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Medical College of Georgia |
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Employee BenefitsVacation Use of Vacation Leave: Employees are encouraged to select the dates they wish to take vacation as far in advance as possible and submit their request for appropriate supervisory approval. Every effort is made to grant vacation as requested. If staffing and scheduling requirements of the employee’s department permits, vacation time will be granted as requested. If a holiday recognized by the Medical College occurs while you are on vacation, that day will be considered holiday time rather than vacation time. Accrual: The rate of vacation accrual for eligible employees is based on an employee’s length of continuous service. Regular/fulltime employees earn vacation according to the chart below:
If Leave Without Pay hours are recorded in a pay period, vacation leave will be reduced proportionally. You may accrue a maximum of forty-five days (360 hours) of vacation. Any vacation time above forty-five days (360 hours) is forfeited as of December 31 each year. The Medical College compensates employees for accrued vacation time not to exceed a maximum of forty-five days (360 hours) at termination of employment. Regular/Part-Time: Regular/Part-time employees accrue vacation leave based on length of continuous service as outlined above, and at an equivalent ratio of their work commitment. Regular/Part-time employees may receive paid vacation leave for an approved absence from scheduled work. The hours of vacation leave recorded on the time sheet will be the same number of hours the employee was scheduled to work each day of approved leave. Vacation Payment: Employees will be paid for all accrued vacation leave up to the maximum amount upon termination from the Medical College of Georgia for any reason or upon reverting to a work commitment of less than half-time. Under certain conditions accrued vacation leave may be transferred to another institution within the University System in lieu of payment providing there is no actual break in service. A terminating employee does not accrue vacation leave after the last working day of employment. Sick Leave Accrual: Sick leave for eligible employees accrues and is cumulative with no maximum limit during an employee's length of continuous service. The rate of sick leave accrual for all eligible employees is based on the employee’s work commitment. Regular/full-time employees accrue sick leave at the following rate:
If there are any Leave Without Pay hours in a pay period, sick leave for that pay period will be reduced proportionally. Use of Sick Leave: When you need to use accrued sick leave, inform your supervisor that you cannot come to work at the scheduled time. If you are unable to contact your supervisor, notify the supervisor’s designated representative as soon as possible after the beginning of the scheduled work period. Failure to notify the supervisor or designated representative of absence could result in automatic termination of your employment. Should a scheduled holiday occur while you are on sick leave, that day will be considered holiday time rather than sick leave. Accrued sick leave with pay may be used for the following reasons:
Regular/part-time employees who accrue sick leave may use sick leave for absence from scheduled work for any of the above reasons. The hours of sick leave used each day cannot exceed the number of hours the employee is scheduled to work. Sick leave may be used if you become ill while on vacation, provided prior approval is obtained from your supervisor to change from vacation leave to sick leave. If prior approval is not possible, submit a doctor's statement to your supervisor upon return from vacation, certifying the dates of illness. Physician’s Statement: A physician’s statement is required in the following instances: If you use accrued sick leave for a period of six or more continuous work days; for shorter absences at the discretion of your supervisor; and for any period of absence due to a work related injury or illness. Initial Use of Vacation or Sick Leave: During your initial period of employment, Vacation Leave, Sick Leave or an Unscheduled Holiday may not be used for absence until a Leave Accrual Summary by Department report is issued showing a Leave Balance. If you must be absent prior to that time, the hours taken will be recorded as Leave Without Pay. Leave Upon Termination: Employees will not accrue sick leave after the last day worked, and will not be paid for accrued sick leave upon termination of employment. Accrued sick leave may be transferred to another institution of the University System of Georgia, providing there is no actual break in service. Holidays The nine scheduled holidays recognized by the Medical College are as follows:
Scheduled holidays falling on Saturday are usually observed on the preceding Friday, and those falling on Sunday are usually observed on the following Monday, except for Christmas Eve and Christmas Day. The New Year’s Day holiday must be observed in the calendar year of the holiday. When Christmas Eve falls on a Friday, Christmas holidays will be observed on the Thursday and Friday preceding Christmas Day. When Christmas Eve falls on Saturday, the preceding Friday and the following Monday will be observed as a holiday. When Christmas Eve falls on Sunday, Christmas Day, Monday and Tuesday will be observed as holidays. At all other times, Christmas holidays will be observed on December 24 and December 25. If a scheduled holiday occurs while you are on vacation, that day is considered holiday time rather than vacation time. If you are on sick leave or temporary leave without pay the day before and/or the day after a scheduled holiday occurs, the holiday will be considered unpaid holiday time because