1. BENEFITS GENERAL STATEMENT
Insurance benefits may be changed at the time of policy renewal that will not necessarily coincide with the issuance of employee contracts. Existing insurance plans may be modified or terminated as deemed necessary by the College. No promise by any college employee can make the plan permanent. Employees and retirees should be aware that the present plan might be changed or eliminated for economic reasons. The College will make every effort to provide employees with informational meetings and written materials, regarding benefit updates at the time of any change and to update the employee handbook periodically.
The Executive Committee of the Board of Trustees adopted changes in the employee benefit plans on November 15, 1997 as required by the Employee Retirement Income Security Act of 1974 (ERISA) in order to comply with the provisions of this Act. Initial plan descriptions dated July 30, 1976, were written for the purpose of providing information to the U.S. Department of Labor and the participants in the programs. The plan administrator is the Vice President for Business and Finance.
2. MEDICAL INSURANCE
The College offers basic medical insurance and prescription drug coverage to all full-time employees. An employee may enroll his/her spouse/domestic partner, and/or dependents and pay for this coverage through a payroll reduction. Couples who are both employed full-time by the College can combine their Simpson contribution for medical insurance not to exceed the premium due. For couples with children, Simpson will contribute one Employee/Child plan contribution and one Single employee plan contribution to use towards family coverage.
A full description of the benefits as well as a schedule of premium costs may be obtained in human resources.
The 1994 Iowa Health Care Access Law requires employers doing business in Iowa to provide health care access to regular part-time employees by a written referral indicating where those employees can get information on health care.
Information concerning plan updates will be made available when applicable.
Retiring employees (and their spouses) who are:
a. covered by the College’s health insurance plan at the time of retirement,
b. at least 55 but less than 65, and
c. retiring after 10 or more years of continuous full-time service have the option to remain on the health insurance plan until age 65. During this period the retiree would be required to pay 100% of the premium.
Updated July 1, 2016
3. PHARMACY DEDUCTIBLE REIMBURSEMENT POLICY
An employee may qualify for a taxable payment equal to the lower of the employee’s deductible amount or the amount provided by a non-Simpson source to be used toward fulfilling the employee’s deductible if all of the following apply:
1. The employee participates in Simpson’s High Deductible Health Plan (HDHP).
2. The employee has been contacted by Simpson’s pharmacy insurance provider, and has been asked to adjust pharmacy preferences in order to reduce pharmacy costs to the College.
3. The employee is receiving a documented benefit from a non-Simpson source that they will lose due to the adjustment of pharmacy preferences.
Approved by Cabinet April 18, 2017
4. DENTAL AND VISION INSURANCE
Dental and vision insurance is available for full-time employees. Simpson College will pay one-half of the cost of the single coverage premium while the employee is responsible for the other half. The employee may waive coverage. Spouse/domestic partner, and/or dependents may be covered at the employee’s expense. If an individual is involved in an early retirement offered by the College they will have the option under the same guidelines as the medical insurance to remain on the dental vision program until age 65. During this period they would be required to pay 100% of the premium. Additional information and forms are available in the Human Resources Office.
5. TAX SAVER 125 PLAN
All eligible employees may have payments for medical, dental and vision insurance premiums and flexible medical and dependent care spending accounts deducted on a pre-tax basis. This salary reduction program allows employees to save tax dollars on these expenses.
6. RETIREMENT ANNUITY PROGRAMS
(Classified by U.S. Department of Labor as Employee Pension Benefit Plans)
Simpson College provides a voluntary retirement annuity (RA) program through TIAA-CREF (Teachers Insurance and Annuity Association-College Retirement Equity Fund). Descriptive information about this plan, plus optional plans for participation in Supplemental Retirement Annuities (SRA) accounts offered by TIAA-CREF are available in the Human Resources Office.
All employees who work at least 1,000 hours per year and are at least 21 years of age are eligible to begin participation in the voluntary retirement annuities (RA) program offered through TIAA-CREF on the first day of the month following the completion of one year of continuous service. Lecturers, adjunct faculty members, summer and extension faculty, temporary employees, employees under government and private funding for research or contracted services are not eligible to participate in this plan, but may be eligible to participate in a Supplemental Retirement Annuity (SRA) and should contact the Human Resources Office for details.
Participants in the voluntary annuity retirement plan are required to make personal contributions of 2 percent of base monthly salary. This personal contribution may be a tax sheltered salary reduction. The College will contribute 5 percent of base monthly salary. For the purpose of this plan the normal retirement age is 65. Age 55 is designated as the early retirement age, when you may withdraw funds without tax penalty. However, you must start drawing on your retirement funds, by age 70 1/2. Additional personal contributions up to the statutory limit (including the required 2 percent personal and 5 percent college contributions) may be made on a tax-sheltered basis. These additional contributions beyond the 7 percent mentioned above may be added to the regular TIAA-CREF plan or may be used to purchase Supplemental Retirement Annuities (SRA).
7. DISABILITY LEAVE
If an employee becomes unable to work due to illness, injury or other disability, including pregnancy, he or she will be covered under the Family & Medical Leave Act. During such leave, the employee will be paid the amount of sick leave and vacation pay the employee has accrued.
Under such circumstances, the employee’s job will be held for his/her return for a period of twelve weeks. The employee shall be returned to his/her prior position assuming he/she receives a doctor’s statement releasing him/her from disability to perform his/her job within the twelve-week time frame. Should the employee be unable to return to work within 12 weeks after commencement of disability leave the College may, at its sole discretion, fill the position.
