Federal Employee Benefits Programs
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Federal Employee Benefits Programs An Overview for Federal Employees Updated January 2020 by: Compensation & Benefits Branch Office of Human Resources
Transcript of Federal Employee Benefits Programs
Federal Employee Benefits Programs
An Overview for Federal Employees
Updated January 2020 by: Compensation & Benefits Branch Office of Human Resources
Table of Contents
Overview ............................................................................................................................................................. 3
The Office of Human Resources ......................................................................................................................... 4
OHR Compensation & Benefits Branch Staff ...................................................................................................... 5
SAO Human Resources Staff .............................................................................................................................. 6
Federal Employee Benefits ...................................................................................................................................7
Health Insurance Program (FEHB) ............................................................................................................... 8
DENTAL AND VISION PROGRAM .................................................................................................................. 14
Flexible Spending Accounts (FSAFEDS) ........................................................................................................... 17
Long Term Care Insurance (FLTCIP) ............................................................................................................... 19
Group Life Insurance Program (FEGLI) .......................................................................................................... 20
Voluntary Accidental Death & Dismemberment Insurance (VADD) ............................................................... 24
Business Travel Accident Insurance ................................................................................................................ 25
Federal Retirement Benefits ............................................................................................................................ 26
I.Civil Service Retirement System .......................................................................................................................... 26
II. CSRS Offset ........................................................................................................................................................ 29
III. Federal Employee Retirement System (FERS) .................................................................................................. 30
Thrift Savings Plan (TSP) ................................................................................................................................. 35
Commuter Benefits .......................................................................................................................................... 43
Commuter Bicycle Reimbursement Program .................................................................................................. 45
Workers’ Compensation ................................................................................................................................... 46
Worker’s Compensation Contact Information ...................................................................................................... 48
Annual & Sick Leave ......................................................................................................................................... 49
Holidays ........................................................................................................................................................... 54
Qualifying Life Events ...................................................................................................................................... 55
Change of Address ............................................................................................................................................. 57
Overview
Included in this Overview are summaries of the Federal Benefit Plans. It is intended to describe the main features of the benefits programs available to eligible employees. This summary does not waive or alter any terms of the policy(s). If questions arise, the policy(s) will govern. The Smithsonian Institution reserves the right to cancel and/or modify plans at any time without prior notice to employees.
After reviewing the information, if you have any questions, please feel free to contact the Compensation and Benefits Branch by phone at the numbers listed below, visit our website at http://prism2.si.edu/OHR/Pages/home.aspx, or visit our offices located at:
Smithsonian Institution - Office of Human Resources
Attn: Compensation and Benefits Branch
600 Maryland Ave. SW, Suite 5060
PO Box 37012 MRC 517
Washington, DC 20013
Smithsonian Astrophysical Observatory
Attn: Human Resources – Benefits Office
Cambridge Discovery Park
100 Acorn Park Drive, 4th Floor
Cambridge, MA 02140
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The Office of Human Resources
MISSION To recruit, retain, and support the Smithsonian Institution in
building a capable, happy and diverse workforce. We develop
sound policies and procedures that balance the needs of the
Institution and employees while ensuring compliance with
applicable laws and regulations.
VISION
To serve as a catalyst and build strong partnerships for a thriving
workforce that best meets the ever-changing needs of the
Smithsonian Institution.
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OHR Compensation & Benefits Branch Staff
Below is a listing of our Benefits staff, title, phone number and e-mail address. We encourage you to use the e- mail system for any questions you may have as this gives you written verification of your request as well as a documented response from the Compensation and Benefits Branch. Our TDD number is (202) 633-6409. If you have any questions pertaining to your benefits, please contact the Benefit Specialist assigned to the department in which you work. Your Benefits Specialist is listed on your Benefits work assignment sheet, which was provided to you at orientation. You can also find this information on the OHR website, accessible through PRISM, the Smithsonian’s intranet. When you reach the OHR website, simply select "Contact Us". Type in the name of your unit and select “search”. Your Benefits Specialist will appear in addition to their contact information.
Smithsonian Office of Human Resources
Name Title Phone SI Email Paige Jones
Manager, Compensation & Benefits
(202) 633-6316
Charles Simpson Benefits Analyst (202) 633-6345 [email protected]
Treina Green Lead Benefits Specialist (202) 633-6288 [email protected]
Conne Fox Benefits Specialist (202) 633-6305 [email protected]
Mausami Doshi Benefits Specialist (202) 6336318 [email protected]
Lloyd Gass HR Assistant (202) 633-6337 [email protected]
Barry Little HR Assistant (202) 633-6293 [email protected]
Audrey Taylor Retirement Contractor (202) 633-6323 [email protected]
Jackie Yost Workers Compensation Contractor (202) 633-6306 [email protected]
Regular Mailing Address Hand or Next-day Delivery Mailing Address
Smithsonian Institution Office of Human Resources Attn: Compensation and Benefits Branch 600 Maryland Ave. SW, Suite 5060 PO Box 37012 MRC 517 Washington, DC 20013
Smithsonian Institution Office of Human Resources Attn: Compensation and Benefits Branch 600 Maryland Avenue SW, Suite 5060, MRC 517 Washington, DC 20560
Note: Correspondence and enrollment forms should be sent via email to [email protected]
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SAO Human Resources Staff
Smithsonian Astrophysical Observatory
Name Title Phone SI Email
Linda McDonald Supervisory HR Specialist (617) 496-7605 [email protected]
Lyhgmy Doyen HR Specialist, Benefits (617) 495-7371 [email protected]
Regular Mailing Address Physical Location Address
Smithsonian Astrophysical Observatory Human Resources – Benefits Office 60 Garden Street, MS 17 Cambridge, MA 02138
Smithsonian Astrophysical Observatory Cambridge Discovery Park 100 Acorn Park Drive, 4th Floor Cambridge, MA 02140
Note: Please return all benefit enrollment forms to the SAO Benefits Office at the regular mailing address.
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Federal Employee Benefits
Federal employees are eligible for a number of benefits depending upon the type of appointment and/or work schedule under which the employee was hired. The chart below outlines what benefits are available to employees based on appointment and/or work schedule:
1. Temporary of one year or less (Full-time or Part-time) 2. Career or Career Conditional (Permanent) 3. Intermittent Work Schedule
Type of appointment places an employee to a retirement category, i.e. FICA, FERS, CSRS, etc. for retirement annuity purposes. Work schedule entitles an employee to benefits.
Type of Appointment/Work Schedule
Health. Dental, Vision, FSA
Life
VADD
Retirement FERS/CSRS
TSP
Long Term Care
Business Travel Accident
Leave (Annual & Sick)
Temporary 1 year or less
NO*
NO
YES**
NO
(FICA)
NO
NO
YES
YES
Career or Career Conditional (Permanent)
YES
YES
YES**
YES
(FERS/CSRS)
YES
YES
YES
YES
Intermittent Work Schedule
NO
NO
NO
NO
NO
NO
YES
NO
* Employees on Federal temporary appointments of one year or less may go to the Healthcare Marketplace to evaluate coverage options, including eligibility for coverage through the Marketplace and its cost. Please visit www.healthcare.gov for more information, including an online application for health insurance coverage and contact information for a Healthcare Marketplace in your area.
** Must be on an appointment of more than 90 days and have a tour of duty of at least 40 hours per pay period.
Note: Federal employees changing from FT/PT to Intermittent schedule without a break in service may continue
FEHB and FEGLI coverage, as well as TSP for retirement purposes.
On rare occasions, an employee may be placed in career conditional FERS appointment but have a work schedule of
intermittent from date of hire. This would entitle the employee to a FERS annuity when eligible for retirement but no other
federal benefits.
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Health Insurance Program (FEHB)
The Federal Employees' Health Benefits Insurance (FEHB) Program is designed to protect you and your family against the costs of illness and accident. It is a voluntary program, and the decision to join is entirely up to the employee.
Program You have a choice of several health plans with different benefits and different Highlights prices. All of them, however, offer the following general advantages:
• The rates are generally better than you can obtain as an individual and are paid on a pre- tax basis (unless waived) through payroll deductions.
• There are no requirements to undergo a medical examination to become eligible, no age limit, and no waiting period.
• The government shares a portion of the cost.
• If you meet the eligibility requirements at retirement, you may continue participation at the employee rate.
Eligibility As a Federal full-time or part-time employee, you are eligible to participate in the FEHB program, unless your position is excluded by law or regulation. The cost and coverage provided for part-time Smithsonian employees is currently the same as for full-time employees.
New employees who do not currently meet the eligibility requirements may be eligible to enroll in FEHB when they meet the Affordable Care Act (ACA) eligibility regulations after the Initial Measurement Period (IMP) begins with the entry on duty date and ends after one year. If the employee is still not eligible after the IMP, we continue to track eligibility during the Standard Measurement Period (SMP)
If you are not eligible, you may go to the Healthcare Marketplace to evaluate coverage options and cost. Please visit www.healthcare.gov for more information, including an online application for health insurance coverage and contact information for a Healthcare Marketplace in your area.
Affordable Care Act The ACA requires enrollment in a health insurance plan either through your employer or a Health Exchange. Those who do not secure coverage will be assessed a ‘penalty’. Smithsonian Institution federal employees will receive from 1095C in the mail (separate from their W-2) from our payroll provider (NFC) by the end of January each year.
Enrollment Standard Form 2809 is used for all enrollments and changes in enrollment. No
verbal enrollments or enrollment changes (including cancellations) will be accepted. The form is available, along with copies of the plan brochures, in the Employee Benefits Branch, Office of Human Resources or by accessing our website at http://prism2.si.edu/OHR/Benefits/Pages/federalinsurance.aspx.
New employees must enroll within 60 days from the entry on duty date or coverage is considered waived.
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Health Insurance Program (FEHB) Continued
Enrollment Any future changes due to qualifying life event or open enrollment can be made via the Employee Personal Page (EPP) at www.nfc.usda.gov or by completing an SF 2809 or online DO NOT use both the hard copy Standard Form 2809 and Employee Personal Page (EPP) simultaneously, it will result in duplication and thus cancel your benefits enrollment.
Changes in enrollments during open season must be made online via Employee Personal Page (EPP) at www.nfc.usda.gov. DO NOT use both the hard copy Standard Form 2809 and Employee Personal Page (EPP) simultaneously. It will result in duplication and thus cancel your benefits enrollment.
Effective Date The effective date of your health insurance will be the first day of the pay period after
your complete and accurate election form is received either via EPP or the Benefits Office.
Choices There are several types of plans available in the FEHB program. They are listed below with a brief description of the plan. The description is in no way exhaustive, and additional information about each plan is available at the FEHB website: https://www.opm.gov/healthcare-insurance/healthcare/plan-information/plans/
The plans differ in cost and benefits, and you should carefully study the brochures on the plans available to you before selecting coverage. Consider your family's health care needs, the specific benefits and costs of each plan, and what you can afford to pay. Then pick the plan that best suits you.
➢ Fee-for-Service (FFS) with a Preferred Provider Organization (PPO)
A Fee-for-Service plan is a health coverage plan in which doctors and other providers receive a fee for each service such as an office visit, test, or procedure. The health plan will either pay the medical provider directly or reimburse you for covered services after you have paid the bill and filed an insurance claim. In this Fee-for- Service option, charges are reduced when you see medical providers that are part of the PPO network. However, going to a PPO hospital does not guarantee PPO benefits for all claims or paperwork. For instance, lab work and radiology services from independent practitioners within the hospital may not be covered by the PPO agreement. Most networks are quite wide, but they may not have all the doctors or hospitals you want. When you visit a PPO you usually won’t have to file claims or paperwork. Generally, enrolling in an FFS plan does not guarantee that a PPO will be available in your area. PPOs have a stronger presence in some regions than others, and in areas where there are regional PPOs, the non-PPO benefit is the standard benefit. In “PPO-only” options, you must use PPO providers to get benefits.
