Business Services - Payroll - Wellness - Benefits

Mileage Reimbursement Chart

MT Dept of Admin In State Lodging Rates Oct 2019 - Sept 2020

Non-Travel Reimbursement Form

Travel Reimbursement Form

Vehicle Usage Form

Bozeman School District employees may complete the Payroll Deduction Form to donate to designated entities such as the Hawk Boosters, Bozeman Friends of Music, Bozeman Schools Foundation, Worthy Student Scholarship Fund, and Out of District Tuition. Return the form to the Payroll Office, Willson School.

Please contact Mary Sandvold, Payroll Supervisor, at (406) 522-6044 with any questions.

PayrollDeductionForm.pdf

2024-2025 Property & Liability 

2024 - 2025 Property & Liability Insurance RFP

BSD7 P&L RFP Q&A

2023-2024 Insurance Policy

Fire Sprinkler Inspection Reports

    Chief Joseph Fire Sprinkler Report

    Sacajawea Fire Sprinkler Report

    Gallatin High Fire Sprinkler Report

2006-07 CAFR

2007-08 CAFR

2008-09 CAFR

2009-10 CAFR

2010-11 CAFR

2011-12 ACFR

2012-13 ACFR

2013-14 ACFR

2014-15 ACFR

2015-16 ACFR

2016-17 ACFR

2017-18 ACFR

2018-19 ACFR

2019-20 ACFR

2020-21 ACFR

2021-22 ACFR

2022-23 ACFR

Annualized Salary Form for Teachers

Completing the VeriTime Timesheet

Direct Deposit Payroll Form

W4

Q. I am a new employee, when am I able to use my sick and vacation leave?
Answer: Sick leave may be used after 90 days, vacation leave may be used after 6 months.

Q. Where are the time cards located?
Answer: veritime.aesoponline.com

Q. What do I do if the time card system is not working properly?
Answer: Please send the payroll office an email (leah.tremante@bsd7.org) with a detailed description of the problem and we will get the problem fixed as soon as possible. 

Q. When do time cards have to be submitted by? 
Answer: Time cards have to be submitted by the employee no later than Monday following the week worked. Time cards have to be approved no later than Wednesday following the week worked. 

Q. How often do time cards have to be submitted?
Answer:  Time cards need to be submitted weekly. 

Q. I have a question on my insurance plan, who do I contact?
Answer: Answers concerning insurance plans can be found here at our Benefits Webpage

Q. How do I stop or change my direct deposit?
Answer:  Download the form to stop, change, or add direct deposit here. Return the form to the Payroll Department in the Willson Building.

Q. How are my wages figured?
Answer:  
--Classified employees wages are calculated from the previous month's timesheet hours and any absences.
--Certified wages are paid September through June. Again absences are not accounted for until the month after they occurred.

Q. How do I find out what my storage banks are?
Answer:  Storage bank balances are found on the earnings statement.

OMNI Enrollment Overview:

Online Enrollment:

• Choose your vendor (See Section I, Vendor List)
• Complete paperwork and establish an account with vendor
• Enroll in our On-line Participant Website at OMNI.

  Log onto website at http://www.omni403b.com/

• OMNI 403(b) Information. Are you aware of your benefit options?

• Directions for OMNI group TSA information.pdf

If you need assistance, you can call our Call Center Number at 1-877-544-6664

• Bozeman School District 7 - 403B Summary Plan Description

Wellness Preventive Doctor's Appointment Form

Annual Physical Affidavit - ALL STAFF AND RETIREES

Helpful Documents
2023-2024 Wellness Incentive Design
Bozeman Health Primary Care Options
Corporate Fitness 2023-2024

Through participation in the Wellness program, eligible employees and their spouses may qualify for monetary health incentives paid in December & June of each school year. 

  COMPLETE THE WELLNESS PROGRAM KNOWLEDGE QUIZ - $25.00

• Attend an onsite wellness meeting, and complete the Wellness quiz with 100% accuracy during the month of September.
• Any employee eligible for insurance, and any spouse on the District health insurance may participate.
• This Educational Quiz is not mandatory in order to be eligible for the incentive plans.
• Payable on the December payroll.

