Benefits FAQ
Basic Questions
How can I contact the Pace University office?
The Pace University Benefits Office is located at 100 Summit Lake Drive, Valhalla, NY 10595 Phone: (914) 923-2828 (or X22828) Email: benefits@pace.edu Fax: (914) 989-8506
Where can I find a comprehensive listing of the University's benefits providers?
Our carrier contact information is listed on our website.
When is the next Open Enrollment period for active full-time employees?
Open Enrollment is typically in November for an effective date of January 1.
Where can I find information concerning Long-Term Care coverage?
Long term Care coverage information.
Where can I find more information on the Preventive Care Program?
Information about our Preventive Care Program is located on our website.
What benefits are available to part-time staff members??
Part-time staff benefits are detailed under the Education, Financial, Income Protection, and Work/Life webpages.
Aetna: General Questions
The medical/vision/dental plan year is from January 1 through December 31, is that the time period for deductibles as well?
Yes.
Does the University offer benefits to an employee's same- or opposite-sex domestic partner and/or domestic family?
Yes. Benefits eligibility is extended to same or opposite-sex domestic partners (and domestic children) who are registered with the University Benefits office. The registration process, in most cases, requires documentation showing at least 2 years of common residency and at least 2 years of financial interdependence.
What is my Aetna Member ID number?
Your member number can be found on your Aetna ID cards and via the Aetna website and via the Aetna Health Mobile App (PDF). Your ID number begins with the letter “W.”
I've lost my Aetna ID card, how can I get a replacement?
Please contact Aetna Concierge Services at 1 (833) 691-1359 or access the Aetna website. Once you create a User Name and Password, you can order replacement cards online. Aetna identifies you by either your Aetna ID number or by your Social Security Number.
I am a newly-hired full-time employee. How do I enroll in the University's Benefits programs?
As a new full-time employee, you must enroll in the benefits offered by the University within 31 (calendar) days of your full-time date of hire. Benefits will begin on the first of the month following (or coinciding with) your full-time date of hire.
The New Employee Orientation Program is an online program, which includes links to a narrated PowerPoint presentation, benefits plan summaries and per paycheck premiums, and enrollment forms.
Please fax your completed enrollment forms to the University Benefits office at (914) 989-8506.
How can I make a change to my health benefit elections?
Changes to your benefits can be made during open enrollment. However, if you experience a qualifying life event, you have 31 days to submit an online Benefits Enrollment form along with documentation. The new coverage will be effective on the first of the month following the qualifying event.
| Qualifying Life Event | Documentation Needed | Be Advised |
|---|---|---|
| Divorce | Copy of legal divorce documentation | |
| Marriage | Copy of marriage certificate | |
| Birth or Adoption | Copy of baby’s birth certificate and social security card | Only the child may be added to the plan during the 31 day period, not your spouse. In the case of adoption, we’ll need a copy of the appropriate legal documentation |
| Loss of Coverage | Letter from spouse’s employer, which shows the type of coverage, date coverage ended, and names of those covered Copy of marriage license and social security card | Your spouse must have been enrolled in dental coverage through his former employer in order to be eligible to enroll in the dental plan as a result of the same qualifying event. |
Commuter Reimbursement Accounts
Can I increase/decrease the amount that I elect for BRI at any time?
Yes. You can even stop the contribution entirely. Please submit the online Commuter Enrollment/Change Form.
How can I submit claims for parking?
Please submit the BRI Commuter Claim Form (PDF) and receipt(s) directly to BRI at the address listed on the form.
How can I submit claims for mass transit?
You must use the eTRAC Commute debit card (which will be mailed to you automatically) for eligible mass transit expenses and may submit a claim form for eligible parking expenses. Please submit the BRI Commuter Claim Form (PDF) and receipts, for eligible parking expenses, directly to BRI at the address listed on the form.
Where can I find information on the Mass Transit and Parking Commuter Reimbursement Accounts (CRAs)?
The CRA accounts are for eligible mass transit and parking expenses only; tolls that you might pay, while driving to and from work, are not allowable under the CRA plans.
I am a new CRA enrollee. When will the eTRAC Commute card be mailed to me?
eTrac cards (for transit accounts only) are mailed once per month, by the carrier, BRI; generally around the 10th of the month.
Dental Coverage
How can I find out what dental services are covered under my plan?
This information can be found in a couple of ways: (a) you may contact Aetna Dental Member Services at 1 (877) 238-6200; or (b) access information on the Dental DMO and Dental PPO plans.
If I do not elect the University's medical coverage, am I still eligible to enroll in dental coverage?
Yes. You may waive medical coverage and still enroll in dental coverage.
The dental plan year is from January 1 through December 31, is that the time period for deductibles as well?
Yes.
