Health Insurance Information
Full-time permanent administrative staff are eligible for health insurance coverage on the first day of the month following employment. College Division and Pre-College Division faculty members who teach 10 or more hours per week are eligible for health insurance coverage on July 1, or as soon thereafter as it is determined that 10 hours will be taught. Each eligible employee has the opportunity to select from two Aetna plans. Option 1 is a Point of Service (POS) plan which combines in-network managed care and out-of-network benefits. Option 2 is a Consumer Directed Health Plan (CDHP) which includes a Health Savings Account (HSA). This is a high deductible plan, and the member is responsible for paying for medical expenses in full until deductibles are satisfied, after which there is a cost share between the member and Aetna.
By establishing a personal login with Aetna Navigator, members can check claims and benefits; request materials or ID cards; search for doctors, specialists and facilities; locate participating pharmacies; and more.
For more specific information on the Aetna plans, please refer to the following documents:
- Point-of-Service (POS)/Traditional Plan:
Summary Plan Descriptionand Summary of Benefits and Coverage
- Consumer Directed Health Plan (CDHP):
Summary Plan Descriptionand Summary of Benefits and Coverage
Additionally, federal regulations require us to provide medical plan participants with various notices during the year. Below you will find HIPAA, Open Enrollment, and Health Insurance Marketplace/Exchange Notices for 2018:
2018 Open Enrollment Notice
2018 Marketplace Notice
Summary Annual Report for Health Plan
For convenience, below are some commonly requested forms and information:
Health Savings Accounts (HSAs)
An employee who elects Option #2 (the Consumer Directed Health Plan) for her/his medical coverage may establish a Health Savings Account (HSA), provided (s)he doesn’t have any other coverage that will pay towards the deductible (e.g. secondary medical insurance, Medicare, flexible spending account). An HSA is a tax-advantaged bank account that an individual can use to help cover the costs of qualified medical, dental and vision expenses, regardless of whether or not the expenses are covered by the plan. Deposits made into the account are tax free. Any interest earned and/or funds withdrawn from the account are not taxed as long as they are used to pay for qualified expenses. Funds may also be used to pay for qualified expenses for a legal tax dependent (e.g. a spouse or dependent child). For a listing of qualified expenses, please see the following IRS publication: http://www.irs.gov/pub/irs-pdf/p502.pdf.
For 2018, Juilliard will make contributions to an employee's HSA if the account is established with Payflex. Payflex is owned by Aetna and works directly with them to manage such accounts. If an employee has individual coverage, Juilliard will contribute $125.00 per quarter; if an employee is covering two or more people, Juilliard will contribute $250.00 per quarter. An employee does have the right as a consumer to establish an HSA elsewhere. However, if an employee elects to do so (s)he will be ineligible for Juilliard’s contributions.
It is the employee’s responsibility to manage their HSA. An employee should keep receipts and bills for any transactions (s)he has with her/his HSA. This allows her/him to prove to the IRS that HSA funds were used for qualified expenses. (HSA funds used for non-qualified expenses are subject to ordinary income taxes and a penalty.)
For more information about HSAs, please see the Benefits Manager.
Under the Patient Protection and Affordable Care Act (PPACA), medical plans, including Juilliard's, must cover preventive care at 100% when obtained in-network. That is, services or procedures designated as preventive care must be covered at 100% by the insurer; these services are not subject to a co-pay, deductible, or co-insurance. A member should contact Aetna for assistance in determining what services are covered as preventive care under the plan.
Medicare and Juilliard's Medical Plan
Please review this document about Medicare eligibility and coverage and how it relates to Juilliard's medical plan.
Dental Insurance Information
Administrative staff who work at least 20 hours per week, and College Division and Pre-College Division faculty members who teach five or more hours per week, are eligible to participate in a dental plan through Aetna. Each eligible employee may select from two dental plans: a Dental Maintenance Organization (DMO) and a Dental Passive Preferred Provider Organization (Passive PPO). Enrollment in the DMO requires that dental services be provided by a primary care dentist selected from the network of participating DMO dentists; there is no out-of-network coverage. Under the PPO plan, participants may choose at the time of service either a PPO participating dentist or any non-participating dentist. Non-participating benefits are subject to usual and prevailing charge limits as determined by Aetna.
