Employee Benefits and Policies

Explore the many benefits the University offers its employees.

Insurance Benefits

Dental Insurance

Aetna, Inc. Freedom of Choice Dental 
University of Hartford Group Number: 724328
Phone number: 1.877.238.6200
Aetna, Inc. Website: www.aetna.com

Aetna, Inc. Freedom of Choice dental insurance offers the employee the option of electing to enroll in the Aetna Dental Maintenance Organization (DMO) or the passive Preferred Provider Organization (PPO) plan. Depending on which plan the employee elects, the level of coverage will differ.

DMO
Choosing to participate in the DMO plan requires the employee and the eligible dependents to choose a dentist within Aetna's DMO network of providers. There is no annual deductible or annual benefit maximum. Preventative and basic services are covered at 100 percent, while major services are covered at 60 percent. Orthodontia benefits apply.

PPO
Choosing to participate in the passive PPO plan allows the employee and the eligible dependents to use any dentist and receive some level of coverage. If you choose a dentist in Aetna's PPO network of providers, there is a $75 annual individual deductible and a $225 family deductible. After the annual deductible is met, preventative services are covered at 80 percent, while basic and major are covered at 50 percent. Orthodontia benefits do not apply and there is a $1,000 annual benefit maximum. If you choose a dentist outside of the PPO network, reasonable and customary charges will be considered before benefits are applied.

Please note: You can move from the DMO to the passive PPO plan at any time; however, the effective date for this change is determined by when you alert Aetna. If you alert Aetna by the 15th of the month, your coverage effective date in the new plan will be the 1st of the following month. ALL insured eligible dependents must participate in the same plan (DMO or Passive PPO plan) to receive benefit coverage.

For further details on covered services, please refer to the forms page for appropriate summary of benefits, rates, and other applicable documents.

The University reserves the right to change providers, or plan documents, or plan provisions, as it deems necessary. This page is designed to summarize the University of Hartford's Aetna Freedom of Choice dental Insurance. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Flexible Spending Account

PayFlex
Phone: 844.729.3539
www.payflex.com

This benefit is available to all regular full-time faculty and staff.

Authorized by the Internal Revenue Service (IRS), a Flexible Spending Account (FSA) is a tax-advantaged way to pay for certain medical and/or dependent care expenses. This added benefit allows you to pay for these expenses using pre-tax dollars. Therefore, your taxable income is lowered and may result in a higher take home pay.

There are two types of FSAs. The Health Care FSA helps you to pay for medically necessary expenses not covered or only partially covered by your health, dental, and/or vision insurance. The Dependent Care FSA helps you to pay for certain dependent care expenses such as day care for a child (under age 13) or elderly adult. You may elect to participate in one or both of these accounts.

The minimum annual election for either (or both) accounts is $100. The maximum annual elections are $2,600 and $5,000 for the health care and dependent care accounts, respectively.

Specific limitations apply for both accounts. For more detailed information, refer to the plan document.

Enrollment
You can enroll in one or both accounts within 31 days of date of hire, within 31 days of a qualifying event (as defined in IRS regulations) as well as during the annual open enrollment. At the time of enrollment, you determine how much to contribute to each account. Please note that if you participate in both the Health Care FSA and the Dependent Care FSA, there will be two separate withholdings on your pay stub. These contributions will be deducted from your paycheck evenly over a calendar (taxable) year. You are encouraged to calculate reimbursable costs carefully. The University allows for a $500 (or less) carryover from one calendar year to the next.  Any funds in excess of $500 are forfeited. This is an IRS regulation.

Reimbursement
At the time of service, you have the following option for payment and/or reimbursement:

  • Debit card: You may provide your debit card at point of service to have the expense deducted directly from your FSA account. Be sure to maintain all receipts from debit card purchases in the event your account is audited. The debit card feature may be used in conjunction with both accounts.
  • Reimbursement: Request reimbursement through the www.payflex.com portal. Use the online tool to submit a request and associated receipts to receive reimbursement via check or direct deposit.

For additional information pertaining to Flexible Spending Accounts, including claim forms, please visit the forms page.

This page is designed to summarize the University of Hartford's Flexible Spending Account Plan(s). It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Dependent Child Life Insurance

Reliance Standard
Phone number: 877.203.0549
Website: www.reliancestandard.com

Regular full-time and regular part-time faculty and staff can purchase dependent child(ren) life insurance coverage in $5,000 increments, to a maximum of $25,000. Proof of insurability is required for coverage above $10,000.

Dependent children are defined as 14 days to 19 years of age (19 to 25 years of age if the child is a full-time student).

The employee pays 100 percent of the premium for this coverage, which is currently $0.13 per $1,000 worth of coverage per month. Premiums do not change regardless of the number of dependent child(ren) you may have. Plan rates are subject to change.

Coverage is effective on the first day of the month following an employee's date of hire. An Optional Life Insurance form must be completed and returned to HRD.

Changes to life insurance elections can be made during the annual open enrollment window, with changes becoming effective the following January 1. Changes can also be made within 31 days of a qualifying event, as defined by the IRS. Examples of qualifying events include, but are not limited to, marriage, divorce, or birth of a child.

All life insurance policies are term insurance and are discontinued upon separation of employment. Portability or conversion options may be available. Refer to the plan document for details.

For further information, including the plan document and enrollment materials, please visit the forms page.

This page is designed to summarize the University of Hartford's dependent child(ren) life insurance benefit. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Basic Life Insurance

Reliance Standard
Phone number: 877.203.0549
Website: www.reliancestandard.com

The University provides all regular full-time faculty and staff with a group term life insurance benefit valued at two times annual base/contracted salary, to a maximum of $400,000. This policy includes a double indemnity benefit in the event of accidental dismemberment and/or death (AD&D).

Basic life insurance coverage is paid by the University at 100 percent.
Coverage is effective on the first day of the month following an employee's date of hire and enrollment in this benefit is automatic. A designation of beneficiary form must be completed and returned to HRD.

Age Reduction
At age 70, the amount of insurance is reduced by 50 percent.

Conversion or Portability
All life insurance policies are term insurance and are discontinued upon separation of employment. Portability or conversion options may be available. Refer to the plan document for details.

Imputed Income Tax
Premiums paid by the University for an employee's term life insurance exceeding $50,000 is included as part of gross income for tax purposes. The amount calculated is based on IRS guidelines. Please contact Payroll at 1.860.768.4579 for questions on imputed income.

For further information regarding plan documents please visit the forms page.

This page is designed to summarize the University of Hartford's basic life insurance benefit. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Personal Accident Insurance

Carrier: Cigna
Group Policy Number: OK-809423
Phone number: 860.226.6000

Regular full-time and regular part-time faculty and staff can purchase personal accident insurance coverage for themselves and their families. Personal accident insurance can help you pay expenses if you, your spouse, and/or covered family members are seriously injured or killed in a covered accident, as detailed by Cigna. This coverage mayhelp ensure that tragedy doesn't take both an emotional and a financial toll on your family. Please refer to the Personal Accident Insurance brochure for further details.

The employee pays 100 percent of the premium for this coverage. The monthly cost will vary depending on the level of benefit and coverage option elected. Age and benefit reduction rules apply. Plan rates are subject to change.

Coverage is effective on the first day of the month following an employee's date of hire.

Changes to life insurance elections can be made during the annual open enrollment window, with changes becoming effective the following Jan. 1. Changes can also be made within 31 days of a qualifying event, as defined by the IRS. Examples of qualifying events include, but are not limited to, marriage, divorce, or birth of a child.

All life insurance policies are term insurance and are discontinued upon separation of employment. Conversion options may apply upon separation of employment, please refer to the plan document for details.

