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            The University of Dayton medical leave policies have been established to provide employees with some form of salary continuation during periods of illness, maternity leaves or injuries that are not work related and are for a period of 10 consecutive working days or more.  Salary Continuation or sick time may be charged only for regularly scheduled work hours.  Please refer to the Medical Leave of Absence Policy on page 51 for more information.  The following sections outline the medical leave benefits provided to exempt staff.

4.1       Salary Continuation
(employees hired prior to July 1, 2000)

An eligible exempt staff member (see page 7) hired prior to July 1, 2000 may receive up to six months of salary continuation when on an approved medical leave of absence based on the following criteria:

(a)       An exempt staff member who has completed six or more years of continuous service on paid status will receive full salary for six months or for the period of the extended illness, whichever is less (subject to (c) below).

(b)       An exempt staff member who has completed fewer than six years of full-time service will receive one month of full salary for each year of continuous service on paid status and one-half salary for the balance of months necessary to assure salary continuation for the six month period or for the period of extended illness, whichever is less.  An exempt staff member must have completed at least one full year of service on paid status to be eligible for this benefit (subject to (c) below).

(c)       The salary continuation used is reinstated by providing at least one year full-time service on a paid status following the medical leave of absence.  Example: An employee has used the full six months benefit and returns to full time service.  After one year, the employee becomes ill again, at which point, the employee is eligible for one month of full salary and five months at half salary.  If the employee has provided six years of full-time continuous service on paid status after returning from six months of illness, the employee is entitled to six months of full salary continuation.

In the event an employee is unable to return to work because an illness continues beyond six months, a medical leave of absence without pay may be requested for an additional six-month period.

Salary continuation is available upon the granting of a medical leave of absence, including some absences under the Family Medical Leave Act (see page 47 for information about notification requirements and medical documentation that must be submitted). At the time of separation from service, unused salary continuation benefits are not payable to the employee.

Non-exempt employees who are promoted to exempt positions, and whose original date of hire is prior to July 1, 2000 will retain any earned paid medical time off and continue to accrue additional time at the same rate, for the first year only after converting from non-exempt to exempt status. During this first year, coverage under the Short term Disability plan will continue.  After completing one year in the exempt position, the employee is eligible for one month of salary continuation and the remaining paid medical time off (formerly sick leave) accrual from non-exempt status will be available to supplement salary continuation until the employee has been in an exempt status for six years.

4.2       Short-Term Absences/Illness
(employees hired prior to July 1, 2000)

For exempt employees hired prior to July 1, 2000, short-term absences for the reasons listed below are not charged to salary continuation or vacation leave time.

·       Any medical condition of less than 10 consecutive working days duration that prevents an employee from working and can be substantiated by a certified medical statement from an attending physician.

·       Medical, dental or optical examination or treatment of an employee or a member of the employee’s immediate family with prior approval from the employee's supervisor – up to six total days within each half of the calendar year.  Immediate family, in this context, is defined as an employee's husband, wife, mother, stepmother, father, stepfather, sister, stepsister, half sister, brother, stepbrother, half brother, child, stepchild as well as any other relative living in the same household.

·       Medical emergency for immediate family (see definition of "immediate family" above) - up to three days per emergency.  Medical emergency is defined as an illness or injury where the presence of the employee is necessary and where no other arrangements can reasonably be made.

·       An employee who wishes to take paid time off for paternity, adoption or foster care leave may do so and use the three days allotted for medical emergency of an immediate family member as noted above. Any time off beyond these paid days will involve either the use of vacation days or unpaid time off with the proper supervisory approvals.

4.3       Paid Medical Time Off
(employees hired on or after July 1, 2000)

All eligible full-time exempt staff members (see page 7) hired on or after July 1, 2000 will accrue one day of paid medical time off (PMTO) per month of completed service. At any point, the accumulated PMTO balance will be immediately available for the employee’s use. Newly-hired employees will be credited with PMTO after completing one month of service. A month of service is defined as any calendar month during which an eligible employee received payment for a minimum of 90% of the work days.  (Example: an employee who works 23 days is paid for at least 21 days; 20 work days-paid for at least 18 days, etc.)  For months during which an employee is paid for fewer than 90% of the days, PMTO will be accrued on a prorated basis.

