Benefits Office

All Human Resources employee benefit-related documents are now stored in Google Drive and/or in your BENEFITS GUIDEBOOK.  Here's the folder for the documents in Google Drive.  Google Drive houses documents/forms that may not typically be available within the Benefits Guidebook or are in both locations because they are the most commonly requested.

Please visit this link, What's New, for current events.  Examples include the following:

Messages, announcement of Live Webinars, etc... from TIAA
Schedule of upcoming TIAA 1:1 Counseling Sessions
Annual open enrollment information (typically shared in the month of May)

Other Announcements and/or Links relevant to current happenings:

Resources to assist during COVID-19

Virtual Medicine -  24/7/365 on-demand access to U.S. board-certified doctors and pediatricians by phone or online.  See page 7 of your Benefits Guidebook!

All Human Resources employee benefit-related documents are now stored in Google Drive and/or in your BENEFITS GUIDEBOOK.  Here's the folder for your documents in Google Drive.  Google Drive houses documents/forms that may not typically be available within the Benefits Guidebook or are in both locations because they are the most commonly requested.

Please visit this link, What's New, for current events.  Examples include the following:

Messages, announcement of Live Webinars, etc... from TIAA
Schedule of upcoming TIAA 1:1 Counseling Sessions
Annual open enrollment information (typically shared in the month of May)

Other Announcements and/or Links relevant to current happenings:

Resources to assist during COVID-19

Virtual Medicine -  24/7/365 on-demand access to U.S. board-certified doctors and pediatricians by phone or online.  See page 7 of your Benefits Guidebook!

Annual Open Enrollment - Come back in early May!

The BENEFITS GUIDEBOOK is your resource for everything benefits. It is an interactive resource with multiple ways to get you where you want to go. The guidebook describes the highlights of York College’s benefit programs. The official plan documents, benefit booklets, benefit certificates, and benefit summaries prevail should there be any discrepancies between the guidebook and the official documents. The “Online Resources” page within the guidebook contains links to the official plan documents, resources and frequently used forms and is broken down by benefit type for your convenience.

Open Enrollment is an annual period when you may make changes to your benefit elections without experiencing a qualifying life event. The open enrollment meetings typically take place in late May. Any changes you elect during the open enrollment period typically go into effect on July 1st. Some benefit elections may require additional steps approvals before they become effective. Some benefits carry over from year-to-year. Other benefits (i.e. flexible spending accounts, health savings deferrals, medical waiver, spousal affidavit) require an active re-election every year.

Qualifying life events, reviewable in the Benefits Guidebook, are examples of circumstances that may enable you to change your benefits during the year. Refer to the guidebook for examples. There are time limits to your ability to make changes following a qualifying life event, so make sure you report these events to Human Resources in a timely manner.

The BENEFITS GUIDEBOOK is your resource for everything benefits. It is an interactive resource with multiple ways to get you where you want to go. The guidebook describes the highlights of York College’s benefit programs. The official plan documents, benefit booklets, benefit certificates, and benefit summaries prevail should there be any discrepancies between the guidebook and the official documents. The “Online Resources” page within the guidebook contains links to the official plan documents, resources and frequently used forms and is broken down by benefit type for your convenience.

Open Enrollment is an annual period when you may make changes to your benefit elections without experiencing a qualifying life event. The open enrollment meetings typically take place in late May. Any changes you elect during the open enrollment period typically go into effect on July 1st. Some benefit elections may require additional steps approvals before they become effective. Some benefits carry over from year-to-year. Other benefits (i.e. flexible spending accounts, health savings deferrals, medical waiver, spousal affidavit) require an active re-election every year.

Qualifying life events, reviewable in the Benefits Guidebook, are examples of circumstances that may enable you to change your benefits during the year. Refer to the guidebook for examples. There are time limits to your ability to make changes following a qualifying life event, so make sure you report these events to Human Resources in a timely manner.

