Warren Wilson College
Flexible Spending Account Plan
Summary Plan Description
Effective as Amended and Restated January 1,
2005
TABLE OF CONTENTS
Introduction.......................................................................................................................................
1
Flexible
Spending Account.................................................................................................................
1
...........
Eligibility............................................................................................................................................
2
Annual
Open Enrollment Period.............................................................................................
2
Change
in Status Events.........................................................................................................
2
Consistency
Rule...................................................................................................................
3
Other
Events that May Allow Election Changes......................................................................
3
How the
Spending Accounts Work....................................................................................................
4
Tax
Advantages.................................................................................................................................
5
Social
Security/Other Benefits May Be Affected.....................................................................
5
Medical
Spending Account................................................................................................................
5
Eligible
Medical Expenses......................................................................................................
5
Medical
Expenses Not Eligible for Reimbursement.................................................................
7
Submitting
a Claim.................................................................................................................
7
Unused
Balances...................................................................................................................
8
Dependent
Care Spending Account...................................................................................................
8
Eligible
Dependent Care Expenses.........................................................................................
9
Tax
Credit Versus Dependent Care Spending Account...........................................................
9
Unused
Balances.................................................................................................................
10
Changes to
Employee’s Status.........................................................................................................
10
Medical
Spending Account..................................................................................................
10
Dependent
Care Spending Account.....................................................................................
12
More
Important Facts About the Reimbursement Accounts..............................................................
12
Appealing
a Denied Claim................................................................................................................
15
Statement
of ERISA Rights..............................................................................................................
16
Appendix A
– COBRA CONTINUATION OF COVERAGE........................................................
19
INTRODUCTION
Warren Wilson College has implemented a
Section 125 Cafeteria
Plan and a Flexible Spending Account Plan to enable you to purchase
certain
benefits on a pre-tax basis. The
Flexible Spending Account Plan consists of two reimbursement accounts
that are
further described below.
If
there is any difference between information described in this Summary
Plan
Description and the Plan’s formal documentation, the formal
documentation will
control. The formal documentation is
subject to rules, regulations, and interpretations under Section 125 of
the
Internal Revenue Code and other provisions of the Internal Revenue Code.
As benefit options under the Warren Wilson
College
Section 125 Cafeteria Plan, the Warren Wilson College Flexible Spending
Account
Plan enables you to use pre-tax dollars to pay for many medical and
dependent
care expenses. There are two separate
reimbursement accounts available to you:
• Medical
Spending Account for qualifying
medical, dental and vision expenses incurred by you and your eligible
dependents; and
• Dependent
Care Spending Account for the
costs of day care for your children or other eligible dependents.
Special rules apply to the types of expenses
eligible
for reimbursement under each account.
This booklet provides guidelines for using these accounts and
lists some
of the eligible expenses. If you have
questions about flexible spending accounts, contact Warren Wilson
College.
ELIGIBILITY
Each
Employee who normally performs services for the
Employer of at least 30 hours per week may elect to participate in the
Plan as
of the beginning of the next following Coverage Period.
Any Employee whose employment begins after
the beginning of a Coverage Period may begin participation on the first
day of
the month after completing 0 months of service with the Employer.
Annual Enrollment Period
An annual enrollment period will be scheduled
by the
Company prior to the beginning of each plan year. At
that time you will receive enrollment materials describing the
Flexible Spending Accounts and the other options available to you under
the
Plan.
If you decide to participate in one or both of the Flexible Spending Accounts, you must elect the total amount of your annual compensation you wish to deposit into each account during the next plan year. The amount you elect to deposit into the appropriate Flexible Spending Account will be deducted prorata from your pay beginning the first payday of the plan year. After an election is made, it may not be modified until the next annual enrollment period unless there is a Change in Status or other IRS authorized event that allows an election change.
Change in Status Events
Rules of the Internal Revenue Code require
that generally,
you may not change the amount you are depositing to your Flexible
Spending
Account Plan until the next annual enrollment period.