you are not in an active payroll status. You will not be paid for any scheduled holidays, which occur while you are on inactive payroll status on an approved leave of absence. If you are required to work on one of the scheduled holidays or if a scheduled holiday falls on your day off, your department head will arrange a substitute holiday within 60 days before or after the actual holiday. Unscheduled Holidays: Three (3) Unscheduled Holidays are authorized by the Medical College. Eligible employees will accrue one Unscheduled Holiday at the end of January, one at the end of April, and one at the end of July. To receive credit for an Unscheduled Holiday, you must be on the payroll on the first working day of the appropriate quarter in which the holiday is earned. Unscheduled Holidays may be taken with supervisory approval when your departmental leave record indicates you have accumulated holiday time. Unscheduled holidays may not be taken in advance of the quarter in which they are authorized and must be taken in eight hour increments or in an amount equivalent to an employee’s work commitment if less than full time. Employees on inactive payroll status the first working day of a calendar quarter are not authorized an Unscheduled Holiday for that quarter. Unscheduled Holidays do not accrue beyond December 31 each year and will be lost if not used by that date. Therefore, you should plan to take your Unscheduled Holidays prior to the end of December each year. Scheduled Holidays and Unscheduled Holidays for Regular/Part-Time Employees: Payment for holiday hours will be in an amount equivalent to the employee's work commitment. When one of the scheduled holidays falls on a scheduled workday of the employee and the day is taken as a holiday, the time should show holiday hours (H) in an amount equivalent to the employee’s work commitment. When a scheduled holiday falls on a day the employee is not scheduled to work, “time off” in an amount equivalent to the employee’s work commitment (work commitment x 8) will be given during other regularly scheduled working hours within sixty (60) days before or after the actual holiday. At termination: A terminating employee is not eligible to be paid for unscheduled holidays not taken prior to their last working day, or any scheduled holiday that occurs after their last working day of employment. Leave of Absence Without Pay Absence exceeding an entire biweekly pay period is considered to be extended. This type of LWOP is normally limited to 30 days. A physician’s statement, outlining the requirement for an estimated period of absence must be attached to the PAR authorizing the leave. Any extension of the absence, not exceeding the one year maximum time period, must also be supported by a physician’s statement. Educational Leave without Pay: Regular/full-time employees may be granted Educational Leave Without Pay for periods not to exceed one year for the purpose of encouraging professional development. An employee on Educational Leave Without Pay may elect to continue group insurance benefits and the institution will continue to pay its share of the cost. Personal Leave Without Pay: Regular/full-time and regular/part-time employees may request Personal Leave Without Pay for reasons other than those provided in other leave categories. Personal Leave Without Pay for a period not to exceed 14 calendar days may be approved by an employee's supervisor and department head. A request for Personal Leave Without Pay which exceeds 14 calendar days requires approval of the President and must be submitted to the Director of Human Resources, who is the reviewing official. Requests for Personal Leave Without Pay require approval prior to the effective date of the leave. All accrued annual leave must be exhausted before a personal leave request will be considered for approval. An employee on Personal Leave Without Pay for a period that exceeds 14 days may elect to continue group insurance benefits. If an employee wishes to continue Group Health and Life Insurance coverage during the leave period, prior arrangements for premium payments must be made with Employee Benefits. If an employee is unable to return from Leave of Absence Without Pay on or before the date the leave expires, and other arrangements have not been made with the supervisor or department head, the employee will be terminated. Approved Leave of Absence Without Pay permits an employee to continue all group insurance in effect and retain service continuity for determining the rate of vacation leave accrual and record of service. No additional vacation leave or sick leave will accrue while the employee is on Leave of Absence Without Pay. Insurance Benefits Continuation: If continued coverage under the MCG Group Insurance Plans is desired, the employee beginning leave without pay must make arrangements in advance with Employee Benefits for premium payments. Other Types of Leave Bereavement Leave: Regular/full-time and regular/part-time employees may use accrued sick leave to attend the funeral of a member of the immediate family. In most cases, three days is the maximum amount of sick leave authorized for this purpose. Annual leave or leave without pay may be used for any additional time. Immediate family includes spouse, parent, parent-in-law, brother, sister, child, stepchild, son-in-law, daughter-in-law, grandparent, grandchild, foster parent or legal guardian. Employees who work less than half time may be excused for the above purpose but are not eligible for paid time off since they do not accrue sick leave. Court Leave: Regular/full-time employees who are subpoenaed or otherwise directed by proper legal authority to appear as a witness in a jury trial or to serve as a juror in any court, or mandated to serve on jury duty may be given court leave during scheduled working hours. Court leave