Benefits & Work Life

If your question is not answered below, please contact a member of the Benefits Team at 258-3302 or benefits@princeton.edu. We're here to help you!

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Backup Care Options
- 1. When can I use Backup Care Options?
  Use Backup Care Options anytime you experience a breakdown in your normal care arrangements, so you can get to work.
  
  Some examples of breakdowns may include:
  
  - School or child care center is closed for holidays, parent/teacher conferences, etc.
  
  - Your regular caregiver is ill or taking vacation time
  
  - Your child or loved one is ill and requires care at home
  
  - Your spouse or loved one is recovering from medical treatment
  
  - You are traveling on business and need care either at home or in your destination city
- 2. How do I register and is there a cost to register?
  Registration is required before the first time you schedule care. To register, visit the Bright Horizons website or call (800) 557-0847. There is no cost to register for Backup Care Options. Once registered, you will receive a welcome packet in the mail, which will outline the steps for scheduling care.
- 3. How do I schedule care?
  When you first realize you will need temporary care for a loved one, call Backup Care Options right away. You can call to schedule care up to 30 days in advance. To schedule care, call toll-free at (800) 557-0847 or visit their website. You will speak directly with a Backup Care Specialist who will gather pertinent information from you including:
  
  -Names and ages of individuals needing care
  -Dates and times care is needed
  -Type of care preferred (child care center or home care provider)
  -Location of care (close to home, close to work or at an adult family member’s home)
  -Any other special needs or requests
  
  After collecting your information, the specialist will begin scheduling care from a database of carefully selected and contracted child care centers and home care agencies. You will receive periodic updates throughout the scheduling process. The specialist will identify available caregivers, discuss your options with you and schedule care on your behalf.
- 4. Who provides care?
  Backup Care Options has a carefully selected and contracted National Provider Network, which consists of outstanding child care centers and highly qualified home care professionals. To ensure quality care, all child care centers must meet or exceed state licensing regulations and guidelines including background checks, health and safety standards, and staff/child ratios. Contracted home care agencies in the network require that all caregivers are FBI background checked, CPR/First Aid certified, licensed, insured and have relevant child or adult/elder care experience.
- 5. How do I cancel care?
  When you contact us to schedule care, a Backup Care Specialist will review the cancelation policy, which is also listed online.
  
  If you no longer need backup care, please contact us as soon as possible to cancel care and avoid any cancelation penalties.
Dependent Eligibility Verification
- 1. What is dependent eligibility verification?
  Dependent eligibility verification is a process to confirm the eligibility of each faculty and staff member’s dependents enrolled in Princeton’s health care plans. Every faculty and staff member who covers dependents will be required to provide specific documentation affirming the covered dependent’s eligibility. All documentation submitted will be handled confidentially.
- 2. What is the timeframe for the dependent eligibility verification process?
  We must receive your documentation no later than December 3, 2010, which is the final day of the Confirmation Period during this year’s Open Enrollment.
  
  If we are unable to verify your dependent’s eligibility, your dependent will not be covered as of January 1, 2011.
  
  You must provide specific documentation to a Benefits Team member for each of your dependents enrolled in one or more of Princeton's healthcare plans and for whom you wish to continue coverage beyond December 31, 2010.
- 3. How will the dependent eligibility verification process work?
  The process is simple. First, you must gather your documents as described on the previous page. Second, please meet with a Benefits Team staff member who will review your documentation and denote your record as “verified.” This will permit you to enroll your dependent in the healthcare plans offered during the 2011 Benefits Open Enrollment period.
  
