New Hire Information

Important Information for New Employees

Under federal law, all new employees must complete Form I-9 and submit documentation to verify their identity and eligibility for employment. You can find more information about the I-9 process on the U.S. Citizenship and Immigration Services Website.

Medical

Girl Scouts – NC Coastal Pines offers both a High Deductible Health Plan with HSA and a Copay Plan as health insurance coverage options through Blue Cross Blue Shield to all permanent, full-time employees.

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Employees that select the High Deductible Health Plan have the option to also contribute to a Health Savings Account (HSA). The HSA is a personal savings account for health expenses. Employees may make pre-tax contributions to their account that can be used to pay for eligible, medical, or vision expenses. Girl Scouts – NC Coastal Pines contributes on a monthly basis to the employees’ health savings account and counts towards your annual contribution limit.

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Employees have the option to contribute to a Flexible Spending Account (FSA). Girl Scouts – NC Coastal Pines offers the following FSA options:

Medical FSA – Health FSA participants will be able to contribute up to the annual IRS maximum amount. Additionally, participants will be able to carryover unused amounts up to the IRS maximum allowed carryover amount.
Dependent FSA – Dependent FSA participants will be able to contribute up to the annual IRS maximum amount. The carryover feature does not apply to Dependent FSA accounts.
Limited FSA – If you are enrolled in an High Deductible Health Plan (HDHP) with HSA medical plan, you are not eligible for the Medical FSA plan. Employees that select the High Deductible Health Plan (HDHP) can enroll in a Limited FSA. A Limited FSA covers eligible dental and vision expenses.

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A Health Reimbursement Account (HRA) is a council sponsored account that offers employees tax-free money to pay for eligible healthcare expenses. A Health Reimbursement Account (HRA) is designed to offset the cost of your medical expenses. All reimbursement claims must be submitted within 90 days from the end of the plan year (December 31st) in order to receive reimbursement. The HRA is administered by Health Equity and can be used with both the High Deductible and CoPay Plans.

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Blue Cross Blue Shield of North Carolina (BCBSNC) has partnered with telemedicine provider Teladoc to provide you and your family with access to fast and convenient quality medical care. Video consultations are available 24/7.

This is intended for non-emergency care only.
Provides diagnosis and treatment (including some prescription drugs) by board-certified physicians for ailments such as allergies, sore throat, flu, respiratory infections, etc.
Consultations available online or available through Teladoc mobile application available on the iTunes store or Google Play.
Cost for consultations are available within the app and website and vary based on the medical plan you have selected. Reference your BCBSNC Group Number (on your medical ID card) when accessing care.

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Making sure you have the tools and support you need to be your healthiest is very important to Girl Scouts – NC Coastal Pines. Once you have enrolled in the medical plan, BCBSNC offers several ways to help you get the most out of your health plan – at no additional cost. In fact, they reward you for your efforts! It all happens at Blue Connect, your personalized member website. This is where you’ll find the Activity Center, which lists simple activities you can complete to earn rewards.

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Dental

Dental coverage is provided by Delta Dental. Delta Dental provides a network of dentists associated with this plan. Whether your dentist is in or out of network, the benefits will be paid the same regardless. Dentists who are in network cannot bill you for the amounts over the allowed charges; however, non-network dentists may bill you for amounts over the allowed charges.

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Vision

Vision coverage is provided by EyeMed. Vision benefits are so much more than an eye exam. They help you save money, stay healthy and see everything life has to offer.

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Group Term Life Insurance coverage is provided by The Hartford. Group Term Life Insurance is a 100% employer paid benefit of life insurance valued at 1.5 salary amount, up to a maximum of $500,000 with age reduction beginning at age 65. Evidence of insurability (EOI) is required for amounts exceeding $200,000.

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Long Term Disability Insurance (LTD) coverage provided by The Hartford helps to ensure employees continue to get a portion of their income when they are absent from work for an extended period due to a covered disability. This is a 100% employer paid benefit which begins after 90 days.

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Girl Scouts – North Carolina Coastal Pines provides employees the opportunity to participate in Voluntary Worksite Benefits through payroll deduction. These benefits provide an added means to help protect the assets you have in place in the event of an unexpected accident, critical illness, hospital indemnity and/or short-term disability. The Hartford provides employees the option to choose between a variety of plans that best fit you (and your family’s) needs. These benefits will be deducted on a post-tax basis.