PMTO for regularly scheduled part-time exempt staff employees who work more than 1,000 hours per year will be prorated according to the working times of the position.  Prorated PMTO for employees working less than full-time is calculated by using the following formula:      

For example: An employee who is normally scheduled to work reduced hours at the rate of 6 hours per day and a normal day for the department is 8 hours, the following calculation would be used. (Calculation assumes 160 hours in the month or 20 working days).  

Contact the office of human resources if assistance is needed in calculation of prorated PMTO.

An exempt eligible employee may accrue up to 90 working days of PMTO to be used in the following circumstances:

(a)       Any medical condition that prevents an employee from working and can be substantiated by a certified medical statement from an attending physician.

(b)       Up to six days within each half of the calendar year for medical, dental or optical examinations or treatment of an employee or a member of the employee’s immediate family with prior approval from the employee's supervisor.  Immediate family, in the context of PMTO, is defined as an employee's husband, wife, mother, stepmother, father, stepfather, sister, stepsister, half sister, brother, stepbrother, half brother, child, stepchild as well as any other relative living in the same household.

(c)       Up to three days per each medical emergency for immediate family (see definition of immediate family above).  Medical emergency is defined as an illness or injury where the presence of the employee is necessary and where no other arrangements can reasonably be made.

(d)       An employee who wishes to take paid time off for paternity, adoption, or foster care leave may do so and use the three days allotted for medical emergency of an immediate family member (see definition of immediate family above). Any time off beyond these paid days will involve either the use of vacation days or unpaid time off with the proper supervisory approvals.

For any of the above absences, a supervisor may require a certified medical statement from an attending physician or other appropriate documentation, particularly in situations where, over time, the amount and/or pattern of usage is unusual. In addition, any of the above absences of less than a full day should not be charged to PMTO except by employees of the Research Institute. Research Institute employees should record all PMTO absences in full- or partial-day increments through the normal time reporting system to comply with sponsored research reporting requirements.  If the employee will be absent from employment for 10 consecutive working days or more, the employee must submit an Application for Leave of Absence Form and Medical Certification Form to the office of human resources.  Where the employee is on a paid status on the last working day before and the first working day after the occurrence, PMTO may be used.  A leave taken under this policy will run concurrently with any leave that also qualifies as FMLA leave.

When a full-time employee reduces work hours to a minimum of 1000 hours per year on a regularly-scheduled basis with benefit coverage, accrued PMTO are converted to equivalent hours.  These hours are then prorated according to the new part-time status.  The converted PMTO balance may not exceed the maximum allowable PMTO for that particular part-time position.  Any PMTO that exceeds the maximum allowable PMTO may not be re-converted or used in future calculations of PMTO, unless the employee returns to full-time status within one year.

Each University employee not in the Research Institute is responsible for completing a quarterly report of PMTO usage.  The supervisor signs these reports and returns them to the office of human resources.  PMTO records for Research Institute employees are generated through the normal time reporting system.  The monthly accrual rate for Research Institute employees is the same as for other employees but proration is calculated in tenths of an hour.

Vacation days on which an employee is confined to a hospital or a residence because of a major illness or injury may be charged to PMTO.

Unused PMTO balances at the time of separation from service are not payable to the employee.

This policy should be read in conjunction with the Medical Leave of Absence policy (p. 51) and the Family and Medical Leave policy (p. 47).

This PMTO policy is supplemented by a Short-Term Disability policy that provides benefits after PMTO accruals are exhausted (see page 18).

4.4       Short-Term Disability Insurance
(employees hired on or after July 1, 2000)

The University offers short-term disability coverage for all eligible exempt employees (see page 6 ) hired on or after July 1, 2000. This policy provides income replacement of 60% of covered wages. Payments begin AFTER the accrued paid medical time off has been exhausted or after the 7-calendar day waiting period, whichever is longer.  In cases of maternity leaves, employees may retain up to 5 paid medical time off days for use after return from the maternity leave.

