Benefits Frequently Asked Questions
Click on a category below to read FAQs.
Medical
Dental
Vision
Adoption Assistance
Flexible Spending Accounts
Retirement
Supplemental Retirement Accounts
Returning Retirees
Life Insurance
Short Term Disability
Leaves
Customer Service
Medical
Who processes our medical plan claims?
Medical claims should be submitted to NGS American at:
NGS American
P.O. Box 7676
St. Claire Shores, MI 48080
Where can I check to see if my doctor is part of OSU’s statewide network?
You can search for network plan providers at: www.osumhcs.com/Search or by calling Managed Health Care Systems (MHCS) at 800-678-6269.
When can I change from one medical plan to another?
You may change your medical plan election during Open Enrollment.
When will I receive a medical plan identification card?
After you have completed a Health Election Form and submitted the form to the Office of Human Resources a medical/prescription drug identification card will be mailed to your home address from NGS American. You should expect to receive your card approximately three weeks after you submit your form to the Office of Human Resources. To request additional identification cards, go to the NGS Self Service site or call NGS at 800-521-1555.
Dental
Who is our Dental benefit vendor?
Delta Dental of Ohio is The Ohio State University’s dental provider. Delta Dental provides in-network coverage through DeltaPremier. The OSU Student Dental Clinic is in the DeltaPremier network. You can find an in-network dentist online at www.toolkitsonline.com.
What is the member ID for my (and my dependents) coverage?
Previously, your Social Security number was the only means to identify you as a Delta Dental enrollee. Effective January 1, 2009, Delta Dental’s systems have been updated to allow an alternate means of identification. The OSU Employee ID is to be utilized for this purpose since it is a number with which you should already be familiar.
Delta Dental’s system requires a 9-digit alternative identification number for eligibility and claims processing; therefore, if you have a:
- 8-digit OSU Employee ID – your Delta Dental ID is your Employee ID with a leading zero added to it.
- 9-digit OSU Employee ID – your Delta Dental ID is your Employee ID with no changes.
Will I receive a dental plan card in the mail?
Dental cards are not required for services and are not mailed to subscribers. However, if you prefer to have a dental card for services, you can print one on Delta Dental’s web site at www.toolkitsonline.com.
Each enrolled member and their dependents may have two regular cleanings and exams in the plan year. Two additional cleanings will be covered when medically necessary. (Two additional cleanings per benefit year are considered medically necessary for individuals with at-risk conditions such as documented periodontal disease, diabetes, kidney failure, organ or bone marrow transplant recipient, and for individuals receiving dialysis, chemotherapy, radiation treatment, or are HIV positive.)
How are other services paid?
Coverage is dependent on the service provider and what dental service is required by the patient. Please refer to the Dental Plan Benefits Summary and the Dental Plan Summary Plan Description for details.
Vision
Who is our Vision Plan Vendor?
Vision Service Plan (VSP) is The Ohio State University’s Vision Plan vendor.
The VSP web site offers members the opportunity to manage their vision plan benefit through a secure, online account. Members may view vision benefit eligibility for the current plan year, locate network eye doctors and view their member history.
You can create your account at www.vsp.com. Click “see your personal benefit information.” Follow the on-screen prompts to complete your registration.
Will I receive a vision plan card?You will not receive a vision plan card in the mail. Tell your provider that you have the Vision Service Plan. Visit the VSP website at www.vsp.com to register for an account and log in. There you can print a “Member Reference Card” if you prefer to have one, but it’s not necessary when seeing a network eye doctor.
Who will have access to my online account?
The primary cardholder is responsible for managing the account for him/her as well as for all covered dependents.
Adoption Assistance
What is the Adoption Assistance Program?
The university reimburses up to $5,000 per child for eligible adoption related expenses upon placement of a minor child in your home.
No, the maximum benefit per adopted child is $5,000. Can I add (enroll) my adopted child to my health benefits?
Yes, upon placement of a child in your home or the finalization of the adoption, you may add the child to your university benefit plans. You should complete a Health Election Form and return it to the Office of Human Resources within 31 days of the final adoption date. How do I request reimbursement for my adoption expenses?
