Frequently Asked Questions (FAQ)

Please choose from one of the following options. If you need futher assistance, please submit your question to the Benefits office using the HR Help form.



Q: How do I change my beneficiary?   

A:  Different beneficiary designation forms are required for your UD life insurance, 403(b)/457(b) and Delaware Employees' Pension Plan. The life insurance beneficiary designation can be printed from the link below. (Please return the completed form to UD HR-Benefits.) http://www.udel.edu/00971

Designation forms for Fidelity Investments can be found at the links below.  Please follow the instructions on the form and return to Fidelity Investments.
403(b)
457(b)

The TIAA-CREF beneficiary designation is at the link below.  Please follow the instructions on the form and return to TIAA-CREF. http://www.udel.edu/001033

The Delaware Employees' Pension Plan requires that you complete form P-1 to designate your beneficiary for your contributions to the plan: http://www.udel.edu/00829

Q:  Can I continue my benefits coverage when I leave the University? 

A:  If you lose insurance coverage (health, dental, vision and/or Flexible Spending Accounts) through no fault of your own, you will be offered the opportunity to continue these benefits at your expense (102% of the premium) as mandated by the Consolidated Omnibus Reconciliation Act (COBRA).  There are also provisions for you to convert or port the life insurance that was available to you through the University. A conversion form will be included in a packet of information that will be mailed to you by HR Records & Payroll after your termination date.
Q:  Will my University benefits continue while I am on leave?

A:  If you are on an approved paid leave, your benefits will continue, and premiums will be deducted from your pay. 

If you are on an unpaid leave, other than FMLA, University benefits such as medical, dental, vision, life and disability cease, but can be reinstated within 30 days after your return in benefits-eligible position. If you wish to continue participation in your University benefits, you will be required to pay the full premium (without contribution from the University) during the period of unpaid leave.  If you have questions, please contact HR-Benefits by e-mail (ben-serv@udel.edu) or phone (302-831-2171).
Q:  If my eligibility for coverage through the University ends, how can I continue my medical, dental or vision coverage?

A:  Federal law (the Consolidated Omnibus Budget Reconciliation Act (COBRA)) provides employees and their families who lose their health benefits the right to choose to continue health, dental, vision and health care Flexible Spending Account (FSA) benefits for limited periods of time under certain circumstances, such as:  job loss, transition between jobs, death, divorce, and other life events.

For medical coverage, an enrollment packet will be mailed to you (and/or your eligible dependent(s)) by Ceridian, the company which administers the COBRA option for the State of Delaware Group Health Plan.  You must pay your COBRA medical premium directly to Ceridian.  

For dental or vision coverage, an enrollment form will be mailed to you (and/or your eligible dependent(s)) by the University of Delaware.  You must pay your COBRA dental and/or vision premium to the University of Delaware by check or by direct payment from your checking account.

For coverage through your health care FSA, an enrollment packet will be mailed to you by ASIFlex, the company which administers the FSA Plan for the University.  You must send your COBRA FSA contribution directly to ASIFlex.  

You will have 60 days (from loss of coverage or date of notice) to enroll.  All premiums must be paid back to the date your coverage ended, so there is no lapse of coverage. 

COBRA premiums are 102% of the full premium without any contribution from the University.  COBRA monthly rates
Q:  If I end my employment or go on an unpaid leave of absence, may I continue to receive benefits through the University?

A:  Federal legislation, the Consolidated Omnibus Budget Reconciliation Act (COBRA), requires that certain health and welfare benefits (health, dental, vision, FSA) be offered for continuation for up to 18 months (for an employee), 29 months (if disabled), or 36 months (for an eligible dependent) after loss of coverage.  An employee, or qualifying dependent must pay the cost (102% of the full premium) in order to continue this coverage.
Q:  What are the reasons I could lose my health, dental, vision and/or health care Flexible Spending Account coverage, and what are the corresponding periods for continuation for the benefits specified above?

A: Termination/Resignation:  up to 18 months
Disability:  up to 29 months
Overage Dependent:  up to 36 months
Divorce:  up to 36 months
Death:   up to 36 months

Additional information about COBRA is available at: http://www.udel.edu/001029
Q: May I include my dependent child over the age of 24 in the health, dental, vision and dependent life insurance coverage through the University?

A: The University health, dental, vision and dependent life insurance plans include coverage for adult children up to age 26. Coverage of eligible adult children may continue until the end of the month in which the adult child turns age 26. An employee's children include only sons, daughters, stepchildren and adopted children. For a complete description of the rules and processes regarding the health plan, please refer to the Administration of Dependent Coverage to Age 26 Policy and the Adult Dependent Coordination of Benefits Form, posted on the Statewide Benefits website (http://www.udel.edu/00990).
Q: What coverage tiers are available to benefits-eligible employees?

A: Coverage tiers are Employee Only, Employee & Spouse, Employee & Child(ren), or Family coverage, for the medical (including prescription drug), dental and vision plans. Life insurance options are $10,000, $50,000, $100,000, 2X base salary, or 4X base salary. Disability options are 60% or 66.67% salary replacement up to maximum covered monthly earnings of $10,000.
Q: Do I have to be employed for a certain amount of time with UD before I can use the UD Educational Benefits/Tuition Waiver Programs?

A: There is no waiting period for newly benefitted employees before they can take advantage of the Course Fee Waiver Program, Tuition Remission Program, Cooperative Tuition Waiver (DTCC & DSU) and the Tuition Waiver Exchange (DTCC). However, individuals must be employed by the "last day to register/add classes" in the semester/session in which the benefit is being used.

To participate in the Tuition Exchange Program, full–time employees must have a minimum of 2 years of eligible University service as of October 31 of the year in which they submit the TE application.
Q: As a new employee, when will my benefits become effective?

A: If you are hired on the first of the month, your benefits are effective as of that day. However, if you are hired on any day after the first, your benefits effective date will be the first of the following month. Please be certain to complete your benefits enrollment worksheet and submit it to HR-Benefits within 30 days of your date of hire or promotion into a benefits-eligible position.
Q: What benefits are included under my Flexible Benefits (for which I receive Flex Credit/UDollars from the University)?

A: Flexible Benefits include health, dental, vision, employee life and disability insurance. For full-time employees (and part-time employees working at least 75% time), the University's medical coverage contribution equals the cost of the Blue Cross Blue Shield ""First State Basic"" plan. The University also pays the cost for employee-only vision coverage, the full cost of dental coverage, standard long-term disability and life insurance equal to two times benefits-base salary for full-time employees. Employees working at least 50% up to 75% time receive 60% of the full-time contribution for medical, dental and vision insurance. Please visit our website for additional information.
Q: As a miscellaneous wage employee, may I purchase health insurance benefits through UD?

A: No. This is not an option.
Q: Can I transfer my employee education benefits to my son/daughter who is no longer my dependent and whom I no longer claim as a dependent/exemption when filing my income taxes?

A: No. An eligible dependent must be a dependent as defined by Federal Tax (IRS) Guidelines.
Q: Am I able to cover my spouse's children under my benefits through the University?

A: A benefited employee may cover the biological or legally adopted child(ren) of his/her spouse so long as the dependent child meets the eligibility requirements. For the requirements related specifically to the health plan, please see the Office of Statewide Benefits eligibility and enrollment rules, pg. 2 Eligibility 2.01 (b).
Q: Are there any educational benefits for supplemental faculty?

A: No, supplemental faculty are not eligible to participate in the UD education benefit programs.
Q: Are there any restrictions in the number of children that may participate in the educational benefit programs at the same time?

A: A full-time employee is permitted to use up to two tuition remission requests per semester. If eligible, one Tuition Exchange request or one DTCC Tuition Waiver may be used in lieu of one tuition remission request.
Q: What benefits are available to my same-sex civil union spouse?

A: Senate Bill 30 was signed into law and became effective January 1, 2012. As of that date, individuals who enter into a lawful same-sex civil union in Delaware, or whose same-sex marriage is a recognized civil union under Delaware law, will have the same rights, benefits, protections and responsibilities as married persons under Delaware law. University of Delaware employees entering into a civil union in Delaware on or after January 1, 2012, who wish to add their civil union spouse and/or their civil union spouse's children onto their health and prescription drug plan must notify the University Office of Human Resources no later than 30 days after their Delaware civil union. Employees who have entered into a civil union or same-sex marriage in another jurisdiction prior to January 1, 2012, may add their civil union spouse and/or their civil union spouse's children onto their University health and prescription drug plan during Flexible Benefits Open Enrollment in May for coverage effective July 1. Employees who fail to enroll their newly-eligible family members within 30 days after their Delaware civil union will not be permitted to add their civil union spouse and/or spouse's children onto their University health and prescription drug plan until the next Flexible Benefits Open Enrollment in May, for coverage effective July 1.

Enrollment Process: The employee must provide a copy of their Marriage/Civil Union Certification issued by, and legally recognized by, a state or municipality, and must complete and submit to HR-Benefits the following:
Q: What rights were created by the passage of the Civil Union and Equality Act of 2011?


A: The Civil Union and Equality Act of 2011 creates the legal relationship of civil unions in the State of Delaware. The Act further recognizes legal unions between two persons of the same sex entered into in jurisdictions outside of Delaware, provided that such unions (and the individuals) meet Delaware eligibility requirements to enter into a civil union in the State of Delaware. Individuals who enter into a lawful civil union in Delaware on or after January 1, 2012, or whose legal union is recognized under Delaware law on or after January 1, 2012, will have the same rights, benefits, protections, and responsibilities as married persons under Delaware law.

Q: What other states or jurisdictions recognize civil unions or same-sex marriages?

A: Other states (or jurisdictions) that recognize civil unions or same-sex marriages include:

California (performed from 5-15-08 to 11-4-08);
Connecticut (civil union performed from 10-1-05 to 9-30-10, then merged into marriage 10-1-10);
Coquille Indian Tribe, Oregon (as of 5-20-09);
District of Columbia (as of 3-3-10);
Hawaii (as of 1-1-12);
Illinois (as of 6-1-11);
Iowa (as of 4-3-09);
Massachusetts (as of 5-17-04);
New Hampshire (civil union 1-1-08 to 12-1-09, then merged into marriage 1-1-10);
New Jersey (as of 2-19-07);
New York (as of 7-24-11);
Rhode Island (as of 7-2-11); and
Vermont (civil union 7-1-00 to 8-31-09, and same-sex marriage as of 9-1-09).

Q: What is the term used to describe the legalization of a civil union?

A: The term, under Delaware law, to legally join two same-sex spouses is “solemnization”.

Q: What is the term used to describe the termination of a civil union?

A: The term, under Delaware law, to legally terminate a civil union is “dissolution”.

Q: Can I add my civil union spouse and/or civil union spouse’s children to my UD health and prescription drug plan?

