Benefits Frequently Asked Qustions (FAQs):

Flexible Spending Account
Health & Welfare
Tuition

1. What is the password for initial access to my online flex account?
1177
If you’re unable to access your account after three attempts, please contact Hirsch Financial Services (HFS) at (888) 460-8005 ext. 121.

2. Why was my debit card denied at a store that accepted it in prior years?
   Effective January 1, 2008, all merchants that sell pharmaceuticals and over the counter medications are required to be connected to the real-time validation inventory control data system.  Debit card transactions at noncompliant stores, regardless of items being designated as eligible for payment under the plan, will be denied.  Please reference the following link for a current list of qualified grocery, drug and discount stores:
   http://www.hfsbenefits.com/docs/Merchant_List.pdf
   

3. Why can't I use my Dependent Care Account for expenses associated with raising and caring for my child?

Dependent care accounts are for day care expenses only.  Medical, dental, and mental health counseling office co-pays and coinsurance payments for dependent children are not eligible expenses under the plan.  Additionally, payments for school uniforms, clothing for school, textbooks, school supplies, and subway/bus fare are ineligible for dependent care reimbursements.

4. Can I file a Health Care reimbursement claim for the medical and dental insurance premiums deducted from my paycheck?
No.

5. Can I continue my flexible spending accounts through COBRA?
Yes. Participants have the option to elect coverage continuation through COBRA; payments will be made on a monthly after-tax basis.  If you elect COBRA, claims must be submitted by the standard deadline of April 30 following the end of the plan year.  Participants that decline COBRA coverage must submit claims and supporting documentation within 90 days of their termination date.  

6. For a list of eligible expense for Health Care FSA reimbursement follow these links:

1. When do my benefits begin?   How do I enroll?

Most benefits begin on the first of the month following your date of hire.  If you were hired on the first of the month, your benefits are effective on your date of hire.  You must complete the Enrollment form and return to the Benefits Administration Department within 2 weeks of your hire date.  If you do not return your enrollment form within 2 weeks, you will not be able to enroll until the next annual enrollment or you experience a Qualified Life Event.

2. When can I change my benefits?  What is a Qualified Life Event (QLE)?

Each year the University has an Annual Enrollment in late fall for benefits that are effective the following January.  All employees can enroll, change or drop their benefits at this time.  This is the only time benefits can be changed unless you experience a QLE.  A QLE is a specific event (marriage, birth, divorce, death, loss of benefits) that provides you an opportunity to make changes to your benefits within a specific timeframe.  To find out what changes you can make due to a specific QLE and when those changes can be made, view the QLE chart. 

3. How do I add my new born to my health coverage?

Birth or Adoption is considered a Qualified Life Event.  To enroll your newborn or adopted child, you need to complete an Enrollment Form and return to the Benefits Administration Department within 31 days of birth or placement.  If you do not enroll your newborn within 30 days, you will not be able to add the child to your health coverage until the next Annual Enrollment.

4. When can I add/drop my dependent to my health and dental coverage?

You can enroll or drop your dependents from your benefits coverage at your New Hire enrollment window, at Annual Enrollment in the fall for coverage beginning the following January, or within 30 days of a Qualified Life Event (see Question 2).

5. My dependent child is not attending school this semester.  Can my child still be enrolled in my medical or dental plans?

If your child is over age 19 and not a full-time student, you must notify the Benefits Administration Department within 30 days of their status change.  Your child will be removed from your plan if they no longer meet the requirements of full-time student.  Your child will then be given an opportunity to enroll in COBRA coverage for themselves.  If your child returns to school as a full-time student, this would be considered a Qualified Life Event and you can re-enroll your child within 31 days of their returning to full-time student status.  

6. Do I need a Social Security Number to Get Benefits for Myself?  Do I need Social Security Numbers for my dependents?
A social security number is required for all people who will be enrolled in the health plans.  If you, or a family member, do not have a social security number, you will need to apply for a social security number.  While you are waiting for your SSN, you can enroll and a temporary ID number will be assigned.  

7. When will I receive my health cards?  
Your enrollment will be processed at the health plan carriers on the Monday after you turn in your enrollment form.  It takes approximately 7 - 10 business days for you to receive your ID cards in the mail once your enrollment is processed.   You can also print temporary ID cards by registering at your carriers’ website:

CARRIER:

CAREFIRST BCBS
CIGNA
AETNA
CAREMARK

PLAN:

PPO
POS or HMO
DENTAL
PHARMACY

WEBSITE:

www.carefirst.com
www.cigna.com
www.aetna.com
www.caremark.com

Temporary ID cards can be printed by Wednesday after your enrollment is processed. 

1. What happens to my benefits when I take LOA, FMLA, Sabbatical, or am called on Active Military duty?

Your benefits continue while you are out on leave of absence.  Depending on the type of leave, you may be required to pay the 100% premium for continuation of coverage.  Contact the Benefits Department at (202) 994-9620 for more information.