The Consolidated Omnibus Budget Reconciliation Act (COBRA) requires employers who provide health coverage to their employees to offer such coverage to employees and covered family members on a temporary basis when there has been a change in circumstances that would otherwise result in a loss of such coverage. This benefit applies to situations like a child losing coverage due to age, a spouse losing coverage due to divorce or an employee leaving employment.

In some cases, for example, when an employee leaves employment, the college will initiate the COBRA offering. In other cases, such as a divorce or dependent losing eligibility, the employee must provide notice to the college that a COBRA-qualifying event has occurred and must do so in a timely manner.

COBRA General Notice

The college’s retirement plan, the York College of Pennsylvania Defined Contribution Retirement Plan, allows eligible participants to defer a portion of their base wage to their TIAA retirement account. Members of the group eligible for an employer match will receive an employer contribution based upon the matching schedule outlined in the retirement plan document. More information is available within the BENEFITS GUIDEBOOK on the page designated to the retirement plan with additional information available on the Online Resources page.

The definition of a retiree of York College is a full-time employee who has worked for the College for no fewer than ten consecutive years full-time prior to retirement and who has a total of age and years of York College service upon retirement that equals or exceeds 75. If an employee meets this definition, they shall be eligible for coverage within College-affiliated plans, per plan provisions, for medical, prescription, dental and vision provided the retiree compensate the College for 100 percent of premiums on at least a monthly basis. More information is available upon request and within the York College of Pennsylvania Welfare Benefits Plan document posted within the BENEFITS GUIDEBOOK under Online Resources.

Click HERE to be directed to Retiree Health Plan information such as benefit summaries, facts & features, and cost structure for both Under Age 65 options and Age 65 and Older options.

The college’s retirement plan, the York Country Day School Defined Contribution Retirement Plan, allows eligible participants to defer a portion of their base wage to their TIAA retirement account. Members of the group eligible for an employer match will receive an employer contribution based upon the matching schedule outlined in the retirement plan document. More information is available within the BENEFITS GUIDEBOOK on the page designated to the retirement plan with additional information available on the guidebook's Online Resources page.

Please see Leaves of Absence for detailed information.

The BENEFITS GUIDEBOOK contains links to several employee notices.  Please refer to the guidebook’s “Online Resources” section for the following:

Retirement Plan Notices

Summary Annual Report - This is a summary of the annual Form 5500 filing for the retirement plan.

Fee Disclosure Notice - Contains important information regarding fees and expenses associated with your retirement plan and its investment options.

Qualified Default Investment Notice - Explains how your contributions under the plan may be invested and continue to be invested if you have not provided complete instructions.

Universal Availability Notice - Explains how you may participate in the retirement plan.  All full and part time employees, excluding Student Workers, may participate following one hour of service.

Welfare Plan Notice

Summary Annual Report - This is a summary of the annual Form 5500 filing for the welfare plan.

Other disclosed notices not available in the Benefits Guidebook:

Healthcare Exchange Notice - Contains important information regarding the Health Insurance Marketplace and employment-based health coverage offered by your employer.  Availability to this notice is not a guarantee of eligibility for coverage. Eligibility to participate in the college’s group health plans continues to be based on an employee meeting the eligibility and participation requirements as set out in the terms of the plan.

This notice is available within the Human Resources - "YCP" or "YCDS" Google folder.

Employees of the College injured by accident while in the performance of their duties for the College are covered by Worker’s Compensation Insurance. An employee, when so injured, shall immediately report the accident and injury to his/her supervisor no matter how minor the accident or injury may seem at the time.

The injured employee shall be responsible for the completion of an accident report form within 24 hours of the accident and may contact the Human Resources Office in person with the supervisor present to complete the report. The report shall be forwarded promptly by that office to the insurance carrier. Payment for compensation, medical expenses, and other benefits, will be paid promptly by the insurance company in accordance with the provisions of the law. In the event of time lost from work, employee will receive no salary during the waiting period of the first seven calendar days of absence. Employee may utilize accumulated sick or vacation leave during this seven day waiting period.