For further information regarding the plan document please visit the Forms Page.

This page is designed to summarize the University of Hartford's personal accident insurance benefit. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Supplemental Life Insurance

Reliance Standard
Phone number: 877.203.0549
Website: www.reliancestandard.com

Regular full-time and regular part-time faculty and staff can purchase supplemental life insurance coverage equal to one, two, three or four times their annual base/contracted salary, to a maximum of $500,000. Proof of insurability is required for coverage above $250,000. Coverage must be elected in multiples of the employees salary.

The employee pays 100% of the premium for this coverage.

Coverage is effective on the first day of the month following an employee's date of hire.

Changes to life insurance elections can be made during open enrollment, with changes becoming effective the following Jan. 1. Changes can also be made within 31 days of a qualifying event, as defined by the IRS. Examples of qualifying events include, but are not limited to, marriage, divorce, or birth of a child.

Age Reduction

At age 70, the amount of insurance is reduced by 50 percent.

Conversion and Portability

All life insurance policies are term insurance and are discontinued upon separation of employment. Portability or conversion options may be available. Refer to the plan document for details.

For further information regarding the plan document please visit the forms page.

This page is designed to summarize the University of Hartford's supplemental life insurance benefit. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Spousal Life Insurance

Reliance Standard
Phone number: 877.203.0549
Website: www.reliancestandard.com

Regular full-time and regular part-time faculty and staff can purchase term life insurance coverage for their spouse in $10,000 increments, to a maximum of $100,000. Proof of insurability is required for coverage above $30,000.

The employee pays 100 percent of the premium for this coverage.

Coverage is effective on the first day of the month following an employee's date of hire.

Changes to life insurance elections can be made during open enrollment, with changes becoming effective the following Jan. 1. Changes can also be made within 31 days of a qualifying event, as defined by the IRS. Examples of qualifying events include, but are not limited to, marriage, divorce, or birth of a child.

All life insurance policies are term insurance and are discontinued upon separation of employment. Portability or conversion options may be available. Refer to the plan document for details.

For further information regarding the plan document please visit the forms page.

This page is designed to summarize the University of Hartford's spousal life insurance benefit. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Long-Term Care Insurance

Phone number: 1.877.286.2852
Website: UNUM

The University offers regular part-time faculty and staff as well as University retirees the opportunity to purchase voluntary long-term care insurance for themselves as well as their family (spouse, parents, parent-in-laws, grandparents, grandparent-in-laws, brothers, sisters and children age 18 years and older) at competitive group rates. These group rates can provide a savings of 30 percent to 50 percent from similar individual long-term care insurance policies. Individual policies are issued by UNUM Life Insurance Company of America directly to the insured party.

What is Long-Term Care Insurance?

Long-term care is custodial care, a supportive type of care that people who are cognitively impaired or who are unable to perform activities of daily living (such as bathing or dressing) due to an accident, illness or advancing age. The cost of providing long-term care is often a large sacrifice for family members and can lead to catastrophic financial loss.

People often believe that long-term care expenses are covered by their medical insurance plan. Unfortunately, health and disability insurance policies do not cover these expenses. Medicare only pays for up to 100 days of skilled care and does not cover custodial care. And Medicaid does not begin to cover these costs until assets have been exhausted to the poverty level. If you purchase long-term care insurance, you are buying protection for some or all of your savings and assets in the event the need arises.

There are several advantages to buying long-term care insurance through an employer group policy.

  • Price: Employer group prices are usually less than the price of individualized coverage for the same group of people.

  • Portability: You can take the same coverage and rates with you if/when you leave the University of Hartford.

  • Family members: Your spouse and extended family members (parents, parent in-laws, grandparents, grandparent in-laws, brothers, sisters, and children age 18 years and older) are also eligible for the group rates, which can be a significant cost savings for them.

Enrollment Procedures

As a regular part-time employee or University retiree, you are eligible to enroll in voluntary long-term care insurance. Evidence of insurability is requiared based on your current health status. You will need to complete a health questionnaire to apply for this benefit. The health questionnaire is included in the enrollment kit.

Please note that coverage for family members is not guaranteed and will also be subject to evidence of insurability.

To learn more about long-term care insurance, please refer to the enrollment material, available in HRD or UNUM's website. If you have any questions about long-term care insurance, please feel free to contact the University's long-term care insurance administrator, LTC Solutions, Inc., directly at (toll free) 1.877.286.2852.

This page is designed to summarize the University of Hartford's voluntary long-term care insurance. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Long-Term Care for Regular Full-Time Employees

Phone number: 1.877.286.2852
Website: UNUM

The University offers regular full-time faculty and staff the opportunity to purchase voluntary long-term care insurance for themselves as well as their family (spouse, parents, parent-in-laws, grandparents, grandparent-in-laws, brothers, sisters, and children age 18 years and older) at competitive group rates. These group rates can provide a savings of 30 percent to 50 percent from similar individual long-term care insurance policies. Individual policies are issued by UNUM Life Insurance Company of America directly to the insured party.

What is Long-Term Care Insurance?

Long-term care is custodial care, a supportive type of care that people who are cognitively impaired or who are unable to perform activities of daily living (such as bathing or dressing) due to an accident, illness, or advancing age. The cost of providing long-term care is often a large sacrifice for family members and can lead to catastrophic financial loss.

People often believe that long-term care expenses are covered by their medical insurance plan. Unfortunately, health and disability insurance policies do not cover these expenses. Medicare only pays for a portion of skilled care and does not cover custodial care. Medicaid does not begin to cover these costs until assets have been exhausted to the poverty level. If you purchase long-term care insurance, you are buying protection for some or all of your savings and assets in the event the need arises.

There are several advantages to buying long-term care insurance through an employer group policy.

  • Price—Employer group prices are usually less than the price of individualized coverage for the same group of people.
  • Convenient Payroll Deduction—You (and your spouse) can have premiums automatically deducted from your paycheck.
  • Portability—You can take the same coverage and rates with you if/when you leave the University of Hartford.
  • Family Members—Your spouse and extended family members (parents, parent in-laws, grandparents, grandparent in-laws, brothers, sisters, and children age 18 years and older) are also eligible for the group rates, which can be a significant cost savings for them.

Enrollment Procedures

As a regular full-time faculty or staff member, you can elect to enroll in voluntary long-term care insurance during your open enrollment period (the first 30 days of employment) and you will be guaranteed a specific level of coverage regardless of your current health status. This guarantee issue allows regular full-time faculty and staff with the ability to enroll (or purchase) limited coverage without having to prove insurability.

If a regular full-time faculty or staff member elects to enroll after the open enrollment period, evidence of insurability will be required in order to apply for this benefit. The health questionnaire is included in the enrollment kit.

Please note that coverage for family members is not guaranteed and will also be subject to evidence of insurability.

To learn more about long-term care insurance, please refer to the enrollment material, available in HRD or UNUM's website. If you have any questions about long-term care insurance, please feel free to contact the University's long-term care insurance administrator, LTC Solutions, Inc., directly at (toll free) 1.877.286.2852.

This page is designed to summarize the University of Hartford's Voluntary Long-term Care Insurance. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Long-Term Disability

Reliance Standard
Phone number: 877.203.0549
Website: www.reliancestandard.com

The University provides long-term disability insurance coverage to all regular full-time faculty and staff. Long-term disability insurance coverage is effective after the first full day of employment and enrollment in this benefit is automatic. This benefit provides income protection for approved medical disability extending beyond six months. Long-term disability benefits are administered and payable by the insurance carrier.

