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Human Resources Office - Abilene Christian University
Employment Policies and Procedures

Section 300: Employee Benefits and Services
TABLE OF CONTENTS
Policy No. 311
June 2000
Reviewed July 2004

VACATIONS

PURPOSE
To provide a paid-time-off benefit that will provide a restful break in year-round routine and support the university's goals to attract and retain quality employees.

SCOPE
This policy applies to all full-time and half-time staff employees of the university.

POLICY
ACU encourages each staff employee to take an annual vacation as paid time off away from work.  The university does not provide vacation pay unless vacation time is actually taken as time off from work, or upon separation of employment

An employee earns vacation based on hours worked.  Vacation hours accrue each pay period and are reflected on each paycheck stub.

ELIGIBILITY AND ACCRUAL
  • Upon completion of six months of service, a staff employee may begin to use the vacation hours.  The employee's supervisor gives approval to specified days off from work.
  • As vacation hours are taken, the remaining unused hours are shown on the paycheck stub.
  • Each full-time staff employee, employed from 0-4 years, will receive 6.67 hours of vacation each month.  Vacation accrual rates are as follows:

    Years of Service
    		 Amount of Vacation
    0-4 Years
    		 80 hours
    5-9 Years
    		 120 hours
    10-14 Years
    		 140 hours
    15+ Years
    		160 hours

    The amount of vacation increases on the employee's anniversary date at 5, 10 and 15 years.
  • Half-time staff employees working 20-39 hours per week accrue their vacation allowance on the same basis as full-time staff employees, except it is prorated according to the number of hours they worked.
  • Vacation time is not earned during an unpaid leave of absence.  When an employee returns to active status, vacation time begins accruing again.
  • Unused vacation (up to 80 hours) will be paid to employees upon separation provided they have completed one year of continuous service, have given two weeks notice, and do not use vacation as the last two weeks of employment.  Pay will be computed based on the rate earned at the time of separation.
SCHEDULING
  1. Vacations may be taken by separate weeks or by days.
  2. Only 80 hours of vacation may roll forward to the following calendar year.
  3. Selection of vacation dates is subject to approval of the employee's supervisor.
  4. If a university-paid holiday falls during an employee's vacation, the holiday will not be counted as vacation taken.  The employee may extend the vacation by one day or take the vacation day at a later date.
  5. Each supervisor will maintain a department schedule and record of the vacation time taken by each employee.
  6. Employees may not use vacation time as the last two weeks of employment.  Employees are paid up to 80 hours of accrued vacation on the final paycheck if two weeks notice has been given.
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Policy No. 312
March 2001
Reviewed July 2004

HOLIDAYS

PURPOSE
To provide a competitive paid time-off holiday benefit.

SCOPE
This policy applies to full-time and half-time staff employees.

POLICY
Full-time and half-time staff employees are eligible for holiday pay.
  1. Full-time and half-time staff employees are eligible for holiday pay.
  2. The following days are recognized as university-paid holidays.  University offices are closed on these days unless otherwise noted:
    • New Year's Day
    • Martin Luther King's Birthday
    • One day during Spring Break*
    • Easter
    • Memorial Day**
    • Independence Day
    • Labor Day***
    • Thanksgiving (Wednesday prior to Thanksgiving Day through the Friday following Thanksgiving Day)
    • Christmas Closure (See Policy 312.1)

      *Offices will remain open throughout Spring Break unless otherwise directed by the division vice president.

      **The Memorial Day holiday will be taken on Memorial Day during years when classes are not in session.  If classes are in session on Memorial Day, university offices will be open.  At the supervisor's discretion, an employee may use Memorial Day as his/her holiday; however, offices must be sufficiently staffed since classes are in session.  If an employee does not use this day as a holiday, it may be taken at any time during the month of May, with supervisor approval.

      ***Offices will be open on labor Day because classes are in session.  At the supervisor's discretion, an employee may use Labor Day as his/her holiday; however, offices must be sufficiently staffed since classes are in session.  If an employee does not use this day as a holiday, it may be taken any time prior to the end of the fiscal year, may 31.

      Managers are requested to refrain from scheduling meetings whenever possible, including regularly standing meetings on Memorial Day and Labor Day, to accommodate employees who will take those days as holidays.
  3. Unless otherwise noted, university-paid holidays which fall on a Saturday will be observed on the preceding Friday; paid holidays which fall on a Sunday will be observed on the following Monday.
  4. If a university-paid holiday falls during an employee's scheduled vacation, the holiday will not be counted as vacation taken.
  5. An employee who separated employment from the university on the last scheduled workday preceding a holiday will not receive holiday pay.  An employee who begins employment the day after a holiday will not receive holiday pay.
  6. A paid holiday not worked will not be credited as a regular work day for computation of weekly overtime.  An exempt employee required to work on a holiday will be given another day off at a time mutually convenient to the employee and the university.
  7. University holidays will be posted on the Human Resources webpage at www.acu.edu/hr.
  8. Holiday hours accrue on a fiscal year basis and must be taken before the last working day of the fiscal year.
  9. For half-time employees, if a holiday falls on a regularly scheduled work day, he/she will receive holiday pay for the number of hours normally worked on that day.  If a holiday falls on a day on which he/she is not schedule to work, no holiday pay will be granted.
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Policy No. 312.1
April 1, 2005
Reviewed June 2006

CHRISTMAS CLOSURE

PURPOSE
To provide staff employees with time to be with family during the Christmas/New Year's season.

SCOPE
This policy applies to full-time and half-time employees.

POLICY
University offices are closed during the normal work days which fall between Christmas Eve and New Year's Day holidays.  This period of time is known as Christmas Closure.

