age (up to age 26 with proof that the dependent is either disabled or is enrolled at an institution as a full-time student).
303 Health Insurance
New employees who are benefits-eligible have 30 days from their date of hire to select a medical plan for themselves and any eligible dependents. During the Open Enrollment period, employees may change their healthcare plan elections and/or levels of coverage. The University shares in the cost of health insurance. Medical premiums are withheld from the payroll check on a pre-tax basis.
304 Dental Insurance
The University offers a voluntary dental programs under the Board of Regents) for all eligible employees. The employee pays 100% of the monthly insurance premium and the premium is withheld from the payroll check on a pre-tax basis.
305 Accident Insurance
All benefits-eligible employees under age 70 can enroll in accidental death and dismemberment insurance. The employee pays 100% of the monthly insurance premium and the premium is withheld from the payroll check on a post-tax basis.
306 Life Insurance
306.1 Group Life Insurance
The University provides $25,000 of basic life insurance for all eligible employees at no cost.
306.2 Supplemental Life Insurance
Eligible employees may purchase supplemental life insurance in increments of 1, to eight times their annual salary. The premiums are based on the age of the insured and the amount of coverage selected. This is optional coverage and is paid by the employee on a post-tax basis.
Upon retirement, Supplemental Life Insurance is reduced to the lesser of 50% or $15,000. The maximum amount of coverage for supplemental and basic life insurance is $40,000.
306.3 Dependent Life Insurance
Eligible employees may also insure their dependents (spouse and children). Spouse Supplemental Life Insurance is available in $10,000 increments up to $500,000. Child Supplemental Life Insurance is available in $5,000, $10,000 and $15,000. Child Supplemental Life Insurance is offered for dependent children between the ages of six months and age 26. If a dependent becomes medically disabled prior to the age of ineligibility, he/she may continue as a dependent with medical certification. Premiums are deducted after tax. Upon Retirement Dependent Life reduces to $5,000 coverage on your spouse and/or child.
307 Disability Insurance
Eligible employees may participate in long-term and/or short-term disability insurance. These plans allow employees to receive 60% of their salary (up to the established plan maximum) after an elimination period of 14 calendar days. Employees must be in an approved leave status (i.e. FMLA) in order to apply for disability insurance.
Employees will have two options:
- Employee may use sick/vacation leave during elimination period and then receive 60% short or long term benefit, after elimination period; or
- Employee may use sick and/or vacation leave until leave is exhausted and then receive 60% short or long-term disability benefit
Employees may use sick or vacation leave or receive disability payment, but not both. An enrollment request, after initial eligibility, requires medical underwriting review and approval.
308 Flexible Spending Accounts
These programs allow individuals to set aside funds on a pre-tax basis for certain healthcare, dependent care, and transportation related expenses.
308.1 Healthcare Spending Account
The healthcare reimbursement account may be used to cover the out of pocket costs of medical, dental, and vision related expenses. Any unspent funds left in the account after the end of the plan year must be forfeited. This program requires annual re-enrollment.
308.2 Dependent Care Spending Account
The dependent care reimbursement account may be used to cover the cost of qualifying childcare, eldercare, or care of other legal dependents. Any unspent funds left in the account, after the end of the plan year, must be forfeited. This program requires annual re-enrollment.
308.3 Transportation and Parking Spending Account
This allows eligible employees to pay for work-related transportation costs on a pre-tax basis. Enrollment in this program is on a month-to-month basis and automatically continues into the next plan year.
309 Health Savings Account
The Health Savings Account is a tax advantage account established to pay for qualified medical, dental, and vision expenses. An employee must be enrolled in the Consumer Choice HSA Medical Plan. Tri-Care and Medicare enrolled participants are ineligible.
Any unused funds are accumulated in the account towards future expenses. Maximum contributions are set annually according to IRS guidelines.
310 Section 125 Plan
Georgia State University participates in a Section 125 Plan as authorized by the Internal Revenue Code. Employee health, dental, vision, and flexible spending account premiums are deducted on a pre-tax basis and are not subject to federal tax, state tax, or FICA. Choices made upon initial employment or during the open enrollment remain in effect for the plan year unless there is a mid-year qualifying event.
The annual open enrollment period normally occurs during the month of October or November with coverage dates effective January 1 of the following calendar year.
