Welcome Inside
Your benefits are an important part of your overall compensation. We are pleased to offer a comprehensive array of valuable benefits to protect your health, family and way of life. This guide answers some of the basic questions you may have about your benefits. Please read it carefully, along with any supplemental materials you receive.
Eligibility
You are eligible for benefits if you work 30 or more hours per week. You may also enroll your eligible family members under certain plans you choose for yourself. Eligible family members include:
Your legally married spouse
Your biological children, stepchildren, adopted children or children for whom you have legal custody (age restrictions may apply). Disabled children age 26 or older who meet certain criteria may continue your health coverage.
When Coverage Begins
New Hires: You must complete the enrollment process within 30 days of your date of hire. If you enroll on time, coverage is effective on the first of the month following 30 days from date hire.
If you fail to enroll on time, you will NOT have benefits coverage (except for company-paid benefits) until you enroll during our next annual Open Enrollment period.
Open Enrollment: Changes made during Open Enrollment are effective October 1, 2025 – September 30, 2026
Choose Carefully
Due to IRS regulations, you cannot change your elections until the next annual Open Enrollment period, unless you have a qualifying life event during the year. Following are examples of the most common qualifying life events:
Marriage or divorce
Birth or adoption of a child
Child reaching the maximum age limit
Death of a spouse or child
You lose coverage under your spouse’s plan
You gain access to state coverage under Medicaid or The Children’s Health Insurance Program
Making Changes
To change your benefit elections, you must login to the UKG enrollment portal within 30 days of the qualifying life event and submit the change. Be prepared to provide documentation of the event, such as a marriage license, birth certificate or a divorce decree. If changes are not submitted in UKG on time, you must wait until the next Open Enrollment period to change your elections.
Required Information You will be required to enter a Social Security number (SSN) for all covered dependents when you enroll. The Affordable Care Act (ACA) requires the company to report this information to the IRS each year to show that you and your dependents have coverage. This information will be securely submitted to the IRS and will remain confidential.
Spending Accounts (FSAs)
Life and AD&D Disability
Employee Assistance Program (EAP)
Voluntary Benefits
Valuable Extras
Cost of Benefits
Contact information
Medical
We are proud to offer you a choice of medical plans that provide comprehensive medical and prescription drug coverage. The plans also offer many resources and tools to help you maintain a healthy lifestyle. Following is a brief description of each plan.
Surest PPO Copay Plan
This plan gives you the freedom to seek care from any provider of your choice. However, you will maximize your benefits and lower your out-of-pocket costs if you choose a provider who participates in the network.
The plan pays the full cost of qualified in-network preventive health care services.
You pay the assigned copay cost of non-preventive health care services and prescription medications.
Once your copay costs add up to the out-of-pocket maximum, the plan pays the full cost of all qualified health care services for the rest of the year.
HDHP with HSA Plan
The High-Deductible Health Plan (HDHP) works similarly to a traditional PPO.
You may see any health care provider and still receive coverage but will maximize your benefits and lower your outof-pocket costs if you see an in-network provider.
The plan pays the full cost of qualified in-network preventive health care services.
You pay the full cost of non-preventive health care services until you meet the annual deductible.
Once you meet the deductible, you pay a percentage of your health care expenses (coinsurance or copays) and the plan pays the rest.
Once your deductible and coinsurance add up to the out-ofpocket maximum, the plan pays the full cost of all qualified health care services for the rest of the year.
Health Savings Account
The HDHP comes with a type of savings account called a health savings account (HSA). The HSA lets you set aside pre-tax dollars to help offset your annual deductible and pay for qualified health care expenses.
Here’s how the HSA works:
You contribute pre-tax funds to the HSA through automatic payroll deductions.
In addition, we will contribute to your HSA; company contribution amounts can be found on the medical overview grid.
Your contributions, in addition to the company’s contributions, may not exceed the annual IRS limits listed below.
You can withdraw HSA funds, tax free, to pay for qualified health care expenses now or in the future. Unused funds roll over from year to year and are yours to keep, even if you change medical plans or leave your employer.
