Catholic Independent Schools of Vancouver Archdiocese

Benefits Workshop

Presented by: Stephanie Bird, Benefits AdministratorApril 17, 2015

Overview

1. Disability Leave:• STD/LTD Benefit• “Own job” definition• Duty to

Accommodate

2. Maternity Leave• Maternity/STD Benefit• Employment

Insurance and Top-Up• Maternity Leave

Calendars

3. Pension• Contribution levels,

etc.

4. Benefit Class structure:

• Benefit Class 2 review

5. Re-enrollment• Important Dates• Review of

requirements• Need for Annual

salaries

If an employee is going to be away from work for 14 consecutive days, he MUST apply for disability.

Only 10 sick days should be paid out. After this, disability payments will kick in

Disability: Things to Note!

What is the definition of disability Disabled means being unable to perform the essential duties of

your occupation for your employer due to illness or injury.

Waiting period There will be a waiting period of 14 consecutive days before

you receive your benefit payment; this will include the

10-day paid sick leave, if applicable.

How much you will be paid 66.67% of your weekly earning rounded to the next dollar, up to

a maximum of $2,600/week for 15 weeks.

Benefit amt = Annual salary/no. of weeks/year * 66.67%

Short-Term Disability (STD)

When used in this Short Term Disability section, disabled means being unable to perform the essential duties of your occupation for your employer or any other employer due to an illness or injury.

The availability of work is not considered when assessing disability.

After 24 months on disability the definition changes to essential duties of any occupation.

STD defined - your job

LTD is for Class 1 and Class 4 (Priests) employees only

There is a waiting period of 119 days before you are eligible to receive LTD payments.

The employee will receive 67% of monthly

earnings rounded to the next dollar, up to the maximum of $12,000/month.

Long-Term Disability (LTD)

The employer must accommodate a gradual return to work by the employee once approved by the employee’s physician and the disability office.

The employer must inform the benefits office of the return to work date

For status update regarding an employee on disability please contact Stephanie at the Benefits Office.

Disability: Things to Note!

When submitting a disability claim please make sure to email the benefits office of the employee’s pro-rated RPP amounts. This also applies to maternity leave.

Example: If the employee’s last paid day is the 15th of

the month, we will need to know his earnings from the 1st to the 15th to calculate pension.

Disability: Things to Note!

Things to keep in mind when an employee goes on maternity leave:

• EI Benefits• Top Up benefits (if applicable)• Short Term Disability (STD)Benefits• Informing the benefit office whether the

employee is keeping or waiving pension

Maternity: Benefits

• Childbirth by normal delivery: 4 weeks payable benefit

• Childbirth by c-section delivery: 6 weeks payable benefit

Note:

An employee who was previously on STD due to pregnancy related complications will not be required additional forms for this benefit. The disability office will continue to pay the employee for a 4 or 6 week period, as of the date of birth of the child.

Maternity: STD Maternity Benefit under Great West Life

These post delivery claims are handled in the same manner as any other STD claim:

• The employee (including physician’s statement) and employer statements must be completed.

• The 14 consecutive day waiting period still applies.

• Claims are still adjudicated in the same manner (ie: 66.67% of their gross earnings).

Note: Top Up is NOT payable when employee is receiving

this benefit. It can be paid during STD waiting period.

Maternity: STD Maternity Benefit

Sick days paid and vacation pay (if applicable) must be reported on the Record of Employment (“ROE”).

The EI waiting period will start from the last day paid.

Top-Up benefits are for CISVA teachers/principals only.

Top-Up benefits are between 6-15 weeks depending on what the doctor reports on the Maternity Medical Leave Report.

Maternity: Important things to note!

Employee has baby on scheduled due date.

Employee decides to begin Maternity Leave 3 weeks before due date.

Employee has a natural childbirth.

Maternity: Scenario 1

S unday Monday Tuesday Wednesday Thur sday Fr iday S atur day

1 2 Last day worked 3 Sick day 4 Sick day 5

6 7 Sick day 8 Sick day 9 Sick day 10 Sick day 11 Sick day 12

13 14 Sick day 15 Sick day 16 Sick day 17 EI Wait period begins 18Good Friday

19

20Easter Sunday

21Easter Monday

22 23 Baby Born: STD Wait Period Begins

Top-Up can be paid

24 25 26

27 28 29 30

April

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 EI Wait period Ends

2 EI Payable 3

4 5 EI Payable 6 EI Payable 7 EI PayableSTD Wait Period ends. Top-Up susp.

8 STD Payable(EI must be susp.)

9 STD Payable 10

11 12 STD Payable 13 STD Payable 14 STD Payable 15 STD Payable 16 STD Payable 17

18 19 STD Payable 20 STD Payable 21 STD Payable 22 STD Payable 23 EI PayableTop-UP Starts again

24

25 26 EI Payable 27 EI Payable 28 EI Payable29 EI Payable 30 EI Payable 31

May

Employee needs to go on disability due to pregnancy related illness in January.

Employee has a C-Section birth in February.