  Alternatively, we will schedule “office hours” at various departments to make the verification process easier for you. Contact us if you would like us to come to your department.
- 4. Who qualifies as eligible and ineligible dependents?
  For definitions of dependents, please refer to our benefits Web page.
- 5. How can I check to see which of my dependents I am covering?
  You can log onto HR Self Service, using your netID and password. Once logged in, select Benefits and then select Dependent/Beneficiary Coverage.
- 6. How do I remove an ineligible dependent who does not meet the eligibility definition?
  A Benefits Team member can help you remove an ineligible dependent from your health plan coverage. Ineligible dependents removed from healthcare plans are not eligible for and will not be offered continuation of coverage through COBRA.
- 7. What will happen to my dependent if I cannot locate the required documentation?
  If you cannot provide the necessary documentation as proof of eligibility for your dependent, your dependent will be terminated from your coverage as of December 31, 2010, and will not be re – enrolled until the required documentation is received by Human Resources.
- 8. How do I know what documentation to provide?
  Refer to the description of specific documentation on our website you can provide.
- 9. Whom should I contact for assistance?
  Please contact the Benefits Team at 258-3302 or benefits@princeton.edu. Walk ins to the Office of Human Resources, 2 New South, are welcome. Regular hours are 8:30 a.m. to 5 p.m.
Employee Child Care Assistance Program (ECCAP)
- 1. What is Employee Child Care Assistance Program (ECCAP)?
  ECCAP is a program offered by Princeton University to assist faculty and staff meet the cost of child care.
- 2. Who is eligible to participate in the ECCAP?
  To be eligible to receive an ECCAP award, you must meet all of the following conditions:
  
  -   You are employed in a benefits eligible position when the award is distributed.
  
  -   You are married or in a civil union with a spouse or domestic partner, or you are unmarried, including divorced or widowed. Your spouse or partner is (1) employed at least 50 percent part-time or (2) eligible to work in the United States and although not currently working, is actively seeking employment or (3) a full-time student matriculated in a degree or certificate program or (4) disabled as defined by the Internal Revenue Code.
  
  -   You have a pre-kindergarten-aged child who is your legal dependent, as defined by IRS regulations, and for whom you are legally responsible. The child must share your home for at least half the year. If you are divorced, your child may live with your former spouse. The definition of “child” includes biological, step, adopted, foster, and any other child for whom you are the legal guardian or for whom you have court-awarded custody, and/or the child of your same-sex domestic partner. If your application involves child of your same-sex domestic partner, you have an approved Statement of Domestic Partnership on file in the Office of Human Resources.
  
  -   You have a total annual household income that is not greater than $130,000 (adjusted gross income).
  
  Your caregiver must provide a tax ID or Social Security number and is responsible for the appropriate taxes on income received for the care provided. Your caregiver cannot be your spouse, partner or dependent.
- 3. What does “Benefits Eligible” mean?
  Benefits eligible means that the employee works in a biweekly or monthly position working 50 percent or more of the normal work week schedule (36.25 or 40 hours, depending on the position) for five months or more and, therefore, eligible for the University offered benefit programs.
- 4. How do I apply for the ECCAP?
  To apply for the Employee Child Care Assistance Program (ECCAP), print and complete the ECCAP application or call Audry Rosenbloom at 258-9118.
  
  Return the completed application, along with any required financial documents to the Office of Human Resources, 1 New South. Applications may be mailed through campus, U.S. mail, delivered in person or sent by fax or e-mail.
- 5. What if my income exceeds the $130,000 maximum, can I still apply?
  You must have a total annual household income of $130,000 or less. If your annual household income exceeds this amount, you are not eligible for this program.
  
  However, special circumstances may be considered on a case–by–case basis. The Princeton Child Care Assistance Committee reviews all applications in a confidential process that considers family income and special circumstances in determining the amount of the award.
- 6. I am a foster parent, am I eligible for the ECCAP?
  Answer
- 7. My spouse/partner also works at Princeton, are we eligible for two ECCAP awards?
  Only one award is available per eligible child.
  
  The maximum award for the first child is $5,000. A second award in the amount of $1,000 is possible for a second child. The combined maximum award is $6,000 per household.
- 8. My child will begin kindergarten in September. Am I eligible for the ECCAP?
  If you have a child who will be entering kindergarten in the fall, you may be eligible to receive an ECCAP, pro–rated for the summer months, prior to the start of the school year All employees who have children entering kindergarten are encouraged to fill out an application or call Audry Rosenbloom, the ECCAP coordinator, at 258-9118 for more information.
- 9. If I no longer work at Princeton University, will I continue to receive the ECCAP?
  The benefit will not continue after your employment ends with Princeton University.
  
