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Benefits General Information
The benefit programs offered through the University of Maryland and the State of Maryland Employee Benefits Division are intended to provide you with real solutions to every day problems. In this sense, these benefits programs are not merely plans but represent creative answers that can help you solve many of the difficult issues you face on a regular basis.
It is the purpose of this section to provide you with information on who is eligible for benefits, how to enroll, and when changes in coverage can be made.
Eligibility
Employees
Any regular employee, working at least 50 percent of the time is eligible to participate in the University's benefit programs. Retirees from such positions are also eligible. Contingent II employees, as well as graduate and research assistants are also eligible for most benefits with the exception of the state-sponsored retirement plans.
Eligible Dependents
The spouse and dependent children of eligible employees and retirees are eligible for coverage. A dependent child is defined as an unmarried child of an employee until the end of the calendar year in which the child becomes 19. An unmarried child means:
- A blood descendent of the first degree, (i.e., son or daughter),
- A legally adopted child,
- A step-child permanently residing with the employee, and supported 50% or more by the employee,
- A child permanently residing in the employee's household supported 50% or more by the employee, if the child is directly descended from or placed in the legal guardianship of the employee,
- An unmarried child 19 years or older who is incapable of self-support because of mental or physical incapacity given that:
- the condition leading to the incapacity began before the child's 19th birthday (or 23rd if a full-time student),
- the incapacity is permanent, and
- the child resides permanently with the employee and is supported 50% or more by the employee,
- An unmarried child who is attending an accredited educational institution full time until the end of the calendar year in which the child turns 23 or the end of the month in which the child ceases to be a full time student, whichever occurs first.
Note: A full-time student must enroll and attend class for the number of credit hours per academic semester determined by the institution to be full-time status and complete the semester.
Note: A husband and wife who are both State employees may NOT have duplicate coverage under any plan by covering each other under separate enrollments. Also, children of a husband and wife who are both State employees may NOT be covered twice under both parents' plans.
New Enrollments
When to Enroll
As a new employee, you have 60 days from the date you begin employment to choose your benefit programs. However, it is advisable that you enroll as soon as possible, preferably before your start date. Coverage is effective when the first deduction is made. After the first deduction occurs, if you need coverage back to your original date of hire, please contact the University Office of Employee Benefits (301-405-5654). If you do not sign up for a benefit program within this 60 day period, you will NOT have another opportunity to enroll until the next open enrollment period. (Open enrollment is held once a year.)
Please note that you must choose one of the mandatory retirement programs before your pay check can be issued.
How to Enroll
Enrollment forms can be obtained from either the Office of Employee Benefits, online, or from your departmental Benefits Coordinator.
Regular Status Health Enrollment Worksheet
Contingent II Health Enrollment Worksheet
Retiree Health Enrollment Worksheet
The enrollment form allows you to make selections as to which benefits programs you want to participate in. It is a simple matter of marking which programs you want, the level of coverage you desire, and who is covered under the plan. Once the form is completed, it must be returned to the Office of Employee Benefits. While some departments will forward these forms for you, we recommend that the they be returned in person when possible.
Remember that you will not be able to cancel, change, or add to your coverage once you have made these decisions until the next open enrollment period. Exceptions to this rule are allowed only under select circumstances. Therefore, it is very important that you make careful and informed decisions regarding your benefits coverage.
Effective Dates for Coverage of New Employees
New Enrollments have an effective date of either the first or the sixteenth of the month, depending upon the pay period for which a deduction is taken form your paycheck. The state payroll system usually takes three pay cycles to begin premium deductions from your paycheck. The premiums deducted cover the two week period extending to your next paycheck.
Once you see a deduction from your paycheck, you will know that your coverage is in effect.
If you need medical care before deductions begin, use the health insurance program you selected. You may have to pay at the time of the doctor's visit and then file a claim for reimbursement through the insurance company after your coverage becomes effective. In addition, you will have to make your effective coverage date retroactive to the date of your employment. You can do this by contacting the Office of Employee Benefits and making arrangements to pay your portion of the premium for this period.
When Can I Change My Coverage?
Open Enrollment
Once a year, there is an open enrollment period which allows all eligible employees to change, cancel or add to existing coverage. For example, you can change from one health insurance company to another during this time, or you can cancel coverage altogether.
Changes in Coverage Due to Qualifying Events
The State Health Benefits Program operates as a pre-tax cafeteria benefits program under Section 125 of the Internal Revenue Service (IRS) Code. The IRS regulations governing the program do not permit changes after open enrollment, except in very limited circumstances. Once you have elected a plan, you must stay in the selected plan, at the selected coverage level, for the full calendar year, unless there has been a qualifying event.
A qualifying event is a change in family status, such as the birth of a child, loss of a dependent, marriage, or divorce. A qualifying event can also occur in cases where your spouse's employment is terminated. You have 60 days from the occurrence of the qualifying event to make changes to your benefits. The changes made, however, must be because of and consistent with the change in status that has occurred.
Limited changes may also be permitted for administrative error when it is demonstrated that a mistake has been made by a processing agency.
NOTE: Mistakes in completing the enrollment form and other errors made by the employee or retiree do not constitute administrative error under IRS regulations.
The penalty for non-compliance with the IRS regulations is the loss of tax-exempt status for both the State and the employees in the plan. Changes outside of the open enrollment period will be permitted only in accordance with the IRS regulations. For this reason, you are cautioned to be very careful in making your selections.
NOTE: To receive any applicable refunds, you must submit errors in writing to the State Employee Benefits Division within 60 days of an incorrect deduction from your check.
Questions Regarding Changes in Benefits Coverage
My child is turning 19 and is not enrolled in school. Is this considered a qualifying change?
Yes. It is considered a loss of a dependent, and therefore a qualifying change, when a dependent child turns 19 and is not enrolled in school at the end of the year in which the child turns 19. The child may continue as a covered dependent through the end of the year in which the child turns age 19. If your child is no longer eligible for coverage under the State plan, your child can be covered under COBRA benefits for up to 36 months. Please see the COBRA section of this web site or contact the Office of Employee Benefits.
If I become legally separated, can I remove my spouse from my coverage?
A spouse may be removed from your coverage if you are legally separated. Once removed, however, your spouse cannot be re-enrolled until the next open enrollment period. You must file an enrollment form within 60 days of the date of legal separation to remove your spouse from your coverage.
What if I make a mistake in my coverage or change my mind?
Under Internal Revenue Service rules, we cannot correct mistakes made by the employees at the time of enrollment. Also, we cannot allow changes unless there is a qualifying change in family status. Please be very careful when selecting your coverage.
My spouse's open enrollment period is different from the State's. Is this a qualifying event?
The benefits available through your spouse's employer must change in a significant manner as a result of their Open Enrollment in order to be considered a qualifying event. You must provide documentation from your spouse's employer of the benefits available to the Open Enrollment and the benefits available after the Open Enrollment for consideration of a significant change.
If I take a Leave of Absence, may I continue my benefits?
Yes, under certain circumstances, you may be eligible for continuation of coverage. Please see the Continuation of Coverage section on this website or contact the Office of Employee Benefits.
If I leave State service or one of my dependents becomes ineligible to continue on my benefits, what benefits are available?
For a review of benefits that are available when you terminate your State employment, or one of your dependents becomes ineligible, please see the Continuation of Coverage section on this web site or contact the Office of Employee Benefits.
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