If the employee’s disability extends for a period of ninety days or more, the employee may apply for long-term disability income. If the employee is released to return to work at some subsequent point in time, upon providing a medical release to the Director of Human Resources, a determination will be made by the College, at its sole discretion, as to whether a vacant position is currently available within the employee’s qualifications and medical restrictions, if any. Reasonable accommodation will be made in order to facilitate the employee’s return to some form of employment.
If such a position is available, the employee will be assigned to it at its normal rate of pay. If such a position is not available, the employment relationship shall be severed.
8. TOTAL DISABILITY INCOME INSURANCE
(Classified by U.S. Department of Labor as Employee Welfare Benefit Plan)
Beginning, December 1, 1988, all full-time employees of the College are covered by the Sun Life Assurance Company of Canada total disability insurance program immediately upon employment. This insurance provides twenty-four hour coverage against total disability occurring because of sickness or injury. The terms of this policy guarantee, after three months of total disability, maximum monthly benefit including Social Security and Worker’s Compensation of 60 percent of the monthly salary base up to $6,000 per month. In no event will the monthly income benefit be less than $100. This benefit will be paid to age 65 or until the employee is able to return to work in his or her own profession. The College pays the total insurance premium for all eligible employees. If an employee enrolled in the College retirement plan becomes disabled, the disability insurance will continue to make payments into the employee’s retirement fund at a rate of 7 percent of the salary at the time of disability as long as the eligibility for disability payments continues.
9. GROUP LIFE INSURANCE
(Classified by the U.S. Department of Labor as an Employee Welfare Benefit Plan)
The College provides all eligible employees group term life insurance coverage equal to one and one-half the annual salary. There is no conversion option for this term insurance. Additional optional life insurance is available at special group rates. Please contact the Human Resources Office for details of the program.
10. EDUCATIONAL BENEFITS
Eligibility for educational benefits for employees starts at the beginning of the term after the start of regular full-time employment. The employee’s immediate family members (spouses/domestic partner and/or dependent children) are eligible for educational benefits after one year of continuous full-time employment. “Children” refers to those individuals who meet the criteria of dependent as defined by Federal Student Aid Regulations. Children must be considered dependent each year that the student is enrolled at Simpson College and receiving the educational benefits. For the degree-seeking student (spouse/domestic partner or dependent children), tuition remission will be granted for a maximum of eight semesters plus four May terms and up to 20 summer credits or a total of 164 credits. The maximum available credits will be reduced by any transfer credits that are accepted toward a degree program resulting from attendance at a tuition exchange college. Tuition remission benefits will be restricted to a maximum of a six-year period from the original enrollment date.
1) Dependents eligibility
a) When an employee separates from their spouse/domestic partner and no longer co-habitats in the same residence, the College shall not be responsible, after a six-month period of separation, for the tuition remission benefit of the spouse/domestic partner.
b) In the case of “common law marriage,” the employee shall provide the Director of Financial Assistance legal evidence of the marriage in order for the spouse to be eligible for tuition remission benefits.
c) For a domestic partner to be eligible to receive tuition remission benefits the employee and partner must have on file with the office of Human Resources an Affidavit of Domestic Partnership.
d) When the employee is divorced and the dependent children of the employee reside with the former spouse/domestic partner, the children are eligible for tuition remission benefits.
e) When the employee’s spouse/domestic partner has dependent children (step children to the employee of the College), they must reside in the employee’s home for at least their senior academic year in high school to be eligible for tuition remission benefits.
f) If a full-time employee who has served the College for at least six consecutive years dies while under contract to the College, the spouse/domestic partner and/or dependent children of that employee is/are guaranteed the same tuition remission benefit that they would have received if the deceased had continued to be employed at the College.
g) Dependents are not eligible to receive tuition remission for graduate course study.
2. Tuition Remission Policies and Procedures
Tuition remission is available for classes taken at Simpson College. Tuition remission is only available in credit granting areas. Non-credit programs and music lessons do not fall under this remission benefit. Tuition remission does not apply to study requiring extra compensation to be paid to faculty members, as is the case of independent study courses or summer school courses in which the employee is enrolled that requires extra compensation to the instructor. The employee must request tuition remission for each academic year. Tuition remission forms may be obtained in the Office of Financial Assistance or the Human Resources Office. The Director of Human Resources and the Assistant Director of Financial Assistance must sign the tuition remission form.
Tuition remission benefits are intended to cover tuition charges after business/corporate educational benefits, state and federal grants have been applied for and credited to the student’s account. In other words, total gift assistance will NEVER exceed the cost of tuition less fees.
In order for the College to avoid over funding tuition, which can be funded through state and federal grants, employees, spouses/domestic partners and dependent children without a baccalaureate degree will be required to complete the Free Application for Federal Student Aid (FAFSA) annually by the state deadline of July 1st. Students who are not degree seeking are not required to complete the FAFSA.
The FAFSA must be filed by the prescribed deadline each year. Should the student be eligible for the state grants and fail to meet that deadline, the amount of such grants will be deducted from the student’s tuition remission. To receive full tuition remission, one must document ineligibility for state and federal grants.
In order to document ineligibility for such grants, the following procedures will be used:
a) It is a requirement that each applicant complete the Simpson College Tuition Remission Application. The form is to be returned to the Director of Human Resources, who will initially process the form and forward it to the Financial Assistance Office for appropriate action.
b) All degree seeking employees, spouses/domestic partners and/or dependent children must complete FAFSA with the federal processor prior the July 1st yearly deadline.
c) Tuition remission is not granted for more than sufficient credits to graduate. Additional tuition remission beyond graduation must enhance the individual’s employment at Simpson College and be approved in writing by the Cabinet level officer for that employee.
d) Employees, spouses/domestic partners or dependent children who enroll as “non-degree” students do not need to complete the FAFSA but must complete the Simpson College Tuition Remission Application.
