Frequently asked questions

I. FRINGE BENEFIT ISSUES

When are new-hires eligible for benefits?

• Health Benefits (Medical, Dental)
  These coverages are effective on the first day of the month following hire. The coverage selected is in place until the annual Open Enrollment period unless there is a change in family status, such as marriage, divorce, new child, death, or change in spouse's employment status. 
• Flexible Spending Accounts are available on the first day of the month following hire. Flexible spending accounts provide opportunity to fund health care costs and dependent care costs with pre-tax earnings.
• Life Insurance is effective on the first day of the month following hire.
• Retirement and Long-Term Disability are effective after 2 years of continuous service for individuals who provide a minimum of 20 hours of service per week.
• Mandatory Fringe Benefits (Worker's Comp, Unemployment, Short -Term Disability)become effective on date of hire.

How many hours or what % of effort must be worked to be eligible for benefits?

• Health Benefits (Medical, Dental)
  Working 20 hours per week (or 50% Full Time Equivalent) is required.
• Retirement Program (Regular) and Long Term Disability
  Working 20 hours per week and completion of two years of service is required. 
• Retirement Program (Supplemental)
  All individuals are eligible to immediately participate in this optional employee funded program. 
• Life Insurance & Flexible Spending Accounts
  Working full-time (or 100% Full Time Equivalent) is required.

Note: University students are not eligible for benefits since mandatory student benefit programs are available. Graduate students must obtain University Student Health Insurance. They must pay for this insurance in full, show proof of payment, and can be reimbursed 90% of the cost.

What and when is Open Enrollment?

Open Enrollment is the annual opportunity to switch benefit providers without having a change in family status. This offering is done during the last two months of each calendar year, and is effective on the first day of the new calendar year.

II. TIME & ATTENDANCE ISSUES

What are the policies for time and attendance accruals and reporting for vacation, sick or personal leave?

Time and attendance accruals and reporting are not centrally monitored, therefore there are no requirements to centrally report this information. However, this information will need to be forwarded to benefits administration when an individual goes on disability or worker's compensation leave, or when an individual ends their relationship with the University.

For specific accruals, individuals are encouraged to adopt the practices followed by the University unit where they work. State or Research Foundation guidelines can be followed, depending upon which practices prevail in the given circumstances.

Who is eligible for time and attendance accruals?

All full-time and part-time workers are eligible for attendance accruals. Part-time employee accruals are pro-rated based on hours worked. Students are not eligible for time and attendance accruals.

What is the holiday schedule?

The university holiday schedule is encouraged to be followed.

III. HOURLY EMPLOYEE ISSUES

Where is the payroll calendar?

The annual payroll calendar for time sheet submissions is online.

What is the deadline for submitting time sheets for individuals paid on an hourly basis?

Payroll is processed on a biweekly basis and payments are made every other Wednesday. Time sheets received by mid- week will be paid in the following biweekly payment.

Where can hourly time sheets be located?

There are no requirements for a specific time sheet form, and any form properly authorizing time is accepted for individuals paid on an hourly basis. The university (state) hourly time sheet may be used.

GENERAL BENEFIT ISSUES

When is the next benefits orientation meeting?

There are no regularly scheduled benefits orientation meetings. Individuals may make an appointment for benefit discussions at any convenient time by contacting benefits administration at 645-3013.

Is there a fringe benefits rate?

Current practice is to allocate the exact cost of each individual's benefit program to the account designated for these costs. For budgeting and planning purposes, these costs can be estimated by using other rates commonly applied throughout the University, or by using the historical averages for specific individuals. If necessary, contact benefits administration (645-3013) for assistance with these estimates.