INCENTIVE LEVEL #1  – DOCUMENTATION OF PREVENTIVE WELLNESS EXAM

• Participation Requirements
  • Any employee eligible for the District’s health insurance and/or spouse on the District medical must submit the preventive check-up affidavit (signed by their doctor) to the Benefit & Wellness Coordinator no later than April 30, 2024.
• Annual Incentive Breakdown
  • 1^st Year – WORTH $250.00 (One time)

  • Consecutive Years - WORTH $175.00

  • Every 5^th Consecutive Year – WORTH $275.00 ($175.00 + $100.00 Bonus)

  • Non-Consecutive Years of Participation – WORTH $150.00

• Payable on:
  • If the preventative wellness exam form is submitted between May 1 – November 30, the incentive will be paid on the December payroll.
  • If the preventive wellness exam form is submitted between December 1 – April 30, the incentive will be paid on the June payroll.  No forms will be accepted after April 30th.

INCENTIVE LEVEL #2 - $100.00 – POINT MODEL PARTICIPATION

• Any employee and/or spouse on the District medical plan is eligible if they have completed the following:
  • Complete Incentive Level #1 – Preventive Wellness Exam Form
  • Complete and return the affidavit for exercise level and tobacco use by April 30th.
  • Accrue 200 points by April 30th – See point model below
  • Payable on the June payroll

If you meet any of the following criteria, you are eligible to participate:

• All Administrators, Professionals, and Certified employees
• Classified employees with .5 FTE or higher
• Spouses of Employees that are currently enrolled in the District Medical Insurance
• Retirees and their Spouses that are on the District Medical Insurance
   

Important Notice:

Bozeman School District Wellness Program is a voluntary wellness program available to eligible employees. The program is administered according to federal rules permitting employer-sponsored wellness programs that seek to improve employee health or prevent disease, including the Americans with Disabilities Act of 1990, the Genetic Information Nondiscrimination Act of 2008, and the Health Insurance Portability and Accountability Act, as applicable, among others. If you choose to participate in the wellness program you will be asked to complete a preventive annual exam with a Primary Care Provider.  You are not required to complete the medical examinations.

However, employees who choose to participate in the wellness program will receive an incentive of $150-$175 for completing an annual preventive exam.  Although you are not required to complete annual preventive exam, only employees who do so will receive the $150-$175 incentive.

Additional incentives of up to $125 may be available for employees who participate in certain health-related activities pertaining to educational quizzes, and the points model.  If you are unable to participate in any of the health-related activities or to earn an incentive, you may be entitled to a reasonable accommodation or an alternative standard. You may request a reasonable accommodation or an alternative standard by contacting Alyssa Pack at alyssa.pack@bsd7.org.

Protections from Disclosure of Medical Information

We are required by law to maintain the privacy and security of your personally identifiable health information. Although the wellness program and the Bozeman School District may use aggregate information it collects to design a program based on identified health risks in the workplace BSD will never disclose any of your personal information either publicly or to the employer, except as necessary to respond to a request from you for a reasonable accommodation needed to participate in the wellness program, or as expressly permitted by law. Medical information that personally identifies you that is provided in connection with the wellness program will not be provided to your supervisors or managers and may never be used to make decisions regarding your employment.

Your health information will not be sold, exchanged, transferred, or otherwise disclosed except to the extent permitted by law to carry out specific activities related to the wellness program, and you will not be asked or required to waive the confidentiality of your health information as a condition of participating in the wellness program or receiving an incentive. Anyone who receives your information for purposes of providing you services as part of the wellness program will abide by the same confidentiality requirements.

In addition, all medical information obtained through the wellness program will be maintained separate from your personnel records, information stored electronically will be encrypted, and no information you provide as part of the wellness program will be used in making any employment decision.  Appropriate precautions will be taken to avoid any data breach, and in the event a data breach occurs involving information you provide in connection with the wellness program, we will notify you immediately.

You may not be discriminated against in employment because of the medical information you provide as part of participating in the wellness program, nor may you be subjected to retaliation if you choose not to participate.

If you have questions or concerns regarding this notice, or about protections against discrimination and retaliation, please contact Alyssa Pack at alyssa.pack@bsd7.org.

