FAQs

Here are the Job Aid instructions for new employees to make elections to enroll in or waive coverage within the first 31 days of employment.

Mid-Year qualified status changes include: marriage, birth/adoption, change in spouse’s employment, divorce, etc.

Instructions to report a qualified change within 31 days of the event.

Here’s how to use Workday to make Open Enrollment Elections or Changes for the next calendar year.

Here’s how to make HSA contribution changes in Workday at any time of the year.

Here’s how to manage or change commuter contribution changes using Workday at any time of the year.

Here’s how to make Beneficiary Changes for Life and AD&D in Workday at any time of the year.

(401k beneficiary changes are made on the T. Rowe Price website.)

If the Maritz Benefits Department does not already have a copy of the following documents on file, you will need to provide a copy (not originals) of the following documentation for each family member you are enrolling, to verify their relationship to you (children are eligible through the last day of the month of their 26th birthday):

Legal Spouse (same or opposite sex): State/County-issued marriage certificate

Birth Child: Certified birth certificate (not certificate from hospital)

Adopted Child: Adoption paperwork confirming the adoption

Step Child: Certified birth certificate (not certificate from hospital) AND State/County-issued marriage certificate for the child’s parent and the employee

Legal Ward (child who is not adopted or a birth child): Signed official court order granting you legal guardianship

Send documentation to Michelle Konakci via email at michelle.konakci@maritz.com (photos/screenshots are acceptable), no later than one week after submitting your elections in Workday.

Important: If you are enrolling or making changes as a new employee or due to a midyear qualified status change, please note all changes must be made in Workday within 31 days after date of hire or qualified status change.

If you will not be able to obtain copies of the required documentation right away, contact Michelle at the email listed above to see what other options may be available so that you don’t miss the 31-day deadline to enroll your family member.

Important: If you miss this deadline, you will not have another opportunity to enroll them or make changes until the next annual open enrollment period unless you experience another qualified status change.

Children are eligible to remain covered on your Maritz benefit plans through the last day of the month in which they turn age 26. For the medical, dental, and vision plans, this applies even if they are married or eligible for other coverage. However, for Life, AD&D, Accident, Critical Illness or Hospital plans, married children or those on active military duty are not eligible. If your child is over 26, but disabled and totally dependent upon you for their care, contact Benefits@Maritz.com to see if they are eligible to remain on your plan as a disabled dependent.

Important Note: Although your child can remain on your benefit plans until they turn 26, the IRS only allows you to use your own HSA funds to pay for qualified medical expenses for dependents you claim on your tax return.

All matters related to your 401(k), including contribution and beneficiary changes, rollovers, loans and withdrawals, are made on the T. Rowe Price website and can be made any time of the year.

You may also visit the 401(k) page on this website.

If you are a new employee, or newly eligible due to a change from temporary part-time or freelance to full-time, you will need to wait until you receive a welcome email from T. Rowe Price with steps to register as a new user before you can log in to their site. If you haven’t received the welcome email within two weeks after your hire date or status change, contact T. Rowe Price at (800) 922-9945 for assistance.

If you are a full-time employee who is considering enrolling in the Maritz medical plan for the following calendar year, you must complete the biometric screening in order to earn a $600 Well Credit. Your spouse (if applicable) must also complete the biometric screening if they plan to enroll in the Maritz medical plan. If you are a new hire, have a status change, or a life event change, then you are exempt from participating in the biometric screening based on the below dates:

Hire date, status change, or life event between January 1 – November 15: You will automatically receive the full Well Credit for the remainder of the calendar year if you enroll in the medical plan; no additional action is necessary. To qualify for the Well Credit for the following calendar year, you will need to complete the biometric screening. (Same for spouses, if applicable.)

Hire date, status change, or life event between November 16 – December 31: You will automatically receive the full Well Credit for the remainder of the current calendar year and for the following calendar year; no additional action is necessary. (Same for spouses, if applicable.)

