employee total rewards guide 2015 - reston general/_2015 total rewards guide.pdf · employee total...

Employee Total Rewards Guide2015

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Compensation, Recognition &

RewardsSee page 3

Wellness Program & Benefits

See page 5

Training & Career Development

See page 20

Work/Life BalanceSee page 19

Total Rewards

Contact your Human Resources team at 703‐435‐6504 or [email protected] with any questions or concerns about your Total Rewards Package.

Reston Association employees make the

difference.

Reston Association is committed to providing a comprehensive Total Rewards Package.

The goal of Reston’s Total Rewards Package is to create value for employees by striving to meet their professional goals

and personal needs.

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Reston Association Core ValuesService • Collaboration • Stewardship • Innovation • Leadership

CompensationCompensation

Base Pay Reston Association strives to be competitive with wages within our industry and within our community. We believe in an equitable, balanced total pay program that offers competitive pay. RA hires employees within the minimum of market pay range or RA’s salary grade range, whichever is greater for the job, with variations based on job‐related skills, education, ability, experience, and the current job market.

RA’s salary ranges and job descriptions are available to view in Common\HumRes

Annual Performance Reviews & Merit IncreasesPerformance reviews are scheduled approximately every 12 months, usually coinciding with the anniversary of your hire date or promotion date. A merit increase is generally applied to your base pay in conjunction with your performance review. You and your supervisor should also review your job description at this time, and inform HR if any updates are necessary.

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Recognition & RewardsRecognition & Rewards

Kudos Notes Take a minute to recognize a co‐worker for something positive by writing them a Kudos Note. There is never a reason too small. There is a Kudos board at CSF and WNEC (Nature House), and there are three Kudos boards at Headquarters.

There will be periodic Kudos Note drawings throughout the year. If your Kudos Note is selected, you will win a gift card or points. The points will be automatically loaded to your point bank (see RRR website on page 4 for more information about your point bank).

Reston Employee Awards Program (REAP)The purpose of REAP is to recognize and reward employees for going above and beyond in performing their responsibilities and service to the organization . Nominations for REAP awards are reviewed by the REAP Committee on a monthly basis. Employees who receive a n individual REAP award will receive points . Employees who receive a group REAP award will typically receive a paid lunch.

Recognition & RewardsRecognition & Rewards

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On‐The‐Spot (OTS) RecognitionSupervisors, managers, directors and Human Resources have the ability to give on‐the‐spot (OTS) recognition at any time to recognize an employee (or a group of employees) for demonstrating one or more of Reston Association’s core values.

Employees will receive an email and will be awarded points.

Reston’s Recognition and Rewards (RRR) WebsiteThe RRR website is where employees can view their point bank and redeem their points for prizes. This website has a catalog of over 20,000 prizes to choose from.

To view your point balance and to redeem your points for prizes, go to http://restonrr.isrewards.com. Your username is your birthdate (MMDDYYYY) and your password is reston (you will be prompted to change your password upon initial login).

You can accumulate points in a variety of ways: participation in RA’s Wellness Program, REAP awards, service awards, OTS recognition, and more. Your points don’t expire. As your point balance increases you become eligible for more valuable prizes!

Service AwardsReston Association provides awards for reaching years of service milestones. Awards are given in December of the year in which you reach one of the following service milestones:

5 years • 10 years • 15 years • 20 years • 25 years • 30 years • 35 years

Employee of the YearEvery year Reston Association selects an Employee of the Year. The purpose of the Employee of the Year award is to honor those who have invested their time and taken initiative to make significant contributions to the organization and community over the course of the year, withconsideration given to past achievements and contributions.

The Employee of the Year receives one paid day off certificate, a $500 bonus, and dedication of a tree in Reston.

Benefits – RA’s Wellness ProgramBenefits – RA’s Wellness ProgramReston Association is committed to providing a culture that promotes healthy living througheducation and resources.

RA’s Wellness Program works to achieve this commitment through its goals: To help employees reduce lifestyle risk factors and become better health care

consumers. To raise employee awareness about the importance of preventative health care

and overall wellness including financial and mental. To provide employees a work environment that supports positive health and

fitness practices.

Every year at RA’s annual wellness and benefits fair in November, you will be given a Passport to Wellness where you earn stamps for individual and group activities.

Benefits of participating in the Wellness Program include: Free wellness screenings and flu shots at the Benefits Fair in November. Monthly Brown Bag presentations related to wellness and workplace topics. Activities, events and team challenges such as the YMCA Corporate Challenge,

car free days, blood drives, water‐only challenges, smoothie days, and more. Earn stamps for participation in individual and group activities. Redeem your

stamps for prizes including the grand prize drawings for a Paid Day Off and $250 at next year’s fair, and $100 runner‐up prizes.

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Benefits – Plan/Contact InformationBenefits – Plan/Contact InformationEnrollment in the majority of these benefits must be done within 30 days of hire, during open enrollment, or within 30 days of a qualifying life change event. Open enrollment occurs annually

from mid‐November to mid‐December.