*Exercise - For substantial health benefits, www.health.gov recommends adults should do at least 150 minutes (2 hours and 30 minutes) a week of moderate-intensity, or 75 minutes (1 hour and 15 minutes) a week of vigorous-intensity aerobic physical activity, or an equivalent combination of moderate – and vigorous – intensity aerobic activity.

Open enrollment runs every year before the start of school in August.  During that time, employees have the opportunity to review their Health & Dental options and make changes to their plan.  Open enrollment is MANDATORY and all eligible employees must complete the online process each year.

New Employees have an enrollment period of 31 days from their start date to enroll in or waive the District's benefits.  All other opportunity's to enroll in the health plan are based on qualifying events.  Employees working 30+ hours/week will be automatically enrolled in the least expensive, employee only option if enrollment is not completed during the eligibility period.  

Employee Access Login

2023 Preventive Drug List

Plan Brochures: 2023- 2024 Benefits Brochure

Online Enrollment Instructions: Employee Access Enrollment Instruction

2023-2024 Monthly Health Insurance & Dental Price Tags:
2023-2024 Price Tags - Certified and Classified
2023-2024 Price Tags - Administrators and Professionals
2023-2024 Price Tags - Self Pay

2023-2024 Summary Benefit Comparison (SBC)
$2,000 Deductible SBC
$5,000 Deductible SBC
$7,500 Deductible SBC

2023-2024 Plan Documents:

2000 Plan Document
5000 Plan Document
7500 Plan Document

Section 125 Plan: Cafeteria Plan Summary Plan Document

Online Notice of Exchange (Healthcare Marketplace): Notice of Exchange

Vision Plan Description

• If you, and/or dependents, are enrolled in the health program you are automatically enrolled in the vision plan.  This plan will pay 75% of covered vision procedure expenses with a maximum of $250 of annual benefits per covered individual.
• All vision correction procedures are covered vision expenses if provided by or under the direction of an optometrist or ophthalmologist licensed to practice by the state in which he or she practices.  Also covered are glasses and contacts.

Dental Plan Description

• If you, and/or dependents, are enrolled in the dental program you may submit claims for reimbursement.  This plan will pay 100% of the first $200, and 50% after, up to a maximum of $800 per person of annual benefits.
• All dental procedures are covered dental expenses if provided by or under the direction of a dentist licensed to practice by the state in which he or she practices.
• Orthodontia is a covered dental expense under the dental reimbursement plan.  If a payment plan is established with an Orthodontist, the payment contract needs to be submitted with the first payment receipt.  Reimbursements will be issued with each payment made, up until the $800/year is exhausted.  The orthodontia reimbursement falls within the same $800 as the dental reimbursement and is not an additional benefit.
• If the dental process is covered by a medical plan (i.e. impacted wisdom teeth), it is not covered by the dental plan. Examples are surgery, prescription, accidents, and hospitalization.

Dental and Vision Claim Example

How to Submit a Dental/Vision Claim

• Each claim needs to have an itemized bill and proof of payment (a copy of a cleared check, a paid receipt or a charge card receipt).  Include the name of the employee and the patient on each bill and receipt.
• If the claim has been partially paid by another insurance plan, attach a copy of the Explanation of Benefits and your proof of payment.
• Submit claims to:
  claims@bsd7.org
  OR
  Benefits Desk
  404 W Main St
  Bozeman, MT 59771
• Vision and Dental expenses are to be submitted within one year of the date of service

In order to be eligible to open a Health Savings Account, you must be enrolled in a High Deductible Health Plan (HDHP).  The District offers a $5,000 & $7,050 deductible HDHP option to collaborate with the HSA.

Health Savings Account Guidebook FAQ
The Complete HSA Guidebook

Health Savings Account Change Form - Send to payroll office
HSA election and change form

First Security Bank - New Account Setup 
First Security Bank - HSA Setup

Health Savings Account Q&A

HSA Q&A

Eligible Expenses

HSA Eligible Expenses

Ineligible Expenses

HSA Ineligible Expenses

How to document your HSA spending

Record Keeping Information

Flexible Spending Account Documents

• Dependent Care Reimbursement Form
• Flexible Spending Claim Form
• Flexible Spending Enrollment Guide
• FSA Eligible Expenses Guide

Flexible Spending Account Store
https://fsastore.com

Information from ConnectYourCare in regards to flexible & dependent care spending accounts:

To access your online account, click on the log in link at http://www.connectyourcare.com. If this is your first time logging in, follow the instructions for New User Registration. If you have logged in before, enter your user name and password.

