Frequently Asked Questions

Q: I am getting married soon. Can I add my new spouse and/or stepchild (ren) to my coverage or do I have to wait until there is an open enrollment period?

A: You have within 30 days after the date of marriage to add your spouse and/or stepchild (ren) to your health and/or dental and vision coverage. After 30 days, you can add them during the annual open enrollment period. You must provide a copy of your marriage certificate as well as your spouse’s social security number and sign the appropriate document(s) prior to the coverage going into effect.

Q: I am changing my name, what do I need to do?

A: When a name change takes place you will need to update your new information on the HR Portal. Your new name will NOT be changed in any District software program until you provide your new social security card to the District office. Your I‐9 (employment eligibility form) and any insurance policies you have will need to be updated; most of these can be found on the Willard website to download.

Q: I am expecting a baby soon. What are the requirements for adding my baby to my coverage?

A: Newborn children can be added within 31 days of birth and are covered from the date of birth. Newly adopted children can be added within 30 days of physical custody and are covered from the date of the formal adoption or placement for adoption.

Q: When is Open Enrollment and what does that mean to me?

A: Open Enrollment is held during the months of April and May and changes become effective July 1st. If you do not include eligible family members in your initial health plan enrollment or add them within the applicable 31‐day eligibility period, you may enroll them during any future Open Enrollment period. This is also the time to request a change in your health/dental or vision and enroll in the Health Care and/or flexible spending accounts, including dependent care.

Q: I am leaving the district, what happens to my benefits and deductions?

A: An employee leaving the district who has health, dental, and/or vision insurance can continue their coverage through COBRA for 18 months at an increased cost. You will be notified by the company who manages the plan via mail and you will have a specific timeframe to make your elections and return the enrollment form. Other insurance plans we carry are portable, which means you can take them with you. Contact the insurance company for more information if you are interested in keeping your policies. (See below for a complete description of COBRA).

Q: What is COBRA and who is eligible?

A: Consolidated Omnibus Budget Reconciliation Act or COBRA requires continuation coverage to be offered to covered employees, their spouses, former spouses, and dependent children when group health coverage would otherwise be lost due to certain specific events. Group health coverage for COBRA participants is often more expensive than the amount that active employees are required to pay, since the employer usually pays part of the cost of employees’ coverage and all of that cost can be charged to individuals received continuation coverage.

Q: What is considered a qualifying event?

A: Qualifying events are events that cause an individual to lose group health coverage. The type of qualifying event determines who the qualified beneficiaries are and the period of time that a plan must offer continuation coverage.

Qualifying Events for Covered Employees: 

  • Termination of employment for any reason other than gross misconduct
  • Reduction in the number of hours of employment
  • Marriage
  • Divorce or legal separation
  • Death of the covered employee
  • Birth or adoption

Qualifying Events for Spouses:

  • Termination of the covered employee’s employment for any reason other than gross misconduct
  • Reduction in the hours worked by the covered employee
  • Covered employee’s becoming entitled to Medicare (in certain circumstances)
  • Divorce or legal separation of the spouse from the covered employee
  • Death of the covered employee Qualifying Events for Dependent Children:
  • Loss of dependent child status under the plan rules
  • Termination of the covered employee’s employment for any reason other than gross misconduct
  • Reduction in the hours worked by the covered employee
  • Covered employee’s becoming entitled to Medicare (in certain circumstances)
  • Divorce or legal separation of the spouse from the covered employee
  • Death of the covered employee

Q: I want to set up/change the direct deposit for my payroll check, what do I need to do?

A: You will need to fill out the Direct Deposit Authorization by either picking up the form from the District Office, or go to www.willardschools.net staff resources‐human resources‐salary and expense forms and information. You must provide your banking information for each account listed with either a voided check or a statement from your banking institution with your name, account number, and routing number. Payroll will not process your request without this information, please contact the District Office if you have any questions.

Q: I was hurt while on the job, what is Willard’s process and can I see my own Dr.?

A: If you are injured on the job you will need to report it to your supervisor immediately regardless of the severity. You should fill out an accident form and see a school nurse. If treatment is needed, the nurse will send you to a Willard’s Workers’ Compensation Physician. Please see Willard’s Board policy on Workers’ Compensation on our website at www.willardschools.net under Leadership.
If you find that there is something you would like to see here, please feel free to email me. Thank you!


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