Resources for All Staff

• Maximum Contribution Limits for 2023
  • Elective deferrals: $22,500
  • Catch-up contributions for eligible employees over the age of 50: $7,500
  • Total maximum contribution: $30,000
• Universal Availability Memo
• Universal Availability Notice
• Choosing a 403(b) Provider

Process to add or change your 403(b) contribution or vendor:

1. Meet with the 403(b) financial representative of your choice from the list of Approved Vendors below.
2. Complete ENROLLMENT documents to open an investment account directly with a financial representative.
3. Decide how much you want to contribute to your 403b account (You must enter an “Amount Per Pay.” Entering a percentage is not accepted.).
4. Download a Salary Reduction Agreement.
5. Complete the form.
6. Deliver the form to Jennifer Lee at the Educational Services Center by the appropriate deadline listed below (Important Dates). Do not send this form directly to the OMNI Group.

Process to stop your 403(b) contribution:

1. Download a Salary Reduction Agreement.
2. Complete Part 1,2,3 and sign at Part 5.
3. In Part 3, list the vendor of the investment (Valic, Aspire, Metlife, etc.).
4. Skip to “Amount” per pay and enter a ZERO.

• Roth 403(b) investment now available within the ECS 403(b) plan that allows after-tax contributions to your 403(b) investment and tax-free withdrawal after holding the Roth for five years and meeting IRS eligibility requirements. Ask your financial advisor if this is right for you!

• Aspire Financial (mutual funds only)
  • Teachers Credit Union: Caela Mavracic, 574-284-6210, ext 5879
  • Edward Jones: Matt Stemm, 574-675-0168
• Met Life (mutual funds and annuities)
  • Rick Levy, 317-818-4673
  • Kelly Weaver, 219-462-6381
• VALIC, a member of AIG retirement services (mutual funds and annuities)
  • Robert Hoffer, 574-596-0138
  • Tim Wilson, 574-338-0230

Quarterly Deadlines for 403(b) Contribution Changes

• The OMNI Group
  • Customer Care Center: 877-544-6664
  • Hours: 7:30am to 6:00pm, Monday-Friday
  • Mailing: The OMNI Group, U.S. OMNI 220 Alexander Street, Suite 400 Rochester, NY 14607
  • Web: http://www.omni403b.com
  • Newsletters: OMNI Newsletters

Life can provide challenges. Usually people can work them out, but sometimes the problems are too much to be handled alone. They begin to affect personal happiness, family relationships and good health. Often, they spill over into work and affect job performance. Without proper help, these issues can become worse and result in tardiness, absenteeism, accidents, medical expenses and even loss of job. New Avenues helps thousands of people each year to cope and find solutions for life’s problems through Employee Assistance Programs.

Through the New Avenues EAP, ECS employees and immediate family members may take advantage of confidential counseling services. To assist ECS employees and their immediate family members, Elkhart Community Schools has pre-paid for 4 face-to-face visits per family member per contract year. There are no additional costs to employees.

The New Avenues Employee Assistance Program (EAP) is available to help with a wide range of concerns, such as stress, anxiety, relationship concerns and drug and alcohol use. Starting the process is easy, just a toll free telephone call away: 800-731-6501. EAP services are completely confidential and free to ECS employees. 

• Employees will have a wide choice of EAP counselors conveniently located in offices near their homes or workplaces. The majority of EAP affiliated counselors participate with our health plan, so if additional services are needed, there is smooth continuity of care. EAP visits are completely confidential.
• New Avenues provides referral assistance with specialized financial counselors for help with budgeting, credit card, or debt management problems.
• Online Work-Life Program: New Avenues also offers a wealth of information online through their web site at www.NewAvenuesOnline.com. ECS employees will have access to online counseling through eSession CONNECT, read articles on family life, health and wellness, take free and confidential health assessments, access Web MD™, download simple legal templates, make decisions with financial calculators, save household money through coupons on the consumer savings center – all at no cost to employees. Check out the Work-Life Resource Center, password: EAP.
• Employees will also have access to Structured Telephonic Counseling (STC), where they may speak directly with a counselor no matter where they are, 24/7. Call 855-492-3625 to access this feature.

• In accordance with Board Policy 6110, ALL grant requests must be approved by the Board of School Trustees prior to grant submission.
• Grant applicants are responsible for completion of narrative writing, budget creation, and review prior to submission. 
• Applicants should ensure they have read the application completely and feel the grant is appropriate and compliance/monitoring measures can be met in the event the grant is awarded to Elkhart Community Schools.
• Applicants must discuss grant opportunities with the appropriate administrator to ensure support for proceeding with the grant application process.
• Applicants should determine the departments and individuals who need to be involved in the grant discussion and development of the grant.

