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EMPLOYEE HANDBOOKTABLE OF CONTENTSI. University PoliciesII. General Regulations and Guidelines III. Work Hours IV. Leave Time and Leave Reporting
V. Procedures and Benefits Relating to Leaves of Absence VI. Workers Compensation VII. Health Benefits VIII. New Jersey State Employees Tax Savings Program IX. Employee Services X. Retirement Programs
XIII. Payroll Information XVI. Campus Community Services XVII. Addendum - Conscientious Employee Protection Act EMPLOYEE HANDBOOK This employee handbook represents a compilation and condensation of governing language with respect to employee benefits, University policies, procedures, guidelines and services. (It is intended for informational purposes only.) All questions should be directed to the Office of Human Resources, College Hall, 8 a.m. – 5 p.m., Monday through Friday, 973.720.2605. This manual is not a contract nor is it intended to represent an implied contract of employment and is subject to change. Eligibility for some of the employee benefits and services described herein depends on an employee=s position, title, and the applicable collective bargaining agreement provisions in which the employee maintains membership. Each employee is reminded of the potentially critical need to advise the Department of Human Resources immediately of any change in personal status which might affect employee benefits coverage (marital status, number of dependents, attainment of the age of 65, etc.). I. University Policies It is the policy of The William Paterson University of New Jersey to provide equal opportunity as well as equity of conditions of employment to all its academic and non-academic employees and applicants for employment without regard to race, sex, age, ethnic origin, religion, creed, or marital status. Recruitment, hiring, promotion, training and the designation of salaries and benefits and all other personnel matters are to be carried out in such a manner as to insure equity for all qualified persons without preference to anyone on basis of race, sex, age, sexual orientation, ethnic origin, religion, creed or marital status. This policy will be implemented and administered in accordance with all Federal and State laws and regulations which bear upon matters and conditions of employment in institutions of higher education. The University has developed and affirmative action program in fulfillment of its obligations under federal and state equal opportunity employment legislation. The primary purpose of this program is to insure that practices and procedures are developed, implemented and administered which will sustain equity for all persons with regards to the technical and legal requirements of affirmative action legislation as well as its human dimensions. Diversity Goal The William Paterson University of New Jersey is committed to establishing and maintaining a diverse campus community. Diversity is seen as an integral part of The University's mission. The task set forth is for faculty and staff to represent diverse racial and ethnic backgrounds in proportion to the demographic hiring region(s). The University requires that all employment procedures and advertisements be in compliance with federal and state employment laws. Equal Opportunity is an important element of diversity. The University has an Affirmative Action Program for all administrative and academic units, which defines its equal opportunity employment commitment and its procedure for implementing an affirmative action plan. The purposes of this plan are:
C. Policy on Sexual Harassment William Paterson University of New Jersey is committed to developing and sustaining a community where all can learn and work together free from harassment and exploitation. This policy is intended to address all members of the University community including students, faculty, librarians, professional staff, clerical staff, maintenance, University police and security, managers, administrators, and the Board of Trustees as well as any vendors doing business with the University. Sexual harassment encompasses any sexual attention that is unwanted. Sexual harassment can be verbal, visual, or physical. It can range from repeated unwelcome sexual flirtation and inappropriate, gender-based put-downs of individuals or group of people to physical abuses, such as sexual assault or rape. Whether particular verbal, non-verbal, or physical conduct constitutes harassment in violation of this policy will depend upon all of the circumstances involved, the context in which the conduct occurred, and the frequency, severity, and pattern of the conduct. The University recognizes that even the possibility of harassment is destructive to individuals, to groups and to the community. While sexual harassment most often takes place in situations where there is a power differential between the persons involved, the University recognizes that sexual harassment may occur between persons of the same status. Sexual harassment may also occur between persons of the same sex. Sexual harassment contaminates teacher/student and supervisor/subordinate relationships as well as those among student peers and faculty or staff colleagues. When, through fear of reprisal, a student, staff member, or faculty member submit or is pressured to submit to unwanted sexual attention, the entire community is undermined. The University will not tolerate behavior among members of the community which creates an unacceptable working or educational environment, and it will initiate appropriate sanctions against the offender. Legal Definitions Effective September 1, 1993, all New Jersey State departments, colleges/universities, and authorities have been required to abide by the State's Sexual Harassment Policy. This policy follows federal and state laws as outlined in Title VII of the Civil Rights Act of 1964 as amended; N.J.S.A. 10:5-1 et. seq.; Title IX of the 1972 Education Amendments; N.J.S.A.11A;1-1 et. seq.; N.J.A.4A:7-1.3. Sexual harassment includes but is not limited to: Gender Harassment: generalized gender-based remarks and behavior; Seductive Behavior: inappropriate, unwanted, and offensive physical or verbal sexual advances; Sexual Coercion: coercion of sexual activity by threat of punishment; and Sexual Assault: gross sexual imposition, like touching, fondling, grabbing, or assault. For general policy purposes, sexual harassment may be described as unwelcome sexual advances, requests to engage in sexual conduct, and other physical and expressive behavior of a sexual nature. The Courts have classified cases in two ways: 1. Quid-pro-quo: when submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or academic status; and/or submission or rejection of such conduct by an individual's is used as the basis of employment decisions or academic decisions affecting that individual. Quid-pro-quo harassment is equally unlawful whether the person resists and suffers the threatened harm or submits and thus avoids the threatened harm. 2. Hostile environment: when such conduct has the purpose or effect of substantially interfering with an individual's academic or professional performance or creating an intimidating, hostile, or demeaning employment or educational environment. A cause of action is established if the complained-of-conduct would not have occurred but for the student or employee's gender, and it was severe or pervasive enough to make a reasonable person of the same sex believe that the conditions of learning and/or employment are altered and the environment is hostile or abusive. The Courts have recognized that the harassing behaviors affect a third party when academic or work benefits are denied because of the sex-biased coercion of another student or employee; or when the conduct directed at another student or employee is so pervasive as to create a hostile learning or working environment. Favoritism, or perceptions of favoritism, that result from consensual relationships may also contribute to a hostile work or learning environment and constitute third party harassment. Reasonable Person Standard The Courts have recognized that the difficulty in defining the unwelcome, hostile, or offensive nature of an environment may lie in the fact that men and women may disagree as to what constitutes offensive, degrading conduct. In response to this key issue, the courts have adopted a "reasonable person" standard. Under this standard, attention is focused on the victim's perspective. In the typical case, in which a woman is the target of harassment, a claim would be found to be harassment if a "reasonable person" would consider the action hostile or offensive. In other cases, the standard of the Court would concern whether or not a reasonable person of the same gender, similarly situated, considered the action hostile or offensive. Examples of Sexual Harassment As reported in Sexual Harassment on Campus: A Policy and Program of Deterrence by the American Council on Education, examples of harassment include, but are not limited to: -Threats that submission to sexual advances will be a condition of employment, work status, promotion, grades, living situations, or letters of recommendation (the threat can be overt or implied from the conduct, circumstances, and relationship of the person involved) -Unwelcome sexual advances, whether direct propositions of a sexual nature or subtle pressure for sexual activity -President, unwanted attempts to change a professional or education relationship into a personal one -Verbal abuse of a sexual nature -Repeated sexually oriented kidding, teasing, joking, or flirting -Graphic commentary about an individual's body, clothing, sexual prowess, or sexual deficiencies -Leering, whistling, touching, pinching, or brushing against another's body -Offensive, crude language -Display of objects or pictures which are sexual in nature that would create a hostile or offensive work, learning, or living environment -Behavior of a sexual nature that discomforts or humiliates and demonstrates insensitivity Consensual Relations The University's educational mission is promoted by professionalism in employee/student relationships. Consensual amorous relationships between supervisors and their subordinates, or faculty and students undermine the ethical integrity of the University community. Such relationships are problematic for the people involved as well as having a negative impact on others in the work environment. Moreover, other students and employees may be affected by such unprofessional behavior because it places or may be perceived to place the staff/faculty member in a position to favor or advance one person's interest at the expense of others and implicitly makes obtaining benefits contingent on amorous or sexual favors. Therefore: No faculty member shall have an amorous relationship (consensual or otherwise) with a student who is enrolled in his or her course and/or whose academic work is being evaluated by the faculty member. No staff member shall have an amorous relationship with a student whom the staff member has the power to penalize or reward. A staff/faculty member who fails to withdraw from participation in activities or decisions that may reward or penalize a student with whom the staff/faculty member has or has had an amorous relationship will be deemed to have violated his or her ethical obligation to the student, other students, colleagues, and the University. Supervisory staff/faculty who engage in consensual relationships with individuals they supervise or their students should be aware that they are violating University policy and are subject to formal disciplinary action, up to and including removal. Smoking is prohibited in all academic, office and physical plant buildings, and in the common areas of all residence halls. The William Paterson University Campus is smoke-free except where signs indicate otherwise. The New Jersey worker and Community Right to Know Act requires public and private employers to provide information about hazardous substances at their workplaces, to give employees information about what chemicals are located at their workplace, and instruction regarding how to work with hazardous substances safely. Details are available in the Office of Human Resources. F. Conflict of Interest/Outside
Activities University employees should not undertake any employment or service, whether compensated or not, which might reasonably be expected to impair their objectivity and independence of judgment in the exercise of their official duties. An employee’s participation in any service, activity or employment that is outside his/her official University duties may be prohibited by the Conflicts Law, other State or Federal law or regulation, or William Paterson University’s Institutional Code of Ethics. Accordingly, employees must obtain the approval of the Ethics Liaison Officer (ELO) prior to engaging in any of the following outside activities:
Prior to engaging in any new employment or outside activity, employees must obtain approval from the ELO by submitting a completed Outside Activities Questionnaire to the Ethics Liaison Officer. The Outside Activities Questionnaire must be completed and approved by the ELO prior to engaging in such employment or activity and must be updated and approved annually, or as necessary whenever there is a change in outside activities or employment. The University’s ELO shall review all Outside Activities Questionnaires and determine whether the outside activity is permissible in accordance with the Conflicts Law, the State of New Jersey Uniform Ethics Code, and the University’s Institutional Code of Ethics. Consistent with the Uniform Ethics Code, the University shall require disclosure of additional information regarding the outside activities of its employees as necessary to address the needs of the University. An employee may appeal the ELO’s decision to disapprove an outside activity. Such appeal shall be submitted in writing to the State Ethics Commission within 60 days of the employee’s receipt of the ELO’s decision. The appeal shall cite the relevant section(s) of the Conflicts Law, Uniform Ethics Code, WPU’s Institutional Code of Ethics or other authority which supports the position of the employee that such outside activity should be permitted. Rev. 11/13/08 G. Appropriate Use of Information Systems and Computer Ethics University computing and information resources are made available to currently-enrolled students, faculty, staff and the Board of Trustees for the pursuit and support of educational goals. Employees are issued security guidelines and acceptable use policy when they are given access to the systems. Employees can be held responsible for all activity in their assigned account. Inappropriate use or unauthorized dissemination of confidential data is considered a serious offense and violates University policy as well as federal law. Conduct which involves the use of computing and information resources in an inappropriate manner may result in revocation of computing usage privileges and is subject to disciplinary action as defined for specific employee categories by existing policies, statutes, rules, regulations, employment contracts, and labor agreements. Such conduct may also be subject to criminal or civil legal action. In no case should a computer be used without authorization. H. Code of Professional Conduct The William Paterson University Code of Professional Conduct establishes such standards of conduct the University deems proper and necessary to advance the beneficial ends of the institution and to foster the professional welfare of the University community. The Code is based on principles of honesty and integrity. The standards it sets forth intend to foster the integration of these principles into the professional life of the University. Foundational to the Code is the understanding that the University is a proper forum for critical inquiry and the free exchange of ideas. Rights of academic freedom and freedom of expression shall be preserved and not be abridged in the application of the Code. Details are available in the Office of Employee Relations, College Hall, 150. II. General Regulations and Guidelines A. Care of Property and Equipment Care should be used in handling property, equipment and supplies. Employees should be alert to obvious hazards and waste and report them to supervisors. Office equipment and other property assigned to employees should be kept in good condition. Work places should be kept in neat and orderly condition. B. Proper Use of University Stationery Since use of University stationery for unofficial purposes can compromise the University and lead to situations with serious consequences, University stationery may be used only for purposes connected with official business. Use for any other purpose is prohibited. Employees who are uncertain whether the purpose is business related should consult with their supervisor or the Office of Human Resources. C. Use of Mail, Telephone and Fax Machines The University mail system is for handling official University mail. Employees should not use it for personal correspondence. University telephones are for use in conducting official business and should not be utilized for matters relating to personal business. However, occasionally, when personal telephone calls are necessary, they should be kept as brief as possible. At no time may long distance calls or toll calls of a personal nature be made at the University’s expense. Fax machines are for handling official documents and should not be used for transmitting personal documents. Special circumstances may be considered after consultation with, and approval of, a supervisor. E-mail should be used for conducting official business and should not be used for personal correspondence during work hours. From time to time, especially when an employee is away from the office for vacation or leaves of absence, there may need to access business records contained on the employee=s computer or in office files. There should be no expectation of privacy with regard to information left on a computer or in business files. Keys are issued by University Police. For the protection and safety of employees and of the University, all keys must be safeguarded. Keys should not be loaned to anyone else. Employees will be held accountable for all keys assigned to them and must return when requested or in the event of separation from the University. No gifts, gratuities, tips, or other special privileges may be solicited or received in connection with the transition of or proposal for University business. Details are contained in the University=s Code of Professional Responsibility, available upon request from the Office of Employee Relations. G. Financial Obligations & Purchase Commitment No employee shall incur any liability, make any purchase commitment, or incur any expense on behalf of the University without first assuring compliance with University regulations. Personal business transactions, financial obligations and/or purchases, must not be entered into under the University=s name. Employees are required to provide the University with complete and accurate address information. Up-to-date telephone numbers should be provided to supervisors/unit directors for use in connection with telephone chains, calls for emergency coverage, or other unit needs in accordance with unit policies. I. Emergency Notification Card Employees are required to complete an Emergency Notification Card. The information will be maintained in the Office of Human Resources for use in the event of an emergency involving a member of the faculty or staff. Kindly notify Human Resources if changes occur. Some employees are required to operate a motor vehicle as part of their duties. These employees are required to possess a driver’s license valid in the State of New Jersey. Employees in these positions are required to notify their supervisor and the Director of Human Resources if their driver=s license is ever suspended or revoked, or if they should, either permanently or temporarily, lose their driving privilege in New Jersey. K. Voluntary Emergency Services Providing that undue strain is not placed on affected University activities, employees may participate in volunteer emergency and rescue services within a limited area surrounding the University. Employees providing such services will be given time off with pay, if they supply proof of membership with an emergency volunteer organization and required attendance at an emergency. Willful disruption of the educational process, destruction of property, carrying of weapons on campus, and interference with the rights of other campus community members will not be tolerated. Any such action will be dealt with promptly and effectively, but also fairly and impartially. Penalties for disruptive action may include suspension or dismissal. M. Reference Checking & Degree Verification References will be checked for all employees. Highest degree status will be verified in each case when a degree is a requirement of the job. Information that is falsely reported may be cause for withdrawal of an offer of employment and/or cause for termination of employment. Use of University vehicles must be approved by immediate supervisors and must be used for business purposes only. While driving University owned vehicles, employees are expected to observe all motor vehicle laws. This includes observing the speed limit and wearing seat belts. Conviction of a moving violation or negligence resulting in damage to University property while operating a state vehicle may result in disciplinary action. Anyone using a University vehicle must have a driver=s license valid in the State of New Jersey. O. Auto Accident Reporting Procedures
Employees are expected to maintain their personal appearance and to wear clothing appropriate to their positions and are encouraged to avoid extremes. Personal hygiene should be maintained. Q. Misuse of Confidential Information AConfidential@ information is intended for the sole use of person or persons to whom it is directed. If you are an intended recipient of this information, the dissemination, distribution, copying or use of the information or its contents is strictly prohibited. Violations of this procedure may lead to corrective action up to and including termination of employment. The University has a recycling program including paper, glass and aluminum cans. All employees are asked to cooperate in this effort. Receptacles are available throughout the University for this purpose. Additional information can be obtained by calling extension 3248. S. Visitors to Campus, Including Children and Pets Because of the potential disruption of visitors (both children and adults) who do not have University related business, we request that employees do not have extended visits with their children, family members or acquaintances while on the job. In addition, for both health and safety reasons, pets cannot be accommodated on campus (except for aides to persons with disabilities). T. Election Campaign Materials The State does not allow distribution of any type of election campaign materials in State buildings on state time. Additionally, union contracts prohibit the posting of anything constituting election campaign material on union bulletin boards. Violators are subject to disciplinary action. Classified employees fall into one of three work hour categories--thirty-five hours, forty hours, and no limit (NL) For thirty-five hour week employees, hours are normally 8:30-4:30 with one hour for lunch. For forty hour week employees, hours are usually 8:00-4:30 with one-half hour for lunch. Maintenance and University Police personnel are assigned to differing shifts, as required. No limit (NL) employees adhere to the standard workweek as closely as possible; it is expected, however, that additional hours will be worked when necessary. Classified employees are entitled to one fifteen (15) minute break period during each half (1/2) shift. For normal shifts this is to include one break prior to the lunch period and one break after the lunch period. These breaks may not be combined or added to the lunch period. Where operational needs require, supervisors may set specific times for each employee's regular break periods. IV. Leave Time and Leave Reporting During the first year of employment, classified employees earn a half day of administrative leave for each full calendar month of employment (for a total of three) and one sick and vacation day per month. In January of each year thereafter, classified employees are advanced the allotted vacation, administrative and sick leave. Vacation allotment corresponds to an employee's years of service. Leave time is allotted at the beginning of the year on the assumption that the employee will remain in pay status throughout the year. If the employee resigns prior to the end of the year, leave time is prorated. Any sick or vacation time used but not earned will be deducted from the final paycheck. Use of administrative and vacation leave must be requested by the employee and approved in advance by the supervisor. Administrative leave may be used for: a. emergencies. b. observance of religious or other days of celebration, but not for public holidays. c. personal business. Administrative leave must be used in the calendar year in which it is granted and cannot be carried into the next calendar year. Vacation allowance should be taken during the calendar year at such time as permitted or directed by the supervisor, unless the supervisor determines that it cannot be taken due to work demands. A maximum of one year's leave entitlement in the calendar year may be carried forward into the next year. Vacation time is accrued as follows: a. Up to one year of service, one working day vacation for each month of service; b. After one year and up to five years of service, twelve working days vacation; c. After five years and up to twelve years of service, fifteen working days vacation; d. After twelve years and up to twenty years of service, twenty working days vacation; e. Over twenty years, twenty-five working days vacation. * Any leaves of absence without pay, for one calendar month or more will affect the calculation of employee’s years of service. For 10 month employees: a. Up to one year of service, one working day vacation for each month of service; b. After one year and up to five years of service, ten working days vacation; c. After five years and up to twelve years of service, twelve and one-half working days vacation; d. After twelve years and up to twenty years of service, sixteen and one-half working days vacation; e. Over twenty years, twenty and three quarter working days vacation. * Any leaves of absence without pay, for one month or more, will affect the calculation of employee's years of service. For the first year, full-time employees receive one day per month. Thereafter, full-time twelve-month employees receive 15 sick days per year. Full time ten-month employees receive 12.5 sick days per year. Part-time employees earn sick time at a rate proportionate to their assigned hours. Sick leave may be utilized by employees when they are unable to report to work due to personal illness, accident or exposure to contagious disease, and/or for medical appointments when such appointments cannot be scheduled after working hours. Sick leave may also be used to attend to members of the immediate family who are ill and/or in instances of death in the employee's immediate family. For purposes of attending to a family member who is ill, medical documentation must be provided verifying that the employee's assistance was essential to the family member's well being. For purposes of using sick leave due to death in the immediate family the New Jersey Department of Personnel defines immediate family members as "father, mother, mother-in-law, father-in-law, grandmother, grandfather, grandchild, spouse, child, foster child, sister or brother of the employee". It shall also include relatives of the employee's household who are living with the employee. Personal doctor visits which can be arranged during non-working hours, taking family members to the doctor for non-emergency tests or check-ups, or serving as a nurse or housekeeper are not considered appropriate uses of sick leave.
