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9: Your Benefits
The University offers a competitive benefits package. Many of these benefits are provided at no cost to you. However, some plans require you to contribute financially in order to participate
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The information in this handbook summarizes benefits available to regular employees at the time of its publication. Except as specifically noted or defined by contract provisions, this information also applies to researchers and employees in collective bargaining units. Detailed information about these plans is included in plan documents and brochures or is available through the Benefit Services of Human Resource Services. In addition, summary information about employee benefits and inks to benefit providers are located on the Human Resource Services Web site at http://www.gwu.edu/~hrs.
Please note that the University makes benefits available to same-sex domestic partners of regular employees. The domestic partner must be registered under the process provided by the University on the Human Resource Services website.
The University reserves the right to modify or discontinue its benefits program in whole or in part at any time. If there is any inconsistency or ambiguity between the terms of the individual certificates or group insurance contracts and this document, the terms of the contracts/certificates control. You should carefully review the benefit plan documents, including any restrictions, limitations, exclusions, applicable co payments and deductibles, and tax implications before enrolling in any benefit plan.
9.1 Health Coverage
Benefits coverage under the Health Plans begins the first of the month following your date of hire unless you are hired on the first of the month, in which case, coverage is effective on that date. For all plans, you must enroll within 2 weeks of hire date. If you do not enroll during your new hire enrollment opportunity, you will default to no coverage and will have to wait until the next open enrollment period or qualified life event to enroll.
9.1.1 Medical Plans
The University offers three (3) types of health plans from which to choose – a Health Maintenance Organization (HMO), a Point of Service Plan (POS) and a Preferred Provider Organization (PPO). The University pays a portion of the premium for each of these plans. Discounted vision services are included in some of the plans.
Health maintenance organizations (HMOs) generally provide broader coverage at a lower out-of-pocket expense than traditional plans. An employee may choose the CIGNA HMO. HMOs usually operate only in an identified “service area” and requires participants to only use the HMO’s health care providers in that network. An HMO will require the choice of a Primary Care Physician (PCP) to manage your health care needs. When you have a health concern you must contact your PCP first. If your PCP believes that you need to visit a specialist, he/she will refer you to another physician in the HMO network. Under the CIGNA HMO vision care is available at discounted rates at approved locations. You must live or work in the HMO service area to be covered by the HMO.
The Select Preferred Provider Organization (PPO) plan is a networked-based, managed-care plan that provides you with the flexibility to select the physician of your choice. Referrals are not required. This plan is sponsored through CareFirst/ BlueCross BlueShield. The out-of-network portion of the plan covers the "usual, customary, and reasonable" amount for covered medical expenses subject to out-of pocket deductibles and co-payments for hospital stays and related services. The in-network portion of the plan covers the plan allowance amount for covered medical expenses subject to out-of-pocket deductibles and co-payments for hospital stays and related services. Vision coverage is available at discounted rates at approved locations. There may be restrictions called "preexisting conditions" for medical conditions that existed before your date of enrollment. This restriction will be waived if evidence of prior coverage is provided. The Select PPO plan's individual option is available at no cost to full-time employees.
Under the point-of-service (POS) plan you choose a physician who participates in the network as your primary care physician (PCP). You see your PCP first whenever you need care and he/she will provide a referral to a network specialist. This plan is sponsored by CIGNA. The out-of-network portion of the plan allows you the option of visiting participating physicians without first obtaining a referral from your PCP or of visiting physicians not in the network. Under these circumstances your costs will be higher and paid at the out-of-network level, but you will receive reimbursements for covered services, minus any deductibles and co-insurance. Vision coverage is available at discounted rates.
The CIGNA, and CareFirst BlueCross/BlueShield plans offer individual, two-party, and family options. Premiums are paid through payroll deductions on a pre-tax basis.