A: Yes, you may add your civil union spouse and/or your civil union spouse’s children to your health and prescription drug plan.

Q: How do I enroll my civil union spouse and/or civil union spouse’s children in my University of Delaware benefits?

A: Please visit the Office of Human Resources website for the forms that you will need, or contact a Human Resources representative by e-mail (ben-serv@udel.edu) if you have questions.

Q: When can I add my civil union spouse or civil union spouse’s children to my University benefits?

A: University employees entering into a civil union in Delaware on or after January 1, 2012, who wish to add their civil union spouse and/or their civil union spouse's children onto the employee's health and prescription drug plan, must notify HR-Benefits no later than 30 days after their Delaware civil union.

Employees who have entered into a civil union or same-sex marriage in another jurisdiction prior to January 1, 2012, may add their civil union spouse and/or their civil union spouse's children on their University health and prescription drug plan.

During Flexible Benefits Open Enrollment in May, for coverage effective July 1, will be the next opportunity to enroll a civil union spouse and/or civil union spouse’s children, if not enrolled within the initial eligibility period specified above.

Q: What documents must I provide to Human Resources to enroll my civil union spouse in my benefits?

A: When you enroll your civil union spouse on your health and prescription drug plan, you must provide the following documents:

Q: What documents must I provide to enroll my civil union spouse’s children in my benefits?

A: When you enroll your civil union spouse’s children on your medical plan, you must provide the following documents:

Q: What does the term “imputed income” mean with respect to a civil union?

A: The term imputed income is defined by the Internal Revenue Service (IRS) to be the value of a benefit or service which is considered to be part of an employee’s income for the purpose of calculating an employee’s federal tax liability. Premiums (the monthly cost) for medical care coverage is shared by the University (as the employer) and by the employee. The portion paid by your employer (the University) for your civil union spouse or your civil union spouse’s children who are not your tax dependents is considered to be imputed income. Federal tax will be deducted from the employee’s pay on the amount of imputed income. Imputed income will be reported by the University on the employee’s annual W-2 form for inclusion in the employee’s federal tax return.

Q: Why do I have to pay imputed income for the employer-paid health benefits provided to my civil union spouse and civil union spouse’s children?

A: The Federal Defense of Marriage Act (DOMA) continues to define a “spouse” as a husband or wife of the opposite sex. This means that while a same-sex couple's union is recognized by the State of Delaware, it is not recognized for the purposes of accessing marriage benefits in federal law. This means health benefits cannot be deducted on a pre-tax basis, and the value of the benefit or service must be considered as part of an employee’s income for the purpose of calculating federal tax liability.

Q: Can my civil union spouse and/or civil union spouse’s children qualify as a tax-qualified dependent for health plan purposes?

A: For a civil union spouse and/or civil union spouse’s children to be a tax-qualified dependent for health care purposes, the civil union spouse and/or civil union spouse’s children must meet the following requirements, in accordance with the Internal Revenue Code Section 152 (as modified by 105 (b)):

  • Receive at least one-half of his/her support from you;
  • Live with you as part of the same household;
  • Not be claimed as a “qualifying child” dependent by anyone else;
  • Be a U.S. citizen, a U.S. national, or a resident of the U.S., Canada, or Mexico at some time during the year in which you are claiming him/her as a dependent; and
  • Not file a joint federal income tax return (other than for a claim of refund) with the individual’s spouse (applicable to children of civil union spouse).

Q: What is the Certification of Tax Dependent Status for a Civil Union Spouse/Children Form?

A: The Certification of Tax Dependent Status for a Civil Union Spouse/Children form allows the employee to designate his/her civil union spouse, and each child of the civil union spouse, as either “a tax-qualified dependent” or “not a tax-qualified dependent”. You, as the employee, are required to complete this form when enrolling your civil union spouse and/or your civil union spouse’s children. The completed form must be provided to the UD Office of Human Resources to be included in your file in the event of a future audit by the Statewide Benefits Office. You are responsible for submitting a new form each time the status of your civil union spouse or your civil union spouse’s children’s tax dependency changes.

Q: What if I am unsure if my civil union spouse or his/her children satisfy the definition of a tax-qualified dependent?

A: If you are unsure if your civil union spouse or your civil union spouse’s children satisfy the definition of a tax-qualified dependent, you should consult with a tax accountant.

Q: Will benefit contributions be subject to imputed income? How will I know how much imputed income will be assessed each month for benefits to cover my civil union spouse and/or civil union spouse’s children?

A: Imputed income is not applicable for tax-qualified dependents.

Imputed income is applicable for coverage that includes an employer-paid (University share) portion for dependents (including your civil union spouse) who are not tax-qualified dependents.

Q: Will my benefit deductions be taken from my pay on a pre-tax or after-tax basis if I cover my civil union spouse and/or my civil union spouse’s children on my medical, dental and vision benefits?

A: Your monthly premiums will be taken on a pre-tax basis for tax-qualified dependents, and on an after-tax basis for dependents that are not tax-qualified.

Q: Can I submit health care expenses for my civil union spouse and/or my civil union spouse’s children for reimbursement through the University’s Flexible Spending Account (FSA) program?

A: FSA is administered as required by the Internal Revenue Service (IRS), Section 125, which does not require “enrollment” of dependents, as other benefit plans require. The IRS regulations provide for you to submit claims for reimbursement for your civil union spouse and/or your civil union spouse’s children if they are “qualifying relatives” as defined by the IRS.

By signing a FSA claim form requesting to be reimbursed FSA monies, you attest that you are fully responsible for the sufficiency, accuracy, and veracity of all information related to the claim and that, unless an expense for which payment or reimbursement claimed is a proper expense, you may be liable for payment of all related taxes including federal, state, or local income tax amounts paid from the plan which relate to such expense.

If you entered into a civil union in a jurisdiction other than Delaware prior to January 1, 2012 and are currently enrolled in the FSA plan, OR enter into a civil union on or after January 1, 2012 and are currently enrolled in the FSA plan, you may change your elected amount for calendar year 2012 only if your civil union spouse or civil union spouse’s children were not your qualifying relative(s) prior to the date of your civil union. Additional information may be obtained by contacting the University’s FSA administrator, ASIFlex, at 1-800-659-3035.

Q: What is my responsibility in regard to benefit coverage if my civil union spouse and I dissolve our civil union relationship?

A: Should you and your civil union spouse dissolve your relationship, the court of jurisdiction will issue a Dissolution Decree. It is your responsibility to provide the UD Office of Human Resources with a copy of the Dissolution Decree within 30 days of the date of the decree. Coverage for your former civil union spouse and/or civil union spouse’s children will be terminated the day after the date of the decree.

If you do not provide notification to the UD Office of Human Resources, you will be held financially responsible for all costs incurred by the University for premiums and claims processed from the day after the issuance of the Dissolution Decree.

Q: Can my former civil union spouse and/or my former civil union spouse’s children continue to participate in medical (including prescription drug, dental and vision coverage) via COBRA?

A: Yes, your former civil union spouse and/or your former civil union spouse’s children may continue to participate in these benefit programs. The UD Office of Human Resources will process the required documentation upon receiving the Dissolution Decree, as long as it is provided within the required time frame.

Q: If my civil union spouse is also a benefit-eligible UD employee, State employee, Delaware school district employee, or a State pensioner, will we be provided Double State Share (a University contribution that covers the full cost of the health/prescription drug plan)?

A: No, civil unions are recognized by the State of Delaware effective January 1, 2012. Only individuals who are benefit-eligible employees and/or pensioners prior to January 1, 2012, and whose marriage is recognized by Delaware law prior to January 1, 2012, are eligible to receive Double State Share.

Q: I am a non-exempt employee who is vested in the Delaware Employees’ Pension Plan. Will my civil union spouse be eligible for survivor benefits upon my death?

A: Yes, your civil union spouse will, upon your death as a vested participant in the Delaware Employees’ Pension Plan, receive survivor’s benefits.

Q: To whom should I provide documentation regarding pension survivor benefits?

A: The UD Office of Human Resources will provide the Office of Pensions with a copy of a Civil Union Certificate or Dissolution Decree, to be used for future pension purposes, including survivor benefits.

Q: I made a dental appointment but do not have a dental plan ID card.

A: MetLife, the University's dental plan provider, does not issue employee ID cards. Your MetLife dental membership ID is your UD employee ID number. The University of Delaware MetLife Dental group number is 95140. MetLife customer service can be contacted by phone at 800-942-0854. You can save money and have greater control over your dental expenses by using the MetLife Preferred Dentist Program (PDP). Information about the PDP network can be found at here.

You can view your account and claims information online through the MetLife MyBenefits website.
Q: How do I apply for disability leave?

A: Contact HR-Benefits to determine your eligibility for disability leave. There are different disability plans based on your job category, exempt or non-exempt. See the disability website for specific details for each plan.
Q: Will my benefits be continued while on disability leave?

A: If your disability coverage is through the Delaware Employees' Pension Plan, and you become disabled, your health benefits may continue if you file a claim for disability income benefits and the claim is approved.

If your disability coverage is through the University's plan and you become disabled after working at UD for five or more years in a benefits-eligible position, your health benefits may continue if you file a claim for disability and the claim is approved.

Please note that disability income recipients through either plan must enroll in Medicare Parts A & B when eligible, even if under the age of 65.
Q: What educational benefit programs are available through the University for its employees?

A: Educational benefits include:

Tuition Remission Program:
The University offers a Tuition Remission Program for eligible full-time employees (100% tuition) and part-time employees (50% tuition). This program allows a maximum of two (2) tuition remission requests per semester for each employee. The Tuition Remission benefit will cover tuition only for eligible dependents (spouse, civil union spouse, or dependent child of the employee or civil union spouse. The student must be a full-time matriculated undergraduate student. For more information, refer to policy 4-79. The electronic request form is available online; see HR forms on the Human Resources website, http://www.udel.edu/webforms.

Tuition Exchange Program (TEP):
Participation in the Tuition Exchange Program (TEP) is open to full-time employees who have a minimum of two years of eligible University service as of October 31 of the year in which they submit TE applications. Eligible dependents are limited to dependent children only. The TEP is available for full-time undergraduate study only. Individuals who wish to participate in TEP must complete the online webform at http://www.udel.edu/webforms. For more information, refer to Benefits website. You may e-mail your questions to: Ben-Serv@Udel.Edu.

Delaware Cooperative Tuition Exchange:
Employees may take one credit course per session at Delaware Technical Community College (DTCC) or Delaware State University (DSU). This benefit is not transferable to dependents/spouses. The form is available on the benefits website and needs to be printed, completed and sent to Human Resources for approval. The employee then takes the approved form to the school the employee will be attending.

