New Operational Employee Benefits Checklist
This checklist is designed to assist new operational employees in tracking benefit submission deadlines, actions to take and required forms/documents submittal requirements. Many items are time-sensitive and should be addressed in a timely manner. University Human Resources hopes to make transiting into your new position as simple as possible by completing the action items listed below it will help set you up for success.
Action Items: Required Selections, Optional Selections and Policy Acknowledgements
Required Benefit Selections and Deadlines
| Required Selections | Access/Forms | Deadline | Notes |
|
Health Coverage Enrollment/Waiver Form and Optional Flexible Spending accounts for Medical or Dependent Care through Cardinal, DHRM's HCM system. Review the Enrollment Spotlight brochure to see costs and selection options available. Confer with ALEX! |
Register online at Cardinal. See Cardinal information and registration guide. |
Must be completed within 30 calendar days of hire date | New hires generally have access to their Cardinal ID, which is needed for registration, usually within 7 days after start date and can be accessed under Banner Self-Service. |
| Virginia Retirement System (VRS) Beneficiary Designation | Online at myVRS | No deadline to elect a beneficiary but recommend within first month of hire. | For member contribution account and employer provided group life insurance. New hires generally have access to their myVRS account 1-2 weeks after receipt of their first paycheck. |
| Police Officers will be automatically enrolled in the 457(b) plan after 90 days of employment. | Automatic/no action need | They may opt-out within 90 days of hire date | To opt-out, call MissionSquare at 877-327-5261 and select Option 1. |
Optional Benefit Selections
| Optional Selection | Access/Form | Deadline | Notes |
| Legal Resources | Online at Legal Resources | Must be completed within 31 calendar days of hire date | |
| Optional Life Insurance | Online at myVRS | Must be completed within 31 calendar days of hire date | Offered by Securian |
| 457b, 403b and/or Cash Match |
To enroll in the 457(b) plan, register for a MissonSquare account managed for VRS. After Registering, Log In, Select Overview, and Select Change Contributions from the drop-down list under COV 457 Deferred Comp Plan. To enroll in the 403(b) plan, access the Retirement@Work platform. |
Enrollment available at any time | It will take 1-2 weeks after receipt of first paycheck for employees to have access to set up these type of accounts. |
Acknowledgement of the following William & Mary policies:
Must be signed within 5 business days of receiving link. The link will be sent from Cornerstone (our learning management system).
- Code of Ethics & Mandatory Reporting
- Virginia Drug Policy Acknowledgement
- Health Insurance Deadline Notice
- Affordable Care Act (ACA)
- Cobra Notification
- Clearance Deduction Policy