  You will be reimbursed only for qualified expenses incurred during the period in which you remain a benefits eligible faculty or staff member. COBRA provisions do not apply to ECCAP awards.
- 10. I am employed by Princeton and am no longer benefits eligible.
  If for any reason, you are employed by Princeton and are no longer benefits eligible, you will no longer be eligible to receive an ECCAP. An example of when you are not considered benefits eligible would be if you transfer to a part-time position and work 15 hours a week. COBRA provisions do not apply to ECCAP awards.
- 11. To whom do I deliver the application?
  Please send your completed application to:
  
  Audry Rosenbloom, Coordinator, Employee Child Care Assistance Program
  
  Princeton University
  
  Office of Human Resources
  
  1 New South
  
  Princeton, NJ 08544
  
  Applications may be submitted through campus or U.S. mail, fax or e-mail. If you send your application through U.S. mail, additional postage may be necessary.
- 12. What is the deadline for the application submission?
  Your general application is due by May 1 of each year.
- 13. Will I be eligible for the ECCAP if I decide to enroll my child in day care after the May 1 deadline?
  If you decide to enroll your child(ren) in child care after the May 1 deadline, your award will be pro–rated beginning on the first of the month following the receipt and completion of your application.
  
  If you are expecting or adopting a new child in your family after the application deadline, you may not apply before the birth or adoption occurs. Applications received before the birth or adoption of a child will be returned.
  
  You will have 90 days from the date of birth or adoption in which to submit a new or amended application for a child care assistance award. The amount of your award will be prorated.
  
  Newly hired employees who are benefits eligible have 31 days from hire date to submit an application. Applications received after 31 days will be prorated beginning on the first of the month following the receipt of your application.
- 14. Will I be eligible to apply for the ECCAP after the May 1 deadline?
  Applications are accepted all year. However, in order to receive the full grant award for the award year, which begins on July 1,and ends on June 30, you must have your application submitted by the May 1 deadline.
- 15. Can I get a receipt that my application was received?
  We encourage you to include a self–addressed stamped envelope with your application submission. We will send you a confirmation that your application was received. A receipt will be sent by e-mail only if you request it on your application.
- 16. When can I enroll in a Dependent Care Expense Account (DCEA)?
  Employees must open a DCEA during Open Enrollment. All benefits eligible faculty and staff members will receive Open Enrollment information, which includes procedures to enroll.
  
  After the end of Open Enrollment, IRS guidelines will permit enrollment in a DCEA under circumstances that are defined as changes in family status, including marriage, change in your spouses/partner’s job status, birth or adoption of a child, or divorce. In these cases, you have only 31 days from the date of a qualified event, or 90 days for birth or adoption, to change your enrollment in a DCEA.
- 17. How does the Dependent Care Expense Account (DCEA) work?
  - You specify an amount that will be deducted from your check during each pay period. This amount is then deposited in a dependent care account administered by Crosby Benefit Systems, our third party administrator.
  
  - You pay child care expenses as usual.
  
  - You submit a claim form and receipts to Crosby to request reimbursement for eligible expenses.
  
  Crosby processes your claim and reimburses you.
- 18. Must I enroll each year to continue participation in a Dependent Care Expense Account (DCEA)?
  Yes, you must enroll in the DCEA each year during Open Enrollment to continue participating.
  
  A completed online enrollment form must be submitted to the Office of Human Resources during Open Enrollment. Typically, the annual Open Enrollment Period at Princeton University occurs during the month of October.
- 19. Is the amount for a Dependent Care Expense Account (DCEA) limited?
  According to IRS regulations you may contribute either:
  
  - up to $5,000 each year if you are single, head of your household or married filing jointly, or
  
  - up to $2,500 if you are married filing a separate tax return.
- 20. What happens when my spouse/partner has a Dependent Care Expense Account (DCEA) plan?
  IRS guidelines require that the combined contribution to a DCEA cannot exceed a maximum of $5,000. If you and your spouse are both employed and eligible to participate in a DCEA, you could combine your contributions up to a maximum of $5,000.
- 21. If I receive an ECCAP award and do not have a Dependent Care Expense Account (DCEA) how will I receive the award?
  If you have a 12 month position, you would:
  
  - Pay child care expenses as usual.
  