Course Fee Waiver Program:
Eligible full-time and part-time employees are eligible to have tuition waived for individual courses, including graduate-level, undergraduate and non-credit courses. Eligible employees may request tuition waivers for two courses each semester or session. The maximum number of course fee waivers an employee can request per calendar year is six (6) courses for full-time employees and three (3) for part-time employees. Eligible employees may transfer this benefit to a spouse, civil union spouse or dependent child. The spouse must be legally married to the employee by the date specified for each session as the "last day to register or add courses" (free/drop add), and the dependent child must be a natural or legally adopted child of the employee or spouse who has been claimed by the employee as an exemption for Federal Income Tax purposes on the employee's most recent tax return. Civil union spouses must have an executed Affidavit of Domestic Partnership on file with HR-Benefits. Note: The value of the course fee waiver benefit may be taxable to the employee where the benefit will be added to the employee's taxable income, and federal, state and FICA taxes will be withheld. Refer to the Policy 4-66 for more information. The Course Fee Waiver form is available online; see HR forms on the Human Resources website, http://www.udel.edu/webforms.

Tuition Waiver Exchange Program – Delaware Technical Community College (DTCC):
The Tuition Waiver Exchange Program with DTCC is available to eligible dependents (children and spouses) of full-time UD employees and faculty. The student must be enrolled in a full-time degree granting program at DTCC. There are a limited number of waiver scholarships granted each academic year as determined by an annual lottery in August. Interested employees must submit their names to the Office of Human Resources by e-mail (ben-serv@udel.edu) or phone (831-2171).
Q:  What types of courses receive a tuition benefit under the Delaware Cooperative Tuition Exchange Program?

A:  The Cooperative Tuition Exchange benefit is available to full-time employees only, for up to one course each term or semester, without payment of course tuition.  It applies only to “academic credit” courses (of one to four credits) at Delaware State University or Delaware Technical and Community College.  Certificate programs are not eligible for the Cooperative Tuition Exchange benefit.  Additional information
Q:  Is the Cooperative Tuition Exchange benefit available for my spouse or dependent?

A:  NO.  This benefit is available to employees ONLY.
Q: How do I submit a request for Course Fee Waiver (CFW)?

A: The prospective student must be registered for the class(es) before you can submit your CFW request. If the prospective student is not a matriculated UD student, they must contact the Professional and Continuing Studies department to register for the class(es) in the UDSIS system. Then, to submit the electronic Course Fee Waiver, go to your WEB Forms, select the "Blanks" tab, and scroll down to "BEN Educational Benefits". Click and you should see Course Fee Waivers as an option. Select Course Fee Waiver form and continue to complete information as prompted. If you are requesting CFWs for two courses, you must submit a separate web form for each class.  When complete, "finish and submit" the request. The form will be submitted electronically to the HR Benefits mailbox for eligibility review and approval. Once approved, the information will be electronically forwarded to the Student Financial Services/Billing Dept. ELI students should contact the English Language Institute via this link for more information.

Note:  If you are requesting CFWs for two courses, you must submit a separate web form for each class. 

Q: Are UD employees eligible for a reduction in a Delaware high school's tuition?

A: No, UD does not provide tuition benefits for Delaware high school tuition cost.
Q: Are the employee education benefits taxable to the employee?

A: Some of the education benefits may be taxable to the employee. If the value of the education benefit is determined to be taxable, the taxable amount will be added to the employee's taxable income, and all required taxes (federal, state and FICA) will be withheld from the employee's paycheck.

Fee waiver benefits used by a civil union spouse (or spouse's dependent), for undergraduate-level courses are reported as taxable income to the employee.

Tuition waiver benefits used by a spouse, civil union spouse and/or dependent children for graduate-level courses are reported as taxable income to the employee. Federal legislation allows eligible employees to receive up to $5,250 in tax-free educational assistance for graduate-level courses.

Note: The IRS non-taxable educational assistance only applies to education benefits used by the employee.
Q:  Where can I find the Tuition Exchange application on the UD Website, and what is the deadline for applying?

A:  The application is a web form located under BEN Educational Benefits. The deadline for submission is typically in mid-October, for scholarships that begin the following September.  Information and details will be announced each year in the University’s online publication, UDaily.
Q:  I am a faculty member, and my dependent child would like to apply to the Tuition Exchange Program (TEP).  Must I participate in the TEP lottery?

A:  Faculty members do not participate in the lottery, but they still need to submit the TEP application  webform in order to have their child considered for TEP scholarships.
Q:  If my child is interested in applying to one of the schools on the Tuition Exchange (TEP) list, does he/she need to be accepted for admission to that school before the lottery date (typically the last Friday in October)?

A:  No. The purpose of the lottery is to determine who will be eligible to have his/her request for TEP scholarships submitted to the participating schools.  The student need not apply to any schools prior to entering our lottery, but the participating schools will not typically offer the TEP scholarships until the student has completed that school's admission process.
Q:  Must my child know to which school(s) he/she plans to apply, before we complete the Tuition Exchange web form?

A:  No.  The web form will have a place to list up to five schools, but it is not necessary to enter any schools at the time of initial application.  If you are a faculty member, or if your name is drawn near the top in our non-faculty lottery, you can send us later (by email to ben-serv@udel.edu) a complete list of schools that are to be notified of your son’s or daughter’s application for TEP scholarships.
Q:  I am not a faculty member, but I have two children who are interested in applying for the Tuition Exchange Program (TEP).  Can I submit both names?

A:   No. You may submit an application for only one child. Your name will be entered once in the lottery drawing. If, as determined by the lottery number drawn, you become eligible to submit requests for TEP scholarships, you may at that time decide which student will participate.  Non-faculty employees may only have one child participating in the Tuition Exchange Program at any one time. 
Q:  I am a member of the University faculty, and I have two children who are interested in applying for the Tuition Exchange Program (TEP).  Can I submit both names?

A:  No.  Each faculty member may submit a TEP application for only one child. If you already have a child who is currently receiving a TEP scholarship, then you are not eligible to submit a webform application for a second child. However, you may notify us (by email to ben-serv@udel.edu) of your interest in TEP for a second child. Each year, the University allows two faculty members to have a second child participate in TEP. If, in any given year, there are more than two faculty members requesting TEP for a second child, a separate lottery will be held for those faculty members.
Q: My dependent is receiving Tuition Remission. He/she dropped a class, and is now enrolled in less than 12 credit hours. Can he/she still receive tuition remission for this semester (with less than 12 credits)?

A: No. The student must maintain full-time status (enrolled in 12 credits or more) for the entire semester in order to receive the tuition remission benefit for that semester. If the student drops below full-time status, the Tuition Remission will be reversed. The student will then be responsible to pay the tuition. The employee may also choose to request Course Fee Waivers. Refer to the Policy 4-66 for more information.
Q: I received a communication from Student Financial Services indicating that I have an outstanding balance on my account. I know I submitted my request for Course Fee Waiver (CFW) or Tuition Remission (TR). Why isn't the benefit posted to my account?

A: Once the HR-Benefits representative has approved your request for Tuition Remission or Course Fee Waiver, you will receive an e-mail to let you know that a copy of the approved web form is in your web forms in-box. If the approved form is visible to you, please also check your student account in UD SIS to determine the nature of your outstanding balance. The Course Fee Waiver (CFW) and Tuition Remission (TR) benefits cover the cost of tuition only. The programs do not cover other fees, such as housing, dining, health fees, parking, late fees, etc. If the CFW or TR was applied to your account, you will see a transaction/line entry for "Tuition Waiver" to offset the cost of your tuition. If you find that the CFW or TR was approved, but not applied to your account, or if your balance is related to other fees, please contact Student Financial Services at (302) 831-2126.
Q:  May I change my benefit elections after the open enrollment period?

A:  You are permitted to change your coverage elections between annual enrollments only if you have a change in family status, as defined by federal law.  A change in status happens when:
  • You marry, divorce;
  • You have or adopt a child;
  • Your spouse becomes employed, loses his or her job (full-time employment) or involuntarily loses medical coverage;
  • Your spouse or your dependent child dies;
  • Your dependents become ineligible for coverage;
  • You or your spouse have a change in job status from full-time to part-time or vice versa;
  • You or your spouse take an unpaid leave of absence;
  • You or your spouse have a significant change in health coverage due to a change in your spouse's employment.
Note: Health insurance carrier changes in your spouse's plan from another employer are not considered family status changes.

If you have a change in status, you have only 30 days to change your coverage by completing a Family Status Change form. The requested change must be consistent with the event.
Q:  My job is changing from 100% time to 80% time.  What impact will this have on my benefits?

A:  Individuals with work schedules between 75% and 100% time are eligible to receive the full University share toward the cost of health, dental, and vision benefits.  Individuals with work schedules of at least 50% (but less than 75%) time are eligible to receive 60% of the University share toward the cost of health, dental and vision benefits.  Benefits such as life and disability insurance are based on an multiple of annual salary and will automatically adjust according to an individual's base pay.
Q:  How do I add my spouse to my benefits?

A:  During the open enrollment period in May, for coverage effective July 1, you may enroll your spouse through the online Flexnet process.   Outside of the annual open enrollment period, you may add your spouse to your benefits only if a qualifying life event takes place (for example: marriage or change in spouse’s employment or benefits eligibility).  You have 30 days from the date of the qualifying life event to add your spouse to your benefits.
To make a change, you must provide: Benefits will be effective on the event date (date of marriage or change/loss of employment).  You will be required to pay the employee portion of the premium for the entire month that includes the event date.   Please submit all documentation to the University's HR-Benefits department.
Q:  My spouse just accepted a job with another employer.  Does this affect my benefits?

A:  If you are enrolled in a UD health insurance plan at the "employee & spouse" or "family" coverage level, you are required to complete an online Spousal Coordination of Benefits form any time there is a change in your spouse's employment.  If your spouse works full-time, your spouse’s employer offers health insurance benefits, and the employer pays more than 50% of the premium for the least expensive individual plan, your spouse is required to enroll in health insurance coverage through his/her employer.  Your UD health plan will cover no more than 20% of allowable charges for covered services if your spouse does not enroll in their employer's plan when required.

In addition, a change in your spouse’s employment is a qualifying life event that allows you to change your benefits as long as the change in benefits is consistent with the life event.  If you wish to change your benefits elections, you must notify HR-Benefits within 30 days of the family status change event.

If you wish to remove your spouse (or spouse and dependents) from your coverage, you must:
Q:  How do I add my newborn, newly-adopted child or new stepchild(ren) to my benefits?

A:  You have 30 days from the date of birth, adoption or marriage to add your new dependent(s) to your benefits.

To make a change, you must provide:
  • Family Status and Benefits Change Form;
  • Identification:
    • Birth Notification with footprints (until the birth certificate is obtained);
    • Copy of Birth Certificate;
    • Copy of Social Security Card;
    • Adoption order (if applicable);
The benefits will be retroactive to the date of birth, adoption or marriage.  Please note you will be responsible to pay your portion of the premium for the entire month that includes the effective date.  
Q:  How do I remove a dependent from coverage under my University benefits  (health/prescription drug, vision, dental and/or healthcare FSA) and obtain continuation of coverage for him or her (e.g. ex-spouse or overage dependent)?