My child will be graduating from college in May. When does her dental coverage through Aetna end?
Dependent coverage eligibility under the dental plans mirrors coverage under the medical plan. Dependents are eligible for coverage under the dental plans until the end of the calendar year in which they turn age 26.
I have the Aetna Dental PPO plan, but did not receive an ID card. What can I use for identification?
Aetna only provides digital ID cards for the dental plans, which can be accessed via the Aetna website or via the Aetna Health Mobile App (PDF).
What is the difference between the Aetna Dental DMO plan and the Aetna Dental PPO plan?
The Aetna DMO plan provides in-network coverage only. You must select a primary care dentist and visit only that dentist for services. You can change dentists, but must call Aetna Dental Member Services prior to visiting the new dentist. If this is not done, the services will not be covered. Please confirm (with Aetna Dental Member Services) the date that your coverage with the new dentist begins.
The Aetna Dental PPO plan offers both in- and out-of-network coverage. You do not have to select a primary care dentist. For out-of-network services, you will, most likely, be required to pay at the time of service and submit a claim form.
Disability
I am a full-time employee. Where can I find information concerning Long-Term Disability (LTD) benefits?
Please visit our Long-Term disability Benefits webpage.
FMLA
I am a full-time employee. Where can I find information on Family and Medical Leave (FMLA)?
Please visit our FMLA webpage. Approved FMLA leave may be taken in a lump sum of 12 work weeks or it may be taken on an intermittent basis. The only exception is for maternity-related FMLA, which must be taken on a continuous basis.
How can I begin the FMLA process?
Please contact the University's FMLA plan administrator, New York Life, at 1 (888) 842-4462, to begin the process.
Do I get paid while I am on an approved FMLA leave?
FMLA is an unpaid, job-protected leave. In the cases where the FMLA leave is related to an eligible employee’s disability, the eligible employee may be eligible to receive concurrent salary continuation through the University’s Short-Term Disability benefit.
While on FMLA, if an eligible employee is not being paid by the University, the eligible employee is required to utilize accrued paid leave first to continue salary for all or a portion of the FMLA leave, depending upon its duration. If accrued paid leave is exhausted, the eligible employee may, at their option, use unaccrued vacation. Please review the Vacation policy, which states, "While vacation days may be taken in advance of when they are actually accrued, employees should plan their vacation days carefully throughout the year, and particularly at the start of the accrual cycle. In the event of termination of employment, the employee is expected to reimburse the University for any vacation time taken that has not been accrued."
Please be sure that your supervisor and the University Benefits office are notified so that your timesheet can be updated accordingly during this time.
What happens to my benefits while I am on approved unpaid FMLA leave?
FMLA leave protects your health benefits only (medical, vision, dental). Depending upon the duration of your leave, you may be required to prepay your employee contributions for these benefits while on approved unpaid FMLA leave. All other benefits will cease. You will be provided the opportunity to convert certain benefits (voluntary life insurance – regarding basic life insurance, there is a 12-week continuation for those on approved FMLA. If it extends beyond 12 weeks, the employee will have to convert - long-term care, etc.) to individual policies. This process must be completed within 31 days of the beginning of your unpaid FMLA leave. Please contact the University Benefits office for further information. Once you return from approved unpaid FMLA leave, you will have 31 days to re-enroll in your non-health related benefits.
What happens to my benefits while I am on approved FMLA leave and I am being paid by the University?
All benefits continue during the time period where an eligible employee is approved for FMLA and is also being paid by the University.
What is the maximum amount of FMLA leave available?
The maximum amount of FMLA leave, for an eligible full-time employee, is 12 weeks within a 52-week period. FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list.
When can FMLA leave be used?
FMLA leave can be used in the case of a serious health condition of the employee or of an employee's family member (spouse, son, daughter or parent). In addition, eligible employees with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.
Health Reimbursement Accounts
How can I submit claims?
Inspira Financial FSA Claim Form (PDF). Please submit the form and receipt directly to (PayFlex) Inspira Financial at the address listed on the form.
Where can I find information on the Flexible Spending Account (FSA) programs?
Find information on our webpages for both the Health Care FSA program and the Child and Dependent Care FSA program.
What is a Health Savings Account (HSA)?
An HSA is a special, tax advantaged bank account that is owned by you and is designed to allow you to contribute funds on a pre-tax or tax-deductible basis. You may use the funds to pay for eligible medical /health care expenses. Employees enrolled in the HDHP medical plan may choose to contribute to an HSA account.
Life Insurance
When can I change my life insurance beneficiaries?
You may change your beneficiaries at any time by completing an online Beneficiary Designation/Change Form. Please ensure that the form is completed in its entirety (including the percentage of benefit payable to each beneficiary, your signature, and the date).
What is the maximum combined limit of basic and supplemental life insurance?
