Benefits

The Coronavirus Aid, Relief, and Economic Security Act (CARES Act) signed into law on March 31, 2020 contains important provisions that will affect HSAs, HRAs and FSAs.

Effective immediately:

• HSA-qualified health plans can now cover telehealth and other remote care service expenses below the HDHP statutory deductible limit, or at no or low-cost sharing, without affecting an account holder’s ability to continue contributing to their HSA. This provision will last until December 31, 2021.

• Over-the-counter drugs and medicines can be paid for or reimbursed through an FSA, HRA or HSA without a doctor’s prescription.

• Menstrual care products are now considered a qualified medical expense and are eligible for payment or reimbursement through an FSA, HRA or HSA. All expenses incurred after December 31, 2019 qualify, and the provision has no expiration date.

As a participant in our Santa Clara University Tax Deferred Annuity Plan 403(b) Plans, we want to make you aware of the options available to you as a result of the Coronavirus Aid, Relief and Economic Security (CARES) Act.

The act was signed into law by the president on March 27 and provides options for you to consider as you navigate financial decisions in the coming months. As always, we recommend reaching out to your Fidelity or TIAA financial consultant to review your current situation–along with short- and long-term financial goals–before making any decisions.

Santa Clara University has chosen to adopt the following CARES Act provisions for our retirement plan:

• Penalties and withholding are waived for qualified distributions from retirement plan accounts
• Retirement plan loan limits have been increased
• Optional suspension of required minimum distributions (RMDs) for 2020

In addition to these CARES Act relief measures, the deadline for 2019 Individual Retirement Account (IRA) contributions has been extended from April 15 to July 15, 2020.

 CARES Retirement Loan and Withdrawal Information

Forms

• Blue Shield Authorization
• Donation of Vacation Hours Form
• Sun Life Evidence of Insurability Application
• Transfer Request
• KAISER AUTHORIZATION/DISCLOSURE
• Affidavit of Registered Domestic Partner
• Affidavit of Marriage
• Affidavit of Dependent Eligibility

Retirement Plans

• 401a SPD
• 403b SPD
• Fee Disclosure Notice 2016
• Retirement Plan Enhancement Guide
• How to Guide: Online Account Access and Management
• Retirement Plan Portal

California Voluntary Disability

• 2020 SCU - CVP Employee Memorandum 
• 2020 SCU - CVP Plan Document
• 2020 SCU - CVP SOC
• 2021 SCU - CVP Employee Memorandum
• 2021 SCU - CVP Plan Document
• 2021 SCU - CVP SOC

 Blue Shield

• 2021 Blue Shield Access+ Summary of Benefits
• 2021 Blue Shield Access+ Evidence of Coverage
• 2021 Blue Shield Trio Summary of Benefits
• 2021 Blue Shield Trio Evidence of Coverage
• 2021 Blue Shield PPO Summary of Benefits
• 2021 Blue Shield PPO Evidence of Coverage
• Blue Shield How to find a Doctor Steps
• Blue Shield Comparison HMO Networks
• Blue Shield Away from Home Brochure
• Blue Shield Away From Home Care Map
• Blue Shield Away from Home Care Application
• Blue Shield Continuity of Care Program
• Blue Shield Continuity of Care Application

Kaiser

• 2021 Kaiser Evidence of Coverage
• 2021 Kaiser Summary of Benefits
• 2021 Kaiser Evidence of Coverage for Chiropractic Services

Delta Dental

• 2021 Delta Dental Summary of Benefits
• 2021 Delta Dental Evidence of Coverage

Discovery Benefits

• FSA 101 (Video)
• Commuter Benefits 101
• Discovery Benefits How to Login to Your Account
• Discovery Benefits Mobile App 
• Discovery Benefits Claim Form
• Discovery Benefits How to File a Claim Online
• FSA Eligible Expenses

Health Equity HSA

• Health Equity Web Link

ACA, IRS Form 1095-C

• 1095-C Information
• 1095-C Information (Spanish)
• 1094-C and 1095-C Forms Guidance

Benefit Enrollment Notices

• Health Insurance Memorandum
• CHIP Notice
• Medicare Part D

Benefit Plans

• Group Benefit Plan (WRAP)
• 2019 SAR for Group Benefit Plan

SCU offers its employees multiple leave options.