Benefits elected during open enrollment will take effect January 1.

The employee, their spouse or domestic partner (regardless of sex), and their children under age 26 are eligible to enroll in benefits.

Insurance Benefits Health Insurance

Provider Name: Kaiser Permanente, group #3007‐4 (HMO Select), #3007‐6 (POS), #3007‐10 (HRA‐DHMO) Provider Contact: Member Services, 301‐468‐6000Provider Web Address: www.kp.org

Dental InsuranceProvider Name: MetLife, group #5469528Provider Contact: Member Services, 800‐ASK‐4METProvider Web Address: https://mybenefits.metlife.com/

Supplemental Vision Insurance – two options:1.Provider Name: VSP, group #30017163

Provider Contact: Member Services, 800‐877‐7195Provider Web Address: www.vsp.com

2.Provider Name: Spectera/UHC, group #GA9N9747BWProvider Contact: Member Services, 800‐839‐3242Provider Web Address: www.myuhcspecialtybenefits.com

Flexible Spending Accounts (FSA) & Dependent Care Accounts (DCA)Contact: Optum HealthProvider Contact: Member Services, 800‐243‐5543Provider Web Address: https://secure.optumhealthfinancial.com/portal/server.pt?OFSP_login=consumer#

Life/AD&D, Short‐term Disability (STD) & Long‐term Disability (LTD) InsuranceProvider Name: Sun Life, group #211628Provider Contact: Member Services, 800‐247‐6875Provider Web Address: www.sunlife.com/us

Savings Benefits401(k) Retirement Savings Plan (pre‐tax and Roth)

Provider Name: AscensusBroker Contact: Mark Ivcevich, 301‐326‐1521, mark@qp‐consulting.comWeb Address: https://myaccount.ascensus.com/rplink/

529 College Savings PlanProvider Name: American Funds, 800‐421‐4225Broker Contact: Jay Burmaster, 703‐836‐9755, [email protected]

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Premium Costs per Paycheck***Premium Costs per Paycheck***The following rates represent your monthly health, dental and vision premiums effective January 1, 2015.

Kaiser HMO Select(includes Kaiser vision services)

Per Paycheck FULL-TIME Cost***

Per Paycheck PART-TIME Cost***

Employee $10.84

Contact HR for cost. Employee + 1 $43.36

Employee + Family $72.63

Kaiser POS Select(includes Kaiser vision services)

Per Paycheck FULL-TIME Cost

Per Paycheck PART-TIME Cost

Employee $114.41



Kaiser DHMO HRA Signature (includes Kaiser vision services)

Per Paycheck FULL-TIME Cost***

Per Paycheck PART-TIME Cost***

Employee $9.45



MetLife Dental Per Paycheck FULL-TIME Cost

Per Paycheck PART-TIME Cost

Employee $0.00



VSP Vision Per Paycheck Cost

Employee $5.13

Employee + 1 $8.64

Employee + Children $8.82


Spectera/UHC Vision Per Paycheck Cost

Employee $4.15

Employee + 1 $8.43

Employee + Children $8.83


***Reston Association offers a Health Insurance Premium Bank to help eligible employees pay for the cost of their health insurance. See page 12 for more information.

Health Insurance – Option 1Health Insurance – Option 1

Kaiser Permanente HMO Select (Facilities & Contracted Providers Only)With the Select Networkmembers may receive quality care at the Kaiser medical centers in Maryland, Virginia, and the District of Columbia. Building on the Signature physician network, the Select network adds access to more than 15,000 contracted community physicians in private practice. Select members also have access to more than 40 hospitals in the region.

HMO SelectIn‐Network you pay

Out‐of‐Network you pay

DeductibleCoinsurance

Out‐of‐Pocket

None100%

$3,500 Individual$9,400 Family

N/A

Primary Care and Specialist Office Visit $30 PCP/$40 Specialist NO COVERAGE

Emergency Room Visits$100 per visit

(waived if admitted)NO COVERAGE

Hospital – Inpatient Stay $250 per admission NO COVERAGE

Home Health Care No charge NO COVERAGE

Outpatient Facility Services $100 NO COVERAGE

X‐Ray and Laboratory Services No charge NO COVERAGE

Specialty Imaging (CT,MRI,PET scan) $50 per test NO COVERAGE

Chiropractic & Acupuncture Services$40 copay

20 visits per contract yearNO COVERAGE

Mental Health (MG) & Substance Abuse (SA) – Inpatient Facility

$250 per admission NO COVERAGE

Mental Health (MG) & Substance Abuse (SA) – Outpatient Facility

$15 copay‐group therapy; $30 copay‐individual therapy per visit

NO COVERAGE

Vision $30 PCP/$40 Specialist NO COVERAGE

Prescription Drug Program (30 day supply)

Generic Drug (Tier 1)Preferred Brand Name Drug (Tier 2)Non‐Preferred Brand Drug (Tier 3)

*Up to 90 day supply – 3 co‐pays forPlan and Participating Pharmacies

Mail Order*Up to 90 day supply‐ 2 co‐pays

$0 deductible

Plan $20; Participating $30Plan $35; Participating $50Plan $50; Participating $75

$20/$35/$50

Health Insurance – Option 2Health Insurance – Option 2Kaiser Permanente POS Select

(Facilities & Contracted Providers with an Out of Network Option)Members can use in‐plan benefits by using a Kaiser facility or a contracted primary care physician. Your chosen PCP will providecare and coordinate referrals and hospital admissions. Members also have the freedom to choose any other licensed provider outside the provider network; however you will be responsible for deductibles and coinsurance above the health plan’s payment.

