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Section 3: Compensation, Time off & Benefits


Compensation and Pay Policies

This section of the handbook provides overall information about how employees are paid. This is intended as a general description with individual decisions made by supervisors, managers and other leaders based on the individual circumstances. Augustana College is committed to complying with all applicable federal, state and local laws. Employees with questions about individual compensation decisions or Augustana College pay policies should contact the Director of Human Resources.

Overtime

Each employee’s job is classified as either exempt (administrative) or non-exempt (staff) based on guidelines in the Fair Labor Standards Act (FLSA). This classification determines each job’s eligibility for overtime payment. For purposes of compensation, Augustana College’s workweek starts on Monday at 12:01 a.m. and ends on Sunday at midnight.

Exempt/administrative employees will not receive any additional compensation for time worked beyond a 40-hour work week.

Non-exempt /staff employees will be paid one and a half times the regularly hourly rate for time worked over 40 hours in a work week.
Sick time and holiday pay are considered hours “worked” for the purposes of calculating overtime. This means that if a holiday falls during the regular work week, as long as the employee is being paid for that day, additional hours worked, equaling more than 40 for the week, will be paid at one and a half times the regular hourly rate.

Overtime will only be paid when an employee works in excess of 40 hours per week. Weekend work that is part of the regular schedule and/or hours beyond eight in a day will be paid at the regular rate of pay.

In cases where an employee uses accrued personal or vacation time, these hours will not be considered time worked for purposes of overtime.

All overtime must be approved in advance by the employee’s supervisor. Failure to receive advance approval for working overtime hours may result in discipline up to and including termination.

Call-in pay, emergency pay, hazard pay

Some employee jobs may be eligible for special categories of pay including a flat rate for being called in for special duties outside of the scheduled work week, a rate for accepting phone calls at home and special pay cat- egories for hazardous duties. In all situations, Augustana College complies with the FLSA regarding regulation of special circumstances.

Eligibility for these pay categories is limited to specific job titles and categories. Additional recordkeeping and documentation is necessary for those employees eligible for these pay categories.

Payday

Staff/non-exempt employees are paid on a bi-weekly basis, with paydays every other Friday. If Friday falls on a holiday when the college is closed, paychecks will generally be issued the preceding day.

Administrative/exempt employees are paid on a monthly basis with paydays on the last business day of each month.

Direct deposit is available for all employees. Direct deposit funds may be available earlier than the scheduled pay date but employees should not rely on this early deposit. Printed paychecks will only be issued to the employee and will not be released to a spouse or other individual.

Pay Advances

Pay advances are not available for employees for any reason.

Paycheck Deductions

The college is required by law to make certain deductions from employee paychecks each pay period. Such deductions typically include federal and state taxes and Social Security. All deductions and their amounts are listed on the pay stub. If employees have questions about these deductions, or would like to make legal changes to their deductions, they should see the payroll staff.

Garnishments

If an employee’s wages are garnished by a court order, Augustana College is legally bound to withhold the amount indicated in the garnishment order from the paycheck. The college will honor federal and state guidelines that protect a certain amount of an employee’s paycheck from being subject to garnishments.

Safe Harbor/Pay Discrepancies

While the college strives for accuracy, employees who believe their pay has been calculated incorrectly, or if improper deductions have been made, they should contact the payroll staff as soon as possible. The college will investigate the situation and make corrections if errors have been made. If employees are not satisfied that the situation has been correctly handled, they may also bring this matter to the attention of the Vice President of Business and Finance.

Stipend Payments

Administrative and staff positions generally are not eligible to receive stipends. Additional duties for administrators and staff are added or deleted based on the current need of the college without a change in pay. There are only limited exceptions to this policy; with prior presidential approval, stipends may be awarded in the following limited circumstances:

  • Taking on a significant duty or project on a short-term basis due to a staff transition.
  • A project or duty that would be completed during a time when a staff member is not generally employed with the college, such as a summer stipend for a project completed by a nine-month employee.
  • A project or duty that:
    • would not normally be a part of this person’s position or connected to the persons duties;
    • is not within the persons department; and
    • can only be done outside the person’s normal working hours. For example, an admissions counselor who serves as a part-time coach may qualify if all of the conditions set forth above are met.

In no case will stipends be paid for teaching or advising a student organization for a full-time employee who is an administrator.

Stipends are not designed for work that is done during regular working hours or as part of a long-term compensation strategy. Stipends are not appropriate as a means of distributing “left-over” money at the end of a budget year. Whenever possible, work projects should be distributed to current employees to complete during their regular working hours, with a flexible attitude of working together for the good of the college.

Should a stipend be appropriate under one of the limited exceptions set forth above, advance approval is necessary before the stipend can be paid. Approval for the stipend (even if it has been provided in the past)
is necessary before any promises or assurances are made to the person doing the work.