  - Submit a claim form along with your receipts to Crosby Benefit Systems to request reimbursement for eligible expenses.
  
  Crosby will process your claim and notify Princeton that you are eligible to be reimbursed.
  
  Princeton University will process the award in your next paycheck.
  
  Your award will be paid over a 12–month period, and the amount will appear in your check as taxable income.
- 22. If I do not open a Dependent Care Expense Account (DCEA), will my ECCAP award be taxable?
  As noted in the example in questions 23 above, all amounts awarded are considered taxable income according to IRS regulations.
- 23. If I open a Dependent Care Expense Account (DCEA), will my ECCAP award be taxable?
  The ECCAP award is always processed as taxable income. However, if you open a DCEA in the same amount as the ECCAP award, this may offset the taxation of the ECCAP award.
  
  For example, if you receive a $5,000 ECCAP award and open a DCEA account in the amount of $5000, the total award would not be subject to federal income taxes. However, in New Jersey the amount will be taxable income.
- 24. If I receive an ECCAP award and have a Dependent Care Expense Account (DCEA), how will I receive my ECCAP award?
  If you have a 12 month position, you would:
  
  -Pay child care expenses as usual.
  -Submit a claim form along with your receipts to Crosby Benefit Systems to request reimbursement for eligible expenses.
  
  Crosby will process your claim. Your award will be paid over a 12–month period and will appear as taxable income in your check while your DCEA appears as a pre–tax deduction.
- 25. If my spouse already has a DCEA and we are eligible for an ECCAP award, will this limit the amount of my award?
  The ECCAP award is based on combined annual household income and determined by the adjusted gross income as indicated on your federal tax returns.
- 26. What is the deadline for submitting an ECCAP reimbursement to Crosby?
  Claims may be submitted to Crosby through September 30, 2009, for the fiscal year July 1, 2008 through June 30, 2009. Your submission must be postmarked by September 30, 2009.
- 27. What happens to DCEA money that I don’t use?
  The IRS guidelines require that any monies that remain in a DCEA after April 1 are forfeited.
Retirees 65 & Over
- 1. My doctor does not accept Medicare. Will I still receive reimbursement from the Princeton Medicare Plan?
  If your doctor does not accept Medicare, the plan will reimburse you as if Medicare paid its portion of the expense. For example, if your doctor does not accept Medicare, the Princeton Medicare Plan will reimburse you 50 percent of the remaining 20 percent of the Medicare allowable expense. However, you are responsible for the difference between what Medicare would have allowed and any additional charges that you may incur from the doctor.
- 2. Is the lifetime maximum unlimited for individual and family?
  Yes.
- 3. What is a deductible?
  A deductible is the calendar year out-of-pocket expense you incur before the Princeton Plan pays you any reimbursement.
- 4. What is coinsurance?
  Coinsurance is the maximum out-of-pocket expense that you can incur in a calendar year.
- 5. If I switch from the Premium or Standard Plan to the Princeton Medicare Plan, will I be able to switch back to the Premium or Standard Plan in the future?
  No, if you switch to the Princeton Medicare Plan you must remain in that plan. You will not be able to switch back to the Premium or Standard Plan in the future
- 6. Under the Princeton Medicare Plan, will I still be covered if I reside abroad?
  Yes. If you reside abroad and have a permanent address abroad, you will be covered under the Princeton Medicare Plan provided that, if eligible, you certify that you have applied for benefits that are locally available before submitting claims to the Princeton Medicare Plan.
- 7. What is the difference between mail order and retail pharmacy?
  Mail order is a 90 day supply. Retail pharmacy will only dispense up to a 30 day supply at any given time
- 8. My deductible for the Prescription Drug Plan cross applies between the retail and the mail order programs. What does that mean?
  For all retirees in the Standard or Premium Medical Plan, the deductible under the Prescription Drug Plan is $115 for individuals, and $230 for family coverage. You can satisfy this deductible through the retail program and/or the mail order program.
  