During Christmas Closure:
  1. All offices will be closed unless prior approval is obtained by the division vice president.  Offices are strongly discouraged from working on upgrades, preventative maintenance and other types of work that would require staff to work on non-emergencies during Christmas Closure.
  2. Other offices, such as Physical Resources and Information Technology, will have a staff member on call in case of emergency.
Full-time and half-time employees who work a minimum of 20 hours per week (.5 FTE) are eligible as follows:

Non-Exempt Staff
  1. Eligible non-exempt staff who are not required to work during Christmas Closure are paid for the days at their normal rate of pay, based on their regularly scheduled hours (according appointed annual FTE).
  2. Eligible non-exempt staff who are required to work during Christmas Closure will be paid for actual time worked.  In addition, they will be compensated for the hours they worked during the Closure in one of the following ways:
    1. They will be given additional paid time off (equivalent to the number of hours they are required to work during Christmas Closure week) during the week preceding or following the Christmas Closure, to allow time with family and friends.  If hours worked during the Christmas Closure week exceed 40, the hours over 40 must be paid at one-and-one-half (1.5) times their regular pay.  If the additional time off cannot be taken in the weeks immediately preceding or following Christmas Closure due to work schedule considerations determined by the supervisor, the eligible non-exempt staff would be given the opportunity to take the paid-time-off prior to the end of the fiscal year (May 31), according to the dates mutually agreed upon by employee and supervisor.

      OR
    2. They will be paid one-and-one-half times their regular rate of pay.
      The supervisor and the employee will mutually agree on which compensation method is most appropriate.
Exempt Staff
Eligible exempt staff are paid for Christmas Closure at their normal rate of pay regardless of whether or not they are required to work.  If they are required to work during Christmas Closure:
  1. they will be given additional paid time off (equivalent to the number of hours they are required to work during Christmas Closure week) during the week preceding or following the Christmas Closure, to allow time with family and friends.
  2. If the additional time off cannot be taken in the weeks immediately preceding or following Christmas Closure due to work schedule considerations determined by the supervisor, the eligible exempt staff would be given the opportunity to take the paid time off prior to the end of the fiscal year (May 31), according to dates mutually agreed upon by employee and supervisor.
Limitations and Exclusions
Temporary staff, part-time staff and staff on unpaid leaves of absences are not eligible for pay during Christmas Closure.

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Policy No. 313
January 1, 1994
Reviewed July 2004

JURY DUTY

PURPOSE
To provide a means for employees to secure limited time off when such time is needed for jury duty.

SCOPE
This policy applies to full-time employees.

POLICY
The university grants leaves of absence with pay to employees for time spent on jury duty.  If the time covered is for only a partial day, or for less than seven days, the employee may keep any compensation paid by the court for such service.  If it is for seven days or more at a time, the employee will give to the university any compensation paid by the court.

PROCEDURE
Employees will continue to be covered under all insured benefit plans while they are on jury duty.

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Policy No. 314
June 2000
Reviewed April 2005

SICK LEAVE

PURPOSE
To provide income protection for employees who, because of illness or accident of the employee or the employee's spouse, children or parents, are absent from work for limited periods.

SCOPE
This policy applies to all full-time and half-time employees.

POLICY
Sick leave may be granted and pay received for an absence within the following limits.
  1. Illness of employee
    Illness of employee's spouse
    Illness of employee's children
    Illness of employee's parents
    Illness of spouse's parents
    Birth of employee's child
  2. Doctor's appointments for the above mentioned.
  3. Deaths that occur in the immediate family of the employee or the employee's spouse (mother, father, mother-in-law, father-in-law, husband, wife, son, son-in-law, daughter, daughter-in-law, brother, sister, grandfather, grandmother, grandchildren).
Full-time employees accrue sick leave at the rate of 12 hours/month.

Half-time employees accrue sick leave on the same basis as full-time except it is prorated according to the number of hours worked.

Sick leave may accrue to a total of 1,040 hours, and sick leave pay may be drawn up to a maximum of 40 hours per week.  At the employee's option, the total amount of pay resulting from the calculation may be spread over several weeks.  For example, if an employee is eligible for 20 days (4 weeks) of accrued sick leave and must be off eight weeks for surgery, an election may be made to receive one-half pay for a total of eight weeks.

Time paid for sick leave does not count as time worked in calculating overtime for the week.

When an employee is absent as a result of injury or sickness, the employee may qualify for benefits compensable under the Workers' Compensation Act, as well as for ACU sick leave pay.  When the employee qualifies for both, sick leave pay will be adjusted to ensure the employee does not receive more than 100 percent of base salary.  Further, available sick leave may end earlier or later than Workers' Compensation benefits, based on university sick leave policy.

The university may require an employee to support a request for sick leave benefits with medical certification.  Failure to provide a statement from a physician may lead to a denial of benefits.

Accumulated sick leave will not be paid upon termination.  However, upon separation from the university, an employee may donate up to 350 hours to the Shared Leave Bank.  (See Policy No. 314.1)

Seriously health conditions or maternity leave may qualify an employee for leave under the Family and Medical Leave Act.  For more details, refer to Policy No. 321.

When an employee has exhausted all sick leave and vacation, he/she may apply to receive leave from the Shared Leave Bank, if eligible under the Shared Leave Bank policy.  (See Policy No. 314.1)

PROCEDURE
These guidelines should be followed by supervisors in administering sick leave:
  1. Approval of Sick Leave.  Department supervisors are expected to approve only those requests for sick leave pay that are within the allowable limits for each employee.  Vacation time will be charged if more sick leave is requested than has been accumulated.
  2. Maintenance of Contact.  During sick leave, an employee must maintain daily contact (before 8:30 a.m. or make other suitable arrangements) with the supervisor in order for the supervisor to know the employee's estimated date of return to work.  Sick leave benefits are contingent upon maintenance of regular contact with the supervisor.
  3. Physician's Release Upon Return.  Depending on the length and circumstances of an employee's illness, the supervisor may require a physician's written release before the employee may return to work.
  4. Termination of Benefits.  If an employee's absence due to illness continues beyond the period covered by sick leave, the employee will be placed on medical leave of absence status without pay.  At the employee's option, unused vacation may be used before transferring to medical leave of absence status.
  5. Extension. If an employee dies in service, his/her base salary will be continued according to the following schedule:

    Years of Service
    		 Months of Salary Extension
    Less than 1
    		 No salary extension
    1-2
    		 1 month
    2-3
    		 2 month
    4-6
    		3 month
    6-8
    		 4 month
    8-10
    		 5 month
    10 or more
    		 6 month
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Policy No. 314.1
June 2005

SHARED LEAVE BANK

PURPOSE
To provide a safety net against salary interruption for employees who have a catastrophic health condition causing them to be unable to perform their assigned job duties.  Donations of sick leave hours by employees provide income to an affected employee who would otherwise be on unpaid leave.  The purpose is not to provide unlimited sick leave for any medical reason.