The employee must complete the application for benefits and be approved before benefits will begin. The complete application MUST be submitted as soon as possible after determining that the medical condition will require an absence longer than the accrued PMTO, but not later than 14 calendar days following the first missed workday. Application forms are available in the office of human resources.

Benefits under the short-term disability plan will be paid for a maximum of 90 days. This 90-day maximum period includes any days used from any PMTO accrual. If the employee is unable to return to work after the 90 days have expired, the employee may be eligible to apply for benefits under the University’s long-term disability insurance plan as outlined below.  As with the short-term disability plan, it is appropriate to apply for long-term disability benefits as soon as it becomes obvious that the employee will not be able to return after the 90 days of short-term disability benefits are exhausted.

The University of Dayton will pay the cost for this coverage for all eligible employees.

4.5       Long-Term Disability Insurance

The University’s long-term disability insurance provides a monthly benefit to covered employees (see page 6 ) who were hired prior to July 1, 2000 and who become totally or partially disabled for 180 consecutive days after entering the plan.  For eligible staff members (see page 6 ) hired on or after July 1, 2000, the monthly benefit is provided to those who become totally or partially disabled for 90 consecutive days after entering the plan. 

The basic monthly benefit is equal to 40% of covered monthly salary, reduced by any social security benefits (including dependent benefits), workers' compensation benefits, salary continuation benefits, or PMTO.  The monthly benefit ranges from a minimum of $100 to a maximum of $10,000.  The long-term disability insurance plan will also pay 10% of covered monthly salary to the 401(a) group retirement annuity as long as the contribution does not exceed the IRS limits. Employees have the option of paying a portion of the premium to increase the 40% basic monthly income benefit to 60%.  Requests to increase or decrease the level of coverage may only be made during the annual enrollment period.  Requests to increase coverage from 40% to 60% require submission of a statement of health form for approval before coverage will become effective.

The monthly income and retirement annuity benefits payable by the plan during continuous disability will be increased each year by 3% compounded annually beginning 12 months after the date long term disability benefits are first payable.  For insured employees who become disabled, benefits will continue during disability to Social Security normal retirement age.   The monthly retirement annuity benefits will be subject to IRS Section 415 maximum contribution limits.

Employees with fewer than five years of service who become disabled will be terminated from University service after they have exhausted their leave of absence in accordance with the University's Medical Leave of Absence Policy (see page 55 ).  Such an individual would then be offered health insurance coverage under COBRA (see page 24 ) and would continue receiving long-term disability payments, if applicable.

Employees with more than five years of service who become disabled and have exhausted their medical leave of absence will be placed on medical retirement in accordance with the section on Medical Retirement on page 37 .

Eligibility Criteria

New employees are eligible for Long-Term Disability Insurance on the first of the month following their date of hire into an eligible category. 

4.6       Health Insurance

The University health insurance program provides for individual and family coverage.  This coverage and the costs of coverage are subject to change.  Eligible employees (see page 7) may choose from one of the following health insurance plans:

A.         Advantage Plan

Under this program, members/subscribers may receive a higher level of benefits for services provided by health care providers (physicians, hospitals and pharmacies) in the network.  Coverage extends to services provided by non-network providers, but at a lower level of benefits.

B.         Core Plan

Under this program, members/subscribers may receive a higher level of benefits for services provided by health care providers (physicians, hospitals and pharmacies) in the network. Coverage extends to services provided by non-network providers, but at a lower level of benefits. Both in-network and out-of-network benefits are generally lower than benefits under the Advantage plan; however, the employee's premium cost is also lower.

C.           Vision Insurance

Under this program, active employees enrolled in a University of Dayton healthcare plan receive a benefit toward the cost of glasses or contacts in each 12 month period in which they are enrolled.

D.         Dental Insurance

Dental insurance is available with the employee paying the full cost of the premium for either family or single coverage.