  For example, if you purchase your first prescription in 2009 through retail and it costs $40, you will need to spend another $75 in prescriptions, either through retail or mail order, before you will have satisfied your $115 deductible. After you have reached the annual deductible you will pay the applicable copay for each of your prescriptions through both retail and mail order.
  
  Effective January 1, 2007, participants in the Princeton Medicare Plan no longer have to satisfy a prescription drug plan deductible.
Short Term Disability
- 4. What Is The Approval Process For Short Term Disability?
  Your application for short term disability does not automatically qualify you for benefits.
  
  The decision will be based on your medical diagnosis and your ability to perform the duties of your job, or any appropriate work which may be offered. The following criteria also must be met:
  
  1. The employee must be unable to perform his or her regular job or any work appropriate to the disability that may be offered.
  
  2. The employee must be disabled for at least eight full consecutive calendar days as certified by a licensed health care provider.
  
  3. The employee must be under the care of the appropriate licensed health care provider for the presenting condition who certifies the limitation that prohibits the employee from working, and provides the treatment plan, regimen and schedule for recovery and return to work.
  
  4. The employee must be following the treatment plan as provided by his/her health care provider.
  
  5. The employee must complete and submit the short term disability application to the Office of Employee Health.
  
  6. The disability medical certificate furnished by the employee must be acceptable to the Office of Employee Health.
- 1. What is the University’s Short term Disability Policy?
  Princeton University provides sporadic absence days if you are absent due to an illness or injury and if you are a benefits eligible employee. However, if your non work-related illness or injury is serious and requires you to be absent for 8 or more full consecutive calendar days, you can apply for short-term disability leave. The University's self insured Short term Disability Plan is established in accordance with the Temporary Disability Law of the State of New Jersey. It provides income protection in the event of a short-term disability, up to a maximum of 26 weeks, based upon your meeting specific eligibility requirements.
  
  Note: Short term disability leave (except for pregnancy and childbirth) is counted as time taken under the federal Family & Medical Leave Act (FMLA), when eligible
- 2. Who Is Eligible?
  All regular, benefits eligible staff members can apply for short-term, or short-term disability, benefits. (If you are a member of a union, you may be paid according to a different schedule and/or rate and you should consult your union contract.) You must be under the continuous care of a licensed health care provider who certifies that you are unable to perform your regular job or any work appropriate to the disability that may be offered, and who provides updated medical information on a regular basis.
  
  If you are a probationary employee or a non-benefits eligible or temporary employee, you may be eligible for the minimum legal disability benefit as defined under the New Jersey State Statute.
- 3. How Do I Apply?
  You must inform your supervisor that you are unable to work and are applying for short term disability benefits. At that time you should discuss how your absence from the workplace will be charged while your application for short term disability benefits is being reviewed.
  
  With supervisory approval, time out of the workplace may be charged to sporadic absence time, vacation time, or to a leave of absence without pay. Either your department will provide, or alternatively, you can download from the HR web site an application and medical certificate which must be completed by your health care provider.
  
  To ensure medical confidentiality, the application and medical certificate should always be returned to the Office of Employee Health promptly and by no later than 2 weeks from the onset of the disability. You should not discuss your underlying medical condition or diagnosis with your supervisor.
- 5. What Is The Procedure For Medical Certificate Review?
  If your initial medical certificate indicates that your health care provided has not determined a return to work date, the Office of Human Resources will inform you in writing that you must provide an updated medical certificate by a date determined by the Office of Employee Health. The Office of Employee Health may contact your health care provider to discuss your disability if the return to work date is not indicated on subsequent medical certificates, or if there are questions regarding your medical condition and the indicated return to work date. The Office of Employee Health may discuss your physical job requirements with your health care provider to determine if short-term or permanent workplace restrictions will be beneficial and enable you to return to work.
  
  Your health care provider must provide all information requested, including questions pertaining to light duty and which parts of the job cannot be performed. Incomplete forms may result in suspension of disability benefits until all the information on the form has been completed. If your disability benefits are suspended, time out of the workplace will be charged to vacation or as leave without pay.
  