SCOPE
This policy applies to all full-time and half-time faculty and staff.

POLICY
Employees may voluntarily donate accumulated sick leave hours to a shared leave bank for distribution to aid another employee who is unable to work due to personal illness or crisis.  Donating employees donate sick leave at their individual pay rates, and the recipient will be credited with sick leave at his/her individual pay rate.  Therefore, the leave recipient will be paid at his/her current pay rate, not at the pay rate of the person donating the leave time.

Approval to receive donated leave time is dependent upon approval of supervisor, vice president of division and Director of Human Resources.

Eligibility to Receive Shared Leave
Faculty and staff may receive shared leave as follows:
  1. An employee must have exhausted all of his or her own vacation and sick leave.
  2. For each application, an employee must be unable to work a regular schedule for at least a continuous period of 30 calendar days.
  3. An employee may apply for his/her own catastrophic illness or injury, or for a certifiable illness or injury of immediate family, defined as:
    1. Illness of employee's spouse
    2. Illness of employee's children
    3. Illness of employee's parents
    4. Illness of spouse's parents
  4. An employee must have worked at ACU continuously for 90 days.
  5. The maximum amount of shared leave bank benefits accessible to a recipient cannot exceed one-third of the balance of the bank, or three months leave time, whichever is less.
  6. If an employee returns to work prior to using all hours granted, the unused balance of hours granted returns to the shared leave bank.
  7. If intermittent treatment is required, unused approved shared leave bank benefits will be provided on an as-needed basis until the employee (or family member) recovers from the catastrophic illness or injury or the benefit ends, whichever is earlier.
  8. The estate of a deceased employee is not entitled to payment for approved unused shared leave bank hours.
  9. Shared leave bank hours may not be converted to cash.
  10. Employees may not solicit or distribute lists inquiring for donations from the catastrophic leave bank.
  11. If the hours in the shared leave bank are not sufficient and a need arises, the Director of Human Resources or designee may send a communication to faculty and staff indicating such a need but may not under any circumstances coerce an employee(s) to contribute leave time.
  12. A contributor does not have to first donate to the bank in order to receive donations from the bank.
  13. Employees who use leave from the shared leave bank are not required to pay the bank back for leave used.
  14. It is not possible to make back-payments to a shared leave bank recipient who may have already taken some leave without pay.  Donated time will be available for use by the recipient in accordance with regular payroll procedures and deadlines.
  15. Employees who are off work due to an on-the-job injury or illness are not eligible to use the shared leave donation bank.
  16. An intent to return to work is not required in order to be eligible for the shared leave donation bank; however, employees who utilize the full amount of approved bank benefits must return to work for six continuous months following their last day of use of the donated time before the are eligible to apply for additional benefits from the bank.
  17. Employees receiving a medical release for return to work on a part-time basis (i.e. fewer hours per day per week than the regular work schedule), may continue to use donated leave for the balance of the regular work schedule until medically released for full duty.
Eligibility to Donate Shared Leave
Faculty and staff may donate sick leave as follows:
  1. The donation of leave is strictly voluntary.  No employee shall be coerced or financially induced into donating leave time.
  2. A contributor may not designate a particular employee to receive the donation.
  3. Time must be donated in whole hours.
  4. An initial donation requires a minimum of eight hours.
  5. The maximum number of hours that may be donated during any 12-month period is 48.
  6. Upon separation from the university, an employee may donate up to 350 hours to the shared leave bank.
  7. A contributor must maintain a balance of 320 sick leave hours.
  8. Sick leave which has been contributed to the shared leave bank cannot be restored to the contributor.
  9. The contributor's identity will remain confidential, unless he/she chooses to self-identify.
  10. A contributor does not have to first donate to the bank in order to receive donations from the bank.
  11. The contributor does not receive any type of tax deduction for the donated leave time.
PROCEDURE
To request leave:
  1. An employee requesting leave from the shared leave donation bank will download, print and complete an application form available at www.acu.edu/hr, and submit to the Director of Human Resources.
  2. The application must be accompanied by a physician's statement indicating beginning date of health condition and anticipated date employee will be able to return to work.  If the request is for time off to provide a written statement indicating the relationship, where the family member resides, and the extent to which the family member is dependent on the employee for the recuperative care.
  3. After receiving an application, the Human Resources office will verify the employee's eligibility and status, including current accumulated vacation and sick leave balances.  The Director of Human Resources will confer with the employee's supervisor and vice president.  If they are not in agreement, the President's Cabinet will make the final decision.
  4. The Director of Human Resources will notify the employee of the decision within give (5) business days of receipt of application.
  5. If the application is approved, the Payroll office will make the transfer of hours from the university's shared leave bank to the employee's sick leave bank.  Neither the donating employee nor the employee receiving time needs to reflect any transfer of hours on his/her time sheet; the hours will be reflected on the applicable employee's Banner Web leave balance.
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Policy No. 321
January 1, 1994
Reviewed July 2004

FAMILY AND MEDICAL LEAVE ACT (FMLA)

PURPOSE
To enable employees to receive time away from work with or without pay for limited periods to attend specified family needs with job protection and no loss of accumulated service.

SCOPE
This policy applies to all full-time and half-time employees who have worked for ACU for at least 1,250 hours during the twelve months preceding the leave.

POLICY
Eligible employees may be granted up to twelve weeks of paid or unpaid leave per year for the birth of the employee's child; upon placement of a child with the employee for adoption or foster care; when the employee is needed to care for a child, spouse or parent who has a serious health condition; or when the employee is unable to perform his or her functions due to a seriously health condition.

Any FMLA leave taken by the employee during the preceding 12 month period will be used to determine the amount of available leave.