Application forms may be obtained from the Financial Assistance Office. Tuition remission will be provided according to the program outlined above, less federal and state grants.
3. Employee Tuition Remission
The term after hire, a full-time regular employee of the College interested in degree seeking or personal growth and development may be granted tuition remission under the following conditions:
a) Employees must have the approval of their supervisor.
b) Classes must not interfere with the performance of the employee’s responsibilities.
c) The employee must continue to work full-time. Hours may be adjusted with the supervisor’s approval to compensate for class time occurring during the regular workday. The employee is required to submit to Human Resources a schedule signed by the supervisor stating when the class time will be made up.
d) The employee must request tuition remission for each academic term. Tuition remission forms may be obtained in the Office of Financial Assistance or Human Resources. The Director of Human Resources and the Office of Financial Assistance must sign the tuition remission form.
e) Employees will be limited to one day class during each fall and spring semester. Classes may be taken in the evenings, Saturdays, and modules up to a total maximum of 32 credits per academic year. One course in each summer session may also be taken.
f) Employees will be eligible to enroll in graduate level courses offered at Simpson, as space is available, with partial tuition remission. The amount of tuition waived per credit hour will be equal to the per credit hour remission offered for undergraduate courses. The employee will then be responsible for the unremitted difference.
4. Dependents Tuition Remission
Full tuition remission is granted exclusive of the general fee, campus center fee, technology fee and student activity fee for spouses/domestic partners and/or dependent children of all full-time regular employees. For the degree-seeking student (spouse/domestic partner or dependent children), tuition remission will be granted for a maximum of eight semesters plus four May terms and up to 20 summer credits or a total of 164 credits. The maximum available credits will be reduced by any transfer credits that are accepted toward a degree program resulting from attendance at a tuition exchange college. Tuition remission benefits will be restricted to a maximum of a six-year period from the original enrollment date.
5. CIC TUITION EXCHANGE PROGRAM
Simpson College is a member of the Council of Independent Colleges that makes available to its member institutions a tuition exchange program involving approximately 300 schools throughout the nation. The program is available to all dependent children of Simpson College employees who have been employed full-time at least one year and are continuously employed while the student is enrolled at the exchange college.
The following requirements must be met in order for a student to be eligible to participate:
a) The applicant must be admissible at the host college.
b) Each host college may choose to enroll only three (3) exchange students in any year.
c) Applicants are required to submit notice of all other financial aid awards to the host college.
d) The host college’s commitment to each student is limited to tuition remission and may be full-tuition or partial tuition.
e) Each applicant applies directly to the college(s) of choice, submitting all required financial aid information.
f) The Admissions Office of the host college informs the student of his/her admissibility.
g) The tuition exchange officer will notify the student of tuition exchange eligibility after acceptance for admission.
h) Retention of a student in this program is determined on the same basis as all other students are continued.
If, as an employee, you have any questions regarding this program please feel free to contact the Director of Human Resources or the Office of Financial Assistance. To see a list of participating colleges and universities, go to www.cic.edu.
6. TUITION EXCHANGE INC. PROGRAM
Simpson College also participates in a program of cooperative tuition remission involving over 400 schools throughout the nation (list available at www.tuitionexchange.org. Eligibility also includes one year of continuous employment, and to remain in the system depends upon the number of students from other institutions choosing Simpson as well as the number going to those institutions from Simpson. The College cannot assure any college family that eligibility will be available at a given time. At the same time, a dependent must be admissible to the institution by their standards. Details of this program are subject to change.
The policy for export under the TE Program is as follows:
1. All applicants wishing to be considered for export must file the tuition exchange/remission application with either the office of financial assistance or human resources by October 5th of each academic year to be eligible for consideration for the next academic year. Applicants filing after October 5th will be considered on a space available basis.
2. The family of the applicant will be given 2 points for every complete year of the employee’s full-time, continuous employment with the College. In the case where two parents are employed by the College, points will be calculated for the parent with the greater years of service. We will then deduct one point for each semester of export other dependents in the family have used in the past ten years.
3. The point value will be assigned to each student wishing to be exported under the TE program. All students will be ranked in order of points from highest to lowest and Simpson will export the number of students that will keep our balance in good standing.
4. The Financial Assistance Officer will send a copy of the form to the tuition exchange officer at the College to which the student is making application.
5. Limitations exist on the number of students Simpson may export to other schools, the number of students which a given school is willing to accept on this program, and in some cases the number of credits Simpson may invest in any given student.
6. During the life of an existing tuition exchange agreement, if the full-time employment status of the Simpson employee changes or ceases for reasons other than voluntary resignation or misconduct, the President shall have the discretion to take into consideration any mitigating circumstances, and under such terms and conditions as the President deems in the best interests of Simpson College, agree on behalf of the College to continue to honor the exchange agreement beyond the employment of the Simpson employee for a period not to exceed two years. The Assistant Vice President for Enrollment & Financial Assistance is the designated tuition exchange officer at Simpson College. The Director will provide full information on colleges participating in the program, Simpson’s status within the program, related details and will provide counsel and assistance to all seeking further information.
* Updated March 2017
11. CONTINUING EDUCATION CREDIT TUITION REMISSION
This policy applies to all employees of Simpson College. Continuing education is considered to be educational opportunities offered through the college’s Continuing Education and Graduate Division that are typically not part of a degree program. They are often one-time or limited time opportunities for the purpose of career enhancement. This policy augments the college’s existing tuition remission policy for degrees described elsewhere in the Employee Handbook. For more information regarding the Continuing Education Credit Tuition Remission Policy, please contact the Human Resources Department.
