Active Employees

• What benefits does SCS offer?

  SCS offers pre-tax medical, dental, vision, health care flexible spending and dependent care flexible spending, as well as post-tax basic life insurance, supplemental life insurance, voluntary long term disability and an employee assistance plan.

• Who is eligible for SCS benefits?

  All full time permanent employees working at least 30 hours per week are eligible for benefits.  Dependents of these employees are eligible based on the criteria below:

  • Legal spouses are eligible to be enrolled as a dependent but only if they do not have access to affordable employer sponsored group health coverage through their own employer.  “Affordable” is defined as coverage for which the employer pays at least 50% or more of the premium cost for coverage.
  • Natural, Step, Adopted, and children from whom you have legal guardianship for are eligible to be enrolled as a dependent up to last day of the month in which they turn 26 years of age. They do not have to be unmarried, a full time student, or a tax dependent.

• When is coverage effective for a new hire, status change from part time to full time or temp to perm, and rehires?

  Coverage for new hires and those newly eligible due to a change in employment status is the first day of the month following the completion of 30 days in the new position. Rehires who have been separated for more than 90 days are treated like new hires. If you are a rehire less than 30 days please speak with your active benefits representative to determine when your benefits will be effective.

• How long does a new hire, employment status change, and rehire have to elect benefits?

  New hires have 30 days from their date of hire to elect benefits. Rehires and Status Changes also have 30 days to make their elections. When logging into the benefits system your deadline is provided at that time

• What is the plan year for SCS benefits? When is open enrollment?

  The SCS benefits plan year is January 1st - December 31st of each year. The annual open enrollment is generally held during the summer months and the elections made are effective January 1st.

• Can I make changes to my benefits throughout the year?

  Section 125 of the IRS guidelines state that you may change your benefits within 30 days of a qualified life event such as marriage, divorce, birth, adoption, death, gaining or loosing other coverage. Qualifying events allow you and your eligible dependent(s) to elect, cancel, or change coverage under the Shelby County Schools medical, dental, and vision plans. Documentation of the event such as marriage licenses, death decrees, birth certificates, etc. are required.

• What do I do to make changes to my benefits?

  Login to the Benefits System by going to www.cgsmarketplace.com and making your choices. Submit documentation of your qualifying event to the benefits office via email, fax, and mail or person.

• Do I need a social security card or official state birth certificate to enroll my newborn?

  No, it is not necessary for you to have the social security card. The mother’s copy of the birth certificate is sufficient to enroll in benefits. Waiting on the other documents could place you outside the 30-day window to enroll.

• Do I have payroll deductions in the summer for my benefits and do I have insurance during the summer?

  Benefits are deducted on 20 or 24 pay periods. Individuals on 20 pay periods have paid higher premiums throughout the year and do not have payroll deductions in the summer however coverage will remain in force through August 31st.

  Individuals on 24 pay periods will have payroll deductions during the summer and coverage will terminate on the last day of the month if employment is separated.

• How do I update my beneficiary for basic life insurance?

  Login to the Benefits System by going to www.cgsmarketplace.com

• I am separating employment; when do my benefits end?

  Benefits end on the last day of the month that you separate employment.

• What types of retirement plans are available?

  All employees are enrolled at a 5% rate into the Tennessee Consolidate Retirement System (TCRS). Effective 7/1/2014, Certified employees are auto-enrolled in a hybrid plan.

• Am I able to cancel the optional 2% portion of the 401k program through offered by Empower (Great West)?

  Yes, to cancel please contact Empower retirement at 1-800-922-7772 or visit the website at www.retirereadytn.gov

Leave of Absence

• What is my entitlement under the Family Medical Leave Act?

  If you are an “eligible” employee, you are entitled up to twelve (12) workweeks of leave in a 12-month period for one or more of the following reasons:

  • for the birth of a son or daughter, and to care for a newborn child;
  • or the placement with the employee of a child for adoption or foster care, and to care for the newly placed child;
  • to care for an immediate family member (spouse, child, or parent) with a serious health condition; and
  • if the employee is unable to work due to a serious health condition.