POS Select In‐Network you pay Out‐of‐Network you pay

DeductibleCoinsuranceOut‐of‐Pocket

None100%


$300 Individual/$600 Family80/20%


Primary Care and Specialist Office Visit $15 PCP/$30 Specialist 20% of UCR


(waived if admitted)

$75 per visit (waived if admitted)

Hospital – Inpatient Stay $250 per admission 20% of UCR

Home Health Care No charge 20% of UCR

Outpatient Facility Services $50 20% of UCR

X‐Ray and Laboratory Services No charge 20% of UCR

Specialty Imaging (CT,MRI,PET scan) $50 per test 20% of UCR

Mental Health (MG) & Substance Abuse (SA) –Inpatient Facility

$250 per admission 20% of UCR

Mental Health (MG) & Substance Abuse (SA) –Outpatient Facility


20% of UCR

Vision $15 PCP/$30 Specialist per

visit20% of UCR




Mail Order * Up to 90 day supply‐ 2 co‐pays

$0 deductible


$20/$35/$50

Health Insurance – Option 3Health Insurance – Option 3

DHMO HRA SignatureIn‐Network you

payOut‐of‐Network

you pay

DeductibleCoinsuranceOut‐of‐Pocket

$750 Individual/$1,500 Family (RA funds)

90%/10%$3,000 Individual$6,000 Family

(less than regular HMO)

N/A

Primary Care and Specialist Office Visit $15 PCP/$25 Specialist NO COVERAGE


(waived if admitted)NO COVERAGE

Hospital – Inpatient Stay 10% after deductible NO COVERAGE

Home Health Care 10% after deductible NO COVERAGE

Outpatient Facility Services 10% after deductible NO COVERAGE

X‐Ray and Laboratory Services 10% after deductible NO COVERAGE

Specialty Imaging (CT,MRI,PET scan) 10% after deductible NO COVERAGE

Mental Health (MG) & Substance Abuse (SA) – Inpatient Facility

10% after deductible NO COVERAGE

Mental Health (MG) & Substance Abuse (SA) – Outpatient Facility


NO COVERAGE

Vision $15 PCP/$25 Specialist NO COVERAGE




Mail Order * Up to 90 day supply‐ 2 co‐pays

$0 deductible


$18/$28/$43

Kaiser Permanente D‐HMO HRA Signature (Facilities Only)With the Signature Networkmembers receive quality care at the Kaiser medical centers in Maryland, Virginia, and the District of Columbia. Medical centers offer convenient services including primary care, specialty care, laboratory, radiology, and pharmacy at most locations and, in some locations, optical. Signature members also have access to more than 40 hospitals in the region.

Dental InsuranceDental Insurance

MetLife Dental PPOThe PPO plan is 100% Employer Paid for all tiers and provides comprehensive coverage with a nationwide PPO network. This gives members access to more in‐network dentists, making it easier for them to reduce out‐of‐pocket costs for covered procedures and treatments. Dental procedure frequencies: Preventative care covers an exam and cleaning (once every 6 months) Fluoride treatment (two per benefit period; under age 19 only) Full mouth X‐ray (once every 60 months) Bitewing X‐ray (once every 12 months age 14 and over; once every 12 months under age 14)

PPO Dental Plan Features In‐Network* Out‐of‐Network*

Type A: Preventive Care Services (oral exams, cleanings, x‐rays, sealants)

100% of Fee Schedule100% of Usual & Customary Charge

Type B: Basic Restorative Dental Services (fillings, simple extractions, space maintainers)

80% of Fee Schedule80% of Usual &

Customary Charge

Type B: Major Surgical Dental Services (Endodontics & Periodontics)


Customary Charge

Type C: Major Restorative Dental Services (bridges, crowns, dentures, implants)


Customary Charge

Orthodontia (under age 19 only)

Lifetime maximum ‐ $1,000; 50% of allowed benefit

Calendar Year Deductible:Applies to Type B & C services only

$25 Single$75 Family

Calendar Year Maximum: Per Person $1,500 combined max/per calendar year

*Prior to receiving dental services, it is recommended that you first obtain a pre‐determination of benefits from your dentist so you know exactly how much your dental insurance will cover.

Spouses, domestic partners, and dependent children to age 26 (regardless of student status) are eligible.

