University of St. Thomas

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Employee Benefits

Benefit Eligibility

For the purpose of benefit eligibility, salaried and hrly. employees working in regular positions approved to work at least 25 hours per week for at least 9 months per year will be entitled to receive the university's full benefit package. Some benefits will be reduced according to the actual number of hours worked, if less than the approved FTE.

Those employees covered under union contracts are entitled only to those benefits described in the collective bargaining agreements. Please refer to those agreements for benefit details.

Priests and other religious order employees receive benefits based on arrangements made with the Archdiocesan Office or their specific religious order and the university. University benefits are provided on the same basis as to other employees, if benefits are not provided by the employee's religious order.

Employees in an approved Job Share position should refer to that policy for eligibility details.

Part-time salaried and hrly. employees, working in regular positions that are approved to work fewer than 25 hours per week but at least 20 hours per week, may be eligible to receive the following benefits:

• Retirement package (please refer to the Retirement Summary Plan Description for details);
• Holidays;
• Vacation (or paid leave time for hrly. employees);
• Funeral leave.

NOTE: Almost all employees are eligible to participate in the Voluntary Arrangement retirement account. Please refer to the Retirement Summary Plan Description for details.

Payment for holiday, vacation, (or paid leave time) and funeral leave will be based on the actual number of hours approved to work (approved FTE).

Salaried and hrly. employees, working in regular positions that are approved to work less than 20 hours per week, are eligible for the following benefits:

• Holidays;
• Vacation (or paid leave time for hrly. employees);
• Funeral leave.

Payment for these benefits is based on the actual number of hours approved to work.

Salaried and hrly. employees hired to work in full or part-time positions for less than one year will be considered temporary employees. At one year, a position must be approved to continue as a regular position or a different person must be hired to complete the temporary assignment. Temporary employees are not eligible for any of the university-provided benefits.

Most benefits become effective the first of the month following date of hire, or immediately if the date of hire is the first of the month. Exceptions to this are noted in the benefit summary material below and in the official Plan Documents. Many of the benefit summaries are posted on the Department of Human Resources website located at http://www.stthomas.edu/hr/benefits. The university uses the Defense of Marriage Act to identify legal spouses that are eligible for coverage. Dependents are generally required to be claimed on the employee's personal income tax to be eligible for coverage.

Detailed benefit materials are provided at the time of hire. Updates are distributed as necessary. These materials are also available through the Department of Human Resources at any time.

The following benefit information is provided as a brief outline and is not intended to replace the official Plan Documents or the Summary Plan Descriptions received by the employee. Benefits are described in official documents that are kept on file in Human Resources and are available for examination by any plan participant or beneficiary. These official documents are the only binding documents concerning the university's benefits. In case of a discrepancy, the official documents will govern. The university always has the right to modify, amend or terminate any benefits offered to employees.

College Savings Plan

The university has a program in place that allows employees to participate in a Section 529 College Savings Plan through payroll deduction. The state of Minnesota selected TIAA-CREF as their vendor of choice and offers an annual matching contribution, if income limits are not exceeded. Visit www.mnsaves.org for complete details.

Employee Assistance Program - Lifebalance

The university's EAP provides benefit-eligible employees with free, confidential assistance with a wide variety of concerns including individual, family or relationship concerns, legal questions and consultation, work concerns, career issues, financial concerns, elder care and childcare concerns, chemical dependency, stress, anxiety, and depression. This service is available 24 hours a day, 365 days a year. The confidential number for this service is 1.800.854.1446, TTY/TDD: 1.800.999.3004, Spanish Language Phone Line: 1.877.858.2147 or visit the website at http://lifeworks.com. (ID = lifebalance; Password = lifebalance)

Cafeteria Plan

The university’s employee benefits program provides employees with the opportunity to select benefits that meet their individual and family needs. Currently, employees may choose from any of the following benefit areas: medical coverage and dental coverage, vision coverage (effective January 1, 2007), health care spending account and dependent care spending account. This plan allows employees to fund their portion of these benefits with pre-tax dollars. This means that the employee share of the medical, dental and vision insurance premiums, and the amounts elected to be set aside by the employee for health care and/or dependent care spending are not subject to Federal, State or Social Security taxes.

The plan year for the University’s employee benefits program is January 1 through December 31. If eligible, employees must complete an election form at the time they first become eligible to participate or enroll in one or more aspects of the program.  Annual Enrollment occurs in November of each year during which time employees may change their election(s).  All benefits changes are effective the following January 1.  Spending account elections must be made each year during the Annual Enrollment period.  If an employee does not complete an election form each year, the opportunity to participate in the spending accounts is lost, but the employee retains current medical, dental and vision coverage previously elected.

