Faculty, administrative and staff employees who regularly work the equivalent of .5 FTE (half-time), or more, are generally eligible to participate in the university's benefit plans. Certain benefits for part-time, with benefits employees are prorated. Individuals hired in positions that are less than .5 FTE, or that are temporary, are not eligible to participate in the university's benefit plans. In certain cases, individuals hired to work long-term temporary assignments (typically six months or more, and 1,040 hours or more) may be eligible to participate in the university's benefit plans. Eligibility for benefits is determined by Human Resources.
Refer to the Benefits Summary, the Good Fit Benefit Book (PLU Benefits Booklet), and plan documents for further details about benefit plan eligibility, waiting periods, and coverage.
In the event of the death of a with benefits employee (including faculty, staff or administrator), salary will be paid through the last day worked. An additional amount equal to one month's salary will also be paid if death occurs before the commencement of the university's long-term disability coverage. Final payment will also include any accrued vacation amount due per PLU's vacation policy. This benefit is provided in addition to the life insurance program maintained by the university.
DOMESTIC PARTNER POLICY & GUIDELINES
Effective June 1, 2001; Updated September 2006; Updated December 3, 2009 to comply with Washington State's Domestic Partner Law
Introduction
Pacific Lutheran University will extend benefits to eligible same sex and opposite sex domestic partners of with benefits faculty, staff, and administrators on the same basis that benefits are extended to legal spouses. The following information documents the required qualifications and other important information.
Eligibility
Both Domestic Partners are:
Enrollment
Enrollment will be consistent with the enrollment periods for all employees and families; either -
Imputed Income Information
The Internal Revenue Service has ruled that if an employee receives health benefits for a domestic partner or such partner's legally dependent child (ren), the employee must pay FICA and Federal Income Taxes on the value of the benefit (i.e. the premium costs contributed by the employer).
Since the premium costs for all employees' families are currently paid by employees there are no imputed income expenses to consider for PLU's domestic partner premium costs currently.
Section 125 Plan for Pre-tax Premium Contributions and Section 129 Plan for Health Care Reimbursement
Out-of-pocket medical and dental premiums for domestic partners and their children will be deducted on an after-tax basis unless you attest that they qualify as your dependent according to the Internal Revenue Service.
In addition, in order to claim expenses for your domestic partner and/or his or her children under the Health Care Reimbursement Plan they must meet those same IRS guidelines.
Briefly, this means that the domestic partner and/or his or her children must either be a qualifying child or a qualifying relative:
To determine whether you provide more than half your dependent's total support you must compare the amount of support you provide with the amount of support your dependent supplies for himself or herself. Support includes food, shelter, clothing, medical and dental care, education and the like. If you believe you might provide more than half of your dependent's support, you should use the support worksheet in IRS publication #501, Exemptions, Standard Deduction and Filing Information before you complete your enrollment forms.
Because the determination of whether a person is a dependent for tax purposes depends on facts solely within your knowledge, PLU cannot make this determination for you.
Documentation
All employees requesting coverage for domestic partners and their children must complete a PLU Affidavit of Domestic Partnership Document that attests to their eligibility. This document allows PLU's benefits providers to verify with written proof that the family members for whom coverage is being requested satisfy these eligibility criteria. At least some of PLU's benefits providers may require a copy of the Affidavit be sent to them with the enrollment form for coverage.
Further documentation supporting the Affidavit will generally not be requested. However, PLU reserves the right to require proof of the domestic partnership in the same way that proof of Marriage Certificates for married employees may be requested. Documents that could substantiate domestic partner eligibility might include -
PLU and/or its applicable benefit providers shall have the sole and exclusive authority to make a final and binding determination as to whether any applicant qualifies as a domestic partner under this policy.
COBRA Continuation Rights
Although federal COBRA regulations do not recognize domestic partners as covered beneficiaries, PLU and its applicable benefits providers (the medical and dental insurers) have currently chosen to offer COBRA elections to domestic partners and their children under the same conditions as all covered families. PLU and its applicable benefits providers reserve the right to change this decision at any time in the future.
The holiday schedule is announced annually by the Director of Human Resources. It is based upon the following policy. The total number of holidays will vary from one fiscal year to the next.
|
Holiday |
Occurs |
No. of Days |
|
New Year's Day* |
January 1 and usually one day after if it falls on a Thursday |
1 or 2 |
|
Martin Luther King's Birthday |
Third Monday in January |
1 |
|
President's Day |
Third Monday in February |
1 |
|
Good Friday |
Friday before Easter Sunday |
1 |
|
Memorial Day |
Last Monday in May |
1 |
|
Independence Day* |
July 4 |
1 |
|
Labor Day |
First Monday in September |
1 |
|
Thanksgiving Day |
Fourth Thursday and Friday in November |
2 |
|
Christmas Recess* |
December 25 through December 31 |
5 or 6 |
Employees in a with benefits status who are leaving employment with the university must work at least one day after a holiday to receive holiday pay. For example: an employee who resigns during December will not be paid for the Christmas Recess holiday period unless he or she actively works at least one day in January.
