2020 Passive Open Enrollment

Friday, November 1, 2019–Friday, November 22, 2019

It’s that time of year again—the University of Hartford’s annual open enrollment for medical, dental, vision, and optional life insurance as well as pre-tax savings account elections for coverage beginning January 1, 2020. This year’s open enrollment window will take place from Friday, Nov. 1, 2019, through Friday, Nov. 22, 2019.

NEW 2020 Open Enrollment:

For the first time, the University will operate a passive open enrollment that will roll over 2019 benefit election of medical, dental, vision, and/or life-insurance and/or waivers into calendar year 2020 with no action necessary from the employee. This rollover does not apply to annual elections made in pre-tax savings accounts including HSA/HRA and/or FSA accounts, which will still require annual elections to be made during open enrollment. 

If changes in benefit elections and/or covered dependents is intended for calendar year 2020, elections MUST be made no later than 4:30 p.m. on Friday, Nov. 22, 2019

If changes in benefit elections and/or covered dependents are intended for calendar year 2020, elections MUST be submitted to HRD no later than 4:30 p.m. on Friday, Nov. 22, 2019.

What's New in 2020

A brief summary of plan year 2020 benefits is noted below.
  • The three current medical insurance plans—the High-Deductible-Based Plan (HDBP), Deductible-Based Plan (DBP) and Point-of-Service (POS) Plan—will continue to be offered by Aetna, with rate increases. In light of increasing medical costs and the University’s ability to continue to offer three comprehensive medical options, the increase in employee contributions for calendar year 2020 is intended to move the University’s subsidy from the current rate of 82% of total cost to 80%, which is a more sustainable and standard split.  The increase in contributions for employee only coverage plans range from $6.84 per month to $73.52 per month, depending on the plan you choose.  These increases have been reviewed with the Benefits Task Force and approved by President Woodward. 
  • Changes have been made to the prescription drug formulary that may result in changes for enrolled employees. It is important that you review the formulary prior to Jan. 1, 2020, and/or attend a Town Hall meeting in November to determine if your prescription is affected, and steps you may need to take.  The new formulary is posted on the Open Enrollment Page and Aetna will be contacting any employees affected by this change.
  • The definition of an eligible spouse (as it relates only to medical insurance) will remain the same as in 2020. All enrolled spouses will be verified in January 2020.
  • Health Savings Account and Health Reimbursement Account employer contributions and deposit schedules will remain the same as in 2020 with the banking arrangement remaining with PayFlex.Flexible Spending Account banking arrangements will remain with PayFlex.
  • The dental insurance plan will remain with Aetna with no increase in premium.
  • Vision insurance will remain with United Healthcare with no increase in premium.
  • Basic and optional life insurance options will remain with Reliance Standard with no increase in premium.

Getting Started

 

To initiate the open enrollment process, all employees must access their self-service portal and complete the Open Enrollment Survey.  This survey can be accessed through the following steps:

  1. Log in to your self-service portal*
  2. Select the Employee tab
  3. Select the link Benefits and Deductions
  4. Select Open Enrollment Confirmation
  5. Review the 2020 Rates and your Current Benefit Elections
  6. Answer the 3 Open Enrollment Questions
  7. Select Survey Complete
  8. If applicable, complete any benefit paperwork with HRD

*If you are unable to access your self-service portal, please contact the ITS HelpDesk at x4357 to reset your password


Learn More

Town Hall Meetings—Please plan to attend to hear about current plan offerings as well as changes to the drug formulary.  No registration is required to attend.

Wednesday, Nov. 6, at 6 a.m., Konover Campus Center
Wednesday, Nov. 6, at 9:30 a.m., Wilde Auditorium
Thursday, Nov. 7, at 3 p.m., Wilde Auditorium

 

One-on-one meetings—Contact HRD at  ext. 4666 to schedule a one-on-one meeting with Chris Monroe, the University’s broker, to navigate individual circumstances relative to the University’s plan offerings. These meetings are first come, first served until full.

Wednesday, Nov. 6, from 1–4 p.m., HRD office
Thursday, Nov. 14, from 9 a.m.–2:30 p.m., HRD office
Tuesday, Nov. 19, from 9 a.m.–4 p.m., HRD office

 

Open Enrollment Self-Service Labs—Drop in to the noted computer lab at any time during the below times for assistance navigating your self-service portal to complete the Open Enrollment Survey.  No registration is required. 