You will need to complete an Adoption Assistance Reimbursement Request Form with proof of expenses and a copy of the adoption placement certificate or final adoption decree. If you have adoption paperwork in another language, it must be translated to English before you submit it to our office for reimbursement. This is a taxable benefit – consult your tax advisor with any questions.
Flexible Spending Accounts
What is a Flexible Spending Account?
A flexible spending account allows you to reimburse yourself (with your own money) for eligible Health Care and/or Dependent Care expenses - tax free. By participating in these accounts, you do not pay federal, state, or city taxes on the money you contribute. Participation is voluntary and employees must sign up during open enrollment.
There are two types of Flexible Spending Accounts you may elect:
Health Care Flexible Spending Account (HC FSA) – used to reimburse you for the out-of-pocket health care expenses of you and your eligible dependents. A full list of eligible and ineligible expenses is available on FSA Online. You must sign in to view the list. Dependent Care Flexible Spending Account (DC-FSA) – used to reimburse you for out-of pocket expenses for dependent care expenses, whether for a child or an elder. This includes expenses for someone else to care for your dependent (under the age of 13 for dependent children) so you may work.Examples of possible eligible expenses include:
- Daycare services
- In-home care
- Nursery and preschool and
- Summer day camps
- For a full listing of DC-FSA eligible expenses, please read IRS Publication 503.
How can I view information on my Flexible Spending Account(s)?
You can view your account balance, claims amounts processed and paid for the current and past plan years at FSA Online.
No, you cannot use funds from one account to pay for expenses that apply to the other account.
What happens if I have money left in my FSA at the end of the plan year?
Any unused funds will be forfeited per Internal Revenue Service (IRS) guidelines. The IRS requires that these unused dollars be forfeited as a condition of offering spending accounts. That is why it is very important to plan conservatively.
If you do not apply for reimbursement of your FSA account by March 31 for your previous plan year’s dollars, you lose the total amount left in your account.
When are my funds available for reimbursement for my eligible expenses?
Health Care FSA:Once you enroll in a Health Care-FSA, your total pledge is available to you for reimbursement of eligible health care expenses incurred after the effective date of coverage. You do not have to wait for the contributions to accumulate in your Health Care-FSA. You can use it to pay for your eligible health care expenses from your first date enrolled in the account. Dependent Care FSA:
Once you enroll in the Dependent Care-FSA, the funds available to you for reimbursement depend on the actual funds in your account. Unlike the Health Care-FSA, the entire maximum annual amount is not available during the plan year, but rather after your payroll deductions are made.
What are important deadlines that I must follow if I am going to participate in a FSA?
- Payroll Contribution Period: January 1 – December 31, a 12-month period to make pre-tax payroll contributions
- Incurred Expense Period: January 1 – February 28, a 14-month claim period to incur expenses
- Reimbursement Period: January 1 – March 31, a 15-month period to request payment for eligible expenses
All reimbursement requests for the plan year ending at the end of the incurred expense period must be received by March 31 in the Office of Human Resources. Requests received after this date will not be processed and any remaining funds in your account will be forfeited.
How do I submit my expenses for reimbursement?You will need to complete the FSA Dependent Care Request for Reimbursement or the FSA Health Care Request for Reimbursement and provide documentation of your expense(s).
Return forms to:
Office of Human Resources
Benefits Processing/FSA
1590 N. High Street, Suite 300
Columbus, OH 43201
Retirement
Is Ohio State’s retirement program mandatory? Yes, employees in a retirement eligible position are required by Ohio law to participate in the retirement program. Ohio public institutions do not participate in the federal Social Security system, other than required contributions to Medicare.
How do I select my retirement plan?
Eligible employees must enroll in one of the university retirement plan options within 120 days of their eligible appointment date. If you fail to elect a retirement program within 120 days, you will default into the public retirement system. To make your elections, download and complete the Retirement Election Form. The completed Retirement Election Form needs to be received by the Office of Human Resources by the 120 day deadline or you will default into the public retirement system.
If eligible, during the 120-day enrollment period, you may elect to participate in ARP, OPERS for staff, or STRS for faculty.
Your deadline is based on date of eligible appointment, which may be:
- Initial employment date
- Date of transfer from an ineligible appointment to an eligible appointment
When can I change my retirement elections?
Retirement elections are final and irrevocable and once you have elected or defaulted into a retirement plan you do not have an opportunity to make changes to your retirement plan election.