1. Do I need to submit a tuition benefit application for each semester I attend?
An employee attending GW must submit a tuition benefit application prior to the start of their first semester.  Provided the employee has no job change or change in benefit eligibility, applications for subsequent semesters are not required.

Benefit eligibility for tuition remission is determined by the following criteria,
Full-time coverage applies to primary positions classified as regular full-time at 40 hours per week; part-time coverage applies to primary positions classified as regular part-time at 14 – 39 hours per week.

If the employee has a change in position or benefit eligibility, a new application will be required for the semester following the effective date.  A tuition benefit application for a sponsored spouse, common law marriage spouse, same sex domestic partner and/or dependent child must be submitted by the employee prior to the start of each semester.

2. When should I submit my tuition benefit application to Human Resources?

• Fall Semester: September 15th
• Spring Semester: January 15th
• Summer Semester: June 1st
• Please note: Applications received after the due date are considered late.  Late applications may be subject to denial.  Student Accounts will impose financial penalties for late payments resulting from overdue applications.  These charges are irrevocable and must be paid separately.  They cannot be deducted from the funds you receive from the tuition benefit program.

3. What happens if I change jobs during the semester?  End my employment?
If the job change doesn't’t result in benefit ineligibility, the tuition benefit coverage approved at the start of the semester will continue for the duration of the semester.

 Benefit ineligibility for tuition remission applies to primary positions classified as, contractual, temporary, work-study, or regular part-time at 13 or less hours per week.

If the job transfer results in a change from regular full-time at 40 hours per week to regular part-time at 14 – 39 hours per week or vice versa, the tuition benefit will adjust accordingly with the semester following the transfer effective date.  Additionally, a new tuition benefit application is required in order to receive coverage under the new position.  When the employee terminates employment with GW or transfers to a benefit ineligible position, coverage will cease on the effective date of the event. A prorated bill will be issued by the Student Accounts department within four to six weeks of termination.

4. Imputed Taxes - under what circumstances is the employee required to pay and how?

Tuition benefits are taxable when:

• The spouse, common law marriage spouse, same sex domestic partner, or dependent child receives graduate level tuition benefit coverage.
• The same sex domestic partner or common law marriage spouse receives undergraduate tuition benefit coverage.
• The employee receives graduate level tuition benefit coverage in excess of $5,250.00 within the calendar year for courses unrelated to their position.

For employees only:  Internal Revenue allows a maximum of $5,250.00 in tax-free graduate level tuition benefits per calendar year.  Any amount issued to the employee in excess of this annual excludible amount is subject to imputed income taxes, unless the course/s is/are directly related to the employee’s position.
To declare exemption, the employee must submit course certification documents to the Benefits Administration Department by the following due dates.

• Fall Semester- No later than September 10
• Spring Semester- No later than January 15
• Summer Semester- No later than May 26

Please reference the following documents:

Faculty and staff:
http://www.gwu.edu/~hrs/benefits/tuition/pdfs/Faculty%20and%20Staff%20Certificatio.pdf

Research Staff:
http://www.gwu.edu/~hrs/benefits/tuition/pdfs/Research%20Personnel%20Certification.pdf

When the employee, spouse, common law marriage spouse, domestic partner, and/or dependent child receive a taxable tuition benefit, the value of the benefit is imputed as taxable income.  Imputed income taxes will be paid through payroll deductions scheduled during the semester the benefit was issued. Based on the employee's compensation and allowances designated on federal and state withholding certificates, the imputed income tax rate will vary from 24% - 37% of the benefit value.  GW affiliate staff and faculty need to contact the GW Tax Department at (202) 994-2556 for information pertaining to their specific facility and position.

5. My dependent is an incoming freshman, how much tuition can I receive?

The amount of tuition remission for eligible dependents is determined by the sponsoring employee’s tenure and employment status.

Please reference the following charts:

PARTICIPANT COVERAGE FOR FULL-TIME EMPLOYMENT

PARTICIPANT COVERAGE FOR PART-TIME EMPLOYMENT

6. Does the Tuition Remission benefit provide coverage outside of GW?
No

7.   Can my dependent child receive tuition benefits for a graduate degree?

A dependent child can receive graduate level tuition benefit coverage under the following conditions:

1-The dependent child must be legally dependent upon the employee for support as defined by the Internal Revenue Service.

2-The dependent child was eligible for undergraduate tuition benefit coverage by virtue of the parent being in a benefit eligible position during the dependent child’s undergraduate years.

3-The dependent will begin the graduate program within five years of obtaining their undergraduate degree.

4-The dependent did not receive more than eight semesters of tuition benefit coverage for their undergraduate degree; this includes scholarships received through the tuition exchange program.  Please note that each semester is counted as one semester, regardless of course-load.  There are no semester adjustments based on attempted credits or received credits.  Tuition benefit coverage issued for sessions one, two and/or three in the summer semester will constitute as one semester.

5-If less than eight semesters of tuition benefit coverage were utilized for the dependent’s undergraduate program; the remaining difference is available for graduate school provided all eligibility requirements are maintained throughout the semester.