EOD Technology, Inc.

Benefits FAQ (Current Employees)

401(k) Information

  1. How do I access the Principal website?
  2. How do I contact Principal by phone?
  3. How do I make an address change?
  4. What is vesting? Am I vested?
  5. Is the Company going to match my 401(k)?
  6. Can I take a loan from my account balance?
  7. What are some of the advantages and disadvantages of borrowing from a 401(k)?
  8. How do I repay my loan and can I repay it early?
  9. Can I take more than one loan at a time?
  10. How do I make a hardship withdrawal?
  11. What are the taxes and penalties associated with hardship withdrawal?
  12. Can I rollover the balance in my qualified plan into an IRA?
  13. Are there tax implications involved in rolling over my account?
  14. What is the maximum amount that I can contribute to the plan?
  15. What happens to my retirement account if I die?
  16. I am a beneficiary and the participant has passed away. What do I need to do?
  17. How often should I change my investments?
  18. How often will I receive my account statements?
  19. I am no longer employed with this company and need to access my money. How can I take my money out?
  20. How do I change my 401(K) withholding amount or the type of investments I allot my contributions to?
  21. Can I cancel my 401(k) even if I still work for EODT?

ESOP Information

  1. What is the purpose of the ESOP?
  2. Why is stock ownership important?
  3. Am I eligible to participate in the ESOP?
  4. How long will my ESOP participation continue?
  5. Who contributes to the ESOP?
  6. How much will the company contribute to the ESOP?
  7. Will I share in contributions and forfeitures?
  8. What is my share of contributions and forfeitures?
  9. How are ESOP assets invested?
  10. How is my interest held under the ESOP?
  11. What is vesting?
  12. What are forfeitures?
  13. Will I receive a statement of my accounts?
  14. When will I receive my benefit?
  15. What is diversification?
  16. How are ESOP assets held?
  17. Who supervises the ESOP?
  18. Who will vote company stock?
  19. Will I receive dividends?
  20. May I assign or transfer my benefit?
  21. May I designate a beneficiary?
  22. Can the ESOP be amended or terminated?
  23. How do I claim my benefit?

Health Insurance Information (COBRA)

  1. What is COBRA coverage?
  2. When should I expect my BCBS coverage to end and my COBRA coverage to begin?
  3. What is the definition of a qualifying event?
  4. How long does an employee have to notify the HR department of a qualifying event?
  5. How long does a Qualified Beneficiary have to elect COBRA coverage?
  6. How long can I have Cobra coverage?
  7. When should I expect to receive my COBRA enrollment package from BlueCross/Blue Shield?
  8. Where is my enrollment package for COBRA sent?

Health Insurance Information (General)

  1. What is a maintenance drug?
  2. Where can I find the Maintenance Drug List?
  3. Where can I get a copy of the Preferred Drug List?
  4. How does a member request a predetermination?
  5. Why are claims being denied for speech therapy when they were previously covered?
  6. Do employees traveling outside of the country have coverage?
  7. Is treatment for behavioral modification covered for eating disorders?
  8. Is the member liable for medical costs if a pre-certification or prior authorization is not obtained for out-of-state providers?
  9. What is a pre-existing condition?
  10. What is the best way to check status of a claim?
  11. What types of limitations apply to chiropractic visits?
  12. Once I become an employee when does my health insurance start? Is there a waiting period?
  13. When do I get my health insurance cards?
  14. Can I purchase dental insurance?

Health Insurance Information (BlueCard)

  1. What is the BlueCard Program?
  2. How can I find a BlueCard provider?
  3. Why am I responsible for obtaining pre-certification/pre-authorization when I seek medical services outside Blue Cross Blue Shield of Tennessee's service area?
  4. What should I do if a BlueCard PPO doctor or hospital is not available?
  5. Are vision and dental services covered?

Health Insurance Information (HIPAA)

  1. What is HIPAA?
  2. How will the law help people that currently have health insurance through their employer and who want to change jobs?
  3. What is a pre-existing condition?
  4. How does "crediting" for pre-existing conditions work under HIPAA?
  5. Can a person receive credit for previous COBRA Continuation Coverage?
  6. How does HIPAA affect COBRA?
  7. Are there pre-existing conditions that cannot be excluded from coverage?
  8. How will newly hired employees prove they had prior health coverage that should be credited?
  9. What if an employee has trouble getting documentation from a prior employer?
  10. If a person changes jobs, are they guaranteed the same health benefits that they had under their previous plan?
  11. Do employees have to be covered immediately under a new employer's plan?
  12. Can a person lose coverage if their health status changes?
  13. Does HIPAA require employers to offer health coverage or to provide special benefits?
  14. What if the new employer does not provide health coverage?
  15. What if the employee cannot afford the premiums for health coverage?
  16. What if a person is unable to obtain group coverage?

Employee Work Compensation

  1. When do I receive my first paycheck?
  2. How do I work overtime?
  3. How do I apply for other EODT positions?
  4. Does EODT still do advance per diem requests?
  5. How should I submit for my per diem?
  6. How should I submit an expense report for my mobilization or demobilization costs?
  7. Where should I send my expense report?
  8. What documentation should I send with my expense report?

401(k) Information

  1. How do I access the Principal website?

    For first time users, go to www.principal.com. Click on the LOGIN button on the left hand side of the screen. Click on PERSONAL for Login Type. You will then select the “Establish your new Username and Password” link and enter your social security number. Answer the security verification questions.

    If your have already set up a username and password, go to www.principal.com and click on the LOGIN button on the left hand side of the screen. Click on PERSONAL for Login Type. Enter your Username and Password. You may also select “Forgot your Password” if you need your password retrieved.