Tuesday, Nov. 5, from 9 a.m.–1 p.m., CC114
Wednesday, Nov. 6, from 6:30–7:30 a.m., Auerbach 113 Computer Lab
Thursday, Nov. 7, from 6:30–7:30 a.m., Auerbach 113 Computer Lab
Friday, Nov. 8, from noon–4 p.m., CC114
Tuesday, Nov. 12, from noon–4 p.m., CC114
Wednesday, Nov. 13, from 9 a.m.–1 p.m., CC114
Tuesday, Nov. 19, from 9 a.m.–1 p.m., CC114
Thursday, Nov. 21, from 1–4:30 pm, CC114 

ITS HelpDesk Services—ITS Staff are available in CC117 to reset self-service passwords and during off hours (until 10:30 p.m.) to assist with accessing the self-service portal to view and complete the open enrollment survey.

HRD Additional Hours—HRD will open at 6:30 a.m. on Tuesdays and Thursdays during Open Enrollment (November 122, 2019) for any employees who need assistance with the open enrollment process during non-traditional University business hours.

Election Information

Medical Insurance Enrollment

Medical Insurance

What you need to know:

The University of Hartford has retained Aetna for calendar year 2020 and will continue to offer 3 medical plan options: Point-of-Service (POS) Plan, Deductible-Based (DBP) Plan, and High-Deductible-Based (HDBP) Plan.

The medical insurance plan comparison in addition to the Summary of Benefits and Coverage (SBC), a Uniform Glossary as mandated by federal law, and other related open enrollment forms and materials are available on the Human Resources website.

Please review the below for changes and highlights of the plans for calendar year 2020:

  • Drug Formulary - Changes have been made to the prescription drug formulary that may result in changes for enrolled employees. It is IMPORTANT that you review the formulary prior to Jan. 1, 2020, and/or attend a Town Hall meeting in November to determine if your prescription is affected and steps you may need to take. The new formulary can found below.
  • Eligible Spouses -The definition of an eligible spouse (as it relates only to medical insurance) will remain the same in 2020.  All enrolled spouses will be verified by HRD in January 2020.
  • Minute Clinic – This program provides members with an additional option for any covered benefit (preventive care visit, regular office visit, etc). Point-of-Service plan members will have zero-cost access for all covered services provided at a Minute Clinic in a CVS or Target.  Deductible-based plan members can receive preventive care visits at no cost but will pay the negotiated rate for non-preventive services received until they reach their deductible—the visits will then be covered at 100 percent.
  • Vaccines – Additional options for coverage have been added for members to receive their seasonal and/or preventive vaccines at a CVS location or Target. This is a convenience for members to utilize in lieu of visiting their physician’s office. 
DOCUMENTS you may need:

Rates for Full-Time Faculty and Staff
Rates for Part-Time Faculty and Staff Under 30 hours
Rates for Part-time Faculty and Staff Over 30 hours
Enrollment/Change Form
Benefit Comparison
Drug Formulary
Concierge

Dental and Vision Enrollment

Dental Insurance

What you need to know:

The University will retain Aetna to administer the CY 2020 Freedom of Choice dental insurance plan. Inherent within this plan is a feature that allows employees to enroll in either the Dental Maintenance Organization (DMO) or a passive Preferred Provider Organization (PPO), with the plan offering members the ability to move back and forth between the DMO and PPO through the course of the year. 

A detailed benefit summary of the dental insurance plan, as well as the enrollment form, is available on our web page at DENTAL INSURANCE

Forms you may need:

 

VISION INSURANCE

What you need to know:

The University will retain United Healthcare to administer the CY 2020 vision insurance plan. This comprehensive vision plan provides participants access to a national network of both private practices and more than 100 popular retail chain providers as well as discounts/allowances on lenses, frames, contact lenses and laser vision correction. The plan features both in- and out-of-network benefits and also includes discounts on hearing aids. 

A detailed benefit summary of the vision insurance plan, as well as the enrollment form, is available on our website at VOLUNTARY VISION

Forms you may need:

 

Life Insurance Enrollment

Life Insurance

What you need to know:

Regular full-time faculty and staff are automatically enrolled in a basic life insurance benefit (valued at 2x base/contracted annualized salary). The University of Hartford pays premium costs associated with this benefit. 

The basic life insurance benefit, as well as the optional life insurance benefits, will remain the same in CY 2020

  • If you are currently enrolled in any of the optional life insurance plans (supplemental, spousal and/or dependent child), you can increase your level of coverage by one multiple, up to the guaranteed issue limit, without proof of insurability. If, however, the one-multiple increase in coverage is greater than the guaranteed issue limit, evidence of insurability is required.