All unused sick leave shall accumulate from year to year to be used if and when needed. An employee shall not be reimbursed for accrued sick leave at the time of termination of his/her employment except upon retirement. An employee who has been re-employed shall be credited with the total accrued sick leave at the termination of his/her previous State employment. Documentation of prior sick leave is the responsibility of the employee. a. Authorization for Sick Leave Use If it is necessary for an employee to use sick leave, the supervisor shall be notified promptly at the employee's usual reporting time, except in those work situations where notice must be made prior to the employee's starting time. An employee who is on sick leave absence for five or more consecutive working days must submit to his/her supervisor and the Office of Human Resources acceptable medical evidence substantiating the illness. Employees may also be required to submit proof of illness or injury:
At the discretion of the supervisor, a doctor's certificate may be requested for illness immediately preceding or immediately following a holiday. Failure to provide appropriate medical documentation in any of the above circumstances may result in the denial of sick leave for an absence and constitute cause for disciplinary action. Employees submitting a medical note should ensure that the note contains the following information: 1. the date the employee was seen by the doctor; 2. the date(s) the employee was out or will be out; 3. the expected date of return; 4. the reason for the absence and/or the nature of the illness; 5. a statement from the doctor that the employee is unable to carry out expected duties. Any medical excuse not containing this information will be returned for the necessary details. Failure to supply the above information may result in denial of the use of a sick day. The University’s Energy Program is designed to provide services to students on holidays during which classes are in session. In addition to the obvious benefit of providing continuous campus services, the University also saves on costly energy expenses by closing during the winter holiday period (the week following Christmas). The program presently designates the following four holidays as workdays: Lincoln's Birthday, Columbus Day, Election Day and Veteran's Day. For each designated holiday worked, employees earn one and onehalf days compensatory time. Accrued "energy days" are applied to absences during the week following Christmas, when the University is closed. Employees who have not worked the holidays to accrue time off for the Christmas week closing can apply other earned time, including earned compensatory time, vacation or administrative leave time, in order to have the days off with pay. Leave without pay, may also be used during the winter holiday period. The dates of the December energy savings days are announced in a memo to employees by the month of October of each calendar year. With the exception of University Police, Facilities and Maintenance, Health Services, and essential personnel, all CWA, AFT Professionals Staff, and Non-Unit employees participate in the program. For additional information regarding this program, please contact the Office of Human Resources at extension 2887. 1a. Higher Education Managers:
Full time twelve-month employees receive 15 sick days per calendar year. Full time ten-month employees receive 12.5 sick days per calendar year. Part-time employees earn sick time at a rate proportionate to their assigned hours. Sick leave may be utilized by employees when they are unable to report to work due to personal illness, accident or exposure to contagious disease, and/or for medical appointments when such appointments cannot be scheduled after working hours. Sick leave may also be used to attend to members of the immediate family who are ill and/or in instances of death in the employee's immediate family. For purposes of attending to a family member who is ill, medical documentation must be provided verifying that the employee's assistance was essential to the family member's well being. For purposes of using sick leave due to death in the immediate family the New Jersey Department of Personnel defines immediate family members as "father, mother, mother-in-law father-in-law, grandmother, grandfather, grandchild, spouse, child, foster child, sister or brother of the employee". It shall also include relatives of the employee's household who are living with the employee. Personal doctor visits which can be arranged during non-working hours, taking family members to the doctor for non-emergency tests or check-ups, or serving as a nurse or housekeeper are not considered appropriate uses of sick leave. All unused sick leave shall accumulate from year to year to be used if and when needed. An employee shall not be reimbursed for accrued sick leave at the time of termination of his/her employment except upon retirement. (Faculty are not eligible for retirement sick leave.) An employee who has been re-employed shall be credited with the total accrued sick leave at the termination of his/her previous State employment. Documentation of prior sick leave is the responsibility of the employee. a. Authorization for Sick Leave Use If it is necessary for an employee to use sick leave, the supervisor shall be notified promptly at the employee's usual reporting time, except in those work situations where notice must be made prior to the employee's starting time. An employee who is on sick leave absence for five or more consecutive working days must submit to his/her supervisor and the Office of Human Resources acceptable medical evidence substantiating the illness. Employees may also be required to submit proof of illness or injury: 1. when there is reason to believe that an employee is abusing sick leave, or 2. when an employee has been absent on sick leave for any aggregate of more than 15 days in a 12-month period. When an illness is of a chronic or recurring nature causing occasional absences of one day or less, one proof of illness shall be required for every six month period. The proof of illness must specify the nature of the illness and that it is likely to cause periodic absences from employment. At the discretion of the supervisor, a doctor's certificate may be requested for illness immediately preceding or immediately following a holiday. Failure to provide appropriate medical documentation in any of the above circumstances may result in the denial of sick leave for an absence and constitute cause for disciplinary action. Employees submitting a medical note should ensure that the note contains the following information:
1. the date the employee was seen by the doctor; 2. the date(s) the employee was out or will be out; 3. the expected date of return; 4. the reason for the absence and/or the nature of the illness; 5. a statement from the doctor that the employee is unable to carry out expected duties. Any medical excuse not containing this information will be returned for the necessary details. c. Procedures for Applying Faculty Sick Leave Faculty sick leave should be charged in the following manner:
1. In instances where the faculty member’s period of medical leave includes intermittent days on which classes are and are not scheduled, the leave shall consist of the entire number of days in question. For example: Professor A has classes Mondays, Wednesdays and Fridays. Professor A is ill on Wednesday and Friday during a particular week. Professor A is then charged sick leave for Wednesday, Thursday and Friday. However, if Professor A is only out sick on Wednesday and has no college responsibilities on Tuesday and Thursday, then he is only charged sick leave for Wednesday. In items 2-3 below, medical documentation is required excusing the employee from work and returning them to work while on a medical leave of absence.
2. In the event that a faculty member is required to take a medical leave of absence for an entire academic year, and he/she has enough earned sick leave for the entire academic year, the faculty member will be charged sick time for the number of days classes are in session during the Fall and Spring semester. Holidays for which the entire University is closed are not, however, to be charged as sick time. A faculty member would receive holiday pay for the following: Labor Day, Thanksgiving Day, Christmas Day, New Years Day, Martin Luther King=s Day, Good Friday, and Memorial Day. 3. In the event that a faculty member is required to take a medical leave of absence for either the Fall or Spring academic semester and he/she has earned enough sick leave to apply during the semester, he/she will be charged sick leave through the last day that classes are in session. Should the individual provide medical documentation that he/she can return to work prior to the end of the semester, the University must make arrangements for the employee to work. The employee is not to be charged sick leave for the following holidays: Labor Day, Thanksgiving Day, Christmas Day, New Years Day, Martin Luther King=s Day, Good Friday and Memorial Day. They also should not be charged during winter and spring breaks. The University=s Energy Program is designed to provide services to students on holidays during which classes are in session. In addition to the obvious benefit of providing continuous campus services, the University also saves on costly energy expenses by closing during the winter holiday period (the week following Christmas). The program presently designates the following four holidays as work days: Lincoln's Birthday, Columbus Day, Election Day and Veteran's Day. For each designated holiday worked, employees earn one an alternate day off to be applied during the program. Accrued "energy days" are applied to the week following Christmas when the University is closed. Employees who have not worked the holidays to accrue time off for the energy savings days can apply other earned time, including accumulated compensatory time, vacation time or a leave without pay, in order to have the days off from work. The dates of the December energy savings days are announced in a memo to employees by the second week of October of each calendar year. With the exception of University Police, Facilities and Maintenance, Health Services, and essential personnel, all CWA, AFT Professional Staff, Faculty, and Non-Unit employees participate in the program. For additional information regarding this program, please contact the Office of Human Resources at extension 2605. V. Procedures and Benefits Relating to Leaves of Absence All requests for leaves of absence for medical reasons require submission of medical documentation. Upon notification of an employee's medical leave, the Office of Human Resources will request an earned Leave Balance Status from the Payroll Office. The Payroll Office calculates the number of earned and allotted sick, vacation and administrative days available to the employee. The Office of Human Resources will inform the employee of his/her options concerning the above leave time. Please note that any leave time used that is not earned must be repaid if the employee does not continue employment at the University. 3. New Jersey Temporary Disability Insurance (TDI) If an employee is temporarily disabled due to illness or non-work related injury and has exhausted all earned sick leave, he/she may apply for temporary disability insurance (TDI). This claim must be filed within 30 days of the start of the disability. The employees eligibility and benefit payment are determined by the New Jersey Department of Labor and is paid after the first seven consecutive days of each period of disability (waiting week). The waiting week becomes compensable when the disability benefits have been paid for all or some part of each of the three weeks immediately following the waiting week. The payment of TDI is limited to 26 weeks with respect to the disability period. Brochures and applications for Temporary Disability Insurance may be obtained in the Office Of Human Resources, College Hall 150, 8 a.m. - 5 p.m. 4. Long Term Disability (LTD) (ABP) Employees enrolled in Alternate Benefit Program (ABP) for at least one year, may apply for LTD against lost or loss of income in instances where they have been determined to be totally disabled. Refer to the Alternate Benefit Program Retirement Section for the benefits offered while on Long Term Disability. Under LTD, there is no stipulation that earned sick leave must be applied in advance of receiving the benefit. 5. Ordinary Disability Retirement (PERS, TPAF, PFRS) Employees enrolled in these pension plans may apply for Ordinary Disability Retirement if they are considered totally and permanently incapacitated. Employees become eligible for this benefit after ten or more years of pension enrollment in PERS and TPAF and after four or more years in PFRS. Employees on medical leave maintain full health benefits and pension coverage while in pay status. If the employee moves to leave without pay status, he/she may continue health benefits for a period of 3 months, if eligible for Family Leave. If a benefit (Dental and Traditional Plan) requires a payroll deduction, this premium contribution must be paid during this first 3 months to continue coverage. After 3 months the employee may elect to purchase health benefits from the University at the group rate for 9 months, and then for an additional 6 months under COBRA. The combined total of the extended coverage may not exceed 18 months or 21 months if eligible for family leave. Members of the Public Employees Retirement System, Teacher Pension Annuity Fund and Police and Fire Retirement Fund are eligible to purchase credit for up to a maximum of two years for authorized medical leaves. There is no such provision for the Alternate Benefit Program. Group life insurance coverage will continue for up to two years while on an official leave of absence for personal illness. No contributions will be required from members covered by contributory life insurance to continue their insurance. The Donated Leave Program permits employees to voluntarily donate portions of their earned sick and/or vacation time to other employees who have exhausted their own earned leave time and who are suffering from a catastrophic illness or injury which necessitates the prolonged absence from work by the employee or who are needed to provide care to a member of the employee=s immediate family who is suffering from a catastrophic health condition or injury. Please be aware that the recipient of Donated Leave must have exhausted all accrued leave time including compensatory time, sick leave, vacation leave and administrative leave. An employee receiving donated leave shall not receive temporary disability benefits for the same period he/she is paid wages from donated sick and/or vacation time. Medical documentation concerning the nature and anticipated duration of the illness or injury must be submitted to the Office of Human Resources, College Hall 150. If the employee is deemed eligible to receive donated leave, a notice will be posted throughout the University to request donation of leave time. B. Maternity Leave (Pregnancy Disability) An employee going on maternity leave must submit medical documentation in the same manner as employees on other types of medical leave. An employee, under normal circumstances, is considered disabled four weeks prior to and six weeks after the birth of the baby (eight weeks for cesarean section). Sick leave can only be used during the time the employee is actually considered disabled. 