Open Enrollment Communications for Employees and Team Members

Open Enrollment Communications Archive

Be Prepared for Open Enrollment With These Communications!

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2021

  • October 16 - Open Enrollment Closes Today

    Cav Man at football game with marching band behind him

    Benefits Open Enrollment Ends Today, October 16

    Complete Your 2021 UVA benefits now!

    Choosing benefits is a major investment in your physical and financial well-being. Please take this opportunity to review your benefits and make any changes. Remember, your current 2020 elections for health, dental, and vision will continue forward for next year if you do nothing. However, your FSA and HSA elections will NOT carry over to 2021 unless you actively elect them before midnight TODAY, October 16. We are here to help you if you need assistance.

    Your Action Items

    Complete these action items by end of day TODAY

    Watch the Open Enrollment presentation HERE.

    Attend the Virtual Benefits and Well-Being Expo

    • Register on the Virtual Expo platform.
    • Review the recorded Expo presentations on the Expo Presentation webpage.
    • For additional information, contact vendors through their virtual Expo booth, or email UVA HR benefits counselors at AskHR@virginia.edu.

    Review Resources on the Open Enrollment Website

    Elect Your Benefits in Workday

    • Review the Workday Open Enrollment Job Aid for instructions.
    • Your benefits elections include:
      • Health Plan Options: Basic Health, Value Health, Choice Health, J1 Visa Health (for J1 visa holders only)
      • Dental Plan Options: Basic Dental, Enhanced Dental (depending on your employee type)
      • Vision Plan Options: Davis Vision (optional)
      • HSA/FSA: Your 2020 elections for FSA and/or HSA will NOT automatically carry over to 2021. Visit the Health Savings Account 2021 and Flexible Spending Account 2021 webpages for more information.
      • Life Insurance: For ORP and MCRP participants enrolled with The Standard, you have the opportunity only during Open Enrollment to apply for additional Life and AD&D insurance up to the Guarantee Issue Amount without providing medical evidence of insurability. Visit the Life Insurance 2021 webpage to learn more.
    • Print your Open Enrollment Elections or Save as a PDF after you press the SUBMIT button.

    Manage Your Account in Workday

    • Add or drop dependents. See this Job Aid for instructions.
    • Add or change beneficiaries. See this Job Aid for instructions.
    • Confirm social security numbers for your dependents are correct.
    • If you moved from one health plan option to another for 2021, don’t forget to add your dependents to your new health plan option.
    • Confirm your home address and phone number.
    • Check your Workday Inbox for additional items to complete after you submit your Open Enrollment elections.

    We Hear You. How Can We Help?

    After reviewing materials and resources on the Open Enrollment website, if you would like additional 1:1 personalized assistance, there are several options to receive support:

    • Email AskHR@virginia.edu or click on the “Chat with an Expert” button at the bottom of every Open Enrollment webpage (during regular work hours) for a more immediate response to your questions

    We are here to help you!

    Stay in Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

  • October 13 - Open Enrollment Ends Soon

    Professor Kwame Ote

    Benefits Open Enrollment Ends Soon

    Complete Your Open Enrollment Event in Workday by 10/16/20

    If you have not started your 2021 Open Enrollment event in Workday, or you have started but not yet submitted your changes:  

    • Your current 2020 elections for health, dental, and vision will continue forward for next year. However, your FSA and HSA elections will NOT carry over to 2021 unless you actively elect them before midnight on Friday, October 16.
    • If you have started to make changes but do not submit your Open Enrollment event, any changes that were in progress will be lost, and your current 2020 elections will continue forward for next year, with the exception of your FSA and HSA elections.
    • Please complete your Workday 01/01/2021 Open Enrollment event by October 16, or your changes will not go into effect on January 1, 2021.

    Choosing benefits is a major investment in your physical and financial well-being. Please take this opportunity to review your benefits and make any changes. You can find 2021 benefits information on the Open Enrollment website before entering your Workday Open Enrollment event to make changes for 2021.

    Take Action Now

    Here's What To Do

    Attend the Virtual Benefits and Well-Being Expo October 5-16

    • Register on the Virtual Expo platform.
    • Review the recorded Expo presentations on the Expo Presentation webpage.
    • For additional information, contact vendors through their virtual Expo booth, or email UVA HR benefits counselors at AskHR@virginia.edu.

    Attend an Open Enrollment Presentation
    Register for the last Zoom presentation this week:

    Review Resources on the Open Enrollment Website

    Elect Your Benefits in Workday

    • Review the Workday Open Enrollment Job Aid for instructions.
    • Health Plan Options: Basic Health, Value Health, Choice Health, J1 Visa Health (for J1 visa holders only)
    • Dental Plan Options: Basic Dental, Enhanced Dental (depending on your employee type)
    • Vision Plan Options: Davis Vision (optional)
    • Life Insurance: For ORP and MCRP participants enrolled with The Standard, you have the opportunity only during Open Enrollment to apply for additional Life and AD&D insurance up to the Guarantee Issue Amount without providing medical evidence of insurability. Visit the Life Insurance 2021 webpage to learn more.
    • HSA/FSA: Your 2020 elections for FSA and/or HSA will NOT automatically carry over to 2021. Visit the Health Savings Account 2021 and Flexible Spending Account 2021 webpages for more information.
    • Print your Open Enrollment Elections or Save as a PDF after you press the SUBMIT button.

    Manage Your Account in Workday

    • Add or drop dependents. See this Job Aid for instructions.
    • Add or change beneficiaries. See this Job Aid for instructions.
    • Confirm social security numbers for your dependents are correct.
    • If you moved from one health plan option to another for 2021, don’t forget to add your dependents to your new health plan option.
    • Confirm your home address and phone number.
    • Check your Workday Inbox for additional items to complete after you submit your Open Enrollment elections.

    We Hear You. How Can We Help?

    After reviewing materials and resources on the Open Enrollment website, if you would like additional 1:1 personalized assistance, there are several options to receive support:

    • Email AskHR@virginia.edu or click on the “Chat with an Expert” button at the bottom of every Open Enrollment webpage (during regular work hours) for a more immediate response to your questions
    • Email AskHR@virginia.edu or call 434.243.3344 to schedule a 20-minute Zoom appointment to discuss your more complex questions with an HR professional. HR will accommodate as many appointments as possible through TODAY, October 14.

    We are here to help you!

    Stay in Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

     

  • October 5 - Open Enrollments Starts Today

    Open Enrollment Kickoff

    Benefits Open Enrollment Starts Today

    It's Time To Choose

    Benefits Open Enrollment for plan year 2021 begins today, October 5, and runs through Friday, October 16. Choosing benefits is a significant investment in your physical and financial well-being. UVA offers faculty, staff, and team members a variety of options, so you can customize your benefits to meet your unique needs. You can view plan changes and premiums on the Open Enrollment website before using the Open Enrollment event in Workday to select your benefits for 2021.

    Action Items

    Here's What To Do This Week

    Attend the Virtual Benefits and Well-Being Expo October 5-16

    • Register on the Virtual Expo platform.
    • Review the Expo presentation schedule and join live presentations between October 5-9, or access recorded presentations between October 9-16.
    • For additional information, contact vendors through their virtual Expo booth, or email UVA HR benefits counselors at AskHR@virginia.edu.

    Attend an Open Enrollment Presentation
    Register for Zoom presentations this week:

    Review Resources on the Open Enrollment Website

    Elect Your Benefits in Workday

    • Review the Workday Open Enrollment Job Aid for instructions.
    • Health Plan Options: Basic Health, Value Health, Choice Health, J1 Visa Health (for J1 visa holders only)
    • Dental Plan Options: Basic Dental, Enhanced Dental (depending on your employee type)
    • Vision Plan Options: Davis Vision (optional)
    • Life Insurance: For ORP and MCRP participants enrolled with The Standard, you have the opportunity only during Open Enrollment to apply for additional Life and AD&D insurance up to the Guarantee Issue Amount without providing medical evidence of insurability. Visit the Life Insurance 2021 webpage to learn more.
    • HSA/FSA: Your 2020 elections for FSA and/or HSA will NOT automatically carry over to 2021. Visit the Health Savings Account 2021 and Flexible Spending Account 2021 webpages for more information.
    • Print your Open Enrollment Elections or Save as a PDF after you press the SUBMIT button.

    Manage Your Account in Workday

    • Add or drop dependents. See this Job Aid for instructions.
    • Add or change beneficiaries. See this Job Aid for instructions.
    • Confirm social security numbers for your dependents are correct.
    • If you moved from one health plan option to another for 2021, don’t forget to add your dependents to your new health plan option.
    • Confirm your home address and phone number.
    • Check your Workday Inbox for additional items to complete after you submit your Open Enrollment elections.

    We Hear You. How Can We Help?

    After reviewing materials and resources on the Open Enrollment website, if you would like additional 1:1 personalized assistance, there are several options to receive support:

    • Email AskHR@virginia.edu or click on the “Chat with an Expert” button at the bottom of every Open Enrollment webpage (during regular work hours) for a more immediate response to your questions
    • Email AskHR@virginia.edu or call 434.243.3344 to schedule a 20-minute Zoom appointment to discuss your more complex questions with an HR professional. HR will accommodate as many appointments as possible through Wednesday, October 14.

    We are here to help you!

    Universal Availability Notice

    We are required to provide you an annual Universal Availability Notice about your eligibility to contribute to a 403(b) savings program. Find out more about your retirement options at hr.virginia.edu/benefits/retirement.

    Stay in Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

     

  • September 25 - Open Enrollment Opens October 5

     Anita Clayton image with "2021 Open Enrollment" words on screen

    Open Enrollment Starts October 5

    Take Action Now to be Prepared

    Benefits Open Enrollment starts on October 5 and runs through October 16, 2020. Our goal this year is to make the benefits review process as positive an experience as possible.