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  2. How do I contact Principal by phone?

    Call 1-800-547-7754. If you are a first time user, enter your social security number. Press 1 to establish your PIN. Answer the security verification questions. You’ll be prompted for the retirement plan Contract number/Plan ID which is 613393.

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  3. How do I make an address change?

    To make an address change, please send an email to your HR department at hr@eodt.com. They will make the changes to your applicable benefit plans and any office changes as necessary.

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  4. What is vesting? Am I vested?

    Vesting refers to the ownership of your account balance. You are always 100% vested in your contributions to the plan, any earnings on your contributions, and any money you have rolled over into your account from another plan. On the other hand, contributions made by EODT to your account are subject to a vesting schedule. Vesting in company contributions is based on years of service with the company, which in most cases starts to accumulate on your hire date (not to be confused with your start date in the retirement plan). To see the vesting schedule as well as the specific vesting rules, please see the Summary Plan Description (SPD), or speak with your HR department.

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  5. Is the Company going to match my 401(k)?

    The Company may make discretionary matching 401(k) contributions but any matching contributions must comply with Employee Retirement Income Security Act (ERISA) and be coordinated with any contributions to the Employee Stock Ownership Plan (ESOP).

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  6. Can I take a loan from my account balance?

    A participant may borrow up to 50% of their vested balance or $50,000, whichever is less. For more information regarding the plan's loan provisions, contact your HR department at hr@eodt.com.

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  7. What are some of the advantages and disadvantages of borrowing from a 401(k)?

    You borrow from your own account and become your own creditor. One potential cost is the loss of tax-deferred interest. You lose the benefit of future compounding when the money is not in your account.

    Your loan repayment (principal & interest) goes directly back into your plan account. Although you earn the loan interest, paying it directly to your account, you could earn a potentially higher return on the money through your plan's investment options.

    Competitive interest rates are typically 1 % over the prime rate. You make your loan payments (principal & interest) with after-tax dollars. When you retire and take distributions out of your plan, the interest you've paid on the loan will be taxed again.

    Because it's a loan and not a distribution, you don't incur Federal or State taxes upon receiving the loan funds; however, if you default on repayment you will be taxed on any unpaid loan balance as a distribution. If, for any reason, you stop making loan repayments, the outstanding loan balance is considered a distribution and will be subject to Federal and possibly State income tax. In addition, you may also be subject to an IRS 10% early-withdrawal penalty if you're under 591/2 years old.

    Repayments are easy and convenient though payroll deductions. Depending on the amount of your loan repayments, they may affect your ability to continue participating in the plan at the same contribution percentage. You select the term of your loan, usually between one and five years. Loans taken for the purchase of a principal residence may allow longer repayment terms.

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  8. How do I repay my loan and can I repay it early?

    Loan payments are due each pay period via payroll deduction. An amortization schedule will be sent to you when you take out the loan so that you will be aware of your payment amount and frequency.

    You may repay your loan in full at any time; however, you may not make partial re-payments. To repay your loan in full you must remit a cashiers check or money order to the Plan Administrator, who will send the check and advise the third party administrator (TPA) that your loan is paid in full.

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  9. Can I take more than one loan at a time?

    If your plan permits loans, it may limit the number of loans a participant may have outstanding at any given time. Please check with the Plan Administrator at your company for more information.

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  10. How do I make a hardship withdrawal?

    Contact your HR department for a Hardship Request Form. Once the completed form has been submitted to the TPA, it should take 5-7 business days to process.

    In order to be eligible for a hardship withdrawal, you must have spousal consent, have exhausted all other resources of obtaining the needed amount, and the purpose of your withdrawal must fit one of four distinct categories defined by the IRS.

    • Costs related to the purchase (not mortgage payments) of a primary residence
    • To prevent eviction from or foreclosure on a primary residence
    • Post-secondary education expenses for self, spouse or a dependent
    • Medical expenses for you, your spouse or other dependents

    Please check with the Plan Administrator at your company to see if you are eligible to take a hardship withdrawal.

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  11. What are the taxes and penalties associated with hardship withdrawal?

    If you take a hardship withdrawal you must pay federal taxes and applicable state taxes on the amount of the distribution taken. You may also be subject to a 10% early-withdrawal federal tax penalty, in addition to a state income tax penalty if you are under age 59. You will also not be permitted to contribute for 6 months following the distribution and the limit on your deferrals in the tax year after you receive the hardship distribution will be reduced by the deferrals you made in the tax year you received the distribution.

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  12. Can I rollover the balance in my qualified plan into an IRA?

    Yes. When a qualifying event (separation from service, age 59, retirement, death or disability) occurs, you may obtain a distribution request form from the Plan Administrator. Complete the form noting the IRA account you would like your balance to be rolled into, and return it to your HR department.

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  13. Are there tax implications involved in rolling over my account?

    Before you become eligible for a rollover distribution, your HR department is required to give you a written notice outlining important tax rules that affect your distribution. This notice will explain that there are two ways to accomplish a tax-free rollover to an IRA:

    • You may complete a direct rollover by having your full distribution paid directly to an IRA custodian, avoiding a Federal income tax withholding on your distribution; or
    • You may complete an indirect rollover by having the distribution paid directly to you. With this option, 20% of the funds are automatically withheld for federal income taxes (state income taxes may also be withheld). You will then have 60 days from receipt of the payment to roll over the funds to an IRA. Be aware, however, that since 20% was withheld, you must make that portion up when you roll over your funds to the IRA. If you do so, you may apply for a full refund of the 20% at tax time. If you do not, taxes and penalty will apply to that 20% and your refund, if any, will be less.

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  14. What is the maximum amount that I can contribute to the plan?