➢ Health Maintenance Organization (HMO)
An HMO is a health plan that provides care through contracted or employed physicians and hospitals located in particular geographic or service areas. HMOs coordinate the health care service you receive and free you from completing paperwork or being billed for covered services. Your eligibility to enroll in an HMO is determined by where you live or, in some plans, where you work. Most HMOs ask you to choose a doctor or medical group to be your primary care physician
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Health Insurance Program (FEHB) Continued
(PCP). Your PCP provides your general medical care. In many HMOs, you must get authorization or a “referral” from your PCP to see other providers. The referral is a recommendation by your physician for you to be evaluated and/or treated by a different physician or medical professional. The referral ensures that you see the right provider for the care most appropriate to your condition.
➢ Point-of-Service (POS)
A POS plan has both in-network and out-of-network features. You don’t have to use the plan’s network of providers for every service, but you generally pay more out of network.
➢ Consumer-Driven Health Plan (CDHP)
This type of plan offers a wide range of approaches to give you more incentive to control the cost of either your health benefits or health care. You have greater freedom in spending health care dollars up to a designated amount, and you receive full coverage for in-network preventive care. In return, you pay significantly higher costs after you have used up the designated amount. The catastrophic limit is usually higher than those in other plans.
➢ High Deductible Health Plans (HDHP) with a Health Savings Account (HSA) or Health Reimbursement Arrangement (HRA)
An HDHP provides comprehensive coverage for high-cost medical events and a tax- advantaged way to help you build savings for future medical expenses, giving you greater flexibility and discretion over how you use your health care benefits. Preventive care is often covered in full, usually with no or only a small deductible or co-payment. As you receive other non-preventive medical care, you must meet the plan deductible before the health plan pays benefits. The HDHP features higher annual deductibles and annual out-of-pocket limits than other insurance plans. Depending on the HDHP you choose, you may have the choice of using in-network and out-of-network providers. There may be higher deductibles and out-of-pocket limits when you use out-of-network providers.
Beginning January 1, 2011, some over-the-counter (OTC) products that are medicines or drugs will not be eligible for reimbursement from your Health Savings Account (HSA) or your Health Reimbursement Arrangement (HRA) – unless – you have a prescription for that item written by your physician. The only exception is insulin - you will not need a prescription from January 1, 2011 forward. Other OTC items that are not medicines or drugs will not require a prescription. Effective January 1, 2011, the 10% penalty for non-eligible medical expenses paid from an HSA will increase to 20%. Check your plan brochure for more info.
When you enroll, your HDHP establishes a Health Savings Account (HSA) or a Health Reimbursement Arrangement (HRA), both of which are used to pay for qualified medical expenses. In an HSA, the plan deposits the monthly “premium pass through” into an employee’s account.
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Health Insurance Program (FEHB) Continued
The employee can also deposit funds into the account that are tax-free. The balance in the HSA grows tax-free, and that amount is available on a tax-free basis to pay medical costs. Unused funds and interest are carried over from year to year. The account is also portable; the account is owned by you and is yours to keep even when you retire.
Health Reimbursement Arrangements (HRAs) are for members who are not eligible for an HSA. The plan will credit the HRA a portion of the premium, depending on whether you have a Self Only or a Self and Family enrollment. The employee can make tax-free withdrawals for qualified medical expenses and unused credits can be carried over from year to year. The employee cannot make deposits into an HRA, and the amount in an HRA is not transferable if the enrollee leaves the health plan. They may be referred to by the health plan under a different name, such as Personal Care Account.
Changing If you waive enrollment or become dissatisfied with the health plan you chose, you Health Plans may make a new election during the open enrollment period which usually takes place each
year from the second Monday in November through the second Monday in December. The election will become effective the following January and must be made through EPP (Employee Personal Page)
Family For health benefit purposes, family members are: Coverage
▪ The employee's spouse and unmarried dependent children under age 26, including legally adopted children
▪ Stepchildren, grandchildren, and foster children are included if they live with the employee in a regular parent-child relationship
▪ An unmarried dependent child age 26 or over who is incapable of self-support because of a mental or physical incapacity which existed before age 26 is included as a family member if proper documentation of the incapacity is established.
▪ Under the Civil Service Retirement Spouse Equity Act of 1984, certain former spouses of Federal employees, former employees, and annuitants may qualify to enroll in a health benefits plan under the FEHB Program. For more info on spouse equity, go to https://www.opm.gov/healthcare-insurance/fastfacts/coverage-for-former-spouses.pdf.
▪ You may not include former spouse, parents, or other relatives under your existing health plan, even if they live with you and are dependent on you for financial support.
Making Changes Change in Family Status in Coverage If you are enrolled under a health benefits plan, you may change your enrollment from
“self only" to “self plus one” or "family," within 60 days after any change in the family status (e.g., the birth of a child). A newborn child is automatically covered at birth if you have a family plan. Employees can change from family coverage to self or self plus one only coverage with an appropriate life event. Employees not participating in the premium conversion (the pre-tax benefit) can change at any time.
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Health Insurance Program (FEHB)
Continued
Changes in Marital Status
You may change your enrollment if you change marital status, including marriage, the death of a spouse, or divorce. The change may be submitted any time from 31 days before to 60 days after the event. Note: Dual enrollment in FEHB program is prohibited.
Changes due to the Children’s Health Insurance Pr ogram Reauthorization Act of 2009
Effective April 1, 2009, eligible employees and dependents who are or become eligible under CHIP (Children’s Health Insurance Program) or Medicaid may enroll in the federal FEHB plan. Enrollment must occur within 60 days of: (1) the termination of Medicaid or CHIP coverage resulting from a loss of eligibility; or (2) becoming eligible for premium assistance under Medicaid or CHIP program.
Termination of a Family Member from Federal Plan Coverage
If you are covered under a Federal health insurance plan by another member of your family and the policy is terminated for any reason, you may enroll in another Federal plan within 31 days after termination. If the new plan you elect is discontinued, or the plan you elect is good only in an area from which you move, you may elect another plan.
Loss of Family Member Coverage under a Non-Federal Plan
You may enroll in or change to a family enrollment upon the loss of non-Federal health insurance coverage by another family member. The time period for doing so begins 31 days before and ends 31 days after the loss of coverage.
Coverage after Retirement
You may continue your coverage after retirement if you: (a) receive an immediate annuity; (b) retire on disability; and (c) were enrolled in the health benefits program during all your service from the time of your first opportunity to join or were enrolled for the 5 years of service immediately before retirement.
Survivor Annuitants
When an enrolled employee or annuitant dies, the members of the family are eligible to continue their coverage, provided at least one of them is eligible for a survivor annuity under the retirement system.
Coverage During non-pay Status
During a non-pay status, you may elect to continue your coverage for up to 1 year unless you enter military service for more than 30 days. Employees deployed for military service greater than 30 days can continue their coverage for up to 24 months. After 24 months, coverage is terminated and the employee can elect Temporary Continuation of Coverage.
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Health Insurance Program (FEHB)
Continued
Conversion
If you leave Federal service before retirement, you or any member of your family have a temporary extension of 31 days during which time a conversion may be made to a non- group contract. This provision is important to persons who might not be able to qualify for a regular group policy because of a physical or pre-existing condition.
Temporary Continuation of Coverage (TCC) TCC is a feature of the FEHB program that allows employees to temporarily continue their FEHB coverage after regular coverage ends.
▪ Separated employees may have coverage up to 18 months from the end of the pay period they separated from service. Separated employees or eligible dependents are responsible for the full premium for the plan selected plus a 2 percent administrative charge.
▪ Divorced spouses and children who turn 26 (regardless of marital/employment status) have an opportunity to enroll in TCC for 36 months.
▪ Retirees who would not otherwise be eligible to continue FEHB coverage into retirement are also eligible for TCC.
You must contact your Benefits Specialist within 60 days of the qualifying event to enroll in TCC (via the SF2809 form) or you will forfeit your eligibility to enroll in TCC.
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DENTAL AND VISION PROGRAM (FEDVIP)
The Federal Employees Dental and Vision Insurance Program (FEDVIP) is available
to eligible employees on an enrollee-pay-all basis. FEDVIP provides dental and vision insurance to be purchased on a group basis which means competitive rates and no pre-existing conditions for you and your family. Premiums are deducted from your salary on a pre-tax basis. The pre-tax benefit is automatic and cannot be waived.
Eligibility
Employees eligible for the FEHB program are also eligible for the federal dental and/or vision plans (FEDVIP). You do not need to participate in FEHB – eligibility is the key word. New employees have 60 days to enroll; all other eligible employees may enroll during the annual Open Season or after a qualifying life event that allows for enrollment outside of Open Season.
FEHB and FEDVIP are separate programs. While your health benefit plan may offer dental and or vision benefits as part of their coverage, only those carriers contracted through OPM are FEDVIP plans.
Eligible employees and/or retirees may enroll in a plan for Self-only, Self plus one, or Self and family coverage. Eligible family members include an employee’s spouse and unmarried dependent children under age 22, or if age 22 or older, incapable of self-support because of mental or physical disability that existed before age 22.
Health Care Reform does not extend coverage for children until age 26 or provide coverage for married dependent children under the FEDVIP program.
For general questions, please visit the Help section at www.BENEFEDS.com. You may also call the Customer Service Center at 1-877-888-FEDS (1-877-888-3337) (TTY 1-877-889-5680) Monday through Friday from 9:00 a.m. to 7:00 p.m. Eastern time.
Regardless of FEHB eligibility, the following people are ineligible for enrollment in FEDVIP:
▪ Deferred annuitants, ▪ Former spouses of employees or annuitants, ▪ FEHB Temporary continuation of coverage (TCC) enrollees, ▪ Temporary employees who are serving under an appointment limited to
one year or less and have not completed at least one year of current continuous employment, excluding any break in service of 5 days or less,
▪ Intermittent employees (who do not have a prearranged regular tour of duty) or
▪ Seasonal or occasional employment
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DENTAL AND VISION PROGRAM (FEDVIP) Continued
FEDVIP Key Facts
➢ The FEDVIP program is separate and different from the FEHB program. ➢ Coordination of benefits (COB) with the FEHB plan, if enrolled in a FEHB plan, is a requirement
under the FEDVIP law. The FEHB plan pays first and the FEDVIP plan is secondary to the FEHB plan. ➢ Employees can use their Flexible Spending Account (FSA) in conjunction with FEDVIP. They can
submit FEDVIP co-payments and deductibles as eligible expenses against their health care FSA. ➢ FEDVIP coverage can only be cancelled during Open Season or as a result of a Qualifying Life Event
(QLE) such as deployment to active duty. ➢ Premiums for the nationwide dental plans and one regional dental plan are based on home ZIP codes.
This is called a rating region or area. ➢ Vision plans do not have rating regions. ➢ Utilizing an in-network provider will reduce out-of-pocket costs. ➢ There is no 31-day extension of coverage, Temporary Continuation of Coverage (TCC), spouse
equity coverage, or right to convert to an individual policy (conversion policy). ➢ BENEFEDS is responsible for all enrollment and premium administration functions for FEDVIP.
Annuitants and employees with questions about their FEDVIP premiums should call BENEFEDS rather than OPM or their agency.
➢ Enrollment in a FEDVIP plan automatically continues from year to year, unless an enrollee changes or cancels his/her enrollment during the annual Open Season.
