Source: http://web3.muw.edu/hr/employees/handbook/information/benefits
Timestamp: 2018-01-23 23:21:18
Document Index: 72878563

Matched Legal Cases: ['§ 25', '§ 25', '§ 25', '§ 25', '§ 25', '§ 25', '§ 71']

HOLIDAYS (IHL 805.08)
The following holidays* are observed by the University through the closing of all administrative and academic offices:
Easter Holiday (Mid-Semester Break) – one to be designated
Christmas Break (Winter Break) – Exact days to be determined by the University President
Additional holidays may be designated by the University President, not to exceed a total of fifteen days a year.
*See Holiday Pay section under Payroll/Compensation.
Picture identification cards are issued to regular employees by ID Card Services. The ID card should be relinquished upon termination of the employee. Lost identification cards should be reported to the Human Resources Office and arrangements made for a replacement card.
LEAVE ALLOWANCES (IHL 802 and 803 and MISS. CODE § 25-3-91)
Regular full-time employees are entitled to full leave benefits. Regular part-time employees are entitled to leave benefits on a pro rata basis. (See charts below)
Employees who work less than 20 hours per week are not eligible to accrue leave.
Staff employees who are employed between the first through the fifteenth and work through the end of the month and who work 20-39 hours per week will accrue leave on a pro rata basis using the following charts as a guideline.
Staff employees who are employed between the first through the fifteenth of the month and work through the end of the month and work 40 hours per week and full-time faculty on a 12 month contract will accrue leave according to the following charts:
There shall be no limit to the accumulation of personal leave.
Adjunct or temporary faculty and regular part-time faculty who work less than 20 hours per week are not eligible to accrue leave.
Regular part-time faculty with a contract for at least 50% who are employed between the first through the fifteenth and work through the end of the month who work 20-39 hours per week will accrue medical leave on a pro rata basis using the chart below as a guideline.
Regular full-time faculty who are not 12 month employees and who are employed between the first through the fifteenth and work through the end of the month who work 40 hours per week will accrue leave according to the chart below:
Major Medical Leave for Less Than 12 Month Faculty
Departments should maintain Monthly Attendance/Leave records for all “Leave” eligible employees as defined above.
Nine-month faculty who teach summer school do not earn major medical leave during those summer months.
There shall be no maximum limit to major medical leave accumulation. Upon retirement from active employment each faculty member who is employed on a nine-month basis shall receive credit and be paid for not more than 240 hours of unused major medical leave for service as a state employee. All unused/unpaid major medical leave shall be counted as creditable service for the purposes of the Public Employees’ Retirement System (PERS). Optional Retirement Plan (ORP) participants do not receive additional credit for unused leave or military leave. No medical leave benefits can accrue when an employee is on extended leave without pay.
Major medical leave may be used for the illness or injury of an employee, only after the employee has used one day of personal leave for each absence due to illness, or leave without pay if the employee has no accrued personal leave. Faculty members on a less than 12 month basis may use major medical leave for the first day of absence due to illness. Major medical leave may be used, without prior use of personal leave, to cover regularly scheduled visits to a doctor’s office or a hospital for the continuing treatment of a chronic disease, as certified in advance by a medical doctor.
Major medical leave may be used for the illness or injury of a member of the employee’s immediate family after the employee has used one day of personal leave (except less than 12 month faculty). An immediate family member is a spouse, parent, stepparent, sibling, child, stepchild, grandchild, grandparent, son- or daughter-in-law, mother- or father-in-law, brother- or sister-in-law. For each absence due to illness of 32 consecutive working hours, medical verification is required. Major medical leave may be used for immediate family members, without prior use of personal leave, to cover regularly scheduled visits to a doctor's office or a hospital for the continuing treatment of a chronic disease, as certified in advance by a physician.
To qualify for major medical leave, the employee must:
Notify the appropriate administrator in charge immediately of the reason for absence.