    The maximum amount a participant may contribute to a 401(k) plan is $15,000 or 30% of your gross income, whichever is less. You may also be eligible to contribute an additional "catch-up contribution" of $5,000 if you are over age 50 (if allowed by your plan). EODT may also contribute to your 401(k) account. The total annual contribution, including employer contributions to the 401(k) Plan and any other ERISA qualified deferred compensation plan, but excluding "catch-up contributions", cannot exceed $40,000 or 100% of total compensation, whichever is less.

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  15. What happens to my retirement account if I die?

    A distribution is paid to your designated beneficiaries. If there are no beneficiaries listed, the distribution will be paid to the participants spouse, children, or estate, depending on the plan provisions and state law.

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  16. I am a beneficiary and the participant has passed away. What do I need to do?

    You will need to contact EODT’s HR department (hr@eodt.com) and request a death distribution from the account. You may have this account balance paid directly to you, subject to federal and state taxes. Or, if you are a spousal beneficiary, you may roll it over to an IRA. You will be requested to submit a death certificate for verification.

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  17. How often should I change my investments?

    There is no uniform answer to this question. It is really a matter of choice. Some people will review their investments when they get their statements while other may only look at them once a year. However you choose to monitor your investments make sure you have a strategy in mind. If a life event causes your strategy or goals to change, then that is probably a good time to make sure your investment choices are in line with your new goals.

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  18. How often will I receive my account statements?

    Statement of accounts will be generated the last day of each plan quarter.

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  19. I am no longer employed with this company and need to access my money. How can I take my money out?

    If you have more than $5,000 in your account you may leave your money in the plan. If your balance is $5,000 or less you may be required to take a distribution. Either way when you leave the company you may rollover the money into another IRA or qualified plan. You may also receive a lump sum distribution, subject to federal and any state income tax. In addition, if you are under age 59 a 10% federal income tax early-withdrawal penalty and state income tax penalty may apply.

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  20. How do I change my 401(K) withholding amount or the type of investments I allot my contributions to?

    You may increase or decrease your contribution quarterly. Changes should be submitted by the first of January, April, July, or October.

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  21. Can I cancel my 401(k) even if I still work for EODT?

    You may stop making contributions at any time.

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ESOP Information

  1. What is the purpose of the ESOP?

    The Company has adopted the Employee Stock Ownership Plan (ESOP) so you can share in the value and the growth of the Company and to build up an ownership interest in the stock of the Company.

    The benefits you get from the ESOP will depend, to a great extent, on the Company's profitability and the length of your career with the Company. The value of these benefits will depend on the amount the Company contributes each year to the ESOP and any increase (or decrease) in the value of Company Stock during your participation in the ESOP. The longer you remain with the Company, the greater your interest in the ESOP will generally be. Each year your ESOP accounts will be increased by your share of that year's Company contributions (if any) and your share of forfeitures from the accounts of participants who leave the Company before they are 100% vested. (For a description of "Forfeitures," see FAQ 12 under this section.)

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  2. Why is stock ownership important?

    The ESOP is designed to provide an ownership interest in Company Stock for employees - the people who are primarily responsible for the success of the Company. The ESOP is intended to provide you with a meaningful stake in the Company, future economic security and ultimately, an additional source of retirement income. The ESOP gives you a unique opportunity to acquire an interest in Company Stock at no direct cost to you.

    The success of the Company depends on the teamwork and performance of all employees. At every level of job responsibility, the efforts and devotion of many individuals have created the Company's success and will continue to help the Company remain successful. Providing employee ownership of shares of Company Stock is an especially appropriate way to recognize your contribution to the Company's success.

    But with beneficial ownership, you have a special responsibility to your fellow owners and the Company. With beneficial stock ownership, your stake in the Company and its stake in you have significantly increased. Profitability should increase the value of Company Stock; good work habits, efficiency and cost control will help accomplish this goal.

    No one has a stronger interest in caring for and promoting the business of a company than the people who benefit from its growth. That's the whole idea behind the ESOP - as a co-owner, you can see the mutual benefit of doing your best.

    Of course, there are never any guarantees that the value of investments, including investments in Company Stock, will increase. However, the ESOP provides you with an opportunity to influence this growth. By working efficiently and effectively, you may help increase the profitability of the Company, which in turn should increase the value of your ESOP accounts.

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  3. Am I eligible to participate in the ESOP?

    As an employee, you become a participant and enter the Plan on your hire date, provided you are at least age 18. If you are hired before you are age 18, you will enter the Plan on your 18th birthday.

    An employee is not eligible to participate in the ESOP if they are leased employees or employees covered by the terms of a collective bargaining agreement that does not provide for participation in the ESOP.

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  4. How long will my ESOP participation continue?

    Your participation in the ESOP will continue until your retirement, death, disability or other termination of service.

    You will be eligible for retirement if you leave the Company after your 65th birthday. You are disabled if you qualify for Social Security Disability Insurance benefits because of a physical or mental condition.

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  5. Who contributes to the ESOP?

    The Company will make all contributions to the ESOP. The ESOP does not require nor permit you to make contributions.

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  6. How much will the company contribute to the ESOP?

    Each Plan year, the Company may make two different kinds of contributions to the ESOP -discretionary contributions and matching contributions.

    The Company's Board of Directors determines the amount of discretionary contributions for each Plan year, stated as a dollar amount or as a percentage of compensation (as defined under FAQ 8). The Board of Directors may choose not to make a discretionary contribution to the ESOP for a particular Plan year.

