- Insurance Plans
- Supplemental Group Term Life Insurance
- Supplemental Insurance
- Flexible Spending Accounts (FSA)
- Family Medical Leave Act (FMLA)
- House Keys For Employees (HK4E)
- Relocation Assistance
- Tuition Reimbursement
- Wellness Programs
- Education by Empower Series
- Additional Resources
CCPS covers 75% of the health insurance premium. Coverage includes medical, dental, pharmacy and vision insurance. Basic Life Insurance and Accidental Death and Dismemberment (AD&D) Insurance is included at no cost to the employee.
Enrollment for the board sponsored medical, dental, and life insurance plans are not automatic. New hires must select their Benefits options on-line within 31 days of their hire date. Your selection for Medical Plan includes Pharmacy (CVS/Caremark), Dental (Preferred Provider), and Vision (Davis Vision Plus) coverage; the Board does not offer standalone plans. Before choosing your plan, you will want to carefully review the CareFirst booklet included in your new hire packet. Changes outside of your new hire enrollment period can occur under limited conditions.
In addition to your enrollment, the Board requires members to provide proper documentation when dependents are enrolled in the CareFirst BlueCross BlueShield Plans. The Dependent Affidavit is required in addition you are also required to provide additional dependent documentation. A full list of acceptable documents can be found on page 2 of the Affidavit. Before enrolling your eligible dependent(s) the signed Affidavit and copies of your dependent documentation are required, employees/retirees are required to submit the requested documentation to the Office of Fiscal Services- Employee Benefits.
Group Term Life Insurance for Employee Only – Employee contribution is 25% of the premium Death Benefit – 1x annual salary. Plan payments are set up for a pre-taxed payroll deduction.
Monthly Insurance Rates for 2023
Effective January 1, 2023 - December 31, 2023 the monthly insurance rates are:
|CareFirst BlueCross BlueShield
Custom Comprehensive Plan
|Employee Rate (25%)||Employer Rate (75%)||Total|
|Individual w/Medicare Parts A & B||$135.00||$405.00||$540.00|
|2 People both w/Medicare Parts A & B||$270.00||$810.00||$1,080.00|
|2 Medicare Parts A & B + 1 Individual*(three)||$492.00||$1,476.00||$1,968.00|
|CareFirst Preferred Provider Plan||Employee Rate (25%)||Employer Rate (75%)||Total|
|Individual w/Medicare Parts A & B||$145.00||$435.00||$580.00|
|2 People both w/Medicare Parts A & B||$290.00||$870.00||$1,160.00|
|2 Medicare Parts A & B + 1 Individual*(three)||$506.00||$1,518.00||$2,024.00|
|CareFirst Preferred Provider Plan||Employee Rate (25%)||Employer Rate (75%)||Total|
|Individual w/Medicare Parts A & B||$133.00||$399.00||$532.00|
|2 People both w/Medicare Parts A & B||$266.00||$798.00||$1,064.00|
|2 Medicare Parts A & B + 1 Individual*(three)||$426.00||$1,278.00||$1,704.00|
* These policies will be individual policies for the employee and spouse or child* Please note Retirees who become Medicare eligible in the 2022 calendar year, and it is mandatory to enroll in both parts A & B. Once you receive your Medicare card please forward a copy to the Office of Employee Benefits. If copy of your Medicare card is not obtained, premium adjustments will only be made retroactive six months from date of receipt. If you have any questions regarding your current health insurance coverage, please contact the Office of Fiscal Services - Employee Benefits at 301 934-7289 or by e-mail firstname.lastname@example.org.
CareFirst BlueCross BlueShield Website
Summary of Benefits and Coverage for the PPO plan 2023
Summary of Benefits and Coverage for the Blue Choice plan 2023
Waiver of Group Health Benefits & Notice of Special Enrollment Rights Form 2023
Retiree Medicare Supplement 2023 Plan Guide
Retiree Comparison Summary 2023
Retiree open enrollment change form for 2023
Retiree notice of creditable coverage
CVS/Caremark Prescription Plan
If you enroll in a CareFirst BlueChoice or PPO/ PPN plan, you are enrolled in the CVS/Caremark prescription drug plan. The CVS/Caremark prescription plan provides benefits for medications to be filled at participating retail pharmacies. You also have the choice of filling your long-term medications through the CVS/Caremark Mail Order Pharmacy. Call the CVS/Caremark number on your card, 877-411-8168, for a mail-order form.
- What if I do not have a card but need a prescription?
- What do I do if the pharmacy has declined my claim?
What if I do not have a card but need a prescription?
What do I do if the pharmacy has declined my claim?
Frequently Asked Questions
- How do I enroll?
- How can I view Medical and Dental Claims online?
- Do I have to access the online system if I do not want to enroll in Medical?
- What do I do if I have a baby, get married, or just need to make a change to my current enrollment for medical?
- How do I get new insurance cards?