For each absence due to illness of 32 consecutive working hours (combined personal leave and major medical leave), major medical leave shall be authorized only when certified by a medical doctor.
DEATH IN THE FAMILY (IHL 805.04 and MISS. CODE § 25-3-95 (3))
An employee may use up to three days of earned major medical leave for each occurrence of death in the immediate family requiring the employee's absence from work. No qualifying time or use of personal leave will be required prior to use of major medical leave for this purpose. The immediate family is defined as spouse, parent, stepparent, sibling, child, stepchild, grandchild, grandparent, son- or daughter-in-law, mother- or father-in-law or brother- or sister-in-law.
REQUESTS FOR PERSONAL AND MAJOR MEDICAL LEAVE
All requests for personal leave are subject to the approval of an employee’s supervisor. In order to minimize disruptions to the work environment, employees, except in emergency situations, shall request approval for personal leave at least 24 hours in advance. In addition, whenever possible, an employee is encouraged to provide his/her supervisor with advance notice when he/she is aware of a future need for major medical leave.
MILITARY LEAVE (IHL 805.05)
Regular employees who are called to active military duty on short notice as the result of national emergencies may be granted a military leave of absence (without pay) beginning on the date of the call to military service. A leave of absence with pay may be granted for no more than 15 work days per calendar year to a regular employee who, as a member of the National Guard or official militia of Mississippi or a member of any of the reserve components of the armed forces, is ordered to active duty.
A copy of the military orders should be filed in the individual’s personnel folder.
TERMINAL LEAVE (IHL 801.09 and MISS. CODE § 25-3-95)
Eligible employees who are retiring or otherwise terminated are entitled to payment of their unused portion of personal leave up to a maximum of 240 hours.
JURY DUTY (IHL 805.01 and MISS. CODE § 25-3-92)
If an employee is called to serve as a juror or subpoenaed as a witness, he or she may be granted special leave with pay. Jury or witness fees shall be retained by the employee. Leave with pay may be granted for attendance if the employee is the defendant or engaged in personal litigation.
LEAVE OF ABSENCE WITHOUT PAY (IHL 805.06)
Request for leave of absence without pay must be approved by the administrative head of the employee’s respective area and the supervising President’s Cabinet member.
When a leave of absence without pay is approved, the supervisor may be allowed to fill the position on a temporary basis, with the approval of the appropriate administrator, until the individual granted the leave returns. An employee may return to duty before the expiration of his/her approved leave without pay only with the approval of the department chairman or supervisor.
Employees on leave of absence without pay are NOT entitled to ANY University benefits while on such leave except as provided in the Family and Medical Leave policy.*
If, at the expiration of a leave of absence, the employee has not returned to his/her position and the leave has not been extended, he/she shall be considered to have resigned from his/her position at the close of business on the day following his/her last day of leave.
Employees are not entitled to holiday pay or administrative leave pay when the employee is on leave of absence without pay. (Updated 9/11/14)
*Participation in certain University insurance programs may be continued during brief intervals of non-service. Employees who do not receive paychecks during leaves of absence must make necessary arrangements and their payments to the Office of Human Resources for the interval of non-service. Employees must incur the full premium for coverage while on leave without pay status.
TRANSFER OF LEAVE (MISS. CODE § 25-3-97)
All accrued leave, both personal and major medical, shall be transferable between state institutions. A statement of accrued leave shall be furnished at the time of transfer.
USE OF PERSONAL LEAVE PRECEDING RETIREMENT
Employees may be granted a maximum of thirty days personal leave within the six-month period immediately preceding retirement. This leave can be taken only with approval of the employee’s supervisor and may be denied if such leave causes a major problem in the workload distribution within the department. Any exceptions to this must be approved by the President. Unpaid personal and major medical leave shall be counted as creditable service with the Public Employees’ Retirement System (PERS). Optional Retirement Plan (ORP) participants do not receive additional credit for unused leave.
