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EMPLOYEE BENEFITS

Eligible employees at Philander Smith College are provided a wide range of benefits.  A number of the programs (such as Social Security, Workers’ Compensation, State Disability, and Unemployment Insurance) cover all employees in the manner prescribed by law.  Details of many of these programs can be found elsewhere in your employee handbook.
Benefits eligibility is dependent upon a variety of factors, including employee classification.  The Office of Personnel can identify those for which one may be eligible.

The following are some benefit programs that are available to eligible employees:

Credit Union
Educational Financial Assistance
Family Leave
Holidays
Jury Duty Leave
Life Insurance
Short- and Long-Term Disability
Medical, Dental, and Vision Insurance
Military Leave
Personal Leave
Sick Leave Benefits
Retirement Plan
Vacation Benefits
Voting Time Off
Professional Development Assistance
Travel Allowances

Some of these benefits may require contributions from the employee, but most are fully paid by Philander Smith College.


GROUP MEDICAL AND DENTAL TRUST
Philander Smith College provides medical, dental, and vision coverage for its employees through the Board of Higher Education and Ministry (BHEM) Affiliated Institutions Employees’ Medical Plan Trust (“Trust”).  The benefits provides by the Plan are limited to those that are provided through the Trust.  Only the Trust has the discretion to construe or interpret the provision of this Plan, and to determine eligibility for the Plan.
Through the Trust, claims administration and certain other duties have been delegated to the Principal Life Insurance Company.
Any full-time employee wishing to participate in the Plan must request in writing to the Personnel Office their desire for coverage within thirty-one (31) days of full-time employment at the College.  If an employee DOES NOT request coverage initially, he/she MAY NOT be eligible to enroll in this Plan at a later date unless certain qualifying conditions have been met. Insurance premiums for participating employees are paid for by the employee via payroll deduction and by a contribution from the College.  Please contact the Personnel Office for more detailed information about the Medical/Dental/Vision Trust Plan.


MEDICAL INSURANCE INFORMATION – Health Advantage
Employee pay 35%/College pays 65% of premium
Eligible to enroll after 1st 30 days (unless open enrollment or have qualifying event)
Provides benefits for office visits, preventive care, prescription drugs, and hospital services


DENTAL INSURANCE INFORMATION – Arkansas Blue Cross Blue Shield
Employee pays 100%
Eligible to enroll after 1st 30 days (unless open enrollment or have qualifying event)
Provides benefits for preventive services
Covers periodontics, root canals, and x-rays


VISION INSURANCE INFORMATION – Delta Vision
Employee pays 100%
Eligible to enroll after 1st 30 days (unless open enrollment or have qualifying event)
Provides benefits for a yearly eye exam, lenses, frames, and/or contacts


SHORT-TERM DISABILITY – USAble
College pays 100%
Automatically enrolled after 1st 30 days
Benefit can pay 60% of weekly salary up to $2,000 a week
Benefit begins after 30 days of disability


LONG-TERM DISABILITY – USAble
College pays 100%
Automatically enrolled after 1st 30 days
Benefit can pay 60% of pre-disability earnings to a maximum of $10,000 per month
Benefit begins after 180 days of disability


GROUP LIFE INSURANCE/AD&D – The Hartford
College pays 100%
Automatically enrolled after 1st 30 days
Flat $20,000 Life Insurance Policy
Accidental Death & Dismemberment benefit included
May choose Basic Life and/or Basic Dependent Life
Coverage amounts are based on employee’s yearly salary


PERMANENT TERM LIFE INSURANCE – 5 Star Life
Employee pays 100%
Eligible to enroll after 1st 30 days (unless open enrollment or have qualifying event)
Permanent Term Life Insurance to age 100 for you, your spouse, children, or grandchildren
Rates remain the same throughout policy life and do not increase with age


SECTION 125 FLEXIBLE SPENDING ACCOUNT – DataPath
Employee funds 100%
Eligible to enroll after 1st 30 days (unless open enrollment or have qualifying event)
Receive swipe card/debit card with total amount
Deduct from your paycheck PRE-TAX


403(b) – TIAA-CREF or ING
Employee contributes minimum of 3% of regular pay, College matches 7%
Eligible to enroll after 1 year of full-time employment