- How do I change my doctor if I have the Blue Choice opt-out Open Access Plus Plan?
- Who should I call if I have a claim that is not being processed correctly?
- Why do employees need to provide dependent Social Security numbers?
- How do I pay for my insurance during the summer if I am not receiving a check?
- What does a retiree do when they go on Medicare?
- What happens when a spouse is on Medicare? (retiree only, active not change)
- What is the value of the life insurance?
- How many years does an employee have to continue coverage to keep with retirement?
How do I enroll?
Health, Life, and Flexible Spending Online Benefit Enrollment Instructions
Before you enroll:
Familiarize yourself with your options by reading the Benefit Guide. Have the following information available (including your dependents):
- Social Security Number (s)
- Birth Certificates and Marriage Certificates - copies
- Information on any other medical coverage ( i.e. Medicare)
- Disability certification form for dependents needing continued coverage
How to enroll for your benefits:
Go to https://ccboe.hrintouch.com
You will click on "Create an Account”.
- Create your Username: (Must be 6 - 50 characters, may include special characters, but not required.)
- Create and confirm your Password. Requirements are:
- Must be 8 - 15 characters
- Contains at least one number
- Contains at least one uppercase letter
- Contains at least one lowercase letter
- Cannot contain more than 2 of the same characters in a row
- Cannot contain your Login ID or SSN
- Create Secret Questions and Answers: You will be asked to provide multiple questions and answers. These may be used for account validation in the future if you lose your username or password.
Please send copies of your dependent documentation to: Employee Benefits at the Jesse L. Starkey Building or Fax to (301) 944-0897 If you have problems logging in, please contact Benefitfoucus Customer Service at (866) 822-8688
How can I view Medical and Dental Claims online?
Online access to your health care information, View your personalized health insurance information online with My Account. Simply log on to www.carefirst.com from your computer, tablet or smartphone for real-time information about your plan.
Do I have to access the online system if I do not want to enroll in Medical?
What do I do if I have a baby, get married, or just need to make a change to my current enrollment for medical?
Outside of Open Enrollment, changes to your Health or Flexible Spending Accounts are permitted during the year within 31 days of a life event, provided your change is consistent with the life event. Please note that you will be required to provide proof of the event, such as a marriage certificate, or notice of your spouse’s change in employment or loss of insurance coverage. These events are defined by Section 125 of the Internal Revenue Code and include:
- Marriage or Divorce; Legal Separation
- Birth of your child, adoption of a child
- The placement for adoption of a child in your home
- Death of your spouse or other dependent(s)
- Return from an unpaid leave of absence for you or your spouse
- Beginning or end of your spouse's/dependents employment
- A significant change in your spouse's employment-based benefits
- Switch from temporary to full-time employment by you or your spouse
Please forward your completed Enrollment form, Status Change form, Dependent Affidavit, and copies of your dependent(s) documentation, attention: Employee Benefits at the Board of Education.
Name of Form
IRS Reason Code- Life Event
Return Form To:
|Employee Status Change Form||
Indicates that you are adding/decreasing benefits.
To be completed if you need to update your life insurance beneficiary
Change to Beneficiary can be made at any time
MSRA Retirement Beneficiary
Completed if you need to update your Retirement Beneficiary Attached form is for the Maryland State Retirement Pension Plan.
Certificated employees enrolled in this plan
Charles County Public Schools Retirement Beneficiary
Completed if you need to update your Retirement Beneficiary. Support employees enrolled in this plan with the exception of IAs’ and school support secretaries.
How do I get new insurance cards?
How do I change my doctor if I have the Blue Choice opt-out Open Access Plus Plan?
Establishing a relationship with a primary care provider (PCP) is the best way to receive consistent, quality care. Except for emergencies, your PCP should be your first call when you require medical attention. To update your current PCP members can contact CareFirst Customer Service directly at 1-877-691-5856. Medical cards will not generate without a PCP.
Who should I call if I have a claim that is not being processed correctly?
Why do employees need to provide dependent Social Security numbers?
Under the federal health reform law, individuals must have health insurance called minimum essential coverage. The plan sponsored by Charles County Public Schools does provide minimum essential coverage. We must report this information to the Internal Revenue Service (IRS). Therefore, Social Security numbers for all the members covered under your health plan are required. If your coverage is not reported to the IRS, you may have to pay a fee when you file your taxes.
How do I pay for my insurance during the summer if I am not receiving a check?
What does a retiree do when they go on Medicare?
What happens when a spouse is on Medicare? (retiree only, active not change)
What is the value of the life insurance?
How many years does an employee have to continue coverage to keep with retirement?
An employee has to be enrolled in the insurance for 10 consecutive years to continue at the current employee rate which is the 25% rate. If an employee does not have 10 years consecutive years they can take the lowest policy at 50% of the cost. Employees should review the insurance article in your negotiated agreement.