  Spouses employed by the District may be limited to a combined total of 12 workweeks of family leave for the following reasons:

  • birth and care of a child;
  • for the placement of a child for adoption or foster care, and to care for the newly placed child; and
  •  to care for an employee's parent who has a serious health condition.

• What is the definition of a serious health condition?

  A “serious health condition” is defined as an illness, injury, impairment, or physical or mental condition that involves inpatient care or continuing treatment by a health care provider. The “continuing treatment” for a serious health condition that qualifies for FMLA leave is:

  1) A period of incapacity of more than three consecutive full calendar days plus treatment by a health care provider twice, or once with a continuing regimen of treatment;

  2)  Any period of incapacity related to pregnancy or for prenatal care;

  3)  Any period of incapacity or treatment for a chronic serious health condition;

  4) A period of incapacity for permanent or long-term conditions for which treatment may not be effective;

  5) Any period of incapacity to receive multiple treatments (including recovery from treatments for restorative surgery, or for a condition which would likely result in incapacity of more than three consecutive full calendar days absent for medical treatment).

• Which employees are eligible to take FMLA leave?

  Employees are eligible to take FMLA leave if they have worked for the district for at least one (1) year and have 1,250 hours of service in the previous 12 months.

  Generally, part-time employees are not eligible for FMLA leave due to the 1,250-hour eligibility requirement. Part-time employees may qualify for FLMA leave by working overtime, additional work assignments, etc. Request for time off work for part-time employees should be addressed with the supervisor/manager and approval may be granted at the discretion of the supervisor/manager.

• What is a “rolling” 12-month period?

  The rolling 12-month period is measured backwards beginning with the date the employee uses FMLA leave.

  Example: An employee takes time off work due to the birth of a child in May. The leave period taken is for 12 weeks. In November, the employee is scheduled for surgery. The request for leave in November will not be counted towards FMLA due to the 12 weeks entitlement previously used during the leave in May.

• Can leave be taken to care for children of any age?

  FMLA leave is only available to care for a child under the age of 18 years or older with a disability where the child is unable to perform activities of daily living without assistance. An eligible employee covered by Military Family Leave can take the leave to care for spouse, son, daughter, parent, or next of kin.

• Can leave for childbirth or adoption be taken at any time?

  Leave must be taken within 12 months after the birth or placement for adoption or foster care. In many circumstances, however, the leave may start before the birth or placement for adoption, such as leave needed for pre-natal care or for home studies in connection with an adoption.

• May I take additional time off work to bond with my new born?

  You must submit a request in writing to your designated Leave Administrator indicating the actual date you will be returning back to work. The request for bonding time must be submitted with the initial leave request. 

• Can the District deny Family Medical Leave?

  The following reasons would apply:

  • If you do not meet the eligibility requirements
  • Employees who give unequivocal notice that they do not intend to return to work lose their entitlement to FMLA leave.
  • Employees who are unable to return to work and have exhausted their 12 weeks of FMLA leave in the designated "12-month period" no longer have FMLA protections of leave or job restoration.

• How can I be compensated during my approved Leave of Absence?

  Employees will use accrued sick time to cover the FMLA leave taken.

   

  If applicable, employees are required to request the use of any personal days at the beginning of the approved leave. Accrued sick/vacation/personal time will be exhausted before unpaid leave can be taken.

   

  If a recognized holiday falls during an employee’s paid absence, holiday pay will be received. Employees eligible for paid holidays must be in paid status (available sick/vacation/personal) the last scheduled workday preceding the holiday and the first scheduled workday following the holiday.

• Will my salary be affected during my approved Leave of Absence?

  (Excluding 12-month salaried and hourly employees) 

  Any person employed by the district in a position requiring a license issued by the TN State Department of Education will receive a recalculated salary when returning to work from unpaid leave.  The salary recalculation is based on the number of scheduled work days and pay periods remaining in the school year. (Ex. Teacher, Counselor, Psychologist, Librarian)

• What is considered reasonable notice before taking FMLA leave?

  When the need for leave is foreseeable based on the expected birth, placement for adoption or foster care, or planned medical treatment, an employee must give at least thirty (30) days notice. When the need for leave is unforeseeable, employees are required to provide reasonable notice. 

• What happens if the 30 days' notice is not provided?

