Frequently Asked Questions
When will premiums be deducted from my paycheck?
Your biweekly payroll deductions will begin based on your eligibility date. For example: Say you are a full-time employee hired on 6/14/21 and you were eligible to enroll in your benefits plans effective 8/1/21 (eligibility date). No matter what date you enroll (within your enrollment window), the coverage will become effective on the eligibility date; in this case 8/1/21. In this example your first deduction would be on the 8/20/2021 paycheck. Paychecks are issued two weeks in arrears.
What do I do if my elected benefits are not deducted from my check or are deducted in the wrong amount(s)?
Contact the Benefits Team within one week of the missed or inaccurate deduction. You are responsible for confirming the accuracy of deductions from each paycheck. You can confirm this by comparing your benefit detail report to your bi-weekly pay statement in SAP. Failure to notify the Benefits Team in a timely manner could result in no coverage (regardless of election) or in substantial paycheck impact for future checks in order to catch-up your portion of the premiums for the coverage elected.
When will I receive my ID cards?
You should receive your Health Insurance ID cards within ten days of your effective date. Cards will be mailed to your mailing address on file in SAP. You may order a new ID card from www.kp.org after your effective date. New cards will be sent only when you change plans or request a new card. There are no ID cards for Delta Dental or VSP.
When can I take the Well-being Survey?
You should receive your Health Insurance ID cards within ten days of your effective date. Cards will be mailed to your mailing address on file in SAP. You may order a new ID card from www.kp.org after your effective date. New cards will be sent only when you change plans or request a new card. There are no ID cards for Delta Dental or VSP.
Do I have to complete the Well-being Survey more than once?
Yes. You must complete the Well-being Survey every Plan year in order to participate in Well-being Counts. To be considered as complete for the purpose of the Wellness Counts program, the THA must be completed within the Wellness Counts program dates. The Wellness Counts program typically runs March through July.
Is there an incentive for completing the Wellness Counts program?
Yes. If you complete the Wellness Counts program each year you will receive a $10 per paycheck premium reduction in the following year.
How long are my benefit elections effective?
Your elections remain in effect for the entire Plan year, unless you have a qualifying life event. You can make changes during the year only if you have an approved change in your work or family status. This includes elections of waive or decline. Changes in your health conditions are not considered qualifying life event changes as defined by the Department of Labor and will not allow a change in enrollment. You may change your Smart Start Savings elections at any time as well as your beneficiary designations.
If I don’t elect benefits during my initial offering will I have the chance again later?
Yes, eligible employees have the opportunity to enroll for coverage annually at Open Enrollment. However, for some benefits (Life and Disability) failure to enroll at the initial offering could void the guarantee issue amount and require an Evidence of Insurability form (EOI) to be completed. Based on the underwriting of this health review, coverage may be denied.
If I fail to enroll during Open Enrollment will my current coverage roll over to next year?
No, Arapahoe County hosts active enrollments, which means you must actively enroll each year in order to have coverage the following year. However, County provided benefits; EAP, Basic Life, Long-Term Disability, 401a and time off will continue.
What are qualified life events?
The following are examples of work and qualified life event:
- You gain or lose a dependent (birth, marriage, divorce, death, adoption, common-law marriage, etc.)
- Your dependent loses coverage due to employment change
- Your dependent becomes eligible for other coverage
- You become ineligible for benefits because you don’t work the required number of hours
- You become eligible for benefits because your employment status changes
All changes to your benefits must be consistent with your life event. For example, a person who gains a dependent may add that dependent to coverage but may not drop their current coverage. To make a benefit election, you must complete a life event request through My Benefits within 31 days from the work/family qualifying event, with appropriate documentation of the event.
What is appropriate documentation for qualified life events?