If I leave the university and come back may I then change my retirement election?
You may only receive a new retirement election opportunity if you leave the university and have a break in service of 365 days or more. If you leave and return within a year of leaving you will default back into your original retirement election from your previous position at the university.
What happens to my retirement benefit when I leave Ohio State?
If you leave the university you have three options regardless of your plan selection. You may:
- Leave it with your current vendor
- Roll it over to another qualified account
- Cash it out with a penalty
What are my options under Ohio Public Employees Retirement System?
Ohio Public Employees Retirement System (OPERS) is available for eligible staff of any FTE. Staff employed in appointments of less than 75% FTE are automatically enrolled in OPERS and ineligible to participate in ARP. If enrolling in OPERS, you have 180 days from your eligible appointment date to elect enrollment in one of the three OPERS plan options:
- Traditional Pension Plan—guaranteed pension plan where your retirement income depends on your age, years of service and final average salary. This is your default plan.
- Member-Directed Plan—Defined Contribution Plan that gives the employee the responsibility of making the investment decisions.
- Combined Plan—this plan combines the Defined Benefit Plan option with the Defined Contribution Plan option.
For more information regarding OPERS is available here.
What are my options under State Teachers Retirement System?
State Teachers Retirement System (STRS) is available for eligible faculty of any FTE. Faculty employed in appointments of less than 75% FTE are automatically enrolled in STRS and ineligible to participate in ARP. If enrolling in STRS, you have 180 days from your eligible appointment date to elect enrollment in one of the three STRS plan options:
- Defined Benefit Pension Plan—guaranteed pension plan where your retirement income depends on your age, years of service and final average salary. This is your default plan.
- Defined Contribution Plan—gives the employee the responsibility of making the investment decisions.
- Combined Plan—this plan combines the Defined Benefit Plan option with the Defined Contribution Plan option.
For more information regarding STRS is available here.
What are my options under the Alternative Retirement Plan?The Alternative Retirement Plan (ARP) is an alternative to OPERS/STRS for eligible faculty and staff. It provides a retirement investment program but does not offer additional benefits after retirement. ARP is a Defined Contribution Plan option where the employee chooses both the vendor and the investment options.
ARP is available for eligible faculty or staff with an FTE of 75% or greater. Faculty and staff employed in appointments of less than 75% FTE are automatically enrolled in the public systems and ineligible to participate in ARP. If enrolling in ARP, you have 120 days from your eligible appointment date to elect enrollment in ARP. You must choose from one of seven state approved vendors and activate an account with your chosen ARP vendor.
The list of the ARP state approved vendors can be found here.
Can I change my ARP vendor?You may change your ARP vendor once per year by returning an ARP Vendor Change Form on or before December 15 of each year. Your new vendor election will become effective with the first pay in the following January.
To view more detailed information on all retirement program options refer to the Retirement Program Comparison Charts for faculty and staff.
What is the mitigating rate?According to state law, Ohio Revised Code Section 3305.6(d) allows the public retirement systems to withhold a portion (up to 6%) of the employer’s contribution to offset any negative financial impact the Defined Benefit Plans may experience by the offering of alternative retirement plan options.
OPERS and STRS may annually determine if the alternative retirement plans offered (OPERS Member-Directed Plan, OPERS Combined Plan, STRS Defined Contribution, STRS Combined Plan and the Alternative Retirement Plan) have had a negative financial impact on the OPERS/STRS Defined Benefit Plans. If a negative impact exists, then OPERS/ STRS may require a percentage of the employer contributions be redirected to the OPERS Traditional Plan and STRS Defined Benefit Plan in order to compensate for the loss.
For more information on the mitigating rate is available here.
Supplemental Retirement Accounts
What is a Supplemental Retirement Plan?
A Supplemental Retirement account (SRA) allows you the opportunity to contribute to an additional retirement account. There are two types of SRAs—Deferred Compensation Programs (457 plans) and Tax-Deferred Accounts 403(b) and 403(b) 7 plans. SRAs allow you to enhance your mandatory retirement plan savings through voluntary pre-tax contributions.
When can I change my SRA elections?