Important Reminders

• Always remember to save your itemized receipts and be prepared to submit them.  Documentation will be required to substantiate purchases.
• Your account will be active on the first day of your plan effective date, but your online account features are available now at http://www.connectyourcare.com 
• Put a stop to wasted time.  Your time is valuable, so don’t waste it depositing paper checks. Set up Direct Deposit in your online account today, and your reimbursements will be automatically deposited into your personal bank account.  
• Click on the FAQ link in your online account for answers to frequently asked questions.

Please contact Connect Your Care at 866-413-4546, 24 hours a day, seven days a week, if you have any questions about your account.

As an employee of the District, certain employee groups are provided with Group Life Insurance coverage.  With this comes the option of purchasing additional Supplemental, AD&D and other Ancillary coverages.

Employees have 31 days from their employment start date to enroll in the Mutual of Omaha offerings.  Enrollment changes are also available to be made each August during the benefits open enrollment period.  During this time, increases, decreases and new elections can be made to the policies.  Contact Alyssa Pack to see if you qualify for Life Insurance coverage. 

Life Insurance Enrollment Information

• Online EOI Submission
• Admin and Professionals Basic Life Brochure
• Certified Basic Life Brochure
• Classified Basic Life Brochure
• Life Insurance Claim Form

Ancillary Product Enrollment Information

• Critical Illness Information
  • Critical Illness Claim Form
• Short Term Disability Information
  • STD Claim Form
• Long Term Disability Information (District Paid)
  • LTD Claim Form
• How to file a disability form
• Voluntary Accident Information
  • Accident Claim Form
• Health Screening Benefit Form (Receive $100!)

Portability Information

• Portability Request Form
• Life Insurance Conversion Form

All Retirees and Spouses that are Medicare eligible and on the District's Group plan migrate to our group Blue Cross Blue Shield Medicare Advantage plan the 1st of the month in which they are eligible for Medicare.

Provider Information

• 2022 Group Pharmacy
• 2023 Prescription Formulary
• 2023 Summary of Benefit

Enrollment Information

• 2022 Plan Summary
• 2023 Group Enrollment Form

Plan Information

• BCBS 2023 MT OTC Catalog
• 2022 Group Rewards Program
• Coast to Coast Coverage Information
• MT Group Blue365 Overview Member Flyer
• 2022 Extra Health Benefits
• Eye Med Form 2022
• 2023 Silver Sneakers
• 2023 TruHearing

All questions regarding the Medicare Advantage Plan:

Mike McLeod
Medicare Advantage Plan Consultant
McLeod Insurance & Financial Services
406.586.4367
mike@mcleodinsuranceservices.com

The Blue Cross Blue Shield Medicare Group Customer Service # is:
1.877.299.1008
Customer Service is available from 8:00 am to 8:00 pm, Monday through Saturday.  Members may call after hours and leave a voicemail for a return call.

International Travel

• Blue Card Brochure
• Blue Card Worldwide Claim Form

Medical and Prescription Claims

• BCBS Medical Claim Form
• Breast Pump Claim Form
• Travel Expenses Claim Form
• Prime Prescription Drug Claim Form

Other Forms

• BCBS Member Appeal Form
• Healthy Montana Kids Application

Flexible Spending Accounts

• FSA Claim Form
• Dependent Care Reimbursement Form

The Affordable Care Act puts consumers in charge of their health care. Under the law, a new "Patient's Bill of Rights" gives people the stability and flexibility they need to make informed choices about their healthcare. The law has changed coverage rules, preventive benefits, and has eliminated lifetime limits on coverage. All of these changes can create questions and a need for information. Please review the following information for answers to your questions. 

