Resources for Current Associates
Resources for Lent|Health Insurance | Workplace Injuries | Automobile Accidents and Injuries | Network Providers and Doctors | Deductibles, Co-Pays, and Out Of Pocket Expenses | Dental Visits | Americorps | Income Taxes | Automobiles | Transfer of Cars | Automobile Insurance | Emergency Procedures | Emergency Phone Numbers | Newsletters
Health Insurance
Each Associate is currently covered by the program's plan through Christian Brothers Employee Benefit Trust.
The plan was explained in its entirety through plan documents and the presenters at orientation, so this information is supplementary and not intended to be a legal explanation of the plan.
The CBEBT Benefit Summary (PDF Format)Workplace Injuries
First, if an Associate is injured as the result of work, this is considered a worker's compensation issue, and the coverage should be provided by a worker's compensation plan offered by the employer. If you are injured at work or as a result of your work, this is to be covered by their workers compensation policy; this is the law, so don't feel badly about the need to notify your employer.
Automobile Acccidents and Injuries
In general, medical costs from auto accidents are covered by the automobile insurance policy of the Province or the at-fault party of the car accident. If in doubt, please contact the home office.
Network Providers and Doctors
In most U.S. cities where Associates live, the plan is a Participating Provider Network, or "PPO," where the Associate selects a doctor or health care provider from the "network." Usually the PPO providers charge a set "co-payment" (i.e. $10 per doctor visit) and there are no other costs. For hospitalizations and other care, there is a deductible of $1,000 and then the plan pays 90% of costs up to a maximum "out of pocket" per year. Whenever possible, the Associate must use a PPO provider as this saves a significant amount of money to the program.
To find a preferred provider in your area via the web Click Here.
In other places, and for overseas coverage, the program is a more traditional indemnity plan, where the patient must pay the deductible and then the plan pays 80%.
In Chile, the house pays the medical costs and sends receipts and an explanation (in English!) to the office. We then submit them for reimbursement.
Deductibles, Co-Pays, and Out Of Pocket Expenses
The program selected a relatively high deductible of $1,000 to save funds on the premium. With a relatively healthy, young group, it is rare that we need to pay this amount. Should an incident occur that exceeds the house's ability to pay a deductible, the house can work out a payment arrangement with the home office.
When a covered individual uses an in-network provider, there is usually a co-payment varying from $10 and up (varies depending on type of visit, facility, etc.). Co-payments do not count towards the deductible.
Dental Visits
The coverage does not include dental insurance. If the Associate needs dental care, this is considered a house expense for which funds are included in the monthly budget.
Questions and Some Answers
The Home Office will try to answer general questions about health coverage, but usually must refer specific care issues to the insurance agent or the insurance carrier.
Should a confidential situation arise, contact the Director. All questions concerning medical care of any kind are handled with confidentiality.
Americorps
Income Taxes
Most Associates will receive living allowance funds in the form of a payroll check. This means you will have reportable income to the IRS, even though you are turning the funds over to Holy Cross Associates.
The reason this is the case is that the IRS interprets the provision of room and board as a taxable income. Without arguing the merits or reasons for this, the program has opted to try to ensure compliance with the law as best we can. As a result, each Domestic Associate will need to complete and submit appropriate income tax returns that reflect the income made during the year. Many will have to submit returns in multiple states.
At orientation time, the program will assist in the preparation of a W-4 form for each Associate to make sure that sufficient taxes are taken from the paycheck to assure that you will not owe additional funds. Any overpayment of taxes due to these deductions is payable to the program.
Automobiles
Cars are always an issue for the Associates Program. In balancing practicality with simple living, we tend to have a "fleet" ranging in size, age and capabilities. We have been fortunate in the last few years to acquire a few more reliable cars, but in general they are not the kind that you would go rent to impress a prom date.
The Home Office, first, advises that public transportation be considered the primary means of getting around. There are good systems in Portland, the Brockton/Boston Area, South Bend, and Wilkes-Barre, and at least some existing service in Phoenix and Colorado Springs and the Coachella Valley. Where cars are needed, we ask each Domestic house to have someone in charge of the cars, sort of a car steward or "czar." This person has an important role in seeing that the cars are maintained, oil changed every 5,000 miles, and problems addressed.
When a vehicle is used for work purposes, the Associate should track mileage and seek reimbursement from the agency. Talk to your supervisor, but remember that it is reasonable for the organization to pay you for the cost of using the car on their time.
