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Total Rewards frequently asked questions

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What is dependent eligibility verification?

Dependent eligibility verification is a process in which an employer asks employees to provide proof that dependents remain eligible for coverage under their insurance plans.

In February of 2017, UM System will coordinate with Xerox HR Services (Xerox) to conduct a dependent eligibility verification; If you cover dependents on your UM-sponsored health insurance, it is important that you take the time to prepare now, so your verification process is as smooth as possible. To learn more, visit our dependent eligibility verification frequently asked questions

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What’s changing with health care reform and/or Patient Protection and Affordable Care Act (PPACA)?

Included in the Patient Protection and Affordable Care Act (PPACA) (health care reform) is a mandate for employers to offer medical coverage to employees who average 30 hours or more across all jobs over a defined measurement period.

Visit the Patient Protection and Affordable Care Act (PPACA) page for more information.

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Under the Affordable Care Act, are there any changes for fully benefit-eligible employees?

No, there are no changes for employees who are already fully benefit eligible (.75 full-time equivalency (FTE) and at least a 9 month appointment). The information regarding the Patient Protection and Affordable Care Act (PPACA) measurement period applies to variable hour employees (part‐time) who do not currently receive benefits.

Visit the Patient Protection and Affordable Care Act (PPACA) page for more information.

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What is a “measurement period” under the Patient Protection and Affordable Care Act (PPACA)?

The term “measurement period” indicates a time frame for the employer to look back to determine if an employee met the 30-hour requirement. The university evaluates variable-hour employees only; fully benefit-eligible employees are eligible for medical insurance by definition and therefore do not need measurement.

There are two types of measurement periods: (a) new-hire measurement periods and (b) ongoing measurement periods. See the “medical insurance eligibility” webpage to read the definitions.

The first ongoing measurement period for the University of Missouri (UM) System was October 4, 2013, through October 3, 2014 (12 months). Employees who averaged 30 hours or more over this 12-month period, were offered medical coverage for 2015. The first new-hire measurement period was November 1, 2013, to October 31, 2014.

Visit the Patient Protection and Affordable Care Act (PPACA) page for more information.

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Why does the Affordable Care Act (PPACA) ongoing “measurement period” start October 4?

The measurement, administrative, and stability periods have been determined based on current practices. The UM System wants to make sure the stability (coverage) period for variable-hour employees who are eligible for medical insurance mirrors that of the plan year for fully benefit-eligible employees (Jan. 1 – Dec. 31) and provides variable-hour employees the same plan year and annual deductible period as fully benefit-eligible employees.

Please note: The stability period is Jan. 1 – Dec. 31 of each year only for ongoing eligible employees. The stability period for new hires or newly eligible employees varies.

Visit the Patient Protection and Affordable Care Act (PPACA) page for more information.

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What is a “stability period” under the Patient Protection and Affordable Care Act (PPACA)?

For the Patient Protection and Affordable Care Act (PPACA), the short answer is that a “stability period” is the period you are guaranteed coverage. Once the UM System offers you medical insurance, you are guaranteed to have coverage for a 12-month stability period provided you enroll for insurance in the first 31 days of your stability period. In other words, you cannot lose your insurance coverage from the UM System even if your average hours worked drop below 30 hours per week, as long as you enroll within the first 31 days and assuming you do not separate from the university.

Keep in mind that you may have to enroll in a medical plan more than once per year when you are first offered insurance. That’s because your new-hire stability period varies, tracking with your new-hire measurement period, but it does not necessarily track with the ongoing measurement period.

The new-hire process is as follows:

Process Measurement Period Administrative Period Stability Period
  12 months when the UM System measures variable-hour employees’ work hours. Beginning and end dates vary based on the date an employee starts work. The UM System reviews the measurement period data and prepares offers to those variable-hour employees qualifying for medical insurance coverage. 12 months following the administrative period in which an eligible employee cannot become ineligible for insurance, assuming they enroll within the first 31 days of the stability period and do not separate from the university.

The new-hire measurement period varies based on your hire date, but the ongoing measurement period is always October 4 of one year to October 3 of the next year. If you intersect the middle of the ongoing measurement period, then you will receive an offer to enroll in medical insurance more than once per year.

Visit the Patient Protection and Affordable Care Act (PPACA) page for more information.

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Do “measurement periods” for the Patient Protection and Affordable Care Act (PPACA) remain the same?

Employers have the ability to change the measurement period under the regulations. At this point, it is not expected that the measurement period will change. However, as we navigate through the first few measurement, administrative, and stability periods, we will continue to evaluate whether this is the most appropriate time period for variable-hour employees and the UM System.