BEREAVEMENT LEAVE
Updated January 2011
For absences due to the death of a relative including a spouse, parent, grandparent, child, brother, sister (or brothers-, sisters-, parents-, and grandparents-in-law), bereavement leave may be used for the primary purpose of attending funeral services. Employees in a with benefits status who have successfully completed their introductory period may receive paid leave of up to three days. When long distance travel is involved, the supervisor may approve an extra one or two days paid leave if necessary. If more time is required, vacation, sick leave, or leave without pay may be taken. Approved bereavement leave is not deducted from vacation or sick leave, and may be used as needed.
Dates of absence should be reported on the monthly time sheet, signed by the supervisor and forwarded to payroll by the monthly due dates. To ensure accurate and timely payroll processing, it is critical that this information be sent on time.
EMERGENCY SHARED LEAVE PROGRAM
Effective April 1, 2000
The university has benefit programs in place to provide financial assistance in the event that qualified staff and administrators experience either short-term or long-term illness or disability. Even with these benefits in place, there may be extreme medical situations in which an employee does not have enough sick leave accumulated to bridge the gap between paid leave and the initiation of long-term disability benefits.
The purpose of Emergency Shared Leave is to provide limited financial assistance in prolonged, life-threatening and catastrophic medical situations, by allowing eligible employees to voluntarily share a portion of their accrued leave time to help fund the medical leave of an authorized recipient.
Eligibility to Receive Shared Leave
Administrators and staff members may be eligible to receive donated leave if they meet all of the following requirements:
Eligibility to Donate Shared Leave
Administrators and staff members may donate sick or vacation leave as follows:
Review Process
The steps outlined below will be followed expediently in making application for, and in review and approval of, Emergency Shared Leave.
If an employee is approved by President's Council to receive Emergency Shared Leave, Human Resources will administer the benefit as follows:
This program will be administered in coordination with the university's other policies and programs including Sick Leave, Family and Medical Leave, and long-term disability.
FAMILY AND MEDICAL LEAVES OF ABSENCE - Administrators and Staff
Revised January 2011
Administrative and staff employees in a with benefits employment status who have completed at least one year of employment with PLU may request a Family/Medical Leave of Absence (which may be paid or unpaid) for up to twelve weeks over any 12-month period. Eligible employees who are caring for a servicemember with a serious injury or illness are entitled to 26 weeks of paid or unpaid family or medical leave over any 12 month-period. The 12-month period begins with the first day of leave and ends 12 months from that date.
To be eligible for a Family/Medical Leave, the requesting employee must have completed at least twelve consecutive months of service prior to the time of the request. Minimum service for eligibility shall be at least 1250 hours over the prior twelve-month period.
Leave shall be granted for the following qualifying circumstances:
Whenever possible, Family/Medical Leave should be requested at least 30 days prior to commencement of the leave period. The university recognizes that there are emergency circumstances that will make advance notice impossible.
Requests for Family/Medical Leave of the employee or that of a parent, child, spouse, or next of kin must be submitted using the leave of absence request form and accompanied by appropriate certification specifying the serious medical condition if appropriate, the amount of leave needed, and the anticipated return to work date. Requests for Family/Medical Leave should be submitted to the immediate supervisor, forwarded to the appropriate director or vice president for signature, and then forwarded to Human Resources for final review and approval. The university reserves the right to request a second and third medical opinion at the university's expense.
Medical leaves may be instigated by the supervisor if job performance is affected by an employee's medical condition. The Director of Human Resources must be consulted prior to formally instituting medical leave.
The extent to which an approved Family/Medical Leave is fully paid, partially paid, or unpaid will be determined by the amount of vacation and paid sick leave accumulated by the employee prior to initiating the leave. Employees taking approved leaves must use any and all accumulated paid sick and vacation leave, but may not exceed the total amount of sick and vacation time they have accumulated. Once the employee has exhausted accumulated sick and vacation time, the duration of an approved Family/Medical Leave will be without pay. Accrual for benefit calculations, such as vacation, sick leave, or holiday benefits, will be suspended during any unpaid portions of the leave and will resume upon return to active employment.
During an approved Family/Medical Leave the university will, in accordance with policies and plan documents, pay its regular share of applicable insurance benefits including medical, dental, life and long-term disability. The employee must continue to pay his/her regular contribution towards all such benefits. The university, at its discretion, may opt to pay the employee's contribution towards all such benefits during the period of Family/Medical Leave, and recover such payments after the employee's return to work. Business travel accident insurance will not be provided during an approved leave. If the Family/Medical Leave is provided with pay, then the appropriate and corresponding amount of retirement contributions will also continue during the period of the leave.
Employees who sustain a work-related injury may be eligible for a Family/Medical Leave for the period of disability in accordance with all applicable laws regarding disability and/or workers' compensation.
Prior to returning to active duty, an employee returning to work from a Family/Medical Leave that was due to his/her own serious medical condition must provide appropriate medical certification verifying medical release and fitness for duty. The university reserves the right to request a second and third medical opinion at the university's expense.