is not charged against any other leave accrued and there is no deduction in pay for the absence even though a jury or witness fee may be paid to you. Court leave may not be given to any employee summoned to a court as a defendant or plaintiff unless the summons is in connection with the employee's official duties with the Medical College. Court leave does not cover any period of absence other than your scheduled working hours. You are expected to return to work if the court excuses you during your scheduled workday. Military Leave With Pay: Leave with pay will be granted to regular/full-time and regular/part-time employees who are members of the Georgia National Guard or a reserve component of the Armed Forces of the United States for periods specified by official orders. This type of leave does not cover drill periods and/or reserve training periods on “week-ends” or other scheduled days off. The amount of Military leave with pay is limited to eighteen(18) workdays in any one federal fiscal year, and may not exceed eighteen (18) workdays in any one continuous period of such absence. Family Medical Leave: In accordance with the Family &Medical Leave Act, employees who have worked for MCG for a total of at least twelve months (total, not necessarily continuous), and at least 1,250 hours during the 12 months preceding the commencement of the leave, are eligible for twelve (12) work weeks of family medical leave during any consecutive 12-month period. Family leave shall be granted in the event of: (a) the birth and care of a newborn child of the employee; (b) the legal placement of a child with the employee for adoption or foster care; (c) the care of an immediate family member (defined as the employee’s spouse, child, or parent) with a serious health condition; or (d) a serious health condition of the employee himself/herself, which renders the employee unable to perform the duties of his/her job. Child is defined as a biological, adopted or foster child, a stepchild, or legal ward. The child must be under 18 years of age, or 18 and older if incapable of self-care due to physical or mental disability. Entitlement to family leave due to birth or adoption of a child expires twelve months after the birth date or date of adoption. Family leave for birth or adoption may not be taken intermittently. Leave because of a health condition of the employee or the employee’s child, spouse, parent, or spouse’s parent may be taken intermittently. Spouses who both work in the same department for the Medical College may not take family leave at the same time when the leave is due to birth or adoption of a child and are limited to a combined twelve (12) weeks of leave (Policy - Family Medical Leave 1.4.34) The Family Leave Act defines a serious health condition as an illness, injury, or impairment, or physical or mental condition that involves:
A claim for leave because of a serious health condition of the employee or the employee’s child, spouse, or parent must be supported by certification issued by the health care provider. In the case of a serious health condition of the employee, the certification shall be sufficient if it states (1) the date on which the serious health condition commenced; (2) the probable duration of the condition; and (3) a statement that the employee is unable to perform the functions of the position. In the case of a serious health condition of the employee’s child, spouse, parent, the certification shall be sufficient if it states (1) the date on which the condition commenced; (2) the probable duration of the condition; and(3) a statement that the employee is needed to care for the child, spouse, or parent. The employee’s immediate supervisor has the option to require recertification at times deemed appropriate. Requests for family leave should be submitted in writing to the immediate supervisor with supporting medical certification. Employees are expected to provide as much notice as possible in requesting family leave in order that appropriate adjustments may be made to handle workload commitments. Family leave is unpaid (MCG is not required to grant FMLA as paid time off.). Employees may elect to utilize, or MCG may require, that employees utilize their accrued paid sick leave and/or annual leave, as appropriate, for such absences. MCG’s designation shall control. The employee will be informed in writing that the leave time is being counted toward the 12-week Family Medical Leave entitlement. If the requested leave period is less than 12 weeks and the employee desires a continuance of the leave, the employee will be required to furnish a physician’s statement documenting the need for continued leave and estimating a date of return. If a request for family leave is denied for any reason, notice of the denial will be provided to the requesting employee by the supervisor denying the request in a timely manner. The notification will be provided in writing and will include the reason for denial. Group Insurance Program You are urged to enroll for coverage at the time of your employment, otherwise your ability to elect coverage will be delayed until the next open enrollment period, usually each fall (mid October to mid November), with coverage effective January 1. Detailed information on the health insurance plan and cost is available in Employee Benefits. Dental Insurance: Dental Insurance is offered to all regular/full-time and regular/part-time employees. The University System of Georgia administers one plan. An election to enroll in this plan must be made within the first 31days of employment. There is no open enrollment period for the USG Dental plan. If coverage is not applied for within 31 days of employment, there will be no other opportunities for enrollment in the USG plan. Another dental plan is offered through Delta Dental. Election to enroll in this plan must