- Birth – Copy of the Birth Certificate, vanity birth certificate, crib card or hospital discharge papers
- Adoption – Copy of final adoption papers or placement for adoption papers
- Marriage – Copy of the Marriage Certificate (not license) or a letter from the Officiate
- Divorce, Annulment or Legal Separation – Copy of the Divorce Decree, declaration of nullity or court order Death – Copy of the Death Certificate
- Gain Coverage elsewhere – Letter from new carrier or enrollment documentation
- Loss of Coverage elsewhere – Copy of Creditable Coverage of letter from prior carrier Documentation must include employee name, effective date, and an explanation of event.
How do I add a dependent?
You may add a dependent during your initial enrollment period, annual enrollment period, or when you have a qualified life event. You may add your dependent(s) by entering their personal information for each new dependent in MyBenefits and electing the appropriate coverage level. Provide documentation that speaks to the relationship of the dependent with the enrollment.
Do I need to designate a beneficiary, even if I don’t elect benefits?
Yes, the County provides you with employer-paid life and AD&D insurance and participation in the 401(a) retirement plan is required. The My Benefits enrollment system will require this information (including beneficiary’s Social Security Number and date of birth) at time of enrollment and upon any subsequent changes.
If I waive the County’s medical coverage can I gain coverage on the Health Exchange in 2021?
Yes, you would be able to enroll through the Health Exchange. Please be aware that one or more of the County’s plans provides at least the minimum value required under the Affordable Care Act (ACA) and is affordable per Healthcare Reform guidelines. Therefore, if you choose to elect coverage through the Exchange, it is unlikely that you would receive a subsidy to the premiums.
What are qualifying conditions under sick paid time off?
You may use sick time for your own or a qualified family members physical or mental illness or injury, including appointments for the treatment and care of the illness or injury. Additionally, you may take accrued sick time off for counseling, medical care, victim services, relocation and/or legal services and participation in legal proceedings as a result of domestic abuse, sexual assault or criminal harassment.
Can I roll over a previous 401K into the Arapahoe County 457 Plan?
Yes. You may roll over funds from qualified Defined Contribution Plans (401k, 403a, 457b, etc.) into the Arapahoe County Smart Start Savings Plan at any time after your first paycheck. You can begin the rollover process by logging in to www. icmarc.org and following the Rollover Decisions from the “For Participants” drop-down menu.
Can I change my Smart Start contribution amount?
Yes. You may change your contribution amounts at any time through My Benefits. Changes will be applied to the first unprocessed payroll following the change as long as entered by close of business on the Thursday before payroll.
Can I change my investment funds in the Smart Start Savings plan?
Yes. You may change your contribution amounts at any time through My Benefits. Changes will be applied to the first unprocessed payroll following the change as long as entered by close of business on the Thursday before payroll.
Can I take a loan from my Smart Start Savings?
Yes. Arapahoe County’s Plan offers one general purchase loan at a time. Only one loan can be requested per year. Please review the Plan Documents on the My Benefits for details on loans and other in-service withdrawal options.
How do I update my name and/or address with benefits carriers?
All changes to your name, address, or phone number should be updated in SAP (Arapahoe County’s Human Capital Management System). Human Resources will update carriers at least every two weeks.
How do I elect to participate in the Student Loan Payment program?
You may elect to exchange vacation at any time through My Benefits. Once you start your enrollment you will be directed to BenefitEd to enter your lender’s information. You will need your Lender’s company name, address and your account number.
Can I exchange more than 40 hours toward my student loan payment?
No. While we acknowledge that student loan debt can be stressful, we do not want employees to neglect their physical, emotional and social well-being by not taking time away from work. Therefore, you may only exchange 40 hours once each calendar year.
If I leave Arapahoe County, how long will my coverage remain in effect?
Your elected Medical, Dental, Vision, FSA, Basic Life, Additional Life, Long-Term Disability and Short-Term Disability benefits will terminate at 11:59 p.m. on the last day of the month in which you separate employment. Therefore, your share of the premiums for the remainder of the month will be deducted from your final pay. Your Smart Start Savings, and 401a retirement benefits terminate at 11:59 p.m. on your date of termination.
When will I receive COBRA after leaving Arapahoe County?
24 HourFlex will issue a COBRA packet mailed to your last known address.