E.         Prescription Drug Program

A prescription drug program is included as part of all healthcare plan choices.  Prescriptions must be purchased through a member pharmacy.  This program allows an individual to purchase up to a 30-day supply.  Co-payments are lower if a generic drug is purchased.  To purchase prescription drugs at any approved pharmacy, simply give the pharmacist the employee’s unique identification number and the date of birth of the patient.

F.         Prescription Drug Program - Mail Order

A mail order prescription drug program is offered in all healthcare plan choices.  This program allows an individual to purchase up to a 90 day supply of maintenance-type prescription drugs at a lesser total co-payment than under the prescription drug program.  Your medication will be delivered to your home via UPS or First Class U.S. Mail within  5 to 10 days after receipt of your order.  Forms are available on the Human Resources website.

G.        Changes to Flexible Spending Accounts (FSAs) or Health Insurance and Dental Coverage

The above information is an outline of the University-sponsored health and dental insurance programs.  For specific information regarding coverage, limitations or costs, refer to your health care or dental certificate or contact the office of human resources. Most changes or additions to health or dental insurance may be made only during the annual enrollment period, which is normally held during the month of November, with a January 1 effective date.  In accordance with the Health Insurance Portability Accountability Act of 1996, special mid-year enrollments of the employee, employee’s spouse, or an employee’s dependent are permitted: in the event of the employee acquiring a new spouse or dependent on account of the birth, adoption or placement of adoption of a child, or marriage; or in the event of the loss of other group health or dental coverage (other than for non-payment of premiums), including COBRA coverage.

Other mid-year changes in coverage or mid-year enrollments in FSAs, health or dental insurance are permitted only on account of and consistent with certain qualifying events (listed below), in accordance with applicable law and regulations as interpreted by the plan administrator.  Proof of such an event, acceptable to the plan administrator, must be provided to the office of human resources within 30 days of the occurrence of the event. With the exception of changes on account of the birth, adoption or adoption placement of a child, which may be made effective retroactively for up to 30 days, such changes may be made effective only prospectively. The following are qualifying events permitting mid-year changes in coverage:

Qualifying Events:

·       Change in legal marital status: marriage, death of a spouse, divorce, legal separation, or annulment.

·       Change in number of dependents (as defined under Section 152 of the Internal Revenue Code):  the birth, death, adoption, or placement for adoption of a dependent.

·       Change in employment status of employee, employee’s spouse or employee’s dependent: a termination or commencement of employment, a strike or lockout, a commencement of or return from an unpaid leave of absence, a change in work site, or any other change in employment status (i.e. full- to part-time and vice-versa) that causes a loss or gain of eligibility under a plan.

·       Change in the dependent’s ability to satisfy the requirements for coverage due to attainment of age, loss of student status, or any similar circumstances, as provided by the plan.

·       Change in residence, a change in the place of residence of the employee, spouse, or dependent that causes a gain or loss of eligibility under a plan.

·       Gain or loss of eligibility by employee, spouse or dependent for Medicare or Medicaid (Medical Assistance).

·       Loss of eligibility by employee, spouse or dependent for a State Children’s Health Insurance Program (SCHIP) coverage, the Indian Health Service or an Indian tribal health program, a state health benefits risk pool or foreign government’s health plan or similar government- or institution-sponsored plan.

·       If a judgment, decree or order, including a qualified medical child support order, resulting from a divorce, legal separation, annulment or change in legal custody, requires coverage or changes responsibility for coverage for the employee’s dependent child.  (Proof of the child’s coverage by another plan must be provided to the plan administrator before coverage of a dependent child may be dropped from the University health plan.)

·       If an employee commences or returns from an approved leave under the Family and Medical Leave Act or USERRA.

Qualifying events on account of changes in health or dental insurance cost or coverage. (Note: changes due to the events listed below are permitted for health and dental insurance only, not for the flexible spending account):

·        If the cost of coverage significantly increases or decreases, including due to premium rate increases or change in work status from full- to part-time and vice versa. The University reserves the right to automatically make changes to employees’ contributions for health or dental insurance due to insignificant increases or decreases in premiums.

