Employee Benefits
Earlham seeks to provide all of our community members with the support and resources they need to thrive. Below, find important resources that are designed to help you in your day-to-day work.
2025 Open Enrollment
November 4, 2024 – November 18, 2024
Resources & Forms
New Hires & Newly Benefits Eligible Employees
New hires and newly benefits eligible employees have 31 days from the initial date of eligibility to enroll in employee benefits. All elected benefits are active as of the hire date or initial date of eligibility. All benefit elections are made in the Paycom Employee Self-Service portal.
Qualifying Life Events
Changes to your benefits can be made life event and they are made within 31 days of the event. Your change must be consistent with your life event/status change. Listed below are some events that qualify for a change in coverage.
» Marriage
» Divorce or legal separation
» Birth or placement for adoption of a child
» Ineligibility of a dependent
» Loss of other coverage
» Change in your employment status or that of your spouse
» A court order
» Entitlement to Medicare or Medicaid
If you experience one of these events and want to change your benefits, you must make the change within 31 days after the event occurs. Contact Human Resources for details to ensure the change is made correctly. If you miss the window for making a change, you will need to wait until the next open enrollment period to make a change.
Benefits After Termination or Change in Eligibility
If a benefits eligible employees leaves the College, or moves to a position that is no longer benefits eligible, benefits will end on the last day of the month that the separation or change occurred.
Resources
Carrier: UMR
Eligibility
Positions regularly scheduled 30 or more hours per week, and working 36 or more weeks per year.
For information on coverage, deductibles, out of pocket limits, and pharmacy coverage, please review the Earlham Employee Benefits Guide and Summary Plan Description. The Summary Plan Description can be accessed in your Paycom Employee-Self Service under Benefits Documents.
Insurance ID Cards
A physical insurance card will be mailed to you following enrollment. Please allow 10-15 business days to receive this. All coverage is retroactive back to the date of eligibility. An electronic copy of your Insurance card can be accessed via the UMR member portal or mobile app.
Medical Coverage Resources & Forms
Carrier Contact Information
Member Services: 1.800.826.9781
Carrier: Express Scripts + RxBenefits
Eligibility
Must be enrolled under an Earlham Medical Coverage Plan
For further details on pharmacy benefits under each health plan, please review the Earlham Employee Benefits Guide
Pharmacy Benefits Resources & Forms
Carrier Contact Information
Phone: 1.866.769.5987
Email: [email protected]
Carrier: The Financial Center
Eligibility
Must be enrolled in the High Deductible Health Plan
Employer Contributions
For employees enrolled in a Qualified High Deductible Health Plan, Earlham will provide contributions dependent upon the coverage level as listed below:
Employee Only: $1,000*
Employee + Child/Spouse/Family: $2,000*
*These contributions are made on a biannual schedule with 50% of the contribution being made on the last pay in January with the remaining 50% being deposited on the last pay in July. For those hired between these dates, a prorated amount will be contributed in accordance with their date of election or hire.
Employee contribution amounts can be made at any time. To make a change, please login to Paycom > Benefits > My Benefits > Health Savings Account (Edit).
Important Information
When enrolling in the Health Savings Account, you will receive a separate email from The Financial Center with forms to complete your HSA setup. It is imperative that you complete these forms and submit back to The Financial Center as soon as possible. Failure to complete these forms will result in a delay in your Health Savings Account being finalized. Employer contributions are unable to be made until your account has been fully opened.
2024 Health Savings Account Contribution Limits*
Employee Only Coverage: up to $4,150
Employee + Dependent Coverage: up to $8,300
Catch-Up Contributions (for employees aged 50 or older): up to $1,000
*Contribution limits include any contributions made by the College
Health Savings Account Form & Resources
Carrier Contact Information
Phone: 1.317.916.7700
Online live chat available during business hours at fcfcu.com
Carrier: Chard – Snyder
Flexible Spending Account – Healthcare
Flexible Spending Accounts are an IRS-approved method of paying for your ‘out-of-pocket’ expenses for health, dental vision, and qualified Over the Counter expenses with pre-tax dollars.
2024 Flexible Spending Account Contribution Limits – Healthcare
$3,200 Contribution Limit
Flexible Spending Account – Dependent Care
A dependent care flexible spending account allows you to be reimbursed for qualified child care and dependent care expenses using pretax dollars.
2024 Flexible Spending Account Contribution Limits – Dependent Care
- Married filing a joint return: $5,000
- Married filing a separate return or Single: $2,500
Eligible Dependents – Dependent Care
- Children under age 13 who are claimed as a dependent for tax purposes
- Disabled spouse or disabled dependent of any age
Resources & Forms
Carrier Contact Information
Phone: 1.800.982.7715
Carrier: Delta Dental
Carrier change effective 1/1/2025: UHC Dental
Important Information
UHC will become Earlham’s Dental carrier effective 1/1/2025. All plan designs will remain the same.
