EMPLOYEE BENEFITS ADVISORY COUNCIL (EBAC) UPDATES
The EBAC Updates page contains the latest benefits-related information of interest to HR Liaisons.
June 28, 2016
Dependent Verification Process
The Dependent Verification Process (dependent audit) has begun for employees who added new dependents to their benefits coverage during the County’s recent Open Enrollment period. The dependent audit is being conducted by ADP to validate that newly-added dependents meet the County’s benefits eligibility requirements and are therefore eligible to participate in the County’s benefit plans. Letters were mailed to employees on June 27, 2016 requesting that they respond to the audit byWednesday, July 27, 2016.
The audit applies to employees who added new dependents to their health benefits. Employees whose dependents had been previously approved as eligible for coverage AND who had medical, vision, and/or dental coverage during Plan Year 2015-2016 will not be re-audited.
To avoid having dependents dropped from coverage, employees should respond to the audit letter by taking three steps:
- Gather the documentation requested in the audit letter.
- Fax, mail, or upload the documentation to ADP using the Cover Sheet provided in the letter.
- Submit the documentation by the due date.
Failure to respond to the audit within the specified timeframe will result in dependents being dropped from coverage retroactively to July 1, 2016, and employees being financially responsible for claims paid for dependents during the period of ineligibility. Employees will not have the option to re-add their dependents to coverage until next year, July 1, 2017.
For questions regarding the Dependent Verification Process, contact the Maricopa County Employee Benefits Division at (602) 506-1010. For questions regarding the status of an audit, contact the ADP Dependent Verification Service Center at (800) 847-8531.
June 8, 2016
Here is the "What's New With Wellness" presentation we reviewed at the EBAC meeting today.
EBAC Presentation: What's New with Benefits?
Plan Year 2016-2017
March 30, 2016
Thank you for attending the EBAC Open Enrollment kick-off meeting. Here is the link to the "What's New with Benefits? Plan Year 2016-2017" presentation.
Attend a "What's New with your Benefits" Presentation
March 21, 2016
Employees will have an opportunity to learn about changes in their benefit options for Plan Year 2016-2017, and the importance of participating in an “Active” Open Enrollment. To attend a “What’s New With Your Benefits?” presentation, employees should sign up through Pathlore, and search for “What’s New.” Here are the dates/times of the presentations.
Revving Up for Open Enrollment . . .
February 17, 2016
The road to Open Enrollment for Plan Year 2016-2017 begins soon. Here is some preliminary information to help employees prepare:
- Open Enrollment is April 18 – May 13, 2016
- It will be an ACTIVE enrollment
- All benefits-eligible employees must take action to elect the benefits they need or waive coverage
- Employees who do NOT take action will default into Employee-Only coverage in these plans:
- Cigna HMO Plan
- OptumRx Co-Insurance Prescription Plan
- Magellan Behavioral Health Plan
- Additionally, they will not be enrolled in the dental or vision plans
Get Ready . . .
Employees can do two things now to prepare for Open Enrollment:
- By March 12, verify their home address is correct in ADP. This will ensure they receive Open Enrollment Worksheets and Confirmation Statements at the proper address.
To check an address:
- Log into ADP: https://portal.adp.com
- Select the “Personal Information” tab at the top of the page and then “Addresses”
- To change an address, click on the “Edit” button on the bottom left corner. Make changes and then click “Save”
- If employees do not know what benefits they are currently enrolled in, they should print out a copy of their Benefits Summary. To do so:
- Log into ADP: https://portal.adp.com
- Select the “Benefits” tab at the top of the page and then “Welcome”
- Click on the “Benefit Enrollment System” link
- Click on the “Continue” button in the upper right-hand corner of the screen
- Click on “2015-2016 Benefit Summary” and click “Print”
Free Parking Now Available for Employee Health Center
The Premise Health Care Center (480.347.4791) and Walgreens Pharmacy (602.283.9925) conveniently located on the second floor of the County Administration Building provide onsite prescription, health care, and laboratory services Monday - Friday, 7:30 a.m. - 4:00 p.m. The center is closed daily for lunch from 1:00-1:30 pm.
There is limited free parking available to employees visiting the Center/Pharmacy. The six parking spaces are located on the northwest corner of 4th Avenue and Madison Street and designated with blue signs that indicate “Maricopa County Administration Building Health Center Parking 6:00 A.M. - 6:00 P.M. Monday – Friday.”
Benefits and Wellness Orientation for Newly Benefits-Eligible Employees
In addition to the County’s New Employee Orientation (NEO) hosted by Employee Development, new hires and newly benefits-eligible employees have the opportunity to attend a presentation that features important Benefits and Wellness information.