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Vision Insurance – Option 1 Vision Insurance – Option 1

Vision Plan through VSP (Voluntary)VSP is the largest private provider vision carrier in the country. VSP contracts with Costco® Optical; Eye Care Centers of America, Inc.™, which includes popular stores like Visonworks, EyeMasters, VisionWorld and Hour Eyes; and other quality retail chains. When you visit a VSP participating provider, your benefits include routine vision exams, lenses and preferred pricing on all patient options.

Frequency: Eye Exam 12 months/Lenses 12 months/Frames 24 months/Contact Lenses 12 months

Vision Plan Features In‐Network Out‐of‐Network

Annual Routine Eye Exam $10 copay Plan pays up to $45

Eyeglass Lenses (standard): Single BifocalTrifocal

Covered in FullCovered in FullCovered in Full

Plan pays up to $30Plan pays up to $50Plan pays up to $65

Frames $130 allowance then 20% off remaining

balance

Plan pays up to $70

Necessary Contact Lenses Covered in Full Plan pays up to $210

Elective Contact Lenses $130 allowance Plan pays up to $60

Elective Contact Lenses fitting and evaluationCovered in Full after $60

copayNot Available

Spouses, domestic partners, and dependent children to age 19 (or to age 25 if FT student) are eligible.

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Vision Insurance – Option 2Vision Insurance – Option 2

Vision Plan through Spectera UHC (Voluntary)

UHC offers you one of the largest vision care networks in the industry. Their network includes convenient retail locations, including My Eye Dr. and Hour Eyes. Best of all – when you receive care from a participating provider, you receive the greatest benefits and money‐saving discounts.

Frequency: Eye Exam 12 months/Lenses 12 months/Frames 12 months/Contact Lenses 12 months

Vision Plan Features In‐Network Out‐of‐Network

Annual Routine Eye Exam $10 copay Plan pays up to $40

Eyeglass Lenses (standard): Single BifocalTrifocal

$25 copay$25 copay$25 copay

Plan pays up to $40Plan pays up to $60Plan pays up to $80

Frames $25.00 copay, $130 retail frame allowance; 30% discount above

allowance

Plan pays up to $45

Necessary Contact Lenses $25 copay Plan pays up to $210

Elective Contact Lenses

$25 copay from the “Covered contact lens

selection”; All others‐ $105

allowance

Plan pays up to $105

Elective Contact Lenses fitting and evaluationCovered in Full after

$25 copayNot Available

Spouses and dependent children to age 26 are eligible.

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Pre‐tax FSA & DCAPre‐tax FSA & DCA

Flexible Spending Account (FSA) through Optum HealthThe Flexible Spending Account provides employees a means to reduce their taxes by the amount of their out of pocket health‐related expenses (subject to eligibility). This tax free, savings program allows employees to submit receipts for reimbursement for medical, dental, vision care, prescription drug, co‐payments and other expenses not covered by our insurance.

In 2015 employees may contribute up to $2,500 per year toward their FSA. Employees have until March 14, 2016 to use the money in their FSA, or else they lose it.

Dependent Care Spending Account (DCA) through Optum Health

The Dependent Care Spending Account provides employees a means to reduce their taxes by the amount of their child care costs to a licensed provider, up to $5,000 annually.

Health Insurance Premium BankHealth Insurance Premium BankReston Association has established a program to help regular full‐time and regular part‐time employees pay their portion of the health insurance premium. This program is only available to employees who are enrolled in, or plan to enroll in, the Kaiser Permanente HMO health insurance plans offered by the Reston Association.

Employees are eligible to apply to the Health Insurance Premium Bank if their adjusted gross household incomes are less than or equal to $50,000***.

Requests for assistance must be made annually, or at any time there is a qualifying event, and submitted to Human Resources with necessary documentation by December 12th of each year.

To apply, complete a request form (available in Common\HumRes\Benefits) and submit to HR with a copy of your most recent tax return showing adjusted gross household income.

***This threshold is subject to change.

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Life and AD&D InsuranceLife and AD&D Insurance

Basic Life/AD&D Insurance

Reston Association provides 100% employer paid Life and AD&D Insurance through Sun Life to employees working 30 or more hours per week.

Benefit: 2x Annual Earnings to a maximum of $200,000.

Age reduction: Benefit reduced to 65% at age 65 and to 50% at age 70.

Optional Life/AD&D Insurance for Employee, Spouse, and Dependent Children

Optional Life Insurance for the employee, spouse, and dependent children is available at the employee’s cost. Optional Life is not available for domestic partners.

Employee Benefit: Increments of $10,000 to a maximum of the lesser of: $300,000 or 3x your Basic Annual Earnings

Spouse Benefit: Increments of $5,000 to a maximum of $150,000.*

Dependent Child Benefit: Increments of $1,000 to a maximum of $10,000.*

*Your amount of Dependent Spouse and Dependent Child Optional Life Insurance cannot exceed 50% of your amount of Optional Life Insurance.