Time off Policies

Holidays

The college campus and offices are closed in observance of the following holidays:

  • New Year’s Day
  • Good Friday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Friday following Thanksgiving
  • Christmas Eve
  • Christmas Day
  • New Year’s Eve

As a general practice, if a holiday falls on a Saturday the holiday will be observed on the previous Friday. If a holiday falls on a Sunday, it will be observed on the following Monday. Each academic year, the holiday schedule is approved by the cabinet and distributed to employees.

Full-time employees will be paid for eight hours for each of these holidays. Part-time employees with a regular schedule of 20 hours per week or more will receive pro-rated pay based on the hours normally scheduled to work. Intermittent, temporary and part-time employees working less than 20 hours per week are not eligible for holiday pay.

Employees who are required to work on one of the 10 designated holidays will be compensated by double time payment for the hours worked in addition to their regular holiday pay.

Employees who work a schedule less than 12 months are not eligible for holiday pay if the holiday falls outside the period they are generally expected to work, even if they are utilizing paid time before and after the holiday.

Any requests to combine vacation days with holidays must be made in advance. Employees with an unscheduled or unpaid absence on the day immediately before or after a college holiday will not receive holiday pay. Employees who are actively utilizing any type of unpaid leave will not receive holiday pay.

Christmas Break/Extra Holidays

Augustana College’s campus and offices are generally closed during the week between Christmas and New Year’s Day. These days off are considered extra paid days and are not deducted from an employee’s accrued vacation. Staff/non-exempt employees who are asked to work during this time will be paid at one and a half times the regular pay rate.

Vacation Time

As a way to balance work and personal concerns, Augustana College strongly believes that employees should have some time each year away from work to relax and refresh themselves. Accordingly, the college provides a vacation policy to provide paid time away from the workplace for our full-time and part-time employees. All vacation time must be scheduled in advance and approved by the employee’s supervisor or manager. Vacation is always subject to approval from the employee’s manager or supervisor. Vacation requests may be denied based on work-flow concerns and/or multiple employee requests for the same time. In these cases, vacation is granted on a first-come, first-served basis. The vacation schedule is as follows:

Staff/non-exempt employees: Staff/non-exempt employees accrue vacation time for every full payroll period worked. The accrual amount varies based on length of employment, and new accrual rates are based on the anniversary date of the employee’s hire. Part-time employees, who work a schedule of 20 hours or more per week, accrue vacation on a pro-rated basis. Part-time employees who are regularly scheduled for less than 20 hours per week do not accrue vacation.

  • 0–5 years of employment: Two weeks of vacation
  • 6–10 years of employment: Three weeks of vacation
  • 11–20 years of employment: Four weeks of vacation
  • 21 or more years of employment: Five weeks of vacation

Vacation accruals will be provided on each employee’s paycheck report and start and end on an academic year basis. Vacation time cannot be used until it is accrued and new employees are not allowed to take vacation time uring the first three months of employment. Staff/non-exempt employees can continue to accrue vacation up to two times the yearly accrual. Vacation hours will not be accrued beyond this maximum and will be forfeited or lost. Staff/non-exempt employees will be paid for vacation hours that are accrued but not used at the end of employment with Augustana.

Administrative/exempt employees: Administrative/exempt employees receive vacation days at the beginning of each academic year at the rate indicated below. Administrative/exempt employees are generally not permitted to carry vacation over from one year to the next. These vacation days must be used before the beginning of the next academic year or they will be forfeited.

  • 0–5 years of employment: Three weeks of vacation
  • 6–10 years of employment: Four weeks of vacation
  • 11–20 years of employment: Five weeks of vacation
  • 21 or more years: Six weeks of vacation

Administrative/exempt employees that work a 9- or 10-month schedule do not receive vacation hours. Twelve-month administrative employees who work a reduced schedule of at least .5 full-time equivalency will receive pro-rated vacation benefits.

For administrative employees starting or ending employment, vacation amounts will be pro-rated based on hire date or the date of resignation. Employees leaving Augustana College will be paid for accrued, but unused vacation time.

Sick Time

While the college hopes for good health for all, sick time is provided for those instances when employees are too ill to report for work or are needed at home to care for a sick family member. Sick time can also be used for appointments with a health professional. This time is to be used only for the above purposes and excessive use of sick time may require documentation that it is being used for legitimate purposes. 

As with any absence, employees must notify the supervisor or manager as soon as possible and on a daily basis. Absences of three days or more may require a doctor’s release before returning to work.

Sick time is available at the following levels:

Staff employees/non-exempt: Employees earn four hours of sick time for each pay period which is equal to 13 days per year. Each pay period sick time accruals and usage will be shown on the pay advice document. Unused sick time will roll-over from year to year with a maximum accrual of 1,040 hours, which is equal to 130 work days. Part-time staff members who regularly work 20 or more hours per week will receive pro-rated sick time accrual. Employees working a schedule of less than 20 hours per week are not eligible for sick time. All sick time usage must be reported for time-tracking purposes.