However, you will be allowed to make a change if the change is a
Change
in Status Event and the Consistency Rule is satisfied. Valid Change in Status Events include
the following:
For both Medical and Dependent Care Spending
Accounts:
*
Change in Employee’s
Legal Marital Status (marriage, divorce, annulment, legal separation or
death
of spouse).
*
Change in
Number of
Dependents (events that change an employee’s number of dependents, such
as
birth, adoption, placement for adoption or death).
*
Change in Employment
Status of Employee, Spouse or Dependent (any of the following that
change the
employment status of the employee, the employee’s spouse, or the
employee’s
dependent: termination or commencement of
employment, strike or lockout, beginning or returning from an unpaid
leave of
absence, change in worksite, or a change from an eligible to an
ineligible
employment status or classification).
*
Dependent
Satisfies (or
Ceases to Satisfy) Dependent Eligibility Requirements (events that
cause an
employee’s dependent to satisfy or cease to satisfy eligibility
requirements
for coverage, such as due to age, student status, or similar
circumstances).
*
Change in Residence (a
change in the place of residence of the employee, spouse, or dependent).
Other Change in Status Events may be
allowed if
they are acceptable under interpretations of the Internal Revenue Code. If you have questions, please ask your
Employer’s benefits representative.
If you experience a Change in Status Event
and
desire to make a change, you must make the change no later than 30 days
following the Event.
Consistency Rule
A change must be “on account of and
correspond with” a
Change in Status Event. To meet
this requirement, the change that you wish to make must be on account
of and
correspond with a Change in Status Event that affects
eligibility for
coverage under an employer’s plan. This
rule is satisfied as to the Dependent Care Spending Account if the Change
in
Status Event affects expenses under that Account, such as when the
child
becomes 13 years old and is no longer a qualifying individual. The determination of whether a requested
change is “on account of and consistent with” a Change in Status
Event
will be made by the Plan Administrator (in its sole discretion) in
accordance
with interpretations of the Internal Revenue Service.
If you have questions, please ask your Employer’s benefits
representative.
Other
Events That May Allow Election Changes
*
Cost Changes. This
event applies to Dependent Care
Spending Accounts, but not to Medical Spending Accounts.
If the caregiver is a relative, no change is
permitted.
*
Significant
Coverage
Change/Curtailment. This event applies
to Dependent Care Accounts, but not to Medical Spending Accounts. It may apply, for example, when there is a
change in provider, or eligibility for state-funded school resulting in
decreased need for child care expenses.
*
Change in
Coverage of
Spouse or Dependent Under Other Employer’s Plan. This
event applies to Dependent Care Accounts, but not to Medical
Spending Accounts. If there is a change
in your, your spouse’s, or your dependent’s coverage under another
employer’s
plan, you may be allowed to change your election under the Plan
provided that
the change is on account of and consistent with the change in coverage
that is
made under the other employer’s plan and is also consistent with the
rules
under Section 125 of the Internal Revenue Code.
• Judgment,
Decree, or Order. If a judgment,
decree, or order (collectively called “order”) resulting from a
divorce, legal
separation, annulment, or change in legal custody (including a
Qualified
Medical Child Support Order under the Employee Retirement Income
Security Act)
requires an employee to cover a child under the Medical Spending
Account, the
employee may increase deposits to cover the child.
Likewise, if the order requires another individual to provide
coverage for the child and coverage is, in fact, provided, then the
employee
may reduce deposits.
• Medicare
and Medicaid. If an employee, spouse,
or dependent becomes entitled to Medicare or Medicaid (other than
coverage only
for pediatric vaccines), the employee may make a change to reduce
deposits to
the Medical Spending Account to take into account Medicare or Medicaid. Likewise, if the employee, spouse, or
dependent loses eligibility for coverage under Medicare or Medicaid,
the
employee may increase deposits to the Medical Spending Account to take
into
account loss of that coverage.
Additionally, the Plan’s Administrator may
modify your
election(s) downward during the plan year if necessary to prevent the
Plan from
becoming discriminatory within the meaning of the federal income tax
law.