    The Company may also make matching contributions in amounts based on your pretax contributions to the EOD Technology, Inc. 401(k) Plan ("401(k) Plan"). The amount of the matching contributions will be determined by the Board of Directors each Plan year. The Board of Directors may choose not to make a matching contribution to the 401(k) Plan for a particular Plan year. Certain limits apply to the amount of matching contributions that may be made for participants who are "highly compensated employees." You will be notified if these limits affect you.

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  7. Will I share in contributions and forfeitures?

    Once you become an ESOP participant, you will share in any discretionary or matching contributions made for a Plan Year in which you are employed as an eligible employee.

    A participant who is eligible to share in contributions to the ESOP will also share in any forfeiture that result when another participant leaves the Company without being 100% vested. (For an explanation of "Forfeitures," see FAQ 12 under the section).

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  8. What is my share of contributions and forfeitures?

    Your share of any contributions and forfeitures will be determined as of the last day of the Plan year or December 31st. Discretionary contributions will be divided among the accounts of participants based on each participant's compensation in proportion to the total compensation of all eligible ESOP participants of the participant's business segment. Matching contributions will be allocated in an amount equal to a percentage of the participants' 401(k) Plan pretax contributions.

    For the purpose of determining your share of discretionary and matching contributions, your compensation is your wages, as defined by the IRS for purposes of income tax withholding by the Company but without regard to any rules that limit the remuneration based on the nature or location of the employment or the services performed. Compensation shall include any pretax contributions to the 401(k) Plan. Compensation does not include any reimbursements or other expense allowances, fringe benefits (cash and non-cash), moving expenses, deferred compensation and welfare benefits. There is an annual limit on the amount of each participant's compensation that can be taken into account for purposes of determining their share of contributions and forfeitures. Effective January 1, 2005, that limit is $200,000. The IRS adjusts this limit occasionally for cost of living increases.

    The Internal Revenue Code sets a maximum annual limit of $40,000 or 100% of your gross pay, whichever is less, on the total amount of contributions and forfeitures that may be allocated to you under the ESOP and the 401(k) Plan.

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  9. How are ESOP assets invested?

    The assets of the ESOP are invested primarily in Company Stock. Cash contributions may be used to purchase Company Stock from existing shareholders or directly from the Company. The ESOP assets may also be invested in other investments. The Trustee decides how the ESOP's assets will be invested.

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  10. How is my interest held under the ESOP?

    Your interest in the ESOP is held in two accounts: your Company Stock Account and your Other Investments Account.

    Your Company Stock Account is invested in shares of Company Stock. Each Plan year your Company Stock Account will be credited with your share of any Company Stock that is contributed to or purchased by the ESOP, any Company Stock forfeited by other participants, any shares of Company Stock released by a loan payment, and any shares of Company Stock that are distributed as dividends on Company Stock already in your account. Your Company Stock Account has a sub-account, which reflects your Matching Contributions that are invested in Company Stock.

    Each Plan year your Other Investments Account will be credited with your share of any cash contributions that are not used to buy Company Stock, any assets (other than Company Stock) forfeited by other participants, income of the Trust, and any cash dividends on shares held in your Company Stock Account. Your Other Investments Account will be reduced by your share of the cost of Company Stock purchased by the ESOP and your share of any net loss of the Trust. Your Other Investments Account has a sub-account, which reflects your matching contributions that are invested in assets other than Company Stock.

    The current value of Company Stock and other investments held under the ESOP and the gains and losses from the investment of the ESOP assets will be determined each year as of December 31st by an independent appraiser according to federal law. The value of Company Stock and other investments will normally change from year to year.

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  11. What is vesting?

    Your vested share is the portion of your accounts that you are entitled to have distributed after you leave the Company.

    No matter how long you have worked for the Company, you will become 100% vested in your accounts if you leave the Company after your 65th birthday, or if you die or become disabled while you are a Company employee. If you leave the Company before your 65th birthday or for a reason other than your death or disability, your vested interest in your accounts will become vested according to the following schedule:

    Years of Credited ServiceVested Percentage
    Less than 1 year0%
    At least 1 year but less than 2 years20%
    At least 2 years but less than 3 years40%
    At least 3 years but less than 4 years60%
    At least 4 years but less than 5 years80%
    Five years or more100%

    If you leave the Company before your vested percentage is at least 20%, your accounts may be forfeited.

    Your credited service is the number of Plan years in which you are credited with at least 1,000 hours of service, including service before January 1, 2002, beginning with your most recent hire date.

    Generally, an hour of service for purposes of the ESOP is each hour for which you are paid or have a right to be paid. This includes actual working periods, paid vacations, holidays, illness, and maternity or paternity leave. You will not receive credit for more than 501 hours of service during any continuous period in which you are not actually working, except for leaves resulting from qualified military service.

    If you stop working for the Company after your vesting percentage is more than 20% and you are later rehired by the Company, your credited service earned before your termination will again be credited to you if you return before you have five consecutive breaks in service and earn one year of credited service after your rehire date. (A break in service is a Plan year in which you earn 500 or fewer Hours of Service.) This means that your previous credited service will be counted towards vesting of your accounts after your rehire date.

    If you stop working for the Company before your vesting percentage is at least 20% and you are rehired by the Company after you have five consecutive breaks in service, your previous credited service will not be counted toward vesting of your accounts after your rehire date. You will need to earn at least one more year of credited service after your rehire date before you have a vested percentage in your accounts.

    If you are absent from work for the Company because of your pregnancy or the birth or adoption of your child, you will be credited with up to 501 hours of service during the first Plan year so that you will not incur a break in service for that year. You will not incur a break in service on account of qualified military service.

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  12. What are forfeitures?