Supplemental Group Term Life Insurance
Supplemental Group Term Life Insurance
Charles County Public Schools (CCPS) offers a supplemental group term life insurance plan for Active employees only. Employees who work 20 plus hours per week can sign up for the plan. The term is one year and employees do not have to re-enroll annually. The plan is provided by ReliaStar Life Insurance, part of the Voya Company.
Eligible employees can sign up online through the CCPS benefits website at https://ccboe.hrintouch.com. Select the “Register or Reset your Account” option.
The plan offers supplemental life insurance of $20,000 to $500,000 in $10,000 increments. Employees can elect up to $250,000 in coverage without providing any evidence of insurability, or complete a health questionnaire. This plan benefit provides options for those employees who may be excluded from standard life insurance policies for pre-existing medical conditions.
Plan payments are set up for payroll deduction, but are not a pre-tax deduction. This is different from the two currently available life insurance plans for eligible employees: the Board of Education sponsored plan and the American General Life Insurance plans. Deductions for these plans are pre-taxed for employees. Deductions for the new supplemental plan are taken as an after-tax payment.
Employees who sign up for the supplemental plan can also add benefits for their spouse and children. Spousal coverage is available in increments of $10,000 up to a maximum of $50,000. Spousal coverage is not subject to evidence of insurability, and it cannot exceed the amount chosen by the policyholder. Employees can choose coverage for their children, with a benefit of either $5,000 or $10,000.
Costs are determined by age as follows (monthly rate shown for one individual per $1,000 of coverage)
|AGE Band (Age as of 01/01/2022)||COST Per 1,000.00||Child Life Amount||Cost Per Pay|
|Under 25||$ 0.05||$ 5,000.00||$ 1.00|
|25-29||$ 0.06||$ 10,000.00||$ 2.00|
|The rates are per individual.|
Rates are subject to change annually in January, but are guaranteed for the full plan term of one year. The monthly cost for eligible children, per child, is $1 for $5,000 of coverage and $2 for $10,000. Employees who want benefits for either their spouse or eligible children must have a policy for themselves.
Employees who sign up for supplemental life insurance through CCPS and retire must convert the policy through Voya to an individual whole life insurance policy. Staff who purchase the insurance and terminate their employment with CCPS can also convert their policy with Voya. Retirees and former CCPS employees who convert a policy with Voya will still receive the same monthly plan rates offered to current staff.
Age reductions also apply. The benefit amount reduces to 65 percent of the original coverage once the policyholder turns 70, and reduces again to 50 percent of original coverage at age 75.
Visit https://presents.voya.com/EBRC/BOEOCC for more information and to access a life insurance needs calculator. Questions about CCPS staff benefits, retirement accounts and more can be directed to the CCPS Office of Benefits at 301-934-7459 or BenHotline@ccboe.com.
In addition to the medical and life insurance enrollment, employees have the opportunity to elect the following Aflac pre-tax supplemental insurance policies. Aflac supplemental insurance provides additional coverage that can be used to help with the out-of-pocket expenses that may not be covered by medical insurance. Aflac has a website to view coverage plans with an option to apply online.
Aflac Meeting Schedule 2022
Aflac representatives will visit schools and centers virtually later this month and in November. The schedule is as follows (note: some schools are absent from the list. Aflac is working to secure dates for those schools. Check back for the most up-to-date schedule.
Aflac Meeting Schedule
|Arthur Middleton Elementary School||TBD|
|Benjamin Stoddert Middle School||November 3|
|Berry Elementary School||TBD|
|Billingsley Elementary School||November 15|
|C. Paul Barnhart Elementary School||November 16|
|Dr. James Craik Elementary School||November 14|
|Daniel of St. Thomas Jenifer Elementary School||November 8|
|Dr. Gustavus Brown Elementary School||November 11|
|Dr. Samuel Mudd Elementary School||November 9|
|Dr. Thomas Higdon Elementary School||October 20|
|Eva Turner Elementary School||November 11|
|F.B. Gwynn Educational Center||TBD|
|Gale Bailey Elementary School||November 30|
|General Smallwood Elementary School||November 16|
|Henry E. Lackey High School||October 24 & 25|
|Indian head Elementary School||November 9|
|J.C. Parks Elementary School||November 9|
|J.P. Ryon Elementary School||TBD|
|John Hanson Middle School||November 2|
|La Plata High School||TBD|
|Malcolm Elementary School||November 1|
|Mary B Neal Elementary School||November 2 & 3|
|Mary H. Matula Elementary School||November 9 & 10|
|Mattawoman Middle School||November 1 & 2|
|Matthew Henson Middle School||November 7|
|Maurice J McDonough High School||November 4|
|Milton Somers Middle School||November 3 & 4|
|Mt.Hope/Nanjemoy Elementary School||TBD|
|North Point High School||November 16 , 17 & 18|
|Piccowaxen Middle School||October 24|
|Robert D. Stethem Educational Center||TBD|
|Saint Charles High School||TBD|
|Jesse L. Starkey Building||November 17 & 18|
|T.C. Martin Elementary School||November 9|
|Theodore G. Davis Middle School||November 1 & 2|
|Thomas Stone High School||October 18 & 19|
|Walter J. Mitchell Elementary School||November 7|
|Westlake High School||November 2 & 4|
|William Diggs Elementary School||November 2|
|William B. Wade Elementary School||October 18|
For more information or to apply for coverage, contact your Aflac Associate:
804-516-4286 or email: email@example.com
to schedule your one on one appointment.