HOW
THE SPENDING ACCOUNTS WORK
You can use your Flexible Spending Accounts
to pay for
a variety of expenses related to medical care and dependent day care. You may participate in one account or both
accounts, or you may decide not to participate at all.
The following describes the procedure:
• During
the
annual enrollment period you indicate the total amount you wish to
deposit in
each account during the coming year.
• The
annual
amount you elect will be divided evenly over the appropriate number of
pay
periods. Each pay period, an equal
portion of the total amount will be deducted from your compensation and
credited to the appropriate account(s).
• When
you
incur eligible expenses, you submit a reimbursement account claim form
together
with the original itemized bill or receipt or the explanation of
benefits (EOB)
form from your insurance carrier.
• In
accordance with the Uniform Reimbursement Requirement for Flexible
Spending
Accounts under the provisions of the Internal Revenue Code, you may
obtain
reimbursement up to the amount you have elected to deposit into your
Medical
Spending Account.
• Reimbursements
for dependent day care expenses are allowed up to the amount actually
in your
Dependent Care Spending Account at the time you submit your request. If your claim exceeds the amount currently
available in your Dependent Care Spending Account, you receive
additional
reimbursements as more money is deposited into your account through
payroll
deductions.
TAX
ADVANTAGES
The cash compensation (wages) you receive
from Warren
Wilson College is taxable. However,
when you allocate a portion of your compensation on a pre-tax basis to
be used
for payment of your benefits, your taxable income is reduced by the
amount you
have allocated to benefits. This
allocation results in a reduction of federal and, in most cases, state
income
taxes.
You do not have to pay taxes on the money you
receive
as reimbursement of eligible medical or dependent care expenses from
your
Flexible Spending Account Plan.
Social Security/Other Benefits May Be Affected
Since you do not pay Social Security taxes on
any
compensation you deposit to your Medical Spending Account or your
Dependent
Care Spending Account, your future Social Security benefit could be
slightly
reduced. Although this reduction
usually is quite small, it could occur if your compensation falls below
the
annual Social Security taxable wage base as revised each year. The resulting decrease in your taxable
compensation could impact other benefits which may be available through
your
employer.
MEDICAL
SPENDING ACCOUNT
You can deposit between $0.00 and $8,000.00
of your
compensation into your Medical Spending Account each year.
You can use the money in your account to
reimburse yourself for any eligible medical expense for yourself or
your
dependents which has not been paid by any other benefit plan. For purposes of the Medical Spending
Account, eligible dependents include your spouse, your dependent
children, and
any other person who is your dependent for federal tax purposes (i.e.,
any
person for whom you claim an exemption on your tax return).
Eligible Medical Expenses
Eligible medical expenses include most
expenses that
qualify as medical expenses under the Internal Revenue Code. A partial listing of eligible expenses
includes the following; items marked with an asterisk (*) may require
additional documentation or reimbursement may be limited to the
difference
between a normal item and a special need item:
Deductibles & Co-Payments
Dental
Expenses:
Routine
&
Preventive Services
X-Rays
Orthodontia
& Appliances
Restorative
&
Major services including fillings, crowns, implants, bridges
Dentures
Periodontal
Services
Vision
Care Expenses:
Exam
(Optometrist or Ophthalmologist)
Rx
Glasses & Contact Lenses & Supplies
Corrective
Surgery (RK & Lasik)
Prescription Drugs including prescription
vitamins and
birth control pills
Medical
Equipment:
Wheelchairs
or Lifts
Crutches
Oxygen
Equipment & Supplies
Air
Purifier/Filters*
Special
Beds or Mattresses*
Blood
Pressure Monitor
Glucose
Monitor
Diabetic
Supplies including test strips and insulin
Hearing Expenses including testing and
hearing aids
plus batteries and repairs
Counseling
& Psychiatric Treatment:
Psychiatrists
& Psychotherapists
Psychologists
Legal
fees related to commitment of mentally ill
person
Excluded:
marriage/family counseling
Therapy:
Treatment
for Alcoholism or Drug/Chemical Dependency
Physical
Therapy
Speech
Therapy
Prescription
Smoking Cessation
Prescription
Weight Loss program
Physical
Examinations:
School
& Work Physicals
Annual
Physical Exam including pap smears, mammograms
and prostate screening
Assistance
for Disabled Persons:
Braille
or other special books/items or cost of
specially equipping home or car for access by disabled person*
Guide
animals (purchase & care)
Special
Alert Systems
Fees
& Services:
Physicians,
Surgeons, Anesthesiologists, OB/Gyn, or
other specialists
Ambulance
(Air & Ground)
Nursing
(including room & board)
Fertility
Treatment
Sterilization
& Reversals
Legal
Abortion
Medically
necessary cosmetic services (e.g., following
accident or mastectomy, etc.)