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Voluntary Life Insurance

Additional life insurance coverage (voluntary life) is provided by The Hartford and available for the employee, spouse and their dependents. Employees can select up to $300,000 of additional coverage for themselves, up to $150,000 of additional coverage for their spouse, or up to $10,000 of coverage for their dependents.

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Voluntary Short-Term Disability (STD)

Short-Term disability insurance (STD) helps protect an employee’s income during extended work absences. Voluntary, employee-paid STD coverage is available for employees.

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Voluntary Accident Insurance

Accident Insurance (AI) helps protect employees against the financial burden that accident-related costs can create. With accident insurance, you’ll receive payment(s) associated with a covered injury and related services. You can use the payment in any way you choose – from expenses not covered by your major medical plan to day-to-day costs of living. This insurance provides benefits when injuries, medical treatment and/or services occur as the result of a covered accident. Voluntary, employee-paid accident insurance coverage is available for employees, their spouses, and their dependents.

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Voluntary Cancer/Critical Illness Insurance

Critical Illness Insurance (CI) helps protect employees against the financial burden that serious illness-related costs can create. Facing a serious illness can be challenging emotionally and financially. Major medical insurance may pick up most of the tab but can still leave out-of-pocket expenses that add up quickly. Cancer/Critical Illness Insurance can provide a lump-sum benefit upon diagnosis of a covered illness that can be used however you choose – from expense related treatments to deductions or day-to-day costs of living such as mortgage or your utility bills. Voluntary, employee-paid cancer/critical illness insurance coverage is available for employees, their spouses, and their dependents.

Voluntary Hospital Indemnity Insurance

Hospital Indemnity insurance (HI) provides a cash benefit if you or an injured dependent are confined to a hospital for a covered illness or injury. Even with the best primary health insurance plan, out -of-pocket costs from a hospital stay can add up. The benefits are paid in a lump sum amounts to you, and can help offset expenses that primary health insurance doesn’t cover (like deductibles, co-insurance amounts or co-pays) or benefits can be used for any non-medical expenses. Voluntary, employee-paid hospital indemnity insurance coverage is available for employees, their spouses, and their dependents.

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Girl Scouts – NC Coastal Pines is committed to helping you perform at your best. This benefit program offers the support and resources you need to address personal or work-related challenges and concerns. Best of all, it’s free for you and members of your household and completely confidential. EAP offers free, confidential help with personal or work-related concerns (up to three services per year), referrals to other sources for assistance, and 24-hour emergency coverage. Simply call 1-800-96-HELPS (1-800-964-3577) to access EAP or visit www.guidanceresources.com.

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Girl Scouts – North Carolina Coastal Pines believes in the importance of saving for retirement. Employees that regularly work 20 hours or more, are eligible to participate in our 403(b) retirement plan on as of their date of hire. Girl Scouts NCCP offers employees both a traditional retirement plan (pre-tax contributions) or a Roth IRA plan (post-tax contributions).

Matching: Girl Scouts – NC Coastal Pines offers a generous employer matching program. The Council will match $1 for $1 on the first 3% of salary and $.50 per $1 on the next 6% of salary. To be eligible for the matching, participants must be 21 years of age and be participating in the plan.

Vesting: Employee contributions always belong to the participant. Vesting all the employees to retain the full employer match at the time of separation from the Council. Employees are 100% vested in the employer match contributions after 3 years of employment.

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Workers' compensation benefits generally are available to employees as the result of covered injuries and illnesses arising out of and in the course of employment. Employees are required to notify their supervisor and submit a report of the incident to our worker’s compensation provider, Key Risk, by calling 1-866-687-0710

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Girl Scouts- North Carolina Coastal Pines recognizes the importance of paying for education expenses. All employees are eligible to participate in the North Carolina 529 National College Saving Program. Investing for education is easy when it comes straight from your paycheck. The NC529 funds can be used at virtually any college anywhere (no requirement to stay in NC).

For more information on the costs of college, see the College Foundation College Saving Calculator.

