Washington College

The Payroll Deduction form can be used by Washington College Employees to participate in the Payroll Deduction Program. For more information about payroll deduction and to access the form, please click here.

2011 Flexible Spending Account Open Enrollment

• FSA Open Enrollment Form
• FSA Open Enrollment Booklet
• FSA OTC Expenses
• Dependent Care Reimbursement (PDF)
• Direct Deposit Authorization (PDF)
• Claim for Health FSA Reimbursement (PDF)
• Metavante Instructions (PDF)

Business Health Services (BHS) provides Washington College employees and their household members an Employee Assistance Program (EAP). This benefit is provided by Washington College at no cost to employees.

As part of your comprehensive EAP program, Washington College employees and their household members will receive up to six (6) free and confidential counseling sessions per problem episode, per year, for personal and work-related concerns including, but not limited to: crisis, family and parenting issues, stress and anxiety, emotional well-being, marital and relationship concerns, substance abuse, grief and loss, communication issues, anger management, and coworker conflict.

Washington College's EAP also offers free, expert consultation regarding legal and financial matters such as, but not limited to: domestic/family, real estate, motor vehicle, criminal, business and estate planning, credit counseling, debt management, budgeting and tax planning. In addition, employees and their household members are eligible to receive a personal wellness coach who can offer preventative and complimentary care coaching and education services in areas such as, but not limited to: weight management, smoking cessation, fitness and exercise, pre and post natal care, asthma, diabetes, cardiovascular disease, back pain, chiropractic, yoga, acupuncture, massage, menopause, stress management and more.

Business Health Services counselors can be reached 24 hours a day at 1-800-765-3277 or a wealth of information is available on their web site at: www.bhsonline.com.

• United Health Care ID Card Instructions
• Delta Dental Insurance ID Card Instructions
• Avesis Vision Plan ID Card Instructions

July 1, 2011 to June 30, 2012

• Dental (PDF)
• Health Care Spending (PDF)
• Medical (PDF)
• Sun Life (PDF)
• Vision (PDF)
• Willis Rewards (PDF)

• 2011-2012 Health Plan Enrollment 20 Pay Option (Excel)
• 2011-2012 Health Plan Enrollment (Excel)
• 2011-2012 Health Plan Enrollment Part Time (Excel)
• 2011 Comparison of Health Plan Options from United Healthcare

• Health Plan Open Enrollment Presentation Handout
• MD Choice Benefit Summary
• MD Choice Plus Low Option Benefit Summary
• MD Choice Plus High Option Benefit Summary
• United Healthcare Web Site
• 2011 Three Tier Prescription Drug Reference Guide
• Mail order prescriptions
• MEDCO 3 easy steps
• MEDCO RX Mail Order Form

• Vision Summary (PDF)
• Avesis Web Site

• Delta Dental Brochure (PDF)
• 2010 Delta Dental Benefit Highlights
• Delta Dental Web Resources (PDF)
• Delta Dental Insurance Web Site

• NCA Contact Fill Brochure (PDF)
• NVA EyeEssential Benefit Summary (PDF)
• NVA Schedule of Benefits (PDF)
• LASIK Flyer (PDF)

Washington College offers the TIAA-CREF retirement plan to all regular full-time employees with one year of service unless the employee has an existing TIAA-CREF contract or has worked for two full years at another college or university. Part-time regular employees who work over 1,000 hours per year are eligible to participate in the retirement plan after one year of employment. This is a defined contribution plan through which the College makes contributions to the employee's account. The employee may also make pre-tax contributions to their retirement account on a tax-deferred basis subject to the rules governing tax-deferred annuities. The contributions are immediately 100% vested and the employee has full control of how the contributions are invested in the various investment options TIAA-CREF offers. A full description of the investment options is provided upon eligibility.

An additional way to save for retirement is through the Supplemental Retirement Account offered through TIAA-CREF. The College does not contribute to this account, but you determine how much you can afford to save each month. To meet your goals and comfort level, you choose how to allocate your pre-tax contributions from a wide range of investment options.