9.1.2 Prescription Coverage
For employees enrolled in a University sponsored medical plan, prescription coverage is provided through Caremark PCS. The cost of medications varies depending on whether they are generic, preferred brand name or non-preferred. A $100.00 per person annual deductible must be met before the appropriate co-pay is charged. The deductible will start over each January and any amount that was paid in the previous year will not carry over, or accumulate, towards the following year. Once the deductible is met, Caremark PCS will apply the co-pay. Depending on the cost of the medication, it is possible that you could be charged the remaining deductible and your first co-pay on the same claim. Generic prescriptions are not subject to the deductible.
Caremark PCS offers a mail order pharmacy that allows an employee to receive up to a 90-day supply of medications for double the retail co-payment for a 30-day supply, thereby reducing out-of-pocket costs. If you need more than a 90-day supply, please contact Benefit Services at least 30 days in advance. The plan does not provide replacements for lost or stolen medication. Your pharmacy can replace the medication at full price. Some prescriptions may be excluded from coverage. Benefit Services staff can assist you with this determination.
9.1.3 Dental Services
Three dental plans are available. The employee pays all premiums for these plans. All three plans are offered as stand alone plans so that you may select one of them even if you do not have medical insurance through GW. The Aetna High Dental PPO provides the highest level of coverage and as a result has a higher premium. The Aetna Low Dental PPO provides a lower level of coverage and, as a result, will cost you less. Both plans permit you to select a dentist of your choice. Seeing a participating dentist reduces your costs. The Aetna DMO provides you with dental coverage for your preventative, basic and major services for a fixed-copay amount but requires you to see a network dentist for services to be covered. Plan options include individual, two-party, and family coverage..
9.2 Flexible Spending Accounts
The University offers a flexible spending account program called FlexFund that allows you to set aside tax-free dollars in special accounts to pay out-of-pocket medical and/or dependent care expenses. You are eligible to enroll in this program the first month following your hire date unless you are hired on the first of the month, in which case, coverage is effective on that date. Otherwise, you must wait for the next specified open enrollment period or for a qualifying event. There are two kinds of FlexFund accounts--Health Care and Dependent Care.
The Health Care account allows reimbursement for eligible expenses that are not covered by your health plan for both you and your qualified family members. Expenses include deductibles, eye exams, routine physicals, over-the-counter medications used to alleviate or treat personal injuries or sickness, and prescription copayments.
The Dependent Care account reimburses eligible expenses for dependent children under age 13 or for a dependent who is not physically or mentally able to care for himself or herself, including a dependent parent, and for whom you claim as an exemption on your income taxes.
The maximum amount that you may allocate to each account in a calendar year is $5,000. Changes to contribution amounts may be made in the case of a qualifying event. If contributions to these FlexFunds are not used for expenses incurred within the applicable period, all funds remaining in FlexFund accounts will be forfeited. Beginning with funds allocated during the calendar year, Flexfund eligible expenses may be incurred through December 31. For the FlexFund Health account only, eligible expenses may be incurred through March 15th of the following calendar year. Requests for reimbursement from the prior year's allocations must be submitted by April 30. If you terminate employment prior to the end of the plan year, you will have 90 days from the last day of employment to submit claims for eligible expenses incurred prior to your termination date. If you elect to continue coverage through COBRA, your FlexFund accounts will remain in effect until the end of the plan year.
9.3 Life Insurance
9.3.1 Group Term Life and Accidental Death and
Dismemberment
Starting on your date of hire, the University provides
group term life and accidental death and dismemberment coverage
at no cost to you. You are insured for an amount equal to your
base annualized salary at time of death, rounded up to the next
highest thousand, up to a maximum salary of $500,000. If death
is by accident, the insured amount is doubled, to a maximum benefit
of $1,000,000. If a qualifying dismemberment occurs, benefits
will be paid under the provisions of the policy. By law, the premium
on insurance amounts over $50,000 is taxable to employees, but
you may elect to "cap" your insurance at this amount
if you do not wish to pay tax on this premium. In addition, in
the event of the death of an active employee, the University will
contribute one month's gross salary, payable to the employee's
estate.