COBRA – Ceridian
Benefits under all insurance plans for a covered employee will terminate on:
the last day of the month during which employment terminated (either voluntarily or involuntarily)
employee no longer meets the definition of an employee
coverage under a leave of absence expires (unless the covered employee elects to continue at their own expense)




VACATION EARNING SCHEDULE
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YEARS OF ELIGIBLE SERVICE VACATION DAYS EACH YEAR
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AFTER ONE YEAR 5 DAYS
AFTER TWO YEARS 10 DAYS
AFTER 3+ YEARS 15 DAYS
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The length of eligible service is calculated on the basis of an “anniversary year”.  This is the 12-month period that begins when the employee starts regular full-time work.Paid vacation time can be used in minimum increments of one-half days (4 hours).  Vacation must be earned before it is taken and will not be advanced.  Employees have one year from the time vacation is earned to take their time off.  Any unused time will not be paid to the employee by the College and it is not allowed to be carried forward into another benefit year.  

SICK LEAVE BENEFITS
Eligible employees will accrue sick leave benefits at the rate of one and one-half (1.5) days for every full month of service.  Unused sick leave benefits will be allowed to accumulate until the employee has accrued a total of twenty (20) calendar days’ worth of sick leave benefits.   Employees can request use of paid sick leave after completing the initial (ninety) 90 calendar day probationary period.  Paid sick leave can be used in minimum increments of one-half (4 hours) day.  One may use sick leave benefits for an absence due to their own illness, injury, or medical need or those of an immediate family member.

  PERSONAL PAID LEAVE DAYS
Philander Smith College provides two (2) days of leave of absence with pay to regular full-time employees who wish to take time off from work duties to fulfill personal obligations.  Eligible employees may request personal leave only after having completed ninety (90) calendar days of service.  Personal leave may be granted for a period of up to two (2) days each fiscal year (July 1st – June 30th).  Personal leave must be taken in a minimum increment of one-half of a day (4 hours).  No unused leave time is allowed to be carried forward into a new fiscal year.

PERSONAL LEAVE WITHOUT PAY
Full-time employees with at least one (1) year of continuous service may request a leave of absence without pay, for justifiable reasons.  The standard reasons and normal maximum allowable times for each category are as follows:

1. Maternity Leave (see Family Medical Leave)
2. Illness/Sick Leave (see Medical Leave)
3. Educational Leave for Professional Development (up to twelve (12) months) – education to be earned must be related to present work position
4.  Personal Leave for Justifiable Reasons (up to three (3) months) – the employee’s supervisor will determine if the situation warrants the leave, and will determine the amount of leave that will be granted.  In some cases, leave may not be granted if the employee’s absence will cause undue hardship to the supervisor/department.

HOLIDAYS
Philander Smith College will grant holiday time off to all employees on the holidays listed below:
New Year’s Day (January 1st)
Martin Luther King, Jr. Day (third Monday in January)
Good Friday (Friday before Easter)
Memorial Day (last Monday in May)
Independence Day (July 4th)
Labor Day (first Monday in September)
Thanksgiving Recess (generally one day before and one day after)
Christmas Recess (includes weeks of Christmas and New Year’s)
Philander Smith College will grant paid holiday time off to all eligible employees immediately upon assignment to an eligible employment classification.  A recognized holiday that falls on a Saturday will be observed on the preceding Friday.  A recognized holiday that falls on a Sunday will be observed on the following Monday.
If a recognized holiday falls during an eligible employee’s paid absence (e.g. vacation, sick leave, etc), the employee will be ineligible for holiday pay.

BEREAVEMENT LEAVE
If an employee wishes to take time off due to the death of an immediate family member, the employee should notify his/her supervisor immediately.  Up to three (3) days of paid bereavement leave can be provided to all employees.
Philander Smith College defines “immediate family” as the employee’s spouse, parent, child, sibling, grandparents, grandchildren, son-in law, daughter-in-law, or legal guardian.

