CONTACT INFO
160 S. Hollywood St.
Barnes Building Main Floor
Phone: 901-416-5304
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.
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:
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 90 days please speak with your active benefits representative to determine when your benefits will be effective.
New hires have 45 days from their date of hire to elect benefits. Rehires and Status Changes may have as few as 30 days to make their elections. When logging into the benefits system your deadline is provided.
The SCS benefits plan year is September 1st-August 31st of each year. The annual open enrollment is generally held during the summer months and the elections made are effective September 1st.
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.
Login to the Benefits System by going to www.yourbenefitschoices.com/scs and making your choices. Submit documentation of your qualifying event to the benefits office via email, fax, and mail or in person.
No, the hospital copy is sufficient. Waiting on the other documents will place you outside the 30 day window.
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.
Login to the Benefits System by going to www.yourbenefitschoices.com/scs to review and update beneficiary information.
Benefits end on the last day of the month that you separate employment.
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.
Yes, to cancel please contact Empower retirement at 615-244-1030.
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:
Spouses employed by the District may be limited to a combined total of 12 workweeks of family leave for the following reasons:
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).
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.
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.
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.
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.
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.
The following reasons would apply:
Employees will use accrued sick time to cover the FMLA leave taken.
If applicable, employees are required to request the use of any accrued vacation/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.
(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)
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.
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.
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.
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 upon returning back 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.
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.
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.
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 will result in further disciplinary action.
The designated Leave Administrator will notify the employee of FMLA eligibility within five (5) business days of the employee requesting leave.
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.
The Leave of Absence packets are available in the Office of Employee Benefits, Room 108 or online at http://www.scsk12.org/uf/benefits. Please submit the original documents.
TCRS can be reached at 1-800-770-8277
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
Contact TCRS at 1-800-770-8277
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.
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).
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.
Life Insurance - If “retired” after 9/1/2013: Life insurance is 50% of your active coverage at the time of retirement (not to exceed $50,000)
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.
Submit a letter in writing to the attention of:
Shelby County Schools/Benefits
160 S. Hollywood St., Room 108
Memphis, TN 38112
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.
Yes, as a retiree must be enrolled in Medicare A&B and provide our office a copy of your card to prevent cancellation
Shelby County School’s currently offers two supplemental plans. Medicare Surround & Medicare Advantage
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
No, when you send us the Medicare Card, we will also enroll you in the Part D Prescription plan, also through Cigna.
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.
Similar to the answer above, Medicare will not allow more than one supplement.
Use literature from COBRA manual.
Use literature from open enrollment manual.
No, COBRA participants pay 102% of the current monthly premium.
COBRA documents are sent to the employees’ home address on file within 30 days after the last pay check is issued.
Yes, you can elect to keep current coverage of your choice.
COBRA premiums are due the 1st of each month for the current month benefit services.
Contact 403B vendor to request documents. Forms can be mailed or emailed to you per request.
“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.
Employees can request a withdrawal only if they are terminated, 59 ½ years old or experience a hardship.
Employees must have their most recent account statement because the loan cannot be more than half of the balance.
Either fax completed forms to 901-416-6463 Attn: Plan Administrator or bring completed forms to Benefits dept. Rm 108
There is a 48-hour turnaround time.
