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Benefits: Life events

Life events

From time to time, employees experience changes in their family structure that fall under the umbrella of life events. The important factors to consider in life events are summarized below, including some important deadlines for reporting changes to human resources.

Getting married? 

Here is some important information regarding your benefits and changes to consider as you get married. You will have 30 days from the date of the event to make enrollment changes.

Health and dental insurance coverage

Getting married is a life event that qualifies you to make changes to your benefit coverage choices mid plan-year. After getting married, contact human resources and we will send you new enrollment paperwork to make the necessary changes. The effective date of the benefit change is the date of marriage.

Flexible spending accounts

Getting married may also qualify you to enroll in or change your flexible spending account elections mid plan-year. For more information, contact human resources.

Dependent life insurance

The college provides all employees with an FTE of 0.50 or greater with spousal life insurance in the amount of $4,000 in the case of a spouse’s death. Enrollment in this benefit is automatic and at no cost to the employee.

Supplemental life insurance 

This voluntary benefit offers you the option to enroll your dependents in supplemental life insurance at your own cost. Contact human resources for more information regarding this insurance. Enrollment into the voluntary life insurance program may require the completion of additional documentation with our life insurance vendor.Top

Beneficiary forms

You may want to consider making changes to your life insurance beneficiary form after getting married. Completed forms should be signed and returned to the human resources office. Beneficiary changes for your TIAA-CREF account can be made by contacting TIAA-CREF directly at 800-842-2733.

Address change 

Changes of address need to be submitted to the human resources office via the online form accessed through the Calvin Portal. The change of address form can be found by following these steps:

  • Go to the Calvin Portal
  • Log in and select which address to change 
  • Make the appropriate changes
    • By submitting an address change through the online system, your address will be updated with Calvin and the benefit vendors (Priority Health, Delta Dental) 
    • Contact TIAA-CREF to change your address with our retirement plan provider

Name change 

If you change your name, you will be required to complete a new I-9 employment eligibility verification form. I-9 forms are available in payroll or human resources. In order to complete this form, you will need to provide documentation in your new name. Acceptable forms of identification can be found on the I-9 form.  

Tax forms 

If you would like to change your payroll tax withholdings, you will need to complete new W-4 forms at the payroll office. More information regarding these forms can be found by contacting the payroll office directly at 616-526-6129.Top

Spouse tuition waiver 

The spouse of a full-time college staff member can audit college courses without charge (excluding laboratory courses, workshop courses, Calvin Theological Seminary courses, and courses in the applied arts). A waiver of one-half tuition is granted to the spouse of a full-time staff member who takes a college course for credit, provided the spouse registers for the course during the late registration period. This partial waiver is limited to one course per semester. To apply for the waiver, complete the spouse waiver form.

Spouse ID card 

Spouses of an active college employee (faculty/staff) who is working at the college in an appointment of 0.25 FTE or greater is eligible to get a spouse ID card to use at the Spoelhof Fieldhouse Complex. Employees can obtain their spouse's ID number by contacting human resources. Your spouse should take this number to the student life office to receive the spouse ID card.

Getting divorced? 

Here is some important information regarding your benefits and changes to consider as you go through your divorce. You will have 30 days from the date of the event to make enrollment changes.

Health and dental insurance coverage 

Getting divorced is a life event that qualifies you to make changes to your benefit coverage choices mid plan-year. After getting divorced, contact human resources and we will send you new enrollment paperwork to make the necessary changes. The effective date of the benefit change is the date of divorce. A copy of your court-signed divorce decree must be submitted to the human resources office before benefit changes can be processed.

Flexible spending accounts Top

Getting divorced may also qualify you to enroll in or change your flexible spending account elections mid plan-year. For more information, contact human resources.

Beneficiary forms 

You may want to consider making changes to your life insurance beneficiary form after getting divorced. Completed forms should be signed and returned to the human resources office.
Beneficiary changes for your TIAA-CREF account can be made by contacting TIAA-CREF directly at 800-842-2733.

Supplemental life insurance 

This voluntary benefit offers you the option to enroll your dependents in supplemental life insurance at your own cost. Contact human resources for more information regarding this insurance. Enrollment into the voluntary life insurance program may require the completion of additional documentation with our life insurance vendor.

Address change 

Changes of address need to be submitted to the human resources office via the online form accessed through KnightVision.The change of address form can be found by following these steps:

  • Go to https://kv.calvin.edu/go/address
  • Log in and select which address to change 
  • Make the appropriate changes
    • By submitting an address change through the online system, your address will be updated with Calvin and the benefit vendors (Priority Health, Delta Dental)
    • Contact TIAA-CREF to change your address with our retirement plan provider

Name change Top

If you change your name, you will be required to complete a new I-9 employment eligibility verification form. I-9 forms are available in payroll or human resources. In order to complete this form, you will need to provide documentation in your new name. Acceptable forms of identification can be found on the I-9 form.