Flexible Spending Accounts (FSA)
Flexible Spending Accounts (FSA)
Starting Jan. 1, 2023, Ameriflex will be the new third-party administrator for both FSA and Health Savings Accounts (HSA). Specific accounts affected include health care FSA, dependent day care accounts and remaining balances. The current vendor, Further, will no longer be the third-party administrator after Dec. 31, 2022. The last day to submit FSA expenses for the 2022 plan year to Further will be March 31, 2023.
A Flexible Spending Account (FSA) is an employer-sponsored spending account that allows employees to set aside pretax earnings to pay for eligible health care or dependent care expenses. Pretax funds are deducted from each paycheck and automatically deposited into an FSA account. Employees decide how much to contribute, tax-free, for the year. Unused money in an FSA account is forfeited at the end of the plan year. Employers can also decide to contribute, up to a maximum amount. Enrollment is not automatic, you must enroll every year.
Any out-of-pocket and unreimbursed medical expenses are allowed under section 213(d) of the Internal Revenue Code, except health insurance premiums and long-term care services. FSAs can also be used for daycare or other dependent care expenses required to allow an individual to work.
There are two types of FSAs employers can offer to employees. Employees can participate in one or both.
- Medical FSA — This type of FSA allows employees to pay for eligible expenses that are not covered by the health plan, such as deductibles, coinsurance, dental care, orthodontia and vision care. The total amount the employee chooses to contribute is available to them on the first day of the plan year, even if they have not actually contributed that much yet.
- Dependent Care FSA — This type of FSA allows employees to pay for daycare expenses for their children under age 13 or for older dependents not capable of self-care needed to allow an employee to work. With a dependent care FSA, the money must be in the employee’s account before you can request reimbursement.
Depending on an employee’s tax bracket, an employee can save nearly 30 percent on most medical, health and child or eldercare expenses. An employee earning $30,000 with a $2,000 FSA contribution can save an estimated $300 in taxes.
For information on a Flexible Spending Account and to enroll, log in to the online benefits website and from the Benefits menu, select Flexible Spending Account.
Flexible Spending Account (Flyer)
Flexible Spending Account (Kit Inserts)
Flexible Planning Worksheet (Planning Worksheet)
Transaction Substantiation Request Form
Frequently Asked Questions
- What are the benefits to employees?
- How do employers save money?
- Is a debit card available?
- What happens to funds at the end of the year?
- Can I change the amount of money I set aside in my medical FSA during the plan year?
- Can I use my medical FSA to pay for my spouse’s deductibles, copayments, or other out-of-pocket medical expenses?
- What expenses can be paid from a medical FSA?
- If I have both an HSA and an FSA, which account pays first?
- Can I use my debit card for online purchases?
- Can I withdraw funds at an ATM?
- Can I use my debit card to make in-store purchases?
- Do I need a PIN to use my debit card?
- My debit card was recently denied. Why would that happen?
- What happens if I use the debit card for a non-eligible expense?
- What should I do if my debit card is lost or stolen?
What are the benefits to employees?
How do employers save money?
Is a debit card available?
What happens to funds at the end of the year?
Unused money in an FSA account is forfeited at the end of the plan year:
Dependent Care FSA
Covers medical costs, orthodontic care, dental, and vision.
Covers daycare for children under age 13 and other dependents not capable of self-care.
Employee contribution maximum: $2,400
Employee contribution maximum: $5,000
Can I change the amount of money I set aside in my medical FSA during the plan year?
Can I use my medical FSA to pay for my spouse’s deductibles, copayments, or other out-of-pocket medical expenses?
What expenses can be paid from a medical FSA?
Any out-of-pocket and unreimbursed medical expenses allowed under section 213(d) of the Internal Revenue Code, including medical premiums (under limited circumstances) and long-term care expenses. For a detailed listing, see Eligible Expenses.
If I have both an HSA and an FSA, which account pays first?
Further will always attempt to pay your expenses from the FSA first as this is a “use it or lose it” type of account. However, medical expenses can’t be paid from the FSA during the HDHP deductible so the FSA will be bypassed in this circumstance. To make your FSA work with HSA requirements, your employer should provide a special FSA plan for you instead of a general purpose FSA. A limited purpose FSA is a special FSA that can’t be used for medical expenses but can be used for vision and dental expenses. A post-deductible FSA can pay vision and dental expenses immediately and can also pay medical expenses once the deductible has been satisfied. If the FSA is limited to vision and dental, it can pay for these claims first. However, keep in mind they’re also eligible expenses under the HSA.
