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Postdoctoral Office: Post-Graduate Enhancement Program
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Enrollment Procedure

The departmental Research Administrator (or other designee) and the full-time Postdoctoral Fellow must take the following steps to ensure proper enrollment in the Postdoc Health Insurance Plan and begin insurance coverage:

1.

Prior to the start of the fellowship, the Research Administrator (or other designee) must request that the postdoctoral fellow be qualified for coverage, by the Office of the Vice President for Research, on the postdoc health insurance plan. Requests should include the following: (1) the name of the postdoctoral fellow, (2) the type of coverage requested (e.g. single, postdoc+spouse, etc.), and (3) documentation of the funding source and the amount of funds designated for health insurance (grant budget pages are a common example of such documentation).

If the request includes coverage beyond the postdoctoral fellow (e.g. postdoc+spouse, etc.), indicate which party is responsible for the additional coverage – the postdoc or the fellowship/grant/department. (If the postdoc is responsible for additional coverage, he/she will be billed monthly by the Benefits Division.)

Please e-mail documentation to postdoc@virginia.edu or fax to 434.243.2140.

Please be aware that in 2006 the National Institutes of Health increased the allowance for postdoctoral training expenses to $7,850 to cover health insurance. For all budgets prepared after March 1, 2009, PIs are expected to budget for this allocation.

2.

The Research Administrator (or other designee) must complete an on-line form with PTAO and enrollee information for the Office of the Vice President for Research, which tracks and charges premiums.

If the request includes coverage beyond the postdoctoral fellow (e.g. postdoc+spouse, etc.), please complete two on-line forms. The first on-line form should include PTAO information for the postdoctoral fellow; the second on-line form should include PTAO information for the additional coverage (i.e. spouse, children, family).

Charges will be made immediately following the appointment end date, or annually, whichever comes first.

3.

After receiving e-mail confirmation of Step 1/Step 2, from the Office of the Vice President for Research, the Research Administrator (or other designee) must instruct the Postdoctoral Fellow to complete the necessary insurance enrollment forms available from the Benefits Division of Human Resources 924-4392 Fax: 924-4486, 914 Emmet Street, PO Box 400127.

Completed forms must be received by the Benefits Division within 31 days of the beginning of the fellowship. Questions concerning plan benefits, deductibles, etc. should be directed to the Benefits Division at benefits@virginia.edu.

4. The Research Administrator (or other designee) must notify postdoc@virginia.edu of any change in status (e.g. change in grant number, family status, termination, renewal). Absent any information concerning a change in status, the postdoctoral fellow will receive a termination notice prior to the appointment end date specified in the on-line form.
 

Please Note:

Charges for health insurance will be made immediately following the appointment end date, or annually, whichever comes first.

Please contact Southern Health Services (Coventry) customer service at 1-800-627-4872 with questions about coverage.

Requesting a Subsidy from the Office of the Vice President for Research

In some circumstances, the Office of the Vice President for Research will partially subsidize the cost of health insurance for full-time postdoctoral research fellows.

The Office of the Vice President for Research will determine eligibility for a subsidy. For those fellows whose funding source provides monies for health insurance premiums, the funding source will pay the premium to the extent allowed by the funding source, up to full cost.  Principal investigators are expected to request sufficient monies from the funding source in preparing budgets to cover the full cost of health insurance when allowed (see Step 1 above).  

For those fellows whose funding source does not provide monies for health insurance premiums, the department contributes $1,000 and the Office of the Vice President for Research pays the remaining cost of a single coverage plan. Requests for a subsidy must be made in writing when submitting documentation in Step 1 (e-mail to postdoc@virginia.edu or fax to 434.243.2140).  Please include a justification letter for the request and supporting budget documentation.  For questions regarding eligibility for a subsidy, e-mail postdoc@virginia.edu.

 

Frequently Asked Questions

  1. The total amount of the grant was cut.  Will VPR subsidize postdoc fellow health insurance to compensate for this loss? 

No.  VPR will provide a subsidy only
in proportion to the overall percentage cut.
  2. We did not request enough funds to cover health insurance, even though the full cost was an allowable charge.  Will VPR cover the difference? 

No.  VPR expects principal investigators to request sufficient monies from the funding source in preparing budgets to cover the full cost of health insurance when allowed.  Please see Step 1 of the “Enrollment Procedure.”
  3. Our funding source is a private gift, and allowable charges are not specified.  Budgeting is entirely at the department’s discretion.  Are we responsible for the full cost of postdoc health insurance or just $1,000

For all budgets prepared after March 1, 2009, principal investigators are expected to budget for the full cost of postdoc fellow health insurance.  If this is impossible, a written explanation and supporting documentation must be provided when requesting a subsidy.
  4. The postdoc did not submit the necessary forms to the Benefits Division within 31 days of the fellowship start date.  Can s/he still enroll in the plan? 

Yes, but s/he must wait until the Open Enrollment period, which typically occurs in November to go into effect the following January.
  5. Can others at the University besides postdocs take advantage of this health insurance plan? 

No.  The postdoc health insurance plan is only open to non-employee postdoctoral fellows or Research Associates (employee postdocs).

 

 

Vice President for Research and Graduate Studies
 

Contact Us

P.O. Box 400895
Charlottesville, VA 22904
Tel: 434.924.8909
Fax: 434.243.2140

Maintained by: Office of the Vice President for Research
Last Date Modified: Thursday, 19-May-2011 12:53:54 EDT
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