The insurance carrier is responsible for claim adjudication and will determine eligibility for benefits upon receipt of appropriate medical certification from a treating physician. It is the responsibility of the staff member to furnish evidence of disability satisfactory to the insurance carrier in order to receive benefit payments. The insurance carrier may withhold benefits under this policy in any case where doubt of disability exists. A physician's clearance for return to work will be required after any medical disability.

An eligible employee who is not a participant in the University's Defined Contribution Retirement Plan (TIAA) is eligible to receive 50 percent of his/her gross monthly earnings during an approved disability.

An eligible employee who is a participant in the University's Defined Contribution Retirement Plan (TIAA) is eligible to receive 60 percent of his/her gross monthly earnings during an approved disability.

The minimum monthly benefit allowed is $100 or 10 percent of your gross monthly benefit, whichever is greater. The maximum monthly benefit is $7,500.

The University reserves the right to require an independent medical exam by a designated health care provider at the expense of the University as a condition of providing an approved leave.

Long-term disability benefits may be reduced by other income an employee is receiving from sources such as Social Security, workers' compensation or retirement benefits.

The University reserves the right to change the Long-Term Disability Policy as it deems necessary.

This page is designed to summarize the University of Hartford's Long-Term Disability insurance plan. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Short-Term Disability

Reliance Standard
Phone number: 877.203.0549
Website: www.reliancestandard.com

The University provides regular full-time staff who have completed one year of continuous service with salary continuation during short-term non-occupational medical disability, including pregnancy but excluding medical disability covered under workers' compensation law, when they become medically certified unable to perform their job. Only absences for injury or illness extending beyond five successive working days, which have been medically certified, are covered under this benefit. The level of benefit is based on completed years of service immediately preceding the extended absence. A maximum benefit of 26 weeks of salary continuation is possible in either the fiscal year or for one continuous disability extending from one fiscal year to the next. Contact HRD to determine your level of benefit.

Benefits under this policy do not begin until the sixth successive working day of absence from the regular work schedule. If a short-term disability is approved by the insurance carrier, the first five days of the absence will be paid by the University. Eligibility for these University-paid days will not exceed two occurrences in any given fiscal year. More than two approved short-term disability absences in any given fiscal year will require the employee to use his/her own personal days or vacation to cover the first five days. In the absence of eligibility for such paid days, any portion of the first five-day period will be unpaid.

The insurance carrier is responsible for claim adjudication and will determine eligibility for benefits upon receipt of appropriate medical certification from a treating physician. It is the responsibility of the staff member to furnish evidence of disability satisfactory to the insurance carrier in order to receive benefit payments. The insurance carrier may withhold benefits under this policy in any case where doubt of disability exists. A physician's clearance for return to work will be required after any medical disability.

During leave with full pay, deductions for applicable benefits will be taken from the employee's wages. If and when benefits are reduced to half pay (check issued only from the insurance carrier), the staff member will be required to use the balance of any allotted personal days and vacation time. If University-paid time is exhausted, the employee will be responsible for his/her share of all coverage-related premiums. Monthly billing will be coordinated by the Bursar's Office.

The University reserves the right to require an independent medical exam by a designated health care provider at the expense of the University as a condition of providing an approved leave.

Disability extending beyond 26 weeks is covered under the University's Long-Term Disability Program administered by the insurance carrier.

The University reserves the right to change the Short-Term Disability Insurance Policy as it deems necessary.

This page is designed to summarize the University of Hartford's Short-Term Disability Insurance Plan. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Personal Lines of Insurance

People's United Insurance Agency
Contact: Janet Scavilla, 1.888.972.4963

One of the many benefits available to University of Hartford faculty and staff is the ability to purchase several personal lines of insurance through People's United Insurance Agency discount program. This program provides discounted rates on homeowners, renters, condominium, tenants and/or automobile insurance. You can also purchase fire, marine and life insurance.

The discount program offers:

  1. Great rates—You may qualify for special rates on your homeowners/renters/condo and/or automobile insurance;

  2. Great service—Through a claim reporting hotline available 24 hours per day, 365 days per year; and

  3. Great payment options—Premiums can be set up as a payroll deduction with no service fee or down payment if you reside in Connecticut. Premiums can also be set up as an automatic deduction from a checking account or as a monthly bill sent directly to your home.

To obtain a no obligation, cost-free quote, please visit People's United Insurance Agency.  For more information, please refer to this informational flyer.

This page is designed to summarize the Discount Program. It is not intended to be all inclusive.

Workers Compensation

Group Policy Number: UB 8379X731
Phone number: 1.877.828-4110
Travelers Website: www.travelers.com
Worker's Compensation Commission: 860.566.4154

It is the policy of the University of Hartford to provide a healthy and safe work environment for all its students, faculty, staff, and visitors. This is accomplished through obtaining broad safety involvement and defining associated responsibilities. The goal is to minimize the number of accidents, injuries, and cases of occupational illness on the University's campus and properties. It is the responsibility of all employees to cooperate in this effort and to comply with the University's safety practices and rules.

Any faculty, staff, or student employee who sustains a work-related injury or illness is required by law to report the incident to his/her supervisor. In turn, the supervisor is accountable for reporting the circumstances surrounding the work-related injury/illness to Public Safety by calling ext. 7985 as well as alerting HRD by completing an accident investigation form immediately following the accident/incident. This form must be provided to HRD as soon as possible. HRD will then submit a first report of injury and coordinate claims processing with Travelers, the University's workers' compensation insurance carrier.

The University participates in the Connecticut Medical Managed Care Plan, with approved network providers available to treat work-related injuries/illnesses. Failure to use a network provider for a work-related injury/illness may result in denial of medical and/or lost wage benefits. To access Travelers on-line provider search go to The Travelers Provider Directory, choose the search type you would like (Quick Search, Name, Region, etc.), enter your criteria, then click "Find Providers."

The University's preferred providers for treatment of a work-related injury/illness are Concentra Medical Center and St. Francis Center for Occupational Health.

 

Concentra Medical Center is located in Windsor at 1080 Day Hill Road (860.298.8442) and in East Hartford at 701 Main Street (860.289.5561). Concentra also has locations in New Britain (860.827.0745); Torrington (860.482.4552); Wallingford (203.949.1534); Waterbury (203.759.1229); Springfield, Mass., (413.746.4006); Norwich, (860.859.5100); and Stratford (203.380.5945).

St. Francis Center for Occupational Health is located in Windsor at 100 Deerfield Road (860.714.9444) and also has locations in Hartford (860.714.4270), Bristol (860.589.0114), Manchester (860.647.4796); and Newington (860.667.4418).

When non-emergency medical treatment is necessary, please use either of the preferred providers. Both have fully qualified physicians and medical technicians as well as excellent diagnostic and rehabilitative facilities. If necessary, Concentra's Windsor and East Hartford offices provide non-emergency transportation Monday through Friday (hours vary by location) between the University and their facility. If you are in need of emergency medical assistance, please go to the nearest hospital for treatment.

Supervisors (or designees) must contact Concentra or St. Francis to pre-authorize their employee's visit.

After your initial treatment by a participating provider, you have the right to select your own provider for further treatment. However, if you obtain services from a provider who is not a member of the insurance carrier's network, this may suspend your right to receive worker's compensation insurance medical benefits, subject to the decision of a worker's compensation commissioner.

Pharmacy Benefit

The Pharmacy Benefit Management Program offered by the insurance carrier helps employers control prescription costs while providing timely and efficient pharmaceutical services to injured workers. Pharmacies that are connected have 24-hour access to the insurance carrier's database of claimants; therefore, they are able to verify whether or not your claim has been filed.

