Employee Benefits

Resources:

Health Insurance Marketplace Cover Letter

Marketplace Notice

For more information about ACA, including the full text of the law, visit www.healthcare.gov

If you have questions about how the County’s ACA compliance will affect you, please contact: HCPS Benefits, Email: hcpsbenefits@henrico.k12.va.us or Phone: 804-652-3624

Now That You’re Leaving
General Notice 
Rates Health & Dental

When You Leave
When you leave employment it is important to understand when benefits end and how you can continue benefits. Health and Dental benefits cease at the end of the month in which you separate from employment. If you are eligible for COBRA you will receive information and an election form by mail to the address on file with Henrico County Public Schools.This brochure provides important details about your benefits after you leave HCPS.

How COBRA Works
Under the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA), you may purchase (at your expense) extended coverage for health care, dental, and flexible spending accounts for you and/or your qualified beneficiaries if you lose coverage under a group plan due to termination of employment or a reduction of work hours. This coverage is available for up to 18 months, except if a beneficiary is disabled according to Social Security guidelines, in which case the coverage for that beneficiary may be extended to 29 months. If any family member enrolled in the plan loses coverage due to one of the following events, he/she may purchase continued coverage at his/her own expense, without proof of insurability, under the group plan for up to 36 months: Death of employee, entitlement of the employee to Medicare benefits; Divorce; or a dependent child reaches the maximum age of coverage or loses dependent status.

The Right to Continue Purchasing Group Coverage may terminate before 18 or 36 months (whichever applies) if:

• You fail to pay the required premium on time;
• The plan terminates;
• The person continuing coverage becomes a covered employee under another group health plan which does not have a pre-existing condition clause; or
• In the case of a spouse beneficiary, the spouse remarries and is covered under another group health plan which does not have a pre-existing condition clause.

If you become divorced or your dependent child reaches the maximum age for coverage, or loses dependent status, you must notify the Health Benefits Office within 60 days of the qualifying event. Please see the General Notice for important details. In other qualifying circumstances, you will be notified that continuation coverage is available and you must then make an election. If you do not receive notice of your opportunity to elect continuation coverage, immediately contact the Health Benefits Office for an election form. You must decide whether or not you want to purchase continued coverage within 60 days from the later of: the date coverage ends, or the date you are notified of your eligibility. Failure to meet the plan’s requirements makes you ineligible.

You may be entitled to purchase an individual conversion policy when you are no longer covered under the employer’s group plan. If you elect coverage under COBRA, the effective date is the day after coverage stops under the regular group plan.

Other Important Details
If COBRA coverage is elected, it will begin as soon as your group coverage ends. COBRA premiums are paid on a monthly basis and are due at the first of the month. Payments should be mailed to the attention of the Health Benefits Office at HCPS, P.O. Box 23120, Henrico, VA 23223. Checks or money orders should be made payable to “HCPS.” If you wish to no longer continue with COBRA coverage, contact the Health Benefits Office. COBRA coverage will automatically terminate if payment is not received in our office in a timely manner.

Henrico County offers three coverage options through Delta Dental:

Delta Dental PPO – High and Low Options
Both options offer diagnostic and preventive care, basic and major dental care, but differ in the level of coverage for these services. Both the High and Low Option plans provide savings if you use a provider from the Delta Dental PPO network or the Premier network. Out-of-pocket expenses will vary based on which network your provider participates in. To enroll in either of these options, you do not have to select a dentist. The link to the provider search is below.

• Delta Dental PPO High Option Plan
  Offers diagnostic and preventive care services, which covers in-network oral exams and cleanings twice a year at 100 percent. Basic dental care (fillings, periodontic care) is covered at 50-80 percent depending on which network is used. Major dental care (crowns and bridges) is covered at 50 percent. This plan also covers orthodontics at 50 percent with a lifetime maximum of $1500. The annual calendar year maximum is $1500 per patient, which does not include the cost of preventive care.
• Delta Dental PPO Low Option Plan
  Offers diagnostic and preventive care services, which covers in-network oral exams and cleanings at 75 percent. Basic dental care (fillings, periodontic care) and major dental care (crowns and bridges) are covered at 50 percent. This plan does not include orthodontics. The annual calendar year maximum is $1500 per patient, which does not include the cost of preventive care.

DeltaCare Plan
This DHMO program provides many covered services at no cost and offers low copayments on certain procedures. A major benefit to this plan is that you know the cost of services before you receive treatment. The plan offers diagnostic and preventive care services as well as basic and restorative dental care. Orthodontics are covered under this plan, but a DeltaCare provider must be used. There is no calendar year maximum or annual deductible with this plan. You will select a dentist from the DeltaCare panel of dentists and receive treatments and services from that dentist. The link to the List of DeltaCare Providers is below.