The maximum combined limit is $750,000.
What is the maximum guaranteed issue for supplemental life insurance?
The maximum guaranteed issue for supplemental life insurance is $400,000. Amounts above the guaranteed issue require medical evidence of insurability and approval by the carrier.
As an active full-time employee, does the value of my supplemental life insurance ever reduce?
Yes. For active full-time employees, supplemental life insurance benefits reduce to 67% at age 70 and 50% at age 75.
Can I change the amount of my life insurance during the plan year?
You may decrease the amount of supplemental life insurance at any time during the year; however, increases can only be made during the University's Open Enrollment period. You may also be eligible to update your life insurance coverage during the plan year as a result of certain qualifying events. Please contact the University Benefits office for further information.
Maternity Leave
Where can I find more information on Maternity Leave?
Information on Maternity Leave can be found on the HR website.
Medical Coverage
How do I submit an out-of-network medical claim to Aetna?
The medical claim form (PDF) and payment receipt(s) should be submitted directly to Aetna at the address listed on the form.
I am an active full-time employee who meets the Rule of 75 requirements and am nearing age 65. Am I required to enroll in Medicare if I do not plan to retire in the near future?
Active, full-time employees, and their covered spouses who are age 65, generally enroll in Medicare Part A (Hospitalization), which is available at no cost. However, your University medical coverage will still be primary. Upon qualified retirement (attainment of the Rule of 75 requirements), you must enroll in Medicare B (Medical) coverage. Please visit Medicare's site for more information and to access the current Medicare and You handbook.
How can I find a listing of in-network Aetna medical providers?
Log onto the Aetna website and access the Provider Search feature.
My child will be graduating from college in May. When does her medical coverage through Aetna end?
The Patient Protection and Affordable Care Act (PPACA), which was signed into law in March 2010, requires health care plans to extend dependent care medical coverage to eligible individuals to age 26, effective the first plan year that begins on or after September 23, 2010 - without regard for financial dependency, residency, student or marital status. This legislation impacted the University as of July 1, 2011.
You may also elect the NY Young Adult Option, which offers premiums that are 2% less than COBRA. Please contact the University Benefits office for further information.
I am enrolled in the Network Core plan, which covers in-network services only. What if I travel to California to visit my son and need to see a doctor?
The Aetna Elect Choice network is a national network. You should be able to log into your account on the Aetna website, or contact Aetna Concierge Services directly, at 1 (833) 691-1359, to access an in-network provider in California.
Prescription
How can I find out what Tier my medication is under?
The Aetna formulary is called the Advanced Control Plan. Participants can check their medications by accessing the drug guide brochure (PDF) or by calling Aetna Rx Member Services at 1(888) 792-3862.
What are the prescription plan co-pays?
For those enrolled in the Network Core and Choice plans, there is an annual/calendar year deductible, for non-generic prescriptions, of $125 for an individual or $375 for a family.
In-network prescription co-payments of $20, $45, and $70 for the Network Core and Choice plans. The Consumer Core HDHP/HSA plan requires satisfaction of the calendar year deductible, then in-network prescription co-payments of 20%, 30%, or 40% until the calendar year Out-of-Pocket maximum has been reached.
For more information visit the Prescription Coverage webpage.
Retirement
Can I increase/decrease the amount that I contribute to my 403(b) Defined Contribution Retirement Plan account during the calendar year?
Yes. Complete the online Defined Contribution Retirement Plan 403(B) Salary Reduction Agreement form.
I have a loan application from TIAA. Who can sign off on my marital status?
If you are single, please fax the form to the University Benefits office for sign-off. The form will be returned to you for submission to TIAA. Please allow 2 - 3 business days for turnaround time.
If you are married, the Spousal Waiver section of the TIAA form must be signed by your spouse in front of a Notary Public. The notarized form should be submitted directly to TIAA.
What is the most that I can contribute to my retirement plan in 2024?
The IRS maximum for 2024 is $23,000. Those aged 50+ may contribute an additional $7,500.
How can I change the direction of my 403(b) retirement plan funds?
You can update your allocations online with TIAA. You may also contact the carrier directly at 1 (800) 842-2776. If you have funds remaining with our prior carriers, please call them directly: Fidelity Investments, 1 (800) 343-0860, or T. Rowe Price, 1 (800) 492-7670.
How can I change the beneficiaries for my retirement plan?
You may update your beneficiaries online with TIAA, or by contacting TIAA at 1 (800) 842-2776. If you have funds remaining with our previous carriers, please call them directly: Fidelity Investments, 1 (800) 343-0860, or T. Rowe Price, 1 ( 800) 492-7670.
I worked for Pace University on a part-time (non-student employee) basis prior to being hired full-time. Am I eligible to waive the service requirement to receive the University's contribution to the 403(b) plan?