·        If the University offers a new or significantly improved health or dental insurance benefit option.

·        If health or dental insurance coverage is significantly curtailed but not lost (may elect another coverage option if available) or if health insurance coverage is so significantly curtailed that it is effectively lost (may elect another coverage option if available or drop altogether).

·        If the change is on account of and consistent with a change in coverage in another employer’s plan (provided the other plan has a different enrollment and coverage period, or permits election changes under its cafeteria plan).

H.         Cost of Health Insurance Coverage

The employee shares in the cost of the premium.  Contact the office of human resources for current rates or click on Rates. In cases where both spouses are University employees eligible for health insurance benefits, family coverage is available at no cost for any of the plans.  Dental insurance is available with the employee paying the full cost of the stated premium.

All employee contributions to health care premiums may be made on either a before-tax or after-tax basis.  Health care premiums taken on a before-tax basis will result in lower taxable income and lower federal, state and social security taxes.  Lower social security taxes may cause a very slight reduction in the social security wage base.  In accordance with Internal Revenue Service regulations, except for certain changes in "family status," the election to have a certain dollar amount withheld from salary on a before-tax basis for premium payments cannot be revoked until the beginning of the next health care plan contract year (January 1).  (See the list of qualifying events, Section G above.)  If a qualifying change in family status has not occurred, the University is required by IRS regulations to continue the employee's salary reduction at the same level, even if the employee wishes to drop or reduce coverage (e.g., from family to single coverage during the year).  Additional information concerning the tax treatment of insurance premiums can be obtained by contacting the office of human resources.

I.          Pre-Existing Condition Benefit Limitation  

A pre-existing condition is a condition (whether physical or mental), regardless of the cause of the condition, for which medical advice, diagnosis, care, or treatment was recommended or received within the 6-month period ending on the date of enrollment in the University’s health plan.  If an employee, spouse or dependent has a pre-existing condition, for the first 12 months after enrollment services, supplies or other care incurred for any pre-existing conditions in existence 6 months prior to enrollment in the University’s plans will not be covered for 12 months after the enrollment date.  The pre-existing condition benefit limitation applies to new employees, their spouses and dependents; employees, their spouses and dependents who elect coverage for the first time during the open enrollment period; and employees, their spouses and dependents who elect coverage for the first time due to a qualifying event described in Paragraph 4.6 G.  The pre-existing condition benefit limitation does not apply to conditions related to pregnancy, or to newborn or adopted children (or children placed for adoption) who enroll in the plan within 30 days of birth or (placement for) adoption.

The duration of the pre-existing condition may be reduced by one month for every month of health coverage under a prior plan where there has been no break in such coverage for more than 63 days. The employee must provide proof of prior health coverage upon request by the office of human resources or the insurance company.

J.         Retiree Health Insurance

All University of Dayton retirees and their eligible dependents are eligible for coverage under the University’s health insurance plans.

At the time of retirement, the retiree will be given the option to begin, change or continue coverage under the University plans.  Any retiree who elects not to carry coverage under the University’s plans, must sign a Waiver of Health Insurance Benefits Form.  When insurance coverage is waived, the retiree will be informed that enrollment in the University’s health insurance plans will only be allowed in the event of a qualifying event (see page 21). Proof of such a qualifying event must be shown to the office of human resources within 30 days of the occurrence.  Spouses and dependents may only enroll in the plan if the retiree also enrolls.

Retirees and/or dependents may be subject to pre-existing condition clauses at the time of enrollment.

NOTE:  Retirees, medical retirees and/or their dependents are required to enroll in Medicare when they become eligible.  Once enrolled under Medicare, they will be transferred to the Traditional Medicare Supplement health insurance plan.  Dental insurance is also available to retirees and/or dependents with the Medicare supplement plan.

For information about continuation of coverage for a surviving spouse and/or dependents of a deceased retiree, see the section titled Continuation of Coverage for Surviving Spouse on page 25.

4.7       Continuation of Group Health Insurance Coverage (COBRA)

Federal law requires that individuals covered under a group health insurance plan be given the opportunity to continue their coverage at group rates for up to 18, 29 or 36 months beyond the date coverage would otherwise have ended.