Your completed Biometric Screening Form (if you screened with your physician) must be returned to Virgin Pulse by December 31st. We strongly recommend returning this form no later than December 15th in case the form is rejected for incompleteness. Forms will not be accepted after December 31st. You have until December 31st to complete your screening at a Quest Lab, but again we strongly recommend not waiting until the last minute in case of the rare chance that there is a processing error at Quest.

If you enroll in the Maritz medical plan during Open Enrollment and didn’t participate in the prior year’s biometric screening then you will not receive a Well Credit. Your medical coverage will not be affected.

1.Create an account with Virgin Pulse. Your spouse will also need a Virgin Pulse account in order to complete the biometric screening.

2. If you choose to screen at a Quest Lab, register for a biometric screening by going to Benefits > Quest. (You might need to click “View All” to see the Quest tile.)

OR

3. If you choose to screen with your physician, go to Benefits >Biometric Screening Form to download the form. The Cover Page has details for completing and returning the form.

Yes! You must register through Virgin Pulse in order to receive a complimentary screening.

Please reference the Exemption Form found under the Benefits tab of Virgin Pulse.

We are unable to allow any extensions. Wellness program rules require us to treat everyone consistently and apply the same deadlines.

We understand plans sometimes change; no additional action is necessary if you decide not to enroll in the medical plan.

The Well Credit is shown as a separate line item under the Earnings portion of your paycheck. Your total Well Credit will be spread evenly throughout the calendar year.

All full-time employees who are enrolled in the medical plan. You must be an active employee and a member of the medical plan at the time of point issuance in order to receive any points earned.

Once you’ve logged into Virgin Pulse, go to Home > Rewards to see the list of activities. However you might not be eligible for all activities listed. For example, only employees eligible for the Omada and Livongo programs will be able to earn points for those activities. If you are eligible and successfully complete those activities, the points will automatically be awarded to you.

You can earn up to 300 Confetti Points between January 1 – December 31. Activities must be completed and logged by December 31st to qualify.

Points will be issued in Confetti on a monthly basis, but you will only receive Confetti Points when you achieve a new “level” in Virgin Pulse Points.

1. Live chat with a representative at support.virginpulse.com

2. Call at 888-671-9395

3. Email at support@virginpulse.com

Maritz Benefits is always happy to help! Contact Benefits@maritz.com or Kellie.Wanko@maritz.com.

If you are a regular full-time employee, and miss more than five consecutive calendar days for your own medical condition, you will need to file a short-term disability claim with Voya Financial online or by phone at (888) 973-3652. If you file online, register as a new user by using your Maritz email address.

Your disability leave will become effective on the first day you miss work, so you will receive disability pay for the first five days of your absence as well.

No. Sick pay is only to be used for absences that are for five consecutive days or less per occurrence. Anything over five days must be filed as a short-term disability leave, which becomes effective retroactive to your first day of absence, and additional medical documentation is required.

1. Your manager - needs to know the dates you will be out so they can plan for your workload in your absence. If you don’t have an estimate of time off, you’ll need to provide the date of your next doctor’s evaluation and give updates after each one to inform your manager if you are released to return to work or if the doctor is extending your leave. If extending, provide the next date you will see the doctor, and so on, until you return to work. You do not have to discuss your specific medical condition.

2. The Benefits Department at Benefits@Maritz.com. You will need to provide your first day of leave, estimated time off (if known - if not, give the next date you will be evaluated by the doctor), and whether the reason for leave is maternity or non-maternity (you do not need to provide a diagnosis). You will also need to notify Karen Banderman or Benefits@Maritz.com upon your return from leave. She will process your leave and make sure you are paid appropriately while you are off work. Karen will also coordinate with Voya, your manager, and you as needed throughout the leave process.

3. Voya Financial - you will file your short-term disability claim with them either online or by phone at (888) 973-3652. If you file online, register using your Maritz email address. Voya will contact you to you to do an initial claim interview, and then request medical documentation from your doctor. It is your responsibility to coordinate with Voya and your doctor to ensure the medical documentation is submitted and your leave is approved. You can monitor your leave status on the Voya portal.