    This email details:

    • How to navigate the Open Enrollment website
    • What to do before Open Enrollment opens
    • What to do during Open Enrollment October 5-16
    • What to do after Open Enrollment closes
    • Where to get flu shots this year

    How to Navigate the Open Enrollment Website

    A Quick How-To Guide

    The Open Enrollment website consists of a home page and 17 supporting pages. In response to YOUR request to have everything you need to know on one page, we’ve expanded the home page to try to do just that! However, it makes for a LONG page, and even still, doesn’t include all the weedy details you may want. So, each section on the home page offers links for more information, if needed. To make it easy to navigate, we organized the benefits topics into “accordions” that open up to reveals the details when you click on them.

    You wanted to easily see changes, what you need to do, and premiums right off the bat, so you’ll see those items in the Overview, Actions Items, and Changes sections on the home page. The new Open Enrollment video is front and center on the home page and gives much of this information in a fresh new animated format.

    As a reminder, there are no changes to health, dental, or vision premiums for 2021 for full-time employees, but there are action items you may need to take in Workday during Open Enrollment.

    All supporting pages follow the same format as the home page, so you’ll know what to expect:

    • Overview
    • Changes
    • Action Items
    • Details
    • How to Enroll in Workday
    • Frequently Asked Questions

    The sidebar (right column) of every Open Enrollment webpage contains important information, so don’t them this section! It contains contact information, a page navigation menu, schedule of benefits resources, key Open Enrollment resources, podcasts, Workday resources, and key Open Enrollment dates to be aware of.

    In addition to the HR Solution Center email and phone number listed at the top of every page, you can chat online with an HR professional by clicking on the “Chat with an Expert” button at the bottom right of every Open Enrollment page. We are here to help you!

    What To Do Before Open Enrollment

    Be Prepared!

    You’ve seen the detailed information before in previous Open Enrollment communications, so here is a summarized action list, with links for more details:

    1. Review how you used your benefits in 2020
    2. Review key action items and benefits changes
    3. View your employee toolkit of resources
    4. Attend virtual events and presentations
    5. Re-Elect your FSA and/or HSA accounts
    6. Meet with an HR professional virtually if you still have questions
    7. Attend virtual Open Enrollment presentations before and during Open Enrollment

    What To Do During Open Enrollment October 5-16

    Move From Preparation to Action

    With having completed most of your preparation before Open Enrollment, you are just about ready to select your benefits investments for 2021! Now it’s time to:

    Attend the Virtual Benefits and Well-Being Expo and Expo Presentations

    The Virtual Expo aims to help you be aware of and make the most of all benefits available to you as a UVA employee! You will learn more from Expo presentations about offerings from a vast array of vendors, including:

    • Teladoc - offering you quick access to primary care physicians who can diagnose your health care concerns over the phone*
    • Wellbeats - offering access to hundreds of virtual exercise classes, fitness instruction, and nutrition education online or in the app*
    • Bright Horizons and SitterCity - offering various options for dependent care
    • UVA Nutrition Counseling Center - offering free phone coaching with registered dietitians*
      *Indicates benefits available to UVA Health Plan participants

    Attend Virtual Open Enrollment Presentations

    Open Enrollment presentations provide an overview of your benefits and the UVA Health Plan, and detail changes, premiums, action items, resources, and key dates. A Q&A session follows each presentation.

    Dates and Zoom links for these presentations are below:

    Elect Your Health, Dental, or Vision Benefits

    If you currently have health, dental, or vision benefits, your 2020 elections will carry over to 2021. You can change these in Workday:

    • Health Plan:
      • Basic Health
      • Value Health
      • Choice Health
    • J1 Visa Health (for J1 visa holders only)
    • Dental Plan:
      • Basic Dental
      • Enhanced Dental
    • Vision Plan:
      • Davis Vision (optional)

    Re-Elect Your FSA and/or HSA Account in Workday

    Your 2020 elections for FSA and/or HSA will NOT automatically carry over to 2021. Re-elect these in Workday:

    • Health Savings Accounts (HSA) are only for Basic Health participants
    • Flexible Spending Accounts (FSA) are for all UVA Health Plan participants and options include:
      • Full FSA (Value and Choice Health only) – for health care expenses
      • Limited FSA (Basic Health only) – for dental and vision care expenses
      • Dependent Daycare Reimbursement Account – for dependent daycare expenses only

    Make Elections and All Changes in Workday

    • Review the Workday Job Aid for step by step instructions.
    • This year, you will see status announcements in Workday to quickly show your status:
      • Red - “Begin your Open Enrollment” if you haven’t started
      • Red – “Your Open Enrollment is on hold” if you have another benefit action item to complete such as a birth event
      • Orange – “Re-Enrollment Required” if you need to resubmit your Open Enrollment choices because of a change such as moving from full-time to part-time or a visa update that affects your benefits eligibility
      • Orange – “In Progress But Not Submitted Yet” if you need to finish submitting your Open Enrollment choices because you saved the event and have not finished it
      • Green – if you have successfully completed your Open Enrollment process
    • Print elections in Workday when submitted
    • If you want to make additional changes AFTER you submitted your elections but BEFORE Open Enrollment closes, you can still do that! View any Open Enrollment webpage for instructions at the bottom of each page, or refer to the Workday Job Aid.

    What To Do After Open Enrollment Closes

    Check Your Workday Inbox

    If you are adding a dependent or spouse to UVA Health Plan benefits for the first time, or are brand new to Basic Health, you will need to return to your Workday Home page and scroll down to your Inbox. Your Inbox will have additional Open Enrollment To-Do steps that must be completed.  

    • If newly adding a spouse to the UVA Health Plan for the very first time, complete the Spouse Affidavit.  
    • If newly enrolled in Basic Health for the first time, complete the Health Savings Affidavit.
    • If you are adding any new dependents to your health, dental, or vision benefits during Open Enrollment, additional documentation is required within 30 days. 

    Flu Shots

    Things Are Different This Year

    Due to necessary COVID mitigation efforts of physical distancing, and with many of our colleagues working in remote locations, UVA will not be holding flu clinics on Grounds this fall. Flu shots are covered by most health plans, so check your health plan for more details.

    Faculty, staff and team members covered by the UVA Health Plan may obtain a flu shot through their Primary Care Physician, or at a CVS or any pharmacy in Aetna’s National Pharmacy Network, if you present your Aetna card at the pharmacy.

    To learn more, read the full Flu Shot announcement.

    We Hear You. How Can We Help?

    After reviewing materials and resources on the Open Enrollment website, if you would like additional 1:1 personalized assistance, there are several options to receive support:

    • Email AskHR@virginia.edu or click on the “Chat with an Expert” button at the bottom of every Open Enrollment webpage (during regular work hours) for a more immediate response to your questions
    • Email AskHR@virginia.edu or call 434.243.3344 to schedule a 20-minute Zoom appointment to discuss your more complex questions with an HR professional. HR will accommodate as many appointments as possible through Wednesday, October 14.

    We are here to help you!

    Stay in Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

  • September 21 - HSAs and FSAs

    Two Facilities Management employees with masks on

    Your FSA and HSA Accounts

    Important Information You Need to Know

    UVA’s Benefits Open Enrollment for plan year 2021 will occur October 5 – 16, 2020. Our goal is to make the benefits review process as positive an experience as possible. 

    For the 2021 plan year, there are no changes to premiums, coinsurance, copays, or deductibles for the Basic, Value, and Choice Health options for full-time employees. However, there are action items you may need to take. This email details changes that affect the Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA, Basic Health participants only), and action items you may need to take during Open Enrollment.

    Flexible Spending Accounts

    Re-Elect in Workday During Open Enrollment

    All Health Plan participants may have some form of a Flexible Spending Account:

    • Basic Health participants may open and maintain:
      • Limited Flexible Spending Account - for eligible dental and vision expenses; the Limited FSA may be used in combination with an HSA
      • Dependent Daycare Reimbursement Account - for dependent / child daycare expenses 
    • Value and Choice Health participants may open and maintain:
      • Full Flexible Spending Account – for medical, pharmacy, dental, vision expenses, including copayments, deductibles, coinsurance, and certain over-the-counter medications
      • Dependent Daycare Reimbursement Account - for dependent / child daycare expenses
    • FSAs and HSAs make it possible for you to save more by paying for certain medical, pharmacy, dental, vision, or dependent care expenses on a pre-tax basis

    CHANGES AND ACTION ITEMS

      2020 elections for FSAs will NOT automatically carry over to 2021. If you want to participate in an FSA in 2021, you must re-elect the program for 2021 in Workday during Open Enrollment. If you do not re-elect during Open Enrollment, you will not be able to participate in an FSA in 2021 unless you have a qualified life event.
    2. FSA funds must be used by the end of the calendar year. However, UVA has a grace period of 2 1/2 months. This allows you to spend FSA money through March 15 of the following year. After the grace period ends, you will lose any remaining money in your FSA account. You may only start, stop, or change FSA elections during Open Enrollment or if you have a qualified life event. 
    3. If you currently have a health care FSA and are switching to Basic Health in 2021, you must deplete 100% of any remaining funds in your FSA before December 31. If you do not, your HSA will not be set up until April 2021, and you will not be able to make employee contributions until April 2021.