University of Dayton employees and eligible dependents covered under the University health plans may choose to continue coverage for an 18-month period beyond the date coverage would normally have ended due to the following situations:

·       Reduction in the employee's work hours,

·       Voluntary termination of employment,

·       A layoff for economic reasons,

·       Involuntary termination for reasons other than gross misconduct by the employee.

The continuation period is 29 months in the following situations:

·       Employees deemed to have a disability under the Social Security Act during the first 60 days of COBRA continuation coverage.  The extension applies to all qualified beneficiaries. The office of human resources must be notified of the disability within 60 days of the determination and within the 18 months of initial coverage.

·       Disabled dependents of employees who terminate or reduce work hours for one of the reasons described for those eligible for an 18-month extension.  (In such instances the employee (who is not disabled) would be eligible for 18 months of coverage).

The continuation period is 36 months in the following situations:

·       Dependents who lose eligibility because of age,

·       Spouses and dependents of a deceased employee*,

·       Spouses and dependents who lose eligibility due to separation, divorce or the employee's eligibility for Medicare.

*The above language reflects the provisions of federal law.  For the University's policy regarding continuation of coverage for surviving spouses, which is in addition to this, see the Section 4.8, Continuation of Coverage for Surviving Spouses.

Persons eligible for such continuation of group coverage have 60 days from the date coverage would have ended or 60 days from the date they are notified of their option to continue coverage, whichever is later, to make an election.  It is the responsibility of the employee or dependent to notify the office of human resources of a divorce, legal separation, a child losing dependent status, or Medicare eligibility.  Persons entitled to Medicare benefits under Title XVIII of the Social Security Act are not eligible for COBRA coverage.  The University is responsible for notifying employees or dependents of COBRA eligibility in the case of an employee's death, termination of employment, or reduction of hours.

If continuation of coverage is chosen, payment of the full monthly premium, plus the administrative fee allowed by law, will be charged to the employee, spouse, or dependent at the University's group rate.  Continuation coverage may be terminated for any of the following reasons:

·       The University of Dayton no longer provides group health insurance coverage to any of its employees,

·       The premium for the coverage is not paid,

·       The employee, spouse, or dependent begins coverage under another health plan (unless that plan has a pre-existing condition exclusion), or

·       The employee, spouse, or dependent becomes eligible for Medicare.

4.8       Continuation of Coverage – Surviving Spouse/Dependents

The University invites the spouse and/or dependent children of a deceased employee, either active or retired, to enroll in the University health insurance program provided the surviving spouse and/or dependent children enroll within 30 days from date of death and pay the full premium.  If the spouse and/or dependents fail to enroll within 30 days, the only time during which they may enroll in the plan will be if a qualifying event occurs (see page 21).  In the event of remarriage, the surviving spouse and/or dependent children of the deceased UD employee may continue on the University health plans, however, the new spouse will not be eligible for coverage.

4.9       Flexible Spending Accounts

The University's flexible spending accounts provide employees the opportunity to pay for eligible out-of-pocket health care and dependent care expenses on a before-tax basis.  In accordance with provisions established by law, monies contributed to flexible spending accounts during the plan year, are on a "use it or lose it" basis; therefore, employees should be conservative when estimating out-of-pocket expenses.  Employees may enroll each year during the annual open enrollment which is normally held in November for a January 1 effective date.  Changes may be made to the flexible spending account election within 30 days of a qualifying event (see page 21).  For contribution limits and other information on flexible spending accounts, contact the office of human resources.  If you wish to participate in a flexible spending account, you must re-enroll each year.  If you do not return a completed application during the annual open enrollment period, all contributions will be stopped for the next plan year.  The maximum set each year for the Health Care Spending Account will be the total contribution permitted when both spouses are benefit eligible employees of the University.  The Dependent Care maximum is determined by the IRS.