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DENTAL AND VISION PROGRAM FEDVIP) Continued
FEDVIP dental plans provide comprehensive dental coverage, including preventive services covered at 100% when you use an in-network provider. There are no deductibles when using in-network dentists. In addition, there is no waiting period for major services such as crowns, bridges, dentures, and implants. Under most plans, there is no 12-month waiting period or age limit for orthodontic coverage.
FEDVIP vision plans provide comprehensive vision coverage, including routine eye exams and vision
correction without a referral. Plans also include low vision exams; eyeglass frames and lenses, or contact
lenses instead of glasses, at many eye doctor offices or optical retail stores. In addition, there are lens
options such as shatter-resistant polycarbonate, scratch-resistant, anti-reflective, UV coatings, and tinted
and progressive lenses; and discounts on laser eye surgery.
You must enroll through the BENEFEDS website at www.BENEFEDS.com upon your appointment to the
agency, when a qualifying life event occurs, or during any upcoming open season period. For those without
access to a computer there are representatives available to assist you at 1 -877-888-FEDS (3337),
TTY 1-877-889-5680. You may also contact your Benefits Specialist for more information.
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Flexible Spending Accounts (FSAFEDS)
As a Federal employee, you are eligible to enroll in a Federal Flexible Savings Account (FSAFEDS). There are two options available: a Health Care Flexible Spending Account and a Dependent Care Spending Account. Both options allow employees to set aside pre-tax earnings to be used toward health care or dependent care, depending on the type of account the employee chooses to enroll in.
Health Care This account covers expenses that are not covered or reimbursed by your health Account insurance, including co-pays, deductibles, glasses, orthodontia and more. The
Health Care Account allows you to set aside up to $2,750 in pre-tax dollars for unreimbursed medical expenses. Other eligible expenses include: contact lenses, contact lens solution, laser eye surgery, some over the counter medications (i.e. insulin), orthodontics, and much more. For a list of eligible expenses, visit www.fsafeds.com. The annual IRS stipulations require a minimum contribution of $100 and allow a maximum of $2,750. You can carryover up to $500 into the following year provided you re-enroll during open season with contributions totaling at least the minimum amount. There is no grace period for a Health Care FSA account. You must file your claim reimbursement to FSAFEDS no later than April 30 of the following year.
Dependent Care Day care expenses can cost employees thousands of dollars each year. This Account account covers expenses related to caring for your dependent, such as before or after
school care for children under 13, nursery or pre-school and summer day camps. You can set aside as much as $5,000 in pre-tax dollars to pay for your dependent care costs. The annual IRS stipulations require a minimum contribution of $100 and allow a maximum of $5,000. There is no carryover option for the Dependent Care FSA Account. You must file your claim reimbursement to FSAFEDS no later than April 30 of the following year.
2 ½ Month Grace Period (Only applies to Dependent Care FSA) The grace period is an additional 2 ½ months (January 1 through March 15) that OPM adopted on behalf of all agencies and employees that are part of FSAFEDS. During the grace period eligible dependent care expenses incurred January 1 through March 15 of the following year can be applied towards your prior year’s balance. The intent is to help accountholders avoid forfeiting any of the funds they deposited in DC-FSA account. It does not mean you can have prior year expenses paid from the current year.
Following the deadline for filing claims against your prior year accounts (April 30), any grace period expenses that were paid from your current year balance will be reconciled against your prior year up to the available balance. This reconciliation (you may also hear it referred to as a "true-up") will occur automatically around July 15 or can occur earlier, at your request.
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Flexible Spending Accounts (FSAFEDS) Continued
Potential tax savings if you enroll in a Flexible Spending Account:
Employee paying $2,000 unreimbursed health and dependent care
No FSA FSA
Salary $30,000 $30,000
Annual Pre-tax Election $0 -$2,000
Taxable Income $30,000 $28,000
Taxes (30.65%) -$9,195 -$8,582
Annual after tax expense -$2,000 $0
Take home pay $18,805 $19,418
Increase in take home pay with FSA $613
For a Summary of Benefits, to learn more about this program or to enroll,
visit the website at www.fsafeds.com or call (877) 372-3337.
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More Information
Example
Long Term Care Insurance (FLTCIP)
The Federal Long-Term Care Insurance Program (FLTCIP) provides long term care insurance to help pay for costs of care when you need help with activities you perform every day, or you have a severe cognitive impairment, such as Alzheimer's disease. Some of the expenses this insurance will cover are hospice care, home care, assisted living facilities and/or nursing homes. This program is also available to qualified relatives of eligible employees, including spouses, same-sex domestic partners, adult children, parents-in- law, and stepparents of employees.
Unlike some other insurance products, Long Term Care Insurance under the Federal Program is something an employee must apply for and pass a medical screening (called underwriting) for in order to be enrolled. Certain medical conditions may prevent some people from being approved for coverage.
By applying within 60 days of becoming eligible for this benefit, you (and your eligible qualified relative) gain the following advantages:
• A shorter application form with only a few health questions
• Potentially lower premiums. Premiums are based on age, so the younger you are when you apply, the lower the premium.
• You could avoid the risk of having a future change in health disqualify you from obtaining coverage More information about this program as well as enrollment procedures can be found at: www.ltcfeds.com or (800) 582-3337.
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Group Life Insurance Program (FEGLI)
Under the Federal Employees' Group Life Insurance Program (FEGLI), you have the opportunity to elect coverage and the convenience of paying for that coverage through payroll deductions. You have several choices in selecting the amount of life insurance that’s right for you.
Eligibility All employees are eligible except those serving under temporary appointments, or those working on an intermittent basis.
Enrollment Standard Form 2817 (“Life Insurance Election”) is used to enroll or waive enrollment in the Federal Life Insurance plan. Employees have 60 days to complete and submit the form to the Benefits Branch. Upon appointment as a Federal employee, you are automatically covered by Basic Life Insurance unless you sign a waiver stating that you do not want it.
Standard Form 2823 (“Designation of Beneficiary”) is used to designate the beneficiary or beneficiaries of your life insurance plan. These individual(s) will receive your benefit in the event of your death. If the beneficiary form is not completed, the following order or precedence is used to assign benefits: (1) spouse; (2) child/children; (3) parents; (4) court-appointed executor; (5) the insured’s other next of kin. For more information, please see the back of SF 2823.
Basic The value of your Basic Life Insurance is based on your annual salary rounded Insurance to the next thousand, plus $2,000, or a total of $10,000 whichever is greater. The
Government pays one-third of the cost of your Basic Life Insurance. Employees pay 15 cents per every thousand dollars of coverage. For example, if your total salary is $52,789 per year, your basic life insurance would be $55,000 (yearly salary rounded to $53,000 plus $2,000). Please refer to the FEGLI calculator (website listed below) to determine your cost for this benefit.
Basic Insurance also provides an Extra Benefit to employees under age 45, at no additional cost. This Extra Benefit doubles the amount of Basic insurance payable if you die when you are age 35 or younger. Beginning on your 36th birthday, the extra benefit decreases 10 percent each year until you reach age 45. There is no Extra Benefit if you die at age 45 or older.
Optional Life If you are covered by Basic Life insurance, you may elect any or all of the Insurance following options. You pay the full cost for these options, which are computed based
on your age group. • Option A – Standard
This option provides additional life insurance coverage in the amount of $10,000 and an additional Accidental Death and Dismemberment coverage in the amount of $10,000.
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Group Life Insurance Program (FEGLI) Continued
• Option B – Additional This option provides benefits in an amount equal to one, two, three, four or five times your annual base pay (rounded to the next thousand).
• Option C – Family This option allows an employee to insure their spouse and eligible dependent children. You can elect either one, two, three, four or five multiples of coverage. Each multiple is equal to $5,000 for your spouse and $2,500 for each of your eligible dependent children. Spouses may be covered up to $25,000 and eligible dependents up to $12,500. To be eligible, dependent children must be unmarried and under age 22, or if age 22 or over, incapable of self-support because of a mental or physical disability that existed before the child reached age 22.
Accidental Death AD&D insurance provides funds in the event of a fatal accident or an accident & Dismemberment that results in the loss of a limb or eyesight. For benefits to be paid, the death or Insurance (AD&D) loss must occur not more than one year from the date of the accident and be a direct result of bodily injury sustained from that accident, independent of all other causes.
AD&D insurance is automatically included in Basic insurance at no additional cost. It is equal to your Basic insurance amount and does not include the Extra Benefit. AD&D insurance is also automatically included in Option A in the amount of $10,000 at no additional cost. Option B and Option C do not include AD&D insurance. Accidental death benefits are paid in addition to other FEGLI benefits that may be payable. AD&D coverage stops when your employment ends. It does not carry into retirement.
Payment Options Living Benefit option - This option authorizes a one-time payment of the "basic" only benefit to terminally ill Federal employees with a life expectancy of nine months or less. Employees can elect the amount of their basic life insurance payout in multiples of $1,000. If the employee chooses to take less than the full basic amount, the remainder will then go to the designated beneficiary upon the death of the employee.
Assignment of Benefits option - Another FEGLI option is available which allows all Federal employees to make an irrevocable assignment of their government life insurance coverage to any persons, firms or trusts. This option is useful as a financial planning tool. Enrollees electing this option must assign their basic coverage, as well as insurance options "A" and "B", if any. Option "C" is not assignable.
Continuation of Coverage during Non-Pay Status -Employees are eligible for Life Insurance Coverage Options coverage for 12 consecutive months without any cost. The non-pay status may be continuous,
or it may be broken by a return to duty for periods of less than 4 consecutive months. At the end of 12 months in non-pay status, the coverage terminates. Employees receive a free 31-day extension of coverage and have the right to convert to an individual policy. When employees return to pay and duty status, their Life Insurance coverage will be reinstated.
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Group Life Insurance Program (FEGLI) Continued
Continuation of Coverage during Military Service
Employees who enter the military on active duty or active duty for training may continue coverage for up to 24 months.
Change in Work Schedule or Change in Hours
Employees who change from FT to PT/Intermittent status without a break in service can continue their FEGLI basic and/or optional coverage. Your tour of duty (work hours) is reflected on items 32 and 33 of your SF-50, the Notice of Personnel Action, which you should receive from your Unit within 2-4 weeks from your date of change in work schedule/hours. Your FEGLI premiums will increase/decrease based your new tour of duty.
Employees should check the SF-50 upon receipt following the change in work schedule/hours to ensure the tour of duty is correctly reflected. If the information on the SF 50 is incorrect, you should contact your Unit to correct it as soon as possible. Once a correction is made, you will be billed by NFC for any applicable difference in FEGLI premium owed as a result of your change in work schedule/hours. Review the FEGLI Handbook link below for examples on how to calculate your FEGLI premium. If you have any questions, contact your Benefits Specialist.
Retirement
Your Basic Life Insurance coverage may be continued when you retire if you meet all of the following criteria:
a) You retire on an immediate annuity; and b) You have been insured for the Basic Life Insurance coverage for the entire period during which
coverage was available to you, or for the last 5 years of service immediately before your retirement; and
c) You do not convert it to an individual policy.
If you meet all of the criteria above, the amount of your Basic life insurance after you retire will be equal to your level of coverage at the time you separated as an employee. This amount continues until you reach age 65, after which it may reduce based on the election options described below.
The amount of your Optional insurance in retirement depends on the options you had at the time you separated as an employee. This amount continues until you reach age 65 unless you elect No Reduction (for Option B and Option C only).
If you resign from government service, your Basic and Optional insurance continue for 31 days. You can convert it during this period to an individual insurance policy without a medical examination.
Cancellation
You may cancel your insurance at any time, but if you do, you will be required to wait 1 year and have a medical examination approved by FEGLI in order to resume coverage at a later date.