If you are exempt and normally don’t have to complete a TIME record every week, you don’t have to do anything differently while you are on leave.

If you are non-exempt, or exempt and have to file a weekly TIME record for client or project billing purposes, then you (or your manager if you are unable to do so) would use the Paid Absence, Pd Short-Term Disability code for your entire period of leave.

In order to be eligible for partial disability benefits, you must first be totally disabled and unable to work at all for at least six consecutive days. After that, if you need to gradually return to your full-time schedule, instead of coming back to full work days right away, partial disability benefits are available. However, you must be able to work at least twenty hours or more per week, and be back to your regular full-time work schedule within a maximum of four weeks.

You will need to file for disability benefits through the state in addition to filing your claim with Voya. As soon as you receive your state benefits, you must notify the Benefits department at Karen.Banderman@Maritz.com. and provide her with the amount of your weekly state benefit, the amount you have been paid as of the current date, and the date range those payments cover. We will reduce your Maritz paychecks by the amount received from the state, so that Maritz is only paying the difference between what you are eligible to receive from the state and the Maritz disability benefit.

For additional details regarding filing for state disability claims, as well as other helpful information about the leave process, refer to the STD Maternity Leave Instructions or STD Non-Maternity Leave Instructions and the Disability page of this website.

Refer to the Disability page of this website, as well as the STD Maternity Instructions or STD Non-Maternity Instructions, for additional important information you need to be aware of regarding your pay, maximum benefits available, and your responsibilities while on leave. If additional information is needed, refer to the short-term and long-term disability policies in the PDF’s section of the Disability page.

FMLA provides up to 12 weeks of job-protected leave per rolling 12-month period for those who are eligible. However, FMLA by itself does not provide any pay.

If you qualify for paid Short-Term Disability, Paid Parental, or Paid Caregiver leave, you would be paid with those benefits concurrently with your FMLA leave. If you are not eligible or have exhausted those paid benefits, you would use paid sick days (if leave is for your own condition, and manager approves) and your remaining vacation days until exhausted, then any remaining FMLA leave taken would be unpaid.

No, all types of pay available for that type of absence must be exhausted while also concurrently applying your time off under FMLA, before any FMLA leave can be taken as unpaid time off.

1. The birth of a child or placement of a child for adoption or foster care;

2. To bond with a child (leave must be taken within one year of the child’s birth or placement);

3. To care for the employee’s spouse, child, or parent who has a qualifying serious health condition;

4. For the employee’s own qualifying serious health condition that makes the employee unable to perform the employee’s job;

5. For qualifying exigencies related to the foreign deployment of a military member who is the employee’s spouse, child, or parent. An eligible employee who is a covered service member’s spouse, child, parent, or next of kin may also take up to 26 weeks of FMLA leave in a single 12-month period to care for the service member with a serious injury or illness.

To be eligible for FMLA leave, the employee must have at least one year of service with Maritz (does not have to be consecutively) and worked 1,250 hours or more in the 12-month period immediately preceding the first day of leave. The employee also must have FMLA leave available (has not exhausted all 12 weeks of FMLA leave entitlements with other periods of leave in the current rolling 12-month period).

Yes, if you have an ongoing chronic condition, or periodic treatments for which you only need leave in smaller increments of time instead of one continuous period of leave, you can file your FMLA leave request as an “intermittent” leave instead.

When Voya approves your FMLA leave, you will log any time missed in the Voya portal for the reason you filed this leave request so they can apply those hours towards your FMLA leave entitlement.

If you are receiving short-term disability pay during your FMLA leave, you will use the Paid Absence, Pd Short-Term Disability code.

If you are receiving Paid Parental benefits during your FMLA leave, you will use the Paid Absence, Pd Parental code.

If you are receiving Paid Caregiver benefits during your FMLA leave, you will use the Paid Absence, Pd Caregiver code.

If you don’t qualify for any of the above named paid benefits, you will use the Paid Absence, Pd Vacation code (or if non-exempt, and leave is for your own condition, you can use Paid Sick instead of Paid Vacation first if your manager approves).