If you have a work-related injury/illness that requires a prescription, inform the pharmacist that the prescription is for a work-related injury and supply your name and Social Security number. If the claim has been reported to the insurance carrier, the prescription will be filled at no cost

Mileage Reimbursement

The insurance carrier will reimburse you at the appropriate mileage reimbursement rate for any miles that are driven to and from physician appointments, physical therapy sessions or other necessary treatments, as approved by the insurance carriers. You are responsible for tracking and submitting for mileage reimbursement directly to your claim representative.

If your work-related illness/injury requires follow up treatment, the University of Hartford will continue to pay your salary for time taken, within reason, to drive to/from and attend the treatment session. The University encourages employees to schedule appointments that coincide with either the beginning or the end of their regularly scheduled work shift. This will ensure that salary is paid appropriately during treatment periods. Any time used in excess of what is deemed reasonable to drive to/from the appointments and attend the session must be taken as personal days time. HRD requires copies of all treatment notes for purposes of appropriate tracking and usage of time away from work.

For the accident investigation form please visit the forms page.

This page is designed to summarize the University of Hartford's Worker's Compensation Insurance Policy. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Change Insurance Based on Qualifying Events

There are certain life events which permit employees to make mid-year insurance election changes to their medical, dental, and life insurance as well as Flexible Spending Account and Health Savings Account elections. These life events, called "qualifying events," are defined by the Internal Revenue Service (IRS), and include, but are not limited to, the following:

  • A change in marital status (marriage or divorce
  • The addition of a dependent (by birth or adoption)
  • The loss of insurance coverage due to a change in employment status
  • The death of a spouse or dependent
  • The loss of dependent eligibility status (no longer of eligible age based on plan guidelines or loss of full-time student status)

Please understand that HRD is required to adhere to federal regulations as well as applicable plan guidelines in the administration of University of Hartford insurance plans.

If you experience a qualifying event, it is imperative that you notify HRD within 30 days of this event. Based on IRS regulations, this 30-day time period provides employees with a special enrollment period in which to make applicable insurance benefit election changes.

Failure to notify HRD within 30 days of a qualifying event will result in loss of eligibility for continuation of applicable insurance coverages under federal COBRA law and/or plan guidelines. In these instances, the employee must then wait until the University's next annual open enrollment period (which occurs in the fall) to make insurance election changes.

Time Off Benefits and Policies

Holidays

The University's Holiday Policy provides regular full-time and regular part-time staff with pay for recognized holidays. The University observes and schedules only essential services on the following holidays:
  • New Year's Day
  • Memorial Day
  • Indepedence Day
  • Labor Day
  • Thanksigving Day
  • Friday after Thanksgiving
  • Christmas Day
  • Christmas Season Floater
  • Martin Luther King Jr. Day
When one of the above holidays falls on a Saturday, it will be observed on the preceding Friday. When the holiday falls on a Sunday, it will be observed on the following Monday.

Holiday pay is at the employee's current rate of pay for the number of hours which constitute the employee's regularly scheduled workday. These hours are treated as hours worked for calculating overtime.

Exempt staff who work on a recognized holiday are afforded an equal amount of compensatory time off at a mutually convenient date.

Staff in positions classified as non-exempt who work on a University recognized holiday (other than a floating holiday) receive pay for the holiday plus their base hourly rate of pay for all hours worked on that holiday. This also applies to Easter Sunday. 

The University reserves the right to change the Holiday Policy as it deems necessary.
This page is designed to summarize the University of Hartford's Holiday Policy. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Family and Medical Leave

The University appreciates the significance of family issues in today's workforce and understands that employees often face conflicting demands of work requirements and family obligations. An employee may be faced with taking a personal leave from his/her position for a temporary period of time to address a serious health condition or certain family responsibilities.
The purpose of the University's Family and Medical Leave Policy is to establish guidelines concerning the leave rights of all eligible employees at the University of Hartford. This policy complies with the federal Family and Medical Leave Act (federal FMLA) and the Family and Medical Leave Act of the State of Connecticut (CT FMLA) and describes three different forms of unpaid leave collectively known as Family and Medical Leave:
  • Non-military Family and Medical Leave (Non-Military FMLA Leave),
  • Military-related Family and Medical Leave for qualifying exigencies (Military Exigency Leave), and
  • Military-related Family and Medical Leave for the care of a covered military service member (Military Caregiver Leave).
For purposes of this policy, "eligible employees" are regular full-time and regular part-time faculty and staff of the University who (a) have been employed by the University for at least 12 months, which need not be consecutive months, and (b) have worked at least 1,000 hours in the 12 months immediately before the requested Family and Medical Leave is to begin.
An eligible employee may take Non-Military FMLA Leave for a defined period of time for any of the following qualifying purposes:
  • For the birth and subsequent care for a child of the employee;
  • For the placement of a child with the employee by adoption or foster care arrangement;Note: The right to take leave for the birth or placement of a child by adoption or foster care arrangement may arise prior to the birth or placement of the child, when required because of the impending birth or placement, and will expire 12 months from the date of the child's birth or placement.
  • To care for an employee's spouse, same-sex partner, child (who is either [a] under 18 years of age, or [b] age 18 or older and "incapable of self-care because of mental or physical disability"), parent, parent-in-law or parent of a same-sex partner who has a serious health condition;
  • For a serious health condition of the employee that renders the employee unable to perform the essential functions of his/her job; or
  • To serve as an organ or bone marrow donor.

An eligible employee may take Military Exigency Leave for a defined period of time for any qualifying exigency arising because the employee's spouse, same-sex partner, child or parent (a) is in the National Guard, is in the Reserves, or has been retired from the Regular Armed Forces or Reserves and subject to call to active duty and (b) is under a call or order to active duty, or a notification of an impending call or order to active duty, in support of a covered contingency operation (as defined by federal regulation).

An eligible employee may take a Military Caregiver Leave for a defined period of time to care for a spouse, same-sex partner, child, parent or nearest blood relative of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty in the Armed Forces. A covered service member must be a current member of the Armed Forces who is on the temporary disability retired list.

The amount of leave allowed under the federal FMLA and CT FMLA is determined on a rolling month basis from the first day of absence forward. Details regarding leave entitlement are available online at the Department of Labor, posted in the Auerbach Computer and Administration Center, the Handel Performing Arts Center or by contacting HRD.
Applications for Family and Medical Leave of Absence must be made in accordance with the University's standard absence notification procedures unless there are extenuating circumstances. The appropriate forms, available in HRD, must be submitted to initiate a Family and Medical Leave and to return the employee to work upon completion of the leave. An employee requesting Family and Medical Leave must provide the University with appropriate certification which establishes entitlement to this leave.

Within five business days of the request, the University will confirm, in writing, approval or denial of the leave. Failure to provide required certification will result in loss of the leave entitlement. The University may also require the employee to obtain periodic recertification of status and notice of intent to return to work on a reasonable basis. Under certain limited circumstances, the employee may be required to provide additional information or to submit to an independent examination by a designated health care provider at the expense of the University. Final approval for Family and Medical Leave will be granted by HRD.

An employee may request that a leave be retroactively designated as a Family and Medical Leave upon returning to work. The University reserves the right to retroactively designate a leave as a Family and Medical Leave as appropriate under applicable law.
An employee may not engage in other employment during a Family and Medical Leave.

Pay
If the employee is on a Family and Medical Leave for his/her own serious health condition, and is approved for short-term disability (STD) benefits, the portion of leave covered under STD will pay according to the schedule of benefits. The Family and Medical Leave will run concurrent with an employee's STD absence. An employee on an approved Family and Medical Leave will be required to use his/her allotted personal days and vacation time if and when the unpaid portion of the leave begins. Vacation and personal days will not be allotted during any type of leave of absence.