Chiropractic
services
Alternative/Holistic Services:
medically necessary treatment by licensed or
certified practitioners including acupuncture and massage therapy
Other:
Medical
Records
Travel
necessary to seek medical treatment
(limitations apply)
Organ/Tissue
Donation Expenses
Special
Diet*
Support
Garments* & Wigs
Orthotics
Prosthesis,
Artificial Limbs
Orthopedic
shoes*
Disability
testing & consultations
If you use the Medical Spending Account to
pay for a
particular medical expense, you cannot claim the same expense as a
deduction
on your income tax return.
If you receive a reimbursement from your
Medical
Spending Account and reimbursement for the same expense through your
medical or
dental coverage or another health care plan, you must refund the
reimbursement
you received from your Medical Spending Account to the Plan.
Medical
Expenses Not Eligible for Reimbursement
Not all medical expenses are eligible for
reimbursement from your Medical Spending Account. Here
are some examples of expenses which are not eligible for
reimbursement:
*
Cosmetic Expenditures
(e.g., teeth whitening, dermabrasion, chemical peels or spider vein
treatment)
*
General
Wellness
expenses (e.g., health club dues, special foods and supplements,
vitamins,
exercise programs and equipment, or weight loss programs)
*
Insurance
Premiums
(e.g., replacement insurance for contact lenses or other health plan
policies)
*
Other: Shipping & Handling Charges, Missed
Appointment, Late Payment or Interest Charges
Submitting a Claim
You can submit a claim for an eligible
medical expense
at any time during the Plan Year.
Obtain a Request For Medical Reimbursement form from the claims
administrator or your benefits representative and attach a copy of the
original
itemized bill or receipt for an expense not covered under your medical,
dental,
or vision coverage, or the explanation of benefits from the insurance
carrier. Reimbursements will be made at
least
monthly.
The money you deposit in your account for the
Plan
Year will be used to reimburse you for eligible expenses incurred in
that year
only. You incur an expense when the
service is provided, and not when the bill is sent or payment is made. For example, if the Plan Year is the
calendar year, and you had a physical exam in 2000 and paid for it in
2001, you
cannot submit a claim for the cost to your 2001 Medical Spending
Account.
You
can continue to submit claims for eligible medical expenses incurred
during the
Plan Year until February 28 following the end of the Plan Year.
Unused Balances
If you have any money left in your account at
the end
of the year, and you have not submitted claims for that money by the
February 28
deadline, you will forfeit your unused balance.
All forfeitures from Plan participants will
be used by
the employer to offset any losses it has incurred for benefit payments
under
the Medical Spending Account Plan and/or to reduce costs of
administering the
Plan. After this, forfeitures may be
used in any manner authorized by relevant law.
DEPENDENT CARE SPENDING ACCOUNT
You can deposit between $0.00 and $5,000.00
of your
compensation into your Dependent Care Spending Account each year. (If you are married, and your spouse files a
separate tax return, you can deposit only up to $2,500.)
You can use the money in your account to
reimburse yourself for dependent care costs which you incur so that you
and
your spouse (if any) can work. If you
are married but your spouse does not work, he or she may be considered
working
during any month that he or she is a full-time student or is incapable
of
caring for himself or herself.