For a serious health condition of an employee or employee's spouse, child or parent, accrued sick time will first be used and counted toward the twelve (12) weeks FMLA leave entitlement.  If the paid sick leave is exhausted, the remainder of the leave may be supplemented by accrued vacation time, or be without pay.

For maternity leave, up to six (6) weeks of sick leave may be used and counted toward the twelve (12) week FMLA entitlement.  The remainder of the leave, up to twelve (12) weeks total, may be supplemented by accrued vacation time, or be without pay.

For family leave, accrued vacation time may first be used and counted toward the twelve (12) weeks FMLA leave entitlement.  The remainder of the leave will be unpaid.

No loss of seniority will occur while the employee is on this leave of absence.  During family leaves of absence, ACU will continue to pay for the health insurance for the employee.  The employee must continue to pay his or her share of dependent health insurance as well as any other supplemental insurance premiums.  Failure of the employee to pay his or her share of these premiums will result in loss of coverage.

If the employee fails to return to work at the end of the approved leave, the university may recover from the employee that cost of any payments made to maintain the employee's coverage, unless the failure to return was beyond the employee's control.

If both spouses are employed by ACU and are eligible for FMLA, a combined 12-week limit is set if the leave is for a birth, adoption, or seriously ill parent.  Separate 12-week limits are set if the leave is for a seriously ill child, spouse, or employee's own serious illness.

DEFINITIONS

Child. Anyone under 18 years who is the employee's biological, adopted or foster child, stepchild, legal ward, or an adult legally dependent child.  This may also include a child for whom the employee has day-to-day responsibility. 

Parent.  Biological, foster or adoptive parents, stepparents legal guardians, or someone who plays or has played the role of parent.

Spouse.  A legal marital relationship.

Serious Health Condition.  Requiring inpatient care in a hospital, hospice or residential medical facility, or requiring continuing treatment by a health care provider.

Family Leave.  Includes paternity leave, or placement of a child for adoption or foster care.

PROCEDURE
Application and Commencement
A Leave of Absence form must be completed requesting family and medical leave of absence and submitted to the supervisor thirty days prior to commencement date, except where medical conditions make such a requirement impossible.

When the leave is to care for a sick child, parent or spouse, the requesting employee must submit a letter signed by a physician that states:
  • the date the illness began;
  • the probable duration of the condition;
  • the estimated time the employee will need to care for the family member; and
  • a statement that the illness or condition requires the participation of a family member.
When the leave is for planned medical treatment, the employee must attempt where possible to schedule the treatment so as not to disrupt university operations.

When the leave is for the employee, the employee must submit a letter signed by a physician that the employee is unable to perform the functions of his or her position.

Reinstatement
Upon return from a family and medical leave of absence, the employee will be reinstated in the following priority of position reassignment: first: prior position if available, next: a comparable position for which the employee is qualified.

Employees on leave must notify their supervisor at least two weeks prior to end of leave to inform the university of availability to return to work.

An employee's failure to return from leave, or failure to contact his or her immediate supervisor or the Human Resources Office on the scheduled date of return, will be considered a voluntary resignation.

Exception
If the employee on leave of absence is a salaried employee and is among the highest paid ten percent of university employees living within 75 miles of the university, and keeping the job open for the employee would result in substantial economic injury to the university, reinstatement to the position may be denied.  However, the employee will be given an opportunity to return to work in a different job.

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Policy No. 322
October 1, 1995
Reviewed July 2004

LEAVES OF ABSENCE WITHOUT PAY

PURPOSE
To enable employees to receive extended time away from work to recover from medical disability or handle compelling personal business.

SCOPE
This policy applies to all employees at ACU.

POLICY
Leaves of absence without pay may be granted to employees to maintain continuity of service only in instances where unusual or unavoidable circumstances require prolonged absence.  (See IV, Definition, Policy No. 322)  No loss of service credit with the university will occur as a result of the leave of absence, but not benefit credit will accrue toward vacation and sick leave entitlement for the duration of the leave.  The employee will be responsible for paying the entire cost of his/her group health insurance coverage and that of his or her dependents.

Medical Leave.  For employees who do not qualify under the Family and Medical Leave Act, Policy No. 321 (part-time employees and employees who have been employed for less than one year), a medical leave of absence will be granted up to 60 consecutive calendar days when supported by a physician's statement.  Accrued sick leave benefits must be used prior to commencement of the unpaid portion of the leave.

Personal Leave of Absence.  A personal leave of absence to handle compelling personal business may be granted to full-time employees.  Length of a personal leave of absence may range from five to 30 consecutive calendar days.  To be eligible, the employee must have maintained a satisfactory record of employment with the university for a minimum of one year.  Employees must use all accrued vacation before a personal leave of absence commences.

A personal leave of absence is approved at the discretion of the employee's immediate supervisor with the concurrence of one higher level of management.  The employee must be available to return to regular employment on or before the expiration date of the leave.

DEFINITION
"Leave of absence" is defined as an excused absence without pay beyond five working days.  An absence involving paid time off (i.e. jury duty, sick leave or bereavement leave) is not considered a leave of absence, nor is personal time off up to five days.

PROCEDURE  
Application and Commencement
  1. Requests for leave of absence or an extension thereof must be submitted in writing to the supervisor two weeks prior to the commencement date, except when medical conditions make such a requirement impossible.  (Use request for leave of absence form, following.)
  2. Extensions of leaves of absence are ordinarily not granted but, under critical circumstances such as an extended medical disability, may be granted.  No extension will be granted beyond 60 days without the President's approval.
Reinstatement
  1. Upon return from a medical or personal leave of absence, employees will be reinstated in the following priority of position reassignment:

    First:
    		 prior position, if available
    Next:
    		 a comparable position for which the employee is qualified, if available
    Next:
    		 a lesser position for which the employee is qualified

    If no work is available according to the reassignment priorities listed above, the employee will be separated from employment with the university.
  2. Employees on leave of absence must notify their supervisor at least two weeks prior to end of leave to inform the university of availability for return to work.
  3. The university may require employees to have a physician's release or a physical examination to determine fitness for work prior to return from a medical leave of absence.
An employee's failure to return from leave of absence, or failure to contact his or her supervisor or the Director of Human Resources after the scheduled date of return, will be considered a voluntary resignation.

