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ADMINISTRATOR'S HANDBOOK

E. Benefits

            1. Administrative Leaves of Absence  

                During any type of approved leave an Administrator shall retain all rights and benefits that have accrued up to the time of leave. Every Administrator shall have the right to return to the same or comparable position held before going on leave. The taking of leave shall not interrupt consecutive years of service.

            A. PAID LEAVES OF ABSENCE

            1. Annual Leave (Vacations)  

                It is assumed that full-time Administrators are conscientious about their responsibilities in furthering the mission of the University with respect to the duties of their office and the overall demands on their professional time. The following policy, therefore, is provided as a norm in guiding individual Annual Leave.

                Administrators who have been employed less than 5 full contract years of service are entitled to 15 working days of leave per contractual year. Administrators with 5 full contract years of service are entitled to 20 working days of leave per contractual year. Individuals who attain their 5th year of service during the fourth or fifth full contract year shall be granted a prorated share of the additional 5 working days of vacation to reflect the difference between anniversary of hire date and contract dates. Normally, time not used during a given contractual year will not carry over into subsequent contract year.

                Annual Leave benefits apply only to full-time Administrators serving under twelve (12) month contracts. All Annual Leave (i.e., vacation) requests must be arranged through the immediate supervisor and approved by the divisional Executive Officer.

                In addition, full-time Administrators receive three personal days, and holidays as per University policy, with pay, per contract year. In the event that an Administrator terminates employment prior to the completion of a contract year any unused, accrued vacation will be paid.

            2. Medical Leave of Absence and Sick Leave  

                Full-time Administrators who are unable to perform their regularly assigned duties due to illness, bodily injury, or pregnancy will continue to receive wages for up to six months following the onset of the disability.

               It is the policy of the University to treat pregnancy as a short-term disability. For the purpose of this policy, it is assumed that, absent unusual complications certified by a physician, childbirth results in six weeks of disability. Therefore, a full-time administrator will be granted a leave of absence at the individual's regular rate of pay for a period of six weeks per pregnancy. Additional time required because of complications of child birth will be considered as any other health-related disability.

                Health care benefits, life insurance, and long-term disability insurance will be continued as for any active employee during the Medical Leave of Absence. Pension payments will also be continued during the Medical Leave of Absence.

                At the University's discretion, and with the approval of the supervisor of the department and the divisional Executive Office, it may grant a Medical Leave of Absence upon the written application of the administrator or the administrator's physician. A physician's certificate citing the need for and expected duration of, such leave must accompany the leave request. The University reserves the right to require an examination and/or consultation with a physician with the cost of such examination and/or consultation paid by the University.

                A. An administrator on an approved Medical Leave of Absence will receive full salary for no more than six months, after which time the administrator may be eligible for medical disability insurance benefits.

                B. Approved leaves of absences taken under the Medical Leave of Absence Policy and/or Personal Leave which satisfy all requirements of the Family and Medical Leave Act will run concurrently with Family and Medical Leaves of absences.

            3. Military Leave and Reemployment (See Unpaid Leave)

            4. Bereavement  

                Bereavement leave may be taken by Administrators as circumstances warrant. All bereavement leave must be arranged through the immediate supervisor and approved by the divisional Executive Officer.

            5. Jury Duty  

                Administrators who are summoned for jury duty acknowledge their civic responsibilities by fulfilling this obligation. The supervisor and the divisional Executive Officer must first be notified. The Administrator's regular salary continues during any absence related to jury duty.

6. Reporting of Paid Leave Time

            Administrators who take paid leave (vacation, personal, sick, bereavement or jury duty)   are expected to submit a written record of such leave to their supervisor and the office of Human Resources.  Such submission should be at least twice yearly, at approximately mid-year and at the end of the fiscal year via the online leave form located on the SBU website at www.MySBU.edu.

B. UNPAID LEAVES OF ABSENCE

            1. Personal Leave  

                Administrators who have completed one year of continuous service to the University may request a leave of absence without pay for compelling personal reasons. A written request must be submitted to both the department supervisor and the divisional Executive Officer. The University retains sole discretion with respect to granting Personal Leaves. The request must also be sent to the Office of Human Resources. Leaves of absence may not extend beyond a maximum of 12 months from the original date of absence. During an unpaid leave, the University will continue to pay health care benefits (as previously elected), life insurance, and long-term disability insurance for one month. The University does not continue pension payments during unpaid leaves of absence. When approved leaves extend beyond one month, health care coverage, life insurance and long-term disability insurance terminate and are reinstated when the Administrator returns. An individual on Personal Leave may elect to continue Health Insurance by making arrangements to reimburse the University for the monthly payments to cover the expense of this insurance.
Personal Leaves of Absence must be approved by the supervisor of the department and the divisional Executive Officer.