Dental Information & Forms

Dental Information:

• Delta Dental Enrollment Guide
• Delta Dental Rates
• Delta Dental Provider List
• Provider Search for High and Low Option Plans
• Low Option Plan—Evidence of Coverage
• High Option Plan—Evidence of Coverage
• Delta Dental Plan—Evidence of Coverage

Wellness Program:
Delta Dental’s “Healthy Smile, Healthy You” program provides an additional cleaning for members with certain medical conditions. View the brochure below for details.

• Healthy Smile, Healthy You Brochure
• Healthy Smile, Healthy You Enrollment Form
• Children’s Dental Health – Sealants

Dental Forms:

• Delta Dental Enrollment/Change Form
• Status Change Form
• Delta Dental Claim Form

Dental Contact Information:
Delta Dental of Virginia
4818 Starkey Rd, SW
Roanoke, VA 24018-8542
Phone: 540-989-8000
Fax: 540-725-3880
www.deltadentalva.com

Delta Dental Plans Benefits Services
High and Low Option Plans
800-237-6060

DeltaCare Program
800-862-0838

Henrico County Public Schools—Benefits Office       
Benefits Office Line: 804-652-3624
FAX: 804-652-3988
Send us an email

Dental Plan FAQs

How do I choose a network dentist?
Visit the Delta Dental of Virginia Web site at www.deltadentalva.com to view a list of Delta Dental participating dentists. You can also call 800-862-0838.

Can I change my dentist?
You can change your Delta Dental provider by calling the Delta Dental program at 800-862-0838 by the 15th of the month. Your change will then be effective on the first day of the following month.

If I choose the Delta Dental program, will I have coverage if I visit a dentist other than my selected Delta Dental provider?
No, services must be rendered by your Delta Dental provider. You may be referred to a specialist with written authorization.

What services and procedures are covered by the Delta Dental program?
Basic and restorative dental services are provided by the Delta Dental program for set co-payments. The list of covered services can be viewed in the Delta Dental booklet.

Are braces covered under the Delta Dental program?
Yes, orthodontic (braces) services are covered with participating Delta Dental providers. 

Delta PPO – High and Low Option Plan FAQs

What is the difference between the High and Low Option plans?
The difference is the percentage of your dentist’s charges that Delta Dental will pay. Under the High Option, services are covered at a higher level than the Low Option. Also, the Low Option does not cover orthodontics.

Do I have to go to a dentist in the PPO or Premier networks?
No, you may go to any dentist you wish but you will probably pay more for services with a dentist not part of the Delta PPO or Premier networks.

How can I find a dentist who participates in the Delta Dental PPO or Premier networks?
Visit the Delta Dental Web site www.deltadentalva.com to find lists of PPO and Premier dentists. You may also call Delta Dental Benefit Services at 800-237-6060.

Do both the High and Low Option plans provide coverage for orthodontics (braces)?
No, only the High Option plan covers braces up to a lifetime maximum of $1,500 per patient. There is no orthodontics coverage with the Low Option plan.

The Employee Assistance Program (EAP) is a helpful resource that can be used to address life’s challenges, solve personal problems or tackle work-related issues. These may include marital, financial, drug or alcohol, vocational, and stress-related difficulties. This service is available to full-time and part-time eligible employees and their household members free of charge to you, as a benefit paid by HCPS.

The Employee Assistance Program is contracted to Optima EAP. Services are provided by the skilled, professional counselors of Optima EAP. They will help you sort through your problems and explore possible solutions. Help is as simple as a phone call. You or a family member can call and speak with one of the counselors, who will schedule an appointment.

The EAP is confidential and your right to privacy is strictly protected. No information about the nature of your personal situation is shared with your employer.

For your convenience, there are several office locations throughout the Greater Richmond and surrounding areas. A member of the Optima EAP staff is available to help you 24 hours a day, 7 days a week, 365 days of the year. You may contact Optima EAP at 757-363-6777 or 800-899-8174 to schedule an appointment.

Optima EAP Summary of Benefits and Coverage

Contact Information
Optima EAP
www.OptimaEAP.com
800-899-8174

Henrico County Public Schools
Human Resources Department
804-652-3664

Flexible Spending Accounts allow you to contribute pre-tax dollars that you expect to spend on qualified expenses into the account and therefore lower your taxable income. There are two types of FSAs offered:

• Health Care (for out-of-pocket health care expenses)
• Day Care (for costs of adult or child care that enable you – and your spouse – to work)

When considering the Health Care account, estimate costs for co-payments of prescription drugs and doctor visits for yourself and your family members. You don’t have to participate in Henrico County health care or dental coverage to participate in a FSA and your family members do not have to be covered by Henrico County’s plans for you to be reimbursed for their eligible expenses. Click here for Health Care FSA FAQs.