    If you are not vested when you leave the Company, you will lose your right to (or "forfeit") the non-vested portion of your accounts on the December 31st of the year in which you have five consecutive breaks in service. Once these non-vested amounts are forfeited, they will be credited to the accounts of the remaining participants, in the same way as contributions to the ESOP are credited. The forfeited amounts will be restored to you if the Company rehires you before you have five consecutive breaks in service.

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  13. Will I receive a statement of my accounts?

    Each year, you will be given a statement of your ESOP account balances valued as of the previous December 31st. The statement will tell you about your share of the Company and forfeitures and your vested percentage for that year.

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  14. When will I receive my benefit?

    After you leave the Company, the Trustee will distribute the value of your vested accounts at the time and in the manner determined in accordance with the ESOP's distribution policy, as established by the Company. Shares of Company Stock in your account are valued at the fair market value as of the December 31st immediately before the distribution date. Your ESOP benefit will normally be distributed in Company Stock, in cash, or a combination of both.

    If the value of your vested benefit is more than $5,000, the Trustee may not distribute any benefits to you before you are age 65 unless you consent in writing. If you leave your accounts in the ESOP after you leave the Company, the Trustee may invest them in assets other than Company Stock, such as mutual funds, bonds or stock of other companies.

    If you leave the Company after you reach age 65 or you die or become disabled while an employee, the Trustee will make a distribution before the end of the Plan Year following the Plan Year in which your employment ends. Any other distribution will be made no later than the sixth Plan Year after the year in which your employment terminates. If you are rehired within either period, you will not receive a distribution. In some cases, you may choose to delay a distribution until after the date you would otherwise be entitled to receive it.

    Your distribution will be made in a lump sum, in annual installments over a period of five or fewer years, or in a combination of these methods, as determined by the Company.

    Distributions to you must begin by April 1st after the end of the calendar year in which you reach age 701/2 or leave the Company, whichever is later. If you are a 5% owner of the Company, your distributions must begin by April 1st after the calendar year in which you reach age 701/2.

    In some circumstances, when you are eligible to receive a distribution you may elect to roll over your benefit directly to an IRA or a retirement plan that is sponsored by another employer and is "tax-qualified" under the Internal Revenue Code. Such plans include profit sharing and stock bonus plans, 401(k) plans, pension plans, tax-sheltered annuities and deferred compensation plans sponsored by government employers.

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  15. What is diversification?

    Once you are age 55 and have completed at least ten years of participation in the ESOP, you may diversify the assets in your Account by moving some of those assets into investments other than Company Stock. If you choose to diversify, the ESOP may distribute to you the amount you wish to diversify in cash or transfer funds to the 401(k) Plan so long as the 401(k) Plan provides three investment options.

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  16. How are ESOP assets held?

    A Trust has been established to hold the Company Stock and other ESOP assets. The Trust is a separate legal entity, and the Trustee has the responsibility to hold and invest the ESOP assets for the benefit of participants in accordance with the terms of a written trust agreement. The Trustee of the ESOP is currently Matthew R. Kaye.

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  17. Who supervises the ESOP?

    The Company and the Trustee administer the ESOP for the exclusive benefit of participants and their beneficiaries. The Company's Board of Directors appoints the Trustee. The Trustee makes all rules, regulations, computations and other necessary decisions concerning the administration of the ESOP. The Trustee also keeps all necessary records and accounts. The Trustee has the sole and exclusive discretion to interpret the terms of the ESOP and his decisions will be conclusive and binding on all persons.

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  18. Who will vote company stock?

    The Trustee usually decides how shares of Company Stock held by the ESOP will be voted. In certain circumstances you may have the right to decide how shares of Company Stock held in your Account will be voted. These circumstances are important corporate matters presented to Company shareholders for a vote, such as mergers and other similar events.

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  19. Will I receive dividends?

    If the Company pays cash dividends on Company Stock held in the ESOP trust, the Company's Board of Directors may decide whether some or all of the dividends will be distributed to you.

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  20. May I assign or transfer my benefit?

    Your ESOP benefit normally cannot be sold, assigned or transferred to another person. This means that you cannot use your ESOP benefit as collateral for a loan and creditors cannot attach your ESOP benefit to secure payment for a debt.

    However, your ESOP benefits may be assigned or paid to your spouse, former spouse or child under a "qualified domestic relations order." This is a court order that provides for payment of alimony, child support or marital property rights from your ESOP accounts. At your request, the Company will give you a copy of the ESOP's procedures for qualified domestic relations orders. Also, if you are an ESOP fiduciary, certain judgments and settlements can claim all or a portion of your benefit because of a breach of your fiduciary duty to the ESOP.

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  21. May I designate a beneficiary?

    Your beneficiary to receive your ESOP benefit after your death will be your spouse, your designated beneficiary (if you are unmarried) or your estate if no beneficiary survives you or you do not name a beneficiary. You may name a different beneficiary by filing a beneficiary designation form with the Trustee. If you are married and you name a beneficiary who is not your spouse, your spouse must consent to the designation in writing, and a notary public must witness the consent before your designation is valid.

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  22. Can the ESOP be amended or terminated?

    The Company's Board of Directors has the right to amend or terminate the ESOP at any time in the future. No amendment may reduce your rights after they are vested. The plan administrator will tell you if there are any material changes made to the ESOP.

    If the ESOP is terminated, all participants affected by the termination will become 100% vested in their account balances and benefits will be distributed within a reasonable time. However, distributions may be postponed until the Internal Revenue Service approves the termination.

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  23. How do I claim my benefit?

    Normally, you will not need to file a claim to receive payment of your benefits. However, if you do not receive a distribution to which you believe you are entitled, you may file a claim with the Company. The Company will decide all questions and claims regarding ESOP.