Special Rule
There are additional limits on the amount you
can
deposit to this account. The amount of
your deposit cannot be greater than your income or your spouse’s,
whichever is
lower. For example, if you earn $15,000
a year and your spouse earns $4,500, the maximum you can deposit for
dependent
care expenses is $4,500.
Under this special rule, if your spouse is a
full-time
student or is incapable of caring for himself or herself, he or she is
assumed
to have a monthly income of $250 if you have one eligible dependent, or
$500 if
you have two or more eligible dependents.
Eligible Dependent Care Expenses
You can use your Dependent Care Spending
Account to
pay for dependent care expenses for qualifying individuals. A qualifying individual is:
• a
child
under age 13 whom you are entitled to claim as a dependent on your
federal tax
return; and/or
• a
spouse or
other dependent (e.g., your parent or your spouse’s parent) who is
physically
or mentally incapable of self care, who has the same principal place of
abode as
the Participant for more than half of the taxable year, and who spends
at least
eight hours a day in your home. [Note
that unless a technical correction is made to the Internal Revenue
Code,
effective as of January 1, 2005, such dependent must also have gross
income
that is less than the exemption amount ($3,200 in 2005).]
Eligible
dependent care expenses may include expenses for:
• care
at
dependent care centers that meet all applicable state and local
requirements
and provide care for more than six individuals;
• day
camps
(not overnight camps);
• services
from individuals (other than you or your spouse’s dependent or child
less than
age 19) who provide care inside or outside your home;
• services
of
a housekeeper, maid, cook or similar employee, for that portion of the
time
which is related to the care of a qualified individual.
The caregiver may be a relative if he or she
is at
least 19 years old and is not someone you can claim as a dependent on
your
federal tax return. Expenses or fees
related to education cannot be reimbursed.
Other expenses not listed above that are authorized by the
Internal
Revenue Code may be reimbursed.
Tax Credit Versus Dependent Care Spending
Account
The federal government allows you to take a
tax credit
on your federal income tax return for qualified dependent care expenses. The difference between the Dependent Care
Spending Account and the tax credit is that the Dependent Care Spending
Account
provides a reduction of your taxable income, while the tax credit
offers a
direct reduction of the amount of tax you pay.
Your individual financial circumstances will
determine
which method is best for you. You might
wish to consult with a tax consultant or financial advisor before
making a
decision.
Submitting a Claim
You can submit a claim for an eligible
dependent care
expense at any time during the Plan Year.
Obtain a No Wait Dependent Care Reimbursement form from the
claims
administrator or your benefits representative and attach the original
itemized
bill or receipt from the provider of services, showing the provider’s
Social
Security number (or tax identification number), the dates of service
and the
amount. Reimbursement for eligible expenses will be processed within 24
hours
after receipt of the claim.
The money you deposit in your account for the
Plan
Year will be used to reimburse you for eligible expenses incurred in
that year
only. An expense is incurred when the
care is provided, and not when the bill is sent or payment is made.
You can continue to submit claims for
eligible
dependent care expenses incurred during the Plan Year until February 28
following the end of the Plan Year.
Unused Balances
If you have any money left in your account at
the end
of the year, and you have not submitted claims for that money by the
February
28 deadline, you will forfeit your unused balance.
All forfeitures from Plan participants will
be used by
the employer to reduce costs of administering the Plan or may be used
in any
manner authorized by relevant law.
CHANGES TO EMPLOYEE’S STATUS
If your employment status changes,
participation in
each of the reimbursement accounts may affected. The
effects of certain changes are described below.
Your participation in the Medical Spending
Account
would be affected as follows, based on the type of employment change
involved.
• Leave
of
absence under the FMLA. Your
deposits may continue for as long as you are on paid leave or, if the
leave is
unpaid, you may elect to continue under the Account and make deposits
in a
manner approved by your employer. You
should discuss payment methods with your employer if you are on unpaid
leave. If you wish, you can elect to cease
making
deposits while you are on FMLA leave.
