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SI Employee Benefits Programs
Transit Subsidy and Pre Tax Commuter Benefits Programs
VADD
Workers’ Compensation
EAP Services
Perks at SI
Benefits Contacts
Commuter Benefits
Transit Subsidy Work duty station must be within the
United States
SI provides up to $255 for mass
transit, based on actual cost (parking
at metro or bus stations is not
included in costs)
If transit expense is less than $255,
transit subsidy should be
reflective of actual cost
If transit expense exceeds $255, then
employee may elect to deduct
additional expenses from pay through
post-tax payroll deduction
Total subsidy/payroll deductions can
not exceed $500
Pre-Tax Commuter
Benefits Parking expenses: up to $255
pre-tax payroll deduction
Total benefit pre and post-tax
cannot exceed $500
Commuter Benefits
SmarTrip Card provides access to 3 separate accounts:
A TRANSIT account, which is funded by SI through WageWorks
A PARKING account, which is funded by your payroll deductions through WageWorks
A PERSONAL account, which is funded by you at fare vending machines
NOTE:
The funds loaded to the TRANSIT account can only be used for transit fares and not for
parking.
The funds loaded to the Parking Account can only be used for parking expenses and not for
transit fares.
Funds in the PERSONAL ACCOUNT can be used for either parking or transit expenses.
When using your SmarTrip card, funds will be deducted from the employer funded accounts
first (TRANSIT or PARKING accounts) and then from the PERSONAL account.
Commuter Benefits
Administered by WageWorks- enroll at www.wageworks.com.
All employees are eligible (including intermittent).
Note: You should wait one pay period (until the first Monday following the pay period in which you were hired) to enroll so WageWorks has your eligibility record in their database.
Must enroll by 10th of the month 2 months prior to the benefit month.
Example: Complete online application by June 10th for August benefits.
Refer to the hand-out for helpful tips, definitions, and FAQs.
www.wageworks.com or (877) 924-3967
Commuter Benefits: Enrollment Calendar
Pay
Period
Hire Date Earliest
Date To
Enroll
Last Date
To Enroll
For Benefit
Month
1 1/9/2017 1/22/2017 2/10/2017 4/1/2017
2 1/23/2017 2/5/2017 2/10/2017 4/1/2017
3 2/6/2017 2/19/2017 3/10/2017 5/1/2017
4 2/21/2017 3/5/2017 3/10/2017 5/1/2017
5 3/6/2017 3/19/2017 4/10/2017 6/1/2017
6 3/20/2017 4/2/2017 4/10/2017 6/1/2017
7 4/3/2017 4/16/2017 5/10/2017 7/1/2017
8 4/17/2017 4/30/2017 5/10/2017 7/1/2017
9 5/1/2017 5/14/2017 6/10/2017 8/1/2017
10 5/15/2017 5/28/2017 6/10/2017 8/1/2017
11 5/30/2017 6/11/2017 7/10/2017 9/1/2017
12 6/12/2017 6/25/2017 7/10/2017 9/1/2017
13 6/26/2017 7/9/2017 7/10/2017 9/1/2017
Pay
PeriodHire Date
Earliest
Date To
Enroll
Last Date
To Enroll
For Benefit
Month
14 7/10/2017 7/23/2017 8/10/2017 10/1/2017
15 7/24/2017 8/6/2017 8/10/2017 10/1/2017
16 8/7/2017 8/20/2017 9/10/2017 11/1/2017
17 8/21/2017 9/3/2017 9/10/2017 11/1/2017
18 9/5/2017 9/17/2017 10/10/2017 12/1/2017
19 9/18/2017 10/1/2017 10/10/2017 12/1/2017
20 10/2/2017 10/15/2017 11/10/2017 1/1/2018
21 10/16/2017 10/29/2017 11/10/2017 1/1/2018
22 10/30/2017 11/12/2017 12/10/2017 2/1/2018
23 11/13/2017 11/26/2017 12/10/2017 2/1/2018
24 11/27/2017 12/10/2017 12/10/2017 2/1/2018
25 12/11/2017 12/24/2017 1/10/2018 3/1/2018
26 12/26/2017 1/7/2018 1/10/2018 3/1/2018
Commuter Bicycle Reimbursement Program
All Smithsonian employees are eligible.