Upon exiting the organization sick time is not paid to employees except in the case of retirement. At retirement, the employee will receive payment for 20 percent (20%) of the unused sick time.

Administrative/Exempt employees: Employees earn 20 sick days per year. Administrative employees may use sick pay even if it has not yet been earned. Nine- and 10-month administrative employees will receive sick time on pro-rated basis. Unused sick time will roll-over from year to year with a maximum accrual of 1,040 hours or 130 days. Upon exiting the organization, sick time is not paid to administrative employees in any circumstance. All sick time usage must be reported for time-tracking purposes.

Bereavement Leave

Full-time employees are eligible to take three days of paid leave for the death of an immediate family member. For the purpose of this policy, immediate family members include spouse, parents, brothers, sisters, children, grandchildren, grandparents, parents-in-law, brothers-in-law, sisters-in-law, stepparents, stepsiblings, stepchildren and any member of the employee’s immediate household. Part-time employees with a schedule of 20 hours or more per week will be granted this leave on a pro-rated basis. Leave for part-time employees with less than a 20-hour per week schedule or for intermittent employees will be provided on an unpaid basis.

The three days of leave provided must be consecutive, one of which is used to attend the funeral. Additional leave for a longer period of time or for a non-family member should be discussed with the employee’s supervisor. Every attempt will be made to honor the request for leave necessary for these purposes, but is not guaranteed. Additional leave may require that staff and administrative employees utilize their accrued vacation or personal time.

Personal Leave

Staff/Non-Exempt Employees: Full-time staff employees will accrue personal time at the equivalent of three days or 24 hours per year. Nine-month, 10-month and part-time employees will accrue personal time on a pro-rated basis.

Administrative/Exempt Employees: Personal leave is not available for administrative employees.

Family and Medical Leave (FMLA)

In compliance with the Family and Medical Leave Act (FMLA), unpaid leave is available to employees under the following circumstances:

  • To care for a newborn or adopted child
  • To care for, or ease the transition of, an adopted child or child placed in the home through foster care
  • To care for a spouse (or legal equivalent), child or parent with a serious health condition
  • An employee’s own serious health condition
  • To care for a family member injured during active military duty
  • To ease in the transition when a family member is called to or returning from active military duty

Eligibility

All employees who have been employed at least 12 months and worked at least 1,250 hours during the preceding 12 months are eligible to take time off for family and medical leave. Having met the applicable service requirements, employees may be granted up to a total of 12 weeks of family or medical leave combined during any rolling 12-month period and up to 26 weeks of leave to care for a family member injured while on active military duty. A “rolling” 12-month period measured backwards from the date an employee takes leave will be used for computing the period within which the leave may be taken. Any accrued paid time off and vacation time must be used before using unpaid time. For employees who are married or in a civil partnership, and are both employed at Augustana, the total maximum leave under law is 12 weeks. In all cases, all forms of employee leave, whether paid or unpaid, will run concurrently with FMLA.

How and When to Request Leave

Employees requiring time off from work for one of the reasons identified above must notify Augustana College of the need for leave by completing a Request for Family/Medical Leave form, available from the Office of Human Resources. This request must be made 30 days in advance of the leave when the need for leave is foreseeable. If the need for leave is not foreseeable, leave must be requested as soon as is practical. Failure to give advance notice might result in the request being denied until the 30-day notice period is met when applicable. When possible, employees should give notice of the need for leave in writing.

Intermittent and Reduced Schedule Leave

Leave may be taken intermittently and in one-hour increments as deemed necessary. Depending on the circumstance, a reduced schedule may be created to accommodate the leave needs of an employee. Employees are required to record intermittent leave taken and report it each pay period. If leave is unpaid, the college will reduce the employee’s pay to reflect the amount of time actually worked. In addition, employees on an intermittent or reduced leave schedule may be temporarily transferred to an available alternative position that better accommodates the need for leave and which has equivalent pay and benefits.

Medical Certification

If leave is requested for a serious health condition, for either the employee or the employee’s family member, a medical certification will be required. This certification requires information from the employee and the relevant health care provider and must be completed to determine eligibility before commencing the leave whenever possible. Medical certification forms are available from the Office of Human Resources. Augustana College, at its expense, may require an examination by a second health care provider designated by the college. If the second health care provider’s opinion conflicts with the original medical certification, Augustana College, at its expense, may require a third mutually agreeable health care provider to conduct an examination and provide a final and binding opinion. Augustana College may also require a subsequent medical recertification. Failure to provide requested certification within 15 days, if practical, may result in delay of further leave until it is provided.

Service Member Family and Medical Leave

The leave amounts for easing the transition during a call to active duty or return to active duty are the same as other FMLA leave listed above.