Workers Compensation documents, including the Panel of Participating Providers, are stored here Work Injury Reporting.  

CRITICALLY INJURED EMPLOYEE PROCEDURES

In the event an employee is critically injured on the job, please follow the outlined steps below:

1. CALL 911
   Any employee/student worker that is critically injured or sick and needs help
2. CALL CAMPUS SAFETY 717-815-1314 or extension 1314
   For an employee/student worker that is injured and needs first aid and a medical evaluation from a trained officer. At this time the officer will make the decision to either call for an ambulance or provide transportation to the nearest emergency room or urgent care center on the approved panel physician list. 

   At no time should a fellow employee transport an injured person in their personal vehicle.

3. REPORT INCIDENT TO THE HUMAN RESOURCES BENEFITS OFFICE
   Work-Related Injuries (Fatalities, Hospitalizations, Amputations, Loss of Eye)
   Effective January 1, 2015, York College, as well as all other employers, are subject to a new reporting requirement. This requirement states that employers must report to OSHA all work-related fatalities within 8 hours and all work-related in-patient hospitalizations, amputations and loss of an eye within 24 hours. This new requirement simply emphasizes the importance of timely reporting. The area that would appear to most likely affect York College given the nature of our business is the new in-patient hospitalization reporting requirement; however, accidents involving fatalities, amputations or loss of an eye would be subject to this same process. During normal office hours, the supervisor in charge must immediately contact Human Resources at 717-815-6871 to report any work accidents, injuries or illnesses. Outside of normal office hours, including weekends, the supervisor in charge must call Campus Safety at 717-815-1314 regarding an incident resulting in hospitalization, fatality, amputation or loss of an eye. The Campus Safety Office will then contact a Human Resources representative.

   Work-Related Injuries (All Other Categories)
   In regards to injuries that do not involve a fatality, hospitalization, amputation, or loss of an eye, after the injured employee/student worker has been treated they should then report the incident to the Benefits Office of Human Resources no later than the next business day.

   Any employee/student worker that needs to report a minor injury and does not need first aid, should notify their Supervisor immediately, then make arrangements to report the incident to the Benefits Office of Human Resources no later than the next business day.

   The Benefits Office is open Monday - Friday from 8:30 a.m. until 5:00 p.m.  Please call 717-815-6871 or email benefits@ycp.edu.

 LIGHT DUTY POLICY

To ensure employees’ successful recovery from work-related injuries and illnesses and in order to reduce its liability under workers’ compensation the College has established a policy on light duty jobs. Directors and supervisors of College employees must follow specific procedures when an employee returns to work after a work-related injury or illness with light duty restrictions imposed by a physician where such restrictions do not enable that employee to perform one or more of the essential functions of his/her position for a temporary period of time.

Any employee who is absent from work due to injury or illness for more than three consecutive calendar days must present a statement from a physician acceptable to the College of the employee’s ability to return to work. Any work restrictions must be noted in the physician statement along with a description of the employee’s condition, prognosis, work limitations and anticipated duration of work limitations.

Directors or supervisors may assign light duty work appropriate to the restrictions placed upon employees as described above, when any such work is available in any department or function within the College.

In assigning light duty work, all directors or supervisors must require the employee to sign an acknowledgment form stating the following: “Employee is being placed in a temporary light duty position that meets the requirements of his/her release to return to work. Employee understands that this position is temporary only and shall not exceed six months in duration. If, at the end of six months, an employee is unable to perform the essential functions of his/her pre-injury job, with or without reasonable accommodation, the College will re-evaluate employee’s employment at the time, subject to any rights the employee may have under the Americans With Disabilities Act and state and local laws. Nothing in this acknowledgment shall be construed as a contract or guarantee of employment.”

Before permitting an employee to return to his/her pre-injury job, the director or supervisor shall require the employee to present a release from his/her physician of the employee’s ability to perform all of the essential functions of his/her position with or without reasonable accommodation and without posing a present and significant risk of safety to the employees or others.