If all pay has been exhausted, you will use the Unpaid Absence, Unpaid FMLA code for any additional FMLA absences you have.

If you are exempt and do not normally have to submit a TIME record each week (except for vacation), you do not need to submit a TIME record unless you are using Paid Caregiver, Paid Vacation, or FMLA Unpaid.

Your manager - needs to know the dates you will be out so they can plan for your workload in your absence. If you don’t have an estimate of time off, you’ll need to provide an initial estimate and then provide periodic updates if any extensions are needed. You do not have to discuss your (or your family member’s) specific medical condition.

The Benefits Department at Benefits@Maritz.com. You will need to provide your first day of leave, estimated time off, and whether the reason for leave is your own condition, caring for a family member, bonding with a new child, etc. You do not need to provide a medical diagnosis). You will also need to notify Karen.Banderman@Maritz.com or Benefits@Maritz.com upon your return from leave. She will process your leave and make sure you are paid appropriately while you are off work. Karen will also coordinate with Voya, your manager, and you as needed throughout the leave process.

Voya - you will file your FMLA claim with them either online or by phone at (888) 973-3652. If you file online, register using your Maritz email address. If your leave is also being paid with Short-Term Disability, Voya will fax the request for medical documentation to your doctor and will use that to approve both the disability and FMLA portions of your leave. If your leave does not qualify for short-term disability, Voya will mail FMLA certification forms for you to have your (or your family member’s) doctor complete and return. It is your responsibility to coordinate with Voya and the treating physician to ensure the medical documentation is submitted and your leave is approved. You can monitor your leave status on the Voya portal.

Refer to the Family and Medical Leave Act (FMLA) page under Income Protection of this site. Also review the Family and Medical Leave Instructions, which is also on that page.

Any Maritz full-time employee with one year of service who welcomes a new child into their home through birth, adoption or foster care placement is eligible for this benefit.

No, unless required by law (which may vary depending on the state in which you work). Otherwise, to be eligible for pay under the Paid Parental benefit, leave must be taken in one continuous six-week leave, or in minimum increments of one week.

No, the purpose of the Paid Parental Leave benefit is to allow parents paid leave to bond with their new child and must be taken within one year after the date the child is born or placed with them.

No. You will be paid with this benefit first before using any vacation. If the Paid Parental or Paid Caregiver benefit is sufficient to cover your entire period of leave, then you will have all of your remaining vacation to use throughout the fiscal year after you have returned from leave.

You will receive holiday pay for those days instead of Parental or Caregiver Leave pay, then your Parental or Caregiver Leave pay will start again on the following business day. To be eligible for holiday pay, you must have paid time applied for both the day before and the day after the holiday.

No, this benefit is for bonding of the actual parents with their child, not grandparents.

No. You can take an additional 4 weeks weeks after your 12 weeks of FMLA ends and receive Parental Leave pay for those additional 2 weeks, so that you receive the full 6 weeks of Parental Leave pay. This means you would be eligible for a total of 14 weeks of leave.

Generally, no. This policy is not intended for care of a family member with a minor illness and uses the definition of a serious health condition as defined under the Family and Medical Leave Act.

No, unless required by law in the State or City in which you work. If an applicable City or State Paid Family Leave Ordinance provides caregiver leave to care for relatives not covered by the definition of “immediate family member” in this policy, then this policy will be deemed to include those additional family members.

Possibly. This policy uses the definition of an eligible child as defined under the Family and Medical Leave Act, which is a child who is either under 18 years of age or is 18 years of age or older and “incapable of self-care because of a mental or physical disability” at the time leave is to commence. Your child does not need to live with you, provided they meet the “serious health condition” and “incapable of self-care” definitions of the policy.

You may take this benefit in as small of increments as you need, subject to the minimum increment allowed by the payroll system (15 minutes).

First, you must apply for leave by contacting Voya. Notify your manager as soon as you are aware you will need to miss work. You must notify your Voya claim manager of the absence so they will know when you have exhausted your 2-week benefit and they can close your claim.