    CONTRIBUTION AMOUNTS

    1. The Full and Limited (health care) FSA contribution amount you pledge for the year is typically available following your first pay period of 2021. Payroll deductions for the FSA would continue through the remainder of the year.
    2. Dependent Daycare Reimbursement Accounts funds are available after they have been deposited in your account following each paycheck. It can take up to 3 business days for payroll-deducted funds to populate in your account. 
    3. Contribution Limits remain the same for 2021:
      • Full and Limited FSA - minimum $120,  maximum $2,500
      • Dependent Daycare Reimbursement Account - minimum $120, maximum $5,000

    LEARN MORE ABOUT FSAs

    Health Savings Accounts

    Re-Elect in Workday During Open Enrollment

    Only those employees enrolled in Basic Health are eligible for a Health Savings Account. Eligibility restrictions may apply. HSA funds may be used for qualified health care, prescription, dental, and vision expenses. HSA funds roll over each year and are yours to keep for future health care costs.

    CHANGES AND ACTION ITEMS

    1.   Re-Elect Your HSA in Workday

    • To continue your HSA, you must re-elect the program for 2021 during Open Enrollment. 
    • If you do not re-elect and you had an HSA in 2020, your benefit will be elected, with the employer contribution, but with $0 employee contribution. 
    • You can add your employee contribution at any time in Workday. 

    2.   Sign Your HSA Affidavit

    • If you are enrolling in Basic Health for the first time, don't forget to sign the HSA Affidavit, which will show up as an additional action item in your Workday inbox. 
    • Even if you do not want to contribute to an HSA, you must sign and return the affidavit so UVA can deposit its employer contribution. You will be moved to Value Health if you do not.

    3.   Spend 100% of FSA Funds Before December 31, 2020

    • If you currently have a health care FSA and are switching to Basic Health in 2021, you must deplete 100% of any remaining funds in your account before December 31. 
    • If you do not deplete remaining funds, your HSA will not be opened until April. The UVA employer contribution and your contribution will not be available until the first paycheck after April 1, 2021, and you will not be eligible to use your HSA on any expenses prior to April 1, 2021.

    4.   Complete the Banking Form

    • After enrolling in your HSA for the first time in Workday, complete the banking form that Chard Snyder emails to you (the company that administers UVA’s HSAs, FSAs, and Dependent Daycare Reimbursement Accounts).
    • Contributions are accepted into new HSAs the month after the account is opened by Chard Snyder.
      • Go to www.chard-snyder.com and click on “Login.” 
      • Under “Employees,” click on “Access your FSA, HRA, HSA Advantage, TRP accounts.”
      • Under “New User?” click on “Create your new username and password.”
      • Follow the prompts to create your username and password. It will ask for your social security number or Employee ID (found on your UVA ID card), so have that information handy.
    • It is important that you review all information from Chard Snyder. Your account will not be opened at Chard Snyder until you complete the banking form, and any follow up requirements from Chard Snyder. This will delay the eligibility start date for your expenses, and if you have enrolled in an HSA, then you also risk a prorated employer contribution to your HSA. 

    5.   Confirm home address in Workday

    Anyone with a PO Box as their home address in Workday will have their request to open a health savings account rejected by Chard Snyder. It is a Patriot Act requirement to have a physical address on file before the HSA can be opened. Please verify now that your contact information contains your physical address within Workday. Chard Snyder may require you to provide proof of address before opening your HSA.

    CONTRIBUTION AMOUNTS

    • UVA makes a contribution into your HSA after your account is opened, which shows up in your Chard Snyder account and on your second payslip in January 2021. Funds are available to spend 3 bank days after the payday when they are deposited.
      • $1,000 employer contribution for employees only
      • $1,500 for employee + dependents
    • Employee contributions to the HSA are voluntary and are deducted from payroll before taxes.
      • Minimum employee contribution: $120/year
      • Maximum employee contribution: $3,600/year for individuals, $7,200 for employee + dependents
      • Employees 55 and older may contribute an additional $1,000/year
    • Keep in mind that the limits above include the employer AND employee contributions

    LEARN MORE ABOUT HSAs

    We Hear You. How Can We Help?

    After reviewing materials and resources on the Open Enrollment website, if you would like additional 1:1 personalized assistance, there are several options to receive support:

    • Email AskHR@virginia.edu or click on the “Chat with an Expert” button at the bottom of every Open Enrollment webpage (during regular work hours) for a more immediate response to your questions
    • Email AskHR@virginia.edu or call 434.243.3344 to schedule a 20-minute Zoom appointment to discuss your more complex questions with an HR professional. HR will accommodate as many appointments as possible through Wednesday, October 14.

    We are here to help you!

    Stay in Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

  • September 15 - Events and Presentations

     

    Virtual Events and Presentations

    To Help You Choose

    The 2021 Benefits Open Enrollment begins on October 5, 2020 and runs through October 16, 2020. There is no confirmation period after Open Enrollment closes, so make sure to review and confirm your benefits early. It’s not too early to review your benefits and learn what’s new.

    This email explains how the Open Enrollment presentations and Benefits and Well-Being Expo will work this year. To ensure your health and safety during this unprecedented time of coronavirus pandemic, all presentations and the Expo will be virtual. Plan to attend virtually from the comfort of your computer, tablet, or smartphone in September or October to hear about benefits changes and ask questions. No RSVP required.

    Good news! The Expo will be two weeks instead of two days, giving you ample opportunity to meet virtually with vendors, watch presentations, and equip yourself with the knowledge you need to make informed decisions during Open Enrollment.

    Open Enrollment Presentations

    Learn About Benefits Changes

    Open Enrollment Presentations will be hosted in Zoom, and not presented by school or unit. You may attend whichever session best fits your schedule. They will be the same in content except for the live Q&A at the end of each session and will include an overview of the Open Enrollment process, changes to your benefits, new resources, premiums, maximizing well-being, and key dates. The presentations will take place on the following dates:

    Not able to attend? One full presentation will be recorded and available for you to listen to anytime on the Presentations 2021 webpage. Check back after October 5 for the link.

    *Open Enrollment Town Hall - October 7
    Extend your benefits knowledge beyond Open Enrollment 

    NEW this year, a virtual Open Enrollment Town Hall will bring in additional information beyond the Open Enrollment Zoom presentations. The Town Hall will include presentations and Q&A sessions with FEAP, Hoos Well, Leave, Benefits, and Retirement experts.

    Benefits and Well-Being Expo

    Attend virtually from the comfort of your home 

    The Virtual Benefits and Well-Being Expo is convenient, fully interactive, and accessible 24 hours a day between October 5 – 16 from your computer, tablet, or phone with the click of a link. You can invite your spouse to experience the Virtual Expo simply by sharing the link. Access the Virtual Expo here. (Information will be live beginning October 5.)

    Immediately upon entering the Virtual Expo, you will see “booths” from UVA partners and vendors. Before you start exploring the booths, we recommend you register for an account – simply click on the "Create Account" button in the upper right-hand corner. 

    How to Navigate: Each booth is categorized as Well-Being, “Retirementality,” Financial, and Health, so you can follow a path as you proceed through each topic. Click on a booth image or name to find details, images, informational videos, and contact information for that vendor. Click the left or right arrow on either side of the booth information to move to a different booth or click on the “back” browser button to return to the Expo overview page. You don’t need to visit all the booths in one sitting – feel free to come back and explore more when it’s convenient. If you have registered for an account in the Virtual Expo, your progress will be saved. 

    Win prizes! You will receive points for each booth you visit, which are tallied for you at the top of your browser. The more points you earn, the greater your chance of winning a prize, courtesy of our generous sponsors and exhibitors. Fitbits, eco-friendly gift baskets, and free WW one-month memberships are just a few of the potential prizes. You must register for an account in the Virtual Expo in order to win a prize.

    For more information, visit the Virtual Expo webpage on the Open Enrollment website.

    Virtual Expo Presentations

    As part of the Virtual Expo, you will be able to watch live stream and recorded presentations from vendors and UVA partners that will dive deeper into topics regarding the UVA Health Plan, financial planning and retirement, Medicare, and more. You can find a full Expo presentation schedule with registration links on the Expo Presentations website, or from the “Expo Presentations” booth in the Virtual Expo. 

    We hear you. How can we help?

    If, after reviewing materials and resources on the Open Enrollment website, you would like additional 1:1 personalized assistance, there are several options to receive support:

    • Email AskHR@virginia.edu or click on the “Chat with an Expert” button at the bottom of every Open Enrollment webpage (during regular work hours) for a more immediate response to your questions
    • Email AskHR@virginia.edu or call 434.243.3344 to schedule a 20-minute Zoom appointment to discuss your more complex questions with an HR professional. HR will accommodate as many appointments as possible through Wednesday, October 14.

    We are here to help you!

    Stay in Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

  • September 9 - Employee Toolkit

     Open Enrollment header with Deanna Carter photo

    Open Enrollment Toolkit

    Your Toolkit of Information During Benefits Open Enrollment

    Benefits Open Enrollment occurs October 5 – 16, 2020. The Open Enrollment website is open, and this announcement details:

    • Action items to prepare yourself for Open Enrollment
    • Tools and resources to help you explore benefits options
    • Steps to enroll in Workday 

    For a detailed explanation of benefits changes for 2021, please review the 9/1/20 Open Enrollment email.

    This is a busy time of year, and your benefits are an important financial investment. We are pleased that you approach benefits decisions with the same focused level of research and intentionality as you do with any other major expenditure. Our goal with this email is to make the Open Enrollment process as positive an experience as possible.

    Action Items

    How to Prepare for Open Enrollment

    1. Mark your calendar for these key dates: 

    • Oct. 5 – 16, 2020: Open Enrollment Period
    • Sep. 21: Open Enrollment Brochure mailer arrives this week
    • Sep. 28: Open Enrollment Cost Comparison mailer arrives this week
    • Sep. 28: – Oct. 14: VIRTUAL Open Enrollment Presentations
    • Oct. 5 – 16: VIRTUAL Benefits and Well-Being Expo, 24/7
    • Oct. 7: VIRTUAL Open Enrollment Town Hall
    • Oct. 16: Open Enrollment closes at midnight

    2. Familiarize yourself with the newly designed Open Enrollment website. 

    The Open Enrollment HOME webpage clearly lays out changes, costs, and action steps, all on one page. For additional details, the benefit-specific pages are accessible via the sidebar navigation box. You’ll see a new Medical Scenarios webpage that compares costs for common medical procedures across the three health plan options. You’ll also find details on all pages about how to enroll or make changes in Workday.