Important Notes:
You must meet certain eligibility requirements to have an HSA: You must a) be at least 18 years old, b) be covered under a qualified HDHP, c) not be enrolled in Medicare and d) cannot be claimed as a dependent on another person’s tax return. For more information, visit www.irs.gov/formspubs/about-publication-969
For a complete list of qualified health care expenses, visit www.irs.gov/forms-pubs/about-publication-502.
Adult children must be claimed as dependents on your tax return for their medical expenses to qualify for payment or reimbursement from your HSA.
Medical (continued)
Following is a high-level overview of the coverage available. For complete coverage details, please refer to the Summary Plan Description (SPD).
Coinsurance percentages and copay amounts shown in the above chart represent what the member is responsible for paying.
*Benefits with an asterisk ( * ) require that the deductible be met before the Plan begins to pay.
To be eligible for the HSA, you cannot be covered through Medicare Part A or Part B or TRICARE programs. See the plan documents for full details.
1. If you use an out-of-network provider, you will be responsible for any charges above the maximum allowed amount.
Dental
We are proud to offer you the following United Healthcare dental plans.
United Healthcare Dental Plan
These plans offer you the freedom and flexibility to use the dentist of your choice. However, you will maximize your benefits and lower your out-of-pocket costs if you choose a dentist who participates in the network. The following is a high-level overview of the coverage available.
Coinsurance percentages shown in the above chart represent what the member is responsible for paying.
*Benefits with an asterisk ( * ) require that the deductible be met before the Plan begins to pay.
1. If you use an out-of-network provider, you will be responsible for any charges above the maximum allowed amount.
We are proud to offer you a vision plan through EyeMed.
EyeMed Insight Vision Plan
This plan gives you the freedom to seek care from the provider of your choice. However, you will
your out-of-pocket
if you choose a provider who participates in the network. The following is a high-level overview of the coverage available.
your
Flexible Spending Accounts
We provide you with an opportunity to participate in our flexible spending accounts (FSAs) administered by Navia Benefits. FSAs allow you to set aside a portion of your income, before taxes, to pay for qualified health care and/or dependent care expenses. Because that portion of your income is not taxed, you pay less in federal income, Social Security and Medicare taxes.
Health Care FSA
You may contribute up to $2,700 to cover qualified health care expenses incurred by you, your spouse and your children up to age 26. Some qualified expenses include:
Coinsurance
Copayments
Deductibles Prescriptions and Over-the-Counter Drugs
Menstrual Care
Dental treatment
Orthodontia
Eye Exams, Materials, LASIK
For a complete list of eligible expenses, visit www.irs.gov/pub/irs-pdf/p502.pdf.
Limited-Purpose Health Care FSA
If you enroll in the HSA medical plan, you may only participate in a limited-purpose Health Care FSA. This type of FSA allows you to be reimbursed for eligible dental, orthodontia and vision expenses while preserving your HSA funds for eligible medical expenses.
Dependent Care FSA
You may contribute up to $5,000 (per family) to cover eligible dependent care expenses ($2,500 if you and your spouse file separate tax returns). Some qualified expenses include:
Care of a dependent child under the age of 13 by babysitters, nursery schools, preschool or daycare centers
Care of a household member who is physically or mentally incapable of caring for him/herself and qualifies as your federal tax dependent
For a complete list of eligible expenses, visit www.irs.gov/pub/irs-pdf/p503.pdf.
Life and AD&D
Life insurance provides your named beneficiary(ies) with a benefit after your death.
Accidental death and dismemberment (AD&D) insurance provides specified benefits to you in the event of a covered accidental bodily injury that directly causes dismemberment (i.e., the loss of a hand, foot or eye). If your death occurs due to a covered accident, both the life and the AD&D benefit would be payable.
Basic Life/AD&D (Employer-paid)
This benefit is provided at NO COST to you through New York Life. Please review your beneficiary designation on a regular basis and update when needed to ensure the correct person would receive this benefit if you would pass away.