The extent to which Simpson College will offer tuition remission to its employees for continuing education opportunities will be determined by reviewing the unique circumstances of each offering. The following guidelines will apply in making the determination:
- Tuition remission for continuing education offerings will be limited to the employee.
- Tuition remission is offered on a “space available” basis with the consent of the individual directing the continuing education opportunity.
- The decision regarding applicability of tuition remission for continuing education offerings will be made in consultation with the Associate Vice President for Continuing Education and Graduate Programs at the time the offering is developed.
Except in extraordinary circumstances determined by the appropriate vice president, the college will not offer tuition remission when doing so would come at a financial cost to the institution.
Example: The institution partners with another entity to offer to the public a workshop on time management. The partner will charge the institution $100 per participant. Simpson will charge the public $150 for the workshop. In this case, full remission would not be granted as the college would have to pay $100 to the partner to have the employee participate.
Example: The college offers a workshop to the public on choosing health insurance. There is a $25 materials cost built into the $100 workshop fee. In this case, full remission would not be granted as the college would have to pay an additional $25 materials cost to have the employee participate.
In both of the examples provided above, the college may, at its discretion, grant employees partial remission of the workshop fees by reducing the employee cost to the out of pocket expense the college would need to pay. In the first case, the college may allow the employee to participate if she or he agrees to pay the $100 to cover the partner cost. In the second example, the college may allow the employee to participate if he or she agrees to pay the $25 materials cost.
The above policy and guidelines apply to all continuing education offerings, no matter the format (face-to-face, hybrid, online) of the offering.
Nothing precludes a division or unit of the college paying from its own budget the fee for a continuing education offering so that an employee may participate.
Example: The college offers a workshop on improving supervisor/employee communications. The college has partnered with an outside company which will be charging the college $100 per participant, plus a $25 materials fee. The college will be charging the public $200 per participant. The HR department at the college agrees to pay the $125 cost of attending for one of the college’s supervisors from its own training budget line.
*Approved 9/30/14; Posted 10/22/14
12. IDENTIFICATION CARDS
Each employee who works more than half-time on a regular 12-month basis is given an identification card. The student development staff takes ID pictures in the fall. If an employee loses his/her ID card or wants to have a new card issued, there will be a charge for that service. This card will admit the employee, spouse/domestic partner and dependent children to all home athletic events, most Iowa Intercollegiate Athletic Conference away games, most lectures, concerts, and other campus events. Exceptions include student government sponsored concerts, Metro Opera performances, Madrigal Dinner, and other special events. ID cards are also necessary to check out library materials.
13. SIMPSON ATHLETIC CENTER PRIVILEGES
Simpson Athletic Club (SAC) passes are available to full-time and part-time employees of the College and their dependent family members (spouse/partner and children). College employees will use their photo ID as their SAC pass. Dependent SAC passes may be obtained in the Human Resources Office. Children who are no longer dependent or grandchildren are not eligible for this benefit. A SAC pass is needed for proper identification for admittance to the Steve Johnson Fitness Center, racquetball courts or other activities as designated by the Director of Athletics.
College employees may check out library materials by presenting their Simpson I.D. card. Family members may present their public library card. Reference books, microforms, periodicals, indexes and videotapes are for library use only; faculty may check out reference items (overnight), periodicals (overnight or one week) and videotapes (two weeks). A library handbook is available. Check out the library website for current information.
15. WELLNESS PROGRAM
Simpson College offers a wellness program, which includes annual blood profiles, flu shots, participation in the Assistance Centre, and programs that encourage employees to become aware of their overall health. Beginning July 1, 2016, a “flex policy” was provided as an option for employees to utilize a portion of their allotted lunch break to exercise, when approved in advance by their immediate supervisor.
This policy is designed to support the mission of Simpson College, by encouraging staff to become involved in the Indianola and Greater Des Moines communities, supporting programs that positively impact the quality of life.
Specifics about VTO and its use:
- Each new calendar, year eight (8) hours of VTO will be available to full-time employees; a proration will be given to part-time employees. VTO is in addition to Campus Day.
- Employees should request approval of the volunteer option they have selected and the time needed with their supervisor at least one (1) week prior to using VTO.
- Volunteer work needs to be in association with a charitable organization, schools or other non-profit group.
- While every reasonable effort will be made to accommodate requests, approval is contingent on business needs, workload and performance of each individual staff member. If a question arises, Divisional Vice Presidents and HR will have the final decision over approval or denial of a request.
- Volunteer time should not conflict work-related responsibilities, create the need for overtime or cause conflicts with other employees’ schedules.
- VTO time cannot be carried over from year to year.
- VTO is non-working paid time; it will not count as “hours worked” for the calculation of overtime and is not subject to overtime, nor will it be paid out if not used at the time of termination or retirement.
- VTO may not be used for organizations that discriminate based on creed, race, religion or sexual orientation.
- Staff using VTO will need to record the use on their monthly timesheet under the category “VTO.”
Examples of appropriate uses for VTO:
Building a house for Habitat for Humanity.
Donating time at a food bank.
Helping with your child’s school field trip.
Participating in Big Brother/Big Sister programs.
Taking a ski vacation and charitably giving ski lessons.
Attending your child’s PTA conference.
Attending a professional or personal interest conference.
January 1, 2013.
17. GUIDELINES FOR PERSONAL COMPUTER PURCHASES
Employees may purchase computers for personal use through the College. Computer choices will be limited to Simpson’s current computer vendor(s). Purchases may be paid for in full at the time of purchase or through payroll deduction. More detailed information is available through Information Technology Services.