9.3.2 SupplementalLife Insurance Plans
Supplemental life insurance is available to you upon hire in increments of $10,000 up to coverage amounts up to $750,000. If purchased within 2 weeks of the date you are hired (with a maximum of $200,000 without Evidence of Insurability) may be provided on a guaranteed issue basis. Amounts over guaranteed issue will require Evidence of Insurability.
Supplemental Life Insurance is also available for your eligible covered dependents.
9.4 Disability Insurance
9.4.1 Voluntary Short-Term Disability
You may purchase voluntary short-term disability insurance. The cost of the plan varies depending on age and level of coverage. If elected at the first enrollment opportunity after you are hired, coverage may be provided on a guaranteed issue basis; thereafter, coverage is subject to completion of a medical questionnaire and evaluation by the insurer. There may be restrictions in coverage for conditions that existed before your date of enrollment.
9.4.2 Long-Term Disability Plan
The University provides long-term disability insurance at no cost to eligible employees after completion of one year of continuous regular full-time service. The one-year waiting period may be waived with proof of prior group long-term disability coverage, which ended immediately preceding your regular full-time employment with the University. This proof must be submitted to Benefit Services within 2 weeks of employment. Beginning six months after the date of disability, the plan provides 60% monthly income (up to $10,000) which is offset by other benefits received, such as Social Security and Worker's Compensation. Preexisting condition restrictions apply to new enrollees.
9.4.3 Supplemental Long-Term Disability Plan (Buy-up option)
You may purchase a supplemental long-term disability plan. The cost of this plan will vary depending on age and the level of coverage. The supplemental plan provides an additional amount of coverage bringing your monthly income protection to 66 2/3% to a maximum monthly benefit of $12,000. If purchased at the first enrollment opportunity after you are hired, coverage may be provided on a guaranteed issue basis; thereafter, coverage is subject to completion of a medical questionnaire and evaluation by the insurer. There may be restrictions in coverage for conditions that existed before your date of enrollment
9.5 Retirement
9.5.1 Eligibility for Retirement
Employees are considered to be in retired status
for benefits purposes if they (1) retire at age 65 or over, (2)
retire between the ages of 60 and 65 with 10 years of full-time
University service; or (3) retire between the ages of 55 and 60
with 20 years of full-time or full-time equivalent University
service. If you are considering retirement, you should consult
retirement plan documents for pertinent information.
You should submit your notice of intent to retire, in writing, to your supervisor with a minimum advance notice of 90 days. Detailed information to assist you in preparing for retirement, including distribution rules applicable to the base and supplemental retirement plans is available from the Benefits Administration Department.
9.5.2 Base Retirement Plan
If you are at least 21 years of age and have completed two years of full-time service, you are eligible to enroll in the base retirement plan. You should complete an enrollment application form. The two-year service requirement may be satisfied, in part or in full, through benefit-eligible service at another college or university in the United States immediately preceding employment at GW..
Once you are enrolled in this plan, the University
will contribute an amount equal to 4 percent of your base salary
to the plan. You are not required to contribute to receive the
University's contribution. You designate the University contributions
to a choice of investment options within retirement annuities
offered by the Teachers Insurance and Annuity Association (TIAA)
and the College Retirement Equity Fund (CREF).
9.5.3 Supplemental Retirement Plan
Upon hire, you may elect to contribute a portion of your salary to a supplemental retirement plan. You may make contributions on a pre-tax basis to TIAA-CREF, Fidelity Investments, the Vanguard Group of Investment Companies, or Equitable Life Assurance Society.
The minimum contribution is $200.00 per year. You may elect to contribute the maximum amount, as determined by the IRS code, on a pre-tax basis. Contributions are restricted by legal limits set by the Internal Revenue Code. The maximum you may contribute generally changes annually. Additional factors such as salary, years of service, and prior contributions may affect how much you can defer from taxation. Employees over age 50 may be eligible for catch-up contributions. You may elect to contribute any amount of your salary, up to the calculated maximum, by completing a Salary Reduction Agreement..
