Bowdoin College strives to provide competitive and cost-effective benefits to fulfill the needs of all of our employees, no matter what stage of life they are enjoying. To that end, we have arranged/organized much of our benefits information by life stages and work stages. Of course, please do not hesitate to contact our Human Resources staff members if you cannot locate information you are seeking.
New Employee Paperwork
Before you can begin working in your new job, it's necessary to visit Human Resources in the McLellan Building, 85 Union Street, to complete your employment paperwork. This paperwork includes the federal I-9 Form, federal and state tax forms (W-4 and W-4ME), a confidentiality statement, and a personal information form. If you are working for 6 weeks or more at Bowdoin, you will also be required to complete a Direct Deposit Authorization form.
You will be required to present identification for the I-9 Form. A list of acceptable forms of identification can be found on the last page of the I-9 form. Please note: all ID must be original documents (or certified copies) and unexpired, and you'll need to provide either one item from List A, or one each from Lists B and C.
To schedule an appointment to complete your employment paperwork, call the Human Resources office at 207-725-3837.
New Employee Benefits Orientation
If your new position at Bowdoin is eligible for benefits, even if you choose not to elect them, you will need to attend a Benefits Orientation. Human Resources will send you an invitation to a benefits orientation which are held in Human Resources on Tuesday at 3:00 pm, unless it is the first Tuesday of the month, in which case the orientation will be held at 1:30 pm. Enrollment in various benefits is time sensitive so it is critical you take time to attend a session within the first 15 days of your start date. You must complete an enrollment form within 60 days of your start date.
New Employee Orientation and New Faculty Orientation
Orientation sessions for new employees are held at least once a month and new faculty orientations are scheduled at the beginning of each semester. Human Resources staff introduce you to important safety, security, and facility information as well as many campus policies and procedures and the Employee Handbook. You will receive an invitation to attend this 3 hour orientation. Attendance is mandatory, but if you have a scheduling conflict, you can attend a later orientation. As part of your orientation to the campus, we also encourage you to attend one of the Admissions walking tours of the campus offered several times daily.
When will I get my first paycheck?
Bowdoin's pay schedules differ depending on whether you are salaried or hourly. Salaried employees are paid on the last business day of each month. Hourly employees are paid every other Friday.
How do I track my time if I’m hourly?
Bowdoin uses an electronic time sheet program called TimePro to track time for all hourly employees. You may be asked to swipe a card to log your time if you work in one of the following departments (Dining Service, Facilities Management, Library, Athletics, or Theater and Dance) or you may need to enter your hours into a web time sheet for your supervisor to approve. Your username and password for TimePro will be the same username and password you use to access your Bowdoin email, and your supervisor will show you how to log your time. You can learn more aboutTimePro resources, and access your web timesheet here.
How do I get an ID card?
ID cards are both photo identification and will provide you access to any campus buildings and doors you need to access as part of your job. Your employee ID card is printed by the OneCard Office, which is located in Coles Tower. You should visit this office on your first day of work to receive your ID Card. The OneCard office will not print your card for you until your first official day of work.
How do I get a parking pass?
Parking passes are provided to all benefit-eligible employees. Once you have your email username and password, you may complete an online registration form and you will receive a parking decal via interoffice mail.
When you are choosing a doctor, you may want to ask yourself these questions:
When you are choosing a hospital, you may want to ask yourself these questions:
To help find answers to some of these questions, you can visit Get Better Maine. On this site you will find quality ratings for all hospitals and most primary care doctor practices in Maine and other tools to help you choose a doctor and make the most of doctor’s visits. You can also find information on quality at Maine Quality Counts or the Maine Quality Forum.
Once you review the list of quality providers in your town, visit Anthem to search for in-network providers. Bowdoin also includes three local, high-quality providers on the In-Network Preferred Provider benefit that can help you save money on healthcare costs.
The College Health Plan does offer some coverage for non-conventional or alternative therapies/treatments including acupuncture, massage therapy and chiropractic treatments. Please refer to the Health Plan Document and Benefit Summary for additional details.
Acupuncture: Benefits are provided for covered services received from a licensed provider. The plan pays 90% after the deductible and there is a 20 visit limit per calendar year. There are no acupuncture providers in Anthem’s network. For this reason, you must pay the provider upfront and submit an Anthem claim form and along with a receipt from the provider for reimbursement. Please be certain that the receipt from the provider lists their name, address, date of service, amount charged, procedure code and lists the medical diagnosis requiring treatment.