310.1 Qualifying Events for Mid-Year Changes
The IRS regulation, under Section 125, has rules regarding the operation of these plans. Exceptions are permitted under IRS rules when a member has a mid-year qualifying event. Employees are required to make the election change and submit documentation to the Benefits Office within 30 days of the qualifying event which includes:
- Change in marital status
- Birth or adoption of a child
- Death of a covered dependent
- Loss of eligibility status by a covered dependent
- Change in employment status that affects eligibility for coverage
- Losing or gaining healthcare coverage eligibility under Medicare or Medicaid
- Change in residence to a location outside of a healthcare plan’s area
Any benefits enrolled on a pre-tax basis, may not be cancelled until Open Enrollment to be effective at the end of a calendar year, unless the change is due to the IRS regulation qualifying events listed above.
310.2 Transfer of Benefits to Another Unit within the University System of Georgia
To transfer benefits to another unit of the University System of Georgia (USG), the employee must notify the current institution at the time of clearance that they will be transferring to another unit of the University System of Georgia. In addition, there must not be a break in service of more than 30 days. Benefit plans that are consistent between the USG Institutions will transfer. Plans which are unique to Georgia State University may not be transferred to an employee’s new employment. Plans unique to a given USG Institution are not transferable.
When the external transfer occurs with no break in service, an employee must transfer accrued vacation leave of between one (1) and twenty (20) days. For employees with accrued vacation leave of greater than twenty (20) days, the employee may elect one of the following options:
- Transfer of the total accrued vacation balance, not to exceed forty-five (45) days;
- Payment by the institution from which the employee is moving of accrued vacation leave greater than twenty (20) days. The total accrued vacation leave for which the employee may be paid shall not exceed twenty-five (25) days; or
- The transferring employee will restart the provisional period at the new location effective on the first day of employment and serve his/her first six (6) months in a provisional status, subject to all terms and conditions of the provisional period policy.
310.3 Transfer of Benefits from State Agency to University System of Georgia Institution
For more information please visit: https://www.usg.edu/oneusg_connect/general_resources.
311 Continuing Benefit Plans at Termination
Benefits remain intact until the last day of the month in which the employee terminates. Applicable premiums must be paid. The cost for COBRA for employees and/or dependents is 100% of the total premium, plus a 2% administrative fee. Employees are offered continued coverage under the Consolidated Omnibus Budget Reconciliation Act (COBRA) for up to 18 months. In special instances, the 18-month period may be extended. The election period and duration of coverage is outlined in the official notice sent by vendor to the former employee’s home address.
311.1 COBRA Disabled Status
If a qualified beneficiary is determined to be disabled under Title II or XVI of the Social Security Act at the time employment ends, the qualified beneficiary may elect continuation for up to twenty-nine (29) months.
311.2 COBRA Dependents
Dependents who lose eligibility may continue coverage for thirty-six (36) months.
312 Georgia Higher Education Savings Plan (Path2College529)
The Georgia Higher Education Savings Plan (known as a 529 Plan) is administered by TIAA-CREF in the State of Georgia. It allows employees to set aside money for higher education expenses - for designated beneficiaries. For plan details visit: http://www.path2college529.com/index.html
313 Tuition Assistance Program (TAP)
The Tuition Assistance Program is available to full-time, benefits-eligible employees of the University System of Georgia. This program allows employees to gain further knowledge in their current position or seek to expand into any academic area within the university system. An employee may receive a degree at any level from a bachelor’s degree to a Ph.D.
To the extent possible, no employee should take a course(s) that would require him/her to be absent from work during regularly scheduled work hours. If attendance in an approved TAP course requires that an employee be absent from his/her assigned workstation during normal work hours, various accommodations may be possible, depending upon the needs of the unit/department and of the employee. The supervisor must certify that the employee’s participation in TAP will not adversely affect departmental services or result in an undue hardship for other employees.
If an employee requests to take classes during work hours, the employee must provide their supervisor with their proposed amended work schedule and must use vacation leave for the hours away from the office. At no time, should the employee be on the clock while attending a course(s). In the alternative, employees may request an alternate work schedule to attend a course(s). However, alternate work arrangements will only be granted at the discretion of the immediate supervisor. For TAP details, go to: http://www.usg.edu/hr/benefits/tuition_assistance_program_tap/
314 Professional Liability Insurance
The University, as a unit of the University System of Georgia, provides limited liability insurance protection to its employees while in the conduct of business for the University. This insurance covers employees’ legal liability to others for personal or bodily injury and property damage resulting from actions or inactions of an employee of the University System of Georgia who is acting within the scope of his or her employment. The Office of the Attorney General will defend the employee from such claims under most circumstances.