Tax forms 

If you would like to change your payroll tax withholdings, you will need to complete new W-4 forms at the payroll office. More information regarding these forms can be found by contacting the payroll office directly at 616-526-6129.

Employee assistance program (EAP)

The employee assistance program is designed to offer confidential assistance to employees, spouses and dependents whose personal problems are affecting their quality of life and/or job performance. You can learn more about the services offered through our EAP by visiting the FAQ on the Pine Rest EAP site. You can speak to a representative from our employee assistance program by calling locally to 616-455-6210 or toll free at 1-800-442-0809. For more information take a look at the EAP brochure or flyer.

Having a baby?

Here is some important information regarding your benefits and changes to consider as you prepare for your new baby. You will have 30 days from the date of the event to make enrollment changes.

Health and dental insurance coverage 

Having a child is a life event that qualifies you to make changes to your benefit coverage choices mid plan-year. After having a baby, contact human resources and we will send you new enrollment paperwork to make the necessary changes. The effective date of the benefit change is the date of birth. 

Flexible spending accounts 

Having a child may also qualify you to enroll in or change your flexible spending account elections mid plan-year. For more information, contact human resources.  Top

Beneficiary forms 

You may want to consider making changes to your life insurance beneficiary form after having a baby. Completed forms should be signed and returned to the human resources office.
Beneficiary changes for your TIAA-CREF account can be made by contacting TIAA-CREF directly at 800-842-2733.

Dependent life insurance 

The college provides all employees with an FTE of 0.50 or greater with dependent life insurance in the amount of $2,000 in the case of a child’s death. Enrollment in this benefit is automatic and at no cost to the employee.

Supplemental life insurance 

This voluntary benefit offers you the option to enroll your dependents in supplemental life insurance at your own cost. Contact human resources for more information regarding this insurance. Enrollment into the voluntary life insurance program may require the completion of additional documentation with our life insurance vendor.

Tax forms 

If you would like to change your payroll tax withholdings, you will need to complete new W-4 forms at the payroll office. More information regarding these forms can be found by contacting the payroll office directly at 616-526-6129.

Family care days 

The college offers two days per year of paid time off for the care of an eligible staff member’s sick child, spouse and/or parent. This time also includes routine doctor and dentist appointments for family members.

Childcare resources Top

The college makes two rooms available for short-time childcare and one room for nursing mothers. Both rooms are located in the Chapel Undercroft. For more information, room rules and hours of use visit the childcare page.

FMLA

The college will provide eligible staff members with job-protected, unpaid leave for certain family reasons.  Caring for an employee’s child after birth or placement for adoption or foster care is included in this policy.  Leaves of absence under the college policy shall be administered and provided for in a manner consistent with the Family and Medical Leave Act (FMLA) for 1993. Please contact the human resources office for eligibility details and certification paperwork.

Adopting a child?

Here is some important information regarding your benefits and changes to consider as you adopt your child. You will have 30 days from the date of the event to make enrollment changes.

Health and dental insurance coverage 

Adopting a child is a life event that qualifies you to make changes to your benefit coverage choices mid plan year. After the child(ren) is/are placed in your home, contact human resources and we will send you new enrollment paperwork to make the necessary changes. The effective date of the benefit change is the day the child(ren) is/are placed in your home for adoption. Before the changes to your benefits can be processed, you will be required to provide the human resources office a copy of the court-signed documentation.Top

Flexible spending accounts 

Adopting a child may also qualify you to enroll in or change your flexible spending account elections mid plan year. For more information, contact human resources.

Beneficiary forms 

You may want to consider making changes to your life insurance beneficiary form after adopting a child. Completed forms should be signed and returned to the human resources office. Beneficiary changes for your TIAA-CREF account can be made by contacting TIAA-CREF directly at 800-842-2733.

Dependent life insurance 

The college provides all employees with an FTE of 0.50 or greater with dependent life insurance in the amount of $2,000 in the case of a child’s death. Enrollment in this benefit is automatic and at no cost to the employee.

Supplemental life insurance 

This voluntary benefit offers you the option to enroll your dependents in supplemental life insurance at your own cost. Contact human resources for more information regarding this insurance. Enrollment into the voluntary life insurance program may require the completion of additional documentation with our life insurance vendor.

Tax forms 

If you would like to change your payroll tax withholdings, you will need to complete new W-4 forms at the payroll office. More information regarding these forms can be found by contacting the payroll office directly at 616-526-6129.