FAMILY AND MEDICAL LEAVE ACT OF 1993 POLICY
Family and Medical Leave will be granted in accordance with the Family and Medical Leave Act of 1993. All full-time and part-time employees who have been employed by the University for at least one year and for at least 1,250 hours during the preceding 12-month period are eligible for Family and Medical Leave. For purposes of this policy, part-time employees shall be those who work 20 hours or more per week but less than 40. Employees will be returned to the same or to an equivalent position upon their return from Family and Medical Leave. For employees not eligible for Family and Medical Leave, the University will review department considerations and the individual circumstances involved.
1. Family and Medical Leave may be taken for the following reasons:
the birth of the employee’s child and in order to care for the child;
to care for a spouse, child or parent (but not a parent-in-law) who has a serious health condition;
to permit a spouse, son, daughter, parent, or next of kin to take up to 26 weeks of leave to care for a member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness. The National Defense Authorization Act (NDAA) also permits an employee to take FMLA for any qualifying exigency (as the Secretary [of Labor] shall, by regulation, determine) arising out of the fact that the spouse, or a son, daughter, or parent of the employee is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation.
2. Birth or Placement of a Child for Adoption
The entitlement to leave for the birth or placement of a child for adoption of foster care will expire twelve months from the date of the birth or placement.
3. Use of Accrued Personal/Medical Leave
An employee may choose to use all of his or her accrued personal and major medical leave prior to going on unpaid leave of absence status if the leave is for an employee’s own serious health condition or to care for a spouse, child or parent who has a serious health condition, or if the employee is requesting leave for the birth of employee’s child and in order to care for that child, or for the placement of a child with employee for adoption or foster care.
All eligible full-time employees may be granted a total of twelve weeks per fiscal year of unpaid leave of absence and paid personal and major medical leave combined. All eligible part-time employees are entitled to the same leave on a pro-rata basis.
4. Intermittent Leave
Leave taken for an employee’s own serious illness or that of a family member may be taken intermittently or on a reduced leave scheduled when medically necessary and coordinated with the employee’s supervisor. Upon exhaustion of accrued paid leave or at the choice of the employee to use unpaid leave of absence status, both exempt and non-exempt employees will have their pay docked for intermittent or reduced schedule leave.
5. Request for Extension of Leave
Leave may be extended beyond the twelve-week period upon request of the employee and approval by the University for up to a combined maximum of twelve months. However, if an employee chooses to extend his or her leave beyond the 12 week-period, depending on the circumstances, the University may not be required to reinstate the employee to the same or equivalent position upon the employee’s return.
6. Effect of Both Spouses Being Employed at the University
If both spouses are employed by the University, both are eligible for this leave. However, for the birth or placement of a child or for the care of a sick parent, the husband/wife together are limited to only one 12-week period during any fiscal year. However, if leave is for a seriously ill spouse or child or for the employee’s own serious illness, each is entitled to a 12-week period.
7. Benefits Coverage During Leave
The University will continue to pay the eligible coverage for the employee only contribution to the State and School Employees’ Health Plan for up to twelve weeks, whether the leave is paid or unpaid. If additional paid or unpaid leave is granted, the employee must contact the Office of Human Resources to determine the effect upon continued health care coverage.
At the time an unpaid leave of absence begins, the employee must make arrangements with the Office of Human Resources for continuation of benefits coverage, including health, life, dental and other applicable insurances.
Service time in the Public Employees’ Retirement System of Mississippi or the Optional Retirement Plan is not earned for any period of unpaid leave of absence. Also personal and major medical leave days are not earned during the unpaid portion of leave of absence, nor are University holidays considered a paid holiday during an unpaid leave of absence.
If the employee fails to return to work after the expiration of the leave, the employee will be required to reimburse the University for payment of all insurance premiums during the Family and Medical Leave, unless the reason the employee fails to return is the presence of a serious health condition which prevents the employee from performing his or her job or to circumstances beyond the employee’s control.