    A claim for benefits should be in writing, addressed to the Company. If your claim is denied, the Company will notify you in writing within 90 days after the Company initially received your benefit claim.

    Any notice of a denial of benefits will advise you of:

    1. The specific reason or reasons for the denial;
    2. The specific provisions of the ESOP on which the denial was based;
    3. Any additional material or information you need to establish your claim and an explanation of why such material or information is necessary; and
    4. The steps which you must take to have your claim for benefits reviewed.

    If your claim for benefits has been denied, you may file a written request for a full and fair review of your claim by the Company, to review all documents relating to your claim and to submit a written statement about your claim. You must file this written request within 60 days after the Company provides you with written notification that your claim has been denied.

    The Company's decision will be made within 60 days after receiving your request for review. If there are special circumstances, which require more time to complete the review, the Company's decision will be made within 120 days after receiving your request for review. The Company's decision will be given to you in writing. The written notice will state the specific reasons and ESOP provisions supporting the Company's decision. The Company's decision is conclusive and binding.

    You may not file a civil action under ERISA Section 502(a) for benefits under the ESOP unless (i) you have followed the entire claim and appeal procedure described above and your appeal has been denied, or (ii) you have filed a written claim or appeal that has been ignored.

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Health Insurance Information (COBRA)

  1. What is COBRA coverage?

    COBRA stands for the "Consolidated Omnibus Budget Reconciliation Act" of 1986. The law amends the Employee Retirement Income Security Act (ERISA), the Internal Revenue Code (IRC), and the Public Health Service Act to provide continuation of group health coverage that otherwise would be terminated.

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  2. When should I expect my BCBS coverage to end and my COBRA coverage to begin?

    Your BlueCross/Blue Shield coverage will end the last day of the month in which your employment was terminated, and COBRA coverage would start the first day of the next month. Assuming that all paperwork and premiums are sent to BCBS, there will be no break in medical coverage.

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  3. What is the definition of a qualifying event?

    Qualifying events are instances that would cause a qualified beneficiary to lose health coverage.

    The types of events that affect covered employees are:

    • Voluntary termination
    • Involuntary termination (except for gross misconduct)
    • Reduction of hours (strike, layoff, full-time to part-time)

    The types of events affecting spouses are:

    • Death of the covered employee
    • Voluntary or involuntary termination of covered employee (Except for gross misconduct)
    • Reduction of covered employee's hours of employment
    • Divorce or legal separation from the covered employee
    • Entitlement to Medicare for the covered employee

    The types of events affecting dependent children are:

    • Death of the covered employee
    • Voluntary or involuntary termination of covered employee (except gross misconduct)
    • Reduction of covered employee's hours of employment
    • Divorce or legal separation from the covered employee
    • Entitlement to Medicare for the covered employee
    • Loss of dependent child status under the plan rules

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  4. How long does an employee have to notify the HR department of a qualifying event?

    The employee has thirty (30) days to notify the HR department of a qualifying event and complete the necessary enrollment forms.

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  5. How long does a Qualified Beneficiary have to elect COBRA coverage?

    Each Qualified Beneficiary has an election period of 60 days from either the date of notice or the date they lost coverage, whichever is later.

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  6. How long can I have Cobra coverage?

    The standard coverage period is up to 18 months.

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  7. When should I expect to receive my COBRA enrollment package from BlueCross/Blue Shield?

    BlueCross/Blue Shield will send out the COBRA enrollment package on the first of the month in which you would have coverage. You will have sixty (60) days from the qualifying event date to elect coverage.

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  8. Where is my enrollment package for COBRA sent?

    Your enrollment package will be sent to your home of record that is on file with EODT.

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Health Insurance Information (General)

  1. What is a maintenance drug?

    The Blue Cross Blue Shield of Tennessee Maintenance Drug List contains drugs to treat certain diseases or medical conditions considered to be chronic, long-term and stable. Drugs on the Maintenance List may be dispensed in up to a 100-day supply.

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  2. Where can I find the Maintenance Drug List?

    You can find the Maintenance Drug List by visiting the Blue Cross Blue Shield of Tennessee Web site at www.bcbst.com and clicking on the "Pharmacy" link.

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  3. Where can I get a copy of the Preferred Drug List?

    You may obtain a copy of the Preferred Drug List by visiting the Blue Cross Blue Shield of Tennessee Web site at www.bcbst.com and clicking on the Pharmacy link.

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  4. How does a member request a predetermination?

    A predetermination is a request for review to determine eligibility of services prior to the services being rendered. This will be sent in by the member's physician and will contain medical information showing why the services are needed. These generally take up to 14 days for consideration.

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  5. Why are claims being denied for speech therapy when they were previously covered?

    Speech therapy is eligible for services related to illness or injury only. Speech therapy for developmental delays typically does not fit the medical necessity criteria to be eligible for coverage. For maximum benefits where service is allowed, members should seek in-network providers for these types of services.

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  6. Do employees traveling outside of the country have coverage?

    Yes, benefits for services received by covered members outside the United States are eligible for reimbursement. For details concerning worldwide coverage, see BlueCard Worldwide.

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  7. Is treatment for behavioral modification covered for eating disorders?

    EODT plan has the behavioral health rider, these services are eligible for reimbursement. If the behavioral health rider is not purchased, only the services to treat any resulting medical condition are eligible for reimbursement. Nutritional guidance and education is covered if medically necessary and services are received at a Practitioners office.

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  8. Is the member liable for medical costs if a pre-certification or prior authorization is not obtained for out-of-state providers?