The University provides leaves of absence to enable employees to attend to personal and professional obligations, and for periods of disability. All requests for leaves should be initiated in Workday which will be submitted to the Department of Human Resources for processing and approval. Managers should direct any employee requests for leave to Benefits in the Department of Human Resources.

For detailed information, employees can consult the Staff Policy Manual for each type of leave below:

• General
• Sick
• Family and Medical
• Personal
• Pregnancy Disability
• Bereavement
• Civic
• Military
• Emergency

Need to File an FMLA/ PFL / STD / LTD Claim?

In an effort to improve the processing time and simplify the claims experience for employees, Santa Clara University has contracted with Matrix Absence Management (Matrix), a division of Reliance Standard Life Insurance Company, to administer the Short Term Disability (STD)/Paid Family Leave, Long Term Disability (LTD) and Family Medical Leave Act (FMLA) programs.

Read the Matrix Leave of Absence Brochure

See Also

• Requesting a Leave of Absence in Workday
• Family Rights & Responsibilities under the Family and Medical Leave Act - revised 2/2013(PDF 260KB)
• Staff Paternal Leave Timeline
• Staff Maternity Leave Timeline
• Leave of Absence Guides and Form
  • Staff Leave of Absence Guide

Refer the employee to Benefits in the Department of Human Resources. Notify the Benefits office of the request. Provide the name of the employee and the nature of the request.

ADA Employee Accommodation Request Form

ADA Healthcare Provider Form

ADA Packet Healthcare Provider Authorization Release

Lactation Accommodation Policy

Employees are responsible for coordinating lactation accommodations directly with their managers.  Managers will work with employees to identify appropriate lactation accommodations.  Managers needing assistance identifying lactation accommodations consistent with this Policy are directed to contact Human Resources. 

Santa Clara University is required to provide a reasonable amount of break time to accommodate an employee desiring to express breastmilk for the employee's infant child, provided that such break time does not seriously disrupt Santa Clara University’s operations. If possible, the break time should coincide with the employee's regular paid break time. If the break time cannot coincide with the employee’s regular paid break time, the break time need not be paid. 

Santa Clara University shall provide employees with adequate space to express breastmilk.   A manager and employee should work together to identify an appropriate location for the employee to express breastmilk if the employee does not have a private office. Under this Policy, a bathroom is not a suitable location for an employee to express breastmilk.  An appropriate location must:

• Be close in proximity to the employee’s work area, shielded from view, and free from intrusion while the employee is expressing milk;
• Be safe, clean, and free of hazardous materials;
• Contain a surface to place a breast pump and personal items;
• Contain a place to sit; and
• Have access to electricity or alternative devices, including, but not limited to, extension cords or charging stations, needed to operate an electric or battery-powered breast pump. 

A manager shall also ensure the employee has access to a sink with running water and a refrigerator suitable for storing milk in close proximity to the employee’s workspace.  If a refrigerator cannot be provided, the manager must contact Human Resources for assistance in providing another cooling device suitable for storing milk, such as a cooler.

If a multipurpose room is used for lactation, among other uses, the use of the room for lactation shall take precedence over the other uses, but only for the time it is in use for lactation purposes.

Employees who believe they have been denied reasonable lactation accommodations should immediately contact Human Resources.  Employees may also file a complaint with the California Labor Commissioner’s Office.

Questions regarding leaves processing for workplace injuries and Illnesses:

If you, or someone who reports to you, suffer a work-related injury or illness, the following steps should be taken immediately:

Is the injury a life threatening emergency? 