FSA Rules
YOU MUST ENROLL EACH YEAR TO PARTICIPATE
Because FSAs can give you a significant tax advantage, they must be administered according to specific IRS rules:
Health Care FSA: Unused funds up to $550 from one year can carry over to the following year. Carryover funds will not count against or offset the amount that you can contribute annually. Unused funds over $550 will NOT be returned to you or carried over to the following year.
Dependent Care FSA: Unused funds will NOT be returned to you or carried over to the following year.
Supplemental Life/AD&D (Employee-paid)
If you determine you need more than the basic coverage, you may purchase additional coverage through New York Life for yourself and your eligible family members.
1. During your initial eligibility period only, you can receive coverage up to the Guaranteed Issue amounts without having to provide Evidence of Insurability (EOI, or information about your health). Coverage amounts that require EOI will not be effective unless approved by the insurance carrier.
Disability Voluntary Benefits
Disability insurance provides benefits that replace part of your lost income when you become unable to work due to a covered injury or illness.
Short-Term Disability
Offered through Aflac on a 100% employee-paid basis
Benefit Percentage 60% of weekly earnings
When Benefits Begin 31st day of disability
Long-Term Disability*
Provided through New York Life at NO COST to you
Benefit Percentage 60% of monthly earnings
Monthly Benefit Maximum $6,000
When Benefits Begin 181st day of disability
Maximum Benefit Duration SSNRA
*You will be eligible for LTD coverage the first of the month after 90 days of Active Service.
Employee Assistance Program (EAP)
Life is full of challenges and sometimes balancing them all can be difficult. We are proud to provide a confidential Employee Assistance Program dedicated to supporting the emotional health and well-being of our employees and their families through TriHealth at NO COST to you!
EAP Benefits and Resources
Assistance for you and your household members
Up to (8) in-person sessions with a counselor per issue, per year, per individual
Unlimited toll-free phone access and online resources
Mental health
Relationships or marital conflicts
Child and eldercare
Substance abuse
Grief and loss
Legal or financial issues
Our voluntary benefits through United Healthcare are designed to complement your health care coverage and allow you to customize our benefits to you and your family’s needs. The best part? Benefits from these plans are paid directly to you! Coverage is also available for your spouse and dependents. You can enroll in these plans during Open Enrollment they’re completely voluntary, which means you are responsible for paying for coverage at affordable group rates.
Accident Insurance
Accident insurance can soften the financial impact of an accidental injury by paying a benefit to you to help cover the unexpected out-of-pocket costs related to treating your injuries.
Critical Illness
Most of us don’t have a lot of extra money ready to spend on medical expenses to treat an unexpected diagnosis. With critical illness insurance, you’ll receive a lump-sum benefit if you are diagnosed with a covered condition.
Hospital Indemnity Insurance
Hospital indemnity insurance can help reduce costs by paying you or a covered dependent a benefit to help cover your deductible, coinsurance and other out-of-pocket costs due to a covered hospitalization.
Pet Insurance
This coverage works as a reimbursement, and you pay the vet directly and then submit your bill for reimbursement and a check is mailed to your home. Employees get a discount (5% for 1 pet enrolled, 10% 2-3 pets enrolled, 15% for 4+ pets enrolled). Employees can enroll by phone (877) 738-7874 or online at: http://www.petinsurance.com/help4seniors
Legal Shield
Legal Shield membership includes:
• Legal advice – personal legal issues
• Letter and/or phone calls on your behalf
• Unlimited contracts & documents reviewed (up to 15 pages)
• Will and Health Care Power of Attorney prep
• IRS audit assistance
• Trial defense including pre-trial and trial
ID Shield
The IDShield membership includes:
• Full-service restoration – if identity is stolen
• Privacy and Security Monitoring
*Employees can purchase coverages for their families or themselves.
Cost of Benefits
October 1, 2025 – September 30, 2026
Your contributions toward the cost of benefits are automatically deducted from your paycheck before taxes. The amount will depend upon the plan you select and if you choose to cover eligible family members.
