Benefits Continuation during FMLA Leave

During continuous unpaid FMLA leave, you may choose to either continue or cancel your eligible benefits. Please note that employees approved for an accommodation for medical leave under the Americans with Disabilities Act (ADA) will also have benefits continuation rights similar to FMLA leave.

If You Choose to Continue Benefits

If you are using paid time off such as annual, sick or GW paid short-term disability to remain in paid status during your FMLA leave, benefits premiums will continue to be deducted from your paycheck as normal and you will not need to remit payment to the university separately. If during your FMLA leave you will be in an unpaid status of 30 days or less, your portion of benefits premiums will go into arrears* and will be deducted upon your return to work. If your unpaid leave of absence will exceed 30 days, you will be responsible to remit payment for benefits premiums directly to the university to maintain benefits coverage.

*Please note that Flexible Spending Account (FSA) and Health Savings Account (HSA) missed contributions do not arrear in the payroll system while you are not receiving a paycheck. If you will be on unpaid leave and will miss FSA contributions, you can either submit your missed contributions via check or money order to GW Benefits or your FSA contribution amount will be adjusted when you return to paid status in order to meet your annual election amount. Post tax contributions to an HSA cannot be made directly to GW. Please see the HSA section below for more information.

Eligible benefits to continue on FMLA leave (with premium payment):

Other Benefits

Dependent Day Care Flexible Spending Account - Employees who are on a paid or unpaid leave of absence for longer than 30 calendar days are not permitted to continue (or newly elect) the FSA dependent care account per our plan rules. Claims can only be submitted for eligible services through the end of your leave of absence commencement month. 

If you wish to participate in the FSA dependent care account upon your return to work, you MUST re-elect the FSA dependent care benefit within 30 calendar days of your return date via the EasyEnroll System.  If no re-election is made, your next opportunity to enroll will be during open enrollment or within 30 calendar days of a Qualified Life Event (QLE).

Health Savings Account (HSA) contributions through payroll deduction will continue if your leave is paid through GW Payroll Services. If your leave is unpaid and you wish to make post tax contributions to your HSA, you will need to submit those contributions directly to PayFlex. HSAs are employee-owned accounts therefore you are responsible for ensuring your contributions do not exceed the IRS limits including all HSA contributions through payroll deduction as well as any post tax contributions you or anyone else has made to the account combined. If you or anyone else makes post tax contributions your HSA during unpaid leave or at any other time, you should review your HSA election to ensure that you do not exceed the maximum annual contribution. If you exceed the maximum contributions allowable by the IRS; you will need to submit a request to PayFlex  to have those excess contributions returned to you. Also note that if you choose to cancel your High Deductible Health Plan during unpaid leave, you will no longer be eligible to make contributions to your Health Savings Account until you re-enroll in a qualifying High Deductible Health Plan.

Premium Remittance 

The university requires employees on unpaid leave to pay for their benefits premiums through Payer Express, GW’s online payment system. Summary invoices for benefits premiums due can be accessed via Payer Express each month.

 If you wish to view a detailed breakdown of your benefits premiums, you can do so by logging into the GW EasyEnroll system. If you need assistance with logging in or you have forgotten your password, please contact the Benefits Call Center at 1-888-4GWUBEN (449-8236). You can also view your current benefits premiums on your paycheck by logging into the GWeb Portal.  

If applicable, GW Benefits will provide you with instructions on how to log in and enroll in a Payer Express account in order to remit payment for benefits premiums during your unpaid leave.  Please note that failure to make payments will result in cancelation of voluntary benefits effective the end of the month following the last payment or deduction.

Please note that if you do not pay your portion of benefits premiums (either during your leave, upon your return to work, or if you do not return to the university) your benefits may be canceled effective the end of the month following your last payment.

Other Payroll Deductions

If you have other payroll deductions such as parking fees, gym membership, union dues, uniform fees, etc., you will need to contact the respective department directly that administers those deductions to determine billing information.

If You Choose to Cancel Benefits

Cancelations of benefits can be done within 30 calendar days after the start of a continuous unpaid leave via the EasyEnroll System

Increases to Life and Disability Insurance Benefits during a Leave of Absence

Employees out on an approved leave due to injury or sickness will continue to be eligible for the level of group life, AD&D and disability insurance held at the time the leave began. Any increase in insurance coverage caused by a salary increase provided by the university will become effective the first day of the calendar month coinciding with or next following the employee's return to work. In addition, any increases in coverage following qualified life event elections to life, AD&D and disability benefits will not become effective until applicable Evidence of Insurability (EOI) forms are completed and approved and the employee has returned to active employment. Employees should not wait until their return to work to complete the EOI process as the EOI submission deadline may have passed.

Annual Open Enrollment

Please be aware that benefits rates change periodically. You will be notified of new premiums and given a chance to change plans at each Annual Open Enrollment. Annual Open Enrollment occurs each fall with an effective date of January 1. Any increases you make to your life, AD&D and disability benefits during a leave of absence will not become effective until applicable Evidence of Insurability (EOI) forms are completed and approved by Liberty Mutual and you have returned to active employment.