Benefits
FMLA requires the University to continue group medical and/or dental insurance coverage under the same conditions that would have governed had no leave been taken. Therefore, during a leave, the University will continue to pay its portion of group medical insurance premiums, while the employee is required to pay his/her share of the premium. During paid leave, the premiums will be deducted from the employee's wages. During an unpaid leave, the employee will be responsible for payment under the same schedule that payment is made by other employees through payroll deduction. Monthly billing will be coordinated by the Bursar's Office.

Failure of the employee to pay his/her portion of the medical and/or dental insurance premium within 30 days of the due date may result in loss of coverage. An employee may choose not to maintain group medical and/or dental insurance coverage during the period of a Family and Medical Leave, and to resume coverage upon return to work. Employees wishing to learn more about this option should contact HRD. If an employee fails to return to work after expiration of a Family and Medical Leave, the University reserves the right to seek reimbursement of the employer's share of any group medical insurance premiums, unless the employee does not return to work due to the continuation, recurrence or onset of a serious health condition of the employee or a family member, or a serious injury or illness of a covered service member, or due to other circumstances beyond the employee's control.

No benefits or employment conditions available to the employee up to the day which the Family and Medical Leave begins will be lost unless the benefit or condition of employment was discontinued or changed for other employees during the leave period. Other non-health benefits will be treated in the same manner during a Family and Medical Leave as during other approved leaves of absence without pay. Group life insurance(s) may be continued according to the provisions of the plan, but the employee will be responsible for the continued payment of the all coverage-related premiums. During any portion of a Family and Medical Leave that is unpaid, all payroll deductions will cease as well as the University's contribution to the Defined Contribution Retirement Annuity Plan (TIAA-CREF).
When any period of a Family and Medical Leave due to the employee's own serious health condition overlaps into a new fiscal year, restored eligibility for vacation benefits in the new fiscal year does not occur until the employee has been medically certified able to return to regular duties on a full-time basis, and the employee has worked a minimum of 20 consecutive full working days.


Return to Work
An employee on an approved Family and Medical Leave will be required to provide the University with appropriate advance notice of his/her potential return to work date. Where circumstances have changed and an employee's original return to work date changes, the employee shall provide the University with notice within two business days of the change in circumstances wherever foreseeable. A return from an approved Family and Medical Leave is accomplished through an appropriate Personnel Action Form (PAF) generated by the department. If a Family and Medical Leave was due to an employee's own serious health condition, medical certification of return to work is required including, where applicable, determination of the employee's ability to perform the essential functions of her/his position. Failure to provide a required return to work certification may result in the employee's reinstatement at work to be delayed or in termination of employment.


An employee who provides the necessary return to work certification and returns to work from Family and Medical Leave within or on the business day following the expiration of FMLA entitlement is eligible to return to his/her same job or an equivalent position without loss of pay, benefits or other conditions of employment, except where the employee is medically certified as unable to perform the essential functions of his/her original job. In that case, the University must transfer the employee to suitable work if available, unless the employee would have been terminated in the absence of any leave (i.e., layoff or downsizing).


Failure to report to work without approval on the first working day following any leave of absence is considered a voluntary resignation.

Discrimination or retaliation against an employee for exercising or attempting to exercise her or his Family and Medical Leave rights is prohibited by law as well as University policy. Further, federal law and University policy prohibit discharging or otherwise discriminating against any person who opposes or complains about any unlawful practice under the Federal or Connecticut FMLA.

The University reserves the right to change the Family and Medical Leave Policy, consistent with law, as it deems necessary.

This page is designed to summarize the University's policies on compliance with the Family Medical Leave Act. It is not intended to be all-inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Leaves of Absence

This policy provides regular full-time and regular part-time staff with different types of voluntary unpaid leaves of absence. Leaves are granted or extended solely at the discretion of the University upon the request of the employee, and are not considered earned rights.

An employee on an approved leave of absence is entitled to return to his/her same or equivalent position without a loss of pay or benefits whenever possible. This is contingent upon the employee's ability to perform the essential functions of the job, and upon there being no intervening change in staffing needs due to reorganization or economic conditions.

A staff member on an approved leave of absence or Family and Medical Leave will be required to use his/her accrued vacation and Personal time if and when the unpaid portion of the leave begins. Personal days will not be earned during any type of leave of absence.

When an employee on a leave of absence accepts other employment, files for unemployment compensation, or fails to return on the first workday immediately following the end of the leave without approval, that employee will be deemed to have voluntarily resigned his/her employment with the University.

An employee who is not working due to a medically certified leave of absence for nine consecutive months loses active employment status and becomes inactive/terminated.

Leave of Absence: Personal Short-Term
Leaves of absence up to 30 days without pay for personal reasons may be granted upon the approval of the department head. There are no extensions allowed.

Benefits continue during a short-term personal leave of absence. Regular deductions for benefit contributions that are missed during a short-term leave will arrear. The total amount of arreared premiums will be deducted in next pay cycle upon the employee's return to work.

If a personal short-term leave for some unexpected reason develops into a long-term requirement, it is reprocessed as a long-term leave with an effective date beginning retroactively with the original date of absence, if approved.

Leave of Absence: Personal Long-Term
Leaves of absence for more than 30 days, without pay, for personal reasons may be granted by joint agreement of the employee and the University. Leaves are limited to four months and not granted to employees with less than one completed year of service. Extensions or leaves in excess of four months are regarded as exceptions and are based on some benefit to the University, not solely on the benefit to the employee. The maximum leave granted, either initially or by extension, shall not exceed one year.

Requests for personal leaves of absence or extensions thereof must be made in writing.

All leaves of absence for personal reasons in excess of 30 days require the approval of the appropriate officer (i.e., the president, provost or vice president).

New vacation eligibility will not begin until the employee has returned to work full time for 20 consecutive workdays, and a prorated adjustment will be made for the inactive period of employment during a leave of absence.

Benefits during personal leaves of absence are either suspended or become the responsibility of the employee. Eligibility and, if applicable, accrual cease for the following:

  • Personal days
  • Holiday pay
  • Special paid days declared by the University
  • Vacation

Group medical, dental, life, vision, short and long-term disability as well as other applicable insurance(s) may be continued according to the provisions of the plan document or contract involved, but the employee will be responsible for payment of the full amount of all coverage-related premiums. Monthly billing will be coordinated by the Bursar's Office.

Tuition remission benefits are available during an employee's approved leave of absence. All retirement annuity (TIAA) contributions are suspended for the duration of the leave of absence.

Credit for service is not disrupted during an approved leave of absence.

Leaves of Absence: Illness/Injury
Leaves of absence for illness/injury not covered by short-term disability or worker's compensation are subject to the general provisions of this policy. Establishment of a leave for illness/injury requires a physician's certification or other acceptable documentation of the disability. Leaves of absence for illness/injury terminate upon physician's release to regular duty, or if there is other evidence that the employee has recovered sufficiently to return to work, or when total disability is established.

Absences due to illness/injury of five continuous workdays or less are treated as Personal days. A physician's certification of ability to return to work may be required by the supervisor for absences of three or more consecutive workdays.

Benefits for leaves of absence for illness/injury are provided according to the practices for personal leaves, unless the employee is eligible for short-term disability insurance. If and when the unpaid portion of the leave begins, the employee will become responsible for payment of his/her portion of the monthly premium for applicable medical, dental and other insurance(s). Billing for insurance coverage(s) will be established for any leave of absence lasting more than four weeks. Monthly billing will be coordinated by the Bursar's Office.

Workers' compensation absences are automatically considered an approved leave of absence and are granted without prejudice. If there is a conflict with state regulations, state regulations will prevail.