    3. Try out the new resources listed below.

    Take the new resources out for a spin, such as the Open Enrollment video, podcasts, Medical Scenario page, Aetna Navigator tools, and more. Check back often as we continue to update the website with new resources prior to the launch of Open Enrollment.

    4. Confirm your home address in Workday. 

    Make sure your home address and phone numbers are correct in Workday so you can receive the mailers and your new Aetna medical/pharmacy ID card.

    Open Enrollment Tools

    Understand Available Resources and Tools

    WHAT'S NEW

    Resources to help you select the best health, dental and vision options for you and your family are numerous, and are found on the Resources 2021 webpage. NEW resources this year are as follows:

    Medical Scenarios webpage - six common medical scenarios that you might experience, with estimates for what you would pay for each service depending on your health plan option. Visit the Medical Scenarios webpage for details.

    NEW Podcasts - on retirement, Aetna as UVA’s new pharmacy benefit manager and the new Aetna One Advocate model (coming soon); and Dependent Daycare FSA (coming soon).

    Open Enrollment Overview – this animated Overview Video details benefits changes, action items for you to take, and resources.

    Aetna Navigator - a new “Find Care & Pricing” tool compares costs to deliver real-time, personalized estimates and provide average in-network and out-of-network costs. Visit the Aetna website and click on “Log in/Register” to access this new tool.

    VIRTUAL Benefits & Well-Being Expo - hosted online and running two weeks instead of two days, you will find a one-stop shop for well-being and benefits information, including presentations that dive deeper into physical, financial, and emotional well-being topics from UVA HR Staff and community partners. Visit the Expo 2021 webpage and register on the page's Virtual Expo portal (link will be active October 5).

    Open Enrollment Town Hall – in addition to five virtual Open Enrollment presentations offered Sep. 28 – Oct. 14 by the HR Benefits team, a new Open Enrollment Town Hall will include presentations by FEAP, Hoos Well, and the Leave, Benefits, and Retirement teams. Questions from you can be upvoted during the Q&A. Visit the Presentations 2021 webpage for a full schedule and Zoom links.

    “For Your Benefit” mini-videos (coming in late September) - short informative videos about benefits topics including how to understand the Schedule of Benefits tables, the difference between HSAs and FSAs, and how the three health plan options differ.

    WHAT’S BETTER

    We heard you!

    We’ve also enhanced and upgraded some resources based on your great feedback from last year:

    Website: The UVA HR Open Enrollment website is redesigned and easier to navigate. Each page offers relevant changes and action items at the top of the page, and detailed instructions for enrolling in Workday near the bottom. Schedule of benefits resources are both in the sidebar and in the main content area. The Medical Scenarios webpage is an exciting new addition that you have been asking for! Six common medical scenarios provide estimates for what you would pay for each service across the three health plan options (keep in mind that the real costs depend on the services you receive and how the doctor or health care facility bills Aetna).

    Picwell and ALEX Interactive Tools: Both Picwell and ALEX have been updated to reflect CARES Act changes that extend deadlines for spending FSA monies, how COVID-related services are covered, and Teladoc access. Both plans have been enhanced to explain why they make the recommendations they do, and to provide alternative recommendations for employees unable to cover out-of-pocket expenses with the high deductible Basic Health option. Both plans state how much you should put in your HSA and your FSA to meet your medical needs. 

    Home Mailers: 

    • The Overview mailer about Open Enrollment has been expanded into a 12-page brochure and will arrive at your home during the third week of September. It details key dates, benefits changes, action items, what’s new for 2021, resources, and how to enroll in Workday. A PDF version of the brochure is available on the Open Enrollment website, Resources webpage.

    • The Comparison mailer has been expanded into an 8-page booklet and includes not only the four “Health Plan Options at a Glance” tables, but also a shortened version of the Aetna Schedule of Benefits comparison table for in-network services, a comparison of dental plan options, additional resources, and key dates. A PDF version of the Cost Comparison booklet is available on the Open Enrollment website, Resources webpage.

    Aetna One Advocate: You told us you wanted a more concierge approach to managing your health care needs. Starting in January 2021, you will enjoy a new dedicated advocate service model:

    • Members connect directly to an advocate on UVA’s dedicated service team
    • Advocates work with members to understand medical care costs, coordinate care and approvals, and connect members with available resources
    • Advocates can create a personalized care plan focused on a seamless, hassle-free member experience

    Elect Benefits in Workday

    Understand the Process in Workday

    To review and elect your benefits in Workday:

    1. Navigate to Workday on or after October 5
    2. In your Workday Inbox, click on the message titled "Open Enrollment Change: [Your Name] on 01/01/2021"
    3. Follow the instructions to navigate through each part of the Workday Open Enrollment screens:
      • Modify medical, dental, vision benefits, if desired
      • Add or drop dependents, if applicable (adding a spouse requires spousal affidavit to be completed before finalizing your benefits elections). Confirm social security numbers for dependents. Confirm home address.
      • Elect/waive Health Savings Account and Flexible Spending Account
      • View insurances and long-term disability
      • Confirm or change beneficiaries for life insurance
      • If you are not ready to submit, back up one page using your "back" arrow in your browser, and select "Save for Later"
      • When you are ready to submit, electronically sign at the bottom of the last page and press the SUBMIT button
      • Workday does not currently offer the option to confirm your elections in writing, so after you submit your elections, it is a good idea to print a copy of your elections confirmation for your records. This will save a PDF of the document, which you can print or save.
      • Watch for additional emails in your Workday Inbox related to post-Open Enrollment action items you made need to take

    If you change your mind on an Open Enrollment choice you made and Open Enrollment has not closed:

    1. From the Benefits app in Workday, click on "Change Open Enrollment"
    2. You will be making changes to what has been previously submitted. Any changes made will need to be resubmitted. If you do not resubmit, the changes will be deleted and the previous submission will remain in effect.
    3. Move through the same screens to elect or waive coverage
    4. Once changes are complete, electronically sign at the bottom of the last page and press the SUBMIT button
    5. Print the new confirmation of benefits elections

    Tell Us How We're Doing

    We Love Your Feedback!

    Constructive feedback from you after last year’s Open Enrollment helped guide many improvements you will see with this year’s Open Enrollment website and communications. Thank you for your feedback, and please complete the survey after Open Enrollment this year to let us know how we did!

    We hear you. How can we help?

    If, after reviewing materials and resources on the Open Enrollment website, you would like additional 1:1 personalized assistance, there are several options to receive support:

    • Email AskHR@virginia.edu or click on the “Chat with an Expert” button at the bottom of every Open Enrollment webpage (during regular work hours) for a more immediate response to your questions
    • Email AskHR@virginia.edu or call 434.243.3344 to schedule a 20-minute Zoom appointment to discuss your more complex questions with an HR professional. HR will accommodate as many appointments as possible through Wednesday, October 14.

    We are here to help you!

  • September 1 - Early Preparation

    UVA employee Jeffery Smith

    Get Ready for Benefits Open Enrollment

    Here's What You Need to Know

    UVA benefits Open Enrollment for the 2021 plan year is October 5 - 16, 2020. Outlined below are benefits changes you should be aware of, actions you can take, and resources to help. Visit the Open Enrollment website for additional details.

    For the 2021 plan year, there are no changes to premiums, coinsurance, copays, or deductibles for the Basic, Value, and Choice Health options for full-time employees. However, there are action items you may need to take. Even though you may not want to make any changes to your health, dental, or vision plans, you will need to re-elect the FSA and HSA programs in Workday if you want to keep them in 2021. 2020 elections for FSAs and HSAs will NOT automatically carry over to 2021.

    UVA cares deeply about our community and is actively looking for ways to support employees. In addition to not increasing premiums for full-time employees, UVA pays on average more than 80% of your health care premiums; this is part of the Total Rewards package for every benefits-eligible employee.

    UVA employees spend an average of $4,000 a year on health care for individuals, and $12,500 for families.  UVA's benefit options may change from year to year to help balance your health needs and premiums with current industry options, standards, and market influences. Like getting your car inspected each year, paying attention each year to benefit changes helps you make the best choices for you and your family right now.

    Action Items

    How to Prepare for Open Enrollment

    1.    To prepare for your 2021 benefits needs, review how you used your benefits in 2020. The following resources can help you look back, in order to plan for 2021:

    2.    If you’re switching over to Basic Health for the first time:

    • You will need to spend 100% of the funds in your Health Care FSA by December 31, 2020 in order to open your Health Savings Account (HSA). If you do not deplete 100% of your FSA:
      • Your HSA cannot be opened, and you will not be able to receive HSA seed funds from UVA or make employee contributions until April 1, 2021
      • Deposited funds will not become available for use on the third bank day after payday
      • You will not be able to use money in your account to cover any expenses incurred prior to April 1, 2021
    • Don't forget to sign and return the HSA Affidavit, which will show up as an additional action item in Workday. Even if you do not want to contribute to an HSA, you must sign and return the affidavit so UVA can deposit its employer contribution. You will be moved to Value Health if you do not take this action.