The new-hire measurement period varies based on your hire date, but the ongoing measurement period is always October 4 of one year to October 3 of the next year. If you intersect the middle of the ongoing measurement period, then you will receive an offer to enroll in medical insurance more than once per year.

Visit the Patient Protection and Affordable Care Act (PPACA) page for more information.

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What does “variable-hour employee” mean under the Patient Protection and Affordable Care Act?

A variable-hour employee is one who works for the university but is not fully benefit eligible. In the past, the term “part‐time” has most commonly been used.

Visit the Patient Protection and Affordable Care Act (PPACA) page for more information.

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What is the Fair Labor Standards Act (FLSA)?

The Fair Labor Standards Act is a federal law that determines requirements like the minimum wage, overtime pay, recordkeeping, and standards for employing minors. The FLSA affects nonexempt (hourly) and exempt (salaried) faculty and staff at the university in different ways.

On May 18, 2016, the U.S. Department of Labor announced changes to regulations under the FLSA, related to the salary and compensation levels for executive, administrative, and professional employees in order to be considered exempt from overtime, as well as other regulatory provisions of the FLSA.

For details, visit https://umurl.us/flsa.

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What do the terms exempt vs. nonexempt mean?

These terms relate to the overtime provisions of the FLSA. If a job is FLSA exempt, that means it is exempt from the overtime provisions of the FLSA no matter how many hours are worked. If a job is non-exempt, it is eligible for overtime pay for any hours worked over 40 hours in the work week.

Find more information at https://umurl.us/flsa.

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When will I receive my Form W2?

All employees have the option of receiving an electronic Form W2. If an employee opts for an electronic form by December 31, he/she will be able to view and print it from myHR around the middle of January. Email notification will be sent to those who consented to the electronic W2 when it is available in myHR. The university will postmark paper forms by the end of January (or early February if the end of January falls on a weekend) to employees who opt for a paper form. Please allow 10 business days for delivery. Those who opt for an electronic form will not have a paper form generated.

If you are a retiree with university life insurance in excess of $50,000, you will receive Form W2, as well.

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Why did I receive Form 1095-C?

Under the Affordable Care Act, the University of Missouri System is required to provide Form 1095-C to all subscribers (i.e., UM faculty and staff, retirees, etc.) who were offered medical insurance coverage during the previous calendar year.

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How could the changes to the Fair Labor Standards Act (FLSA) affect my job?

The U.S. Department of Labor updated the FLSA regulations related to overtime and exemptions for executive, administrative, and professional employees. Currently, workers who make less than $23,660 per year ($455/week) are considered non-exempt (hourly) from the overtime provisions of the FLSA and therefore are paid 1.5 times regular pay for overtime hours. The updated regulations increase this salary threshold from $23,660 per year to $47,476 per year ($913/week). 

Learn more and access additional FAQs on the university's FLSA webapge (https://umurl.us/flsa).

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How do I learn more about the university-sponsored Medicare Advantage plans?

This document is available to offer answers to frequently asked questions about the university-sponsored, gruop Mecdicare Advantage plans available through UnitedHealthcare effective January 1, 2017.

FAQs: University-sponsored Medicare Advantage plans (PDF, 191KB)

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How do I opt for an electronic Form W2?

If you have not already opted into receiving electronic W2s, the university will send you an email in early December asking if you choose to receive Form W2 electronically. Instructions for opting in or out will be included in that email. The selection to opt in or opt out must be completed before midnight, December 31. Also, at any time, you may log into myHR to change opt in/opt out status: Navigate to Self Service > Payroll and Compensation >W-2/W-2c Consent to provide or remove electronic consent. The consent status on file as of December 31 will be the status used for W2 generation (electronic or paper form).

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What is Form 1095-C?

The 1095-C is titled “Employer-Provided Health Insurance Offer and Coverage.” It is a form you will receive from any employer required to offer health insurance coverage to you, your spouse, and/or other dependents for all or a portion of the tax year, whether you enrolled in the employer’s coverage or not. UM will mail the 1095-C to the home address of employees, retirees, and others who were offered medical insurance during the tax year. It is important that you share it with any listed covered dependents who are filing a tax return separately from you.

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Will retiree insurance change for current retirees on 1/1/18?

Changes to retiree insurance eligibility and subsidies, effective in 2018, have little effect on current retirees. All current retirees, as well as their spouses and other dependents, who are enrolled in UM’s insurance plan(s) will:

  • Retain their UM insurance coverage—including medical, dental, life, and vision insurance.
  • Retain the current subsidy from UM—including subsidies for spouses and other dependents.

