Grad Employee Wellness

Reimbursements

If you're eligible for Trust Fund benefits, you can submit a valid receipt to be reimbursed for up to $190 per plan year towards expenses for exercise or fitness. Valid receipts are for activities which take place primarily within the plan year (Sept 1 - Aug 31 of each year) but receipts are due by June 30th annually

 

Valid receipts are dated, clearly show the name of the institution to which fees were paid or the name of the item purchased, and show the period of the activity paid for. Examples include: a dated receipt from a gym with the total paid and membership dates, a copy of your bank statements with dates and identifiable charges to the gym, copies of dated cancelled checks, etc. Non-cancelled checks are not valid receipts. Please redact your account information if you submit bank statements or cancelled check copies.

ELIGIBLE WELLNESS ACTIVITIES

Eligible activities promote fitness and stress reduction through physical exercise. Examples include gym memberships, yoga, dance, aerobics, pilates and martial arts classes, golf and ski fees, marathon, road race and endurance course fees, swim fees, intramural sport fees, court fees and ice rental fees for related sport, state & national park passes and camping fees. Weight loss programs with fitness components, workout program DVDs, personal coaching/fitness tracking devices (all brands are eligible, excludes accessories and only 1 per person per plan year), fitness and personal training apps, mental health apps and out-of-pocket mental health costs* not covered by insurance. 

New for 2020-21: Equipment Purchases will now be eligible for reimbursement up to the existing plan year maximum of $190. Equipment must have been purchased on or after the official start of the plan year (September 1, 2020) and be used to support health and well-being during the pandemic, including weights and dumbbells, resistance bands, yoga mats and blocks, treadmills, ellipticals and rowing machines, bicycles and stationary bikes, sport equipment like balls and rackets, camping and backpacking equipment, skis and snowshoes, ergonomic desks and chairs, face masks and other personal protective equipment (PPE) for yourself, and headphones. Final approval of equipment purchases is per the decision of the Trustees. 

Both on campus and off-campus gym are eligible. Yearly membership fees, monthly service fees, locker fees and on-site equipment rentals required for the activity are eligible; late fees are not.

 

Activities that aren't eligible include: massage, acupuncture, health costs, spa treatments, facials, clothing and shoes. Receipts for family members or other individuals are not eligible.

Out of Pocket Mental Health Costs and Apps

Individuals who pay out-of-pocket for mental health costs that aren't otherwise covered by insurance can apply for reimbursement of these costs under the wellness reimbursement during plan year 2020-21. Documentation supporting the request must be provided but need not disclose personal information. In the case of out-of-pocket mental health costs, only the following is required: date, signature and title of health provider, total amount paid out-of-pocket. I understand that I do not need to submit such documentation to continue receiving other Trust Fund benefits. Final approval is per the decision of the Trustees. To request reimbursement, log in to your dashboard at hwtrust.geouaw.org and click on "Graduate Employee Wellness Reimbursement" and then check the box indicating your receipts are for mental health costs

Special Circumstances

Individuals who have special medical or disability needs and have requests that certain adaptive programs be deemed eligible may submit requests on a case by case basis. Documentation supporting the request must be provided but need not disclose personal information. A letter from a medical professional stating that the adaptive program or item would benefit you is all that's required. Letter should be dated within the current plan year and include signature and title of health provider. Please redact all other personal information. Final approval is per the decision of the Trustees. To request reimbursement, log in to your dashboard at hwtrust.geouaw.org and click on "Graduate Employee Wellness Reimbursement" and then check the box indicating your receipts are for special circumstances. 

RECEIPT GUIDELINES
  • Only charges for the eligible graduate employee can be reimbursed--charges for family members are not eligible.  Receipts for family gym memberships will be prorated for the just the eligible individual's charges.

  • Submit your receipt by logging into your dashboard at hwtrust.geouaw.org and uploading an image file. 

  • If you pay on a monthly basis, only charges dated after 9/1/20 are eligible.  Please plan accordingly as we only accept two submissions per year--you can group receipts together and submit them in two batches, making sure to submit your final batch as close to the deadline as possible to maximize your reimbursed charges.

  • If you purchase semester or yearly plans, a majority of the months represented on the receipt must fall within the plan year to be eligible (i.e. though dated in Aug/Sept, UMass Fall 2020 gym receipts are eligible for plan year 2020-21; receipts for the previous summer are not).

  • If your receipt has multiple parts or you are submitting several receipts from different places or from stores where the itemization is not detailed, please help us by notating your receipt to make it easier to read. Here's an example of what we mean.

Prepaid Daily Burn Memberships

New Prepaid Membership: The Trust Fund has purchased prepaid 6‐month & 12 -month subscriptions to the online fitness platform, Daily Burn. These subscriptions are limited and are available on a first-come first-served basis.

6 month memberships: count as 1/2 of your wellness reimbursement for the plan year and can be combined with a standard reimbursement for eligible activities/items up to $95.

12 month memberships are in lieu of a wellness reimbursement. 

You elect these by using the drop down menu in the wellness section of the benefits application. 

IDEAS FOR USING YOUR REIMBURSEMENT

This is just a partial list of places our members use their wellness reimbursement.  All receipts for places that meet the criteria for the reimbursement will be honored.

UMass Recreation Center

UMass BodyShop                                          

Newmass Yoga

Amherst Leisure Services                             

The Aerobics and Fitness Studio

Central Rock Gym                                          

YMCA Greenfield

Nirvana Yoga                                    

Hampshire Regional YMCA

Amherst Ballet                                                

Hampshire Athletic Club

Shaina Belly Dance