  • If you have never enrolled in supplemental, spousal, and/or dependent child[ren] optional life insurance plan(s), you can enroll; however, evidence of insurability is required at dollar one of the life insurance election.
  • You can enroll in or change your current personal accident insurance election with no evidence of insurability required.
Forms you may need:

Plan documents
Enroll in optional life insurance
Enroll in personal accident insurance
Rates are on the second page of this document

Pre-Tax Savings Accounts

HEALTH SAVINGS ACCOUNT (HSA)—partners with the DBP and HDBP

What you need to know:

The University will continue to contribute into these accounts based on coverage election as follows: 

  • DBP—$750 for the employee-only medical insurance coverage election, $1,500 for the family medical insurance coverage election
  • HDBP—$1,200 for the employee-only medical insurance coverage election, $2,400 for the family medical insurance coverage election

The University will deposit half of the annual employer contribution into an HSA on the first pay in January, and the other half on the first pay in July. Please note that University contributions count towards IRS limits.

Note:  Academic year employees who receive their pay on the academic year cycle will receive the second half of their HSA contribution with their first available pay in the new academic year.

Per IRS guidelines, the following criteria govern eligibility for an HSA:

  • You must be enrolled in a qualifying DBP (both the University’s DBP and HDBP are qualifying plans).
  • Dependent eligibility must meet the IRS definition of a dependent.
  • You cannot be covered by another medical plan that is not a high deductible health plan.
  • You cannot be enrolled in a health care Flexible Spending Account (FSA), including your spouse’s FSA.
  • You must not be enrolled in Medicare (or TriCare) Benefits. *

*   If you are enrolled in Medicare Part A or B and/or collecting Social Security income and wish to enroll in a qualifying DBP (and participate in the HSA) you can do so, but you must first notify Medicare and request disenrollment from Medicare. Please refer to your tax consultant to discuss whether it is in your best interest to remain enrolled in Medicare or to disenroll and open the HSA. 

Forms you may need:

HSA fee schedule
HSA flyer
HSA initial enrollment form 2020
HSA Custodial Agreement

HEALTH REIMBURSEMENT ACCOUNT (HRA)—partners with the DBP and HDBP

What you need to know:

Because the IRS does not permit employees who are enrolled in Medicare (or TriCare) or collecting Social Security income to participate in an HSA, the University offers an HRA for eligible faculty and staff. The University will fund the HRA accounts with the same amounts as the HSAs noted above. Participation in an HRA does not preclude Medicare-eligible faculty and staff from also participating in an FSA. If an FSA is established, this account will pay first before the HRA can be accessed.

Unused HRA balances will be “rolled over” into the next plan year for any active employee. Under current IRS guidelines, only the employer is specifically permitted to contribute to an HRA and funds in an HRA stay with the employer if an employee separates from service.

Forms you may need:

HSA/HRA fee schedule
HSA/HRA flyer
Initial enrollment form 2020
HSA Custodial Agreement

FLEXIBLE SPENDING ACCOUNTS (FSA)

What you need to know:

The University will continue to offer eligible faculty and staff health care and/or dependent care FSA options for CY 2020 through PayFlex. Because an FSA is subject to the “use it or lose it” provision under IRS guidelines, FSA participants are urged to carefully consider their annual election(s) based on plan and cost-share guidelines.

Health Care FSA – Faculty and staff who enroll in the POS plan, those who enroll in an HRA as well as those who do not utilize the University’s group medical insurance will be able to set aside pre-tax dollars into a Health Care FSA (as a payroll deduction) for qualified expenses. The annual contribution limit for this account (as of Nov. 1, 2019) is $2,700.

If you do not incur eligible expenses for your full Health Care FSA election during the plan year, the University’s plan allows a portion of your remaining FSA balance to automatically roll over into the next calendar year. The maximum amount that can be rolled over at the end of a plan year is $500. In order to be eligible for your Health Care FSA balance to roll over, you must elect the Health Care FSA for the following year. If you do not re-enroll in a Health Care FSA, any unused funds remaining in the account will be forfeited. The rollover amount is available for the next year only, and any unused rollover funds remaining in the account after one year will be forfeited.

Dependent Care FSA – Participants whose dependent care expenses meet IRS eligibility guidelines for a Dependent Care FSA will continue to be able to set aside pre-tax dollars into a Dependent Care FSA (as a payroll deduction) for qualified expenses.  The contribution limit for this account (as of the date of this letter) remains at $5,000 for CY 2020.  

Forms you may need:

2020 FSA enrollment form
FSA Brochure