TIAA-CREF issues a quarterly statement illustrating both employee and employer contributions and the performance of your investments.

Contact Human Resources for specific details on plans and investment options.

TIAA-CREF may be contacted at (800) 842-2776 or on the Web at www.tiaa-cref.org.

Washington College contributes 6.2% of your earnings (up to the Social Security maximum) each year toward Social Security and 1.45% to Medicare. You contribute an equal amount out of your paycheck. These combined contributions help pay for your retirement, disability, survivor, and medical benefits. For more information, contact the Social Security Administration at (800) 772-1213, or on the Web at www.ssa.gov and Medicare on the Web at www.medicare.gov.

• Benefits for Employees of Washington College
• Benefits for Vice President and Upper Level Administration Employees
• Updating Beneficiary Designations
• Beneficiary Form

• Optional Life Insurance Benefits

• Emergency Travel Assist
• Ejected from Horse
• Snowboarding

• ID Theft Card Monitoring
• ID Theft Frozen Credit
• ID Theft Swindled in India

Washington College is associated with Tuition Exchange. Tuition Exchange was chartered in 1954 and is national scholarship exchange program for institutions of higher education.

The program allows dependents of eligible full-time employees, an opportunity to earn a scholarship at more than 530 colleges and universities nationwide. It also allows dependents of employees at other membership institutions an opportunity to earn a scholarship at Washington College. Both incoming and outgoing scholarships are based on the membership institution's regular admissions processes. Eligibility alone does not guarantee student acceptance into an institution or a scholarship award.

Not all participating institutions provide full tuition scholarships. Tuition Exchange participating institutions must maintain the required balance between the number of students it sends out and the number of students it brings in.

The Tuition Exchange Program is administered by the Registrar's Office at Washington College. Jennifer Bershon serves as the Tuition Exchange Liaison Officer.

To apply for a Tuition Exchange scholarship it is advised that you notify the Registrar's Office twelve months before your dependent plans to enroll. This allows time to submit the required Tuition Exchange Application to all the institutions that your dependent has submitted an admissions application.

• Tuition Waiver - Employee (PDF)
• Tuition Waiver - Dependents (PDF)

If you would like a list of participating institutions or have questions, please contact the Registrar's Office or visit the Tuition Exchange Web site.

There is no applicable waiting period for regular full-time employees to participate in the tuition waiver program. Upon employment, all regular full-time employees are eligible to enroll in the next semester for courses in the undergraduate and graduate courses at Washington College.

Eligibility for regular part-time employees to participate in the tuition waiver program begins after one year of employment. The benefit is prorated in proportion to the percentage of hours worked in the previous anniversary year.

Eligibility to participate in the tuition waiver program for all regular full-time and regular part-time employee's spouses, dependent children and domestic partners begins after one year of employment.

Dependent children are defined as natural-born or legally adopted children, step-children or children for whom the employee is a legal guardian, whom the employee is a legal guardian, who are less than 26 years of age, dependent upon the employee for more than one-half of their support, and their primary residence is with the employee and has been for the past 12 months.

Eligibility for tuition benefits in no way guarantees admission to the College nor obligates the Admissions Office to automatically accept an employee or their dependents for admissions. Tuition assistance is limited to waiver of tuition and does not including independent study. The employee is responsible for all other costs of attending Washington College.

The tuition waiver is available for only two members of a full-time employee's immediate family during any one semester unless approval for additional members is obtained by the Senior Vice President for Finance and Management.

Part-time employees receive a pro rated tuition waiver for one member of their immediate family during any one semester.

An employee may take no more than two courses per semester.

Employees

Obtain approval to register for classes from your supervisor.

Apply for admission if seeking an undergraduate or graduate degree, if not proceed to next step. Admissions Office, CAC, third floor.

Download the Tuition Waiver/Exchange Request Form (PDF).

Complete form, sign and return to Director of Human Resources for approval of eligibility of benefits.

