faq's- frequently asked questions
Scroll down to review the following questions:
- benefits
- workers compensation
- ARP mitigating rates
- taxation of educational benefits
- position information management
Click to view questions in the following categories:
If you have a question that is not addressed email it to: hrweb@ohio.edu
Benefits
Updated 5.18.11
Can I cover my adult children for health insurance? If so, is there an additional cost?
What is Open Enrollment?
Open Enrollment is the one time each year you can enroll or make changes in your healthcare benefits. Otherwise, changes may only be made if a family status change has occurred.
What is the deadline for Open Enrollment?
Online enrollment will be available through 11:59 pm, Friday May 27, 2011. This allows ample time for information to be processed in Anthem's system and ensures correct benefits coverage for yourself and your family.
When does the new coverage take effect?
The coverage you select during open enrollment begins July 1, 2011 and runs through June 30, 2012.
Will I be able to make changes to my coverage selections later?
The online system will be available during the annual benefits open enrollment period. You may make changes online during this period even if you have already saved previous updates.
Following the May 27th deadline, changes to coverage are allowed only in the event of a family status change such as marriage, divorce, birth or death of an eligible family member. Changes due to a family status change must be made within 31 days of the qualifying event.
If I do not want to make any changes to my current coverage do I need to do anything?
Yes, login to the Online Benefits Open Enrollment system and follow the onscreen instructions. If you would like to participate in a Flexible Spending Account (FSA), you must enroll each year. Enrollment for Flexible Spending Accounts is processed through www.wageworks.com.
Why am I unable to access the system after entering my Oak ID and Password?
First, make sure you are entering your Oak ID and not your email address. For example, if the email address is bobcat@ohio.edu the oak ID is 'bobcat'.
Next, verify that you are using the correct Oak ID. If your Oak account already is active, but you can't remember your Oak ID, simply look yourself up in the University's on-line directory. Your Oak ID will be listed on the "OAK Login ID" line.
If you don't remember your oak password you must reset it in person. Faculty and staff Oak account passwords cannot be reset over the phone. You must bring a photo ID to one of the following locations:
Athens Campus
- Alden Library, 4th Floor - Systems Dept.
- Clippinger Lab, Room 152 - Don Roth
- Convocation Center, Room 180 - John Tysko
- CSC, 1st Floor, Room 117 - Test Score Office
- HDL Center, 3rd Floor - Service Desk
- OIT Front Office, 112 Baker Center
- Porter Hall, Room 256 - Jerry Massie
- RTV Building, Room 461C - Scott Martin
Regional Campuses
- Eastern: Shannon Hall, Room 227 - Eastern Campus Lab Annex
- Chillicothe: Bennett Hall - Computer Lab
- Lancaster: Herrold Hall, Brasee Hall, Student Services
- Southern: Academic Center Building, Room 210 - Open Computer Lab
- Zanesville: Elson Hall - Learning Advancement Center
There is an alternate procedure available for resetting account passwords if you are not within the service areas identified above. Please contact the Service Desk at 593-1222 or email servicedesk@ohio.edu.
Is this site secure?
Yes, employees will use their oak ID and password to access the online benefits enrollment site.
How do I specify which dependents should be covered for health and which for dental?
The Dependent Information screen lists each of your dependents by name. Choose the appropriate coverage in the drop down box: No Coverage, Dental Only, Health Only or Health and Dental for each of your dependents.
What if I need to make a change to my online open enrollment entry?
The system will be available through 11:59 pm, Friday May 27, 2011. You may make changes online during this period even if you have already saved previous updates.
Can I change my personal information online?
Yes, visit the My Personal Information site: http://www.ohio.edu/ebiz/myhr.html
Can I make changes throughout the year if a family status change occurs?
Changes may be made within 31 days following a family status change by submitting a paper benefits enrollment form. Online enrollment will only be available during the annual open enrollment period.
How will I know if my enrollment has been submitted successfully?
Once your enrollment is submitted you will see a screen listing your current and new elections along with a confirmation number. You may print this screen for your records.
I am unable to open the links to various forms throughout the online enrollment site; where can I find these forms?
Forms are available (in alphabetical order) from the following website: www.ohio.edu/hr/forms.cfm
Can I still submit a paper enrollment form for the annual open enrollment?
No, all enrollment is electronic using the online system.
What if I have a question regarding my enrollment?
If you have a question regarding online enrollment, attend a benefits open enrollment meeting (http://www.ohio.edu/hr/calendar.cfm), call 740-593-1636, visit Human Resources at 169 West Union Street (computers are available) Office hours are 8am- 5pm Monday
How do I request new or additional insurance cards?
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Workers Compensation
What do I need to do before I can return to work after I have been off of work due to an occupational injury?
