Benefits Bulletin October 2024

Welcome to the Benefits Bulletin!

Our goal with this monthly newsletter is to communicate benefit changes and keep you up-to-date and informed on approaching deadlines.

DMV Connect is Back!!

DMV Connect is coming to campus on October 23

Human Resources is excited to announce that DMV Connect, a mobile customer service center through DMV, will be coming to campus on Wednesday, October 23, 2024, from 9:00 a.m. – 4:00 p.m., on the second floor of the Wine-Price Building. DMV Connect is equipped to process all DMV transactions including:

  • Applying for or renewing your ID card (REAL ID)
  • Applying for or renewing your driver’s license
  • Applying for a Veteran ID card
  • Getting a copy of your driving record
  • Obtaining vehicle titles, license plates, decals, and transcripts
  • Ordering disabled parking placards or plates
  • Applying for certified copies of Virginia vital records, including birth, death, marriage, and divorce certificates
  • Getting fishing and hunting licenses
  • Updating your mailing address, voter registration address, and organ donor status
  • Requesting a Personal Identification Number (PIN) to set up an online myDMV account
  • Purchasing an E-ZPass transponder
  • And much more!

Save yourself the inconvenience and the time it takes to go to DMV to complete your transactions; simply visit DMV Connect!

Schedule Here!

October's Featured Benefit

This month's featured benefit is...

Employee Assistance Program (EAP)

The EAP is a confidential information, support, and referral service offering tools and resources designed to help maximize productivity and meet the challenges of modern life. EAP services are available to employees and their household members enrolled in the state health plans.

The EAP includes up to four sessions at no charge for services such as mental health, alcohol or drug abuse assessment, child or elder care, grief counseling, legal services, and financial services. Areas frequently addressed by the EAP include:

  • Child care and parenting
  • Helping aging parents
  • Financial issues
  • Legal concerns
  • Work and career
  • Emotional well-being
  • Addiction and recovery
  • Wellness and prevention
  • Concierge and convenience services
  • Life events

Interested in learning more about the resources available through the EAP? If so, contact your health insurance plan’s Member Services Department.

Anthem Blue Cross and Blue Shield (COVA Care & COVA HDHP Plans)

Member Services: 1-855-223-9277

www.anthemeap.com

Aetna (COVA HealthAware Plan)

Member Services: 1-888-238-6232

www.mylifevalues.com

State Health Benefits Program Offers Online Employee Assistance Program (EAP) Resources to Wage and Waived State Employees

The Office of Health Benefits announced effective immediately, wage and waived state employees not covered under a state health insurance plan will have access to online Employee Assistance Programs (EAP services) exclusively through Anthem. The online educational services are offered at no cost to wage and waived state employees until June 30, 2025.

State employees interested in the online services can visit the Commonwealth of Virginia EAP website.

The Anthem EAP website contains resources including:

  • Self-help resources for Critical Incident Support
  • Self-assessments
  • Emotional wellness articles, podcasts, and videos
  • The Let’s Talk Depression toolkit
  • Work/life resources self-search for childcare, eldercare, etc.
  • Online seminars
  • ID monitoring
  • Web-based legal/financial resources including access to 100+ legal forms

Individual services for counseling, legal consultation, telephonic financial counseling, and work/life consultation services are not included.

Open Enrollment for Optional Retirement Plan for Higher Education (ORPHE)

October is open enrollment for participants in the Optional Retirement Plan for Higher Education (ORPHE). You have the opportunity to change providers, effective with the first payroll in 2025.

For more information regarding ORPHE open enrollment, please view the VRS ORPHE Open Enrollment presentation. Two provider options are available: DCP (record kept by MissionSquare Retirement, transitioning to Voya on January 1, 2025) and TIAA. Use the ORPHE Provider Options Chart to review provider’s fees, services, and plan features.