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Policy No. 322.1
November 2001
Reviewed July 2004

MILITARY LEAVE OF ABSENCE

PURPOSE
To provide a military leave of absence (LOA) in accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA).

SCOPE
This policy applies to all faculty and staff employees.

POLICY
USERRA is intended to minimize the disadvantages that occur when an employee needs to be absent from civilian employment to serve in our country's uniformed services.  USERRA expands the cumulative length of time that such an employee may be absent from work for uniformed services duty and provides for certain employment rights.

Eligibility
USERRA covers any person whose position of employment is interrupted because of uniformed service, either voluntary or involuntary, in the U.S. armed forces, including service in the full-time and reserve components of the Army, Navy, Marin Corps, Air Force and Coast Guard; the commissioned Corps of the Public Health Service, or any other category designated by the President of the United States in time of war or emergency.  These absences include active duty, training, weekend drills, summer camp and fitness-for-duty examinations.

Amount of Leave that an Employee May Take
USERRA places a five-year limit on the combined length of an employee's service-connected absences from an employer.  A returning service member is not entitled to reemployment with the person's pre-service employer if the total of the person's military absences from the employer exceeds five (5) years.  Almost all types of military service (exceptions are noted below) are to be counted in computation of the five-year period.

The following categories of service are exempt from the five-year service limitation:
  1. Required training for reservists and National Guard members, including two-week annual training sessions and monthly weekend drills.
  2. Service from which a person, due to no fault of the person, is unable to obtain a release before the expiration of the five-year period.
  3. Service required beyond five years to complete an initial period of obligated service.
  4. Active duty service (other than for training) performed because of a war or national emergency or in support of a critical or operational mission.
  5. Any kind of service other than active duty service if reemployment was initiated before December 12, 1994.
  6. Active duty for training performed by a national Guard member up through December 11, 1994. (However, the balance of the period of duty performed after that date must be counted.)
Continuation of Salary Benefits
  1. For annual training - ACU will pay employee at his/her regular rate of pay, less the amount of military pay which employee may receive, up to 30 working days per calendar year.
  2. for active duty - ACU will pay employee at his/her regular rate of pay, less the amount of military pay which employee may receive, up to a lifetime maximum of 180 days (six months).
Health Insurance and Other Optional Insurances
In accordance with USERRA, for absences of less than 30 days, benefits will continue as if the employee has not been absent.  The employee will continue to pay premiums for dependent coverage while on leave, as well as premiums for any other optional insurances.  For absences of 31 days or more, health insurance coverage stops unless the employee elects to pay for COBRA coverage for a period of up to 18 months.  Health insurance with ACU's group plan will be reinstated the day an employee is reinstated to employment.  (If ACU cannot put the employee back to work immediately upon application, the healthy insurance must be restored immediately.)

Retirement Plan
In accordance with USERRA, upon reemployment of a returning service member, military service must be considered work with an employer for purposes related to ACU's retirement plan.  Both the employee and the employer contributions to the employee's retirement plan will cease during the military service.  Upon reemployment, the employee may make employee contributions over a period of time that is three (3) times the duration of the military service, not to exceed five (5) years.  ACU will fund its resulting obligation under the plan within the same time frame, if and only to the extent the employee makes such contributions to the plan.

Eligibility for Reemployment
In accordance with USERRA, a returning service member is entitled to reemployment with ACU if the following conditions are met:
  1. the person left ACU in order to serve in uniformed service.  If a person left a job for reasons unrelated to military service and then subsequently decided to enter a uniformed service, then he/she would not be eligible for reemployment
  2. The person's pre-service job was for more than a brief, non recurrent period and was reasonable expected to continue for a significant length of time.
  3. Advance written or oral notice of military service was given to ACU, unless giving of notice was impossible or unreasonable due to military necessity or other circumstances.
  4. The combined length of the person's military service absences from ACU does not exceed five (5) years (excluding exempt periods of service noted above).
  5. The person reported back to work or applied for reemployment within USERRA's required time limits.  (USERRA's return-to-work requirements are described below.)
  6. Termination of the person's military service was under honorable conditions.
  7. The person is qualified or can become qualified without undue hardship to ACU for a position within the reemployment time frame applicable to that person.  (The reemployment time frames are described below.)
  8. There was no change in ACU's circumstances that would make reemployment impossible or unreasonable.
PROCEDURE
  1. The employee must notify his/her supervisor either in writing or orally prior to going on duty, unless precluded by military necessity.
  2. The supervisor must notify Human Resources in order to ensure compliance with USERRA.
Notice Required by a Returning Service Member
In accordance with USERRA, timely reporting for work is the only "notice" required for employees returning from military service of 30 or fewer days or from a fitness-for-service examination.  Employees returning from military service of 31 or more days must submit a timely application for reemployment.
  1. Service of 1 to 30 days/fitness examinations.  The employee must report for work by the beginning of the first regularly scheduled work day that falls eight (8) hours after the employee returns home.  If timely reporting is impossible or unreasonable through no fault of the employee, the employee must report to work as soon as possible.
  2. Service of 31 to 180 days.  The employee must submit an application for reemployment no later than 14 days after completion of military service.  If submission of a timely application is impossible or unreasonable through no fault of the employee, the application must be submitted as soon as possible.
  3. Service of 181 or more days.  The employee must submit an application for employment no later than 90 days after completion of military service.
The reporting and application deadlines described above are extended up to two (2) years for employees who are hospitalized or convalescing because of a service-connected injury or illness.  If timely reporting within the two-year period is impossible or unreasonable due to circumstances beyond the employee's control, the period is extended by the minimum time required to accommodate those circumstances.