Before an employee returns to work from an authorized leave, the department head will direct that the employee obtain a medical clearance (Form OH-2) from the Occupational Health Clinic. This action should be taken, when possible, prior to the return of the employee, but in no case later than three days after the employee returns to work. The department head should furnish the employee with an appointment card (Form OH-1) and arrange with clinic personnel to schedule the date and time of the appointment. Telephone arrangements between the department head and Occupational Health personnel can also be used in establishing the appointment. In order to be considered for return to work, the employee must furnish a statement from his/her physician to OHC personnel for their review, and it must contain the following information:
- can the employee return to work without restrictions; or
- does the employee have restrictions; and
- if so, a detailed list of the restrictions must be provided.
If I have work restrictions but still want to work, what are my options?
Contact the supervisor and let them know you'd like to continue to work. Provide them with a copy of written restrictions. If no work is available through the department, contact Workers Compensation at 597-1994 to discuss alternative work. Clearance must always be obtained from Occupational Health prior to returning to work.
If my claim is denied, what options do I have for having my medical bills covered?
If your claim is fully denied, then a copy of the denial letter can be sent to your health insurance carrier who will then review and consider your medical bills.
If your claim is partially denied, you should work with the Benefits Department for guidance on how to obtain needed medical services and have the bills sent to your health insurance carrier.
If I have a work related injury/illness, who will be contacting me about my claim?
Supervisor - Your supervisor will want to do a full investigation of your incident. They will also work with Environmental Health and Safety to determine cause and prevention.
CareWorks - Careworks Company is employed by Ohio Bureau of Workers' Compensation to manage the medical part of your claim. Careworks' representatives will be contacting you and your medical provider.
Ohio Bureau of Workers' Compensation - All work related injuries and illnesses are filed with this agency. OhioUniversity's claims are usually handled out of the Logan, Ohio. You may call the Bureau office to discuss your claim, as well at 1-800-385-5607
Ohio University - The staff of Ohio University's Workers' Compensation Department is always available to discuss your claim in general, any paperwork, calls or processes. office and a representative may be contacting you.
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ARP Mitigating Rates
What is the mitigating rate?
House Bill 586, effective March 31, 1997, established Ohio Revised Code Chapter 3305 which permitted certain academic and administrative employees of higher education institutions to select an Alternative Retirement Program (ARP) offered by a private vendor in lieu of participating in the appropriate state retirement system (either OPERS, State Teachers Retirement System (STRS) or School Employees Retirement System (SERS). Certain employees (those with less than five years of service and new hires) were permitted to opt out of the state retirement system with the understanding that it could have a negative financial impact on the state retirement systems. To mitigate the negative financial impact of the loss of this population, the Ohio General Assembly authorized the state retirement systems to collect a portion of the employer contribution rate for those employees that elected to participate in an ARP. By comparison, when the state retirement systems were authorized to establish defined contribution options for their members in 2001, the Ohio General Assembly gave each system the authority to collect a mitigating rate from the employer contribution made on behalf of members who elect a defined contribution plan.
As someone who chose an ARP, why should a portion of my contribution go to OPERS?
Ohio is a non-Social Security state, meaning that public employees by law pay into a state retirement system instead of Social Security. If a public employee chooses an ARP instead of OPERS, there is the potential of a negative effect on the state retirement system. Therefore, the Ohio General Assembly mandated that the potential negative impact be mitigated by the collection of the "mitigating rate." Similarly, when the Ohio General Assembly authorized the state retirement systems to offer defined contribution options to their members, the general assembly also authorized the systems to collect a mitigating rate from the employer contribution made on behalf of members who elect a defined contribution plan.
What is the process for the determining the mitigating rate?
Every three years according to law, the Ohio Retirement Study Council uses an independent actuary to review and determine any necessary adjustments in the mitigating rate to reflect any changes in the level of the negative financial impact on the state retirement systems. The most recent review was completed in June 2005. At the time the study was completed, OPERS was not authorized to begin collecting the ARP mitigating rate because the OPERS Board was not collecting a mitigating rate from participants in the OPERS defined contribution plans. (OPERS started collecting a mitigating rate from its defined contribution members in January 2006.)
Once determined, OPERS notifies its employers with ARP participants of the upcoming change and the implementation date. This was completed in March 2007. Each employer then notifies the impacted participants of the implementation date.
Can the mitigating rate change?
Yes. The General Assembly has authorized the Ohio Retirement Study Council with the responsibility of setting the mitigating rate every three years. The rate is determined by an actuarial analysis that projects the potential impact of ARP participation on OPERS
The ARP mitigating rate is also impacted by the mitigating rate charged to OPERS defined contribution plan participants. By law, OPERS cannot collect a mitigating rate from ARP participants that exceeds the rate collected from OPERS' defined contribution participants. The OPERS Board evaluates the OPERS mitigating rate annually for its defined contribution participants and, thus, to the extent that this rate does not exceed the rate set by the ORSA, the ARP mitigating rate may change.