When considering the Day Care account, review costs for child care services for dependent children under the age of 13. This account may also be used if you have expenses for adult care services. Eligible child or adult care expenses are those that you incur when you are working and that enable you (and your spouse) to work.  Click here for Day Care FSA FAQs.

Henrico County Flexible Spending Accounts are administered by Navia Benefit Solutions (formerly called Flex-Plan Services).

Enrolled participants may register online with Navia Benefit Solutions to access the FSA account.  To register, you’ll need the 3 character Company Code:

• HPS (for Henrico County Public Schools employees)
• HGG (for Henrico County General Government employees)

FSA Information (Navia Benefit Services)

Annual Maximum of:

• $2,600 for Health Care FSA
• $5,000 for Day Care FSA

FSA Resources:

• FSA Enrollment Guide
• Navia Benefits Card Overview
• FSA Health Care Carry Over
• MyNavia App – smartphone app to manage and use benefits

Forms:

• FSA Enrollment Form
• FSA Claim Form 2018 (filing deadline March 31, 2019)
• Navia Benefits Card Direct Deposit Form
• FSA Status Change Form

Contact Information:

Navia Benefit Solutions:  800-669-3539 (9 a.m. to 9 p.m., Monday through Friday)
Email:  customerservice@naviabenefits.com
Web Site:  www.naviabenefits.com

Income Protection programs offer employees the opportunity to replace their income during periods of disability.

Short Term Income Protection
Henrico County Public Schools’ Short Term Income Protection (STIP) program for VRS Plan 1 and VRS Plan 2 full-time employees and eligible part-time employees is administered by MetLife and coordinates with HCPS leave balances. These employees can elect to purchase coverage when initially hired or during the annual Open Enrollment period. These employees may choose from three options: waiting periods of 42 days, 28 days or 14 days. Participating employees may use either their HCPS leave or MetLife STIP benefits during an absence of 90 days or less. STIP benefits provide 60 percent of an employee’s salary.

View the MetLife Short Term Income Protection brochure for additional details.

VRS Hybrid Plan employees may choose to enroll with MetLife for the first 12 months of employment.  After 12 months of employment, VRS Hybrid Plan employees are automatically covered with a short term disability benefit administered by The Standard at no cost to the VRS Hybrid Plan employee. View The Standard Hybrid Disability Program brochure for details.

Long Term Income Protection
Henrico County Public Schools’ Long Term Income Protection (LTIP) program is administered by MetLife for employee absences beyond 90 days. VRS Plan 1 and VRS Plan 2 full-time employees who have completed 6 months of employment are automatically members in the LTIP program. For these employees, MetLife provides coverage for up to a $50,000 annual salary at no charge. If your salary is above $50,000 and you have been employed at least six months, you may be eligible to purchase additional coverage for the remainder of your salary. Long-term income protection benefits provide 60 percent of an employee’s salary.

View the MetLife Long Term Income Protection brochure for additional details.

VRS Hybrid Plan employees have employer-paid long term disability benefits through The Standard. (VRS Hybrid Plan employees are not eligible for the MetLife Long Term Income Protection program.) View The Standard Hybrid Disability Program brochure.

Important Links:

Employees are offered two types of life insurance coverage – basic (paid in full by the County) and optional (paid by the employee). Below is more information on these options.

Basic Coverage
All full-time eligible employees participate in a group term life insurance and accidental death and dismemberment insurance program through the Virginia Retirement System (VRS). Life insurance coverage is two times, or in the case of accidental death, four times the next highest thousand dollars above annual salary. Example: If annual salary is $13,455, coverage is for $28,000 life insurance in the case of regular death or $56,000 for accidental death. The County assumed the cost of this coverage effective July 1, 1977. Federal law requires that the employer report the value of this coverage (exceeding $50,000) as income received by the employee for tax purposes.

Optional Life Insurance
Employees covered for basic group life insurance may purchase optional group life insurance coverage in an amount equal to one, two, three, or four times their salary. Optional group life insurance also is available to the member’s spouse and dependent children. This life insurance is offered through the Virginia Retirement System and is underwritten by Minnesota Life.

If you have a question about life insurance, you may email the HCPS Payroll Office at  hcpspayroll@henrico.k12.va.us or call 804-652-3623.