In accordance with USERRA, returning service members will be placed as follows:
  • Service of 90 or fewer days.  A person returning from military service lasting 90 or fewer days must be promptly re employed in a job in the following order of priority:
    • Position 1.  The job the person would have held had the person remained continuously employed, so long as the person is qualified for the job or can become qualified after reasonable efforts by the employer to qualify the person.
    • Position 2.  If the person cannot become qualified for Position 1: the person's pre-service job, so long as the person is qualified for the job or can become qualified after reasonable efforts by the employer to qualify the person.
    • Position 3.  If the person cannot become qualified for either Position 1 or Position 2: any other job that the person is qualified to perform and that is next best to the job the person would have held if the person had never left for military service or, if no such position is available, the person's pre-service job.
  • Service of 91 or more days.  Persons returning from military service lasting 91 or more days must be promptly re employed in a job in the following order of priority:
    • Position 1.  The job the person would have held had the person remained continuously employed, or a position of equivalent seniority, status and pay, so long as the person is qualified for the job or can become qualified after reasonable efforts by ACU to qualify the person.
    • Position 2.  If the person cannot become qualified for Position 1: the person's pre-service job, or a position of equivalent seniority, status, and pay, so long as the person is qualified for the job or can become qualified after reasonable efforts by ACU to qualify the person.
    • Position 3:  If the person cannot become qualified for either Position 1 or Position 2: any other job that the person is qualified to perform and that is next best to the job the person would have held if the person had never left for military service or, in no such position is available, the person's pre-service job.

The foregoing procedures in this Section IV are those currently stipulated by USERRA and will be modified from time to time to always comply with the then current procedures stipulated by USERRA.

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Policy No. 323
January 1, 1994
Reviewed July 2004

UNPAID PERSONAL TIME OFF

PURPOSE
To provide a means for employees to secure limited time off when such time is needed for important personal reasons.

SCOPE
This policy applies to employees at ACU.

POLICY
The university may grant to regular employees unpaid time off for substantial personal reasons, provided such time off does not materially affect the normal conduct of the university, customer service or operating costs.

  1. Duration.  The duration of personal time off ranges from a few hours to five days.  Beyond five days, a leave of absence will be used.  (See Policy No. 322 Leaves of Absence Without Pay)
  2. Conditions.  In considering an employee's request for personal time off, the seriousness of the matter prompting the request will be taken into consideration by the supervisor.  Such requests should be in response to serious personal needs rather than for occasional time off to rest of relax.  Employees must make an effort to schedule ordinary personal and business affairs outside working hours.

Examples of needs considered to be reasonable uses of unpaid personal time off include: extensive legal affairs or funeral of a friend or relative.

Examples of causes not considered to be reasonable uses of unpaid personal time off include: chronic automobile trouble, non-emergency financial problems, visiting relatives, other employment (moonlighting), or seeking employment outside the university. 


PROCEDURE

  1. The requesting employee's performance record and previously granted time off will be taken into consideration by the supervisor before granting a time off request.
  2. When the need for absence from work is known in advance, the employee must notify the supervisor immediately.
  3. Employees will continue to be covered under all insured benefit plans while they are on approved personal time off.
  4. Unpaid personal time off will be recorded on the employee time sheet using the lost time code 145.

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Policy No. 340
October 1, 1995
Reviewed July 2004
Amended March 2008

EMPLOYEE TUITION BENEFIT PROGRAM

PURPOSE
To help employees and their immediate family to obtain additional education or training.

SCOPE
This policy applies to all full-time and half-time employees at ACU.

POLICY
Eligibility

Full-time employees of Abilene Christian University are eligible to apply for a discount in tuition courses taken at ACU for up to six hours during any regular semester or three hours during each summer term.  The employee's department head must approve all classes before enrollment.  Time spent in class will not be counted as part of the employee's work schedule.  The course must be taken outside scheduled working hours or an equivalent adjustment must be made in the employee's work schedule.

A full-time employee may apply for a tuition discount for up to three semester hours for his or her spouse.  After five years of continuous employment, the employee may apply for a tuition discount for up to 18 hours per regular semester and six hours per summer term for his or her spouse for classes taken at ACU.  Scholarships awarded from ACU funds will not exceed institutional charges.

Full-time employees may apply for a tuition discount for up to 18 hours per regular semester (fall/spring) and six hours per summer term for their children for courses taken at ACU.  This tuition scholarship (benefit) may be combined with other merit or achievement scholarships awarded (such as the Trustees Scholarship).  However, in no event, will the total scholarships awarded exceed the total amount of institutional charges each semester.  Institutional charges are defined as tuition, required fees (not course fees), and on-campus room (excluding University Park) for purposes of awarding this program.

IRS regulations state that scholarships used to pay for costs other than tuition, required fees, or required books are taxable to the recipient.  This would include costs such as room and board.  At this time, there is no reporting requirement or withholding requirement by the university.  It is up to the recipient to report it on their tax return.

Example #1

A student is eligible for the 75% tuition benefit and also is eligible to receive an ACU Trustee Scholarship for $3,000 per year.  Institutional charges for the fall semester are as follows:

Tuition $3,900
Required Fees $100
Room $749
Total $4,740

Scholarships:

Faculty/Staff $2,925
Trustee Scholarship $1,500
Total $4,425

In this example, there is no reduction in the faculty/staff scholarship because the combination of the two scholarship programs does not create an award which exceeds institutional charges.  $425 ($4,425-$3,900-$100) is reportable as taxable income by the employee.

Example #2

A student is eligible for the 75% tuition benefit and also is eligible to receive the trustee scholarship for $4,500 per year.

Assume the same amount of institutional charges as in example #1, or $4,740.

The award would be made as follows:

Scholarships

Faculty/Staff $2,940
Trustee Scholarship $2,250
Total $4,740

(Remember: The total amount of ACU scholarships awarded cannot exceed the total amount of institutional charges.) In this example, the amount of the faculty/staff benefit had to be reduced in order to limit the total amount of ACU funds awarded.  $740 ($4,740-$3,900-$100) is reportable as taxable income by the employee.

Half-time employees (those who work between 20-39 hours a week or who are half-time faculty members) are eligible after five years of continuous employment for prorated scholarship based on their university full-time equivalency.  Example: A staff member in his or her sixth year of service, who works 20-39 hours a week, would be eligible for half the 75% tuition scholarship.