    3.    Visit the Open Enrollment website: hr.virginia.edu/oe2021 and familiarize yourself with the details.


    4.    Don’t forget to redeem your 2020 Hoos Well rewards in the RedBrick portal by November 30, 2020.

    Benefits Changes

    Important Changes You Will Want to Understand

    Aetna Will Replace OptumRx as the Prescription Benefit Manager

    This means you have one customer service phone number to contact for questions or support; one ID card to show when receiving health services and getting prescriptions filled; and one personal health record on Aetna's website to find all your medical and prescription drug expenses when evaluating your future health care needs. Look for a new health/prescription card in the mail in December (make sure you home address is correct in Workday).

    Visit the Prescription Drug Program 2021 webpage for additional information and changes.

    The Benefits and Well-Being Expo Will Be Virtual

    To comply with University guidelines about safety during the coronavirus, the Benefits and Well-Being Expo will be offered completely online this year through the Airbo platform. It will be available for 2 weeks instead of 2 days, running 24/7 from October 5 to 16.

    You can still browse local resources, meet with financial planners and retirement vendors virtually during regular working hours, and connect with HR team members to get your specific questions answered. Visit the Benefits and Well-Being Expo webpage for access to the Airbo platform, a schedule of presentations, and for more information about the Expo.

    The Long-Term Disability Plan Will Be Harmonized 

    Starting on January 1, 2021, the long-term disability for Academic Division staff and Medical Center team members will be harmonized to provide the same benefit: A monthly income benefit equal to 60% of monthly salary, and a maximum monthly benefit not to exceed $20,000. There are no changes to current retirement contribution provisions.

    Medical Center Part-Time Eligibility For Benefits Will Be Harmonized

    Beginning January 1, 2021, benefits eligibility for health and dental premiums for UVA Health team members will be defined as part-time if working at least 20 hours but less than 30 hours per week, and full-time if working 30 hours per week or more.

    • This means that team members currently working 30-36 hours per week will be eligible in 2021 for lower full-time rates for health and dental benefits.
    • Team members currently working at least 20 but less than 30 hours per week will still be eligible for part-time rates for health and dental benefits.  
    • There will be one health plan premium set and one dental plan premium set for all part-time employees at UVA. Visit the Health Plan 2021 webpage and the Dental Plan 2021 webpage for current premiums.

    FSA and HSA Programs Must Be Re-Elected in Workday 

    You must actively re-elect the Flexible Spending Account (FSA) and Health Savings Account (HSA) programs for 2021 during Open Enrollment. 2020 elections for FSAs and HSAs will NOT carry over to 2021. Visit the Open Enrollment FSA 2021 webpage and the HSA 2021 webpage for additional details.

    Virgin Pulse Replaces RedBrick as Hoos Well Partner 

    Hoos Well presents Virgin Pulse as its new partner, which recently acquired RedBrick Health. Virgin Pulse offers a more modern and interactive technology platform and provides more opportunities to enhance your well-being.

    In the new Virgin Pulse portal beginning February 1, 2021, employees and spouses covered by the UVA Health Plan can earn up to $500 in financial incentives when they complete activities within three domains (physical, emotional, financial) of well-being. You can find new opportunities to earn rewards, donate your rewards to charitable causes, and participate in emotional well-being initiatives and activities for family and friends.

    Resources

    To Help You Choose

    Visit the Open Enrollment Resources 2021 webpage for a robust collection of tools to help you understand your benefits and select the best options for you and your family for the 2021 plan year.

    We hear you. How can we help?

    Still need help? Contact the HR Solution Center for personalized, one-on-one service.

  • August 26 - Benefits Usage

    UVA Rotunda in the fall

    UVA’s Benefits Open Enrollment for plan year 2021 will occur October 5 – 16, 2020. NOW is your time to review and select benefits for next year. Are you getting the most out of yours? Your family’s health, vision, and dental care benefits are a significant investment in your physical and financial well-being and should be treated like any major purchase. In fact, UVA employees spend an average of $4,000 a year on health care for individuals, and $12,500 for families.  

    As we edge toward our fall Open Enrollment, this is the time to review how you’ve used your benefits so far. What can you do now to plan for the benefits you'll need in 2021? 

    What To Expect

    Better Ways to Get Information

    For all of us, and for many reasons, 2020 is a year like no other. UVA leadership cares about our employees and is always looking for ways to help. For benefits Open Enrollment this year, our goal is to make the benefits review process as easy as possible.  

    Here's what to expect:

    • A redesigned website with clear action items, new tools to help you choose your benefits wisely. 
    • You can meet virtually with HR team members a month before Open Enrollment to understand your benefits better. 
    • New podcasts and short videos that explain your benefits
    • Information in emails, social media, digital monitors across Grounds, and buses 
    • Two detailed print pieces delivered to your home, and a reminder postcard before Open Enrollment closes (make sure your home address is listed correctly in Workday)

    Mark Your Calendar

    Important Events You Don't Want to Miss

    September 1 – Open Enrollment website is live 
     
    September 28 – October 14: Virtual Presentations - To ensure your health and safety, these presentations are hosted hosted virtually through Zoom in September and October. Hear about benefits changes and ask questions. No RSVP required. Presentations are not customized for any school or unit, so attend any presentation that fits your schedule. All options listed below will offer the same content, with the exception of the Town Hall.

    Town Hall October 7, 2020

    • Monday, September 28, 10 – 11 am 
    • Thursday, October 1, 3 – 4 pm 
    • Monday, October 5, 9 – 10 am 
    • Wednesday, October 7 TOWN HALL, 12 – 1 pm 
    • Friday, October 9, 1 – 2 pm 
    • Wednesday, October 14, 11 am – 12 pm

    October 7: Town Hall - A Virtual Open Enrollment Town Hall will be held October 7, 12 – 1 pm, which will bring in additional information beyond the Open Enrollment Zoom presentations. The Town Hall will include short presentations and a Q&A session with the: 

    • UVA Faculty and Employee Assistance Program (FEAP) 
    • Hoos Well team 
    • Leave team 
    • Benefits team 
    • Retirement team 

    Questions can be submitted during the Town Hall, and upvoted. A moderator will curate the questions for the presenting team representatives to answer. 

    October 5 – 16: Virtual Benefits and Well-Being Expo – In order to ensure the safety of our community, the expo will be held virtually this year. This convenient format will provide you and your family with access to the Virtual Expo 24/7 for two weeks by phone, tablet, or computer. Visit vendor booths online, view materials and presentations, and learn about resources and programming to improve your healthy lifestyle and thrive. Each booth offers an easy link to get in touch with the vendor to ask questions or receive additional information. 

    As you explore, you’ll earn points for visiting booths, which will increase your chances of winning a prize, courtesy of our generous sponsors and exhibitors. Fitbits, eco-friendly gift baskets, and free WW one-month memberships are just a few of the potential prizes! 

    Review your Benefits

    Ensure Your Needs Are Met

    It's not too early to make sure the benefits you chose in 2020 are meeting your needs and supporting your health and well-being. Consider:  

    Have you used all your preventive services for health, dental and vision? Visit:

    Do you have funds left in your FSA account that you can use? Visit the Chard Snyder website to check your FSA account balance.

    • All funds in your FSA need to be used by the end of 2020! 
    • Chard Snyder has an online FSA store where you can use your FSA dollars. Check out the FSA Eligibility List to find out which kinds of over-the-counter products and medications you can purchase.

    Will you or a family member need to meet with a specialist? 

    Did your benefits elections in Workday match your spending in 2020? Log in to Workday and review your benefits. 

    Are your dependents listed with correct social security numbers in Workday? Review their social security numbers in Workday and adjust as needed. 

    Is your home address and phone # correct in Workday? Review your profile in Workday and update as needed.  

    Asking yourself these questions can help you make the best investment. As Open Enrollment approaches, knowing what you need now is a great way to prepare for next year. 

    We hear you. How can we help?

    Still need help? Contact the HR Solution Center for personalized, one-on-one service.

2020

  • October 16: Open Enrollment Closes Soon

    Open Enrollment closes this Friday, October 18, and there is no confirmation period afterward, meaning you can no longer make any changes if you wish to do so after October 18.

    Choosing benefits is a major investment in your physical and financial well-being. Take this opportunity to review your benefits and make any changes. You can check out 2020 benefits information on the Open Enrollment website before entering your Workday Benefits app to make changes for 2020.

    Take Action Now

    Your action items:

    • Review key changes to your benefits in 2020. See a summary of these changes on the Open Enrollment home page.
    • Take advantage of our helpful resources to get a closer look at all of the benefits options and choose what's best for you.  
    • Consider your 2020 health, dental, and vision options. If you decide not to make any changes, you’ll stay with your current plans. 
    • Review flexible spending account (FSA) or health savings account (HSA) amounts. If you don’t change these, what you chose for 2019 will be repeated for 2020. 
    • Add or drop dependents during Open Enrollment. Make sure you have key information to do so, such as social security numbers, and review eligibility information and necessary documentation.
    • Confirm that all social security numbers for you and your dependents are correct and valid in Workday.
    • Mid-year qualifying life events and new hire enrollments will need to be completed within 30 days of the event or hire date.

    Still Deciding? These Resources Can Help You Choose

    Use these resources to help you evaluate your needs and understand different benefits options.

    There's Still Time to Earn Rewards

    The Hoos Well 2019 Annual Campaign will be coming to a close November 30. Be sure to complete activities within the Hoos Well portal in order to earn $500 in gift card rewards.* Any unredeemed rewards will be forfeited on December 1. Stay tuned as 2020 Hoos Well program information and new ways to earn will be released soon.
     

    * All rewards are considered taxable income. You must be an active employee on the UVA Health Plan and earning a paycheck at the time of redemption. Grant-funded postdoctoral fellows, retirees, COBRA enrollees, and their spouses enrolled in the UVA Health Plan are not eligible for monetary rewards.

    Ready to Enroll?