Upon return from Family/Medical Leave, the employee will be restored to his or her original position or to an equivalent position with equivalent pay and benefits. The use of Family/Medical Leave will not result in the loss of benefits which have accrued prior to the leave of absence.
If an employee fails to report to work promptly at the end of the approved leave period, PLU will assume that the employee has resigned. Any employee who fails to return to work from approved leave may be required to repay any health insurance premiums paid on her/his behalf during the period of the leave in accordance with applicable state and federal law.
Requests to return to work on an interim part-time basis will be considered by the university, whether for medical or for personal reasons. When an employee requests a reduced work schedule due to medical reasons, the university may request medical documentation in support of the request. Decisions regarding part-time work will be based on a number of factors, including the nature and duration of the request and the availability of work for which the employee is qualified. In some cases, an employee may be returned to work on an interim part-time basis in another position.
Employees who are medically unable to return to work following approved leave due to their own serious medical condition may be eligible to apply for long-term disability benefits. Information regarding such benefits is available from Human Resources.
Employees desiring additional leave upon the exhaustion of any approved Family/ Medical Leave may be placed on inactive status. Any additional leave will be at PLU's sole discretion.
In the event that this policy conflicts with and provides a lesser benefit than any statute, law or regulation, the university will follow the applicable statute, law or regulation.
FAMILY AND MEDICAL LEAVES OF ABSENCE - Faculty
Revised January 2011
Any regular faculty member in a with benefits employment status who has completed at least one year of employment with PLU may request from the applicable academic administrator a Family/Medical Leave of Absence (which may be paid or unpaid) for up to one academic semester, or for up to twelve weeks, whichever is greater, over any 12-month period. Eligible employees who are caring for a servicemember with a serious injury or illness are entitled to 26 weeks of paid or unpaid family or medical leave over any 12 month-period. The 12-month period begins with the first day of leave and ends 12 months from that date.
To be eligible for a Family/Medical Leave, the requesting faculty member must establish faculty service for at least twelve consecutive months prior to the time of the request. Minimum service for eligibility shall be at least 1,250 hours over the prior twelve-month period.
Leave shall be granted for the following qualifying circumstances:
For purposes of this policy, a "serious medical condition" shall include an illness, injury, impairment or physical or mental condition that involves:
Whenever possible, Family/Medical Leave should be requested at least 30 days prior to commencement of the leave period. The university recognizes that there are emergency circumstances that will make advance notice impossible.
Requests for Family/Medical Leave of the faculty member or that of a parent, child, spouse, or next of kin must be accompanied by appropriate certification specifying the serious medical condition if appropriate, the amount of leave needed, and the anticipated return to work date. A faculty member who wishes to request a Family/Medical Leave shall submit a written request to his/her department chair specifying the length of leave needed and anticipated return to work date. This request will be reviewed by the chair in consultation with the appropriate dean, and then forwarded in a timely manner to the Provost's Office for evaluation of eligibility and a determination of the period of paid and/or unpaid leave to be provided to the requesting faculty member.
Paid Family/Medical Leaves may be granted for periods of less than a full semester, within the university's discretion, depending on the appropriateness of timing for the university and the needs of the faculty member's department. However, faculty members are entitled to unpaid leave of up to twelve weeks for qualifying reasons as set forth in the paragraphs above.
Medical leaves may be instigated by the faculty member's department chair, dean, or provost. The Director of Human Resources must be consulted prior to formally instituting medical leave.
A faculty member receiving an approved Family/Medical Leave may receive some or all salary and fringe benefits for the period of leave. The proportion of pay received during the leave will be evaluated by the university in advance of the leave based on the individual's length of service, cost of replacing the individual, length of leave requested, and other similar factors.
During an approved Family/Medical Leave the university will, in accordance with policies and plan documents, pay its regular share of applicable insurance benefits including medical, dental, life and long-term disability. The individual on a leave must continue to pay his/her regular contribution towards all such benefits. Business travel accident insurance will not be provided during an approved leave. If the Family/Medical Leave is provided with pay, then the appropriate and corresponding amount of retirement contributions will also continue during the period of the leave.
Faculty members who sustain a work-related injury may be eligible for a Family/Medical Leave for the period of disability in accordance with all applicable laws regarding disability and/or workers' compensation.
Prior to returning to active duty, a faculty member returning to work from a Family/Medical Leave that was due to his/her own serious medical condition must provide appropriate medical certification verifying medical release and fitness for duty. The university reserves the right to request a second and third medical opinion at the university's expense.
At the conclusion of an approved Family/Medical Leave, the faculty member shall be returned to the position he or she held before the leave, with no loss of seniority or other benefits. With mutual agreement between non-tenured faculty members and the university, tenure decisions may be delayed or the probationary period extended, depending on the length of the leave and other factors, including the policies and guidelines of the American Association of University Professors. Any delay of a tenure decision or extension of a probationary period for any untenured faculty member shall be addressed by written agreement between the parties at the time that the leave is taken.