be made within the first 31days of employment. However, there is an open enrollment period, usually each fall (mid October to mid November), with coverage effective January 1. Detailed information on the Delta Dental plan and its cost is available in Employee Benefits. Life Insurance: The Medical College offers an excellent Life Insurance Program for employees. All regular/full-time and regular/part time employees are eligible for $25,000 in free Group Life Insurance coverage including Accidental Death and Dismemberment. Coverage is not automatic. The insurance does not become effective until you have signed the required forms in the Human Resources Division and have started work. The effective date of coverage will be determined by your employment date. The Medical College also provides low cost Supplemental Life Insurance, including Accidental Death and Dismemberment coverage in amounts up to three times your annual salary but not to exceed $300,000 or a flat amount of $15,000. Dependent Life Insurance is also available on an optional basis. The employee pays the total cost of this additional insurance. You should enroll within 31 days after employment or your coverage may be denied or delayed by the insurance company. Detailed information regarding the Group Life Insurance Programs is available in Employee Benefits. Rates and coverage amounts are subject to change and you should always check with the Benefits office for current information. Long Term Disability Insurance: All regular/full-time and regular/part-time employees are eligible to participate in a long-term disability insurance plan. This insurance provides for payment of a monthly benefit equivalent to 60% of salary, up to a maximum benefit of $6,000 per month. If you do not enroll within 31 days of employment, the insurance company may deny your application or coverage may be delayed for several months. The employee pays the cost of long-term disability insurance. Further information about long-term disability insurance is available in Employee Benefits. Personal Accident Insurance: Regular/full-time and regular/part-time employees are eligible to enroll in a Group Accident Insurance Program at discounted group rates. The amount of coverage chosen may be from $10,000 to $500,000 in $10,000 increments. Coverage including educational benefits is available for your dependents at a percentage of the coverage amount you choose. The employee pays the cost of this coverage. You are urged to enroll at the time of your employment otherwise coverage could be delayed. Personal Accident Insurance is a separate plan not connected with the Life Insurance Program. Detailed information on the Personal Accident Insurance and cost is available in Employee Benefits. Long Term Care Insurance: Long Term Care insurance is available to all regular/full-time and regular/part-time employees. This insurance is offered through CNA Insurance Company and provides coverage in the event an employee or employees spouse must be confined to a nursing home or requires home health care. For further information, contact Employee Benefits. Supplemental Health Insurance (AFLAC): Supplemental health insurance is available to regular/full-time and regular/part-time employees through American Family Life Assurance Corporation. AFLAC offers three supplemental insurance products: cancer insurance, hospital indemnity plan, and short-term disability insurance. Flexible Benefits Plan: The Medical College of Georgia has a Flexible Benefits Plan, which allows you to pay the premium costs of the benefits you select with pretax dollars. Since your premiums are paid on a pretax basis, you save federal, state and Social Security taxes, which results in an increase in take home salary. All benefits-eligible staff of the Medical College automatically participate in the Flexible Benefits Plan. Workers’ Compensation: If you sustain a work-related injury or illness while at work, the Medical College Workers' Compensation Program will pay for your medical care, prescription medications and necessary medical equipment and supplies, and may compensate you for time lost from work as a result of the injury or illness. The Georgia Workers’ Compensation Law determines benefits payable to you as a result of a work-related injury or illness. Any injury or illness received on the job, no matter how slight, must be reported to your supervisor immediately. Your supervisor is responsible for seeing that the required forms are prepared and distributed to the proper authorities. In case of a work related injury when immediate medical attention is needed, the employee should be directed to the nearest emergency room. Otherwise, the employee must seek treatment by contacting the Georgia Department of Administrative Services (DOAS) at 1-877-656-7475. Additional information is located in the Medical College of Georgia’s Administrative Policies and Procedures manual. Accidents that are not a result of a work-related injury or illness should be reported to Public Safety at extension 1-2914. Dependent Care Flexible Spending Account Plan: The Dependent Care Flexible Spending Account Plan is available to regular/full-time and regular/part-time employees. This plan provides an opportunity for employees who have regular dependent care expenses, such as baby-sitting and day care, to contribute pretax dollars to a special account from which they are reimbursed for such expenses. Depending upon your particular situation, you may contribute up to the maximum set by the Internal Revenue Service from your paycheck to the Flexible Spending Account. These contributions are made before taxes are withheld from your pay, which results in a reduction in federal, state and Social Security taxes. Additional information about the Dependent Care Flexible Spending Account is available in Employee Benefits. Healthcare