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Important Benefits Information (as we need the end of 2014)

Do I have a Flexible Spending Account (FSA)? 
If yes, you will need to utilize FSA funds by 12/31/14.  The IRS will allow up to $500 of unused FSA funds to be rolled over to the next plan year.  The deadline to file 2014 claims will be March 31, 2015. 

How do I check to see  if I have an FSA account for 2014?
Log on to www.myhumana.com . Enter your username and password. If you have not registered with Humana you can register using your member number on your Humana medical ID card. You can also log on to the HR Portal to view your deductions.

How do I check my FSA balance?
Log on to www.myhumana.com . Enter your username and password. If you have not registered with Humana you can register using your member number on your Humana medical ID card. You can also check your balance by contacting Humana at the number listed on the back of your medical ID card.

Do I have the Plan 750 with the Health Reimbursement Account (HRA)?
You can log on to the HR Portal to view your deductions to check for Medical Plan 750.

Yes, I have the Plan 750, how do I check my HRA balance?
Logon to https://lin.naa-lp.com  access to the North American Administrator’s (NAA) website. If you have not already registered you will need to log on and set a new password under Register New User. You may also call NAA Customer Service at 800-411-3650.

How do I file a HRA Claim?
Logon to the CLICK and print out an HRA Claim form from the Benefits section. Follow the instructions on the claim form to submit to NAA.

When will my new deductibles begin?
The plan year is 01/01 – 12/31.  New deductibles will begin 01/01/2015.

Will I get new insurance cards?
You will not receive new insurance cards unless you made changes to your plans during open enrollment.

When will I get a new VISA FSA Card?
These cards are issued the month prior to their expiration date.

When will the changes I made during open enrollment become effective?
January 1, 2015

What if I have further benefits questions?
Contact Lori Gray at lori.gray@bgky.org or 270-393-3644.

Employee Newsletter (December)

The Employee Newsletter for the month of December is now available on the CLICK.

Employee Newsletter (December)

Results of Fiscal Year 2014 Internal Services Employee Survey

Thank You to everyone that participated and shared your comments in the fourth annual Internal Services Employee Survey. There was a total of 647 surveys (based on the number of FT & PT employees on staff as of mid-July 2014) distributed and 227 responses collected, providing a 35% response rate. In the past four years, this is by far the best response rate yet!!

The information gathered will be used in conjunction with our annual performance measurement reporting as well as in our efforts to continually improve internal customer satisfaction. The results of the survey are available for your review and reference. www.bgky.info/pdf/internal-services-survey-2014-summary.pdf

Additionally, a comparison of responses over the past few years has been prepared to better identify those areas that excelled and those areas that still need further improvement. Each category was given a grade point and cumulative scores identified all but one service area as rating "good" or better, with 86% of the categories reflecting improvements over the previous year. The overall satisfaction with contract review services reflects the largest improvement in just one year. Only two categories (fleet and accounts payable services) rated less this year than in FY13. However, fleet services still out ranks all other services when considering its four year average score. Facilities repair and maintenance is currently the lowest ranked service and purchasing - project bidding ranks the highest of all 24 rated categories. www.bgky.info/pdf/internal-services-survey-2014-gpa.pdf

If you have any questions or comments related to the results of this survey or have any suggestions for new questions to add to next year's survey, please be sure to pass those on to your department head or to Assistant City Manager/City Clerk Katie Schaller.

Thank you again for your time, dedication and service to the City of Bowling Green, the third largest city in Kentucky.

Katie Schaller

Assistant City Manager/City Clerk

Benefit Brief - August 18

When receiving a bill from a provider, always compare the bill with the Humana Claims Receipt (Explanation of Benefits).  The Claims Receipt is mailed to the member or can be obtained from your Humana account at www.humana.com. The Claims Receipt and the provider’s billing should match.  If the two documents don’t match or you do not receive a Claims Receipt, contact your provider to be certain they billed your insurance correctly.  If you have further questions please contact Lori Gray at x3644.

Benefit Brief - July 28

Employees with Medical Plan 750 have access to an HRA (Health Reimbursement Arrangement). Each year the City funds this account with $1,300 (for single coverage) or $2,100 (for employee +one or family coverage).  These funds can be used to help cover deductibles and medical co-pays other than for office visits.  Funds accumulate year after year up to limits set by the City, and can even be used after the employee retires. To learn more, contact Lori Gray, Benefits Manager, at x 3644 or refer to the 2014 Benefits Guide on the CLICK.

Cultural Competency Training

Why do I need to have a Cultural Competency Training?

You may not realize it, but Bowling Green’s population is drastically changing.  According to the US Census, nearly 11% of Bowling Green’s residents are foreign-born (which is the higher than any other City in Kentucky).  Currently, residents in our City speak 49 languages and represent 39 different countries. As demographics change in our community, the importance of staff training to enhance customer service is undeniable.