1. New Jersey Temporary Disability Insurance (TDI) When an employee is temporarily disabled due to pregnancy and has exhausted all earned sick leave, she may apply for temporary disability insurance (TDI). Eligibility and amount of paid benefit is determined by the New Jersey Department of Labor and is paid after the first seven consecutive days of each period of disability (waiting week). The waiting week becomes compensable when the disability benefits have been paid for all or some part of each of the three weeks immediately following the waiting week. Brochures and applications for Temporary Disability Insurance may be obtained in the Office of Human Resources. Employees on medical leave as a result of pregnancy disability maintain full health benefits and pension coverage while in pay status. At the point the employee moves to leave without pay status during a normal pregnancy disability, she will continue her health benefits, if eligible for Family Leave. If a benefit (dental, traditional plan, or HMO plan) requires a payroll deduction, this premium contribution must be paid during this period to continue coverage. Members of the Public Employees Retirement System, Teacher Pension Annuity Fund and Police and Fire Retirement System are eligible to purchase credit for up to a maximum of two years for authorized medical leaves. There is no such provision for the Alternate Benefit Program. Group life insurance coverage will continue during your pregnancy disability. No contributions will be required from members covered by contributory life insurance to continue their insurance. In the event your pregnancy does not fall within the normal disability guidelines and you are required by your physician to begin your disability leave earlier than the 4 weeks before or extend beyond the 6 to 8 weeks after the birth, refer to the section on Medical Leaves for procedures. C. Additional Leaves of Absence under the Family Leave Acts (State and Federal) The State Family Leave Act permits an employee to take leaves of absence without pay in connection with the birth or adoption of a child or the serious illness of a child, spouse, parent or parent of a spouse for up to 12 weeks in a 24 month period (during any 24-month period, measured forward from the first date of any NJ State Family Leave granted within the last 24 months). Such leave may be taken on a reduced or intermittent schedule with the approval of the departmental supervisor. To qualify, the employee must be employed through a covered employer, for at least 12 months or more, and must have worked not less than 1,000 hours excluding overtime during the last 12-month period. The employee's health insurance would continue during this time period. An employee would only be responsible for the payment of any premium contribution required of a plan. Under the Family Leave Act an employee's (classified employee only) seniority will continue to accrue for layoff purposes during the employee's leave. The Federal Family Medical Leave Act (FMLA) became effective on August 5, 1993. The FMLA does not supersede any provision of the State Family Leave that provide greater rights than those provided under the FMLA. Moreover, rights under the FMLA are not diminished by State Law. If leave qualifies for both FMLA Leave and State Family Leave, the leave used counts against the employee=s entitlement under both laws. Under the FMLA an employee may take a leave of absence for birth or placement of a child for adoption or foster care. In such cases the leave must conclude within one year of the birth or placement. Leave may also be taken to care for a child, spouse or parent with a serious health condition or the employee's own serious illness. The employee is entitled to take a leave for up to 12 weeks in a one-year period. This leave may be taken at a reduced or intermittent schedule with the approval of the departmental supervisor. The employee's health insurance would also continue during this time period. An employee would only be responsible for the payment of any premium contributions required of a plan. On State Family Leave and FMLA, leave time does not accrue while in non-pay status. To qualify for FMLA, an employee must have worked for a covered employer for 12 months and at least 1250 hours during the 12-month period proceeding the leave. Application for both State Family Leave and Federal Family Leave and Medical Leave must be in writing to your supervisor with a copy to the Office of Human Resources. It is recommended that you contact the Office of Human Resources for more details regarding these Acts before applying. Employees participating in the State Health Benefits Program are entitled to continued health coverage under both Acts, while on family leave. This includes health care, prescription drug, dental and vision care benefits. Please note that an employee with a required payroll deduction for health related coverage is responsible for making payment to The University. Service and salary credit for pension purposes are earned in the state retirement systems while in pay status only. For periods where leave is taken on an intermittent or reduced schedule basis, an employee may be able to obtain pension credit depending upon the compensation received during the coverage periods involved. Members under the Alternate Benefit Program must receive at least 50% percent of their base salary to make contributions to their account. Members of Public Employees Retirement System, Teachers Pension Annuity Fund and Police and Firemen’s Retirement System may purchase service credit for a maximum of three months for a family leave and two years for personal illness. The Alternate Benefit Program does not have such a provision. The employee's group life insurance coverage will continue for a maximum of 93 days while on an official family leave for all purposes except personal illness. In this case contributions are required from members covered by contributory life insurance in order to continue their contributory life insurance. A written request for a personal leave must be submitted to and approved by the employee's supervisor (classified employees), and the President or his designee (unclassified employees). 2. Application of Earned Vacation and Administrative Leave An employee approved for a personal leave may apply earned vacation and administrative time, or take a leave of absence without pay. Should the employee request to use earned vacation and administrative time, the Office of Human Resources will request an earned Leave Balance Status from the Payroll Office. The Payroll Office calculates the number of earned vacation and administrative days available to the employee. Health benefits coverage is unaltered for an employee on vacation or administrative leave. When an employee takes a leave of absence without pay for personal reasons, health benefit coverage will terminate in accordance with the NJ State Health Benefits termination timetable. The employee may then elect to continue their health coverage during a personal leave of absence at the group rate through the University for nine months (payable in a lump sum) and then through COBRA for nine months for a maximum of 18 months. Service and salary credit for pension purposes are earned in the state retirement systems while in pay status only. For periods where leave is taken on an intermittent or reduced schedule basis, an employee may be able to obtain pension credit depending upon the compensation received during the coverage periods involved. Members under the Alternate Benefit Program must receive at least 50% percent of their base salary to make contributions to their account. Members of Public Employees Retirement System, Teachers Pension Annuity Fund and Police and Firemen’s Retirement System may only purchase service credit for three months for a personal leave of absence. The Alternate Benefit Program does not have such a provision. 5. Life Insurance Group life insurance coverage will continue for up to 93 days while on official leave for personal reasons. In this case, contributions are required from members covered by contributory insurance to continue coverage under the contributory plan. Group life insurance coverage will continue for up to one year for employees on official leaves to fulfill residency requirements for advanced degrees, and for employees who are enrolled as full-time students at institutions of higher education. In these instances, contributions are necessary from members covered by contributory insurance to continue coverage under the contributory plan. An unauthorized leave occurs when an employee has charged time or used time that has not been approved by their supervisor. Definition: Workers’ Compensation is a form of payment issued on behalf of employees to cover medical expenses incurred as the result of a work related injury or illness. The procedures which follow ensure the immediate treatment of job related injuries and assist the University in determining whether or not the injury is compensable. Factors determining eligibility include the nature of the injury and the employee's adherence to these procedures:
The Student Health Center is open Monday through Friday, 7:30 a.m. to 3:30 p.m. (subject to change). Injuries incurred during hours when the Student Health Center is closed and require immediate medical attention should be reported to the University Police at extension 2300. If an injured employee is in need of immediate hospital treatment, the University Police Department shall make arrangements for emergency transportation. The injured employee will be transported to Wayne General. In non-emergencies, the method of transporting an injured employee to the IMCC shall be determined by the assigned nurse at Health Services. Other employees are not to transport injured employees. B. Sick Leave Injury Definition: Sick Leave Injury (SLI) is the continuation of an employee's pay while temporarily disabled as a result of a work related injury or illness. This leave may be with full pay, reduced pay or full pay for a specified period and reduced pay thereafter. Procedures The granting of SLI is based upon the recommendation of the University using the guidelines for approving SLI as outlined in New Jersey Administrative Code. The amount of income paid and the length of time for which it may be paid, is determined by the circumstances of each case. SLI shall not be granted beyond one year from the date of injury or illness, and all described procedures must be followed for the University to approve a request for SLI Requests for SLI are made through the submission of the RM-2 form with the supporting medical documentation. C. Temporary Workers= Compensation Temporary Workers= Compensation is a benefit paid to an employee temporarily disabled as a result of a work related accident or illness. It is available to an employee after he/she has exhausted the Sick Leave Injury (SLI) benefit. The benefit is calculated at 70% of the employee's weekly wages received at the time of the injury, up to a maximum compensation allowed per year. To apply for this benefit an employee needs to contact the Workers= Compensation Coordinator in the Office of Human Resources. The Workers= Compensation Coordinator is the liaison to the Bureau of Risk Management in facilitating the payment process. The approval and payment process is strictly administered by the Bureau of Risk Management. Health benefits, including prescription, dental, and vision coverage, are effective September 1 for ten-month employees who begin working on that date. Coverage for ten-month employees who are hired after September 1, and all twelve-month employees is effective two months after their respective start dates. Dependents' coverage is initiated on the same date as the employee's coverage. Eligible dependents include the employee's spouse (unless legally separated) and unmarried children up to 23 years of age who live with the employee in a regular parent-child relationship. Children's coverage normally ends on December 31 of the year they become 23. Upon resignation, termination, or retirement, coverage extends to approximately 30 days from the last day paid. Pamphlets and enrollment forms are available in the Office of Human Resources. The Traditional Plan is administered for the State Health Benefits Program (SHBP) by Horizon Blue Cross and Blue Shield of New Jersey (BCBSNJ). This plan provides for the use of any properly licensed provider, as defined by the plan, for covered medical services. However, the plan pays only for the diagnosis and treatment of illness or injury. It does not pay for preventative treatment such as immunizations, physical exams, and well-care visits to