  Where leave is foreseeable and there is no reasonable excuse for not giving 30 days' notice, the employer can deny FMLA leave, and presumably apply its other policies, for up to 30 days after the notice is provided.

• May I extend my medical leave?

  The employee will be required to submit an updated Certification of Healthcare Provider Form completed by the attending physician to the Benefits office.  The request for extension must be submitted five (5) days prior to the expiration of the initial leave request.

• What paperwork is required before returning back to work?

  You must report to the Office of Employee Benefits five (5) business days prior to the end of your approved leave of absence. The reinstatement form must be signed by the Leave Administrator prior to returning back to work.

   

  Once signed by the Leave Administrator, you will be provided a copy for your records and a copy to submit to your supervisor upon your return to work.

   

  Failure to comply may result in a delay of the processing of your leave return which could affect your paycheck or employment status.

• Do I pay for my insurance out of pocket while on unpaid leave?

  Yes, if you are on an unpaid leave, you will receive a monthly invoice for medical, dental, vision, basic life and long-term disability until your return to active employment.

   

  Failure to receive an invoice does not relieve you from your responsibility of making timely premium payments. Failure to submit your payments will result in the termination of the insurance coverage for non-payment

• When am I required to submit leave of absence paperwork?

  If you are absent or expecting to be absent for ten (10) consecutive days or more, you are required to file leave of absence paperwork.

• What if I’m absent consecutively less than 10 days? What should I do?

  Consecutive absences of nine (9) days or less will be handled by your Administrator/Supervisor.  You will be required to submit supporting documentation supporting your absences. Failure to provide supporting documentation for any absences may result in further disciplinary action.

• When I submit my leave paperwork, how long will it take for a response?

  The designated Leave Administrator will notify the employee of FMLA eligibility within five (5) business days of the employee requesting leave.

• How long can I be on an approved leave of absence?

  The total period of leave will not exceed one (1) year.  FMLA provides up to twelve (12) weeks of job-protected leave.  Additional leave beyond twelve (12) weeks may be granted; however, the absences will be Non-FMLA.

   

  Exceptions to the one (1) year restriction may apply for leaves granted as a reasonable accomdation under the Amercian with Disabilities Act (ADA).

• Where can I get the leave of absence papers?

  The Leave of Absence packets are available in the Office of Employee Benefits, Room 108 or online at http://www.scsk12.org/benefits-for-active-employees/leave-of-absence. Please submit the original documents.

Retirement

• How can I contact TN Consolidated Retirement System (TCRS)?

  TCRS can be reached at 1-800-770-8277 

• What are the Tennessee Consolidated Retirement System (TCRS) requirements to retire?

  Full retirement – 30 years of service OR age 60 with 5 years of vesting

  Early retirement – 55 years old with 5 years of vesting

  25-Year Early retirement – 25-29 years of service

  Disability retirement – 5 years of service OR Accident on the job

• How much service time do I currently have?

  Contact TCRS at 1-800-770-8277

• How do I apply for retirement?

  Retirement applications are available in the Benefits office, Room 108. It is recommended that forms be completed and submitted to our office sixty (60) to ninety (90) days prior to your expected date of retirement.

• What happens to my insurance when I retire?

  If you qualify to continue health insurance at retirement, your active insurance coverage will term at the end of the month in which you retire.  Your retiree health insurance will begin the next month (with no break in coverage).

• Do I qualify to continue my insurance at retirement?

  See below (refer to Board policy for Legacy MCS and Legacy SCS qualifications)

  Health insurance - If hired after 7/1/2013:  Required to complete (15) years of continuous service with the District and participate in a health plan offered by the District for the two (2) years immediately prior to retirement.

• What happens to the Basic Life insurance?

  Required to have basic life insurance prior to retirement. Life insurance coverage is 50% of your active coverage amount at the time of retirement (not to exceed $50,000) - you pay 25% of the cost OR you may elect $10K coverage at no charge (policy is subject to change with policy changes)

• How much money will I receive monthly when I retire?

  Your benefits are calculated by TCRS.  You can request a Benefits estimate prior to your decision to retire.  This form can be found on the TCRS website at www.treasury.tn.gov The estimate normally takes 6-8 weeks to process and will be mailed to you.

• How do I change my address?