Massage Therapy: Benefits are provided for covered services received from a licensed provider. The plan pays 100% after a $30 copayment and there is a 20 visit limit per calendar year. As with acupuncture there are no providers in Anthem’s network. For this reason, you must pay the provider upfront and submit an Anthem claim form and along with a receipt from the provider for reimbursement. Please be certain that the receipt from the provider lists their name, address, date of service, amount charged, procedure code and lists the medical diagnosis requiring treatment.
Chiropractic Therapy: Benefits are provided for covered services. The plan pays 100% after a $30 copayment when services are received from an Anthem In-Network provider. The plan pays 70% after the deductible (subject to the maximum allowance) when services are received from an Out-of-Network provider. Please be certain that the receipt from the provider lists their name, address, date of service, amount charged, procedure code and lists the medical diagnosis requiring treatment. There is a 40 visit limit per calendar year.
A marriage is a qualified event which gives you the ability to cover your spouse through many of Bowdoin’s benefits including Health and Dental insurance. To help you decide whether your spouse should stay on his/her current plan or move to the Bowdoin plan, you will want to compare the costs and benefits from both plans. You will also want to check and see if your spouse's provider is “in-network.”
Timing of benefits - You MUST add/enroll your new spouse within 31 days of your marriage. Your spouse will be covered on the first day of the month following the date you return the completed enrollment form to Human Resources.
How healthy are you compared to people like you? Take this short quiz at WebMD to find out. (Your answers will never be shared with anyone, including Bowdoin or your doctor.)
Bowdoin College is also a member of the Maine Health Management Coalition, an organization that works with employers, providers, and health plans to improve the value of healthcare in Maine.
At Get Better Maine you can learn important information about doctors and hospitals in Maine, such as:
Bowdoin also offers a dental plan to help you keep your teeth and gums healthy to reduce your chances of getting heart disease or oral cancer.
Physical fitness can help you sleep better, increase your metabolism, and feel happier. There are lots of ways to get fit around Maine. Below are resources to get you out of the house or office and moving!
Fitness, wellness, and strength classes at Bowdoin
Anthem’s Fitness Resources
Healthy Maine Walks
Healthy Maine Partnerships – What You Can Do in Maine
Trails.com Hiking, Biking, and Walking Trails
Brunswick Parks and Recreation Department
Maps of the walking trails in Portland – Portland Trails
Outdoor Activities in Maine
Mid Coast Hospital’s Regular Exercise Ideas
Use of tobacco increases your chances of getting certain diseases and costs a lot of money. If you are ready to try and quit tobacco we are here to help! Check out the Summary of Benefits for the Bowdoin College Health Plan for coverage of smoking cessation treatments. One of Bowdoin’s preferred providers, Mid Coast Hospital, offers ongoing tobacco cessation groups and programs and Anthem provides online resources to help you give-up the habit.
Improving your work/life balance and resolving areas of unease at work are important pursuits. If either your professional or personal life is taking over the other, you can get help from the Employee Assistance Program (EAP) or Workplace Advisor Program.
Getting enough, uninterrupted, restful, sleep helps the immune system and emotional well-being. If you’ve been having trouble sleeping Bowdoin’s Counseling Services offer “ Seven Strategies for Successful Sleep”.
If do-it-yourself sleep strategies do not seem to be enough, Mid Coast Hospital houses a Sleep Disorders Center. If needed, the health plan’s prescription benefits will also help you afford needed sleep aids.
Eating right is a key component to preventing chronic conditions and disease such as diabetes, losing weight, having energy throughout the day, and feeling good. The Bowdoin College Health Plan covers nutritional counseling for medical conditions. The College urges you to take advantage of the highly rated, healthy, and carefully crafted food services on campus.
For people looking for more information on nutrition, the American Dietetic Association offers reliable online nutrition information, Hannaford offers free healthy living classes in their stores, and Mid Coast Hospital runs nutritional programs and events at (207) 373-6589. Bowdoin’s dining services page also offers healthy eating tips and resources and recipes.
Weight loss is hard but you do not have to do it alone! No matter how much weight you would like to lose, there are many resources that can help you. For example, Bowdoin’s Health Insurance Plan provides coverage for nutritional counseling to treat a medical condition such as obesity.
Bowdoin also helps employees in losing weight by providing on site, low fee fitness classes through the athletics department and free use Bowdoin’s state-of-the-art-facilities including the Peter Buck Center for Health and Fitness, Morrell Gym, Farley Field House and pool and the Sidney J. Watson Ice Arena. The College also has extensive outing opportunities -- don’t be shy about joining in with the students on fitness adventures!
Many Bowdoin employees also seek weight loss assistance from Weight Watchers and Anthem’s Weight Management Tools. Be sure to check out upcoming classes for Mid Coast Hospital’s Center for Weight Management.