doctors. The Traditional Plan has three parts: basic benefits, extended basic benefits, and major medical benefits. Basic benefits cover certain hospital (or facility) charges. In-patient covered services at an approved acute care hospital, skilled nursing facility, or detoxification facility include semiprivate room and board, services of salaried staff, including doctors, nurses, interns, and others, supplies such as drugs, X-rays, bandages, and oxygen, laboratory and pathology services, and physical therapy. Outpatient covered services billed by an approved facility include treatment of accidental injuries, dialysis, surgery, application and removal of casts, alcohol treatment, and other treatment, such as home health care, birthing centers, and same-day surgical centers. Extended basic benefits cover certain medical-surgical of professional charges billed by an eligible provider and include items such as surgical and anesthesia fees, X-rays, laboratory tests, and inpatient medical care. Basic benefits are either paid in full or according to a fixed fee schedule. Extended basic benefits are paid according to a fixed fee schedule. In most cases, whatever is not paid by basic or extended basic benefits is rolled over automatically to the major medical portion of the plan. Major medical benefits include eligible services not completely paid under the basic and extended basic benefits, such as rehabilitation hospital care, outpatient treatment, prescription drugs, and doctor's office visits. Generally, eligible expenses are paid at 80% of reasonable and customary charges after an annual deductible is satisfied. A reasonable and customary charge is the maximum amount considered eligible for payment for a specific service under the plan. The deductible for an individual is the first $100 of covered charges in a calendar year. If more than one individual is covered, you and one other family member must each meet the single coverage deductible before eligible expenses are paid at 80% for all covered family members for the rest of the calendar year. You are responsible for a 20% coinsurance. Under single coverage, after a total of $500 is spent on deductible and coinsurance, claims are paid at 100%. In addition to the 20% coinsurance, any ineligible charges or costs that are denied as being above the reasonable and customary charge for a service within the area where it was provided are your responsibility. In most cases, you must file claims for reimbursement in the Traditional Plan. There are numerous Health Maintenance Organizations that participate in the SHBP. They are licensed to provide services in specific territories (by county), and they are generally one of two types: 1. Group Practice HMO - provides physician services to its members at a centrally-located health facility staffed by both primary care physicians (family practitioners, internists, etc.) and specialists. HMO members select one of the primary care physicians as their personal care physician. 2. Individual Practice HMO - provides services to its members through primary care physicians who are under contract to provide services to HMO members in the doctor's office. HMOs emphasize preventative care and provide coverage for physical exams, well-baby visits, immunizations, etc. Details on specific coverage, services, and fees vary by HMO. However, they generally work as follows. When you enroll in an HMO, you select a primary care physician from the list of providers in the HMO network to oversee your health care. If the services of a specialist are required, your primary care physician refers you to one. As an HMO member, there are no deductibles to satisfy or claim forms to file, and you should not receive doctor or hospital bills. However, most HMOs require you to pay a small copayment for doctor visits, emergency room visits, emergency room treatment, and other services. You must use the HMO network for health care services (other than for an emergency), or the HMO will not pay for the care. NJ PLUS is administered for the SHBP by Horizon Blue Cross and Blue Shield of New Jersey (BCBSNJ). NJ PLUS is a point-of-services plan, which is a blend of the Traditional Plan and an HMO. The plan has a network of doctors, hospitals, and other health care providers who offer medical care in cost-efficient ways. All providers undergo a credentialing procedure prior to becoming part of the network. The NJ PLUS network covers all of New Jersey and Delaware, parts of Pennsylvania, and New York. When you enroll in NJ PLUS, you select a personal care physician (PCP) to oversee your medical care. When you use this doctor or other network providers, you pay a five dollar copayment after which your medical expenses are generally covered in full. There are no claim forms to file. In this way, NJ PLUS is very similar to an HMO. But there is an important difference. As a NJ PLUS participant, you have the option to use a non-network provider (go out-of-network). When using doctors or hospitals outside the network, generally, NJ PLUS will pay 70% of the eligible costs at a reasonable and customary level after the member pays a required deductible. Claim forms are required for out-of-network services, and preventative services and well-care are not covered out-of-network. Occasionally, situations arise where a member feels that his or her medical care or claims have not been properly handled by his or her health plan. The member must try to resolve the problem directly with the administrator/carrier by telephone and then in writing. If the problem is not resolved, the member then has the right to appeal the administrator's/carrier=s decision by writing to the State Health Benefits Commission. The State offers a choice of two dental care programs. Participation is optional, and for those employees electing dental coverage, there is a bi-weekly payroll deduction. The cost to the employee depends on the type of coverage selected. If an employee joins either program, he/she must remain a member for a minimum of 12 months. Upon resignation, termination, or retirement, coverage extends to approximately 30 days from the separation date. Pamphlets and enrollment forms are available in the Office of Human Resources. Employees may enroll or change programs during the annual open enrollment period held during the Fall of each year. The Dental Expense Plan provides coverage for oral exams; X-rays; oral prophylaxis, including scaling and polishing; repair of dentures (labor and supplies); restorative procedures (fillings, inlays, and crowns); palliative (emergency) treatment; extractions; endodontic services; space maintainers; oral surgery; apicetomy; and orthodontics for persons under age 19. This plan requires a deductible of $25 per family member to a maximum of $75 annually; the plan pays 80% of eligible charges once the deductible is satisfied. 2. New Jersey Dental Plan Organization (DPO) The New Jersey Dental Plan Organization provides two options. Employees may select either a clinic variety or an individual dentist. A list of participating dental organizations is available in the Office of Human Resources. It is the employee's responsibility to verify that an individual dentist is a member of the plan. Eligible services include: diagnostic-preventative procedures, radiographs, space maintainers, restoratives, endodontics, prosthodontics, oral surgery, orthodontics, periodontics, fixed bridges. Eligible dependents are your spouse (unless legally separated) and unmarried children under 23 years of age who live with you in a regular parent-child relationship. The bi-weekly deductions cover all eligible services except where a copayment is specified. The Prescription Drug Program helps defray the cost of drugs prescribed for you and your eligible dependents for use outside of hospitals, nursing homes, or other institutions. Covered are those drugs which, as required by Federal Law, can be dispensed only upon a written prescription order by a doctor. The only cost to the employee is a copayment for each prescription dispensed at a pharmacy. Employees and covered dependents who are taking prescription medication on an ongoing basis may use the prescription drug mail order program to obtain a 90 day supply with copayment. Information on how this program works is available through the Office of Human Resources. The employee and eligible dependents are covered at no cost to the employee. Upon resignation, termination, or retirement, coverage extends in accordance with the NJ State Health Benefits termination timetable. The vision care program provides for eligible full-time employees and eligible dependents to receive a $35 payment for prescription eyeglasses with regular lenses and a $40 payment for such glasses with bifocal lenses. Full time employees and eligible dependents are also eligible for a maximum payment of $35 or the cost, whichever is less, of an eye examination by an Ophthamologist or an Optometrist. Proper affidavit and submission of receipts are required of the employee in order to receive payment. Each eligible employee and dependent may receive only one payment for glasses and one payment for examinations every two-year period as determined by Union negotiation. The current reimbursement period is 7/1/99 to 6/30/01. Once employees have enrolled in health benefits programs, they may change plans during the annual open enrollment period, held during the month of October. The effective date of any change will be January 1. Any eligible employee who resigns, retires or who is terminated may elect to continue health, dental, prescription or vision benefits by completing a COBRA application. Benefits may be continued for up to 18 months. COBRA applications are sent to the employee's home. Payments for continued coverage must be sent by the employee to the New Jersey Division of Pension and Benefits, COBRA Administrative Services. VIII. New Jersey State Employees Tax Savings Program Employees enrolled in the State Health Benefit Program (SHBP) may elect to participate in the New Jersey State Employees Tax Savings Program. This plan is provided under the provisions of Section 125 of the Internal Revenue Code and consists of three components: Under this plan, any dental or medical premiums paid by an employee through payroll deductions will not be subject to federal income and FICA (Social Security and Medicare) taxes. Because this program invariably saves the employee tax dollars, enrollment in the plan is automatic unless the employee declines enrollment by completing and submitting a Premium Option Plan Declination Form. B. Unreimbursed Medical Spending Account (UMSA) The UMSA allows employees to set aside "before-tax" dollars to pay for eligible medical and dental expenses not paid for by insurance. The minimum election per calendar year is $100 and the maximum is $2,000. Funds not used during the calendar year are forfeited. C. Dependent Care Spending Account (DCSA) The DCSA allows employees to set aside "before-tax" dollars to pay for eligible dependent care expenses. Qualifying expenses are those dependent care expenses necessary to enable you and your spouse (if married) to work. Eligible dependents include your children below age 13, your spouse (if a full-time student or physically or mentally incapable of self-care), or any other person considered your dependent for tax purposes who is incapable of self-care, regardless of age. The minimum election per calendar year is $250. The maximum elections is $5,000 per calendar year for a married person filing a joint tax return; $2,500 maximum if married, filing separately. Funds not used in the calendar year are forfeited. D. Open Enrollment Period for Premium Option Plan (POP), Unreimbursed Medical Spending Account (UMSA) and Dependent Care Spending Account (DCSA) Each year during an Open Enrollment Period for the Tax Savings Program (October 1 to 31 ) employees will be given the opportunity to review their personal financial circumstances and decide if they wish to participate in the program the next calendar year. Please note that participation in one tax year does not automatically carry over to the next tax year, therefore, an employee must file a new election form to participate in a Flexible Spending Account or must file a POP Declination Form if they do not wish to have premiums paid with before tax dollars. All forms and informational brochures can be obtained in the Office of Human Resources, College Hall Room 150. The Office of Human Resources provides confidential referral services to employees seeking personal or family counseling. Counseling issues may range from assistance in managing serious illness or loss due to death in the family to drug or alcohol addiction. Employees may contact Human Resources directly for resource referral information available through the various health benefit programs and/or through private, state and county agencies or may be referred by supervisors. The Office of Human Resources will provide assistance in identifying an appropriate service and scheduling an initial appointment. If you have questions regarding the above services, contact The Office of Human Resources (973-720-2605). The following is a listing of telephone numbers for the state sponsored medical plans and corresponding contacts for personal counseling resources. The list also identifies those plans which assign the Personal Care Physician (PCP) as the resource contact. State Medical Insurance Information Program Contact Traditional Plan Self-referral as long as to MD, licensed Ph.D. or licensed clinical social worker; yearly maximums prevail. NJ Plus No PCP referral necessary. Employee should call Mental Health Division at 1-800-991-5579. Horizon HMO No PCP referral necessary. Employee should call GreenSpring at 1-800-626-2212. Aetna US Healthcare PCP referral required. Toll free numbers is 1-800-309-2386. Oxford Health Plans Contact PCP for information
or call Oxford Behavioral Health line at Cigna/Healthcare No PCP referral necessary.
Member should call MCC Behavioral Care at Physicians’ Health Plan No PCP referral necessary. Member should call 1-800-856-5693. AmeriHealth HMO No PCP referral necessary.