Register for classes through the Registrar's Office, Bunting Hall, lower level.

Upon receipt of billing invoice, submit invoice to Director of Human Resources for waiver approval.

Dependents

Apply for admission if seeking an undergraduate or graduate degree, if not proceed to next step. Admissions Office, CAC, third floor.

Download the Tuition Waiver/Exchange Request Form (PDF).

Complete form, sign and return to Director of Human Resources for approval of eligibility of benefits.

Register for classes through the Registrar's Office, Bunting Hall, lower level.

Upon receipt of billing invoice, submit invoice to Director of Human Resources for waiver, if NOT an admitted undergraduate student. All course billings for employee dependents who are admitted undergraduate students must be submitted to the Director of Student Financial Aid, CAC, third floor.

Yes. Tuition waiver for regular part-time employees will be prorated in proportion to the percentage of time worked the previous year.

Yes.

No.

Yes. All courses require a minimum enrollment prior to the admittance of employees and/or dependents as tuition waivers.

Yes.

• Questions regarding eligibility of benefits/waiver - Human Resources, ext. 7799
• Questions regarding admission process - Admissions Office, ext. 7700
• Questions regarding admitted undergraduate waivers - Financial Aid, ext. 7214
• Questions regarding the registration process - Registrar's Office, ext. 7299

Washington College's Educational Assistance Program is designed to help pay educational costs for staff that want to improve job skills and knowledge related to their present job as well as prepare for future advancement. Participation in the program is entirely voluntary and subject to availability of college budgetary funds. Each employee may choose which course they would like to enroll in. The course must be related to your present or future job goals with Washington College.

This policy applies to regular full-time exempt and non-exempt staff. (Policies governing Faculty development appear in the Faculty Handbook.)

After one year of full time employment, Washington College may assist in paying educational costs for approved outside educational courses for regular full-time exempt and non-exempt staff. Washington College will subsidize 75% of the employee's actual cost (that is, the total tuition, registration fees, required text books and laboratory fees, less any payments received by the employee from assistantships, scholarships, veterans' educational benefits, etc.). Washington College's expense is limited to $1,000 per employee in any fiscal year. The maximum amount will be periodically reviewed as tuition and related costs increase.

Qualifications

To qualify for a subsidy under the educational assistance program, the following conditions must be met:

• Requests for benefits must be made prior to enrollment in the course.
• The course must be conducted by a recognized nonprofit college or university, or by an educational institution accredited by nationally recognized agencies or associations (under certain circumstances, this may include correspondence courses, trade, or technical courses).
• The course must have a direct bearing on the employee's work for the College or be closely related to the employee's future job goals. Courses that have a direct bearing on an employee's current work will receive priority over future job goals.
• The employee must complete the course with a (C or better or the equivalent), grade transcript must be submitted, or repay the College for the course and all related costs.
• To receive a subsidy, the employee must have completed one year of full-time employment with the College. If the employee leaves the College before completing the course, the employee must repay the College for the course and all related costs. In addition, if the employee leaves the College within one year of completion of the course, the College will be reimbursed for the course and related costs in full.

Procedures

• Complete the Education Assistance Program Form (PDF).
• Requests for educational assistance must be approved by the supervisor, Department Head, and the Director of Human Resources prior to enrolling in the course.
• After approvals are obtained, the employee submits invoice or billing, outlining the course costs to the Director of Human Resources, who will request that a check be issued payable to the institution.
• After purchase of required text books for the course, the employee submits receipt for same, to the Director of Human Resources for reimbursement.

This program does not apply if the employee's attendance at an outside educational course is at the College's request. In such cases, costs are either billed to or prepaid by the College, which pays the full amount.

Presently educational assistance subsidies are not taxable income as long as the course is CLEARLY related to the current position. An example would be the course is needed to maintain or improve skills in the current position. Educational assistance is an area of the tax laws that have been modified and employees should be aware that the present treatment may change in the future.