Open Enrollment

INTRODUCTION

The City is very pleased to announce that effective July 1, 2020, City of Charleston active employees will be offered health and supplemental life insurance administered by the West Virginia Public Employee’s Insurance Agency, also referred to as PEIA.

Due to the COVID-19 pandemic and social distancing requirements, open enrollment will be conducted electronically. While the information in this letter provides a summary of the changes effective July 1, 2020, the City of Charleston Open Enrollment webpage should be utilized to access a host of helpful resources regarding the newly offered plans. On the webpage, you can view detailed plan design information, pharmacy benefits, videos explaining important information related to the plans offered, the link to the PEIA enrollment website, frequently asked questions, and other important forms. You are strongly encouraged to thoroughly review all of the information provided on the Open Enrollment webpage prior to making a plan selection.  

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OPEN ENROLLMENT

Open enrollment for the City of Charleston Medical, Flexible Spending Account (FSA), Dependent Care Flexible Spending Account (DCFSA), Health Savings Account (HSA), and Supplemental Life Insurance offered by PEIA will begin May 1, 2020 and end May 31, 2020

This is a full open enrollment, and active employees who wish to participate in the Medical, FSA, DCFSA, HSA or PEIA Supplemental Life Insurance plans must re-enroll. Your current benefit elections will not rollover into the new plans.

There are two (2) methods for enrolling in benefits. The preferred and easiest method is an electronic enrollment process using the PEIA website, which can be accessed by visiting PEIA.wv.gov, and selecting “Manage My Benefits.” Step-by-step instructions are available on the City of Charleston Open Enrollment webpage (link provided above). 

If you choose to enroll in health insurance using the PEIA website, you must also complete the form titled “I ENROLLED ONLINEif you would like to participate in the Flexible Spending Account (FSA), Dependent Care Flexible Spending Account (DCFSA), or the Health Care Savings Account (HSA).  These forms must be emailed to April.Thompson@CityofCharleston.org or faxed to (304)348-8055 no later than May 30, 2020.

If you are unable to complete the electronic enrollment via the PEIA website, you may also enroll in coverage by utilizing the paper enrollment form labeled “Enroll for Me” located on the Open Enrollment webpage. Paper enrollment forms and the additional required documents, previously mentioned, must be emailed to April.Thompson@CityofCharleston.org or faxed to (304)348-8055 no later than May 20, 2020.

It is important to note that all enrollments, either paper or electronic, will require submission of copies of marriage certificates, birth certificates, adoption decrees and/or court orders, where applicable. Your enrollment will not be processed until those documents are received. Forms to request copies of marriage/birth certificates from WV Vital Statistics is available on the City’s Open Enrollment webpage.

It is important to note, the PEIA plan year is July 1st -June 30th . Previously the insurance plan year was based on a calendar year, or January-December. Deductibles and Out-of-Pocket maximums already met under your current plan for dates of service January 1 – June 30, 2020 will not be applied to the PEIA plan you select, effective July 1, 2020.

HEALTHCARE FLEXIBLE SPENDING ACCOUNT (FSA)

The Flexible Spending Account (FSA) allows employees to pay for eligible out-of-pocket health care expenses with pre-tax dollars.  The maximum annual contribution for 2020 is $2,750.  The FSA plan will continue to utilize Benny Cards. Current FSA participants who intend to re-enroll should not discard their Benny Card, as your FSA contribution will be automatically loaded to your card.  If you are unable to use your full election amount for claims incurred through June 30, 2021, you are eligible to carry-over a maximum balance of $500. The Flexible Spending Account (FSA) is not available for those who choose to enroll in PPB Plan C.

DEPENDENT CARE FLEXIBLE SPENDING ACCOUNT (DCFSA)

A Dependent Care Flexible Spending Account (DCFSA) is a pre-tax benefit account used to pay for dependent care services while you are at work. Under this type of account, a dependent is defined as a child under 13 years of age and adult dependents who are unable to take care of themselves. Please keep in mind that dependents must live with you and be claimed as dependents on your tax return. The maximum annual contribution for 2020 is $5,000 if you are single or if you are married and filing a joint income tax return; if you are married and filing a separate income tax return, the maximum annual contribution is $2,500 per year/per parent.

HEALTH SAVINGS ACCOUNT (HSA)

A Health Savings Account (HSA) is a type of savings account that lets you set aside money on a pre-tax basis to pay for qualified medical expenses. The funds in the account can be used to pay for eligible medical expenses as well as deductibles, co-insurance, prescriptions, vision expenses, and dental care. An HSA must be used in combination with a High-Deductible Health Plan (HDHP). Therefore, to be eligible to participate in the HSA, you must enroll in PEIA Plan C.

In addition to being enrolled in PEIA Plan C, the employee cannot be covered by any other non-HDHP, such as that of a spouse, cannot be enrolled in Medicare, and cannot be claimed as a dependent on someone else's tax return. 

The maximum annual contribution limit for 2020 is $3,550 for single coverage and $7,100 for family coverage. HSA funds roll over year-to-year, and if you do not spend them, there is no "use it or lose it" penalty. An HSA may also earn interest or other earnings, which are not taxable.  The City will make contributions to the HSA account throughout the plan year which will equal $1,400 for employees enrolled in single coverage and $2,800 for employees enrolled in family coverage.

If you are currently enrolled in the FSA or DCFSA plans and desire to continue participation, you must re-enroll by completing an enrollment form and returning it to Human Resources.

DENTAL AND VISION INSURANCE

There will be no changes to the current dental plan, administered by Delta Dental, or the vision plan, administered by The HealthPlan.

HEALTH RISK ASSESSMENTS (HRA)

Managing known health risk factors is one of the best methods to control current and future claim costs and out-of-pocket expenses.  While all employees, retirees and covered spouses are strongly encouraged to get an HRA, an annual health risk assessment will no longer be a requirement to participate in the health insurance plans offered. If you choose to complete an HRA, you may schedule an appointment with the City’s Health and Wellness Clinic by visiting www.CareHere.com or by calling 877-423-1330.

The Human Resources Department is committed to providing you with the resources and information you need to understand your benefits.  If you have additional questions regarding open enrollment or the City’s benefit package, please contact April Thompson, Benefits Coordinator, at April.Thompson@cityofcharleston.org or Maria Church, Assistant Director of Human Resources, at Maria.Church@cityofcharleston.org.  You may also contact PEIA with questions related to coverage and electronic enrollment at (304)558-7850.

PLAN CHANGES

As previously mentioned, the City will change health insurance companies effective July 1, 2020. Active employees will have access to all seven (7) plans offered by PEIA; however, the City will only subsidize PPB Plan A and PPB Plan C. Plan A is a PPO plan, similar to what is currently offered by the City.  Plan C is a High-Deductible Health Plan (HDHP), paired with a Health Savings Account (HSA). To better assist you in making your selection, all plans offered by PEIA can be found in the PEIA Shopper’s Guide.  A link to the Shopper’s Guide is available on the City of Charleston Open Enrollment webpage.