Can I use my debit card for online purchases?
Can I withdraw funds at an ATM?
Can I use my debit card to make in-store purchases?
Do I need a PIN to use my debit card?
My debit card was recently denied. Why would that happen?
Your debit card may be denied if:
- There is not enough money in your account to cover the expense. Visit www.hellofurther.com or call us toll free at 1-800-859-2144 to check your account balance.
- The items being purchased are not eligible expenses. For a list of eligible expenses, visit www.hellofurther.com.
What happens if I use the debit card for a non-eligible expense?
There are three options:
- You can return the funds to the account by submitting the Reimbursement Return Form (below) within the same tax year of the non-eligible expense.
- You can offset the amount with future expenses that are qualified during the same tax year. You must keep your documentation for your own tax purposes.
- You can declare the amount as a prohibited transaction. You may be subject to income taxes on the amount as well as an IRS penalty. Reimbursement Return Form
What should I do if my debit card is lost or stolen?
Family Medical Leave Act (FMLA)
The Family and Medical Leave Act (FMLA)
What is FMLA?
- FMLA is a federal law, passed in 1993, that helps balance work and family life and promotes economic security of families and serve national interest in preserving family integrity by granting leave for family and medical circumstances. It permits eligible employees up to 12 weeks* of job-protected leave and benefits continuation for qualifying events.
- The employees may use their own leave or use leave without pay during an FMLA event. CCPS will run the employee’s leave concurrently with FMLA regardless of whether it is paid or unpaid. Choosing unpaid leave and then paid leave does not extend the days the number of approved weeks.
- There are exceptions to this rule if the husband and wife both work for the same employer.
- Combined total of 12 weeks for the birth or adoption of a child.
- Combined 26 weeks to take care of a covered ill or injured service member.
FMLA Qualifying Events
- Employee’s own serious health condition.
- A family member’s (spouse, parent, child under the age of 18) serious health condition.
- The birth or care of a newborn child.
- The adoption or foster care of a child.
- Qualifying military exigencies (urgencies).
To be eligible for FMLA leave the employee must have been employed at least 12 months by your employer and worked at least 1,250 hours in the previous 12 months.
- Must be employed by a covered employer.
- Must have worked at least 12 months for the employer.
- Must have a minimum of 1,250 hours of service during the 12 months before their leave is to begin.
- Example-An employee is requesting FMLA with an anticipated start date of 4/1/22 and an anticipated end date of 5/15/22. The Benefits Representative will “look back” at the 12-month period starting 4/1/21 through 3/31/22 to determine if the employee worked 1,250 hours.
- Must be employed at a work site with 50 employees within 75 miles.
Types of Leave
- Leave is for consecutive number of days.
- When an employee is designated for continuous leave, he/she will be provided job-protected leave for a single period based on a Certification of Health Care Provider form completed by a licensed medical provider.
- All medical documentation/FMLA requests are confidential between the employee and the Benefits Department.
- The supervisor is provided with the leave start and end date, as well as a return-to- work date.
- The Benefits Representative will reach out to the employee prior to the return-to-work date and confirm that he/she does not need to extend the leave and is medically fit to return (if applicable).
- The supervisor will be emailed when a return-to-work form is received from the employee. If the employee does not show up on the return-to-work date, the supervisor should contact the Benefits Representative who will attempt to contact the employee.
- Leave is taken in separate blocks of time, or a reduced schedule is implemented.
- The need for leave is not foreseeable.
- The medical provider will be able to estimate the frequency of the leave.
- All medical documentation/FMLA requests are confidential between the employee and the Benefits Department.
- When the employee is designated to use intermittent leave, the supervisor will be notified by Employee Benefits.
- If the employee is taking more leave than approved, it is the supervisor’s responsibility to contact the Benefits Representative. The Benefits Representative will obtain additional medical documentation from the employee, and any leave taken that is not documented in the leave schedule, will be considered unauthorized under the FMLA.
- Special Rules for School Employees under FMLA.pdf
- When and How Does an Employee Request FMLA?
- What FMLA Documents Do Employees Receive?
- How is the Supervisor/Principal Notified if an Employee is Approved for FMLA?
- How is the Supervisor/Principal Notified the Employee is Returning to Work?
When and How Does an Employee Request FMLA?
- An employee should request a FMLA packet when they expect to be out for a prolonged period (ex-the birth of a child, surgery, etc.) or when they have been out for three or more consecutive days.
- The employee, the employee’s supervisor or the supervisor’s designee may request a FMLA packet.
- All FMLA requests should be requested through the designated Benefits Representative for their school in the Employee Benefits Department or an email can be sent to employeebenefits @ccboe.com.
- When the need for FMLA is foreseeable, the employee should provide at least 30 days’ notice. When the need for FMLA is not foreseeable, the employee must comply with the Charles County Public Schools (CCPS) policy for requesting leave, absent unusual circumstances.