Requests to return to work on an interim part-time basis will be considered by the university, whether for medical or for personal reasons. When a faculty member requests a reduced work schedule due to medical reasons, the university may request medical documentation in support of the request.
Faculty members who are medically unable to return to work following approved leave due to their own serious medical condition may be eligible to apply for long-term disability benefits. Information regarding such benefits is available from Human Resources.
Faculty members desiring additional leave upon the exhaustion of any approved Family/Medical Leave may request an unpaid Regular Leave of Absence in accordance with the Faculty Handbook.
In the event that this policy conflicts with and provides a lesser benefit than any statute, law or regulation, the university will follow the applicable statute, law or regulation.
Administrators and staff employed at PLU may request a leave of absence without pay for personal reasons. Leaves should be requested at least 30 days in advance through normal administrative channels. They are considered on a case-by-case basis and require approval of the appropriate university officer and Human Resources. Leaves of absence are not normally granted for more than a one-year period for administrators or for more than a six-month period for staff.
In personal leave of absence situations, there is no guarantee that an individual's position will be held open for him/her. When a request for such a leave is received, the appropriate university officer and the Director of Human Resources will review the request considering factors such as: length of time off requested, level of performance, length of service, reason for absence, the nature of the person's job, feasibility of making arrangements for a temporary replacement, and other appropriate factors.
In general, approved personal leaves are provided on a without pay and without benefits basis. Vacation and sick leave do not accrue during unpaid leave.
PROFESSIONAL DEVELOPMENT
Extended Professional Development Leave for Administrators
Purpose
Extended professional development leaves are an integral part of the university's commitment to life-long learning. A significant block of time away from usual professional responsibilities encourages and nurtures administrator improvement through professional development, education, research, service, or related pursuits. The effective utilization of such a leave is the professional accountability of every administrator who is approved for one. The opportunity for extended leave is a granted privilege and not a right or accrued benefit.
General Provisions
Application and Implementation Process
Pay and Benefits
Administrators on professional development leaves will continue to accumulate vacation and sick time and to receive regular holiday pay.
SICK LEAVE
Revised December 2008; Revised October 2009
Sick leave constitutes short-term disability coverage providing earnings protection for eligible employees before long-term disability coverage takes effect. Full-time administrative employees earn sick leave at the rate of 8 hours per month starting the first day of employment, while full-time staff employees begin accumulating sick leave after 90 days. Administrators and staff may take accrued sick leave following satisfactory completion of their introductory period. This benefit is pro-rated for benefits-eligible staff and administrators working between .5 FTE and .99 FTE. Up to 800 hours may be accumulated. The university does not compensate employees for unused sick leave at termination.
Sick leave may be used only under the following circumstances:
Dates of absence should be reported on the monthly time sheet. Longer-term absences (four working days or more) should be reported by the supervisor to Human Resources immediately.
If an employee leaves university employment and is rehired in a benefits eligible position within one year, the university will credit back the sick leave balance the employee had when they left employment. Administrators and staff may take sick leave following satisfactory completion of their introductory period.
Refer to the Family and Medical Leave policy for additional information.
MILITARY CALL TO DUTY
Revised January 2011
The Uniformed Services Employment and Reemployment Rights Act (USERRA) offers certain job protections for armed services personnel who are called-up or volunteer to serve. The university complies with USERRA in determining its policy on military service and call to duty. The following guidelines provide general information only. This policy is not intended to address all possible issues that may arise. If you are called to duty or have specific questions, please immediately contact Human Resources.
Covered Employees
Employees who volunteer for or are involuntarily inducted into military service or called to active duty have employment rights protected by federal law (USERRA) and accompanying regulations.
Duration of Service
The cumulative length of service that causes a person absences from a position may not exceed five years. Most types of service will be cumulatively counted in the computation of the five-year period.
Employee Requirements
The law requires all employees to provide their employers with advance notice of military service. This notice may be written or oral. No notice is required if military necessity prevents the giving of notice; or the giving of notice is otherwise impossible or unreasonable. An employee's failure to give advance notice deprives the employee of the benefits of the law and this policy, unless the employee can demonstrate that providing notice was impossible, unreasonable or precluded by military considerations.
Benefits
Military call to duty will be treated as leave of absence without pay.
As with other leaves without pay, vacation and sick time do not accrue while the employee is on military leave. Vacation time that had accrued before initiating military service may be used during this leave.
Medical/dental benefits - For absences of less than 30 days, benefits continue as if the employee had not been absent. For absences of 31 days or more, PLU group coverage stops unless the employee elects to pay the applicable insurance premium (102% of the then current rate) for up to 24 months under USERRA. When the employee returns to work at the university, health insurance will be reinstated with no waiting period, except for coverage of any illness or injury determined to have been incurred in or aggravated during military service. If the university cannot put the employee back to work immediately upon application, the health insurance will be restored immediately, unless return to work is not required for the reasons set forth under the law. While in military service, employees are also eligible for medical/dental benefits provided by the military, according to the terms of those benefit packages.