If a staff member elects this coverage and is a full-time staff member, the employee and the School each contribute 50 percent of the monthly premium for individual coverage. If a faculty member elects this coverage and teaches 10 or more hours per week, the employee and the School each contribute 50 percent of the monthly premium for individual coverage. Employees who choose to cover their dependents pay the cost of the family portion in full. Part-time staff members who work at least 20 hours per week, and faculty members who teach between five and nine hours per week, can enroll in the plan but must pay the entire cost of this coverage in full for both the employee and his or her dependents.
Vision Insurance Information
Full-time permanent administrative staff, and College Division and Pre-College Division faculty members who teach 10 or more hours per week, are eligible to enroll in a voluntary vision plan through VSP. The plan provides coverage for well vision exams, prescription glasses and contact lenses. Coverage is available for both VSP doctors and providers and for out-of-network providers of the employee's choice.
Under the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA), employees and their covered dependents have the opportunity for a temporary extension of health, dental, and vision coverage at group rates in instances where coverage under the plan would otherwise end. The employee or dependent is responsible for the entire premium for COBRA coverage.
Eligible Reasons to Elect COBRA
Employees have a right to choose COBRA benefits when coverage is lost due to:
- a reduction in work hours, or
- termination of employment, including retirement.
When you terminate employment, your coverage automatically continues until the end of the calendar month in which your employment terminates. If your employment ends on the last day of the month, coverage will end on that day.
Coverage is extended only to those individuals covered at the time of termination.
Covered dependents also have a right, independent of the employee's right, to elect COBRA coverage. The covered dependent may elect COBRA even if the employee does not. A spouse or dependent child covered under an employee's Juilliard health and/or dental plan has the right to elect COBRA continuation coverage if they lose coverage due to:
- the employee's death; the employee's termination or reduction in work hours at Juilliard; divorce or legal separation from the employee; or
- if a covered individual ceases to meet the definition of a dependent.
Length of Coverage
The length of COBRA coverage is between 18 and 36 months, depending on the circumstances:
- 18 months when coverage is lost due to termination or reduction in hours; New York State law allows an extension of continuation coverage (medical only) once the Federal continuation period has been exhausted, up to an additional 18 months. If enrolled in Federal continuation coverage, you will be contacted before your Federal COBRA expires and will be provided with information on additional continuation coverage under New York State law.
- 29 months when coverage is lost and individual becomes disabled within 60 days of termination.
- 36 months when coverage is lost due to death, divorce, legal separation, or loss of dependent child status.
Upon termination of employment, or a reduction in hours which makes the employee ineligible for Juilliard supported coverage, the employee, and any covered dependents, will receive COBRA enrollment information from Discovery Benefits, the administrator of Juilliard's COBRA benefits. The employee or family member must inform the Office of Human Resources of a divorce, legal separation or loss of child's dependent status within 30 days of the event in order to ensure continuation of coverage.
Through our broker, Juilliard employees who are eligible for medical, dental and/or vision coverage have access to Health Advocate, regardless if their actual coverage is through the School or not. Health Advocate is an independent company with a team of professionals, both clinical (doctors and nurses) and administrative (claims experts and health care administrators), who work with individuals on insurance related matters. Health Advocate can assist one with many things, including: finding a provider and scheduling an appointment; understanding your benefits; coverage inquiries; claims issues and resolution; and much more. It is important to note that Health Advocate is NOT in any way affiliated with any insurance companies.
Health Advocate’s resources are available to the aforementioned eligible employees, their spouses or domestic partners, children, parents and parents-in-law. To contact Health Advocate, please call (866) 695-8622 and identify yourself by name and as a Juilliard employee, or a spouse/domestic partner/child/parent/parent-in-law thereof. Brochures for Health Advocate are located in the Human Resources office. Depending on the nature of your inquiry, and the level to which Health Advocate needs to be involved on your behalf, you may be required to sign a HIPAA release form. Health Advocate will advise you if such action is necessary, and if so, will provide you with the appropriate paperwork.