8. Restoration to Employment
Upon return from an approved Family and Medical Leave of absence, an employee -- with the exception of an employee designated as “key” -- will be restored to his or her old position or to a position with equivalent pay, benefits and other terms and conditions of employment.
Under specified and limited circumstances, where restoration to employment will cause substantial and grievous economic injury to the University, the University may refuse to reinstate certain “key” employees after using Family and Medical Leave. A “key” employee is a salaried eligible employee who is among the highest paid ten percent of employees.
9. Failure to Return from Leave
The failure of an employee to return to work upon the expiration of a family or medical leave of absence will subject the employee to immediate termination unless an extension is granted. An employee who requests an extension of Family and Medical Leave due to the continuation, recurrence or onset of his or her own serious health condition, or onset of a serious health condition of the employee’s spouse, child or parent, must submit a request for an extension, in writing, to the employee’s immediate supervisor. This written request should be made as soon as the employee realizes that he or she will not be able to return at the expiration of the leave period.
In all cases, an employee requesting leave must complete an “Application for Leave” noting whether the employee wishes to use accrued leave or unpaid leave on the back of the form and return it to his/her supervisor for forwarding through appropriate channels to the Office of Human Resources.
2. Notice of Leave
In order to minimize disruptions to the work environment, employees are encouraged to provide their supervisors with as much advance notice as possible when there is a need for Family and Medical Leave.
An employee intending to take Family and Medical Leave because of an expected birth or placement, or because of a planned medical treatment must submit an application for leave at least thirty (30) days before the leave is to begin. If leave is to begin within thirty (30) days, an employee must give notice to his or her immediate supervisor and to the Office of Human Resources as soon as the necessity for the leave arises.
3. Medical Certification of Leave
An application for leave based on the serious health condition of the employee or the employee’s spouse, child or parent must also be accompanied by a “Medical Certification Statement” completed by the applicable health care provider. The certification must state the date on which the health condition commenced, the probable duration of the condition, and the appropriate medical facts regarding the condition.
If the employee is needed to care for a spouse, child or parent, the certification must so state along with an estimate of the amount of time the employee will be needed. If the employee has a serious health condition, the certification must state that the employee cannot perform the functions of his or her job.
In the case of childbirth or placement of a child through adoption or foster care, documentation by the attending physician in the case of childbirth or court/attorney verification in the case of adoption or foster care placement may be required.
If the University questions the validity of the certification provided, the employee may be required, at the University’s expense, to obtain the opinion of a second health care provider designated or approved by the University. The selected health care provider cannot be an employee of the University.
4. Return From Leave
An employee must complete a “Notice of Intention of Return” form before he or she can be returned to active status. If an employee wishes to return to work prior to the expiration of Family and Medical Leave of absence, notification must be given to the employee’s supervisor at least five (5) working days prior to the employee’s planned return.
After a period of leave due to their own serious health condition, employees must present medical certification to indicate their ability to return to work.
A serious health condition is defined as: (a) inpatient care in a hospital, hospice, or residential medical facility, including any period of incapacity or subsequent treatment, (b) a period of incapacity of more than three consecutive days that also includes treatment two or more times by a health care provider or such treatment on at least one occasion resulting in a regimen of continuing treatment, (c) incapacity due to pregnancy or for prenatal care, (d) chronic conditions requiring treatments, (e) permanent/long-term conditions requiring treatment, or (f) multiple treatment for non-chronic conditions.
TEMPORARY DISABILITY LEAVE (IHL 804)
For those employees who do not qualify for family and medical leave under the Family and Medical Leave Act of 1993, the University’s temporary disability leave policy may be applicable.
The intention of the policy is to provide, upon University approval, leave for any temporary disability of an eligible employee that normally has a reasonable predictable time frame, encompassing an onset and an end of the condition. Leave necessary for the purpose of childbearing is included under this policy. This policy does not guarantee an entitlement for any employee who is absent from work on a frequent and/or regular basis and whose attendance habits are such that the employee fails to accomplish assigned job responsibilities.
