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Presented by: Stephanie Bird, Benefits Administrator April 17, 2015.

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1 Presented by: Stephanie Bird, Benefits Administrator April 17, 2015

2 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 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 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

3  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

4  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 applicab le.  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%

5  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.

6  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.

7  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.

8  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 15 th of the month, we will need to know his earnings from the 1 st to the 15 th to calculate pension.

9 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

10 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.

11 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.

12  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.

13  Employee has baby on scheduled due date.  Employee decides to begin Maternity Leave 3 weeks before due date.  Employee has a natural childbirth.

14 SundayMondayTuesdayWednesdayThursdayFridaySaturday 12 Last day worked3 Sick day4 Sick day5 67 Sick day8 Sick day9 Sick day10 Sick day11 Sick day12 1314 Sick day15 Sick day16 Sick day17 EI Wait period begins 18 Good Friday 19 20 Easter Sunday 21 Easter Monday 22 23 Baby Born: STD Wait Period Begins Top-Up can be paid 242526 27282930 April

15 SundayMondayTuesdayWednesdayThursdayFridaySaturday 1 EI Wait period Ends2 EI Payable3 45 EI Payable6 EI Payable 7 EI Payable STD Wait Period ends. Top-Up susp. 8 STD Payable (EI must be susp.) 9 STD Payable10 1112 STD Payable13 STD Payable14 STD Payable15 STD Payable16 STD Payable17 1819 STD Payable 20 STD Payable21 STD Payable22 STD Payable23 EI Payable Top-UP Starts again 24 2526 EI Payable27 EI Payable28 EI Payable 29 EI Payable30 EI Payable31 May

16  Employee needs to go on disability due to pregnancy related illness in January.  Employee has a C-Section birth in February.

17 SundayMondayTuesdayWednesdayThursdayFridaySaturday 1 New Year's Day 2 3 Last day worked4 STD Wait Period Begins 5 STD Wait 6 Sick Day STD Wait 7 Sick Day STD Wait 8 Sick Day STD Wait 9 Sick Day STD Wait 10 Sick Day STD Wait 11 STD Wait 12 13 Sick Day STD Wait 14 Sick Day STD Wait 15 Sick Day STD Wait 16 Sick Day STD Wait 17 Sick Day STD Wait 18 Sick Day STD Wait 1920 STD Payable2122232425 26272829 3031 January

18 SundayMondayTuesdayWednesdayThursdayFridaySaturday 1 2345678 910 11 Baby Born: C- Section EI Wait period begins No Top-Up while on STD 1213 14 Valentine's Day 15 Flag Day 16171819202122 2324 25 EI Wait period ends. STD still payable (EI cannot be collected while on STD) 26 2728 February

19 SundayMondayTuesdayWednesdayThursdayFridaySaturday 1 2345678 9 10 Commonwealth Day 1112131415 16 17 St. Patrick's Day 1819202122 232425 26 EI Payments begin now that STD Maternity benefit has ended. Top-Up resumes. 272829 3031 March 2014

20 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).

21 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 1 st.

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

23 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.application form Group Coverage Change form must be completed too! Group Coverage Change form

24  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.

25  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 employ ee  Critical Illness  Voluntary Critical Illness (EE and spouse)  Pension

26  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

27 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.

28  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 15 th, 2015.

29 Friday, June 19th  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.

30 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.

31 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 your employee works and how many hours per week they work. This information is required for disability claim purposes. This figure is used to accurately calculate the Short-term disability benefit & required premiums.

32 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 information 3. Straight-forward salary change (increase or decrease) 4. Weeks worked per year 5. Hours worked per week 6. Minor address change (example: only part of the employee Postal Code 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-up paperwork 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.

33 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 1 st, 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).

34 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.

35 A Group Coverage Change form is needed for the following changes to existing employees: 1. Change to employee surname (example: employee married over the summer) 2. Full Address change 3. Change to dependent coverage (example: adding/terminating dependent) 4. Revising Extended Health or Dental benefits (example: Single-Family or vice versa) 1. Revising pension contribution levels (example: 3% to 7% and vice versa) 2. Changing existing Life and Pension beneficiary information 3. Addition of a contingent beneficiary to the Life and Pension benefits 4. Transfer of employer information (example: employee moving from one school to another 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 applicable documents (originals only) to support the requested change.

36 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!!

37  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.

38  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.

39 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


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