    Have you reviewed your options? Ready to enter your changes? Have you confirmed social security numbers for your dependents? Enroll online in Workday:

    • To start or continue your Open Enrollment event, login to your Workday self-service.  
    • From your Workday homepage, look for a To-Do in your Inbox that says Open Enrollment Change: YOUR NAME for 01/01/2020
    • Review your benefits elections and make changes if desired.
    • Confirm your dependents are listed with correct SSNs.
    • Print out your Open Enrollment benefits selections after clicking on the SUBMIT button.

    We Hear You. How Can We Help?

    Don't let this important deadline pass you by! Still need help? Contact the HR Solution Center for personalized, one-on-one service.

    Stay in Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

     

  • October 9: Benefits and Wellness Expos Begin Today!

    Expo Today at Newcomb Hall

    Today is the day to stop by the 3rd Floor of Newcomb Hall to check out the Benefits and Wellness Expo! Meet with over 40 vendors, including financial and retirement planners, benefits counselors, and health plan providers. This event helps provide all of the information you need to make your benefits selection for Open Enrollment, October 7 – 18, 2019.

    • Attend information sessions on important health and benefit topics
    • Received free health screenings like blood pressure and injury assessments 
    • Get your questions answered by HR benefits counselors, financial and retirement planners, and vendors
    • Learn more about Hoos Well programs and wellness reward opportunities
    • Get a free flu shot
    • Enjoy a complimentary chair massage, courtesy of Hoos Well
    • Enjoy coffee, raffles, and prizes while connecting with your friendly UVA HR professionals
    • Parking is free for 2 hours at the Central Grounds garage while you attend the Newcomb Hall Expo. No code required!

    Visit the Benefits and Wellness Expos webpage for a full list of presentations, exhibitors, free screenings, and more! Can’t attend the information sessions on Oct. 9? Access the livestream presentations or watch the recorded videos later on the website.

    Expo Tomorrow at Education Resource Center

    If you can’t make it today, stop by the Benefits and Wellness Expo at the UVA Medical Center tomorrow, October 10 between 7am and 3pm.

    • Learn more about Hoos Well programs and wellness reward opportunities
    • Get free injury assessments 
    • Attend information sessions on important health and benefit topics
    • Get a free flu shot
    • Get a complimentary chair massage, courtesy of Hoos Well
    • Enjoy coffee, raffles, and prizes while connecting with your friendly UVA HR professionals

    Visit the Benefits and Wellness Expos webpage for a full list of presentations, exhibitors, free screenings, and more! Can’t attend the Expos on Oct. 9 or 10? Access the livestream presentations or watch the recorded videos later on the Expo Presentations webpage.

    Ready to Enroll?

    Have you reviewed your options? Ready to enter your changes? Have you confirmed social security numbers for your dependents? Enroll online in Workday either through the Open Enrollment Announcement item or the Open Enrollment Inbox item:

    • Sign in to WORKDAY
    • Click on the Open Enrollment item in the Announcements section, OR 
    • Look for a To-Do in your Inbox that says Open Enrollment Change: YOUR NAME for 01/01/2020
    • Navigate through each section of the Open Enrollment benefits selections
    • Click on Job Aids for assistance, as needed
    • Once you have clicked on the SUBMIT button to finalize your selections, print a copy of your benefits selections for your records.
    • If you already submitted your selections for Open Enrollment, but want to make more changes, you may return to the Benefits app on the Workday home page to access the event now through Friday, October 18.

    We Hear You. How Can We Help?

    Still need help? Contact the HR Solution Center for personalized, one-on-one service.

    Stay In Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

    UVA HR Twitter
    Hoos Well Twitter
    Hoos Well Facebook
    Hoos Well Instagram

  • October 7: It's Time to Choose

    Benefits Open Enrollment for 2020 begins today, October 7, and runs through Friday, October 18. Choosing benefits is a significant investment in your physical and financial well-being. UVA offers faculty, staff, and team members a variety of options, so you can customize your benefits to meet your unique needs. You can view plan changes and premiums at the Open Enrollment website before using the Benefits app in Workday to select your benefits for 2020.

    YOUR ACTION ITEMS:

    • Review key changes to your benefits in 2020 on the Open Enrollment home page.
    • Take advantage of our helpful resources to get a closer look at all of the benefits options and choose what's best for you.  
    • Consider your 2020 health, dental, and vision options. If you decide to not make any changes, you’ll stay with your current plans and do not need to take action.
    • Review flexible spending account (FSA) and/or health savings account (HSA) amounts. If you don’t change these, what you chose for 2019 will be repeated for 2020. 
    • Add or drop dependents in Workday during Open Enrollment. Make sure you have key information to do so, such as social security numbers, and review eligibility and documentation requirements.
    • Confirm that all social security numbers for you and your dependents are correct and valid in Workday.
    • Mid-year qualifying life events and new hire enrollments will need to be completed within 30 days of the event or hire date. 

    What's New for 2020

    • Premiums will increase for all three health plans, but more so for Choice Health - see the Health Plan webpage for cost comparisons
    • Deductibles will increase for Choice Health, decrease for Value Health, and stay the same for Basic Health
    • Coinsurance will increase for Choice Health
    • Copays will increase for Value Health
    • Out-of-pocket for Basic Health will decrease
    • Supplemental Benefit Credit will increase from $450 to $550 for eligible Academic Staff - see the Supplemental Benefit Credit webpage for eligibility information
    • Deductible for Choice and Value Health will include both medical and pharmacy, except those with copayments
    • Bariatric procedures must be performed in a Bariatric Institute of Quality (IOQ) to ensure quality; there is no out-of-network coverage. View a list of IOQs.
    • No age cap for Autism-Applied Behavior Analysis
    • A new UVA J1 Visa Health Plan for employees on J1 visas
    • Make sure you enroll by October 18, as there is no confirmation period afterward, meaning you can no longer make any changes if you wish to do so after that date.

    Take Advantage of Open Enrollment Resources

    Human Resources provides a range of resources, from the online PicWell interactive tool and Ask ALEX virtual benefits counselor, to in-person Open Enrollment presentations and personalized one-on-one benefits counseling appointments, to help you evaluate your needs and understand different benefits options. Learn more here.

    Don't Miss the Expos!

    Remember that the Benefits and Wellness Expos will take place this week on Wednesday, October 9 and Thursday, October 10. This is a great opportunity to learn more about using your benefits and prioritizing your wellness. There, you’ll get the chance to meet one-on-one with benefits counselors and providers, participate in health screenings, and attend information sessions on important health topics. Check out the full schedule and other details HERE.

    October 9, 2019

    • 8:30 am - 2:00 pm
    • Newcomb Hall (third floor)

    October 10, 2019

    • 7:00 am - 3:00 pm
    • Medical Center (Education Resource Center)

    Ready to Enroll

    Have you reviewed your options? Ready to enter your changes? Have you confirmed social security numbers for your dependents?

    ENROLL ONLINE IN WORKDAY:

    • Sign in to WORKDAY; click on the BENEFITS app
    • To view your benefits elections, click on BENEFIT ELECTIONS in the VIEW box
    • To change your benefits elections, click BENEFIT ELECTIONS in the CHANGE box
    • To update your benefits beneficiaries, click BENEFICIARIES in the CHANGE box
    • To update your benefits dependents, click DEPENDENTS in the CHANGE box

    We Hear You. How Can We Help?

    Still need help? Contact the HR Solution Center for personalized, one-on-one service.

    Universal Availability Notice

    We are required to provide you an annual Universal Availability Notice  about your eligibility to contribute to a 403(b) savings program. Find out more about your retirement options at hr.virginia.edu/benefits/retirement.  

    Stay in Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

    UVA HR Twitter
    Hoos Well Twitter
    Hoos Well Facebook
    Hoos Well Instagram

  • October 3: Learn About Your Health Plan Changes and Benefit Savings Accounts

    Open Enrollment starts next Monday, October 7, and continues through Friday, October 18, with no confirmation period. There are a number of changes to the UVA health plans that you should be aware of:

    • Premiums will increase for all three health plans, but more so for Choice Health - see the Open Enrollment Health Plan webpage for cost comparisons
    • Deductibles will increase for Choice Health, decrease for Value Health, and stay the same for Basic Health
    • Coinsurance will increase for Choice Health
    • Copays will increase for Value Health
    • Out-of-pocket for Basic Health is decreasing
    • Supplemental Benefit Credit will increase from $450 to $550 for eligible Academic Staff - see the Supplemental Benefit Credit webpage for eligibility information
    • Deductible for Choice and Value Health includes medical and pharmacy, except those with copayments
    • Bariatric procedures must be performed in a Bariatric Institute of Quality (IOQ) to ensure quality; there is no out-of-network coverage. View a list of IOQs.
    • No age cap for Autism-Applied Behavior Analysis
    • A new UVA J1 Visa Health Plan for employees on J1 visas

    Why The Changes?

    Benefits changes occur, and premiums or limits increase or decrease, because healthcare costs in the U.S. continue to rise. However, UVA continues to offer an exceptional benefits package to our employees while keeping costs as low as possible.

    In general, UVA offers competitive benefits at reasonable costs to create long-term plan stability for our eligible employees, which will likely mean the gradual consolidation of some plans. As an employee, you can take steps to mitigate the financial impact of some of these changes by enrolling in a flexible spending account (FSA) for Value and Choice plans, or taking advantage of a health savings account (HSA) if you participate in the Basic plan. So, while you may see increases, you can offset some of them through tax free savings.

    Be Prepared

    If you haven’t already done so, make sure the benefits you chose in 2019 are meeting your needs and supporting your health and well-being.

    • Have you used all your preventive services for health, dental and vision?
    • Do you have funds left in your FSA account that you can use? Visit the Chard Snyder website to check your FSA account balance.
    • Is the plan you chose in 2019 the best plan for you in 2020?