    Yes, if the out-of-state provider is not part of the member's network, either as a participating Blue Cross Blue Shield of Tennessee provider or as a participating provider in the BlueCard program, that provider is considered an out-of-network provider. Members are responsible for instructing out-of-network providers to call the number on the member's ID card to receive prior authorization. If the prior authorization is not received, the member may be responsible for all charges.

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  9. What is a pre-existing condition?

    Any physical or mental condition, regardless of cause, which was present during the six month period immediately before the earlier of when your coverage became effective, or the first day of any pre-existing condition waiting period, for which medical advice, diagnosis, care or treatment was recommended, received or for which a reasonably prudent person would have sought treatment from a provider of health care services. Pre-existing waiting periods can be offset by the number of months a member was previously covered by another insurance plan assuming they did not have more than a 63-day lapse in coverage from the time their previous coverage terminated to the effective date of the new policy.

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  10. What is the best way to check status of a claim?

    By using e-Health Services at www.bcbst.com, members can check the status of medical and dental claims. Registration is required before a member can begin using this service.

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  11. What types of limitations apply to chiropractic visits?

    The limitations set on chiropractic services for the standard plan allows for 30 visits for manipulative therapy per calendar year.

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  12. Once I become an employee when does my health insurance start? Is there a waiting period?

    Your health insurance will start the first day of the month following your hire date.

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  13. When do I get my health insurance cards?

    Once the coverage becomes effective, you will receive a BlueCross BlueShield of Tennessee, Inc. membership identification (ID) card. This card should be carried with you at all times and presented anytime you receive medical services you wish to have covered under this plan.

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  14. Can I purchase dental insurance?

    Full time permanent employees may purchase Guardian dental insurance. Dental insurance is separate from Health Insurance and requires a separate premium to be paid.

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Health Insurance Information (BlueCard)

  1. What is the BlueCard Program?

    The BlueCard Program is a national program that enables members obtaining health care services while traveling or living in another Blue Cross Blue Shield Plan's area to receive the same benefits of Blue Cross Blue Shield of Tennessee and gain access to providers and savings. The program links participating health care providers and the independent BCBS Plans across the country and around the world through a single electronic network for claims processing and reimbursement.

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  2. How can I find a BlueCard provider?

    There are two easy ways to find a BlueCard PPO provider and a BlueCard Traditional/Indemnity (participating) provider. You can call 1-800-810-BLUE (2583) or view the BlueCard Doctor and Hospital Finder at http://www.bcbs.com/healthtravel/finder.html. You should select a doctor or hospital in the PPO network.

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  3. Why am I responsible for obtaining pre-certification/pre-authorization when I seek medical services outside Blue Cross Blue Shield of Tennessee's service area?

    All inpatient surgery and many outpatient surgeries require prior authorization of Blue Cross Blue Shield of Tennessee in order for the benefits to be paid at the maximum allowable charge without penalty. It is member's responsibility to make sure that prior authorization is obtained any time a provider outside the Tennessee service area is utilized.

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  4. What should I do if a BlueCard PPO doctor or hospital is not available?

    In the event of an emergency, seek services from the nearest appropriate provider. In a non-emergency situation, please contact your customer service representative for assistance.

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  5. Are vision and dental services covered?

    Routine vision services are covered for all members. Dental coverage is through Guardian a separate plan.

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Health Insurance Information (HIPAA)

  1. What is HIPAA?

    HIPAA is the acronym for Health Insurance Portability and Accountability Act of 1996.

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  2. How will the law help people that currently have health insurance through their employer and who want to change jobs?

    Under HIPAA, health plans must cover an individual's pre-existing condition after 12 months. If at the time the person changes jobs he or she already has 12 months of continuous group health coverage, the person will not have to start a new 12-month exclusion for any pre-existing conditions. Under HIPAA, the new employer will be required to give credit for the length of time the new employee had group health coverage, provided certain requirements are met.

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  3. What is a pre-existing condition?

    A pre-existing condition, under HIPAA, is a condition for which medical advice, diagnosis, care, or treatment was recommended or received within the six-month period ending on the enrollment date in any new health plan. If the medical condition was present in the past, but no medical advice, diagnosis, care or treatment was received within the six months prior to enrolling in the Plan; the old condition is not a pre-existing condition for which an exclusion can be applied.

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  4. How does "crediting" for pre-existing conditions work under HIPAA?

    An individual will receive a credit for previous coverage that occurred without a break in coverage of 63 days or more. However, any coverage occurring prior to a break in coverage of 63 days or more would not be credited against a pre-existing condition exclusion period.

    For example, suppose an employee has had coverage for 2 years followed by a break in coverage for 70 days and then resumed coverage for 8 months. The employee would only receive credit for eight months of coverage; no credit would be given for 2 years of coverage prior to the break of 70 days.

    Creditable coverage includes, among others, coverage under:

    • Group or individual plans;
    • Medicare or TennCare;
    • Military health plan; and
    • State health benefits pool.

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  5. Can a person receive credit for previous COBRA Continuation Coverage?

    Yes. Under HIPAA, any period of time that a person receives COBRA Continuation Coverage is counted as previous continuous health coverage as long as the coverage occurred without a break of 63 days or more.

    For example, if a person was covered for 5 months by a previous health plan and then received 7 months of COBRA Continuation Coverage, the person is entitled to receive credit for 12 months by their new group health plan.

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  6. How does HIPAA affect COBRA?

    HIPAA makes three changes to the continuation health coverage provisions under COBRA:

    1. Qualified beneficiaries who are determined under the Social Security Act to be disabled within the first 60 days of COBRA Continuation Coverage will be eligible for an additional 11 months of coverage beyond the standard 18-month coverage period.
    2. The extension of coverage is also available to the spouse and dependent children of the disabled beneficiary.
    3. COBRA rules are modified to ensure that children who are born or adopted during the continuation coverage period are treated as qualified beneficiaries.