Eligibility
Employees regularly scheduled 30 or more hours per week, and working a minimum of 36 weeks per year.
Earlham currently offers two Dental plans for eligible employees, a Dental High Plan and a Dental Low Plan. For information on plan coverages, please refer to the Delta Summary Plan Description in Paycom or the Earlham Employee Benefits Guide.
Insurance IDs
Enrolled employees will not receive a physical insurance card. To use your coverages, you will let your provider know at the time of service that you are enrolled under Delta Dental. Your provider will then confirm your coverages using your social security number.
Dental Resources & Forms
Delta Dental Contact Information
Phone: 1.800.448.3815
Carrier: VSP
Earlham currently offers one vision plan for eligible employees. For further details on vision coverage, copays, and allowances, please visit the VSP Summary Plan Description in Paycom or review the Earlham Employee Benefits Guide.
Eligibility
Positions scheduled 20 or more hours per week and working 36 or more weeks per year
Insurance IDs
Enrolled employees will not receive a physical insurance card. To use your coverages, you will let your provider know at the time of service that you are enrolled under VSP. Your provider will then confirm your coverages using your social security number.
Resources & Forms
Carrier Contact Information
Phone: 1.800.877.7195
Carrier: Symetra (Carrier change as of 1/1/2025)
Eligibility
Earlham employees receive Basic Life and AD&D insurance as a company paid benefit. This benefit is administered as below:
| Full time employees working at least 30 hours per week for at least 36 weeks per year | $50,000 |
| Part time employees working at least 20 hours per week for 36 weeks per year (after 1 year of service) | $25,000 |
Supplemental Life Options
Additional coverages are available for employees to elect. These are voluntary insurance amounts, and the employee pays the whole premium.
- Supplemental Employee Life: Increments of $10,000 up to $500,000, but not to exceed 5x annual earnings.
- Supplemental Spousal Life: Increments of $5,000 up to $100,000, but not to exceed 50% of the Employee’s amount.
- Supplemental Child(ren) Life: Birth to 6 months: $100
- Six months to 26 years: Increments of $1,000 up to $10,000
- *Employee must be enrolled before they can enroll for Spouse and/or Child(ren) coverage
Guaranteed Issue – Applies when newly eligible
- Employee coverage: enrolled within 31 days of the date of first eligibility. Guaranteed issue up to $150,000 without providing Evidence of Insurability
- Spouse coverage: enrolled within 31 days of the date of first eligibility. Guaranteed issue up to $25,000 without providing Evidence of Insurability
- Child(ren) coverage: No evidence of insurability required, even as a late entrant
Evidence of Insurability (EOI)
This is required when:
- Enrolling as a new hire and requesting more than the guaranteed issue amounts for employee and/or spousal supplemental life.
- Enrolling for any amount of new or increased supplemental life coverage outside of your new hire period.
- Enrolling outside of the new hire period for Voluntary Long-Term Disability
Portability & Conversion
If an eligible employee leaves the College, they can apply to port or convert any basic or voluntary life insurance coverages. Each process has specific deadlines to complete this process. Please review the resources below and reach out to Human Resources with any additional questions.
Resources & Forms
Carrier: Guardian
Eligibility
Earlham employees receive Basic Life and AD&D insurance as a company paid benefit. This benefit is administered as below:
| Full time employees working at least 30 hours per week for at least 36 weeks per year | $50,000 |
| Part time employees working at least 20 hours per week for 36 weeks per year (after 1 year of service) | $25,000 |
Supplemental Life Options
Additional coverages are available for employees to elect. These are voluntary insurance amounts, and the employee pays the whole premium.
- Supplemental Employee Life: Increments of $10,000 up to $500,000, but not to exceed 5x annual earnings.
- Supplemental Spousal Life: Increments of $5,000 up to $100,000, but not to exceed 50% of the Employee’s amount.
- Supplemental Child(ren) Life: Birth to 14 days: $100
- 14 days to 26 years: Increments of $1,000 up to $10,000
- *Employee must be enrolled before they can enroll for Spouse and/or Child(ren) coverage
Guaranteed Issue – Applies when newly eligible
- Employee coverage: enrolled within 31 days of the date of first eligibility. Guaranteed Issue (GI) up to $200,000 without providing Evidence of Insurability
- Spouse coverage: enrolled within 31 days of the date of first eligibility. Guaranteed issue up to $25,000 without providing Evidence of Insurability
- Child(ren) coverage: No evidence of insurability required, even as a late entrant
Evidence of Insurability (EOI)
This is required when:
- Enrolling as a new hire and requesting more than the guaranteed issue amounts for employee and/or spousal supplemental life.
- Enrolling for any amount of new or increased supplemental life coverage outside of your new hire period.
Portability & Conversion
If an eligible employee leaves the College, they can apply to port or convert any basic or voluntary life insurance coverages. Each process has specific deadlines to complete this process. Please review the resources below and reach out to Human Resources with any additional questions.