In other words, if you are a current retiree, the changes being communicated to active employees do not impact you. For a list of all current plans available to retirees—including dental, vision, and life—visit the retiree benefits overview on the Total Rewards website.

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What research was conducted to support the changes to retiree insurance?

The Retiree Medical Study provided the research on which the Total Rewards Advisory Committee (TRAC) made its deliberations when developing its retiree insurance recommendations, which have since been approved. For more information, access the Retiree Medical Study webpage or the Changes to retiree insurance webpage.

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Who should receive Form 1095-C?

Form 1095-C is mailed to benefit-eligible (i.e., average of 30 hours or more per week) faculty and staff who worked all or part of the tax year, to retirees, and to recipients of COBRA or Long Term Disability.

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How will retiree insurance change for current faculty and staff on January 1, 2018?

Under the approved changes, employees’ eligibility for retiree insurance benefits, as well as their eligibility for a UM System premium subsidy, will be different depending on their age and years of service. Visit the Changes to retiree insurance webpage for general information on eligibility, or access the resources below, which can be especially helpful in determining how you will be affected:

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When should I receive Form 1095-C?

All employees have the option of receiving an electronic Form 1095-C. If an employee opts for an electronic form by December 31, he/she will be able to view and print it from myHR around the middle of January. Email notification will be sent to those who consented to the electronic 1095-C when it is available in myHR. The university will postmark paper forms by the end of January (or early February if the end of January falls on a weekend) to employees who opt for a paper form. Please allow 10 business days for delivery. Those who opt for an electronic form will not have a paper form generated.

You may not need to wait until Form 1095-C arrives to complete your taxes. UM cannot provide tax advice. To learn more, we recommend you consult a tax advisor or read the IRS' FAQs about this form and whether it is necessary to wait.

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How do I opt for an electronic Form 1095-C?

If you have not already opted into receiving electronic 1095-C forms, the university will send you an email in early December asking you to choose to receive Form 1095-C electronically. Instructions for opting in or out will be included in that email. You must choose to opt in or opt out before midnight, December 31. Also, at any time, you may log into myHR to change opt in/opt out status: Navigate to Self Service > Benefits > 1095-C Consent to provide or remove electronic consent. The consent status on file as of December 31 will be the status used for 1095-C generation (electronic or paper form).

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I didn’t receive my Form 1095-C. How can I obtain a reprint?

Form 1095-C will be postmarked for delivery by the US Postal Service by the end of January for each previous tax year. Please allow 10 business days for delivery. Also, you can print a copy through myHR (Main Menu >> Self Service >> Benefits >> View Form 1095-C). If you have not received your 1095-C form by mid- to late-February, and do not have access to myHR, please contact the HR Service Center to request a reprint.

Note: You may not need to wait until Form 1095-C arrives to complete your taxes. UM cannot provide tax advice. To learn more, we recommend you consult a tax advisor or read the IRS' FAQs about this form and whether it is necessary to wait.

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When deciding which Access Category I am in, does UM round my age and years of service?

Effective January 1, 2018, employee’s eligibility for the university’s retiree insurance plans will change. Eligibility will differ based on whether an employee falls into Access Category A, B, C, or D. The Access Category you are assigned to is based on whole numbers; partial years are not counted. For example, if you are age 50.5 and have 5.5 years of service, you drop the half a year on each and add 50 and 5. In this example, the calculation is 50 + 5 = 55. It’s not 50.5 + 5.5 = 56.

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Why doesn’t the amount on Form 1095-C match the monthly premium I pay for medical insurance?

Box 15 of Form 1095-C indicates the monthly premium for the least costly insurance plan offered by UM, whether you chose that plan or not, so this amount may not match the actual premium amount deducted from your paycheck.

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Do changes to retiree insurance affect all retiree insurance benefits, or just medical plans?

The changes pertain to eligibility and subsidies for these retiree insurance plans: medical, dental, and vision. In the future, as recommended by TRAC, the university will conduct a review of retiree life insurance as well to leverage the marketplace and provide focused value to retiree needs. 

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Why does having medical insurance require the SSN / TIN of my dependents?

The IRS requires that certain employers, including UM, that are classified as “applicable large employers” (ALEs) provide evidence of every person (employee, spouse, and other dependents) offered medical insurance. UM must provide the Social Security number or another tax identification number for each person.