18. PROFESSIONAL GROWTH AND DEVELOPMENT
After one year of employment, employees may request to attend conferences or classes to enhance abilities or skills. The employee must first obtain the supervisor’s approval. The information concerning the conference or class should be brought to the Director of Human Resources for final approval. Exempt personnel are expected to exhibit and continue professional growth and development consistent with their major responsibilities.
a. Within the restraints of budget and schedule, exempt personnel are encouraged to attend professional conferences that have identifiable promise for professional growth or institutional improvement. Employees are encouraged to utilize those conferences that seem to be most productive within geographic limits of the state or the region. Annual professional meetings at the state level should be attended. Regional meetings within a regional orbit of Chicago, St. Louis, Kansas City, Omaha, and Minneapolis are encouraged. Attendance at national conferences must be approved in advance by a supervisor. Attendance at conferences should be planned well in advance and the privilege shall be equitably shared among qualified staff in each department. Approval forms are available from the appropriate department head.
b. Occasional workshops and in-service programs may be presented on campus for the purpose of professional improvement and growth. Supervisors are encouraged to support these activities.
c. Networking is encouraged with colleagues at neighboring colleges, or invite colleagues in similar fields to our campus. Expenses for such travel should be assessed against department budgets.
19. VACATION BENEFIT POLICY
The College believes that periodic breaks from work benefit the health and well-being of its employees. The following vacation benefit policy describes the procedures and accruals for paid time off intended for rest and relaxation or to attend to personal circumstances that necessitate an absence from work.
Whenever possible, the College will grant earned vacation at the convenience of the employee. However, requests will be reviewed based on a number of factors including departmental needs and staffing requirements. All vacation use must be approved by your supervisor prior to use.
Vacation for non-exempt employees working full-time and the entire year (12 months) will accrue using the following schedule:
0 to 4 years: 10 days (80 hours) annually (6.67 hours per month)
5 to 9 years: 15 days (120 hours) annually (10 hours per month)
10+ years: 20 days (160 hours) annually (13.34 hours per month)
- Part-time employees working the entire year (12 months) will earn vacation at the percentage of FTE their position is assigned. (i.e. half-time equals .5 FTE)
- Temporary, seasonal, adjunct or student status employees are not eligible for vacation benefits.
- Vacation will begin accruing the month of hire. The first month of employment will be pro-rated to hire date.
- Vacation accrual is posted monthly on the College’s payroll system (pay advice).
- Years of service advancement is granted for continuous employment.
- Vacation time is paid using base rate of pay when the vacation is taken.
Exempt staff employees who are full-time and work twelve (12) months per year accrue vacation at the rate of 13.34 hours per month for every month worked or 20 days (160 hours) over a 12 month period.
Vacation use must be approved in advance by the employee’s supervisor, taking into consideration the needs of the department and vacation requests made by other employees in the department.
- Vacation accrual is posted monthly on the College’s payroll system (pay advice).
- Vacation begins accruing the month of hire. The first month of employment will be pro-rated.
- Vacation time is paid using base rate of pay when the vacation is taken.
- Paid vacation can be used in one hour increments.
ACADEMIC YEAR ONLY STAFF (Exempt and Non-Exempt)
Individuals working the academic year will receive a bank of personal days each September 1. This time is to be used at their discretion over the course of the academic year after obtaining supervisor approval for usage.
- Full-time, academic year only staff will receive a bank of 8 days. Part-time academic year only staff will receive a bank of 4 days (bank will be based on FTE equivalence).
- Individuals starting after September 1 will receive a pro-rated bank of time.
- Time is paid using base rate of pay when the vacation is taken.
- This time will not carry over to subsequent years.
OTHER CONDITIONS OF VACATION LEAVE
In order to allow the coordination of paid vacations with Family Medical Leave (FMLA), all employees seeking to take a vacation will be required to provide enough information to their supervisor and/or Human Resources about the purpose of the vacation to allow a determination of whether the vacation may also qualify for FMLA. If the paid vacation also qualifies for FMLA, the time away will be so designated, and the leaves will run concurrently, as specified in the College’s FMLA policy.
All employees will be required to record vacation time used monthly on the College’s Time tracking system. Late or inaccurate reporting of vacation leave will be considered a negative performance issue.
When an authorized paid holiday falls within an employee’s vacation period, the employee will not be charged a vacation day; the employee will be paid for the holiday instead.
If an employee becomes ill during a vacation, that time cannot be converted to sick leave.
In the event an employee has exhausted his or her accrued vacation, any time off requested that does not qualify as sick leave or a protected leave (e.g., FMLA, workers’ compensation) will be unexcused and may be considered a negative performance issue.
20. SICK LEAVE
Sick leave is provided to prevent loss of income or financial hardship during necessary periods of absence from work caused due to illness or injury. Employees may use sick leave for absence due to personal illness, injury, physical examination, eye examination, dental care, or exposure to contagious disease. Up to one-half of accrued sick leave may be used for the illness of a spouse/domestic partner, child or parent.
Sick leave is accrued at the rate of one day (8 hours) for each month of employment accumulative to 90 days (720 hours) and will begin to be calculated beginning on the first full month of employment. The Cabinet level officer may require a statement from a doctor documenting any absence of three days or more.
A regular employee who works less than full-time, but at least half-time year around, accrues sick leave proportionately. No paid sick leave is given to employees who work 9 or 10 months per year. Accumulated sick leave is accrued and posted monthly on the pay deposit slip in hours accrued.