Return to Work Procedure
The return from an approved leave of absence is accomplished through an appropriate electronic Personnel Action Form (ePAF). Failure to report to work without approval on the first working day following any leave of absence is considered a voluntary resignation.


The University reserves the right to change the Leave of Absence Policy as it deems necessary.

This page is designed to summarize the University of Hartford's Leaves of Absence Policy. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

Vacation

This policy provides regular full-time staff employees with time off from their duties and responsibilities.  Salary continues during a vacation granted according to this policy.

To accommodate individual preferences and department scheduling needs, vacation time should be requested in writing and may be granted in advance by the Dean or administrative department head.

Vacation eligibility is allotted annually as set forth in this chapter. Effective July 1, the beginning of the University's fiscal year, eligible employees will receive a bank of vacation time to be used in that fiscal year. There is no pay in lieu of vacation not taken, except in the case of a terminating employee who has not used his/her allotted vacation for that fiscal year.  However, new employees who leave the University prior to the end of their first completed year of employment will not be paid for any unused vacation.

Employees are encouraged to use their full allotment of vacation before the end of the fiscal year. Vacation not taken will be forfeited on June 30th of the fiscal year. Except under a very narrow set of circumstances and approved by the appropriate University Officer, there is no carry-over of unused vacation into a new fiscal year. 

Deans, directors, administrative department heads, managers and supervisors are charged with making reasonable vacation periods available for their staff. In addition, management is expected to ensure employees utilize their vacation time without exceeding their fiscal year vacation allotments.

Employees in academic year positions are allotted pro-rated vacation based on their work schedule. All vacation must be taken during the time the employee is scheduled to work. 

The University reserves the right to change the Vacation Policy as it deems necessary.

Holidays and Vacation

When a University recognized holiday occurs during a staff member's vacation, he/she will not be required to use a vacation day for the holiday.

General Practice

Vacations are scheduled at times mutually convenient to the supervisor and the staff member.  When two or more staff request the same vacation schedule, the supervisor will consider, among other criteria, the length of service and the last vacation period taken by each staff member.

If a staff member is on a previously scheduled vacation and the University closes due to a severe weather condition or emergency, the day or days closed will be counted as vacation.

A staff member on an approved Leave of Absence or Family and Medical Leave will be required to use any available Vacation and/or Personal Days balances if/when the unpaid portion of the leave begins.

Staff who have an absence from work but have previously exhausted their vacation bank must use their allotted Personal Days to cover the absence.  Staff who have an absence from work but have previously exhausted their Vacation and Personal Days bank for the fiscal year will not be paid for that absence.

A staff member on any type of Leave of Absence including, but not limited to, Family and Medical Leave, short-term or long-term disability or worker’s compensation absence, on June 30th of the fiscal year must return to regular duties on a full-time basis for at least 20 consecutive full working days in the following fiscal year in order to be eligible for that fiscal year's vacation allotment. 

Any type of approved Leave of Absence will not be considered a break in service for determining vacation eligibility. 

Donation of Vacation Time

In an effort to foster and sustain a caring environment and enhance community spirit, the University of Hartford provides regular full-time staff with the opportunity to donate allotted vacation time in support of their colleagues who are faced with emergency circumstances. 

The maximum amount of vacation time that can be donated by one staff member or can be received by one staff member is 10 days per fiscal year.  Staff who donate vacation time will be taxed consistent with applicable IRS regulations.

Donated vacation time cannot be reclaimed; therefore, employees are urged to consider their own present and future needs when determining how many hours to donate to another employee.

Recipients of donated vacation time must have exhausted their own Vacation to be eligible to receive donated vacation time from another staff member.  Recipients of donated vacation time will be paid at their current rate of pay.  Donated vacation time will not be paid out at the time of separation.

Every attempt will be made to protect the privacy of individuals who participate in the donation of vacation time program.  The identity of donors and recipients will be kept confidential, except as required to administer the policy and/or for any required legal action.  Completed Donation of Vacation Time forms must be submitted to HRD and will be processed in the order in which they are received.

The University reserves the right to change the Vacation Policy as it deems appropriate.

This page is designed to summarize the University of Hartford's Vacation Policy. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files, those statements shall control.

Personal Day Policy

The University's Personal Days Policy provides regular full-time exempt and non-exempt staff with a bank of days off with pay for the following types of absences:

  • Occasional sickness or non-work related accident or injury;

  • Personal business needs, medical or dental appointments;

  • Sickness or death in the family;

  • Severe weather conditions;

  • Special religious observances; or

  • Any absence(s) mutually arranged between the supervisor and the employee.

Note: Two of these days may be used for holidays that the University does not recognize.

Consistent with Connecticut paid sick leave law, if an eligible employee is a victim of family violence or sexual assault, Personal Days may be taken for the following types of absences: 

  • for medical care or psychological or other counseling for physical or psychological injury or disability;

  • to obtain services from a victim services organization;

  • to relocate due to such family violence or sexual assault; or

  • to participate in any civil proceeding related to our resulting from such family violence or sexual assault.

A staff member on an approved Leave of Absence or Family and Medical Leave will be required to use any available Vacation and/or Personal Days balances if and when the unpaid portion of the leave begins.

Personal Days may not be used to lengthen approved vacation time. 

Retaliatory action of any kind taken by an employee of the University of Hartford against any other employee of the University of Hartford as a result of that person utilizing paid sick leave consistent with Connecticut paid sick leave law is prohibited by law as well as University policy.

The University reserves the right to change the Personal Days Policy as it deems necessary.

Eligibility for Personal Days

The expectation under this policy is that employees will cooperate with departmental scheduling requirements and established University guidelines, including notification and reporting procedures regarding an absence from work.

Eligibility for Personal Days will comply with the general standards put forth in the Employment Manual and will, in addition, meet the following requirements:

  • An absence for a partial day may be paid using Personal Days. The staff member's Personal Days balance will be charged accordingly.

  • Final approval regarding staff requests for Personal Days rests with the supervisor.

  • During a delayed opening, early release or closing of the University for emergencies, time will be paid as a University closing, and must be recorded as such. If the University has a delayed opening or early release which impacts standard working hours, staff in positions classified as non-exempt will be awarded an equivalent increase in his/her Personal Days balance for only the number of hours which constituted the delayed opening or early release.  If a staff member in a position classified as non-exempt works during the delayed opening or early release, he/she will be awarded an equivalent increase in his/her Personal Days balance for only the number of hours which constituted the delayed opening or early release.  Such work must be authorized in advance by the department head.  If a staff member does not report to work on the day of a delayed opening or early release, he/she will not receive Personal Days credit and must use his/her own Personal Days time for the whole day's absence. 

See Employment Manual regarding the use of Personal Days for absences of more than five successive working days.

There is no pay in lieu of Personal Days not taken.

There will be no carry-over of unused Personal Days into the new fiscal year. Personal Days not taken will be forfeited on June 30 of the fiscal year.

There is no payment of Personal Days balances upon termination.

Annual Personal Days Allotments

Staff will be allotted eight Personal Days (7 or 8 hours, based on the normal work schedule) per completed month worked, not to exceed the total time provided in that fiscal year.

Academic year positions are allotted pro-rated Personal Days based on their work schedule.

Personal Days balances will be maintained in hours and quarter hours.

Personal Days will not be allotted during any type of leave of absence.

This page is designed to summarize the University of Hartford's Personal Days Policy.  It is not intended to be all inclusive.  Where there are differences between the provisions of this website and more specific statements contained in the University files (such as plan documents), those statements shall control.  Please see the Employment Manual for more information.