When a full-time employee retires from the university, that retiree, his or her spouse and children will continue to be eligible to apply for tuition scholarships.  The amount of such discount shall be based on the university's program for such tuition discounts at the time or times they are awarded.

If a full-time employee dies in service, his or her spouse and children will continue to be eligible for the tuition discounts as listed for retirees.

Benefits

Tuition discounts will be given as follows for all full-time non-exempt employees:

1st Year of Employment 25% discount on tuition
2nd Year of Employment 50% discount on tuition
3rd Year of Employment 75% discount on tuition

Tuition discounts will be given as follows for full-time faculty, full-time professional staff and full-time executive staff*:

1st Year of Employment 50% discount on tuition
2nd Year of Employment 75% discount on tuition

*Employees hired before May 1, 1993, and continuously employed, are eligible for an 80% discount on tuition.

Limitation of Benefits

This policy does not apply to ACU Online classes.

Full-time employees and retirees are eligible to apply for a tuition discount for their children until the semester after the child's twenty-eighth birthday. 

In addition, for students (employee, spouse or child) enrolling for the first time after the spring 1993 semester, benefits will be limited to the lesser of 175 attempted hours or one baccalaureate degree and one post-baccalaureate degree.

No financial benefit will accrue to the benefit of an ACU employee or to any member of the employee's family because of a dropped class.  A class in which a failing grade was received may be attempted only once under this benefit.  Employees, spouses and children enrolled in degree seeking programs must maintain satisfactory academic progress to qualify for this tuition benefit.  Students who fall below the minimum cumulative GPA for each classification will be placed on academic and financial probation.  The first such semester is considered a "grace" semester and the student is eligible for financial aid.  The student must reach the required minimum cumulative GPA at the end of the grace period in order to qualify for the tuition benefit.  Only one such grace semester is allowed.

The Employee Tuition Benefit Program does not cover Continuing Education classes.

Graduate Studies

In keeping with the current law, the graduate tuition benefit will be reported as income to the employee for the calendar quarter ending immediately following the end of the semester for which the benefit was given.  Social Security and federal income tax will be withheld on the benefit.  Employees who received graduate tuition benefit or whose family members participated in graduate programs should be prepared for a reduced paycheck at the time the income is reported.

Maymester

Maymester is approved for benefit eligibility for faculty and staff members and their dependents, provided the class has at least ten students other than those eligible for this benefit.

Auditing

Employees who wish to audit a course cannot pre-register for the course.  Students auditing a course should see the department chair and register for the course on the first day of classes.  The fee for auditing a course is generally one-half tuition.  However, there are exceptions.  Employees wishing to audit a Bible course should check with the College of Biblical Studies to determine current audit fees.  All Department of Art and Design classes charge full tuition to audit.  For all other courses, check with the Registrar's Office.  The Employee Tuition Benefit Program will apply to the audit fee.

Employees wishing to change from audit to credit must have the professor's approval on the original audit form.  The employee must be admitted to ACU as a student, if not already.  this change must be made the first two weeks of the long semester (first two days of the summer).  The employee will be charged full price (remaining half tuition plus general fees).

Employees wishing to change from credit to audit must have the professor's approval on the original audit form.  Employee must complete a Withdrawal From Class form.  The employee will have to pay full tuition (less the Employee Tuition Benefit) if he/she changes from credit to audit after the zero percent refund schedule.  This change must be made the first two weeks of the long semester (first two days of the summer).

PROCEDURE

Application for state and federal grants are made through The Depot located in the Campus Center.

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Policy No. 345
January 1, 1994
Reviewed July 2004

ABILENE CHRISTIAN SCHOOLS BENEFIT*

PURPOSE
To provide employees of Abilene Christian University a discounted tuition at Abilene Christian Schools for their children who attend.

SCOPE
This policy applies to all full-time faculty and staff employees at ACU.  Half-time employees may receive a prorated benefit after (4) years of employment.

POLICY
Full-time employees may file an application at the time of enrollment for each semester with the office at Abilene Christian Schools for an 80% tuition grant for their children (K-12).

Full-Time Faculty/Staff Half-Time Faculty/Staff Part-Time Faculty/Staff
1st Year

Employee pays 20%

ACU pays 20%

ACS pays 60%

 None None
2nd Year

Employee pays 20%

ACU pays 40%

ACS pays 40%

 None None
3rd Year

Employee pays 20%

ACU pays 60%

ACS pays 20%

 None None
4th Year

Employee pays 20%

ACU pays 80%

 None None
All Years Following

Employee pays 20%

ACU pays 80%

 None None

*Abilene Christian School's portion is determined by the Board of Abilene Christian Schools and is subject to change.

PROCEDURE
Application forms are submitted to the Abilene Christian Schools.  This grant will be awarded in conjunction with Abilene Christian Schools based on the employee's date of employment at the beginning of each semester.

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Policy No. 350
October 1, 1994
Reviewed July 2004

UNIVERSITY PAID HEALTH AND LIFE INSURANCE PROGRAMS

PURPOSE
To summarize group health and life insurance programs Abilene Christian University offers.

SCOPE
This policy applies to full and half-time employees of the university.

POLICY
The university provides a comprehensive group health insurance program.  Full details are available in the Human Resources Office.  A summary of current benefits is also available at www.acu.edu/hr. 

Life insurance.  All full-time and half-time employees are covered from the date of employment in the amount of one (1) times your annual salary.  You will be able to purchase additional life insurance if you choose.

Health Insurance.  For full-time employees, the university offers health insurance, effective the first day of employment.

Long-Term Disability.  All full and half-time employees are covered under the plan which pays 60% of the employee's total monthly earnings (less other income benefits), if the employee cannot work because of a total disability.

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Policy No. 351
April 1, 1997
Reviewed July 2004

OPTIONAL INSURANCE PROGRAMS

PURPOSE
To summarize optional insurance programs Abilene Christian University offers.

SCOPE
This policy applies to all full-time and half-time employees of the university.

POLICY
Full details of the university's optional insurance programs are available from the Human Resources Office.  A summary of these insurance programs is available at www.acu.edu/hr.