You may change your SRA contribution amount and/or your SRA vendor once per calendar quarter by submitting to OHR a completed SRA Salary Reduction Agreement Form. Your existing SRA account balance may remain with your previous vendor, or any portion may be transferred to the new vendor. (Applicable transfer fees may apply).
Under certain circumstances, you may qualify through either SRA plan for the “catch up” contribution provision. Catch-up contributions are amounts you may contribute in excess of the annual plan contribution limits. If you have already contributed the maximum amount(s) under the plan(s) and you are at least age 50, you may make additional contributions, which are limited based on federal guidelines.
Your SRA vendor will calculate and inform you of your maximum contribution level, including catch-up contributions, based on federal guidelines for the applicable calendar year What investment options are offered for the SRA?
Each vendor offers a variety of options in which you may elect to invest your contributions. You assume the investment risk; all earnings and losses accrue to your account. You assume the cost for any management fees associated with your investments, which may vary from vendor to vendor. Can I have access to my SRA while employed at Ohio State?
Contact your vendor for information on the availability of your funds while actively employed and after termination or retirement. There are important tax issues associated with how and when you receive your benefits. Consult with your tax advisor or SRA vendor for additional information.
Returning Retirees
How do I know if I am in a Returning Retiree position or a Regular position?Retirees of Ohio State may return to employment with the university in one of two classifications, either as a Returning Retiree or re-employed in a Regular appointment. At the time of re-employment, individuals must have a reduction to their salary or FTE. Individuals may return to the same FTE which may not exceed 75% of the salary earned immediately prior to retirement. Salary will be renegotiated at the time of re-employment and based on the services to be performed. An individual who is classified as a Returning Retiree is appointed by the department to one of four specific job codes with particular benefit eligibility.
An individual who is re-employed by the department in a Regular appointment will have benefit eligibility based on job code, FTE, and appointment length as posted on HRIS.
The position in which you return will determine what classification you fall into.
Returning retirees are classified under one of the following job codes:
- Retiree: staff exempt (7288)
- Retiree: staff non-exempt (7287)
- Retiree: faculty (7286)
- Retiree: faculty Emeritus (7284)
What paperwork needs to be completed?
If rehired into a staff OPERS position:
- If you are re-employed in a staff position and you retired through:
- OPERS: You must complete a Notice of Re-Employment of an OPERS Retiree Form within 10 days of re-employment
- If you choose OPERS, your retirement contributions will be applied to an annuity. You are eligible to receive the funds from the annuity at the later of age 65 or when your re-employment status terminates.
- You are only eligible to enroll in ARP if you have an appointment of at least 75% full-time equivalency (FTE). If your appointment is less than 75% FTE, you are not eligible for ARP as a Returning Retiree and must continue to be a member of the respective state retirement system (OPERS or STRS) from which you retired.
If rehired into a faculty STRS position:
- If you are re-employed in a faculty position and you retired through:
- STRS: You must complete a STRS Reemployed Retiree Notification Form within 10 days of re-employment.
- While employed at Ohio State, your retirement contributions are applied to an annuity. You are eligible to receive the funds from the annuity at the later of age 65 or when your re-employment status terminates.
- You are only eligible to enroll in ARP if you have an appointment of at least 75% full-time equivalency (FTE). If your appointment is less than 75% FTE, you are not eligible for ARP as a returning retiree and must continue to be a member of the respective state retirement system (OPERS or STRS) from which you retired.
Is a Returning Retiree required to enroll in the Ohio State’s medical insurance plan?
If the employee is an OPERS retiree and eligible for Ohio State’s medical coverage, the OPERS rules require enrollment in one of Ohio State’s medical plans.
If the employee is a STRS retiree and eligible for Ohio State’s medical coverage, STRS requires enrollment in the Ohio State’s medical plan if they are 75% FTE or greater in an eligible position.
If a Returning Retiree has already paid the retiree life insurance premium for the quarter at the time he/she is appointed to a life insurance–eligible position, will he/she be reimbursed the premium?
A Returning Retiree classification is not eligible for life insurance, so coverage would continue under the retiree life insurance program.
A Regular classification will be reimbursed a pro-rated premium amount for the remaining months in that quarter.
Is a Returning Retiree eligible for vacation?
Yes, both a Returning Retiree and a Regular classification retiree are eligible for vacation leave based on their rehire date and they are eligible to receive a vacation leave payout at the time they terminate their employment at the university.