9.5.4 Matching Retirement Plan
If you are participating in both the base and supplemental
retirement plans, you are eligible to receive a matching contribution
from the University. For each 1 percent of salary you contribute
to a supplemental retirement plan, the University contributes
an additional amount equal to 1.5 times your contribution, up
to a maximum University contribution that equals 6 percent of
your salary. Thus, if you contribute 4 percent of your salary,
the University will contribute 6 percent. You may allocate the
University matching retirement contribution to TIAA-CREF, Fidelity, or Vanguard.
9.6 Educational Benefits
9.6.1 Tuition Benefits
You are eligible to receive tuition benefits for yourself, your spouse, or domestic partner, and your dependent children beginning the first semester after successful completion of the 90 day introductory employment period. You must complete the waiting period before the first day of the academic semester to be eligible for benefits for that semester. Research professionals, Faculty, Medical Residents and the Executive group (as defined in Section 8.1) are eligible to receive tuition benefits for the first semester that follows or coincides with the date of appointment.
All benefits apply to tuition only (no fees) for courses offered at the University. Tuition benefits may also apply to some non-credit courses offered through the University. Certain programs such as executive graduate programs, the M.D. degree program, and the doctoral programs in clinical psychology are excluded from the tuition benefit program. Benefits for the JD degree (law), Juris Doctor, will be remitted at the graduate level, not the doctoral level. Some tuition benefits may be subject to federal, state, or local taxes. The Benefits Services Division can provide you with additional information on these limitations.
Requests for exceptions to University policy regarding
tuition benefits must be made in writing to the Benefits Director.
The request must include a supporting recommendation from the
Vice President to whom your work area reports.
In the event of termination or transfer to an ineligible
status, employees become ineligible for tuition benefits for themselves,
their spouses, domestic partners, and their dependent children.
The balance of tuition due through the end of the full semester
will be determined on a prorated basis. Financial adjustments
will be made by the University through the Student Accounts Office.
9.6.2 Tuition Benefits for Yourself
Class attendance is limited to time apart from normal
working hours. Your department head must approve any exception
in advance.
9.6.2.1 Tuition Benefits for Undergraduate and
Master's Degrees
Regular full-time employees are entitled to tuition
benefits equal to 96 percent of the Columbian College of Arts
and Sciences per credit hour rate, not to exceed 21 credit hours
per year at the University on a degree or non-degree basis.
The maximum benefit is six hours in the fall and spring semesters
and nine hours in the summer sessions. Regular part-time employees
are entitled to tuition benefits equal to 96 percent of the
Columbian College of Arts and Sciences per credit hour rate,
no to exceed 9 credit hours per year--3 per semester and during
the summer.
9.6.2.2 Tuition Benefits for Doctoral Programs
Regular full-time employees enrolled in doctoral
work at the University are entitled to tuition benefits with
no limit on the number of hours taken per semester or summer
session, but the benefit will not exceed 96 percent of the per
credit-hour cost or 96 percent of the Columbian College of Arts
and Sciences, per credit hour cost whichever is less.
Regular part-time employees enrolled in doctoral
work at the University are entitled to tuition benefits equal
to 96 percent of the Columbian College of Arts and Sciences
per credit hour rate, not to exceed three credit hours per semester,
or one-half of the cost of actual tuition, whichever is greater,
up to a maximum of 48 percent of the current tuition of the
Columbian College of Arts and Sciences.
An individual is entitled to tuition benefits
for only one doctoral degree.
9.6.2.3 Tuition Benefits for Non-Credit Courses
Regular full-time employees hired before January
1, 1991, and enrolled in a non-credit course, are entitled to
full tuition benefits not to exceed the Columbian College of
Arts and Sciences rate.
Regular full-time employees hired on or after
January 1, 1991, and enrolled in a non-credit course are entitled
to tuition benefits not to exceed 75 percent of the cost of
each course or three times the credit-hour cost of the Columbian
College of Arts and Sciences, whichever is less. If a course
is job-related and approved by the department head, the tuition
benefit may be awarded at 100 percent.
Regular part-time employees hired before January
1, 1991, and enrolled in a non-credit course are entitled to
tuition benefits equal to 100 percent of the cost of the course,
up to a maximum of three credit hours each semester, and three
credit hours during the summer, not to exceed the Columbian
College of Arts and Sciences rate.