Activities to ease the transition include, but are not limited to: attending certain military events; arranging for alternative childcare; addressing certain financial and legal arrangements; attending certain counseling sessions; and attending post-deployment reintegration briefings. If leave is required to assist in the care of a covered service member who is ill or injured during active duty, a total of 26 weeks of leave is available for the 12-month period as described above. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious illness or injury—incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties—for which the service member is undergoing medical treatment, recuperation or therapy, or is in outpatient status, or is on the temporary disability retired list.

Reporting While on Leave

If employees take leave because of their own serious health condition or to care for a covered relative, the employee must contact their supervisor or manager at least once every two weeks regarding their status and intention to return to work. In addition, employees must give notice as soon as practical (within two business days if feasible) if the dates of leave change, are extended or initially were unknown.

Health Insurance and Other Benefits

During an approved leave as defined above, Augustana College will maintain health benefits as if the employee continued to be actively employed. However, if an employee elects not to return to work at the end of the leave period, the employee will be required to reimburse the college for the cost of the health insurance premiums paid by the college for maintaining coverage during the leave, unless the employee cannot return to work because of a serious health condition or because of other circumstances beyond the employee’s control.

If an employee is utilizing unpaid leave during Family Medical Leave, the employee will be responsible for making payment arrangements for any premiums for elected insurance coverages. Retirement contributions will only be made during times of paid leave.

Returning to Work

Upon return from FMLA leave, employees will be reinstated to their former, or equivalent, positions with the same compensation and benefits received before their leave, provided their positions have not been eliminated because of restructuring or layoffs. Failure to return from FMLA leave on the designated date for any reason other than those beyond the employee’s control (such as recurrence of a medical condition) will be considered a voluntary termination of employment by the employee. Certification from a medical provider stating that the employee is able to return to work will be required.

Summary of FMLA

Because of the complicated nature and many regulations that accompany this type of leave, it is strongly suggested that employees meet with the Office of Human Resources to discuss the situation and receive specific details of FMLA. During this meeting additional information will be provided about benefits continuation during your leave as well as other information relevant to your particular situation.

A Department of Labor notice regarding FMLA leave is included in the Appendix of this handbook, which provides some additional information about FMLA.

Workers Compensation

In accordance with state regulations, Augustana College will provide leave for employees who are injured while at work.  In these situations, the College works with an outside vendor who provides salary continuance when an employee is unable to work due to an event covered by workers compensation.  All workers compensation leaves will also be considered FMLA events and will run concurrently.  While on workers compensation leave, no additional leave can be taken by the employee and sick time, vacation time and personal leave will not accrue during the leave.  Employees on extended workers compensation leave will need to make payment arrangements for the employee portion of any elected insurance benefits.

Sick Bank

Augustana College employees may choose to participate in the college’s sick bank. This bank was designed to alleviate the hardship caused by an FMLA eligible event and offset the unpaid time granted under the college’s FMLA policy. To be eligible for sick bank participation, employees must have been employed by the college for at least one year and to participate, employees must donate one full day of accrued sick leave to the bank during the open enrollment period. Detailed policies on how to participate and the administration of the Augustana College Sick Bank are included in the appendix of this handbook.

Jury Duty Leave

Employees are encouraged to complete their civic duty when called to serve on a jury. Full-time employees will be paid at their regular rate for up to two weeks of jury duty service in a two-year period. Part-time employees will be paid for jury duty hours in which they were scheduled to work. Jury duty service beyond two weeks will be granted as unpaid leave.

Employees called for service should alert their supervisor as soon as the summons is received. While on jury duty leave, employees should stay in contact with the supervisor as to the likely length of time away from work.

Voting Leave

Augustana encourages all employees to exercise their right to vote in all local, state and federal elections. Illinois polls are open from 6 a.m. to
7 p.m., which allows most employees ample time to vote. If there are special circumstances whereby an employee needs additional time to vote, or a work schedule alteration, the supervisor should be contacted with a request at least three days before the election is to take place.

Military Leave

Employees required to serve in any branch of the Armed Forces of the United States, or engaged in state military service, will be given the necessary time off as required by Uniformed Services Employment and Reemployment Rights Act (USERRA). Depending on the circumstances, administrative/exempt employees may be provided with paid time off when necessary to comply with state and federal wage and hour laws.

For employees required to complete military training annually, leave without pay is granted for 15 working days per year.

Military orders should be presented to the supervisor and arrangements for leave made as early as possible before a departure. This advance notice is required unless military necessity makes this impossible. Employees must also notify the supervisor of their intent to return to employment based on requirements of the law.

Before departure, the Office of Human Resources will meet with affected employees to discuss re-employment issues, benefits continuation and answer questions.

School Visitation Leave

Illinois law provides for eight hours of unpaid leave per school year to attend conferences and/or other activities related to an employee’s biological, foster, adopted, stepchild or legal ward. This leave is available only if scheduling of this event is not available during non-working hours. Illinois law requires that this leave may only be taken if all other paid leave has been exhausted and no more than four hours may be taken in any work day.