Retirement plan benefits - Contributions to the retirement plan will occur as required by federal law. In general, federal law provides that military service is not a break in service. When an employee returns from military service, the employer is required to make up the employer plan contributions that would have been made on behalf of the employee had the employee not been absent. The specific provisions and requirements may be addressed with Human Resources prior to or during any military leave.
Employees in a without benefits status upon taking military leave do not become eligible for those benefits they did not receive either during or following leave, unless they return to work in a with benefits status.
Return to work
Regulations are as follows:
Re-instatement upon return from military leave of absence:
PLU is not required to re-employ a person returning from a military leave if:
ANNIVERSARY RECOGNITION
Revised October 2009
In appreciation for their long-term service, faculty, staff and administrators of the university who are regularly employed in a with benefits status (.5 FTE or more) will receive special recognition during major anniversary years: 5, 10, 15, 20, 25, 30, 35 and more.
Anniversary awards (pins, certificates, gift cards as outlined below) are typically presented at the university's annual Christmas and holiday luncheon. At that time, recognition and gifts are given to acknowledge and celebrate those with major anniversaries falling in the current fiscal year (i.e. June 1 through May 31 of that particular year).
Letter of Appreciation
In the month during which their major anniversary occurs, honorees will receive a personal note signed by the President. For example, someone hired September 20, 2004 would receive his/her note five years later during September 2009.
PLU Pin
PLU pins are distributed at the Christmas luncheon in the colors corresponding with years of service as noted below:
|
Anniversary |
Pin Color |
|
5 |
Gold |
|
10 |
Light Blue |
|
15 |
Light Green |
|
20 |
Black |
|
25 |
Maroon |
|
30 |
Dark Blue |
|
35 |
Dark Green |
|
40 |
Silver |
Certificate of Appreciation
At the annual Christmas luncheon each honoree will receive a certificate of appreciation signed by the President for their dedication and length of service.
Gift Card
Based on the anniversary being celebrated, honorees will receive a gift card in the dollar amount noted in the table below. The gift card may be used to purchase a gift item(s) at the University Bookstore.
|
Anniversary |
Dollar Value of Gift |
|
5 |
$50 |
|
10 |
$75 |
|
15 |
$100 |
|
20 |
$125 |
|
25 |
$150 |
|
30 |
$175 |
|
35 |
$200 |
| 40 | $225 |
DISTINGUISHED STAFF/ADMINISTRATOR AWARDS PROGRAM
Updated January 2011
Purpose
The Distinguished Staff/Administrator Awards Program is designed to recognize outstanding contributions made by employees through their accomplishments, leadership, and service to the university and its community members. The awards are generally presented to up to five Pacific Luthernan University staff or administrative employees each year. Award recipients receive a $500 honorarium and special recognition at the university's annual Christmas luncheon.
Eligibility
All part-time and full-time staff and administrators with a minimum of one year of continuous and satisfactory service at Pacific Lutheran University in a regular, with benefits position below the level of President's Council and salary grade A24 are eligible for nomination.
Award Criteria
Award recipients will be selected for the following kinds of contributions:
Nomination Process
Each fall, Human Resources will distribute the announcement on campus. Nomination forms are available in Human Resources and on that office's web site under "Documents & Forms." Nominations may be made by faculty, staff, students, co-workers, former colleagues, or others who have benefited from the employee's service. Supporting documentation or letters may be attached to the nomination form, which should cite specific examples of the kinds of contributions the nominee has made. Completed nomination forms must be returned to Human Resources by the due date established each year. Employees may be nominated more than once, but may only be selected to receive an award once in a three-year period.
Selection Process
All nominations will be kept confidential during the selection process. Human Resources will screen nominations to ensure that the basic requirements have been met regarding length of service and satisfactory performance. Following that initial review, Human Resources will work with a committee including representatives of the Administrative Staff Council and others to thoughtfully evaluate the nominations in light of the program purposes. The committee will then forward the names of up to five (generally) proposed award recipients to President's Council for final consideration and endorsement. President's Council makes the final selection.
The Rose Window Society is comprised of those faculty, staff, and administrators still actively working who have achieved their 20-year anniversaries, and all early, phased, and regular retirees who have served PLU for 20 years or more. The annual Rose Window celebration, typically held each May, is an opportunity to honor current university retirees and new Rose Window inductees.
Invitees to the Celebration
Recognition
The year's retirees are honored at the Rose Window celebration with a gift from the university and a citation read by a colleague.
In certain cases when a new faculty member, administrator, or staff is hired, and will be moving from a distant geographic area, relocation assistance may be provided upon approval of the appropriate budget head and Human Resources. The university recognizes that an impending move is an important undertaking and that household goods are valued possessions. Because the university is a privately supported school, every effort is made to reduce expenditures through sound business practices and good judgment.
The Moving Policy is available through Human Resources and will accompany applicable contracts or letters at the time a job offer is made.