A:  You can change your coverage between annual enrollments only if you have a change in status, as defined by federal law (for example, you divorce; your spouse or your dependent child dies; your dependents become ineligible for coverage; you or your spouse have a change in job status from full-time to part-time or vice versa). Within 30 days of a change in your family status, you are required to notify HR-Benefits by submitting a Family Status Change Form indicating that your dependent should be removed from your coverage (health/prescription drug, dental and/or vision) through the University.  Enrollment materials will be sent to your dependent by Ceridian (for medical/prescription drug), ASIFlex (for your health care FSA) or the University of Delaware (for dental and/or vision) coverage.  A current address should be provided for each dependent if the dependent's address differs from the employees address.
Q:  Where can I find the complete policy for covering my adult dependent?

A: The complete policy is available on the Statewide Benefits Web Site.
Q:  When does coverage for adult dependents up to age 26 go into effect?

A:  In accordance with the Patient Protection and Affordable Care Act, coverage under this policy was effective July 1, 2011.
Q:  When does coverage (health, dental, vision and/or dependent life insurance) for adult dependents end?

A:  Coverage under this policy terminates at the end of the month in which the adult dependent turns 26.
Q:  Does my adult dependent need to live with me in order to be covered under the health, dental, vision and/or dependent life insurance plans?

A:  No.
Q:  Does my adult dependent need to be a full-time student in order to be covered under the health, dental, vision and/or dependent life insurance plans?

A: No. Student Certification forms are no longer be required for adult dependents over age 21.
Q:  What if the adult dependent is married? Can he or she still be covered under the UD health, dental, vision and/or dependent life insurance plans? What about his or her spouse or child(ren)?

A:  You may still cover your adult dependent regardless of his/her marital status; however, neither your adult dependent’s spouse and/or children are NOT eligible for UD coverage.
Q:  How do I enroll my adult dependent?

A:  You may add your adult dependent to your coverage during our annual Open Enrollment period each May. The enrollment will be effective July 1. You must also complete the “Adult Dependent Coordination of Benefits Form” for each adult dependent you cover.
Q:  Who needs to complete an Adult Dependent Coordination of Benefits Form?

A:  If you are enrolled in a UD health plan (other than the CDH Gold plans through Aetna or Blue Cross) and you cover an adult dependent child who turned 21 before the end of the previous calendar year, you must complete the Adult Dependent Coordination of Benefits Form during Open Enrollment each May as well as any time your adult dependent’s employment status changes (which may impact their eligibility for benefits).
Q:  What happens if my adult dependent is employed?

A:  If you are enrolled in a UD health plan (other than the CDH Gold plans through Aetna or Blue Cross) and your adult dependent is not a full-time student and is employed full-time by an employer who offers healthcare benefits, your adult dependent must enroll in that coverage. (See Adult Dependent Policy) The employer’s coverage will be your adult dependent’s primary coverage, and coverage through the University's health plan will be secondary.
Q:  What is meant by primary and secondary coverage?

A:  If your adult dependent is enrolled in his or her employer’s benefits, those benefits will pay first as the primary coverage, and any remaining claim amount can be submitted to your University health plan as secondary coverage. Total payment will not be more than the provider’s allowable charge.
Q:  What happens if my adult dependent does not enroll in benefits offered through his or her employer?

A:  Your adult dependent’s coverage under your University health plan will be sanctioned (reduced to 20% of the normal coverage). For example, if the plan would normally have paid $100 for a medical service, only $20 would be paid for that claim. In addition, your adult dependent would need to pay in full for any prescriptions and then file a paper claim to the prescription drug plan provider for the reduced reimbursement.
Q:  What if my adult dependent’s coverage through his/her employer is not very good or is too expensive for us?

A:  As long as your adult dependent pays 50% or less of the premium for the least expensive, employee-only coverage, he or she must enroll in that coverage.
Q:  What if my adult dependent just started a new job and has a waiting period before qualifying for company benefits?

A:  When you complete the Adult Dependent Coordination of Benefits Form, you should indicate in the “Comments” section that there is a waiting period, and you should specify when your dependent’s coverage will be effective. (For example: “Adult dependent began new job on October 1, 2011, and has a waiting period. His benefits will begin on January 1, 2012.”)
Q:  What does the form mean by "the % my adult dependent would pay", and how do I get that information?

A:  You need to enter the percentage of the premium that your adult dependent would pay for the least expensive, employee-only plan offered by the employer. The employer should be able to provide you with this information. (For example, if the employer pays $500 per month for the coverage, and your adult dependent pays $100 per month, the percentage is 20%.)
Q:  When would my adult dependent NOT be required to enroll in their employer's healthcare coverage?

A:  There are several exceptions to the policy that an adult dependent must enroll in healthcare coverage through their employer. The adult dependent is not required to enroll in their employer's coverage if: the adult dependent is a full time student and is under age 24; the employer does not offer healthcare benefits to its employees; the adult dependent would pay more than 50% of the premium for the least expensive employee-only plan; the adult dependent does not work full-time; or the adult dependent works outside the State of Delaware, and the employer offers only an HMO plan with no State of Delaware providers.
Q:  What is the high-deductible plan with a Health Savings Account referenced on the Adult Dependent Coordination of Benefits Form?

A: This is a very specific type of benefit that is covered by a separate IRS ruling. For additional details, please click on the link in the form or see the information on the Statewide Benefits website.
Q:  When is Open Enrollment?

A:  Open enrollment is held each May for benefits coverage (medical, dental, vision, long-term disability, employee and dependent life insurance) effective July 1.  Open enrollment for Flexible Spending Accounts (Health Care FSA and Dependent Care FSA) is held each November, for coverage effective January 1.
 
Log in to Flexnet
Q:  If I do not log into the Flexnet Open Enrollment site or make any changes to my benefits during the annual open enrollment period, will my choices from last year carry forward to the next plan year?

A:  The previous year’s benefits elections (for medical, dental, vision, long-term disability, employee life insurance and dependent life insurance) will carry over into the new plan year.  You are encouraged to go through the enrollment process each year so that you are aware of updates and notifications, while reviewing your elections, premium costs, and covered dependents.

Your Flexible Spending Account (FSA) elections must be made each November for the following calendar year.  FSA elections do not automatically carry over from one year to the next.  You must re-enroll annually, if you want your FSA benefits to continue.
Q: What is the CDH Gold Plan and how is it different from the other plans offered through the State of Delaware Group Health Insurance Program?

A: The CDH Gold Plan is a Consumer-Directed Health Care plan that combines a health benefits plan with a personal spending account (known as a Health Reimbursement Account or HRA). These types of plans are becoming more popular because they allow employers to offer a quality health benefit program at an affordable rate. The Health Reimbursement Account is an added benefit intended to help employees pay for out-of-pocket expenses. Before the plan pays for health benefits, the employee must meet an annual deductible. The HRA is intended to help the employee pay for out-of-pocket costs that may be incurred while meeting the deductible. Once the deductible is met, the employee and the plan share in the cost of health care services through a co-insurance arrangement.
Q:  What is a deductible?

A:  A deductible is the set amount that an employee must pay out-of-pocket before the health care plan begins to pay a portion of the cost of health care services. For the CDH Gold Plan, the deductible is $1,500 annually for an individual-only plan and $3,000 annually for a family plan.
Q:  What is the Health Reimbursement Account (HRA) component of the CDH Gold Plan?

A:  The HRA is a spending account 100% funded to by the State of Delaware and is intended to assist the employee in paying for out-of-pocket expenses incurred by the employee and/or covered dependents before the annual deductible has been met. The State of Delaware makes an annual contribution of $1,250 for an individual-only plan and $2,500 for a family plan.
Q:  What is co-insurance, and how is it different from a copayment?

A:  Co-insurance is an arrangement where the plan and the employee pay a set percentage of the allowable costs for health care services. For the CDH Gold Plan, once the deductible has been satisfied, the plan pays 90% of the allowable cost for in-network services and the employee pays 10% of the allowable cost. Out-of-network services are paid at 70% by the plan and 30% by the employee, once the deductible has been met. The BCBSDE Comprehensive PPO Plan and the Blue Care and Aetna HMO Plans pay allowable expenses after the employee pays a copayment. Depending upon the services, the employee could be paying a higher percentage of the total allowable charge in a copay arrangement. For example, if the employee visits a specialist under one of the HMO plans, they are responsible for a $20 copay. If the allowable charge for the visit is $100, the member is paying the equivalent of a 20% coinsurance. Under the CDH Gold Plan, if the employee had met their annual deductible, their out-of-pocket coinsurance would be $10, as compared to $20 payable by the employee if enrolled in a HMO plan.
Q. What is the out-of-pocket (OOP) maximum?

A. The out-of-pocket maximum is the most that you will have to pay for your portion of health care expenses in a plan year, after you have satisfied your deductible. In addition to the deductible, the out-of-pocket maximum for the CDH Gold Plan is $3,000 per individual in-network, $6,000 per family in-network and $6,000 per individual out-of-network and $12,000 per family out-of-network. The expenses you incur in network and out-of-network are combined so that the most you will pay out-of-pocket (after you have satisfied your deductible) is $6,000 per individual and $12,000 per family.
Q:  What if I am unsure of how much my family will incur in medical expenses in the plan year?

A:  The CDH Gold Plan may not be a good fit for everyone. It is important to consider anticipated expenses as well as planned procedures that you or your family members may experience in the upcoming year. While preventive services are covered at 100% under the CDH Gold Plan, employees and retires must understand that the plan does not pay for any services until the annual deductible has been met. Once the deductible has been met, the plan pays generously for in-network services; however, the employee/retiree is still responsible for 10% of the cost of services, until the annual out-of-pocket maximum is reached.
Q:  Is my prescription drug coverage subject to the CDH Gold annual deductible and out-of-pocket maximum?

A:  Prescription drug coverage through a CDH Gold Plan is the same as the prescription drug coverage available through the BCBSDE First State Basic, BCBSDE Comprehensive PPO or Blue Care and Aetna HMO Plans. Employees and pensioners pay the same prescription drug copays that are paid under the other plans. The prescription drug copays do not apply toward the CDH Gold Plan annual deductible or out-of-pocket maximums.
Q:  If I am covering my spouse under a CDH Gold Plan, am I still required to complete a Spousal Coordination of Benefits form during annual open enrollment or if my spouse’s employment or insurance status changes?

