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2.1 ERISAThe benefits described in this handbook are administered in accordance with the Employee Retirement Income Security Act (ERISA). If future rulings, decisions, etc., should result in a significant change, benefits will be reviewed and restated as necessary to ensure conformity with ERISA. 2.2
Eligibility for Benefits
There are two general classifications of benefits available to University employees. Some benefits, including Social Security, Unemployment Compensation and Workers' Compensation are required by law, and are administered in accordance with a specific law. Other benefits including retirement, health care insurance, and life insurance are made available by the University and are administered in accordance with University rules and ERISA. The University will periodically specify the nature of these benefits and requirements for eligibility. The benefits and eligibility requirements listed below are those currently offered and are subject to change. The benefits to which an individual is entitled depend on the total hours the employee is scheduled to work during the course of a year. Eligibility for the additional benefits listed under B&C becomes effective on the date employment begins in a position in which the employee is scheduled to work the required hours as stated below. Hours worked in a part-time non-benefits eligible position or a position not eligible for full-time benefits will not be counted toward the time requirement in determining eligibility. A. Employees who work at least 1,000 hours per year but not on a regularly scheduled basis are eligible to participate in the retirement program and tax-deferred annuity (TDA) plans. B. Employees who work at least 1,000 hours per year on a regularly-scheduled basis are eligible for the following benefits: Vacation* Holidays* Salary Continuation* [if hired before July 1, 2000] Paid Medical Time Off* [if hired on or after July 1, 2000] Short Term Disability Insurance [if hired on or after July 1, 2000] Health Care Insurance Flexible Spending Accounts Life Insurance Supplemental Life Insurance Dependent Life Insurance Accidental Death & Dismemberment Insurance Long Term Care Insurance Retirement Tax-Deferred Annuity (TDA) plans Adoption Reimbursement Bereavement Leave* Employee Assistance Program Wellness Program Bombeck Family Learning Center
* Prorated based on actual hours worked. C. Employees who work at least 35 hours per week for at least 9 months per year or who work at least 1,500 hours per year on a regularly-scheduled basis, are eligible for the following benefits: Vacation* Holidays* Salary Continuation* [if hired before July 1, 2000] Paid Medical Time Off* [if hired on or after July 1, 2000] Short Term Disability Insurance [if hired on or after July 1, 2000] Long Term Disability Insurance Health Care Insurance Flexible Spending Accounts Life Insurance Supplemental Life Insurance Dependent Life Insurance Accidental Death & Dismemberment Insurance Long-Term Care Insurance Retirement Tax-Deferred Annuity (TDA) plans Medical Retirement Tuition Remission Tuition Exchange Program Adoption Reimbursement Bereavement Leave Discount on Football and Basketball Tickets Employee Assistance Program Wellness Program Bombeck Family Learning Center
* Prorated based on actual hours worked. The availability of most benefits to an employee depends on many things including eligibility for the benefit and completion of the actions required to make the benefit apply. The University periodically encourages participation in one or another of the various programs, but the employee, not the University, is responsible for any potential advantage an employee may have lost because of lack of participation in any benefit program (life insurance, health care insurance, retirement, and long term disability insurance are examples). 2.3 Continuous Service DefinitionContinuous service is that period of full-time or part-time (1,000 hours per year on a regularly-scheduled basis) employment at the University of Dayton during which the employee is eligible for benefit coverage. Continuous service is used to compute any benefits for which the employee may be eligible. Continuous service is broken if: · An employee voluntarily or involuntarily separates from University service for more than one year, or · An employee's regularly-scheduled working hours are reduced, voluntarily or involuntarily, to less than 1,000 hours per year for a period of one year or more. 2.4 Involuntary Reduction in HoursIf an employee is involuntarily reduced from full-time service, all benefits will remain in effect for as long as the number of hours charged in the previous 12-month period do not drop below 1,500. If hours charged drop below 1,500 but are at least 1,000 in the previous 12-month period, the following benefits will be discontinued: · Long-Term Disability Insurance · Tuition Remission and Tuition Exchange Program · Athletic Ticket Discount All other benefits will be forfeited when the hours charged in the previous 12-month period fall below 1,000. If an employee is involuntarily reduced from full-time service to fewer than 1,000 hours per year and then returns to full-time service within a 12-month period, University benefits will be reinstated immediately on the basis of the employee’s previous effective date of full-time employment. 2.5 Re-employment/Reinstatement of BenefitsIf an employee voluntarily reduces from full-time service to a minimum of 1,000 hours per year on a regularly-scheduled basis, maintains continuous service, and then returns to full-time service within a 12-month period, the employee will be eligible for University benefits in accordance with the eligibility requirements of each specific benefit plan. Benefits will be computed based on the employee's previous effective date of full-time employment. If 12 months or more have elapsed from the date of reduction of hours worked, the employee will receive prior service credit toward the benefit plans for which the employee was eligible during the reduced work schedule. The effective date of other University benefits (tuition remission and disability insurance) will be the same as for a newly-hired employee. If an employee is reduced from full-time service to fewer than 1,000 hours per year or separates from University service, either voluntarily or involuntarily, and then returns to full-time service or is rehired within a 12-month period, University benefits will be reinstated in accordance with eligibility requirements of each specific benefit plan. An adjusted service date will be computed based on the employee’s previous effective date of full-time employment. If 12 months or more have elapsed from the date of reduction of hours worked or from separation from University service, the employee or rehire will receive prior service credit toward the retirement program only. The effective date of other University benefits will be the same as for a newly-hired employee in that job category. 2.6