If you have any questions about Health Advocate, please contact the Benefits Manager.
Employee Assistance Program
Juilliard offers an Employee Assistance Program (EAP) through Morneau Shepell. Morneau Shepell offers confidential support, guidance and resources to assist faculty and staff and immediate family members in the prevention, early intervention and resolution of problems that may impact job performance.
Morneau Shepell Member Advocates are professionals who can confidentially consult with you over the telephone and help you find solutions and resources for personal and work/life issues. The program also includes a limited number of face-to-face assessment and counseling sessions. The Member Advocate may then provide you with consultation, resources, an action plan and information to help you address your issue. All services are offered at no cost to the employee. However, if a referral to an outside vendor is accepted, the employee may be responsible for the costs of those services.
All calls and counseling services are completely confidential. Telephone and online access to the EAP services are available 24 hours a day, 7 days a week. Simply call their toll free number at (888) 293-6948 or go to www.workhealthlife.com/Standard3.
Please note that this service is for staff and faculty only. Concerns about students should be addressed to the Assessment and Care Team at (212) 799-5000, ext. 7300.
Under New York State Law, a staff member who is disabled for more than seven days is eligible to receive disability payments of one half of salary per week up to a current statutory maximum of $170.00 per week for a total of 26 weeks. The employee begins receiving disability payments only after his/her sick leave from Juilliard has been exhausted.
On the first day of the month coincident with or following one year of employment, regular full-time staff members and College Division faculty members who teach 10 or more hours per week are covered by a Juilliard-paid long-term disability policy through Standard Insurance. Long-term disability pays you a benefit if you are unable to work because of a disabling injury or illness after 26 weeks. Benefits continue until you recover and return to work, or until you reach the plan's age limit.
Group Life Insurance and Accidental Death and Dismemberment
Regular full-time staff members and College and Pre-College Division faculty members who teach 10 or more hours per week are eligible for Juilliard-paid group term life insurance through Standard Insurance. Coverage takes effect on the first day of the month following three months of employment. The amount of coverage is equal to the employee’s annual salary, rounded up to the nearest thousand with a maximum benefit of $300,000.
All Juilliard employees are covered by Workers’ Compensation, an insurance carried in case of a work-related illness or injury. It is essential that every injury or accident be reported at once and that an online Incident Report is completed and submitted to the Facilities Office. Human Resources receives a copy of the incident report and will then process the necessary Workers’ Compensation paperwork.
Please report even those injuries not requiring immediate medical care. If medical care is required, physician and/or hospital bills should be sent by the provider to:
PMA Customer Service Center
P.O. Box 5231
Janesville, WI 53547-5231
The provider will be reimbursed directly through PMA. DO NOT SUBMIT THESE BILLS TO AETNA OR ANOTHER INSURANCE CARRIER AND DO NOT PAY THE BILLS DIRECTLY TO THE PROVIDER.
Retirement Annuity Plan
Eligible staff members who work more than 1,000 hours per year, and College Division faculty members who teach a minimum of 300 hours per school year, are eligible to participate in a Pension Plan through TIAA. Participation begins on the first of the month following the completion of a 24-month period, which constitutes two years of service at Juilliard without a break in service, and the attainment of age 21. Service with a prior eligible employer may be used toward meeting the two years of service requirement for plan participation. Juilliard contributes an amount equal to 10% of regular salary up to IRS limits, which are updated annually.
Please see the Benefits Manager or Juilliard's dedicated website at TIAA-CREF for more detailed information.
Tax-Deferred Annuity Plan
All employees are eligible to participate in a Supplemental Retirement Annuity through salary reduction. The gross salary is reduced by the selected amount, tax deferred, and that amount is contributed to the employee’s TIAA GSRA account. This amount cannot exceed the IRS limits, which are updated annually.
Please see the Benefits Manager or Juilliard's dedicated website at TIAA-CREF for more detailed information.