            Approved leaves of absences taken under the Personal Leave of Absence Policy which satisfy all requirements of the Family and Medical Leave Act will run concurrently with Family and Medical Leaves of absences.

            2. Family and Medical Leave  

                In accordance with the Family and Medical Leave Act of 1993, Administrators may request an unpaid leave of absence for up to 12 weeks within each 12-month period, to care for a new child (birth, adoption, or foster placement of a child), or to care for a covered relative with a serious health condition. Covered relatives include a spouse, a parent, a biological, adopted, or foster child, a step-child, legal ward, or a "child" of a person acting in the capacity of a parent. Parents include biological parents, as well as a person that acted in the capacity of a parent towards the employee. Siblings and in-laws are not covered by the act. Family and Medical Leave may also be taken if a serious health condition renders the employee unable to perform the functions of his or her position.

                During a 12-week Family and Medical leave, health insurance is continued. The Administrator pays their normal share of the cost directly to the University.

                The Family and Medical Leave Act of 1993 requires only that 12 weeks of combined leave be allowed to two parents who are both employed by St. Bonaventure University in order to care for a new child or a covered relative with a serious health condition. However, St. Bonaventure University's policy is to allow one 12-week leave for each employee within any 12-month period.

                Administrators requesting a Family and Medical Leave must submit a written request to the Office of Human Resources, and receive approval from the supervisor of the department and the divisional Executive Officer. Available vacation may be used during a 12-week leave for the Administrator's own illness, or the Administrator may choose to take leave without pay. Available vacation days may be used for the care of an Administrator's family member. Administrators are not required to use any available paid days (vacation days) during a Family and Medical Leave. Approved leaves of absences taken under the Medical Leave of Absences Policy which satisfy all requirements of the Family and Medical Leave Act will run concurrently with Family and Medical Leaves of absences. (Further details of the policy are available in the Office of Human Resources)

            3. Military Leave and Reemployment  

                 An employee who is a member of the United States Army, Navy, Air Force, Marines, Coast Guard, Army National Guard or Air National Guard engaged in active duty for training, inactive duty training or full-time duty,  the commissioned corps of the Public Health Service, or any other category of persons designated by the President in time of war or national emergency will be granted an unpaid leave of absence for military service, training or related obligations in accordance with applicable law.  Employees on military leave may substitute their accrued paid leave time for unpaid leave.  At the conclusion of the leave, upon satisfaction of the conditions set forth below, an employee generally has a right to return to the same position he or she held prior to the leave or to a position with like seniority, status and pay that the employee is qualified to perform.

Procedure

                Any person who is absent from work because of uniformed service shall be entitled to the reemployment rights described below if:  

1.   the person provides a copy of the military orders or other written or verbal notice in advance, to his/her supervisor and Human Resources, unless he/she is unable to do so because of military necessity or it is otherwise impossible or unreasonable;

2.    the total, cumulative time the person has been absent from St. Bonaventure due to uniformed service does not exceed five (5) years; and

3.     the person reports to and/or submits an application for reemployment in accordance with the following schedule:

·        An employee who served for less than 31 days or who reported for a fitness to serve examination must report to the Human Resources Department not later than the beginning of the first full regularly scheduled work period on the first full calendar day following completion of the period of service

·        An employee who served for more than 30 days, but less than 181 days, must submit an application for reemployment no later than 14 days after completion of the period of service

·        An employee who served for more than 180 days must submit an application for reemployment no later than 90 days after the completion of the uniformed service

·        An employee who has been hospitalized or is recovering from an injury or illness incurred or aggravated while service must report to the Human Resources Department (if the service was less than 31 days), or submit an application for reemployment (if the service was greater than 30 days) in accordance with the appropriate provision above, measured from the end of the period that is necessary for the person to recover from the illness or injury, so long as the recovery period does not exceed two years.

Required Documentation

     A person whose military service was for more than 30 days must provide documentation within two weeks of his/her return (unless such documentation does not yet exist or is not readily available) showing the following: (i) the application for reemployment is timely (i.e. submitted within the required time period); (ii) the period of service has not exceeded five years; and (iii) the employee received an honorable or general discharge.