What FMLA Documents Do Employees Receive?
- FMLA Packet
- Family & Medical Leave Procedures
- Special Rules for School Employees Under FMLA
- Family & Medical Leave Application
- Certification of Health Care Provider
- Maryland State Retirement Agency Form-Form 46 (this form is for employees enrolled in the teachers' pension plan with the Maryland State Retirement and Pension System)
- Instructions for Completing Form 46
- Family & Medical Leave-Return to Work Recommendation
- Job Description
- Sick Leave Donation Paperwork
- Notice of Eligibility (mailed only to the employee after FMLA documents have been reviewed by the Employee Benefits Department).
- Designation Notice (mailed to the employee after FMLA documents have been reviewed by Employee Benefits Department).
How is the Supervisor/Principal Notified if an Employee is Approved for FMLA?
The Benefits Representative will send the supervisor/principal an email notifying them if the employee was approved or denied for FMLA. Additionally, the principal’s secretary, the applicable HR Specialist and the employee will be included on the email. The email will include the following information:
- Employee’s Name.
- If the employee was “approved” for FMLA, it will include the anticipated FMLA “start” and “end” date.
- The email will state if the employee was not approved for FMLA but may be eligible for a Leave of Absence (LOA) or the employee is not eligible for any leave programs.
- Questions regarding the content of the email should be directed back to the Benefits Representative or an email can be sent to firstname.lastname@example.org.
How is the Supervisor/Principal Notified the Employee is Returning to Work?
- The employee should notify the Benefits Representative that he/she is planning to return to work.
- The employee must provide a Family & Medical Leave-Return to Work Recommendation that is signed and dated by a licensed medical provider.
- It is suggested that the Return-to-Work Recommendation be provided to the Benefits Representative approximately ten days before the employee is expected to return to work.
- The Benefits Representative will email the supervisor/principal and HR with the following information:
- Employee’s Name.
- Employee’s expected return to work date.
- Employee’s restrictions, if any.
- If the employee is returning with restrictions, then the Benefits Representative will contact the supervisor/principal, and possible Human Resources, to propose the appropriate work accommodations.
- If the employee does not return to work by the date that the Benefits Representative stated in the email, the supervisor/principal should contact the assigned Benefits Representative or send an email to email@example.com.
- The Benefits Representative will contact the employee and determine the status of the employee’s return to work (if return to work forms have not been received and it is getting close to their anticipated return to work date). The Benefits Representative will provide the supervisor/principal with an update.
- If an employee returns to work, and the supervisor/principal has not received a return-to-work email notification from the Benefits Representative. The supervisor/principal should contact the Benefits Representative immediately and should not permit the employee to return to work.
- Do I as a supervisor/principal, have the option to delay FMLA?
- When should an employee start the FMLA Process?
- Is it my responsibility as a supervisor/principal to confirm if the employee is eligible for FMLA?
- Can I confirm that sick time was used for the FMLA qualifying condition?
- I report the days that the employee missed because of FMLA?
Do I as a supervisor/principal, have the option to delay FMLA?
When should an employee start the FMLA Process?
The supervisor should contact Employee Benefits to initiate the FMLA process when an employee informs them that he/she needs time off for a reason that may be covered by the FMLA. The employee may not be as clear as to mention the “FMLA” when asking for the time off, but the supervisor should be aware. If you are unsure, contact the Benefits Representative assigned for your school or send an email to firstname.lastname@example.org.
Is it my responsibility as a supervisor/principal to confirm if the employee is eligible for FMLA?
Can I confirm that sick time was used for the FMLA qualifying condition?
I report the days that the employee missed because of FMLA?
|LaTasha Hall||(301) email@example.com|
|Sue Moreno||(301) firstname.lastname@example.org|
|Tom Antonielli||(301) email@example.com|
House Keys For Employees (HK4E)
House Keys for Employees Program (HK4E)
Policies and Procedures
Charles County Public Schools (CCPS) participates with the Maryland Department of Housing and Community Development's (DHCD) House Keys for Employees Program (HK4E) through a partnership with the Charles County Commissioners. This employee benefit is available to all benefits-eligible employees who meet the eligibility requirements of the State HK4E Program and have been employed by CCPS for at least one (1) year.
Under the HK4E Program, the Maryland Department of Housing and Community Development will match (up to $5,000) any employer's contribution towards an employee's down payment or settlement expenses for a first time home purchase.
- Any CCPS permanent employee who is benefits-eligible and has been employed by CCPS at least one (1) year may apply for the program provided they meet all other eligibility requirements.
- The eligible employee must agree to work for CCPS for an additional three (3) year period unless the employee is released from this requirement through Human Resources.
- The home purchase must be financed through the Maryland Mortgage Program (MMP) with a qualified Maryland Community Development Administration (CDA) lender.
Find participating lenders
- To qualify for MMP, and therefore HK4E Program, an applicant's annual household income cannot exceed the established program limits.