Flexible Spending Accounts
Flexible Spending Account
A Flexible Spending Account lets an employee set aside a specific amount of her/his pay on a before-tax basis to reimburse themselves for a variety of eligible Health Care (maximum of $2,650 per year) and Dependent Care (maximum of $5,000 per year) expenses as they arise. The employee determines how much to contribute each calendar year during open enrollment. The total amount is deducted equally from each paycheck before federal, social security and, in most areas, state and local taxes are calculated. As the employee incurs eligible expenses, (s)he requests payments from their account. It is important that an employee not set aside more money in her/his FSA account than (s)he will use during the plan year. If there is any money left in the account after all expenses have been reimbursed, this amount will be forfeited. IRS regulations do not permit Juilliard to return the money to the employee. This plan is administered by Discovery Benefits. Please visit Discovery Benefits' website for more information.
Parking Flexible Spending Account
Juilliard also offers a Parking Flexible Spending Account, also administered by Discovery Benefits. This benefit allows an employee to set aside pre-tax dollars for reimbursement of work-related parking expenses. Eligible expenses include parking costs incurred at or near Juilliard, or a facility from which you commute to work such as Park-N-Ride lots.
If an employee decides to participate in this benefit, (s)he will first need to calculate her/his average monthly parking expenses and decide how much (s)he would like deducted per month to be put into the account. Deductions will be divided evenly and deducted from each paycheck. Once the employee has enrolled in this plan, (s)he can begin submitting reimbursement claims for her/his parking expenses. Unlike the Health and Dependent Care FSAs, any unused contributions the employee makes to the plan will be carried over to her/his account from month to month and year to year. However, (s)he should be aware that the maximum amount s(he) can claim for any month is $260.
Discovery Benefits requires Parking FSA claims to be submitted electronically.
Transit Check Program
This program allows an employee to pay for her/his commuting expenses on a pre-tax basis. The deduction is exempt from federal, state, and local taxes. The TransitChek program includes unlimited ride Metro Cards, Quick Pay Visa Cards, and Vouchers. Quick Pay Visa Cards and Vouchers can be used to purchase tickets and passes for various transit operators that accept the benefits. The amount the employee elects will be deducted from her/his paychecks. For more information on the program or to manage one's benefit and/or account, please visit www.transitcenter.com or call Transit Center/Wage Works Customer Service at (800) 945-2435.
To find a participating transit operator in your area, please visit Transit Center/Wage Works' website, scroll to the bottom of the page, and enter your zip code.
Business Travel/Medical Program Insurance
Since the number of employees who travel on Juilliard business has been increasing, Juilliard has arranged for a program providing benefits and services for employees traveling on Juilliard business. The plan supplements our other insurance benefits and is specifically designed to cover employees who become ill while traveling on business.
The insurance program is provided by ACE American Insurance Company and the services are provided by Europ Assistance. Below you will find a brochure and ID card outlining the benefits provided under this program, as well as a list of FAQs. If you travel on Juilliard business, please read the information carefully and keep a copy of it with you. In the event of a medical emergency while traveling on Juilliard business, Europ Assistance should be notified immediately. These services are available 24/7 with multilingual support.
ACE American Insurance Company along with Europ Assistance provides you with several important benefits and services including but not limited to:
- Pre-Trip Information
- On-Line access to global Information
- Insured Benefits for emergency medical expenses while traveling on business outside of your home country, which includes:
- Up to $250,000 for Medical Expenses
- There is no deductible
- 100% of the cost for a medical evacuation
- Up to $100,000 for the cost of evacuations due to political issues or natural disasters
If you become ill while traveling on Juilliard business, this policy is your primary coverage. If you also have medical insurance coverage, either through Juilliard or another source, that coverage will be secondary in the event this policy does not cover your expenses in full. It is important to note that this plan is not intended to cover any routine expenses (physicals, well care, elective surgery, etc...) while you are in your home country. Please note that if you are injured while performing duties for Juilliard, whether in the United States or in another country, Workers' Compensation through PMA will be the insurer for the injury. Human Resources should be contacted as soon as possible if you sustain a work-related injury.