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Group Life Insurance Program (FEGLI) Continued
Additional For more information, Information
• Visit the FEGLI website at https://www.opm.gov/healthcare-insurance/life-insurance/
• Read the FEGLI Handbook (RI 76-26) at https://www.opm.gov/healthcare-insurance/life-insurance/reference-materials/publications-forms/fegli-handbook/
• Contact your Benefits Specialist
• Use the FEGLI Calculator https://www.opm.gov/retirement-services/calculators/fegli-calculator/
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Voluntary Accidental Death & Dismemberment Insurance (VADD)
This plan is additional insurance available to employees in $50,000 multiples with a minimum of $50,000 and a maximum of $500,000. (Amounts in excess of $250,000 are not to exceed ten times your salary.) If you elect this plan for you and your family, your family members will be covered as follows:
• Spouse: 60 percent of the employee amount
• Eligible Dependent Child or Children: 20 percent of the employee amount
Eligibility To be eligible for this plan, you must:
Requirements 1. Be serving under an indefinite or temporary appointment of at least 90 days AND
2. Have a regular, scheduled tour of duty of at least 40 hours per pay period
Enrollment The enrollment form for VADD can be found on the OHR website at http://prism2.si.edu/OHR/Benefits/Documents/VADD%20Enrollment%20Form.pdf
Employees may enroll or cancel coverage at any time. The effective date of coverage will be the first day of the pay period in which the first deduction is made from your paycheck. Your coverage will terminate the first of the month after leaving the Smithsonian, retiring, non-payment of premium; and/or termination of the policy.
Cost The biweekly cost per $50,000 of principal sum for this plan is:
• $0.50 for employee only
• $0.55 for employee plus children • $0.65 for employee plus spouse
• $0.80 for family
Premiums will be deducted from employee paychecks each pay period. The effective date is the first day of the pay period in which the premium is deducted from your paycheck. This plan will stop while you are on Leave without Pay (LWOP). Your Voluntary Accidental Death and Dismemberment (VADD) Insurance will automatically be reinstated in the first pay period that you return to work.
Note The VADD plan is separate from the AD&D insurance provided by FEGLI. This accidental insurance plan should be considered supplemental to other insurance, NOT as a replacement. Coverage will end when your appointment terminates at the Smithsonian Institution, when you retire, when you are on Leave without Pay (LWOP), or you fail to pay the premium.
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Business Travel Accident Insurance
Business Travel and Accident (BTA) coverage is provided to all employees traveling on Smithsonian related business. The BTA plan Provides:
• Travel medical assistance (emergency medical evacuation, referrals to hospitals and providers, emergency prescription replacement, medical case management, medical payment arrangements) where travel is outside of 100-mile radius outside the individual’s primary residence
• Accidental death and dismemberment while traveling on Smithsonian Institution business. You are insured for four times your salary (rounded up to an even $1,000) with a $100,000 minimum and $300,000 maximum.
• Worldwide travel assistance (lost/stolen baggage assistance, lost passport/travel documents, ATM locator, roadside assistance, emergency telephone interpretation, legal referrals/bail bond)
• VIP Concierge services (restaurant referrals and reservations, event ticketing, ground transportation coordination etc.)
• Security Assistance Services (security evacuation assistance, 24-hour response services to assist employees and their families during an incident, global risk analysis, up to the minute information on current world situations)
• Identity theft assistance (account activity monitoring, financial account investigation, credit review and fraud detector, criminal prosecution assistance)
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Federal Retirement Benefits
Most Federal civilian employees are covered by the Civil Service Retirement System (CSRS), the CSRS Offset System (CSRS Offset), or the Federal Employees' Retirement System (FERS). Employees hired under temporary appointments of less than 1 year or intermittent appointments are covered only by the Social Security System.
I. Civil Service Retirement System
The Civil Service Retirement System (CSRS) is a defined benefit pension plan funded by contributions received from the employee and the Smithsonian Institution. The employee and employer both contribute 7 percent of base salary every two weeks. The amount that the employee contributes to the retirement fund is guaranteed to be paid to you or your survivors as a retirement benefit.
Coverage You are entitled to CSRS coverage if you were:
➢ First hired on or before December 31, 1983 and were continuously covered by CSRS.
➢ Previously covered by CSRS and were rehired after a break in service of less than 1 year.
Retirement The following table shows when you are eligible to retire and receive benefits from Eligibility the CSRS retirement fund:
Type of Retirement Age Requirement Length of Service
Optional 55 30
Optional 60 20
Optional 62 5
Discontinued Service
50 20
Discontinued Service
Any Age 25
Deferred 62 5
Disability Any Age 5
When Annuities If you retire under any optional retirement provision on the last day of the month or Begin within the first 3 days of a month, your annuity is computed beginning the next day;
otherwise, it is computed beginning the first day of the following month. If you retire under a discontinued service retirement, your annuity is computed beginning the day after separation. For example, if you are notified that your position will be abolished on July 1 of a particular year, and you meet the criteria for Optional or Discontinued Service Retirement, you may resign any time prior to the July 1 date and apply for retirement benefits. If you were to choose to resign from service on June 20, then your annuity commences on June 21. If you resign on June 30, your annuity commences on July 1st of that year. An employee who separates from Federal service before meeting the requirements for an immediate annuity, is entitled to a deferred annuity to start at age 62,
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Federal Retirement Benefits Continued
if the employee has completed at least five years of civilian service and has not taken a refund of the retirement deductions covering the last period of service. If you retire on disability, your annuity is computed beginning the first day you enter a continuous non- pay status, or the day after separation, whichever is earlier.
Factors That Disability May Affect If you retire on disability under age 60, you are guaranteed a minimum basic Your Annuity annuity amounting to the lesser of: (a) 40 percent of your high-three salary, or (b) CSRS annuity figured under the general formula as though service had continued to age 60.
Survivor Benefits
At retirement, you may elect:
• Full survivor benefits for a current spouse (which will amount to 55 percent of your unreduced CSRS annuity). You receive a reduced annuity during your lifetime.
• A less-than-full or no survivor annuity provided the current spouse so consents.
• To name a person having an insurable interest to receive an annuity.
Pre-retirement Survivor Benefits
If you die after 5 years of civilian service (and before you retire), your surviving spouse will receive annually 55 percent of the amount you would have received if you had retired at the time of your death (this is called the "earned annuity") or the lesser of:
• 22 percent of your highest 3 years' average salary, or
• 55 percent of the amount your annuity would have been if you had continued working until age 60 at the same "high -3" Eligible dependent children under 18, or any unmarried children between 18 and 22, who are full-time students may also receive benefits. If you have no survivors eligible for an annuity, the balance in your retirement account is paid in a lump sum in the following order unless you specify otherwise: to your child or children in equal shares, with the share of any deceased child distributed among the descendants of that child, parents, estate, or next of kin. If you wish to specify payment in a different order or payment to a person not included above, call the Employee Benefits Branch, Office of Human Resources. Deposit/Redeposit
If you have Federal service for which no CSRS retirement contributions were made (e.g., temporary appointments, military service) or if you received a refund of contributions, you may wish to make a deposit or redeposit (with applicable interest) to cover that service time. The longer you wait to make a deposit, the greater the amount you will owe, due to accrued interest. Deposits and redeposits can significantly affect the amount of your annuity by providing you with additional years of service credit. Call the Compensation & Benefits Branch, Office of Human Resources, for further details.
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Federal Retirement Benefits Continued
Computation of Annuity Involving Part-Time Service
Federal employees covered by the Civil Service Retirement System (CSRS) who have served in a part-time position since April 7, 1986, can now receive service credit for calculation of the annuity as if the service was full-time. In the past, part-time service was pro-rated based on the employee’s tour of duty. If you worked part-time before April 7, 1986, you will be given full credit for all service performed.
Deferred Annuity/Refund
If you are separated from Federal service before meeting the age requirements for an immediate annuity, you may receive a deferred annuity which is payable at age 62, unless you waive the rights to an annuity by applying for a refund of retirement deductions. The amount of refund is the total amount you have paid into the retirement system. The refund does not include any interest payments or the amount that the Smithsonian Institution has paid into the retirement system for you.
Sick Leave
Under the Civil Service Retirement System (CSRS), if you (1) retired on an immediate annuity or (2) died leaving a widow, widower, or former spouse entitled to a survivor annuity; your service will be increased by the days of unused sick leave to your credit under formal leave system. The days of unused sick leave that are added are used only in counting your number of years and months of service for annuity computation purposes. The sick leave cannot be used in computing your “high-3 average salary” or for meeting the minimum length of service for retirement eligibility. This area is generally addressed on your retirement estimate and during your retirement counseling session.
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II. CSRS Offset
Coverage & If you have 5 or more years of CSRS service and are rehired after a break in Contributions Federal service of at least 365 days after 1983, you are eligible to participate in the
CSRS Offset retirement system. CSRS Offset employees contribute to both Social Security and CSRS. The employee currently contributes 0.8% of basic pay for the basic benefit of his or her retirement. The employee also contributes 7.65% to the Social Security Administration. All rules that apply to full CSRS employees also apply to CSRS Offset employees.
Benefits Your CSRS annuity is reduced (offset) when you become eligible for Social Security (usually age 62). The reduction is equal to your Social Security benefit creditable for service after 1983 when you paid into both CSRS and Social Security. In no instance will the reduction result in a benefit less than the total CSRS benefit entitlement.
Transfer If you are reemployed after a break in service of 365 days or more (post 1983), you Considerations have six months, from the date of rehire, in which to elect a transfer to the Federal
Employees Retirement System (FERS) in lieu of being covered by the CSRS Offset system. If you elect FERS coverage, you also have 30 days in which to elect the Thrift Savings Plan (TSP). Your annuity will be computed under the CSRS formula for the time worked under the CSRS system, and under the FERS formula for the remainder of your covered service should you elect FERS coverage. Retirement eligibility and death benefits are based on FERS rules if you transfer to FERS.
Thrift Savings See section titled “Thrift Savings Plan” on page 35.
Plan
Sick Leave Under the Civil Service Retirement System (CSRS Offset), if you (1) retired on an immediate annuity or (2) died leaving a widow, widower, or former spouse entitled to a survivor annuity, your service will be increased by the days of unused sick leave to your credit under formal leave system. The days of unused sick leave that are added are used only in counting your number of years and months of service for annuity computation purposes. The sick leave cannot be used in computing your “high-3 average salary” or for meeting the minimum length of service for retirement eligibility. This area is generally addressed on your retirement estimate and during your retirement counseling session.
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III. Federal Employee Retirement System (FERS)
Coverage You are covered by Federal Employees Retirement System (FERS) if you:
➢ Were first hired in a Federal position providing civil service retirement on or after January 1, 1984; Were hired under a temporary, term, taper appointment or;
➢ Were rehired after a break in service of more than 1 year and had less than 5 years of previous creditable civilian service as of December 31, 1986 (or date rehired, if later);
➢ Are rehired after separation from a covered FERS position; or transfer from CSRS or CSRS Offset to FERS within 6 months from the date of rehire.
You are covered by FERS-Revised Annuity Employees (FERS-RAE) if you:
➢ Were first hired in a Federal position providing civil service retirement on or after January 1, 2013;
You are covered by FERS-Further Revised Annuity Employees (FERS-FRAE) if you:
➢ Were first hired in a Federal position providing civil service retirement on or after January 1, 2014;
Components, FERS is a three-tiered retirement plan comprised of Social Security, a Basic Benefit Contributions & Plan and a Thrift Savings Plan. Benefits
1. Social Security
Federal employees first hired after 1983 are automatically covered under Social Security.