  During your disability period, you may be asked by the Office of Employee Health to go to McCosh Health Center and/or to another health care provider (at no cost to you) for an Independent Medical Evaluation (IME) or Functional Capacity Examination (FCE). Your condition and ability to do the job will be evaluated.
- 6. What Will I Be Paid?
  All regular benefits eligible employees: full base pay up to 12 weeks and 75% of base salary for an additional 14 weeks
  
  Biweekly employees (during Probationary Period): NJ State Temporary Disability Rate
  
  Casual employees: NJ State Temporary Disability Rate
  
  Union employees: refer to union contract
  
  Employees on an unpaid leave of absense or scheduled non-working period (applies to those working less than a 12-month schedule): NJ State Temporary Disability Rate
- 7. Will my job be held for me?
  In general, supervisors will make an effort to hold a position for up to 26 weeks for a regular employee who is absent from the workplace because of a short-term disability.
  
  1. the medical prognosis, by an authorizing health care provider, indicates that the employee's condition will not improve sufficiently within a reasonable period of time to allow the person to return to work and to be able to perform the essential duties of the position and/or
  
  2. the supervisor can clearly demonstrate, to the satisfaction of Human Resources, that the continuing absence seriously interferes with the effective operation of the workplace.
  
  Positions are not held for probationary or casual employees.
- 8. What is the return to work procedure?
  When your health care provider indicates that you are able to return to work, you must see a medical clinician in the Office of Employee Health at McCosh Health Center. You must schedule an appointment for either the day before or the morning of your expected return to work by calling (609) 258-5035. Failure to contact the Office of Employee Health once you learn your return to work date may result in time being charged to leave without pay.
  
  The Office of Employee Health will assess whether you are physically able to perform your job duties, and with your supervisor and Human Resources will determine if there is a need for temporary or permanent work modifications or accommodations.
- 9. If I return to work and am absent again due to the same medical condition, do I start a new short term disability period?
  If you are back in the workplace for 14 calendar days or less, the two disabilities are counted as one continuous period of disability of up to 26 weeks.
  
  Please note that if employees return and are then absent from work with the same short term disability illness or injury within 30 consecutive days of return, the absences from the workplace are counted as the same or continuing disability for purposes of long term disability.
  
  Any resulting overpayment must be repaid to the University.
- 10. What happens if I have multiple disabilities in excess of 26 weeks in a 12 month period?
  There are rare instances when an individual may experience a relapse of disability or a new disability within a 12-month period. This is defined by an approved return-to-work period that is greater than 14 days followed by a subsequent newly approved disability period. In these instances, the state formula in effect at the time of the disability is paid for any approved disability period in excess of 26 weeks in any 12-month period. Pay received during a new disability period within a 12-month period is limited to a total of two-thirds of your pay received in the immediate 12 months prior to the start of the new disability period.
- 11. How is the 12 month rolling period different than the current anniversary date approach?
  The benefit provided by the University of 100% of base salary for the first 12 weeks of short term disability and then 75% of base salary for the following 14 weeks of short term disability will reset as of the first date of an absence that occurred in the past 12 months instead of resetting upon your anniversary of service date. This change provides a consistent treatment of short-term disability benefits to all eligible employees.
  
  For example, Jessie is on short term disability for 12 weeks starting January 1. She is returned to work, but goes back out on short term disability for 12 weeks starting June 1. Jessie returns to work and crosses her anniversary date on September 1. Starting October 1, Jessie is unfortunately out again on short term disability for 4 more weeks. Under the previous disability policy, Jessie receives 100% pay during this last period of absence since she crossed her anniversary date prior to her latest disability.
  
  Under the policy effective January 1, 2012, Jessie would receive 100% pay for the first 12 weeks of short term disability, 75% for the next 14 weeks and state formula for the remaining weeks (2 weeks) that exceed a total of 26 weeks in a 12 month period. Jessie will be eligible for 100% short term disability pay again starting January 1 when the first absence in the last 12 months started.
  