To be eligible, employees must have six months of service and must provide a written request for leave at least seven days in advance if possible. Employees must provide documentation to support the visit within two days of taking the leave.

VESSA Leave

In compliance with the Illinois Victims’ Economic Security and Safety Act (VESSA), Augustana College grants full-time and part-time employees up to 12 weeks unpaid leave per 12-month period to address domestic or sexual violence by:

  • Seeking medical attention for, or recovering from, physical or psychological injuries caused by domestic or sexual violence to the employee or the employee’s family or household member
  • Obtaining services from a victim services organization for the employee or the employee’s family or household member
  • Obtaining psychological or other counseling for the employee or the employee’s family or household member
  • Participating in a safety planning, temporarily or permanently relocating, or taking other actions to increase the safety of the employee or the employee’s family or household member from future domestic or sexual violence or ensure economic security
  • Seeking legal assistance or remedies to ensure the health and safety of the employee or the employee’s family or household member, including preparing for or participating in any civil or criminal legal proceeding related to or derived from domestic or sexual violence

The 12 weeks of VESSA leave may be taken at one time, intermittently or on a reduced work schedule. An employee must provide the college with at least 48 hours advance notice of the employee’s intention to take the VESSA leave, unless providing the notice is not practicable. When an unscheduled absence occurs, Augustana College will not take any action against the employee if the employee provides certification within a reasonable period after the absence. Leave taken under VESSA will run concurrently with FMLA leave and/or other paid leave available.

Should employees need additional information about this leave including the required certifications and benefit continuation, benefit accrual, reporting requirements and/or other questions or issues, they should contact the Office of Human Resources.

Other Leaves

Outside of the leave categories listed above, additional time away from work is generally not allowed. Employees with a situation that is believed to merit additional consideration for unpaid leave should meet with the Director of Human Resources who will present the request to the president for decision making.

Benefits Information

The following is a brief description of benefits made available by Augustana College to its employees. The details of these benefit programs are outlined in separate summary plan descriptions and can be obtained from the Office of Human Resources. Eligibility for each of these programs depends upon the terms of the benefit plan involved. In the event of any inconsistency between the language of this handbook and the language of benefit plan, the language of the benefit plan will control.

From time to time, the benefits described in this section may be changed. Further, although the college does not expect to terminate any benefit, plan or program, it reserves the right to do so. In addition to the benefits outlined below, all employees also receive Social Security, workers compensation and unemployment compensation benefits in accordance with applicable laws.

Health Insurance

Full-time employees who work a 9-month or greater schedule are eligible to participate in the college’s health care plan. The college pays a large part of the premium for this benefit with employee contributions covering the rest. Additional coverage is available for spouses and dependents at an additional charge. Part-time employees may also choose to participate, but the college does not contribute to the premium for part-time employees. Because of the changing nature of health care coverage and costs, up-to-date and detailed information is available from the Office of Human Resources as well as a summary plan description.

COBRA Coverage

In compliance with federal law, Augustana College provides employees, their spouses and their dependent children with the opportunity to temporarily extend their health care coverage if the employee loses coverage as a result of a reduction in hours or the termination of em- ployment. This coverage, referred to as COBRA coverage, is available at group rates at the expense of the employee. The Office of Human Resources can provide detailed information about the cost of COBRA extension as well as the length of the extension available based on individual circumstances.

Vision Care Insurance (Voluntary)

Full-time and part-time employees (50% equivalent or 20 hours per week) who are interested may elect to participate in our vision care plan. This plan is voluntary and all premiums are paid by participating employees. The Office of Human Resources can provide interested employees with information about the costs and benefits of the plan as well as enrollment information. Employees who choose to enroll in this voluntary benefit are not able to make changes during the plan year, except under the limited qualifying conditions set forth in the Summary Plan Description.

Detailed information and a summary plan description are available from the Office of Human Resources.

Dental Care Insurance (Voluntary)

Full and part-time employees (50% equivalent or 20 hours per week) may elect to participate in the Augustana dental plan. This plan is voluntary and all premiums are paid by participating employees.  The Office of Human Resources can provide interested employees with information about the costs and benefits of the plan as well as enrollment information.  Employees who choose to enroll in this voluntary benefit are not able to make changes during the plan year except under the limited qualifying conditions set forth in the Summary Plan Description.  

 

Flexible Compensation Plan

The college has established a flexible compensation plan which allows for a tax effective way of paying premiums for health insurance and/or accidental death and dismemberment insurance. Unless specifically instructed otherwise, these premiums are deducted from an employee’s pay on a pre-tax basis.

Within this plan, full-time and part-time employees may choose to set aside additional dollars on a pre-tax basis to pay for eligible health care costs not covered by insurance and/or work-related child care costs. The maximum amount that employees can set aside is dependent on federal law and will be shared with employees on a yearly basis. Employees

also determine on a yearly basis at what level to participate in this program. Dollars set aside for this purpose must be used by the end of the academic year or they will be forfeited, so careful planning is essential.