Social Security taxes are levied against that portion of all wages that do not exceed an amount
called the "contribution and benefits base" (wage base). The annual wage base is adjusted
each year to reflect increases in average wages throughout the national economy. All wages
up to the wage base will be subject to the Social Security tax of 7.65 percent (6.20 percent to
Old Age Survivor Disability Insurance (OASDI), and 1.45 percent to Hospital Insurance Tax
(HITS)). OASDI, which provides your Social Security retirement benefits, is paid to you only if
you are at least age 62 and have paid Social Security taxes for the required period of time (40
quarters if born after 1928, and year of birth plus 11 if born in 1928 or before). To qualify for
disability retirement under Social Security you must meet the Social Security eligibility
requirements before becoming disabled. The wage base for HITS is defined separately and has
no limit. This Hospital Insurance Tax covers a portion of hospital expenses incurred after age
65.
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III. Federal Employee Retirement System (FERS) Continued
1. Basic Benefit Plan This plan provides retirement, disability and survivor benefits in addition to those provided by Social Security. Survivor and disability benefits are available after 18 months of creditable civilian service. A FERS employee contributes 0.8% of his or her base salary every pay period to the FERS Basic Benefit Plan. A FERS-RAE employee contributes 3.1% of his or her base salary every pay period to the FERS Basic Benefit Plan. A FERS-FRAE employee contributes 4.4% of his or her base salary every pay period to the FERS Basic Benefit Plan. To receive all other benefits from this portion of FERS, you must have at least 5 years of creditable civilian service (see eligibility table below).
2. Thrift Savings Plan See separate section titled Thrift Savings Plan on page 35.
Enrollment Employees who meet the above requirements are automatically enrolled in the FERS
plan, except for the TSP plan which is voluntary.
Eligibility For The following table summarizes retirement eligibility criteria with respect to the Basic Annuity FERS system.
Type of Retirement
Year of Birth Minimum
Age
Minimum Service for Unreduced
Benefits (Years)
Minimum Service for Reduced Benefits (Years)
Optional & Deferred
N/A 62 5 N/A
N/A 60 20 N/A
Before 1948 55 30 10
1948 55 & 2 months 30 10
1949 55 & 4 months 30 10
1950 55 & 6 months 30 10
1951 55 & 8 months 30 10
1952 55 & 10 months 30 10
1953-1964 56 30 10
1965 56 & 2 months 30 10
1966 56 & 4 months 30 10
1967 56 & 6 months 30 10
1968 56 & 8 months 30 10
1969 56 & 10 months 30 10
1970 & After 57 30 10
Discontinued
Service Disability
N/A 50 20 N/A
N/A Any 25 N/A
N/A Any 1.5 N/A
*Reduction is 5 percent for each year the employee is under age 62.
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III. Federal Employee Retirement System (FERS) Continued
When Annuities Begin If you retire under FERS, your annuity begins the first day of the following month.
Factors That May Affect Your Annuity
FERS Supplemental Annuity - An annuity supplement is provided to retirees under certain circumstances to take the place of the Social Security tier of FERS which is not payable until age 62. You must have at least 1 year of FERS service to qualify for the supplement. The supplement is payable by the government as follows:
• Voluntary Retirement - Minimum Retirement Age (MRA 55-57) and 30 years.
• Early Out Retirement - receives supplement at MRA (55-57).
• Involuntary Retirement (Discontinued Service) - receives supplement at MRA (55-57). You are not eligible for the supplement if you voluntarily retire under the age of 62 with a reduced annuity, or you
retire on disability or deferred retirement. Disability Retirement - As a result of disease or injury, you are eligible for disability retirement at any age under
the FERS Basic Annuity if you have completed 18 months of creditable civilian service and are unable to perform useful and efficient service in your position or any other vacant position at the same grade or pay level in the same commuting area for which you qualified. You may also qualify for Social Security disability benefits if you meet the Social Security eligibility and quarters of coverage requirements.
Survivor Benefits - Survivor benefits may be paid under certain conditions to current and/or former spouse(s),
children, and a spouse you marry after retirement. Since the rules and computations are complicated, you should contact the Compensation & Benefits Branch, Office of Human Resources, for details.
a) If you die while employed in the Federal service, and have at least 18 months but less than 10 years
of creditable civilian service, your eligible spouse will receive a lump-sum payment of $15,000 (adjusted for inflation), plus a lump sum of either half of your annual salary at time of death or half of your average high three yearly salary - whichever is higher.
b) If you have at least 10 years of Federal service, your eligible spouse will also receive an annuity
equal to half of your accrued Basic Annuity. Eligible dependent children will receive an annuity that will be offset by any Social Security benefits paid.
c) If you die as a FERS retiree and had elected full survivor benefits, your eligible spouse will be paid 50 percent of the amount of your unreduced annuity plus an annuity supplement if he/she is under age 60 and not eligible for Social Security benefits. (Your annuity will be reduced by 10 percent annually during your life time to provide full survivor benefits). You may elect a lesser or no survivor benefit with your spouse's consent.
d) Your eligible surviving spouse may receive an annuity if you die after leaving.
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III. Federal Employee Retirement System (FERS) Continued
e) Federal employment with at least 10 years of service but before receiving an annuity (e.g., deferred retirement). The unreduced benefit, which equals one- half of your accrued basic benefits, begins at the time when you would have reached age 62. It may begin sooner if your spouse elects a reduced annuity.
f) If you die with no survivors, the balance in your retirement account is paid in a lump sum to any individual(s) you have designated on your Standard Form 3102 (forms are located at www.opm.gov/forms).
Refunds - If you resign from your position, you can request a refund of your FERS deductions. The amount of refund is the total amount you have paid into the retirement system. The refund does not include any interest payments or the amount that the Smithsonian Institution has paid into the retirement system for you. Periods for which no retirement deductions were made (on or after January 1, 1989) are not creditable for retirement computation or eligibility purposes.
Redeposits - Former federal employees under the Federal Employees Retirement System (FERS) who withdrew their contributions from the retirement fund, thus automatically waiving their retirement credit for those years of service, are eligible to redeposit their earlier contributions, plus interest, upon reemployment with the federal government.
• Provisions of section 1904 of the NDAA only apply to employees covered under FERS on or after October 28, 2009, and only affect annuity benefits based on a separation from FERS coverage on or after October 28, 2009.
• Employees covered by FERS on or after October 28, 2009, may repay (or redeposit) any FERS deductions previously refunded to them. They may also redeposit any CSRS deductions previously refunded to them that covered CSRS service that is credited under FERS rules.
• Payment of the FERS redeposit for FERS service covered by a refund of FERS deductions and CSRS service (that is credited under FERS rules) covered by a refund of CSRS deductions allows the refunded service to be creditable for determining an employee’s retirement eligibility and for computing the amount of an employee’s annuity.
• Payment not made of the FERS redeposit for FERS service covered by a refund of FERS deductions and CSRS service (that is credited under FERS rules) covered by a refund of CSRS deductions only allows the refunded service to be creditable for determining an employee’s retirement eligibility but it is not creditable for computing the amount of an employee’s annuity.
• Employees wanting to make a FERS redeposit may complete the current FERS Application to Make a Deposit, SF 3108 at www.opm.gov/forms. Employees must indicate on the application that the period of service was refunded and send the completed application through their agency for certification.
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III. Federal Employee Retirement System (FERS) Continued
• Employees wanting to make a FERS redeposit for refunded service and a FERS deposit for non-
covered service will be assigned two service credit account numbers and will receive two separate statements based on each service credit account calculation. (The two accounts will be set up based on one application – two applications are not necessary.) Payments must be submitted for each account separately.
Part-time Employment - To determine the size of your annuity, part-time service will be prorated (part-time hours worked divided by the number of hours you would have worked if full-time) and credit will be given for days or hours worked. For more specific information about the retirement programs, contact your Benefits Specialist in the Compensation & Benefits Branch, Office of Human Resources. Sick Leave - Employees under FERS who retire before January 1, 2014, will receive credit for 50% of their unused sick leave towards their years of service for retirement purposes. Those who retire as of January 1, 2014 or after, will receive credit for 100 percent of their unused sick leave toward their years of service for retirement purposes. The sick leave cannot be used in computing your “high-3 average salary” or for meeting the minimum length of service for retirement eligibility. This area is generally addressed on your retirement estimate and during your retirement counseling session.
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Thrift Savings Plan (TSP)
The Thrift Savings Plan (TSP) is a retirement savings plan for Federal employees. It is similar to a 401(k) plan, and it offers before-tax savings and tax-deferred investment earnings. Both FERS and CSRS employees are eligible to participate in the TSP. It serves as a supplement to a CSRS employee and as an integral part of the FERS retirement plan.
Sources of There are three sources of TSP contributions:
Contributions
➢ Employee Contributions
➢ Agency Automatic (1%) Contributions
➢ Matching Contributions
Employee There are two types of Employee Contributions:
Contributions
Regular Employee Contributions
• These are payroll deductions that any eligible Federal civilian employee can make from basic pay before taxes are withheld. You may elect to contribute any dollar amount or percentage (1 to 99) of your basic pay.
• Auto-enrollment-Effective August 1, 2010: All new hires or rehires with a break in service (FERS and CSRS) whose Entrance on Duty (EOD) date is on or after August 1, 2010 will be automatically enrolled in the TSP with a contribution of 3% of basic pay.
• Transfer-in employees without a break in service will continue with their same deduction amount.
Note: A break in service for TSP purposes is a separation from Federal service for more than 30 calendar days.
Catch-up Contributions
These are payroll deductions that participants who are age 50 or older may be eligible to make in addition to regular employee contributions. You are eligible to make catch-up contributions if:
• Age 50 or older, or you will become age 50 during the calendar year for which you are making an election; and
• You are already contributing either the maximum TSP contribution allowed by law, which will result in reaching the IRS elective deferral limit by the end of the year.
These deductions are also taken from before-tax basic pay. Your catch-up contributions will stop when you meet the IRS limit, when the amount of the catch-up contributions you elected has been reached, or at the end of the calendar year, whichever comes first. You must make a new election for each calendar year, it will not automatically continue from one year to the next.
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Thrift Savings Plan (TSP) Continued
Agency Automatic If you are a FERS employee, your agency will contribute an amount equal to one (1%) Contributions percent of the basic pay you earn each pay period to your account. You do not need
to be making employee contributions to get the Agency Automatic Contribution. New employees will automatically receive Agency Automatic (1%) contribution. You become vested in these contributions and any earnings they accrue only after you have completed a time-in-service requirement – which is 3 years for most FERS employees.
Agency Matching FERS employees receive matching contributions from their agencies on their Contributions regular employee contributions as soon as payroll deductions start.
If you are a FERS participant, you receive matching contributions on the first five percent of base pay that you contribute each pay period. The first three percent of base pay that you contribute will be matched dollar-for-dollar; the next two percent will be matched at 50 cents on the dollar. Contributions above five percent will not be matched. If you stop making regular employee contributions, your Matching Contributions will also stop.
Agency Contributions to Your Account (FERS
Employees Only)
You put in:
The Smithsonian puts in:
And the total
contribution is: Automatic (1%)
Contribution Agency Matching
Contribution
0% 1% 0% 1%
1% 1% 1% 3%
2% 1% 2% 5%
3% 1% 3% 7%
4% 1% 3.5% 8.5%
5% 1% 4% 10%
More than 5% 1% 4% Your contribution plus 5%
Contribution The amount you can contribute is subject to limits established by the IRS. This limit Limits changes annually. In 2020, your annual dollar total contribution cannot exceed
$19,500. Employees age 50 and over may contribute an additional $6,500 under the catch-up provision. CSRS Employees CSRS employees can elect to contribute to the TSP at any time; there is no waiting period. You may elect to contribute any dollar amount or percentage of basic pay. However, your annual dollar total cannot exceed the Internal Revenue Code limit which is $19,500 for 2020. Employees age 50 and over may contribute an additional $6,500 under the catch-up provision. CSRS employees do not receive an agency automatic (1%) nor agency matching contributions.