Members should call GreenSpring at University Health Plan PCP referral required. Toll free number is 1-800-564-6847. The Employee Advisory Service is a confidential free counseling referral agency for all University employees. It may be used in any of the following circumstances: 1. When an employee receives an unsatisfactory performance evaluation. 2. When an employee, on his/her own initiative, requests use of the Employee Advisory Service. 3. When an employee is referred by the Department of Human Resources. The Employee Advisory Service can be reached by calling 609-292-8543 or via the Office of Human Resources, 720-2605. Retirement dates are always the first of a given month. Service Retirement is available to members age 60 or older with no minimum number of years of service credit required. The annual annuity for employees meeting this criteria is calculated based on the following formula: (Years of Service/55) X Final Average Salary* *Final Average Salary is the average of the salaries for the last three years before retirement or the three highest fiscal years, whichever yields the higher benefit. Salary is the member's base salary on which pension contributions are based. Available before age 60 to members having 25 or more years of service credit. A reduced allowance is payable if a member retires under Early Retirement before age 55. The benefit formula is the same as the one used for Service Retirement. However, there is a permanent reduction of the annuity payable, by one-quarter of 1 percent for each month under age 55. Members having veteran status with the retirement system may retire at age 62 with 20 years of service, with an annual allowance equal to one-half the salary received during the last year of credited service or highest 12 consecutive months of membership on which contributions were made. The age 62 requirement also applies to qualified veterans whose service has not been continuous since January 1, 1955. It is the member's responsibility to notify the Division of Pensions and Benefits of the higher 12 months of salary at the time of retirement. Otherwise, the last 12 months will be used. Qualified veterans age 60 or older with 35 or more years of service may retire with an annual allowance based on the following formula: (Years of Service/55) X Final Average Salary The highest 12 consecutive months to be used in the benefit calculation does not apply to veteran members retiring at age 60 or older with 35 or more years of service. Eligibility requirements must be met before leaving payroll. Veteran benefits cannot be deferred. A veteran may elect these special benefits or retire on the same basis as non-veteran members. Please refer to the respective pension booklets for qualifications regarding veterans status and corresponding retirement benefits. Available to members having terminated covered employment with 10 or more years of service credit. Benefits, calculated using the Service Retirement formula, are payable the first of the month following the member's 60th birthday. In most cases, there is no continuation of the group State Health Benefits Program (SHBP) coverage when a person defers retirement - leaves active employment without immediately receiving monthly retirement allowance checks. However, if the person continues the group SHBP coverage under the provisions of COBRA law up until the official retirement date, that person may continue coverage into retirement. 2. Retirement under Police and Firemen=s Retirement System (PFRS) Available to all members age 55 or older with no minimum number of years of service credit required. The annual allowance is equal to 2 percent of the member's final average compensation for each year of service up to 30 years plus 1 percent for each year of service over 30 or 1/60 of final average compensation multiplied by the number of years of creditable service, whichever is greater. Members with 20-24 years of service at any age (if enrolled on 1/18/2000) are entitled to an annual allowance of 50% of final compensation. Available at any age to members having 25 or more years of service credit. The annual allowance is equal to 65 percent of final compensation plus 1 percent of final compensation for each year of creditable service over 25 years, but not more than 30 years. Therefore the maximum allowance is 70 percent of final compensation. Available to members having terminated covered employment with 10 or more years of service credit. Benefits, calculated using the Service Retirement formula, are payable the first of the month following the member's 55th birthday. In most cases, there is no continuation of the group State Health Benefits Program (SHBP) coverage when a person defers retirement - leaves active employment without immediately receiving monthly retirement allowance checks. However, if the person continues the group SHBP coverage under the provisions of COBRA law up until the official retirement date, that person may continue coverage into retirement. Effective July 1, 1997, retirement is mandatory on the first of the month following the member attaining age 65. If a retirement application is not filed prior to the mandatory retirement date, he/she is automatically retired on that date. However, benefits are not payable until the application is filed. e. Accidental Disability Retirement Members who are totally and permanently disabled as a direct result of a traumatic event arising out of the performance of their regular or assigned duties may file for an accidental disability retirement allowance. This provides a benefit equal to 2/3rds of the member’s salary at the time of the accident or at the time of retirement, whichever is higher. f. Ordinary Disability Retirement Members with at least four years of service who are totally and permanently disabled, not as a direct result of a traumatic event arising out of the performance of their regular or assigned duties, may file for an ordinary disability retirement allowance. This provides a benefit equal to 40% of the member’s final salary. To borrow from PERS or PFRS, an employee must: a. Have at least three years of contributing membership credited to his/her account;
An employee may borrow amounts from $50 up to one-half of posted contributions. Repayment of a loan is 5% of base salary, and cannot exceed 25% of an employee's gross salary. Members who retire without repaying the outstanding value of their loan may continue their loan payments in retirement. Loan applications are available in the Office of Human Resources, College Hall Room 150, 8 a.m. - 5 p.m. If the employee ceases to be an active member for any cause other than death or retirement, he/she may withdraw all his/her contributions less any outstanding loan or other obligation that may have been charged to the account. Upon withdrawal, all rights and privileges of membership end. To withdraw, the employee must file a properly completed and notarized withdrawal application available in the Office of Human Resources, College Hall Room 150, 8 a.m. - 5 p.m.. When an employee is contemplating retirement, he/she may obtain a pension estimate form from the Office of Human Resources. This form is completed and sent to the New Jersey Division of Pensions and Benefits. The Division of Pensions and Benefits estimates for the employee, the monthly retirement benefit he/she would receive under each of the retirement options. These options are explained in the PERS brochure. Once a retirement date is determined, the employee should complete a Retirement Application with the Office of Human Resources or the Division of Pensions and Benefits. The Division=s pension counselors are available Monday through Friday, 8:30 a.m. to 4:00 p.m.. It is not necessary to make an appointment. The address is One State Street Square, 50 West State Street, 3rd Floor, Trenton, NJ, 08607. Once a retirement date is chosen, the employee should provide written notification to his/her supervisor and send a copy of the notice to the Office of Human Resources. 6. Health Coverage at Retirement Any employee retired from a State-administered pension fund will be eligible to continue participation in the State Health Benefits Program, provided they were eligible for coverage immediately preceding the effective date of retirement. A Retired Status Application furnished by the Division of Pensions and Benefits must be completed in its entirety by the employee for continuation of health coverage during retirement. This coverage includes medical plans only. The dental, prescription, and vision care programs may be continued through COBRA, however, as a retiree, there is a prescription drug benefit through the medical plan. a. State-Paid Health Benefits in Retirement Previously, State law provided State-paid health benefits for state employees enrolled in the State Health Benefits Program (SHBP) who retired with 25 years of service in the retirement system. That law was changed by Chapter 8, P.L. 1996 to allow negotiation between the State and unions on payment of premiums for retirees. Those already retired are not affected by this change in law. The effect of Chapter 8 is outlined below. For those with at least 25 years of service credit in the retirement system on June 30, 1997, the State will pay the cost of whatever State Health Benefit plan you select for you and your covered dependents, whenever you retire, up to the cost of the Traditional Plan. Those retiring on a deferred retirement are not normally eligible for SHBP coverage in retirement. These benefits represent no change from what was provided employees prior to the enactment of Chapter 8, P.L. 1996. For those who attain 25 years of service credit in the retirement system on or after July 1, 1997, State payment of State Health Benefit Program costs in retirement will be in accordance with the union contract which applies to you at the time you reach 25 years of service credit in the retirement system, regardless of the date you retire. If you are not in a title eligible for union representation, the State Health Benefits Commission will determine the State's payment of State Health Benefits costs in retirement by applying the terms of one of the union contracts in effect at the time you reach 25 years of service credit in the retirement system. Current contracts call for retirees to pay a portion of the cost for the Traditional Plan and HMO=s, with no cost for the NJ PLUS, but this could change in future union contracts. Medicare Coverage at Age 65 Retired group members eligible for Medicare must enroll in Parts A and B of Medicare and attach a photocopy of their Medicare card to the application for SHBP coverage. Upon enrollment in Medicare, the SHBP becomes a secondary provider. If the retiree and their spouse are age 65 at retirement and have not enrolled in both parts of Medicare, they should contact Social Security to apply for full Medicare coverage at this time. 7. Life Insurance Coverage during Retirement Public Employees Retirement System Contributory coverage ceases at retirement
The definition of salary in these charts is the total base salary upon which your pension contributions were based in the last year (10 or 12 months) of service. Police and Firemen's Retirement System If you die after retirement, your named beneficiary (or estate where there is no named beneficiary) will receive an amount equal to 2 of your final salary compensation, the total base salary upon which your pension contributions were based during the year preceding your retirement. However, if you retire on a Disability Retirement, the amount will be equal to 3 2 times your final salary compensation until age 55 when it will be reduced to 2 of final compensation. What happens to a spouse's health coverage if the retiree predeceases? Upon the retiree's death the spouse will be sent a letter offering continuation of the SHBP coverage which was in effect at the time of the retiree's death. If premiums were being deducted through monthly annuity payments and if the spouse will be receiving a monthly check large enough to cover the cost, the cost will be deducted monthly. If the retiree was paying SHBP directly, or if the spouse will not receive a pension check, or if the pension check is not large enough to cover the cost, the spouse will be billed quarterly for the premiums. If the retiree and their spouse were receiving employer paid health coverage prior to the retiree's death, the spouse must now pay for the continued coverage. 