• Applicants must complete and submit the Request for Board Approval for Grant Submission and receive approval prior to grant submission. The Board of School Trustees deadlines should be used to determine deadlines for submission of the request. Failure to obtain necessary approval could result in an inability to submit the grant application.
• The approval requests will be provided to the Board of School Trustees at scheduled board meetings. The Board of School Trustees will approve or deny the request and will be noted in the board minutes. Applicants should refer to board minutes for the information. 
• Elkhart Education Foundation (EEF) grants may be submitted directly to EEF through their application process. EEF will bring forward the request for submission for grant applications prior to awarding. 

• Once approved, applicants may complete the grant process. The Director of Federal Programs should be consulted on all Federal Education grants to ensure appropriate procedures are followed. 
• Applicants are responsible for ensuring data submitted is accurate and meets the application and compliance requirements and timelines. 
• In the event a grant is awarded, the applicant must notify the Assistant Superintendent of Instruction with award information (amount, date of compliance/monitoring reports, and length of grant).
• A Grant Submission CONFIRMATION form must be completed in the event a grant application was submitted prior to receiving Board approval. 

• 2023 Enrollment Presentation
• 2023 Benefit Guide

• 2023 Admin Certified 18 Deductions (22 pay teachers)
• 2023 Admin Certified 24 Deductions
• 2023 Classified Staff 24 Deductions
• 2023 Classified Staff 18 Deductions (school year employee)

• Benefit Contact Information
• HSA Change Form
• 2023 Compliance Bundle

• Critical Illness Insurance

• Hospital Care Insurance

• How to Report a Disability Claim
• Basic Term Life and Basic Accidental Death and Dismemberment Insurance Overview (Administrators and Executive Assistants)
• Basic Term Life and Basic Accidental Death and Dismemberment Insurance Overview (Certified/Teachers)
• Basic Term Life and Basic Accidental Death and Dismemberment Insurance Overview (Custodians)
• Basic Term Life and Basic Accidental Death and Dismemberment Insurance Overview (Classified Employees)
• Basic Term Life and Basic Accidental Death and Dismemberment Insurance Overview (School Board Members)
• Basic Term Life and Basic Accidental Death and Dismemberment Insurance Overview (Retired Administrators and Executive Assistants)
• Basic Term Life and Basic Accidental Death and Dismemberment Insurance Overview (Retired Certified)
• Basic Long Term Disability Overview (Administrators and Executive Assistants)
• Basic Long Term Disability Overview (Certified/Teachers)
• Voluntary Short Term Disability Overview (Administrators and Executive Assistants, 14-day)
• Voluntary Short Term Disability Overview (Administrators and Executive Assistants, 30-day)
• Voluntary Short Term Disability Overview (Certified/Teachers, 14-day)
• Voluntary Short Term Disability Overview (Certified/Teachers, 30-day)

• Voluntary Life

Retirement Presentation for Certified Staff: Presentation 
(Please note: Login is required. Please use your ECS credentials to login and view the presentation.)

Local Benefits

• Employees who retire from the district with fifteen (15) years of experience and have reached the age of fifty-five (55) will be able to draw on proceeds from their VEBA account. The employer will establish a VEBA account at the time a person is employed to which presently one half percent (.5%) of the teacher’s annual income is deposited. The vendor to administer these funds is chosen jointly by Elkhart Community Schools and the Elkhart Teachers Association. Numerous investment options are available with the chosen vendor.

State Teacher Retirement Fund Benefits

• To be eligible for normal, unreduced state retirement benefits, one of the following requirements must be met:
  • Age 65 with 10 years of creditable service; age 60 with 15 years of creditable service; or age 55 if age and creditable service total at least 85.
• Early, reduced benefit retirement is available at age 50 with 15 or more years of creditable service.
• To schedule an individual appointment with a Teachers’ Retirement Fund representative, click here.
• For more information about state benefits, visit the Indiana Teachers’ Retirement Fund Website.

Retirement Presentation for Classified Staff: Presentation 
(Please note: Login is required. Please use your ECS credentials to login and view the presentation.)

Local Benefits

• Since the requirements for receiving local benefits and the actual formulas for figuring the benefits vary from employee group to employee group for classified staff, each employee will need to check his/her employee group manual to find the requirements and formulas. If you have questions after reading your manual, call the Personnel Department at 574-262-5510.
   

State Public Employee Retirement Fund Benefits

• To be eligible for normal, unreduced state retirement benefits, one of the following requirements must be met:
  • Age 65 with 10 years of creditable service; age 60 with 15 years of creditable service; or age 55 if age and creditable service total at least 85.
• Early, reduced benefit retirement is available at age 50 with 15 or more years of creditable service.
• In order to get an estimate of what your state benefits would be, you can enter your information on the PERF website and get your estimate immediately: Public Employee Retirement Fund Website.