If you cease making deposits, you will not be considered a
participant
in the plan, and you will not receive reimbursement for expenses
incurred
during the time you were not a participant.
When you return from FMLA leave, you can be reinstated in your
account. If any generally applicable
changes were made to the plan while you were out, those changes will
also apply
to you.
Upon return
from an FMLA leave during which coverage terminated, the Employer may
require reinstatement
into a health benefit that is a medical reimbursement spending account,
provided that Employees on a non-FMLA leave are also required to be
reinstated
into the spending account. Upon reinstatement, whether or not required, the
Employee
may not retroactively elect spending account coverage for claims
incurred
during the period when the coverage was terminated.
The Employee may resume coverage at the level in effect prior to
the beginning of the leave, thus increasing premium payments upon
return from
the leave or, alternatively, the Employee may elect to resume coverage
at a
reduced level, continuing premium payments in the same amount as in
effect
before the leave. For example,
if an Employee has elected $1,200 of annual coverage under a medical
reimbursement account ($100 pre-tax funding monthly) and is on an FMLA
leave
during April, May, and June, during which coverage ceases, Employee on
return
from the leave in July may resume coverage at $1,200 by paying $150 per
month
from July through December.
Alternatively, the Employee may resume coverage at the reduced
level of
$900 annually by paying $100 per month from July through December.
• Non-FMLA
Leave of Absence. If your
employer’s policies provide for a paid leave of absence that is not
covered by
the FMLA, your deposits continue as long as your salary continues. If your leave of absence is unpaid, you may
have a permissible Change in Status Event that would
allow you to
discontinue your deposits and cease participation.
Please refer to the section on “Change in Status Events.” If you want to continue deposits even though
you have had a Change in Status, those deposits would be made
with after
tax income. Upon
return from a non-FMLA leave during which coverage terminated, the
Employer may
require reinstatement into a health benefit that is a medical
reimbursement
spending account. Upon reinstatement,
whether or not required, the Employee may not retroactively elect
spending
account coverage for claims incurred during the period when the
coverage was
terminated. The Employee may resume
coverage at the level in effect prior to the beginning of the leave,
thus
increasing premium payments upon return from the leave or,
alternatively, the
Employee may elect to resume coverage at a reduced level, continuing
premium
payments in the same amount as in effect before the leave.
• Death. In the event of your death, your
deposits stop. However, your surviving
dependents may submit for reimbursement, eligible expenses incurred
prior to
your death. Claims for eligible
expenses incurred prior to your death must be submitted by February 28
following the close of the Plan Year.
• Change
to ineligible employment status. Your
deposits stop. However, you can
continue to request reimbursement of eligible expenses incurred through
the
date of the employment status change.
Claims must be submitted by February 28 following the close of
the Plan
Year.
• Termination
of employment. Your deposits stop
with the last paycheck you receive after termination.
However, you may continue to request reimbursement of eligible
expenses incurred through your termination date. Claims
must be submitted by February 28 following the close of
the Plan Year.
If the events described above cause a loss of
coverage
under the Medical Spending Account, you may have experienced a
“qualifying
event” under COBRA. COBRA is generally
applicable to employers who employ 20 or more employees.
If COBRA applies and you lose coverage due
to a qualifying event, then those who were covered under the Medical
Spending
Account before the qualifying event may be able to continue
participation in
the Medical Spending Account by timely electing and paying for COBRA
coverage. In addition to the premium
deposits, which will generally be made on an after-tax basis for COBRA
coverage, a 2% administrative fee may be charged. See
Exhibit A at the end of this Summary Plan Description for
more information about COBRA. COBRA is
not available if you have a negative account balance as of the
qualifying
event.
Dependent Care Spending Account
A
change in employment status would affect your participation in the
Dependent
Care Spending Account generally the same way as listed above for the
Medical
Spending Account with the following two exceptions:
(1)
COBRA: Dependent Care Spending Accounts are not
considered health plans; therefore, federal COBRA regulations do not
apply. Coverage or service dates may
not be extended beyond your date of termination or date of death.