All time off for personal or family illness will be charged against sick leave. If no accrued time is available, the employee may use accrued vacation time or take the time without pay. Exempt employees are responsible for reporting their use of sick leave to their Vice President on or before the 6th of each month. Non-exempt employees are to turn in their use of sick leave on their time sheets to the payroll office.
When employees cannot work because of personal or family illness, they should call their supervisor immediately and explain the reason for their absence. In addition, the supervisor should be kept informed of the progress and when to expect the employee back on the job.
A supervisor may require a doctor’s statement documenting any absence of three days or more.
Sick leave with pay will be granted only for time lost on the basis of a regular workweek or less, and not overtime or premium pay.
When an employee goes from full-time to part-time, the sick leave will be prorated on the same basis as the part-time work. For example, a full-time employee who has accrued 10 days leave will retain five of these days when going to one-half time.
21. ACCUMULATED SICK LEAVE PAY-OUT FOR NON-EXEMPT EMPLOYEES
When a non-exempt employee retires at age 65 (or at the employee’s option age 62) or has 20 years of service, accrued sick leave will be paid. There is a $2,000 maximum limit on accumulated sick leave being paid under this provision.
22. PERSONAL DAY
In order that non-exempt employees may have some time available to conduct personal business that requires them to be away from work for a short period of time, up to eight (8) hours per anniversary year will be granted as personal time off to all regular non-exempt employees. This is time off with pay and may be taken, with approval of their supervisor, in segments of not less than one hour or may be used in one full day off. These 8 hours must be used during the employee’s anniversary year.
23. MATERNAL DISABILITY LEAVE POLICY
a. MATERNAL DISABILITY LEAVE POLICY FOR NON-FACULTY
Full-time employees who have been employed continuously for one year or longer by Simpson College are eligible for Maternal Disability Leave for temporary disabilities related to pregnancy or childbirth. When an employee is eligible under this policy, the College will pay six (6) weeks leave which will typically begin immediately following the birth of the child but may begin prior to the birth if medically necessary. If additional leave is medically necessary and appropriately documented, accrued ill time may be used beyond the six weeks of Maternal Disability Leave. Additional leave may also be available under Simpson’s FMLA policy. If the eligible employee requires leave in excess of six weeks for a temporary disability related to pregnancy or childbirth and has no available FMLA leave or ill time, the individual may utilize an additional two weeks (totaling eight weeks inclusive of the Maternal Disability Leave) of unpaid leave as required by the Iowa Civil Rights Act. Use of Maternal Disability Leave will simultaneously consume available FMLA leave. Additional usage of ill time may also simultaneously consume available FMLA leave – please refer to the FMLA policy.
Written request for this leave should be submitted to Human Resources and the appropriate Vice President thirty (30) days prior to the expected leave date, or as soon as practicable thereafter.
Maternal Disability Leave will not be extended by, but rather will run concurrently with, any paid holidays falling within the leave period.
b. MATERNAL DISABILITY LEAVE POLICY FOR FACULTY
Full-time faculty members who have been employed continuously for one year or longer by Simpson College are eligible for Maternal Disability Leave for temporary disabilities related to pregnancy or childbirth. When a faculty member is eligible under this policy, the College will pay six (6) weeks leave which will typically begin immediately following the birth of the child but may begin prior to the birth if medically necessary. Additional leave may also be available under Simpson’s FMLA policy. Use of Maternal Disability Leave will simultaneously consume available FMLA leave. If the eligible faculty member requires leave in excess of six weeks for a temporary disability related to pregnancy or childbirth and has no available FMLA leave, the individual may utilize an additional two weeks (totaling eight weeks inclusive of the Maternal Disability Leave) of unpaid leave as required by the Iowa Civil Rights Act.
1) In lieu of the 6 weeks of paid Maternal Disability Leave or the 2 weeks of paid New Child Leave described above, an eligible faculty member may elect to take leave for that entire semester during which the leave discussed above [or a majority thereof] would have otherwise been utilized. In the event that a majority of the leave discussed above is rendered unavailable or unnecessary due to the temporal proximity of the birth or placement to the winter holiday recess or summer recess, the eligible faculty member may elect to exercise the entire semester leave option during the semester immediately following the recess. In no instance can the entire semester leave option be utilized by an eligible faculty member for more than one semester for any one birth or placement. If a faculty member elects this entire semester leave option, the faculty member will receive one half (1/2) of that faculty member’s regular salary for that semester. To utilize the entire semester leave option, the faculty member should submit a written request to Human Resources and the Vice President for Academic Affairs at least sixty (60) days prior to the start of the impacted semester. A failure or inability to request the entire semester leave option sixty  days prior to the start of the impacted semester may, at the discretion of the College, preclude the faculty member from utilizing the entire semester leave option.
2) Impact on Contracted Compensation and
Tenure or Promotion Decisions
It is NOT the intent of the Maternal Disability Leave and the New Child Leave provisions to provide remuneration beyond that for which the faculty member is contracted. Thus, faculty members will not receive compensation for any part of Maternal Disability Leave or New Child Leave utilized during a scheduled academic recess.
The use by a faculty member of any leave contemplated by the Maternal Disability Leave and New Child Leave provisions shall in no way adversely affect tenure or promotion decisions related to that faculty member. Please refer to the tenure and promotion provisions in the faculty handbook for specific information.
Written request for this leave should be submitted to Human Resources and the Vice President for Academic Affairs thirty (30) days prior to the expected leave date, or as soon as practicable thereafter.