Regular part-time employees hired on or after
January 1, 1991, and enrolled in a non-credit course are entitled
to tuition benefits equal to 37.5 percent of the cost of each
course or one-half the three- credit-hour rate of the Columbian
College of Arts and Sciences, whichever is less, per semester
and during the summer. If a course is job-related and approved
by the department head, the tuition benefit may be awarded at
100 percent.
9.6.3 Tuition Benefits for Your Spouse or Domestic
Partner
As long as you remain in a regular status, your
spouse or domestic partner, if academically eligible, is entitled
to tuition benefits as described below, without limitation on
the number of courses or credit hours.
The spouse or domestic partner of a regular full-time
employee is entitled to tuition benefits equal to 48 percent of
the credit hour cost of the Columbian College of Arts and Sciences
during the first five years of employment, and 71 percent thereafter.
The spouse or domestic partner of a regular part-time
employee is entitled to tuition benefits equal to 24 percent of
the credit hour cost of the Columbian College of Arts and Sciences
during the first five years of employment, and 35.5 percent thereafter.
The spouse or domestic partner of a regular employee
hired before January 1, 1991, is entitled to tuition benefits
as described above for credit or non-credit courses. The spouse
or domestic partner of a regular employee hired on or after January
1, 1991, is not eligible for tuition benefits for non-credit courses.
9.6.4 Tuition Benefits for Your Dependent Children
Regular employees are entitled to tuition benefits
for legally dependent children for as long as the employee remains
in a regular status, effective the first day of the semester coinciding
with or following the employee’s first day of employment with
the University. The maximum benefit authorizes is the equivalent
of eight semesters of full-time study and is intended to enable
the student to earn one undergraduate degree. The dependent child
must be admitted to a degree-granting division of the University,
although an eligible child enrolled in an undergraduate degree
program at another institution may apply benefits to courses taken
at the University and applicable to that degree. This includes
enrollment during the summer sessions.
For dependent children of regular full-time employees
hired before January 1, 1991, the benefit is 95 percent tuition.
For dependent children of regular full-time employees hired on
or after January 1, 1991, the following benefit applies:
| Percentage of Applicable Tuition
Provided by the University |
Years of Employee's Service |
| 47% |
less than 1 |
| 57% |
1, less than 2 |
| 67% |
2, less than 3 |
| 77% |
3, less than 4 |
| 87% |
4 or more |
Tuition benefits for dependent children of regular
part-time employees will be one-half of those provided for dependent
children of regular full-time employees, based on date of hire.
If the maximum available tuition benefit for undergraduate
study is not used by an eligible child, he or she may apply any
unused benefit toward certain graduate or professional degree
programs at the University. The graduate or professional degree
program must begin while the child is legally dependent and within
five years of the award of the bachelor’s degree. The maximum
benefit that will be authorized for any individual will be the
equivalent of eight semesters of full-time graduate or professional
study and is limited to one graduate or professional degree. This
benefit for graduate study is available only if the child was
eligible for undergraduate tuition remission by virtue of the
parent’s having been an employee during the student’s undergraduate
years. Tuition benefits will be based on the per-credit-hour rate
in the student’s year of entry into the program.
If an employee dies while in regular service, the
benefit will continue for currently enrolled children. Tuition
benefits will also be provided for children dependent at the time
of the parent’s death if they subsequently enroll at the University,
at the level of benefits available at the time of enrollment to
University employees based upon years of service and initial date
of regular University employment.
9.6.5 Taxability of Tuition Benefits
Some tuition benefits may be subject to federal, state, or local taxes.
When an employee, spouse, domestic partner, and/or dependent receive graduate level tuition benefits, the benefit is subject to taxation as imputed income. Imputed taxes are 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 tax rate will vary from 24% to 37% of the benefit value issued to the participant.