Questions about this benefit should be directed to the Office of Human Resources. Employees who choose to enroll in this voluntary benefit are not able to make changes during the plan year, except under the limited qualifying conditions set forth in the Summary Plan Description.

Life Insurance

Life insurance is provided to full-time employees at no charge and the amount of coverage varies based on the age of the employee:

  • Under 65: one and a half times annual salary
  • 65–69: 97.5% of annual salary
  • 70 and over: 50% of the annual salary earned on the day before turning 65

Detailed information and a summary plan description are available from the Office of Human Resources.

Life Insurance (Voluntary)

Full-time and part-time employees (50% equivalent or 20 hours per week) can purchase additional life insurance beyond that provided by the College.  Prices are based on age and available in a variety of increments.  The Office of Human Resources can provide interested employees with information about the costs and benefits of the plan as well as enrollment information .

Accidental Death & Dismemberment

Accidental death & dismemberment insurance is provided to full-time employees at no charge and the amount of coverage varies based on the age of the employee:

  • Under 65: one and a half times annual salary
  • 65–69: 97.5% of annual salary
  • 70 and over: 50% of the annual salary earned on the day before turning 65

Detailed information and a summary plan description are available from the Office of Human Resources.

Accident Insurance (Voluntary)

The college provides an optional Accidental Death and Dismemberment Insurance policy for full-time employees. The employee pays the premium. Benefits are paid in the event of accidental death, dismemberment or loss of sight, speech or hearing. Coverage can be obtained in multiples

of $10,000 to a maximum of $500,000, subject to a maximum of 10 times annual earnings on amounts in excess of $300,000. Interested employees should contact the Office of Human Resources for updated premium rates for single and family coverage.

Total Disability Income Insurance

The college pays for a total disability insurance policy for each full-time employee with at least one year of service. New Augustana College employees employed within three months of leaving another group disability insurance plan will become eligible immediately. This policy provides, in the event of total disability prior to retirement, a monthly income of 60% of the monthly salary base minus benefits from other sources such as Social Security, workers compensation or other disability programs. The benefit will begin the first of the month after six months of continuous total disability. During disability, this insurance also covers contributions to the group retirement/pension benefit based upon the employee’s salary at the time of disability. Detailed information and a summary plan description are available from the Office of Human Resources.

Group Retirement Benefit 401a

After completing one year of service at Augustana College, regular employees who are scheduled to work 20 hours or more per week are eligible to participate in the pension plan. New employees who have been under another employers’ fully vested fully funded pension plan may participate immediately. 

Employees with a start date after June 30, 2012, will be subject to a vesting schedule in addition to the waiting period.  After becoming eligible to participate in the group retirement benefit, employees will be subject to a vesting schedule and will become fully vested no later than five years after beginning employment.  

Employees who are eligible for this plan receive a monthly contribution to the plan paid fully by the college. This contribution is based on a percentage of the employee’s regular wage and may vary depending on the college’s financial contribution. Most recently, this contribution is at 10 percent of the annual wage. Employees select from a variety of investment options within the current carrier, TIAA-CREF. All funds are fully owned by the employee. Detailed information and a summary plan description are available from the Office of Human Resources.

Supplemental Group Retirement  403b (Voluntary)

In addition to the pension plan, full-time and part-time employees who work at least 20 hours per week may elect to contribute pre-tax dollars
to a 403b pension plan established for this purpose. This is a voluntary plan where each employee elects the amount to be withheld from pay, subject to the minimums and maximums established by the plan and the federal government. There are several vendors to choose from, each with a range of investment options. Once the decision is made to withhold pay for these purposes, the election will continue and carry over from one academic year to the next. Employees can make changes to the amount withheld or to the investment options at any time.

Detailed information and a summary plan description are available from the Office of Human Resources.

Employee Assistance Program

Augustana provides access to the Genesis Employee Assistance Program (EAP) to all Augustana employees (both full and part-time) as well as members of an employee's family.  This is a free confidential professional counseling service designed to help employees and/or family members with a wide range of personal issues including, marital, emotional/stress, alcohol and drug abuse, elder care, family illness, family relationships, financial concerns, job stress, addictions of any sort as well as many additional common issues.

Employees and their family members can acess the Genesis EAP by calling 800-475-1641.  Counseling can be provided in-person at one of six Quad City locations or by telephone and immediate appointments are avlways available for crisis situations.  

Employee Education Benefits/Tuition Remission

Augustana College offers several education benefit options for employees, their spouses and their qualifying children. Each program described below has varied eligibility requirements. Cost and availability may vary based on the program and the participating school. Meetings will be held on a periodic basis to answer questions and help employees who hope to use this benefit understand the details of their particular situation.