Affordable Care Act for Employees (video)

• Health Care Reform and How it Impacts Me 

Health Care Reform Information

• Affordable Care Act Q&A
• Notice of Exchange

Extra benefits for employees on the plan:

• Blue 365- Discount program on on health and wellness products and services
• WellOnTarget - BCBS wellness point incentive program, earn points and redeem from their store
• Ovia Health - Maternity and family benefits
• Learn to Live - Behavior Health Digital Mental Health
• Livongo - diabetes and hypertension management program

Extra benefits for ALL employees eligible for health insurance:

• Free Will Preparation Services
• Discount hearing aid program
• Travel Assistance - aid in all health related complications away from home
• Coordinating Care for Aging Parents
• PayneWest Discount Marketplace - discounts on travel, auto, local deals, tickets and more

Please see the below Q&A information to help you better understand certain parts of our health insurance plan.  If you have a question that is not answered below, please direct your inquiry to Lacy Clark, Benefits & Wellness Coordinator for the Bozeman School District.

Q:  What is a qualifying life event to be able to change insurance outside of open enrollment?

A: A qualifying life event is an occurrence that happens throughout the year, that would legally qualify you to change your insurance assignments. Below are examples:

• Loss of health coverage
  • Lost existing health coverage, including job based, individual and student plans
  • Lost eligibility for Medicare, Medicaid, CHIP, or Montana Healthy Kids
  • Turning 26 and losing coverage through parent's plan
• Changes in household
  • Getting married or divorced
  • Having a baby or adopting a child
  • Death in the family

*Not a full list, contact Benefits Desk for specific situations

Q:  Does our plan offer Vision coverage?

A:  As long as you are enrolled in the health insurance plan, you have vision reimbursement coverage.  This coverage runs for the same time period as the health insurance plan year (9/1 - 8/31).  Please see the Dental & Vision Plan menu item above for additional information.

Q:  What does the Dental reimbursement plan cover?

A:  The dental reimbursement plan covers anything performed under a licensed dentists care.  This includes orthodontia coverage.  This coverage runs for the same time period as the health insurance plan year (9/1 - 8/31).  Please see the Dental & Vision Plan menu item above for additional information.

The dental plan is separate from the health plan: employees can choose to enroll in one without enrolling in the other.

Q:  What does it mean to be self-funded?

A:  At a high-level, a Self-Funded Group Health Plan (or Self-Funded Insurance Plan) is where an employer is financially responsible for healthcare claims incurred by employees and is responsible for providing employee health care benefits.  By contrast, a “fully-insured” plan means the insurance company designs the plan and assumes all financial risk for paying claims that arise under it.

The Bozeman School District has a self-funded health insurance plan.  The District collects employee and employer paid premiums and uses those premiums to pay our employees’ health claims.  The plan pays a monthly Administrative Fee to Blue Cross Blue Shield (BCBS) to process our health insurance claims and to obtain discounts they have negotiated with doctors and other providers.  Although BCBS pays our claims, the District has the ability to control costs by managing the benefit plan design. 

For Example (all dollar amounts used are purely for example and do not reflect actual plan costs):

Under a Fully-Funded Insurance Plan:

• The School District and its employees would pay a combined total premium of $2,000,000 to an Insurance Carrier for a health insurance plan that is designed by that Carrier.
• If, at the end of the plan year, Bozeman School District’s employees only incurred $1,500,000 in claims and expenses then the District and its employees would “lose” $500,000.
• If at the end of the plan year Bozeman School District’s employees incurred $2,500,000 in claims and expenses, then the District and its employees would have received $500,000 in claims paid by the carrier.  However, then the Carrier would set a rate increase for the upcoming plan year to offset the costs they paid for the group’s health insurance claims.

Under a Self-Funded Insurance Plan:

• The School District determines that the cost estimate for the upcoming plan year is $2,000,000 and both the School District and employees then contribute a combined total premium to ensure it covers the projected costs for the year.
• The District limits its risk by obtaining outside insurance (Stop Loss Insurance).  This insurance will kick in if a particular member on the health plan exceeds a predetermined set claim limit.  This eliminates a large amount of risk from the plan.  The District pays $400,000 for the Stop Loss premiums and other administrative costs.
• At the end of the year, the District incurred $1,500,000 in claims.
• The plan estimated $2,000,000 in plan costs at the beginning of the year.  $1,500,000 went to paying claims, and $400,000 went to paying Stop Loss premiums.  This leaves $100,000 in savings that the plan then adds to the plan reserves.
• The plan reserves are excess funds that are used to fund health benefits for those covered under the medical plan for future years.  If the plan has a year where revenue exceeds expenses, the reserve balance grows.  If the plan has a year where expenses exceed revenue, then the reserves are used to offset those costs.