If you work in a State that also has a Paid Family Leave benefit that may provide benefits for absences that are also eligible for the Maritz Paid Parental or Caregiver benefit, Maritz requires you to file for the State benefits and to let us know as soon as you begin receiving benefits from that State. We will offset (reduce), your Maritz pay by the amount you received from the State, so that when you add the State benefit to your Maritz pay, you are receiving a combined total of 100% of your normal weekly salary.

Exempt Employees:

For Paid Parental Leave, you do not need to enter anything in TIME, unless you are required to enter your time for client or project billing purposes. You will automatically receive the Paid Parental Leave benefit once the Benefits Department places you on leave in Workday. If you must enter your time for billing purposes, select Paid Absence, then “PDPARENTAL” in TIME to report your absences.

For Paid Caregiver Leave, you must enter your absences in TIME even if you are exempt and do not have to enter time for client or project billing purposes. Select Paid Absence, then “PDCAREGIVR” in TIME to report all absences.

Non-Exempt Employees:

For Paid Parental or Paid Caregiver Leave, you must enter your absences in TIME in order to have them classified appropriately in payroll. Use the “PDPARENTAL” or “PDCAREGIVR” code in TIME to report all absences.

Refer to the Paid Parental & Caregiver page of this website, and the Paid Parental and Caregiver Leave policy in the PDFs section of that page. You’ll need file your leave request with Voya, and notify your manager of how much leave you will be taking.

You can waive coverage as a new employee and wait until you are no longer eligible for the other coverage to enroll in the Maritz plan, if you enroll no later than 31 days after your other coverage ends and submit supporting documentation that confirms you lost eligibility for the other coverage. The voluntary cancellation of an individual insurance policy is not a qualifying event to enroll in the Maritz plan. Be sure you review all of the benefits that Maritz offers though, in case there are other voluntary benefits you don’t have with your other coverage that you may want to enroll in now with your new hire elections (such as Accident, Hospital, Critical Illness, Supplemental Life, or Dependent Care FSA).

Medical doctors: Go to Cigna.com (prior to being enrolled) or MyCigna.com (after enrolled) and search for providers in the Open Access Plus (OAP) network.

Dentists: Go to deltadentalmo.com and search for providers in the PPO or Premier networks. Both networks can be used for both dental plans. PPO network dentists provide greater discounts, and you receive 100% coverage instead of 80% for preventive services.

Eye Doctors: Go to Eyemed.com and search for providers in the Insight network. If you use providers in the Insight network with the PLUS designation, you will have $0 copay for your exam and will receive an additional $50 allowance for frames above the allowance for all other Insight network providers.

Although your coverage becomes retroactive to your hire date for most benefits, you won’t be active in the insurance companies’ systems until you make your elections in Workday, and we send your elections to the insurance companies on our weekly eligibility files.

Medical and Prescription ID Cards

Once Cigna and Express Scripts have received and processed your enrollment information (which can take 1-2 weeks after completing your enrollment in Workday), you will be able to access your digital ID card by registering at MyCigna.com and Express-Scripts.com or by downloading the mobile apps. For Express Scripts, you’ll need your member ID to register which is 000 followed by your Maritz employee ID number. With your digital ID card, you can show it to your provider on your mobile device, add it to your digital wallet, share it with your provider via email or text, save or print, or upload it to your patient portal. ID cards are not automatically mailed. A Cigna ID card can be mailed to you by requesting it in your MyCigna portal or by calling Cigna at (800) 244-6224. An Express Scripts ID card can be mailed to you upon request by calling Express Scripts at (800) 953-3379. The member portals and phone numbers for each plan, as well as email addresses and phone numbers for the Benefits Team, are all listed on the Contacts page of this website.

Dental and Vision ID Cards

For dental and vision, it can take up to 7-10 days after your enrollment is processed before you receive your ID cards in the mail. If the insurance company has received the eligibility file and activated your coverage, but you haven’t received your ID card yet, you can register as a new user on the insurance company’s member portal and then log on to print a card to take to your appointment.