Dental Plans
*Spousal Surcharge
A $75 spousal surcharge will be applied to your medical premium cost per payroll period ($150 per month) if your spouse is enrolled in the Council on Aging’s plan while employed elsewhere with access to their own employer-sponsored coverage.
Supplemental Life/AD&D
Deductions for supplemental Life/AD&D are taken from your paycheck after taxes. Rates are available during enrollment.
BenefitHUB
BenefitHUB Discount Marketplace
Exclusive discounts in a broad range of categories
Council on Aging gives you free access to exclusive discounts in almost every shopping category on the country’s largest discount marketplace. Save on travel, entertainment, apparel, auto services, tickets and more!
Benefit Spot
Benefit Spot Mobile App
Access to all our benefits information in one spot
The Benefit Spot mobile app lets you access our Benefits Guide, view educational videos, find contact information for our insurance carriers, get eligibility and enrollment information, and much more on your phone anytime, anywhere!
Search “Benefit Spot” on the Apple App Store or Google Play and download the app to your smartphone or other mobile device. Use our unique company code to login.
HUB Employee Advocacy Team
Licensed, in-house benefits specialists
The Employee Advocacy Team at HUB is committed to providing prompt, confidential assistance for all your benefit questions and claims issues. During your initial enrollment, annual open enrollment, or a qualifying event, you can call or email the Advocacy Team for answers and support. They will also work directly with the insurance carriers to help resolve any claims issues you may experience.
HUB Medicare Solutions Team
in-house
Experienced Medicare experts
The Medicare Solutions Team at HUB is comprised of caring, knowledgeable individuals who will meet with you (or your family and friends) to help you understand and analyze your health insurance options when you become eligible for Medicare. They offer decision and enrollment support along with the information you need to understand Medicare’s rules and parts and avoid its penalties.
Contact Information
Council on Aging of Southwestern Ohio: Ancillary Benefits Information
Pension Plan
Council on Aging sponsors a pension plan for all eligible employees
Each month, Council on Aging contributes the equivalent of six percent of each employee’s salary into the pension plan
Employees are vested after three years in the plan if the employee has worked at least 1,000 hours in each vesting year
Pension funds are self-directed and portable (after vesting is complete)
Eligible employees are enrolled in the pension plan after 12 months of service and 1,000 hours worked
403B Tax-sheltered Accounts
Although COA fully funds employee pension plans, employees can invest their own pre-tax dollars for retirement through 403B tax-sheltered accounts
This can be conveniently done through payroll deduction
Tuition Assistance
Council on Aging offers a $1,000 in tuition assistance to eligible employees
Eligible employees will have one year of service at Council on Aging, have met at least an achieve or equivalent on their last employee evaluation, be enrolled in an accredited college or university for at least six hours, have an overall 3.0 GPA and 3.2 GPA in their major and be majoring in gerontology, social work or nursing
Educational Workshops/Seminars
Continuing education is promoted at Council on Aging, which sponsors in-house seminars and attendance at specific community seminars
COA pays the fees for all approved training as well as the employee’s salary while attending
Dress Code
COA’s dress code is business casual Monday through Friday
Holidays
Council on Aging observes the following 12 paid holidays each calendar year:
New Years Day
Martin Luther King Jr. Day
Presidents’ Day
Memorial Day
Independence Day
Labor Day
Paid Time Off (PTO)
Thanksgiving
Day after Thanksgiving
Christmas Day Day after Christmas
Floating Holiday
Birthday Holiday
Council on Aging has a generous policy for paid time off
New full-time employees begin accruing 3.75 hours of paid time off per pay period (every two weeks), totaling 13 days per year.
Accrual rates increase based on years of service:
Years 3–5: 18 days per year
Years 6–10: 23 days per year
Year 11 and beyond: 28 days per year
Employees may carry over unused time from year to year, up to a maximum of six weeks.
Once the six-week limit is reached, additional accruals are rolled into the extended illness time bank
Extended Illness Time (EIT)
Employees immediately begin accruing 1.73 hours per pay period of EIT (sick time)
This totals 6 days per year
EIT may be carried over from year to year up to 975 hours