34
Thrift Savings Plan (TSP) Continued
Automatic The Thrift Saving Plan Enhancement Plan of 2009, Public Law 111-31 requires Contributions for agencies automatically enroll all new or rehired employees with a break in service FERS Employees effective August 1, 2010.
• All new hires and rehires with a break in service (FERS and CSRS) whose EOD date is on or after August 1, 2010 will be automatically enrolled in the TSP with a contribution of 3% of basic pay.
• Employees may change the amount or percentage of their contributions or terminate their contributions at any time, by completing form TSP-1, available at
https://www.tsp.gov/forms/formsPubs.shtml. All accurate and complete forms will be processed the pay period following date of receipt in the Office of Human Resources-Benefits Branch.
• Employees (both CSRS and FERS)who wish to stop the automatic enrollment immediately and have no TSP deductions taken, must complete and return the TSP-1 form to the appropriate Benefits Specialist (for contact details, search by your unit name at http://prism2.si.edu/OHR/Pages/ContactUs.aspx) within their first 14 calendars day of employment.
• Employees (both FERS and CSRS) who wish to receive a refund of the employee contributions associated with the automatic enrollment may request the refund by completing and sending form TSP-25 directly to TSP. Form TSP-25 can be located at https://www.tsp.gov/forms/formsPubs.shtml. In order to be eligible to receive the refund, the request must be received by TSP no later than the refund deadline date provided in the TSP welcome letter you will receive from TSP shortly after your EOD (entrance on duty) date (approximately 30 days).
• FERS employees automatically enrolled in the TSP will receive a 3% agency matching contribution as well as the agency automatic 1% contribution. CSRS employees are not eligible for the agency contributions.
Key Features of TSP • You can start, change, stop and resume TSP contributions at any time.
• Your payroll contributions will begin the first full pay period after OHR-Benefits Branch receives your accurate and complete TSP Election Form (TSP-1).
• You can contribute either a percentage of your basic pay each pay period or a fixed dollar amount. If you make your contributions as a percentage of your pay, the amount of your contributions will automatically increase as you receive pay raises.
• You can change the allocation of your TSP contributions among the different investment funds at any time using the TSP website (www.tsp.gov), the ThriftLine, or Form TSP-50 (Investment Allocation).
35
Thrift Savings Plan (TSP) Continued
• Contributions must be made through payroll deductions. However, you may
also transfer or roll over eligible funds from a traditional IRA or an eligible
employer plan into your TSP account. See Form TSP-60, Request for a Transfer
into the TSP.
• You must be in pay status (that is, receiving basic pay) to make contributions
and to receive agency contributions for a pay period. Therefore, if you are not in
a pay status, your contributions (and our agency contributions, if you are a FERS
employee) will stop until you begin receiving pay once again.
Enrollment TSP-1 is used to start, stop or change the amount of your contributions to the
Thrift Savings Plan.
TSP-1-C is used to start, stop or change your election to make “catch-up”
contributions to your TSP account. This contribution is made in addition to your
regular TSP contribution.
TSP-3 is used to designate the beneficiary or beneficiaries of your Thrift Savings
Plan. These individual(s) will receive your benefit in the event of your death.
TSP-25 is used to request a refund of the contributions to your TSP account (and
their earnings) that were deducted from your pay due to automatic enrollment.
The TSP must receive this form no later than 90 days from the date of your first
contribution. Submit Form TSP-1 to your agency to stop your automatic
contributions.
TSP -50 is used to designate or change your allocations. This form is not available on
the TSP website. Contact your Benefits Specialist to obtain this form.
TSP-60 is used to rollover your contributions from another financial institution into
the TSP account. The form is available on the TSP website and must be submitted
directly to TSP.
TSP-65 is used to combine a Uniformed Service TSP account (Military Account)
with a Civilian TSP account. The form is available on the TSP website and must be
submitted directly to TSP.
36
Thrift Savings Plan (TSP) Continued
Investment Options The plan offers a variety of investment funds to choose from. More information about each investment fund can be found in the “Summary of the Thrift Savings Plan” Handbook and online at www.tsp.gov. Employees may transfer their existing account balances between the TSP funds on a monthly basis by completing an interfund transfer. Interfund transfers can be done over the phone, on the TSP website (www.tsp.gov) or by mailing an interfund transfer form to the TSP service office.
G Fund
The Government Securities Investment Fund
An individual investment fund that is invested in short-term U.S. Treasury securities. It is a special risk-free U.S. Treasury security guaranteed by the U.S. Government.
F Fund
The Fixed Income Index Investment Fund
A bond index fund that tracks U.S. Government, corporate, and mortgage-backed securities
C Fund
The Common Stock Index Investment Fund
A stock index fund that tracks the Standard & Poor’s (S&P) 500 Stock index.
S Fund
The Small Capitalization Stock Index Fund
A stock index fund that tracks the Dow Jones Wilshire 4500 Completion (DJW 4500) index.
I Fund
International Stock Index Investment Fund
A stock index fund that tracks the Morgan Stanley Capital International EAFE (Europe, Australasia, Far East) index.
L Funds
LifeCycle Funds
These are “lifecycle” funds that invested according to a professionally designed mix of stocks, bonds, and Government securities. You select your L Fund based on your “time horizon,” which is when you will need the money after you leave Federal service. There are five L Funds to select from.
Roth Option
Basics
• Roth contributions are taken out of your paycheck after your income is taxed. • When you withdraw funds from your Roth balance, you will receive your Roth contributions tax
free since you have already paid taxes on the contributions. You also won’t pay taxes on any
earnings, as long as you’re at least age 59½ (or disabled) and your withdrawal is made at least 5
years after the beginning of the year in which you made your first Roth contribution.
37
Thrift Savings Plan (TSP) Continued
• Traditional (pre-tax) contributions, which lower your current taxable income, give you a tax break today.
They grow in your account tax-deferred, but when you withdraw your money, you pay taxes on both the
contributions and their earnings.
• If you are currently participating in the TSP, money already in your account when you begin making Roth contributions will remain part of your traditional balance. You will not be able to convert it to Roth.
• The combined total of your Roth and tax-deferred traditional contributions in 2020 cannot exceed the elective deferral limit of $19,500, and the catch-up contribution limit of $6,500.
• Agency contributions will always be part of your traditional (non-Roth) balance.
• Any contribution allocation or interfund transfer will apply to the investment of both your Roth and traditional contributions or balances.
• You will be able to transfer Roth 401(k), Roth 403(b), and Roth 457(b) (but not Roth IRA) money into the Roth balance in your TSP account. Pre-tax transfers will continue to be placed in your traditional balance.
• You will be able to take loans, in-service withdrawals, and partial withdrawals from your account as before. They will come out of your account on a pro rata basis — with a proportional amount from your traditional and Roth balances.
• When you withdraw your account, you will be able to separately transfer any portion of your Roth and traditional balances to IRAs or other eligible employer plans.
You might benefit from making Roth TSP contributions if:
• You are in a lower tax bracket now but think your tax rate may be higher in retirement. With Roth, your contributions are taxed at your current lower rate, and you avoid paying taxes at the expected higher rate in the future.
• You are not in a low tax bracket now but anticipate that your marginal Federal tax rate will increase in the coming years.
• You are a uniformed services member making contributions from tax-exempt pay earned in a combat zone. If you elect Roth contributions, you will not pay taxes on either your Roth contributions or their earnings (as long as you satisfy the age and 5-year holding requirements mentioned earlier).
• You want tax diversification and see an advantage in making after-tax contributions so that you can have tax-free withdrawals in retirement.
• You are age 50 or older and deployed to a combat zone while making catch-up contributions. You will be able to continue these contributions if they are Roth contributions. (You can’t make catch-up contributions to your traditional TSP balance from tax-exempt pay.)
38
Thrift Savings Plan (TSP) Continued
How to enroll in the new Roth TSP
• Use form TSP-1 for regular Roth contributions and TSP-1-C for catch up contributions.
• You can contribute to both your Roth and traditional balances. For more information, please refer to the TSP website: https://www.tsp.gov/PDF/formspubs/high12b.pdf
In-Service Since the TSP is a long-term retirement savings program, it is generally not Withdrawals advisable to take money out of the plan before retirement. If the need
arises, there are two ways to do so.
Age-based In-Service Withdrawal
Participants who are age 59 ½ or older can make a one-time withdrawal of all or a portion of their vested account balance. The amount you receive is considered taxable income in the year in which payment is made.
Financial Hardship In-Service Withdrawal
Participants who can demonstrate financial hardship can make a withdrawal of their own contributions and the earnings on their contributions in an amount up to their documented hardship. After a participant makes a financial hardship withdrawal, he or she cannot make contributions to the TSP or make another financial hardship withdrawal for a period of six months. In addition to paying taxes on the withdrawal, you will also be subject to a 10% early withdrawal penalty tax if you are under age 59 ½.
The effect of an in-service withdrawal on your account could be severe. When you make a withdrawal, you permanently deplete your retirement savings of the amount that you withdraw and any future earnings that you would have earned on that amount.
Loan Program You may borrow from your TSP account for general purposes or for the
purchase of a primary residence. To be eligible, you must have at least $1,000 of your own contributions and associated earnings in your account. You repay yourself with interest through a series of employee payroll deductions. The interest you pay is the G Fund rate of return at the time you apply for the loan. If you have any questions, you may contact the Employee Benefits Branch, Office of Human Resources.
39
Thrift Savings Plan (TSP) Continued
Post-Separation Upon separating from the Smithsonian, you have several options with regards to Payment Options your TSP account:
• You may elect to have the TSP purchase a life annuity for you. These annuity payments are subject to regular Federal income tax withholding.
• You could receive your account in a single payment or receive your account in a series of monthly payments. If you leave Federal service before the year in which you turn age 55 and you withdraw your account in a single payment, or a series of equal monthly payments, you will be subject to a 10% early withdrawal penalty tax on all direct payments you receive before age 59 ½. This does not apply if you leave the Government on disability or voluntary retirement. Any payment or series of payments are taxed as regular income for the year in which they are received.
• If you wish to transfer your TSP account to an Individual Retirement Account (IRA) or another eligible retirement plan, you will continue to defer taxes on the amounts transferred. If you would like to leave your money in the TSP, you may do so until you reach age 70 1/2. Your account will continue to accrue earnings and you can continue to change the way your money is allocated among the three TSP investment funds by making interfund transfers.
Additional The following is a list of booklets available to you at www.tsp.gov that may help Information you better understand your Thrift Savings Plan:
• Summary of the Thrift Savings Plan for Federal Employees: A basic overview of the Plan, and its functions
• Investments: Options and Operations: A detailed summary of investment options, and the day to day operations of the TSP
• Withdrawing your TSP Account: A guide to withdrawal options for employees leaving Federal service
• Annuities: A detailed summary of annuity options for all Federal employees
• Loan Program: An overview of the TSP loan program
• TSP In-Service Withdrawals: An overview of the TSP in-service withdrawal program
40
Commuter Benefits
The Smithsonian Institution provides a Transit Pass Program and Pre-Tax Commuter benefits to its Trust and Federal employees. Both programs are administered by WageWorks, Inc. Transit Pass Program
Effective January 1, 2020, the transit subsidy for eligible enrolled participants is $270 per month. Eligible employees are those whose work/duty station is in the United States and who use mass transportation to commute to and from work. The amount of benefit is dependent upon the employee’s actual transit cost
to and from their work duty station (excluding parking). Employees should enroll for actual cost to
travel to and from their work duty station. Employees should not enroll in this benefit if they MIGHT travel using mass transit, this benefit is for actual travel to and from their work duty station.