Benefit information and Annual Enrollment notices are provided annually, and outline changes to the flexible compensation package.

The tax advantages of the University’s employee benefits program are based on current state and federal tax laws which are subject to change at any time.

Medical, Dental, and Vision Coverage

The University currently offers two (2) medical plans to employees that are administered by Blue Cross/Blue Shield of Minnesota. The dental plan provides coverage administrated through the Delta Dental Insurance Company. Employees can elect single or family coverage. The university pays the difference between what the carrier charges and what the employee pays for the coverage. The vision plan, effective January 1, 2007, provides single or family coverage through Spectera.  The employee cost for medical, dental and vision coverage is deducted from paychecks on a pre-tax basis

Health Care Spending Account

A health care spending account is an avenue to set aside money pre-tax for eligible medical and dental expenses that are not covered by insurance. The university's health care spending account may also be used for eligible medical and dental expenses for a legal spouse and/or eligible dependents, even if they are not covered by the university's medical and/or dental plans. Funds not used (services not rendered) during the calendar year will be forfeited in accordance with IRS regulations and official Plan Documents.

Dependent Care Spending Account

A dependent care spending account is an avenue for setting aside money pre-tax for dependent care expenses while you are at work (i.e. day care). Dependents include children up to 13 years of age, and other eligible dependents (regardless of age) who require such care. Funds not used (services not rendered) during the calendar year will be forfeited in accordance with IRS regulations and official Plan Documents.

Holidays

The university provides 13 paid holidays each fiscal year (July 1 through June 30). A list of specific holidays is published and distributed annually.

The normal paid holidays are:

• New Year's Day
• Martin Luther King, Jr. Day
• Good Friday
• Easter Monday
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving
• Friday after Thanksgiving
• Christmas Eve Day
• Christmas Day 
• New Year's Eve Day
• Floating Holiday

Full and part-time employees are eligible for holiday pay immediately upon employment, with the exception of the Floating Holiday.

With prior supervisory approval, the Floating Holiday may be taken by the employee any time during the fiscal year. Newly hired employees may take the Floating Holiday after the completion of three months of employment. An unused Floating Holiday is forfeited at the end of each fiscal year. An unused Floating Holiday will not be paid out at the time of termination.

Salaried employees will receive holiday pay for each day that they normally work.

Hourly full-time employees will receive holiday pay for the number of hours they normally work.

Hourly part-time employees will receive pro-rated holiday pay, based on their approved FTE.

An employee will not receive holiday pay if:

• he/she is absent without pay the day before and the day after the holiday;
• he/she is receiving short-term or long-term disability benefits when the holiday occurs (those days are paid through the disability program).

Life And Accidental Death & Dismemberment (AD&D) Insurance

University-Provided Term Life and AD&D Insurance: Currently, this benefit is provided at no cost to you in the amount of two times your annual base salary, to a maximum benefit of $200,000. Starting at age 65, this insurance benefit is reduced. The law requires employees to pay an imputed tax on employer-provided life insurance in excess of $50,000.

Life insurance coverage provides payment to your beneficiary in the event of death. In the case of a terminal illness, life insurance proceeds may be accelerated at the employee's request.

Accidental Death & Dismemberment insurance coverage provides payment to your beneficiary in the event of an accidental death. This payment is provided in addition to the term life insurance. Benefits are also available in the event of an employee's loss of limb(s).

For hrly. employees, annual base salary for benefit purposes refers to the hrly. rate times the number of hours approved to work each year (FTE). For example, the annual base salary for a full-time employee approved to work 8.0 hours per day at $7.00 per hour would be $13,650. For salaried employees, annual base salary for benefit purposes refers to the approved annual salary. Annual base salary does not take into account overtime worked or any additional income, such as miscellaneous pays.

Supplemental Life and/or AD&D Insurance for Employee, Spouse & Dependents: The employee may purchase up to $200,000 in additional term life and/or AD&D insurance for him/herself at low employee rates without proof of good health, if the employee signs up for the insurance at the time of hire (within 30 days of start date). With proof of good health, the employee may purchase up to another $300,000 in optional term life insurance.

Optional term life and/or AD&D insurance up to $50,000 can be purchased for a spouse of an employee, without proof of good health, if the employee signs up for the insurance within 30 days of the employee's hire date. Up to an additional $450,000 can be purchased for a spouse with proof of good health.

Life and/or AD&D insurance for eligible dependent children may be purchased in the amounts of $5,000 and $10,000 without evidence of good health, within 30 days of the employee's hire date.