  Essentially, an individual will never receive the 100%/75% benefit formula for more than 26 weeks in any 12 month period. In the case of multiple disabilities, an individual may receive the state formula if they exceed 26 weeks of eligible short term disability in a 12 month period, just as they may today .
- 12. When should I apply for long term disability?
  If, after three months, your health care provider indicates that the your short term disability leave may extend beyond 26 weeks, information regarding the University's Long Term Disability Insurance (LTD) plan will be sent to you. Applying for LTD benefits at this time helps to guard against an interruption in income in the event that you are unable to return to work within your 26 week short term disability period and are approved for long term disability benefits.
- 13. What happens if my short term disability continues beyond 26 weeks and my LTD application is still pending?
  If your application for LTD benefits is pending at the end of your short term disability, you may be placed on an unpaid leave of absence for 30 days.
  
  If your application is approved within this time period, the benefit is retroactive to the end of your short term disability. If your LTD application is still pending at the end of the 30 day unpaid leave of absence, your unpaid leave of absence may be extended for an additional 30 days. If your application for LTD benefits is denied, your employment may be terminated. However, you have the right to appeal the decision of denial with the long term insurance carrier.
- 14. How are short term disability leave and the federal Family and Medical Leave coordinated?
  When you are on a short term disability leave, the time is counted simultaneously as a family and medical leave under the federal FMLA, provided you have met the eligibility requirements. If eligible, you are guaranteed return to the same or comparable position for the first 12 weeks of short term disability taken within a 12 month period.
- 15. How do my prior disabilities affect my benefits for my new disability?
  In order to ease the transition to the new benefits formula, the policy will work as follows for 2012:
  
  The University will not apply the 12-month look back period for this year. Any disabilities that begin on or after 1/1/12 will not be affected by previous disabilities in 2011, and the employee will be eligible for up to 12 weeks of 100% pay, followed by 14 weeks of 75% pay.
  
  The University will look at previous 2012 disabilities if an employee has multiple disabilities in 2012. For example, if an employee has a disability beginning in January 2012 and receives 12 weeks of 100% pay, the employee will receive 75% pay for a new disability that occurs later in 2012.
  
  The 12-month rolling calendar will become effective 1/1/13. For example, if an employee becomes disabled on 1/1/13, the University will count any previous disabilities back to 1/1/12 to determine benefits.
  
  For employees that have a disability period that crosses from 2011 into 2012, the University will evaluate each situation to ensure the employee receives the better option during the transition between the old and the new plans for that disability period. If this person returns to work and experiences a new disability later in 2012, the University will count all days used in 2012 when calculating the benefit for the new disability period.

Short Term Disability (Maternity)

1. How does short term disability work for maternity?
A short term disability for maternity adheres to the same requirements, benefits and procedures for all other medical conditions related to personal, non-work related illnesses or injuries.

A short-term disability for maternity begins when your licensed health care provider certifies that you are not able to work and it ends when your licensed health care provider determines that you are able to return to work based on your ability to perform the essential requirements of your position.

Please refer to policy 3.1.10 Short term Disability for more specific information.
2. What medical certification is required?
You are responsible for submitting the Application for Short term Disability Benefits and first Medical Certificate Form promptly and by no later than 2 weeks from when you go out on disability.

To ensure medical confidentiality, please send all forms directly to the Office of Employee Health.

If your maternity short-term disability begins more than four weeks prior to delivery, you may be required by the Office of Employee Health to provide additional medical certificate(s) prior to the delivery.

You must return a medical certificate to the Office of Employee Health within three weeks following the birth of your baby. By this time, your health care provider usually is able to determine a return to work date, which should be documented on the medical certificate. Please remember to inform your supervisor as soon as possible about the birth of your baby and to discuss your plans.

Additional medical certificates are required only if the return to work date changes or if your health care provider is unable to document a return to work date on the medical certificate submitted after the delivery. In these situations, you should provide medical certificates to the Office of Employee Health within 6 weeks of the birth of your baby, or as specified by Employee Health.