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Legal Resources Legal Resources At a cost of $19/month you can enroll in the Legal Resources benefit. As a Legal Resources Member, you have immediate and ongoing access to comprehensive legal coverage, services, and expertise that will easily save you money — and could save you a whole lot more. Covered legal services include:

Legal Advice and Consultation Tenant Dispute with Landlord District Court Representation for Civil Action Review of a Financial Contract or Lease Purchase, sale or refinance of primary home Traffic Court Representation (includes 1st DUI) Will Preparation Uncontested Divorce Representation Defense of Child in Court (misdemeanor)

STD & LTD Insurance STD & LTD Insurance Short Term and Long Term Disability

Reston Association provides eligible employees with short and long‐term disability income benefits through Sun Life. In the event you become disabled from a non work‐related injury or sickness, disability income benefits are provided as a source of income. These benefits are 100% employer paid.

Benefit Short‐Term Disability Long‐Term Disability

Income Replacement‐Eligible Employees‐Executives

60% 60%

Elimination Period‐ Accidental Injury‐ Sickness

29 days 90 days

Benefit Period 9 weeks maximumTo Social Security

normal retirement age

Benefit Maximum‐Eligible Employees‐Executives

$1,000 per week$6,000 per month$8,000 per month

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Employee Assistance Program (EAP)Employee Assistance Program (EAP)Reston Association offers a free, confidential Employee Assistance Program (EAP) to all employees and their eligible dependents. Through RA’s EAP provider, Lytle EAP Partners, you and your immediate family members have immediate access on your date of hire to confidential professional counseling and referral services for help with anything that affects you or your dependents’ well‐being.

You can reach an EAP counselor by dialing 1‐800‐327‐7272, 24 hours a day or you may visit their website at www.LytleEAP.com (password is reston) for more information.

Visit www.LytleEAP.com for web‐based legal, financial, work/life resources. There are also work‐related resources available online for managers.

Note: Since EAP services are provided as a benefit only, RA makes no representation concerning quality of care.

401(k) Retirement Savings Plan 401(k) Retirement Savings Plan

Reston Association offers two 401(k) retirement savings plans through Ascensus—a traditional 401(k) plan in which employee contributions are made pre‐tax; and a 401(k) Roth in which employee contributions are made after tax.

RA matches employee contributions dollar for dollar up to a total of 7% of your annual salary. You can begin making contributions to the 401(k) plan at time of hire. However, you must complete one year of service to be eligible for RA’s match. You always own 100% of your salary contributions. You will own all, or a portion of, RA’s match according to a graduated vesting scale over a period of 5 years:

Years of Service(you must work 1000 hours in a calendar year

to earn 1 year of service)

Vesting Schedule

Less than 1 year 0%

1 20%

2 40%

3 60%

4 80%

5 years or more 100%

It is possible to borrow against a portion of your vested 401(k) account balance by taking a 401(k) loan. You may request a participant loan using an application form, which can be obtained by contacting Human Resources. Your ability to obtain a 401(k) loan will depend on specific qualifying factors (defined in the 401(k) Summary Plan Description document). The 401(k) Plan Administrator will determine whether you satisfy these factors.

To access your 401(k) plan online: https://myaccount.ascensus.com/rplink/

Check account balance and rate of return Change fund elections Request a 401k loan View fund pricing and performance View and print quarterly statements

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529 College Savings Plan (employer‐sponsored) 529 College Savings Plan (employer‐sponsored)

A 529 college savings plan provides those saving for college with an unmatched combination of benefits. You can open a 529 plan for anyone — your child, grandchild, spouse, a friend or even yourself.

Assets in a 529 plan can be used to pay for a variety of higher education expenses, including required books, tuition, room and board, supplies and certain other required fees and expenses.

Earnings in 529 accounts can grow free from federal tax.

Withdrawals for qualified higher education expenses are free from federal tax.

Automatic payroll deductions are available, making it easy for you to invest.

The account owner rather than the beneficiary maintains control of account assets and determines the timing and amount of distributions.

Account owners can change beneficiaries without penalty provided the new beneficiary is a member of the previous beneficiary’s family.

For more information please visit www.americanfunds.com/529.

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Additional BenefitsAdditional Benefits

Free passes for employee and their dependents to all of RA’s pools and tennis courts as well as discounted rates for all RA Programs and Camps.

Discounted gym membership rates at the Reston Sport & Health and Reston YMCA. Bike Share Program ‐ Reston Association makes bicycles and helmets available to employees to rent on a daily basis. Please contact Member Services.

Discounted Tennis Rackets & Shoes – Employees can purchase certain tennis shoes and rackets at wholesale prices through RA’s Tennis Department. Contact the Tennis Department for more information.

Discounted auto/home insurance ‐ Liberty Mutual Insurance Company partners with RA to offer all employees discounts on automobile and homeowner insurance. Contact John Valenti at [email protected].

Apartment housing discounts available through NPEP. Visit www.npep.com or call 877‐629‐6082.