A:  Yes. All employees and retirees who cover their spouse in a health plan that is part of the State of Delaware Group Health Insurance plan are required to complete a Spousal Coordination of Benefits form during annual open enrollment or at any time their spouse’s employment or insurance status changes.
Q:  If I am covering an adult dependent child under a CDH Gold Plan, am I required to complete an Adult Dependent Coordination of Benefits form during annual open enrollment, within 30 days of any change to my adult dependent’s employment which impacts benefit eligibility or at the end of the calendar year in which my enrolled adult dependent child turns 21?

A:  No. The State of Delaware CDH Gold Plan is not considered to be a “grandfathered health plan” in accordance with the Patient Protection and Affordable Care Act (PPACA).  As such, the State of Delaware cannot exclude full coverage for adult children to age 26 if the child has access to health coverage through his or her own employer and is enrolled in a CDH Gold Plan; therefore, no coordination form is required.
Q:  What can I use the Health Reimbursement Account (HRA) funds for?

A:  Eligible healthcare expenses (such as doctor’s office visits, lab tests, x-rays and hospital admissions) can be paid with HRA funds. The HRA funds cannot be used toward prescription drug copays and prescription drug coinsurance.
Q:  Can other services (like dental or vision expenses) be paid with the Health Reimbursement Account (HRA) funds?

A:  Only eligible copays and coinsurance for qualifying medical services can be paid with HRA funds. You cannot use HRA funds for expenses not covered under your CDH Gold Plan such as: prescription copays, expenses related to dental or vision coverage, orthodontics, long-term care insurance premiums, health care premiums, COBRA premiums or medical insurance premiums while receiving federal or state unemployment compensation or post age-65 premiums for Medicare or BCBSD Special Medicfill.
Q:  Are health insurance premiums considered qualified medical expenses under the HRA fund?

A:  No. You may NOT use HRA funds to pay for insurance premiums.
Q:  When does the State fund the HRA?

A: The State contributes the annual HRA funding at the beginning of each plan year (July 1st) or when you are first enrolled.
Q:  Is the entire annual HRA contribution available at the beginning of the plan year?

A: Yes.
Q:  Can I (or my covered dependents)contribute to the HRA fund?

A:  No.
Q: What happens to unused HRA funds at the end of the plan year?

A: As long as the employee/retiree remains enrolled in a State of Delaware CDH Gold Plan, unused HRA funds rollover to the next plan year.
Q:  What happens to unused HRA funds if I terminate employment or I am no longer eligible for health care coverage through the State of Delaware Group Health Insurance Program?

A:  Unused HRA funds are forfeited if the employee terminates employment or is no longer eligible for health care through the State of Delaware Group Health Insurance Program.
Q:  What happens to unused HRA funds when I retire?

A:  Unused HRA funds will move with the employee into retirement as long as the employee/retiree and/or dependents remain enrolled in a State of Delaware CDH Gold Plan. Unused funds are forfeited when the retiree and spouse become Medicare eligible.
Q:  What happens to unused HRA funds if I am terminated from employment after Short-Term Disability and am approved for State Long-Term Disability?

A:  Unused HRA funds will move with the employee into State Long-Term Disability as long as the employee/retiree and/or dependents remain enrolled in a State of Delaware CDH Gold Plan. Unused funds are forfeited when the retiree and spouse become Medicare eligible.
Q:  If I enroll or change tiers in a CDH Gold Plan during the plan year, how is the HRA amount determined?

A:  In situations where an employee/retiree enrolls or changes coverage tiers during the plan year, their HRA fund will be prorated as follows:
- Enroll or change tier by 9/1: receive full amount of $1250 for individual/$2500 for family;
- Enroll or change tier after 9/1 but before 1/1: receive $937.50 for individual/
$1875 for family;
- Enroll or change tier after 1/1 but before 4/1: receive $625 for individual//$1250 for family;
- Enroll or change tier after 4/1 but before 7/1: receive $312.5 for individual/$625 for family;
Q:  How is the HRA funded if an employee/retiree marries or divorces in the middle of the year? If an individual elects COBRA as a covered dependent, does any HRA funding rollover to coverage in a CDH Gold Plan through COBRA?

A:  Should a divorce occur during the plan year and the spouse chooses to elect continuation coverage through COBRA, the spouse’s proportionate share of the current plan year HRA fund allocation will be transferred to their individual COBRA CDH Gold Plan. The spouse should contact BCBSD or Aetna to determine their funding allocation.
Q:  If I am eligible for COBRA coverage in a State of Delaware CDH Gold Plan as a result of loss of eligibility for health care coverage through the State of Delaware Group Health Insurance Program, do I still forfeit unused HRA funds?

A:  Depending upon your qualifying event date and loss of coverage through the State of Delaware Group Health Insurance Program, unused HRA funds may rollover to your enrollment in a CDH Gold Plan through COBRA. Actual HRA funds available depend upon the date of loss of coverage and whether the remaining HRA funds upon termination exceed the pro rata amount of the annual HRA fund contribution.
Q:  Do the HRA funds accrue interest?

A:  No.
Q:  What is the difference between the HRA fund and an FSA fund?

A:  The HRA fund is a component of a State of Delaware CDH Gold Plan. Employees may also chose to enroll in a FSA (Flexible Spending Account). FSA contributions are 100% funded by the employee with pre-tax dollars. FSA funds can be used to pay for out-of-pocket expenses such as prescription copays and other expenses that are not paid using HRA funds. Learn more about the University of Delaware FSA plan
Q:  What preventive services are covered at 100% under a CDH Gold Plan?

A:  The State of Delaware CDH Gold Plans pay 100% with no deductible for services listed on the Blue Cross Blue Shield or Aetna Care Schedule, as long as the services are received from in-network providers and coded as preventive care for billing purposes. The age and frequency limits for the eligible preventive services are shown on the guidelines. If you have questions about whether care is considered preventive and covered at 100%, or is subject to the deductible, you can contact Aetna at 1-877-54-Aetna or Blue Cross Blue Shield of Delaware at 800-633-2563. In addition, there are a few preventive medications that will be covered at $0 copay if obtained with a prescription at the pharmacy (medications list).
Q:  How do I know what services will cost?

A:  Both Aetna and BCBSD have tools to help you learn what medical services in your area will cost before you receive treatment. Depending upon which CDH Gold Plan you choose, visit the Aetna and/or BCBSD websites for additional information.
Q:  If I participate in one of the CDH Gold plans, when do I pay if the doctor is an in-network provider?

A:  With the exception of pharmacy services, when you use Aetna and/or BCBSD in-network providers, you do not pay at the time services are received. Instead, your medical provider will bill Aetna and/or BCBSDE. If you are enrolled in the CDH Gold Plan, Aetna or BCBSDE will then use any available HRA funds, then send you an Explanation of Benefits (EOB) that shows any balance you need to pay. After you receive this information, you must follow up with the provider to pay any remaining balance. Remember to always keep your receipts in case you ever need to document your expenses.
Q:  If I am enrolled in the CDH Gold Plan, when do I pay if the doctor is an out-of-network provider?

A:  If you use out-of-network providers, you will need to check with the provider. If they will bill Aetna directly and you have signed the appropriate forms available from the provider to authorize payment to the provider, Aetna will pay the provider using any available HRA funds then send you an Explanation of Benefits (EOB) that shows any balance you need to pay. If the provider will bill BCBSDE directly, BCBSDE will process the claim. If the deductible has not been met, and you have HRA funds available to apply toward the claim, BCBSDE will send you a check for the amount of money available in your HRA that can be used to cover the expense. You will then be responsible for submitting payment to the provider. Once the deductible has been met, BCBSDE will pay to the provider any portion of the expense covered under the plan, then send you an Explanation of Benefits (EOB) that shows any balance that is your responsibility.  If the provider will not bill the carrier, you may be responsible for paying the charges at the time of service and then submitting a claim for reimbursement.

Remember: when using out-of-network providers, the provider may balance bill you for expenses above what is defined by the carrier as reasonable for the care or services provided.
Q:  Does the deductible apply to prescription drugs?

A:  No. Prescription drug coverage under a CDH Gold Plan is the same as the other health care plans offered through the State of Delaware Group Health Insurance Program. The CDH Gold Plan HRA fund cannot be used to reimburse an employee/retiree for out-of-pocket expenses related to prescription drug copays or coinsurance, and prescription drug expenses cannot be applied to the CDH Gold medical deductible or out-of-pocket maximum.
Q:  If my spouse and I are eligible for Double State Share (two benefits-eligible married employees who are eligible to participate in the health plan), and therefore do not pay health care premiums, is there any advantage to our consideration of a CDH Gold Plan option?

A:  For the 2011–2012 plan year, Double State Share eligibles who choose the CDH Gold Plan will pay no monthly health care premiums.  Double State Share recipients who enroll in the CDH Gold Plan may also benefit from the added consumerism and the use of the HRA fund to pay out-of-pocket health care copays and coinsurance.  
Q:  Who is responsible for keeping track of my HRA fund balance and my eligibility to rollover unused HRA funds to the next plan year?

A:  Aetna and/or BCBSDE are responsible for managing all HRA funds.
Q:  Will the State of Delaware continue to contribute to the HRA fund in subsequent plan years?

A:  The State of Delaware will make an annual contribution to the employee/retiree’s HRA at the beginning of each plan year.
Q:  If my spouse has secondary coverage under my CDH Gold Plan, does the plan pay differently toward my spouse’s qualifying medical expenses?

A:  No. A CDH Gold Plan will provide a secondary coverage spouse with exactly the same benefit coverage as a primary coverage spouse except that claims under a CDH Gold Plan will pay qualifying medical expenses after the spouse’s primary plan pays as per the plan benefits (not to exceed 100% of allowable charges).
Q:  Where can I go if I have questions?

A:  Depending upon which CDH Gold Plan you select, contact Aetna at 1-877-54-Aetna or www.aetna.com or Blue Cross Blue Shield of Delaware at 800-633-2563 or www.bcbsde.com. Information on the CDH Gold Plan is also available at the Statewide Benefits Office website.
Q:  How can I obtain additional health insurance cards?

A:  You must contact your health plan provider to request additional cards.  If you are enrolled in Aetna (HMO or CDH Gold), you may call 877-542-3862.  (www.aetna.com/statede)
If you are enrolled in Blue Cross Blue Shield (First State Basic, Comprehensive PPO, Blue Care HMO or CDH Gold) you may call 800-633-2563.  (www.bcbsde.com)
Q.  When will I receive a new health plan card?

A:  You will only receive a card when:
  • You first enroll in a health plan.   OR
  • You change your plan or plan provider, e.g. from an HMO to a CDHGold Plan or from Aetna to BCBSDE.  OR
  • You change your coverage from one level to another, such as Employee Only to Family, or Employee & Spouse to Employee & children, Family to Employee & Spouse, etc. OR
  • You add or remove a dependent from your Aetna plan (Aetna lists the name of each dependent on the subscriber’s card. Blue Cross does not list names of dependents.)
Q:  The card(s) I received from Aetna (or Blue Cross) were issued in my name.  When will I receive a card for my spouse, my dependent children, and/or my adult dependent?