Optional term life and/or AD&D insurance can be purchased for the employee, spouse, or children at anytime of the year with evidence of good health.

The maximum optional term life and/or AD&D insurance for the employee and the employee's spouse is 5 times the employee's salary.

Upon termination of employment at the University, you may have the option to continue or convert your basic and voluntary (supplemental) insurance.

Long Term Care (LTC) Insurance

The university offers employees, their spouses and their relatives an opportunity to purchase LTC Insurance. These policies provide a means for asset preservation in case custodial/nursing home care is needed. This program also enables the policyholders to receive skilled home care as an alternative to custodial care. The state of Minnesota offers an income tax deduction for LTC insurance premiums ($100 per person, $200 per couple). Complete details are available from the Department of Human Resources.

Long-Term Disability (LTD)

Benefit-eligible hrly. employees receive LTD coverage on the first of the month following six months of employment. Benefit eligible salaried employees receive long-term disability coverage on the first of the month following the date of hire or immediately if the date of hire is the first of the month.

Currently, LTD insurance is provided by the university at no cost to you. Any benefit received is considered taxable by the IRS. Employees are given a one-time opportunity to make an irrevocable election to pay taxes on the premiums so any benefits collected are non-taxable.

You must be unable to work for six consecutive months before you are eligible to receive a benefit under the LTD plan. Application for this benefit must be made to the LTD insurance carrier through the university's Department of Human Resources. It is recommended that the application be completed during the 4th consecutive month of the absence from work. It is also suggested that the application for Social Security disability benefits be completed at that time. The approval of a disability is granted solely by the insurance carrier. The university has no liability to employees if long-term disability benefits are denied.

The long-term disability benefit pays 60% of base salary for the period during which the employee is entitled to disability benefits, up to a maximum of $6,000 per month. The disability benefit will be offset by all other income benefits resulting from the same disability, such as Worker's Compensation, Social Security disability and automobile liability insurance. The disability income will not be offset until the total disability benefit reaches 70% of the employee's pre-disability base monthly salary. Normally, LTD benefits cease at normal retirement age.

Retirement Plans

Currently, the university provides a retirement benefit program for eligible employees through the University of St. Thomas Retirement Plan and a tax-deferred 403(b) Voluntary Retirement Arrangement. Refer to the official Plan Documents and Summary Plan Descriptions for full details.

University Retirement Contributions: The university has a qualified retirement plan in place. This 403(b) plan enables the university to provide contributions for most salaried and hrly. employees who hold full and part-time regular positions that are approved to work at least 1,000 hours annually. To be eligible, an employee must be at least 21 years of age and have completed one year of service at the university. (The one-year waiting period is waived for employees age 40 and over on date of hire.)

The university contributes 10.4% of base annual salary for all eligible employees to either a TIAA-CREF or Fidelity Investment account (Employee application needed.) All university contributions are made each payday and are fully and immediately vested.

Applications for the retirement plans are handled through the department of Human Resources. Failure to complete the application on a timely basis may result in contributions being deposited to a default account. Currently, the default investment fund is TIAA-CREF's Money Market Fund.

Voluntary Retirement Accounts: Most employees may shelter earnings in tax deferred (403(b)) voluntary retirement accounts. Voluntary retirement accounts are available to you at any time, and do not require any type of participation eligibility. These accounts involve employee contributions only; the university does not contribute money to your voluntary retirement account. The Internal Revenue Code limits the amount that can be contributed each year. At no time may you go over the elective deferral limit for the year. Employees are responsible for monitoring their contribution limit each year. The Voluntary Retirement Arrangement offers eligible employees the opportunity to direct voluntary contributions to one of several carriers.

Short-Term Disability (STD)

NOTE: All absences of five (5) calendar days or longer must be reported to the Department of Human Resources (651.962.6519).

The short-term disability plan is currently provided by the university at no cost to eligible employees. To be considered for STD benefits, employees who are absent from work for eight (8) consecutive calendar days due to illness or injury must submit a medical provider's statement to the university's Department of Human Resources (confidential fax 651.962.6524), that includes the following information:

• Confirmation that the employee is under the care of a medical provider
• Diagnosis and nature of care being provided
• Date of onset of illness or injury
• Dates the employee was seen for the current condition
• Whether or not the employee is totally disabled and incapable of working
• Expected date of return to work, if known

Periodic updates from the medical provider may be required.

The decision whether STD benefits will be granted is within the sole discretion of the university. To begin receiving STD benefits, the employee must be considered totally disabled.

hrly. Paid Employees: Benefit-eligible hrly. employees receive STD coverage on the first day of the month following six months of employment.