  Submit a letter in writing to the attention of:

  Shelby County Schools/Benefits

  160 S. Hollywood St., Room 108

  Memphis, TN  38112           

• What happens when I turn 65?

  If eligible, your medical benefits through the District becomes your supplement to Medicare.   You must be enrolled in Medicare A&B to prevent cancellation.  Please provide our office a copy of your Medicare A&B card when you receive it.

• Is it mandatory for retirees to have Medicare A&B when they turn 65?

  Yes, as a retiree must be enrolled in Medicare A&B and provide our office a copy of your card to prevent cancellation

• What coverage will I have when I turn 65?

  Shelby County School’s currently offers two supplemental plans.  Medicare Surround & Medicare Advantage

• What is the effective date of my new premium changes once I become Medicare eligible?

  Usually rate changes are effective the month you become eligible for Medicare.  However, we must have a copy of your Medicare A&B card to make premium changes

• Do I need to enroll in Part D of Medicare?

  No, when you send us the Medicare Card, we will also enroll you in the Part D Prescription plan, also through Cigna.

• Can a retiree on the Medicare supplement have two drug plans?

  Medicare will not allow the retiree to purchase more than one drug plan. In addition, the prescription plan is similar to the plan prior to Medicare eligibility; therefore, there is no need for additional coverage. 

• Can a retiree on the Medicare supplement have additional supplemental insurance?

  Similar to the answer above, Medicare will not allow more than one supplement.

COBRA

• What is COBRA?

  COBRA is a continuation of coverage when it would otherwise end because of a life event. COBRA continuation is a temporary continuation of coverage that generally lasts for 18 months due to employment termination or reduction of hours of work. Certain qualifying events has a maximum period of 36 months of coverage. For more details, contact SCS Benefits Office at 901-416-5344.

• Do Shelby County Schools pay a percentage of my COBRA premium?

  No, COBRA participants pay 102% of the current monthly premium.

• When will I receive my COBRA documents?

  COBRA documents are sent to the employees’ home address on file within 30 days after the last pay check is issued.

• Who do I contact if I have not received my COBRA documents?

  1. Effective 9/1/2015, SCS partners with Cushion Employer Services to handle notices and billing for COBRA.
  2. Customer contact number for Cushion Employer Services is 1-866-218-0614.

• Can I change my coverage from when I was an active employee?

  1. At the time of departure from SCS, the district can only offer the coverage you were in. However, coverage can be changed during the annual open enrollment period.

403B Annuity

• Where can I retrieve Withdrawal, Transfer/Rollover/, and Loan forms for my 403B?

  Contact 403B vendor to request documents.  Forms can be mailed or emailed to you per request.

• Who can update my records in Plan with Ease to request a withdrawal, transfer/rollover or Loan?

  “Plan with Ease” is not a working application.  Please contact the 403B vendor to request documents.  Upon receiving and filling out the documents, you can either fax them to 901-416-6463 Attn: Plan Administrator or bring them to Benefits Rm 108 for approver signature.  Note:  There is a 48-hour turnaround timeframe.

• Who can withdraw funds from 403B annuity accounts?

  Employees can request a withdrawal only if they are terminated, 59 ½ years old or experience a hardship.

• What hardships are valid for withdrawal requests?

  1. Uninsured eligible medical expenses not covered by the medical plan for employee or dependents or designated beneficiary;
  2. Direct costs for purchase of the employees principal residence, excluding mortgage payments;
  3. Eligible post-secondary education expenses for employee, spouse, or dependent;
  4. Threatened eviction from, or mortgage foreclosure, on employee’s principle resident; (rent included)
  5. Funeral expenses for parent, spouse, child, dependents or designated beneficiary;
  6. Expenses for the repair of damage to principal residence that qualifies as a casualty loss and is not covered by insurance.

• What is needed to process loan requests from 403Bs?

  Employees must have their most recent account statement because the loan cannot be more than half of the balance. 

• Where do I send completed forms for plan administrator or plan sponsor signature?

  Either fax completed forms to 901-416-6463 Attn: Plan Administrator or bring completed forms to Benefits dept. Rm 108

• What is the normal processing time to retrieve a plan administrator signature?

  There is a 48-hour turnaround time.