Receive reimbursement for reasonable expenses
incurred for the purchase of a bicycle or bicycle
improvements, repair and storage if the bicycle is
regularly used for travel between the employee’s home
and place of employment.
Commuter Bicycle Reimbursement Program
Get reimbursed up to $20 per qualified bicycle month
(not to exceed $240 per year) for eligible expenses.
CANNOT use concurrently with transit subsidy and/or
pre-tax parking
For more info, go to
http://ohr.si.edu/docs/benefits/BicycleBenefit.pdf
www.wageworks.com or (877) 924-3967
VADD (Voluntary Accidental Death and Dismemberment)
Minimum 50K – Maximum
500K
Eligibility: Appointment
greater than 90 days and at
least 40 hrs/pay period
Enroll self, spouse, and/or
dependents
NOTE: You may already be
covered by life insurance as
well.
BUSINESS TRAVEL AND ACCIDENT
Business Travel and Accident coverage provided to all employees traveling on Smithsonian related
business
Provides travel medical assistance (emergency medical evacuation, referrals to hospitals and
providers, emergency prescription replacement, medical case management, medical payment
arrangements) where travel is outside of 100 mile radius outside the individuals primary residence
Worldwide travel assistance (lost/stolen baggage assistance, lost passport/travel documents, ATM
locator, roadside assistance, emergency telephone interpretation, legal referrals/bail bond)
VIP Concierge services (restaurant referrals and reservations, event ticketing, ground transportation
coordination etc.)
Security Assistance Services (security evacuation assistance, 24 hour response services to assist
employees and their families during an incident, global risk analysis , up to the minute information on
current world situations)
Identity theft assistance (account activity monitoring, financial account investigation, credit review
and fraud detector, criminal prosecution assistance)
Worker’s Compensation
If you are injured on the job:
Notify supervisor immediately
Complete form CA-1 for Traumatic Injury or CA-2 for Occupational Disease via online Automated Incident Reporting System (AIRS)
Employee or Supervisor: Submit signed copy to OHR-Benefits Branch
Claim Definitions
TWO TYPES OF CLAIMS
Traumatic (CA-1 form) An injury that is sustained in one work shift is filed as a Traumatic Injury.
Occupational Disease (CA-2 form) An injury that is sustained over more than one work shift is filed as an
Occupational Disease.
Worker’s Compensation
If you are injured on the job:
The Dept. of Labor (DOL) will issue via mail your claimnumber and instructions on how to submit bills.
DOL will issue a claim number via the AIRS tool for CA-1 or CA-2 within 24 hours.
Submit medical reports and bills timely!
Surgery, physical therapy, and other procedures must be pre-authorized.
Continuation of Pay (COP) Period
This is only applicable to traumatic injury (CA-1) claims.
Continues pay up to 45 calendar days from date of injury.
Usually starts day after injury.
Must provide medical documentation within 10 business days.
Must file claim (CA-1 form) within 30 calendar days.
Do not use your own leave or your own medical insurance!
Supervisor can issue CA-16 form for emergency medical treatment.
Employee Assistance and Work Life Programs
Confidential assistance and
information when you need it
Who We Are
EAP is staffed by three Masters level professional counselors:
Tim Holloman, LPC-MH Manager
Debbie Burney, MSW Counselor
Karen Howard, MSW Counselor
Our EAP staff has experience in public social services, community psychiatry, family advocacy, counseling, psychotherapy, physical rehabilitation, health education and recovery.
Primary Services
Individual, problem-focused counseling
Management consultation
Group training
Lunchtime seminars
SI Work-Life Programs
Employee-focused resources and
policies for balancing workplace
demands and personal needs
Common Work-Life Benefits and Services
Telework
Alternate work schedules
Health and Wellness programs
Lactation rooms
Want to Know More ?
Check out our OHR web page.
Call or email to make an appointment or ask
questions.