    Did You Know This About the HSA?

    All active, benefits-eligible employees enrolled in Basic Health can have a Health Savings Account (HSA). Funds in your HSA can be used for eligible health care, dental, and vision expenses. Funds in these accounts roll over each year and are yours to keep for future health care costs. In addition, investing in an HSA has three important tax advantages:

    1. You don’t pay federal income tax on your contribution.
    2. If you invest your balance, you aren’t taxed on the earnings as it grows.
    3. Withdrawals used to pay for qualified medical expenses are tax-free in most cases, whether you make the withdrawals now or far in the future.

    Some people never spend the money they put in their HSA during their working years. These people can take advantage of the account by saving and investing it to pay for medical expenses in retirement. If you save the money in your HSA over the years, you can use it to cover qualified medical expenses in the future, including in retirement. Withdrawals are federal tax–free (and usually state tax–free) if you use the money to pay for qualified medical expenses. You also can spend your HSA money on general expenses after age 65 — you just have to pay normal income taxes on the money you withdraw.

    To learn more, visit the Health Savings Account webpage.

    Did You Know This About the FSA?

    Flexible Spending Accounts (FSA) make it possible for you to pay for certain expenses on a pre-tax basis, which makes your money go farther. FSAs are not limited to medical expenses.FSAs are available to Basic, Value, and Choice health plan subscribers:

    • Value and Choice Health participants may enroll in a full FSA or a Dependent Daycare Reimbursement Account.
    • Basic Health participants have a limited FSA for eligible dental and vision expenses. For medical services and prescription costs, you must use HSA funds. Basic Health participants may not have a full FSA. 

    To learn more about FSAs, visit the Flexible Spending Account webpage.

    Learn More in Person

    Don’t forget to attend this year's Benefits & Wellness Expos, held at Newcomb Hall on October 9 and at the Education Resource Center (ERC) at the UVA Medical Center on October 10. 

    You can also attend in-person presentations across Grounds from now until October 10. This is a great opportunity to meet with a benefits counselor and learn more about your UVA benefits. Check the Open Enrollment Presentations webpage for a full schedule.

    We Hear You. How Can We Help?

    Last fall, we asked you to tell us about your UVA benefits (benefits preferences survey). Over 5,500 employees responded, and you told us you want more personalized, one-on-one help understanding and choosing your benefits. 

    We heard you! This year, we’re offering more in-person presentations with benefits counselors at schools and unit across Grounds, and we’ve hired additional HR professionals to respond in a timely manner to your phone call, online chat or email inquiry. You can access podcasts anytime from the Open Enrollment website that explain your benefits (look for them in the right column), and we’re sending you information not only via email, but also through Twitter and Facebook, on digital monitors across Grounds, and even on the buses in Charlottesville! You will also receive two print pieces at your home to learn about benefits changes, and a reminder postcard before Open Enrollment closes.

    Still need help? Contact the HR Solution Center for personalized, one-on-one service.

    Stay in Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

    UVA HR Twitter
    Hoos Well Twitter
    Hoos Well Facebook
    Hoos Well Instagram

  • September 30: (Only to J1 Visa Holders) You Have a New Health Plan, Made Just For You!

    Dear Colleague,

    We’re happy to inform you that you have a new UVA J1 Visa Health Plan, effective January 1, 2020. The UVA J1 Visa Health Plan is designed to meet the minimum requirements set by the U.S. Department of State for J1 Visa holders, including medical evacuation and repatriation. 

    Only those on J1 Visas will be eligible for enrollment on this health plan. If your visa status changes, you will need to change your health coverage accordingly. If you are currently enrolled in the Choice Health option, you will be automatically rolled over to the UVA J1 Visa Health Plan during Open Enrollment.

    Look for a postcard coming soon that gives additional details, or visit hr.virginia.edu/benefits/j1-visa-health.

    We hear you. How can we help?

    Contact the HR Solution Center for additional assistance.

  • September 26: Events and Resources to Help You Choose

    The 2020 Open Enrollment period begins in less than two weeks, on October 7, 2019, and runs through October 18, 2019. There will not be a confirmation period after Open Enrollment closes this year, so make sure to review and confirm your benefits early. It’s not too early to review your benefits and learn what’s new.

    Check out our resources to help you determine your needs and understand the different benefits options. Choosing benefits is a significant investment in your physical and financial well-being, so we want to make sure you have a variety of ways to explore your options and get the information you need to make informed choices.   

    Learn About Benefit Changes in Person

    You told us in a recent survey that you wanted more personalized assistance with understanding and choosing your benefits. We are listening! 

    • In addition to two UVA Benefits and Wellness Expos, plan to attend an Open Enrollment presentation in September or October to hear about benefits changes in person, with the opportunity to ask questions. Presentations will take place most weekdays between Sep. 18 and Oct. 10, 2019 at various locations across Grounds and the Medical Center. Visit the Open Enrollment Presentations webpage to find the presentation date and location that works best for you. No RSVP required!
    • We’ve hired additional HR professionals to respond to your emails, Live Chats, and phone calls. We're ready to help you!

    Join Us at a UVA Benefits & Wellness Expo

    Join UVA Human Resources and Hoos Well on October 9 at Newcomb Hall and October 10 at the Medical Center Educational Resources Center for a one-stop-shop exposition of all your benefits options at UVA.  
     

    You and your spouse are invited to meet with financial planners and retirement vendors and connect with benefits counselors to get your specific questions answered. This is also a great opportunity to meet Hoos Well partners and:

    • Learn more about wellness programs and reward opportunities 
    • Get free health screenings like blood pressure checks and injury assessments
    • Attend information sessions on important health and benefits topics
    • Enjoy a free chair massage 
    • Get free flu shots

    Because the University of Virginia cares about your wellbeing, Hoos Well – the University’s award-winning comprehensive employee wellness program – offers a variety of resources to help you make healthy lifestyle choices and thrive.

    • In the Hoos Well portal, employees and spouses covered by the UVA Health Plan can earn up to $500 in financial incentives when they complete activities within three domains (physical, emotional, financial) of wellbeing.

    Visit the Benefits & Wellness Expos webpage for details about presentations, exhibitors, free screenings, and more! Can’t attend the information sessions on Oct. 9 or 10? Access the livestream or watch the recorded videos later on the website.

    • October 9, 2019
      • 8:30 am - 2:00 pm
      • (last presentation ends at 3:00 pm)
      • Newcomb Hall (Third Floor)
    • October 10, 2019
      • 7:00 am - 3:00 pm
      • Medical Center
      • (Education Resource Center)​

    Start Deciding with Open Enrollment Resources

    NEW: Two new resources to assist you in understanding and choosing benefits this year include the PicWell interactive online benefits selection tool, and customized podcasts by the benefits team about benefits concepts, health plan information, Health Savings Accounts, Flexible Savings Accounts, and prescription drug coverage. You can learn more about benefits resources for Open Enrollment by visiting the Resources page. All resources are listed below. 

    Website: The HR Open Enrollment website is live, and features detailed information about benefits options, including 2020 health plan changes and premiums.

    *NEW* Picwell:  Picwell is a new online personalized, interactive health plan selection tool, enabling you to input your own information to determine the best fit for your health plan options.

    Ask ALEX: ALEX (available starting September 27) is a step-by-step virtual assistant who helps you compare benefits options. With your input, it compares costs between UVA Health Plan options, and customizes recommendations to fit your needs.

    Plan Selection and Cost Estimator Tool: This Aetna tool estimates your share of medical costs for 2020 for each UVA Health Plan option (Choice, Value, Basic) based on claims history for you and your dependents.

    2020 Open Enrollment Video: This new video provides a brief, high-level summary of 2020 benefits changes, resources to learn more, how benefits changes are made year to year, and the UVA Health Plan design.

    Other Videos: Additional videos are available on benefits topics such as common health concepts and terms, the Hoos Well program, and retirement options.

    *NEW* Podcasts: Three benefits podcasts will deliver topic-specific information in an informal way, including:
    •    Health benefit plans and definitions
    •    Open Enrollment changes
    •    Health savings accounts and flexible spending accounts

    Access the podcasts anytime on the HR Open Enrollment website. 

    Print Mail:

    • You will receive a large Open Enrollment Overview mailer during the first week of October. This offers an overview of the benefits changes, key dates, and website links. Get a sneak peek by viewing the PDF version on the Open Enrollment website.
    • You will also receive the Open Enrollment Health Plan Comparison flyer during the second week of October. The Comparison flyer, which was previously only handed out at the Benefits & Wellness Expos and in-person presentations, highlight key comparison facts for all three health plan options, for both individuals and employees with families. A PDF version is available on the Open Enrollment website. Copies can also be picked up during Open Enrollment presentations, Health and Benefits Expos, and at the HR Solution Center. 

    Still Need Assistance?

    If, after reviewing materials and resources on the Open Enrollment website, you would like additional 1:1 personalized assistance, please call 434.297.6667 to schedule a 30-minute appointment with one of our HR professionals. HR is offering a limited number of benefits appointments from now until Wednesday, October 16, with appointment start times from 8:00 am to 4:00 pm at the HR Michie South building.

    Stay in Touch on Social Media

    Follow our social media channels for up-to-date information on Open Enrollment:

    Thank You to Our Expo Sponsors

  • September 20: Your Employee Toolkit for Open Enrollment

    Open Enrollment occurs October 7 – 18, 2019. This is a busy time of year, and you told us in the 2018 Benefits Preferences Survey that you’d like more time to consider your benefits options, and more personalized assistance with understanding and choosing your benefits. Employee benefits are an important financial investment, and we are pleased that you approach benefits decisions with a focused level of research and intentionality, as you would with any other major expenditure.