Reston Association provides generous paid time off benefits to accommodate the diverse needs of staff and to provide a positive work/life balance. The amount of paid time off you earn per year is based on your years of service.

In addition, Reston Association observes 9 paid holidays and assigns one paid floating holiday per year.

For more information on paid time off benefits, and how to request time off, please refer to the Reston Association Employee Handbook.

Work/Life Balance – Paid Time Off (PTO)Work/Life Balance – Paid Time Off (PTO)

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TeleworkingTeleworking

The medical leave bank is available to help employees in extenuating circumstances protect their incomes by receiving paid leave once their personal PTO is used up. A maximum of six (6) workweeks can be granted for each Medical Leave Bank request. If additional time is necessary, a new request must be made.

For program eligibility and criteria, go to Common\HumRes\Benefits.

Medical Leave BankMedical Leave Bank

Volunteer Release TimeVolunteer Release Time

On a per position basis, employees may be allowed to telework for part of their workweek or in certain circumstances. Such arrangements must be in writing and approved in advance by the department director.

Employees are encouraged to become involved in their communities, lending their voluntary support to programs that enrich the quality of life and opportunities for all citizens.

This benefit allows employees to take paid‐time off during a work day to participate in a volunteer activity that benefits the community at large. Such activities are typically sponsored by a charitable or service organization or work with one or more individuals in need of assistance or special service.

Training & Career DevelopmentTraining & Career DevelopmentReston Association offers two types of learning opportunities for employees —informal and formal—to foster individual development and training, and career planning.

I. Informal Learning Opportunities (individual development & training)

Focus on individual acquiring or enhancing specific task and/or process skills to perform his or her current job better. Typically this type of learning is not “degree‐oriented.”

Participants may or may not receive attendance or achievement certificate.

Conferences, workshops, seminars, webinars, online courses, etc. typically lasting a few hours to one week.

Requests for this type of training should be made to your supervisor or department head.

II. Formal Learning Opportunities (career planning)

Professional Development/Career Planning

Formal/structured learning geared toward improving and maintaining professional competence, enhancing career progression, staying abreast of new technologies and best practices, developing process skills, and/or compliance with professional regulations.

Future, but not degree‐oriented. CEUs may be earned.

May lead to qualification or credential required to obtain or retain specific certification.

Opportunity may range from semester‐long academic course to 24 month program with wide range of content and learning experience.

Tuition Reimbursement Program

Supports formal education goals (AA, bachelors, masters) of individual to enhance knowledge and skills in specific area/industry.

Learning must be job‐related and accomplished at or through accredited learning institution or e‐learning platform connected with the institution.

Requests for this type of training should be made to Human Resources as soon as foreseeable.

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Opportunity to enroll or re‐enroll dependents under the age of 26If you have a dependent whose coverage ended, or who was denied coverage (or was not eligible for coverage), because coverage for dependent children under the plan previously ended before they were age 26, they are eligible to enroll or reenroll in our medical plan. You may request enrollment for such children who are under age 26 for 30 days from the date this notice is received. Enrollment will be effective as of the first day of our first plan year beginning on or after September 23, 2010, even if that results in retroactive enrollment. For more information contact Human Resources or call the medical carrier at the telephone number on your insurance identification card.

Lifetime limit not applicable and enrollment opportunityThe lifetime limit on the dollar value of benefits under our medical plan no longer applies. Individuals whose coverage ended by reason of reaching a lifetime limit under the plan are eligible to enroll in the plan. Individuals have 30 days from the date of this notice to request enrollment. For more information contact Human Resources or call the medical insurance carrier at the telephone number on your identification card.

Notice on Patient ProtectionsThe medical HMO plan generally allows the designation of a primary care provider. You have the right to designate any primary care provider who participates in the network and who is available to accept you or your family members. Until you make this designation, the medical carrier designates one for you. For information on how to select a primary care provider, and for a list of the participating primary care providers, contact the medical insurance carrier at the number listed on your identification card.

For children, you may designate a pediatrician as the primary care provider. You do not need prior authorization from the medical insurance carrier or from any other person (including a primary care provider) in order to obtain access to obstetrical or gynecological care from a health care professional in the network who specializes in obstetrics or gynecology. The health care professional, however, may be required to comply with certain procedures, including obtaining prior authorization for certain services, following a pre‐approved treatment plan, or procedures for making referrals. For a list of participating health care professionals who specialize in obstetrics or gynecology, contact the medical insurance carrier at the number listed on your identification card.

OTC Drug Reimbursements for FSAs/HRAs/HSAsUnder the new Health Care Reform law (PPACA), the cost of an over‐the‐counter medicine or drug cannot be reimbursed from the account unless a prescription is obtained. The change does not affect insulin, even if purchased without a prescription, or other health care expenses such as medical devices, eyeglasses, contact lenses, co‐pays and deductibles. The new standard applies only to purchases made on or after January 1, 2011.

A similar rule is in effect for Health Reimbursement Arrangements (HRAs) and Health Savings Accounts (HSAs).