The purpose of this monthly presentation IS NOT to replace the County’s NEO, but rather to accommodate the Courts and/or elected offices that typically conduct their own NEO. It starts at 9:30 am at the Administration Building 301 W. Jefferson St., in Test Rooms A & B. For their convenience, employees will be able to complete a Biometric Screening and Saliva test onsite at the end of the presentation.
Click here for the complete 2016 Benefits and Wellness presentation schedule. Department Liaisons will need to submit a Benefits and Wellness Presentation Registration Request with the employee’s name, and department to enroll their new or newly benefits-eligible employee(s) in a Benefits and Wellness presentation. The registration request must be completed and sent to the Employee Benefits Division either via e-mail at email@example.com or via fax at 602-506-2354 NO LATER THAN NOON on the THURSDAY PRIOR to a scheduled Benefits and Wellness presentation. The Benefits and Wellness Registration Form is only to be used to register for the Benefits and Wellness presentation. If the employee will be attending the regular County NEO, continue to use the current registration process.
IRS Form 1095-C
The Patient Protection and Affordable Care Act of 2010 (PPACA or ACA) requires certain employers to offer health insurance coverage to full-time employees and their dependents. The IRS form used to confirm an offer of coverage and enrollment in healthcare benefits is Form 1095-C.
During the first week in February, all benefits-eligible employees will be sent a Form 1095-C indicating that they were offered health insurance coverage through Maricopa County for calendar year 2015. The form will confirm enrollment in coverage, along with the months of coverage. Any dependent covered under an employee’s healthcare insurance benefits through the County will also be listed on the form.
While the information provided on Form 1095-C may assist employees in preparing their 2015 tax return, the form is not required for the 2015 tax year. As was the case for the 2014 tax year, when preparing their individual tax return, taxpayers may use other information about their health insurance in order to confirm that they had minimum essential coverage for 2015. For purposes of maintaining proper documentation, employees should retain a copy of Form 1095-C for their records.
For questions about Form 1095-C, please contact the Maricopa County Employee Benefits Division at (602) 506-1010.
Important Reminder - FY 2014-2015 Flexible Spending Accounts
September 15, 2015 was the deadline for active employees enrolled in the Health Care Flexible Spending Account (HCFSA) or the Limited Scope Flexible Spending Account (LSFSA) to incur expenses for which they could be reimbursed. Any funds remaining in either of these two accounts after September 15, 2015 were forfeited.*
November 30, 2015 is the deadline for active employees enrolled in the Health Care Flexible Spending Account (HCFSA) or the Limited Scope Flexible Spending Account (LSFSA) to submit claims for reimbursement of eligible expenses for services incurred between July 1, 2014 and September 15, 2015. Exceptions to the November 30, 2015 deadline are not permitted, so please take timely action to submit your reimbursement requests. Employees whose benefits terminate have their claims filing date limited to 60 calendar days from their benefit termination date.
*Note: Employees enrolled in the HCFSA for FY 2014-15 who then enrolled in the UnitedHealthcare High Deductible Health Plan for FY 2015-16 and opened up a Health Savings Account (H.S.A.) had only until June 30, 2015 to use all funds in their FY 2014-15 HCFSA. Due to IRS guidelines, an employee covered by a High Deductible Health Plan AND a HCFSA that pays or reimburses for qualified medical expenses generally cannot make contributions to an H.S.A, including the County contribution.
Changes in the Healthcare Industry
There are two major changes in the healthcare industry that you should be aware of.
Catamaran is now OptumRx
Catamaran and OptumRx have combined to become one company – OptumRx. You may gradually start seeing the name changed from Catamaran to OptumRx in marketing materials, the web portal, letters, and e-mail messages.
If you are a participant in the Catamaran Co-Insurance Prescription Plan, nothing is changing when it comes to your current prescription benefits. Click here to view responses to some frequently-asked questions.
Cigna will become Anthem
Cigna and Anthem have announced an agreement to become one global health service company. This merger is expected to be completed in the second half of 2016, and until then, the two companies remain separate.
If you are a participant in a Cigna medical or dental plan, this change has no effect on your current plan benefits including coverage details, ID cards, copays, deductibles, and out-of-pocket maximums. As more information becomes available, it will be communicated to you.
IMPORTANT NOTICE: Change in Eligibility for Group Health Benefits
In response to the October 17, 2014 U.S. District Court ruling, same-sex marriage is now legal in Arizona, and same-sex couples legally married in other states are now recognized as legal spouses under Arizona law.
The eligibility rules for coverage under the Maricopa County Benefits Plan have been updated to allow employees to add their same-sex spouse and eligible dependents to coverage, provided all other eligibility requirements are met. (Click here for more information.)