Important Links

• Virginia Retirement System—Group Life Program
• Optional Life Insurance Information Minnesota Life Insurance Co. Forms

Contact Information:
Minnesota Life
P.O. Box 1193
Richmond, Va. 23218-1193
Phone (toll free) 800-441-2258

Henrico County Public Schools – Payroll Office
804-652-3627
FAX: 804-652-3402
Send an email

The Virginia Retirement System (VRS) administers retirement plans, life insurance plans, and related services for its active members. Eligible members include full-time salaried, permanent employees of the Commonwealth of Virginia, participating local cities, towns, political subdivisions, and all Virginia school boards. Henrico County participates in the Virginia Retirement System and pays the employer contribution of an eligible employee’s salary. Eligible employees contribute 5% of their salary to their member accounts. VRS members are “vested” when they have five years of VRS service credit.

There are three VRS Plans  See the detailed Plan Comparison Guide and visit the VRS Web site at www.varetire.org for the latest information and resources.

Plan 1: Members with service credit before July 1, 2010, and vested as of January 1, 2013, are eligible to retire with unreduced benefits at age 65, with at least five years of service, or at age 50 with at least 30 years of service. An employee’s highest consecutive 36 months of creditable compensation is used as the average final compensation.

Plan 2: Members hired or rehired on or after July 1, 2010, with no pre-July 1 service credit are eligible to retire with an unreduced benefit at their normal social security retirement age with at least five years of service credit or when age and service equal 90. An employee’s highest consecutive 60 months of creditable compensation is used as the average final compensation.

For Plan 1 and Plan 2, service retirement is a defined benefit based on a member’s average final compensation, years of service, and age at retirement. VRS Plan 1 and Plan 2 members may apply for disability retirement benefits if they become unable to perform their job because of a physical or mental disability and the disability is most likely to be permanent.

Hybrid Plan: This plan applies to most members hired on or after January 1, 2014 with no prior VRS service credit. This plan offers a defined benefit component and defined contribution component (similar to 401k). The Hybrid Plan does not offer disability retirement benefits; instead, Hybrid Plan members have a separate program of short and long term disability benefits and a separate County sick leave accrual plan for biweekly employees.

• Hybrid Retirement Plan Information Resources:
  • VRS Hybrid Plan Road Map for Members
  • Special Issue of VRS Member News – for an overview of the new Hybrid Retirement Plan and list of VRS information resources.
  • VRS Plan Comparison Guide for details on significant benefit differences.
  • Hybrid Disability – an employer-paid program of short and long term disability benefits for Hybrid Plan members.
    • Hybrid Disability Program Brochure – a benefits overview of short term and long term disability benefits
    • Hybrid Disability Program Documents
      • Short Term Disability Program Document
      • Long Term Disability Program Document

Hybrid Sick Leave Accrual Program – a separate County sick leave accrual plan for Hybrid Plan members that corresponds to the employer paid disability program.

Contact the Hybrid Retirement Plan Support Team at 1-855-291-2285 or email vrshybridsupport@varetire.org.

Retirement Planning
Thinking about retiring from Henrico County? You can visit the HCPS Benefits’ Retirees page to learn about retiree health and dental coverage, and other tools to help you plan for retirement.

Purchase of Prior Service
You may be able to increase your VRS benefit by purchasing prior service credit. Prior service is a period of service that has not been credited to your VRS service record because it was not covered by VRS or it was covered service for which you previously took a refund. Because the amount of your benefit is based on your years of service credit, purchasing prior service credit can increase your monthly retirement benefit. VRS allows eligible members to purchase time for: certain leaves of absence, non-covered service with a participating employer, public service, active duty military service, and VRS refunded service. Although the VRS online tools provide cost estimates, you must request an official cost letter through the HCPS Payroll office to start purchasing service. For more information on purchasing prior service, visit the VRS purchase of prior service Web page. In order to initiate a purchase of prior service, a member needs to complete the Application to Purchase Prior Service Credit (Form VRS-26). When a completed form is submitted to VRS, a cost letter is generated for the member. The letter provides cost information and payment options, which may include payroll deduction, lump-sum payment, or trustee-to-trustee transfer.

Links & Resources

• VRS Home Page
• FAQs from VRS
• VRS Forms
• HCPS Retirees Web page

Per HCPS Regulation 4-06-002, all “Accidents resulting in injury regardless of the necessity for medical treatment, including First Aid, must be reported”.
The following list of Worker’s Compensation forms can be found on the HCPS intranet and are required if an employee is injured in the course of working for HCPS.

• Employee EZ Reference Guide
• Employee Report of Injury Form
• Supervisor Investigation Form
• Physical Capabilities Form
• Panel Of Physicians 
• Temporary Prescription ID Card

An injured employee who requires medical attention must choose a physician from a panel of physicians pursuant to 65.1-88 of the Code of Virginia. The names, addresses, and phone numbers of those comprising the panel are provided to employees on the “Panel of Physicians” form at their employment site. “Panel of Physicians” forms are also available in the Payroll Office.