Maternity: Scenario 2

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1New Year's Day

2 3 Last day worked 4 STD Wait Period Begins

5 STD Wait 6 Sick DaySTD Wait

7 Sick DaySTD Wait

8 Sick DaySTD Wait

9 Sick DaySTD Wait

10 Sick DaySTD Wait

11 STD Wait

12 13 Sick DaySTD Wait

14 Sick DaySTD Wait

15 Sick DaySTD Wait

16 Sick DaySTD Wait

17 Sick DaySTD Wait

18 Sick DaySTD Wait

19 20 STD Payable 21 22 23 24 25

26 27 28 2930 31

January

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1

2 3 4 5 6 7 8

9 10 11 Baby Born: C-SectionEI Wait period beginsNo Top-Up while on STD

12 13 14Valentine's Day

15Flag Day

16 17 18 19 20 21 22

23 24 25 EI Wait period ends. STD still payable(EI cannot be collected while on STD)

26 27 28

February

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1

2 3 4 5 6 7 8

9 10Commonwealth Day

11 12 13 14 15

16 17St. Patrick's Day

18 19 20 21 22

23 24 25 26 EI Payments begin now that STD Maternity benefit has ended. Top-Up resumes.

27 28 29

30 31

March 2014

Who is eligible to join our Registered Pension Plan (RPP)?

Any CISVA employee who works minimum of 20 hours per week on a permanent basis.

Under Benefit Class 100 (Pension Only), any CISVA employee who has worked for two consecutive years earning 35% of the Year Maximum Pensionable Earnings (YMPE).

2013: $17,885 2014: $18,375 2015: $21,440

When can employee leave the Registered Pension Plan (RPP)?

An employee can leave the plan only upon termination of his employment (resigned, retired, laid off). Once an employee is in the Plan he cannot opt out even if his work hours fall below 20 hours per week. If it happens, the employee’s benefit class is reclassified to Class 100 (pension only).

Pension :Eligibility Review

Contribution levels are based on the following percentages of gross annual earnings for CISVA employees:

• 3% or 7% - new or existing employees • 7.5% - employees in the 15th year of service• 8% - employees in the 20th year of service • 9% - employees in the 25th year of service

Note: For employees participating in the pension plan, percentage

contribution to the plan will be based on the benefits offered by the employer in the contract, the amount will be paid by payroll deduction.

If approved, pension contribution can only be changed at the

beginning of the new fiscal year – every September 1st.

Pension: Contribution

Upon new hiring, the employer is expected to make the new employee understand his options for pension benefit.

Pension: employee option

• An employee’s length of employment determines his eligibility and benefit levels for participation in the pension plan. (only after 15, 20 or 25 year of service” )

• Any application for an increase to employee’s pension contribution will not be considered unless the application form is completed in full.

• Group Coverage Change form must be completed too!

Pension: Application to Increase Pension Contribution

Total employer and employee contributions to an RPP (including Voluntary RPP contributions) are limited to the lesser of the current year’s contribution limit (as set by CRA) and 18% of the employee’s pensionable earnings for the current tax year.

For 2015, Revenue Canada has set the contribution limit at: $25,370

◦ This does not mean that you can simply contribute up to $25,370. Remember, it’s the lesser of 18% of your earnings or $25,370.

Pension: Allowable Contributions to the Pension Plan

Life Insurance (2 x salary)

AD&D Insurance (2 x salary)

Short-term disability (STD)only

Extended Health (Single or Family coverage)

Reduced Dental coverage (Single or Family coverage)• No major coverage (ie: crowns, bridges)• No orthodontic coverage• Reduced dental rate compared to class 1 employee

Critical Illness

Voluntary Critical Illness (EE and spouse)

Pension

Benefit Class 2: Employee on1year Short-term Contract)

20 hour minimum work-week requirement enforced for Benefit Class 1, 2, 4 and 8

Class 1: Permanent (FT/PT) Employees Class 2: 1-year contract employees

This is not intended to be used as a “probation” class Class 3: Employees on an approved LOA Class 4: Priests Class 5: Retirees Class 8: All Other Participants (ie: non-salary staff) Class 100: Pension only

Benefit Classification & Mandatory Participation

Important to note:

If you are hiring an employee on a 1-yr period contract, with no intent to rehire him, the employee’s benefits would be categorized as Class 2.

However, if you are hiring an employee (i.e. TA/SEA in schools) for a 1-year contract but you intend to rehire him on ongoing basis, then for all intents and purposes you are considering him to be a permanent employee. Regardless of funding, the employee’s benefits should be recategorized to Class 1.

Benefit Class 2 - continued

The Benefit Administration Office will be emailing you two documents: (1) Employee Data and (2) Re-enrollment form. Both are Excel spreadsheets that are not PDF protected; therefore, you can make changes accordingly.

The later document is to be completed in full, with supporting original documents (if applicable), and returned to the Benefits office before the submission deadline.

This information will be sent by May 15th, 2015.

Re-enrollment Process:

Deadline for submitting the 2015/2016 re-enrollment documentation is Friday, June 19th.  All original documentation must be forwarded to the Benefit Administration Office.  Please retain copies for your own records.