Family care days  Top

The college offers two days per year of paid time off for the care of an eligible staff member’s sick child, spouse and/or parent. This time also includes routine doctor and dentist appointments for family members.

Childcare resources  

The college makes two rooms available for short-time childcare and one room for nursing mothers. Both rooms are located in the Chapel Undercroft. For more information, room rules and hours of use visit the childcare page.

Adoption benefit  

The college provides an adoption reimbursement benefit to all staff members with a 0.50 FTE or greater.  Eligible staff members who regularly work less than full-time are eligible for reimbursement on a prorated basis. The amount of reimbursement is set annually. Additional information regarding the adoption benefit can be obtained by contacting human resources.

FMLA

The college will provide eligible staff members with job-protected, unpaid leave for certain family reasons.  Caring for an employee’s child after birth or placement for adoption or foster care is included in this policy.  Leaves of absence under the college policy shall be administered and provided for in a manner consistent with the Family and Medical Leave Act (FMLA) for 1993. Please contact the human resources office for eligibility details and certification paperwork.

Dependent no longer eligible? Top

Here is some important information regarding your benefits and changes to consider as your dependent child is no longer eligible for coverage.

Dependent children are eligible to be covered under your benefits until the end of the year in which they turn age 25.

Health and dental insurance coverage  

When dependent children turn 26 you will need to remove them from your benefit coverage. Please contact human resources and we will send you new enrollment paperwork to make the necessary changes.

COBRA 

Under the federal Consolidated Omnibus Budget Reconciliation Act (COBRA), any eligible dependent who loses medical and/or dental insurance coverage is eligible for group health and/or dental insurance continuation coverage at his or her expense. 

After the qualifying event has been reported to the human resources office you will receive a COBRA notice in the mail that outlines your coverage choices, costs and eligibility periods. Full information about the details of COBRA coverage is available from the human resources office.

Flexible spending accounts 

A dependent losing eligibility may also qualify you to change your flexible spending account elections mid plan-year. For more information, contact human resources.

Tax forms  Top

If you would like to change your payroll tax withholdings, you will need to complete new W-4 forms at the payroll office. More information regarding these forms can be found by contacting the payroll office directly at 616-526-6129.

Ending employment at Calvin? 

Here is some important information regarding your benefits and changes to consider as you end your employment at Calvin.

Exit interview 

Every employee has the opportunity to schedule an exit interview with the human resources office. The appointment is typically scheduled for the last day of employment. When you come to your exit interview, please be prepared to turn in the following: Calvin ID card, office keys, parking sticker(s), American Express and other credit cards and any other college equipment (hard hats, pagers, palms, laptops, cell phones, etc.) 

Health and dental insurance coverage 

When you end employment at Calvin your health and dental insurance coverage is terminated at the end of the month of your last working day. Termination of coverage happens automatically at the end of the month. Accrued vacation days do not qualify as “days worked” for benefit coverage. 

COBRA 

Under the federal Consolidated Omnibus Budget Reconciliation Act (COBRA), any staff member (and eligible dependents) who loses medical and/or dental insurance coverage as a result of termination of employment is eligible for group health and/or dental insurance continuation coverage at his or her expense. Eligible dependants also have this option.

After your last day of employment you will receive a COBRA notice in the mail that outlines your coverage choices, costs and eligibility periods. Top

Flexible spending accounts 

If you are enrolled in a flexible spending account on your last day of employment and you have remaining balances, you must request reimbursement within 30 days after ending employment. You will receive a separate flexible spending account COBRA notice at your home address after you end employment.

Life insurance policies 

Life insurance benefits are terminated at midnight on the last day worked. All employees have the option to convert their group and any supplemental life insurance policies into individual policies directly through the life insurance provider. After your last day of employment, you will receive a life insurance conversion form in the mail. Questions regarding life insurance conversion can be directed to UNUM.

Long-term disability 

Coverage for long-term disability insurance is terminated on your last day worked.

TIAA-CREF 

Questions regarding your TIAA-CREF account should be directed to TIAA-CREF at 800-842-2776.

Address change 

After termination of employment, any change in address should be made by contacting the human resources office via e-mail or phone at 616-526-6495. Contact TIAA-CREF to change your address with our retirement plan provider.

Technology access  

Your technology access including computer logins, phone/voicemail and card access will be deactivated immediately following your last day of employment. Please plan accordingly by cleaning out old emails, files and voicemail before your departure. Once you leave Calvin, you will not be able to retrieve this information.

Payroll 

Your last paycheck and final W2 form will be processed by the payroll office. W2 forms are distributed by January 31st for the previous tax year. Any questions regarding your last paycheck calculation or W2 forms can be directed to the payroll office at 616-526-6129.

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