Pre-Tax Commuter
Under the Pre-Tax Commuter plan, SI allows pre-tax deductions for parking (up to $270 per month).
Enrollment and changes for Smithsonian employees must be submitted by the 10th of the month, one month prior to the benefit month by employees, at www.wageworks.com or 877-924-3967.
Example: SI employee enrollment and changes made between January 11 and February 10 will become effective March 1.
Note: Employees should wait until the first Monday following the pay period in which they are hired to sign up. It takes approximately 2-3 weeks to submit the employee’s initial eligibility record to WageWorks.
Enrollment/changes should take just a few minutes. There are two ways to enroll or make changes:
• Online. Go to www.wageworks.com and click on ‘First Time User? Register now’ and follow the on-line prompts. To finalize the online application, you must click ‘Submit’. In the following screen, click ‘Place Commuter Order’ for processing to occur.
• By Phone. Call 877-924-3967 from 8 am to 8 pm Eastern Standard Time and a WageWorks customer service representative will assist you with the enrollment process.
• Employees can also access an existing account via their smart phones and other mobile devices to give participants anywhere, anytime access to their WageWorks accounts.
The application is designed to work on the most popular mobile devices and phones, such as the iPhone, iPod Touch, iPad, Droid X and the Samsung Intercept.
41
Commuter Benefits Continued
No download is necessary. Participants just need to point their mobile browser to www.wageworks.com and they will be directed to the mobile application. From the mobile application, participants will be able to access account information for their accounts. Other URLs participants can use are listed below.
▪ mobile.wageworks.com
▪ www.wageworks.com/mobile
▪ www.wageworks.mobi
USER AGREEMENT
All employees should be aware that the amount of benefits obtained either through the SI Transit Pass Program or the Pre-Tax Commuter Benefit Program should be the actual amount of benefits needed to pay for the cost of mass transportation to and from their work duty station. Additionally, employees are not permitted to sell, barter, exchange or otherwise transfer cash or other goods or services obtained through use of these programs. Employees are not to return goods and services to the provider for cash or any other consideration other than for direct exchange of damaged or defective goods. WageWorks will not refund your account or seek a refund on your behalf. You agree that you will not solicit or accept a refund or credit from any party for payments made from your account unless you return those funds to your account.
False or fraudulent statements or the sale, barter, exchange or transfer of fare media by the employee may result in disciplinary action up to and including termination of employment.
Additional information on the commuter benefits programs can be found on the OHR website at http://prism2.si.edu/OHR/Benefits/Pages/CommuterBenefits.aspx
42
Commuter Bicycle Reimbursement Program
The Smithsonian is pleased to offer the Commuter Bicycle Reimbursement Program to all employees as part of our overall support of employee wellness, and to reduce our environmental footprint by encouraging employees to commute by means other than single occupancy motor vehicles.
Commuter Bicycle Reimbursement Program
The program is one in which all Smithsonian employees can receive reimbursement for reasonable expenses incurred for the purchase of a bicycle or bicycle improvements, repair and storage if the bicycle is regularly used for travel between the employee’s home and place of employment. Wage Works, the Smithsonian’s current Transit Subsidy and Commuter Reimbursements vendor, will reimburse you up to $20 per qualified bicycle month (not to exceed $240 per year) for eligible expenses. The Tax Cut and Jobs Act requires that, beginning January 1, 2018, the amount of the commuter bicycle reimbursement received will be considered taxable income to the employee.
What is the definition of a qualified bicycle month?
A qualified bicycle month includes 1) a month in which you did not receive any other commuter Reimbursement (such as transit, vanpool, or parking) and 2) a month in which you regularly use your bicycle for a substantial portion of the travel between your residence and place of employment. Wage Works considers a substantial portion of travel to be at least 20%.
The Commuter Bicycle Reimbursement Program is easy to use. You do not need to complete an enrollment form to request reimbursement. You simply submit your reimbursement request and appropriate receipts to Wage Works for reimbursement. You cannot be enrolled in the Smithsonian Transit Pass Program (Transit Subsidy) or the Commuter Option (Pre- Tax Transit and Parking) Program for the month in which you use the Commuter Bicycle Reimbursement Program.
Employees can request reimbursement within the calendar year but before the final deadline, March 31 of the subsequent calendar year. For example, expenses incurred in between April 1, 2018 and December 31, 2018 can be claimed for reimbursement through March 31, 2019.
For further information regarding this program, please contact WageWorks at
877-924-3967
or go to
http://prism2.si.edu/OHR/Benefits/Documents/BicycleBenefit.pdf
43
Workers’ Compensation (On-The-Job Injury/Job-related Illness)
Any on the job injury, however slight, should be reported to your Supervisor. A formal accident report will then be completed as a factual record of the accident and as a basis for resolving claims for injury compensation. Once you and your supervisor complete the necessary forms, forward signed originals to your Benefits Specialist in the Office of Human Resources. The Benefits Specialist will coordinate all factual records, including medical reports from the treating physician, which will be sent to the Office of Workers’ Compensation Programs (OWCP) at the Department of Labor for adjudication.
If you are injured on the job, the first thing you should do is get medical treatment. Health units are located throughout the Smithsonian and are able to treat most minor injuries. If they are unable to treat your injury, they can provide you with a CA-16, Authorization for Treatment. This form can also be issued by the supervisor so that medical care can be obtained at a local treatment facility or by a qualified physician of your choice. Your supervisor can also provide you with the forms necessary to file a claim. An employee has up to three years to file a job-related injury claim, but in order to be eligible for Continuation of Pay (COP), a claim needs to be filed within 30 days. Under certain conditions you will be continued in a pay status for up to 45 calendar days after a work- related injury, as long as you provide medical evidence for the continued disability.
Effective January 1, 2013, the Automated Incident Reporting System (AIRS) can be used for filing CA-1s (traumatic injury) and CA-2s (occupational disease/illness). OHR and the DOL (Department of Labor) will coordinate to ensure timely processing and issuance of a claim number to the employee.
If OWCP approves your claim for an on the job injury or an occupational disease, you are entitled to free medical care and compensation for time lost. Compensation is paid at the pay rate (tax free) of 66 2/3% for an individual or 75% for an individual with eligible dependents, for total disability, partial compensation for loss of earning power resulting from loss of organs or impairment of functions, and some restoration rights upon recovery. If you die because of a condition suffered in connection with your federal employment, compensation is paid to your survivors.
Treatment for traumatic injury on the job or occupational disease will be given at approved medical facilities. You have the right to select a treating physician. The only exception is that you may not select a chiropractor for treatment.
Upon approval of your claim, the Office of Workers’ Compensation will provide you with a publication entitled “Now That Your Claim Has Been Accepted”, which is designed to answer basic questions. You may contact DOL at (202) 513-6800 regarding questions related to your claim.
44
Workers’ Compensation (On-The-Job Injury/Job-related Illness)
Continued
OWCP Forms http://www.dol.gov/libraryforms/
Depending on the type of injury, you will be required to complete one or all of the following forms:
Form Number Form Description
CA-1 Notice of Traumatic Injury
CA-2 Notice of Occupational Disease/Illness
CA-2A Notice of Recurrence of Disability
CA-35 Additional documentation for CA-2 claim
CA-3 Notice of Return to Work
CA-7 Claim for Compensation
CA-16 Authorization for Examination
CA-17 Duty Status Report
CA-20 Attending Physician's Report
OWCP-915 Claim for Medical Reimbursement (Employee)
OWCP-1500 Health Insurance Claim Form (Medical Provider)
Claimant Query System (CQS)
Smithsonian employees now have web-based access through the United States Department of Agriculture
National Finance Center´s (NFC) Employee Personal Page (EPP) to specific information regarding their
workers´ compensation claims. The Claimant Query System (CQS) is designed to provide injured workers
with 24-hour access to their case file status; accepted conditions; address of record; compensation claim
status and compensation payments, dates, and periods covered. The CQS also provides a link to specific
information on medical bills, reimbursement requests, eligibility, and authorization inquiries.
To access CQS, employees can go through the Employee Personal Page and log in at
https://www.nfc.usda.gov/personal/ep_warning.asp, click "Accept" and later select the "Worker´s Comp"
link. Employees must have filed a workers´ compensation claim (form CA-1 or CA-2) with OHR-Benefits
in order for a case file number to be generated by the Department of Labor. Once on the CQS main page,
employees may query one case at a time by entering the 9-digit workers´ compensation case file number.
Only cases belonging to the employee may be accessed.
45
Worker’s Compensation Contact Information
Department of Labor (DOL)
1-202-513-6800 Worker’s Compensation Customer Service
1-866-692-7487 Case/Compensation Status (24/7)
https://www.dol.gov/owcp/dfec/regs/compliance/forms.htm DOL website (forms/references)
https://www.nfc.usda.gov/personal/ep_warning.asp
Claimant Query System (CQS)
Medical Authorization Requests and Bill Payment Inquiries
1-866-335-8319 Automated Response System (8am – 8pm EST)
1-844-493-1966 Bills or Billing Procedures 1-844-493-1966 Pre-Authorization for Medical Treatment
1-800-215-4901 Fax # for Medical Authorization Requests
1-844-493-1966 Provider Enrollment questions
1-866-664-5581 Pharmacy Help Desk
Mailing Address for Medical Bills and Supporting Documentation
U.S. Department of Labor Division of Federal Employees’ Compensation Central Mailroom P. O. Box 8300 London, KY 40742-8300
*Provider must submit bill via OWCP-1500 form, and your claim # should be written on top of form.
Mailing Address for CA-1, CA-2, CA-7s and Supporting Documentation
SAO and Smithsonian Enterprises employees should submit their forms to the respective HR offices.
Smithsonian Institution - Office of Human Resources Attn: Compensation and Benefits Branch 600 Maryland Ave. SW, Suite 5060 PO Box 37012 MRC 517 Washington, DC 20013
46
Annual & Sick Leave
Eligibility Full or part time employees serving under a federal appointment of at least 90 days will accrue both annual and sick leave.
Full or part time employees on federal appointments of less than 90 days do not accrue annual leave but do accrue sick leave.
Intermittent employees, regardless of the duration of the appointment, are not eligible to accrue annual or sick leave, use leave, or get paid for holidays (annual leave is paid out lump sum and sick leave balance is cleared until employee resumes a full or part time status).
Annual Leave The amount of annual leave you earn is based on your creditable federal service. New full- time employees earn four hours each pay period (13 days a year). Employees with three to 15 years of creditable service, earn six hours a pay period (20 days a year). Employees with 15 or more years of creditable service earn eight hours each pay period (26 days a year). Part-time employees earn annual leave in proportion to the hours they work. One hour of annual leave is earned for each 20 hours in pay status. Employees may carry a maximum of 240 hours of annual leave into the next leave year.
Note: There are some differences for senior level employees in this area that reflect Federal senior level leave practices. Senior level employees earn eight hours of annual leave each pay period (26 days a year) regardless of tenure and may carry a maximum of 720 hours (90 days) of annual leave each leave year.