A.         Health Care Spending Accounts  

Although the University’s health insurance offers employees and their dependents considerable protection, most families may have a number of ordinary expenses that are not covered under any benefit plan, such as medical, prescription, and dental plan deductibles and co-payments, expenses for glasses and contact lenses not covered by the vision plan (including contact lens solution), and expenses for amounts over plan maximums.  It is not necessary to be covered under the University of Dayton health insurance plan to have a health care spending account.  Only those expenses which are not reimbursable by any insurance plan are eligible for reimbursement under a health care spending account.

B.         Dependent Care Spending Accounts

Employees and their families may need to pay for dependent care so that they can work.  Eligible dependent care expenses typically include day care, elder care, care for dependents in the employee's home or someone else's home, and care for school-age children (through age 12) during the summer months.  Care for dependent children or persons living with the employee such as a spouse and/or elderly parents, who the employee claims as dependents and who are physically or mentally incapable of self-care, is also eligible.

4.10     Life Insurance

The University will purchase group life insurance for each eligible employee effective the first day of the month following the date of hire.  The University pays full cost for this coverage.  In the event the staff member separates from service, the insurance may be continued on an individual basis by making premium payments directly to the carrier provided the employee has been employed in a benefit eligible category for a minimum of 12 months.  Each eligible employee under age 55 will have life insurance equal to 1.7 times the employee’s basic annual salary.  Any amounts above even thousand dollar figures will be rounded off to the next higher thousand.  For employees age 55 and above, the following reductions apply:

Table 3.  Life Insurance Benefits – Age 55 and Above

Federal law requires that the cost of any life insurance in excess of $50,000 be treated as taxable income.  The University deducts the tax on a per-pay-period basis.  An employee may choose to freeze the value of the life insurance benefit at $50,000 to avoid this tax liability by signing a Waiver of Entitlement to Group Life Insurance form.  The waiver will remain in force until the employee submits written request to reinstate benefits.  Evidence of insurability (possibly involving a physical examination at the employee's expense) will be required to reinstate insurance coverage. Requests to waive insurance coverage over $50,000 and requests for reinstatement can be made only during the month of December with an effective date of January 1.  For more information contact the office of human resources.

The University provides to the beneficiaries of active employees who die the option of an advance on the life insurance payment in the amount of 20% of the employee’s base annual salary. The University will make this payment within two to three business days as an advance on the life insurance payment. A notice of assignment will be required when this advance is requested. The supervisor of the deceased employee may contact the office of human resources to confirm the beneficiary and, as appropriate, present this person with the necessary paperwork and the subsequent check issued by the University.

4.11     Supplemental Life, Dependent Life and Accidental Death & Dismemberment Insurance

All benefit-eligible employees have the opportunity to participate in additional life insurance options at their own expense.

Under the Supplemental Life Insurance program, benefit-eligible employees are offered the opportunity to enroll in life insurance valued at 1, 2, 3 or 4 times base annual salary up to a maximum of $750,000. Medical evidence of insurability is required on amounts in excess of the lesser of 3 times base annual earnings or $375,000.

Under the Dependent Life Insurance program, employees are offered the opportunity to purchase $10,000 or $20,000 in life insurance coverage for a spouse, and either $2,000, $5,000 or $10,000 for dependent children. 

Accidental Death & Dismemberment Insurance may also be purchased for the employee in increments of 1-10 times base annual salary with a maximum of $500,000.  AD&D coverage is also available for family members. This plan offers 24 hour accident protection anywhere in the world, on or off the job, on business, vacation, or at home.

Employees may enroll in or change levels of coverage at any time during the year but will be required to submit evidence of insurability at any time other than during the initial hire. Contact the office of human resources for premium rates and additional information about the plans.

4.12     Long-Term Care Insurance

Group long-term care insurance covers the cost for long-term nursing home stays and home health care visits beyond the coverage offered by health care plans and other insurance or government programs. Coverage is available to all benefit-eligible employees and their spouses, parents, parents-in-law, grandparents and grandparents-in-law up to age 80. Deductions may be withheld from employee paychecks only for the employee and the spouse’s coverage. All others will be billed at home. Premiums will remain at the same level regardless of age unless a change is made to the benefits under the plan.