Flexible Spending Account Plan: The Health Care Flexible Spending Account Plan is available to regular/full-time and regular part-time employees. This plan provides an opportunity for employees who have deductibles, co payments and other non-covered medical expenses to contribute pretax dollars to a special account from which they are reimbursed for such expenses. The maximum amount that an employee may contribute is set by the institution and may change yearly. These contributions are made before taxes and are withheld from your pay, which results in a reduction in federal, state and Social Security taxes. Additional information about the Health Care Flexible Spending Account is available in Employee Benefits. Tax Sheltered Annuities (403b Accounts): All employees of the Medical College are eligible to participate in the Tax Sheltered Annuity program. This program allows you to exclude a portion of salary from taxable income for the purchase of an annuity contract. Payment of taxes on this money and on the interest it earns is deferred until the money is withdrawn, presumably at retirement when most people will be in a lower tax bracket. For a list of the vendors approved for sale of tax sheltered annuities, contact the Benefits section at 721-3770. The Medical College of Georgia does not promote, sponsor, or endorse any particular company or plan. The limit of contributions is set in accordance with the Internal Revenue Code and may change yearly. The Benefits section can provide current information for contribution limits. State of Georgia Deferred Compensation Plan: The State of Georgia administers both a 401k and a 457-retirement plan called the Georgia Employee’s Deferred Compensation Plan. Under either Plan, you may invest a portion of your salary in different investment options provided by the Plan and enjoy certain tax advantages. MCG Deferred Compensation Plan: In addition to the State of Georgia deferred compensation plan, there are three other companies that offer deferred compensation plans, 457(b) at the Medical College of Georgia. The additional providers are, VALIC, TIAA/CREF and Fidelity. Deferred compensation, and the investment earnings from it, is not taxed as income until distributed to you, usually at retirement. Eligibility for distribution of accumulations is limited by the Internal Revenue Service to separation from employment, retirement, death or substantiated conditions of severe financial hardship. The limit of contributions is set in accordance with the Internal Revenue Code and may change yearly. Employee Benefits can provide current information for contribution limits. NOTE: Retirement Plans If your employment ends, you may withdraw your retirement contributions but not the amount contributed by MCG. Applications for withdrawal of contributions cannot be processed until after your last pay period. If your contributions are left in TRS and you have TRS credit for 10 or more years of service, you have a vested interest and will be eligible to receive a monthly retirement benefit beginning at age 60. The retirement program is explained more fully in your orientation program and the staff in the Benefits section of Human Resources Division is available for counseling regarding TRS benefits. Georgia Defined Contribution Plan: The Georgia Defined Contribution Plan is a retirement plan for part-time employees who work less than 50% and for temporary employees. Members contribute 7 1/2% of gross salary to the plan. Participation in the plan is mandatory for part-time and temporary employees, but these employees will not be required to pay FICA (social security taxes). Social Security: The Medical College of Georgia participates in the Old Age and Survivors Insurance Program or Social Security Program. You and the Medical College share contributions toward your retirement benefit under this program equally. The U.S. Congress establishes the amount of contribution and the benefits you receive upon retirement. Benefits at Retirement Health Care Insurance: You may continue participation in the group health care program at retirement and the Medical College will continue to pay the employer's share of the monthly premium for you. In the event of your death during retirement, your surviving spouse and dependents if already covered may continue to participate in our health care program. Life Insurance: The Medical College will continue to pay the full cost of Basic Life Insurance during your retirement. If you have Supplemental Life Insurance, you may continue certain amounts of this coverage into retirement. Personal Accident Insurance: If you are enrolled in the Group Accident Insurance Program, you may convert your group coverage to an individual policy unless you have reached age 70 at the time of your retirement. Dental Insurance: You may continue participation in the group dental insurance plan after you retire provided you continue to pay premiums. Social Security: Retirees are eligible to begin Social Security benefits as early as age 62. Medicare insurance coverage becomes effective at age 65. When your Medicare coverage becomes effective, Medicare will become your primary insurer and the employee health insurance plan will become the secondary insurer. Retirees Association: The Medical College has an association for MCG retirees. The purpose of the association is to offer a forum for continued interaction among colleagues and to provide a continuing relationship with the Medical College. If interested, please contact this organization at RETIREEML@mcg.edu. Dependent Life: You may continue participation in dependent life at the time of retirement provided you continue to pay the premiums. |
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Copyright 2005 Medical College of Georgia All rights reserved. |
Human
Resources |
| September, 2005 |