Preventing chronic conditions and disease is important for people of all ages and levels of health. To help lower your chances of getting ill it is important to manage your weight, have good nutrition, get regular gum and tooth care, avoid substances like tobacco and drugs, and importantly – getting high quality preventive medical care. When it comes to prevention, check out the College Health Plan Benefit Summary Chart to understand how many preventive services including mammograms and colonoscopies, etc. are covered at 100%.
Manage your Health Conditions
The Bowdoin College Health Plan via Anthem also provides the ConditionCare program to help Bowdoin employees with asthma, diabetes, COPD, coronary artery disease (CAD), and heart failure. The ConditionCare program is confidential and voluntary. When you take part in ConditionCare, it can not only help you better manage your health condition, but also save money on co-pays and some prescription medications. You can participate by calling 1-800-527-7706.
The College has a generous sick time and vacation time benefit and in the event of personal illness, eligible employees may draw upon sick time (or vacation, if there is not enough sick time to cover the absence) up to the amounts accrued. The employee should notify the supervisor or department head of any absence as specified by the Attendance and Punctuality Policy and the Sick Time Policy.
Sick time (or vacation) may be used for time lost due to employee medical or dental visits, providing the appointments (unless of an emergency nature) are scheduled in advance and with supervisory approval. Whenever possible, these appointments should be scheduled on regular days off, before or after work, or during lunchtime.
If you are ill and need to be absent from work more than 3 days, please notify your supervisor and Human Resources. You may need to request a medical or family medical FMLA Leave of Absence or use time designated under the Maine Family Care Act.
What happens if a family member gets sick and I need to provide care?
Under the Maine Family Care Act, the College allows benefits eligible employees to use up to forty (40) hours of accrued sick and/or vacation time in a calendar year to care for immediate family members who are injured or ill. For the purposes of this policy, an immediate family member includes an employee’s child, spouse, domestic partner, or parent.
Just as with an absence for a personal illness, the employee must notify his/her supervisor in a timely manner regarding the need to miss work in order to care for an immediate family member who is ill or injured. The College also reserves the right to require verification of illness as it does in situations involving the employee’s own illness.
If an employee will require more than three (3) days away from work to care for a family member, the employee must contact the Human Resources Department to apply for a Family Medical FMLA Leave of Absence. While on a family medical leave, the employee may continue to use accrued time in accordance with the terms of this policy.
What is it? The Emergency Sick Time Bank is a "bank of sick time" that has been donated by fellow support staff employees for use by other support staff employees who are out of work full-time with a serious medical condition. The emergency sick time bank is not available to faculty or administrative staff.
How can I donate hours? Any support staff employee who has more than 500 hours of sick time in his/her current sick time accrual may donate up to 100 hours per calendar year. The creation of the Emergency Sick Time Bank is based solely on the donations of support staff who have significant sick time accrued. Before making a donation, HR recommends that you review your disability insurance election. Please click here to review the full summary of the College's disability benefits.
How would I request hours? Support staff employees can request an award of hours once they meet the following criteria:
How are awards determined? After meeting the initial criteria and filling out the request form, there are three factors considered before granting an award:
Awards will be considered on an as needed basis.
If your family will be expanding soon, congratulations! You may want to check out the following links for more information about the College's policies and resources.
Medical Leave of Absence (for pregnancy)
Faculty Parental Leave (Section I. H. of the current Faculty Handbook)
Return to Work
Lactation in the Workplace
Anthem Future Mom's Program
Bowdoin College Children's Center
Employee Assistance Program - Childcare Options
The birth or adoption of a child is a qualified event allowing you to add the child to the health and/or dental plans within 31 days after the date of birth or date of adoption.
If you or one of your family members has been recently diagnosed with a medical condition, there are resources available to help you deal with news and all it entails. You may want to check out the following links for more information about the College's policies and resources as well as community organizations.
What is a Qualified Event?
Each year during Open Enrollment (typically held each October/November) you have the opportunity to make new benefit elections or change your current elections for the coming calendar year. After Open Enrollment has ended, you can’t make changes to the benefits elections unless you have a “Qualified Event”. A Qualified Event is a life change event that either changes the number of your eligible family members or that causes you or a family member to gain or lose other coverage (either at Bowdoin or outside of Bowdoin). The change that you are allowed to make because of a Qualified Event MUST match the event.
None of us knows when an emergency might shift our personal and professional lives upside down. The College Employee Assistance Program is a great resource for emergency counseling and referral services and it is available 24/7/365. The College also has policies for serious illness and bereavement, an emergency sick time bank for support staff, and a staff assistance fund. Please do not hesitate to contact Human Resources to explore these options in case of an emergency.