Q:  What is the health insurance plan year dates?

A:  The District’s medical & dental plan year runs from September 1^st of each year to August 31^st.

Q:  How do I access my 6 free “mental health” visits each year?

A:  The EAP (Employee Assistance Program) offered through the District is available to all employee’s and family members.  Each family member may receive up to 6 free sessions from any of the counselors in the Mutual of Omaha network.  Book an appointment, find a provider, and ask for help on a chat line by clicking here. 

The EAP is not a part of the District’s health care plan.  Rather, it is contracted through a private provider.  The EAP is designed to help employees and their families get direction and advice on issues they may be experiencing.  It is NOT intended to provide long-term support or replace ongoing services.

Q:  Why doesn't BSD7 offer a co-pay for doctor visits?

A:  The District offers four deductible options for health insurance.  Three of these options are HDHP (High Deductible Health Plans).  On these three options, IRS regulations prohibit the plan from covering any benefits (except preventive treatment) prior to meeting the deductible.  That means that HDHPs cannot have copay's for office visits.  The District does offer one Basic plan ($1,500 deductible) that could potentially have co-payments.  However, because the District pays for all medical claims incurred, premiums would have to increase to cover the cost of this additional benefit. 

Q:  Are Naturopaths covered by the plan?

A:  Naturopathic Care is covered under the Bozeman School District plan as long as the service being provided is for a medical condition or treatment that is allowed through the Insurance plan.   Therefore, Naturopaths who are in the BCBS network and submit claims for covered services (being medical or preventive) will process like any other contracted provider.  If the services are preventive, they are paid at 100% of the allowed amount.  Naturopaths are still not covered for “extensive” services, such as vitamin treatment, acupuncture, etc. 

Q:  How do I setup a Health Savings Account (HSA)?  Does this have to be done during the open enrollment period?

A:  An HSA account may be set up at any point in time at First Security Bank.  Monthly deductions from payroll cannot be made until the account is established.  To print and complete the paperwork prior to going to First Security Bank, click here.  Once the account has been opened, it is necessary to notify the Benefits desk of the account number so that funds can be deposited during payroll. 

Q:  What is a Co-op, and why is the District not part of one?

A:  An Insurance Co-op is a large group formed by multiple smaller groups.  A Co-op then self-funds the group’s health insurance.

In order for a Co-op to successfully run, it must first have groups that are similar size, demographics, and health risks.  Often, Co-ops will fail if a larger population of the group is subsidizing high claims incurred by the smaller populations of the group.  This will in turn increase costs for all members of the Co-op.  It is often difficult to find groups that will team together to create one large group, and all groups merging into a Co-op must be able to benefit from each other.  Within a Co-op there is no flexibility for the individual group to make plan design changes without the entire Co-ops consent.  This eliminates the ability to add or enhance the plan design by employer.

Q:  What is a less expensive option than going to the Emergency Room, or Urgent Care?

A:  The District recently started offering a Virtual Visit service through MD Live to provide you and your dependents with easy access to medical care 24/7.  MD Life allows you to visit with a doctor, receive a diagnosis, and have a prescription sent electronically to a pharmacy of your choice for a low cost of $44. 

To use MD Live, you must first sign up.  Please take a moment to watch this video with instructions for completing the registration process.  Then, take the time to enroll by clicking here.

Another option that is now offered in Bozeman (through Bozeman Health), is b2 MicroCare.  B2 MicroCare is fast and convenient care for minor ailments.  For a cost of $65, you can book the same-day for a no-wait appointment.  Visit their website by clicking here.  They are located in the Smith’s parking lot at 19^th & Oak Street.

Alyssa Pack
Benefits & Wellness Coordinator
Bozeman School District #7
406.522.6046
alyssa.pack@bsd7.org

Beth Wardell
Client Manager - Employee Benefits
Payne West Insurance
406.327.6427
bwardell@paynewest.com

Craig Reinhardt
Account Executive
Blue Cross & Blue Shield of Montana
406.437.6808
craig_j_reinhardt@bcbsmt.com

Mike McLeod
Medicare Advantage Plan Consultant
McLeod Insurance & Financial Services
406.586.4367
mike@mcleodinsuranceservices.com