If you wish to change providers during open enrollment, you can view your options and make a selection in myVRS. Once logged in, the following message will appear on your account home page through October 31, or until you make a provider change:

No action is required if you do not wish to change your provider during the open enrollment period.

Please note that selecting a new provider does not impact your balances. If you wish to transfer balances to your new provider you will need to request a plan-to-plan transfer. For additional information or assistance, please email orphe@varetire.org.

October's Social Security Column Newsletter

CELEBRATING 89 YEARS OF SOCIAL SECURITY

For nearly 90 years, Social Security has provided income protection to millions of retirees, people with disabilities, their dependents, and families who’ve lost a family member who worked and paid Social Security taxes before they died. In addition to paying benefits, we issue millions of Social Security numbers each year, maintain wage records to make sure workers get the benefits they have earned, and much more. The scope of what we do is enormous, and we are proud to serve the American people. Whether providing service online at SSA.gov, over the telephone, or in person, our goal is to help you understand your eligibility for benefits and the best way to apply for them.

We also work to make sure our programs, particularly Supplemental Security Income (SSI), remain accessible to you. SSI provides monthly payments to adults and children with a disability or blindness, and to adults age 65 and older, who have limited income and resources. This year we announced that we are expanding SSI eligibility criteria by:

  • Updating the public assistance household definition.
  • Removing food from in-kind support and maintenance.
  • Expanding rental subsidy nationwide.

Find more information about SSI at www.ssa.gov/ssi/.

We are dedicated to protecting the well-being of the people we serve. It is important to us that every person who is eligible for benefits gets them timely and accurately. That is how we help secure today and tomorrow.

To learn more about the history of Social Security, visit www.ssa.gov/history. Please share this information with your friends and loved ones who may need it.

SOCIAL SECURITY INSTALLS NEW KIOSKS TO IMPROVE CUSTOMER CHECK-IN PROCESS

At Social Security we strive to make our services more accessible while maintaining your privacy. We installed new kiosks in most of our local offices to make it easier for you to check in and conduct business with us. The kiosks are private, easy to use without assistance, and provide consistent service to our customers.

Modifications to earlier screens have improved the check-in process, especially for our customers who are blind or have low vision. Each kiosk is compliant with the Americans with Disabilities Act (ADA) and includes the following features:

  • Accessible keypads.
  • Audio headphone jacks (complimentary headphones are available upon request).
  • Braille instructions for how to use the kiosk and report any accessibility issues.
  • Built-in thermal printers and ticket dispensers.
  • Enhanced 508-compatible check-in software.
  • Touchscreen monitors with privacy filters.

These kiosks are just one more way we’re improving the customer service experience in our offices. Last year, we began offering Mobile Check-in Express. It allows customers to use their mobile device to scan a QR code at their local office to check in for scheduled and walk-in appointments.

By turning on their device’s location services and mobile notifications, visitors receive:

  • An electronic ticket so they know their place in line.
  • An alert when an employee is ready to help them.
  • Information about their interview location.
  • An invitation to participate in our feedback survey.

With our new kiosks and Mobile Check-In Express, our check-in process has never been easier. To learn more about our commitment to accessibility, visit www.ssa.gov/accessibility.

STAY HEALTHY AND INDEPENDENT WITH SENIOR NUTRITION PROGRAMS

Are you eligible for Social Security retirement benefits or already receiving them? Did you know that you can also receive healthy meals and other nutrition services through the national Senior Nutrition Program? Local meal programs in communities across the country are waiting to serve you.

As we age, we have different needs, different ways we take care of our health, and different nutrients we need to get from our food. But we don’t always have enough healthy food or the desire to prepare or eat a meal. Whether you need more food, healthier food, someone to share a meal with, or better eating habits, a meal program can help.

Every day, senior nutrition programs serve almost 1 million meals to people age 60 and older. With home delivery and group meal options, you can get the food you need in a way that works best for you. They can help you avoid missing meals – and save you time and money with less shopping and cooking.