24. NEW CHILD LEAVE POLICY
a. NEW CHILD LEAVE POLICY FOR NON-FACULTY
Full-time employees who have been employed continuously for one year or longer by Simpson College are eligible for New Child Leave. At the time of birth, or placement of an adopted child, the parent, if eligible, may take two weeks of paid leave. New Child Leave must be taken within twelve weeks after birth or placement of the child. If additional leave is medically necessary and appropriately documented, accrued ill time may be used beyond the two weeks of New Child Leave. Additional leave may also be available under Simpson’s FMLA policy. New Child Leave will run concurrently with any utilized Maternal Disability Leave and will simultaneously consume available FMLA leave. Additional usage of ill time may also simultaneously consume available FMLA leave – please refer to the FMLA policy.
Written request for this leave should be submitted to Human Resources and the appropriate Vice President thirty (30) days prior to the expected leave date, or as soon as practicable thereafter.
New Child Leave will not be extended by, but rather will run concurrently with, any paid holidays falling within the leave period.
In the case of adoption, Simpson College will provide an eligible employee $1,000 per adopted child to help cover the cost associated with adoption. Payment will be made upon submission of appropriate documentation of a completed adoption.
b. NEW CHILD LEAVE POLICY FOR FACULTY
Full-time faculty members who have been employed continuously for one year or longer by Simpson College are eligible for New Child Leave. At the time of birth or placement of an adopted child the parent, if eligible, may take two weeks of paid leave. New Child Leave must be taken within twelve weeks after birth or placement of the child. Additional leave may also be available under Simpson’s FMLA policy. New Child Leave will run concurrently with any utilized Maternal Disability Leave and simultaneously consume available FMLA leave.
Written request for this leave should be submitted to Human Resources and the Vice President for Academic Affairs thirty (30) days prior to the expected leave date, or as soon as practicable thereafter.
In the case of adoption, Simpson College will provide an eligible faculty member $1,000 per adopted child to help cover the cost associated with adoption. Payment will be made upon submission of appropriate documentation of a completed adoption.
25. LEAVE OF ABSENCE
A leave of absence without pay is discouraged. It is granted only in emergency circumstances at the discretion of the department supervisor and approved in writing by the Director of Human Resources.
Employees must request leave from their supervisor and receive approval before beginning any unpaid leave. The direct supervisor has a right to know the reason for the absence. Any leave of absence including medical or family leave should be reported on the employee’s time sheet. If a leave of absence is granted for a period of 30 days or more, the employee must make arrangements with the Director of Human Resources to maintain medical insurance and other benefits during the leave.
Employees taking leaves of absence to extend a holiday period either before or after the holiday will not be eligible for holiday pay. The entire period of absence is an unpaid leave of absence. Employees also do not receive pay for holidays falling within the leave of absence, nor will vacation or sick leave accumulate during the leave.
If employees wish to take an extended leave without pay (more than one month), no guarantee will be made that their jobs will be available upon their return. Unusual circumstances and extreme emergencies will be given special consideration by the work supervisor and the Director of Human Resources.
There is no established sabbatical policy for non-faculty personnel. Exceptions based upon unusual circumstances may be made upon occasion with the approval of the President and the Board of Trustees.
26. REST PERIODS
Employees shall be allowed rest periods (or coffee breaks) of 15 minutes maximum each half-day, provided such interruption in work does not interfere with the performance of the employee’s responsibilities or the efficiency of the department. If a rest period is permitted, it should be taken at times within the workday to be arranged by the supervisor, normally mid-morning and mid-afternoon. The work supervisor is responsible to insure that this privilege is not abused.
27. DINING HALL PRIVILEGES
The College encourages its employees and their families to utilize the College dining hall in order to become better acquainted with students and others in the community. Meals may be purchased at a predetermined discounted rate at the door or arrangements may be made on a long-term basis through the College Business Office.
28. SPECIAL RISK AND ACCIDENT COVERAGE
Exempt employees are insured up to $100,000 for accidental injury or death if such injury or death occurs while the insured is on a College authorized trip. Any injury, which occurs while in or on, or entering or leaving any kind of aircraft shall be covered, when such injury occurs as follows:
a. While the insured is a passenger in a licensed passenger aircraft;
b. Provided by a scheduled airline on any regular, special or chartered flight; and
c. Flown by a pilot duly licensed to operate such aircraft; or
d. While the insured is a civilian passenger in any transport type aircraft operated by the Military Air Transport Service of the United States or by the Air Transport Command of Canada; or
e. As a result of the insured being struck by any aircraft.
f. The College provides bodily injury and property damage coverage when an employee uses a rental car in the line of business. Employees are requested not to take out additional insurance through the rental agency when scheduling a rental car. Employees who travel will be issued insurance cards that verify coverage.
g. Beneficiary will be the same as named on employee’s life insurance policy.
29. WORKERS’ COMPENSATION INSURANCE
All employees of the College are covered by workers’ compensation insurance, which covers costs incurred because of accidental injury while on the job. If the work-related injury causes disability for a period of more than three days, weekly compensation is paid. The insurance carrier also pays medical expenses. The employee will be paid in full by the College for a maximum of 90 days; on the condition the employee endorses the disability check issued from workers compensation insurance over to the College. If the illness or injury continues beyond 90 days the employee will be reimbursed from worker’s compensation funds only.
If an employee is injured while working, the injury should be reported immediately to the supervisor. If the College nurse is on duty, minor injuries should be treated there. If the injury is severe, the employee should be examined immediately at Mercy Indianola Medical Clinic, 108 North Jefferson in Indianola.
If the medical services of a specialist are needed, contact the Human Resources Office for a list of preferred doctors. Employees may seek the medical opinion of their physician, however, the College reserves the right to select a treating physician. Employees not wishing to receive medical treatment from a College selected physician may be responsible for the medical expense associated with the injury.