No, unused sick leave will not be paid when the individual terminates from service, since these individuals received a payout upon their initial retirement. Are Returning Retirees eligible for faculty and staff football tickets?
According to the Athletic Office, a retiree that is rehired is not eligible for faculty and staff football tickets unless the retiree is eligible to receive football tickets as a retiree (25 or more years of service). Any additional years of service the retiree works does not increase the accrual rate.
Life Insurance
How is a Group Term Life Insurance Claim (GTLI) filed?
All beneficiaries must contact the Office of Human Resources to obtain a GTLI Claim Form. The claim form(s) and the certified death certificate are returned to the Office of Human Resources, Life Insurance Coordinator. Anthem Life will pay your GTLI benefit to your designated beneficiary after they receive a completed claim and a certified death certificate from our office.
How do I apply for GTLI?
No application is required for enrollment in Ohio State’s GTLI; however, you must designate your beneficiary on the GTLI Beneficiary Designation Form.
Under Internal Revenue Service (IRS) regulations, you may be charged income tax on the value of life insurance benefits that exceed $50,000. You can waive all life insurance coverage above $50,000 by completing a Waiver of Entitlement form. Consult your tax advisor for more information How do I change my GTLI beneficiary designation?
You may change your beneficiaries anytime by completing a GTLI Change of Beneficiary Form. How can I enroll in Dependent Group Term Life Insurance (DGLI) or Voluntary Group Term Life Insurance (VGTLI)?
You may enroll by completing the appropriate forms, either the Dependent Group Life Insurance Enrollment Form and the Medical Evidence of Insurability (EOI) or the Voluntary Group Term Life Insurance Form. Medical Evidence of Insurability (EOI) is not required if you enroll within 31 days of employment in an eligible appointment or a qualifying event. You may also enroll at any other time with medical EOI and coverage must be approved by Anthem Life.
Short Term Disability
How do I sign up for Short Term Disability (STD)?You may enroll in STD by completing an STD Enrollment Form within 31 days of employment or transfer to an eligible position, during a subsequent enrollment period (not held annually), or if you have a qualifying family status change.
Otherwise, you may apply at any time by completing an STD Enrollment form and providing a completed medical Evidence of Insurability form. The decision is made by Unum.
How will the STD benefit affect my taxes?The premiums for STD are deducted from your pay on an after-tax basis. However, if you receive STD benefit payments, it may be taxable income. Consult your tax advisor if you have questions. When can I cancel my enrollment in STD?
You may cancel your enrollment in STD during an open enrollment period by completing the STD Election Form and submitting it to the Office of Human Resources which will be effective on January 1 of the new plan year.
You may also cancel your enrollment in STD during a qualifying event. You must complete a STD Election Form and return it to the Office of Human Resources within 31 days of the qualifying life event. Birth of a child is not considered a qualifying life event for purposes of dropping STD coverage.
Who do I contact about claims?Contact Integrated Disability for assistance with coordinating your disability benefits. You must be currently enrolled in STD in order to file a claim.
Integrated Disability (apply for disability benefits)
Unum (claim approval)
Leaves
How do I continue my benefits while on a leave?To continue your benefits while on a leave of absence, either paid or unpaid, you should review the Continuing Benefits While on Leave and complete the Benefit Continuation on Unpaid Leave form in the back of this booklet and return it to the Office of Human Resources. You should also complete the Application for Leave form, which should be returned to your supervisor. How much will I pay to continue my benefits while on an unpaid leave of absence?
Biweekly benefit funding rates How do I apply for leave?
Complete and submit an Application for Leave to your supervisor for approval. You can view your leave balances online at www.epayroll.com or contact your departmental human resource contact. Where can I obtain additional information?
Your questions regarding types of leaves or your eligibility for leave can be answered by:
Visiting the Leaves Program page or contacting your Labor/Employee Relations consultant, who you can locate by visiting hr.osu.edu/dir or calling (614) 292-2800 or (800) 678-6010.
Your questions regarding benefits while on leave can be answered by:
Visiting the Benefits Leaves page or contacting the Office of Human Resources Customer Service Center at service@hr.osu.edu, (614) 292-1050, (800)-678-6010, or Fax: (614) 292-6235.