When does the mitigating rate go into effect?
Aug. 1, 2007.
What is the negative financial impact?
The funding for the statewide retirement systems is based on average expected employee and employer contributions, which in turn is impacted by the employee's salary. The ARP program, which was established in 1997 and subsequently expanded in 2005, allows certain new hires who would otherwise participate in a state retirement system to opt-out of membership in the system. In sum, the statewide retirement systems are negatively impacted if a portion of the population base is excluded.
In developing the employer contribution rate, the actuary determines the portion of the contribution rate that is allocated to fund what is referred to as the "unfunded liability." To the extent the pool of new members is diminished, the employer contribution available to fund the "unfunded liability" is reduced, and thus the state retirement systems are negatively impacted.
What causes the unfunded liability?
Unfunded liability is created when a benefit is provided and the appropriate employer and employee contributions (and corresponding investment return) needed to fund the cost of the benefit are not paid. Assume for example that you are an employer with two employees. Employee A has worked for you for 18 years, and Employee B has worked for you for 6 years. You have no pension plan in place, but you have opted to start one. Should both of these employees have the same benefit? Typically, the pension plan would consider all the past service for both of these employees and would give them credit for their service in the retirement calculation. However, this creates a benefit for which there is an unfunded liability.
Unfunded liability is also impacted by the amount the retirement system earns on its investments. As you are aware from your own personal investments in the ARP, only a small portion of the funds you plan to have for retirement come from the contributions from you and your employer. The more significant component of the retirement savings comes from the investment earnings of the long-term investment of the retirement funds. This also applies to the state retirement systems. To the extent that the retirement systems earn less than they anticipate, the unfunded liability grows. Conversely, to the extent that the retirement systems are able to earn more than they anticipate, the unfunded liability is reduced. With the exception of the fiscal years 2000-2002, the Ohio Public Employees Retirement System has had good returns and has been able to reduce the unfunded liability.
Is there a limit on the mitigating rate?
Yes. The enabling statute authorizes the state retirement systems to collect up to 6% of the employer contribution made on behalf of ARP participants until such time the unfunded pension liability is/was fully amortized or more simply put, fully paid off, excluding unfunded liability for health care benefits and benefit improvements enacted after the enabling legislation. By comparison, when the state retirement systems were authorized to establish defined contribution options for their members in 2001, the Ohio General Assembly gave each system the authority to collect a mitigating rate from the employer contribution made on behalf of members who elect a defined contribution plan.
Why is it being implemented now?
With the enactment of H.B. 586, which took effect on March 31, 1997, OPERS began collecting a mitigating rate of 6 percent. Beginning January 1, 1999, OPERS reached full funding, which means there was no unfunded liability. Consequently, OPERS ceased charging a mitigating rate to the ARP participants. In 2002, OPERS was no longer fully funded and thus could have begun charging ARP participants a mitigating rate.
In 2004, the legislature passed Senate Bill 133, which became effective August 1, 2005. This bill expanded the population of OPERS employees (and potential new hires) that could participate in the ARP. Pursuant to the actuarial study completed by ORSA in July 2005, OPERS was authorized to collect 6 percent of the employer contribution made on behalf of ARP participants; however, the 6 percent rate was limited to the mitigating percentage rate that was being collected from OPERS defined contribution participants. OPERS did not implement a mitigating rate for its defined contribution participants until January 2006.
The implementation of this mitigating rate to participants of ARP was delayed until August 2007 to allow adequate time for OPERS to notify employers, who in turn needed to notify the impacted employees and make changes to their payroll systems.
What are the other Ohio statewide retirement systems doing?
Each of the state retirement systems whose populations are eligible to opt out to participate in the ARP (OPERS, SERS and STRS) are authorized to collect a mitigating rate to offset the negative financial impact of the electing employees' participation in ARP. OPERS and SERS previously ceased collection of the mitigating rate because each system reached full funding in 1999. Since the expansion of the eligible ARP population in August 2005, SERS resumed collecting 6 percent of the employer contribution made on behalf of the ARP participants. Due to differences in funding status, STRS has never reached full funding status since the passage of the enabling legislation. Consequently, STRS has continually collected the mitigating contribution rate, which is currently 3.5 percent.
Is the mitigating rate impacted by the increased employer and member contribution rates?
No. While the increase in employer and member contribution rates reduces unfunded liability, which ultimately should reduce the mitigating rate collected from the ARPs, there is no immediate impact.
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Taxation of Educational Benefits
What are the tax consequences of the benefit?