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Working Advantage – Girl Scouts- North Carolina Coastal Pines offers employees an opportunity to join this FREE employee discount program. The program offers exclusive deals and limited time offers on products, services and experiences.
Discounts at Council Retail Store – One of the many perks of working for GSNCCP is your employee discount on great Girl Scout merchandise. The employee discount is 30% off and can be used in council shops, trading posts, and mobile events. Unfortunately, the employee discount cannot be used on GirlScoutShop.com . The employee discount is intended to be used for personal and dependent purchases and should not be used for troop purchases. The employee discount cannot be used in combination with any other discount or offer, including Lifetime Membership or Military discount and is not applicable on clearance merchandise.
Discounts on Summer Resident Camp – GSNCCP employees are eligible for a 50% staff discount that can be applied to summer camp registration.

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Girl Scouts – North Carolina Coastal Pines recognizes and appreciates our staff for their contribution and skillset to help support our mission of building girls of courage, confidence, and character who make the world a better place. This wouldn’t happen without you and show our appreciation we have instilled the below recognition program.

BRAVO! - Our BRAVO! Program is a peer-to-peer recognition program that encourages employees to highlight the support and successes of their team members by recognizing the individual with a BRAVO! which is shared for all to view and congratulate. On a quarterly basis, one lucky employee is selected from the nominations and recognized with a prize.
Milestone Awards – At Girl Scouts NCCP We also value service Provides recognitions to employees for their years of service and dedication to Girl Scouts – North Carolina Coastal Pines. Employees who have achieved a milestone in increments of 5 years of service will be recognized at an annual all staff event and receive a special gift to commemorate their service.

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According to the current Public Service Loan Forgiveness guidelines employment in a not-for-profit organization, like Girl Scouts – North Carolina Coastal Pines qualifies you for Public Service Loan Forgiveness. You can find out more information about the program on Public Service Loan Forgiveness Federal Student Aid.

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Get access to your paycheck before payday with OnDemand Pay. Employees can request up to 50% of their paycheck to be delivered to your account the same day! You can access your funds early up to 3 times during the pay period. Just access to earned income any time during the pay period. See how easy it is to get started here!

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Holidays - The Council has designated the following days as paid holidays for all regular full-time employees:

New Years Day	Martin Luther King Jr. Birthday
Good Friday	Memorial Day
Juneteenth	Independence Day
Labor Day	Indigenous People’s Day
Veteran's Day	Thanksgiving (two days)
Winter Break (all workdays between 12/24 - 1/1)