The respective universities and agencies reserve the right to require medical statements in support of uses of benefits under this policy as well as to support the universities’ and agencies’ needs to determine that employees be permitted to work. Failure to provide requested necessary documentation may result in a “non-pay” status for the period of time in question and/or dismissal (although accrued personal and major medical leave exist).
Any regular full-time employee who has successfully completed the University’s 90-Day Performance Review Period and who suffers temporary sickness or disabilities thus making him or her unable to perform assigned duties, may be granted leave for a reasonable time but not to extend normally beyond a twelve-month period.
Accrued major medical leave and/or personal leave must be used to cover work days falling within the period of entitlement. Once the accrued leave is exhausted, the leave will be without pay.
The beginning date of disability will be determined by the employee’s physician and at the discretion of the institution may have to be approved by the institution’s health service.
The ending date of disability shall end when determined by the employee’s physician and at the discretion of the institution may have to be approved by the institution’s health service. When the employee returns to his or her duties, the employee shall present a statement from his or her physician stating the ability to resume work.
Upon returning to employment, the employee will be returned to his or her former position or to an equivalent position.
Any employee not returning to work at the expiration of the leave under this section is eligible for terminal personal pay, provided the days have not been taken.
3. Effect of Temporary Disability Leave on Benefits
Any eligible employee on a paid leave status will be credited with major medical leave and personal leave entitlements earned during such paid leave upon his or her return to active employment.
No refund of retirement contributions will be made during a temporary disability leave, since the return of the employee is anticipated.
An employee’s group insurance plan will be kept in force as long as major medical leave or personal leave entitlements are paid. It may be kept in force thereafter through direct contribution by the employee not receiving pay under major medical leave or personal leave but continuing on a temporary disability leave. Arrangements for this service must be made by the employee with the Office of Human Resources prior to the date that such contributions should be made.
GROUP HEALTH AND LIFE INSURANCE (IHL 712.04 and MISS. CODE § 25-15-3)
The University participates in the State and School Employees’ Life and Health Plan. A detailed brochure describing benefits is available in the Office of Human Resources.
OTHER ELECTIVE INSURANCE AND BENEFITS
For more information about the elective benefits available, contact the Office of Human Resources.
Employees of the University formed the Credit Union, which began operation during the 1964-65 session. Employees may deposit savings in the Credit Union. Loans may be made by any member providing they meet the terms required for borrowing. The Office of Human Resources will accept authorization for payroll deductions in order to purchase Credit Union shares or to make installment payments on loans.
FACULTY/STAFF TUITION REMISSION ( IHL 801.15)
Mississippi University for Women provides a Tuition Remission Program that enables eligible employees to enroll in courses of study at the University in order to enhance personal and professional development. The Tuition Remission Program does not include laboratory fees, class fees, course materials, or housing fees. Also excluded are independent study courses, distance learning fees, and all self-supported institutional activities (e.g. short courses, institutes, and independent study courses or non-credit courses).
Regular full-time benefits - eligible employees are eligible to have tuition remitted for up to six (6) undergraduate or graduate credit hours per semester (fall, spring, or summer) with a maximum of eighteen (18) credit hours per calendar year. Employees are responsible for certain required fees. Employees are eligible for this benefit on the first day of their regular employment provided the employment began on or before the last day to add courses.
Regular part-time benefits - eligible employees (20 – 39 hours per week) are eligible for up to three (3) undergraduate or graduate credit hours per semester (fall, spring, or summer).
Employees who are adjunct, temporary status or less than 20 hours per week are not eligible for the Tuition Remission Program.
Leave of Absence - Regular benefits - eligible employees on an approved leave of absence may continue to be eligible for the Tuition Remission Program for the duration of the approved absence.