The supervisor in each department is responsible for notifying the Director of Human Resources immediately when an employee has been injured. The employee should, within 24 hours of the injury, furnish the Director of Human Resources with all information necessary to complete the insurance forms.
30. JURY DUTY
The College honors the responsibility of its employees to serve on jury duty. When an employee is called for jury duty or subpoenaed to testify, the employee will receive full compensation from the College on the condition that the employee remits to the payroll clerk the monies received from the county, state, or federal courts for this duty. The time absent from work will not be deducted from vacation or sick leave allowance.
31. VOLUNTARY SHARED LEAVE PROGRAM
The College recognizes employees may experience serious personal or family medical emergencies that require an extended leave resulting in the need for time off in excess of their available accrued leave banks, thereby otherwise rendering the leave unpaid. This voluntary shared leave program has been created to allow employees with unused vacation hours to donate up to 24 hours into a paid leave bank (“the donation bank”) for use by eligible co-workers, in accordance with the guidelines detailed below. This program is strictly voluntary; no employee is or will be compelled to participate.
In all instances, the College determines whether leave in excess of available paid leave and/or leave in excess of that required under the law may be taken. The existence of this program does not substitute or otherwise eliminate the need for all leave requests, whether paid or unpaid, to be approved by the College under its regular procedures.
Medical emergency is defined as a major illness or medical condition of the employee or an immediate family member that will require the prolonged/extended absence of the employee from duty and will result in a substantial loss of income to the employee due to the exhaustion of all paid leave available.
Immediate family member is defined as a spouse, child or parent as defined under
the Family & Medical Leave Act.
Eligibility and conditions of receipt and use of donated leave:
- The employee or the employee’s immediate family member has a qualifying medical condition that has been certified by the treating healthcare practitioner.
- The employee is eligible to receive donated leave only after the employee’s request for donated leave has been approved and the employee has exhausted or does not have vacation, sick or personal time accrued and available to cover all leave time needed because of the medical emergency.
- Employee has not qualified for and is not receiving Long Term Disability (LTD) or workers’ compensation benefits.
- Donated time may be used only for time off related to the approved request. A leave recipient may not convert leave received under the plan into cash in lieu of using the leave.
Requesting shared leave:
- Employees requesting to receive donated hours must complete the Shared Leave Request Form found on the Human Resources portal and submit it to Human Resources. In addition, the employee must submit certification of the employee’s or family member’s qualifying medical condition by the treating healthcare practitioner, if not previously submitted. Human Resources may require an updated certification if previously submitted.
- If the recipient employee has available any accrued unused paid leave balance of any type – sick, vacation or personal - those balances must be exhausted before an employee may use any donated time.
Limits and exceptions:
- Recipient identities will not be disclosed to donating employees.
- An employee donating leave to the donation bank is not allowed to designate the donation be used only for a specific leave recipient or restrict the use of the donated hours from use by particular employees or for use for only a certain group of employees.
- An approved donation is irrevocable.
- Employees who receive donated time may receive no more than 480 hours (12 weeks) within a rolling 12-month period, as that term is defined in the College’s FMLA policy.
- Nothing in this policy will be construed to limit or extend the maximum allowable leave available to an employee under the Family and Medical Leave Act.
- Leave due to childbirth (whether a normal delivery or C-section) is not eligible for donated leave unless circumstances arise that result in the leave qualifying as a medical emergency as defined in this policy. Similarly, leave under the College’s New Child Leave policy is not eligible for donated leave.
Eligibility to donate leave:
- Employees wanting to donate hours must complete the Voluntary Shared Leave Donation Form found on the Human Resources portal.
- Any employee may donate only vacation hours. The minimum number of vacation hours that an eligible employee may donate is four (4) hours per calendar year and the maximum number that may be donated per calendar year is 24 hours; provided, however, that in no event may the number of vacation hours donated reduce the donor’s accrued unused vacation leave below an annual accumulation of 80 hours, or prorated to 2 weeks for part-time employees.
- Although employees may seek to donate at any time, employees will be given the opportunity to donate vacation hours during benefits open enrollment. The donated vacation hours will be transferred from the donor to the leave pool on December 1 and June 1 of each year.
- Sick leave and personal days are excluded from donation.
- Employees cannot borrow against future vacation accruals to donate.
- Employees who are currently on an approved leave of absence are not eligible to donate.
- Human Resources will administer this program.
- The donation of time is made in hours. These hours will be converted to a dollar value using the donor’s hourly rate of pay and placed in the donation bank.
- When a Recipient Application request is processed and approved, money from the donation bank will be converted to the recipient’s base hourly rate to be used during the approved leave period. In other words, donated hours will be paid at the receiving employee’s current rate of pay.
- All paid leave granted to the recipient is taxable as wages and is subject to appropriate tax withholding.
- Under current tax law, donor employees may not claim an expense, tax deduction, or a deduction for a charitable contribution for any of the leave donated to the donation bank. Please consult your personal tax professional on advice in this area.
- Request Applications will be processed and acted upon in chronological receipt by the Human Resources Department as measured from the date the fully-completed Request Application Form and all fully-completed required medical certifications are received.
- Leave requested that is not used will be returned to the donation bank.
- Unused donated hours do not remain in the donation bank indefinitely. All hours donated in a fiscal year (June 1 – May 31) and remaining unused at the end of the fiscal year will expire and be deemed forfeited as of the close of business on the last day of the fiscal year.
CONFIDENTIALITY: Information regarding hours donated or received is confidential, as is all medical information. Individual leave records are also confidential.
Approved date 1/2020
Effective date 6/2020