(2)
Leave of
Absence: If you take any leave of absence,
you can
cease your deposits only if the leave of absence also qualifies as a Change
in Status Event. A leave of absence
qualifies as a Change in Status Event only if it is unpaid. Please remember that an eligible dependent
care expense is one that allows you and your spouse to work. If you or your spouse are not working,
dependent care expenses incurred during that time may not be expenses
that are
properly reimbursable. For this reason,
you may want to consider timely ceasing deposits if you take an unpaid
leave of
absence. If you choose to continue
deposits, those deposits would be made on an after-tax basis.
MORE IMPORTANT FACTS ABOUT THE REIMBURSEMENT
ACCOUNTS
The Plan is provided through and administered
by your
Company. Claims are administered by
Flores & Associates, LLC, 200 S. Tryon St., Suite 1100, Charlotte,
NC
28202 (the “Claims Administrator.”)
Plan Names
The Warren Wilson College Section 125
Cafeteria Plan
and Flexible Spending Account Plan. The
Flexible Spending Account Plan contains two component accounts: Medical
Spending Accounts and Dependent Care Spending Accounts.
Plan Documents
Warren Wilson College’s Plans are fully
described in
the Plans’ legal documents. There is
another booklet available to you that describes the Section 125
Cafeteria
Plan. This booklet describes the major
provisions of the Flexible Spending Account Plan in easy to understand
terms. It is shorter and far less
technical than the Plans’ legal documents.
If there is any conflict or inconsistency between this booklet
and the
Plans’ legal documents, or if this booklet does not cover or only
partially
covers any provision in the legal documents, the Plans’ legal documents
govern. If you have any questions about
the Plans or if you would like to examine the Plans’ legal documents,
contact
Warren Wilson College. It is intended
that the Plans will be administered in accordance with all relevant
statutory
and governmental authority. To the
extent that any Plan provision is contrary to any statutory and
governmental
authority, such authority will govern operation of the Plans.
Effective
Date
The
effective date of each of the Plans is July 1,
2002.
Plan
Sponsor/Plan Administrator
Warren Wilson
College
PO Box 9000
Asheville, NC
28815-9000
828-771-2048
The Plan Administrator has the discretionary
authority
to administer the Plan in all of its details, including determining
eligibility
for benefits and construing all terms of the plan.
The Plan Administrator has the discretion to determine all
questions of fact and/or law that may arise in connection with the
administration of the Plan. The Plan
Administrator may assign its duties to others.
The function of claims administration, in accordance with the
terms of
the Plan documentation, has been assigned to the Claims Administrator.
Claims
Administrator
Flores
& Associates, LLC
Post
Office Box 31397
Charlotte,
NC 28231-1397
(704)
335-8211
Legal
Service
The agent for service of legal process for
the Warren
Wilson College Flexible Spending Account Plan is:
Corporate
Secretary
Warren
Wilson College
PO Box 9000
Asheville,
NC
28815-9000
Service of
legal process may also be made on the Plan
Administrator.
Plan
Number
505
Plan
Sponsor’s Identification Number
56-0767736
Plan
Year
The
Plan year begins on January 1 and ends on December 31.
However, the first Plan Year is a short year
that begins on the Effective Date and ends on December 31
Type of
Plan
The Medical Spending Account is a type of
welfare plan
under ERISA that reimburses eligible medical expenses that are not
reimbursed
from other sources. The Dependent Care
Spending Account is authorized by Section 129 of the Internal Revenue
Code and
reimburses eligible dependent care expenses.
The Section 125 Cafeteria Plan is authorized by Section 125 of
the
Internal Revenue Code and allows payment for certain benefits on a
pre-tax
basis.
Sources
of Contributions
Employees contribute to the plan through
pre-tax
dollars that are elected by the employee and authorized by the Section
125
Cafeteria Plan. Employees select the
amount of their contributions, up to authorized limits.
A minimum contribution may be required.