Local programs serve more than food. They also:

  • Offer opportunities to connect and socialize. This improves both your mental and physical health.
  • Teach you how to create a healthy eating plan. You can learn about healthy food recommendations based on your age, needs, and preferences.
  • Connect you with other resources like homemaker services and transportation to help you stay connected and engaged in your community.

It’s no surprise that 9 out of 10 participants say they would recommend a senior nutrition program to a friend. We know this service can help create healthy, strong communities where people can thrive at any age.

Find a senior nutrition program in your area and help us spread the word to your loved ones, neighbors, and community. For more information on resources for older adults, please visit eldercare.acl.gov/Public/Index.aspx.

To learn more about our retirement benefits, please visit www.ssa.gov/retirement.

The Senior Nutrition Program is administered by the Administration for Community Living, part of the U.S. Department of Health and Human Services.

NATIONAL SAVINGS DAY REMINDS US TO PLAN FOR THE FUTURE

October 12th is National Savings Day. It serves as an important reminder to plan for your financial future. Social Security is a vital part of any financial plan. We have online tools to help you understand your potential benefits and how they fit into your financial future.

Regardless of your age, you should periodically review your Social Security Statement (Statement) using your personal my Social Security account at www.ssa.gov/myaccount. Your Statement is an easy-to-read summary of the estimated benefits you and your family could receive, including retirement, disability, and survivors benefits. You should also review your Statement annually to confirm your earnings history.

The retirement calculator in your personal my Social Security account allows you to check various benefit estimate scenarios based on the age you plan to retire. You can compare the effect different earnings and retirement start dates could have on your future benefit amount.

Please let friends and family members know how they can prepare for their financial future by signing in to their secure my Social Security account. If they don’t have an account, they can create one at www.ssa.gov/myaccount.

WHY IT’S IMPORTANT TO TELL US ABOUT CHANGES WHEN YOU GET SOCIAL SECURITY BENEFITS

If you receive Social Security, you can help to make sure we pay you the right benefit each month. You can do that by telling us about relationship or other life changes that could affect your eligibility for retirement, survivors, or disability benefits – or the benefit amount.

You and your family may miss out on additional payments you may be due if you don’t report changes to us in a timely manner. Or you may be overpaid benefits and have to pay us back.

What you need to tell us

To make sure you are paid correctly and receive the payments for which you are eligible, let us know right away if:

  • You get married or divorced.
  • Your spouse or former spouse dies.
  • You become the parent of a child (including an adopted child).
  • The child (or stepchild) who gets benefits on your record gets married.
  • The child (or stepchild) who gets benefits on your record no longer lives with you. Note: We will need the name and address of the person with whom the child is living.

How to report changes

We offer several ways to report changes:

  • Call us at 1-800-772-1213 (TTY 1-800-325-0778), Monday to Friday, 8:00 a.m. to 7:00 p.m.
  • Call your local Social Security office.
  • Fax, mail, or deliver your updates to your local office.

You can use our office locator at www.ssa.gov/locator to find your local office.

If you get retirement, survivors, or disability benefits and need to update your address, phone number, or direct deposit, it’s easy to make those changes using your personal my Social Security account www.ssa.gov/myaccount. Or you can use our automated telephone services at www.ssa.gov/agency/contact/phone.

Get the right check, in the right amount, at the right time, by reporting changes right away! Please share this information with those who need it.

Need to Talk with an Expert?

Upcoming Benefits Training – Retirement 101: Understanding Your VRS Retirement

Are you contemplating retirement? Have you set a retirement date? What do you do next? What benefits will you receive? What is the timing on paperwork?

Come to Retirement 101 and learn the answers to all these questions and more! Learn about your retirement options through the Virginia Retirement System (VRS), discuss the impact on benefits when you retire, and learn how myVRS and Human Resources can aid in retirement planning.

Retirement 101: Understanding Your VRS Retirement (HR1212)

Tuesday, December 3, 9:00 a.m. - 11:00 a.m.