A:  Cards are always issued in the name of the subscriber. A second card (issued for the spouse) will be in the subscriber’s name, unless the spouse has a different last name in which case, the second will be issued in the spouse’s name.  Individual cards are NOT issued for dependent children or adult dependents.  Note:  Aetna will list the name(s) of all covered dependents on the subscriber’s card.
Q:  How many health plan ID cards will I receive?

A:  The number depends on the number of family members who are being covered:
Employee Only  =   1 card
Employee and 1 child  =  1 card
Employee & Spouse  =  2 cards
Employee & Family   =  2 cards
Additional cards may be requested directly by the employee, from the health plan provider.

Aetna: (HMO or CDH Gold), phone: 877-542-3862 (http://www.aetna.com/statede).

Blue Cross Blue Shield of Delaware: (First State Basic, Comprehensive PPO, Blue Care HMO or CDH Gold), phone: 800-633-2563 (http://www.bcbsde.com).
Q:  My adult dependent needs his/her own card.  Can I request additional cards?

A:  Yes.  If the employee has a need for additional cards, he/she must call the health plan provider’s customer service line to request the card(s).  (HR Benefits cannot request cards on behalf of the employee.)

Aetna:  877-542-3862  Blue Cross Blue Shield of DE:  800-633-2563 or 302-429-0260
Q:  How does my health insurance work when I, or a family member, travels internationally?

A:  Blue Cross Blue Shield:
You can use other Blue Cross Blue Shield provider networks when you have care outside Blue Cross Blue Shield’s provider area.   If you need to locate a doctor or hospital, or need medical assistance services, call the BlueCard Worldwide Service Center at 1-800-810-2583 or call collect at 1-804-673-1177, 24 hours a day, seven days a week.  An assistance coordinator, in conjunction with a medical professional, will arrange a physician appointment or hospitalization if necessary.

For inpatient care at a BlueCard Worldwide hospital that was arranged through BlueCard Worldwide Service Center, you only pay the provider the usual out-of-pocket expenses (non-covered services, deductible, co-payment and co-insurance).  For all outpatient and professional medical care, you pay the provider and submit a claim.  You may also have to pay the hospital (and submit a claim) for inpatient care obtained from a non-BlueCard Worldwide hospital or when inpatient care was not arranged through the BlueCard  Worldwide Service Center.  The BlueCard Worldwide International Claim Form must be used to submit health plan claims for individuals who are covered by BlueCross BlueShield of Delaware.  The completed form must be mailed to the address listed at the top of the claim form with a copy of the bill (with English translation).  Please contact BlueCard customer service at 1-800-810-2583 with any questions.  The following link may offer additional information you may find helpful (http://www.bcbs.com/coverage/bluecard/bluecard-worldwide.html)

Aetna:
Aetna’s National Medical Excellence (NME) program coordinates care when an Aetna member develops an urgent or acute illness when traveling outside of the United States.  Coordination of some or all of the following may apply:
-Assessment of the urgent or acute care facility’s appropriateness for the required care,
-Transfer of the member to a more appropriate acute care facility for stabilization,
-Transfer of the member back to the United States,
-Transfer of the member back home.
The member can contact the National Medical Excellence unit at:
Phone: 877-212-8811
Fax: 215-775-5781
Members are only covered for urgent/emergency care while traveling overseas.

If you have prescription medicine that you need to take with you, you will need to call the State of Delaware Statewide Benefits Office at 1-800-489-8933 or 1-302-739-8331 in order to override your normal amount of medicine.

It is your choice to have additional coverage, but it may be helpful in areas that Blue Cross Blue Shield or Aetna has limited coverage.  Organizations that provide international travel and medical insurance are listed below:
http://international.udel.edu/studyabroad/faculty/travelcoverage.html
http://www.medexassist.com/individuals/?gclid=cke5wr21hqacfdx05qodut3zkw
Q:  What resources are available to me when traveling internationally on behalf of the University of Delaware?

A:  The University of Delaware has contracted with International SOS to provide emergency travel assistance and evacuation services to all University students and employees traveling outside the U.S. on University-related business. By logging on to the SOS’ web site, covered individuals can access travel health and safety reports, travel advice, and even create their own travel emergency record. Enter the web site by following these instructions:

1. Download (user name and UDID required) the travel information sheet to take with you on your travels. (All faculty directors and students participating in UD study abroad programs will receive an SOS card before departure and do not need to download this information.)

2. Go to www.internationalsos.com

3. Enter UD’s group membership number (found on the travel information sheet).

4. You should now be on UD’s SOS portal page welcoming University of Delaware members.
Specific SOS membership services for UD employees and students can be found on this site, and include, but are not limited to, emergency evacuation and repatriation of mortal remains, medical and personal assistance (for example, legal referrals and translation services), and online services. Note that SOS is not a health insurance provider and that no health insurance coverage is included among SOS services. University staff and students are highly encouraged to confirm their own health insurance coverage before traveling abroad.

http://www.udel.edu/global/studyabroad/
Q: How will I know if a doctor or facility is in-network or out-of-network?

A: Visit the Office of Human Resources website and locate the "Doctor Locator" link under the Blue Cross Blue Shield or the Aetna Health Plans to research participating in-network providers available through Aetna and BCBSD.
Q: When am I required to complete a Spousal Coordination of Benefits Form?

A: If you include your spouse in your University's health coverage (i.e. you enroll at the Employee & Spouse or Family level), you must complete a Spousal Coordination of Benefits on-line form at least once each year during open enrollment in May. You must also complete the Spousal Coordination of Benefits Form if you get married and choose to add your spouse to your benefit plan, as well as any time there is a change in your spouse's employment (new employment, loss of employment, loss of benefits, etc.).
Q: If I'm covered under my spouse's health plan, may I waive my UD health insurance benefit?

A: You are not required to enroll in health insurance through UD. However, if you choose to waive your health insurance benefits as a UD employee, you must provide proof of your current health plan coverage. A copy of your current coverage card and completed Waiver of Medical Insurance form will be sufficient proof of health plan coverage.
Q: May I continue my University life insurance after I leave the University?

A: At the time of retirement, retirees are provided a one-time option to continue, at their expense, in the retiree group life-insurance plan.

Individuals who are terminating their employment with the University are also provided a one-time opportunity to continue their life insurance coverage by converting or porting the coverage. As part of the exit process, individuals must submit a Notice of Continuation of Coverage within 31 days of the coverage termination date.
Q: How can I find participating 90-day supply pharmacies?

A: A current list of participating pharmacies can be found on the Statewide Benefits Office site.
Q:  What does the prescription drug plan cover?

A:  Our prescription drug coverage includes a three-tier co pay structure: generic, preferred brand and non-preferred brand drugs. You may also fill your 90-day supply prescriptions through mail order or through participating pharmacies. 
Q:  How much will it cost me to fill prescription drugs?

A:  The cost you pay at the pharmacy will be based on the prescription tier.  For details, please see our website.
Q: What vendor is the University's prescription drug plan provider?

A: Medco (phone at 800-939-2142) is our prescription drug plan provider. You may obtain detailed plan information by visiting our website.
Q: Must I enroll in Medicare when I turn 65 years old?

A: If you are a UD retiree age 65 or older, you must enroll in Medicare Parts A & B to qualify for participation in the UD health insurance that supplements Medicare. UD employees who are age 65 or older, but wish to remain with their active employee health coverage through the University, may postpone enrollment in Medicare Part B until they retire. Please see Medicare.gov for additional information.
Q: Are there certain dates that I can retire from UD, or can I retire on any day of the month?

A: Retirement dates for faculty on an academic-year appointment are May 31, August 31 or January 15. Retirement dates for faculty on a fiscal-year appointment are June 30 and December 31. Faculty members considering retirement should contact HR-Benefits at least one semester prior to their final semester of teaching.

Exempt and non-exempt staff employees may retire any day of the month. Retiree benefits coverage begins on the first of the month AFTER the last day of UD employment. For this reason, employees participating in the Delaware Employees' Pension Plan typically choose to retire at the end of a calendar month to minimize the time between their last UD pay and their first state pension pay. Please contact HR-Benefits to discuss your retiree benefit options at least three months prior to your planned retirement date.
Q: How are the years of service (that are used for the retiree benefits eligibility) calculated for part-time employees?

A: All years of benefitted UD employment (full-time or part-time) are counted (not prorated). Employment in S-contract or miscellaneous-wage positions are not included in the calculation to determine total years of benefits-eligible service for retirement. Please see our website for additional information about the age/service requirements for University retirement.
Q:  At what point do I have to take a Required Minimum Distribution (RMD) from my 403(b) retirement savings plan?

A:  The IRS requires that you withdraw part of your savings from your employer-sponsored retirement plan and IRAs (except Roth IRAs) by April 1 after the year you turn 70 ½, or the year you retire, whichever comes later. The IRS also requires that you continue withdrawing a portion of your savings in each following year.
Q:  Can I take a loan from my 403(b) Retirement Savings Plan?

A:  Loans are available, but can be taken from voluntary funds only.  Fidelity will allow no more than 50%, and TIAA-CREF no more than 45%, of the voluntary fund balance.  The IRS permits no more than a total of $50,000 in total outstanding loans.
Q:  I recently had an increase/decrease in salary. How can I be certain that the amount of money that I am contributing to my 403(b) retirement plan has not changed? How can I make changes to put aside more or less money in my 403(b) plan?

A:  You can check your contribution levels on your retirement plan savings view and year-to-date contributions on your paystub (both can be found in webviews).  If you wish to change your election, you must complete an agreement for salary reduction.

The annual limits are posted on our website.
Q:  How can I set up an appointment with a Fidelity and/or TIAA-CREF representative to review my retirement plan allocations?

A:  Please call the investment companies to schedule an on-campus appointment.<
  • Fidelity Investments 800-343-0860
  • TIAA-CREF 800-842-2776
Q:  Do years of service with another university, and/or enrollment in their 403(b) retirement plan, count toward the UD age/service requirements for retiree health or other benefits?

A:  No. The Delaware retirement plans are separate from other systems.  Our faculty and exempt staff participate in individual 403(b) plans to which the employees and the University of Delaware contribute at specific percentages.  The University of Delaware non-exempt employees participate in the State of Delaware Employee Pension Plan, to which the employees and the University of Delaware also contribute at specific percentages.
Q:  I’ve been promoted to an exempt position; what are my retirement plan options?

A:  The primary retirement plan for individuals in non-exempt positions (hourly and salary staff) is the Delaware State Employees' Pension Plan. The primary retirement plan for individuals in exempt (faculty and professional staff) positions is the University's 403(b) Retirement Savings Plan with investments through TIAA-CREF and/or Fidelity Investments.