The education benefit policy at Augustana College is subject to changes or elimination at any time by the board of trustees and is not considered a contractual or vested obligation. These programs are currently not taxable; however, should these benefits be declared compensation subject to either federal or state taxes, Augustana College will not be financially liable for such taxes. All inquiries concerning benefit eligibility should be directed to the Office of Human Resources. Coordination for tuition exchange with other institutions, as well as tuition remission, will be coordinated by the Office of Financial Assistance once eligibility has been confirmed.

Eligibility

For the purposes of this policy only, eligibility for benefits is defined below:

Employee: Refers to full-time or half-time (working more than 20 hours per week) regular employees with a schedule of at least 9 months per year. Benefits vary based on full or part-time status. Part-time employees are only eligible if they work a schedule of at least 20 hours per week and will receive a benefit proportional to a 40 hour work week. Adjunct faculty are those faculty members teaching at least 14 credits per year. Adjunct faculty are considered part-time employees for the purpose of this policy. Children of a deceased or totally disabled person are entitled to this benefit if the parent died or became disabled while serving as an active full or part-time employee of Augustana. In the case of death or disability, this benefit must be used within six years of the employee’s death or total disability and will be at the same proportion as when the employee died or became totally disabled.

Qualifying Spouse: Refers to the legal spouse or equivalent same-sex domestic partner as recognized by a state, court or religious sect recognized by the Internal Revenue Service. Employees will be required to show proof of this relationship to determine benefit eligibility.

Qualifying Children:

  • The biological child of the employee
  • The legally adopted child of the employee
  • A step-child of the employee who has resided in the employee’s home for 12 of the last 12 months
  • In all of the above categories the qualifying child must begin the program before the end of his/her 24th year. Children may continue to receive the benefit if the benefit began prior to age 24 and enrollment is continuous.
  • Exceptions will be made for military service with age extensions based on the length of military service. Requests for military exceptions should be made in writing to the Director of Human Resources.

A. Tuition Remission at Augustana College

The tuition remission benefit is available for full-time employees who work a 9-month or greater schedule. Employees must work continuously at the college for two years to become eligible for this tuition exemption scholarship. Part-time employees regularly scheduled for 20 or more hours per week and adjunct faculty will receive this benefit on a pro-rated basis after continuous employment of two years. Four years of continuous full-time service at another college or university within one year of the date of employment at Augustana College will also satisfy this requirement. Tuition remission will be available to retired employees if the qualifying child is currently enrolled at Augustana College and actively utilizing the tuition remission benefit upon the effective date of the employee’s retirement.

Employees may not normally enroll in courses conducted during their working hours. An exception may be made when the supervisor determines this course to be for the improvement of the employee’s service to the college and is not offered outside of normal working hours.

The tuition exemption scholarship is for full-time or part-time study, but applies to tuition only. Those eligible to receive this tuition exemption scholarship will be required to fill out the FAFSA (Free Application for Federal Student Aid) form and any funds received through state or federal funding will offset the amount of the tuition exemption. Employees applying for this benefit are responsible for meeting the state filing deadline. Failure to meet this deadline will require the employee to pay the portion of the tuition that would have been covered by a state or federal grant.

Employees and/or their qualifying spouse will be responsible for any fees. This tuition exemption does not take the place of other scholarships. If a student enjoys the benefits of a scholarship, the exemption applies only to the balance due on tuition. Students must apply for scholarship help from outside sources if he/she is eligible. This exemption may NOT be applied to costs for books, room, board or other expenses associated with attendance at Augustana College.

This tuition exemption does not cover fees for applied music courses or courses not completed on our Rock Island campus. International study, for example, would not qualify for this tuition exemption scholarship. In- ternship experiences can be covered with a tuition remission scholarship.

Additionally, potential students must meet Augustana College admission requirements.

The benefit will cease for qualifying children upon receipt of a degree from any institution or 140 attempted credit hours at Augustana College, whichever occurs first. A tuition exemption for qualifying spouses with a baccalaureate degree shall be permitted. All Augustana College course- work assessed on the student’s billing statement will be considered attempted credits. This includes courses dropped after day two of the term but before week five, even if they do not appear on the transcript. Credits will be prorated for students who withdraw from the institution and receive a partial term benefit.

Additional detailed information on this benefit is available from the Office of Human Resources and employees with an interest are encouraged to review detailed eligibility agreements as well as enrollment forms for applicable deadline dates.

B. ELCA Tuition Exchange Program

Augustana College also participates in the ELCA Tuition Exchange program. Qualifying children of employees may attend another participating ELCA college (receiving institution) through this program. Qualifying children receive a tuition benefit at the receiving institution that is generally equivalent to the benefit that the receiving institution provides for its own full-time employees. Some institutions limit the imports they will take in any academic year.