RETIREMENT FROM UNIVERSITY EMPLOYMENT
Revised January 2011
Employees are able to schedule their retirement from university employment based on their unique needs and lifestyles. Accordingly, the university encourages quality advance planning on each employee's part in preparation for retirement from university employment. Normal retirement is defined as the last day of the month in which age 65 is attained. Some employees will retire before they reach 65 and others after age 65. An employee may retire at, before, or after the normal retirement age.
An employee who plans to retire from university employment should advise the supervisor of that decision as far in advance as possible. In any case, the normal notice of resignation (te n working days for staff and twenty working days for administrative employees) is the minimum notice period expected.
The following information is provided to assist those who are contemplating retirement from the university. Please note that this is a summary for general information only. Additional information is available in Human Resources. In the event of any question, official plan documents, university policy/procedure, and legal requirements/considerations will prevail.
These documents do not describe the university's 403(b) Retirement Plan. Conditions and rules applicable to participation (eligibility), vesting, participant and university contributions, Plan investments and payout of benefits are described in and controlled by the Plan, Plan investment documents and contracts and by applicable law. Please refer to those documents for details. Note that retirees are not eligible to make additional contributions to the 403(b) Plan or to receive any contribution from the university to their Plan account.
Regular Retirees - -
Most employees who retire from PLU are considered "regular retirees". Generally the following length of service and age requirements must be met in order to qualify for regular retirement from PLU:
At their own expense, retirees and their eligible dependent(s) may continue medical and dental coverage on the university's group plans through COBRA according to federal regulations. Information regarding COBRA will be provided at the time of retirement. Basic life insurance benefits may be converted, at the retiree's expense, to an individual policy.
All financial contributions made by PLU to insurance benefits discontinue at the end of the month in which the person terminates active employment and begins regular retirement. At that same time, participation in virtually all benefits discontinues: 403(b) Retirement Plan, Long Term Disability, Accidental Death & Dismemberment, Vacation Pay, Sick Leave, etc.
Regular retirees retain the right to reduced tuition under the PLU tuition remission policy. In addition they may retain their parking permits, receive an identification card that allows continued use of the library, athletic facilities and participation in campus events on a discounted or free basis, and access to Internet usage and email through Computing and Telecommunications.
Regular retirees are not eligible for the ELCA tuition exchange program or the Tuition Exchange, Inc. program.
Phased Retirees - -
Phased retirement is a special benefit made available by PLU to certain qualified faculty and administrators hired before December 31, 1996. Staff are not eligible for phased retirement.
Phased retirees receive supplemental retirement compensation from the university for a certain period of time. As part of the phased retirement application and approval process, specific payment arrangements will be made. These supplemental wages are considered earned income by the IRS and therefore will likely impact the phased retiree's Social Security benefits.
While they receive this compensation, phased retirees are eligible to participate in certain PLU benefits. These benefits are made available at whatever costs are applicable during any given year and include medical, dental and some life insurance. The retiree may enroll him/herself and eligible dependent(s) in any or all of these plans.
All financial contributions made by PLU to other insurance benefits discontinue at the end of the month in which the person terminates active employment and begins phased retirement. At that same time, participation in virtually all benefits discontinues: 403(b) Retirement Plan, Long Term Disability, Accidental Death & Dismemberment, Vacation Pay, Sick Leave, etc.
Phased retirees retain the right to reduced tuition under the PLU tuition remission policy, but are not eligible for the ELCA tuition exchange program or the Tuition Exchange, Inc. program. Phased retirees may retain their parking permits, receive an identification card that allows continued use of the library, athletic facilities and participation in campus events on a discounted or free basis, and access to Internet usage and email through Computing and Telecommunications.
Specific eligibility requirements and provisions of the phased retirement plan are addressed in the (Revised) Policies and Procedures for Reductions in Load and Phased Retirement, Revised June 2004. Please refer to that document for full details.
TRANSIT BENEFIT POLICY
Revised January 2009; Revised June 2010
Pacific Lutheran University supports sustainability initiatives - and efforts to get its employees onto mass transit by subsidizing the cost of an annual transit pass via a PLU ORCA card for all PLU employees with benefits. Employees pay a small portion of the cost of the annual pass each year with the majority of the cost paid for by the university.
ORCA card users can ride the bus or train on any regularly scheduled service with Pierce Transit, King County Metro, Sound Transit, Community Transit, Everett Transit, and Kitsap Transit.
There is no trip limit; however, the card is for the employee's transportation use only. Travel on the card can be work or non-work related.
ORCA cards can be purchased at Campus Concierge. The cards are valid June through May and can be renewed at Campus Concierge each year. A valid PLU ID card is required at the time of purchase or renewal.
TRAVEL MEDICATION REIMBURSEMENT POLICY
In support of the university's commitments to global education and healthy lifestyles, Human Resources will reimburse eligible employees for work-related travel medications.
To be eligible for reimbursement you must:
Medication may be prescribed by the Group Health travel nurse, your personal physician, or another qualified medical provider. This policy also covers costs associated with follow-up travel medications.