TIME OFF TO VOTE

Philander Smith College encourages employees to fulfill their civic responsibilities by participating in elections.  Generally, employees are able to find time to vote either before or after their regular work schedule and are encouraged to do so.  If employees are unable to vote in an election during their non-working hours, Philander Smith College will grant up to two (2) hours of paid time off to vote.

JURY DUTY
Philander Smith College encourage employees to fulfill their civic responsibilities by serving Jury Duty when required.  All employees are eligible.  The college will pay the difference between the employee’s regular pay and any payment for Jury service.
Employees must show the Jury Duty Summons to their supervisor as soon as possible so that the supervisor may make arrangements to accommodate their absence.  The employee is responsible for providing documentation of Jury pay to their supervisor or Personnel Office.  Of course, employees are expected to report for work whenever the court schedule permits.
Either Philander Smith College or the employee may request an excuse from Jury Duty if, in Philander Smith College’s judgment, the employee’s absence would create serious operational difficulties.
Philander Smith College will continue to provide health insurance benefits for the full term of the Jury Duty absence.  This applies only to those employees who are enrolled in the plan at the time of their Jury Summons.  Vacation and sick leave will also continue to accrue during Jury Duty leave.

MILITARY LEAVE
A military leave of absence will be granted to all employees, except those occupying temporary positions, to attend scheduled drills or training or if called to active duty with the U. S. Armed Services.
Military leave for standard two (2) week annual training is granted without loss of pay for up to ten (10) work days and is in addition to regular vacation leave for regular full-time employees.
Subject to the terms, conditions, and limitations of the applicable plans for which the employee is otherwise eligible, health insurance benefits for standard two (2) week annual training will be provided by Philander Smith College.  Vacation and sick leave benefits will continue to accrue during the standard two (2) week annual training.
Employees on two (2) week active duty training assignments or inactive duty training drills are required to return to work for the first regularly scheduled shift after the end of training, allowing reasonable travel time.  Employees on longer military leave must apply for reinstatement in accordance with all applicable state and federal laws.
Every reasonable effort will be made to return eligible employees to their previous position or a comparable one.  They will be treated as though they were continuously employed for purposes of determining benefits based on length of service, such as the rate of vacation accrual and job seniority rights.

FAMILY and MEDICAL LEAVE ACT (FMLA) POLICY
The Family and Medical Leave Act (hereinafter referred to as “FMLA”) entitles certain employees to an unpaid twelve (12) week leave of absence.
In order to be entitled to FMLA leave, an employee must have been employed by the College for (twelve) 12 months, working at least one thousand, two hundred and fifty (1,250) hours during the (twelve) 12 month period immediately preceding FMLA leave.

ARKANSAS TEACHERS FEDERAL CREDIT UNION
Employees may elect to participate, via payroll deduction, in the Arkansas Teachers Federal Credit Union.  Applications may be obtained from the Personnel Office, but membership plus any joining fees must be made directly with the Credit Union.
Additional information regarding the Arkansas Teachers Federal Credit Union may be obtained by contacting them at (501) 375-9250.  They are currently housed on the Philander Smith College campus.

EDUCATIONAL ASSISTANCE
Philander Smith College will provides educational assistance to all eligible employees who have completed one (1) year of service in an eligible employment classification.  To maintain eligibility, employees must remain on the active payroll and be performing their job satisfactorily through completion of each course.  Regular full-time employees are eligible for educational assistance.
Employees may receive a one hundred percent (100%) tuition/fee discount up to the cost of six (6) credit hours and their spouses and dependent children may receive a fifty (50%) tuition/fee discount up to the cost of six (6) credit hours when enrolled in classes at Philander Smith College.
These discounts are secondary to any scholarships, grants, or other aid as outlined in the college’s policy for institutional awards.  At no time shall these discounts result in creating refunds to the individual.

PAYDAYS
All employees are paid semi-monthly on the 15th and last working days of the month.  Each paycheck will include earnings for all work performed through the end of the payroll period.  All employees are required to have direct deposit of their earnings.  In the event that a paper check needs to be issued, they will not be dispersed before 10 a.m. on paydays.  The checks may be picked up from the Cashier’s window in the Business Office.
In the event that a regularly scheduled payday falls on a day off such as a weekend or holiday, employees will receive pay on the last day of work before the regularly scheduled payday.



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