For employees only, Internal Revenue allows a $5,250.00 annual exclusion (calendar year) in tax-free graduate level benefits. Tuition benefits in excess of the exclusion are subject to taxation. If the course/s are directly related to your position, you can request exemption from taxes by completing the "Certificate of Graduate-Level Course as Work-related" form and submitting it to the Benefits Administration Department.
Undergraduate tuition benefits issued to same-sex domestic partners and common-law-marriage partners are subject to the same taxation rules that apply to graduate level benefits.
For staff/faculty employed by a GW affiliate, please contact the GW Tax Department at (202) 994-2556 for information pertaining to your specific facility and position
9.6.6 Tuition Exchange Program
The University is a member of The Tuition Exchange, Inc. (TE), a national organization that administers tuition remission scholarships for employees of member colleges and universities. Each year a fixed number of students may enroll in bachelor's degree programs at member institutions throughout the country. Eligible employees may apply at the Benefit Services Division to become candidates for TE scholarships for their legally dependent children under age 24 for full-time study in undergraduate degree programs. The application deadline is October 15th each year for scholarships during the next academic year. Applicants will be ranked by adjusted service date, which begins from the initial date of hire in a regular position, less periods of unpaid leave in excess of 30 days. You may review a list of TE member institutions at http://www.tuitionexchange.org/partinst.cfm
9.7 Child Care, Child Care Counseling Services, and
Elder Care Services
Several services are available to assist regular employees
with resources and counseling for child care and elder care needs.
Bright Horizons Children's Center provides daycare
services for children from the age of six weeks through six years
of age. The center provides quality day care and excellent teacher-to-child
ratios. It is conveniently located at 2033 K Street, adjacent to
the Foggy Bottom campus. The center also provides periodic seminars
on a variety of relevant child care issues.
In addition, Bright Horizons provides backup child
care for children aged six weeks through 12 years on a space-available
basis. You may use this service when regular child care arrangements
are unavailable, including during school vacations or in the event
of school closings. You must complete registration materials before
using this service.
Contact the center's director at (202) 887-5944 for
registration information and materials for full-time and backup
care and for information on space availability for your child. Costs
for child care vary, depending on the hours of service needed.
The Child Care Counseling Services program provides
individual counseling, resource materials, and periodic seminars
to regular staff. The program is available at no cost to parents,
expectant and adopting parents, grandparents, guardians, and others
who may need assistance.
The Elder Care Resource and Referral Service provides
a variety of services to regular staff who may have issues relating
to aging parents, grandparents, and other relatives. Information
is available on Medicare and Medicaid, legal and financial resources,
family counseling resources, and caregiving options within and outside
the Washington Metropolitan Area.
For more information on Child Care Counseling Services
or Elder Care Counseling Services, contact Carol Ann Rudolph, Family
Care Resources, at (301) 897-8272.
9.8 Social Security
You must have a valid Social Security account number
to be employed at the University. You are covered by the provisions
of the Old Age, Survivor, Disability Insurance Act of 1935, as amended-commonly
referred to as Social Security. The University and its employees
are required to make tax contributions toward Social Security benefits
in accordance with current federal regulations.
You can receive Social Security retirement benefits
in addition to any benefits received through participation in the
University's retirement plans. Social Security disability benefits
are also administered by the Social Security Administration and
are a factor in determining benefits provided by the University's
long-term disability benefits plan.
9.9 Workers' Compensation
The University maintains Workers' Compensation Insurance
coverage for employees who sustain an injury or illness compensable
under the District of Columbia Workers' Compensation Act of 1979.
The University pays the full cost of the workers' compensation insurance.
All workers' compensation claims are subject to evaluation and investigation
by the University and its insurance carrier. If you are injured
while performing University duties, you must report the injury promptly
to your immediate supervisor and to the University Department of
Risk Management and Insurance or the Medical Center Department of
Environmental Health and Safety Management. More information is
available on the University's Risk
Management website.
9.10 Unemployment Compensation
University employees are covered in accordance with
applicable unemployment compensation laws and regulations that also
govern eligibility for unemployment benefits. All forms or contacts
related to unemployment compensation claims should be delivered
or referred to the Benefits Services Division of Human Resource
Services.
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