Employee Discount Program

See a complete list of employee discounts

Other Benefits and Policies

Credit Union

Phone number: 860.296.4379
Toll Free: 866.835.8485
Website: www.franklintrust.org
Location: 632 Franklin Avenue, CT 06114 Hartford

The University of Hartford has an affiliation with Franklin Trust Federal Credit Union. Membership is available to faculty, staff, students, and their relatives.

Benefits of credit union membership include

  • Competitive rates on savings, checking, certificate, and IRA accounts

  • Student loans available

  • Lower interest rates on VISA credit cards and loans for automobiles, home equity, and other personal loans.

  • Direct deposit/payroll deduction

  • Internet bill pay

  • Internet account information

  • 24-hour telephone access to your accounts

  • Free financial counseling

  • Funds are insured up to $250,000

  • Membership is ownership

Membership requires a $10 processing fee and minimum deposit of $25.

Franklin Trust also offers a shared service center with more than 3,500 locations in the United States. This convenience offers surcharge-free ATM usage when withdrawing cash at ATMs bearing the SUM or CO-OP logos as well as when making purchases. For a list of participating ATMs in your area, please visit www.sum-atm.com or www.co-opfs.org.

Please contact Franklin Trust for more detailed information about the services offer

Sports Center Discounted Membership Program

The University of Hartford's Discounted Membership Program is offered exclusively to regular full-time employees and qualified retirees. It provides membership incentives for those who use the Sports Center on a regular basis throughout the year. Incentives may include rebates that are prorated based on the number of workouts at the end of the fiscal year.  For more information, please contact Kelli Cullen-Conforti at 860.768.5050.

Tuition Remission

Regular full-time employees become eligible for benefits, on a space available basis, for themselves (two course maximum per semester), spouses and dependent children immediately upon hire.

Regular part-time employees (scheduled to work 20 or more hours per week, 40 or more weeks per year) become eligible for the benefit, on a space available basis, for themselves (one course maximum per semester) immediately upon hire.

Adjunct faculty become eligible for the benefit, on a space available basis, for themselves (one course maximum per semester) to be used in the semester they are teaching or the semester immediately following. 

Benefit

The benefit of tuition remission applies only to credited courses in a degree granting program taken at the University of Hartford.  Tuition will be abated on a per credit hour basis, which may differ between colleges.  Registration, lab, technology and other fees, special charges, books, private lessons and other costs over and above tuition are not covered under the Tuition Remission benefit and are the responsibility of the employee.

Eligible full-time employees may obtain for themselves full tuition remission for eight credits for the fall, spring and summer semesters (includes both sessions) if they meet admission requirements. For the purposes of this benefit, the employee can apply Winterterm credits to either the preceding fall or following spring semester.  This benefit is applicable for the attainment of an undergraduate degree, and/or graduate degree through the master's level.

All courses must be taken outside working hours, unless a flexible work schedule has been submitted and approved by the department head and HRD.

If more than eight credits are taken in a single semester, the employee will be required to pay the cost of tuition on all credits beyond eight.

Eligible full-time employees may obtain for their spouse and/or dependent children full tuition remission described in this section if they meet admission requirements. This benefit is applicable for the attainment of an undergraduate degree, and/or graduate degree through the master's level. 

Each employee applying for the benefit of tuition remission for an IRS-qualifying eligible dependent child is required to provide legal documentation confirming this relationship. This documentation could include, but is not limited to, a photocopy of a birth certificate or the 1040 tax form filed with the IRS for the prior calendar year (all financial information should be omitted; the portion of the form stating the name of the dependent and date of birth is required).  Tuition remission benefits extend through the conclusion of the semester in which a dependent child attains age 24.

Each employee applying for the benefit of tuition remission for a spouse is required to provide legal documentation confirming spousal status.  This documentation could include a copy of marriage certificate or the 1040 tax form filed with the IRS for the prior calendar year.  

This documentation must be attached to the tuition remission form and forwarded to HRD for processing.

An employee is not precluded from taking doctoral courses; however, doctoral studies are specifically excluded from this benefit. 

An employee is not precluded from taking special and/or non-credit courses; however, these courses are specifically excluded from this benefit. Under a narrow set of circumstances and with the approval of the Dean or director of the sponsoring department, special and non-credit programs may be covered and funded.  

The University reserves the right to change the Tuition Remission and Other Educational Benefits and Opportunities Policy as it deems necessary.  Any changes to this policy may apply to all employees, whether or not they are participating in the benefit at the time of the change.

For the tuition remission forms please visit the forms page.               

The University reserves the right to change the Tuition Remission Policy as it deems necessary. Any changes to this policy may apply to all eligible employees, whether or not they are participating in the benefit at the time of the change.

This page is designed to summarize the University of Hartford's Tuition Remission Policy. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

COBRA

What is COBRA?
In April 1986, Congress passed the Consolidated Omnibus Budget Reconciliation Act (COBRA). One of the provisions of this act requires most employers that maintain a group health plan to allow terminated employees and their eligible dependents who would otherwise lose their coverage to continue group health coverage for a period of up to 18 months if employment terminates for any reason except gross misconduct. Eligible dependents may also continue their group health coverage for up to 36 months under certain circumstances.
How will this affect me?
It won't unless you leave your job or become ineligible for group health coverage due to reduced work hours. If you leave employment for any reason other than gross misconduct, you and your eligible dependents may continue the medical, dental and/or flexible spending account (FSA) benefits allowed under your group health plans at the University of Hartford.
Is enrollment in continuation coverage automatic?
No. You must enroll in this continuation option.
Who pays for this coverage?
The person who elects the coverage pays the full premium plus a 2 percent administrative fee for the coverage. The premium must be paid in monthly installments. Participants are billed two months in advance of the month in which coverage is effective. Failure to remit the full monthly premium by the monthly due date will result in immediate cancellation of coverage, with no reinstatement allowed.
What coverage is provided?
The group health plans you were covered under (medical, dental and/or FSA) at the time of separation from employment will remain in effect for the duration required by federal law, provided you continue making your monthly premium payments in a timely manner.
How does continuation of coverage work?
You will have 60 days from the end of the month in which you separated from service or notification of your COBRA rights, whichever is later, to elect continuation of coverage under COBRA. You can continue coverage for yourself and/or your covered dependents for up to 18 months or until the earliest of the following:
  • The employer no longer offers any group health plan,
  • You fail to pay the premium,
  • You become entitled to Medicare,
  • You enroll in or are currently enrolled in another group health plan (unless you have a pre-existing condition that is limited or excluded from coverage under the new plan).
What do I have to do to enroll in continuation of coverage?
If you become eligible for continuation of group health coverage under COBRA, you must act promptly to be sure you do not lose eligibility. You must complete a new enrollment form and submit this form and the first month's premium payment to the office of Human Resources Development (HRD) to activate your continuation of coverage within the time allowed under federal law.
How is my coverage affected if I become totally disabled?
If you are determined to be totally disabled under Title II or Title XVI of the Social Security Act and you properly notify HRD, coverage may be extended up to 11 months beyond the initial 18 month period. Contact HRD for more information. Note: If total disability status changes, coverage will not terminate immediately. Coverage will continue until the first of the month following the 30 day anniversary of the date that you are medically determined no longer disabled.
What happens to my eligible dependents' coverage if I die, terminate employment, become legally separated or divorced, or become entitled to Medicare? Or if my dependent children lose dependent status under my current plan?
Each enrolled dependent retains individual enrollment election rights for continuation of coverage under COBRA, and would be required to follow the same steps listed above to enroll. If you divorce or legally separate from your spouse, you must notify HRD within 30 days of the event to ensure proper processing of this qualifying event. Continuation of coverage under COBRA is also available if your child loses dependent status under the group health plan. You must notify HRD within 30 days of this event to ensure proper processing of this qualifying event. Dependents will have 60 days from the date of the qualifying event to choose to continue coverage. Contact HRD immediately to initiate the appropriate paperwork.