315 Retirement Plans
Georgia law requires all regular employees who are under age 60 and who work at least 20 hours per week or more to participate in a retirement plan. All regular employees are required to participate in the Teachers Retirement System of Georgia (TRS) or the Board of Regents Optional Retirement Plan (ORP). Membership in these plans is based upon exempt or non-exempt work status. Temporary, seasonal, and part-time employees working 19 hours or less per week contribute to the Georgia Defined Contribution Plan (GDCP).
315.1 Social Security
Terms, conditions, requirements, reservations, benefits, privileges, and other conditions of Title II of the Social Security Act, as amended, apply to all officers and employees of the University System except those specifically excluded under the agreements with the Employee Retirement System of Georgia.
315.1a Employees Covered by Social Security
All employees eligible for the Teachers Retirement System of Georgia and Optional Retirement Plans are covered by Social Security.
315.1b Employees Not Covered by Social Security
Non-resident aliens may be exempt, in accordance with their visas. All non-resident aliens are required to undergo a tax analysis prior to claiming exemption from Social Security.
315.2 Teachers Retirement System of Georgia
The Teachers Retirement System of Georgia (TRS) is a defined benefit plan. Participation in TRS is mandatory for non-exempt employees. Exempt employees have the option of choosing either TRS or the Optional Retirement Plan (ORP). Exempt employees must make an irrevocable election within 60 days of hire. If an election is not made within this time, you will be defaulted into the TRS defined benefit plan. The employee’s contribution to TRS is 6% of gross salary effective July 1, 2013 of the fiscal calendar year and is subject to change at any time without notice. Employee contributions are deducted from the employee’s salary before federal and state income taxes (pre-tax dollars) are paid on contributions. Employees who leave the University before retirement are advised to investigate their options regarding distribution of their retirement account.
For plan details and account login information visit: http://www.trsga.com/.
315.2a Vesting
Vesting in TRS is the right to a retirement benefit after ten (10) years of creditable service and attainment of age 60, provided the TRS contributions have not been withdrawn. For further plan details visit: http://www.trsga.com and click on Publications.
315.2b Eligibility for Retirement
Eligibility for retirement is governed by the Teachers Retirement System of Georgia and the Board of Regents. See section 8.2.8 in the Board of Regents Policy Manual at: http://www.usg.edu/policymanual/section8/policy/8.2.8_retirement/
315.2c Disability Retirement
Permanent disability retirement is available at any age, if the member has 10 years of service.
315.3 Optional Retirement Plan (Regents Retirement Plan)
The Optional Retirement Plan (ORP) is available to exempt employees hired after June 30, 2008.
Employee contributions are deducted from the employee’s salary before federal and state income taxes (pre-tax dollars) are paid on the contributions. The employee’s contribution to ORP is 6% of gross salary and is subject to change at any time without notice. Exempt employees must make an election within 60 days from their hire date to enroll in the ORP, this election is irrevocable. If no election is made, you will be defaulted into the TRS defined benefit plan.
315.3a Vesting
Vesting in ORP is immediate. This includes the employee and the employer’s contribution.
315.3b Eligibility for Retirement
It is the policy of the Board of Regents to provide for the retirement of all eligible employees either through the Teachers Retirement System of Georgia or the Regents’ Retirement Plan. See Section 8.2.8 Retirement in the Board of Regents Policy Manual at: http://www.usg.edu/policymanual/section8/C224/#p8.2.8_retirement for a complete description of all covered employment situations.
315.4 Voluntary Supplemental Retirement Accounts
Employees are eligible for two types of voluntary retirement programs: 1) a 403b tax sheltered annuity plan and 2) a 457 deferred compensation plan. These programs allow employees to set aside additional funds for retirement on a pre-tax or post-tax basis. IRS mandated annual contribution limits are set on a calendar basis. Employees may participate in both the 403(b) and the 457 maximum plan allowances.
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