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SECTION 5 - EMPLOYEE BENEFITS
This Handbook provides highlights of the College's benefit package; however, the summary contained in this Handbook is not intended to provide complete details of all the benefits. For information regarding these benefit plans, please refer to the College's summary plan descriptions. In case of any questions or conflicts, the formal plan text will be followed.
Please note, the following information is subject to regular and frequent change at the sole discretion of the College. Currently, the College offers the following benefits. Eligibility for benefits is explained in the Employment Categories section.
5.1 Insurance
Insurance is one of the most valuable employee benefits, and Randolph-Macon College provides many forms of coverage for you and your family. Please read the policy certificates and booklets that you are given. If you have any questions about your coverage, please contact Human Resources.
5.2 Life Insurance
The College pays the premium on a group life insurance policy for each full-time employee which provides coverage equal to twice your annual salary, rounded to the next higher $1,000 up to a maximum limit of $200,000. (For tax purposes, the premium paid for coverage above $50,000 is taxable imputed income and the tax will appear as a deduction on your pay stub.) In the event of accidental death, the policy will pay, upon approval, an additional sum equal to the amount of the life insurance. The policy also pays fixed amounts for dismemberment according to a schedule contained in your certificate.
5.3 Health and Dental Insurance
For full-time employees, the College makes available group health and dental insurance to which it makes a contribution. Insurance coverage begins on the first calendar day of the month following the hire date, unless employment begins on the first day of the month, whereby coverage begins immediately. Specific details of this coverage are outlined in a booklet provided by Human Resources.
5.4 Long-Term Disability Insurance
After a regular or special full-time employee has been employed at the College for one year, the College provides long-term disability insurance. This insurance plan provides financial protection for you by paying a portion of your income while you are disabled. The long-term disability policy has a 6-month elimination period following the date of disability and long-term disability benefits begin, if approved, the day after the elimination period is completed. In other words, long-term disability benefits are not paid until an employee has been disabled for at least six months. Optional, supplemental disability insurance is available for purchase at the employee's expense.
5.5 Short-Term Disability Program
After a regular or special full-time employee has been employed with the College for one year, the employee is eligible for the short-term disability program for non-work related injury or illness. The College has engaged an insurance firm to administer a short-term disability program for regular and special, full-time employees. The insurance administrator provides independent medical reviews and length of disability determinations for sick leave or disability absences with an expected duration of more than 7 calendar days. In the event you become unable to perform the duties of your job, and expect to be absent for more than 7 calendar days, you must contact Human Resources to file a short-term disability claim.
Upon approval of a short-term disability claim, disability payments will begin the later of when employees exhaust unused, accrued vacation and sick leave or day eight of the disability. If you do not have any unused, accrued sick or vacation leave to use during the first 7 days of disability, you may use available personal/family leave, if any, otherwise these disability days will be unpaid.
The short-term disability program will provide weekly payments at 60% of monthly salary prorated in weeks for the length of time determined by the insurance administrator up to 6 months. Special (9, 10, or 11 month) full-time employees short-term disability weekly payments will be 60% of their monthly salary prorated in weeks for the months in which they are receiving a paycheck.
Insurance coverage will continue while an employee is on short-term disability, and employees will be invoiced the premiums once the payroll deductions stop. Retirement contributions cease once an employee is being paid by short-term disability. Employees have the option to recoup the College’s retirement contributions upon returning to work. Employees can repay the normal 5% employee contribution and receive the 9% college contribution that was suspended while on short-term disability.
If an employee is eligible for the Family and Medical Leave Act discussed in Section 3.17, then short-term disability will run concurrent with that Act. Optional, supplemental disability insurance is available for purchase at the employee’s expense.
5.6 Flexible Spending Accounts
The College allows the establishment of Flexible Spending Accounts designed to allow you to pay for unreimbursed medical and dental expenses (commonly referred to as out-of-pocket expenses) and dependent day care expenses (child care/elderly care) on a pretax basis.
5.7 Optional Insurance
The College allows certain corporations to offer optional insurance products such as supplemental life insurance, long term care, cancer and intensive care insurance, personal accident and short-term disability insurance and a prepaid legal services program. The College does not make any contribution toward the cost of such products. Rates vary with age and coverage. Information about these programs is made available at your orientation and any questions may be directed to the Office of Human Resources.
5.8 General Liability Insurance
The College provides general liability coverage for any employee acting within the scope of his duties as such. If an employee uses a privately owned vehicle, however, the owner's insurance will be the only carrier protecting the employee. The College insurance protects only the College.
5.9 Worker's Compensation
In accordance with the Virginia Workers’ Compensation statute, the College provides Workers’ Compensation insurance for all employees. The cost for this coverage is supported entirely by the college.
If you are injured on the job, you must report the accident immediately to your supervisor. All non-emergency injuries occurring on College property should be treated by a physician listed on the panel of providers found in the Office of Human Resources. The employee must notify Human Resources within 24 hours or the next business day to file a First Report of Accident.
While temporarily unable to work, employees must use any unused, accrued sick and vacation leave, for the first 7 calendar days of absence. If you do not have any unused, accrued sick or vacation leave to use during the first 7 calendar days, you may use available personal/family leave, if any, otherwise these workers’ compensation days will be unpaid.
If the claim is approved for benefits, the payment of workers’ compensation benefits will be determined in accordance with the Virginia Workers’ Compensation statute.
Insurance coverage will continue while an employee is on Workers’ Compensation, and employees will be invoiced the premiums once the payroll deductions stop. Retirement contributions cease once an employee is being paid by Workers’ Compensation. Employees have the option to recoup the college’s retirement contributions upon returning to work. Employees can repay the normal 5% employee contribution and receive the 9% college contribution that was suspended while on Workers’ Compensation.
If an employee is eligible for the Family and Medical Leave Act discussed in Section 3.17, then Workers’ Compensation will run concurrent with that Act
5.10 Unemployment Compensation
The College participates in government programs that may provide benefits for employees who become unemployed. The College, rather than its employees, pays taxes to support these programs. The College does not determine an individual's eligibility for benefits under these programs; this is done by the Virginia Unemployment Commission.
5.11 COBRA (Consolidated Omnibus Budget Reconciliation Act)
The Consolidated Omnibus Budget Reconciliation Act (COBRA) is a federal law that requires the College to offer employees and their families the opportunity for a temporary extension of health and dental coverage in certain instances where coverage under the College plan would otherwise end. The employee, spouse, or dependents have the right to continue this coverage for either 18 or 36 months, depending upon the reason why the employee/dependent is no longer eligible for regular group coverage. Details of the COBRA plan and eligibility requirements will be provided by Human Resources.
Please note that if you have a spouse or dependents who are covered under the group health and dental plans and a change in status qualifies your spouse and/or dependents for COBRA, it is the employee's responsibility to inform Human Resources of these changes so that proper notification can be sent.
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