In most instances (barring any complications), six weeks is the ordinary period of disability for a normal delivery and eight weeks for a C-section. If your short-term disability extends beyond the six–or eight–week post–partum timeframe, you may be required by the Office of Employee Health to provide additional medical certificate(s).
3. What will I be paid?
All regular benefits eligible employees: full base pay up to 12 weeks and 75% of base salary for an additional 14 weeks

Biweekly employees (during Probationary Period): NJ State Temporary Disability Rate

Casual employees: NJ State Temporary Disability Rate

Union employees: refer to union contract

Employees on an unpaid leave of absense or scheduled non-working period (applies to those working less than a 12-month schedule): NJ State Temporary Disability Rate

4. Can I change my benefits, and is there a timeframe to make the change?

The birth (or adoption) of your baby is a Qualifying Status Event which enables you to modify your current benefit plans within specific timeframes (see chart below). If you wish to modify any of these benefit plans, you must request a new Benefits Enrollment Form from the Benefits Team and the appropriate health plan enrollment or change form, if applicable. Then, you must submit the completed forms and a copy of the birth certificate to Human Resources within the specific timeframes described below.

Benefit Plans You Can Modify Following the Birth (or Adoption) of Your Baby	Timeframe from Date of Birth or Adoption to Make Change
Medical Insurance	90 days
Dental Insurance	90 days
Vision Insurance	90 days
Heath Benefit Expense Account	90 days
Dependent Care Expense Account	90 days
Supplemental Life Insurance	31 days

Because the abovementioned benefit plans are regulated by the IRS, the University is not permitted under the rules of the IRS to make any exceptions for late submissions of benefit enrollment forms.

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5. What leaves of absence may I take?
Federal Family & Medical Leave (FMLA)

Time absent from the workplace because of a documented short-term disability, including pregnancy or childbirth, is counted also as time taken under the federal Family and Medical Leave Act (FMLA) for employees who meet the eligibility requirements. The University guarantees that at the end of family and medical leave, the employee can return to the same position or equivalent position. To determine eligibility for FMLA, please consult the policy, your supervisor and/or Human Resources.

You must request the leave in writing to your manager with a copy to Human Resources at least 30 days prior to the start of the leave.

New Jersey Family Leave Act

When your health care provider determines you are able to return to work, your short-term disability ends. Under the New Jersey Family Leave Act (NJFLA), you may request an unpaid leave of absence for up to 12 weeks. To be eligible, you must have been employed for at least 12 months and worked at least 1,000 hours in the preceding 12 months.

If you did not use your full 12 weeks of federal family and medical leave during your short-term disability, the leave simultaneously counts against your leave entitlements under both FMLA and NJFLA. You will be guaranteed return to the same or equivalent position.

Personal (Parental) Leave

If you have a minimum of one year of service, you may request an extension of the family leave with unpaid Personal (Parental) Leave for an additional 40 weeks for a total leave period not to exceed one year. However, the guarantee of return to the same or equivalent position applies only to the first 12 weeks of family leave.

You and your supervisor should discuss and agree in advance and in writing on the conditions of the leave and whether or not efforts will be made to hold the position. You and your supervisor should send a copy of the request and approval for the personal leave to the Human Resources for final review and approval.
6. What are the procedures to return to work after personal (parental) leave (if the job has been held)?
You should contact your supervisor at least two weeks prior to confirm your intended date of return documented in your written request.
7. What are the procedures to return to work after personal (parental) leave (if the job has not been held)?
You must notify your supervisor or Human Resources in writing of your intent to return from leave at least 2 weeks prior to your intended date of return.

Personal leaves are granted with the assumption that the employees expect to return to the University. Although the University normally does not guarantee that the employees will return to the same position, reasonable effort will be made to help you identify and apply to other positions for which you are qualified.
8. What happens to my vacation accruals?
Employees normally are paid for unused accrued vacation time at the start of the family leave. Payment for unused vacation can serve to offset the unpaid family leave. No additional vacation time is accrued while you are on family or personal (parental) leave.

You should discuss payment for your unused vacation accruals with your manager prior to the start of your family leave. The agreement reached between you and your manager should be included in the written request for your family and personal leaves.
9. Are resources available to assist me with my child care needs?
You can find information about child care resources on our website, including a referral to Carebridge. A Carebridge child care specialist at (800) 437-0911 can develop a personalized referral and verify current rates, hours and other information that you may need.
10. Whom do I contact if I need additional information?
If you have questions about your maternity disability and leave options, please call or e-mail us. We’re here to help you!