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Under the changes to retiree insurance, how does the fixed subsidy for Access Category C work?

The subsidy is calculated based on your years of service. If you fall into Access Category C, you will receive $100 per year for every year of service you have accrued, up to a $2,500 maximum annually. This fixed, flat-rate subsidy can be used to purchase any UM insurance coverage (medical, dental, vision, or life) available to retirees and their dependents. This fixed, flat-rate subsidy will not increase with inflation.

The online premium calculator reflects the total premium cost in addition to the employee contribution rate. This will allow you to see the rate of your contribution and the earned UM retiree subsidy in relation to the total premium cost (based on current total premium rates).

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How does an employee become eligible for UM retiree insurance right now?

Prior to 1/1/2018, or for those employees in Access Category A, an employee is eligible for retiree insurance if he/she is:

  • Eligible for retirement* and
  • Enrolled in a UM insurance plan prior to retirement

This is the structure of retiree insurance benefits and applies to any employee retiring before January 1, 2018, or any employee in Access Category A. Changes to retiree insurance take effect on January 1, 2018, and change eligibility criteria. Read about how eligibility criteria changes in 2018.

* Learn about current retirement eligibility criteria by watching the Retirement eligibility and the defined Benefit Plan on-demand online seminar.

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Why are there X’s for the Social Security numbers listed on Form 1095-C?

The university has masked part of the Social Security number for privacy purposes. The IRS does not require full Social Security number(s) on the Form 1095C.

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What holidays does the university observe?

The university observes eight official holidays: New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the Friday following Thanksgiving Day, Christmas Day, and other days as may be designated by the President.

When a holiday falls on Saturday, the preceding Friday is observed. When a holiday falls on Sunday, the following Monday is observed.

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What tools are available to help me with my retirement decision?

If you're interested in tools that can help you decide if it is better to retire before retiree insurance benefit options change or to wait until later, the university has many resources to support you.

In summer of 2016, UM mailed personalized retirement estimates to employees who wanted to better understand their retirement options. To better understand your retirement options now, you may use UM’s Retirement Calculator to estimate what your pension payout would be if you retired at different points in time.

The decision of whether and when to retire is an individual decision and involves many factors, including pension benefits, other retirement savings, medical coverage options, and an individual’s own career and personal aspirations. UM cannot provide retirement advice, but both Fidelity and TIAA offer free, objective retirement guidance and education on every campus. Visit the Changes to retiree insurance webpage for tools and resources.

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If I have a sick or vacation time accrued, what happens to it when I retire?

When you retire, you will receive day-for-day service credit for accrued sick leave, and there is no cap on sick leave accruals. 

For unused accrued vacation time, you will receive service and salary credit. Unused accrued vacation time is paid out over time at retirement; there are caps on vacation accrual based on your accrual rate. 

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My address is incorrect on Form 1095-C, how do I update it?

You can update your address through myHR. The IRS does not consider an incorrect address reason for a correction, so we are unable to issue a new form. Please use the original Form 1095-C you received.

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Who are the in-network providers for my medical insurance plan with UnitedHealthcare?

The list of in-network providers for each medical plan is available online from UnitedHealthcare's website. If you already have a myUHC.com account, log in to view your list of network providers and facilities. If you do not yet have an account, you may visit the comparison website created by UnitedHealthcare for university employees.

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Who is eligible to receive paid holidays?

All full-time administrative, service, and support employees are entitled to receive pay of eight hours (maximum) for these holidays. Regular employees who are 75-99% FTE will receive holiday pay on a prorata basis. Any administrative, service, and support employee who is exempt from classification because they primarily direct instructional or research activities is not subject to this policy.

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How are observed holidays handled if my department works 24/7 or if I work a non-standard schedule?

Any unit or department that operates 24 hours a day or seven days a week may observe the holiday on the actual day of the holiday rather than the equivalent observed Friday or Monday. If you work a non-standard schedule, you may receive equivalent time off if the holiday falls on your normal day off. If another day cannot be arranged, you will be paid for the holiday.

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What happens to my service credit if I become disabled in 2017, prior to retiree insurance changes?

The years of service credit necessary to retire and to enroll in retiree insurance will be measured the same way in 2018 as it has always been. In other words, the changes to retiree insurance have no effect on how service credit is accrued.

Under the changes to retiree insurance that go into effect on January 1, 2018, each employee is placed in an access category based on the employee’s status as of December 31, 2017, whether an employee is on Long Term Disability (LTD) or not. If an employee was vested before going on LTD, his/her service credit up to and including December 31, 2017, will be counted. If an employee is NOT vested when the LTD leave begins, he/she will not accrue service credit up to and including December 31, 2017.