Sick Leave Full-time employees earn 4 hours of sick leave each pay period (13 days a year) regardless of their length of Federal service. Part-time employees earn sick leave in proportion to the hours they work. One hour of sick leave is earned for each 20 hours in a pay status
Using Sick Leave Sick leave may be used in the following instances:
1. when the employee is incapacitated for work due to illness, injury, pregnancy, or childbirth,
2. to receive medical, dental, or optical examination or treatment, 3. to care for a family member incapacitated by a physical or mental condition or
to attend to a family member receiving medical, dental or optical examinations or treatment (limited to 104 hours (13 days) in a leave year),
4. to make funeral arrangements or attend the funeral of a family member (limited to 104 hours (13 days) in a leave year),
5. to care for a family member who would, as determined by health authorities having jurisdiction or by a health care provider, jeopardize the health of others by that family member’s presence in the community because of exposure to a communicable disease (limited to 104 hours (13 days) in a leave year),
6. to care for a family member with a serious health condition (limited to 480 hours (12 weeks) in a leave year);
7. for any and all purposes related to adoption of a child
47
Annual & Sick Leave Continued
When using leave for purposes of bonding with a newborn child, use of sick leave is inappropriate unless the child has an illness or requires medical treatment.
Family member for sick leave purposes is defined as: • spouse, and parents thereof; • sons and daughters (biological, adopted, foster child; a stepchild, legal ward;
or child of domestic partner), and spouses thereof; • parents, and spouses thereof; • brothers and sisters, and spouses thereof; • grandparents and grandchildren, and spouses thereof; • domestic partners and parents thereof, including domestic partners
family member cited above; • any individual related by blood or affinity whose close association with
the employee is the equivalent of a family relationship
Note: employees who donate bone-marrow or an organ must be allowed to use administrative leave (7 days for bone-marrow and 30 days for organ donation) upon presenting satisfactory medical information, in addition to sick leave that may be necessary.
The maximum amount of sick leave an employee may use in a leave year for the care of a family member for all purposes is 480 hours (12 weeks). Use of sick leave for any of the purposes subject to the 13-day limitation is cumulative and also counts toward the 480 hours that can be used in a leave year.
Family & Medical The Family and Medical Leave Act (FMLA) entitles employees to take up to 12 Leave Act of 1993 work weeks of leave without pay (unpaid leave) in any 12-month period
for the following purposes:
• The birth of a son or daughter of the employee and the care of such son or daughter;
• The placement of a son or daughter with the employee for adoption or foster care;
• The care of spouse, son, daughter, or parent of the employee who has a
serious health condition;
• Serious health condition of the employee that makes the employee unable to
perform the essential functions of his or her position.
• Caring for a covered military service member who is a spouse, son or daughter,
parent, or next of kin (nearest blood relative) (up to 26 weeks in a 10-month
period);
• Qualifying exigency leave related to a spouse, son or daughter, or parent on
active duty or impending call or order to active duty in the military
48
Annual & Sick Leave Continued
Son and daughter has the meaning of a biological, adopted, foster child, stepchild, legal ward, child of domestic partner, or child for which the employee provides day-to-day responsibility and financial support (legal relationship not required).
An employee may elect to substitute annual leave, sick leave (when criteria for use is met), or compensatory time for any part of the 12 weeks of the unpaid FMLA leave.
There are other entitlements to leave that may be available under FMLA. For more detailed information, employees may contact their unit Human Resources Liaison or refer to the web link for leave on the OHR website, under Planning, Policy and Performance.
Leave Without Leave without Pay (LWOP) is a temporary non-pay and non-duty status Pay (LWOP) granted at an employee’s request and management’s discretion. When civilian
Federal employees enter LWOP status, they are still entitled to Federal benefits. Employees have the option to either continue or terminate health benefits enrollment during the LWOP period up to 365 days. Also, employees are eligible for life insurance coverage for 12 consecutive months without any cost. The non-pay status may be continuous, or it may be broken by a return to duty for periods of less than 4 consecutive months. At the end of 12 months in non-pay status, the coverage terminates. Benefits will be restored upon return to duty status and pay and duty status. Special provisions for extended coverage are applicable for eligible employees in active duty status in the military.
Contact your Benefits Specialist immediately to review any impacts on your benefits due to leave without pay or return to duty status.
For any period of LWOP exceeding 6 months in a calendar year, employees do not receive credit for the purposes of calculating leave and length of service for retirement. For a more detailed list of how extended LWOP affects benefits, please reference https://www.opm.gov/policy-data-oversight/pay-leave/leave-administration/fact-sheets/effect-of-extended-leave-without-pay-lwop-or-other-nonpay-status-on-federal-benefits-and-programs/
Military Leave Employees who perform active military duty may request the use of paid military leave.
Eligible full-time employees accrue 15 days of military leave and may have up to 30 calendar days of military leave for use during the fiscal year. This military leave is charged in hourly increments, for days in which work or other types of leave would be required in the civilian position. Employees who enter into active duty may choose to have their annual leave remain to their credit until they return to their civilian position OR receive a lump-sum payment for all accrued annual leave. This provision applies whether or not an employee is placed on LWOP or separates.
Other Types Administrative leave, court leave and military leave benefits are available to of Leave Federal employees.
49
Annual & Sick Leave Continued
Wounded Warriors Federal Leave Act Effective November 5, 2016, employees who are newly hired in the federal
Government, in a civilian position, with a service-connected disability rating of 30 percent or more, will receive a paid time-off entitlement of up to 13 days (104 hours) of leave to attend medical appointments and/or treatments for his/her rated disability. Trust employees are not eligible for the WWFLA.
Covered Employees:
• Hired in a Federal civilian position on or after November 5, 2016;
• Federal employees with a scheduled full or part-time tour of duty (i.e., not an intermittent work schedule);
• Veterans with a service-connected disability rating of 30 percent or more who were discharged under conditions other than dishonorable; or
• Returning to a federal position following military service (performed after November 5, 2016, while in civilian leave status) and as a result, acquired a 30 percent disability rating.
Qualifying Service-Connected Disability:
A service-connected disability rating of 30 percent or more must be provided by the
Veterans Benefits Administration (VBA). This includes a rating of one disability
rated at 30 percent or more, or a combined degree of disability of 30 percent or
more that reflects the combined effect of multiple individual disabilities. An
employee must provide official documentation of the VBA rating to his or her
supervisor to receive leave under this program. A temporary VBA rating issued to a
person who served in the active military, naval, or air service, and who was
discharged or released therefrom under conditions other than dishonorable, will be
accepted.
Benefit Period: An eligible employee will receive a one time “12-month eligibility period” during which Disabled Veteran Leave may be used. A continuous 12-month period begins the “first day of employment,” which can be either on the hiring date after November 5, 2016, or the effective date of the VBA disability rating, if acquired on or after November 5, 2016.
How to Request Leave:
You should discuss with your supervisor the specific procedures by which leave is requested.
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Holidays
Paid Holidays recognized for all Smithsonian employees are:
Wednesday January 1 New Year’s Day
Monday, January 20 Martin Luther King, Jr. Day
Monday, February 17 Presidents’ Day
Monday, May 25 Memorial Day
Friday, July 3 Independence Day
Monday, September 7 Labor Day
Monday, October 12 Columbus Day
Wednesday, November 11 Veterans Day
Thursday, November 26 Thanksgiving Day
Friday, December 25 Christmas Day
*This holiday is designated as "Washington’s Birthday" in section 6103(a) of title 5 of the United States
Code, which is the law that specifies holidays for Federal employees. Though other institutions such as
state and local governments and private businesses may use other names, it is our policy to always refer
to holidays by the names designated in the law.
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Qualifying Life Events
The following are action steps for Federal Employees to take when a life status change occurs.
Marriage/Divorce/Gain or Loss of Coverage under another plan/Death of a Dependent (1) Change of Name &
Address: Contact your Human Resources Specialist in the Office of Human Resources (OHR) or SAO. Complete the Address Designation Form located at http://prism2.si.edu/OHR/Benefits/Documents/AddressDesignation.pdf.
(2) Healthcare: Contact your Benefits Specialist to add or change your level of coverage. You have 60 days from your date of life event to enroll, change, or cancel.
Submit a SF 2809, health insurance election form, along with a copy of the documentation to your OHR-Benefits Branch or SAO. A copy of the proof document such as marriage certificate, divorce decree, loss of coverage is required. For FEHB, SF 2809 is available at https://www.opm.gov/forms/standard-forms/#SF%202809
For FEDVIP, contact www.benefeds.com. For
FSAFEDSA, contact www.fsafeds.com.
(3) Tax Withholdings, W-2:
If you have a question about your allowances or end of year W-2, please contact SI Payroll at 202-633-7260 or [email protected]
(4) Beneficiaries: To designate a beneficiary, complete the following forms, which are available at https://www.opm.gov/forms/standard-forms/
• SF 1152: Designation of Beneficiary Unpaid Compensation • SF 2823: Designation of Beneficiary for Life Insurance
• SF 3102: Designation of Beneficiary for FERS retirement
• SF 2808: Designation of Beneficiary for CSRS retirement Secure scan/email to your Benefits Specialist in the Office of Human Resources (OHR) or SAO. Contact info is located at http://ohr.si.edu/general/contactus.cfm.
• TSP-3: Designation of Beneficiary for TSP, available at www.tsp.gov
Send directly to TSP Service Office on the form, OHR does not need a copy.
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Qualifying Life Events Continued
Birth of a Child or Adoption
Here are some things you may want to think about before, or soon after your bundle of joy arrives... (1) Healthcare: You have 60 days from the birth or adoption of your child to add him/her to your
health plan.
Submit a SF 2809, health insurance election form, along with a copy of the hospital record of birth or adoption documentation to your OHR-Benefits Branch or SAO.
• SF 2809 is available at https://www.opm.gov/forms/standard-forms/
(2) Beneficiaries: To designate a beneficiary, complete the following forms, which are available at https://www.opm.gov/forms/standard-forms/
• SF 1152: Designation of Beneficiary Unpaid Compensation
• SF 2823: Designation of Beneficiary for Life Insurance
• SF 3102: Designation of Beneficiary for FERS retirement
• SF 2808: Designation of Beneficiary for CSRS retirement
Secure scan/email to your Benefits Specialist in the Office of Human Resources (OHR) or SAO. Contact info is located at http://prism2.si.edu/OHR/Pages/ContactUs.aspx.
• TSP-3: Designation of Beneficiary for TSP, available at www.tsp.gov Send directly to TSP Service Office on the form, OHR does not need a copy.
(3) Tax
Withholdings, W-2:
If you have a question about your allowances or end of year W-2, please contact SI Payroll at 202-633-7260 or [email protected]
(4) Leave: Employees have various leave options: • Sick Leave
• Annual Leave
• Family Medical Leave Act (FMLA): 12 Administrative workweeks of unpaid leave during a 12-month period
• Voluntary Leave Transfer Program
• http://prism2.si.edu/OHR/Transactions/Pages/VLTP.aspx You may be eligible for the voluntary leave transfer program. (VLTP) if you meet the eligibility criteria. For more information contact Michelle Fay, Office of Human Resources at (202) 633-6341.
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Change of Address
(1) General: You may change your address directly via the NFC-Employee Personal Page (EPP) at https://www.nfc.usda.gov/epps/.
If you do not have EPP access, then complete a “Request for Address Designation” form, available at http://prism2.si.edu/OHR/Benefits/Documents/AddressDesignation.pdf, and return it to OHR, MRC 517.
SAO and SE employees should contact their Benefits representative.
(2) FEHB FEDVIP FLTCIP FSA TSP
Once the address change is processed in National Finance Center (NFC), it will transmit to the benefits administrators listed below. Please allow 30– 60 days for the update to occur.
If for some reason, the address is not updated with the administrators after 60 days, please alert your SI or SAO Benefits Representative.
Contact your plan carrier. The phone number is listed on the back of your ID card as well as below.
www.BENEFEDS.com or 1-877-888-FEDS (3337)
www.ltcfeds.com or 1-800-582-3337
www.fsafeds.com or 1-877-372-3337
www.tsp.gov or 1-800-968-3778
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