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  7. Are there pre-existing conditions that cannot be excluded from coverage?

    Pre-existing condition exclusions cannot be applied to pregnancy, regardless of whether the woman had previous coverage. A pre-existing condition exclusion also cannot be applied to a newborn, or adopted child under age 18 (or a child placed for the purpose of adoption) as long as the child became covered under the health plan within 30 days of birth, adoption or placement and does not incur a subsequent 63-day or longer break in coverage.

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  8. How will newly hired employees prove they had prior health coverage that should be credited?

    Providing information about an employee's (or dependent's) prior health coverage is the responsibility of an employee's former employer, group health plan and/or the insurance company providing such coverage. HIPAA sets specific reporting and certification requirements for group health plans, insurance companies and HMOs. Certification statements detailing when the employee was covered under the plan must be provided to employees and dependents when they are no longer covered by the plan and when COBRA coverage ceases.

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  9. What if an employee has trouble getting documentation from a prior employer?

    Insurers and group health plans are required to provide documentation to the former employee that certifies any creditable coverage the employee has earned. Insurers and group health plans that fail or refuse to provide such certification are subject to monetary penalties under HIPAA.

    If a certificate of creditable coverage from a previous insurer or group health plan cannot be obtained, Blue Cross Blue Shield of Tennessee will accept a substitute certification. A letter from the previous employer stating health coverages, dates of coverage, employee name and covered dependents will be sufficient. Blue Cross Blue Shield of Tennessee can also help the employee get a certificate of creditable coverage.

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  10. If a person changes jobs, are they guaranteed the same health benefits that they had under their previous plan?

    No. When a person transfers from one plan to another, the benefits received will be those provided under the new plan. Coverage under the new plan could be less than or greater than that offered under their previous plan.

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  11. Do employees have to be covered immediately under a new employer's plan?

    Not necessarily. Employers and insurance companies may set a waiting period before enrollees become eligible for benefits under the plan.

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  12. Can a person lose coverage if their health status changes?

    Group health plans and issuers may not establish eligibility for enrollment based on health status, medical condition (physical or mental), claims experience, receipt of medical care, medical history, genetic information, evidence of insurability, or disability. For example, an employee or dependent cannot be excluded or dropped from coverage the health plan offers just because they have a particular illness. Although employers may establish limits or restrictions on benefits or coverage from similarly situated individuals under a plan, they may not require an individual to pay a premium or contribution greater than that for a similarly situated individual based on health status. They may also change plan benefits or covered services if they give the participants notice of any material reductions within 60 days after the change is adopted.

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  13. Does HIPAA require employers to offer health coverage or to provide special benefits?

    No. The provision of health coverage by an employer is voluntary. HIPAA does not require specific benefits nor does it prohibit a plan from restricting the amount or nature of benefits for similarly situated individuals.

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  14. What if the new employer does not provide health coverage?

    There is no requirement for any employer to offer health insurance coverage. If a new employer does not offer health insurance, an employee may, if qualified, continue coverage under their previous employer's plan under COBRA.

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  15. What if the employee cannot afford the premiums for health coverage?

    HIPAA does not set premium rates but it does prohibit an individual from being charged more than similarly situated individuals in the same employer group health plan because of health status. Employers may offer premium discounts or rebates for participation in wellness or other health care promotions.

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  16. What if a person is unable to obtain group coverage?

    It may be possible to obtain coverage under an individual policy. HIPAA guarantees access to individual insurance for those who:

    • Have had group coverage for at least 18 months;
    • Did not have their group coverage terminated because of fraud or nonpayment of premiums;
    • Are ineligible for COBRA or have exhausted their COBRA benefits; and
    • Are not eligible for coverage under another group health plan.
    • The opportunity to buy an individual insurance policy is the same whether the individual is laid off, fired or quits his or her job.

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Employee Work Compensation

  1. When do I receive my first paycheck?

    A pay period encompasses two weeks as set by the payroll calendar. Your first paycheck will be the second Friday following the closing of the timesheet period in which your employment started. Time sheets are to be submitted to payroll by noon eastern standard time on Monday following the closing of the pay period.

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  2. How do I work overtime?

    Overtime must be pre-approved by a supervisor before it is worked to be allowable accordance with Policy 002. Also, overtime only begins after 40 hours of work not including travel time. Travel does not count towards overtime.

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  3. How do I apply for other EODT positions?

    Open positions will be posted on the Career Center at www.eodt.com/careers. All applicants who possess the minimum qualifications are encouraged to apply. If you are uncertain how to meet the minimum requirements or have questions, see your supervisor or the HR department for assistance.

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  4. Does EODT still do advance per diem requests?

    No. Advance per diem requests are not submitted for any EODT job site. Per diem requests are submitted via expense report. This means, like your paycheck, your per diem will be paid two weeks after the close of a timesheet period.

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  5. How should I submit for my per diem?

    Every two weeks you should submit an expense report to the home office via your supervisor or the on-site FOA. Expense reports are paid out on the same schedule as paychecks.

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  6. How should I submit an expense report for my mobilization or demobilization costs?

    You can find a blank expense report in the Employee Portal section of the website. After you complete the expense report, you should submit the signed copy with backup documentation to your Project Manager for approval.

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  7. Where should I send my expense report?

    Electronic copies can be emailed directly to your Project Manager and hard copies with documentation can be sent to the Home Office.

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  8. What documentation should I send with my expense report?

    All ORIGINAL receipts and boarding passes should be included with your expense report. Also, all payments should be converted to US dollars.

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 Benefits FAQ (Current Employees)