  • Optional Life Insurance
  • Dependent Life Insurance
  • Short-Term Disability
  • Accidental Death and Dismemberment (AD&D)
  • Vision Service Plan
  • Non-Reimbursed Medical Account
  • Dependent Care Account
  • Long-Term Care Insurance
  • Other miscellaneous supplemental policies are also offered.

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Policy No. 352
January 1, 1994
Reviewed July 2004

MISCELLANEOUS EMPLOYMENT BENEFIT PROGRAMS

PURPOSE
To summarize other group insurance programs Abilene Christian University offers.

SCOPE
This policy applies to all employees of the university.

POLICY
The following are brief summaries of these programs; contact the Human Resources Office at X2359 for more information.

Social Security.  All employees, except those using the Ministerial Housing Allowance, are covered by Social Security.  A required percentage of an employee's salary is deducted to pay the employee's portion of this protection, and the university matches this deduction dollar for dollar.  This plan was designed for an employee's future security and that of his or her dependents by providing retirement, disability, death survivor and Medicare benefits.  Questions concerning the Ministerial Housing Allowance should be directed to the Payroll Manager and the employee's personal financial advisor.

Unemployment Compensation.  ACU is a participant in the Texas Unemployment Compensation Program.  Coverage is provided for unemployment transpiring through no disqualifying fault of the employee.  Decisions regarding eligibility are reserved to the State of Texas.

Workers' Compensation.  The university carries insurance to cover the cost of work-incurred injury or illness.  Benefits help pay for an employee's medical treatment and for part of the income lost while recovering.  Specific benefits are prescribed by law depending on the circumstances in each case.  To be assured of maximum coverage, all work-related accidents must be reported immediately by emailing workinjury@acu.edu.

General Liability Insurance.  The university carries general liability insurance to protect it and the public from any danger or injury due to the negligence of the university.  In case of such damage or injury, the university should be notified immediately.  (No employee or department head is authorized in any manner whatsoever to assume or admit liability for and/or on behalf of the university.)

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Policy No. 360
Amended September 1, 2002
Reviewed June 2006

RETIREMENT PLAN

PURPOSE
To help eligible employees supplement their retirement income.

SCOPE
All full-time and half-time employees who become participants in the plan and having reached age 21.

POLICY
Base pay.  The university contributes 4% of an employee's base pay to a 401(a) money purchase pension plan.  A mandatory 2% contribution is required by the employee.  ACU has an additional plan, a 401(k), that enables employees to contribute an additional 1% or 2% of their salary in order to receive an additional 2% or 4% contribution from ACU.  Pay such as overtime, teaching overload, or special assignments is not considered part of base pay.  Contributions are sent to the Teachers Insurance and Annuity Association (TIAA)-College Retirement Equities Fund (Cref) after each payroll distribution.

TIAA Cref.  TIAA is an account in which funds are invested primarily in long-term mortgages and bonds.  The interest rate to be paid each 12-month-period is announced each February.  Within Cref, there are seven investment accounts: the Stock Market, Money market, Bond Market, Social Choice, Global Equities, Equity Index and Growth Account.  Within TIAA, a Real Estate account is also available.

Vesting.  Three years of continuous service is required to be fully vested in the plan to have the ability to withdraw the university's contributions when terminating employment.  Upon leaving the university, an employee may take all or part of his or her contributions that have been made to the group retirement plan regardless of the vesting status.

Distribution.  It is strongly recommended that each employee consult with an independent financial expert before choosing from the available distribution options.  Upon retirement or other termination of employment, a participant may choose a lump sum distribution; or one of several monthly or annual partial distributions.  If an employee chooses a lump sum distribution, the IRS will withhold 20% of the distribution.  Married participants who do not choose a different settlement option will, upon retirement, automatically have a qualified joint and survivor annuity benefit.  If a participant dies before retiring, and without choosing a different settlement option, the surviving spouse or other beneficiary will have settlement option similar to those of a retiring employee.

Retirement Date.  Although there is no mandatory retirement date, the normal retirement date is the first day of the month immediately following the month in which age 65 is attained.  If, however, the participant is involved in a teaching assignment, the normal retirement date is the first day of the month following completion of the semester during which the participant attains age 65.  A full-time employee is eligible for retirement on the first day of any month after reaching age 55 and completing ten years of service.  All early retirements are effective on the first day of the month following a minimum or two weeks notice, except for faculty who are required to complete any semester they have commenced teaching.

Contributory Tax Deferred Annuity.  ACU is a non-profit organization, tax exempt under section 501(c)(3) of the Internal Revenue Code.  Therefore, ACU employees may arrange to divert a portion of their salary before taxes to purchase retirement annuity benefits in accordance with the tax-deferred provisions in section 403(b) and 415 of the Code and the related treasury regulations.

To invest in a tax-deferred (or tax-sheltered) annuity, employees and ACU enter into a written agreement under which the employee authorizes a reduction in salary in order to release funds for ACU to pay as premiums on an annuity contract that is fully vested in the employee.  Within the limits prescribed by the law, such premiums are not taxed until the benefits are actually received.

Employees interested in enrolling in such a plan should contact Human Resources for complete details.

401(k) Optional Plan.  This plan gives employees the opportunity to contribute additional funds into their TIAA-Cref account and receive additional university contributions (see chart below).

Option 1:

Employee's Contribution + Corresponding ACU Contributions = Total Contributions
Employee Mandatory  2% 4% 6% Money Purchase Pension Plan
Employee Additional  2% 4%  6% 401(k) Plan
Total  4% 8% 12%

Option 2:

Employee's Contribution + Corresponding ACU Contributions = Total Contributions
Employee Mandatory 2% 4% 6% Money Purchase Pension Plan
Employee Additional 1% 2% 3% 401(k) Plan
3% 6% 9%

Option 3:

Employee's Contribution + Corresponding ACU Contribution= Total Contribution
Employee Mandatory 2% 4% 6% Money Purchase Pension Plan
Employee Additional 0% 0% 0% 401(k) Plan
Total 2% 4% 6%

If you have questions, please feel free to email humanresources@acu.edu. 

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