Reemployment

     A person meeting the above requirements will be entitled to reemployment as follows:

1.    a person who is in the uniformed service for less than 91 days will be placed in the position in which he/she was employed on the date the uniformed service began;

2.    a person who was in the uniformed service for more than 90 days will be placed in the position in which he/she was employed on the date the uniformed service began, or in a position of like seniority, status and pay;

3.    a person who incurs or aggravates a disability during the uniformed service such that he/she is no longer qualified to perform the duties of his/her previous position will be placed in another position which is equivalent in seniority, status and pay (so long as the person is qualified to perform the duties of that position), or in a position for which he/she is qualified that is nearest in approximation to his/her prior position in seniority, status and pay.

  St. Bonaventure is not required to reemploy a person if:

1.     its circumstances have so changed that reemployment is impossible or unreasonable;

2.     reemployment would cause an undue hardship on St. Bonaventure; or

3.     the person's employment was for a brief, non-recurrent period of time and there was no reasonable expectation that the employment would continue indefinitely or for a significant period of time.

Continuation of Health Benefits  

     During a military leave of less than 31 days, an employee is entitled to continued group health plan coverage under the same conditions as if the employee had continued to work.  

     For military leaves of more than 30 days, St. Bonaventure will continue group coverage under the same conditions as if the employee had continued to work until the end of the month in which the military leave commences.  An employee may elect to continue coverage at his/her expense thereafter.  The maximum period of coverage is the lesser of the 18-month period beginning on the first date of the person's absence, or the day after the date on which the person fails to apply for or return to his/her employment pursuant to the procedures set forth above. (1/14/03)

       2. Additional University Benefits

            a. Extended Benefits

            1. Computer Acquisition Program  

                        A full-time Administrator may purchase a personal computer with a St. Bonaventure University interest free loan. For complete details contact the Business Office.

            2. Employee Assistance Program  

                        An Employee Assistance Program (EAP) is provided to all University employees. This plan provides confidential counseling for employees, their spouse, and dependent children on a variety of matters. An employee has access to EAP on a 24 hour a day basis.

            3. Flexible Spending Account  

                  The flexible spending accounts give an Administrator the option of contributing pre-tax income to pay for non-reimbursed health care expenses and/or qualified dependent child care and adult day care expenses. By using pre-tax income, Administrators reduce their health and/or dependent care costs by the amount they save in taxes. Use of the accounts is voluntary and is subject to IRS regulations. Each year, Administrators decide whether, and how much, to contribute to one or both accounts for the following year. New Administrators may begin to participate on the first of the month following their date of hire. Further information may be obtained in the Office of Human Resources.

            4. Group Long Term Disability  

                  Administrators are eligible for Long-Term disability insurance 30 days following their date of hire. Duration of benefits is based on employee’s age when the disability occurs. After 6 months of total disability the plan pays a monthly income benefit of 60% of basic monthly earnings to a maximum benefit of $4,500. (the amount of benefit will be reduced by income benefits from Social Security or a similar plan). Further information may be obtained in the Office of Human Resources.

            5. Group Life Insurance  

                  This benefit  extended after the first of the month following 90 days of service, the University provides a death benefit equivalent of 1 1/2 times base annual salary rounded to the next higher $1,000 (maximum limit $300,000) for each full-time active Administrator prior to age 70. At age 70 the amount of life insurance is reduced to $10,000.

            6. Medical Insurance  

                  The University offers group health insurance plans for full-time Administrators and their eligible dependents. The University shall absorb eighty percent (80%) of the cost of the least expensive plan for active Administrators, their spouses, and dependent children. The Administrator's contribution is made on a pre-tax basis.            

            Administrators may drop health care coverage at any time. Enrollment in a health plan, however, is limited to the annual open enrollment period, unless that enrollment is required due to a loss of other health insurance coverage.

                  Complete details of the group medical insurance plan(s) are available in the Office of Human Resources.  The University reserves the right to change carriers and coverage, and will provide Administrators six month notice of substantial change(s). Coverage becomes effective on the first day of the month following date of hire.

            7. Moving Allowance  

                  In the recruitment of Administrative personnel the University will assist in defraying the cost for moving expenses up to a maximum of $2,000. Invoices are to be received and approved by the Executive Officer of the division in which the Administrator will be employed. Complete information is available in the Business Office.