The plan offers three different benefit levels which equate to dollar amounts per day in a nursing facility. One half of the nursing facility benefit is available for home health care. Participants qualify for benefits under the plan by being unable to perform two of the six activities of daily living (ADLs) required by the plan: transferring, dressing, eating, bathing, continence and toileting.

Employees may enroll in or change the level of coverage at any time during the year. Coverage is guaranteed for employees only during the first 30 days of hire. After that time, evidence of insurability will be required. Contact the office of human resources for premium rates and detailed information about the coverage available.

4.13     Workers’ Compensation

All persons employed by the University are insured under state workers' compensation laws. Ohio law provides for the payment of medical costs for an injury or illness arising out of or in the course of employment with the University.  Payment may also be made for lost wages in accordance with Ohio law.  The University seeks to provide its employees with a safe place to work and charges all employees, particularly those in supervisory positions, with the responsibility of assisting in this effort.  Unsafe practices will not be tolerated and unsafe conditions must be reported immediately to the Environmental Health & Safety Office (937-229-4503). The importance of safety should be a prime consideration in any endeavor.

If an employee is injured on the job, every reasonable effort will be made to help the individual obtain prompt medical attention.  (See "Illness/Injury During Work Hours" in the Policies and Procedures handbook.)

In view of the importance of workers' compensation to both the individual and the University, all University staff members have a serious obligation to complete all documents accurately and promptly report all circumstances associated with a workplace injury.  Contact the office of human resources to obtain the necessary paperwork for reporting a workers’ compensation claim.  All claims should be reported to the office of human resources no later than 48 hours following the accident/injury or onset of illness.  A representative of the office of human resources will assist the injured employee in filing the appropriate claim forms.  One of the processing steps includes certifying the validity of the claim.  If for some reason the claim cannot be certified, the forms will be processed in the usual manner and the Bureau of Workers' Compensation will determine the validity of the claim.

On January 1, 1978, the State of Ohio granted the University self-insured status.  Among other things, this means that the University will pay all appropriate medical and compensation bills directly to the injured employee or a designated representative.  Disputed claims are always submitted to the Bureau of Workers' Compensation for review. 

4.14     Wellness Program

The University of Dayton Faculty/Staff Wellness Program promotes a healthy lifestyle through activity-based courses, lecture programs, personal fitness training, and screening programs for specific health risks.

All full- and part-time faculty and staff members and retirees are eligible to participate in all offerings.  Spouses and immediate family members may also register for Wellness Program activities, but will be accommodated on a space-available basis after employee registration.

Program offerings are published in the fall, spring and summer terms and are distributed campus-wide.  The Wellness Program is now on line with a Web address of http://www.udayton.edu/~facwell/ or via electronic mail at facwell@udayton.edu. The phone number is 937-229-3662 or 937-229-4205.

4.15     Employee Assistance Program (EAP)

·        Phone and online access to experienced, professional consultants-- real people you can talk with when you need an answer to a question

·        Face-to-face sessions with consultants on specific issues

·        An award-winning Web site with online articles, workshops, locators and self-assessments

·        Free booklets, audio recordings, and other materials to help you get the answers you need in the format you want

·        Referrals to resources, services, and support in your community

 You can access LifeWorks® online at www.lifeworks.com (user ID: university and password: dayton), or by phone, toll-free, at  888-267-8126. 

Consultants who speak Spanish, simultaneous translation into more than 140 other languages, and TTY/TDD 800-346-9188 are also available.

4.16     Travel Accident Insurance

The University’s blanket travel insurance policy covers all employees ages 18 and over against accidental death or dismemberment while traveling on a business trip on behalf of the University.  The value of the insurance is $50,000. For more specific information on this insurance coverage contact the Environmental Health & Safety office (937-229-4503).

This site is maintained by the Office of Human Resources.  Direct questions to Stefanie.Rich@notes.udayton.edu.

University of Dayton
St. Mary's Hall Room 118
300 College Park
Dayton, OH 45469-1614