When promoted from a non-exempt to an exempt position, you have a one-time option to elect to continue your participation in the Delaware State Employee’s Pension Plan.  Alternatively, you may elect to participate in the 403(b) Plan and discontinue participation in the Delaware State Employees' Pension Plan. Your retirement plan election, once made, is irrevocable.
Q:  Are faculty and professional (exempt) employees at the University of Delaware part of the state pension and disability system?

A:  Faculty and professional (exempt) employees at the University of Delaware are not typically part of the Delaware Employees’ Pension Plan (for pension and retirement programs). Service in a UD exempt (faculty or professional staff) position does not count toward state pension and cannot be combined with previous state service.  The 403(b) UD Retirement Savings Plan is the primary retirement option for UD exempt employees.

Employees in benefitted hourly and salaried staff (non-exempt) positions at the University ARE covered under the State Employees’ Pension Plan; their UD service does count toward a state pension and can be combined with previous eligible state service.
Q:  How do I notify the Delaware State Employees' Pension Plan of my change in address?

A:  You must complete a change of address form, located on the HR forms website or notify the DE Office of Pensions in writing with your signature. You may fax the form to their office at (302)739-6129 or mail to:
    State of Delaware
    Office of Pensions
    McArdle Building
    860 Silver Lake Blvd., Suite #1
    Dover, DE 19904-2402
Q:  I would prefer to NOT use the electronic web forms for Course Fee Waivers or Tuition Remission.  Can I still submit a paper form to the HR Benefits Department?

A:  The electronic web form system is the most efficient method for processing your education benefits requests.  If you are experiencing difficulty submitting the web form for Course Fee Waivers or Tuition Remission, please contact the HR Benefits Department at 302-831-2171 or send an e-mail to ben-serv@udel.edu.
Q:  When I try to submit the electronic web form for Course Fee Waiver or Tuition Remission I receive an error message that says “cannot locate career and/or term information”.  What does this mean?

A:  The system cannot find you or your dependent’s enrollment in UDSIS.  The student must register for classes before you can submit the Course Fee Waiver or Tuition Remission request.
Q: When I try to submit the electronic web form for Course Fee Waiver or Tuition Remission, my dependent is not listed in the drop down box.  What do I do?

A:  Your dependent is not listed because:
  • he or she is either not included in your HR records as a dependent, or
  • the information in the HR records for your dependent may be incomplete, such as the dependent’s social security number (SSN) is missing. 
Call the HR Benefits Department at 302-831-2171 or send an e-mail to ben-serv@udel.edu to confirm your dependent data.  DO NOT SEND SSN INFORMATION TO HR VIA E-MAIL OR FAX.
Q: How do I change my name and/or address with the University and/or my benefit (health, dental, vision, prescription drug) providers?

A: To change your name:
  • Submit a copy of your social security card (showing your new name) to the UD Payroll & Records Management. Please write your previous/maiden name, along with your employee ID number, on the copy of the card. UD Payroll & Records Management is located at 413 Academy Street, 2nd floor, suite 250 (Fax 831-3255).
To change your address:
  • Log in to web forms through the Central Authentication Service (CAS).
  • Complete the HR Employee Emergency Notification web form. Once the information is updated in the University's human resource information system, it will be electronically transmitted to your health, prescription drug, dental and vision benefit providers.
  • To update your information with the retirement investment companies, please call Fidelity- 800-343-0860 and/or TIAA-CREF- 800-842-2776.
Q: How can I see my paycheck, benefits and employee information?

A: Log in to web views trough Central Authentication Service (CAS) Under Self Service, select Pay Stub View, Flexible Benefits View, Flexible Spending Account View, or Employee Demographic Data View to see your personal information. "
Q: When reviewing my paystub, how do I determine my benefit out-of-pocket costs?

A: On your paystub, you will see the University's benefits contribution shown as Flex Credit UDollars under Hours and Earnings. You will also see the full Before-Tax Deductions for Medical, Dental, Vision Care, Employee Life and Long-Term Disability. To calculate your out-of-pocket cost, subtract the Flex Credit-UDollars from the Before-Tax Deductions to get your cost per pay. If your deductions are greater than the Flex Credit-UDollars, you are paying the difference with a pre-tax contribution. If the Flex Credit-UDollars amount is greater than the pre-tax deductions, you are receiving the difference in your taxable income. Please see "Understanding Your Paystub" for further explanation.

Please also see your Flexible Benefits web view http://www.udel.edu/webviews for a summary of your pre-tax deductions and University contributions.
Q: How do I change my tax withholding from my UD pay?

A: For your convenience, a W-4 worksheet is available online. If you wish to change the amount that is withheld from your pay, please log in to web forms through the Central Authentication Service (CAS) to complete a PAY W4 Form.
Q: How can I see my Wellness Dollars balance?

A: Log in to web views through Central Authentication Service (CAS) Under Self Service, select the Wellness Program View.
Q: Am I required to withdraw my 403(b)/457(b) retirement savings?

A: You may maintain your account(s) with Fidelity Investments and/or TIAA-CREF after you leave the University.

You are not required to withdraw or transfer the funds from your University 403(b) or 457(b) account. Please contact your retirement plan vendor for information about distributions and/or transfers from your retirement savings account.

Fidelity Investments: 1-800-343-0860
TIAA-CREF: 1- 800-842-2776

Note: In addition to the normal tax consequences associated with a withdrawal from your account, if you withdraw assets prior to age 59½, the IRS will impose a 10 percent penalty tax on the amount to be included in your taxable income.
Q: When will my benefits (health, prescription drug, dental, vision, life, long-term disability) end if my employment with the University ends?

A: Benefits typically continue until the end of the month in which you are last paid (for example, October 31, for an employment end date of October 20). Individuals must continue their portion of any employee premium contribution for the entire month. This can be handled through the payroll process or by submitting payment to HR-Benefits.
Q: Am I required to withdraw and close my account(s) with the University Credit Union?

A: It is not necessary to close your U-DEL Credit Union account. Stop by or contact the credit union to update all personal information. Credit Union hours: Tuesday, Thursday and Friday, 10:00a.m. to 2:00p.m.
Location: 112 General Services Bldg., 222 So. Chapel St., Newark, DE 19716
Q: I am in a non-exempt (hourly or salaried staff position). If I leave the University, can I get back the contributions to the pension system that were deducted from my salary?

A: Yes. You must contact the HR-Benefits office to request the appropriate documents. Payment may not be made to you until three months following your last pay period. The Delaware Office of Pensions is required by Federal Law to withhold 20% of the taxable portion of your refund, unless you choose to have that portion of the refund made payable directly to your IRA or to another employer plan that accepts rollovers. In addition, any refund issued prior to age 59½ years will be subject by the IRS to a 10% penalty for early withdrawal.
Q: I am currently using University educational benefits (i.e. Tuition Remission, Course Fee Waiver, Tuition Exchange Program, Cooperative Tuition Exchange, DTCC Tuition Waiver Exchange. How long will these benefits continue?

A: Educational benefits are continued for the current semester, so long as the employee is on the active payroll at the end of the late registration period (free drop/add) for the semester in which the tuition benefit is granted. This is generally the first two weeks into the semester.
Q: I am paying for long-term care, auto, or homeowner insurance through University payroll deductions. When I leave the University will I be billed automatically for these coverages?

A: You will need to make other billing arrangements with each vendor. We suggest that you contact each vendor directly to let them know of the change in your payment process. This will help ensure that your payments are kept up-to-date.

Liberty Mutual (Auto and Homeowner Insurance): 302-369-9904 or 1-800-865-2405 (for out-of-state calls)
Prudential (Long-Term Care Insurance): 1-800-732-0416
Q: Must I notify the University of my change of address after my employment ends? If so, which department(s) must be notified and what documentation is required?

A: If you are moving or plan to move before the end of the calendar year, please update your address with the University by sending an email to hrsystemsadmin@udel.edu. Please keep in mind that your W-2 form will be mailed to this address in January after your UD employment ends.
Q: I participate in the Neighborhood Mortgage Assistance Program. Must I repay any University contributions to my home purchase?

A: The borrower must remain an employee of the University for two years from the date of the settlement or repay the remaining unforgiven loan balance even if continuing to reside in the house. In the event of the retirement, total disability or involuntary separation from employment, after the initial two-year prior, the loan may continue until forgiven if the mortgaged property continues to be the primary residence of the former employee.

See Policy 4-105. Contact Treasury Services (831-8964) for details.
Q: When does my access to on-campus parking end?

A: An employee's access to on-campus parking ends when an employee returns his/her permit to Parking Services or notification of the termination (and corresponding cessation of payroll deductions) is received by Parking Services. Eligible retirees may apply for a retiree parking permit.
Q: When does my system access to webforms and webviews end?

A: System access, including e-mail and Library access, will be automatically cancelled by IT, except for eligible retirees who complete the necessary paperwork during their retiree benefits enrollment meeting.
Q:  How and where do I return University property (keys, ID card, cell phone, computer, electronic communication devices, uniforms and/or lab equipment) that is in my possession?

A:  University property must be returned to your department prior to your last day of University employment. An authorized department representative must verify that all property has been returned.
Q: Is there additional paperwork or tasks that I must complete before ending my employment with the University?

A:  Please return any library materials.  Resolve any financial obligations with the University (parking or library fines and/or student accounts, etc.).  Return property to your departmental HR Liaison.  Ask your HR Liaison to complete a separation checklist, itemize all returned property, and sign the statement of receipt.  Keep a copy of this checklist for your records.  Contact HR-Benefits (phone 831-2171) with any questions that you may have about extending your health insurance coverage (COBRA), life insurance, or options for your pension and/or 403(b) Retirement Savings Plan.

Q: Where can I find the current total of the vacation and sick leave days that I have accrued?

A: This information is not stored centrally, so it is not available to you online. Please contact your department's HR Liaison or time keeper.
Q: What is family medical leave (FMLA)?

A: The University of Delaware provides all eligible employees with up to 12 workweeks of unpaid leave for various qualifying reasons, such as: the birth and care of a newborn child of the employee; the placement with the employee of a son or daughter for adoption or foster care; the care for an immediate family member (spouse, child, or parent) with a serious health condition; or a serious health condition that causes the employee to be unable to work.

To be eligible for FMLA benefits, an employee must have worked for the University of Delaware for a total of 12 months and must have worked at least 1,250 hours over the 12 months prior to the beginning of the leave.

To request FMLA leave, employees must notify their department. See Policy 4-37 for detailed information regarding FMLA conditions and limitations.
Q: Will I be paid during FMLA leave?

A: You may use your accrued sick and vacation leave while on FMLA. If your accrued paid leave is exhausted, your FMLA leave will be unpaid. During an unpaid FMLA leave, you may be able to continue your University benefits at the employee premium rate. Contact Benefits by phone (831-2171) or e-mail (ben-serv@udel.edu) for information about coverage continuation and to arrange for payment of any premium that is due during the period of unpaid leave.
Q: When I leave the University will I be paid for unused vacation and/or sick days?

