Qualifying Events
Many changes can occur in your time here at Stetson University. Many of these changes will impact your benefits. Here you will find information that can help make those changes easier to handle.
New Employees
New to Stetson University? One of the most important documents you'll receive is the new employee benefit checklist. New employee orientations are held by appointment; contact the Office of Human Resources at 386-822-8710 to schedule your orientation. Payroll schedules can be found at http://www.stetson.edu/administration/payroll/.
Leave of Absence
Leave of Absence (With or Without Pay)
Under special circumstances, the university may grant paid and unpaid leaves of absence on a case-by-case basis. All requests for special leaves of absence must be submitted to the appropriate dean or vice president for consideration. The employee requesting the leave shall receive a copy of the final approved leave arrangement, with a copy sent to the Director of Administrative Services. Persons on approved unpaid leave are responsible for paying the employee portion of benefit premiums.
Nine to Twelve-month Faculty
Insurance
Faculty continue the same insurance. The faculty member should contact the Office of Human Resources to ensure proper deductions for health, life, supplemental insurance and reimbursement accounts.
Qualifying Status Changes
State and federal regulations prohibit additions, changes or cancellations of enrollment in pre-tax plans unless an enrollee experiences a certain type of change known as a "qualifying status change event," or ("Q.S.C.").
Qualifying status change events include such events as a change in employment status (e.g., beginning or terminating employment with a new employer), a loss of insurance coverage and certain changes in personal status (e.g., marriage, having children or acquiring new dependents).
Enrollees must submit the appropriate forms and documentation to the Office of Human Resources within prescribed time periods to make benefit changes based upon their occurrence of a Q.S.C. Note: Changes must be made within 30 days after the event has occurred. After the 31-day deadline, employees must wait until the annual open enrollment period to make the necessary changes.
Termination
If you are terminating employment with Stetson University, please contact the Office of Human Resources to ensure you understand what will happen to your coverage(s), how long they will continue, what paperwork you need to complete and your options for continuing or converting coverage.
Insurance Coverage
Because premiums for health insurance plans are paid for the month of, you are eligible to maintain those coverages for the month of termination.
Reimbursement Accounts
Medical reimbursement account plan participation ends following termination of employment. Dependent day care reimbursement account plan participation ends following termination of employment.
Updating Your Address
Prior to leaving employment, you should also update your W-4, which is available through the Office of Human Resources. Doing so will ensure that you receive your W-2 forms and any other notifications such as under- or over-payment of premiums, an application for continuing health insurance coverage via the Consolidated Omnibus Budget Reconciliation Act (COBRA) and/or any updated insurance cards.
Consolidated Omnibus Reconciliation Act (COBRA)
Individuals who terminate their employment with the university are eligible to continue their group health, dental and vision insurance for up to 18 months.
Once the employee's record has been updated stating their termination, the Office of Human Resources will mail a COBRA package to the individual's home (within five to seven business days). The individual may then elect to continue their insurance with the COBRA plan. Reminder: Please update your W-4 information with the Office of Human Resources to ensure timely arrival of your COBRA package.
The individual has 60 days to notify the university if they want to elect COBRA coverage. If the decision has been made to continue coverage through COBRA, the length of coverage will last up to 18 months (the individual may elect coverage from the provider companies directly, after they have been on COBRA for 18 months).
Premiums are paid in full by the employee, plus a two percent administrative fee; Stetson University does not contribute any money towards the individual's premiums.
Benefits that can be continued through COBRA coverage are health, dental and vision. Individuals wanting to continue life and supplemental insurance must contact the provider companies directly for the continuation forms.