Qualified tuition reductions, such as Ohio University's Education Benefit, are excludable from an employee's gross income under Section 117(d) of the Internal Revenue Code.
What's a qualified tuition reduction?
IRS Publication 970, Tax Benefits for Education (http://www.irs.gov/pub/irs-pdf/p970.pdf) further explains the meaning of a qualified tuition reduction. A qualified tuition reduction is free or reduced rate tuition below the graduate level at an eligible educational institution (like Ohio University) for the following individuals: 1. Employees of the eligible institution
2. Former employees of the eligible institution who retired or left on disability
3. Widows or widowers of an individual described in (1) or (2) above
4. Dependent children or spouses of an individual described in (1) through (3) above
What's a dependent?
IRS Publication 501, Exemptions, Standard Deductions, and Filing Information (http://www.irs.gov/pub/irs-pdf/p501.pdf) defines dependents in great detail.
In general, a dependent child is a U.S. citizen, national, or resident alien who is not married and who cannot be claimed as a dependent on someone else's return. In addition, a dependent child must:
- Be under age 19 at the end of the calendar year OR be under age 24 at the end of the calendar year and a student OR be permanently and totally disabled,
- Not provide over half of his or her own support,
- And live with the taxpayer for more than half of the year. Temporary absences such as time living at college counts as living with the taxpayer. If you have additional questions, your individual tax preparer can help determine if your child is a dependent.
For purposes of the qualified tuition reduction, a dependent child of divorced parents is treated as the dependent of both parents.
Are scholarships included in calculating a child's support?
Scholarships received by full-time students should not be included in calculating their support. See IRS Publication 501, Exemptions, Standard Deductions, and Filing Information (http://www.irs.gov/pub/irs-pdf/p501.pdf) for more information.
Who else is covered by OU's policy?
Ohio University's education benefit extends to the following individuals who do not qualify as recipients of a qualified tuition reduction:
- Spouses and dependent children taking classes at the graduate level
- Domestic partners taking classes at any level
- Non dependent children taking classes at any level
Because the individuals listed above do not qualify for qualified tuition reductions, employees receiving the benefit must include the value of the tuition reduction in their gross income. Ohio University is required to withhold taxes on this amount. Additional information may be found in IRS Publication 970, Tax Benefits for Education (http://www.irs.gov/pub/irs-pdf/p970.pdf).
When will taxes be withheld?
Taxes will be withheld once per quarter, and the schedule may be obtained from Payroll at http://www.ohio.edu/finance/payroll/employee.cfm.
Taxes will be withheld at the flat rates of 25% for Federal and 3.5% for State. In addition, Medicare will be withheld along with the appropriate city and school district income taxes.
Who should be contacted with additional questions?
Please contact University Human Resources at 593-1636 with additional questions.
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Position Information Management
Did implementing Position Information Management change the way we recruit and hire people?
Absolutely not! Positions are merely assigned a number so that a history can be accumulated in Oracle HRMS. You will continue with your current internal processes for approving and recruiting positions.
What positions are "benefits eligible?"
A working definition is that the person is current, active in Oracle and has a "People Group" (The first part is "BENEFIT_PROGRAM" and the second part is "BENEFIT_PROGRAM_LEVEL") entry that matches one of the following:
- AFSCME|Full
- AFSCME|PT Full
- Class NBU|Full
- Class NBU|PT Full
- FOP|Full
- Faculty|Full
- Faculty|Retiree
- Other Appt|Full
What criteria are used to decide who is eligible for Full, Part Time Full or Retiree Benefits?
The employee must be one of the following:
- A Full Time Regular or Full Time Term Classified
- A Part Time Regular Classified
- A Full Time Regular Administrator (9,10,11 or 12 months) aka Group I Admin
- A Part Time Regular Administrator (9,10,11, or 12 months) aka Group II Admin
- A Re-employed retiree Admin (not healthcare bene)
- A Full Time Regular Faculty -- aka Group I Faculty
- A Part Time Regular Faculty -- aka Group I Faculty
- A Part Time Term Faculty -- aka Group II Faculty
- A Full Time Term Faculty -- aka "visiting" faculty Group IV Faculty
What does a position number look like?
ex.PN101377|VPADMIN|ADMIN|FT|AUX|000
What do all the segments mean?
| PN000000 |
PU |
STATUS |
JOBCAT |
FUND |
VERSION |
| position number |
planning unit |
full time or part time |
classified, administrative or faculty |
auxiliary or general fund or restricted fund |
version of this position |
When will I use the Position Number? Do I need to know my own number?
The only time a position number is needed is when a position is being filled, changed, or abolished. Budget unit managers have access to a report that lists the currently filled and vacant positions in their unit. The report is also used for budgeting processes. You do not need to know your position number for any reason, but if you are interested, please ask your budget unit manager to provide it to you.
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