Yes: If the injury is life threatening, contact SCU Campus Safety (408) 554-4444 or 911 and arrange for an ambulance. Notify the employee's supervisor and the Department of Human Resources (408) 554-4392.

No: If the injury is not life threatening, employees must notify their supervisors and contact the Department of Human Resources (408) 554-4392. The Department of Human Resources will authorize treatment at U.S. Healthworks.

If the injury occurs outside of normal office hours, employees must call the Department of Human Resources and leave a message and then obtain medical care from the O'Connor Hospital Emergency Room

If the Injury Does Not Require Immediate Medical Treatment

If medical or other emergency care is not needed for the injury, employees must notify their supervisors and the Department of Human Resources (408) 554-4392.

The Following Applies to All Injuries

All work-related injuries and illnesses

The Department of Human Resources will provide employees with:

1. Employee Incident Report Form(PDF 713KB)
2. Workers Comp DWC Form(PDF 147KB)
3. Concentra Authorization Form

Employees are required to complete the report and forms as soon as possible.

Following receipt of initial medical treatment

1. Give a copy of the “work status report” to your supervisor.
2. Review “work status report” with your supervisor to evaluate any job limitations and/or modifications directed by the physician.

If you need follow up care, please remember the following:

1. University practice is to pay employees regular time for time missed from work not only for the initial receipt of care, but for follow up care as well.
2. Physical therapy appointments must be pre-arranged with supervisor. Time missed for travel to and from and duration of appointment is paid at regular time.
3. Keep your supervisor apprised of any changes to your work status.

If your injury or illness requires a temporary period of time away from work?

1. Immediately notify your supervisor and the Department of Human Resources (408) 554-4932.
2. Complete the appropriate paperwork for an industrial leave of absence
3. Communicate regularly with the Worker’s Compensation insurance provider regarding your treatment, care, and work status.

*Please contact the Department of Human Resources with any questions at (408) 554-4932.

See Also

• Concentra MPN Clinic Locations
• Concierge Claim Nurse
• Concentra Authorization Form
• Concentra - San Jose, CA - Driving Directions
• O'Connor Hospital - Driving Directions
• Refusal of Medical Treatment or Observation
• Medical Provider Network
• Worker's Compensation Benefits
• Worker's Compensation Benefits(Spanish)

Contact the appropriate office as soon as possible. (Campus Safety, Employee Relations, Title IX, Benefits office.)

If you are not sure who to contact call the Department of Human Resources for assistance.

Santa Clara University offers a program of employee benefits designed to enhance the well-being of its employees. In compliance with Federal and State laws, the University provides the following statutory benefits to all of its eligible employees, as defined by Federal and State law.

Social Security

Most employees participate in the Social Security Program through a mandatory payroll deduction. Social Security provides a retirement benefit for individuals who have worked the number of years required for eligibility. Other benefits may include disability income, survivor, dependent, and medical benefits. The amount contributed, which is matched by the University, is based on rates determined and established by the Social Security Administration.

Worker’s Compensation

The University provides a no-fault Worker’s Compensation insurance program. If an employee is unable to work because of on-the-job injury or illness, Worker’s Compensation covers medical expenses and pays a portion of lost wages based on the nature of the injury.

Unemployment Insurance

Most employees of the University are covered by the State Employment Security Law. Under the provisions of this law, employees of the University who become totally or partially unemployed, and who meet the eligibility requirements as set forth in the law, may be eligible to receive unemployment compensation.

EAP provides professional counseling, information, and referral services to faculty, staff and their families. The program offers confidential consultation on a wide variety of personal, family and/or work-related problems that may contribute to high levels of stress and interfere with health and work performance.

EAP is a great service designed to help with the following:

• Stress
• Family or Parenting issues
• Alcohol or drug dependencies
• Adjusting to change
• Self-improvement
• Child and elder care
• Pre and postnatal concerns
• Grief
• Work/life balance
• Legal and financial consultation services