In the event that a car appears to be in need of expensive repairs that may not be worth the cost, there are limited funds for replacement vehicles. The Home Office will work with you on how to address the situation (and will do almost anything to avoid having to put out the large funds needed to buy a car).
Transfer of Cars
When a vehicle is transferred to or from the Associates program, the following information is required:
1) Make, model and year
2) Color
3) Style (wagon, four door, etc.)
4) Vehicle Identification Number (VIN); this can be found on the title or by peering into the front left part of the windshield.
Specific titling instructions are as follows:
Priests of Holy Cross
Indiana Province, Inc.
PO Box 774
Notre Dame, IN 46556
Federal Tax ID # (tax exemption):
35-6026424
Insurance: Centennial, Policy
# 299-40-46-83
When we are planning to dispose of a car, the title will be sent to whomever is handling the "project." When the deal is completed, a Holy Cross religious, generally the CSC Local Facilitator, can be the signer for the program.
As soon as the car is no longer part of the program, be sure to call the Home Office so we can get it removed from our insurance. This saves significantly on our annual automobile insurance.
Automobile Insurance
All vehicles owned by the Holy Cross Associates program are insured under the Priests of Holy Cross, Indiana Province, insurance plan. As such, they are the property of the Province.
The automobile insurance plan provides excellent protection, but must be safeguarded if we are to remain on the plan. The plan is through Christian Brothers, a trust that provides such coverage to Catholic religious orders and others. The plan includes liability coverage (for any health claims and liability issues that might be related to an accident claim). The plan is a self-insured one for comprehensive coverage, meaning that funds are pooled to cover repairs to our vehicles in the event of a claim. There is currently a $250 deductible related to any claim for a repair, and this amount must be covered by the local household.
When an accident occurs, we generally compare the cost of repair against the value of the car. Sometimes a repair will cost more than the value of the car.
Emergency Procedures
The Home Office staff is very aware and tries to make a point of having Associates understand that they "own" this year. We make an effort not to insert our wishes or opinions except when needed, asked, or when something seems to have gone far astray from the programs basic tenets and pillars. With the advent of voice mail, we can generally be reached 24 hours a day. However, we expect to be informed of the following issues (this list is not exhaustive, but should give you an idea of when there is an important type of development):
- Any emergency involving "life or limb" occurs to one or more Associates, including a natural disaster, accident, or other event. The Home Office staff expects a phone call ASAP, no matter the time of day;
- Whenever there is an emergency in the area, we expect a call to let us know everyone's condition. For example, if there is an earthquake in your community but Associates are not affected, make a quick call to let us know.
- If an Associate is injured or ill to the point of needing emergency care or hospitalization, but the situation is stable, please call right away or during the next business day.
- If an Associate is released from a placement for any reason, or is notified of a pending release, or anticipates leaving the placement, a call is expected during the closest business day.
- Other situations may arise in which the community feels a need to inform the Home Office, such as financial problems, disputes, and other incidents. In these cases, we welcome the call, and will assist with developing potential solutions for the community to review.
- In the event of an automobile accident, once immediate care has been provided, complete the Accident Information form which should be in your glove compartment. Call this information in to the Provincial Accounting Office as instructed.
Emergency Phone Numbers
HCA Office: (574) 631-5521
Steve Holte's Direct Line (574) 631-8016 | Fax Number: (574) 631-9233
Steve Holte's Cell (for truly urgent situations): (913) 461-9038
Holy Cross Provincial Office: (574) 631-6196
Holy Cross Accounting Office: (574) 631-3700
Provincial Fax Number: (574) 631-3444
Mark's Cell Phone: (574) 210-5188
Newsletters
The Associate is a newsletter distributed by the Holy Cross Associate office on a monthly basis for much of the Associate year. They are a great way to hear more about the Associate program and what your family member, friend, or loved one might be experiencing. Each house contributes at least one article a month with topics ranging from their experiences in community to their struggles with the issues they encounter at work. We limit the Associate's contributions only by a modicum of taste, so favorite house recipes or Top Ten Lists are often a fun addition to The Associate as well.
The following newsletters are available for your enjoyment. If you would like to join our mailing list you can - it is absolutely free!
•January 2005
•February/March 2005
•April 2005
The Associate office also distributes a thrice-yearly newsletter called The Anchor. This is a great way in which alumni, family, and friends of the program can continue to follow Associate news, get updates on other alumni, and read challenging stories about the four pillars after the Associate year.
•Anchor Fall 2000
•Anchor Fall 2003
•New! Anchor
Spring 2005