Unemployment Compensation
All University staff members are covered by state unemployment compensation laws. To obtain benefits under the law, an individual must become unemployed through no fault of his or her own and must register with the local employment service office and be available for work in occupational fields for which he or she is qualified. If the employee has worked the required number of weeks and earned the required amount of money, the Bureau of Unemployment Compensation will pay a weekly benefit allowance in accordance with the appropriate state law. The law imposes a special "between terms" disqualification for college and university staff. This provision denies unemployment compensation to professional and non-professional employees who are out of work during the summer or between terms but who expect to be employed for the next term. 2.7 Liability InsuranceThe University of Dayton maintains liability insurance including, but not limited to, general and qualified professional coverage each year for our property and persons working within the scope of their assigned duties for the University. Vehicle liability insurance coverage is also maintained for University-owned and leased vehicles. Collision insurance is self-insured by the University. To be covered by this insurance, employees who drive on University business must attend a driver’s training class. A schedule of class times is available through the Environmental Health & Safety Office. Questions and/or additional information concerning liability insurance should be directed to the Environmental Health & Safety Office, at 937-229-4503, or sent to College Park Center Room 112. 2.8 Benefit
Ending Dates Due to Separation from Benefit-Eligible Service
Health and Dental Insurance Medical and dental coverage will end as of the last day of the month in which the separation date from benefit-eligible service occurs. Continuation of this coverage is available through COBRA. Please refer to Section 4.7 for additional information. Flexible Spending Accounts Claims under the medical and dependent care spending accounts may be submitted for eligible expenses incurred through the date of separation from benefit-eligible service. The deadline for submitting those claims is April 15 of the following year. Continuation of this coverage is available through COBRA. Please refer to Section 4.7 for additional information. Life Insurance Basic, Supplemental, Dependent and Accident Death and Dismemberment coverage will end as of the last day of the month in which the separation date from benefit-eligible service occurs. All plans may be converted to individual policies if employed at least 12 months in a benefit eligible category. Long-term Disability Coverage under this plan will end as of the date of separation from benefit eligible service. The coverage may be converted to an individual policy for all separating employees who have been employed in a full time benefit-eligible position for a minimum of one year. Employees who will be retiring from the University are not eligible to convert the coverage. Short-term Disability Coverage under this plan will end as of the date of separation from benefit eligible service. Conversion to an individual policy is not available. Long-term Care Insurance Coverage will end as of the last day of the month in which the separation date from benefit-eligible service occurs. This plan may be converted to an individual policy. Retirement Accounts The University 401(a) retirement account with TIAA-CREF is subject to the vesting requirement outlined in the Retirement section 5.2A of this handbook and will be assigned to the employee based on years of benefit-eligible service. Any contributions made by the employee to the 403(b) accounts is 100% vested and belongs to the employee to do with as he/she wishes. All vested balances may be left within the University contracts for as long as the employee wishes to do so or may be withdrawn or transferred to another carrier. All withdrawals, transfers and distributions are subject to IRS rules and may be taxed. Please consult a tax advisor before making any decisions regarding these accounts. Unused Vacation Accrual Employees will be paid for any unused vacation (subject to the maximum available days), which has been accumulated as of the date of separation from benefit-eligible employment. This will be paid on the final paycheck as extra pay. Unused Paid Medical Time Off (PMTO) Unused PMTO is not paid at separation from service. Tuition Remission If the date of separation from full-time benefit-eligible service occurs more than two weeks into the start of the term, tuition remission benefits will continue for the remainder of that academic term and will end as of the start of the next term. If the separation date occurs within two weeks of the start of the term, no tuition remission will be available. Athletic Ticket Discount If the date of separation from full-time benefit-eligible service occurs after the start of the season, the season ticket discount will continue for the remainder of that season and will end at the end of the season. If the separation date occurs prior to the start of the season, no discount will be available. The discount will end as of the date of separation from benefit eligible service.
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