What can I expect from the training? 

The cultural competency training will help you build awareness, knowledge, and skills through a variety of teaching methods including direct instruction, role playing, case studies, facilitated group discussions, and technology/media.
There are no more slots available for my Department during the training sessions, what do I do?
Don’t worry!  Every employee will have an opportunity to participate in the training.  Training sessions will be available monthly for the next (2) years.  Trainings will be available at different City Departments, at times and dates that best fit your schedule.

Who will facilitate the training?

The training will be facilitated by Leyda Becker, the City’s International Communities Liaison.  Mrs. Becker holds a training license in Cultural Competency from the nationally recognized Cross-Cultural Health Care Program in Seattle, Washington.  If you have any questions or concerns related to the training contact Mrs. Becker at leyda.becker@bgky.org or at (270) 393-3766.

Upcoming Training Schedule

Thursday, July 31st @ 1:30pm – 3:30pm @ Fire Community Room

Thursday, August 28th @ 1:30pm – 3:30pm @ Police Community Room

Tuesday, September 30th @ 8:30am – 10:30pm @ Parks Community Room

Thursday, October 30th @ 1:30pm – 3:30pm @ NCS Community Room

Tuesday, November 18th @ 8:30am – 10:30am @ Fire Community Room

Wednesday, December 10th @ 8:30am – 10:30am @ Police Community Room


Humana VISA FSA cards with an expiration of 06/2014 were mailed from Humana on July 10.  If your card had that expiration and you do not receive your new FSA card,  please contact Lori Gray at lori.gray@bgky.org or x3644.


Employee Medical Plan Routine/ Preventative Child Care Limits:
- Unlimited per covered child from birth to age 1
- 2 visits per covered child, including sports and school physicals, for ages 1 to 18

FY2014 Internal Services Employee Survey

Dear City Employee:

As part of the annual performance measurement reporting process for Fiscal Year 2014, the City will once again be reviewing several of its internal service areas.  These service areas include: Facilities Management, Fleet Maintenance, Human Resources, Communication Equipment Services, Information Technology Services, Legal Services, Procurement, Risk Management, Financial Services, and new for this year Public Information Services.

To aid in this process, every employee is being asked to complete a short survey.  The survey allows you to rate each internal service area and to provide feedback which will help identify any areas still needing improvement and/or the areas that continue to perform well.   Without your input, it is difficult to gage the City's overall customer service performance.

The survey will remain open through July 31, 2014.   Please click on the below link to access the survey electronically: 


Or, a PDF of the survey is attached if you would rather print out a paper copy to complete.  Simply forward the completed survey back to me through inter-office mail.  Your name is NOT required.

Supervisors, you are asked to forward a copy of the survey to any employees that do not have access to email.  You can direct them to the City Employee Home Page (http://www.bgky.org/employee_only/) to access the survey link or provide them with a paper copy to complete and return.

I greatly appreciate your time and consideration with completing the 4th annual Internal Services Employee Survey as we continue to improve our organization.

Thank you,

Katie Schaller
Assistant City Manager/City Clerk
PO Box 430
1001 College Street
Bowling Green, KY  42102-0430
270.393.3632 (office)
270.393.3698 (fax)
270.792.6571 (cell)

Bereavement Leave

A significant change in the revised personnel manual effective July 1 has to do with funeral leave.  It will now be called “bereavement leave” and will be a more flexible benefit for eligible employees who suffer the loss of a family member.

Full-time and permanent part-time employees have been eligible to use funeral leave for paid time off between the death and funeral of a loved one.  But, the number of allowed days off was dictated by the relationship to the deceased as well as the dates of death and the funeral.  This led to unequal treatment depending on the circumstances of the death and did not take into account other factors such as a later memorial service or the employee needing to take time off after the date of the funeral to deal with grief and family matters.

The revised bereavement policy is very similar to the old policy but it will allow the employee to take an established number of days off when he/she most needs them, to deal with the death, funeral arrangements, to attend the funeral or service, and to deal with other matters afterward.  For an immediate family member (spouse, parent, child, or sibling) the employee will be allowed a paid absence of five working days.  Fire shift personnel receive two shift days.  For other family members (listed in the policy), the employee receives three days (one day for fire shift personnel).  One day is still provided for the death of the employee’s aunt or uncle.

The employee must still provide his/her supervisor with appropriate information and submit a leave request for an approved absence.

Note that the new July 2014 employee manual for classified employees is now posted on the CLICK under Documents - Human Resources, in the section called "Manuals & Policies".  The changes  made since the 2011 manual are listed in the Human Resources section called "Policy Changes".  New manuals will be printed and distributed.

Contact Michael Grubbs in the Human Resources & Risk Management Department if you have any questions.

  © 2014 City of Bowling Green, KY