EstateGuidance® Online Will Preparation
(Included with Voluntary Life Coverage)
EstateGuidance makes drafting a will easy with online tools that walk you through the process in minutes. You can also draft a living will to ensure you get the end-of-life care you desire and a final arrangements document expressing your wishes for your services.
Resources & Forms
Carrier: Symetra (Guardian beginning 1/1/2025)
Eligibility
Employees working 30 or more hours per week and 36 or more weeks per year
Voluntary Coverage
Voluntary coverage is available to all new hires and newly eligible employees during their initial enrollment period. For the first twelve months of coverage, this is a fully voluntary benefit and the employee is responsible for all premiums.
Coverage After 12 Months of Full Time Employment
Once an eligible employee has completed 12 months of employment, Long Term Disability coverages become an employer paid coverage. If elected, any voluntary coverages would end at this time and the employee would be moved to the employer paid coverage.
Update in Coverage – 1/1/2025
Coverage for Long-Term Disability will transition from Symetra to Guardian as of 1/1/2025. All plan designs remain the same.
Resources & Forms
Carrier: Guardian (beginning 1/1/2025)
Eligibility
Employees working 20 or more hours per week, and working 36 or more weeks per year
Voluntary Critical Illness Insurance
Critical Illness Insurance can help with the treatment costs of certain illnesses and health events allowing you to focus on recuperation instead of the distractions and stress over the costs of medical and personal bills. Enrolled employees with eligible claims receive cash benefits directly. Giving you the flexibility to help pay bills related to the treatment or to help with everyday living expenses. Additional benefits included when an Annual Wellness (Health Screening) is completed.
Voluntary Accident Insurance
Accident Insurance is there for you in the event of an unexpected accidentally injury (off-job only). This coverage helps to protect your personal finances by providing individuals and families affordable insurance that helps with the expenses that may not be covered by major medical insurances. Guardian pays cash benefits directly to you, unless otherwise assigned, to use for anything you need. Additional benefits available when an Annual Wellness (Health Screening) is completed.
Individuals enrolled in Voluntary Accident Insurance also receive Global Emergency Assistance coverage at no additional cost.
Voluntary Hospital Indemnity Insurance
Hospital Indemnity Insurance supplements your existing health insurance coverage by helping to pay for expenses for hospital stays. Based on the hospital admission and confinement, Hospital Indemnity Insurance gives you cash payments to help you pay for the added expenses that may come while you recover.
Carrier: CompPsych (GuidanceResources)
Eligibility
Employees working 20 or more hours per week, and working 36 or more weeks per year
Guardian’s Employee Assistance Program provides confidential counseling, expert guidance, and valuable resources to help you handle any of life’s challenges, big or small.
3 face-to-face or virtual sessions, per person, per issue, per year are available at no additional cost for eligible employees.
Resources & Forms
Carrier Contact Information
24/7 Live Assistance: 1.855.239.0743
Online: guidance resources.com
App: GuidanceNow
Web ID: Guardian
Carrier: TIAA
Employee Contributions
Eligible Earlham employees are automatically enrolled to contribute 3% of their gross earnings to the Earlham 403b Retirement plan. This automatic enrollment is a pre-tax contribution, but employees are able to elect or adjust contributions to a pre-tax or ROTH plan.
If you would like to waive this 3% automatic enrollment, please reach out to [email protected] as soon as possible.
Enrolled employees are able to change their contribution amounts at any time. To do this, please reach out to Zaigen Halcomb at [email protected] to request the contribution change form.
Earlham Contributions
Upon 2 years of service, eligible employees receive a non-elective employer contribution of 5% to their 403b account. After completing 3 years of service, this non-elective employer contribution increases to 8%. All employer contributions are made as part of the pre-tax plan.
New employees who have employment history at an educational institution or employe may qualify for credit towards the initial 2 years of service employer contribution. Employees must present HR with employment verification documentation to evaluate their eligibility.
No service at other educational institutions is credited towards the 3 years of service. An eligible employee must complete the full 3 years of service for the 8% employer contribution.
2024 Annual IRS Contribution Limits
Employee Contributions: $23,000
Catch-up Contributions (for employees 50 or older): $7,500
Millennium Financial Advisors
Financial Advisors from Millennium Advisory Services are available for employees who are interested in:
- Answer questions about the Earlham retirement plan
- Recent market volatility
- Provide financial advice to help achieve short-term goals and retirement goals
- Holistic financial planning
To schedule an appointment with an advisor employees can call 1.877.435.2489, option 1 or, email [email protected]
Resources & Forms
Contact Human Resources
While there’s plenty of helpful information on this site, we know that some questions are difficult to ask or answer via the web or email. You are always welcome to contact a member of the HR team by phone, or visit our office in the garden level of Carpenter Hall.
Quick Links
Need Assistance Enrolling?
External resources
Current Employees – View Paystubs, Timecard, Update Personal Information, and more.
Student Employment – View Student Employment Opportunities and Apply
Manage your 403b Retirement Account