In the event of illness or injury, hrly. paid employees approved under the STD plan will receive benefits effective on the 8th calendar day after the onset of the injury or illness. The employee is responsible for reporting the absence to the Department of Human Resources. hrly. paid employees must use paid leave time (PLT) for the workdays prior to the short-term disability benefits becoming effective. In the event there is not enough PLT to cover the disability waiting period, the balance of that time will be unpaid, or the employee can apply for a paid medical emergency leave (see Family Emergency Leave).

If the request for STD benefits is denied, hrly. employees may request to use PLT beyond the initial 7 calendar days. Employees may also request unpaid leave as outlined in the Absences From Work section of this handbook.

Salaried Employees: Benefit-eligible salaried employees receive STD coverage on the first day of the month following the date of hire, or immediately if the date of hire is the first of the month.

Salaried employees, approved under the STD plan, will receive benefits effective on the 8th calendar day after the onset of the injury or illness. In the event of illness or injury, salaried employees shall receive STD benefits back to the first working day of the total disability.

If the request for STD benefits is denied, salaried employees may request to be paid by using earned vacation time. Employees may also request unpaid leave as outlined in the Absences From Work section of this handbook.

All Employees: STD provides an employee with the following payment schedule for a maximum of six months:

• 1 - 60 days - 100% of base salary
• 61 - 120 days - 80% of base salary
• 121 - 180 days - 60% of base salary

Short-term disability benefits will not be paid if the illness or injury is sustained as a result of employment outside the university.

Employees approved to receive short-term disability do not receive holiday pay, tuition remission for themselves, accrue vacation or paid leave time, and do not receive salary increases until they return to work. Generally, other benefits continue while an employee is on short-term disability.

Positions for employees on an approved STD leave will be held for at least twelve (12) weeks, but no longer than six (6) months. If an employee is not released by their provider to return to work during the period the position is being held, the position will be filled by another employee. When the disabled employee is released to return to work, the employee may apply for any open position for which they are qualified, but there is no guarantee of employment.

Tuition Remission And Educational Assistance Programs

Eligibility

• Full-time salaried and hrly. paid employees are eligible to receive tuition remission for themselves, spouses and eligible dependents effective the first day of employment. To receive this benefit, you must be eligible on the first day of class. "Full-time" for this benefit is defined as an employee who is in a position approved to work at least 40 hours per week, for 9, 10, 11, or 12 months annually.
• Part-time salaried and hrly. paid employees are eligible to receive tuition remission for themselves, their spouses and dependents following a waiting period of 3 years of employment. "Part-time" for this benefit is defined as an employee who is in a position approved to work: 1) less than 40 hours per week, 12 or fewer months per year; 2) 40 or more hours per week for fewer than 9 months per year. Part-time employees hired prior to July 1991, who had a greater benefit than provided by this policy, will retain prior benefits. Part-time employees and their eligible dependents are only eligible for tuition remission for classes held at the University of St. Thomas. The amount of this benefit is prorated, based on approved FTE.
• Employees covered by union contracts are not eligible to receive tuition remission benefits for themselves, their spouses or dependents, unless specifically stated in their labor contract.

Benefit Amount

• Employee: 100% tuition remission is provided for up to two (2) courses per semester for full-time employees and is pro-rated for part-time employees. The benefit is available only for courses taken at the University of St. Thomas. Undergraduate, graduate and doctoral courses are eligible for tuition remission, as outlined in the guidelines. All undergraduate tuition remission for employees and their dependents is a non-taxable benefit. Under current IRS regulations, tuition remission for employees only, up to $5,250 per year for all graduate and doctoral courses, is non-taxable income to the employee.
• Spouse: The definition of spouse is a legally-married person as defined by the Defense of Marriage Act. 75% tuition remission (pro-rated if the employee is part-time) is provided for up to two courses per semester for undergraduate and non-doctoral graduate courses only. Under current IRS regulations, tuition remission for graduate courses provided for an employee's spouse is taxable income to the employee.
• Dependent children: The Internal Revenue Service's definition of dependent child will be used to determine eligibility for natural, adopted, and/or step-children. 75% tuition remission (pro-rated if the employee is part-time) is provided for undergraduate courses, with no limit on the number of courses taken each semester.

Part-time employees, as previously defined for this benefit, will receive a pro-rated benefit based on the approved hours of work, following 3 years of employment.