Work-related travel medications may include those needed in a variety of situations including: attending an international professional conference, leading a J-term, summer-session or semester-abroad class, representing PLU on official business, or the pursuit of scholarly work. PLU will not cover non-work related travel medications or medical consultation fees. If there is any doubt about whether or not your planned travel is work-related, please consult with your supervisor in advance
TUITION ASSISTANCE
Revised June 2007; Revised June 2010; Revised January 2011
The university has a strong commitment to life-long learning which it supports through the following tuition assistance programs and by offering a number of additional on- and off-campus professional development programs. Each tuition benefit has its own eligibility requirements, so it is important to familiarize yourself with the criteria. If you have questions, please call Human Resources at ext. 7185. Forms and other information related to this policy are available on the Human Resources home page at www.plu.edu/humanresources/.
Tuition Exchange Benefits and Eligibility
PLU participates in two programs which offer tuition exchange benefits for qualified dependents of eligible university employees. Both programs have specific application deadlines and eligibility requirements. If you are interested in learning more, please contact Human Resources at ext. 7185.
Tuition Remission Benefits and Eligibility
The waiting period for tuition remission benefits for PLU courses is the beginning of the school term following completion of 90 days of service. Tenured and tenure-track faculty are eligible for maximum tuition remission benefits for both themselves and eligible dependents as of their appointment date in a tenured or tenure-track position. PLU terms are fall, j-term, spring and summer. Although there are multiple sessions during summer, it is considered one term. Dependent eligibility is defined as:
The tuition remission benefit available at PLU is:
|
Employee Length of Service |
Employee Discount |
Dependent Discount |
|
Less than 90 days |
-0- |
-0- |
|
At least 90 days, and up to 1 full year |
75% |
25% |
|
Over 1 full year, and up to 2 full years |
90% |
50% |
|
Over 2 full years of service or tenured or tenure-track faculty |
90% |
75% |
Tuition discount benefit amounts listed above are for full-time (1.0 FTE) employees working regular appointments. The benefit levels are prorated for part-time employees on regular appointments of at least half-time (.5 FTE) but less than full-time (1.0 FTE). A less than 1.0 FTE employee may multiply their FTE by 75% or 90%, depending on their length of service, to determine their percentage of remission.
The employee and his/her spouse or qualified domestic partner are eligible for undergraduate and graduate studies. Employees, spouses and qualified domestic partners are limited to one graduate degree using tuition benefits. If employees or spouses/domestic partners are enrolled in a PLU graduate program, it will be taxable income to the employee. The value of the remission will be added to your taxable income, July and August for summer classes, October, November and December for fall classes, February for j-term classes and March, April and May for spring classes. IRC section 127 allows employees the first $5,250 of their graduate remission tax-free. Dependent children are eligible for undergraduate studies. Tuition benefits for undergraduate course work is limited to 144 credits for all participants.
Policy Guidelines
Tuition Benefit for MBA International Experience
Revised September 2006
Beginning fall 2006 the MBA program at PLU requires that students participate in an international experience as part of the core program. Students have the option to participate in either a local alternative "international" experience or leave the country on a 10-day international experience.
The PLU tuition benefit does not apply to international experiences and therefore, a PLU employee, spouse or domestic partner who qualifies for either the 75% or 90% tuition benefit will need to 1) elect to participate in a local alternative experience thereby not incurring international travel costs, or 2) pay the standard rate out of pocket to participate in the 10-day international experience.
Furthermore, if a PLU employee in the MBA program elects the 10-day international experience and pays the out of pocket expense, the employee must also coordinate the vacation time with their direct supervisor for the duration of their leave.
Tuition Waiver Benefits and Eligibility for Employees
The waiting period for the tuition waiver benefit for PLU courses is the beginning of the school term following completion of one full year of service. PLU terms are fall, j-term, spring and summer. Although there are multiple sessions during summer, it is considered one term. A tuition remission form must be completed along with the tuition waiver form. Dependents are not eligible for tuition waiver.
During the period of their employment with PLU, eligible employees may receive a benefit of up to 12 credit hours of courses with the tuition waived - the equivalent of 100% tuition remission for those classes. While supervisor and vice president approval is required, the courses need not be directly job-related.
Pacific Lutheran University pays the total cost of this program for terminated employees of the university. Weekly benefits are paid by the Washington State Employment Security Department, which in turn bills the university for the full amount of the benefits. Details regarding eligibility are available from Employment Security Offices. Student workers and those whose work is dependent on, or incidental to, their student status are not eligible to receive unemployment compensation (Revised Code of Washington 50.44.040).
VACATION POLICY
Revised March 2009; Revised October 2009
Purpose
The university encourages time off from work for change of pace and relaxation. For this purpose only, the university provides eligible employees with vacation leave benefits. Accumulated vacation time is not a form of wages or other cash compensation.
Eligibility
All administrators and staff members in regular "with benefits" appointments of half-time (.5 FTE) or more begin accumulating vacation time on their first day of work and may take accrued vacation following satisfactory completion of their introductory period. Temporary employees are typically not eligible for benefits, and therefore do not generally accumulate vacation time.