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What if I am on vacation during a paid holiday?

If you are on a vacation during an official holidays, that holiday will not count against your vacation time. Hours paid for the holiday but not actually worked do not count toward overtime.

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How am I reimbursed if I am required to work on a holiday?

If you are required to work on a holiday, pay is as follows:

Nonexempt regular employees Exempt regular employees

Receive 1-1/2 times their straight-time wage rate (premium pay) for the hours worked in addition to their holiday pay. These hours will count toward the calculation of weekly overtime pay.

Receive compensatory straight time off if required by their administrative superior to work on a holiday.

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If an employee retires and returns to a benefit-eligible position, could this benefit change again?

We can't tell you absolutely that retiree insurance will never change again. But at this time, we don’t anticipate additional changes. If an employee retires and comes back to a benefit-eligible position, the person would return to their original access category they were in based on age and years of service as of Dec. 31, 2017.

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Personal information is incorrect on my 1095-C form. Who do I contact?

If personal information is incorrect, including name, date of birth, or Social Security number, please contact the HR Service Center. The IRS does not consider an incorrect address reason for a correction; please use the original Form 1095-C you received. For other purposes, however, we recommend you update your address in myHR.

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I’m in Category B with 19 years of service on 1/1/18. Can I enroll in ret. insurance after 1/1/18?

If retiring on or after 1/1/18, you must work to age 60 and attain 20 years of service to be eligible for retiree insurance. Category B employees who work to age 60 and attain 20 years of service can enroll in the university’s retiree insurance plans, regardless of what date the employee reaches those two benchmarks.

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What happens if I need to observe a special religious holiday?

Time off to observe special religious holidays may be approved by your supervisor. These hours must be taken as vacation, personal days, or treated as an excused absence without pay.

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What services and tools does UnitedHealthcare provide?

UnitedHealthcare offers many tools to help make your medical insurance coverage work for you. The myUHC Cost Estimator can help you estimate your out-of-pocket health care costs prior to seeing a doctor. Additionally, the tool allows you to compare health cost estimates at different providers so you can be sure you’re making an informed decision about what is best for you.

The Health4Me app is another resource for accessing a wealth of healthcare information in seconds. The app lets you check your account balances and benefit amounts, stores your health plan ID card, collects and tracks your current Personal Health records, and helps you view, sort, and pay claims. Additionally, you can use the app much like you use the myUHC Cost Estimator when you compare costs of common procedures. You can even connect with healthcare professionals 24/7 as well as find in-network providers and hospitals nearby in case of emergency.

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Who is the university administrator for behavioral health?

Mental health coverage for active benefit-eligible employees and their dependents is offered through United Behavioral Healthcare’s (UBH) Live and Work Well program. Use the Live and Work Well program website to access benefits, manage claims, and get information on care and services. You can also search in-network clinicians to find your best provider.

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I’ve heard I can only retire at certain times of the year; is that true?

If you are in a 9-month appointment, you may retire on 3/1 or 9/1. All others can retire on any day of the year after meeting the eligibility requirements to be a retiree.

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Under the Affordable Care Act (PPACA), who’s required to track hours, and where do they track time?

Variable hour non‐exempt employees already track worked hours and will continue to do so.

Variable hour non‐teaching exempt employees (both staff and academics that are not fully benefit eligible) should record actual worked hours using a non‐pay time reporting code in the time reporting system. Instructions on how to record hours can be found at http://www.umsystem.edu/apps/is/ps-training/upgrade9.1/PlayerFiles_HourlyTR/toc0.html. Partial hours should be rounded to the nearest half hour (i.e., 15 minutes or over round up to the next half hour and under 15 minutes round down to the previous half hour).

Variable hour teaching academic appointments quantify time worked using an equivalency of 3 1/3 hours worked for each credit hour taught. This methodology is used to determine their full-time equivalent (FTE). No action is required on the part of the individual. The FTE is entered by the department. This methodology should be applied regardless of the time period of which the class is taught (i.e., 8 weeks versus 16 weeks).

Visit the Patient Protection and Affordable Care Act (PPACA) page for more information.

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What can vacation days be used for?

Absences from work that are not caused by an illness or injury must be taken as vacation, except for: absences due to a family death, jury duty, or leaves of absence of less than 30 days treated as excused absences. An employee may elect to charge absences due to illness or injury to their accumulated vacation with supervisory approval.

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