If your appointment is prior to the insurance company receiving your enrollment information on our eligibility files, you will need to pay for the visit at time of service and submit a claim to the insurance company once you receive your ID cards or cancel the appointment and reschedule for a later date.

For this reason, we recommend that you wait until you receive your ID cards before scheduling any additional non-urgent appointments.

The member portals and phone numbers for each plan, as well as email addresses and phone numbers for the Benefits Team, are all listed on the Contacts page of this website.

A Well Credit is a $25 earning that you receive on each paycheck (if you are eligible) or $50 if you cover a spouse who is also eligible, which helps reduce the premium you have deducted on your paychecks for your cost of the Maritz medical plan.

The Well Credit appears as a separate line item in the earnings portion of your paycheck, separate from the premium you see in the deductions portion of the check.

In subsequent years when you must meet the Annual Health Evaluation requirements to qualify for the Well Credit, the amount you receive could be less than $25 or $50 if you do not meet the goals in all categories.

No. The biometric screenings are held annually in the fall. You will automatically receive the Well Credit for the remainder of the calendar year in which you are hired without completing the biometric screening, if you are a full-time employee and enrolled in the Maritz medical plan.

You will need to complete the biometric screening in the fall (unless you are hired after July 31) and meet the goals specified on the Annual Health Evaluation page of this website to qualify for Well Credits in the following calendar year.

Employees hired after July 31 will receive the well credit the remainder of the current calendar year as well as the following calendar year without completing the biometric screening.

The Confetti program is a Maritz rewards program that was developed to recognize and reward employees. EachConfetti point is equal to $1.00. There are several ways to earn Confetti Points, including:

· Employee recognition

· Employee referrals

· Service Anniversaries & Retirement (full-time and regular part-time)

· Completing activities for the Maritz Healthy You! Incentives portion of the wellness program (for those who are eligible)

You can access the Confetti program by going to MyMaritz and clicking on the Confetti link at the bottom of the homepage or by clicking here. If you have questions about the Confetti program, contact maritzculturenext@maritz.com.

Yes, for the rest of the calendar year in which you are hired, you are eligible to participate in the activities and receive incentives without completing the biometric screening if you are a full-time employee and enrolled in the medical plan. If you are hired after July 31, you can participate and receive incentives for the following calendar year too.

For each subsequent calendar year, you (as the employee) will also need to have earned at least $100 in well credits to be eligible for the Healthy You! Incentives.

Yes. Wait until your Maritz HSA is opened a few weeks after you have completed your elections. Complete the Health Savings Account (HSA) Transfer Request Form, which can be found in your Wex participant portal. Submit it to the administrator, custodian, or trustee that currently holds your HSA funds. They will then initiate a direct transfer of those funds to your Wex HSA.

Contact Wex Health, Inc. at 1.866.451.3399 if you need further assistance with the HSA rollover process.

Once logged in to your T. Rowe Price account, go to the Take Action tab, then select Roll Money into Your Plan.

T. Rowe Price can help with this in just three steps:

1. Request a rollover check from your previous financial institution to T. Rowe Price.

2. Start a rollover online and follow the prompts.

3. Provide any necessary documents, and T. Rowe Price will take it from there.

Once you’ve submitted your rollover request, visit the status tracker to view the progress of your rollover.

The Vacation Policy can be found on MyMaritz, which lists the amount of vacation earned each fiscal year for the different years of service, any carryover or payout provisions, if any (depending on your work location), and other policy-related questions.

The Absence Policy can also be found on MyMaritz, which provides information regarding paid absences such as sick days, bereavement, flex days, holidays, or jury duty.

The list of paid Holidays scheduled each calendar year are posted on MyMaritz.

In MyMaritz, simply enter “Vacation Policy”, “Absence Policy” or “Holidays” in the search bar.

If you want to see the total number of hours you have accrued/earned hours or the amount of time you have taken off for vacation or flex days as of a certain date, you can find that information in Workday under the Time Off application.

Look under the Income Protection section of this website for information regarding paid benefits under the Disability, Parental, or Caregiver leave policies.