Debbie Burney 202-633-1099 [email protected]
Karen Howard 202-633-1104 [email protected]
Tim Holloman 202-633-1054 [email protected]
Other Benefits at the Smithsonian
Smithsonian Early Enrichment Center (SEEC) -http://www.seec.si.edu/
20% discount at museum shops
Free or discounted admission at other museums nationwide/overseas
Special tours/exhibit viewings; Preferential admission to certain events
Discounts at Apple (4%), Verizon (15%), Dell - go to the respective websites and put your SI email to receive the discount
Staff community activities (Annual Picnic, Annual Holiday party, SHAPE walks, Staff Art Show, Behind the Scenes tours)
Reduced admission to IMAX showings
NFC: Employee Personal Page
For online access to Employee’s pay earnings and leave statement
Secured website: www.nfc.usda.gov
Click the link for Employee Personal Page
Request for a password via email
Check your pay statement every pay period to ensure deductions, allotments, benefits, and retirement information is accurate. If not, alert Benefits Specialist immediately. Regardless of error, employees are held liable for their portion of the premium owed.
NFC: Employee Personal Page
All Employees:• Address Changes• Direct Deposit• Tax Withholdings• W-2s
Benefits Branch
Submit original forms via email, fax, mail or in person
Interoffice mail: MRC 517
Mailing Address:Smithsonian Institution
Office of Human Resources
Attn: Name of Benefits Specialist
Capital Gallery Building
600 Maryland Ave SW
Suite 5060
Washington, DC 20024-2520
Phone: 202-633-6321
Fax: 202-633-6398
Benefits Department
Name Title Phone Email
Paige Jones Manager, Compensation &
Benefits
(202) 633-6321 [email protected]
Marcell Bishop Lead Benefits Specialist (202) 633-6314 [email protected]
Treina Green Benefits Specialist (202) 633-6288 [email protected]
Conne Fox Benefits Specialist (202) 633-6305 [email protected]
Charles
Simpson
Benefits Analyst (202) 633-6345 [email protected]
Lloyd Gass Benefits Assistant (202) 633-6337 [email protected]
Barry Little Benefits Assistant (202) 633-6293 [email protected]
Trust Fund Benefit Programs
Federal to Trust transfer within SI
Benefits & Welfare Plans
Retirement Plans
Q&A
Federal to Trust Transfer
Trust Fund benefits are completely different than Federal benefits
Impacts 31 days of continuous federal health insurance from end of the
pay period in which you separate
Must RE-ENROLL in Transit Subsidy and/or Pre-Tax Commuter Benefits Programs by 10th of the month
May wish to roll over monies from TSP into TIAA-CREF
If any issues, contact your Benefits Specialist ASAP
Check your earnings & leave statements often to ensure all deductions are accurate
Eligibility
Indefinite appointment
OR
Temporary appointment of 90 days or more (applies to health, dental, and vision)
*Temporary appointment of 1 year or more (applies to life insurance and LTD)
AND
Tour of duty of at least 40 hrs/pay period
Trust Health Insurance
Health Plans – medical only
CareFirst PPO
CareFirst POS
CareFirst HMO
CareFirst Indemnity
For those who do not have access to the PPO service area
Kaiser HMO
Note: Check out the plan summaries as CareFirst
offers some discounts on vision services as well.
Health Reform Changes
As of January 1, 2011:
All SI trust health plans are able to cover your dependents up to their 26th
birthday, regardless of whether they are full-time students, married or even
claimed as your own tax dependent.
Our health plans will no longer impose pre-existing conditions on children
up to age 19.
Our health plans will no longer have a limit on the amount of benefits paid
during a person’s lifetime.
Although not mandated by the Act, SI’s Delta Dental and Vision Services
Plan are also able to cover your dependents up to their 26th birthday.
Coverage will be effective through their 25th birthday and dependents are
no longer covered as of their 26th birthday.
Trust Dental & Vision
Dental Plan
Delta Dental
Vision Plan
Vision Services Plan (VSP)
Note: VSP providers can be located on the VSP website
at www.vsp.com. Benefits under the VSP plan are much
greater when a VSP provider is used.