Application Process

• Tuition Remission application must be made throughthe Department of Human Resources.
• Applicants for tuition remission must complete the Human Resources Undergraduate/Graduate Tuition Remission Application Form.
• Faculty, staff and spouses must submit a form each semester.
• Dependent children may submit one form for the full academic year or submit forms each semester.
• For undergraduate courses, the student must file for Financial Aid in addition to the tuition remission application.
• Any federal and state grants received will be applied toward the cost of tuition first, with tuition remission applied to the balance.
• Check the full guidelines for application deadlines.

Tuition Remission Reciprocity Plans

Tuition remission plans are also available through the Associated Colleges of the Twin Cities [ACTC, including Augsburg College, College of St. Catherine (for daughters only), Hamline University, and Macalester College]. Spouses and dependent children may attend the ACTC schools. The university is also a member of the Catholic College Cooperation Tuition Exchange. Dependent children are eligible for this opportunity. Employees may only attend classes at St. Thomas.

A copy of the complete Tuition Remission and Educational Assistance guidelines and a list of all participating schools is available in the Department of Human Resources. The entire Tuition Remission and Educational Assistance Guidelines are also available online.

Vacation Or Paid Leave Time (PLT)

Vacation or PLT is granted to eligible full- and part-time employees according to the guidelines below. Taking time off for reasons other than approved absences, such as sick leave, personal leave and unpaid leave, is a violation of university policy and will be seen as a performance issue. The university does not recognize and does not permit the practice of taking "comp time" as a reward for extra hours worked.

Paid Leave Time (PLT)

hrly. Employees

Paid Leave Time, referred to as PLT, is granted to eligible full- and part-time hrly. employees. PLT provides flexibility for time off for personal and family reasons as well as for illness and vacation purposes.

Employees accrue PLT according to the following schedule:

LENGTH OF SERVICE	ACCRUAL (PLT may be accrued on a maximum of 40 hours per week)	WEEKS PER YEAR (Full-time employee)	HOURS PER YEAR (Full-time employees) at 40 hours/week
less than 4 yrs	.068	3.5 weeks	141.44
4 yrs up to 12 yrs	.090	4.7 weeks	187.20
12 yrs & over	.109	5.7 weeks	226.72

• New employees begin accruing PLT immediately upon hire, but are not eligible to take PLT until after completing 3 months of service.
• PLT is accrued at the end of each pay period, and may not be taken during the pay period in which it is earned.
• Full-time hrly. employees are permitted to carry forward a maximum of 160 hours of PLT each September 30th.  PLT accrual over 160 hours will be forfeited if not used by September 30th each year.   PLT hours that are carried forward by part-time employees are prorated to their FTE (full-time equivalency).  For example, an employee working .625 FTE is permitted to carry forward 100 hours.  Any hours beyond this amount will be forfeited if not used by September 30th each year.
• Requests to use PLT must be approved by the employee’s supervisor at least two weeks in advance of the requested time off.
• PLT does not accrue on hours worked beyond 40 hours per week.
• Employees are reimbursed up to a maximum of 160 hours of unused PLT at time of termination.
• Employees do not accrue PLT while on short or long-term disability or while on an unpaid leave of absence. 
  

Vacation

Exempt (Salaried) Employees (revised 3/2008)

Vacation time is granted to eligible full and part-time exempt employees. Full-time exempt employees will be allocated paid vacation according to the following schedule:

Length of Service	Vacation Earned
Less than 12 years	20 days per year
12 years and over	25 days per year

Eligible part-time exempt employees are allocated vacation according to the schedule above. However, vacation allocation will be based on the employee’s approved FTE, rounded up. For example, an exempt employee with less than 12 years of service at .625 FTE would receive 13 vacation days.

• Vacation allocations are made annually on July 1 and based on the schedule above. The allocation for part-time and new employees is prorated.
• Vacation allocations not used by June 30 are forfeited.
• Exempt employees must electronically record vacation time taken on the UST HR web site(https://insideust.stthomas.edu/humanresources/vrs), which was created for this purpose. If you have any questions, contact the Department of Human Resources for specific instructions on how to record vacation time electronically.
• According to the Fair Labor Standards Act (FLSA), exempt employees may not take vacation leave in less than whole-day increments.
• Effective July 1, 2008, exempt employees who terminate from the University shall receive reimbursement of up to five (5) days of earned but unused vacation. Payment for unused vacation is processed as soon as administratively possible following the last day of employment.

All Employees

• Employees may not use vacation time or PLT to extend their employment. Generally, an employee’s termination date is determined by the last day actually worked.
• An employee who leaves the University but is rehired within one year may resume past service credits as if no break in service occurred.