The IRS has also posted a questions and answers section on its website http://www.irs.gov/newsroom/article/0,,id=227308,00.html concerning these provisions.

Patient Protection and Affordable Care Act

(PPACA) Mandatory Notices

*The text below is an annual open enrollment required notice*

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Notice of Privacy PracticesTHIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

Our Pledge to You

This notice is intended to inform you of the privacy practices followed by the Reston Association’s Employee Benefit Plan (the Plan) and the Plan’s legal obligations regarding your protected health information under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). The notice also explains the privacy rights you and your family members have as participants of the Plan. It is effective on April 14, 2011.

The Plan often needs access to your protected health information in order to provide payment for health services and perform plan administrative functions. We want to assure the plan participants covered under the Plan that we comply with federal privacy laws and respect your right to privacy. Reston Association requires all members of our workforce and third parties that are provided access to protected health information to comply with the privacy practices outlined in this notice.

Protected Health InformationYour protected health information is protected by the HIPAA Privacy Rule. Generally, protected health information is information that identifies an individual created or received by a health care provider, health plan or an employer on behalf of a group health plan that relates to physical or mental health conditions, provision of health care, or payment for health care, whether past, present or future.

How We May Use Your Protected Health InformationUnder the HIPAA Privacy Rule, we may use or disclose your protected health information for certain purposes without your permission. This section describes the ways we can use and disclose your protected health information.

• Payment.We use or disclose your protected health information without your written authorization in order to determine eligibility for benefits, seek reimbursement from a third party, or coordinate benefits with another health plan under which you are covered. For example, a health care provider that provided treatment to you will provide us with your health information. We use that information in order to determine whether those services are eligible for payment under our group health plan.

• Health Care Operations.We use and disclose your protected health information in order to perform plan administration functions such as quality assurance activities, resolution of internal grievances, and evaluating plan performance. For example, we review claims experience in order to understand participant utilization and to make plan design changes that are intended to control health care costs.

• Treatment. Although the law allows use and disclosure of your protected health information for purposes of treatment, as a health plan we generally do not need to disclose your information for treatment purposes. Your physician or health care provider is required to provide you with an explanation of how they use and share your health information for purposes of treatment, payment, and health care operations.

• As permitted or required by law.We may also use or disclose your protected health information without your written authorization for other reasons as permitted by law. We are permitted by law to share information, subject to certain requirements, in order to communicate information on health‐related benefits or services that may be of interest to you, respond to a court order, or provide information to further public health activities (e.g., preventing the spread of disease) without your written authorization. We are also permitted to share protected health information during a corporate restructuring such as a merger, sale, or acquisition. We will also disclose health information about you when required by law, for example, in order to prevent serious harm to you or others.


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Notice of Privacy Practices

• Pursuant to your Authorization.When required by law, we will ask for your written authorization before using or disclosing your protected health information. If you choose to sign an authorization to disclose information, you can later revoke that authorization to prevent any future uses or disclosures.

• To Business Associates. We may enter into contracts with entities known as Business Associates that provide services to or perform functions on behalf of the Plan. We may disclose protected health information to Business Associates once they have agreed in writing to safeguard the protected health information. For example, we may disclose your protected health information to a Business Associate to administer claims. Business Associates are also required by law to protect protected health information.

• To the Plan Sponsor.We may disclose protected health information to certain employees of Michael and Sonfor the purpose of administering the Plan. These employees will use or disclose the protected health information only as necessary to perform plan administration functions or as otherwise required by HIPAA, unless you have authorized additional disclosures. Your protected health information cannot be used for employment purposes without your specific authorization.

Your Rights• Right to Inspect and Copy. In most cases, you have the right to inspect and copy the protected health

information we maintain about you. If you request copies, we will charge you a reasonable fee to cover the costs of copying, mailing, or other expenses associated with your request. Your request to inspect or review your health information must be submitted in writing to the person listed below. In some circumstances, we may deny your request to inspect and copy your health information. To the extent your information is held in an electronic health record, you may be able to receive the information in an electronic format.

• Right to Amend. If you believe that information within your records is incorrect or if important information is missing, you have the right to request that we correct the existing information or add the missing information. Your request to amend your health information must be submitted in writing to the person listed below. In some circumstances, we may deny your request to amend your health information. If we deny your request, you may file a statement of disagreement with us for inclusion in any future disclosures of the disputed information.

• Right to an Accounting of Disclosures. You have the right to receive an accounting of certain disclosures of your protected health information. The accounting will not include disclosures that were made (1) for purposes of treatment, payment or health care operations; (2) to you; (3) pursuant to your authorization; (4) to your friends or family in your presence or because of an emergency; (5) for national security purposes; or (6) incidental to otherwise permissible disclosures.

Your request to for an accounting must be submitted in writing to the person listed below. You may request an accounting of disclosures made within the last six years. You may request one accounting free of charge within a 12‐month period.