ELCA Tuition Exchange is available to qualifying children (as defined previ- ously) of full-time employees. This exchange is not available to part-time employees, adjunct faculty or to employee spouses. Full-time employees must complete two years of service at Augustana College to be eligible for this tuition exchange benefit. Four years of continuous full-time service at another college or university within one year of the date of employment at Augustana College will also satisfy this requirement. Additionally, prospective students must meet criteria set by the receiving institution for acceptance into the college. A full listing of ELCA institutions is available at www.elca.org.

Tuition Exchange will be available to retired employees if the qualifying child is currently enrolled in a consortium institution and actively utilizing the tuition exchange benefit upon the effective date of the employee’s retirement.

ELCA Tuition Exchange benefit will cease upon:

  • Receipt of a baccalaureate degree at any institution, OR
  • Completion of four academic years (12 terms or equivalent) of full-time post high school study

Employees who have qualifying children interested in participating in the ELCA Tuition Exchange program must fill out an eligibility form available through the Office of Human Resources. Once eligibility is verified, the Office of Financial Assistance will coordinate the exchange with the receiving school. Advance planning is necessary to receive this benefit. Employees are encouraged to attend one of the group meetings held periodically on this subject and/or meet individually with the Office of Human Resources and the Office of Financial Assistance to discuss participation.

Additional detailed information on this benefit is available from the Office of Human Resources and employees with an interest are encouraged to review eligibility agreements as well as enrollment forms for applicable deadline dates.

C. The Tuition Exchange Program

Augustana College participates in The Tuition Exchange Program providing tuition exchange benefits with many colleges and universities across the country. This benefit is available to qualifying children (as previously defined) of current full-time employees with four or more continuous years of service at Augustana College. Eight years of continuous full-time service at another college or university within one year of the date of employment at Augustana College will also satisfy this requirement. While service at another college or university may be used for eligibility purposes, only years of service at Augustana College will be used for determining seniority. A full listing of participating institutions and information on the specific benefit offered by each school is available at www.tuitionexchange.org.

The Tuition Exchange is a reciprocal scholarship program, which means Augustana College must balance the number of individuals sent out on the exchange (exports) by an equal number of imports over the most current five-year period. Because of this requirement, this program is not a guaranteed program.

Should it be necessary to limit the number of exports of qualifyng children, priority will be based on previous use of the program and the employee’s seniority.

The Tuition Exchange is available to retired employees if the qualifying child is currently enrolled in a consortium institution and actively utilizing this benefit upon the effective date of the employee’s retirement.

The Tuition Exchange benefit will cease upon:

  • Receipt of a baccalaureate degree at any institution, OR
  • Completion of four academic years (12 terms or equivalent) of full-time post high school study

As with the other tuition benefit programs, employees who have children interested in participating in the program should fill out an eligibility form available through the Office of Human Resources. Once eligibility is verified, the Office of Financial Assistance will coordinate the exchange with the receiving school. Advance planning is necessary to receive this benefit. Employees are encouraged to attend one of the group meetings held periodically on this subject and/or meet individually with the Office of Human Resources and the Office of Financial Assistance to discuss participation.

Additional detailed information on this benefit is available from the Office of Human Resources and employees with an interest are encouraged to review eligibility agreements as well as enrollment forms for applicable deadline dates.

D. Summer School

Use of the Augustana College tuition remission for employees’ qualifying children utilizing The Tuition Exchange or ELCA Tuition Exchange programs will be limited to:

  • Six summer school credits per summer not to exceed 24 total credits AND will cease upon receipt of a baccalaureate degree at any institution.

Additional fees may be required for participation in summer school sessions.

Tuition Reduction at Rivermont Collegiate

Employees of Augustana College are eligible to receive a reduction of tuition at Rivermont Collegiate. For updated pricing and discount rates, please call Rivermont Collegiate and identify yourself as an employee of Augustana College. Proof of employment, if needed, can be provided by the Office of Human Resources.

Use of Carver, PepsiCo & Campus Facilities

The identifiction (ID) card issued to each employee upon hire allows for entry and usage into the Carver PE Center and PepsiCo Recreational Center during the regularly scheduled hours of operation. This privilege extends to an employee’s spouse and children under 18 years of age. An employee’s family member can either use the employee’s ID card, or can come to the PepsiCo Center and request a family pass. Employees may also bring a guest, but these guests may be subject to a usage fee. For details on the hours of operation and guest fees, information is available on the campus website or by calling the facility the employee plans to visit.

Library Privileges

The ID card issued to each employee upon hire provides stack and library privileges at the Thomas Tredway Library. Employees are expected to follow all policies set forth by the library regarding use of equipment as well as borrowing and returning library materials. Hours and policies for the library can be found on the campus website.

Campus Events

Augustana College is a campus full of enriching and diverse activities and events. Employees are encouraged to participate in events that are
of interest. The ID card issued to each employee provides for free or discounted admission for employees and their immediate family members to regularly scheduled athletic events, lecture series, plays and concerts sponsored by the college. Employees are encouraged to seek detailed information as to whether an admission fee will be charged and if an advance ticket is needed.

Updated February 2011