Please be certain to periodically review and update your personal emergency contact information in our employee self-service HRforYOU database.
BE WELL @ BOWDOIN is committed to establishing a work environment that promotes healthy lifestyles, decreases the risk of disease, and enhances the quality of life. Check out the Health and Wellness section of our website for more insight about health promotion, educational programming, and the full array of athletic and recreational facilities available for employees.
As a Bowdoin employee, you have a variety of opportunities to save money including:
Please visit the HR handbook section Scholarships for Dependents of Faculty and Staff for more information about this benefit program.
If your work - life balancing act includes taking care of an aging parent or relative, please consider checking out some of the community and statewide resources available to you. Here's a list to get you started!
GENERAL ELDER SERVICES
Bowdoin College Anthem Employee Assistance Program (EAP) 1-800-647-9151
Southern Maine Agency on Aging 1-877-353-3771
Aging Excellence 771-0991
Bath Area Senior Citizens 443-4937
Elder Care Network of Lincoln County 563-2148
Elder Independence 1-888-234-3920
Elder Care Locator 1-800-677-1116
Respite Care– Bath/Brunswick 729-8571
Spectrum Generations/Meals on Wheels 1-800-639-1553
Legal Services for the Elderly 1-800-750-5353
HOME HEALTH CARE SERVICES
Home Care and Where to Find It - DHHS, State of Maine
CHANS Home Health Care (a division of MidCoast Hospital) 207-729-6782
Interim Health Care, Brunswick 725-7201
Who is considered a retiree of Bowdoin College?
An employee who leaves employment of the College after they have completed at least fifteen years of continuous service in a regular benefits eligible position after reaching age 40 (and attaining age 55) is eligible to be considered a “retiree” of the College. Individuals who meet the above eligibility criteria and are considering retirement should arrange a meeting with Human Resources at their earliest convenience.
Please see the Retiree Benefits section in the Employee Handbook for more information.
How do retirees gain access to money they have saved in College Retirement Plans?
While working at Bowdoin you may have received contributions from the Bowdoin College 401(a) Retirement Plan with Fidelity Investments and/or you may have made contributions to a Supplemental 403(b) Retirement Account through American Century, Fidelity Investments and/or Vanguard.
Once you retire and your employment has ended, you may decide to leave the funds where they are or you may decide to transfer the funds (then or at a future date) possibly to an IRA or to your future employer’s retirement plan (if allowed by their plan). You may also decide to withdraw part or all of the funds as cash, although you would be required to pay taxes on the withdrawal and a penalty for early withdrawal if applicable.
To discuss your options and/or to initiate a transfer/withdrawal, please contact your appropriate retirement carrier. They will provide you with the necessary paperwork. When the paperwork is complete, please forward it to Human Resources to verify that your employment with the College has ended.
What medical benefits are available to Retirees?
Retirees and their dependents already enrolled in the Bowdoin College Health Plan when the employee retires are eligible to enroll in the College’s retiree medical plan.
Please see Leaving the College for information regarding all other benefits.
Who can be covered by the College’s retiree medical plan?
Retirees and their dependents (who are already enrolled in the Bowdoin College Health Plan when the employee retires) are eligible to enroll in the College’s retiree medical plan. If you are anticipating retirement, you should be sure to enroll eligible family members in coverage during the annual open enrollment prior to your intended retirement date because there is no opportunity to add family members to the retiree health plan at the time of your retirement or after retirement. In addition, if you decide to decline retiree medical coverage at the time of your retirement or you drop the coverage at a future date there is no option to reinstate the coverage going forward.
What retiree medical insurance is available to individuals under age 65?
Retirees under age 65 are eligible to elect coverage by the Bowdoin College PPO Health Plan in the retiree group and pay the same monthly costs as active employees for this coverage. If a family member remains on the under-age-65 health plan after the retiree reaches age 65, then the cost of the family member’s coverage will increase to the full premium cost for the tier of coverage that they are enrolled in.
What retiree medical insurance is available to individuals age 65 and over?
Retirees age 65 and over are eligible to elect coverage by the Bowdoin College Retiree Health Plan - Medicare Supplement Plan F. To make this election an eligible individual must enroll in both Parts A and B of Medicare. For information about the different parts of Medicare, how to enroll, how to locate a local Social Security office and how to apply for Social Security benefits, please see http://www.medicare.gov/. Medicare Supplement Plan F does not include prescription drug coverage. To obtain prescription drug coverage an individual must purchase a Part D plan of Medicare outside of Bowdoin. More information is available at http://www.medicare.gov/.
The college contributes $70 monthly toward the cost of Medicare Supplement Plan F for the retiree, while spouses are responsible for the full premium.