Deadline:

IMPORTANT: please note that every employee that will be listed on your June billing statement must appear on your upcoming re-enrollment excel spreadsheet. Their employment status with you may have changed (or ended for that matter), but clear documentation needs to be recorded to support that change.

Re-enrollment Process cont’Second document = Re-enrollment Form

The 2nd Excel spreadsheet needs to be returned to me for processing of the upcoming September 2014 billing statement. The following required columns need to be completed in full, in alphabetical order (by last name):

Division No. Name (already done for you) ID Number (already done for you) Annual Salary Benefit Class Occupation Hours Worked Per Week No. of Weeks Worked per Year Change required (Y/N)

NOTE: it is imperative that you indicate how many weeks per year youremployee works and how many hours per week they work. This

informationis required for disability claim purposes. This figure is used to accurately calculate the Short-term disability benefit & required premiums.

Re-enrollment Process cont’Second document = Re-enrollment Form cont’

A Group Coverage Change form is not needed for the following

changes to existing employees:

1.Correction of spelling to existing Employee’ name (first or last name)

2.Correction to existing date of birth information3.Straight-forward salary change (increase or decrease)4.Weeks worked per year5.Hours worked per week6.Minor address change (example: only part of the employee PostalCode is wrong or only a digit of a house number is wrong)

For these (specific) aforementioned changes, simply report the changes/details on the Excel spreadsheet. No back-uppaperwork is required! The Benefits Office will take this information as being true and benefits for next year will be based on the information provided by you.

Reporting minor Changes – where a change form is NOT required:

Employees off on Maternity Leave: if you have a staff member off on mat

leave, please remember that they are eligible for the salary increase as if they were physically/actively at work. Please note the salary change accordingly. If you have an employee going off on maternity leave or returning from

maternity leave, as of September 1st, please ensure that you advise if changes to the pension plan is required (example: reinstating pension contributions).

Employees off on disability or an approved leave or absence (LOA): if you

have a staff member off on either one of these leaves, please note that they

are not eligible for a salary increase at this time. If you have an employee going off or from either of these leaves, as of

September 1st, please ensure that you advise if changes to the pension plan are required (example: reinstating or suspending pension contributions).

Re-enrollment Process cont’

The Benefits office will not manually calculate the earnings for you. We

will simply process the figure that you have supplied us with.

If a change to any of these columns has been applied, please indicate

“Yes” () in the Change required column. In the Notes field, specify the

change to assist our office in recognizing the change. We want to ensure that we don’t overlook anything.

Re-enrollment Process cont’

A Group Coverage Change form is needed for the following changes to existingemployees: 

1.Change to employee surname (example: employee married over the summer)2.Full Address change3.Change to dependent coverage (example: adding/terminating dependent)4.Revising Extended Health or Dental benefits (example: Single-Family or

vice versa) 5.Revising pension contribution levels (example: 3% to 7% and vice versa)6.Changing existing Life and Pension beneficiary information 7.Addition of a contingent beneficiary to the Life and Pension benefits8.Transfer of employer information (example: employee moving from one school toanother or employee moving from one parish to another)9.Benefit class change

If a change is requested for existing employees, indicate “Yes” () in the Change Required field. In the Notes field, specify the changes and include the applicabledocuments (originals only) to support the requested change.

Reporting significant Changes – where a change form IS REQUIRED:

For new employees, please add them to the employee listing on the Re-enrollment form, in alphabetical order. New employees should not be added to the bottom of the re-enrollment listing. Therefore, please “insert” a new line accordingly, and enter the employee data.  Indicate that the individual is a new employee in the Notes column and include their Application for Group Coverage (pension application form will be required too if they're participating in our RPP). Original documents only!

CLASS 2 Employees are ELIGIBLE for pension!!

New Employees

Termination of employment. Always indicate the effective date of the termination.

Retiring employee – the Benefit Representative must let the retiring employee knows that they are entitled to join the Benefit plan as a Retiree Member (100% of the premiums will paid by the retired member). Please indicate on the form if the employee would like to join the plan or not.

Other changes that requires the change form

Employee who previously waived their Extended Health and/or Dental benefits (due to spousal coverage), and now decides that they want dual insurance (ie: maybe they want to double-up on coverage due to children's expenses) - he/she would be considered a late applicant.

The Evidence of Insurability form will need to accompany the Application for Group Coverage or the Group Coverage Change form when someone is deemed to be a late applicant.

For those individuals approved as a late applicant, Dental benefits are restricted to the following:For the first 12 months of coverage the Dental Maximum for Routine, Major and Orthodontic expenses will be $250 combined

Please note that if the employee applied for the Extended Health and has been declined, they will no longer qualify to join in our plan even if they loss the spousal coverage.

Late Applicant Rule:

Contact Benefit Office: 604-683-9331

Stephanie

For questions regarding:

Disability Maternity leave Pension policy

interpretation

Edna

For questions regarding:

• Claims inquiries• Information updates• Student recertification• Monthly billing

payment or inquiries• Website assistance

Thank you!!