Income and Purchase Price Limits
- The amount of home purchase and the amount financed cannot exceed maximum limits as set by MMP.
- An employee (an all persons listed on the load) must be a first-time homebuyer and must be purchasing a home in Charles County. First-time home buyer includes those person's not having owned a home within the past three years.
- If the home is not located in a Priority Funding Area (PFA), the home must be existing construction. PFAs can be viewed at:
- If the home is located in a PFA, the home may be existing construction or new construction.
- The purchased home must be used as the buyer's principal residence; investment property is not eligible.
Financial Assistance / Terms and Conditions
- CCPS through Charles County Government will offer, as a benefit to eligible employees, a loan in the amount of $5,000 to be used towards the employee's down payment/settlement costs for the purchase of a home, as outlined above.
- The loan will accrue 0% interest.
- As with the State's match, there will be a lien against the property for the loan.
- The loan shall be repaid when the property is sold, transferred or refinanced.
- The employee will be responsible for advising their employer if the property for which they received the loan, is sold, transferred or refinanced.
- One loan per household.
- The Office of Human Resources will be responsible for notifying employees of this employee benefit. All state Program information (including current income limits and acquisition and loan limit(s) can be viewed at https://dhcd.maryland.gov/Pages/default.aspx
- Employees participating in the program should provide the following completed documents to the Office of Human Resources four (4) weeks prior to the anticipated settlement date.
House Keys for Employee Program Employer/Employee Agreement
House Keys for Employees Verification of Partner Contribution
House Keys 4 Employees Information Sheet
- The Office of Human Resources completes Section II of the Verification of Partner Contribution and forwards all completed documents to Charles County Government Fiscal Services.
- The Office of Human Resources will coordinate with Charles County Government Fiscal Services to ensure that the loan check is issued for settlement.
- Once settlement has occurred, a lien is placed against the property for the HK4E loan and employee must forward the settlement statement to the Office of Human Resources within five (5) days from closing.
- All the completed documents will be placed in the employee's personnel folder.
- When the property is sold, transferred or refinanced, the Human Resources staff ensures the loan is repaid to the County.
- Income limits and acquisition and financing limits are updated as necessary on employee information forms.
Mortgage Program Information links
Maryland Mortgage Program Information Kits
If you have any questions about the House Keys for Employees Program, please contact the Office of Human Resources at 301-934-7255.
Charles County Public Schools offers a Relocation Stipend for newly hired certified teachers. The Relocation Assistance stipend is designed to assist newly hired certified teachers defray relocation expenses and related costs. Reimbursement will occur when the guidelines are met.
- Newly hired certified teachers employed full-time.
- Distance between the previous residence and the new residence must be at least 50 miles or more away from Jesse Starkey Administration Building (5980 Radio Station Road, La Plata, MD 2046).
Consequences of Early Separation
- An employee must remain employed on a continuous full-time basis for at least one (1) calendar year, beginning on the date the employee starts with Charles County Public Schools.
- If the employee fails to remain employed for the obligated one (1) year of service, Charles County Public Schools reserves the right to seek repayment for the full amount the employee received in the Relocation Assistance Program.
- Payments for expenses are paid directly to the employee through the Accounting Department
- All payments will be disbursed within two (2) pay periods of the start date
- Relocation reimbursements are processed in order of receipt of this signed document and delivered to the Accounting Department.
- Reimbursable expenses up to $2,500.00
- 75 miles to 150 miles - $1,500.00
- 151+ miles - $2,500.00
CCPS feels an individual who possesses a desire to continue their education, in addition to performing their full-time job, shows a commitment to improving themselves and their position within the system. To encourage and reward these individuals, CCPS offers a tuition reimbursement benefit. All employees are governed by tuition reimbursement clauses in the two separately negotiated collective bargaining agreements: American Federation of State, County and Municipal Employees (AFSCME) and the Education Association of Charles County (EACC). Each employee should read and understand the collective bargaining agreement that governs them.
Tuition articles from negotiated collective bargaining agreements
Article 22: Reimbursements
- The employer and the Union recognize the need for the development and training of qualified employees to partially fulfill the employer’s work-force requirements.
- Unit members shall be reimbursed up to $2,225.00 per fiscal year or the actual cost, whichever is less, for costs associated with job-related college course work and/or specialized training. Requests for reimbursement must have the approval of the Superintendent or his or her designated agent prior to enrollment in the college course and/or training program.
- The following conditions shall apply to reimbursement:
- Course work/specialized training for which reimbursement is made must be job-related and have the approval of the Superintendent or his or her designee prior to enrollment.
- In graded courses, the employee must earn a grade of C or better before reimbursement will be approved. In ungraded courses/specialized training, the employee must provide documentation of satisfactory completion of all requirements before reimbursement will be made.