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The information provided herein is intended to be a summary of benefits only and in no way supersedes the actual plan documents provided by the insurance carriers/administrators. For more detailed information pertaining to your employee benefit plans, including limitations and exclusions,

please refer to the plan documents and/or evidence of coverage provided by the carriers/administrators.

Women’s Health and Cancer Rights Act of 1998

If you have had or are going to have a mastectomy, you may be entitled to certain benefits under the Women’s Health and Cancer Rights Act of 1998 (WHCRA). For individuals receiving mastectomy‐related benefits, coverage will be provided in a manner determined in consultation with the attending physician and the patient, for:

• All stages of reconstruction of the breast on which the mastectomy was performed;• Surgery and reconstruction of the other breast to produce a symmetrical appearance;• Prostheses; and• Treatment of physical complications of the mastectomy, including lymphedema.

These benefits will be provided subject to the same deductibles and coinsurance applicable to other medical and surgical benefits provided under this plan. If you would like more information on WHCRA benefits, call your plan administrator.

CHIP‐Children's Health Insurance Program (CHIP) Reauthorization Act of 2009

Medicaid and the Children’s Health Insurance Program (CHIP) offer free or low‐cost health coverage to children and families. If you are eligible for health coverage from your employer, but are unable to afford the premiums, some States have premium assistance programs that can help pay for coverage. These States use funds from their Medicaid or CHIP programs to help people who are eligible for employer‐sponsored health coverage, but need assistance in paying their health premiums.

If you or your dependents are already enrolled in Medicaid or CHIP, you can contact your state Medicaid or CHIP office to find out if premium assistance is available. For a list of the contacts in each State, go to www.dol.gov/ebsa/chipmodelnotice.doc.

If you or your dependents are NOT currently enrolled in Medicaid or CHIP, and you think you or any of your dependents might be eligible for either of these programs, you can contact your State Medicaid or CHIP office or dial 1‐877‐KIDS NOW or www.insurekidsnow.gov to find out how to apply. If you qualify, you can then contact the State to find out if it has a program that might help you pay the premiums for an employer‐sponsored plan.

Once it is determined that you or your dependents are eligible for premium assistance under Medicaid or CHIP, your employer’s health plan is required to permit you and your dependents to enroll in the plan – as long as you and your dependents are eligible, but not already enrolled in the employer’s plan. This is called a “special enrollment” opportunity, and you must request coverage within 60 days of being determined eligible for premium assistance.


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If you or your children are eligible for Medicaid or CHIP and you are eligible for health coverage from your employer, your State may have a premium assistance program that can help pay for coverage. These States use funds from their Medicaid or CHIP programs to help people who are eligible for these programs, but also have access to health insurance through their employer. If you or your children are not eligible for Medicaid or CHIP, you will not be eligible for these premium assistance programs.

If you or your dependents are already enrolled in Medicaid or CHIP and you live in a State listed below, you can contact your State Medicaid or CHIP office to find out if premium assistance is available.

If you or your dependents are NOT currently enrolled in Medicaid or CHIP, and you think you or any of your dependents might be eligible for either of these programs, you can contact your State Medicaid or CHIP office or dial 1‐877‐KIDS NOW or www.insurekidsnow.gov to find out how to apply. If you qualify, you can ask the State if it has a program that might help you pay the premiums for an employer‐sponsored plan.

Once it is determined that you or your dependents are eligible for premium assistance under Medicaid or CHIP, as well as eligible under your employer plan, your employer must permit you to enroll in your employer plan if you are not already enrolled. This is called a “special enrollment” opportunity, and you must request coverage within 60 days of being determined eligible for premium assistance. If you have questions about enrolling in your employer plan, you can contact the Department of Labor electronically at www.askebsa.dol.gov or by calling toll‐free 1‐866‐444‐EBSA (3272).

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If you live in one of the following States, you may be eligible for assistance paying your employer health plan premiums. The following list of States is current as of January 31, 2013. You should contact your State for further information on eligibility –

Premium Assistance Under Medicaid and the Children’s Health Insurance Program (CHIP)


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To see if anymore States have added a premium assistance program since January 31, 2013, or for more information on special enrollment rights, you can contact either:

U.S. Department of Labor U.S. Department of Health and Human ServicesEmployee Benefit Security Administration Centers for Medicare & Medicaid Serviceswww.dol.gove/ebsa www.cms.hhs.gov1‐866‐444‐EBSA (3272) 1‐877‐267‐2323, Menu Option 4, Ext. 61565

OMB Control Number 1210‐0137

Prepared by:

This Guide is only intended to offer an outline of benefits. All details and contract obligations of plans are stated in the group contract/insurance documents, including any disclosures (whether regarding “grandfathering” of plans or others) required by the new health reform law, the Patient Protection and Affordable Care Act (PPACA). In the event of conflict between this guide and the group contract/insurance documents, the group contract/insurance documents will prevail. Please contact your Human Resources Department for further information.

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Please contact Reston Association’s Human Resources Department at 703‐435‐6504 or [email protected] with any

questions related to your Total Rewards Guide.

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