A: Most employees (other than eligible AFSCME members) are not paid for unused sick days. Staff (exempt and non-exempt) employees are paid (at their full daily rate) for any unused vacation days. This payment is typically included in an individual's final University pay.

Policy 4-60
Q: I am currently enrolled in the UD vision plan but never received a vision plan card.

A: You may call NVA at 800-672-7723 to request a new ID card. You may also print your membership ID card by following these steps:
  • Visit NVA's website
  • Click on "Subscribers"
  • If you are a new user, click on the registration link to establish an account
Q: What is my NVA membership ID number?

A: Your NVA ID is your UD employee ID number. If your UD employee ID is only five digits, add four leading zeros (example: 0000#####).
Q:  What is a Flexible Spending Account (FSA)?

A:  FSAs are voluntary accounts that help you pay for expenses not covered by other benefit programs. You can contribute on a pre-tax basis to the health care and/or dependent (day) FSA. 
Q:  Who is our Flexible Spending Account provider?

A:  ASI Flex (phone: 800-659-3035 or email: asi@asiflex.com) is the third-party administrator for the Flexible Spending Account Program.
Q:  How might I benefit from an FSA?

A:  With an FSA, your out-of-pocket health, dental or vision expenses and/or dependent care expenses are paid with tax-free dollars. FSAs are exempt from federal taxes, Social Security (FICA) taxes and, in most cases, state income taxes. You can typically save an average of 30 percent on all of your eligible expenses.

Q:  What is a Health Care FSA?

A:  A Health Care FSA is an account that provides you, your spouse and your eligible dependents, with pre-tax reimbursement for qualified health care expenses that are not covered by insurance.
Q:  What expenses are eligible for Health Care FSA reimbursement?

A:  Health care plan deductibles, co-payments, prescription glasses, orthodontia, certain over-the-counter supplies are eligible if incurred while you are a participant in the plan.  Expenses are treated as having been incurred at the time the medical care was provided, not when you are formally billed, charged, or pay for the medical expenses.

You cannot receive reimbursement for future or projected expenses.   All submitted expenses are reviewed for eligibility according to Internal Revenue Code Section 125 guidelines.
Q:  Are breast pumps and/or lactation supplies eligible for reimbursement?

A:  The Internal Revenue Service has concluded that breast pumps and supplies that assist lactation are medical care under § 213(d) of the Internal Revenue Code because, like obstetric care, they are for the purpose of affecting a structure or function of the body of the lactating woman. Therefore, if the remaining requirements of § 213(a) are met (for example, the taxpayer's total medical expenses exceed 7.5 percent of adjusted gross income), expenses paid for breast pumps and supplies that assist lactation are deductible medical expenses. Amounts reimbursed for these expenses under flexible spending arrangements, Archer medical savings accounts, health reimbursement arrangements, or health savings accounts are not income to the taxpayer.
Q:  How has the Health Care Reform Act changed the purchase of over-the-counter (OTC) drug expensed in regards to Health Care Flexible Spending Accounts? 

A:  Effective January 1, 2011, in order to receive reimbursement for over-the-counter (OTC) drug expenses incurred, you are required to submit supporting documentation, such as a physician's statement. In the past, you were able to receive reimbursement for these expenses without any additional documentation. This change applies to OTC medicines and drugs only and does not affect OTC supplies or equipment, or other expense types.

Please contact ASIFlex, 800-659-3035 if you have questions regarding what is considered OTC drug expenses. 
Q:  How do I prove that I have purchased an over-the-counter medicine or drug with a prescription so that I can get reimbursed from my health FSA?

A:  You must provide the prescription (or a copy of the prescription or another item showing that a prescription for the item has been issued) and the customer receipt (or similar third-party documentation showing the date of the sale and the amount of the charge). For example, documentation could consist of a customer receipt issued by a pharmacy that reflects the date of sale and the amount of the charge, along with a copy of the prescription; or it could consist of a customer receipt that identifies the name of the purchaser (or the name of the person for whom the prescription applies), the date and amount of the purchase and an Rx number.

Q:  How does this change affect over-the-counter medical devices and supplies?

A:  The rule does not apply to items for medical care that are not medicines or drugs. Thus, equipment such as crutches, supplies such as bandages, hearing aid batteries and diagnostic devices such as blood sugar test kits, will still qualify for reimbursement by a health FSA if purchased after Dec. 31, 2010.
Q:  What is a Dependent Care FSA?

A:   A Dependent Care FSA (DCFSA) helps pay for child or elder care services so you and your spouse can work. Under certain circumstances, the account may be used to help pay for the care of a disabled spouse or dependent. Examples of eligible expenses include:
  • Child or elder care center
  • Nursery or preschool
  • After school care
  • In-home care (for children or adults)

Q:  Am I eligible to participate in a Dependent Care FSA?

A:  You are eligible for this benefit if you have a dependent (whose expenses are eligible) who requires care to enable you to work. In addition, you must meet one of the following eligibility criteria:

- You are unmarried.
- Your spouse works, is a full-time student, is actively seeking work, or is disabled.
- You are divorced or legally separated and have custody of your child even though your former spouse may claim the child for income tax purposes.

Your Dependent Care FSA can be used to pay for child care services provided during the period the child resides with you.

Q: Can I claim dependent care expenses under my Dependent Care Flexible Spending Account after my child turns 13 years old?

A: Expenses for dependent care no longer qualify for the Dependent Care Flexible Spending Account on the day your child turns age 13 unless they have been certified as incapable of self-care. Care for dependents incapable of self-care qualifies to any age as long as it is for care and well-being while you are working or looking for work.

Q: Do soccer, baseball, football, gymnastics, ballet, etc. day camps qualify for my Dependent Care Flexible Spending Account?

A: If the primary purpose of these camps is for care and well-being in order for you (or you and your spouse if married) to be gainfully employed, they may qualify. If ASIFlex cannot independently verify the primary purpose of the camp, ASIFlex will request a statement that the primary purpose is for care and well-being and not for educational/instructional purposes. Summer school is considered educational and not eligible for reimbursement. Overnight camps are not eligible for reimbursement.

Q:  What kind of expenses can be claimed for reimbursement through a Dependent Care FSA?

A:  Eligible dependent care expenses may include services inside or outside your home by anyone other than your spouse or a person you list as a dependent for income tax purposes or one of your children under the age of 19. Services may be provided at a child or adult care center, nursery, preschool, after school, or summer day camp. Important Notes:

Dependent care for a child over 13, overnight camp, baby sitting that is not work-related, schooling in kindergarten and higher grades, and long-term care services are not eligible expenses.

All submitted expenses are reviewed for eligibility according to Internal Revenue Code Sections 125 and 129 guidelines.

Q:  How do I determine the date my expenses were incurred?

A:  A service or expense must be incurred before it is eligible for reimbursement. An FSA expense is considered “incurred” when the service is performed, not when you pay for the service. In addition, the service must be performed during your participation in the plan. Services or expenses incurred before or after your plan participation dates do not qualify for reimbursement.
Q:  What happens if I do not use all of the money in my account by the end of the plan year and subsequent 2½-month grace period?

A:  Federal law governing FSAs specifies that any money remaining in your account at the end of the plan year will be forfeited. This is more commonly known as the use-it-or-lose-it rule. Forfeitures may be used by the University to offset the administrative costs of operating the plan.
Q:  Can I change my FSA election amount during the plan year?

A:  Your decision to participate in an FSA is binding for the entire plan year, and you may change your election only as permitted by IRS regulations. Generally, to make an election change to your Health Care FSA or your Dependent Care FSA, you must experience a qualifying life event such as marriage, divorce, birth, or death in your immediate family. For a Dependent Care FSA, you may also make election changes that simply correspond with changes in your cost of the care. You may not reduce your election to an amount less than your year-to-date reimbursements or less than your year-to-date FSA contributions. A change to your FSA election constitutes the end of your prior election and the beginning of a new election period. Expenses incurred during the period prior to the election change are subject to the initial election amount; expenses incurred during the period after the election change are subject to the new election amount.
Q:  What happens to my FSA if I terminate employment?

A:  Participation in the FSA ends if you terminate employment. This means only expenses incurred prior to the date your participation in the plan ends are eligible for reimbursement. Claims for expenses incurred prior your termination date must be submitted within 90 days of your termination date.
Q:  Upon termination from the FSA, may I continue my coverage through COBRA?

A:  The University is required by law to provide benefit continuation coverage under COBRA. COBRA participation will require that you continue at your current contribution level. The advantage is that you will be able to continue to submit expenses incurred after your termination date. The difference is that you will be paying after-tax dollars plus administration fees. A Dependent Care FSA does not qualify for COBRA. Therefore, any funds remaining in the account after termination and the following 90 days will be forfeited.
Q:  What is the grace period?

A:  IRS regulations permit a 2½ month grace period (through March 15) for participants to incur expenses that may be reimbursed from contributions made in the preceding year. This provides additional time to take advantage of FSA contributions before the amounts are forfeited under the "use-it-or-lose-it" rule. It is still important, however, to be somewhat conservative when choosing the amount of your FSA contribution; you will lose any balance not used during the plan year and subsequent grace period.
Q: Does the University's Flexible Spending Account (FSA) Plan include a Debit Card that can be used in conjunction with my Healthcare FSA? 

A: Yes, through the University's third-party administrator, ASIFlex, individuals may request a "Benny Card" at the time of their initial, and each subsequent, enrollment in the FSA plan.  The Benny Card is an FSA Debit Card (administered through MasterCard) that is tied directly to your available Health Care Flexible Spending Account balance and provides a convenient method to pay for eligible out-of-pocket medical expenses for you, your spouse and/or any tax dependents.  The IRS has stringent regulations regarding appropriate use of the "Benny Card", as far as where the card can be used, and when follow-up documentation is required (use of the card DOES NOT eliminate all of the paperwork). The card is a great benefit, but it is important that you understand how it works. Please see our website for additional information about the "Benny Card".
Q: Does the University provide mortgage assistance or housing programs?

A: Information about the Home Purchase Assistance Program and Neighborhood Mortgage Assistance Program is available online. Please contact Treasury Services (phone: 831-8964) for additional information.

Home Purchase Assistance Program
Neighborhood Mortgage Assistance Program
Q: What is the "Live Near Your Work Program?"

A: The Live Near Your Work (LNYW) program provides employees with a grant toward the purchase of a home near their place of employment. The employer will provide a $1,000 (minimum) grant to an eligible employee to purchase a home within a designated area (usually within a 3-mile radius of the employee's worksite). The State will provide a matching $1,000 grant, and the participating local jurisdiction will also provide a $1,000 matching grant. Contact Treasury Services (phone: 831-8964) or see the Delaware State Housing Authority website for additional information."