- Employees reimbursed for course work and/or specialized training during any portion of a fiscal year must work in the county for the following fiscal year. In the event that the employee receives reimbursement and is unable to be employed in the county the following year, the employee obligates himself or herself to return the amount reimbursed to the Board. If such funds are not reimbursed, the equivalent amount shall be deducted from his or her final paycheck. Unit members who are laid off as a result of a RIF will not be obligated by this provision.
- Any additional financial assistance or allowance received beyond the actual costs incurred by the employee will be deducted from the amount which the employee would be reimbursed under the formula stated above.
- In the event an employee cannot be reimbursed because of budget limitations, he or she will be paid prior to new applicants in the next fiscal year.
Article 17: Tuition Reimbursement and Staff Development
- Certificated professional employees holding a Conditional, SPC or APC shall be reimbursed up to $2,500.00 per employee per fiscal year based on the following schedule. Additional tuition reimbursement beyond the $2,500.00 limit may be provided at the discretion of the Assistant Superintendent of Human Resources. Tuition increases through FY 25 are documented in the chart below.
Purpose FY22 FY23 FY 24 FY 25 General $2,500 $2,650 $2,850 $3,000
- The following conditions shall apply to reimbursement:
- MSDE or College courses for employees with a Bachelor’s degree must be in a job-related area and have approval of the Superintendent or his or her designee prior to enrollment in the course. The courses for employees with a Master’s degree must be in a job-related area and have approval of the Superintendent or his or her designee prior to enrollment in the course.
- Employees with a Bachelor’s degree must earn a grade of C or better and the employee with a Master’s degree must earn a grade of B or better before reimbursement will be approved. Payment will be requisitioned upon presentation of final grades and receipt showing tuition payment.
- With the exception of extenuating circumstances, certificated employees who receive tuition reimbursement and leave employment within two (2) years of receiving reimbursement shall be required to repay the monies received. The employee may pay monies owed directly or they may have the amount deducted from their last paycheck. The entire obligation must be satisfied within six (6) months of the employee leaving CCPS.
- The total expenditure for this purpose shall not exceed the amounts listed in A above per employee or a total budget limitation of $500,000 for all requests per year.
- In the event an employee cannot be reimbursed because of budget limitations, he or she will be paid prior to new claimants in the next fiscal year.
- Employees approved for courses will be able to participate in a pre-paid tuition reimbursement program with colleges who have agreed to participate with the Charles County Board of Education. The employee will pay only the difference between the actual tuition and the amount approved for reimbursement. The 45 | P a g e grade requirements described in Section B, 2 will apply to this pre-paid tuition program. If the employee fails to achieve the grades required, the full cost of tuition will be recovered from the employee.
- If a person is teaching out of his or her area of certification and is requested by the Board to take course work to continue teaching in that area, the Board will pay the full tuition cost for subject course work. The course work must be approved in advance of the teacher beginning the course in order for this provision to be applied.
- Employees who participate in paid conferences or workshops offered by the Board through staff development will receive their agreed stipend within thirty (30) days following completion of the workshops or tasks.
- Once in every two (2) year period employees may utilize tuition reimbursement and/or staff development funds to attend individualized professional development programs (seminars, conferences, etc.) by securing approval through the office of School Administration.
- The Education Association of Charles County will be given an opportunity to present training opportunities for certificated employees, and will forward a list of potential workshops/classes to the Superintendent or his or her designee for approval. These trainings may be made available on county and school in-service days with the approval of the Superintendent or his or her designee.
- The EACC will be allotted one full session at New Teacher Orientation to present a workshop or training to new teachers.
Helping Employees Stay Healthy
- Monthly wellness email messages from CareFirst.
- Free fitness classes for permanent employees. Classes are offered in the fall and spring in four-week sessions and each class is one hour. Classes are offered virtually and include beginner yoga to personal training boot camp. Employees receive a registration email when classes are offered.
- World Gym membership is offered through the KeepWell program at a discounted rate of $35 per month per person during open enrollment. Open enrollment is available twice a year, at the start of the school year and in mid-January. An open-enrollment email will be sent to all eligible employees including dates and instructions on how to enroll in the program. Enrollment is open to employees, retirees and their families. Eight locations are included in the membership: La Plata, Waldorf, Prince Frederick, Owings, Lusby, Leonardtown, Lexington Park and California/Wildewood. Each location provides access to the facility, group exercises, and spin classes.
- Healthy cooking classes offered for permanent employees for a fee. Email notification is sent of class offerings including a registration link.
- 5K races in the fall and spring. These events are available to all employees and the community.
- Employee Assistance Program available for employees and their dependents at no cost. Click here for information.
If you have any questions about the Employee Wellness Programs, please contact Renee Eubanks at firstname.lastname@example.org
Education by Empower Series
Classified Pension Plan
Tax Sheltered Accounts (TSA)
empower Pathways Retirement Brochure
TSA Change or Cancellation Form
If you have any questions regarding your current health insurance coverage, please contact the Office of Fiscal Services - Employee Benefits at 301-934-7459 or by e-mail at email@example.com.