Retired employees who were eligible for the Tuition Remission Program at the time of their retirement may continue to be eligible under the same terms and fee schedule as regular employees. The term retirees shall mean employees who have attained official retirement status from the University. Retirees age 65 or older may enroll tuition-free at the University in scheduled courses on a first-come, first-serve, space-available basis.
Employees may enroll for one 3-credit hour course during their normal working day with the prior approval of the responsible unit head provided the employee is not on flextime, and provided the time lost from work (including travel to and from class) is made up during the same work week, or, compensated for by the use of accrued personal leave or compensatory leave. Additional courses must be taken outside of the normal work day which, for most employees, is defined from 8:00 a.m. to 5:00 p.m., Monday through Friday.
Employees must gain admission/readmission to the University and complete the appropriate forms in Admissions and/or Financial Aid.
Employees will pay the actual tuition for those credit hours taken in excess of the limits specified in this policy.
FACULTY/STAFF DEPENDENT CHILDREN TUITION REMISSION (IHL 801.15)
The University provides a Tuition Remission Program, which enables dependent children of full-time employees of MUW to enroll in undergraduate courses of study at the University at reduced tuition. The Tuition Remission Program does not include laboratory fees, course materials, or housing. Also excluded are audit courses, independent study courses, distance learning fees, Culinary Arts fees, and all self-supporting institutional activities (e.g. short courses, workshops, institutes, and independent study courses or non-credit courses taught by the Division of Continuing Education). Forms and procedures are available in the Office of Financial Aid.
The scholarship is renewable on a semester-to-semester basis provided a 2.5 cumulative grade point average (GPA) is maintained. Students must re-apply prior to each semester.
FACULTY/STAFF SPOUSES TUITION REMISSION
Spouses of full-time faculty and staff members employed by MUW are eligible for a 50% tuition scholarship. Spouses will be responsible for all fees and are not eligible to receive other university general fund scholarships in conjunction with the 50% tuition scholarship.
The form for this scholarship may be obtained from the Office of Financial Aid. The employee must have been employed full-time prior to the end of the late registration process.
The Deferred Compensation Plan is designed with the current tax-saving incentives to supplement Social Security, State Retirement, other retirement plans and savings. Regular, benefits eligible employees are allowed to participate in the Deferred Compensation Plan under the Internal Revenue Code, Section 457. The employee’s contributions are excluded from current income taxes when invested in the plan.
PUBLIC EMPLOYEES’ RETIREMENT (PERS) AND OPTIONAL RETIREMENT SYSTEM (ORP) (IHL 801.11 – 801.12)
The Public Employees’ Retirement System (PERS) enacted by the 1952 legislature, includes most employees of the University who work half-time or more. Teaching and administrative faculty hired after July 1, 1990, have the choice of PERS or the Optional Retirement Plan (ORP).
Additional information may be obtained on the retirement procedures and options from the Office of Human Resources.
Employees of the University are eligible to participate in a plan of tax sheltered annuities. Under provisions of Section 403b of the Internal Revenue code of 1954, as amended, employees are offered certain tax advantages in that part of their gross income may be excluded from current income taxes when used to purchase an annuity for additional retirement benefits. Amounts invested in an annuity under the Code would be taxed at the time the annuity matures and payment is made to the individual after retirement. This provision may result in considerable tax savings to the individual. The amount of annuities which an employee may authorize the University to purchase for him or her in lieu of a portion of the salary otherwise payable directly to him or her is determined by a formula prescribed by the Internal Revenue Code and Regulations. Employees who are interested in the purchase of tax sheltered annuities should contact the Office of Human Resources for a list of approved vendors. The University makes annuity premium payments from an employee’s salary when authorized to do so but does not contribute funds to the individual’s tax sheltered annuity plan.
WORKERS’ COMPENSATION (IHL 711.03 and MISS. CODE § 71-3-5)
The University maintains standard workers’ compensation insurance coverage in accordance with Mississippi state laws. Every injury should be reported immediately, but within 30 days of the occurrence to the supervisor in charge and Human Resources.