Benefits are paid from the employer’s general
assets. There is no independent source
of funds or any insurance contract that guarantees the payment of
benefits. For administrative
convenience, the Claims Administrator processes all claims for
reimbursements
on behalf of the employer.
Qualified
Medical Child
Support Orders
If
required by any Qualified Medical Child Support Order (“QMCSO”) defined
in
ERISA Section 609(a), the Plan will extend benefit to a Participant’s
non-custodial child. Participants and
beneficiaries can obtain from the Plan Administrator, without charge, a
copy of
procedures used for determining whether an order satisfies the
requirements of
ERISA.
Future
of the Plans
Warren Wilson College intends to continue the
Plan
indefinitely. However, it reserves the
right to change or to terminate the Plan, or to eliminate any benefit
under the
Plan, at any time without the consent of any participant or dependent.
Warren
Wilson College or any authorized officer or representative of Warren
Wilson
College can make changes to or terminate the Plan.
You will be notified if any changes are made.
APPEALING A DENIED CLAIM
The
following information is provided regarding claims and review
procedures for
benefit plans that are covered by the Employee Retirement Income
Security Act
(“ERISA”). It is based upon regulations
issued by the U.S. Department of Labor.
Only the Medical Spending Account under this Plan is a benefit
that is
covered by ERISA.
Claims Decisions. If a claim is
denied, you
will be provided written notice setting forth the specific reason or
reasons
for the denial, specific reference to pertinent plan provisions on
which the
denial is based, and a description of any additional material or
information
necessary to perfect the claim (including an explanation of why such
material
or information is necessary), and appropriate information as to the
steps to be
taken if you wish to submit a denied claim for review.
While claims will usually be processed
sooner than 90 days, the law provides that a 90-day period to process a
claim
is reasonable. The law also provides
that if there are special circumstances, the 90-day period can be
extended to
180 days. If an extension of time from
90 days is needed for processing, written notice of the extension will
be
furnished before the end of the initial 90-day period.
The extension notice will indicate the
special circumstances requiring an extension of time and the date by
which a
decision on the claim is expected to be given.
If notice of the denial of a claim is not furnished in
accordance with
the 90- and 180-day time periods provided in this paragraph, you should
consider the claim to be deemed denied, and you should proceed with the
appeal
process described below.
Appeal Process. If a claim is
denied in whole or in part,
you or your authorized representative have the right to request the
Plan
Administrator to review the claim. This
request must be submitted in writing.
You may appeal the denial by using the following procedure:
• Within
60
days of receipt of a notice of denial on the claim, or within 60 days
after a
claim is deemed denied, you (or your authorized representative) must
send a
written request for a review of the claim.
Your request should be sent to the Claims Administrator, which
will
forward your request for review to the Plan Administrator.
You may review pertinent documents and
submit issues and comments in writing.
These actions must be taken at your own expense.
• Within
60 days (or no later than 120 days if additional time is
needed due to special circumstances) after the request for review is
received,
the Plan Administrator will make a decision.
If special circumstances require additional time, you will be
given
written notice, before expiration of the initial 60-day period, that
additional
time is needed. The decision on review
will be in writing and will include specific reasons for the decision,
as well
as specific references to the pertinent plan provisions on which the
decision is
based.
The Plan
Administrator
has the final discretionary authority to make benefit decisions, and
its
decision will be final and binding.
If
you are a Participant in the Medical Spending Account Plan, you are
entitled to
certain rights and protections under the Employee Retirement Income
Security
Act of 1974 (ERISA). ERISA provides
that all Plan Participants shall be entitled to:
Receive Information About Your Plan and
Benefits
Examine,
without charge, at your Plan Administrator’s office and at other
specified
locations such as worksites and union halls, all documents governing
the Plan,
including insurance contracts and collective bargaining agreements, if
any, and
a copy of any latest annual report (Form 5500 Series) filed by the Plan
with
the U.S. Department of Labor and available at the Public Disclosure
Room of the
Employee Benefits Security Administration.