Register with course number HR1212 in MyMadison

Upcoming University Closings

Thanksgiving and Winter Breaks

The university will be closed November 28 - 29 in observance of the Thanksgiving holiday. The university will be closed December 20 – December 31 for the Winter Break*. Please review the Holiday Schedule and University Closings website for the 2024 Holiday and Closing Schedule.

*The university will also be closed Wednesday, January 1, 2025 in observance of New Year’s Day 2025.

Classified Employee Leave

With the holidays fast approaching, now is a good time for classified employees to review vacation leave balances for any hours that would be above the maximum carryover limit.

Employees should work with their supervisor to use any excess leave hours by Thursday, January 9, 2025. As a reminder, you must work or be on approved paid leave the day before and the day after a holiday to receive holiday pay. Please review your leave balances in the event you are carrying a low leave balance and may fall into a time loss situation. Contact Reagan Neese, Leave Specialist, with any questions.

REMINDER: Time & Attendance Records for Non-exempt Staff

All non-exempt employees are required to maintain a Time and Attendance Record each leave year that shows hours worked, leave taken, scheduled days off, and university closures. This record must be submitted to Human Resources each January. Employees and Supervisors of non-exempt employees will receive an email in January with instructions on how to submit the record.

Election Day

Election Day for the next general election is Tuesday, November 5, 2024. The polls open at 6:00 a.m. and close at 7:00 p.m. Voters are required to show an acceptable ID at the polls. A list of acceptable IDs can be found here.

Election Day Attendance

Election Day can present staffing challenges resulting from employees wanting to arrive late or to leave early. It’s important to ensure that employees have a reasonable opportunity to vote, to maintain sufficient staffing coverage throughout the day, and to employ an approach that is equitably applied to all staff.

  • Encourage employees to vote before work, after work, or during their lunch breaks, and to coordinate their schedules with supervisors and co-workers.
  • Advise employees that late arrivals and requests for early departures or extended lunch breaks will require the use of personal leave. Annual, family/personal, overtime, compensatory leave, or service recognition leave may be used for this purpose. Community Service Leave cannot to be used to vote.
  • Consider adjusting the schedules of non-exempt employees as an alternative to using leave.

Election Day Volunteers

Employees are encouraged to volunteer to be Officers of Election. Those who then serve as appointed Officers of Election shall be allowed to use up to 8 hours of Civil and Work-Related Leave on Election Day. As with all leave, supervisory approval is required.

Employees who serve as Officers of Election shall be allowed to use Civil and Work-Related Leave to attend the required Officer of Election certification training only when the employee's locality does not offer the training during non-work hours. Training schedules are available from local registrars and are typically posted on the localities’ websites. Contact Reagan Neese, Leave Specialist, if you plan to serve in this capacity.

If an employee uses Civil and Work-Related Leave to work as an Officer of Election and receives payment for duties and/or training, they must submit the payment to the Commonwealth. Contact Payroll Services to arrange the return of payment.

  • If the employee wishes to retain the payment, they must use annual, family/personal, personal day, overtime, or compensatory leave.
  • Employees who are reimbursed for expenses only (travel, parking, etc.) are permitted to keep such payments.
  • Neither Civil and Work-Related Leave nor Community Service Leave may be used by employees who wish to volunteer on Election Day in another capacity (e.g., poll workers not certified as Officers of Election, political workers, etc.) These activities are considered political activities, not community services as defined in the Virginia Department of Human Resource Management (DHRM) Policy 4.05-Civil and Work-Related Leave.

Virginia Department of Elections: http://elections.virginia.gov/

REGISTER HERE

THANK YOU FOR READING!

This bulletin has been brought to you by the JMU Benefits Team. If you have any questions or would like to reach out to us, please give us a call at 540-568-3593, visit us on the web at www.jmu.edu/humanresources/benefits, or email us at benefits@jmu.edu. Look for the Live Chat on our website and reach one of us instantly!