8. Lump Sum Payment of Unused Sick Leave Upon retirement from a State administered pension fund, The University will make a lump sum payment to retirees as supplemental compensation for earned and unused sick leave. The following employees will be eligible: all classified employees of the State and all unclassified administrators of the State. Faculty who have served in an administrative capacity are eligible for this payment for the time served in an administrative capacity only. Such employees, if eligible, shall be entitled to payment based on sick leave and salary earned while serving in the administrative title. The amount to be paid to eligible employees for unused sick leave shall be computed at the rate of one-half the employee's daily rate of pay for each day of earned and unused accumulated sick leave up to a maximum of $15,000. The daily rate of pay is based on the employees annual base salary received during the last full year of active employment. Overtime pay or other supplemental pay and periods of leave of absence without pay shall not be included in the computation. An individual eligible for lump sum unused sick leave payment may defer the payment for up to one year from the effective date of retirement. B. Unclassified Employees - Alternate Benefit Program Full-time faculty, officers and certain professional administrative staff required to possess a college degree or its equivalent are permitted to participate in ABP. AFull-time@ has been defined to include anyone receiving 50% or more of base salary and may include anyone on sabbatical or paid leave of absence. Individuals not eligible for membership include part-time or adjunct faculty, temporary employees, faculty members temporarily in the US under an F or J visa; employees in a career service title as defined by the NJ State Department of Personnel; employees in clerical and other non-professional positions; and any employee receiving a retirement benefit from any NJ State retirement system including ABP. Employees receiving a pension from an out-of-state retirement system are required to enroll in ABP if otherwise eligible. Members annually contribute 5% of base or contractual salary matched by an 8% employer contribution to a tax-deferred investment account. Six investment carriers are authorized to provide investment options and services in the Alternate Benefit Program. Whether you are a new participant or have been enrolled in the ABP for many years, you may direct your ABP contributions to any or all of the investment vendors and you may also transfer existing accumulations from one vender to another. ABP features include loans, and at retirement or separation from service, cash distributions and annuity options. Coverage by the disability benefit begins upon the completion of one year of full-time continuous employment in a position eligible for participation in the ABP. The long term disability benefit, underwritten by Prudential, provides a monthly income to the participant if the members becomes totally disabled from occupational or non-occupational causes for a period of at least six consecutive months following the effective date of coverage. A participant who anticipates that a disability will continue beyond the six month waiting period should file an application for disability benefits at the commencement of the fourth month of disability. An application for Social Security disability benefits must be filed at the same time. The maximum benefit is 60 percent of base salary. Such benefit is inclusive of benefits payable by federal social security, worker=s compensation and similar situation. In addition, the member=s and the employer=s mandatory contributions are automatically credited to the member=s account while the member is considered disabled. Certain portions of active health benefits will continue during LTD. Refer to your life insurance/LTD contract regarding continuation of life insurance and pension contributions. Six months before their intended date, employees should contact their authorized investment carrier(s) for information regarding benefits and options. The member=s supervisor should be given written notification of their intent to retire once the retirement date is selected. A copy of the notice should be submitted to the Office of Human Resources, College Hall 150. A member may elect to receive all or a portion of his/her account in a lump-sum distribution, or as a fixed term or life annuity. The types of payout plans vary from carrier to carrier. All tax deferred returns of contributions and earnings are considered taxable in the year they are received. There is no minimum retirement age under ABP. A member may begin collecting an annuity or take a lump sum distribution, full or partial, at any time after termination of employment. Lump-sum cash distributions to members under the age of 55 are limited to the member=s contributions and earnings. The remaining employer contributions and earnings are only available after age 55. Should any amount be withdrawn from an investment carrier upon termination, the member will automatically be considered retired. Therefore, should they return to public employment in New Jersey, they cannot participate in any State-administered retirement system. 4. Life Insurance Coverage During Retirement A life insurance benefit is available in retirement to members age 60 or older if the member has completed 10 years of participation in ABP at an eligible New Jersey institution of higher education, and the member was an active employee in the twelve months immediately preceding the initial receipt of a retirement annuity payment. This life insurance benefit is equal to one-half the annual base salary earned the year prior to retirement. If a member does not qualify for this life insurance benefit, their insurance coverage ceases 31 days after termination of employment. During the 31-day period following termination of employment, the member may convert existing group life insurance coverage (less any amount of coverage carried over into retirement) into an individual whole life policy, without medical examination. To do so employees should contact the nearest Prudential Agency and provide the policy #14800. Employees who are covered by the State Health Benefits Program (SHBP) as active employees shall be offered retiree health coverage when they retire provided they take at least a minimal distribution from an investment carrier within 60 days of retirement. The employer will continue to cover the member in the active employee group for one month beyond the retirement date. Continuation beyond the first month requires the completion of an enrollment form. Approximately two weeks before a member=s retirement date, the Division of Pension and Benefits will send out an application for enrollment in the retired group of the State Health Benefits Program along with a chart showing the cost for each type of coverage. To enroll, the member must complete the Retired Status Application and return it to the Division of Pension and Benefits. If they are not eligible for full employer-paid coverage, they will be asked to send a check with the completed health benefits application to pay for the first three months of retired group coverage. Some investment carriers will make the necessary premium deductions from the member=s monthly annuity payments and remit to the Division of Pensions and Benefits for them. Check with the investment carrier to see if they offer this service. If the member had dental, prescription or vision care coverage through their employer, federal COBRA guidelines require the employer to offer continued coverage under those plans for up to 18 months after retirement at the retiree=s expense. To apply, the retiree must contact their employer for a COBRA application upon termination of employment. a. State-Paid Health Benefits in Retirement Previously, State law provided State-paid health benefits for state employees enrolled in the State Health Benefits Program (SHBP) who retired with 25 years of service in the retirement system. That law was changed by Chapter 8, P.L. 1996 to allow negotiation between the State and unions on payment of premiums for retirees. Those already retired are not affected by this change in law. The effect of Chapter 8 is outlined below. For those with at least 25 years of service credit in the retirement system on June 30, 1997, the State will pay for the cost of whatever State Health Benefit plan you choose for you and your covered dependents whenever you retire up to the cost of the Traditional Plan. Those retiring on a deferred retirement are not normally eligible for SHBP coverage in retirement. These benefits represent no change from what was provided employees prior to the enactment of Chapter 8, P.L. 1996. For those who attain 25 years of service credit in the retirement system on or after July 1, 1997, State payment of State Health Benefit Program costs in retirement will be in accordance with the union contract which applies to you at the time you reach 25 years of service credit in the retirement system, regardless of the date you retire. If you are not in a title eligible for union representation, the State Health Benefits Commission will determine the State=s payment of State Health Benefits costs in retirement by applying the terms of one of the union contracts in effect at the time you reach 25 years of service credit in the retirement system. Current contracts call for retirees to pay a portion of the cost for the Traditional Plan and HMO=s only with no cost for the NJ PLUS (similar to what is now being done for active employees), but this could change in future union contracts. Medicare Coverage at Age 65 Retired group members eligible for Medicare must enroll in Parts A and B of Medicare and attach a photocopy of their Medicare card to te application for SHBP coverage. Upon enrollment in Medicare, the SHBP becomes a secondary provider. If the retiree and their spouse are age 65 at retirement and have not enrolled in both parts of Medicare, they should contact Social Security to apply for full Medicare coverage at this time. What Happens to a spouse=s health coverage if the retiree predeceases? Upon the retiree=s death the spouse will be sent a letter offering continuation of the SHBP coverage which was in effect at the time of the retiree=s death. If premiums were being deducted through monthly annuity payments and if the spouse will be receiving a monthly check large enough to cover the cost, the cost will be deducted monthly. If the retiree was paying SHBP directly, or if the spouse will not receive a pension check, or if the pension check is not large enough to cover the cost, the spouse will be billed quarterly for the premiums. If the retiree and their spouse were receiving employer paid health coverage prior to the retiree=s death, the spouse must now pay for the continued coverage. 6. Lump Sum Payment of Unused Sick Leave Upon retirement from a state administered system, the University will make a lump sum payment to retirees are supplemental compensation for earned and unused sick leave. The following employees will be eligible: all classified employees of the State and all unclassified administrators for the State. Faculty who have served in an administrative capacity are eligible for this payment for the time served in an administrative capacity only. Such employees, if eligible, shall be entitled to payment based on sick leave and salary earned while serving in the administrative title. The amount to be paid to eligible employees for unused sick leave shall be computed at the rate of one-half the employee=s daily rate of pay for each day of earned and unused accumulated sick leave up to a maximum of $15,000. The daily rate of pay is based on the employees annual base salary received during the last full year of active employment. Overtime pay or other supplemental pay periods or leave of absence without pay shall not be included in the computation. Any individual eligible for lump sum unused sick leave payment may defer the payment for up to one year of the effective date of retirement. In general, insurance coverage is available to members of the state retirement systems without a medical examination. Contact the Office of Human Resources for exceptions. Members of the ABP are provided non-contributory group life insurance coverage underwritten by Prudential equivalent to 3 2 times their preceding annual base salary. While on a leave of absence with pay, insurance will continue during the entire period of the leave. In order to guarantee continued coverage while on a leave without pay, the length of time of continued coverage depends upon the reason for the leave. Refer to the Leave of Absence section for additional information. 4. Waiver of Non-Contributory Life Insurance over $50,000 Members of state administered retirement programs may waive their Non-Contributory Group Life Insurance over $50,000 to avoid possible Federal and State tax liability on that benefit by completing a Waiver form. The Office of Human Resources notifies affected individuals in November of each year. Members may complete and return the waiver to the Office of Human Resources. Waiver forms are forwarded to the Division of Pensions and Benefits on or before December 31 to be effective January 1 of the next calendar year. Once a waiver form has become effective, it shall be irrevocable for the entire calendar year. The waiver will remain in effect until the member requests to rescind by completing a Reinstatement form. The reinstatement will not become effective until January 1 of the following year. Any member who waives the Non-Contributory Life Insurance must waive the total amount of coverage in excess of $50,000. Waivers of partial amounts are not be permitted. New enrollees will be required to retain the total amount of their group life insurance during their first year of membership. If the waiver is in effect upon termination of employment or retirement, the member will be unable to convert any amount of their Non-Contributory Life Insurance coverage in excess of $50,000. Waiver and Reinstatement forms can be obtained in the Office of Human Resources, College Hall 150, 8 a.m. - 5 p.m. In addition to the basic retirement plan, state employees may participate in the following voluntary investment programs:
Under the Deferred Compensation Plan, employees defer between 2% and 25% of their salary to a maximum of $8,000. Four investment funds are available: Bond, Equity, Money Market or Small Cap Equity. Account balances may be transferred among the four funds in multiplies of 1% a maximum of four times per calendar year. 3. Additional Contributions Tax-Sheltered (ACTS) Program (PERS, PFRS, and TPAF) Additional Voluntary Contributions (ABP) These programs allow eligible employees to obtain supplemental tax-deferred annuities from among six authorized investment vendors. Each vendor provides a selection of investment choices to meet the needs and goals of retirement planning. For further information and eligibility criteria for any of the above programs, please contact the Office of Human Resources, 973-720-2605, 8 a.m. - 5 p.m. daily. Classified Personnel: William Paterson University employees in non-professional titles may be eligible for tuition waiver under this policy depending upon the availability of funds. Eligibility requires that courses be conducted by the University (or other State University/College under special circumstances), and that the employee=s participation be considered to meet some aspect of the University=s operational needs. Determinations of eligibility will be made in accordance with the affirmative action goals of the University and in the context of this policy. Please call the Department of Human Resources for eligibility guidelines. B. Tuition Reimbursement (AFT & non-AFT) Depending upon the availability of funds, unclassified AFT and non-AFT permanent staff may receive tuition reimbursement if they are enrolled in a terminal degree program related to their areas of teaching or work or are enrolled for a graduate study necessary to increase expertise in their area of teaching or work. To apply for reimbursement, employees should complete requests forms prior to enrollment in the course of study. In order to secure reimbursement, written proof of payment of tuition and satisfactory completion must be submitted. The Career Development Program applies to faculty and non-teaching professional staff covered by the AFT contract. The Program provides both a means for assessment of career needs and assistance with career development. Modes of assistance may include tuition reimbursement, career development leaves, financial support for completion of a research project, etc. A. State Compensation Schedules The University administers state-wide compensation schedules which fix the salary range for each position title. Most classified ranges are comprised of nine salary steps. Faculty and unclassified, AFT ranges have eleven salary steps. The difference between any two consecutive steps along the same range is equal to five percent of the minimum step for that range. Once employed, movement from one salary to the next or higher salary step for bargaining unit employees is dependent upon satisfactory performance and salary program provisions of respective collective bargaining agreements. This upward movement generally happens on the employee=s anniversary date which is approximately one year after the date of hire. There is a performance-based compensation plan for managerial employees at William Paterson University. The anniversary date of managerial employees is July 1. The compensation schedule provides for a minimum and maximum salary for each salary range. The amount of an annual increase is based on performance and availability of funds. There are no automatic annual increases or across-the-board increases for managers. An anniversary date is the biweekly pay period in which an employee (non-management) is eligible, if warranted by performance and place in the salary range, for a salary increase. Normally it is one year from the date of hire, but may change as a result of a pay adjustment, if the employee is at the eighth step of the range, or as a result of time spent in non-pay status. The anniversary date of managerial employees is July 1. Payroll checks are distributed bi-weekly on Thursday=s at 3:00 p.m. by Payroll. Adjunct faculty are paid bi-weekly, as are coaches. Checks not delivered on payday will be returned and held in the Payroll Unit of the Office of Human Resources, College Hall Room 130. There are normally twenty-six pay periods in each fiscal year. Attendance reporting is the responsibility of unit directors. Recap time sheets signed by Unit Directors verifying attendance information for faculty and staff must be submitted to Payroll on a bi-weekly basis. Details are available in the Payroll and Benefits Unit of the Office of Human Resources, College Hall Room 130 or 973-720-2885. William Paterson University employees may elect to have their regular payroll check deposited into any checking or savings account. The employee should contact the Payroll Unit to make these arrangements. G. Clothing Maintenance Allowance University Employees working in eligible clerical titles, maintenance trades, custodial, security, and campus police capacities may be eligible for clothing maintenance allowances. Eligibility for, amount of, and timing of such supplemental compensation is dependent upon provisions of respective collective bargaining agreements. Payroll deductions may be made for a number of purposes/programs. Most of these are described elsewhere within this document. The following is a comprehensive list of payroll deductions which may be made:
I. Overtime - Fixed Workweek Employees Employees serving in job titles assigned specific workweek limits of 35 or 40 hours are entitled to be compensated for time worked in excess of their normal at the rate of time and one-half.* Employees may request to be credited for overtime worked by receiving payment or compensatory time which is at the discretion of the University. Once the compensatory time balance reaches 60 hours, however, all future overtime must be taken in payments. Compensatory time off can be taken with the advance endorsement of supervisors, as in the case with vacation time, but will be kept on record as long as it is not used. During fiscal emergencies, the University may provide overtime compensation in compensatory time only, within Fair Labor Standards Act (FLSA) guidelines. * There are various exceptions to this such as special Aemergency condition rates,@ and work done on a day off granted by Executive Order of the Governor. Such matters are handled on a case by case basis in accordance with the State regulations and local practice. Scheduled overtime must be approved, in advance, by the immediate supervisor, the unit head, and the division head. J. ANE@ (Non-Exempt) Employees Those non-faculty employees in the ANE@ category of employment may have irregular or variable work hours. The compensatory time policy for NL employees below applies to ANE@ employees up to 40 hours per week. Beyond 40 hours, the overtime policy for fixed workweek employees applies (i.e., rate of time and one-half in payment or compensatory time). K. Compensatory Time Policies - ANL@ (No Limit) Employees Bargaining Unit Employees: Those non-faculty employees in the ANL@ category of employment (non-fixed workweek) have no claim or entitlement to time off or cash compensation for hours worked beyond their normal schedule. However, unusual requirements for additional work time by these employees may be compensated by allowing roughly comparable amounts of time off, provided prior approval is given by the supervisor. It is the policy of the University to grant hour for hour compensatory time off only when employees are required to work on a holiday. Management Employees (Salary Range D20 to D29): Those provisions explained above for bargaining unit staff will apply. Time earned must be used within the fiscal year. Management Employees (Salary Range D30 and Above): Those provisions outlined in paragraphs one and two above do not apply. Employees in this category work schedules approved by their supervisors and are not eligible for compensatory time on Saturdays and Sundays. They are, however, entitled to comparable time off on another work day approved by their supervisor if they work a State holiday. Time earned must be used within the fiscal year. XIII. Payroll Information Most salaries in New Jersey State Service are based upon title classifications. Each title is assigned a range of succeeding steps from a minimum to a maximum rate. Salary ranges are revised when across-the-board increases for all unit employees are approved. The increase from one step to another is referred to as an "increment" which takes effect on the employee's anniversary date, provided he/she has performed satisfactorily. The anniversary date for unit employees is determined by the bi-weekly pay period in which the employee is hired. Increments are included in existing regulations and bargaining unit agreements. All non-unit employees have an anniversary date of July 1. Salary increases are based on annual performance evaluations and may vary in percentage depending upon the evaluation rating received. Deductions are made for taxes such as, Social Security (FICA), Medicare, federal and state income tax, NJ local unemployment and disability taxes, pension contributions, and union dues. State employees may contribute to the local community drives through payroll deductions and may also purchase United States Savings Bonds. Checks are available for distribution every other Thursday between 3:00 p.m. and 4:15 p.m. in the Student Center Room 100. Thereafter, paychecks are returned to the Payroll Office located in College Hall Room 130, 8 a.m. - 4:30 p.m. for distribution. Checks are usually picked up by a departmental representative designated by the supervisor, and distributed within the department. If an employee needs to pick up his/her check directly from the Payroll Office, arrangements must be made in advance by calling 973-720-2885. In certain situations, supervisors may request that checks be picked up by a representative only. No checks are released before 3:00 p.m. on the distribution day. XIV. University Parking Employees operating privately owned vehicles on campus are required to register their vehicles with Parking Services, located at University Police Headquarters, located through entry #1, from 8 a.m. to 4:30 p.m.. All vehicles parked on campus during weekdays must display parking decals. Parked vehicles which do not display valid decals will be ticketed. Information concerning registration procedures and decal mounting can be obtained at Parking Services. The William Paterson University of New Jersey employee identification card may be obtained in Hospitality Services located in the Student Center. In addition to serving as official identification the picture I.D. also serves as your Library, Recreation Center, and Employee Express card. Loss of the I.D. card should be reported immediately to a card reader at which time a lock will be placed on the card to deny access to services. The I.D. becomes void upon interruption or termination of employment and must be returned to the Office of Human Resources before the employee leaves the University. The I.D. card is non-transferable. Contact Hospitality Services for replacement of lost I.D. cards, 973-720-2671, 8:30 a.m. to 4:30 p.m. Most University events are open to faculty and staff without charge or a small fee upon presentation of the I.D. card. Inquiries regarding University events should be directed to the Student Center Information Desk (973-720-2292). XVI. Campus Community Services The Child Care Center, located in Hunziker Wing, Room #25, provides an extended day, educationally based, preschool program for the children and grandchildren of WPU students, faculty, staff and alumni. Children must be between the ages of 2 2 to 6 years old and fully toilet-trained. The developmentally appropriate program focuses on fostering the development of children=s social, emotional, cognitive and physical skills in a multi-age setting. Language development, problem solving and social awareness are an integral part of the curriculum. The coordinator is a certified teacher and the adult to child ratio is 1 to 4. The program operates according to the academic calender and is open from 7:45 a.m. to 5:00 p.m. Monday through Friday. For additional information, call 973-720-2529. The Pioneer Restaurant, located in the Student Center, is open for lunch from 11:00 a.m. to 2:00 p.m., Monday through Friday during the academic year. Waiter served entrees, a hot/cold buffet and salad bar, as well as fresh home baked breads and desserts are available. Reservations are recommended and can be made by calling 973-720-3242. C. William Paterson University Bookstore Faculty, staff, students and alumni and their family members are invited to use the facilities of the WPU Bookstore, located in the lower level of the Student Center. Normal hours of operation during the academic year are Monday through Thursday, 8:30 a.m. to 10:00 p.m.; Friday from 8:30 a.m. to 4:00 p.m.; and Saturday from 10:00 a.m. to 1:00 p.m. Vacation and summer hours may vary. Call 973-720-3235 for more information. Faculty, staff, students and alumni may use the Library facilities upon presentation of a valid Identification card. Contact the Library at 973-720-2541 for further information, including hours of operation. Billy Pat=s Pub, a 180 seat pub and campus entertainment center, is located in the Machuga Student Center and is open to the William Paterson University community and their guests. The restaurant serves deli-style food, tap and bottled beer, as well as various wines in an informal setting. During the academic year, the normal hours of operation are Monday through Friday, 7:00 a.m. to 12 midnight; Saturday from 9:00 a.m. to 1:00 a.m.; Sunday from 12 noon to 11:00 p.m. Starbuck=s Cafe is open all-day. Alternate hours for special events will be posted. Call 973-720-2292 for more information. The Recreation Center, open 7 days a week, is available to faculty, staff, students and alumni with a valid membership card. Facilities include basketball, handball, and racquetball courts, and eight and fitness training rooms. The Recreation Center charges minimal fees for membership and court time. For information regarding rates and hours of operation, call 973-720-2776. The swimming pool, located in Wightman Gym, is available for use by presenting a valid Identification Card, for faculty, staff, students and alumni; a maximum of two guests pers member are permitted. A lifeguard is present during pool hours. For information on hours of availability, call 973-720-2777. The Speech and Hearing Clinic in the Communication Disorders Department offers a full range of diagnostic and therapeutic services for speech, language and hearing for faculty, staff, students, alumni and their family members. For additional information, call 973-720-2207. The Women’s Center is located in the Student Center, Room #214. The Center may be used for meetings, informal discussions, studying and advising. The primary users are students, however, all faculty, staff and alumni, male and female, are welcome as well. The Women=s Center is open Monday through Friday, 8:30 a.m. to 4:30 p.m. The Center is also open one Saturday each month. For additional information, call 973-720-2946.
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