Eligibility and Requirements
Eligibility for health, dental, and vision is based on
appointment type and tour of duty
Effective 1st day of the following pay period upon
confirmed election in Employee Self Service tool
Coverage cost varies plan to plan- refer to Trust
Handbook
Premiums are deducted pre-tax
Can only make changes if:
If qualifying life event occurs, you have 31 days from date of
event to change current coverage and add/remove dependents
Qualifying Life Events (QLE)
Change in family status
Change in marital status
Change in a spouse’s health coverage
NOTE: For more details, see the Trust Benefits
Handbook
Qualifying Life Event (QLE)
Effective April 1, 2009, eligible employees and dependents who are or become eligible under CHIP (Children’s Health Insurance Program) or Medicaid may enroll in the trust health insurance plan.
The new law allows employees to make these enrollment changes outside of normal open season period as long as enrollment occurs within 60 days of: (1) the termination of Medicaid or CHIP coverage resulting from a loss of eligibility; or (2) becoming eligible for premium assistance under Medicaid or CHIP program.
Insurance Cards
Health insurance: Card(s) should arrive within 4 weeks upon enrollment transmittal to the carrier. You may pay out of pocket and file a claim reimbursement once you receive your card(s).
Dental insurance: Card(s) should arrive within 4 weeks upon enrollment transmittal to the carrier. You may pay out of pocket and file a claim reimbursement once you receive your card(s).
Vision insurance: VSP does not provide ID cards. If you wish to print a card with plan information, go to www.vsp.com.
Participating providers can view eligibility based on employee’s SSN.
Flexible Spending Accounts (FSAs)
Employee funded accounts - completely voluntary
Pre-tax dollars set aside for expenses incurred during
benefit year
Plan for likely expenses for reimbursement
Administered by Conexis
2 Types of Flexible Spending Accounts
Health Care FSA
Dependent Care FSA
FSA Enrollment
Employees have 60 days from EOD (entry on duty) date to enroll.
Payroll deductions begin the 1st day of the following pay period upon confirmed election in employee self service tool and continue through Dec 31.
For more details and to learn about what expenses are eligible for reimbursement, refer to the FSA Plan Summary Guide.
Health Care FSA
Annual election amount: $100 - $2,600
HC-FSA expenses can cover medical/dental/vision expenses for yourself, spouse, and/or children, regardless of their enrollment in your health plans.
Eligible expenses include, but are not limited to, co-pays, deductibles, laser surgery, RX eye glasses and contact lenses, parking at a doctors office, etc.
Dependent Care FSA
Annual election amount: $100 - $5,000
DC-FSA expenses are only for child care/day care for your eligible children up to age 13. This is NOT for medical expenses for your dependents (i.e. spouse or children). If you enroll in error in the DC-FSA plan, SI cannot honor any
refunds of payroll deductions taken as a result.
FSA Continued
Plan wisely as IRS regulations require any money not spent is forfeited.
You have until March 15th to incur claims for the previous plan year.
Submit claims for reimbursement by April 30th of following year Example: John incurred health expenses from Jan 1, 2016 through
Mar 15, 2016. John filed for reimbursement by April 30, 2016.
Must re-enroll during open season in order to continue your FSA contributions.
For more information, refer to the OHR webpage at http://ohr.si.edu/benefits/trustinsurance.html#4
CHANGES TO FSA COVERAGE:Over-the-Counter Medicines and Drugs
As of January 1, 2011
Over-the-counter (OTC) medicines and drugs will
no longer be eligible for reimbursement from a
Health Care FSA without a prescription. The
CONEXIS Benefit Card may not be used to
purchase OTC medicines beginning on January 1,
2011.
The only exception is insulin - enrollees will still
not need a prescription for insulin.
CHANGES TO FSA
Other currently eligible over-the-counter items will
continue to be reimbursed without a prescription. This
includes equipment such as crutches, bandages, and
diagnostic devices.
Carrier Contact Information
Carrier Phone
CareFirst Blue Preferred PPO
www.carefirst.com
Providers under the PPO network can be located on
www.bcbs.com or by calling 1-800-810-Blue.