Vacation Accrual
Staff Employees in Nonexempt Positions-
Full-time staff accumulate vacation at the following rates:
|
Completed Full Years of Employment |
Standard Vacation Days per 12-Month Period |
Standard Monthly Accrual Rate* |
Maximum Vacation Accrual |
|
New hire to 4th anniversary |
10 |
6.67 hours |
90 hours |
|
During 5th year to 9th anniversary |
15 |
10 hours |
135 hours |
|
During 10th year and beyond |
20 |
13.33 hours |
180 hours |
Part-time staff members who are eligible for benefits (regularly scheduled to work .5 FTE or more) accrue vacation on a prorated basis using the above schedule.
*The actual vacation accrual will vary from month to month for part-time staff working irregular schedules (i.e. fewer or zero hours in the summer months; variable hours from one month to the next). See "Accrual Calculation" section.
Administrative Employees in Exempt Positions -
Full-time administrators accrue vacation at the rate of 14.67 hours per month, equivalent to 22 days per year. The maximum vacation accrual is 200 hours. Part-time administrators who are eligible for benefits (regularly scheduled to work .5 FTE or more) accrue vacation on a prorated basis. The more liberal vacation plan for administrators is granted in recognition that administrators work beyond regularly scheduled hours and are ineligible for overtime pay.
Accrual Calculation -
Vacation time is accrued on most paid hours such as regular work hours, paid sick time, and paid vacation and holiday time. The standard annual and monthly vacation amounts noted above are guidelines; the actual accrual amounts will be determined by each person's eligibility status and his/her actual eligible paid hours as calculated each month by the university's payroll system.
Vacation time is not accrued on unpaid hours, including personal time without pay and sick time without pay. Vacation time is also not accrued on any hours worked over forty (40) within a workweek. New employees starting after the first of the month will receive a prorated accrual the first month.
Vacation Usage -
Vacations are a time for renewal and rest, and employees are strongly encouraged to take their earned vacation time each year. Employees may accumulate up to the maximum vacation accrual amount appropriate for their position and length of service. However, once that maximum vacation accrual is reached, the employee will forfeit additional vacation leave accrual until such time as his/her vacation balance is under the maximum accrual cap.
Vacation time will not be advanced, but must be accrued prior to the month in which it is used. Vacation leave accrues on the last day of the month and is available for use the first day of the next month subject to the eligibility requirements listed in this policy.
Negative vacation balances are not allowed. Only that vacation time which has been earned and accrued by the end of the preceding month, will be considered eligible vacation pay in any given month. Other time off will be considered personal leave without pay, requiring the standard supervisory approvals.
The supervisor must approve all vacation usage in advance. Employees are encouraged to give as much advance notice as possible when planning vacation time, preferably two weeks notice or more. Employees are also encouraged to take vacation during periods that are less busy in their offices. The vacation date requests preferred by the employee will be considered whenever practical. However, the university reserves the right to deny vacation that may hinder the normal or continuous operation of the department. Supervisors will be reasonable in allowing the use of vacation and may not unreasonably deny vacation requests where the result would be forfeiture of accrued vacation.
If scheduling conflicts arise due to multiple requests for the same vacation time off, requests will typically be granted based on length of service with the university (i.e., the longest service employee being granted first preference for the vacation time), within the constraints of efficient departmental operation.
Administrators and staff members are responsible for reporting all vacation taken in an accurate and timely manner using the monthly staff time sheet. Supervisors and budget heads are responsible for ensuring the accuracy of all vacation and time reporting.
The Payroll Office maintains records of vacation accrued and used. Vacation accrual balances are reported to eligible employees on their monthly payroll deposit advices or paychecks.
Holidays recognized by the university that occur during a scheduled vacation are considered holiday pay and are not counted as vacation time.
Illness or injury occurring during a scheduled vacation will not be charged to sick leave unless the employee or an immediate family member (see Sick Leave policy in the Personnel Manual) is hospitalized. The supervisor may request documentation of hospitalization.
Employees applying for Family and Medical Leave Act (FMLA) leaves will generally be required to use accrued vacation and sick time before unpaid FMLA leave begins. Paid vacation and sick leave will be included in the calculation of the employee's FMLA leave entitlement of twelve (12) weeks (see Family Medical Leave Act in the Personnel Manual).
The transfer of vacation time for use by another employee is not permitted.
Vacation - Transfer
An employee transferring from one department to another takes along unused, accrued vacation. If the transfer involves a change of employment status (i.e. staff to administrator) the new accrual rate will become effective the day the new position begins.
Vacation - Termination
Employees are not entitled to receive additional pay in lieu of accumulated vacation leave upon separation of employment. Depending on the specific facts of an individual situation and subject to such documentation as the University may require, PLU generally follows these guidelines:
Each employee is insured through the State Industrial Insurance program that is paid for by the university with a partial contribution made by each employee through payroll deduction. This insurance covers work-related injuries, deaths, and occupational illnesses. It does not cover employees while away from work or while driving to or from work.