Vacation – Eligible employees accrue vacation leave on a monthly basis and is based on the years of continuous service with the Council. The vacation leave has an unlimited carryover each calendar year. At separation of employment, employees will receive a lump sum payment for any accrued and unused vacation leave to a maximum of 160 hours.
Sick Leave - Regular full-time employees will accrue 8 hours of sick leave with pay on monthly basis:
Floating Holiday - Full time employees will accrue one paid floating holiday per calendar year.
Mental Health Day - Full time employees will accrue one paid floating holiday per calendar year.
Community Service Leave - Full time employees will accrue one paid floating holiday per calendar year.
Bereavement Leave – Employees may request up to three days bereavement leave in the event of the death of a person of significance in their life.
Parental/School Activity Leave - Employees who are parents or guardians of school-age children (daycare through high school) may use up to eight hours of paid Community Service leave per calendar year to attend or otherwise be involved at their children’s school provided.
Juvenile Order Leave - Employees who are subject to juvenile court orders will be granted unpaid leave to comply with properly issued court orders, as required by law.
Domestic Violence Leave - Employees who have been injured or threatened by a third party will be granted unpaid leave to obtain or attempt to obtain a civil no-contact order, as required by law. Employees must use accrued vacation or floating holiday time to cover unpaid absences.
Civic Duty Leave - During the time that an employee is on jury duty or serving as a non-party witness, the Council will compensate a regular full-time employee at their regular rate. As the employee has been paid by the Council, an employee who serves on a jury is required to pay to the Council any compensation received for jury service. GSNCCP reserves the right to request a deferral of service within the limitations prescribed by applicable law.
Military Leave - USERRA ensures that an individual may be absent from work for military duty and retain reemployment rights for up to five years (some exceptions apply). Employees absent for military service will be granted time off from work without pay in accordance with federal law except:
- An employee who has completed at least one year of service and is required to perform two weeks of annual military training will be granted a paid leave for a period not to exceed ten working days a year. Salary during this period of paid leave will be paid in the amount of the difference between regular salary and military pay provided military pay is smaller.
- An employee who has not completed at least one year of service when summoned for annual military training will be granted an unpaid leave for the period of military service, or use accrued annual leave.
- An employee who is called to active military service for a period beyond the annual training period will be granted an unpaid leave as required by law. However, prior to going on leave without pay, an employee may use their annual leave.
Leave Without Compensation - Leave without compensation is considered on an individual basis, after accrued paid leave has been exhausted, and may be granted with the approval of the applicable Chief Officer.
Family and Medical Leave Act (FMLA) - FMLA leave may be paid, unpaid, or a combination of paid and unpaid time, depending on the circumstances of the leave and as specified in the Council policy. Under FMLA, an employer may grant eligible employees up to a total of 12 weeks of unpaid leave per 12-month periodTo determine the 12-month period in which the 12 weeks of leave entitlement occur, the Council uses a “rolling” 12-month period measured backward from the date an employee uses any FMLA leave.
Military Family Leave Entitlement - The FMLA provides up to 26 weeks of unpaid leave during a single12-month period for eligible employees to care for a spouse, child, parent (in-laws not included), or next of kin (nearest blood relative) injured in the line of military duty (Military Caregiver Leave), dependent on certain conditions:
Spouse’s Combined Leave - Employees who are married to one another are limited to a combined total of 12 weeks of leave during the 12-month period if the leave is taken FMLA.Employees who are married to one another are limited to a combined total of 26 weeks of leave during the single 12-month period during which Military Caregiver Leave may be taken if either Military Caregiver Leave or a combination of Military Caregiver Leave and FMLA leave taken. If the leave taken by either spouse includes FMLA leave other than Military Caregiver Leave, the 12-week limitation described above will apply to that non-Military Caregiver Leave.

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Employees can request a portion of their earned wages before regular payday with On Demand Payment within the Girl Scouts – NC Coastal Pines’ HRIS system. Just access to earned income any time during the pay period. See how easy it is to get started here!

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You are eligible for the following benefits if you are an active part time employee regularly scheduled 20-29 hours per week, and may work recurring, fluctuating or temporary schedules.

403(b) Thrift Retirement Plan (www.retiresmart.com) - Girl Scouts – North Carolina Coastal Pines believes in the importance of saving for retirement. Employees that regularly work 20 hours or more, are eligible to participate in our 403(b) retirement plan on as of their date of hire. Girl Scouts NCCP offers employees both a traditional retirement plan (pre-tax contributions) or a Roth IRA plan (post-tax contributions).

Matching: Girl Scouts – NC Coastal Pines offers a generous employer matching program. The Council will match $1 for $1 on the first 3% of salary and $.50 per $1 on the next 6% of salary. To be eligible for the matching, participants must be 21 years of age and be participating in the plan.
Vesting: Employee contributions always belong to the participant. Vesting all the employees to retain the full employer match at the time of separation from the Council. Employees are 100% vested in the employer match contributions after 3 years of employment.

Payroll

Payment Practice and Schedule

GSNCCP employees are paid bi-weekly or every two weeks by direct deposit. As required by law, GSNCCP will deduct the following from each employee’s paycheck each pay period: federal and state income taxes, Social Security/Medicare taxes and, where applicable, garnishments. Insurance premiums for eligible employees and their families, and other specified deductions may be made after an employee establishes eligibility, elects coverage, or completes the appropriate authorization forms. Please refer to the 2023 Payroll Schedule for a list of paydays.

Employee Self Service

Employee Self Service (ESS) is an online resource accessible through Girl Scouts – NC Coastal Pines’ HRIS portal. Through ESS you will enter your banking information to initially set-up your direct deposit, change your tax withholding, view and print your monthly pay statements, print your W-2 year-end tax statement, update your mailing address, enroll in benefits and more. You will need your login information to access ESS. You should receive these prior to or on your first day of employment.

Direct Deposit

All employees are strongly encouraged to provide their bank account information so that their paychecks can be direct deposited into their account(s). Paper checks will be issued to the address listed in the employee’s ESS portal. Due to processing and mailing time, the direct deposit is always available sooner than the paper checks.