No. Prior part-time service is not factored into the calculation of one's eligibility to receive the University contribution to the 403b Defined Contribution Retirement Plan.
When am I eligible to receive the University's contribution to my 403(b) Defined Contribution Retirement Plan?
As a full-time employee, there is an age and years of service requirement that must be met prior to commencement of the University's contribution.
All full time employees who meet the following age and full-time criteria are eligible to receive the University's contribution to the 403(b) Defined Contribution Retirement Plan:
| Age | Service |
|---|---|
| 21-25 years | 2 years |
| 26 + years | 1 year |
This eligibility criteria may be waived or credited upon establishing service requirements stated above at another institution of higher education or 501(c) 3 organization. Employment with the former institution or organization must be within three years of full-time employment at Pace University.
Once eligible, you are required to contribute 3% of your base salary in order to receive the University's 9% contribution.
Tuition Remission
Where can I find out more information about On-Campus Tuition Remission?
- For information for full-time faculty or staff members
- For information for part-time staff members
- For information for part-time faculty, including UAFP faculty
What happens to the on-campus Tuition remission benefit when my child turns age 24?
For undergraduate classes: The 100% tuition remission benefit will continue to age 30 provided that the child matriculated prior to turning 24. If not, the benefit drops to 50% for ages 24 - 30. For graduate classes: The benefit drops to 50% from age 24 to 30 (25% for Special Programs).
All on-campus tuition remission benefits for dependent children cease at age 30.
Where can I find information/forms pertaining to the Off-Campus Tuition Remission benefit?
- For information regarding the Off-Campus Tuition Remission benefit for an employee.
- For information regarding the Off-Campus Tuition Remission benefit for an employee's dependent child
Where can I find out more information about the tuition exchange program?
Tuition Exchange program information is located on the HR website.
Vision Coverage
How can I file a claim for the Aetna Vision Preferred plan?
Please submit the Vision Claim Form (PDF) and receipt(s) to Aetna at the address listed on the form.
What vision benefits are covered through Aetna medical and what benefits are covered through the Aetna Vision Preferred plan?
In general, medical conditions of the eye (such as glaucoma and conjunctivitis) are covered through your Aetna medical plan. Vision exams, eyeglasses, and contact lenses are covered through Aetna Vision Preferred.
Do I have to enroll in the Aetna Vision Preferred plan separately?
If you are enrolled in an Aetna medical plan, then you are automatically enrolled in the Aetna Vision Preferred plan. If you waive medical coverage, you can still enroll in the Aetna Vision Preferred plan. Participants will receive a separate ID card for the Aetna Vision Preferred plan.
How can I find an in-network provider for the Aetna Vision Preferred plan?
You can find an in-network provider by accessing the Aetna Vision website. In addition, you can contact Aetna Vision Preferred directly at 1 (877) 973-3238.
Workers' Compensation
Who is the University's Workers' Compensation carrier?
The University's Workers' Compensation carrier is the New York State Insurance Fund.
- For employees who work on the Westchester campuses:
New York State Insurance Fund
105 Corporate Park Drive, Suite 200
White Plains, NY 10604
(914) 701-2120 - For employees who work on the New York City campuses:
New York State Insurance Fund
199 Church Street
New York, NY 10007
(212) 312-9000
What should I do if I am injured at work?
Notify your campus Security Office and your supervisor immediately. Security will complete an Incident Report, which will be forwarded to the University Benefits office. University Benefits will file the claim with our Workers' Compensation carrier and will send a letter, which explains the process, to your home address.
If I have to seek medical attention for an injury that occurred at work, should I provide the doctor or hospital with my Aetna ID card?
No. Workers' Compensation claims are handled differently. Please ensure that the incident has been reported to your campus Security Office and give the provider the contact information for the University's Workers' Compensation carrier, the New York State Insurance Fund, rather than your Aetna ID card.
- For the Westchester campuses:
New York State Insurance Fund
105 Corporate Park Drive, Suite 200
White Plains, NY 10604
(914) 701-2120 - For the New York City campuses:
New York State Insurance Fund
199 Church Street
New York, NY 10007
(212) 312-9000
Should I wait until I have received a Workers' Compensation claim number before seeking medical attention for my work-related injury?
No. Provided that the incident has been reported to your campus Security Office, please give the medical provider the name, address, and phone number of the Workers' Compensation carrier.
- For employees who work on the Westchester campuses:
New York State Insurance Fund
105 Corporate Park Drive, Suite 200
White Plains, NY 10604
(914) 701-2120 - For employees who work on the New York City campuses:
New York State Insurance Fund
199 Church Street
New York, NY 10007
(212) 312-9000
The University's policy number is 2018154-1.