In these cases, continuation of coverage may be provided for up to 36 months, or until the earliest of the following:
  • The employer no longer offers any group health plan,
  • Your dependents fail to pay the premium,
  • Your dependents become entitled to Medicare, or
  • Your dependents become covered under another group health plan (unless there is a pre-existing condition that is limited or excluded from coverage under the new plan).
Will I, or any of my eligible dependents, have to take a medical exam to obtain continuation of coverage under COBRA?
No.
What if I, or my eligible dependents, still want coverage after the conclusion of the continuation limit provided by federal COBRA law?
Your group health plan does not contain an individual conversion option. However, for details regarding individual plan options, please contact Chris Monroe, the University's broker, at 860.289.4418 or cmonroe@sss-ct.com.
Other Information:
DOL - FAQ's about COBRA

Sample Group Health Insurance Initial Continuation Notice

Sample Notice of COBRA Rights Upon Separation

Qualifying Event Form

Address Notification Form

This page is designed to summarize COBRA and is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

HIPPA

The University of Hartford is committed to protecting the private health information of its employees. As part of the University's compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA), a formal policy has been published to demonstrate the University's commitment and adherence to this federal law.

Policy
HIPAA governs the way the University, its health plans, and health care providers handle employees' protected health information (PHI). The collection of individually identifiable PHI is limited to that which is needed by the University for business and legal purposes. For example, the University may collect information that would allow it to determine an employee's eligibility for benefits, or to facilitate payment for the treatment and services an employee receives from health care providers. In addition, when warranted, the University may use and/or disclose PHI in compliance with the Privacy Rule of HIPAA.

The confidentiality of all PHI retained in University records is protected and access to PHI is limited to only those employees having an authorized business-related need to use and/or disclose the information. All employees are required to adhere to the University's Privacy Policy. Any employee not complying with this Privacy Policy will be subject to disciplinary action.

Unless written authorization from the employee has been received, no employee with access to PHI may use another employee's PHI for reasons other than indicated as permissible under HIPAA regulations. Access to PHI may be given to third parties when required to do so by federal, state, or local law.

TIAA: Defined Contribution Retirement Annuity

Counseling Center:1.800.842.2776TIAA Website:www.tiaa.org
University of Hartford Microsite:www.tiaa.org/hartford

The University of Hartford provides all regular full-time and regular part-time faculty and staff with the opportunity to participate in the Defined Contribution Retirement Plan managed by TIAA. To participate, the following eligibility requirements must be met:

  • Minimum of age 25,
  • One year of service,
  • Maintain 1,000 hours per year, or
  • Those otherwise determined to be eligible based on the plan document.

Staff may voluntarily participate in the Defined Contribution Retirement Annuity. Faculty must, as a condition of employment, participate in the Defined Contribution Retirement Annuity at age 30 once they have completed one year of service.

Participation in the Defined Contribution Retirement Annuity can begin on the first full pay period of the month following satisfaction of all eligibility requirements. Employees must contribute 5 percent of base/contracted salary into the Defined Contribution Retirement Annuity; at the same time, the University will contribute 9 percent of base/contracted salary into the annuity.

Employees can allocate contributions into any approved TIAA investment option. These options range in risk from low to moderate to high. Please refer to www.tiaa.org or the most current Performance Update for investment performance information.

All contributions into the Defined Contribution Retirement Annuity are pretax. Vesting is immediate regardless of length of service.

Application for the contracts as well as a salary reduction agreement must be completed to begin contributions into the Defined Contribution Retirement Annuity. All materials required for enrollment are available in HRD. Please contact your designated HR Service Partner for enrollment meeting schedules.

Changes to the Defined Contribution Retirement Annuity can be made directly with TIAA (such as reallocating premium, address changes or updating beneficiary information) at any time via mail, the TIAA Counseling Center or the Internet. Changes to the contribution amount into the Defined Contribution Retirement Annuity can be done via the completion of a revised salary reduction agreement submitted to HRD.

An individual consultant from TIAA visits the campus monthly to conduct one-on-one counseling sessions with participants. Employees interested in meeting with the TIAA representative, should visit the TIAA website to schedule a meeting.  Instructions can be located on the forms page. 

For a detailed explanation of all plan guidelines, refer to the Summary Plan Description.

For additional information, including the salary reduction agreement, please visit the forms page.

For information regarding Web Seminars offered by TIAA please visit www.tiaa.org/public/support/contact-us/consultations-seminars 

This page is designed to summarize the University of Hartford's Defined Contribution Retirement Plan. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

TIAA: Group Supplemental Retirement Annuity

Counseling Center: 1.800.842.2776
TIAA Website: www.tiaa.org
University of Hartford Microsite: www.tiaa.org/hartford

The University of Hartford provides all regular full-time and regular part-time faculty and staff with the opportunity to participate in an additional tax-deferred annuity managed by TIAA. Participation in the Group Supplemental Retirement Annuity Plan is voluntary and contributions can begin on the first full pay period following date of hire.

Employees can allocate contributions into any approved TIAA investment option. These options range in risk from low to moderate to high. Please refer to www.tiaa.org or the most current Performance Update for investment performance information.

All contributions into the Group Supplemental Retirement Annuity are strictly employee dollars and are made on a voluntary pretax basis. This plan provides more liquidity of funds and is a viable option for employees who wish to contribute beyond the minimum requirements. This annuity also offers loan and hardship features. Please see the plan document for further details.

Application for the contracts as well as a salary reduction agreement must be completed to begin contributions into the Group Supplemental Retirement Annuity. All materials required for enrollment are available in HRD.

Changes to the Group Supplemental Retirement Annuity can be made directly with TIAA (such as reallocating premium, address changes, or updating beneficiary information) at any time via mail, the TIAA Counseling Center or the Internet. Changes to the contribution amount into the Group Supplemental Retirement Annuity can be done via the completion of a revised salary reduction agreement submitted to HRD.

An individual consultant from TIAA visits the campus monthly to conduct one-on-one counseling sessions with participants. Employees interested in meeting with the TIAA representative, should visit the TIAA website to schedule a meeting please visit the forms page for instructions. 

For further information, including the salary reduction agreement, please visit the forms page.

For information regarding Web Seminars offered by TIAA please visit https://www.tiaa.org/public/support/contact-us/consultations-seminars

This page is designed to summarize the University of Hartford's Group Supplemental Retirement Plan. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files (such as plan documents), those statements shall control.

USI Insurance Services

There are certain life events which permit employees to make mid-year insurance election changes to their medical, dental, and life insurance as well as Flexible Spending Account and Health Savings Account elections. These life events, called "qualifying events," are defined by the Internal Revenue Service (IRS), and include, but are not limited to, the following:
  • A change in marital status (marriage or divorce
  • The addition of a dependent (by birth or adoption)
  • The loss of insurance coverage due to a change in employment status
  • The death of a spouse or dependent
  • The loss of dependent eligibility status (no longer of eligible age based on plan guidelines or loss of full-time student status)

Please understand that HRD is required to adhere to federal regulations as well as applicable plan guidelines in the administration of University of Hartford insurance plans.

If you experience a qualifying event, it is imperative that you notify HRD within 30 days of this event. Based on IRS regulations, this 30-day time period provides employees with a special enrollment period in which to make applicable insurance benefit election changes.

Failure to notify HRD within 30 days of a qualifying event will result in loss of eligibility for continuation of applicable insurance coverages under federal COBRA law and/or plan guidelines. In these instances, the employee must then wait until the University's next annual open enrollment period (which occurs in the fall) to make insurance election changes.