Payroll Taxes

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Upon hire, the tax withholding for all new employees is set to marital status = Single, and number of personal allowances = 0.If you want to claim Single, 0 for both federal & state tax calculation purposes, you do not need to do anything. If you wish to claim something other than Single, 0 you will need to make the change via Employee Self Service.

NOTE: Your work location is automatically set to North Carolina.

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Social Security/Medicare taxable earnings are the total salary plus non-wage compensation, reduced by “pre-tax” deductions (examples of pre-tax deductions: dental, health, and vision insurance premiums, dependent care, flexible medical savings account, etc)

Social Security
- Social Security Tax or Old Age, Survivors and Disability Insurance (OASDI)
- Withheld at a flat 6.2% of taxable gross
  - The wage base limit for the current calendar year can be found here.
Medicare or Hospital Insurance (HI)
- 1.45% of taxable gross with on up to $200,000
- .9% applied on wages in excess of $200,000.

Social Security and Medicare taxes are known collectively as FICA (the Federal Insurance Contributions Act).

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By January 31st of each year, Girl Scouts – North Carolina Coastal Pinesmust provide you with a W-2 Wage and Tax Statement for the prior calendar year. Due to IRS regulation, Girl Scouts – North Carolina Coastal Pines is required to print your W-2 and mail it to your home address UNLESS you tell us you prefer to receive your W-2 electronically via ESS and do not want us to mail you a paper copy. Due to processing and mailing time, the electronic W-2 is always available sooner than the paper version. You can consent to receive an electronic W-2 through Pay in Employee Self Service.

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By March 2nd of each year, Girl Scouts – North Carolina Coastal Pines must provide Forms 1095 for the prior calendar year to individuals who, at any point in the prior year (the reporting year), were ACA full-time employees or covered under the employer group healthcare plan.. Due to IRS regulation, Girl Scouts – North Carolina Coastal Pines is required to print your 1095 and mail it to your home address UNLESS you tell us you prefer to receive your W-2 electronically via ESS and do not want us to mail you a paper copy. Due to processing and mailing time, the electronic W-2 is always available sooner than the paper version. You can consent to receive an electronic W-2 through Pay in Employee Self Service.

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A pre-tax deduction is a deduction to gross wages that reduces taxable wages for the employee. The IRS has classified certain employee-paid premiums and contributions as pre-tax deductions. These deductions reduce your gross wages to taxable wages. The withholding taxes on your paycheck are based on your taxable wages not your gross wages. The taxable wages on your paycheck are what is reported on your W-2.

For example: Premiums paid towards health, dental & vision insurance are all “pre-tax” deductions. If your “Actual Gross” is $3,000 per month and you are having $50 for dental & $50 for vision insurance premiums deducted each month from your paycheck, your “taxable gross” wages are only $2,900 not $3,000.

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Certain fringe benefits paid by the employer are taxable to the employee and is referred to as imputed income for federal tax purposes. Internal Revenue Code section 79 provides an exclusion for the first $50,000 of group-term life insurance coverage provided under a policy carried directly or indirectly by an employer. For our full-time employees with Group Term Life that has a benefit value exceeding $50,000, you will have imputed income.

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Nonexempt – Nonexempt employees are required to record their hours worked or paid leave using the Council’s electronic time recording system. The time record must accurately reflect all regular and overtime hours worked (including hours worked outside of regular working hours on work phone calls, texts, emails, or other work activities), any absences, late arrivals, early departures, and meal breaks. Employees are prohibited from performing any “off-the-clock” work. “Off-the-clock” work means work you may perform but that is not reported. Any employee who fails to report any hours worked will be subject to disciplinary action, up to and including termination of employment.

Exempt - Full Time Exempt employees are expected to work a minimum of 40 hours a week. The time record must accurately reflect all paid time off or unpaid absences. Once time off has been approved by the manager, the use of paid leave will appear automatically on the employee’s timesheet. If leave is requested and approved and then not used due to a change in plans, the employee is required to cancel the time off request through the timekeeping system

Employee Resource Groups

Join one of our Employee Resource Groups — BIPOC, LGBTQIA+, or Wellness.

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