            8. Parking  

                  Administrators are required to register motor vehicles with University Security. Traffic regulations and regulatory information are published periodically and Administrators, as with all community members, are expected to comply with these regulations. Information relative to parking regulations may be obtained in the Office of University Security.

            9. Pension Plan  

                  In addition to the mandatory participation of all Administrators in the Federal Social Security System, St. Bonaventure University provides a retirement plan which has two funding vehicles: Teachers Insurance and Annuity Association (TIAA)/College Retirement Equities Fund (CREF) and the EQUI-VEST, provided by Equitable Insurance.

                  The University contributes 10% of the contract salary for each Administrator who has completed two full years of employment. Year(s) of service with any educational organization during the 24-month period immediately preceding the Administrator's date of hire with St. Bonaventure University will be counted for meeting the participation requirements. Complete information on the plan is available in the Office of Human Resources.

            10. Recreational and Campus Activities Privileges  

                  University recreational facilities may be used by all full-time contract Administrators with reduced charges as determined by the University in accordance with University Policies. In addition, full-time Administrators receive two tickets at no or reduced charges, as determined by the University, to all campus athletic events sponsored by the University. Administrators likewise may be admitted at no or reduced charges, as determined by the University, to University lectures, concerts, movies, and plays.

            11. Social Security  

                  The University participates in the federal government's Social Security and Medicare Programs. An Administrator's participation is compulsory and rates, benefits, and other details of the program are prescribed by Congress and are subject to legislative change.

            12. Tax Deferred Annuity  

                  A tax deferred annuity is available to Administrators through a salary reduction agreement. An Administrator may reduce a portion of salary, currently subject to tax, and purchase with it TIAA/CREF Supplemental Retirement Annuities (SRA) or an EQUI-VEST Tax Deferred Annuity (TDA). Contributions to a tax deferred annuity are not matched by the University. Further information may be obtained from the Office of Human Resources.

            13. Travel Insurance  

                  The University carries a Travel Accident Insurance Policy on employees who are traveling on official University business. This policy provides a loss benefit of $200,000 per person with a maximum liability of $1,500,000 per occurrence. This benefit is effective with date of hire.

            14 Travel Reimbursement  

                  Administrators who travel on approved business or attend the meetings of professional organizations will be compensated for their travel expenses at rates established by the University. It is the responsibility of each divisional Executive Officer to approve travel requests in accordance with established policy and consistent with the approved annual budget. Approved departmental budgets shall be used to cover only authorized expenses.

            15. Tuition Remission for Administrators, Their Spouses and Eligible Children  

                All full-time employees of St. Bonaventure University, their spouses, and dependent children are eligible for undergraduate tuition remission.  This benefit is extended at the start of the first academic semester following the employee's date of hire.  Additionally, all full-time employees of Mt. Irenaeus and Holy Peace Friary, their spouses, and dependent children are eligible for undergraduate tuition remission upon the completion of 15 years of service.

                All employees must apply first for Federal, State, or Local tuition assistance, scholarships, or awards.  After the application for the aforementioned aid has been processed and/or is awarded, the University will grant remission of all remaining tuition.  The University reserves the right to charge for travel, food, lodging, and other costs borne by the tuition fee for certain courses where the tuition fee has been set to include these or other extraordinary charges.

                In addition, all full-time employees of St. Bonaventure University and their spouses are eligible for graduate tuition remission.  This remission may be subject to tax as per IRS guidelines.  Complete information is available from the Director of Financial Aid and the tuition remission form is available in the Office of Human Resources or on my.sbu.edu.  [Tuition Remission Policy revised, Spring 2011]

            16. Tuition Exchange for Dependent Eligible Children  

                  The University is a member of four tuition exchange programs for which eligible children of Administrators may be eligible. Requirements and eligibility guidelines are available from the Director of Financial Aid.

            17. Unemployment Insurance  

                  The University participates in the State of New York Unemployment Coverage Program . This program is a non-contributory benefit provided to its Administrators. Complete information is available in the Office of Human Resources.          

            18. Worker's Compensation  

                  All Administrators are protected in the event of injury or illness arising in the course of employment and as a direct result of their employment. To be sure of coverage under Worker's Compensation Insurance, each Administrator must report immediately any injury or illness to the Administrative supervisor and the latter will contact the Office of Human Resources. Failure to report injury may affect a claim for coverage. Medical bills incurred from an on-the-job injury or illness are paid by Worker's Compensation Insurance or through a medical only plan. For further details on Worker's Compensation, consult the Office of Human Resources.