(800) 628-8549
CareFirst Blue Choice Opt-Out Plus Open Access POS (800) 628-8549
CareFirst Blue Choice Open Access HMO (800) 628-8549
Kaiser
www.kaiserpermanente.org
(301) 468-6000
(800) 777-7902
Delta Dental POS
www.MidAtlanticDeltaDental.org
(800) 932-0783
Vision Services Plan
www.vsp.com
(800) 877-7195
CONEXIS (Flexible Spending Account)
www.conexis.org
(866) 279-9358
Trust Life Insurance Offered through Prudential
Basic Life Insurance
Eligible employees receive 1x salary up to $400,000 -
employee pays imputed life tax on amount provided by
employer in excess of $50,000.
Optional Life – Up to 5x salary
Premium depends on the employee’s age and amount of
coverage chosen.
No medical underwriting is needed up to 3x annual salary.
Medical underwriting is required if you want 4x or 5x and
requires completion of form.
Coverage is not to exceed $1,000,000.
Trust LTD Insurance
Long-Term Disability provides replacement of at least
60% of monthly base salary up to $10,000 per month.
If approved, it is payable following 180 days of
continuous disability.
Eligibility requirements are the same as life insurance.
SI pays the full cost.
SI will also continue to contribute the employer
contribution to the Defined Contribution retirement plan
(if the employee is a participant)
Trust Employee Self Service Tool
http://iElect.Secova.Com
New hires can log into SECOVA no earlier than 2nd
Thursday from their date of hire.
Use Secova to:
Enroll in, change, or cancel medical, dental, vision, flexible
spending account, optional life insurance, or VADD coverage
Update beneficiary designation for life insurance and VADD
Upload proof/documentation of Qualifying Life Event changes
Make elections during open season
Trust Employee Self Service Tool
SECOVA technical support call center (877)698-9781
1. Enter COMPANY CODE: SmithsonianInstitution
(Do Not put any space, type it as is above)2. Enter USER NAME: Your full last name and last 4 digits of your Social Security Number. Example:SMITHSON1234 (No space or hyphens)3. Enter PASSWORD: Your password is your 8 digit date of birth in this format “MMDDYYYY”. Then change it.4. Click “LOGIN”
http://iElect.Secova.Com
Enrollment Deadlines
Deadline Benefit Type Enrollment Method
60 days to enroll Health, Dental, Vision,
FSA and Optional Life
http://iElect.Secova.Com
No time limit to
enroll
VADD http://iElect.Secova.Com
By 10th of the month Transit Pass and
Commuter Benefit Plan
www.wageworks.com
No time limit to
enroll
TDA and DC
retirement plans
TDA and DC enrollment
forms
Questions?
If none, TIAA CREF will be
presenting on the retirement
portion next.
Trust Retirement Plans
Tax Deferred Annuity Plan (TDA)
Loan feature
Employee only contributions
All employees can participate (including intermittent)
Defined Contribution Retirement Plan (DC)
No Loan feature
Employer only contributions
Must have a one year appointment, at least 40 hrs per pay period, AND be at least 35 years of age or have 2 years of Trust Fund service, whichever comes first.
SI contributes 12% of salary up to SS wage base, plus 17% of salary in excess of SS wage base.
2017 IRS Limit: $18,000; age 50 or older can defer an additional $6,000
Trust Retirement Plans - Continued
IMPORTANT! Enrollment is NOT automatic. To enroll in TDA plan – Salary Reduction Agreement form must
be completed and forwarded to OHR.
To enroll in DC plan – DC enrollment form must be completed and forwarded to OHR once eligibility criteria is met.
Forms are available at: http://ohr.si.edu/benefits/trustretirement.html#
Forms will be processed the first day of the following pay period upon receipt of accurate and completed forms.
Employees should check their earnings and leave statements and the TIAA site to ensure contributions are being made on their behalf.
Trust Retirement Plans - Continued
Once a month one-on-one counseling by TIAA
Scheduling calendar is available in your orientation packet and at the OHR-Benefits website Discussion of consolidation of assets, meeting
financial needs, understanding investment choices, etc.
Schedule a confidential session via www.tiaa-cref.org/schedulenow or by calling (800) 842-8982.
Trust Retirement Plans - Continued
Too busy for a counseling session?
Check out Retirement Plans 101 athttps://www.brainshark.com/tiaa-cref_direct/Smithsonian