    We are listening! We’re starting earlier this year with getting information out to you, and we’ve hired additional HR professionals to give you personalized service and respond to your phone call, email, and online chat inquiries about Open Enrollment in a timely manner. The Open Enrollment website pages are now live, so you can access all of these resources right away. As always, please contact the HR Solution Center for personalized assistance.

    Mark Your Calendar

    Open Enrollment Presentations:

    • Sep. 18 - Oct. 10, 2019 - Open Enrollment Presentations
    • Most weekdays during this time period
    • See the full schedule online, including locations. 

    Open Enrollment Period:

    • Oct. 7 – Oct. 18, 2019
    • NOTE: There is no correction period this year, so all selections must be submitted by October 18m 11:59 pm

    Benefits and Wellness Expos:

    • Oct. 9, 2019 at Newcomb Hall, 3rd Floor, 8:30 am - 2:00 pm, last presentation ends at 3:00 pm
    • Oct. 10, 2019 at the Medical Center Education Resource Center, 7:00 am - 3:00 pm

    UVA employees and their spouses can meet one-on-one with the benefits team and providers, participate in health screenings, and attend information sessions on important health topics. Learn more.

    Open Enrollment Resources

    Website: The HR Open Enrollment website is live, and features detailed information about benefits options, including 2020 health plan changes and premiums.

    Presentations: If you value a face-to-face opportunity to learn about 2020 benefits updates and to ask questions, join us for one of our presentations across Grounds. This year we will be offering more presentations and additional locations over the course of a month! Download a PDF of the PowerPoint presentation here or from the Open Enrollment website. 

    *NEW* Picwell: Picwell is a new online personalized, interactive health plan selection tool, enabling you to input your own information to determine the best fit for your health plan options.

    Ask ALEX: ALEX is a step-by-step virtual assistant who helps you choose benefits. With your input, it compares costs between UVA Health Plan options to customize recommendations to fit your needs. (Ask ALEX will be available starting Sep. 27).

    Plan Selection and Cost Estimator Tool: This Aetna tool estimates your share of medical costs for 2020 for each UVA Health Plan option (Choice, Value, Basic) based on claims history for you and your dependents.

    2020 Open Enrollment Video: This new video provides a brief, high-level summary of 2020 benefits changes, resources to learn more, how benefits changes are made year to year, and the UVA Health Plan design.

    Other Videos: Additional videos are available on benefits topics such as common health concepts/terms, the Hoos Well program, and retirement options. 

    Print Mail:

    • You will receive a large Open Enrollment Overview mailer during the first week of October. This offers an overview of the benefits changes, key dates, and website links. Get a sneak peek by viewing the PDF version on the Open Enrollment website.
    • You will also receive the Open Enrollment Health Plan Comparison flyer during the second week of October. The Comparison flyer, which was previously only handed out at the Benefits & Wellness Expos and in-person presentations, highlight key comparison facts for all three health plan options, for both individuals and employees with families. A PDF version is available on the Open Enrollment website. Copies can also be picked up during Open Enrollment presentations, Benefits and Wellness Expos, and at the HR Solution Center. 

    *NEW* Podcasts: Three benefits podcasts will deliver topic-specific information in an informal way, including:

    Access the podcasts anytime on the HR Open Enrollment website. 

    We hear you. How can we help?

    Still need help? Contact the HR Solution center for personalized service and a timely response to your phone call, email, or chat inquiry. 

  • August 20: Are YOU Getting the Most From Your Benefits Investment?

    Your benefits are there to give you the health, vision, and dental care you and your family need. Are you getting the most out of yours? If you’re like the average UVA employee, you’re spending close to $3000 each year just on health insurance. We want each and every UVA faculty, staff, and team member to use that investment to be as well as possible.

    As we edge toward our fall Open Enrollment (October 7-18, 2019), this is the time to review how you’ve used your benefits so far. What can you do now to plan for the benefits you'll need in 2020?

    We Heard You

    Last fall, we asked you to tell us about your UVA benefits (benefits preferences survey). Over 5,500 employees responded, and you told us you want more personalized, one-on-one help understanding and choosing your benefits. You also wanted more time to prepare for the two-week Open Enrollment period.

    We heard you! This year, we’re offering more in-person presentations with benefits counselors at schools and unit across Grounds, and we’re bringing on additional HR professionals to respond in a timely manner to your phone call, online chat or email inquiry starting in mid-September. You can access podcasts anytime from the HR website that explain your benefits, and we’ll send you information not only via email, but also through Twitter and Facebook, on digital monitors across Grounds, and even on the buses in Charlottesville! You’ll also receive two print pieces at your home to learn about benefits changes, and a reminder postcard before Open Enrollment closes.

    Using Your Benefits

    It's not too early to make sure the benefits you chose in 2019 are meeting your needs and supporting your health and well-being. Consider:

    Asking yourself these questions can help you make the best investment. As Open Enrollment approaches, knowing what you need now is a great way to prepare for next year.

    To learn more about benefits, take a look at the Open Enrollment pages on the Human Resources website, which will launch mid-September. And don't forget to mark your calendar for Open Enrollment, which runs October 7 through 18, 2019.

    Learn More: Benefits & Wellness Expos

    Save the date for this year's Benefits & Wellness Expos, held at Newcomb Hall on October 9 and at the Education Resource Center (ERC) at the UVA Medical Center on October 10. The Benefits & Wellness Expos are another opportunity for you to learn more about using your benefits and prioritizing your wellness. There, UVA employees can meet one-on-one with benefits counselors and providers, participate in health screenings, and attend information sessions on important health topics. Stay tuned for additional information on these upcoming events!

    Learn More: Presentations Near You

    We’re offering more in-person presentations across Grounds than ever before! This is a great opportunity to ask questions to the benefits team and learn more about your UVA benefits. A current schedule will be posted in mid-September to the Open Enrollment pages of the Human Resources website.

    Flexible Spending Accounts

    Don’t forget that all funds in your Flexible Spending Account (FSA) need to be used by the end of 2019! Be sure to know what your balance is, and decide how you’ll use it before you lose it on December 31.

    If you need ideas for ways to use those funds, keep in mind that Chard Snyder, UVA’s FSA administrator, has an online FSA store where you can use those FSA dollars. Questions about what’s eligible? Be sure to check out the FSA Eligibility List to find out which kinds of over-the-counter products and medications you can purchase.

    We Hear You. How Can We Help?

    Still need help? Contact the HR Solution Center for personalized, one-on-one phone calls, online chats, or emails.

  • August 13: Are You Getting Ready for Benefits Open Enrollment?

    Open Enrollment starts on October 7—that’s just over a month away. Now is the perfect time to start preparing for your benefits needs in 2020. Did an unexpected medical event this year make you rethink your needs? Maybe there's a different healthcare, dental, or vision plan worth considering. Whatever your needs are, there’s a lot that that can be done right now to prioritize wellness in 2020. 

    UVA pays on average more than 80% of your healthcare premiums; this is part of the Total Rewards package for every benefits-eligible employee. Some of UVA's benefits options change year to year in order to help balance your health needs and premiums with current industry options, standards, and market influences. 

    We self-fund and self-manage the UVA benefit health plans, which allows us to offer them on a pre-tax basis, saving you money. Since we offer them on a pre-tax basis, IRS regulations don't allow plan changes outside Open Enrollment, other than due to a  Mid-Year Qualifying Life Event. So, it’s very important to take the time to review benefits and make any necessary changes during the two-week Open Enrollment period, October 7-18, 2019 . Like getting your car inspected every year, paying attention each year to benefit plan changes helps you make the best choices for you and your family right now.

    Learn About Your Benefit Needs

    How can you map out what you’ll need from your benefits in 2020? It’s simple: review how you’ve used them in 2019 and think about anything new you might need next year. Reviewing how you’ve spent funds and used benefits over the last year can be a huge help when selecting a plan. The following resources can help you look back, in order to take care of yourself in 2020:

    Here are helpful questions to ask yourself. Do you have: 

    • Any medical or dental procedures planned? 
    • Any upcoming glasses or contact lens needs?
    • Any changes in dependent care ?
    • A need for replacements to medical or assistive devices?
    • Potential life events — for example, new marriage, new children, or children after age 13 no longer eligible for Dependent Care FSA funds?
    • Dependents' social security numbers listed correctly in Workday?​

    We Heard You

    We asked you to tell us about benefits preferences, and you said you’d like more assistance with understanding and selecting benefits. We are listening! This year we are offering more in-person presentations across Grounds, bringing on additional HR professionals to respond in a timely manner to your phone call, online chat or email inquiry starting in mid-September, and posting informative podcasts about benefits to listen to anytime, anywhere.

    Upcoming Communications and Resources

    You’ll get the chance in a few weeks to look over Open Enrollment resources that will help you map out your options and choose the benefits that are right for your needs. It’s a great idea to do this as far in advance as you can, especially because Open Enrollment runs for just two weeks this year, with no confirmation period afterwards. 

    Beginning in mid-September, you can access a series of helpful videos, meet with HR professionals in person, listen to informative podcasts, or try out our online tools like Picwell (for personalized benefit shopping and plan selection) or Ask ALEX, a virtual benefits counselor.

    If you prefer social media channels for updates, look for ongoing announcements about Open Enrollment on the HR Twitter channel and the Hoos Well Facebook, Twitter, and Instagram pages. These announcements will link to longer announcements on the HR website, and will help remind you about key dates.

    Don't Forget

    • Whether you’re making any changes or not, review your benefits in Workday.
    • The elections you make at Open Enrollment cannot be changed unless you have a mid-year qualifying life event, per IRS regulations.
    • There is no confirmation period after Open Enrollment closes this year, so make sure to review benefits and make any benefits changes during the Open Enrollment period.
    • Review and confirm social security numbers in Workday for you and your dependents.